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HomeMy WebLinkAboutItem 3b - Joint Use Agreement between City and AUSD�'��GPyIFOft1�*IgyJ. f -r 1n ... p ... t,d A.g— 5, 1903 °�-421 "_ty STAFF REPORT Recreation and Community Services Department DATE: April 1, 2014 TO: Honorable Mayor and City Council FROM: Ryan Wright, Acting Director of Recreation & Community Services SUBJECT: MASTER JOINT USE AGREEMENT FOR USE OF SHARED SITES BETWEEN CITY OF ARCADIA AND ARCADIA UNIFIED SCHOOL DISTRICT Recommendation: Approve SUMMARY The City of Arcadia and Arcadia Unified School District (AUSD) wish to share use and costs for improvements at AUSD -owned property for the general educational and recreation objectives of the community. This agreement sets the basic terms applicable for the mutual benefit of both parties by addressing key points such as priority of use through scheduling practices, ongoing maintenance and equipment replacement, and shared capital and ongoing operational costs for both parties. This master agreement was designed as a general controlling document for all AUSD sites with the expectation that future exhibits outlining joint use of specific AUSD facilities would be added and removed over time. The first such attachment would cover the Arcadia High School Stadium synthetic turf and track. These amenities are vital to the recreation needs of the community and shared use has been addressed as the first exhibit in this agreement. Based upon the importance of shared community resources, it is recommended the City Council authorize and direct the City Manager to execute a Master Joint Use Agreement for Use of Shared Sites with the Arcadia Unified School District. DISCUSSION The City of Arcadia and Arcadia Unified School District entered into a joint use and maintenance agreement in May of 2001, which included prior agreements from 1994 and 1999 relating to construction, maintenance, and joint use of nine AUSD facilities. The 2001 master agreement was last renewed through May of 2010 and provided a financial contribution from the City in order to offset AUSD maintenance and operations Arcadia Unified School District Master Joint Use Agreement April 1, 2014 Page 2 of 3 costs. In return, the City has allocated field space at local elementary schools, junior high schools, and the high school to third party non - profit organizations such as AYSO or Little League baseball, in addition to several City- sponsored activities. Youth and adult participants have actively participated in a variety of athletic opportunities based on these agreements. Such agreements provide adequate use for both AUSD students and community members alike. Over the years, AUSD has maintained and operated the fields with financial support from the City. City staff serves a liaison with the third party non - profit organizations to complete the allocation requirements. Through constant communication and efforts to maximize field use, both the City and AUSD have continued to evaluate the allocation process and methods to financially support capital improvements, maintenance, and operations. For several years, City staff and AUSD have negotiated to modify the expired master joint use agreement. At this time, an agreement has been reached. Developed similar to the Dana Gymnasium Joint Use Agreement, the new agreement focuses on specific periods of use and financial considerations for both parties. The underlying philosophy is that each party will pay for their fair share of usage both up front and over time. While the master agreement focuses on general terms, the agreement will contain exhibits defining the exact considerations at individual AUSD facilities in order to clearly define items such as hours of use and ongoing maintenance and operations costs. For instance, the financial participation at one site might vary significantly from another site because the City's usage differs greatly. In addition, capital improvements have different life cycles. By having flexible attachments, the administration of the program is eased and both parties have a better understanding of the value of cooperation. The first exhibit included in this master agreement references the Arcadia High School synthetic turd field and quarter mile track, which are both due for replacement in the near term. The City and AUSD have negotiated terms of use and shared costs to replace the synthetic turf field in Fiscal Year 2014 -15 and the track in FY 2016 -17. Based on precise evaluations of actual use over the previous two years, the City would be responsible for 40% of the costs for the track. Given that the replacement is expected to be $500,000, the City's cost would be $200,000. Annual maintenance is expected to be $48,000, meaning the City's 40% share would be $19,200 annually. For the track, the City would have a 33% share of the $800,000 capital cost, or $266,666. AUSD and the sponsors of the Invitational Track Meet would pay the remaining share. In exchange for these contributions, the City would have the ability to allocate pre- determined evening and weekend hours to City and third party non - profit organizations and provide open track use after Arcadia High School hours. The City would also have the ability to recover its costs by charging for usage during its designated hours if it chose to do so. It is expected that the turf improvements would have a useful life of approximately eight years, while the track would last roughly 10 -15 years, depending on the track selected. Arcadia Unified School District Master Joint Use Agreement April 1, 2014 Page 3 of 3 Previously, the City entered into an agreement allocating $500,000 towards the high school stadium without a formal agreement outlining any specific usage rights associated with the investment. This lack of specificity ultimately led to friction from both parties over time. The proposed agreement articulates specific use and long -term financial consideration based on product life expectancies and fair share usage of the improvements. In summary, the fundamental understandings of Arcadia High School Stadium agreement include: 1. Operations Schedule & Cost Sharing Requirements 2. Annual Review of Facility Conditions & Necessary Repairs 3. Prioritized Usage Hours for AHS events, followed by City Allocated Use 4. Equitable Termination Clauses FISCAL IMPACT Under the terms of the agreement, the City's share of capital investment for synthetic turf replacement will be $200,000 and $19,200 for annual maintenance and operations. A General Fund appropriation will be included in the proposed Fiscal Year 2014 -15 Budget for both of these items. The $266,666 capital cost for the track will be included in the proposed FY 2015 -16 Capital Improvement Plan budget. RECOMMENDATION It is recommended the City Council authorize and direct the City Manager to execute a Master Joint Use Agreement for use of shared sites with the Arcadia Unified School District. Approved. Dominic Lazza CIty Manager