HomeMy WebLinkAboutItem 11c - Arcadia High School Track Replacement
DATE: August 18, 2020
TO: Honorable Mayor and City Council
FROM: Sara Somogyi, Director of Recreation and Community Services
SUBJECT: PARTIAL PAYMENT FOR CITY’S SHARE OF REPLACEMENT OF THE
SYNTHETIC TRACK AT ARCADIA HIGH SCHOOL
Recommendation: Approve
SUMMARY
In 2014, the City of Arcadia entered into a Master Joint-Use Agreement (“Agreement”)
with Arcadia Unified School District (“AUSD”) to share use and costs for improvements
at AUSD-owned property for the general educational and recreation uses for the
community. The agreement set forth basic terms applicable for the mutual benefit of
both parties that includes ongoing maintenance and operational costs, and shared
capital improvement costs for both parties. This included the shared cost for the
synthetic track replacement cost at Arcadia High School.
Maintenance, repair, and operational costs have been included in the City’s operating
budget, and the City’s shared cost for the synthetic track installation was included in the
Capital Improvement Budget for Fiscal Year 2020-21. The total cost of the project is
approximately $2.3 million dollars, which will be split three ways: Arcadia Unified
School District, City of Arcadia, and the Arcadia Invitational Track Foundation. The City
agreed to pay 20% of the cost this Fiscal Year ($153,000) and 80% of the remainder of
the cost ($614,000) in the next Fiscal Year 2021-22 Budget. The track replacement is
well underway and should be completed shortly.
Therefore, it is recommended that the City Council approve a partial payment of
$153,000 from the Capital Outlay Reserve Fund for the City’s shared cost of the
synthetic track replacement at Arcadia High School.
BACKGROUND
The 2014 Master Joint-Use Agreement includes language about the shared costs for
the Arcadia High School synthetic turf field and quarter mile track. The City is
responsible for one-third of the total project amount. The total project amount is $2.3
million, with the City’s third of the cost totaling $767,000. In order to reduce costs to the
City during the economic downturn caused by the pandemic, the School District has
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August 18, 2020
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agreed to allow the City of split its share over two fiscal years, with 20% of that cost
payable this Fiscal Year ($153,000) and the remaining 80% of the costs payable next
Fiscal Year 2021-22 ($614,000). Per the Joint Use Agreement, the City has the ability
to allocate pre-determined evening and weekend hours for City and third-party non-
profit organizations and provide open track use after Arcadia High School hours. Under
these terms, the City also has the ability to recover its costs by charging for field usage
during designated hours. Attached is a copy of the Agreement with AUSD.
DISCUSSION
AUSD is the lead organization for the construction and oversite of this project. AUSD
took advantage of the California Multiple Award Schedule (“CMAS”) Administration in
order to save money by removing the typical mark up of a general contractor. Beynon
Sports is the company AUSD has selected as the manufacturer and installer for the
track surface at Arcadia High School.
The track surface chosen for the Arcadia High School Track surface is the BSS 2000.
The BSS 2000 is the premier track for the NCAA and international competitions. The
surface is constructed with only butyl rubber and two component polyurethane in the
Force Reduction Layer to optimize an athletes’ return of energy. The texture options
provide the highest level of resiliency with enhanced shock absorbency. The product is
installed in several high schools and colleges in Southern California and came with
great recommendations. Given the prestige of the Arcadia Invitational track and field
event held each year at the site, installing a premier material such as this is necessary.
It is also why the group that runs the Invitational is helping to pay for the cost of the
surface replacement.
The life expectancy of the track is expected to be 20-30 years with the next repairs
being in 10-12 years with the first overlay of the track surface.
ENVIRONMENTAL ANALYSIS
This project is categorically exempt per Section 15301(c) of the California
Environmental Quality Act (“CEQA”), as it consists of repair and maintenance of the
synthetic track, involving negligible or no expansion of existing use.
FISCAL IMPACT
Maintenance, repair, and operational costs have been included in the City’s operating
budget. The City’s shared cost for the synthetic track replacement has been budgeted in
the Capital Improvement budget. A payment in the amount of $153,000 from the Capital
Outlay Reserve Fund is requested to pay for the City’s shared cost of the synthetic track
at Arcadia High School per the Agreement. Next Fiscal Year, this item will be brought
back to the City Council during the budget process for approval and payment for the
remainder of the amount due, $614,000.
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August 18, 2020
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RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project and is therefore exempt under the California Environmental Quality Act
(“CEQA”); and approve a payment in the amount of $153,000 from the Capital Outlay
Reserve Fund for the City’s shared cost for the synthetic track at Arcadia High School.
Attachment: Master Joint Use Agreement for Use of Shared Site