CITY OF GLENDALE, CALIFORNIA REPORT TO THE:

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1 CITY OF GLENDALE, CALIFORNIA REPORT TO THE: Joint D City Council ~ Housing Authority D Successor Agency D Oversight Board D April 1, 2014 AGENDA ITEM Report: Fremont Park Tennis Court Lighting and Resurfacing Project 1. Resolution of Appropriation to appropriate $298,000 from the Recreation Enterprise Fund Balance Account to the Fremont Park Tennis Court Lighting and Resurfacing Improvement Project Account Motion to approve the preparation of construction and bidding documents for the Fremont Park Tennis Court Lighting and Resurfacing Improvement Project. COUNCIL ACTION Public Hearing D Ordinance 0 Consent Calendar ~ Action Item D Report Only D Approved for c~ l I 2-0I LI calendar ADMINISTRATIVE ACTION Submitted by: Jess Duran, Director o~ Community Services & Parks Prepared by: /' Emil Tatevosian, Principal Development OfficerJ1r- Approved by: Scott Ochoa, City Manager Reviewed by: Yasmin K. Beers, Assistant City Manager Michael J. Garcia, City Attorney Robert P. Elliot, Director of Finance.)tvv' I

2 RECOMMENDATION It is recommended that Council appropriate ~298, 000 from the Recreation Enterprise Fund Balance to the Fremont Park Tennis Court Lighting and Resurfacing Improvement Project; and approve the preparation of construction and bidding documents.. BACKGROUND/ANALYSIS Fremont Park, approximately 7.9 acres, in size, is nestled between the Glenwood and Vineyard Neighborhoods, south of Glenoaks Boulevard and west of Pacific Avenue. It is one of the oldest neighborhood parks and has many heavily used features: 8 tennis courts, children's play equipment, wading pool, 2 basketball half-courts, sand-volleyball court, an open field, and many extensive picnic areas clustered under the park's mature trees. Based on current use patterns, the park is extensively used for both active and passive recreation. Picnic areas are used by older patrons on weekdays and more heavily by families on weekends. Children's play area is also heavily used at all times of the day. The wading pool is reserved extensively on weekends. The 2 basketball half-courts are used throughout the day for pick-up games by multiple age groups. In addition, the open field area has become a make-shift soccer field. Existing Condition of the Tennis Courts and Needed Improvements Community Services and Parks (CSP) maintains 33 tennis courts spread throughout 10 park locations. CSP has operated the tennis courts under the supervision of contracted concessionaires since the early 1990's at Fremont Park, Glorietta Park, and Scholl Canyon Tennis. The tennis concessionaires at both Fremont and Glorietta Parks are currently independent contractors, and Scholl Canyon Tennis is operated by American Golf. Concurrent with the construction of the proposed Fremont Park tennis court improvements,, CSP will be updating and issuing a new Request for Proposal for tennis court operations to better assess revenue enhancement and operator interest in the region. Each vendor maintains a reservation book at its respective facility. This allows the public to reserve and/or use the courts when available. At Fremont Park, the concessionaire has 2 courts dedicated for walk-in or phone-in customers at all times. Since the installation of the light standards at Fremont tennis courts in 1969, the CSP Park Services Section (and now Public Works) has regularly maintained and repaired them as needed. They have now exceeded their life expectancy. Four out of the existing 20 light standards are currently beyond repair, thus they will soon be removed to maintain safety at the courts. The removal of these four light standards will render two of the eight courts not usable after sunset; therefore, the current operator will not have access to those courts in the evenings until the light standards are replaced as part of the proposed project. The tennis courts were last resurfaced in Based on normal wear and tear, tennis courts are typically resurfaced every 7-1 O years. Court resurfacing is not only necessary due to heavy usage of the courts but, more importantly, for safety reasons. Staff is proposing to resurface the courts as part of the Fremont Park Tennis Court Lighting and Resurfacing Improvement Project. There are a total of 20 light standards lighting the eight tennis courts. As part of the proposed project, all 20 will be replaced; and based on the specified replacement product, the new light standards will most likely require above grade footings, a typical installation method. Once the abandoned footings have been removed and the new footings constructed, the court resurfacing 2

3 work can begin during the installation of the new light standards. The actual construction period will take approximately two to three months. The preparation of the bidding documents and the bidding/contract procurement phase will take approximately three months, pending bid responses. The project should be completed by fall Proposed Future Fremont Park Improvement Project In the current year, the City Council appropriated $150,000 in Development Impact Fee (DIF) funds, to embark upon the development of a master plan for a Fremont Park Improvement Project. DIF funds are eligible to be used for planning and design of the project in anticipation of adding new features to the park as part of the improvement project. Based on initial conceptual planning, new features will include a new, undersized, artificial turf soccer field, new basketball courts, a new wading pool and new picnic areas, in addition to upgrading lighting, irrigation, landscaping and play equipment. The master planning will leave the existing tennis courts intact. While new features are eligible for DIF funding, upgrading existing improvements are not eligible for DIF funds, therefore another funding source, such as City CIP will have to be identified at some point in the future to be able to complete the Fremont Park Improvement Project. FISCAL IMPACT The estimated cost to replace the existing lights and resurface the eight tennis courts at Fremont Park are as follows: Work Description Pre-Construction Construction Total Project Cost Preparation of Specifications & Bid $35,000 Documents by consultant BiddinQ & Construction ManaQement $23,000 Construction Cost LiQhtinQ Replacement $175,000 Court Resurfacing $65,000 Sub-total $58,000 $240,000 Total Project Cost $298,000 Staff is recommending to appropriate $298,000 from the Recreation Enterprise Fund Balance Account to the Fremont Park Tennis Court Lighting and Resurfacing Improvement Project Account to pay for the design and construction of the subject tennis court improvements. ALTERNATIVES Alternative 1: The City Council may appropriate $298,000 from the Recreation Enterprise Fund Balance to complete the design and construction of the proposed Fremont Park tennis court improvements; and approve the preparation of construction and bidding documents.. Alternative 2: The City Council may consider any other alternative not proposed by staff. CAMPAIGN DISCLOSURE No campaign disclosure is needed. EXHIBITS None 3

4 RESOLUTION NO. i R'ESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE MAKING AN APPROPRIATION BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE: SECTION 1: That the sum of $298,000 is hereby appropriated and/or transferred from the following accounts to the following accounts: ACCOUNTS DESCRIPTION Net Position, Recreation Fund Other Improvements, Recreation Fund, Parks Administration, Fremont Park Tennis Court Lighting and Resurfacing Improvement Project FROM $298,000 TO $298,000 To appropriate funding for the Fremont Park Tennis Court Lighting and Resurfacing Improvement project. SECTION 2: The Director of Finance is authorized to make such other revisions, individual appropriation line-items, changes in summaries, fund totals, grand totals, and other portions of the budget document as necessary to reflect and implement the changes specified in this resolution. SECTION 3: The City Clerk shall certify to the adoption of this Resolution. Adopted this day of, Mayor ATTEST: City Clerk CITY OF GLENDALE DATE Q"Z,. j 7-o \ zh 1'-/ APPROVED AS TO FINANCIAL PROVISION FOR $ - ---j';' STATE OF CALIFORNIA) COUNTY OF LOS ANGELES) SS CITY OF GLENDALE) I, Ardashes Kassakhian, City Clerk of the City of Glendale, do hereby certify that the foregoing Res,olution No. was adopted by the Council of the City of Glendale, California, at a regular meeting held on the day of, 2014, and that the same was adopted by the following vote: Ayes: Noes: Absent: Abstain City Clerk ' 1

5 Moved by Council Member ' seconded by Council Member, that the Council of the City of Glendale hereby: 1. Authorizes staff to proceed with completion of the construction and bid documents for the Fremont Park Tennis Court Lighting and Resurfacing h11provement Project ("Project"), as more particularly outlined in the Apri l 1, 2014 staff report by the Director of Community Services and Parks; and 2. Directs staff to return to the Council for the Council's final review and approval of the Project's Specification and bid documents. Vote as Follows: Ayes: Noes: Absent: Abstain: J:\FILES\DOCFILES\FACTFIND\FREEMONT PARK IMPROVEMENTS - PROCEED WITH SPEC & BID DOCS - MGF.DOC 2