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HomeMy WebLinkAboutAGENDA REPORT 1997 0507 CC REG ITEM 09EITEM 9.E. CITY OF MOORPARK CTPY OF MOORPAR& CALIFORNIA CITY COUNCIL REPORT city Counci Meeting of._ �,_,_ 15 199„ �. ACTION: TO: The Honorable City Council FROM: Mary K. Lindley, Community Services Directory -- DATE: April 23, 1997 (CC Meeting of May 7) SUBJECT: Consider Approval of a Use Agreement With Moorpark Girls Softball Association Executive Summary The City Council is being asked to consider and approve an Agreement with the Moorpark Girls Softball Association that addresses, but is not limited to, the following: when and which park facilities will be made available for Girls Softball, under what condition's improvements will be made, who is responsible 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 Little League Agreement previously approved by the Council and, pending final language approval by the City Manager, authorize the City Manager to sign the Agreement on behalf of the City. Background It is stafFs intention to develop use agreements with each City of Moorpark based youth sports organization that uses City facilities. The purpose of the agreements is 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. That agreement has since been finalized and is now in effect. The City is in receipt of a letter from Girls Softball (Attachment B) and staff has met with their representatives and is ready to proceed with their use agreement. Girls Softball involves girls ages 4 '/2 to 16 years old. For the past several years they have used the two softball diamonds and one temporary T -Ball field at Mountain Meadows Park and the three at Mountain Meadows School for games and practices. They also practice at parks throughout the City on a shared arrangement with Moorpark Little League and the Sharks Travel Softball Association as approved and arranged by City staff at no cost. Their season begin§ in AAGIRLSOFT.AM 4)00087 Moorpark Girls Softball Association Agreement Page 2 mid March with practices and games continuing through mid June. Practices and games are played Monday through Saturday. All -star practices (no all -star games scheduled in Moorpark) run through mid July. They have a fall/winter season which begins in September and ends the first week of November. Games for the fall /winter season are held on Sundays at Mountain Meadows Park. Based on, and consistent with, the Agreement approved for Little League, staff proposes a use agreement with Girls Softball that contains the same provisions regarding the term (five years), use fees ($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. The proposed provisions specific to Girls Softball Association are as follows: Premises: Girls Softball is requesting the use of both softball fields and the temporary T- Ball field at Mountain Meadows Park Use: Girls Softball is requesting the use of the Premises during their regular season as well as their fall /winter season (see months and days identified earlier in the staff report). Consistent with the Little League Agreement, it is proposed that Girls Softball be required to furnish the City with a schedule of practices and games for City approval prior to the start of each season. In addition, during their seasons the general public shall have access to and use of the Premises at times when it is not scheduled for use by Girls Softball. Girls Softball will not have priority use of the Premises outside of the approved schedule. Improvements: A. Brick Dust: Girls Softball is requesting that during the next off - season, they be allowed to remove a layer of dirt from the infield of the north diamond and replace it with brick dust. They propose that the labor be performed by Girls Softball and that the City supply the brick dust. Staff concurs with this request since this is an improvement that should be undertaken by the City regardless of Girls Softball's use. This is the only City ballfield composed of dirt. The addition of brick dust will bring it up to the same standards as the City's other ballfields and will facilitate its general use by the public. The cost for materials is approximately $350. B. Sprinklers: Girls Softball would like to install a sprinkler system along the outside perimeter of the infields at both softball fields to water the infields (they are A:AGIRLSOFT.AGD V,MOSS Moorpark Girls Softball Association Agreement Page 3 currently watered manually). This would be similar to the system in place at one of the softball fields at Arroyo Vista Community Park. Girls Softball has indicated that it would perform the labor and may be able to supply the materials. Staff recommends that they be allowed to install a sprinkler system, at their own cost and consistent with City specifications. C. Pitching Plates: Girls Softball is asking for approval to install rubber "warm -up" pitching plates outside of the first and third base sidelines at the north field and the third base sideline at the south field, just inside of the sideline fence. Staff concurs with this request provided the plates do not interfere with the maintenance of the turf and that the proposed locations not present safety concerns to the general public. D. Temporary outfield fence: Girls Softball requests that it be allowed to install a temporary outfield fence made from a plastic netting material designed specifically for this purpose. The fence would be purchased and installed by the Association and the fence would be removed and stored during the off - season. Consistent with the Little League Agreement, staff concurs with this request for the spring/summer season only (March 15 - July 31). The City would need to approve the material and installation method prior to installation. In addition, Girls Softball would be required to maintain the grass along the fence line, since the mower will not be able reach directly up against or beneath the fence. E. T -Ball Backstop: Girls Softball requests permission to install a portable backstop for use at the T -Ball field. They are asking that the City share half of the estimated $1,500 needed to build the backstop. After receiving their written request, staff spoke with Girls Softball representatives regarding the relocation of the T -Ball field. At its current location next to the basketball court, the proposed backstop would detract from the Park's appearance. Staff recommends, and Girls Softball concurs, that the T -Ball field be relocated so that home plate is nearer the restrooms. The restrooms would obstruct the view of the backstop from the street and therefore the backstop could remain in place year- round. The relocation of the field would take place prior to the 1998 season. Staff recommends that the City Council approve the use of a portable backstop provided the construction and anchoring method is consistent with City specifications. The City would burn the T -ball field lines prior to the start of the 1998 spring/summer season; the infield would remain grass. Consistent with the Little Agreement, staff also recommends that the City decline the request to share the cost of the backstop. A: \GIRLSOFT.AGD O��'09 Moorpark Girls Softball Association Agreement Page 4 54"n : Girls Softball Association requests that they be allowed to hang banners, one that says "Moorpark Girls Softball League - Moorpark a Great Place to Live, Work and Play" and others that recognize team sponsors. Consistent with the City's Agreement with Little League, staff recommends that the City Council approve the use of the aforementioned banners on game days with the condition that the signs be removed at the end of each day. Maintenance: Historically, the Girls Softball Association has performed maintenance work on the two softball fields at Mountain Meadows Park during the Spring and Fall season. Most of the maintenance performed is field preparation in the form of watering the dragging the infield. Because the north field is regular dirt, it requires additional watering to keep the dust down. The watering is performed by hand. In addition, Girls Softball keeps the dug -outs clean and picks up trash around spectator areas following practices and games. As with Little League, staff believes that Girls Softball should empty the trash containers located at the north and south softball fields in the trash bin located at the park following weekend games so that the containers do not remain full and unavailable for use by others. Staff recommends that language be included in the Agreement formalizing responsibility for maintenance and field preparation as has been identified. Storage: The Girls Softball Association is requesting storage space at Mountain Meadows Park to store a field dragger, chalkers, hoses, and other maintenance equipment. They currently store these items at Mountain Meadows School. The City does not have a storage facility at Mountain Meadows Park; there is no storage room as indicated in the Association's letter. However, staff did propose to Girls Softball representatives the possibility of installing a storage chest behind the first base sideline of the south softball field. If purchased by the Association, the City would install the chest at the foot of the Park's eastern slope. The storage chest would remain in place for the term of the Agreement and Girls Softball would be required to maintain it and keep it free of graffiti. The Moorpark Girls Softball Association and the Moorpark Sharks Travel Softball Association work closely together to coordinate and compliment their programs. They also share facilities and equipment. The letter received from Girls Softball identified some of the needs of the Sharks and it is staff suggestion that any needs beyond those specifically addressed/resolved in the City's Agreement with Girls Softball should be taken up separately in an agreement between the City and the Sharks Association. A:IGIRI.SOFT.AGD 4 .0oV®VO Moorpark Girls Softball Association Agreement Page 5 Recommendation Staff recommends that the City Council: Approve the proposed use agreement with Moorpark Girls Softball Association for use of the softball fields at Mountain Meadows Park for authorized practices and games and incorporating the provision outlined in the agenda report, pending final language approval by the City Manager; and Authorize the City Manager to sign the Agreement on behalf of the City. A: \GIRLSOFT.AGD i { Tom Murray -- President & CEO MOORP*RK (JIRLS SOFTB*LL ASSOCIATION PO Boa 246 Moorpark, California 93020 April 11, 1997 Ms. Mary Lindley, Associate City Manager City of Moorpark 799 Moorpark Avenue Moorpark, CA. 93021 Dear Marv: Thank you for taking time out of your busy schedule to meet with me and Larry LaFafta earlier this month. We were both very excited about the City's desire to establish a long term use agreement with Moorpark Girls Softball Association and the Moorpark Sharks Travel Softball Ball Association for the use of park facilities for our annual seasons. This letter will serve as a specific clarification of Moorpark Girl's Softball Association's needs, schedule and in -kind services for the City. I have also taken some time to share some thoughts on a 5 year direction/vision we would like to make. iyields at Mountain Meadows Park Girls Softball has two fields and a "T -Ball training area -- baselines burned into grass" at North Mountain Meadows Park Both the North Field (designated #4) and South Field (designated #3) along with 2 school fields at Mountain Meadows School serve our entire organization, 300+ girls, from the ages 5 through 16 years. During our tour of both fields, we showed you and Al some items which need renovation, which the following will address. * ,, orth Field ( 44) - -. The dirt on the field is made of some sort of dry powder mix which needs constant watering, we also need more dirt as the entire infield is now 1 -2" lower than the surrounding area. During the season, and enspite of the best efforts of both league volunteers and city personnel, the entire infield (which in softball is dirt) becomes a dust bowl in a two hour period. It makes playing on this particular field very unpleasant for the girls (dust dirt gets blown in eyes) also sometimes dust clouds blow into spectators viewing games. To alleviate this we would like to do two steps. 1. during the off season remove the top layer of dust/dirt and replace with brick dust 2. run a sprinkler line system which can water the infield The league could supply the staffing/contract labor for both jobs, probably the material for sprinkler systems we would like the City to supply the dirt The league would like to install two "warm up" pitching mounds at the North Field as well as the South Field ( #3) *South Field ( #3) - -. Unlike the North Field, the dirt on this infield is made up of a brick dust/soil which is compact enough and can tolerate a greater time of play without water. It does however, need to be watered to keep the infield in playing condition. Currently, this is done manually by league personnel. The league -would like to install sprinkler system to water the infield automatically League personnel could supply contract staffing to complete this job. For the work on these two fields we would like your assistance in obtaining any encroachment permit required by City C_ C, - Ct Mountain Heado)vs Park f ields -i ui ureu -- vv c; gore thrilled to Mork �N fill ill"; (-Ii) io produ" a i -Bali training area last year. Thus area vvhich is really a niiiii- licid, was used not only fur our TI-Bali division but also for our b -y year old division when we lost, tcriipurall). ilic use of one of our school fields this past month. This field does not Vatic a backstop or f::nce to stop foul balls from going onto ilic adjacent baskLtball Lourts or spectators nearby. This is itot a problem "till T- Ballers, as they rarely if cvcr hit the ball backwards off ilic batting tee. Ii can be a probicni in the future, if we have to use the field for our a -y )car old di%isiotl. T lic league is negotiating "fill local fence supphcr ,.;ompanics to build us a portable backstop which could be used during season and removed at the cad of ilic season. I iii; Association is offaing to split thu Lost "all ill,; (.jty. The lo" esilinatc w received was for ruuggtil) $1500. flic Association can move iurivard on tius %% 1111 furilial approval by the City. \ urih, iuutli I'I. I'd's Moorpark Girls Softball is prepared to purchase and install winporary outfield lcncing for Will North and South fields. Again, Girls Softball would purchase and install thus 1L11LL and would rclllovc ii at the cnd of each season each )car, so iliac the fields can be used C or ollicr uses bcivvcLti Nuv ciiibcr and February Lach yLar. We ncLd fornial pernussion from ilic City to d0 tills. We would like to liang bamicrs recognizing our sponsors and a league banner which you saw and states "Moorpark Girls Softball Leagw-- Moorpark u Great Place to Live, W'ark and Play" oil the fences surrounding the South Field ( #3). We need formal City approval to do thus. Maintenance Moorpark Girls Softball Association will, during our spring and fall season, maintain the infield on both fields at North Mountain Meadows including drag and prep the dirt daily during season. The Sharks Travel Ball Association will also lielp maintain the infield at Arryo Vista. In addition, we will ensure dug; outs and spectator areas are kept free free from host debris during; season by our participants. We will heed to have the city continue to cut the outfield grass and edge foul lines as both Associations do not own a mower. Girls Softball does own field drags, chalkers for foul lines and other maintenance equipment. There maybe a need to store some equipment at the North Mountain Meadows restrooau during; season or maybe have a mini - storage chest behind the backstop of each field. 1 would like to work this with you to see what options are available to us. Since our founding, 5 years ago, Moorpark Girls Softball Association volunteers have worked closely with City staff and personnel to build these fields. Both organizations spend many hours maintaining these fields. Both organizations take a great deal of pride in these fieldsitacilities and would like to continue to work with the City. Practice Fields In discussions with Little League, Travel Ball Association and with Dale Summerville, Girls Softball will continue to need the following; fields during the season for team practices: Arryo Vista Community Park ( field without lights as well as grass area). In the future as our league continues to grow, we will have a need for additional area. This past year we lost two ball fields at Arryo West. With the help and assistance of Dale and my counterparts at Little League and Travel Ball we were able to accommodate all teams. 1 am not as optimistic about being; able to Handle the increase in demand for ball field time, as all leagues continue to grow and the number of ballfields either stays the same (or in fact decreases). Please see FUTURE Vision Section, the nest page, for proposal to alleviate some of tills burden. Season Moorpark Girls Softball League season starts with "workout days'" ays " tit mid February with tennis being selected and practice beginning March 1. Opening Day, is typically the last weekend in March or first weekend in April. The spring season lasts through the second week in June with games being played on City fields Monday - Saturday. There are all -star teams which play until nlid July, while no all-star g;,tanes are scheduled for Moorpark this year teams do need City fields to practice oil (iiliiiiindl impact as typically only 3 -5 All -Star teams versus Spring Season league 20-30 teams). A fall/ winter season begins in Sept and ends the first week in November, gables are played on Sundays. Casino Aight. ArlllU: illy, lMoorpark Girls Softball holds a Casino 'Night as a ftutd- raiser for the league. Last year, the League used tint Sunset Hills Club. While it was a great event, Association members and h would like to hold thus event locally. This year we would like to use a City facility. Board nrernbers Beck Hardin and Tina Hare have been working with City personnel to secure a facility ( 1 believe the Apricot Room) . The City has a policy regarding once a year events that non- profits hold for the eonunuruty, and the direct cost charge is assessed for this one time event, 1 have seen where these fees have also been waived. Moorpark Girls Softball Association would like our Casino Might to fall into this category. Our date is now set, for May 9. We will also be serving alcohol and will need the necessary permits for that as well. FLTURE VisionlDirection Il is becoming more apparent to rn)sell, my board, Tra%cl Softball Association and Dale Stm mcrvillc that the growth and intcrest in softball in Moorpark will grow significantly over the nest few years. Spurring this interest is the recent suc"bs of the i4hoorpark High School Softball team, [California Interscholastic Fcdcralion - -2nd place finish] and Softball being recognized as an Olympic Event, our USA TEAM won the gold metal. Moorpark Girls Softball has grown from 200 girls to over 300 girls in less than 4 years we are projecting this number to move to over -400 girls in the nest fcw years. The Travel Softball Association has grown from u girls to over 40 in less than 2 ) cars, projections arc for 4 teams of 15 g►rhs within tlic nc.vl year. From the accounts that Dalc Sumner isle has provided mc, there is a large intcrest in softball in her program. We iced ai least one more field maybe two in Moorpark to support this growth and intcrest. The .11uurpark (rrrls Jvjibull.lssucrauun has pul [he building u,/ a Field uj -mute Dreams ai nlre rip of our vision: direction. We arc looking for the City's support for the following pieces of this vision: r Building a permanent 3rd Geld at North Mountain Meadows Park on the grass in the north west section of the park where the current T Ball area is currently located * Move the current T Ball area directly south in the grass area between basketball area and south sidewalk * Build a permanent Snack Stand facility at North Mountain Meadows park. Reserves have been created in Moorpark Girls Softball Association this year to start the funding of this dream. Mary, again thank you for taking time out of your schedule to meet with me. I enjoyed the opportunity to talk about our current and future needs with you. I am also delighted about the City's direction to establish along terns use agreement with the various Softball Associations in Moorpark. I believe I have provided many of the key points that need to be addressed with the Cily. If)ou Have additional questions, please; �.;onttact me. I look forward to a continued successfully relationship %vitii the City, providing softball to area youth. Sincerely, /&Lk Tom Murray President, Nloorparl cc: Board of Directors, MGSL Larry LaFata, Director Sharks Trav el Softball Association of Moorpark