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Schedule and Users. Coordinate with LRCS; Linda Phelps has recently worked on updating <br /> scheduling policies with 4J. <br /> Rental Rates. Need definition of how rental is to be managed, and how income is to be <br /> managed or retained for maintenance. <br /> Field Maintenance. The City and 4J agree to share in the cost of on -going and annual <br /> maintenance based on the pro - rata share of community use vs. School district use. The total cost <br /> will be off -set by any amounts collected for maintenance from other users. This section refers to <br /> prorating costs in proportion to usage in several paragraphs. Staff are concerned that prorating <br /> on a time basis does not accurately reflect the impact of different types of usage. For example, <br /> staff believe that two hours of football practice or games creates a much different impact on field <br /> wear and maintenance than two hours of kids soccer. A method of allocating costs other than <br /> just time of use would be preferred. <br /> 4J grounds staff have estimated the maintenance cost for a multi - purpose field as less than <br /> $5,000 annually. With some additional minor repairs, this cost might be on the order of $7,500 <br /> per year. Costs for maintaining the youth sports complexes are estimated at <br /> The City and 4J shall determine how the maintenance is to be performed (i.e., City staff, 4J staff <br /> contracted, volunteer, etc.). <br /> 4J policies will govern the allowed maintenance and capital improvement procedures. Given <br /> the City staff concerns about adopting 4J's grounds maintenance practices, staff recommend that <br /> a functional separation of responsibilities be pursued at the staff level, if not in the agreement <br /> itself. This would work similarly to the City's current agreements with the Bethel District <br /> (description to be provided by separate memo). An assumption is that 4J's policies would only <br /> apply on land owned by 4J. This may be another reason to reconsider the provision that land <br /> will be transferred to 4J. <br /> Also, what is the reference to "capital improvement policies" mean in terms of design, <br /> construction management and inspections /acceptance related to the sports park components. The <br /> City will have a significant investment in determining how and to what standards those <br /> amenities are built. Will there be a conflict with 4J policies? <br /> There will be periodic larger capital improvement or major maintenance costs which will be <br /> borne in the same ratio. (See first note in this section) Such costs might include painting, light <br /> replacement, basketball rim replacement, and so forth. <br /> The most significant anticipated capital improvement is the replacement of the artificial surfaces <br /> for the multi - purpose fields. (The replacement cost in 1999 dollars is approximately $2.6 <br /> million for the four fields). Given the magnitude of this improvement, the City and 4J agree to <br /> work together to fund such improvements in the future. Funding might be derived from a <br /> combination of bonding by either or both agencies, fund - raising, rental income, or other sources. <br />