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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