The City Council directed staff at its Feb. 15, 2016, work session to bring renewal of a soccer use agreement with the Amend Park Development Council (APDC) forward to its March 14 meeting.  The Council also requested a meeting with the APDC no later than Jan. 23, 2017, at which the APDC would present a business plan for the Council to consider as it decides whether to renew the contract for another year. 

Council action followed a 4-3 vote by the Parks, Recreation and Cemetery Board to recommend terminating the agreement by March 14 to meet a 90-day notice requirement in the document.  The Park Board proposed that the City's Parks, Recreation and Public Lands Department (PRPL) take over operation of the soccer fields.  The vote followed complaints from area soccer clubs of deteriorating turf conditions, rapidly rising and varied rental charges to user groups and difficulty in scheduling fields at Amend Park.  In addition, PRPL had not received proof of insurance from the APDC and learned that APDC's not-for-profit status with the Montana Secretary of State's Office had lapsed three years ago.

Proof of insurance, budgets for 2015 and 2016 and a list of potential fees for 2016 were provided to the Parks and Recreation Board shortly before the Feb. 17 meeting at which the recommendation to cancel the contract was made.  APDC also has made application to the Secretary of State to renew the not-for-profit status, which it expects will occur by about April 1.

City staff and representatives of APDC and various soccer groups have met on several occasions since the Council gave its direction.  The first part of the soccer season begins March 14.  At a meeting on Feb. 23, the soccer groups:
1)     Agreed to submit a letter to the City by March 4 (attached), indicating their intent to support APDC in future efforts to continue the scheduling, field striping and net and goal installation at Amend Field;
2)     Under provision 5.2.6. of the current agreement, asked PRPL to take over field maintenance starting June 24, 2016, for a fee paid by the soccer leagues.  APDC and PRPL since have begun discussing whether PRPL should take over turf management this spring, which is the optimum time for such work to occur;
3)     Discussed incorporating an on-line field scheduling program that would give preference to soccer clubs for use, but also allow other groups, such as lacrosse, to use the fields during the soccer season; and
4)     Complete the not-for-profit registration as soon as possible.

The agreement could be allowed to renew without Council action on June 24.  However, the staff suggests that Council approve the agreement contingent upon its re-negotiation no later than Jan. 23, 2017,  of amendments that reflect the above changes.  Should problems continue to occur, the Council could invoke the breech provision of the agreement and take over Amend Park operations
within 30 days, if the problems were not handled.

Newly  elected APDC President Michael Mayott plans to be present at the March 14 Council session to answer questions.

City Council may:

• Take no action, in  which case the Use Agreement would automatically renew June 24;
• Approve the staff recommendation to renew the agreement contingent upon its re-negotiation no later than Jan. 24, 2017, reflecting the agreements outlined above; or
• Disapprove the Use Agreement renewal, which would revert operation of the Amend Park complex to PRPL, as recommended by the Parks, Recreation and Cemetery Board.

Any costs incurred by the City beyond the basic maintenance provided to all parks would be paid by the soccer associations under the recommended option.  If the City takes over the operation of the soccer complex completely, the estimated cost to the City would be about $200,000, including concessions, which would have to be offset by charges to the various users.

Staff recommends approving renewal of the agreement contingent upon its re-negotiation no later than Jan. 24, 2017, reflecting the agreements outlined above.