TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Mark Leyman, Parks and Recreation Director
Melissa McCollum, Senior Recreation Manager
Archie Sherman, Senior Recreation Supervisor
SUBJECT:Title
Consideration of Field Reservation and Per-Player Fee Adjustments and Creation of a Turf Replacement Plan (Parks and Recreation Director Leyman).
(Estimated Time: 30 Mins.)
APPROVE
Line
_________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council:
(1) Adjust field reservation and per-player fees for Fiscal Year (FY) 2024-2025;
(2) Include an annual Consumer Price Index (CPI) adjustment not to exceed 3% for field rentals each subsequent year;
(3) Include an annual $1 increase for per-player fees each subsequent year;
(4) Establish a Turf Replacement Plan in the Capital Improvement Program (CIP) for future turf replacements; and
(5) Allocate revenues from the fee adjustments, as well as matching funds, no less than $50,000, from the General Fund, to the CIP each budget year beginning in FY 2024-2025 to fund future turf replacements.
FISCAL IMPLICATIONS:
There are no immediate fiscal implications associated with the recommended action at this time. If approved, field reservation and per-player fees will be adjusted for Fiscal Year (FY) 2024-2025, with the increases allocated to the General Fund and Capital Improvement Program (CIP) Fund respectively. In addition to revenues received from the adjustments to per-player fees, the City will transfer matching funds, no less than $50,000 annually, from the General Fund to fund future turf replacement projects rather than using the money for other purposes. Future years will be budgeted according to City Council direction.
BACKGROUND:
Synthetic Turf Fields
The Marine Avenue Park Synthetic Field Turf Replacement Project was approved as part of the Fiscal Year (FY) 2023-2024 Capital Improvement Plan (CIP), and City Council awarded a construction agreement for a total not to exceed amount of $541,350.
Project scope included the following general improvements:
• Removal and disposal of existing synthetic turf
• Inspection and repair of existing shock pad and edge anchors, as required
• Furnishing and installing new synthetic turf
• Installation of the City’s custom logo, field linework, and markings
• Installation of standard infill
Work is expected to be completed by January 8, 2024. The estimated lifespan for the renovated field is ten years per industry standards.
The most recent Manhattan Village Field Turf Replacement Project was completed in 2018 for a total cost of approximately $811,359. Project scope included fencing and net replacements and inspection and construction support services in addition to the turf replacement. It is anticipated that the Manhattan Village Field will need replacement in 2028.
Financing
The recent Marine Field Project is financed by $400,000 from the Los Angeles County Regional Parks and Open Spaces (RPOSD) Measure A grant program and $200,000 from Capital Improvement Program (CIP) funding.
The Manhattan Village Field Project was financed in 2018 by approximately $111,000 of CIP funding as well as payments from five user groups totaling $700,359 in exchange for a cumulative 2,067 hours per year of dedicated field use for ten years. The agreements with the user groups for dedicated field use expire on August 26, 2028. The five user groups are American Youth Soccer Organization (AYSO), Manhattan Beach Sand and Surf, South Bay Lacrosse Club (SBLC), Beach Cities Sports Flag Football (BCS), and Trident Lacrosse.
Fees
City Council approved the Field Allocation and Use Policy on December 18, 2018 (attached). As noted in the policy, field use, portable restrooms, and lighting fees are assessed to the user groups to defray the direct costs of lighting, maintenance, and securing the fields.
In addition, youth sports organizations covered by the Field Allocation and Use Policy pay an annual per-player fee based on organization classification (non-profit versus club) and player residency status in exchange for dedicated field use. Rates range from $25-$100 per player for residents and $35-$110 per player for non-residents on each team. Per-player rates have not been adjusted since 2018.
Although availability is scarce, fields may be rented directly by individuals and teams as well. Current hourly rates for field rentals are outlined below. The fees have not been adjusted since 2018.
|
Fields |
Resident |
Non-Resident |
Commercial |
|
Turf - Marine/Manhattan Village |
$122.50 |
$140 |
$175 |
|
Big Marine/Dorsey |
$52.50 |
$60 |
$120 |
|
Sports Complex (per field), Live Oak, Manhattan Heights |
$45.50 |
$52 |
$65 |
|
School Fields |
$35 |
$40 |
$50 |
Annual field revenue from fees and rentals is approximately $400,000 per year.
DISCUSSION:
The Parks and Recreation Commission and staff recommend adjusting field rental and per-player fees for FY 2024-2025 and scheduling annual price increases to reflect increased costs for maintaining and providing access to the fields.
Proposed Field Rental Fees for FY 2024-2025
Proposed field rental fees for FY 2024-2025 are outlined below. Staff recommends including annual CPI increases not to exceed 3% in subsequent years for field rental fees.
|
Fields |
Resident |
Non-Resident |
Commercial |
|
Turf - Marine/Manhattan Village |
$140 |
$175 |
$200 |
|
Big Marine/Dorsey |
$80 |
$100 |
$120 |
|
Sports Complex (per field), Live Oak, Manhattan Heights |
$50 |
$55 |
$75 |
|
School Fields - Center, Begg, and MBMS |
$80 |
$100 |
$120 |
|
School Fields - Other |
$40 |
$45 |
$55 |
Proposed Per-Player Fees for FY 2024-2025
Proposed per-player fees include a $5 increase for each category as outlined below. With City Council approval, an automatic annual increase of $1/year per player would be implemented moving forward.
|
User Groups |
Resident |
Non-Resident |
|
Approved Youth Non-Profit Organizations |
$30 |
$40 |
|
Approved Youth Organizations |
$35 |
$45 |
|
Approved Youth Clubs |
$105 |
$115 |
If the proposed fee adjustments are implemented in July 2024, annual projected revenue will increase about $45,000 for FY 2024-2025, equating to $470,000 total projected annual field revenue, an increase of nearly 10% compared with FY 2023-2024. Staff estimates that over the first five years, the revenues received from the per-player fee adjustment will generate approximately $315,000.
Creation of Turf Replacement Plan
In addition, the Parks and Recreation Commission and staff recommend creating a Turf Replacement Plan to accumulate resources for replacements of each synthetic turf field every ten years. Revenues received from the per-player fee adjustments will be allocated to the CIP Fund and the City will transfer a matching amount, no less than $50,000 from the General Fund at the end of each fiscal year, for use on future turf replacement projects.
|
|
Per-Player Fee Adjustment |
Estimated Fee Adjustment Total |
Estimated City Matching Funds |
Turf Replacement Plan Cumulative Total |
|
Year 1 |
$5 |
$45,000 |
$50,000 |
$95,000 |
|
Year 2 |
$6 |
$54,000 |
$54,000 |
$203,000 |
|
Year 3 |
$7 |
$63,000 |
$63,000 |
$329,000 |
|
Year 4 |
$8 |
$72,000 |
$72,000 |
$473,000 |
|
Year 5 |
$9 |
$81,000 |
$81,000 |
$635,000 |
Aggregated funds are estimated to be sufficient to cover the cost of replacing Manhattan Village Field in FY 2028-2029 and Marine Field in FY 2033-2034 without the need for negotiating with user groups for financial contributions in exchange for dedicated field use. If there is a shortfall for the Manhattan Village Field replacement in FY 2028-2029 as funds accumulate, grant funds from the Los Angeles County Regional Parks and Open Spaces (RPOSD) Measure A grant program could cover the difference. Any surplus funds collected will be used for turf repairs and enhancements.
The primary advantages of this strategy are: (1) replacement of Marine Field and Manhattan Village Field turf every ten years, and (2) the ability to schedule the synthetic turf fields using the approved Field Allocation and Use Policy without restrictions after the Manhattan Village Field user agreements conclude August 26, 2028. The Field Allocation and Use Policy already provides priority for Manhattan Beach based community user groups, but there would be enhanced flexibility in terms of where and when user groups are allocated times for practices and games.
CONCLUSION:
Staff recommends that the City Council:
1. Adjust field reservation and per-player fees for Fiscal Year (FY) 2024-2025;
2. Include an annual Consumer Price Index (CPI) adjustment not to exceed 3% for field rentals each subsequent year;
3. Include an annual $1 increase for per-player fees each subsequent year;
4. Establish a Turf Replacement Plan in the Capital Improvement Program (CIP) for future turf replacements; and
5. Allocate revenues from the fee adjustments as well as matching funds, no less than $50,000, from the General Fund to the CIP each budget year beginning in FY 2024-2025 to fund future turf replacements.
.
PUBLIC OUTREACH:
Proposed field rental and per-player fee adjustments and creation of a turf replacement plan were discussed with the Parks and Recreation Commission at their meeting on November 27, 2023 and with youth user groups at a field allocation meeting on August 22, 2023. The youth user groups support the proposed per-player fees. The Marine Field Turf Replacement Project was discussed at the Parks and Recreation Commission meeting on November 28, 2022 and the City Council meetings on April 18, June 20, and July 5, 2023.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Field Allocation and Use Policy (2018)
2. PowerPoint Presentation