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7.a)2) Staff Report-Lighted Ball Field Agreement � !� � •�; ��\. ��� �..+ +� � �, SCANDIA Staff Report Date of Meeting: June 18, 2013 To: City Council From: Kristina Handt, City Administrator Re: Lighted Ball field Agreement Agenda Item#: 7.a)2) Background: Rick Smith, as a member of the men's fast-pitch team, came to the April Parks and Recreation Committee meeting seeking ideas for improvements to the lighted ballfield. He has taken over the responsibility from Jim Lindberg to send the annual letters to sign advertisers. At the May meeting the committee discussed the requirements in the 1996 agreement and it was decided that a new, updated agreement needed to be drafted. On May 15th Committee members Rasmussen and White, Administrator Handt, Smith and Tom Triplett (representing the Scandia Marine Lions) met to discuss a revised agreement. At their June meeting, the PRC recommended approval of the revised agreement. A copy is included in your packet. Issue: Should the Council approve the amended ball field agreement? Proposal Details: Included in your packet is a revised Ball Field Agreement as well as a copy of the original 1996 agreement. The City would be responsible for the upkeep and maintenance of the ball field and related expenses except the City may delegate some upkeep activities to the Association, if they agree. Mr. Smith asked that he be allowed to continue the past practice of applying lime to the infield and making minor repairs. The $250 set aside for the Association would more than cover these costs. The city has a policy and forms for accepting donated labor. Additionally, the purchasing policy would be followed and appropriate authorizations obtained before any expenses were reimbursed. The Association would continue to act as an advisory committee to the City as to improvements. In the absence of such direction or if the City does not or cannot approve the use request by the Association the City would be able to use the funds only for ball field purposes as it deems appropriate. The Lions Club would no longer have any responsibilities and would transfer the funds they currently have in the ball park account to the City. The Lions would support this agreement publicly and communicate with advertisers during the transition. Furthermore, the Lions could contribute funds or other resources in the future if they so desire. Lastly, at least half of the funds collected each year would be applied to capital improvements and half could go to maintenance. Of the half designated for possible maintenance, $250 would be reserved for use by the Association on maintenance projects (i.e. lime application). All funds would be kept in a dedicated, restricted City account. Fiscal Impact: As of April 25, 2013 there was $7,204 in the Lion's Ballpark account. According to Smith,the sign advertising generates about $1,400 per year. Options: 1) Approve the Amended Lighted Ball Field Agreement 2) Amend and then Approve the Amended Lighted Ball Field Agreement 3) Do not revise the 1996 agreement Recommendation: Option 1. :Cl/J...7�LCJCJI 1J.lY O:llYJ.7JJJJ ✓✓�+-�-� ��-�� ��+^••"-^•`""' • •"^`- ""' • S • AG].tE� AND STATEMENT (�� U�DERSTAN�'1IN'G CONCERNING THE SCANDYA�CHTED BALL F�LU � � � The Scandia Rod and Gun Club, a non-pro�t organization, praposes to turn ove�r ownerslu� o�the Scandia Lighted Softball ficld thraugh a restnictive decd to the New Sc�ndia Township. The deed states that the fie�d shall be used for so��ball for not less than 20 years. , The PB�r'ticipants: Thc Scandia Rod and Gun Club, the New Soandia Township, thc ScandiaRVlarint Lions, and the Scax�dia Softball Asso�iaGion. �'he R�asoa: Presently, tb�e Scandia Men's �astpitch softbal�team assumes � � responsibility for raisi�ag all funds to cover expenses amassed at,the softbail � field. While tl�e system has managed, tht �uality of the sof�bal� field has beguu to detexiorai� and flie responsibilities associated widx keeping the field solvcn� as well as man��i�g a softball team, have become overwhelming. Theze are.also major a�reas of cancem, ineluding the lack of adequatc . insurance to cover potentiat liabilities. The softball team reeognizes the need for outside assistance as well as the shortage of sof�ball fields �or district and youtii needs in Scandia. Tliis proposal cxeates an opporhu�ity for�lio New Sr�dia Township, thc Sc.andxa Softball Association, aud the Scandi�I.Marine Lions to j�in forces in fonning an associadon whose purpose is to presexve o�e of Scandia's notable landnaarks, the liglited softb�ll f e�d. �Tew Scandia Townshi.p's role: 1'ltc Towns�vp would assumc ownership of . the land, providmg liability inswrance fQr the property atid incwxing the expenses of waste disposa� and electricity. Th�be.�e�it to the towns�iip would �be a gift�f cen�al property in the community, as well as gainulg a saftball field iu�.wh�ch to play clistrict sd$ball games or other athletic activities one or two nights �week. � S�andia Softball Associa�ion's role: The Associatiou, camprised of�wa ua�mbe�s from the men's softba�� team, twa �ne�nab�rs af the womtn's team, . and four memb�rs di the Scandia comrnunity, would advise Tho New Sca�idia Town Board on all matters couceming the land occupied by the Scandia tighted so:ftball field. "Tl�a pri,mary duties of the ,A,ssociatio��would be , � to act as a liaison betwee;� the teams, the townsl�ip, and the Lions, and to handle all scheduli�ng o�the £e�d. This gra�tp would also identi�'y,and � prioxitize ia�oprovements needed at dze bali park. � 1 b/15/Lntl/ 1J:14 b�143J�777 uuxcr�u�� Lnr+.��'nw � ��+,- �� f � 7 ' Scandia So�b�il Associatian Members: Andrew McCurdy, Da�T�idg�ren, Daniel Jacobs, Linda Capra, Karan Schuldt, Jim Lindbe�rg, and Greg Benson. Sc���i.a/Marine Lion's Club ro�e: The prirriary role a�the Lion's Club would be to form a committee in aharge of providing fina�cia! support for rhe ball par�C. 4�ae vehicle for £u�ds accumulation available to tlie Lions would be tlte solicitatian of advertisements for the billboards along the outfield�ence. The . money callected from these advertisements would then be used to cove�r portable toilets and lawn m,aintenanae costs incurred at the Scandia softbat� �ield. The Lions may atsa, but are not vbligated to, donate additional fimds toward projects pertaining to the rnai.n�tenance and upgrade of the batl park. � The principle be�nef t to the Lions Ctub would be t1�e opportunity to assume a �.ighly vis��le an.d p�'ominent p�'oject i�t thc �.omarunity. 'The figures; �urently, thirty-f ve advcrtisement signs reside at the Scandia softball$eld. By Collect�iing$100 �'rom each pahon, th� potential income from this fund-raiser wouZd be $35�4.00. �'ield�xpenses Includc: Lavvm mai.ntenax�ce and portable toi.lets. Potential�Tmprovements as agreed upon by�,ions aud Sc�ndia Softball Associatiou: Concession stand, �3athroozu facilities, Farlcing Lot innprovernents, and fencing and backstop i.mprovements. As to the agreement of the followi,ng organt�zatiafls invalved: � � Scandia Rod and Guu Club: e ' � `� /9� ��/y�� �� . t v , ' � Scaudia�lVlarine Lio�s Club: / . �� f o-� �.o��•�..� New Scandia Township; , ,[�,,,����,,�,��-.�,,,,4� . '� ,�.�:�., °�,�., �� �-`�`� .�' scandia softball Associadon.: AGREEMENT SCANDIA LIGHTED BALL FIELD THIS AGREEMENT is made this day of , 2013, by and among the City of Scandia (the "City"), the Scandia Softball Association (the "Association") and the Scandia Marine Lions Club (the "Club"), together the parties. RECITALS 1. The City received title to the lighted ball field property (the "Ball Field") from the Scandia Rod and Gun Club in 1996. 2. In 1996 the City (then New Scandia Township), the Association and the Club entered into an agreement as to the various duties and obligations of each party pertaining to the operation and maintenance of the Ball Field. 3. The parties to this agreement now wish to amend and restate their duties and obligations in connection with the operation, maintenance and support of the Ball Field. NOW, THEREFORE, in consideration of the benefits derived by each of the parties from the Ball Field and the undertakings herein stated, the parties agree as follows: A. The City shall be primarily responsible for and shall pay the costs of the improvement, general upkeep and maintenance of the Ball Field and its facilities including but not limited to capital improvements, ball field maintenance, electricity, insurance, trash and waste disposal and any and all other similar expenses. With the agreement of the Association, the City may delegate some of its upkeep and maintenance activities to the Association. B. The Association shall act as an advisory committee advising the City as to improvements required or desired for the operation of the Ball Field and shall, subject to the approval of the City, furnish a schedule of its use. C. The Association shall provide financial support for the operation, upgrade and maintenance of the ball field and its facilities by the sale of advertising in the Ball Field. The funds so derived shall be deposited in a dedicated fund with the City as provided below. The Association may recommend to the City the uses to which the funds may be applied in respect to the Ball Field. In the absence of such direction or in the event the City does not or cannot approve the use requested by the Association, the City may use the funds for such Ball Field purposes it deems appropriate. D. The Club shall no longer have any duties or obligations in respect to the Ball Field. The Club shall transfer to the City the funds held in the Club's ballpark account. If requested by the Association or City, the Club may elect to 1 communicate with advertisers or others about the rationale for this transfer of duties, obligations and funds, and the Club may also elect to contribute funds or other resources in the future for the support of the Ball Field. E. The City agrees to maintain all funds associated with the Ball Field in a separate dedicated fund, the uses of which shall relate exclusively to the Ball Field. The parties agree and understand that it is desirable but not required for the City to direct approximately one-half of the revenue in the fund each year for Ball Field operation and maintenance. The City may elect to delegate to the Association authority to spend up to $250 each year for routine operation and maintenance and be reimbursed from the fund. The remaining approximately one- half of the dedicated fund shall be used for capital improvements to the Ball Field. F. The name, address and telephone numbers of the contact person for each of the parties shall be as follows: City of Scandia Kristina Handt, City Administrator 14727 209t" Street North Scandia, MN 55073 Telephone: 651-433-2274 Scandia Softball Association Attn: Telephone: Scandia Marine Lions Club Attn: Tom Triplett Scandia Marine Lions PO Box 250 Scandia MN 55073 Telephone: 651-433-4749 This agreement shall terminate on December 31, 2016 unless it is renewed or extended by mutual agreement of the parties. � IN WITNESS WHEREOF the parties have signed this agreement effective the day and year hereinabove stated. CITY OF SCANDIA BY: Its Mayor 2 BY: Its Clerk/Administrator SCANDIA SOFTBALL ASSOCIATION BY: Its: BY: Its: SCANDIA MARINE LIONS CLUB BY: Its: 3