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Home My WebLink About1993-09-20; Parks & Recreation Commission; 993-7; Aviara Oaks Middle School Play Field DevelopmentPARKS & RECREATION COMMISSION - AGENDA BILL o< Oo DF.PT. Pert TLE: AVIARA OAKS MIDDLE SCHOOL PLAY FIELD DEVELOPMENT (INFO) t>/V~<-5> RECOMMENDED ACTION: Accept and file staff report. ITEM EXPLANATION: During the January 18, 1993 meeting, the Commission directed staff to pursue grant funding for the development of an activity play field at Aviara Oaks Middle School under the 1988 Roberti-Z'Berg-Harris Program. Pursuant to the Commission's direction, staff contacted the project officer for Local Assistance with the State Department of Parks and Recreation. In order to secure grant funding for the Aviara Oaks project, several issues needed to be resolved: 1. An agreement with La Costa Youth Organization to commit to providing a required private match of $3,024 in addition to the City's local match requirement of $6,200. 2. An amendment to the existing Joint Use and Community Recreation Agreement between the Carlsbad Unified School District and the City of Carlsbad to include the Aviara Oaks Middle School site. In addition, special provisions for maintenance requirements and a termination clause by mutual consent were required. 3. City Council resolution approving: the project application, La Costa Youth Organization (LCYO) agreement, City/School District amendment, and a request to withdrawal a previously submitted grant application for Roberti- Z'Berg funding for the development of a barbecue facility at the Senior Center. On May 5, 1993, the Parks and Recreation Director secured a maintenance agreement and commitment from LCYO to provide the required match ($3,024) to develop the play field. In addition, the Director was instrumental in securing the amendment to the City/School agreement to include the Aviara Oaks site which was approved by the City Council along with the necessary resolution on July 7, 1993. Staff submitted the grant application to the State of California in August 1993 and is currently awaiting official approval to commence with initial development of the three (3) phased development of activity play fields at the Aviara Oaks Middle School location. EXHIBITS: V) 1. City Council Agenda Bill #12,312 048 CITY OF CARLSBAD — AGENDA BILL <u c§T)c0)s(fl a <U ou O)u (0 00 C•H <JC-t fl oz co t/J Q <U CO -d<u A Q. -H O 3T3(Q U C O 4) C <U3 UO 60CJ eo Os AB* /3t3I^L MTG. '7^/93' DEPT. /^-^ TITLE: AVIARA OAKS MIDDLE SCHOOL ACTIVITY PLAY FIELD DEVELOPMENT PROPOSAL "• •"rr1 DEPT. HD./gg? CITY ATTY^jS CITY MGR. ^tc^ o 3oU RECOMMENDED ACTION: Adopt Resolution No. 93-3C& approving: 1. The phased-development concept of activity play fields at the Aviara Oaks Middle School site. 2. A separate Joint Use and Community Recreation Agreement with Carlsbad Unified School District for the Aviara Oaks Middle School site. 3. An agreement with the La Costa Youth Organization to assist in the development and maintenance of the Aviara Oaks Middle School activity play fields. 4. Application for use of Roberti-Z'Berg-Harris Grant funds for Phase I development of the activity play fields. 5. Withdrawal of previously submitted application for use of Roberti-Z'Berg- Harris Grant funds to construct a barbecue facility at the Senior Center. ITEM EXPLANATION: In December of 1992, the Council rejected the bid proposal to construct a barbecue at the Senior Center utilizing grant, city, and private donations. Council directed staff to return with a report containing alternatives for a barbecue that meets the criteria, yet does not exceed a cost of $5,000, and alternatives for use of Roberti-Z'Berg-Harris funds which would provide recreational benefit to the community. Staff brought the issue of the barbecue back to the Senior Commission in January of 1993. The Senior Commission voted to abandon the construction of a barbecue at this time and recommended that the grant funds be utilized for other to be determined city- wide projects. The Parks & Recreation Commission, on January 18, 1993, considered several alternative uses of the grant funds and voted 6-1 to pursue approval for field enhancement for the Aviara Oaks Middle School. Because the grant requires a donation from a private source, the Commission directed staff to contact the La Costa Youth Organization to see if they would participate in providing the necessary funds. Staff also contacted the State's project office for local assistance regarding the Roberti- Z'Berg-Harris Grant. The State representative indicated the City could change their project application to include the development of the Aviara Oaks Middle School. EXHIBIT 1 04 U PAGE 2 OF AB#/a 3/3 However, it would require an agreement with the Carlsbad Unified School District to include a clause to allow for termination by mutual consent. To that end, staff has been successful in negotiating with the Carlsbad Unified School District's Board of Trustees and the La Costa Youth Organization's Board of Directors in the preparation and the signing of the attached agreements that would allow for the phased development of the school playground facility for public use and secures a financial commitment for the grant, development, and maintenance of the subject play area. Development Proposal Staff has prepared the following phased development schedule for the Aviara Oaks Middle School play field: Phase I ($30,590) In fiscal year 92-93, the City will apply to the state for $21,416 in Roberti-Z'Berg-Harris Grant funds, coupled with $6,200 of prior approved GCC funds, and the $3,024 of private contributions from the La Costa Youth Organization totaling $30,590, to construct a backstop, player dugout, and an 8' high chain-link boundary fence. Phase II ($17,000) In fiscal year 1993-94, the La Costa Youth Organization, by the use of volunteer forces and donations, will prepare the infield and install an automatic irrigation system, provide top soil, and plant grass. In addition, they will install a portable 4'-high outfield fence. The La Costa Youth Organization (LYCO) will also be responsible for the maintenance of the ballfield until the school is built and will sign a non-exclusive use agreement. The cost of this phase is estimated to be $17,000. Phase III ($40,000) In fiscal year 1994-95, subject to approval, the City will provide $40,000 in Capital Improvement Public Facility Funds to complete the southern section of the Aviara Oaks Middle School play area by installing an automatic irrigation system and planting grass that will provide an adult-size soccer field and two (2) additional Softball/baseball fields. When this section is completed, the City will agree to maintain this portion of the play area until the school is built. At that time the City will assume the maintenance of all of the Aviara Oaks Middle School play area, approximately 5± acres. 050 PAGE3OF AB#y3 3/2. Comments It is staffs feeling that the development of the Middle School play area by a combination of District, City, and community efforts, will be a win-win situation for all concerned. In the Capital Improvement Program (CIP), the City has budgeted $540,000 in Public Facility Funds (PFF) in the year 2002+ for the development of the Aviara Oaks Middle School play area. However, if we can get the appropriate approvals and coordinate the joint development efforts between the city, the district, and community groups, it will result in a savings of many thousands of dollars and provide additional sport fields ahead of schedule. If the Council approves the Commission's recommendation to apply the Roberti-Z'Berg- Harris Grant funds toward Phase I of the Aviara Oaks Middle School project, staff will forward the grant application to the State for grant application approval. The project must be completed by June of 1994. FISCAL IMPACT: Phase I State Grant $21,416 GCC (City) 6,150 LCYO (Private) 3.024 Total $30,590 Phase II LCYO (Private Contribution) $17,000 Phase III PFF (CIP 94-95) $40,000 RECOMMENDATION; If Council concurs, staff recommends that approval be given to apply for the Roberti- Z'Berg-Harris State Grant funds for the development of Phase I of the Aviara Oaks Middle School playground project. ,In addition, it is recommended that Council approve $6,150 out of GCC as identified in the 92-93 CIP to help meet the City's portion of the total grant requirement. It is also recommended that the Council approve the phase development schedule of the Aviara Oaks Middle School playground project and approve the attached agreements between the City, the La Costa Youth Organization, and the Carlsbad Unified School District. 051 PAGE 4 OF AB#/^> 31SL EXHIBITS: 1. Resolution No. 2. Joint Use and Community Recreation Agreement between Carlsbad Unified School District and the City of Carlsbad for the Aviara Oaks upper playing field. 3. Agreement between the City of Carlsbad and the La Costa Youth Organization. 052 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 | 27 28 RESOLUTION NO. 93-205 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, WITHDRAWING AN APPLICATION FOR ROBERTI- Z'BERG-HARRIS GRANT FUNDING FOR THE DEVELOPMENT OF A BARBECUE FACILITY, APPROVING A PHASED-DEVELOPMENT PLAN FOR ACTIVITY PLAY FIELDS AT AVIARA OAKS MIDDLE SCHOOL, APPROVING AN APPLICATION FOR USE OF ROBERTI-Z'BERG- HARRIS GRANT FUNDING TO DEVELOP PHASE I OF THE ACTIVITY FIELDS, APPROVING A SEPARATE JOINT USE AND COMMUNITY RECREATION AGREEMENT WITH CARLSBAD UNIFIED SCHOOL DISTRICT, AND APPROVING A DEVELOPMENT AND MAINTENANCE AGREEMENT WITH LA COSTA YOUTH ORGANIZATION FOR THE AVIARA OAKS MIDDLE SCHOOL ACTIVITY PLAY FIELDS WHEREAS, in April of 1990, the City Council authorized the submittal of an application to the California Department of Parks and Recreation for the use of Roberti-Z'Berg-Harris Grant funds to construct a barbecue facility, and WHEREAS, the California Department of Parks and Recreation approved the application to fund the barbecue construction with grant funds, and WHEREAS, the City advertised and received several bids for the barbecue construction, and WHEREAS, all bids received exceeded the amount of state grant funds and the required local match necessary in order to construct the barbecue facility, and WHEREAS, the City Council directed staff to investigate other possible uses of grant funds for projects which would be of community recreational benefit, and WHEREAS, staff has met with the La Costa Youth Organization and the Carlsbad Unified School District to evaluate the merits of developing activity play fields at Aviara Oaks Middle School, and 053 recreation-oriented organizations, and 4 WHEREAS, a separate Joint Use and Community Recreation Agreement 5 between the City and Carlsbad Unified School District (CUSD) has been prepared6 and approved by CUSD for the development and use of the Aviara Oaks Middle„ 16 23 24 WHEREAS, all parties have agreed that a phased-development of activity play fields would provide benefit to the City, School District, and community School Activity play field, and WHEREAS, an agreement between La Costa Youth Organization (LCYO) and the City of Carlsbad for development and maintenance responsibilities for the activity play fields at Aviara Oaks Middle School has been prepared and approved 12 by LCYO, and 13 WHEREAS, in January of 1993, the Carlsbad Parks and Recreation14 Commission approved the application for use of grant funds for the activity play field, and WHEREAS, the City Council desires to consider the application for use of 18 Roberti-Z'Berg-Harris Grant funds for the Phase I development of activity play fields 19 at Aviara Oaks Middle School. 20 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 21 Carlsbad, California, 1. The above recitations are true and correct. 2. The Council approves the phased-development proposal for the Aviara 25 Oaks Middle School activity play fields. 26 27 28 054 9 14 15 16 21 22 3. The Council does hereby approve the separate Joint Use and Community Recreation Agreement with Carlsbad Unified School District for the Aviara 3 2 Oaks Middle School activity play field, a copy of which is on file with the 4 Carlsbad City Clerk's office. 5 4. The Council does hereby approve the agreement with the La Costa Youth Organization outlining development and maintenance responsibilities of the activity play fields at Aviara Oaks Middle School play field, a copy of which is on file with the City Clerk's office. 5. The Council does hereby withdraw their application for use of Roberti- 11 Z'Berg-Harris Grant funds for development of a barbecue facility at the 12 Senior Center.13 6. The Council does hereby approve and direct its staff to submit an application to receive Roberti-Z'Berg-Harris Grant funds in order to develop Phase I of the activity play fields at the Aviara Oaks Middle School site. 17 PASSED, APPROVED, AND ADOPTED at a regular meeting of the City 18 Council of the City of Carlsbad, California, held on the 13th day of JULY . 1993, 19 by the following vote to wit: 20 AYES: Council Members Lewis, Stanton, Kulchin, Nygaard, Finnila NOES: None ABSENT: None23 24 25 ATTEST: A 26 aAuOJ* /C \UDE AT LEWIS, Mayor ALETHA L. RAUTENKRANZ, City Clerk^ 27 28 J55