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HomeMy WebLinkAboutAGENDA REPORT 2003 0205 CC REG ITEM 09CTO: FROM: DATE: MOORPARK CITY COUNCIL AGENDA REPORT The Honorable City Council CITY ')F �100RR,%RK, dC, ITJFORNIA of �rbRaa�v' 5, aot33 ACTFON: a PA %%A� TQC m° mend_ Mary K. Lindley, Director of Community Services January 16, 2003 (CC Meeting of February 5, 2003) SUBJECT: Consider Approval of Plans and Specifications for the Construction of Arroyo Vista Community Park Phase II SUbIMARY The City Council is being asked to approve construction plans and specifications for Arroyo Vista Community Park (AVCP) Phase II. Following the Council's approval, bid proposals will be solicited from qualified construction contractors. While initially the goal was to complete the project by June 1, 2003, it now appears more likely that the project will not be substantially completed until July 1, 2003, pending any significant wet weather. BACKGROUND At its meeting on October 16, 2002, the City Council approved an expanded scope of work for AVCP Phase II. The expanded work includes the scope previously approved with the addition of improved paved parking lots and ball field lights for the new fourth softball field. At the November 20, 2002, meeting the Council approved additional funding for the project, which included a temporary loan from the General Fund at the time when the funds are needed. This brought the total project budget to $2,402,351. The additional funding was needed to address a previous cost calculation error on the part of the landscape architect, the addition of ball field lights for the new fourth field, and parking lot improvements. - )30070 Honorable City Council February 5, 2003 Page 2 DISCUSSION The City Council is now being asked to approve the final construction plans and specifications for AVCP Phase II. The plan now incorporates the expanded improvements directed by the City Council at its October 16, 2002, meeting. A full set of plans and specifications was provided to the Council prior to the February 5 meeting. City staff coordinated a meeting of the youth sports organizations that use the sports fields at AVCP to discuss the design plan and receive comments and suggestions. An additional meeting of these organizations was recently held to discuss the construction plan, timing, and possible impacts on the various organizations' seasons. It appears that the greatest impact will be the availability of parking. While the parking lots are under construction, the City may need to identify some temporary parking space. Additionally, staff has discussed the revised completion date of July 1, 2003, with the impacted groups. They have all expressed a willingness to work with the City to reduce any potential use conflicts in an effort to facilitate completion of the work. The sports organization that will be most impacted by the construction work will be Moorpark Girls Softball. During the construction period, Girls Softball's season will be underway. Access to the three softball fields they use will not be impacted and they have not planned for the use of the new fourth field this season. As stated above though, parking for Girls Softball participants will be the most significant issue. Prior to the parking lot improvement work, staff will develop a temporary parking plan. Future Budget Implications In light of current state budget crisis and it's potential future impacts on the City, the Council may wish to consider delaying construction of AVCP Phase II until a state budget is adopted. At that time, the City will know what, if any, impacts will be to the General Fund. The project will add approximately ten acres of development park land, nine acres of which will consist of irrigated turf. As a result, the City should anticipate additional M: \MLindley \PARKS \Park Projects \AVCP Phase II \approve plans and specs ccagda.doc 000071 Honorable City Council February 5, 2003 Page 3 annual costs for operations and maintenance of approximately $52,000. This figure includes the cost to operate and maintain the new park restroom, but not maintenance of the new parking lots (slurry and crack sealing) , which could occur every five to seven years. The following budget represents an estimate of the costs the City can anticipate for maintaining the AVCP Phase II improvements: Landscape Maintenance: $15,000 Electricity: $ 7,000 Ballfield Lights: $12,000* Water (domestic and well): $ 4,000 Supplies $ 6,000 General Maintenance: $ 8,000 $52,000 (* This expenditure is reimbursed through light rental fees) The City currently spends approximately $147,000 per year to operate and maintain AVCP, which includes the same expenditure items as those referenced above. This figure does not include the recreation center. Approximately 65 percent of the cost to operate and maintain City parks is funded by the Park Assessment District. The remaining 35 percent is funded from the City's General Fund. Any cost increases in park maintenance and operation will be borne by the General Fund rather than the Park Assessment District since its growth is limited to a cost of living factor capped at no more than 3 percent a year and any added assessments collected from each new residential unit and newly developed commercial and industrial site. STAFF RECOMMENDATION Approve the construction plans and specifications for AVCP Phase II, and authorize staff to proceed with the bid process for this project. M: \MLindley \PARKS \Park Projects \AVCP Phase II \approve plans and specs ccagda.doc