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HomeMy WebLinkAbout5.1 SportsFieldImprRequest CITY CLERK File# 260-30 & 600-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 17, 2003 SUBJECT: WRITTEN COMMUNICATIONS Request from Dublin Little League for Sports Field Improvements Report by Diane Lowart, Parks & Community Services Director ATTACHMENTS: 1. Correspondence from Dublin Little League 2. Location Map for Batting Cages 3. Emerald Glen Park Sports Field Map RECOMMENDATION: 1. Approve the Batting Cage and Infield Replacement Projects and ~,v,//, ' · direct Staff to prepare improvement agreements for City Council ' \~/~'~_. approval at a subsequent meeting 2. Authorize Staff to reimburse DLL for the Safety Cap Pad 3. Authorize DLL to install Foul Poles at Emerald Glen Field A 4. Include $3,100 in the Adopted Fiscal Year 2003-2004 Park Maintenance Budget for the projects FINANCIAL STATEMENT: Cost to the City: $3,100 - $6,500 DESCRIPTION: On April 2, 2003 Dublin Little League submitted a request for improvements/additions to, the Dublin Sports Grounds and Emerald Glen Park (Attachment 1). The requests are as follows: · Batting cages at Dublin Sports Grounds · New infield grass at Emerald Glen Park Field A · Foul Poles installed at Emerald Glen Park Field A · Portable Bathroom between Field 5 and Field 6 at Dublin Sports Grounds · Safety cap pad installed on the outfield fence at Emerald Glen Park Field A Staff has met with representatives from Dublin Little League to review the requests and the Parks and Community Services Commission considered the requests at the May 19, 2003 meeting of the Commission. A description and analysis of each request follows. Batting Cages at Dublin Sports Grounds As proposed, Dublin Little League (DLL) requests permission to construct batting cages at the Dublin Sports Grounds. The batting cages would encompass an area 24' wide by 70' long and be completely surrounded by a 12' high chain link fence. Two batting cages would be side-by-side (separated by netting) with batters boxes on either end of each cage. The surface of the batting cages would be tinted concrete and graded to drain. The pitchers mound would be made of fiberglass and be portable. Home COPIES TO: Dublin Little League ITEM NO. G:\COLrNCIL~genda Statements\2003\6-17 dll request.doc plate and the batters boxes would be painted onto the concrete. Electrical power is needed on both sides for pitching machines. A diagram of the proposed batting cage layout is included as part of the correspondence from DLL (see Attachment 1). Attachment 2 identifies two potential locations for the batting cages. The first choice of DLL is the site next to the northwest restroom building identified as #1 on the map. This location is parallel to the fence near the parking lot and would be highly visible from the parking lot. However, landscape screening combined with a windscreen could soften the appearance. A second possible location is on the 3rd base side of Field #4 shown as #2 on the map. One advantage to the first location is the proximity to electricity from the adjacent restroom building. The second location would require additional trenching in order to access electricity. DLL proposes to construct the batting cages in the fall utilizing volunteers and contractors where necessary. DLL would provide the City with plans and specifications for review and approval. The City would oversee the project and be responsible for the following: 1. Layout the location of the batting cages 2. Schedule Underground Services Alert inspection 3. Review/approve plans and specifications 4. Coordinate equipment use during construction 5. Modify the irrigation system 6. Provide electrical source and conduit for each side of the batting cages 7. Install landscape screening as needed The estimated cost for City oversight of this project is $1,250. It should be noted that in 1995 the City Council previously approved a request from DLL to construct batting cages at the Dublin Sports Grounds but DLL did not pursue the project. Infield Replacement at Emerald Glen Park Field A DLL proposes replacing the infield turf on Field A with a new type of turf (blue/rye mix), which they believe is better for baseball games. Field A is the 60' diamond that is enclosed by fence (see Attachment 3). The improvement would consist of replacing approximately 3,025 square feet of turf around the pitchers mound and possibly 2,730 square feet of turf that is in foul territory but still in the field of play. As with the previous project, DLL proposes to undertake the infield replacement project in the fall utilizing volunteers and contractors where necessary. DLL would provide the City with plans and specifications for review and approval. The City would oversee the project and be responsible for the following: 1. Mark out the area for removal of turf 2. Perform soil tests for the addition of amendments 3. Modify the irrigation system as needed 4. Supervise the final grading and installation of the new turf (sod) The estimated cost for City oversight of this project is $1,250. It should be noted that if this project is undertaken in the fall, the field would not be available for use as once the work was done, the field would need to remain undisturbed in order for the sod to develop new roots. *~ Page 2 of 4 Installation of Foul Poles at Emerald Glen Park Field A DLL requests that the City purchase and install foul poles on Field A at Emerald Glen Park. The estimated cost to the City to purchase and install the foul poles is $3,000. Install Safety Cap Pad at Emerald Glen Park Field A DLL requests permission to install a safety cap pad on the outfield fence and they wo~ld pay for it. Since receipt of the letter, Staff observed that the pad has been installed by DLL without the permission of the City. The estimated cost to DLL for the Safety Cap Pad was $600. The intent of the aforementioned improvements related to Emerald Glen Park Field A is to upgrade the field so that it can be used to draw tournaments to the park. Portable Bathroom between Baseball Field 5 and Baseball Field 6 DLL requests that the City place a portable bathroom between these two fields so that the youth playing on these fields will have closer access to a restroom facility. At present, the closest restroom is approximately 500 feet away. The portable restrooms would need to have vehicular access in order to be delivered and serviced. This cannot be accomplished without driving across the fields. The alternative would be to place portable restrooms in the parking lot that separates the Sports Grounds from the new Dublin Public Library. The estimated cost to the City for portable restroom rental is $100 per month or $400 annually based on a four-month season (March - June). RECOMMENDATION: The Parks and Community Services Commission considered the requests from DLL and were in favor of the Batting Cage Project and the Infield Replacement Project. The Commission supported the installation of foul poles on Emerald Glen Field A but not at the expense of the City. They felt that this improvement would be a benefit mainly to DLL and that they should pay for the foul poles. The Commission was also in favor of the Safety Cap Pad for Emerald Glen Park Field A but believed that the City should pay for this as it relates to safety of all field users. Regarding the restrooms, the Commission recognized the need however did not like the idea of vehicular access across the fields. They asked that Staff work with DLL to identify a potential ways to address the lack of restrooms in this area of the park within the next six months. With the exception of the placement of portable restrooms at Dublin Sports Grounds, Staff is supportive of the requests for improvements as submitted by Dublin Little LeagUe. Further, Staff would concur with the recommendation of the Parks and Community Services Commission that DLL fund the foul poles and the City reimburse DLL for the cost of the Safety Cap. Thus the total cost to the City is estimated at $3,100 as itemized below: Batting Cages - Project Oversight $1,250 Infield Replacement - Project Oversight $1,250 Safety Cap Pad - DLL Reimbursement $ 600 TOTAL $ 3,100 Funding for these projects was not included in the Preliminary Fiscal Year 2003-2004 Park Maintenance Budget. If approved it will be necessary to increase the Park Maintenance Budget at the June 24, 2003 City Council Budget Hearing. For the Batting Cages and Infield Replacement projects, separate improvement agreements would need to be developed which would outline the responsibility of DLL and the City. Page 3 of 4 It is the recommendation of Staff that the City Council take the following action: 1. Approve the Batting Cage and Infield Replacement Projects and direct Staff!o prepare improvement agreements for City Council approval at a subsequent meeting 2. Authorize Staff to reimburse DLL for the Safety Cap Pad 3. Authorize DLL to install Foul Poles at Emerald Glen Park Field A 4. Include $3,100 in the Adopted Fiscal Year 2003-2004 Park Maintenance Budget for the projects Page 4 of 4 April 2, 2003 To: Diane Lowart hm North Re: Requests for Improvements/Additions for Dublin Little League. We submit the following for your consideration: > Batting cages at Dublin Sports Ground - see attached drawings } New infield grass at Emerald Glenn - field A - see attached proposal > Reduction in fees for the use of the fields commensurate with what is paid in San Ramon/Pleasanton/Danville. $5.00 an hour or $15.00 per child per year. > Foul poles installed at Field A at Emerald Glen ~ Portable bathroom between field 4 and 5 at Dublin Sports Grounds ~ Safety cap pad installed on the outfield fence at Emerald Glenn field A - see attached brochure- DLL t° pay for product We expect the costs for the batting cages to be paid by DLL. We would like to request that labor and services for the project (concrete, electrical) to be supplied by DLL also. All work subject to city and regulatory inspections. We have heard there we plans to install a permanent score board at field A at Emerald Glenn just as there are at Softball fields 1 and 2 at DSG, could you update us as to those plans also. We would appreciate updates or feedback on these requests within two weeks of their submission cc: John Fisher Darrin Marfinelli ID.O. Do~ 2037 · Dublin, Ch 94568 Dotline T2T-6642 ATTACHMENT I Sample Batting Cage- Longitudinal View Safety Fencing Top 2 ½" O.D. Posts & Fabric 6" Concrete Flooring Decomposed Granite Path Double Access Entrance Ut,tle Leag'~l.e/City of D~.d:.din June 4,200,:~ Sample Batting Cage- Entrance View Safety Netting -::::_-:z::::~:-:~.: ~:: ::.: :::.-:. L,:.. : ::.~:.: ;- , .... , .... ...,,,. .... . ..... ~. ~.....:.. ~ ,o~-DP-,A~:'r' ' · ,-~d..?~.."..': ~'~--.' .. ~v~ ..,.. .. ._ ~~,~ '~:'.-" ,."-':" ~'~.~ .... ' .,' v. ?. ' .." :. ~~.'::- ........... . ..' ,':'":': ::."::.~:'~:.:¥':":i' ¥ "--- ~-,~ - ~, > ..:.' ~'-:'~, ."~"T~' .."u.'''';' ~~:.,.., \1,'~ --...:....~ .',' ..... ". ,?.:-:{~ :-~\ , k~-.:.::, ........ .='~,~' ' :~':"'--'~ ~" ......... t~. ~o ..~,~L.~ -~.~ ~.., _.~.~.,.~.,,,:~>' X~-~ n , :1 / .... - ~ [':' ATTACHMENT 2 ..= ~o~ Emerald Glen Park Sports Field Map ~osed Project Location s