SUN SAND
SEA
CALIFORNIN
MARINE FIELD TURF REPLACEMENT PROJECT 2023 - AYSO
June 20, 2023
Ms. Krista Skinner
Regional Commissioner
AYSO Region 18
PO Box 3597
Manhattan Beach, CA 90266
Dear Ms. Skinner,
Thank you for your interest in participating in the Marine Field Turf Replacement Project ("Project") with the City of Manhattan Beach ("City") to improve the Marine Field (the "Field") located at 1625 Marine Avenue, Manhattan Beach, CA 90266. City looks forward to working with AYSO as part of Project.
City agrees to the following conditions:
1. AYSO will pay City $225,000 (the "Contribution") upon execution of this Agreement. The Contribution shall be placed in a specific Project account and will only be used for the Marine Field Turf Replacement Project. The Contribution and other funds placed in the specific Project account will not be co-mingled with any other City funds.
2. On or before June 20, 2023, City shall provide to AYSO:
a. A hard copy of the plans and specifications for the Field; and b. All additional City requirements for the final engineering plans for Project (for AYSO's reference only).
3. Upon receipt of the Contribution, City will begin the contractual process for Project construction.
4. City will bear responsibility for its internal staff administrative costs of Project, and the Contribution will not be used toward staff costs. City will provide quarterly reports to AYSO on how the Contribution is used during the specific construction of Project.
5. Upon completion of the improvements, City shall maintain the Field pursuant to City's regular policies and standards. The Field shall be striped for soccer and display the City logo. City will review the proposed striping with AYSO prior to construction of Project to ensure that it complies with AYSO requirements. AYSO shall have no maintenance obligations.
6. City shall grant AYSO dedicated and exclusive use of the Field with no additional charges except for lights for the term of this Letter Agreement, September l, 2023 to August 31, 2033. "Dedicated and exclusive use" means that AYSO will have exclusive, first priority to the Field on the dates and times as outlined in this Section and that City or third parties may only use the Field on those dates and times if AYSO declines. AYSO can modify the dates and times of its dedicated and exclusive use of the Field, but only if City provides prior written authorization of such modifications.
a. Fall Season - September Ist to December Ist
i. Tuesdays 3:30-8pm
ii. Wednesdays 3:30-8pm
ili. Thursdays 3:30-8pm
iv. Fridays 5-8pm
v. Saturdays 8am-8pm
vi. Sundays 8am-2pm
b. Spring Season - March Ist to June Ist
i. Mondays 3:30-8pm
ii. Tuesdays 5-8pm
ili. Wednesdays 5-8pm
iv. Thursdays 5-8pm
v. Fridays 5-8pm
vi. Saturdays 8am-8pm
vii. Sundays 8am-2pm
c. Summer - July to September
i. Wednesdays 5-8pm
ii. Fridays 5-8pm
d. Winter - December to January
i. Mondays 5-8pm
ii. Tuesdays 5-8pm
iii. Wednesdays 5-8pm
iv. Fridays 5-8pm
v. Saturdays 8am-8pm
vi. Sundays llam-5pm
7. AYSO shall maintain a residency rate of 60% during the term provided in Section 6 of this Letter Agreement. Should the residency rate drop below 60%, AYSO will be required to pay 15% below the City's standard usage rate for the Field (as adopted by City Council) during AYSO's dedicated and exclusive use of the Field per Section 6 of this Letter Agreement.
Should the residency rate drop below 40%, City has the right to rescind AYSO's dedicated and exclusive use of the Field per Section 6 of this Letter Agreement. Residency is defined as participants (players who are fully registered with AYSO) residing in Manhattan Beach, as demonstrated through documentation such as AYSO registration form, utility bill, or renters agreement.
8. AYSO shall pay the City's standard usage rate for the Field (as adopted by City Council) for any time that exceeds the number of hours reserved for AYSO's dedicated and exclusive use during the applicable week pursuant to Section 6 of this Letter Agreement. City must offer to AYSO any additional time available (due to cancelations and schedule changes that occur more than 3 business days prior to the scheduled use of the Field) with a right of first refusal.
9. AYSO may trade any of its dedicated hours listed in Section 6 of this Letter Agreement with other groups authorized to use the field, with City approval, at no additional costs.
10. During all times other than those specified in Section 6 of this Letter Agreement when AYSO is not using the Field, City may schedule use of the Field in its absolute discretion. 1l. During all times when AYSO is using the Field during lighted hours, AYSO will be billed the standard light fee adopted by the City Council.
12. This Letter Agreement is binding on the parties in accordance with its terms. Each person executing this Letter Agreement on behalf of his or her party warrants that he or she is duly authorized to execute this Letter Agreement on behalf of that party and that by such execution, that party is formally bound to the provisions of this Letter Agreement.
Sincerely,
Bruce Moe City Manager
Concurrence:
Krista Skinner, AYSO Regional Commissioner
Mark Leyman, Parks and Recreation Director