TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Richard Gill, Director of Parks and Recreation
Jim Arndt, Director of Public Works
Mark Leyman, Recreation Services Manager
SUBJECT:Title
Request from the American Youth Soccer Organization to Fundraise for the Installation of Synthetic Turf at the Marine Avenue Park Soccer Field.
RECOMMENDATION:
Staff recommends that the City Council approve a Memorandum of Understanding with allowing the American Youth Soccer Organization to continue fundraising for the installation of synthetic turf for Marine Avenue Park soccer field.
FISCAL IMPLICATIONS:
The American Youth Soccer Organization (AYSO) is requesting permission to continue a fundraising campaign to raise the funds needed for the installation of a synthetic turf soccer field at Marine Park. If City Council approves the AYSO Memorandum of Understanding (MOU) as is, all costs will be paid by AYSO for the purchase and installation of synthetic turf. At this time, staff is projecting the estimate will be between $1 million and $1.2 million. If the fundraising campaign falls short, the City would have the option of funding the difference between the funds raised by AYSO and the cost of the project.
One area that may assist with the project costs is a $200,000 grant that City Public Works staff submitted in October. The City will be notified of the grant funds by January, 2013.
Another financial consideration is the replacement cost of the turf (estimated to be approximately $500,000) after the approximate 10 year life span. AYSO stated that they will not contribute towards the eventual replacement of the artificial turf and believes that the City should collect user fees from others who use the field for that purpose.
BACKGROUND:
At the June 5, 2011 City Council Meeting, City Council approved a request from AYSO to fundraise for the installation of synthetic turf for Marine Avenue Park Soccer field. The fundraising effort stalled and has recently been renewed with a new AYSO fundraising team. The renewed fundraising effort will begin in November 2012. AYSO has assembled marketing materials (Attachment B) and established a plan to reach out to community members and local businesses to support the project. Their goal is to raise the money by February 1, 2013, which will allow the City sufficient time to install the field for the 2013 AYSO season.
The new Memorandum of Understanding (MOU) has been revised to reflect the new timeline for fundraising and provides the following items:
1. The City to replace the grass field with a synthetic turf surface at Marine Avenue Park soccer field using the same standards used for the synthetic turf installation at Manhattan Village soccer field and install lights.
2. Project will be managed by AYSO, meeting all specifications set by the City of Manhattan Beach.
3. Completion of project is estimated to be September 1, 2013 for the beginning of the AYSO season.
4. City agrees that the field will be available to AYSO on a priority basis during agreed upon periods of time as stated in the MOU.
6. City agrees to maintain the synthetic turf.
7. AYSO will not be charged for the light use at Marine Park during their scheduled time.
8. Ability to recognize financial contributors to the project at, on, or near the field.
9. The City will be responsible for 5% over the engineer’s cost estimate costs for the project.
10. If the Bid exceeds 5%, then the City can a) proceed with the project paying the difference; b) request additional funds from AYSO and defer the project until sufficient funds are provided; or c) return the funds to AYSO, less the reasonable amounts already expended for design construction.
DISCUSSION:
The draft MOU between the City of Manhattan Beach and AYSO allows AYSO to approach donors and outlines the general project guidelines. Specifically, AYSO will provide the funding for the project, and in return asks for priority field use during its season and the ability to recognize donors. The reality is that AYSO is a non-profit, community based user group that is open to everyone; therefore, AYSO has priority use of the field. The City of Manhattan Beach will continue to allocate field space for this field and generate revenue whenever AYSO is not using the field. However, field rentals will be at a minimum as the field will be used by AYSO during peak play times. The Parks and Recreation Department will plan to run adult soccer leagues Monday through Friday from 8:00-10:00 p.m. which could result in additional revenue.
Upon the completion of AYSO’s fundraising, staff will return to City Council for approval of construction documents and an appropriation to fund the project.
CONCLUSION:
Staff recommends that the City Council approve the attached MOU with American Youth Soccer Organization (AYSO) to fundraise for the installation of synthetic turf for Marine Avenue Park soccer field, and authorize the City Manager to execute the agreement.
Attachments:
1. Memorandum of Understanding from AYSO for the synthetic turf project at Marine
soccer field
2. AYSO Fundraising Brochure