City Council Regular


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  ITEM 35.       
Meeting Date: 10/13/2020  
Submitted For: Jim Burke
Department: Public Facilities, Recreation, Event  

Subject
AUTHORIZATION TO APPROVE A PARTICIPATION AGREEMENT WITH ARROWHEAD LITTLE LEAGUE FOR THE USE OF FIELD 3 AT THE FOOTHILLS SPORTS COMPLEX IN CONSIDERATION OF THEIR CONTRIBUTION TO FIELD IMPROVEMENTS
Presented by: Jim Burke, Director, Public Facilities, Recreation and Special Events
Purpose and Recommended Action
This is a request for City Council to approve a Participation Agreement with Arrowhead Little League (AHLL) for the use of Field 3 at the Foothills Sports Complex in consideration of their $50,000 cash contribution towards the site improvements identified in the Grant Agreement (Contract No. C20-0282) with the Arizona Sports and Tourism Authority. The Agreement shall commence upon the effective date and will continue for five (5) years unless terminated earlier. 
Background
The Public Facilities, Recreation and Special Events Department works directly with a variety of community partner organizations to assist in providing youth-based recreation and sports opportunities. One of those community partners is the Arrowhead Little League, who utilizes the three ball fields at the Foothills Sports Complex.  Arrowhead Little League has been providing a vibrant youth baseball program since the Foothills Sports Complex was completed back in the early 1990’s and serves over 500 kids and their families annually. A request was made by the Arrowhead Little League Board for improvements to the site.
Analysis
The Arrowhead Little League Board requested to partner with the City on improvements needed at the Foothills Sports Complex. City staff evaluated potential grant opportunities to assist with funding and identified the Biennial Grant Program offered by the Arizona Sports and Tourism Authority. On March 24, 2020, Council approved Resolution 20-26 authorizing and directing the entering of a grant funding agreement with the Arizona Sports and Tourism Authority (Contract No. C20-0282) for acceptance of the funds and the expenditures outlined in the grant for site improvements at the Foothills Sports Complex. The site improvements include reconfiguring the existing dugouts at all three fields by increasing the footprint to accommodate the Americans with Disability Act guidelines for accessible routes to, from and into the dugouts, fields and bullpens. The project also includes the construction of spectator shade throughout the complex.  

The City, as a partner on the Grant Funding Agreement, has agreed to make a cash contribution of $50,017.10 towards the project.  Arrowhead Little League (AHLL) has agreed to a cash contribution in the amount of up to $50,000. In exchange, upon completion of the improvements set forth in the Grant Agreement, Arrowhead Little League requests the City to provide AHLL exclusive use of Field 3 for AHLL games and practices for a period of 5 years. Under the terms of the agreement, the City will credit the cost of field usage in annual increments of $10,000 up to $50,000 for the 5-year period.  Any field usage costs greater than $10,000 per year will be paid for by AHLL. Any unused credit balance for field usage will not be rolled over to subsequent years.
  
The site improvements are expected to take place in the Fall of 2020.
Previous Related Council Action
On March 24, 2020, Council approved Resolution (R20-26) authorizing and directing the entering into of a Grant Funding Agreement with the Arizona Sports and Tourism Authority (Contract No. C20-0282) for Acceptance and Expenditure of a Youth and Amateur Sports FY20 Grant.
Community Benefit/Public Involvement
Over 500 annual Arrowhead Little League program participants as well as regular facility rental customers will gain the year-round benefit of the proposed improvements. This project will benefit the community by providing better access to the dugouts for the players and coaches. It will also enhance the patron experience by providing improved protection from the sunlight with the added shade structures.
 
This project was reviewed by the Parks and Recreation Advisory Commission at their February 10, 2020 meeting, and meets the current Parks and Recreation Master Plan Primary Action Plan action to “Develop and improve shade structures/amenities in parks” (page 7, 1.0 Executive Summary).
Attachments
Participation Agreement


    

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