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HomeMy WebLinkAboutItem 5.4 DSRSD Various Constt; ~ • - CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL-MEETING DATE: April 14, 1986 SUBJECT . Letter from.Dublin San Ramon Services District regarding various park construction and maintenance issues EXHIBITS ATTACHED Letter from Wally Duncan, President, Board of •/Directors, DSRSD, dated March 21, 1986 RECOMMENDATIOI~~\~ See Below ~ FINANCIAL STATEMENT: Additional annual operating cost to City -$97,900 in 1984-85 dollars DESCRIPTION . The City is in receipt of a letter dated March 21, 1986 from the Dublin San Ramon Services District Board of Directors requesting that the City consider a proposal regarding various park construction and maintenance issues. The~ District has proposed the following: 1) Shannon Community Center Decking - The City would undertake design, construction, supervision, inspection and coordination of the rehabilitation of the Shannon Community Center deck and roof improvements. The City would also assume liability for the work. The District would require the City to get District prior approval~ of the design documents for conformance to the District requirements. The District also indicated that it would pay for the cost of the improvemen.ts to the extent that sufficient funds were available in its park dedication fund. Staff Response Staff has some concerns with respect to the District requiring the City to assume all liability for the work, but yet requires the City to conform to District requirements. Staff is hesitant to recommend that the City assume liability for work that was subject to District requirements which the City has no control over, unless the District's requirements are also acceptable to the City. It is also unclear whether the District would pay for the cost of design, supervision and inspection, as well as the actual construction. 2) Shannon Community Center Building Maintenance - The District proposes that the City agree to accepting all maintenance responsibilities for the operation of the Shannon Community Center effective July l, '1986. Staff Response Based on a report prepared by Hughes, Heiss & Associates, the 1984-85 cost to the District for maintaining the Shannon Community Center was approximately $28,400, including management, clerical and equipment maintenance overhead costs. It is difficult to ascertain whether the cost expended by the District for maintenance of the facility are representative of the cost to maintain the Community Center building in satisfactory condition. Staff has not completed the development of the entire scope of work that would be included in the maintenance of the Center, but anticipates that the City would probably have to hire a part-time building maintenance employee as well as sub-contract out specialty work such as heating and air conditioning, roof repairs and painting. 3) Capital Projects - The District has proposed that the City design, construct,' supervise, inspect, coardinate and assume liability for all capital projects. This would be done in conformance to the District's COPIES TO: DSRSD ITEM NO. • ' s. ~.e .... _ _ ._, ..: ... ,r- ^: t ^;~ra..sx ,-c~, *rk , "~.~3s.~^-'~'~'a7. ~a-e•-acr` F•."^~z.:r+, ,.~5, ?.,^p . ,.~ . . ~~ .~ - .... }:. ~ ~..~..:~ -'^-.. ....'~. _ ,v~ ~i ~va .1~ '`,u.?~.~.y s"~„~n .r '„~t ~ ~.q ~' ~ ~ ,..... . ,- , . . , . .:.: ~ u'~ t- ....- . ~ ~ , ~.? r • • AGENDA STATEMENT: Letter from Dublin San Ramo~ Services District regarding various p~rk construction and maintenance issues Page 2 requirements. In addition, tYie District would limit its contributions to these improvements based on available monies in its park dedication fund. Staff Response Staff's comments with respect to this proposal are very similar to those on the replacement of the Shannon Community Center deck. It seems that this would be an acceptable arrangement provided that the City would have the ability to concur with the District's requirements before the project was bid. 4) Maintenance of Shannon Park - The District proposes that the City assume all park maintenance responsibilities for Shannon Park. The District also indicates that it would permit the City to install appropriate signage indicating the City's responsibility for this facility. Staff Response Based on a report prepared by Hughes, Heiss & Associates, the Dublin San Ramon Services District 1984-85 cost to maintain Shannon Park, including general overhead cost was approximately $64,000. 5) Land Swap with the Dublin San Ramon Services District - The District proposes that the City would be responsibl.e for the design, construction, supervision, inspection, coordination and liability for all activities related to the land swap and renovations to the Dublin Sports Grounds. The District also requires that the design documents being prepared for renovation of the Sports Grounds be in conformance with the District's requirements. The District has indicated that it would work on behalf of the City to pursue approval of the land swap by the Federal Government. The District also reaffirms that it would hold the City to all those conditions previously negotiated with Imperial Freeholds, the prior proper.ty owner of the Civic Center site. Staff Response The District's proposal seems reasonable, provided that the City has the ability to concur with the requirements of the District on the renovation of the Sports Grounds. 6) Field Scheduling - The District has proposed that the City assume responsibility for field scheduling at the Dublin ,Sports Grounds on April 21, 1986. This responsibility would include scheduling & coordination of all user group activities for the Sp.orts Grounds, coordination of all activity related to the restrooms/snackbar facility, and collection of all user fees. In return, the District proposes that the City would retain 15% of these user fees. Staff Response Staff estimates that 15% of the user fees as proposed by the Dublin San Ramon Services District would generate approximately $2,010 in revenue to the City. In addition, with the Recreation Department Staff's existing workload, it would be impossible for the City to assume field scheduling as of April 21, 1986 in that an additional part-time Staff position would be required. With the DSRSD deadline, there is insufficient time to conduct a recruitment to provide adequate staffing to handle the added responsibility of field scheduling. It is estimated that the net cost of assuming the field scheduling function would be approximately $5,500 per year. ~ ~ AGENDA STATEMENT: Let.ter from Dubli'n San Ramon Services District regarding various p~rk construction and maintenance issues Page 3 Discussion If the City were to accept all elements of the District's proposal, the known costs to the City in 1984-85 dollars would be $97,900 for maintaining __ the Shannon Park and Community Center and handling field scheduling. If the District still had the Garbage Franchise, it would have $90,000 in franchise fees available for park maintenance. However, it should be pointed out that the District has $16,000/year available for park maintenance from the fees it receives from the San Francisco Garbage Import Surcharge, which it previously used to fund two special garbage pick-ups per year. Therefore, the net funds that the District would have available for park maintenance in Dublin if it was still the garbage franchisor would be $74,000. Recommendation - It is Staff's recommendation that the City Council take the following action: 1) Defer consideration of the Shannon Community Center park maintenance until the entire issue of service and revenue transfer from the District and the City can be negotiated. John Heiss has completed his study and will report to the City of Dublin and City of San Ramon Li~aison Committee on April 24, 1986. It is anticipated that the Liaison Committee will report to their respective City Councils the first regular meeting in~May. 2) Agree to accept responsibility for field scheduling effective July l, 1986. 3) Agree to accept DSRSD's proposal regarding the land swap. 4) Agree to accept DSRSD's proposal regarding the Shannon deck replacement and other capital improvements, provided the City concurs with DSRSD's desian standards. ... . ... -.: ....... . -:~. , . .. . . . - . .. ?.,. ,",.Zr~, :o-~-:: --~r r ~- ~y. r ,,~ ~~. .:,.~ .- ',^ r i+- . . .. . . : . . ~ . ~ . ~ - ,. ... -. . . .~ .. ,_ _ ~.t 7t i. ... ~ .. .. ~~ . . . . . _ Y.. . . ,. . _. . . . . . . .. .... ... ~ w ~ . .' ~ ' DU ~LI N SAN RA ON SERVIC S DISTRICT ~ General Offices: 7051 Dublin 8oulevard • Dublin, California 94568 •(415) 828-0515 March 21, 1986 The Honorable Mayor City of Dublin P. 0. Box 2340 Dublin, CA 94568 and City Council Dear Mayor Snyder and Council Members: ~j,~ 4~ ~ i' ; r` ~~~~- _ ~`~ i9~b~ ; ,;; ~W ~~~i v As a result of the City-District liaison committee meeting earlier this month, our Board of Directors held a special meeting March 20 to review the status of our District's parks, recreation and aquatics operations and prepare a proposal for your consideration. Your Committee was made aware of the budgetary and personnel constraints the District now faces relative to parks and recreation and indicated that such a proposal would be welcome. We are faced with preparing our 1986-87 budget without know- ledge of the City's plans, and we have not yet received a copy of your consultant's study of our parks, recreation and aquatics services. ~ Our proposal is as follows: Shannon Park and Shannon Park Community Center Decking The District's legal counsel has ruled that the use of park dedication funds for rehabilitation of the deck- ing and roof improvements at Shannon Park Community Center is appropriate. With your written concurrence, the District will provide the funds for this work on the following conditions: that the City undertake the design, construction, supervision, inspection, and coordination and assume liability for the work. The District's prior approval of the design documents for conformance to our requirements would be required before the bidding process commences. The District would limit its cost to only those monies remaining in the park dedication fund and would pay your expenses upon demand and submittal of expenditure verification. A PGiITICAL SUBDIVISION OF THE STATE OF CALIFORNIA • PROVIDES MUNICIPAL TYPE SERVICES TO CITIZENS OF AMADOR•LIVERMORE AND SAN RAMON VALLEYS ALAMEDA AND CONTRA COSTA COUNTIES. C~ City of Dublin March 21, 1986 Building Maintenance • The District proposes amending the existing City- District agreement regarding our maintenance respon- sibilities and have all operation and maintenance expenses for this facility assumed by the City, effective July 1, 1986. This would allow the City total control over the quality of maintenance. Capital Projects Your Committee informed ours that consultants were preparing plans and specifications for improvements to the Community Center facility and the park. The District proposes to provide park dedication funding for these improvements, subject to the.following con- ditions: that the City design, construct, supervise, inspect, coordinate and assume liability for the work. Again, prior approval by the District of the design documents for conformance to our requirements would be required before the bidding process com- mences. The District would limit its cost to only those monies remaining in the park dedication fund, paying your expenses upon demand and submittal of expenditure verification. Park Maintenance In order for the City to have control over the quality of the entire Shannon complex, we propose amending the existing Shannon agreement so that, effective July 1, 1986, the City would assume park maintenance responsi- bility. This would include all the activities and costs necessary to maintain the landscaping, lawn, irrigation system, parking lot, and all appurtenances, including the provision of water and utilities. The District would permit the City to install appropriate signage indicating their responsibility for this facility. Dublin Sports Grounds Land Swap The District proposes that the City be responsible for the design, construction, supervision, inspection, coordination and liability for all activities related -2- r • ~ ~ City of Dublin March 21, 1986 to the land swap and renovations at the Dublin Sports Grounds. Prior approval by the District of the design documents for conformance to our requirements would be required before the bidding process commences. This proposal would require no expenditure of District funds for any costs associated with this project. The District would continue, on behalf of the City, to pursue approval of the land swap by the Federal Government without assuming any liability for delays that may be incurred as a result of obtaining these approvals. The District would keep the City fully informed of any developments regarding dealings with the Federal Government. Additionally, the District reaffirms that all the prior terms and conditions previously negotiated with Imperial Freeholds would remain in full force and effect. This includes and is not limited to, City's assumption of all costs related to the traffic light and intersection modifications. Field Scheduling In order to effect coordination of the work with the user groups and our park maintenance function at the Dublin Sports Grounds, the District would require the City of Dublin, no later than April 21, 1986, to assume full responsibility for the scheduling and co- ordination of all user group activities for the Dublin Sports Grounds. This includes the collection of all user fees after April 21,.1986, and coordination of field maintenance with the District to avoid conflict with the user groups and the proposed construction associated with the land swap. The District proposes that the City retain 15% of these user fees, forward- ing the remainder to the District. This would include fees associated with the lighting surcharge for night use of the softball fields. Any proposed adjustments you wish to make in the user fees would have to be negotiated with us. Field scheduling and user group coordination includes all activity related to the restroom/snack bar facility. It is our Board's belief that the above proposals rep- resent an effective means whereby the City of Dublin can meet the needs of its citizens for parks and recreation -3- .. ~• •. ~ . • ' City of Dublin March 21, 1986 services by utilizing these District-owned facilities. It would also allow the District to deal with the budgetary and personnel constraints which it now faces and would be a true demonstration of the spirit of inter-government cooperation. The particulars could be worked out and it would be understood that the City's programs would be equally accessible to all residents of this District. We would appreciate your response to these proposals as soon as.possible, so that both our agencies may include the necessary arrangements when preparing budgets for the coming fiscal year. WD: r j Very tr ly yours, ~ WALLY DUNCAN, President Board of Directors cc: Mr. Richard Ambrose City Manager -4-