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HomeMy WebLinkAboutAgenda - 04-20-2010 - 7aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 20, 2010 Action Agenda Item No. ~ - (,~ _SUBJECT: Proposal for Soccer Superfund Partnership with the Town of Chapel Hill DEPARTMENT: Environment, Agriculture, PUBLIC HEARING: (Y/N) No Parks and Recreation ATTACHMENT(S): 1) Town of Chapel Hill Proposal 2) Project Plan Map 3) Soccer Superfund Guidelines INFORMATION CONTACT: David Stancil, 245-2510 Lori Taft, 245-2660 PURPOSE: To consider re-allocating 2001 Soccer Superfund monies appropriated for Twin Creeks (Moniese Nomp) Park to support creation of an artificial turf soccer field improvement project at the Town of Chapel Hill's Cedar Falls Park. BACKGROUND: In 2001, Orange County voters approved a Parks and Open Space Bond, including an allocation fora "Soccer Superfund" (SSF) to locate and construct new soccer fields in the County. In May 2005, the Board appropriated $650,000 of SSF funds for the soccer field portion of the planned Phase I of Twin Creeks Park located north of Carrboro. A design firm was retained for this project and preliminary work conducted. However, it was eventually determined that the funding allocated would not be sufficient to complete the planned Phase I of the park due to high construction costs and infrastructure requirements. Currently, $623,000 remains of the SSF appropriation to Twin Creeks. Anew Phase I of Twin Creeks Park was approved by the Board in late 2009 and is moving forward as a greenway trail, without the SSF monies. One of the Board's FY 2009-10 Priorities, adopted in September 2009, was Priority P-12 "Fulfill remainder of bond issuance approved by voters in 2001 for soccer and Twin Creeks". Toward this end, and consistent with prior informal ideas and proposals, a letter was sent from the County Manager to his counterparts in Chapel Hill and Carrboro indicating the County's interest in exploring a partnership to facilitate ashort-term soccer field project. A response was received from the Town of Chapel Hill, and a subsequent meeting between town and County staffs was held. Carrboro did not respond with interest in pursuing this potential funding. Use of the 2001 SSF funds is linked to Soccer Superfund guidelines, which were established in 2002 and adopted by the Board. The guidelines allow Orange County to "grant" monies from the fund to other public entities. The guidelines also define preferred conditions for the proposed project. The project should: be on publicly-owned land with public access to the field(s), • include existing or planned sports lighting, irrigation for grass fields, available restrooms, and • be designed for fields of sufficient size to accommodate adult play. Projects with multiple fields and proximity to public transportation are preferred. The guidelines also call for the grant recipient to provide a match for these funds to be designated for the project or provided in-kind. The proposal from the Town of Chapel Hill (attached) would use the funding as a match for a NC Parks and Recreation Trust Fund (PARTF) application to reconfigure an existing damaged youth baseball field at Cedar Falls Park located on Weaver Dairy Road across from East Chapel Hill High School. The additional funding would allow the installation of a 315 foot by 375 foot artificial turf field in place of the existing field, as well as improvements to infrastructure at Cedar Falls Park. Staff finds that the proposal satisfies the majority of the guidelines set forth in the SSF document. A representative from Chapel Hill Parks and Recreation will be present at the meeting and will describe the proposal relative to the project plan (attachment). FINANCIAL IMPACT: Of the $650,000 in SSF funds appropriated to Twin Creeks in 2005, approximately $623,000 remains and is available for reallocation. If this project is pursued, these funds would be reassigned to the new project. The Town of Chapel Hill would then use this partnership and other town funds to leverage a Parks and Recreation Trust Fund grant for the proposed Cedar Falls Park soccer field project. RECOMMENDATION(S): The Manager recommends that the Board approve the request for Soccer Superfund assistance and re-appropriate the $623,000 in existing funds for this project, pending further action by the Town to secure all needed funds as noted above. Funds would be transferred to Chapel Hill consistent with the conditions of an Interlocal agreement subject to approval by the County Attorney. If grant funds are not received, a modified proposal may be developed for subsequent Board consideration. ~ ~ PARKS AND RECREATION Town of Chapel Hill ~ 200 Plant Road ;: Chapel Hill, NC 27514 phone (919) 968-2784 fax (919) 932-2923 www. towno fchapellvll. oxg www. chapelhill~arks.oxg Request for Orange County Bond Funds to support the installation of Artificial Turf and other improvements at Cedar Falls Park. Proposal: The following list of improvements at Cedar Falls Park would greatly ei~llance both the availability of year-round soccer facilities and the overall soccer experience. The Town of Chapel Hill would like to utilize Orange County bond funds in association with other funding to make the following improvements to Cedar Falls Park: o Installation of artificial turf on athletic field # 1.. o Installation of athletic field lighting on athletic field #1 o Renovation of existing paved parking adjacent to athletic field #1. This renovation would also improve access to the Orange County recycling facility located in the park. o Renovation of existing restrooms serving the athletic field area. The Town of Chapel Hill requests that Orange County allow the town to use the bond funds as a match for a North Carolina Parks and Recreation trust Fund Grant in the amount of $500,000 and allow the PARTF grant to serve as part of the dollar-to-dollar match required by the County for the use of the bond funds. The Town would match the remaining bond funds with Town funds. The Town of Chapel Hill would be responsible for the following: 1. Provide the land for the project 2. All permits 3. Engineering and construction drawings 4. Project construction management 5. Operations and scheduling of the field 6. Maintenance 7. Utilities 3 Estimated budget for project Expenses Installation of artificial turf $820,000 Installation of athletic field lights $135,000 Parking lot renovations $ 75,000 Restroom renovations $136,000 Landscaping $ 30,000 Contingency $ 50 000 Total $1,246,000 Revenue Orange County Bond Funds $623,000 PARTF Grant $500,000 Town Funds $123,000 Total $1,246,000 Determination of need: The Parks and Recreation Department recently completed a comprehensive assessment of its parks and trail system. The report gives Cedar Falls Park an overall condition assessment of fair with specific concern expressed for the restroom facilities, athletic field #1 and the parking facilities. The park is heavily used and athletic field #1 is particularly overused resulting in compaction of soils, poor drainage and poor growing conditions for all-season turf. This use is compounded by the field being large enough to accommodate soccer, lacrosse and other large field sports. It is one of only two fields in Chapel Hill that is available during winter months for this use. It is located near the East Chapel Hill High School and students from the school use the field for club sports after school hours. It is heavily used by many soccer organizations including Rainbow Soccer and Triangle United Soccer during the early spring season and by park and recreation department adult softball leagues during the spring and fall. It is estimated that the installation of artificial turf would increase the availability and frequency of use at this location. Artificial turf allows for play in all seasons and in all weather conditions. It effectively and efficiently increases the amount of play in one location to the point of acting like a minimum of four fields using turf have been built instead of just one artificial turf field. Number of participants: Based on team rosters for the soccer and lacrosse groups, we estimate that approximately 3900 Orange County residents used athletic field #1 in 2008 with approximately 500 of these residents being from outside the Town of Chapel Hill town limits. Noted concerns: 4 Staph Bacteria Information on a study by Penn State University concerning this issue can be found at the following web site; http://a ig nfo.psu.eduJnews/2006/8/Staph.htm Excessive Heat Excessive heat on artificial turf fields is problematic during daylight hours, especially during warm weather. The typical response to excessive heat on a field is to water the field and cool it down. The amount of play on an artificial turf field can be controlled effectively through scheduling use so that the majority of use happens during morning hours and after sun set during warm summer months. Information on a study concerning this issue at Brigham Young University can be found at this web site: httn://cahe.nmsu.edu/pro~rams/turf/documents/brigham-noung_stud~~df Additional information The Federation Internationale de Football Association (FIFA) has done extensive testing and research on artificial turf field installation and has developed an extensive library of information that can be found at the following web site: http://www.fifa.com/aboutfifa/developing/pitchequipment/index html What this would do: This proposal would provide for the following: 1. Increase the availability of year-round playable large field space for Orange County residents close to home. 2. Allow Orange County to facilitate the development of soccer in the county and increase the amount of play while not incurring any ongoing operational expense. 3. Allow Town of Chapel Hill Parks and Recreation Department to substantially improve the condition of its largest park facility. Recommendation: That Orange County grant to the Town of Chapel Hill the remaining $623,000.00 from the soccer "superfund" bond sale revenue to provide for the installation of artificial turf and associated improvements at Cedar Falls Park for the purpose of increasing the availability of soccer fields in Orange County. This would allow the Chapel Hill Parks and Recreation Department to provide year round opportunities for soccer and other sports requiring a large playing field for all citizens of Orange County. 5 ~ _~1 {® I ^ ~J '• R ~~ .a ~_ .~ \ ~\ ~` ~. '` P~,~~o~ 3 ~I~achm~r~-f 3 ~ Soccer Superfund Policy and Guidelines Orange County has created a "Soccer Superfund," funded initially by bonds approved by County voters in November 2001. At its discretion, the Board of County Commissioners may consider appropriation of funds (as available) from the Soccer Superfund. Purposes of the Soccer Superfund Funds from this source are intended to be used primarily for the development of fields used primarily for soccer in Orange County. A secondary purpose for these funds is for the purchase of land in Orange County for the development of soccer fields. The Board of County Commissioners may reserve approximately '/z of the total fund for a Soccer Park of at least six (6) fields. A. Construction of Public Soccer Facilities Facilities funded by the Soccer Superfund should be developed using a process that includes opportunities for public hearings, comment and review. 1. Facilities Constructed by Orange County a. Facilities should be constructed on land that is owned by Orange County. b. Facilities should be designed by, and oversight of construction should be managed by, the Orange County Environment and Resource Conservation Department and the Recreation and Parks Department, as defined in their departmental duties. Other persons or entities may be involved as directed by the County Manager or the Board of County Commissioners. c. Facilities should be managed by Orange County Recreation and Parks Department, which should be responsible for the programming and use of the facility. The Recreation and Parks Department will schedule these facilities for use by Orange County programs, and when available, for use by non-profit outside recreation agencies and groups which demonstrate outreach and other practices promoting equality and goodwill regardless of an individual's race, color, creed, religion, national origin, sex, disability, age, veteran status or familial status. 2. Facilities Constructed Through Matching Grants to Public Entities Qualified public entities may apply for up to 50% matching funds from the Soccer Superfund to assist in soccer field development projects. Project proposals must include proof of free and clear public ownership of the land on which the fields will be developed. The acceptance of in-kind services toward the 50% match will be considered on a case-by-case basis by the Board of County Commissioners. The Board of Commissioners will make a determination on the approval of matching grants, at their discretion and as funds permit. 8 To apply for matching funds, an application request must be submitted to the County. The application should state the name of the applicant organization, the purpose of the proposed project, the anticipated cost of the project, and other details as shall be specified on the application form. The applicant must provide documentation ensuring that their portion of the matching funds is available and at hand. The application will be evaluated by County staff, with a recommendation submitted to the Board of Commissioners. 3. Conditions and Priorities for Funding Consideration Priority consideration for funding (both County projects and matching grant projects) will be given to projects that meet the following criteria. Projects that meet multiple criteria will receive higher weighting: 1) Incorporate economies of scale (i.e., two or more fields situated together that share lighting and ancillary facilities) 2) Construct full size fields (approximately 360' in length by 225' in width) 3) Construct fields which include planned lighting 4) Construct fields which include planned irrigation 5) Construct fields that are readily accessible for public use 6) Construct fields that have access to Public Transportation 7) Construct fields that receive approval of appropriate regulatory agencies 8) Locations where water and sewer is available (especially for proposed "soccer park" projects). 9) Construct new fields that are not previously approved as part of a park master plan or concept plan as of the November 6, 2001 bond referendum. (Southern Community Park, Efland-Cheeks Community School Park and all Schools occupied as of December 31, 2003 are not eligible to receive Soccer Superfund funding.) 4. Contract Language Contract Language between the County and the grant recipient will include the following basic premises: • Orange County retains the right to assume controlling management and operation of facilities for which applicant entities have received grant monies from this fund, should the Manager and the Board determine that field management, maintenance and/or availability expectations based on the above criteria and spelled out in the contract authorizing grant approval have not been maintained. • Fields that are funded by the Soccer Superfund must be reasonably available for use beyond that of the grantee. Any contract for matching grant must specify how and when community use of the field will be made available. 9 • The grant recipient will agree to an ongoing commitment to Outreach and Inclusion of Minority Participation, and other practices promoting equality and goodwill regardless of an individual's race, color, creed, religion, national origin, sex, disability, age, athletic ability, veteran status or familial status. • In the event of sale, lease or foreclosure of the property and/or the facilities developed with grant funds, the county will retain the option of right of first refusal to purchase/lease the property/facilities at market value, less the amount of the grant. Alternatively, the county may choose to receive reimbursement for the grant monies provided. • Construction of soccer fields through matching grants to qualified organizations must be initiated within three (3) years of the grant award. • The Orange County Recreation and Parks Department will work with the grant recipient in programming the field(s). Orange County will retain the right of final determination in this area. • Orange County will not be committed to further capital expenditures in the event development is unsuccessful, damage occurs, or further improvements/phases are desired. • Orange County will not be committed to ongoing maintenance/operational costs. B. Purchase of Land for Construction of Soccer Fields The Soccer Superfund may also be used to contain fields to be used exclusively for Commissioners and as funds are available. fund the acquisition of land(s), which will soccer, at the discretion of the Board of The following criteria will be used to evaluate proposals for land acquisition projects, whether by County or by matching grant application. (Note: Matching grant proposals shall use the same application form as for facility development): 1. At least 67% of the total land area in the proposal must be used for soccer fields or other related facilities associated with the fields 2. The compatibility of the proposed land acquisition with the Master Recreation and Parks Plan (Parks and Recreation Element of the Comprehensive Plan) 3. The proximity of the site to population centers and geographic location of other fields 4. Accessibility of the site for transportation purposes (including public transportation) 5. The impact of construction of fields on the proposed site on natural and cultural resources either present on site or within a reasonable proximity to the site 10 6. Compatibility with existing zoning and other development regulations, and potential for site plan approval of field construction 7. Potential for co-location with other public facilities under the management of Orange County Government. 8. Finite plans for development of fields through the matching grant program must accompany a land acquisition application. Contractual language will stipulate that construction of fields must begin within three (3) years. C. Other Funding from the Soccer Superfund will be made available by the Board of Commissioners at their discretion as part of the aiuzual budget process. Approval of projects is contingent on availability of funds. This policy shall be amended by the Board of County Commissioners as needed. This, the .16th day of March, 2004 Revisions: