May 24, 2016 Our File: /63238/2 Doc#: V1

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1 CoQuitlam For Council Our File: /63238/2 Doc#: V1 To: From: Subject: For: City Manager General Manager Parks, Recreation & Culture Services Hartley Grass Field Replacement and Mountainview Park Improvements Council Recommendation: That Council: 1) Approve the Detailed Design Plan and project budget of $1.4 million for the replacement of Hartley Field as per the report of the General Manager Parks, Recreation & Culture Services dated and entitled "Hartley Grass Field Replacement and Mountainview Park Improvements"; 2) Authorize staff to proceed with immediate project procurement for the replacement of Hartley Field; 3) Allocate funding in the amount of $1.0 million from the Sports Field Strategy Program to complete the project; 4) Endorse the redevelopment of Mountainview Park as a 2016 park project and defer the redevelopment of Brookmere Park from 2016 to 2017; and 5) Direct staff to proceed with public consultation to determine potential improvements to Mountainview Park and bring forward a detailed design for review and approval in fall Report Purpose: To seek Council endorsement to proceed with procurement and construction of Hartley Field and direction to proceed with planning and public consultation of adjacent park improvements in Mountainview Park as a 2016 project. Strategic Goal: The project described in this report aligns with the City's corporate Strategic Goals of "Increasing Active Participation and Creativity" and "Enhancing Sustainability of City Services and Infrastructure". The planning process for File#: /63238/2 Doc#: l.vl

2 Page 2 the renewal of Hartley Field has been selected as the next grass field replacement project in the Sportsfield Strategy, and has been identified as a "B" Priority in the 2016 Business Plan. In response to project scheduling challenges that have arisen in Brookmere Park and to capitalize on cost efficiencies and synergies, staff is recommending deferring the planned redevelopment of Brookmere Park, which is a "B" priority from 2016 to 2017 and the addition of Mountainview Park as a "C" Priority in the 2016 Business Plan. Executive Summaiy: The Sports Field Strategy identified a number of grass and artificial field replacement projects over the life of the strategy. Hartley Field was selected for replacement in 2016 since it is the oldest, City-owned field in Southwest Coquitlam and has not been upgraded since it was installed over 45 years ago. Consistent with the Sports Field Strategy, the redeveloped field will be a new sand-based, irrigated natural grass field that is able to accommodate multiple field sports such as soccer, ball and football. The cost estimate for the project exceeds the funding allocated in the 2016 Capital Plan as this estimate did not include the impact of construction inflation nor the additional complexity of the project which includes installing a new sand sub-base, drainage and irrigation. The estimated cost based on the detailed design is $1.4 million. In addition, staff believe that some additional amenities could be added to Mountainview Park that would enhance the overall park and recreation experience. These park improvements would be planned and constructed as a separate but complementary project but the construction of the additional amenities would be completed at approximately the same time as the field is completed. The proposed concept plan for these improvements includes a variety of amenities such as picnic facilities, play elements, and adult-oriented activities. As part of this park redevelopment, an existing storage/office trailer owned by Coquitlam Metro Ford Soccer Club (CMFS) needs to be removed and relocated as per the City's historical agreement with CMFS. If Council supports this opportunity to add additional value to this Southwest Coquitlam Park, planning would proceed with public input and a detailed design and budget would be forwarded to Council for consideration and approval in fall Currently Council has allocated Density Bonus funds to Southwest Park enhancements that could provide funding to this project. Staff are recommending that Council proceed with procurement and construction of Hartley Field and continue with the planning and design of Mountainview Park enhancements in This File#: /63238/2 Doc #: V1

3 Page 3 May 25, 2016 additional project can be accommodated in 2016 given the need to defer the development of Brookmere Park from 2016 to 2017 as a result of insufficient resource capacity by Onni Developments, who are responsible for this project as a condition of their development Background: Mountainview Park, which is located on a property owned by the city, includes Hartley Field and is located in Southwest Coquitlam at 751 Smith Avenue (Attachment l). This community park is a 4.3 acre park that includes a natural grass field (Hartley Field) with a ball diamond, lacrosse box, washroom building, gravel surfaced 24 car parking lot and informal gravel access paths. In addition, it holds a portable storage building owned by Coquitlam Metro Ford Soccer Club (CMFS) which houses sports equipment and materials and office space. Hartley Field was constructed in 1970 and the lacrosse box a year later in 1971 and the property was acquired by the City in 2002 as part of the Centennial Activity Centre Agreement. The field is an unirrigated soil-based field that is currently allocated for soccer and Softball play. The field has never been renovated, however the lacrosse box was resurfaced in There are no other play or recreation amenities in the park. The Coquitlam Sportsfield Strategy adopted by Council on July 24, 2013 proposed the replacement of 5 grass fields over the course of the Strategy (i.e. a 10year period). Hartley Field was selected as the 2016 sportsfield replacement project because it is well past its lifecycle replacement and will generate substantial benefits for community use. A report to Council-in-Committee on September 8, 2015 proposed the project be added to the 2016 Business Plan instead of Mackin Park fields' rehabilitation because that project requires extensive geotechnical testing and research and planning. City staff contacted representatives from the Coquitlam Field Sports Association ("CFSA") to discuss the grass field replacement project and there was mutual agreement that as no other City owned grass fields warranted grass replacement investment at this time. Hartley Field was deemed a priority instead of Mackin Park. Discussion/Analysis: Hartley Grass Field Replacement Detailed Design The existing natural grass sports field has a turf surface area that measures approximately 90 metres by 70 metres. This currently provides a Super 8 soccer field as well as a skinned Softball diamond. There are two informal pedestrian access points to the field from the residential area to the east and north and from the east on Guiltner Street. In addition, there is an File#: /63238/2 Doc#: l.vl

4 Page 4 existing gravel parking lot in the park with access off Smith Street that can accommodate up to 24 cars. Consistent with the Sports Field Strategy, the redeveloped field is intended to be a flexible, multi-use amenity to optimize use and to accommodate multiple sports, such as soccer, ball and football. Coquitlam's current standard for natural grass sports fields is sand-based with drainage and irrigation. This ensures that the field can withstand higher levels of play for moderately longer seasons as well as cope with changing weather conditions. The intent is to update.this existing field to the current standards which will require a new sand sub-base and installation of irrigation and drainage. It is anticipated that while the new field will still accommodate ball, and the project includes two new backstops, dugouts and bleachers, it will not include a skinned infield. Staff again consulted with the CFSA on February 25, As the project is consistent with the Sports Field Strategy, staff received minimal but positive feedback and Little League representatives are pleased with the opportunity to shift entry level players to this upgraded field from the school fields at Como Lake Middle School. Since the project is a straight forward grass field replacement project, with minimal design changes, staff did not proceed with a widespread consultation in order for the project to proceed quickly through detailed design. A contract for landscape architecture consulting services for this project was awarded in March 2016 and the consultants have completed the final detailed design (Attachment 2) and cost estimate for the project, verified by Strategic Initiatives, with a total project cost of $1.4 million (including of $1.2 million in estimated construction costs). If supported by Council, Strategic Initiatives staff are intending to tender the contract for construction of this field in early June with construction to be completed by the end of October The field would be seeded in the fall and opened for use in 2017 when the grass is well established. Mountainview Park Improvements While not in the scope of the sports field project, staff believe that some additional improvements to the south end of Mountainview Park adjacent to Hartley Field would enable amenities to be refreshed and enhanced, and significantly improve the park experience for this neighbourhood. The lacrosse box is heavily used by organized sport and casual use by youth in the area and some playground amenities are provided by nearby schools. Attachment l identifies the other parks and schools within a 500m radius of the park. File#: /63238/2 Doc #: V1

5 Page 5 Staff have identified some conceptual enhancements to the park that includes the construction of amenities that cater to a range of ages and potential recreation experiences. This includes a youth-oriented playground that is complementary to those at the nearby Mountainview Elementary School, a possible picnic shelter, picnic tables, benches and formal pathways, as well as adult-oriented amenities such as outdoor exercise equipment, table tennis or foosball. Staff have also received requests from the community to provide a bocce amenity which could be accommodated in this location. A proposed conceptual design is included in Attachment 3 for Council consideration and feedback. Given the improvements to Hartley Field in this park, staff believe there is community benefit to providing these additional improvements in conjunction with the field and are seeking Council's direction to proceed with a planning process, including public consultation, to identify the community's desired focus of park amenities for the neighbourhood. The high level cost estimate provided by the Consultants based on the conceptual design for these types of improvements and amenities is in the range of $400,000 to $500,000. As noted in the Financial Section below, this could be funded from previously allocated Bonus Density funding that Council provided for Southwest Coquitlam Parks. If Council supports this direction, staff would tender these improvements in late fall and start construction in spring 2017, with both the new field and park improvements completed by summer Should Council direct staff to pursue these improvements, staff will consult with the local neighbourhood to ensure that the types of amenities proposed are in line with residents' desires for park amenities and bring back to Council for consideration and approval a detailed design in fall Reprioritization of Brookmere Park Improvements As part of the development application at 525 and 535 North Road, Onni Developments voluntarily agreed to contribute $400,000 for improvements to Brookmere Park and Council endorsed an addition of $300,000 from the Southwest Density Bonus. The project was included in the the 2016 Budget as a "B" priority. Staff have been working with Onni on finalizing an agreement for this project however Onni has recently experienced significant capacity challenges and has requested to defer this project until 2017 since their construction crew are fully subscribed for this year. Staff is therefore recommending that Council reprioritize the planning work for Mountainview Park in 2016 instead of Brookmere Park, thus delaying Brookmere to File#: /63238/2 Doc #: V1

6 Page 6 Coquitlam Metro Ford Soccer Club Portable Storage Facility In 2003, Coquitlam Metro Ford Soccer ("CMFS") was granted permission by Council through an agreement to locate a portable building on Mountainview Park at no cost. In addition to storage of soccer equipment, as envisioned in the agreement between the City and CMFS, the building is used for office administration and occasional meetings. The agreement provides for a 90 day notice period should the City require the trailer to be relocated. CMFS was contacted on April l, 2016 and asked to make arrangements to have the portable removed from the park in the next six months to make way for potential Mountainview Park improvements which includes an accessible pathway from the parking lot to the field in this location. CMFS asked that an alternative location be provided by the City and staff have assisted CMFS in exploring potential options. Should an alternate option be found, the terms of a new agreement to relocate this building on other City land will, by policy, require establishment of a term and market rent, and CMFS has acknowledged that they will be responsible for all costs including permits and moving costs. Alternatively, if no suitable alternative site is found, staff will work with CMFS to ensure the trailer is removed, at their cost, as late as possible without impacting the timing of this park project. Financial Implications: Capital Funding An annual allocation of $775,000 to the Sports Field Strategy Program has been included in the annual budgeting process since This reserve is intended to sustain the City's inventory of natural grass and artificial turf fields based on projects identified in the Sports Field Strategy. When individual projects are approved as part of the Business Plan, funds are allocated from the Program to a specific project in the Capital Plan. The reserve currently has a balance of just over $1.0 million. The Sport Field Strategy identified 10 sports field projects, including conversion of Town Centre North from grass to artificial turf, 5 artificial turf field replacements, 3 grass field replacements, and a potential project of converting Mackin North/South to an artificial/grass mix. A projection of the cost of these projects was included in the Strategy based and all these projects were intended to be funded by the Sport Field Strategy Program and supplemented by DCC's, grants, sponsorships and user contributions. The Strategy identified an order of magnitude cost projection for the replacement of grass fields at $400,000 per field however this figure did not include the cost of installing a new sub-base, in this case from soil to sand, nor the installation of drainage and irrigation. In File#: /63238/2 Doc #: V1

7 Page 7 addition, the cost projection determined in the 2013 Sports Field Strategy did not make an allowance for inflation of construction costs since it has not been typical practice to include inflation in long term planning and strategy documents. In future, staff will be making an allowance of 5% per annum for inflation of construction costs when preparing the annual capital plans. The approved 2017 Capital Plan assumed an anticipated allocation of $400,000 from the Sports Field Strategy Program to the Hartley Field Project. To proceed with this project, an additional allocation of $1.0 million is needed from the Sports Field Program to the Hartley Field project, leaving a nominal balance in Sports Field Program funding. Staff will bring forward a future report to Council with an analysis and update on the Sports Field Strategy Program funding prior to the 2017 budget process. With respect to funding for Mountainview Park, Council allocated $l million in Density Bonus funding to improve parks in Southwest Coquitlam. To date, this funding has been allocated to Rochester Park ($250,000) and Brookmere Park ($300,000) leaving a balance of $450,000. Staff recommend that this remaining funding could be allocated to fund the proposed improvements in Mountainview Park. However, until a more detailed design and consultation is completed, project scope and costs will not be fully known. The 2017 Capital Plan would be updated with any additional costs once the detailed design is discussed with Council, an appropriate project scope determined, and final budget approved. Operating Impact The maintenance of a single natural grass sports field costs the City approximately $23,000 per year for an irrigated, sand-based field. The existing operating budget for the unirrigated, native soil field at Hartley is $13,000. Therefore, the impact of the improvements to Hartley Field on the operating budget will be approximately $10,000 in additional costs annually to coyer additional fertilization, irrigation, aeration, etc. Should Council direct staff to proceed with planning additional improvements of Mountainview Park, as part of the detailed design, staff will determine the anticipated impact of the proposed park improvements on the operating budget and provide this information to Council with the final detailed design. This will help inform Council of the long-term implications of the additional park assets on the City budget. The maintenance and operating costs are determined based on the inventory of the park assets that are quantified when the design has progressed to a stage where these assets can be selected. File#: /63238/2 Doc#: l.vl

8 Page 8 Conclusion: The replacement of Hartley Field is currently a "B" priority project in the 2016 Business Plan and is consistent with the Coquitlam Sports Field Strategy ( ). As a straightforward grass field replacement project, the detailed design has now been completed, and staff intend to proceed immediately with project tendering and construction in order to enable the field to be completed and available for use in spring To capitalize on this work, staff are also proposing to take advantage of this opportunity to upgrade the adjacent Mountainview Park by implementing additional park improvements and provide the neighbourhood with a variety of new amenities designed to meet the needs of local residents. If supported by Council, the proposed concept plan will proceed through a public consultation and detailed planning stage. Final design and budget details, including long term operational costs, will be brought forward for Council consideration and if acceptable, this project is proposed to be funded from Bonus Density set aside in 2015 for Southwest parks, and be tendered in late fall 2016 with the goal of completing construction of improvements by summer Raul Allueva, RPP Attachments: Attachment 1 - Mountainview Park Context Map Attachment 2 - Hartley Field Detailed Design Plan Attachment 3 - Mountainview Park Landscape Concept Plan This report was prepared by Michelle Hunt, Director of Planning & Business Services and reviewed by Kathleen Reinheimer, Manager Parks, James Clarke, Manager Capital Construction, and Sheena Macleod, General Manager Financial Services. File#: /63238/2 Doc #: V1

9 Attachment 1 Mountain View Park / Hartley Field Walking Distances Meters NORTH

10 01 ALOCJ 2016 May 24

11 jll 1 - New Picnic Shelter 2 - New Crass Area 3 - New Benches or Tables 4 - New Playground Area 5 - New Bocce Court 6 - Paved Parking Lot (Potential) 7 - Ping Pong / Foosball Tables (Potential) 8 - Adult Exercise Equipment (Potential) 9 - Cushioned Walking Track (Potential) 10 - Hard Surfacing & Accessible Ramps (Potential) DIALOG 2016 May 24