7.a)2) Staff Report-Lighted Ball Field Agreement � !� �
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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.
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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. �
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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�
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� Scaudia�lVlarine Lio�s Club: / .
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New Scandia Township; , ,[�,,,����,,�,��-.�,,,,4� .
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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
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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.
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IN WITNESS WHEREOF the parties have signed this agreement effective the day
and year hereinabove stated.
CITY OF SCANDIA
BY:
Its Mayor
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BY:
Its Clerk/Administrator
SCANDIA SOFTBALL ASSOCIATION
BY:
Its:
BY:
Its:
SCANDIA MARINE LIONS CLUB
BY:
Its:
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