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HomeMy WebLinkAboutItem 5.2 ScoreboothsDubSptsGrnds (2) ~ . '. . .. CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 10, 1994 Request from Dublin Little League to build scorebooths at the Dublin Sports Grounds Report by Diane Lowart, Recreation Director A.~correspondence from M. Wong-Gillmore, President, Dublin Little League ~B. Draft Agreement RECOMMENDATION~J~1 21.. Approve request to construct scorebooths vv Authorize Mayor to execute Agreement SUBJECT : EXHIBITS ATTACHED : FINANCIAL STATEMENT : Cost to city: Expenditures - $ 2,500 Lost Fee Revenue - $10,000 DESCRIPTION : Correspondence has been received from Marjorie wong-Gillmore, President of DUblin Little League, requesting permission to build four scorebooths at the Dublin Sports Grounds. As explained in the attached letter (Exhibit A), Little League had a successful fundraiser this past summer and have allocated funds to make improvements at the Dublin sports Grounds. If permission is granted, Dublin Little League intends to donate the improvements to the city upon completion. In consideration of their donation, they have requested the following conditions: 1. Exclusive use of the scorebooths during the Little League season from March 1 through August 31. 2. Exclusive use of the storage facilities included in the scorebooth located at Field #3. 3. Credit or remuneration in the form of reduced field use fees commensurate with the cost of material and labor of the scorebooths. The Dublin sports Grounds Renovation (Phase I) includes funding for scorebooths for each of the four baseball fields. However, due to insufficient funding, the planned renovation of the Dublin Sports Grounds has been deferred several times. Construction of Phase I improvements is currently scheduled for Fiscal Year 1995-96. The Parks and Recreation commission considered the request from Dublin Little League at their November 9, 1993 meeting. After a review of the preliminary plans and locations for the scorebooths, the Commission was in favor of granting Little League permission to construct the scorebooths. Staff has reviewed the preliminary plans for the scorebooths and believes that the construction of the scoreboothscan be accomplished by Little League volunteers. Consequently, Staff has prepared a draft agreement between the city and Little League which outlines the responsibilities of each party (Exhibit B). The draft agreement is patterned after the agreement between the city and the Dublin-San Ramon Lions Club for construction of the handicapped playground at Kolb Park. As stated in the draft agreement, the City would be responsible for minimal site preparation, review and approval of the plans and ~pecifications for the, improvements, and inspection of the lmprovements. The estimated cost to the city is $2,500. staff anticipates that this cost can be absorbed within the Dublin Sports Grounds Operating Budget. ::::-::~--------------::::::-::~--;;;~:::~;;;;:;;;;:;::::::::: h'l~'~1 1 . . 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. The estimated cost to Dublin Little League is $5,000 (if work is done by parent volunteers) or $10,000 (if work is done by a licensed contractor). with regards to the conditions previously requested by Dublin Little League, Staff has incorporated the conditions dealing with exclusive use of the scorebooths and exclusive use of the storage facilities into the a9reement. The condition dealing with credit or remuneration ln the form of reduced field use fees is discussed below. In January of 1993, the city council adopted a revised fee schedule for the Dublin Sports Grounds. According to the revised fee schedule, Dublin Little League would be assessed a fee of $5.00 per hour, per field. However, for the 1993 season, Dublin Little League was granted a fee exemption and was assessed a fee of $2.50 per hour, per field. The total amount paid by Little League in 1993 was approximately $3,695 and the total number of hours used was approximately 1,480. Dublin Little League has requested a credit or remuneration in the form of reduced field use fees commensurate with the cost of material and labor of the scorebooths. Although they intend to construct the scorebooths with parent volunteers at a cost of $5,000, they are requesting that the value of the donation be set at $10,000. Staff would not recommend that field use fees be reduced. Instead, Staff recommends that Little League be given a credit in the amount of the $10,000 for field use fees. At $5.00 per hour, the $10,000 credit would purchase 2,000 hours of use. Based on approximately 1,500 hours of use per season, the credit would cover the 1994 season fees as well as a ~ortion of the 1995 season fees. Although the City would lose $10,000 ln field use fees, the donation of the scorebooths to the city would offset future costs in the Dublin Sports Grounds Renovation Project. In summary, it is recommended that the city Council take the following action: 1. Approve request to construct four scorebooths at Dublin Sports Grounds 2. Approve request for exclusive use of the scorebooths during Little League season 3. Approve request for exclusive use of the storage facilities included in the scorebooth at Field #3 4. Approve a $10,000 credit towards field use fees 5. Authorize Mayor to execute agreement ... . EXHIBIT A Dublin Little League P.o. Box 2037, Dublin, CA 94568 Youth Network. Hotline (510) 727..f3642 DUBLIN CITY COUNCIL CITY OF DUBLIN 100 Civic Plaza Dublin, CA 94568 December 29, 1993 Dear Mayor Snyder & Council Members: As you may know, Dublin Little League had a succes$ful fundraiser this past summer with the operation of a fireworks booth for the Fourth of July. We allocated funds earned to make improvements at Dublin Sports Grounds, with the City's permission, to enhance our program. Over the past few months we have been working with the P&R Commission and the recreation department in our proposal to build scorebooths at fields 3-6, aside from a separate proposal to erect a batting cage facility. Enclosed please find an agreement outline which provides for our organization to construct four scorebooths to be donated to the City. Proposed construction has been part of the City's general plan for Sports Grounds renovation, set back numerous times in past years due to budget constraints and/or drought. In consideration of our donation, we request the following: * Storage facilities attached to scorebooth located at Field 3 to be allocated for year-round use by Dublin Little League, at no charge. * Exclusive use priviledges of scorebooths to be granted to Dublin Little League during each season from March 1st through August 31st; and, * Credit or retribution in the form of reduced field use fees (charged to our organization by the City) commensurate with the cost of material & labor [or that allocated by the City in the General Plan] As we are hoping to have the facilities in place before the 1994 season begins, we are anxious to receive your affirmative response and approval to commence construction. Sincerely, "~..l~'1 "~/2iUtt1~ M. Won -Gillmore presi nt / \.---. .. . . EXHIBIT B AGREEMENT BETWEEN CITY OF DUBLIN AND DUBLIN LITTLE LEAGUE REGARDING CONSTRUCTION OF SCOREBOOTHS ON CITY PROPERTY This Agreement is entered into this ____ day of , 1994 between the CITY OF DUBLIN, a municipal corporation, hereinafter referred to as "CITY" and the DUBLIN LITTLE LEAGUE, a non-profit organization, hereinafter referred to as "LITTLE LEAGUE". RECITALS WHEREAS, LITTLE LEAGUE has requested permission to construct four scorebooths at Dublin sports Grounds, a municipally-owned park; and WHEREAS, LITTLE LEAGUE desires to transfer ownerShip of such improvements to CITY and CITY desires to accept the improvements upon completion by LITTLE LEAGUE and final acceptance by CITY; and WHEREAS, it appears to be in the public interest to authorize the construction of such scorebooths. NOW, THEREFORE, LITTLE LEAGUE AND CITY mutually agree as follows: AGREEMENT section 1. CITY Rights and Responsibilities. A. CITY agrees and permits LITTLE LEAGUE to construct four scorebooths at Dublin Sports Grounds located in the city of Dublin at the corner of civic Plaza and Dublin Boulevard. The general location of the scorebooths 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 sod removal. LITTLE LEAGUE will provide CITY with all the necessary information in writing to enable CITY to prepare the site for construction of the scorebooths. D. Combined cost to CITY for work identified under section liCit above shall not exceed $2,500. E. Final inspection of the improvements by CITY shall take place within five (5) working days after written request by LITTLE LEAGUE. Final completion shall occur upon correction of all items noted in the final inspection. . . F. CITY agrees to allow LITTLE LEAGUE exclusive use of the storage facilities contained within the scorebooth located at Field #3 at no charge. CITY also agrees to allow LITTLE LEAGUE exclusive use of the scorebooths during each season from March 1st through August 31st, annually. G. CITY agrees to credit LITTLE LEAGUE $10,000 toward future field use fees. section 2. LITTLE LEAGUE Riahts and ResDonsibilities. A. Prior to beginning work, LITTLE LEAGUE shall submit to CITY Public Works Director plans and specifications identifying the method, timing, and locations of the scorebooths. The plans shall be in enough detail 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. LITTLE LEAGUE shall notify the Public Works Director to obtain approval for the dates of construction. C. LITTLE LEAGUE precautions required measures necessary construction. shall be responsible for taking all safety by the Public Works Director, including any to protect adjacent improvements during D. LITTLE 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 score booths. LITTLE LEAGUE shall name CITY as an additional insured. E. LITTLE 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 or nature whatsoever. F. LITTLE LEAGUE shall indemnify CITY, its officers and employees against liability for injury or damage caused by a negligent act or omission of LITTLE 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 LITTLE LEAGUE. G. CITY shall indemnify LITTLE LEAGUE, its officers and employees against liability for injury or damage caused by a negligent act or omission of CITY in the performance of this Agreement and shall hold LITTLE LEAGUE harmless from and defend LITTLE LEAGUE against any loss occasioned as a result of the performance of this Agreement by CITY. Section 3. ownership of ImDrovements A. Ownership of the improvements and all risk of loss shall remain with LITTLE LEAGUE until the improvements have been accepted in . . writing by CITY (Ufinal acceptanceU). improvements at such time. CITY agrees to accept the B. In the event that this Agreement is terminated or the property is disposed of by CITY, LITTLE LEAGUE shall have the option to 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 WITNESS WHEREOF, the parties hereto have set their hands and seals to this Agreement on the date first written. DUBLIN LITTLE LEAGUE CITY OF DUBLIN President By By city Manager Attest: By City Clerk Approved as to Form By City Attorney . \~ , ~ ~ ~- :r- ~~ ,~ ~ - !\ \ \ . cP 1----- I I I I I I \ \ I I I I 1_- _I__ I - .~ .-.... ~ . - .. .. \ \ - d:) \ \ - .. . ~ ~ - 'l ), ~ ., l ... II - \\ ~\l. - OJ 'to! \ ~ -4 () - l,/)~ ~ ~~ " "- ~ "-,;' .. _.~,._... "' r;::. ':a ~ ~3:- .. =::-J ,f) , ---- -(~ ..~\ \ \,'\ ...."ti ~t 1" 1 tJ~_o=::7,f--1T 00 0" ~~ -....- ---, } n.. . _ _~~C~~~~"l~ ]-- I ~~_7"._. ,__ . : .,;:....: -i; tl'Lr ".~'~: >. " \ _ Cl I,' ~:~~~~_.~~-~..- '~tlll' I' - ' ~..;C-==:::_-::~. ""__.. .._~ i ~-, - ~.' ,..-- .~._~~ , ~~-