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Home My WebLink AboutAGENDA REPORT 2001 1003 CC REG ITEM 11G&01 (;o) (' f fi ITEM I - Cs • CO. Courlcr� of AC T TG-N: re4omme.M. i,or i „� MOORPARK CITY COUNCIL a n of Re-to zool 5-01 AGENDA REPORT BY: J TO: The Honorable City Council FROM: Mary K. Lindley, Director of Community Services k, DATE: September 25, 2001 (CC Meeting of October 3, 2001) SUBJECT: Consider the Completion of Arroyo Vista Community Park Phase II, Authorize an Agreement for Project Management, and Adopt Budget Amendment Resolution. DISCUSSION At its September 19, 2001, meeting the Council asked staff to prepare a plan to complete Arroyo Vista Community Park Phase II, including securing assistance from a contract project manager. On September 6, 2000, the City Council approved the conceptual design for AVCP Phase II. In the undeveloped eastern portion of the Park the approved design includes soccer fields, a restroom / concession/ storage facility, a play lot, a large picnic area and pavilion, an undefined water feature, and an improved parking lot. Within the developed portion of the Park the design incorporated an aquatics facility, a fourth softball field, relocation of soccer fields, a football practice field, bocci ball and shuffle board courts, and the completion of improved parking lots. Attachment A of this report identifies the approved plan. The City Council's previous discussions have centered around competing needs for youth sports fields and need for additional sports facilities (primarily softball, soccer, and football). To that end, staff was asked to outline a plan for constructing the sports amenities identified in the AVCP Phase II Conceptual Plan. 00s1-1 AVCP Phase II Construction Page 2 AVCP Phase II Development Plan It is recommended that rather than undertaking all of the improvements and amenities identified in the approved conceptual plan, that the City focus on constructing improvements in the undeveloped portion of the park, except for the water feature. This would include the soccer fields, football practice field, play lot, picnic area, and parking lot. The water feature would be delayed to a time in the future when more consideration can be given to its specific design. Additionally, it is recommended that the fourth softball field in the improved portion of the Park also be constructed. These amenities should relieve most, if not all, of the expressed needs of the youth sports organizations using AVCP. It may also make it easier to accommodate requests the City has received from Moorpark High School Girl's Softball program for the use of a softball field on weekday afternoons. To expedite the process, staff proposes securing a project manager. The project manager would work with City staff and the landscape architect to prepare construction plans and documents for Council's approval. The project manager would then draft a bid document for construction and oversee the construction process. There are a few individuals with park planning background in the Ventura County area that have expressed an interest in assuming the role of a contract project manager. Staff will continue to explore their qualifications and prepare a service agreement. The City will also need to secure a landscape architect. To expedite the selection process staff would proceed to negotiate with one or more qualified architects rather than conduct a lengthy bid process. There are two firms that have some landscape architectural background with the City and AVCP. Those firms include the architectural firm that prepared the AVCP Phase II Conceptual Plan and the firm that prepared the construction plans, and oversaw construction of, AVCP Phase I and the eight tennis courts. In order to allow the turf in the newly constructed soccer fields time to fully establish itself, sufficient for the type of wear and tear generated by AYSO and other sports groups, the City needs to provide for at least three to four months of M:\MLindley \PARKS \Park Projects \AVCP Phase IRAVCP Phase II construction plan ccagd.doc Sf . AVCP Phase II Construction Page 3 growth, if not more. For example, if the City sets a goal of having Phase II ready in time for the Fall 2002 youth sports season (AYSO and Packer Football) , it would need to be prepared to hydroseed no later than June 1, 2002. This appears to be an overly optimistic schedule and one that most likely cannot be achieved. A more typical project schedule includes opening the fields for play around February 2003. In addition to the construction of the aforementioned sports amenities, design and construction of the restroom /concession/ storage facility is underway and will continue to be handled separately. It is estimated that the project will be complete in May 2002, in advance of Packer Football's and AYSO's fall seasons. AVCP Phase II - Project Costs Based on a preliminary estimate, it is projected that completion of the improvements identified above will cost approximately $1.2 million. It will not be possible to provide a more actuate cost estimate until the City completes the design process and the landscape architect provides estimated cost figures. The work to be completed in this phase includes design work, project management, grading, irrigation, hydroseeding, playground equipment and installation, picnic area and pavilion, an improved parking lot, and the construction of a fourth softball field. The design costs alone will be about $120,000. The most readily available funding source for AVCP Phase II is the City's Park Improvement Fund. AVCP is in the Community Zone of the Park Improvement Fund. Based on future development projections, it is estimated that the Community Zone will receive approximately $11 million in new revenues over the next seven to ten years. However, this estimate is based on residential construction in the City. If certain residential projects are delayed or never materialize, the estimated future revenue in the Park Improvement Fund will be less. Attachment B to this Agenda Report identifies the estimated fund balance in the Park Improvement Fund, Community Zone, based on projected revenue (park improvement fees) and expenditures (future park improvements) . As you can see, if the City proceeds with all of the major improvements identified for AVCP, the M: \MLindley \PARKS \Park Projects \AVCP Phase II\AVCP Phase II construction plan ccagd.doc S) AVCP Phase II Construction Page 4 Community Zone is expected to experience a negative fund balance in FY 2002/03. This projection assumes that MUSD will not participate in funding the aquatics facility. In considering the completion of AVCP Phase II, the City must also think about future maintenance costs, which have yet to be identified. Such costs will include landscape maintenance, utility cost increases (water and electric), irrigation and landscape repairs, eventual equipment replacement (playground equipment and park furniture), and other related costs. Staff will be able to provide estimated maintenance costs, along with construction costs, once the design work has been completed. To proceed with the design and construction of the sports amenities and other improvements identified in this Agenda Report, staff is requesting Council's authorization to secure the services of a project manager to assist with the design phase, at a cost not to exceed $6,000. Once the City has completed the design phase it will need to make an additional allocation to retain the project manager for the construction phase. The attached Resolution amends the City's FY 2001/02 Budget to allocate funds from the Park Improvement Funds, Community Zone, to the Community Services expenditure budget to cover this cost. Staff will evaluate potential landscape architectural firms, including those mentioned above, and return to the Council with a recommendation and a request for funding. STAFF RECOMMENDATION (Roll Call Vote) Direct staff to proceed with the AVCP Phase II improvements as outlined in the Agenda Report, authorize the City Manager to sign an agreement with a project manager at a cost not to exceed $6,000, and adopt Resolution No. 2001 -_, amending the FY 2001/02 Budget. M:\MLindlcy\PARKS\Park Projects'AVCP Phase IRAVCP Phase II construction plan ccagd.doc w p� ,_.; v•✓lden_Y(J AVCP Phase II Construction Page 5 RESOLUTION NO. 2001- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FY 2001/02 BUDGET FOR THE DESIGN OF ARROYO VISTA COMMUNITY PARK PHASE II, BY APPROPRIATING $6,000 FROM THE PARK IMPROVEMENT FUND, COMMUNITY ZONE (2100), TO THE ARROYO VISTA COMMUNITY PARK PHASE II PROJECT BUDGET (2100.7022) WHEREAS, on June 20, 2001, the City Council adopted the FY 2001/02 Budget; and WHEREAS, on October 3, 2001, staff presented the Council with a report which requests the appropriation of $6,000 from the Park Improvement Fund, Community Zone, for the design of Arroyo Vista Community Park Phase II; and WHEREAS, Exhibit "A" hereof describes said budget amendment and its resultant impacts to the budget line items. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES RESOLVE AS FOLLOWS: SECTION 1. A budget amendment to appropriate $6,000 from the Park Improvement Fund, Community Zone, and appropriate the same for the design of AVCP Phase II, as more particularly described in Exhibit "A" attached hereto, is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of the resolution and shall cause a certified resolution to be filed in the book of original Resolutions. PASSED AND ADOPTED this 3rd day of October, 2001. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk M: \MLindley \PARKS \Park Projects \AVCP Phase II AVCP Phase II construction plan ccagd.doc i<r00s" 1. AVCP Phase II Construction Page 6 Resolution No. 2001- EXHIBIT A Budget Revision A. Fund Allocation: Fund No. Fund Name Amount 2100 Park Improvement Fund, Community Zone $6,000.00 $6,000.00 $6,000.00 B. Budget Appropriation: BUDGET NUMBER BUDGETED REVISION NEW BUDGET 2100.7800.7022.9630 $0 $6,000.00 $6,000.00 Approved to Form: M: \MLindley\]'ARKS \Park Projects'AVCP Phase Il\AVCP Phase 11 construction plan ccagd.doc N ARROYO VISTA COMMUNITY PARK LOCKER — COMMUNITY CENTER / EXPANSION = %) P GYM TENNIS. COURTS City of Moorpark TAKATAASSOCIATES /—POOL COMPLEX NEW PARKING LOT (11153 CARS) OCC (1) SOCCER (3) SOCCER (5) —, i -- - - --- \ 80'X] I� -. _ 57_ , SOC 6 Lam— SOCCER. �CER (21 SOCCER 14) 80'X360', s J ar.pYPMO�fE. (`� (sOCOR J71 TjI1 J i= E� EXISTING RESTROOM NEW SOFTBALL FIELD NEW PARKING LOT (242 CARS) - -NEW ACCESS ROAD FIELD -CONCESSION I RESTROOM -TOT LOT -NEW PAVIUON (APPROX. 20 PMWC TABLES) -NEW PARKING LOT (42 CARS) —WALK/ JOGGING TRAIL i 1 �i,RO"RT�N o ((xY 200' soo' Onc Acre 74 — EXISTING SOFTBALL FIELD f —BOCCI COURTS (PRoPosEo) — RELOCATED PAVILION PRACTIC. (APPROX. 20 PICNIC TABLES) — RELOCATED TOT LOT - EXISTING --- SHUFFLE BOARD (PROPOSED) — EXISTING ROLLER HOCKEY FIELD -CONCESSION I RESTROOM -TOT LOT -NEW PAVIUON (APPROX. 20 PMWC TABLES) -NEW PARKING LOT (42 CARS) —WALK/ JOGGING TRAIL i 1 �i,RO"RT�N o ((xY 200' soo' Onc Acre Re . / iz'm I1. G.. ATTACHMENT B Community Zone Estimate Fund Balance Activity Fiscal Year Expenditures /Projects Estimated Cost Revenue Fund Balance 2001 -2002 $1,376,000 $1,000,000 Aquatics Facility $250,000 Restroom Facility $460,000 AVCP Phase II $500,000 $1,166,000 2002 -2003 $1,408,000 Aquatics Facility $2,350,000 AVCP Phase II Completion $1,000,000 ($776,000) 2003 -2004 $1,828,000 Aquatics Facility $50,000 $1,002,000 2004 -2005 $1,292,000 $2,294,000 2005 -2006 $992,000 $3,286,000 Beyond $4,250,000 $7,536,000 These are estimates for discussion purposes only. Actual expenditure and revenue figures may change. Comm Zone 7/01