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HomeMy WebLinkAbout10/02/2001, C2 - EL CHORRO REGIONAL PARK SOFTBALL FIELDS council m76 z D I j acEnaa REpoRt bmNumba CITY O F SAN LUIS O B I S P O FROM: Paul LeSage,Parks and Recreation Director SUBJECT: EL CHORRO REGIONAL PARK SOFTBALL FIELDS CAO RECOMMENDATIONS Approve the recommendations of the Joint Use Committee and the Parks and Recreation Commission for the outline of an agreement to cover the improvements to and subsequent operation of the El Chorro Regional Park softball fields. DISCUSSION Background In order to implement the Major City Goal calling for additional lighted softball fields, the City Council approved a Capital Improvement Project calling for the upgrading of two fields in El Chorro Regional Park. El Chorro, located just northwest of the City limits, is owned and operated by the County of San Luis Obispo. Preliminary discussions with County Parks staff were quite favorable, and led to site briefing meetings with the elected officials of each agency. These were also positive and there appears to be favorable support to proceed with the project. County staff indicated that it is their practice to develop an outline of any significant agreement for the Board of Supervisors to review before having the formal agreement drawn up. In this manner, any issues can be addressed up front. Accordingly, the outline is also being presented to the City Council. Both governing bodies are reviewing the identical agreement outline. The Agreement Under the terms of this agreement, an amount not to exceed $500,000 will be made available to improve the fields at El Chorro Regional Park. This would include lighting the two fields, and could include: 1. Enlarging the backstops 2. Upgrading the irrigation systems 3. Renovating the infields and warning tracks 4. Paving adjacent parking lots 5. Enlarging the eastside field 6. Repairing the eastside field ball screen 7. Planting trees around the fields 8. Building a maintenance enclosure C,t-/ 1 l i EI Chorro Regional Park Softball Fields Page 2 City staff would also be responsible for thecompletionof the improvements. The City Engineer will be the project manager in coordination with the Parks and Recreation Director. Services of an outside consultant will be used for design and obtaining County permits. Once the renovation is completed, the County would provide the same level of maintenance to the fields as they had previously. This includes watering and mowing the fields. The City would provide the `value added" maintenance, including field preparation for games, annual turf maintenance, lighting maintenance, and site clean up. The City would also pay the electrical bill for the lighting. In consideration of these improvements, the City would have the first priority of use on the fields. This. would enable City adult softball leagues to be played every weeknight, during the season that runs from March to November. The fields could also be available for youth and adult tournaments on selected weekends. In addition, in consideration of the improvements, no fees other than the previously mentioned operating expenses will be charged for the use of these fields. Follow up Upon the approval of this outline, the staffs of the two agencies will develop the full document. It will follow the same approval process through both agencies, which includes advisory bodies and elected officials. CONCURRENCES The Joint Use Committee reviewed and approved this agreement outline on August 28, 2001. The Parks and Recreation Commission reviewed and approved this agreement outline on September 5,2001. The County Parks Commission approved this agreement outline on August 21,2001. City staff is also in contact with the Board of Directors of the Botanical Garden,the neighbors of the softball fields. Their concerns relating to field design, lighting, days of use, and hours of operation are all being considered in developing this project. FISCAL IMPACT Funding for construction was approved as part of the 2001-03 Financial Plan. It is anticipated that upon completion of this project $25,000 - $30,000 a year would be needed to provide the "value added" maintenance referred to in the agreement. This includes about 1,000 hours of temporary staff to perform the duties, and equipment, supplies, and utilities. Staff anticipates project completion in the late summer of 2003, and will be requesting this additional funding as part of the 2003-05 Financial Plan. G:IDelame Mgwda Prep R1=WC21.daa e.2 -�r EI Chorro Regional Park Softball Fields Page 3 "Value added" maintenance refers to the services required because of the City programs being played on the fields. Staff would prep the field for Parks and Recreation Department sponsored programs, make safety repairs, pick up trash and sweep up parking lots. Essentially, the fields would be returned to the County everyday in the condition theywere found in. Because the overwhelming majority of the games played on these fields will be City programs, staff will also perform annual maintenance tasks, such as renovating infields, re-seeding out fields, and light replacement. The City will not be responsible for providing maintenance for other activates scheduled by the County. City and County staffs have enjoyed a successful relationship while jointly managing and maintaining the Bishop Peak Natural Reserve. A similar relationship is anticipated here. ATTACHMENTS 1. Outline of the agreement 2. Joint Use Committee Minutes for August 28, 2001 3. Parks and Recreation Commission Minutes for September 5,2001 4. County Parks Commission Minutes for August 21, 2001 G:IWMettellgeada Prep RIUTCZl.daa C2-3 ATTAtmWENT I Outline of an Agreement between: The City of San Luis Obispo, and The County of San Luis Obispo, • For improvements to the El Chorro Regional Park Softball Fields • To be funded by the City • For the operation of City recreation programs at the fields. Authority Both agencies will give evidence of their authority to enter into this agreement Purpose: • The City would like to expand recreational softball programs,but lacks available lighted fields. • The County has fields that if they could be lighted and improved, would facilitate these programs. o Both agencies, and the public they serve,would benefit from this project. Manner of Execution of the Agreement • The City would contribute an amount not to exceed $500,000 to the improvement of the El Chorro Regional Park Softball Fields • Improvements will include lighting both fields; and could include: enlarging the backstops, repairing all fences, upgrading field irrigation including additional irrigation controller, renovating infields and warning tracks, paving the adjacent field parking lot(s), paving a path between the fields, enlarging the eastside field, repairing the ball net on the east field, installing a ball net on,the west field, and planting trees around the perimeter of the site. • The City will be responsible for construction of the improvements; including: bids, contracting, supervising, legal compliance, and adherence to County Building Codes. The City will choose all contractors, with the consultation of County staff, and make all payments associated with this project. . Manner of Operation • The City Director of Parks and Recreation and the County Parks Division Manager shall be the administrators of this agreement. • The County will be responsible for continuing to provide the level of maintenance to the softball fields as had been provided prior to this agreement. • The City shall provide all "value added maintenance for the improvements to the field. This shall include: Field preparation for games sponsored by the City's Parks and Recreation Department, annual turf maintenance, lighting maintenance, and site clean up. Generally speaking, the site will be returned to the County everyday in the condition they were found. The City will not provide maintenance to other activities scheduled by the County. ATTACHMENT 1 • The City shall pay the electric bill for the lighting system. • The softball fields will be made available to the City on a first priority basis, to be used for organized recreational activities. By September 1 of the current year, the City will furnish the County with a use schedule for the following year. Any long standing events sponsored or facilitated by the County prior to the adoption of this agreement shall remain as scheduled. Events can be added by the City after adoption of the master schedule by using the standard County reservation procedure. • No fees in excess of the agreed to operating expenses will be charged for the use of these fields. The County will continue to charge.a weekend automobile entry fee to the park. Indemnifications The agreement will contain the proper indemnification agreements and hold harmless statements, on behalf of both organizations Terms • This agreement shall have a term of 30 years. It may be renewed for another 25 years at that time. • Neither party to this agreement may transfer it to anther.party. i A.,JISORY COMMITTEE ON JOIN1 (JSE ATTACHMENT 2 OF RECREATIONAL FACILITIES MINUTES Tuesday August 28, 2001- 12:00 noon ***Recreation Center, Room B -864 Santa Rosa*** Chair Kriet called the meeting to order at 12:00noon. ROLL CALL Present: Debbie Black, Terry Conner, Jane Godfrey, Chair Richard Kriet, Rick May, and Larry Smyth Absent: Steve Sales Staff: Rich Colombo, Linda Fitzgerald, Carolyn Goossens, and Paul LeSage Guests: Jeff Guy, SLCUSD 1. PUBLIC COMMENT PERIOD: (NOT TO EXCEED 15 MINUTES) There were no public comments. 2. Approval of June 26, 2001 minutes—attached The minutes of June 26,2001 were approved as presented. 3. Joint Use Fund Report—attached Linda Fitzgerald reviewed the Fund Report dated June 15 —August 17, 2001. 4. Review and approve draft joint use agreement for field use and improvements at El Chorro Park Paul LeSage reviewed the Joint Use Agreement for Field Use and Improvements at El Chorro Park. This agreement was approved by City Council Members and the County Parks & Recreation Committee. He further indicated maintenance for the fields will be 1) provided by County with City reimbursement; 2) jointly maintained by County and City; OR 3) funded for the City to maintain. After discussion, Committee Members Smyth/Conner motioned to approve the agreement; motion passed unanimously. 5. Review and approve requests for first series of Facility Use Grants- attached Linda Fitzgerald reviewed the requests for facility grants received from SLO Soccer Club and Central Coast Roadrunners. After discussion, Committee Members Godfrey/Smyth motioned to approve the request for$500 for SLO Soccer Club; motion passed unanimously. After further discussion, Committee Members Black/May motioned to approve the request for$375 for Central Coast Roadrunners; motion passed unanimously. 6. Update on Damon-Garcia Sports Fields Paul LeSage reviewed the status of the Damon-Garcia Sports Fields. 7. Staff Reports There were no staff reports. 8. Additional Items Chair Kriet indicated.he has batting cage plans for anyone to review. 9. Adjourn to September 25, 2001 meeting Meeting was adjourned at 12:50pm to September 25, 2001 at 12:00noon. ' t ATTACHMENT 3 PARKS AND RECREATION COMMISSION AGENDA CITY-COUNTY LIBRARY CONFERENCE ROOM CORNER OF OSOS AND PALM STREETS WEDNESDAY, SEPTEMBER 59 20019 7:00 P.M. 805.781.7300 CALL TO ORDER ROLL CALL: Chairperson Jim Neville, Commissioners Debbie Black, Gary Clay, Teresa Larson,Bonnie Marzio, and Bill Pyper ABSENT: Commissioner Pete Dunan CONSIDERATION OF MINUTES: June 6, 2001 The minutes of the June 6, 2001 meeting were unanimously approved with the following amendment: Commissioner Teresa Larson was absent. PUBLIC COMMENT PERIOD: Mary Beth Schroeder, SLO resident, spoke distributed copies of a survey taken amongst a variety of seniors and reviewed the petition supporting to have a new Senior Center at the Emerson Park site. The Commission requested this item be placed on the October agenda 1. Volunteer of the Month 2. Review of another Tarplant Mitigation Project proposed for LLP. 3. Outline of the Agreement between the City of San Luis Obispo and the County of San Luis Obispo related to the El Chorro Parts project. Paul LeSage reviewed the proposed improvements for El Chorro Park included in an Agreement between the City and County of San Luis Obispo. Improvements included field lighting, enlarge backstops and the east field, repair fences and east field ball net, upgrade irrigation, remove and replace infields and warming tracks, paving field lots and a path between fields, install ball net on west field, plant trees around perimeter, funding and planned operations at the fields. After discussion, motion was made by Commissioners Pyper/Larson to endorse the agreement- as.. presented;motion passed unanimously. 4. Director's Report • Damon Garcia Sports Fields Ludwick Center improvementslDisc Golf Course Purple Sage Park • Marsh/Santa Rosa St.—Park site • Cellular sites JlParb&Rec Commissim12=W90501"nutes.doc Ca -� SEP-24-2001 0B:03 C T SLA GEN SVCS 1 To Ce COUNTY OF SAN LUL comem N�paRMent o. , ° Fox. COUNTY GOVERNMENT CENT ... DUANE F.LOB.DIRECTOR -- MINUTES OF SAN LUIS OBISPO COUNTY PARKS AND RECREATION COMMISSION MEETING OF AUGUST 21, 2001 COMMISSIONER'S PRESENT: Pandora Nash-Kamer, George Sullivan, Dorothy Jennings, Eleanor Truocchio, and Jan Thomas STAFF PRESENT: Pete Jenny and Ernie Del Rio CALL TO ORDER BY CHAIR PANDORA NASH-KARNER AT 6:04 P.M. 1. Public comment. David Jones of Stanley Motors announced the arrival of the Global electric car. Stanley Motors has been selected as a distributor. Cost of the electric car is from$7,700.00 to$11,000.00. 2. Commissioner's Comments: Commissioner Truocchio attended the Town Hall meeting on Brush Poppers in Nipomo.She suggested the County not print final draft on documents. Commissioner Truocchio said she would like to see the Brush Poppers group in the park.Commissioner Sullivan reported that he has resigned from the Trail's Committee. Commissioner Sullivan added that he had recently purchased an electric vehicle and that they are an important issue to explore.Commissioner Jennings commented on article in National Geographic magazine.The focus of the article was making Bureau of Land Management land more accessible. Commissioner Jennings indicated she also had attended the Nipomo Town Hall meeting to gather information. Commissioner Thomas commented on Family Day on the Bob Jones Bike Trail, saying she thought the event was a tremendous success and thanking County Parks for the opportunity to use park land as vehicle for outreach programs. Commissioner Nash-Kamer reported on the public meeting regarding the feasibility study on the Los Osos pool, commenting on costs and what is in store next for the pool project. 3. Approve minutes of July 17 meeting. Commissioner Jennings moved to approval as amended; motion seconded by Commissioner Sullivan. Motion approved 5-0. 4. Park Manager's report.Jenny 1) reported that a request for funding of the Bike Jones Trail with STIP transportation funds will be made to SLOCOG;2) gave an update on Port San Luis Marine Institute negotiations and potential transfer of the site in Avila Community Park to the Avila CSD; 3) provided update on discussion of renaming Avila Park to honor Supervisor Pinard,indicating another option is being pursued;John Salisbury, commented saying AVAC is indeed revisiting the issue;4) gave update on Prop 12 projects, reporting a total of$575,000 has been granted to County Parks for projects in state owned Morro Bay GC, Cayucos Beach and Bishop Peak; 5) gave update on Brush Poppers lease agreement, 6)shared positive final report for water quality monitoring at Dairy Creek GC;7) gave an update on off-leash pet area at E1 C.2-30 Received- 9/24/0'1 /-corms SEP-24-2001 08:04 OF SLO GEN SVCS P.02 8 i ATTACHMENT 4 Chorro which is ready to open to the public; 8) shared staff discussions with regard to staff structure and the duties of Park Rangers including the ability to have limited law enforcement; 9) informed the Parks Commission that County Parks has a video presentation system which may be used for community presentations. 5. Trails Committee report. Del Rio presented summary of Trails Committee meeting minutes prepared by Chair Kathy Longacre. Del Rio indicated that with Commissioner Sullivan resigning and the recent departure of former Commissioner Monteen,the Parks Commission would need to appoint new representatives to the Trails Committee. 6. Update on Parks easement policy. Copies of the new Board approved easement policy were distributed'to Commissioners.The policy reflects two minor changes which include Commission review and changing the appeals period to ten (10)working days. The Board approved the policy on August 14'"by a 3-2 vote. 7. Presentation of 2001 Comparable Fee Survey. Jenny presented a list of fee comparisons to the Parks Commission for their review.Jenny suggested there will be very few changes to Park fees and changes to Golf fees are relatively small.There may be an electrical surcharge on campsite electrical use; golf fees will generally go up in $1.001.50 increments and an additional$1.00 surcharge will be assessed at Dairy Creek. Staff will bring fee recommendations to next Parks Commission meeting. .8. Presentation of joint County/City of San Luis Obispo development project at EI Chorro Park. San Luis Obispo City Parks and Recreation Director Paul LeSage presented a project for development and enhancement of the sports fields at EI Chorro Regional Park.Jenny said that staff and LeSage met preliminary with Board and Council members to gauge their level of support and received a favorable response. Commissioner Thomas moved to accept conceptual plan, seconded by Commissioner Sullivan. Motion approved 5-0. 9. Further discussion on the role of Park Commissioners. Commissioner Sullivan moved to postpone this item.Approved by consensus. 10. Approval of letters of appreciation for donations. Letters were approved by consensus. 11. Adjourn meeting. The meeting was adjourned at 9:04 P.M. r�mrwv� ne.2t Com?-� M&MG AGENDA �; z mem®lza n b u m DATE /o/z�ol "EM . city_of san Luis o6ispo panks anO aEcaEatton 6epautment October 2, 2001 TO: City Council FROM: Paul I eSage, Director of Parks and Recreation SUBJECT: C2. El Chorro Regional Park Softball Fields—Additional Information Fiscal Impact The City portion of ongoing maintenance costs for the El Chorro Park Softball Fields could be as much as $40,000, which is $10,000 more than was originally reported. The costs of the annual field renovations and the use of a vehicle for tasks such as dragging the fields were omitted. Upon completion of the fields, all adult softball players in City leagues will be assessed a once-a- year fee of $25 to offset the costs associated with the new fields. Currently; about 1,600 adults are in the program. Potentially then, the ongoing maintenance costs can be offset by the revenue increase. �OUNCIL ❑ CDD DIR. ��0 p FIN DIR ❑ FIRE CHIEF RECEIVED IjA'�'IDRNEY ❑ Ow DIR p 6CERK10Rl 5✓ ❑ POLI0IRCHF OCT 0 2001 0 UTIL OIR C3 M M §IR SLO CITY COUNCIL