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HomeMy WebLinkAbout13 - Lincoln Athletic Field Light InstallationCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 13 June 26, 2007 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Recreation & Senior Services Department Wes Morgan, Director —949- 644 - 3157— wmorgan (acity.newport- beach.ca.us SUBJECT: Light Installation Project at Lincoln Athletic Center Field #3 at Lincoln School RECOMMENDATION That City Council approve this project concept and direct City staff to work with -AYSO 57 and Newport -Mesa Unified School District to complete the light installation project at Lincoln Athletic Center field #3 at Lincoln School. DISCUSSION AYSO 57 is requesting approval of a light installation project at Lincoln Athletic Center soccer field #3. Soccer fields 1 and 2 are already lit as is the adjacent baseball field. This property is owned by Newport -Mesa Unified School District (NMUSD) and leased by the City of Newport Beach for youth sports activities. AYSO 57 has raised $150,000 for this project. City staff has reviewed this plan with NMUSD. NMUSD has given approval of the plan. In order to comply with school district regulations, the plan most also be submitted to the State Architects Office for review. Additionally, the Parks Beaches & Recreation Commission conducted a noticed public meeting on May 1, 2007 to consider this proposal. The notice was sent out to residents within 500 feet and to the residents of the Spyglass Hill Homeowners Association. The project received a majority of support from those concerned. The Commission voted unanimously to approve the project. AYSO 57 has hired an electrical engineer and has begun preparing plans. After receiving City Council direction regarding this matter, staff will work with AYSO 57 and NMUSD to complete the project. Staff and AYSO 57 will continue to address the ongoing operational issues which accompany the evening sports activities at Lincoln Athletic Center. ENVIRONMENTAL IMPACT The project is exempt from environmental review under the "General Rule" exemption. There is no possibility that the project may have a significant effect on the environment because all light fixtures will be cutoff design. Three adjacent fields have existing lights that do not impact surrounding properties, and the new lights will be located so as to not cause impacts on surrounding residential uses. City Council Policy K -3 — Implementation Procedures for CEQA includes minor changes to public infrastructure among the project types that qualify for this exemption. Prepared & Submitted by: Wes Morgan, Recreation & nior Services Director Attachments: 1. Concept Lighting Plan 2. Excerpt of May 1, 2007 PB &R Minutes 3. Location Map Lincoln Elementary School Soccer Corona Del Mar, California Date: March 20, 2007 To: Gary Wright Equipment Description Light- Structure Greennl System delivered to your site in Five Easy Pieces Tr• • Four (4) Pre -cast concrete bases • Four (4) 70' Galvanized steel poles • UL Listed remote electrical component enclosure • Pole length wire harness • Twenty (23) Factory -aimed and assembled luminaire Also Includes: • Energy savings of more than 50% over a standard lighting system • 50% less spill and glare light than Musco's prior industry leading technology • 10 -Year warranty including ten years parts, two years labor. Lamps are warranted for two years, with the first year including lamps and labor, and the second year lamps only • Constant light level of 30 foot- candles, +/- 10% per IESNA RP -06 -01 • DSA: This project is on school property, and must therefore comply to California Building Code, Title 24 requirements. Musco will supply complete pole and foundation structural drawings, per Title 24 requirements, ready for submittal to DSA by the project Architect/ Engineer of Record. Sales tax on the equipment is not included as part of this budget estimate. Budget Estimate Musco's Light Structure Green T" as described above and delivered to the job site: $ 58,000.00 Installation of Musco's Light Structure GreenTM: $ 15,000.00 Installation of electrical system (conduit, wire, switch -gear, etc.): $ 45,000.00 Electrical Engineering Design Services (includes submittal of plans to DSA): $ 71500.00 DSA plan processing and required inspection fees: $ 5,000.00 Contingency (Approximately 10% of project costs): $ 13,000.00 Estimated Project Total: $143,500.00 Optional Adder: Musco's Constant 25 Warranty, includes: Musco Constant 251m warranty and maintenance program that eliminates 100% of your maintenance costs for 25 years, including labor and materials — Based on 500 hours of annual usage • Guaranteed constant light level of 30 foot - candles for 25 years, +1- 10% per IESNA RP -06 -01 • Control Link;: Control & Monitoring System for flexible control and solid management of your lighting system Additive Cost: $7,700.00 Terms Payment of 25% of the contract price is required with order. The contract balance is due no later than 30 days after invoice date. Late payment will be subject to service charges of 1 ' /z% per month (18% APR). Musco will attempt to coordinate shipment so that delivery corresponds with the customer's payment schedule. It will be the responsibility of the wholesaler to ensure that Musco is aware of this delivery timeframe. We will expect payment within the terms described above unless there is a written statement from Musco's corporate headquarters stating the acceptance of different terms. • Delivery to the job site from the time of order, submittal approval, receipt of stamped /signed approved DSA drawings and contact information for the DSA fabrication inspector, and confirmation of order details including voltage /phase and pole locations is approximately 45 days. Due to the built -in custom light control per luminaire, pole locations need to be confirmed prior to production. Changes to pole locations after the product is sent to production could result in additional charges. Notes Quote is based on: • Shipment of entire project together to one location • Field size of 330' x 190' for Soccer field • Voltage and Phase per electrical system requirement (TBD) • Structural code and wind speed = 2001 CBC -C, 70 MPH • Confirmation of pole locations prior to production Thank you for considering Musco for your sports- lighting needs. Please contact me with any questions. Mike Marchetti Project Manager Phone: 949 - 754 -0503 E -mail: mike.marchetti @musco.com Fax: 949- 754 -0637 3 Fab ffl'ENT I IfT FOR ARMaIAN � 3 .31 -3l 28 PO ,39 -34 ,30 30 -;>9 27 425 Y27 2s 31 ,33 ;31 �9 W -P7 ',q X 33 Ai 36 }2 +29 330 -VE 34 ,38 4+ 84 �� OMC&MO=. A RVEN RPEFRATM-- - -MUMF GU"A "TEED PERFWMANCE S"&ar I ewnw�Dl Umd SD f !M, Bea V.u-, 2Nm ilc �'CiC 71 "RIZIX TAL FOGTC OLES AI a —74 S3 :ffib �AR � � alt DSEE L5:, vdmltiRZ ; 3y VwYl¢Rf EM.M.1 CV: 11! Geati ch" a do M. canVv ".. "rn �- L.P,.d 3,� 013 V dglS^n kcai'vh. —74 S3 :ffib �AR � � alt DSEE L5:, 3y VwYl¢Rf EM.M.1 Geati ch" a do M. canVv ".. "rn �- L.P,.d 3,� 013 V dglS^n kcai'vh. S, Z. r.�px "*.Il5GGs eg CDM AYSO Region 57 Field Lighting Addition Lincoln Athletic Center $150,000 Donation Proposal Version 1.0 March 23, 2007 Presented by: Gary Wright Executive Board Member CDM AYSO Region 57 e Lincoln Field Lighting Addition CDM Region 57 AYSO Board of Directors proposes to donate additional field lighting at the Lincoln Athletic Center. The Center's current lighting serves two diamonds for baseball or two fields for soccer. The expansion would light a dedicated soccer field commonly known as Lincoln 3. Background _ Proposal The American Youth Soccer Organization (AYSO) is a non - profit, all volunteer organization. Our motto is "Everyone Plays." Our objectives are to teach, promote, and develop Youth soccer; to develop our youngsters in body and character and to facilitate a positive experience of soccer competition for such youths. Providing every youth the opportunity to PARTICIPATE is uppermost in our minds. AYSO Region 57 encompasses the communities of East Newport Beach, Corona Del Mar, Balboa Island, Newport Coast, and North Newport Beach. The Region is bordered to the west by the Newport Bay, to the south by the Pacific Ocean, to the east by the City limits of Laguna Beach and to the north by the 73 Freeway (corresponding to City of Newport Beach council districts 4, 5, 6, and 7). In our 2006 -2007 seasons, we served 2,957 children aged 4 years to 19 years old; 2,149 players in the fall season, and 808 players in the spring season. AYSO Region 57 spends over $30,000 annually on maintenance of the fields, in addition to the cost of striping, field equipment (goals, nets, corner flags, first aid). Many of these fields are shared with adult and club soccer teams who benefit from these improvements but do not share any of the costs. Region 57 also pays the City a fee for field lighting and Park Patrol, and pays NMUSD for the use of their facilities. CDM Region 57 AYSO Board of Directors proposes to donate expanded field lighting at the Lincoln Athletic Center. The budget estimate of $150,000 includes: Musco Lighting's Light- Structure Green"" prefabricated 4 -pole lighting system Engineering design, Division of the State Architect (DSA) plan processing and inspection, installation, and equipment as described in the attached Budget Estimate. This project is on NMUSD school property, and is designed to comply with California Building Code, Title 24 requirements. Musco's Constant 25 Warranty 25 -year warranty and maintenance program as described in the attached Budget Estimate. Why Now? Competition for fields is increasing Player population ingrowing in both youth and adult sports. AYSO now faces year -round competition for fields from new leagues: lacrosse, adult soccer, and club soccer. Field allocations to AYSO soccer have decreased Region 57 was allocated 33% fewer fields (12) for its 2006 Fall season, down from 18 fields in its 2004 Fall season. Only two of these fields were lighted; both were restricted from use after 8 PM, and one was available only one day per week. Region 57 received zero lighted fields for its 2007 Spring season. No new, lighted soccer fields planned There are no new, lighted soccer fields planned in the City, and City Council has eliminated a proposed soccer field from the Newport Center Park site AYSO National Regulations mandate smaller teams Region 57 is obligated to comply with AYSO National Regulations that dictate team sizes by age division. In the 2007 Fall season, this translates into more practices and games played by more teams, requiring more field time. For example, in the U10 division, there will be an increase of 16 teams, from 40 to 56 (assuming no growth in player count from 2006). U10 will need 112 practice slots and 28 game slots per week. Benefits to the Community Increases available lighted soccer fields by 33% Adds a dedicated, lighted soccer field to the shared facilities (baseball and soccer) at Arroyo and Lincoln 1 & 2. Increases available field time for training sessions, team practice and games During Pacific Standard Time, the field could accommodate 12 practice slots per evening, up from zero. Provides flexibility for rescheduling The fall 2006 season field schedule had no allowance for rainout — any rainout could not be made up, especially during the Playoffs which relied on lighted fields. Luckily there was only one rainout — a Monday night game. Increases utilization of City - leased facilities Taxpayers get more value from the current City expenditure to lease the Lincoln Athletic Center from NMUSD. Impact to the Neighborhood Additional lighting provides the minimum illumination acceptable to the State The average field illumination is 30 foot - candles, which is the same brightness of existing lighting on Lincoln 1 & 2. 7 Spill light falls entirely on public right -of -way 70' poles minimize the spill light to a maximum of .20 foot - candles adjacent to the nearest private property line. See attached aerial photo showing 150' spill line. Electronic controls manage time of use Key cards and remote control by the City insure that only authorized users may turn on the lights, and they may be turned off remotely by the City if needed. Similar lighting in use below Turtle Rock and Turtle Ridge view homes in Irvine The proposed lighting is similar to lighting recently installed at the new UCI field complex_ and Irvine's Las Lomas Park (just outside the City of Newport Beach boundary north of the 73 Toll road). Community Outreach TBD Region 57 will conduct preliminary outreach to homes immediately adjacent to the field and the Spyglass Hills HOA prior to the April 3, 2007 PBR Commission meeting. Support Needed from the City of Newport Beach 1. Recommendation by PBR Commission 2. City Council Support iii Attachmen 1. Budget Estimate 2, Contractor Information 3. Illumination Summary _ 4. Equipment Layout 5. Aerial Photo with 150' Spill Line CITY OF NEWPORT BEACH Parks, Beaches Et Recreation Commission Regular Meeting May 1, 2007 - 7pm Convened 7:02pm ROLL CALL Present: Debra Allen Tim Brown Bill Garrett Phillip Lugar Marie Marston Cristine Trapp Absent Greg Ruzicka Staff: Wes Morgan, RSS Director Mark Harmon, General Services Director Dan Sereno, Parks Et Tree Superintendent Teri Craig, Admin Asst Except Minutes from May 1, 2007 - Item 8 oni Lights for Lincoln School Field #3. Director Morgan stated that Recreation Manager Sean Levin would be introducing the topic and proceeding with the presentation. He stated that this item had been discussed in April and it was explained that staff had been approached by AYSO 57 to discuss lighting Field #3 at Lincoln. He stated that this is actually a decision that will be made in its final action by NMUSD but it was felt that sincethe City is the leaseholderand the participants at that site are NB residents that the first place to conduct and receive comments would be at the Commission level. He went on to say that the Commission's role is to gather input, make comments and they will be forwarded to the School District and will not be stopping along the way at the Council level. Recreation Manager Sean Levin thanked the Commission for agreeing the hear the issue and that the City leases the land at Lincoln Athletic Center from the NMUSD and is used by the youth and adult sports groups. He stated that the facility has three fields, two lighted and all three are scheduled, maintained and operated by the City. He stated that lit fields continue to be a problem within the City and therefore AYSO 57 has proposed to install lights at Field #3 at their expense. Manager Levin stated that NMUSD staff are not opposed to the request. Gary Wright, AYSO 57 stated that the problem is that there is a lot of competition for lit fields and that is why AYSO 57 is willing to donate $150,000 to light field #3 and noted that they are seeking approval through the minutes of the Commission. He stated that they have tried to be good neighbors and have not personally received any negative comments. He noted that Council Members have received emails from parents and hopes that everyone is feeling good regarding the outreach that has been done. He stated that the proposal is to install a 4 -pole system is a little higher then normal so that the light is shining more directly down on the field which will minimize the amount of light that spills out into the surrounding area. He went on to say that the lights are designed to be the lowest possible wattage to make it similar to the lights that are already installed. He i( stated that AYSO donates about $30,000 every year in actual field and maintenance and that does not include the goals or the first aid kits and all the other stuff that is used by our program but the other programs that compete for the same space such as adult soccer and lacrosse. He noted that they are even willing to cover the cost of the maintenance for these lights with a 25 year warranty so that there will be no overhead cost for the city. He stated that all they are asking for is approval by the Commission and urged them to forward their recommendation to the NMUSD to move on. Commissioner Allen asked Mr. Wright if he had talked to Spy Glass neighbors. Mr. Wright stated that he had spoken to the HOA Management of both Jasmine Creek and Spy Glass and emailed the proposal to them and has not heard any negative comment_ from them. Director Morgan stated that in the staff report commissioners can find the postcard that was mailed out to all neighbors within 500 feet and Spy Glass homeowners and staff did not receive any phone calls. Commissioner Marston stated that she was in favor of the field lights but did question about street lighting on San Joaquin and wondered about the glare impact. Mr. Wright stated that he believed that there were street lights and that the spill does drop off rapidly from the field. Commissioner Marston stated that if San Joaquin is lit then there probably is not a glare issue. Manager Levin stated that he did receive a few calls - one from Spyglass Hill HOA and wanted to make sure that everyone got noticed and from Jasmine Creek HOA President that said there were a few residents that were not in favor of the installation. Chair Garrett opened the public discussion Andy Thompson stated that he was a resident of Jasmine Creek and noted that he was more concerned with the additional noise rather then the lighting that field #3 will create. He requested that if the lights are installed they include a tamper proof timer so that they are turned off at a reasonable time which would be 9pm to him but thought reasonable might be different for others. He stated that he had met with some of his neighbors and that they agreed with his comments made. Chair Garrett stated that the proposed lighting system does include a card system that can be turned off remotely by City staff. Bob Kopicki representing the Canyon Crest Estates HOA noting that they are a small organization with 42 units directly across the street from Lincoln Athletic Center and are more impacted by the lights from field #2. He read the following into the minutes addressed to Director Morgan: The Canyon Crest Estates HOA Board of Directors wish to express their concern of the proposed new lights at Lincoln Athletic Center. The Board is opposed to these light installations because we anticipate much higher noise levels and on increase in traffic activity. He stated that basically if you are increasing field capability by 50% then it is believed that they will receive a 50% increase in noise and traffic. He went on to say that there is a timer on the existing lights that shuts them off at 10pm and a card system but unfortunately that has been somewhat abused and nobody wants to take the time to walk to the card slot and turn off the lights by themselves and let them go until 10pm and generally between 9 and 10pm there is no one on the field and so that is a horrible waste of electricity. Mr. Kopicki stated that the AYSO should be commended on their generosity however they are opposed to any additional lights at the Center. He stated that they have endured these existing lights on the two fields along with the traffic and noise and that Lincoln field #3 is a band -aid situation to the real problem because the City just needs a lot more lit fields for all the youth and other athletic organizations that want to use them. He suggested that an investigation be done to light up larger facilities such as Bonita Canyon Sports Park, Newport Coast, Harbor View and stated that these are all areas where most of the people that use the fields actually live. He stated that it is time to share responsibilities and compromise a little. He stated that Lincoln already has two lit fields and believes that is more then enough and anymore should be installed somewhere else with a compromised sharing responsibility of who is going to be looking at the lights every night. Bob Caustin stated that he has a child that plays soccer and noted that scheduling is quite difficult, He noted that he felt sorry for those people that have problems with the sounds hearing of kids having fun. He urged the Commission to send it forward tot eh school district with their positive comments. Chair Garrett closed the Public discussion Commissioner Brown stated that he thought that 10pm might be a little late and especially if the field is not being used and wondered if they did have a 9pm turn -off time for this particular set of tights and also for the existing ones if that would mitigate some of the concern. Recreation Manager Levin stated that he was glad that Commissioner Brown had asked that question. He went on to say that the current system is set to turn off at 10pm if not turned off manually before that. He stated that the system is a card key system and the coaches when they show up at the field need to slide their card thru which activates the system and it turns green; however, this is a constant challenge for staff because we are always having to remind the coaches that at the end of their games that they need to return; slide their card key again and push off the light system. Manager Levin stated sometimes that is why the lights are left burning and if they are left on and should anyone in the audience sees them that he would like for them to call the Park Patrol and they will come and turn them off. He noted that if the system were set up in a perfect world they would automatically turn off when the last person leaves the field - however that is not the way it works. Commissioner Brown asked if there were anything that could be done to encourage the coaches to be more cognizant of this issue from either an administrative standpoint or their own. Manager Levin stated that he is always asking that the coaches be notified usually by email about this requirement and typically it is in the beginning of the season when there are new coaches because it is a volunteer organization so there are new people that come on every year and so there is a learning curve in the beginning so we just have to remind them to turn them on and off and the problem get less and less. Commissioner Trapp asked if the fields are even used between 9 and 10pm and would it be problem for them to default to the 9pm hour. / _'S Manager Levin stated that it depends. He noted that there is no adult use except in the summertime. He said that he would need to check with Little League but thought that they were probably done no later then 9pm because it is kids we are talking about. He went on to say that it usually only goes to about then. Commissioner Lugar stated that he also agrees with Commissioner Trapp and that it seems reasonable to have a 9pm turn off time for the existing lights and the proposed lights and commented that he lives near a park and that at 10pm it does become bothersome. Manager Levin stated that he would check with baseball noting that sometimes they do have a game slot that might go a little later then 9pm so in fairness to baseball staff would need to check with them. Chair Garrett stated that he would like to assure the residents that their comments are being taken very seriously and that the time and effort, and the amount of money that is being put into this project also has to be looked at and so it is the Commission's job to look at the greater good and noted that soccer fields are needed in this community and we need more lighted fields and it is possible that when more soccer fields come online later that this could be addressed again to mitigate the residents concerns if there are problems. He reiterated that the Commission does take this very seriously and this is just the beginning of a very long process and if there are concerns there will be many more opportunities to voice them. Motion by Commissioner Brown that the Commission (1) supports the installation of the lights at Lincoln Athletic Center Field #3, and (2) that since it appears that there does not need or seem to be any activity on the fields after 9pm and that the lights are currently in place are defaulted to 10pm; that they now be changed to turn off automatically at 9pm and therefore the residents would get some relief now and with the proposed lights that they also be defaulted to 9pm. Director Morgan stated that he would let the Commissioners know if there are street lights on San Joaquin. Mr. Wright stated that if there is going to be a limit on game to be complete and off the field by 9pm then asked if there was a way to dedicate the game slots time to kids games which run shorter as opposed to adults games. Motion carried by acclamation ADJOURNMENT- 9:15pm Submitted by: Teri Craig, Admin Assistant Iq