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HomeMy WebLinkAbout10/15/2002, C4 - ALLOCATION OF FUNDS TO SAN LUIS OBISPO YOUTH SPORTS ASSOCIATION FOR FIELD IMPROVEMENTS IN LIEU OF U council /0-/S z j acEnba izEpont "�Num1mr G C IT Y OF SAN L U IS O B I S P O FROM: Paul LeSage,Parks & Recreation Director Prepared By: Linda Fitzgerald,Recreation Manager SUBJECT: ALLOCATION OF FUNDS TO SAN LUIS OBISPO YOUTH SPORTS ASSOCIATION FOR FIELD IMPROVEMENTS IN LIEU OF USER FEES FOR YOUTH SPORTS ORGANIZATIONS ON SCHOOL DISTRICT FIELDS CAO RECOMMENDATION 1. As approved by the Advisory Committee on Joint Use of Recreational Facilities, allocate $20,000 from Recreation Administration Grants-in-Aid to the San Luis Obispo Youth Sports Association (SLOYSA) for funding field improvements in lieu of user fees for local youth sports organizations on San Luis Coastal Unified School District (SLCUSD) fields. 2. Authorize the Mayor to execute an agreement to release the funds. DISCUSSION Each year, over 3,000 local youth participate in athletic programs on City of San Luis Obispo and San Luis Coastal Unified School District facilities. Participating in one of these programs involves not only a commitment of time but also an obligation of dollars to support the operations of each of the organizations. Budgets are tight and some organizations recover just enough funds to operate from year to year. Beginning in fiscal year 2002-2003; SLCUSD began charging a fee for reserved use of their facilities. Some of the local youth sports organizations were caught unprepared for the arrival of a bill for daily games and practices throughout their season, as was the case with the local American Youth Soccer Organization program when their $13,000 bill arrived. Other youth sports organizations have been watching the problems evolve and are struggling with increased program fees and fund raising efforts to meet their field use bills. The San Luis Obispo Youth Sports Association, a non-profit organization focused on local youth athletic leagues, took action to find a workable solution to the problem of paying for field uses. Meetings between representatives of SLCUSD and the SLOYSA took place to discuss the user fee problems and alternatives. A verbal agreement was reached to allow the youth leagues to take their costs of maintenance-related projects undertaken on school district fields in exchange for payment of facility use fees. A final Memorandum of Understanding is in development by both parties. The school district has indicated that certain projects beneficial to the long term improvements of their existing facilities would meet the requirements for in-lieu credit: turf management, � 1 Council Agenda Report—Allocation of Funds to San Luis Obispo Youth Sports Association Page 2 irrigation repair/improvements, drainage improvements, back stop and fencing repairs, infield maintenance. New projects, such a construction of new softball/baseball diamonds or snack bar/storage facilities, along with costs associated with daily field preparation would not be considered towards reducing the facility use fee. Project management would fall to the SLOYSA who would see that the work done met school district standards. Because of the time needed to develop such a program and give each participating youth sports organization a chance to develop revenue sources, the SLOYSA approached the City and the Joint Use Committee (JUC) for seed money to start the first year of the program. The JUC supported the actions taken by the SLOYSA and SLCUSD to develop an alternative to paying for field uses. Funding beyond this year for the field improvement aspects would be the responsibility of each youth sports organization and the SLOYSA would serve as the caretaker of those funds. It is anticipated that if each organization charges an additional $5.00/child, most of the funds for 2003-2004 would be raised and less money would be requested from the JUC in the future. CONCURRENCES The Advisory Committee on Joint Use of Recreational Facilities approved the allocation of$20,000 from the Recreation Administration 60100-7237 account at their September 24, 2002 meeting. The SLOYSA supports the project along with, in concept,the organizations present at the September 24, 2002 JUC meeting: San Luis Obispo/Los Osos Girls Softball, American Youth Soccer Organization, San Luis Obispo Little League, San Luis Obispo Cal Ripken Baseball, San Luis Obispo Soccer Club, and San Luis Obispo Babe Ruth Baseball. FISCAL IMPACT The funding would come from the$17,500 allocated in 2002-2003 for joint use field improvements along with an additional amount of$2,500 remaining from fiscal year 2001-2002, set aside for such purposes. ALTERNATIVES Denying the request would place the financial responsibility for field use back onto the youth sports organizations and set back the efforts by the SLOYSA and SLCUSD for at least one year. Youth sports teams would be affected as practice times would be limited and additional fund raising would be needed. Attachments 1. Joint Use Committee Minutes, September 24, 2002 2. Agreement with SLOYSA G:ICouncil Agenda Report ICAR-SLOYSA Field impmvementdoc �y-z r ADVISORY COMMITTEE ON JOINT USE ATTACHMENT OF RECREATIONAL FACILITIES MINUTES p Tuesday, September 24,2002 - 12:00 noon D� ***Ludwick Community Center, Room B 864 Santa Rosa*** O Chair Kriet called the meeting to order at 12:lOpm. ROLL CALL Present: Chair Richard Kriet,Terry Conner, Jane Godfrey, and Steve Sales Absent: Committee Members Debbie Black and Rick May Staff: Paul LeSage, Linda Fitzgerald, Rich Colombo and Carolyn Goossens Guests: Jeff Guy, San Luis Coastal Unified School District Public: John Spatafore, SLOYSA; Jeff Whitener, AYSO; Ron Regier, SLO Babe Ruth; Gent'Detz, SLO Cal Ripken; Mike Dier, SLO Soccer Club; Dennis Johnston, SLO/Los Osos Girls Softball; and Erin Vasquez, SLO Little League 1. Public Comment Period There were no public comments. 2. Approval of June 25, 2002 Minutes Moved by Committee Members Godfrey/Conner to approve the minutes of August 27, 2002 as amended; motion passed unanimously. 3. Joint Use Fund Report The Committee reviewed the Fund Reports dated August 16—September 13, 2002. 4. Discuss Proposal by SLO Youth Sports Organization Regarding School District Field Usage and Improvements John Spattafore, President of the Youth Sports Association, presented and discussed a proposed field use agreement between the SLCUSD and SLOYSA, the development of a program to maintain and improve current fields utilized by YSA, and a request for Grants-in-Aid funds in the amount of$20,000 to start the program. He indicated the school district agreement to apply funds received for this program toward current facility fees charged to sports organizations. The Committee discussed each organization committing to a per player fee to raise funding for this program. After much discussion, it was moved by Committee Members Godfrey/Conner to (1) approve the request for $20,000 to start a program for the maintenance and improvement of School District fields pending approval of the proposed SLCUSD and SLOYSA agreement and (2) obtain from each participating organization a written commitment of per player fees to be collected for this program. Motion approved unanimously. 5. Fall 2002 Facility Use Grant Applications The grant applications received were: A. SLO Little League B. SLO Cal Ripken Baseball Grant applications were withdrawn after action taken in Item 4 above. ell-3 JOINT USE COMMITTEE MEETING ATTACHMENT L2 Page 2 September 24,2002 D "o 6. 2003-05 Goal Setting and Process for City's Financial Plan The Committee discussed the gran applications process, the potential inclusion of Cuesta College facilities in a joint use agreement, and reviewing the tennis court facilities to determine if community needs are being met or if this item should be established as a goal. The Committee will review proposed goals with the Parks & Recreation Commission to develop unified goal recommendations. A joint meeting is scheduled for Wednesday, October 2, 2002 at 5:30pm at the Library Conference Room (dinner will be included). 7. November and December Meetings The Committee discussed alternate meetings dates during the holiday months of November and December. Moved by Committee Members Godfrey/Conner to schedule November 19, 2002, if needed, and December 3, 2002 as the meeting dates for the regular Committee meetings. 8. Update on Damon Garcia Sports Fields Paul LeSage encouraged attendance at the October 15, 2002 City Council Meeting to support the project and approval of the project going out for bid. 9. Update on Sinsheimer Batting Cages Ron Regeir, representing the Youth Sports Association, reported on the ongoing progress of the new batting cages 10. Staff Reports There were no staff reports. 11. Additional Items There were no additional items. 12. Adjournment Meeting was adjourned at 1:25pm to October 2, 2002 for a joint meeting with the Parks and Recreation Commission in the Library Conference Room at 5:30pm (dinner is included). c41-Y AITACHMENT �� AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of , by and between the CITY OF SAN LUIS OBISPO, a charter city and a municipal corporation, hereinafter referred to as City, and SAN LUIS OBISPO YOUTH SPORTS ASSOCIATION,a California non-profit corporation,hereinafter referred to as SLOYSA. WITNESSETH: WHEREAS, the City is willing to assist in helping youth athletic programs in the San Luis Obispo community;and WHEREAS, SLOYSA plans to establish a program to improve and benefit the condition of fields owned by San Luis Coastal Unified School District; and WHEREAS,SLOYSA desires to assist youth sports organizations in meeting their field use needs;and WHEREAS, the City agrees to contribute funds to assist SLOYSA fulfill their commitment to local youth athletic programs. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above,until acceptance of funds by SLOYSA. 2. CITY'S OBLIGATIONS. For providing the items specified in this Agreement, City will pay and SLOYSA shall receive therefor compensation in a total sum not to exceed$20,000. City shall process request for funds in accordance with the Accounts Payable schedule. 3. SLOYSA'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, SLOYSA agrees to develop a memorandum of understanding with San Luis Coastal Unified School District that will provide for improvements of school district fields in lieu of payment for user fees by participating youth sports groups. When said agreement is signed by both parties,the City shall release the funds to the SLOYSA. 4. HOLD HARMLESS. SLOYSA agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to SLOYSA's employees, volunteers, agents or officers, which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of SLOYSA, and its agents, officers, employees or volunteers, arising out of any improvements to School District fields that are funded by this Agreement. CL�S ATTACHMENT 2-2 Agreement Page 2 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect,nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo,CA 93401 SLOYSA President San Luis Obispo Youth Sports Association P.O.Box 13509 San Luis Obispo,CA 93406 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and SLOYSA do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation By: City Clerk Mayor APPROVED AS TO FORM: SLOYSA San Luis Obispo Youth Sports Association By: ty rn� C��