HomeMy WebLinkAbout12/18/2007, C9 - 2008 USE OF SAN LUIS OBISPO BASEBALL STADIUM BY SEMI-PROFESSIONAL BASEBALL TEAMS council Mft�D�19 ) zs o
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CITY O F SAN LUIS O B I S P O
FROM: Betsy Kiser, Parks and Recreation Directols)
SUBJECT: 2008 USE OF SAN LUIS OBISPO BASEBALL STADIUM BY SEMI-
PROFESSIONAL BASEBALL TEAMS
CAO RECOMMENDATION
1. Approve the 2008 SLO Baseball Stadium semi-professional baseball use schedule as
mutually agreed upon and proposed by the SLO Blues and SLO Rattlers, conditional
upon the schedule accommodating the needs of Babe Ruth.
2. Direct staff to develop one year Use Agreements with each organization.
3. Return to Council with final agreements for approval and execution.
DISCUSSION
Background
The SLO Baseball Stadium at Sinsheimer Park is a popular venue for both youth and adult
baseball in the community. Over the years, it has been used by many organizations, including
Babe Ruth Baseball, San Luis Obispo High School baseball team, the Parks and Recreation
Department, Cuesta College, Cal Poly, Hancock College, the SLO Blues, Santa Maria Indians,
Men's Senior Baseball, and most recently the SLO Rattlers.
Since the early 1970's, use of the stadium has been governed by a Priority For Use Policy which
has enabled the Stadium to be effectively managed and shared by interested parties. When a new
semi-professional team (the SLO Rattlers) requested use of the facility for the 2007 season,
competition for evenings and weekends became so fierce that it required mediation to resolve
scheduling conflicts.
Due to the challenges of the 2007 season, City Council directed staff to return at the end of the
baseball season with a review of the uses, and recommendations for improved management of
the facility for future years. With input from a Joint Use Sub-committee and reviews from both
the Joint Use Committee (JUC) and the Parks and Recreation Commission (PRC), on October 2,
2007 staff presented Council with a management system designed to prevent a repeat of the 2007
"turf wars".
At the October 2 meeting, City Council 1) concurred that the SLO Baseball Stadium for semi-
professional baseball teams is "impacted" and that use by more than two semi-professional teams
not occur in 2008; 2) approved the release of a Request for Proposal (RFP) inviting organizations
to bid for use of the SLO Baseball Stadium for the 2008 season; and 3) based upon the proposals
received, directed staff return to Council with recommendations for the shared use of the SLO
Baseball Stadium, from which use agreements could be generated.
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2008 Use of SLO Baseball Stadium Page 2
The RFP Process
A RFP for use of the SLO Baseball Stadium by semi-professional baseball teams for the 2008
season was released on October 15, 2007 followed by a pre-proposal conference on October 26
(see Attachment 1 for a description of work requested in the proposal). On November 11, 2007,
the City received two proposals in response to the RFP; one from the SLO Blues and one from
the SLO Rattlers.
On November 26, a Proposal Review Committee consisting of David Hensinger, PRC member,
Michael Parolini, JUC member, Shelly Stanwyck, Assistant City Administrative Officer, Jay
Walter, Public Works Director, and Doug Perrin, Arroyo Grande Parks and Recreation Director
conducted interviews with representatives of the organizations. The intent of the interview
process was to evaluate the proposals and develop recommendations to the City Council for
shared use of the stadium, with the number of games allocated to each team dependent upon
responsiveness to the criteria set forth in the RFP, the quality of team performance during the
proposal review and interview process, and past performance with the City.
The proposals were exceptionally well-developed and each organization presented its
management plan thoughtfully, professionally and to the satisfaction of the Proposal Review
Committee. (Proposals are available for review in the Council reading file.)
Memorandum of Agreement Between Organizations
During the development of their proposals, the two teams met and conferred and to the
appreciation of the Proposal Review Committee and staff, presented a four-year Memorandum of
Agreement (MOA) signed by the two organizations. The MOA provides for the cooperative use
of the SLO Baseball Stadium for the 2008 semi-professional baseball season and beyond, and
ensures mutual financial stability for both organizations (see Attachment 2 for MOA and
proposed schedule of use.) The MOA addresses the number and distribution of home games for
each team, distribution of weekday games, affiliation privileges with the California Collegiate
League, banner installation practices, and sharing of equipment - all issues of conflict during the
2007 season. As further stated in the agreement, both parties "seek to enter a new era of mutual
cooperation for the overall benefit of the community and summer collegiate baseball."
Proposal Review Committee Recommendations
In light of the successful efforts of the two teams to resolve scheduling and use conflicts and their
willingness to enter into a four year MOA to reinforce those efforts, the Proposal Review
Committee recommends that the City Council 1) approve the proposed preliminary schedules as
submitted by the teams, conditional upon the schedules accommodating the needs of Babe Ruth;
and 2) approve the development of one year use agreements with each organization that include
an option to extend for two (2) additional years. The Proposal Review Committee felt that
granting a two-year option to extend serves a two-fold purpose: 1) it will greatly benefit the
teams, who need as much lead time as possible to develop competitive and flexible season
schedules (usually developed immediately following the season), and 2) if all goes well with the
2008 season, it provides a suitable and efficient means for City staff to continue agreements
without lengthy and time consuming negotiations.
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2008 Use of SLO Baseball Stadium Page 3
Development of Use Agreements
If supported by the City Council, staff will work with the SLO Blues and the SLO Rattlers to
develop Use Agreements for the 2008 season. The Use Agreements are anticipated to be
presented to Council in the spring for final approval and execution. The Use Agreements will be
similar to the 2007 agreements and will incorporate, to the extent possible, the specific criteria
identified in the individual proposals, including, but not limited to:
1) Management and communication ethic
2) Facility needs and management plan
3) Field preparation needs and requirements
4) Spectator management plan
5) Parking management plan
6) Advertising signage and banner plan
7) Storage needs and plan
8) Special events plan
9) Food and beverage concession management plan
10)Security and safety plan
11)Use permits
12)Insurance requirements
A Word About Concessions
At the October 2 meeting, Council received testimony from the baseball organizations that the
ability to manage their own concessions was crucial to the financial success of their operations.
With that in mind, Council approved the inclusion of criteria in the RFP for a food and beverage
management plan. If the proposed management plans proved inadequate, Council granted staff
the option to release a separate RFP for an exclusive food and beverage concessionaire for the
stadium. The Proposal Review Committee felt that both organizations adequately and effectively
addressed their food and beverage concession needs, therefore staff will include those
management plans in final Use Agreements with the organizations.
CONCURRENCES
Both teams indicated in their interviews that they had discussed the preliminary use schedules
with other stadium users, including Babe Ruth and Men's Senior Baseball and had received their
support.
FISCAL IMPACT
There is no fiscal impact associated with the approval of these recommendations. Once contracts
are in place, rental fees will be assessed for actual use of the stadium and its amenities.
ALTERNATIVES
The City Council could choose to enter into a one year agreement without an option for
extension, and base future long term agreements on the quality of each organization's
performance during the 2008 season. Based on the premise that it will greatly benefit the teams
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2008 Use of SLO Baseball Stadium Page 4
to have as much lead time as possible to develop competitive and flexible season schedules, and
provide a suitable and efficient means for City staff to continue agreements without lengthy and
time consuming negotiations, staff prefers the contract extension option.
ATTACHMENTS
1. RFP Description of Work
2. MOA between the SLO Blues and SLO Rattlers and proposed schedule of use
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
Proposals from the SLO Blues and SLO Rattlers
G:Admin\Council Agenda Reports\Sinsheimer\CAR SLO Stadium Use 12.18.07.doc
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ATTACHMENT.
Field Preparation Requirements:
The organization will designate one non-team member to handle f preparation duties. This
person will be required to meet with Parks Maintenance staff as neede oughout the season for review
on field preparation issues and will be required to attend a nianda field preparation clinic run by Parks
Maintenance staff prior to the start of the season.
Advertising and Banner Policy
The City has established a policy advertising in its parks with specific criteria for Stadium
users, as follows:
1. Organizations wi a allowed to place signage in the Stadium from May 1 through
August 15 ea year.
2.. The City _serves the right to accept or deny any signs placed on or in its facilities.
3. The s' of a sign shall not exceed 6 feet by 16 feet.
4. en permission from all affected users must be obtained prior to the installation of
anners at the Stadium.
Proposal Requirements
The proposer should submit as much information as possible relative to the following areas:
1. Proof of status as a semi-professional baseball team through the National Baseball Congress.
2. How will the organization establish,demonstrate,and measure a professional,respectful,and
accountable management and communication ethic.
a. Describe the procedures that will be in place to show management and communication
ethic.
b. Explain what measures will be taken if standards are not adhered to by members of the
organization.
c. Indicate how the organization will resolve conflicts with other Stadium users and with
City staff.
3. Operational plan as it relates to the use of the SLO Baseball Stadium, including:
a. Facility needs and management plan
i. Identify the areas of the Stadium that are being requested and why.
ii.. Elaborate on the needs for the press box, including any infrastructure requests.
iii. Discuss any arrangements and the timeframe to provide the City in a timely
manner with needed paperwork such as signed agreements,permits, insurance
certificates, and payments.
iv. Describe what will be needed to get into the Stadium for pre-game preparation,
including amount of time,areas to be accessed, etc.
v. Discuss sharing equipment with other users,such_as_batting.cages, concession
stand equipment,etc. and how storage will be addressed with those items if they
are present on site but not shared.
vi. Provide a drawing of the layout needed for any outside equipment that will be
brought into the facility during the season, such as beer trailers, carts, other
equipment, etc.
b. Field preparation needs:
i. Indicate what type and frequency of field preparation will be needed.
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i� ATTACHMENT
i
ii. Describe the type of equipment that will be used to prepare the field and how it
will be stored.
iii. Identify any special needs related to the preparation of the field.
iv. Explain any concerns that need to be addressed with City staff prior to the season
regarding field preparation needs,i.e. change of staff mid-season.
v. Indicate the person who will be the designated field preparation point of contact
who will attend the training and perform field preparation functions.
c. Spectator management plan
i. Explain the steps the organization will take to handle large crowds inside the
Stadium,especially during special events.
ii. Indicate the measures to be taken to handle prohibited activities-spectators on
top of the dugouts, in the landscaped areas down each foul line,in the barbecue
area and on the stairways during games.
d. Parking management plan
i. Explain how the parking lot will be managed to avoid illegally parked vehicles.
ii. Describe how fire lanes remain clear from illegally parked vehicles.
iii. Identify how parking will be managed during special events which have the
potential to draw large crowds.
e. Advertising signage and banner plan(banner policy)
i. Explain how the signs will be mounted, including receiving approval from City
staff and permission from other users.
ii. Elaborate on whether signage is expected to remain up during the season and
how other users wishing to hang signs will be accommodated to hang up their
signs.
iii. Describe when signs and banners will be removed from the facility.
iv. Explain what other types of advertising will take place in the facility.
£ Storage needs and plan
i. Indicate storage needs inside the facility and why.
ii. Identify storage needs outside the facility and why.
iii. Explain what other resources will be needed, such as electrical hookups;to
coincide with storage needs.
g. Special events plan
i. Identify the types of events being planned and dates.
ii. Describe the procedures to be used if large crowds are expected and how will
overflow parking and additional spectators outside the stadium be managed.
iii. Identify other impacts there might be to the facility when special events are being
held.
---i: —Describe your plan to notify nearby residents on large events that may impact —
neighborhoods.
h. Food and beverage concession management plan
i. Describe the amenities on site that will be used.
ii. Identify what equipment will be brought on site that is not already present.
iii. Elaborate on the plans for sharing equipment.
iv. Indicate what will be done to handle removal of equipment so other users may
occupy the concession area.
v. Identify methods to clean up the facility after games have been completed.
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ATTACHMENT
vi. Indicate if alcohol sales will occur and what steps will be taken to restrict outside
alcohol from being brought into the Stadium.
vii. Discuss your strategy in handling the transition between other facility users and
your organization as it pertains to the use of the concession stand.
i. Security and Safety Plan
i. Discuss the steps that will be taken to provide security during games and special
events.
ii. Describe the security measures that will be taken in the parking lot during games
and special events.
iii. Indicate what steps will be taken to insure spectator safety during games and
special events.
4. Management team structure, including identification of personnel roles and responsibilities and
point of contact with City staff
5. Indicate what will be the organization's ideal schedule for number of games to be played,game
times and tournament dates.
6. Explain how the organization will coordinate schedules with other teams using the Stadium.
7. Other pertinent information that the organization believes would support its request for use of the
Stadium.
The agreement for the 2008 Stadium use will be crafted from the information provided in the
response to the RFP and the presentation.
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ATTACHMENT_
Memorandum of Agreement
The SLO Rattlers and the San Luis Obispo Blues have come to the following agreements.
1. The term of this agreement is (4) four years and is subject to the approval of the City of San Luis
Obispo. .
2. SLO Rattlers will limit requests for the Stadium to (25)twenty five Home Games.This does not
include games played with the Blues where the Blues are the home team.
3. A preliminary schedule has been worked out for 2008 and is attached to this agreement for
reference purposes only.
4. Distribution of those home games will include three weekends, defined as a Friday-Saturday-
Sunday allocated to the Rattlers.
5. The balance of games will be evenly distributed throughout the week, as agreed upon by both
parties, using a give and take philosophy.
6. When playing each other, both teams agree to split Home and Away games on an equal basis over
the term of this agreement. In 2008 the Blues will have 4 home games with the Rattlers having 2.
Scheduling for 2009 Rattlers will have 4 home games Blues will have 2. In 2010 and 2011 both
Rattlers and Blues will split 6 games, each with 3 home games.
7. As a result of this agreement the Blues will not bar the Rattlers from affiliation with the CGL
(California Collegiate League), should they desire to do so.
8. The banner signage installed-by the Blues will be left up during Rattler home games, except
Signage specifically mentioning Blues(Go Blues, etc.)will be removed for Rattler games.
Rattlers reserve the right to place Rattler sponsor signage over the Blues sponsor banners should
they so desire.
9. Baseball equipment such as screens, batting cages, rakes, shovels, etc. will be shared by all
parties using the facility. Repair or replacement costs will be equally shared.
10. As represented by this agreement both parties seek to enter anew era of mutual cooperation for
the overall benefit of the community and summer collegiate baseball.
Agreert this date: e!nber 26, 2007
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Dave Hite, General Manager Mike Lara, General Manager
SLO Ra rs San Luis Obispo Blues
Roy Howell, President Joe Vergara; CFO '
SLO Rattlers San Luis Obispo Blues
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vATTacHM Z
Blues/Rattlers Stadium Uses
May 2008 July 2008
Sunday, May 25 Blues Tuesday, July 1 Blues
Monday, May 26 Blues Wednesday, July 2 Blues
Wednesday, May 28 Blues Thursday, July 3 Blues
Friday, May 30 Blues Friday, July 4 Rattlers
Saturday, May 31 Blues Saturday, July 5 Rattlers .
Sunday, July 6 Rattlers
Tuesday, July 8 Rattlers
June 2008 Wednesday, July 9 Blues
Thursday,.July 10 Blues
Sunday, June 1 Blues Friday, July 11 Blues
Monday, June 2 Blues Saturday, July 12 Blues
Wednesday, June 4 Rattlers Sunday, July 13 Blues
Thursday, June 5 Rattlers Tuesday, July 15 Rattlers
Friday, June 6 Blues Wednesday, July 16 Blues
Saturday, June 7 Blues Thursday, July 17 Rattlers
Sunday, June 8 Blues Friday, July 18 Blues
Monday, June 9 Blues Saturday, July 19 Blues
Tuesday, June 10 Blues Sunday, July 20 Blues
Wednesday,June 11 Blues Monday, July 21 Blues
Thursday, June 12 Blues Tuesday, July 22 Blues
Friday, June 13 Blues Friday, July 25 Blues
Saturday, June 14 Blues Tuesday, July 29 Blues
Sunday, June 15 Blues Wednesday, July 30 Blues
Wednesday, June 18 Blues
Thursday, June 19 Rattlers August 2008
Friday, June 20 Rattlers
Saturday, June 21 Rattlers Friday, August 1 Blues
Sunday, June 22 Rattlers Saturday, August 2 Blues
Tuesday, June 24 Rattlers Monday, August 4 Blues
Friday, June 27 Blues Tuesday, August 5 Blues
Saturday, June 28 Blues Wednesday, August 6 Blues
Sunday, June 29 Blues7:77d
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council memomnbum
TO: City Council RECEIVED
VIA: Ken Hampian, CAO 0F.0 18 2001
FROM: Betsy Kiser, P&R Director SLO CITY CLERK
SUBJECT: 2008 SLO Baseball Stadium Schedule of Use
It has been brought to our attention that several use dates agreed upon between the Blues and the
Rattlers were inadvertently left off the schedule that was provided to Council as Attachment 2 in
the Council Agenda Report. Although the schedule is a working document that will be finalized
during the development of the agreements, in cooperation with Babe Ruth, the corrected version
more accurately shows the extent of the"shared"use of the facility and for that reason is being
provided to Council at this time.
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ATTACHMENT
Blues/Rattlers Stadium Uses
May 2008 July 2008
Sunday,May 25 Blues Tuesday,July 1 Blues
Monday,May 26 Blues Wednesday, July 2 Blues
Wednesday,May 28 Blues Thursday,Jul3 Blues
Friday, May 30 Blues Friday,July 4 Rattlers
Saturday, May 31 Blues Saturday, July 5 Rattlers
Sunday, July 6 Rattlers
Tuesday,July 8 Rattlers
June 2008 Wednesday, Jul9 Blues
Thursday, July 10 Blues
Sunday,June 1 Blues Friday, July 11 Blues
Monday,June 2 Blues Saturday, July 12 Blues
Tuesday,June 3 Rattlers Sunday,July 13 Blues
Wednesday, June 4 Rattlers Tuesday, July 15 Rattlers
Thursday, June 5 Rattlers Wednesday, July 16 Blues
Friday,June 6 Blues Thursday, July 17 Rattlers
Saturday, June 7 Blues Friday, July 18 Rattlers
Sunday, June 8 Blues Saturday, July 19 Rattlers
Monday, June 9 Blues Sunday, July 20 Rattlers
Tuesday, June 10 Blues Monday, July 21 Blues
Wednesday, June 11 Blues Tuesday, July 22 Blues
Thursday, June 12 Blues Wednesday,-July 23 Rattlers
Friday,June 13 Blues Friday,July 25 Blues
Saturday, June 14 Blues Tuesday, July 29 Blues
Sunday, June 15 Blues Wednesday, July 30 Blues
Monday,June 16 Rattlers
Tuesday, June 17 Rattlers August 2008
Wednesday, June 18 Blues
Thursday,June 19 Rattlers Friday, August 1 Blues
Friday, June 20 Rattlers Saturday,August 2 Blues
Saturday, June 21 Rattlers Monday, August 4 Blues
Sunday, June 22 Rattlers Tuesda ,August 5 Blues
Tuesday,June 24 Rattlers Wednesday,August 6 Blues
Wednesday, June 25 Rattlers
Thursday,June 26 Rattlers
Friday,June 27 Blues
Saturday, June 28 Blues
Sunday, June 29 Blues