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HomeMy WebLinkAboutItem 8.1 VoluntrLittleLeague-SptsGnds . ' . . CITY CLERK File # [Q]~~[Q]-~[Q] AGENDA STATEMENT . CITY COUNCIL MEETING DATE: December 12,1995 SUBJECT: Proposed Volunteer Projects by Dublin Little League at the Dublin Sports Grounds Report Prepared by: Diane Lowart, Parks & Community Services Director EXlllBITS ATTACHED: / A. Correspondence from Margaret Garlock, President / B. Map Showing Approved & Proposed Location of Batting Cages / C. Layout of Batting Cages / D. Draft Agreement / E. Budget Change Form RECOMMENDATION: Q... .J'\.-l. Approve Request to Build Batting Cages and Authorize Mayor VV ~ to Execute Agreement f1 2. Accept Offer Related to Drinking Fountains and Authorize Staff ,I,r., /J li I ./ . Y L/ to Waive Field Use Fees for the Dublin Sports Grounds Commensurate with the Cost of the Drinking Fountains 3. Approve Budget Change Form ~ANCIAL STATEMENT: Estimated Cost for Batting Cages (site preparation): $1,000 Estimated Cost for Drinking FountainslElectrical Conduit: $9,600 DESCRIPTION: Written correspondence has been received from Margaret Garlock, President of Dublin Little League, outlining two proposals for consideration by the Dublin City Council. Batting Cages In 1994 Dublin Little League was granted permission to construct batting cages at the Dublin Sports Grounds between baseball fields #5 and #6 (Exhibit B). However, due to a variety of circumstances, the project was not pursued. Dublin Little League is now in the position to move forward with the batting cages project but would like relocate them to baseball field #3 (Exhibit C). As proposed, the batting cages would be located on either side of baseball field #3 which would require the removal and relocation of the bleachers and dugouts. This location would also require modifications to the irrigation system in the affected areas. ------------------------------------------------------------------------------------------------------------- COPIES TO: . . ITEM NO. Y. / . . Dublin Little League proposes to fabricate two approximate 15' x 120'-130' concrete slabs which would serve as the foundations for the bleachers, dugout and batting cages. Of this amount, approximately 70' is allocated for the batting cages, 40' for the dugouts and 20' for the bleachers. The batting cages would be '. fenced on each side as well as the top, the dugouts would be fenced on both sides (similar to the existing fencing) and the bleachers would be fenced in front. With the exception of the modifications to the irrigation system, Dublin Little League would fund 100% of the cost of the proposed project. Staff estimates that the cost to the City for the modifications to the irrigation system should not exceed $1,000. These funds would need to come from the Dublin Sports Grounds Ballfield Maintenance Budget which could preclude other work being accomplished. Staff has reviewed the preliminary plan submitted by Dublin Little League and has also viewed a similar installation at a park in a neighboring City. With careful planning, Staff believes that the proposed layout could work. However, Staffhas several concerns which are outlined below: 1. The exact dimensions should be reviewed in the field prior to construction to insure that the batting cages will not infringe on the current or potential layout of soccer fields. It appears that the proposed batting cage on the third base side of baseball field #3 will need to be adjusted in length so as not to interfere with a soccer field; the proposed batting cage on the first base side of baseball field #3 will need to be laid out in such a way that it does not interfere with the walkway. Use of the batting cages by Dublin Little League during times that the field is in use by groups other than Dublin Little Leallue should not be permitted. As the proposed location of the batting cages is immediately adjacent to the playing field, use during games could be a distraction to the ~~. . Given the need to remove and relocate the fencing, bleachers and dugouts, the timing of the project would need to be carefully coordinated so as not to interfere with the playing season. For safety reasons, there are certain locations where the fencing has to be in place in order for the fields to be used. 2. 3. The Parks and Community Services Commission reviewed the proposal from Dublin Little League at their November 20, 1995 meeting and gave conceptual approval to the project. A draft agreement between the City and Little League has been prepared by Staff (Exhibit D). The draft agreement outlines the responsibilities of each party and is similar to the agreement the City Council approved with Dublin Little League for construction of the score booths at the Sports Grounds. As shown in the draft agreement, the City would be responsible for minimal site preparation, review and approval of the plans and specifications for the improvements, and inspection of the improvements. The estimated cost to the City is $1,000. . Dublin Little League would be responsible for providing the City with 'plans and specifications for the improvements, funding the cost of the improvements and constructing the improvements. Upon completion, ownership of the improvements would be transferred to the City. The agreement also provides that Dublin Little League would have exclusive use of the batting cages at no cost. It is not recommended, nor has Little League requested, a credit against future field use fees for this project.. Installation Qj'Drinking Fountains and Electrical Conduit to Scorebooths Phase I of the Dublin Sports Grounds Renovation included funds for the installation of drinking fountains _ baseball fields #4, #5, and #6. As the drinking fountains were to be located adjacent to the scorebooths, ~ublin Little League had requested that electrical conduit also be installed at the time that the trenching was done for the drinking fountains and had indicated that they would pay the additional cost. Although Staff had anticipated that this project would be accomplished during Fiscal Year 1995-96, it has now been deferred until Fiscal Year 1996-97 due to a lack of funding. As Dublin Little League is anxious to have the drinking fountains installed and to have the scorebooths wired for electricity, they have offered to reimburse the City for the cost of the improvements in exchange for a credit against field use fees for the 1996 season. In addition to installation of drinking fountains and electrical conduit at baseball fields #4, #5, and #6, Little League would also like to have electrical conduit run to the scorebooth at baseball field #3. Although the project could be done in-house with City maintenance workers, Staff recommends that an outside contractor be utilized for the project. The estimated cost for the total project is $9,600 ($8,450 for the drinking fountains and $1,150 for the electrical conduit). The Parks and Community Services Commission reviewed the proposal from Dublin Little League at their November 20, 1995 meeting and gave conceptual approval of the offer. Staff is also supportive of the offer from Dublin Little League but would recommend that the waiver of field use fees be effective in Fiscal Year 1996-97. The City Council adopJed a balanced budget for Fiscal Year 1995-96 which anticipated that field use fees would be forthcoming from Dublin Little League. If ee fees are waived for Fiscal Year 1995-96, there will be a shortfall in the general fund revenues that were used to balance the budget. Additional Volunteer PrQjects Dublin Little League has also indicated the desire to pursue several other volunteer improvement projects at the Dublin Sports Grounds including construction of permanent roofs (similar to the scorebooth roofs) over the dug-outs and construction of a scorebooth at the new baseball field. The Parks and Community Services Commission reviewed these projects as well, but recommended that these projects be pursued once Dublin Little League completes the batting cages project (provided City Council approval of the batting cages project is granted). Thus, when Dublin Little League is in the position to pursue another project, a conceptual plan and agreement will be presented to the City Council for consideration. Conclusion Over the last several years, the City has been involved in a variety of volunteer improvement projects ranging from tree planting to construction of playgrounds. Staff are supportive of these types of projects as they often times result in cost savings for the City and allow individuals and groups the opportunity to "give back" to their community. However, these types of projects do require additional staff time to coordinate and oversee. Also, Staff has found that volunteer projects typically take longer to accomplish . than the volunteer group originally anticipates. This is sometimes due to the requirements of the City, but more often due to an underestimation of the time a project may take or the enthusiasm of the volunteers to undertake and complete the project. Consequently, Staff agrees with the Parks and Community Services . Commission that only one volunteer project per group be undertaken at a time. With regard to the two proposals submitted by Dublin Little League, Staff would recommend that the City Council take the following action: 1. Approve Request to Build Batting Cages and Authorize Mayor to execute the Agreement. .. 2. Accept offer to reimburse the City for the cost of installing drinking fountains at baseball fields #4, #5 and #6 and electrical conduit to the scorebooths at baseball fields #3, #4 #5 and #6. Waive Field Use Fees for the Dublin Sports Grounds commensurate with the cost of the project effective in Fiscal Year 96-97. 3. Approve Budget Change Form. . . . . . EXHIBIT A Dublin Little League PO Box 2037 Dublin, CA 94568 City of Dublin 100 Civic Plaza Dublin, CA 94568 Attn: Diane Lowart Park q Community Services Director Dear Diane: As previously proposed to the Parks q Community Commission, Dublin Little League would like permission and approval to move forward on the following items: 1. Fountains placed at fields 4, 5 Et 6 Electrical run to score booths 3, 4, 5 q 6 We, Dublin Little League, have offered to reimburse the City of Dublin for the cost of installing drinking fountains and installing electrical to above mentioned locations in lieu of field usage fees for the 1996 season. Estimated cost $9,000 2. Batting Cages at field 3 We, Dublin Little League, would like to have permission to build two (2) batting cages at at field 3. This would include pouring concrete, . moving bleachers, relocating dug-outs and installing new fencing. This project would be totally funded by Dublin Little League. We would appreciate approval from the City Council so that we may proceed with these projects in a timely manner. If you have any questions or need any additional information please do not hesitate to contact me. . . -. CIVIC CENTER " ~.. - I'S ........'... . ,.... <;\'<-~~ . 0 0 00 0 /--- OOO~o I O//, 0 )YQ /'1 ~. I \,,~/ L-___-1 "'" ,----/1--- " I $C' I' $Cr i "j L-__LL___ ;------ ----- I ~f;;;;;;;;;;; ~ ,,- ~rg~ -ul.1!rBCI-'Q . ~::: :: ::- 0;;: "S~ SCIA \~J ~ ~ \ ,~~ ./ ,: I SC. 0 \ ~ I I ... I 51' \ \ ~ o I I '. ; $C. \"'" .. 0 \\ ~ I --l -- .' O. \ ~ I I $C' I \J . \ \i~ L I I O"\'s \;;;~:~CJ~~~~:o ~'~ $C, '. SCI 580 FREEWAY APPROVED LOCATION (2/28/94) DUBLIN SPORTS GROUNDS CITY OF DUBLIN SINGER AND HODG.ES, INC. LANDSCAPE ARCHITECTS 1512 FRANKLIN STREET. OAKLANO. CALIFORNIA 9~612 14151 891-9689 , SCALE r:~1. OAf!: MAY 2L 'ltO (jj~ r- -AI .Q ~ \J. <> V1 11 h :: ~ (f)- 1 ~ . ~ r- ~ c::> 0- 51 \~ , . . . ~ '" . ' . . . . ,,7,(77 t- => o >- < ..J Cl ~ o c::: a. . EXHIBIT D . AGREEMENT BETWEEN CITY OF DUBLIN AND DUBLIN LITTLE LEAGUE REGARDING CONSTRUCTION OF BATTING CAGES ON CITY PROPERTY This Agreement is entered into this _ day of , 1995 between the CITY OF DUBLIN, a municipal corporation, hereinafter referred to as "CITY" and the DUBLIN UTILE LEAGUE, a non-profit organization, hereinafter know as "UTILE LEAGUE". RECITALS WHEREAS, UTILE LEAGUE has requested permission to construct two batting cages at Dublin Sports Grounds, a municipally-owned park; and WHEREAS, UTILE LEAGUE desires to transfer ownership of such improvements to CITY and CITY desires to accept the improvements upon completion by UTILE LEAGUE and fmal acceptance by CITY; and WHEREAS, it appears to be in the public interest to authorize the construction of such improvements. NOW, THEREFORE, UTILE LEAGUE AND CITY mutually agree as follows: AGREEMENT Section 1. CITY Rights and Responsibilities. . A. CITY agrees and permits UTILE LEAGUE to construct two batting cages at Dublin Sports Grounds cated in the City of Dublin at the comer of Civic Plaza and Dublin Boulevard. The general location of the batting cages shall be in the areas shown on Exhibit A, attached hereto and incorporated herein. B. The plans, specifications, location and manner of work shall be subject to review and prior written approval by the Public Works Director. A schematic of the proposed design is shown on Exhibit B, attached hereto and incorporated herein. C. CITY agrees to be responsible for minor site preparation including irrigation modifications and moving bleachers. UTILE LEAGUE will provide CITY with all the necessary information in writing to enable CITY to prepare the site for construction of the batting cages. D. Combined cost to CITY for work identified under section "C" above shall not exceed $1,000. E. Final inspection of the improvements by CITY shall take place within five (5) working days after written request by UTILE LEAGUE. Final completion shall occur upon correction of all items noted in the final inspection. F. CITY agrees to allow UTILE LEAGUE exclusive use of batting cages at no charge. Section 2. LITTLE LEA GUE Rights and Re$ponsibilities. A. Prior to beginning work, UTILE LEAGUE shall submit to CITY Public Works Director plans and .ecifications identifying the method, timing, and locations of the batting cages. The plans shall be in enough tail to assure that the project will be constructed in a sound manner. Actual construction shall be in accordance with plans approved by the Public Works Director. B. LITILE LEAGUE shall notify the Public Works Director to obtain approval for the dates of construction. C. LIlTLE LEAGUE shall be responsible for taking all safety precautions required by the Public Works Director, including any measures necessary to protect adjacent improvements during construction. . D. LITILE LEAGUE shall provide CITY with evidence of public liability insurance in an amount not less than $1,000,000 combined single limit per occurrence against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the construction of the batting cages. LIlTLE LEAGUE shall name CITY as an additional insured. . E. LIlTLE LEAGUE represents and warrants that the improvements, as fabricated and installed, will be free from any defects in materials and workmanship, and that the improvements are free and clear of any liens or encumbrances from any source and of any kind of nature whatsoever. F. LIlTLE LEAGUE shall indemnify CITY, its officers and employees against liability for injury or damage caused by a negligent act or omission of LIlTLE LEAGUE in the performance of this Agreement and shall hold CITY harmless from and defend CITY against any. loss occasioned as a result of the performance of this Agreement by LITILE LEAGUE. G. CITY shall indemnify LIlTLE LEAGUE, its officers and employees against liability from injury or damage caused by a negligent act or omission of CITY in the performance of this Agreement and shall hold LIlTLE LEAGUE harmless from and defend LIlTLE LEAGUE against any loss occasioned as a result of the performance of this Agreement by CITY. H. LITILE LEAGUE agrees that the batting cages will not be used during times that baseball field #3 is in use by groups other than Dublin Little League. Section 3. Ownership lif Improvements. . A. Ownership of the improvements and all risk of loss shall remain with LIlTLE LEAGUE until the improvements have been accepted in writing by CITY ("final acceptance"). CITY agrees to accept the improvements at such time. B. In the event that this Agreement is terminated or the property is disposed of by CITY, LIlTLE LEAGUE shall remove the improvements, or any portion thereof, and restore the property to at least as good a condition as existed prior to the installation of said improvements, normal wear and tear excepted. This paragraph shall terminate 15 years after the date of this Agreement. IN WIlNESS WHEREOF, the parties hereto have set their hands and seals to this Agreement on the date first written. DUBLIN LITTLE LEAGUE CITY OF DUBLIN By By President Mayor Attest: By City Clerk . Approved as to Form By Attorney .. . CIVIC CENTER ~~ ~. , ~rg~ ll{1i> . ~: ::; ::: -: 3 €r \ .' ,"'\0< ,\ r------i ...' ~~ .\, I I \. ".-:."" / "" " I I \ ....., ......... se.. " I 50, I \ ~~" --- \ ~/. ./'\ \..,..... i-- ----.0 I I \'.: ....,~J ""'. ..~,~ : Ie. I.. " \:;W{\'C\' r: : ! K'I ~~~;:c)-c:J~~~I~D-O o 580 FllEEWAY DUBLIN SPORTS' GROUNDS CITY OF DUBLIN SINGER AND HODG.ES, INC. LANDSCAPE ARCHITECTS 1512 FRANKLIN STREET. OAKLANO. CALIFORNIA 94612 14151 89'-9689 s=. r:~1. i!lJ OAf!: MAY n IttG EXHIBIT E CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # . New Appropriations (City Council Approval Required): Budget Transfers: From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity _:1_ From New Revenues Between Departments (City Council Approval Required) Other ttttJ'jIle:~B:I;fD.tItBJ.:'AlfAWmlDtti.~~t~g~~~~~~tt\r&M:QtejtlM~t~~~lJ~~~~~t~~tI&~X$.1t.~lJ.mNJ.llHittc.(:)tnWH~~~r~~~~~r~~~f~~~~~~~~f~B.Mfi'fiN1tr::r~~r~ -:.:.;.;.:.:.:.:.;.:.:.:...;...:.:.....:.:.:.:...:................;.;...;.;...;.;.;.;...;.....;.:.;.;......;.:.:...:.:.:.........:.:...:.:..........:.:.:...:.....:...;....:.;.;.;.;.:.;.;.;.;.;.;.;.;.:.:.;.;...;...;.......:...;.;.:...:.;.....;.....:.:......:.....;.;...;.;.;.;.;.;.;.;.:.;.;............;..:.....;.....;...;.......:.........:.:..............................................................................................................,...................................................,................................... Name: Name: Dublin Sports Grounds Renovation $9,600 Improvements Not Buildings Account #: Account #: 001-9583-750-050 Name: Name: Contributions From Others - Dublin $9,600 Little League Account #: Account #: 001-1000-570-002 Name: Name: Account #: Account #: Name: Name: Account #: < Account #: Name: Name: Account #: Account #: REASON FOR BUDGET CHANGE ENTRY: Dublin Little League will be reimbursing the City for the installation of drinking fountains and electrical conduit at the Dublin Sports Grounds. City Manager: Date: Signature ....:.:.;.:.;.;...:.:.::.;.:.;.:-:.;.:...:...:-::.:.:-:.:.... ..... ....::..:: ..... "':::':'~S.APP'~~'y.~.~~..p1e"@iDf: Counc!l Meetintion: ::a~t~:. ............. ........ . . .. .. ..... ........................ ...... ............................. ...... ............................ ............................. ...... ... ................................ . ........................... ...................... . . .. .............. .: ... Mayor: Date: Signature . Posted By: Date: Signature