HomeMy WebLinkAboutItem 2f: Donation from AYSO for Design of Shade Structure at Civic Center Field •
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STAFF REPORT
Recreation and Community Services Department
DATE: January 17, 2012
TO: Mayor and City Council
FROM: Sara Somogyi, Recreation & Community Services Director
Prepared by: Ryan Wright, Recreation & Community Services Assistant
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SUBJECT: Donation from AYSO in the amount of $2500 for a Landscape
Architect's Design & Review for a Permanent Shade Structure at the
Civic Center Field. Recommendation: Approve
SUMMARY
AYSO Region 2 utilizes the Civic Center Field to host practices and games for boys and
girls on a year round basis. Since the installation of the new synthetic turf field in 2011
teams are able to play much more often than a traditional turf field. Along with the
increased use of the field, the organization has received an increase in spectators
wishing to watch their family and friends. Based on the field turf's warranty, several items
including food, drinks, umbrellas, and "easy up" canopies are not permissible. AYSO has
donated $2500.00 to the City for the procurement of a landscape architect to provide
plans, specifications, and estimate costs for a potential permanent shade structure. The
information provided in the landscape architect's report will determine the cost and the
scope of the project.
DISCUSSION
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AYSO Region 2 is the main user of the Civic Center soccer field, scheduling practices
and games for both boys and girls on a year round basis. After the installation of the
artificial turf in 2011, AYSO has continued to be a strong community partner and
respectful user of the field to ensure proper maintenance and safety requirements are
followed throughout the organization. The artificial turf's warranty does not allow for items
such as food, drinks, and even umbrellas as they may cause for potential damage to the
turf. A major area of concern is the potential of puncturing the turf with a sharp pointed
umbrella or the leg of an "easy-up" canopy.
While enforcing these rules can create a challenge for AYSO volunteers, they have
consistently done an excellent job enforcing the City's rules. Although the enforcement of
the rules has been successful, it has resulted in fans, parents, players, and coaches
sitting in the sun without shade or under a light rain without any overhead cover.
As a short-term solution, AYSO has been given permission to attach several 10 x 10 ft.
canopies to the permanent bleachers by utilizing City approved straps. Granted this
solution tends to suffice, it is not time efficient for the organization's volunteers, nor
aesthetically pleasing.
Based on these experiences, AYSO has provided the City $2,500.00 to procure the
services of a landscape architect to provide plans, specifications, and preliminary costs
for a permanent shade structure option over the bleachers. This contribution would be
appropriated solely for the landscape architect's services and does not guarantee any
future contributions or shade structure project. Once the cost of the structure is known,
AYSO may be willing to make a donation for the project to proceed. AYSO understands
with the current donation for the shade structure plans it does not guarantee the project
will proceed in the future. It is merely to obtain more information and explore the potential
for the project in the future.
FISCAL IMPACT
There will be no fiscal impact to the City of Arcadia as the AYSO Region 2 donation will
be used to pay for the services of the certified landscape architect with an amount not to
exceed $2500.00. Any potential shade structure projects and expenses would be brought
forward for City Council approval in the future if necessary.
RECOMMENDATION
Approve AYSO Region 2's donation of $2500.00 for City staff to procure the
services of a landscape architect responsible for plans, specifications, and cost
estimates for the potential permanent shade structures at the Civic Center field.
Approved : .D P
Donald Penman, City Manager