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Home My WebLink AboutAGENDA REPORT 1995 0621 CC REG ITEM 11B LOS ITEM • CITY OF MOORPARK 1)R?!,!:K, CAL AGENDA REPORT Cary Counc l Meer;,g • 'it 1995 F ` Co TO: The Honorable City CouncilTI'� ;.MP A � alk FROM: Christine Adams, Director of Community Servic�'�` 4 , sr ,, DATE: June 9, 1995 (Meeting of June 21, 1995) SUBJECT: Consider Proposal from Tri Valley Roller Hockey Association Relative to Capital Improvement at Arroyo Vista Community Park. BACKGROUND Representatives from Encore Sports in Thousand Oaks, Simi Valley, and Woodland Hills, met with staff recently regarding the possibility of a donation of the dasher boards for the perimeter of the roller hockey rink at Arroyo Vista Community Park. The representatives also organize the Tri Valley Roller Hockey Association in Agoura Hills and Simi Valley, a non- profit youth roller hockey organization, and through that organization, they are offering to provide and install the plywood dasher boards and chain link fencing, valued at $40, 000 . This would be a permanent addition to the facility, and would become the property of the City once installed. Upon approval by the City Council, staff would develop a contractual agreement with Tri Valley Roller Hockey Association for the installation work. Tri Valley Roller Hockey Association is currently developing plans and specifications for review by staff . The dasher boards were removed from the original scope of work due to the cost, and the City had planned only to pour a large concrete slab with a 6" concrete curbing to serve as the roller hockey rink. The proposal offered by Tri Valley would require the City to do a change order with Sport Court, who has already been contracted with the City to do the concrete work. This would eliminate the 6" curb and the goals (which Tri Valley will provide) , and increase the area of the concrete from 15, 725 square feet (185 'x 85 ' ) to 20, 000 square feet (200 ' x 100 ' ) . Staff estimates that this would be a net increase to the contract with Sport Court of about $7, 500 . The City has realized savings in other areas, such as the benches and picnic tables, and would therefore not exceed the total amount appropriated ($642, 700) . In short, the City will be getting $40, 000 of labor and materials for spending an additional $7, 500 with the current contractor. , Tri Valley Roller Hockey Association would also like to establish an annual lease with the City and run leagues at the rink in return for their donation. This arrangement could be done similar to the City ' s agreement with MBA, whereby the league pays the City an annual use fee, includes insurance covering the City, and offers the program independently from the City. Tri Valley Roller Hockey Association would include all maintenance of the rink during their two seasons which is approximately eight months each calendar year, including all repair and repainting of the dasher board. Currently, in Agoura Hills and Simi Valley, Tri Valley charges $120 . 00 per person for a season of play. The organization has made a commitment to providing scholarships to individuals who cannot afford to pay the league fee, and will provide the same to Moorpark residents in the proposed Moorpark league . In Agoura Hills and Simi Valley, approximately 10% of the participants in Tri Valley Roller Hockey currently live in Moorpark. Each league has over 400 youth participating annually. Tri Valley previously requested a five year agreement, but is agreeable to a three year lease agreement . Staff is considering proposing a $15 per hour rental fee, which, in the event electrical lighting is installed, would increase to $22 per hour for the hours that lights are used. This would equate to approximately $9 , 000 per year (without lights) . The City would develop the agreement whereby the City would have time available to offer their own programs (such as a preschool or tiny tot roller hockey class) , and retain a certain number of hours each week for public use. Tri Valley is suggesting a seven day a week use during their seasons (all day Saturdays and Sundays, and two hours each afternoon during the week) . Staff would recommend that there be some time available for organized use on Sundays, and limit the weekday use to three afternoon/evenings per week. Tri Valley estimates that installation could begin within four to six weeks from receiving approval from the City Council . The lease agreement would go into effect after the City Council approves the filing of the notice of completion of the roller hockey rink and the dasher boards . At their meeting on Monday, June 5, 1995 , the Parks and Recreation Commission reviewed the proposal offered by Tri Valley Roller Hockey Association, relative to the capital improvement donation to the planned roller hockey rink at Arroyo Vista Community Park, and the proposal to enter into a lease agreement with the City for use of the planned roller hockey rink for youth roller hockey leagues in Moorpark. The Parks and Recreation Commission endoses the proposal from Tri Valley, with the following recommended inclusions in agreement : 1) Non-exclusive use, i . e. available to public from end of June through September, and on school holidays and school breaks . 2) No Sunday morning leagues . Available to the public on Sunday mornings . 3) Only three weekday nights (2 hour time blocks each night) for league use. Other two nights available for public use. 4) Dasher boards to be specified to City standards and maintained to City standards by Tri Valley Roller Hockey Association. 5) Include at least two Moorpark residents on Tri Valley Roller Hockey Association Board, to provide local input . 6) Staff to look into costs to pull conduit for future lighting of rink, so it can be done prior to concrete being poured for rink. 7) Term of lease to be three years, with a joint renewal option after that . 8) Include portable dividers, so that during non-league time, rink can be divided to have additional use. 9) Priority registration period for Moorpark residents at beginning of each season, possibly for three weeks . Staff has taken these suggestions made by the Commission and has included them, where feasible, into a license agreement between the City and Tri Valley for a three year use of the roller hockey rink at Arroyo Vista Community Park. The representatives from Tri Valley Roller hockey have reviewed the agreement, and are agreeable to the terms outlined therein. A copy of the license agreement is attached. Staff is further recommending that a change order to the Sport Court contract be deferred until the City can secure a guarantee from Tri Valley that the dasher boards will be installed as specified and the lease agreement with Tri Valley is approved. RECOMMENDATION 1 ) Approve the project and proposed agreement for the installation of the dasher boards and a lease agreement with Tri Valley Roller Hockey Association, subject to language approval by the City Manager, and 2 ) Approve a change order with Sport Court for the additional concrete work for the roller hockey rink, not to exceed $7, 500, contingent upon Tri Valley Roller Hockey Association providing the City a guarantee that they will install the dasher boards to City specifications . ATTACHMENT Cost Estimate Summary for Arroyo Vista Park, Phase II Licensing Agreement with Tri Valley Roller Hockey Association - Draft. COST ESTIMATE SUMMARY Approved New Water Well $ 80, 000 $ 80, 000 Ballfields (2 ) $ 73 , 777 $ 78, 497 * Ball Lights (1) Installed $ 89, 808 $ 89 , 808 Restroom/Concession $ 85, 000 $ 85, 000 Play Equipment $ 62 , 941 $ 62 , 941 Hardscape 0 0 Rollerhockey $ 60, 736 $ 68, 236 ** Picnic Shelter $ 21, 644 $ 21, 644 Tables, Benches, BBQ' s, Drinking Fountains, and Trash Cans $ 31, 082 $ 16, 304 TOPO/ Survey 700 700 Soils Test $ 1, 500 $ 1, 500 Architect for Restroom $ 3, 400 $ 3, 400 Sewer/Water/Hydrant $ 65, 000 $ 65, 000 Blue Prints $ 1, 500 $ 1, 500 Construction Admin. (Picon) $ 15, 100 $ 15, 100 Sod/Irrigation Removal for Ballfields, Tot Lot, and Picnic Shelter (force account) $ 1, 000 $ 1, 000 Road Oil Treatment $ 5, 600 $ 5, 600 Fencing $ 3, 500 $ 3, 500 Well Pump Repair $ 15, 000 $ 15, 000 Inspection / Permits $ 3 , 500 $ 3, 500 TOTAL $620, 788 $618, 230 4 % Contingency $ 21, 912 $642 , 700 * Includes new fence bid for arched backstop, which is about $2 , 000 more. ** Includes additional concrete area, and elimination of 6" curbing.