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HomeMy WebLinkAboutRPC Agenda 2003-05-28 SEAL BEACH PARKS AND RECREATION COMMISSION May 28, 2003,7:00 p.m. . ~ , MEETING PLACE: City Manager's Conference Room I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. APPROVAL OF AGENDA (By motion of the Commission) This is the time to: 1. Notify the public of any changes to the agenda; 2. Rearrange the order of the agenda. . V. ANNOUNCEMENTS VI. ORAL COMMUNICATION At this time, members of the public may address the Commission regarding any items within the subject matter jurisdiction of the Commission. Pursuant to the Brown Act, the Commission cannot discuss or take action on items not on the agenda unless authorized by law. Matters brought before the Commission that are not o~ the agenda may, at the Commission's discretion, be referred to staff or placed on the next agenda. {' I VII. CONSENT CALENDAR Items on the Consent Calendar are considered to be routine and are enacted by one motion unless prior to enactment, a member of the Park and Recreation Commission, Staff or the public request that a specific item be removed from Consent Calendar for separate action 1. Minutes of Apri123, 2003 meeting (Approve) 2. A YSO Proposal re: Use Agreement for Arbor Park (Receive and File) VIII. AGENDA ITEMS IX. MANAGER'S REPORTS - Informational items X. COMMISSION CONCERNS XI. ADJOURN (Next meeting June 25,2003, 7:00 p.m., City Manager's Conference Room) ) The City of Seal Beach complies' with the Americans With Disabilities Act of 1990. If you need assistance to attend this meeting, please telephone the City Clerk's Office at (562) 431-2527 at lease 48 hours in advance of the meeting. Thank you. . . . .. ,I' ~ SEAL BEACH PARKS AND RECREATION COMMISSION Minutes of Apri123, 2003, meeting I. CALL TO ORDER Called to order by Vice-Chair at 7:10 p.m. II. PLEDGE OF ALLEGIANCE III. ROLL CALL Pres~nt: Rickie Layman, Andy Rohman, Shelly Sustarsic Absent: AnnaBeth Goering, Carl Watson IV. APPROVAL OF AGENDA (By motion of the Commission) Agenda approved as submitted. V. ANNOUNCEMENTS None presented. 'vI. ORAL COMMUNICATION No public comment. VII. CONSENT CALENDAR 1. Min~tes of February 26,2003 meeting 2. Information Item -Landscape Maintenance for City Parks 3. Infomiation Item - Pool Maintenance Service Contract .Consent Calendar was approved as submitted. VIII. AGENDA ITEMS None agendized. IX. MANAGER'S REPORTS - Informational items Assistant City Manager June Yotsuya briefly discussed the annual setting of fees by the City Council for all city fees including recreation facility and park rentals. After discussion, the Commission concurred with the concept that fees should be increased where applicable to cover the costs for service (i.e. maintenance, utility costs, staffing, etc.) and thatfees should be compatible with surrounding communities. In keeping with this concept, staff will be proposing some changes to the Comprehensive Fee Resolution for future Council consid,eration. X. COMMISSION CONCERNS XI. ADJOURN Meeting adourned to May 28,2003, 7:00p.m. in the City Manager's Conference Room. ,4~ ~fuvI ~,I ./. AGENDA REPORT DATE: March 26, 2003 TO: Honorable Chair and Members of the Commission FROM: Mark Vukojevic, P .E., Deputy City Engineer TIIRU: June Y otsuya, Assistalit City Manager SUBJECT: AYSO PROPOSAL: USE AGREEMENT SUMMARY OF REQUEST: Receive and file. BACKGROUND: For the past five years Local American Youth Soccer Organization (AYSO), Region #159 has been using Arbor Park for soccer practice and weekly games. AYSO has approached the City to obtain a five-year use agreement. Attached is their proposed schedule and reflects the use A YSO currently enjoys. In exchange for the use guaranty, A YSO would pay a yearly amount that would be placed in a trust deposit account. This deposit could only be used to fund regular maintenance activities such as mowing, irrigation .and turf repair. As previously reported to the Commission, City Council recently awarded a maintenance contract for all the City parks. If a use agreement were executed by City CounCil, this action would make certain that for the next five years Arbor Park would be shielded from any potential budget reduction in maintenance service levels. After initial discussions with A YSO, a public stakeholders meeting was held on April 24, 2003. Recreation Staff mailed out invitation notices to every organization that was issued a field use permit within the last two years. Two groups attended and there were no major concerns expressed since the proposed schedule reflects their current use. FISCAL IMPACT: If an agreement is executed by City Council, funding would be set aside each year for Arbor Park. The Department of Public Works Projects under its maintenance contract will cost up to $18,000 to maintain the facility in a good condition. A use agreement and maintenance deposit does not preclude payment of any rental fees required under the City's Comprehensive Fee Resolution. , Agenda Item ~ 2 RECOMMENDATION: Receive and file. ~ 1'-( ark . ...... c, PE .... Deputy City Engineer NOTED AND APPROVED: Attachment A: Draft Schedule of Use Agenda Item Attachment A: Draft Schedule of Use Agenda Item DRAFT SCHEDULE OF USE Except as otherwise specified in this paragraph, the term "Dusk" as used in this Agreement is defined as thirty minutes after Sunset. Sunset shall be the time reported daily by the National Weather Service. Notwithstanding the foregoing, if lights are later added to all or part of the FIELDS at Arbor with the approval of the City, then "Dusk" is defined to provide use for A YSO 159 until 8 :00 p.m. During the Term Of The Agreement, A YSO 159 shall have the sole use of the FIELDS as follows: August 1 to February 28!29 Times: Monday to Friday, 3:00 pm to Dusk. The FIELDS are open to other users at all other times. Saturdays, 6:30 a.m. to Dusk. Federal and State Holidays that occur on a Monday to Friday, 3:00 p.m. to Dusk. Spring Camp: A one week period, typically held during the Spring break period of the Los A1amitos Unified School District. The precise dates and times of the Spring Camp are subject to the approval of the City Manager or his designee. August Summer Camp: A one week period beginning or ending during the month of August: Monday to Saturday. The precise dates and times of the August Summer Camp are subject to the approval of the City Manager or his designee. March 1 to May 31 Times: Mondav to Friday, 3:00 pm to Dusk. Notwithstanding the foregoing, if the City grants a use permit to another organization, then AYS0159's use during this period is Tuesdays & Thursdays, ~ :00 pm to Dusk. The FIELDS are open to other users at all other times. Saturdays, 6:30 a.m. to Dusk. (A YS0159 by March 10 of each year will notify the City of the Saturday dates that are not being used.) Federal and State Holidays that occur on a Monday to Friday, 3:00 p.m. to Dusk (except July 4th). Notwithstanding the foregoing, if the City grants a use permit to another organization, then AYS0159's use on Federal and State Holidays during this period is Tuesdavs & Thursdays, 3 :00 pm to Dusk. Agenda Item .' . Sundays, 7:00 am to Dusk, but only from December 1 to March 31. A YS0159 may also use the FIELDS on Sundays outside this period if A YSO 159 requests the use no later than sixty (60) days in advance and the City Manager or his designee consents to the use. Tournaments: A YSO 159 may also use the FIELDS on any combination of consecutive days (Monday to/through Sunday) for an A YSO-sponsored tournament or event for not less than three (3), two-to-four consecutive day tournaments at any time between January 1 and December 31, inclusive, except for the period between June 1 t9 July 31, inclusive, provided A YSO 159 gives advance written notice of not less than ninety (90) days before the first day of use, the City Manager or his designee consents to the use, and the use does not conflict with a use permit that the City has granted to another organization. June' 1 to July' 31. Except for approved Tournaments or an approved August Summer Camp that partially takes place in July, AYS0159 will not use the fields during these months. Agenda Item