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HomeMy WebLinkAboutItem 2f: Donation from AYSO for Design of Shade Structure at Civic Center Field • 00,1FORJN. cil! !if!! 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 Director etii 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 • 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