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HomeMy WebLinkAbout21 - NB-5 - Aprrove Resolution for Funding Commitmen - 4/19/2016CITY COUNCIL AGENDA REPORT MEETING DATE: April 19, 2016 ITEM NUMBER: NB -5 SUBJECT: APPROVE RESOLUTION FOR FUNDING COMMITMENT FOR SPORTS FACILITIES CAPITAL IMPROVEMENTS TO INCLUDE NEWPORT HARBOR HIGH SCHOOL DATE: April 12, 2016 FROM: CHIEF EXECUTIVE OFFICE PRESENTATION BY: DANIEL BAKER, ASSISTANT TO THE CEO FOR FURTHER INFORMATION CONTACT: DAN BAKER (714) 754-5156 RECOMMENDATION: 1. It is recommended that the City Council adopt the proposed resolution of support (Attachment 1) adding Newport Harbor High School to the current partnership with the Costa Mesa Community Athletic Foundation ("Costa Mesa United") that includes a funding commitment for capital improvements of sports facilities at Estancia and Costa Mesa High Schools. 2. It is recommended that the City Council provide direction regarding the annual funding amounts specific to each high school. 3. Authorize the CEO to execute any agreement or amendment to the existing agreement with Costa Mesa United for a Capital Improvement Grant Program to include Newport Harbor High School, and to execute and administer any other agreement, in a form approved by the City Attorney's office, as needed to carry out the resolution and City Council direction. BACKGROUND: In Fiscal Year 2012-13, the Costa Mesa City Council passed a resolution to annually fund and provide capital improvement grants for youth sports programs and facilities at both Costa Mesa and Estancia High School (Attachment 3). The Council's mission was to attract families to the City of Costa Mesa by helping with athletics and activities, and seek ways to improve the infrastructure for the community, while forming unity between the City of Costa Mesa and Newport - Mesa Unified School District (NMUSD). Over the past three years, together with Costa Mesa United's assistance, the City has funded over $200,000 in athletic improvements at both high schools. 1 Some of these improvements include a new gym curtain and bleachers at Estancia High School and baseball field and gym improvements at Costa Mesa High School. A complete list of improvements can be found on Attachment 2. During the Fiscal Year 2015-2016 budget adoption process, City Council allocated funding for Newport Harbor High School for an annual total of $50,000 for athletic field capital improvement grants. This assistance would help provide needed capital improvement funding for Newport Harbor High School students, of which, 60 percent reside in Costa Mesa. During closing budget discussions, Council Member Foley requested that an additional $50,000 be added to both Estancia ($25,000) and Costa Mesa ($25,000). To increase the annual budget allocations for both Estancia and Costa Mesa to $75,000 each. A formal vote was not recorded on the exact allocation amounts. Subsequently, the report presented this evening seeks to clarify the City Council's position whether to add the additional funding to the grant program. ANALYSIS: The attached resolution restates the ongoing commitment by the Costa Mesa City Council to help rehabilitate and enhance the overall athletic programs at Estancia and Costa Mesa High Schools, with the addition of Newport Harbor High School. The resolution also reaffirms the City's funding commitment pending annual budget discussions and authorizes the City CEO to execute agreements, approved as to form by the City Attorney, to carry out the commitments established in the resolution. Because the commitments involve the use of public funds, the City has a fiduciary responsibility to the public in how those funds are spent. Therefore, project specific agreements will continue to be prepared to appropriately document the public purpose of the grant award. Because none of the facilities at Newport Harbor are currently in the City/NMUSD Joint Use Agreement, each project proposed by Newport Harbor administration will be thoroughly vetted to ensure that Costa Mesa residents will have adequate use of the proposed improvements and will provide additional athletic venues for Costa Mesa residents residing on the Eastside of Costa Mesa. ALTERNATIVES CONSIDERED: The City Council may choose not to fund the grant program at this time. This is not the recommended choice due to the need for athletic field improvements at Newport Harbor. The Council may also chose to fund all three schools at different levels of funding contingent upon adequate funds in the Fiscal Year 2015-2016 budget. 2 Lastly, Council may choose to postpone additional funding until the upcoming Fiscal Year 2016-2017 budget process. This option will allow staff to appropriately budget the additional cost through the normal budget process. FISCAL REVIEW: The Fiscal Year 2012-13 Adopted Budget appropriated $100,000 for a capital improvement grant program for Costa Mesa and Estancia High School sports programs. An additional $50,000 was allocated within the CEO's budget for Fiscal Year 2015-2016 to fund all three schools. Council authorization of the attached revised resolution will allow staff to move forward with the grant program for Newport Harbor High School. Should Council chose to allocate additional funding, staff will work with the Finance department to secure the appropriate funding. LEGAL REVIEW: Legal has reviewed the documents and approved them as to form. CONCLUSION: By approving the revised resolution, the City of Costa Mesa and Costa Mesa United will continue to partner together to bring about substantial long lasting change to the athletic facilities at Costa Mesa, Estancia, and Newport Harbor High School. The City Council's continuation of the Athletic Grant Program will ensure greater use and access of these facilities and will enhance the attractiveness of local sports facilities, and expand recreational opportunities to all Costa Mesa residents. DANIEL K. BAKER Assistant to the CEO ATTACHMENTS: 1. Resolution 2. List of Funded Projects 3. Resolution No. 13-05 3 Attachment 1 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA, SUPPORTING THE COSTA MESA COMMUNITY ATHLETIC FOUNDATION AND ITS EFFORTS TO FUND CAPITAL IMPROVEMENTS OF SPORTS FACILITIES AT ESTANCIA, COSTA MESA, AND NEWPORT HARBOR HIGH SCHOOLS THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS: WHEREAS, the Costa Mesa Community Athletic Foundation (referred to herein as the Foundation) is a local non-profit organization that serves the youth of the City of Costa Mesa by providing grants to local youth sports organizations for improvements to facilities and other projects; and WHEREAS, the City previously partnered with the Foundation to support the construction of capital improvements to the recreational facilities at Estancia High School and Costa Mesa High School; and WHEREAS, the Costa Mesa City Council desires to continue this partnership to aid in making the City a more attractive community to families, to provide quality facilities for high school age students, and to expand recreational opportunities to all Costa Mesa residents; and WHEREAS, as part of the Adopted Operating and Capital Improvement Budget for fiscal year 2012-2013, the City Council appropriated $100,000 for collaboration with the Foundation, and, in a commitment to the people of Costa Mesa, expressed its desire to consider annually continuing this support as part of the budget development process for this same purpose; and WHEREAS, the City, as a public agency, has fiduciary and legal obligations to members of the public and must govern the expenditure of any public funds with due care and consideration; and WHEREAS, the City Council previously adopted Resolution No. 13-05 to memorialize this partnership with the Foundation and desires herein to restate its commitments and to include Newport Harbor High School to be eligible to receive funding. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Costa Mesa that it fully supports and endorses the Foundation in its efforts to raise funds to construct capital improvements of sports facilities at Costa Mesa, Estancia, and Newport Harbor High Schools. BE IT FURTHER RESOLVED that the City Council requires that specific terms and conditions be established regarding the use and expenditure of the public funds committed, that warranties be provided regarding the ongoing maintenance of the facilities once constructed or improved, and commitments established regarding public access to the completed facilities. BE IT FURTHER RESOLVED that the City Council hereby authorizes the City's CEO to enter into negotiations with the Foundation and other parties as may be necessary to carry out the commitments established in this resolution and to prepare and administratively execute necessary agreements between the City and the Foundation. BE IT FINALLY RESOLVED that Resolution No. 13-05, having been restated herein, is repealed. PASSED AND ADOPTED this 19th day of April, 2016. Stephen M. Mensinger, Mayor ATTEST: APPROVED AS TO FORM: Brenda Green, City Clerk Thomas Duarte, City Attorney STATE OF CALIFORNIA) COUNTY OF ORANGE ) ss CITY OF COSTA MESA ) I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 16- and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the 19th day of April, 2016, by the following roll call vote, to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 20th day of April, 2016. Brenda Green, City Clerk (SEAL) Attachment 2 City of Costa Mesa/Costa Mesa United Athletic Facility Grant Improvement Program Below is a list of all School District approved projects for both Costa Mesa and Estancia High School for Fiscal Years 2012-2013, 2013-2014, 2014-2015, and 2015-2016 via the City of Costa Mesa/Costa Mesa United Athletic Facility Grant Improvement Program. For the past three years, the City has partnered with Costa Mesa United to provide $100,000 annually (50K for Estancia and 50K for Costa Mesa) for capital improvements and or asset purchases. Each July, the principals from each school meet with representatives of Costa Mesa United to discuss concepts and costs of the proposed purchases/projects and the connection to public benefit. After all projects are vetted via Costa Mesa United, the proposed projects are submitted to the City of Costa Mesa. After City review, formal grant applications are prepared by City staff and reviewed and signed by the City CEO. The applications are then forwarded to the District for Board approval. It is important to note that each project will be reviewed for site modification by district staff and could be delayed or denied based upon district determination. Estancia Hiah School Improvements 2012-2013 1. Provide and install a new plate and mound bullpen area on the Estancia varsity baseball field on the home side and install concrete for hitting stations along the visitor's side beyond the batting cage. Amount Granted: $5,000 2. Provide and install motorized roll up style divider curtain for the gymnasium at Estancia High School. Amount Granted: $15,000 3. Provide and install all applicable materials to construct a 36'x 48' softball batting cage at Estancia High School. Amount Granted: $30,000 2013-2014 1. Install New Aquatic timing and scoring equipment system at the Estancia Aquatic Center. Equipment includes new LED four line LED scoreboard, new state-of-the-art swimming and diving timing system complete with individual lane timing and six digit pace clock. Amount Granted $11,800 2. Provide and install (2) new Bulldog elite softball pitching machines and (3) home plate batting cage floor mats in existing batting cages. Amount Granted $4,700 3. Purchase on (2) pair of aluminum soccer goals to be used on school soccer field. Amount Granted $6,300 Attachment 2 4. Provide and install bleacher seating (2 sets) at the tennis area (2 rows with 10 seats) and install bleachers (I set) at baseball field (4 row 40 seat). Amount Granted $4,100 2014-2105 1. Provide funding for a 6 man Blocking Sled, 24ft. Trap Chute, pop-up tackling sled. Amount Granted $13,621 2. Provide funding for a new windscreen around perimeter fencing at Jim Scott Stadium. Amount Granted $4,100 3. Provide funding for an in -ground pro base set, 4 -way permanent pitching rubber, in -ground home plate, and windscreen along outfield softball field fence. Amount Granted $1,600 4. Provide funding to Repair existing stenciling and restriping for pedestrian/vehicle lane path of travel on blacktop area near athletic facilities. Amount Granted $2,000 5. Provide funding for baseball equipment including batting cage, fencing, backstop padding. Amount Granted $6,965.11 6. Provide funding for the purchase and installation of a Swim ergometer system with power meter at the main pool. Amount Granted $9,335.52 7. Provide funding for basketball storage carts. Amount Granted $572.50 8. Provide funding for football equipment that includes: Player hydration system, stadium utility cart, yard markers, and heavy core tackling bags. Amount Granted $7,860.44 9. Provide funding for the purchase of volleyball equipment that includes: three (3) power carbon volleyball standard packages, ball carts, and volleyballs. Amount Granted $14,779.19 10. Provide funding for the purchase and installation of chain link fencing and gates to provide additional safety at the varsity baseball field. Amount Granted $9,971 2015-2016 Provide Funding to Dethatch Infield and Wings and Outfield - $1,500, Sweep after renothatching - $800, Pitching Mound Repair - $400, Batter's and Catchers Area - $400, Infield Edging - $800, Infield Mix import - $3,500, Infield Skin Area - $2,400. Pending grant $9,800 (Approval is at the district for board approval) Attachment 2 Costa Mesa High School Improvements 2012-2013 1. Purchase two (2) sets of aluminum soccer goals to be used on both soccer fields adjacent to tennis courts at Costa Mesa High. Amount Granted $3,000 2. Remove and replace the existing varsity baseball field infield turf due to age and over -use. The work will consist of soil prep and an upgrade of irrigation system. Sod will be placed over the infield area and field apron. Amount Granted $32,000 3. Purchase of eight (8) 15 foot portable player benches to be used at soccer fields and basketball games. When not in use, the benches will be stored in the soccer storage container. Amount Granted $4,000 4. Remove and replace the existing 6 foot wide windscreen from the perimeter outfield fencing of the varsity baseball field. Amount Granted $7,000 2013-2014 1. Install bleacher seating (2 sets) (5 rows by 27' with handicap seating) at varsity and JV softball fields. Amount Granted $18,000 2. Remove, reupholster, and reinstall gym pads. Add logo and lettering to pads in both gyms. Amount Granted $4,000 2014-2105 1. Removal of existing backboard systems. Installation of 2 cable systems and backboards with rims. Amount Granted $13,600 2. Install three (3) 20' wide three (3) row retractable bleachers. Amount Granted $19,000 2015-2016 1. Provide and install protective all-weather floor mats for the outdoor weight room. Pending amount $31,500 (district did not authorize) 2. Provide and install motorized roll up style divider curtain for the gymnasium at Costa Mesa High School. Pending amount $15,500 (district did not authorize — determined DSA approval would be needed) Attachment 2 3. Provide and install protective wall mats in the back gym to provide additional safety under the baskets. Funding amount $4,500 Attachment 3 -RESOLUTION-NO.- 1-3-05- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA, SUPPORTING THE COSTA MESA COMMUNITY ATHLETIC FOUNDATION AND ITS EFFORTS TO FUND CAPITAL IMPROVEMENTS OF SPORTS FACILITIES AT ESTANCIA HIGH SCHOOL AND COSTA MESA HIGH SCHOOL THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS: WHEREAS, the Costa Mesa Community Athletic Foundation (referred to herein as the Foundation) is a local non-profit organization that serves the youth of the City of Costa Mesa by providing grants to local youth sports organizations for improvements to facilities and other projects; and WHEREAS, the City previously partnered with the Foundation to support the construction of capital improvements to the recreational facilities at Estancia High School and Costa Mesa High School; and WHEREAS, the Costa Mesa City Council desires to continue this partnership to aid in making the City a more attractive community to families, to provide quality facilities for high school age students, and to expand recreational opportunities to all Costa Mesa residents; and WHEREAS, as part of the Adopted Operating and Capital Improvement Budget for fiscal year 2012-2013, the City Council appropriated $100,000 for collaboration with the Foundation, and, in a commitment to the people of Costa Mesa, expressed its desire to consider annually continuing this support as part of the budget development process for this same purpose; and RESOLUTION NO. 13-05 Page 1 of 3 WHEREAS -,the City, as apublic agency, has fiduciary andega obligations to members of the public and must govern the expenditure of any public funds with due care and consideration; and WHEREAS, both the Foundation and the City believe it is timely to establish their mutual commitments and to establish terms and conditions governing these commitments. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Costa Mesa that it fully supports and endorses the Foundation in its efforts to raise funds to construct capital improvements of sports facilities at Estancia High School and Costa Mesa High School. BE IT FURTHER RESOLVED that the City Council desires that the $100,000 appropriated as part of the Adopted Operating and Capital Improvement Budget for fiscal year 2012-2013 for collaboration with the Foundation, and any money appropriated in subsequent fiscal years for the same purpose pursuant to the City Council's desire continue this level of support, shall be divided equally between Estancia High School and Costa Mesa High School. BE IT FURTHER RESOLVED that the City Council requires that specific terms and conditions be established regarding the use and expenditure of the public funds committed, that warranties be provided regarding the ongoing maintenance of the facilities once constructed or improved, and commitments established regarding public access to the completed facilities. BE IT FINALLY RESOLVED that the City Council hereby authorizes the City's CEO to enter into negotiations with the Foundation and other parties as may be RESOLUTION NO. 13-05 Page 2 of 3 necessary to carry out the commitments established in this resolution and to prepare and administratively execute any necessary agreements consistent with this resolution. G Mayor rmc Brenda Green, Int im City Clerk this 19th day of February, 2013. STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss CITY OF COSTA MESA ) APPRO D AS T FO M , /�'l 1 /7 - ThomAs Duart ity Attorney I, BRENDA GREEN, Interim City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 13-05 and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the 19th day of February, 2013, by the following roll call vote, to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS ABSENT: COUNCIL MEMBERS Genis, Mensinger, Monahan, Righeimer None Leece IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 20th day of February, 2013. BRENDA GREEN, INTERIM CITY CLERK RESOLUTION NO. 13-05 Page 3 of 3