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HomeMy WebLinkAboutAGENDA REPORT 1997 0618 CC REG ITEM 09CCITY OF MOORPARK CITY COUNCIL REPORT TO: The Honorable City Council FROM: Mary K. Lindley, Director of Community Services DATE: June 8, 1997 (CC Meeting of June 18) ITEM 9• C . CTrY OF MOORPAR& CALIFORNIA City C cil Mating �f Of 1941. ACTION: SUBJECT: Consider Approval of a Use Agreement With Moorpark American Youth Soccer Association Executive Summary The City Council is being asked to consider and approve an Agreement with the Moorpark American Youth Soccer Association (AYSO) that addresses, but is not limited to, the following: when and which park facilities will be made available, under what conditions facility improvements can be made, responsibility for specific maintenance and repair, setting of use fees, and liability issues. The Council is asked to approve the preparation of an Agreement similar to the Agreements with Little League and Girls Softball previously approved by the Council. Lastly, pending final language approval by the City Manager, authorize the City Manager to sign the Agreement on behalf of the City Background As has been discussed before, it is staff s intention to develop use agreements with each City of Moorpark based youth sports organization that uses City facilities. The purpose of the agreements is to facilitate the needs of the youth sports organizations and to aid in reducing scheduling conflicts that can arise from the large demand placed on the use of the City's sports facilities. The agreements will also serve as a means of identifying responsibility for approved improvements, maintenance and repair of City parks and other facilities. On February 19, 1997, the City Council approved the first such use agreement with Moorpark Little League and on May 7, a similar agreement with Girls Softball. The City is in receipt of a letter from AYSO (Attachment A) and staff has met with their representatives and is ready to proceed with their use agreement AYSO serves approximately 1,300 boys and girls between the ages 4' /z to 18. For the past four years they have used the fields at Arroyo Vista Community Park (AVCP) to hold practices and games. Their season begins with practices in August and commences with All -Star games 'in November; Saturdays in December are reserved for make -up games when necessary. A:1AYS0.AGD gq"3 AYSO Use Agreement Page 2 In September 1996, AYSO requested a waiver of AVRC room rental fees for the organization's meetings and training sessions. This request was granted by the City Council on the condition that certain snack bar improvements (purchase of a microwave and refrigerator) would be used to offset the rental fees. The waiver was effective through December 31, 1996. Based on, and consistent with, the Agreements approved for Little League and Girls Softball, staff proposes a use agreement with AYSO that contains the same provisions regarding the term (five years), fees for the use of the playing fields ($1.00) and adjustment thereof (after the first year fees may be adjusted by City Council), indemnification, liability insurance, and the other general agreement provisions. The agreements will differ in regards to the specific facilities to be used, maintenance to be performed, and improvements authorized. Also, AYSO's proposed Agreement will differ from the previously approved Agreements due to their requested use of the snack bar at AVCP. The proposed provisions specific to AYSO are as follows Premises: AYSO is requesting the use of official and non official soccer fields at AVCP located between the softball diamonds and temporary football field (see Exhibit A). This area currently accommodates up to eight soccer fields. In addition, AYSO is requesting the use of the snack bar at AVCP. Staff concurs with these requests. Use Fees: Since AYSO is requesting the use of the aforementioned park area and the snack bar, there are two separate fees to consider. As with the previously approved agreements, the City may adjust the fees on or before the beginning of the new year of the Agreement by giving AYSO written notice prior to the start of their fall season (August 1). A. Consistent with the other youth sports agreements, staff recommends that the annual fee for the use of the park area, as identified under Premises, be set at $1. B. AYSO is also requesting the use of the snack bar. The funds raised by selling drinks and food items go back into AYSO's various programs including its scholarship program. When the City approved the construction of the snack bar, it did so with the understanding that AYSO would donate $5,000 towards its construction costs. To date, the City has received a donation of $1,700 from AYSO. Staff and AYSO representatives agree that AYSO shall pay the remaining $3,300 over a three year period beginning with the execution of the Agreement as follows: A:\AYSO.AGD ofJoO64 AYSO Use Agreement Page 3 $1,300 Upon the execution of the Agreement (August 1, 1997) $1,000 - August 1, 1998 $1,000 August 1, 1999 Each August 1 following the final payment towards the construction of the snack bar (8/1/00 & 8/1/01) AYSO agrees to pay an annual fee for the use of the snack bar and adjacent storage room in the amount of $1,000. This fee includes water electrical costs, and pest control services associated with the operation of the snack bar. Use: A. AYSO is requesting the use of the park area between the softball fields and temporary football field to establish eight (8) soccer fields during their regular fall season. In addition, they would like to start offering a spring season, if interest remains high, and are therefore also requesting the use of the Premises during the months of April, May, and June (spring season). Staff concurs with AYSO's request for use of the fields during their fall and spring seasons. Consistent with the other Agreements, it is proposed that AYSO be required to furnish the City with a schedule of practice and game days and times for City approval prior to the start of each season. Lastly, during their seasons the general public shall have access to and use of the fields at times when they are not scheduled for use by AYSO. AYSO will not have priority use outside of the approved schedule. B. AYSO is also requesting exclusive use of the snack bar and its adjacent small storage room for the purpose of selling and storing food, soft drinks, clothing, and small soccer related equipment during their fall season for authorized games and practices. Staff recommends that the City retain the right to use the snack bar facility, at its discretion, for City sponsored and co- sponsored events upon 30 days written notice to AYSO. Additionally, AYSO shall agree to remove its property at the end of each season and will not return its property prior to the start of each season. AYSO shall also secure all necessary permits associated with the sale of and preparation of food Improvements: A. Expand the Number of Soccer Fields: AYSO is requesting that they be allowed to add an additional full sized and a small sized field for the upcoming 1997 fall A:\AYSO.AGD QW065 AYSO Use Agreement Page 4 season and consideration of possibly two smaller fields in future years. Their request is made in anticipation of an increase in the number of registered players. Staff, working with AYSO, has identified a feasible location for an additional field for the current year. AYSO will be responsible for marking the foul lines, using a water based paint. This will bring the total number of soccer fields used by AYSO to ten (10). The City Council should keep in mind that the current AVCP conceptual design identifies a third softball diamond, east of the existing diamonds, which will impact the area used by AYSO in the future. B. Installation of Lights: In the letter the City received, AYSO requested that it be allowed to install lights for evening play on at least four fields in the future. Currently, there is no specific time line, no cost estimate, and no specific information about light specifications. In discussions held with staff, AYSO indicated that it does not currently have the funds to proceed with lights, but would like future consideration of this request. They have preliminary ideas about joint use of the exiting light poles at one of the softball diamonds and proposed future light poles at the football field, should it become a permanent facility. Staff recommends that any discussion about the desirability and/or feasibility of lights be included in the Council's consideration of AVCP Phase II conceptual design. C. Redesign Snack Bar: AYSO would like the snack bar to be remodeled by adding a concession window that faces east towards the soccer fields. Because of the configuration of the snack bar it would not be feasible to add concession window facing east since there is a storage room between the snack bar and proposed window location without removing and constructing walls. The facility was designed to accommodate general use and the cluster of the three softball fields. Additional Requests A. Waiver of Rental Fees: In AYSO's letter to the City, it requested that the City Council waive fees for their use of a meeting room at AVRC. They have indicated in the past, that they require up to 100 hours of room rental. As stated earlier in this report the City Council waived room rental fees from September 1996 through December 31, 1996 because of a misunderstanding and the lack of time available for AYSO to adjust its budget. AYSO is the only youth sports organization that has received a fee waiver. In a recent conversation with AYSO representatives, AYSO expressed a willingness to pay the rental fee; therefore, this appears to be a non -issue at this time A:\AYSO.AGD �ouo�s AYSO Use Agreement Page 5 B. Driving on the turf: To assist transporting equipment between the storage bin and the soccer fields, AYSO is requesting permission to drive personal vehicles onto the grass area. Staff concurs with this request on the condition that AYSO limits the number of vehicles, as directed by the City; that no vehicle be allowed on the grass when the ground is saturated, either as a result of rain or irrigation controller problems; and that AYSO agrees to reimburse the City in the event damage occurs which requires staff time or an expenditure of funds. In the event of rain the day of or preceding a game or practices, AYSO shall seek written permission from the City prior to using a vehicle on the grass. This provision will be addressed under the Indemnification provision in the Agreement and AYSO will be required to provide evidence of automobile liability insurance. C. Storage: AYSO currently has a large storage bin located in the second unimproved parking lot at AVCP. They use the bin to store game and maintenance equipment including, but not limited to, nets, balls, a striping machine, additional trash cans, and paint. In a conversation with staff, AYSO mentioned that they may need an additional bin in the fbture to accommodate additional equipment needs as their participation numbers grow. Staff recommends that in light of accommodating AYSO's request to drive vehicles onto the field area, that the City designate an area by the well pump, to the east of the football field, to accommodate the existing storage bin. This action will improve the aesthetics of the park. Because AYSO can use the vehicles to transport their equipment the additional distance, should not present a problem. AYSO expressed two concerns regarding staff s recommendation: 1) AYSO owns the storage bin and it costs them approximately $200 to have it moved [they have moved it in the past at the direction of the City], and 2) they have small equipment items, e.g., nets, balls, etc. for which they do not use a vehicle to transport. Staff suggests that AYSO be allowed to store small equipment in the storage room adjacent to the snack bar, along with the food and drink items. Use of the small storage room for equipment should eliminate ALSO's potential need for a second storage bin. Consistent with the other youth sports agreements, AYSO will be required to maintain its storage bin which includes moving it, keeping it free of graffiti, and painting it when needed. Maintenance: Historically, AYSO has assumed responsibility for marking the soccer field foul lines (using a water based paint) and picking up and removing trash from the area following practices and games (they supply and store additional trash cans which are emptied into the dumpster by volunteers). City shall ensure that the goals are properly anchored and shall them during the off - season. A:WYSO.AGD �6 AYSO Use Agreement Page 6 AYSO's letter to the City requests more input into the maintenance practices of the field; they are mostly concerned with the watering, aerating, and fertilizing. The City's landscape contractor ( Sunridge) aerates the turf five times a year, applies fertilizer six times a year, overseeds when necessary, and adjusts the watering schedule to account for variations in the weather. As a result of problems (broken water line and water service disruptions) experienced during the recent park access road paving project, the grass developed some dry areas and staff is working with Sunridge to correct the condition. Upon meeting with AYSO representatives, staff agreed to work with them, whenever possible, to ensure that the fields are maintained at an optimum level. The use of the snack bar also requires the need for ongoing maintenance. Staff proposes that AYSO maintain and clean the snack bar and adjacent storage room including counters, sinks, floors, and walls after each use; remove and dispose of all trash in and around the snack bar. Additionally, the City will arrange for pest control services in and around the snack bar as needed. Lastly, AYSO shall also be required to maintain its storage bin in good working order by repainting it when necessary and removing all graffiti within 24 hours of notification Recommendation Staff recommends that the City Council Approve the proposed Agreement with American Youth Soccer Organization for use of designed area of Arroyo Vista Community Park and snack bar for authorized soccer practices and games and incorporating the provisions outlined in the agenda report, subject to final language approval by the City Manager; and Authorize the City Manager to sign the Agreement on behalf of the City. A:\AYSO.AGD