HomeMy WebLinkAbout2014-07-08 Item 08
City of Chula Vista
Staff Report
File#:14-0287, Item#: 8.
RESOLUTIONNO.2014-124OFTHECITYCOUNCILOFTHECITYOFCHULAVISTA
APPROVINGAMEMORANDUMOFUNDERSTANDINGBETWEENTHECITYANDTHECHULA
VISTAYOUTHSPORTSCOUNCILFORTHEPROVISIONOFENHANCEDPARKS
MAINTENANCE SERVICES
RECOMMENDED ACTION
Council adopt the resolution.
SUMMARY
CityCouncilapprovedaMemorandumofUnderstanding(the"MOU")betweentheCityandthe
ChulaVistaYouthSportsCouncil("YSC")onSeptember18,2012.TheMOUidentifiedeachparty's
intentionsfortheprovisionofsupplementalathleticfieldmaintenanceindesignatedCityparks,and
howthosesupplementalfieldmaintenanceserviceswouldbeprovidedandfunded.TheinitialMOU
carriedatermofapproximatelytwelvemonths,andexpiredonJune30,2013.TheCityandtheYSC
havemutuallyagreedtoenterintoanotherMOUwithatermoftwelve(12)monthswithanoptionto
extend the MOU for another year upon mutual consent.
ENVIRONMENTAL REVIEW
TheEnvironmentalReviewCoordinatorhasreviewedtheproposedactivityforcompliancewiththe
CaliforniaEnvironmentalQualityAct(CEQA)andhasdeterminedthattheactivity,approvalofa
MemorandumofUnderstandingfortheprovisionofenhancedparkmaintenanceservices,isnota
"Project"asdefinedunderSection15378(b)(4)oftheStateCEQAGuidelinesbecauseitdoesnot
involveaphysicalchangetotheenvironment;therefore,pursuanttoSection15060(c)(3)oftheState
CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
BOARD/COMMISSION RECOMMENDATION
OnMay22,2014,theParks&RecreationCommissionvotedunanimouslytorecommendthatthe
CityCouncilapprovetheproposedMOU.AnexcerptfromtheMay22meetingminutesisattached
as item "A".
DISCUSSION
City staff and the YSC are recommending the approval of the proposed MOU, attached as item "B".
AnMOUbetweentheorganizationswasoriginallymotivatedprimarilyasawaytoprovideadditional
maintenancetotheathleticfieldsinCityparks,whichweredeterioratingduetoacombinationof
reducedmaintenanceandheavyusage.PriortoenteringintotheexistingMOU,CityCouncil
consideredandrejectedafeeincreaseinordertokeepcosttoparticipantsaffordable.Thereduced
maintenancelevelswerenegativelyimpactingtheYSCmember-organization'sabilitytoconducttheir
programsandactivitiesMaintenancebudgetshavenotincreasedtopre-recessionlevels,demand
forfieldscontinuestoincrease,andtheYSChasindicatedadesiretorenewtheMOUtokeepfields
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inthebestpossibleplayingcondition.TheproposedMOUidentifiestheYSC'sintenttocontinueto
providebothmonetarydonationsandtaskspecificvolunteerlabortoallowforenhancedfield
maintenance.Monetarydonationscontinuetobedesignatedforathleticfieldmaintenance
exclusively,andareacceptedbytheCityandplacedinanon-interestbearingdepositaccount.
Expendituresfromtheaccountwillcontinuetorequiretheapprovaloftwodesignatedmembersof
theYSC.BasedonquarterlyFieldManagementReportsandImprovementRecommendation
Reports,YSCandCitystaffwillworktogethertoidentifyspecificprojectsandtaskstobecompleted
by YSC volunteers as task specific sweat equity that is supervised by City staff.
TheYSC,attheirregularmeetingonJanuary9,2014,votedtoendorseandsupporttheproposed
MOU,andtoauthorizethePresidentoftheYSCtosigntheproposedMOUontheYSC'sbehalf.On
May8,2014,theYSCPresident'sCommitteeapprovedamodificationtotheMOUwhichupdatedthe
numberofallocatedacresfrom88.5acresto77.7acres.Thereductioninacreagewasaresultof
severalfieldsbeingremovedfromthelistofallocatedfieldsandsetapartexclusivelyforrentalsby
theRecreationDepartment.AnexcerptfromthemeetingnotesoftheJanuary9YSCmeeting,along
withastatementfromYSCPresident,VictorArizpe,isattachedasitem"C".TheproposedMOUhas
a term of 12 months with the option to extend upon mutual consent for another 12 months.
MonetarydonationsfromtheYSCmemberswouldcontinuetobe$11perregistration(each
participant,eachseason),aswasspecifiedintheexistingMOU.Donationswouldnotberequested
from families requiring financial assistance.
TheexistingYSCMOUincludedaprovisionfortrashpickup,graffitiremovalandminormaintenance
tobecompletedonSundaysaspartofadefinedsweatequityprogramperformedatdesignatedCity
parks.Aspartofthesweatequityprogram,YSCwouldsolicitvolunteerlaborcommitmentsfrom
participantswiththeintenttoacquiresufficientvolunteerlaborrecoursestoallowforthefull
implementation of a "YSC Volunteer Work Crew".
TheCityandYSCrecognizedthatnotallparentswouldbewillingorabletoprovidehands-on-labor,
soa"buy-out"provisionwasincludedintheexistingMOU.Afamilynotableorwillingtoprovide
laborwouldbeabletodonate$15perparticipant/organizationperyear,whichinturnwouldbe
utilizedtooffsetCitystaffcostsforprovidingthesameservice.WhiletheCityandtheYSCdidnot
anticipateahighlevelofparticipationinthebuy-outoption,bothpartiesagreedthatasweatequity
programwouldenabletheYSCtoprovidesupplementalfieldmaintenancewithouttheburdenof
increased cost to participants.
Initiallytheprogramappearedtobesuccessful;however,enthusiasmslowlydiminishedand
volunteerismdroppedonSundays.Withouttheauthoritytorequirememberstoparticipateinthe
volunteerlabor,theprogrambecamedifficulttomanage.Citystafffaceddifficultyidentifyingand
quantifyingtheworkdonebyYSCvolunteersduetothetypesofmiscellaneoustasksbeing
performedandtheirregularityofvolunteersavailableeachweek.Inresponse,theCityandYSCare
recommendingthe"buy-out"optionbeeliminatedandfieldmaintenancebyvolunteersbeperformed
onataskspecificsweatequitybasis.Byidentifyingspecifictasksandprojects,theYSCisbetter
abletoorganizeandmanagevolunteergroupsonanindividualprojectbasis,ensuringthattheend
results and benefits of the work will be evident.
Inadditiontopayingforfieldfertilizerandaerificationseveraltimesperyear,theYSCandCitystaff
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recentlyidentifiedandagreeduponseveraltaskspecificprojectstosignificantlyimprovefield
conditions.Asaresult,$84,000fromthecashdepositaccountcollectedbyYSC,plustaskspecific
sweatequity,wasinvestedinordertorenovateandseedatDiscoveryParkBallFields,RohrPark
Fields 17 & 18, Terra Nova Park, Otay Park and Harvest Park.
TheMOUasproposeddoesnotmandateorrequireadonation,butsimplyidentifiesservicesthat
couldbeprovidedifdonationswerereceived.However,theYSC,throughitsmemberorganizations,
didprovidebothdonationsandlaborduringthetermoftheexistingMOU,andthereisevery
indicationthattheywouldcontinuetodosoduringthetermoftheproposedMOU.Bothpartiesfully
understandthedesirabilityforthesupplementalservices,andthepotentialforfieldclosuresifthose
servicesarenotprovided.Thereisalsoagreatdealofflexibilityintentionallybuiltintothe
agreement's structure to allow both parties to address current field conditions. Moreover:
SpecificservicescanbediscussedbetweentheYSCandtheCityatanytime.Ifaserviceis
notneededorwarranted,orifanotherserviceisidentifiedasahigherpriority,thedonated
monies can be used to provide those services upon mutual consent.
Theuseofadepositaccountprovidestheabilitytocarrydonatedfundsbetweenfiscalyears,
and allows funds to accumulate if they are not used in any particular year.
Sincemid-Novemberof2011,whentheexistingMOUwasapproved,theorganizationsintheYSC
havedonated$136,368,andhavebeenprovidingvolunteerlaborcrewsonaconsistentbasis,
primarilyprovidingtrashmanagementatsixselectedparklocationsandnowprovidingtaskspecific
sweatequityandparkimprovements.ThesevolunteereffortshaveallowedCityparksmaintenance
stafftoprovidesupplementalservicestoenhancetheconditionofparks.Specifically,theyhave
allowedstafftoaerateandapplyfertilizertomostplayingfields,andhavesupplementedanirrigation
crew'seffortstomaximizetheeffectivenessofirrigationsystemsonthefieldsthatwerefertilized.
Thecombinationoftheseservicesprovidesforhealthierturfthatisbetterabletowithstandheavy
use.
DECISION-MAKER CONFLICT
Staffhasreviewedthedecisioncontemplatedbythisactionandhasdeterminedthatitisnotsite
specificandconsequently,the500-footrulefoundinCaliforniaCodeofRegulationssection18704.2
(a)(1),isnotapplicabletothisdecision.Staffisnotindependentlyaware,andhasnotbeeninformed
byanyCityCouncilmember,ofanyotherfactthatmayconstituteabasisforadecisionmaker
conflict of interest in this matter.
LINK TO STRATEGIC GOALS
TheCity’sStrategicPlanhasfivemajorgoals:OperationalExcellence,EconomicVitality,Healthy
Community,StrongandSecureNeighborhoodsandaConnectedCommunity.Thisactionsupports
thegoalofaHealthyCommunity,whichincludesprovidingparksandrecreationalopportunitiesthat
residentscanenjoy.Thecombinationofsweatequityandadditionalfertilizationprovidesfor
healthierturfthatisbetterabletowithstandheavyusetoallowforcontinuedenjoymentofthesports
fields.
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CURRENT YEAR FISCAL IMPACT
ThereisnonetfiscalimpacttotheGeneralFundinthecurrentfiscalyear.Themonetary
contributionsandYSCtaskspecificsweatequitywillhelppreventtheclosureoffieldsallocatedto
the YSC. The donating and task specific help leverage park maintenance resources.
ONGOING FISCAL IMPACT
No net ongoing General Fund fiscal impact is anticipated.
ATTACHMENTS
"A" - Excerpt from the May 22, 2014 meeting minutes of the Parks and Recreation Commission.
"B" - Proposed MOU between the City and the Youth Sports Council
"C"-ExcerptfromtheJanuary9,2014meetingnotesoftheYSCPresident'sCommitteeand
statement from YSC President, Victor Arizpe
Staff Contact: Iracsema Quilantan
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RESOLUTION NO. __________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA APPROVING A MEMORANDUM OF
UNDERSTANDING BETWEEN THE CITY AND THE CHULA
VISTA YOUTH SPORTS COUNCIL FOR THE PROVISION OF
ENHANCED PARKS MAINTENANCE SERVICES
WHEREAS, th77.7 acres of grass
athletic fields in City parks for practices and games; and
WHEREAS, existing budgets do not provide for adequate maintenance of those athletic
fields under existing demand and use; and
WHEREAS, there is an interest in preserving a reasonable inventory of athletic field
space critical to the continued success of the programs provide by YSC organizations; and
WHEREAS, ; and
WHEREAS, the City and the YSC previously entered into a memorandum of
understanding to provide monetary and material donations and volunteer labor to allow the City
to provide supplemental maintenance on the 77.7 acres of athletic fields; and
WHEREAS, the original memorandum of understanding expired on June 30, 2013 and
the City and the YSC have agreed upon the terms and conditions of a new Memorandum of
Understanding to continue to accomplish the same purpose.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula
Vista, that it approves the Memorandum of Understanding Regarding Sports Field Maintenance
between the City of Chula Vista and the Chula Vista Youth Sports Council, in the form
presented, with such minor modifications as may be required or approved by the City Attorney, a
copy of which shall be kept on file in the Office of the City Clerk, and authorizes and directs the
Mayorto execute same.
Presented by Approved as to form by
Richard A. Hopkins Glen R. Googins
Director of Public WorksCity Attorney
ACTION: CommissionerVogel
Consent Calendar Items 1 through 4. Commissioner Chambers seconded the
motion, and it carried by the following,
Yes: 5- Boehm, Chambers, Vogel, Buddingh, Chair
Gerace
No: 0
Abstain: None
ACTION ITEMS
The item(s) listed in this section of the agenda will be considered individually by the
Board/Commission and are expected to elicit discussion and deliberation. If you wish to speak
meet.
5. Approval of March 20, 2014 Commission meeting minutes
Staff Recommendation: That the Commission approve the Meeting minutes
Action: Commissioner Vogel moved to approve the meeting minutes of March 20, 2014.
Commissioner Boehm seconded the motion and it carried by the following vote,
Yes: 5 Chair Gerace, Boehm, Buddingh, Chambers, Vogel,
No: 0
Abstain: 0
6. City of Chula Vista Graffiti Abatement Program Information
Staff Recommendation: That the Commission approve the City of Chula Vista Graffiti
Abatement Program Information
Senior Public Works Specialist Rodriguez provided a presentation on the City of Chula
the City that receive the most graffiti, volunteers, and the overall program
Action: Commissioner Chambers moved to approve the City of Chula Vista Graffiti
Abatement Program. Commissioner Boehm seconded the motion and it carried by the
following vote,
Yes: 5 Chair Gerace, Boehm, Buddingh, Chambers, Vogel
No: 0
Abstain: 0
7. Recommend to City Council approval of Youth Sports Council Memorandum of
Understanding between the City of Chula Vista and Youth Sports Council.
Page 2 | Parks and Recreation CommissionMinutes May 22, 2014
Staff Recommendation: That the Commission recommend to City Council approval of
Youth Sports Council Memorandum of Understanding between the City of Chula Vista
and Youth Sports Council.
Assistant Director of Public Works Quilantan provided information regarding the
Memorandum of Understanding between the City of Chula Vista and the Youth Sports
Council. Questions were answered about sodding, seeding, watering, sweat equity, and
the duration of the memorandum of understanding.
Action: Commissioner Chambers moved to recommend to City Council approval of
Youth Sports Council Memorandum of Understanding between the City of Chula Vista
and Youth Sports Council. Commissioner Buddingh seconded the motion and it carried
by the following vote,
Yes: 5 Gerace, Boehm, Buddingh, Chambers, Vogel
No: 0
Abstain: 0
8. Presentation of the City of Chula Vista Police Department Calls for Service.
Staff Recommendation: Commission provide accept the presentation
Chula Vista Police Lieutenant Redman and Sergeant Stires provided information on the
Calls for Services at City of Chula Vista parks. They answered questions on the types of
calls received, and on the homeless issue. Lieutenant Redman provided information on
Resource Guide that was developed by Chula Vista Police Department for the Homeless
Steering Committee
Action: Commissioner Vogel moved to accept the presentation the Chula Vista Police
Department Calls for Services. Commissioner Boehm seconded the motion and it carried
by the following vote,
Yes: 5 Gerace, Boehm, Buddingh, Chambers, Vogel
No: 0
Abstain: 0
9. Approval of Commission Year End Report for Fiscal Year 2013-14.
Staff Recommendation: Commission approve the Year End Report for Fiscal Year 2013-
14
Action: Commissioner Boehm moved to approve the Year End Report for Fiscal Year
2013-14. Commissioner Buddingh seconded the motion and it carried by the following
vote,
Yes: 5 Gerace, Boehm, Buddingh, Chambers, Vogel,
No: 0
Abstain: 0
Page 3 | Parks and Recreation CommissionMinutes May 22, 2014
YouthSportsCouncilMeetingMinutes
January9,2014
Themeetingwascalledtoorderat7:04p.m.
:AmericanLL,AYSO116,AYSO290,BonitaValleyASA,CVGreenSox,CVFutbol
Allmemberspresent
Club,EastlakeLL,EliteSofitball,NationalLL,NorthPony,OlympicosSoccer,OtayRanchFootball,
Outlawslacrosse,RangerSoccer,RebelsSoccer,SouthPony,SunDevilsSoftball,YMCA
ApprovalofMinutes:TheminuteswereapprovedmotionedbyMarkandsecondbyOscar.Allwerein
favor.
Membershipintroducethemselves.
Areminderthattournamentfees,TEAMFEES($11perteam)andlightrequestareduenow.
TheappealscommitteevotedontheappealonfieldsbetweenCVPonyandSouthBayLL.Both
organizationsdecidedtoworktogetherandsharefieldsinsteadofacceptingtheappealscommittee
decision.
ParkViewLLandEastlakeFootballfeeswerepastdue.AllorganizationsmadearrangementswithTim
Farmertogettheirfeespaid.
ChulaVistaRangersalsomadearrangementstopaypastduetournamentfees.
VictorandMarkdiscussedtheMOUswiththecity.DiscussionwasmadeaboutthereasonwhytheYSC
wouldliketoenterintoanewMOUwiththecity.MarkandVictordiscussedthatmayfieldswere
closedtoallocationinthespringtoduethefieldsneedingtoberested.TheYSCtƩĻƭźķĻƓƷƭCommittee
discussedthataddingneworganizationsintotheYSCwouldnotbepossibleatthistimebecauseofthe
lackofspace.Aroundtablediscussionwashad.AlbionSoccerClub,avisitortothemeetingaskedif
thiswasduetoAlbionbeinginChulaVista,andVictorspoketohimandsaidthatanyorganization
wouldbeinthesamesituation,thatithadnothingtoduewithAlbion.Roundtablediscussion
continued.Avotewastaken.AllvotingmembersapprovedtheMOU.Nonedisagreed.
ƩĻğƭǒƩĻƩƭReportNoupdatesatthistimebutdidgiveTimchecktodeposit.
CityStaffReport
TheFieldManagementreportwasdiscussed.Thenewsectionsonthefieldmanagementreportwere
shown.Thenewsectionsarethepartsthatshowwhohaswhatallocationandwhatmaintenancewas
done.
Meetingadjournedat8:30p.m.
June 12, 2014
To whorl It May concern;
My name is victor Arizpe and l am the Chula vista Youth Sports Council President
for 2014. l am writing to inform the City of Chula vista that the Chula vista
President's committee voted on the current approved MDU. The first MDU that was
presented to the YSC was modified and adjusted to fit the new 77 acres allocated to
the YSC instead of the 81 acres. The President's Committee met after the May 8,
2014 allocation meeting to approve the changes. Danny Schreck and Tim Farmer
were in attendance while the President's committee met.
Thank you for your time,
Victor Arizpe
YSC President
AYSO Region 116 Field Allocation
619 - 502 -0315