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HomeMy WebLinkAboutAGENDA REPORT 1997 0820 CC REG ITEM 09ITO: FROM: DATE: SUBJECT: Executive Summary CITY OF MOORPARK CITY COUNCIL REPORT The Honorable City Council 11 4,-100 I'TEM CITY OF MOORPAM CALIFORNIA Ci ty Cou cif MM tin of ��--1 g 199, 7 ACTION: Mary K. Lindley, Community Services Directry: August 8, 1997 (CC Meeting of August 20) Consider Approval of a Use Agreement With Moorpark Packer Football - Moorpark Boys and Girls Club The City Council is being asked to consider and approve an Agreement with the Moorpark Boys and Girls Club that addresses the activities of Moorpark Packer Football including, but is not limited to, the following: when and which park facilities will be made available for Packer Football, under what conditions park improvements will be made, who is responsible for specific park maintenance and repair, setting of park use fees, and liability issues. The Council is asked to approve an Agreement, similar to the agreements the Council previously approved for Little League, Girls Softball and AYSO, 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 staff s intention to develop use agreements with each City of Moorpark based youth sports organization that use 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 park facilities. The agreements will also serve as a means of identifying responsibility for approved improvements, maintenance and repair of City parks and other facilities. Packer Football is affiliated, with and operates under, the Moorpark Boys and Girls Club's non profit status. As such, the City's Park Use Agreement will probably be with the Boys and Girls Club. While the Agreement will address Packer Football's activities, ultimate responsibility for the provisions in the Agreement would appear to lie with the Boys and Girls Club. Staff is still in the evaluating their relationship and its effect on this Agreement Moorpark Packer Football involves boys ages eight to fourteen years old. They begin official weigh -ins in late July. Practice begins in August and their season starts at the end of August and runs through December. They practice Monday through Friday from 5 p.m. to dusk and hold A:\PACKERFT.AGD 000283 M Packer Football Use Agreement 2 their games on Saturdays from 8 a.m. to 6 p.m. An average of approximately 200 boys participate in Moorpark Packer Football. Additionally, girls, ages 8 through 14 participate as cheerleaders in the Packerette Program. Last year, Packer Football relocated from the old Moorpark High School site to AVCP. The City Council approved the temporary placement of the existing football field at the east pf AVCP. Packer Football graded the field and practice area, performed survey work and soils testing, installed irrigation and electricity, hydroseeded approximately 5 acres, and installed the goal posts, fence, and bleachers all at their own cost. While the City did not fund any capital costs associated with the football field, the City Council did authorize that fees be waived for professional services (plan review and inspection) and administrative costs in an amount not to exceed $2,500. A significant amount of staff time was spent on efforts to facilitate Packer's football field improvements. Additionally, the City absorbed costs associated with the on -going watering and maintenance of the football and practice field turf and maintenance of the adjacent unimproved parking lot. As a part of the access road paving improvement project conducted this past Spring, the City absorbed additional costs associated with the football field related improvements. The water line, originally installed by Packer, had to be relocated from its location along the south edge of the road at a cost of approximately $8,000. The line originates at the restrooms and provides Packer Football with drinking water in the area just west of the bleachers. In addition, the temporary unimproved parking lot established by Packer Football required regrading to facilitate drainage. With the access road improvement, the parking lot was left at a lower grade than the road, preventing water from adequately draining in the direction of the Arroyo. The regrading of the parking lot included the practice field used by Packer Football which required the City to remove and replace irrigation lines and to reseed the area at a cost of approximately $12,000 plus a significant amount of staff time. These are costs the City would not have incurred if the football field did not exist. Based on, and consistent with, the agreements approved for Little League, Girls Softball, and AYSO, staff proposes a use agreement with Packer Football 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 agreement will differ in regards to the specific facilities to be used, maintenance to be performed, and improvements authorized. The proposed provisions specific to Packer Football are as follows: A:IPACKERFT.AGD 000284 Packer Football Use Agreement 3 Premises: Packer Football is requesting the use of the football field and adjacent practice field at AVCP for practices and games. The Premises are more fully illustrated on Exhibit A. Since the practice field can not accommodate all of the teams, Packer Football requires additional area for practice Monday through Friday. Last year they used Poindexter Park, this year, with staff s concurrence, they plan to use Glenwood Park. To allow the City some flexibility, the specific location of the additional practice area will not be identified in the Agreement but will be worked out with Packer prior to the start of their season each year. r,5g, Packer Football is requesting the use of the Premises during their regular season which begins in July and extends through the first week of December. Consistent with the other youth sports agreements, it is proposed that Packer Football be required to furnish the City with a schedule of practices, games, and training directly associated with the season, 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 Packer Football. Packer Football will not have priority use of the Premises outside of the approved schedule. Associated with the use of Premises, Packer Football is requesting permission to locate a catering truck on the grass south of the football field to serve as a temporary snack bar for games on Saturdays. They received permission from the City last year for the use of the catering truck. Staff concurs with this request so long as Packer Football agrees to correct any turf damage that may occur and provided that they agree not to allow the truck to drive on the grass when it is wet, for whatever reason. The City has a similar provision regarding use of a vehicle on wet grass in its Agreement with AYSO. Additionally, Packer Football is requesting the use of amplified sound to announce their games and play music. The City received a letter fi-om a resident who lives above AVCP to the south of the football field complaining about the noise level created by the amplified sound used last year. Announcing the game is usually an integral part of football games. After receiving assurances from Packer representatives, staff believes that when the speakers are directed correctly and the system is operated by an adult, it is possible to provide amplified sound with minimal impact on the residents at the top of the slope. Staff recommends allowing Packer Football to use amplified sound as long as it is kept below 55 decibels. The PA system would only be used for games on Saturdays between 9 a.m. and 6 p.m. If the City finds that Packer Football has not adhered to the provisions in the Agreement regarding amplified sound or if the City receives substantiated complaints, permission may be revoked at the City's sole discretion. A:IPACKERFT.AGD +00285 Packer Football Use Agreement 4 Lastly, Packer Football is asking for consideration for the use of temporary lights for practices and games. The lights would be used after October 25 when day light savings ends and we return to standard time, between dusk and 7 p.m. Temporary lights were used last year without city authorization and contrary to the City's approval. However, no complaints were received. Staff agrees with the request on the condition that placement of the lights continue to have little or no impact on residents at the top of the south slope and that the lights are stored in a secured manner by Packer Football at a location approved by staff, at the end of each day. Additionally, as with the catering truck, Packer Football will be required to refrain from placing the lights on the grass when the grass is wet since they are mounted on a trailer. i � Consistent with the other youth sports agreements, Packer Football will be allowed to use team identification banners which may include the name of a sponsor, but they will be restricted from the use of signs, banner, or other form of outdoor advertising without the written permission of the City. Improvements: A. Base for Unimproved Parking Lot: Packer Football is requesting permission to provide several truck loads of crushed asphalt to lay as a base over the unimproved dirt parking lot adjacent to the football practice field in the event they are able to secure the material. They have indicated that when the material is spread out, exposed to heat from the sun, and then compacted, will provide a hard surface. They would need assistance from the City to spread the material which would involve the use of a skip loader (expected to be purchased by City around December). The benefit would be to provide an enhanced driving surface, reduce dust, and facilitate parking when the ground is wet (football games are played even in the rain). Staff recommends granting their requests provided that, 1) Packer Football provides the City with plans including how and when the material will be delivered, and that the material and work to be performed meet City standards; and 2) that the City finds that the additional material will not create a drainage problem. It is possible that in order to make this determination, a survey of the parking lot and football practice field will need to be performed. In the event Packer Football decides to pursue this improvement and a survey is necessary, City shall have the right to require Packer to secure an engineer to perform the work or reimburse the City for said work. B. Storage: Packer Football is requesting authorization to place another storage bin within AVCP near the football field. They currently have one bin and have A:IPACKERFT.AGD 000280 Packer Football Use Agreement 5 indicated that they need a second one to accommodate additional equipment. AYSO made a similar request, and the Council concurred with staffs recommendation to limit them to one storage bin. While staff is sensitive to the storage needs of the various youth sports organizations, those needs should be balanced with the visual and space impacts they create. As with AYSO, staff recommends that Packer Football be required to relocate its existing bin to the far east end of the developed portion of the park (the specific area will be determined by staff) and that they be limited to one bin. Additionally, Packer Football would like to store its three and five -man blocking sleds in the vicinity of the practice field during its season. They have indicated that the sleds are chained to the wooden poles used to line the edge of the field to prevent any unauthorized person from attempting the move them. The sleds are used during practices and are very heavy, making it difficult to move in and out of the storage bin. After the football season, Packer will make other arrangements to store the sleds either inside their bin or off site. Staff concurs with this request so long as Packer takes full responsibility for the sleds, including any liability for individuals who may play on the sleds as a result of them being stored on the practice field. Such language will be included in the Use Agreement. Maintenance: For the first year of its existence, wagering and mowing the football field has been the responsibility of the City. Packer Football has performed some field maintenance including weed removal and performs additional fertilization twice during its season. In addition, Packer burns the side lines and paints the field lines weekly using a water based paint. In the event that Packer feels the football or practice fields need to be reseeded, they should be responsible for securing the seed and performing the work. As with other youth sports organizations, staff does its best to adjust the watering schedule to accommodate their use of the field. With regard to the goal posts, storage bin, bleachers, potable water line, electrical power, and any other improvements performed by Packer, they will be responsible for all maintenance and repair. Packer Football shall be required to ensure that such improvements are in good working order at all times which includes but is not limited to painting the goal posts and storage bin annually, or more often if needed. In addition, Packer will be responsible for removing any graffiti that occurs on Premises within 72 hours of being notified to do so. Staff recommends that language be included in the Agreement formalizing responsibility for maintenance and field preparation as has been identified. Representatives from Packer Football have also shared with staff their desire for future improvements to the football field area which include permanent lights, sound system, and snack A:IPACKERFT.AGD 000287 Packer Football Use Agreement 6 bar. Additionally, they envision a larger practice field area to accommodate all the teams at AVCP. The RFP for the conceptual design for AVCP Phase II includes instructions to evaluate and recommend the permanent placement of the football field and to consider the impact of lights and amplified sound in the Park. It is recommended that the City Council consider any future improvements when it reviews the conceptual design. Recommendation 'tkStaff recommends that the City Council: • Approve the proposed use agreement withl oorpark Packer Football for use of the football and practice field and surrounding areas at AVCP as identified on Exhibit A for authorized practices and games and incorporating the provisions 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:IPACKERFT.AGD S.C.E. R/W C, PARK- BOUND Rr AN BASEBALL aQ DIAMOND —PARKING) Fi'et BASEBALL -1 Z f -j DIAMOND BASEBALL DIAMOND I tFUTUkQ cr 04- 10 CP , Lu C) i K YL� irv-kjae—, �Mi