Parks staff asked the Committee of the Whole on Sept. 29 for informal council support to accelerate turf installation at Fields 9 and 10 and to replace the Championship Field (Field 2) during the off-season, citing potential cost savings and the ability to meet tournament demand next summer.

Why it matters: completing the turf and related parking work in the off-season could reduce construction costs, allow the city to confirm field availability for tournament directors and potentially increase rental revenue; staff said funds already exist in the hotel-motel fund reserves to pay for the work.

Parks and Recreation Director Andrew said contractors indicated work done in winter and early spring can produce “considerable cost savings,” and he told the committee that the city is already “at a $250,000 savings just on buying the additional piece of turf for the field 2.” He said coordinating the turf installation with planned parking-lot work could further lower the overall cost because earthwork contractors would already be on site.

Funding and timing: Finance Director Sandy Evans reviewed the hotel-motel fund (Economic Development Fund 51) reserves. She said the city ended FY25 with about $2.1 million set aside for field work and that a planned transfer of roughly $1.5 million in the coming fiscal year would bring estimated turf reserves to about $3.6 million; staff estimated total cost for the three-field scope at approximately $2.829 million and said those numbers would be vetted further.

Staff emphasized sequencing: Andrew said performing the work before summer would avoid clashing with school and tournament schedules, which can delay summer construction and push completion past peak rental season.

Council response and next steps: staff asked whether the council was comfortable with Andrew moving forward to refine contracts; the committee gave informal assent and asked staff to return with polished contracts and additional detail at the November parks and environment meeting. Mayor Van Hook and Interim City Administrator Grant Litekin indicated staff would present final contract documents and budget figures for formal council action later.

Quotations in context: Andrew said the off-season timing “would be considerable savings” and that the city is “already at a $250,000 savings just on buying the additional piece of turf for the field 2.”

Ending note: no formal vote was taken; staff will pursue bids and finalize contract details and return to council for formal approval in the coming months.