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MOORPARK CITY COUNCIL
AGENDA REPORT
TO: The Honorable City Council
FROM: Mary K. Lindley, Director of Community Services
DATE: March 9, 2001 (CC Meeting of March 21, 2001)
SUBJECT: Approve an Amendment to the City's Use Agreement with
Moorpark American Youth Soccer Organization
SUMMARY
The City Council is being asked to approve an amendment to the
City's Use Agreement with Moorpark American Youth Soccer
Organization (AYSO) . The proposed Amendment would expand AYSO's
use of certain amenities at Arroyo Vista Community Park (AVCP)
for additional dates to incorporate their annual Apricot Jam
Tournament in April, summer soccer camp, and to allow them to
host part of the area post- season All Star play.
BACKGROUND
In March 1997, the City entered into a Use Agreement with
Moorpark AYSO for the use of the four soccer fields and all of
the remaining open space, excluding the football field and
practice field, from August through December for their Fall
season, and April through June for a proposed Spring season (the
Spring season has never been implemented) at a cost of $1.00 per
year. Additionally, AYSO has use of the AVCP concession stand
for the Fall season at a cost of $1,000 per year.
When AYSO, or any of the
have a use agreement with
outside their previously
appropriate park rental
Historically, AYSO and
tournaments that involve
tournaments serve as their
other youth sports organizations that
the City, wish to use park facilities
authorized dates, they are charged
fees set by the City Council.
Girls Softball have held weekend
teams from outside Moorpark. These
major fundraisers. In the past, both
AYSO Amendment
Page 2
organizations have paid park rental fees for the use of the
City's park facilities for tournaments, since they are not
covered within the provisions of their use agreements. Last
year, AYSO paid fees in the amount of $3,456 for use of AVCP for
the Apricot Jam.
However, at its meeting of May 17, 2000, the City Council
approved a request by Moorpark Girls Softball to waive the park
rental fees associated with its tournament, excluding any direct
cost including staff time and electricity. Had the City not
waived the fees, Girls Softball would have paid fees of
approximately $2,000, based on the City's then newly adopted
tournament package rate. They did pay for staff to be present
throughout the tournament to ensure that the restrooms were
stocked, trash cans were emptied, and to respond to any
potential problems that may occur. This action was consistent
with fee waivers approved by the City Council for the annual
Kiwanis softball tournaments.
DISCUSSION
Moorpark AYSO is requesting that the City Council amend its Use
Agreement to address the annual Apricot Jam Tournament, post -
season All Star games, an annual August soccer camp, and use of
Miller Park rather than request consideration of these items
each year. Staff's recommended response to AYSO's requests is as
follows:
Apricot Jam Tournament
As stated previously, the Apricot Jam Tournament is
typically held on the last weekend in April. Moorpark Girls
Softball's Use Agreement with the City gives them use of
the softball fields and concession stand from the third
week of January through the end of June. In 2000, Girls
Softball voluntarily agreed to postpone its use of AVCP
softball fields for the weekend of AYSO's Apricot Jam,
allowing AYSO complete use of the park. They have indicated
to AYSO that they will do the same this year as well. If
Girls Softball agrees with this arrangement, and it is
confirmed, staff would recommend that AYSO's request to
include the Apricot Jam Tournament in its Use Agreement be
approved. The City would assign a staff person to work
during the event and AYSO would pay for the direct staff
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AYSO Amendment
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costs. If lights (the existing softball lights or any
future City field lights) are requested, AYSO would also
pay any fees associated with that use as well.
Additionally, in the past, AYSO has made arrangements to
secure portable toilets, at their cost, to accommodate the
large number of people who attend the tournament. This
should continue and should be incorporated in the proposed
Amendment.
Post - Season All Star Games
At this time, the AVCP soccer fields are not committed to
any group in January and February. These are the additional
months AYSO is requesting to host games associated with the
area -wide All Star games. The All Star games are primarily
held in Thousand Oaks. AVCP would become a secondary host
site. Currently, AYSO is paying park rental fees for any
use of the soccer fields during January and February. The
fee is $10.00 an hour. Staff would recommend approval of
AYSO's request to include the January and February All Star
games; however, AYSO's use should not conflict with Girls
Softball's use of the softball fields and t -ball area, and
Girls Softball will have use of the concession stand as
specified in its Use Agreement.
Soccer Camp
AYSO traditionally offers a soccer camp at AVCP in August.
The camp is operated by Moorpark AYSO in conjunction with
the area regional administrator. The City has charged
rental fees for the use of the fields for this annual camp.
AYSO is requesting that the camp and the use of a field at
AVCP be included in its Use Agreement for no additional
cost. Staff recommends approval of this request.
Miller Park
AYSO's letter includes a request to use the soccer field at
Miller Park, if the field is not being used by another
organization (Moorpark Soccer Club). They propose using the
field and surrounding open space during the Fall season for
practices, Monday through Friday, and for Upper Division
games on Saturday and Sunday to alleviate the congestion at
AVCP. Previously, Moorpark Soccer Club expressed an
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AYSO Amendment
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interest in using Miller Park, in a letter to the City,
once the grass becomes fully established. The City has not
addressed this issue, but it makes sense to allow Moorpark
Soccer Club to use Miller Park, since its current site,
Campus Canyon Park, does not have off - street parking. AYSO
and Moorpark Soccer Club hold their primary seasons during
the same time of year. Therefore, staff recommends that the
City Council decline this request at this time until
Moorpark Soccer Club's interest in the use of Miller Park
can be determined.
AYSO's letter includes an offer to release its use of AVCP
soccer fields between April and June since they do not
anticipate implementing a Spring season in the future.
Additionally, AYSO is offering to pay the City an additional
$200 per year for the use of the concession stand to cover their
expanded use.
The Agreement is due to expire in February 28, 2002, and AYSO is
requesting that the term be extended an additional three years
beyond that date. The youth sports agreements were purposely
written to all expire together in 2002 so that their renewal
could be better coordinated. Staff believes that it will work
better if they are all renegotiated within the same year so that
the City can assure that potential use conflicts are addressed
as a whole.
STAFF RECOWONDATION
Direct staff to prepare an Amendment to Moorpark AYSO's Use
Agreement incorporating the annual Apricot Jam Tournament, post -
season All Star games, and the summer soccer camp, and deleting
the use of AVCP between April and June, and adjusting the
concession stand fees to $1,200 per year, consistent with the
provisions outlined in the Agenda Report, and authorize the City
Manager to sign the Amendment.
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