City of Pacific Park Board sends PSA lease recommendations to aldermen, urges partnership terms

The City of Pacific Park Park Board on May 12 voted to forward a set of recommendations on the proposed PSA lease agreement to the Board of Aldermen, asking that the aldermen adopt a 10‑year term with renewal options and include specific expectations for in‑kind work, insurance and planning communication.

The recommendation matters because PSA will use three of the city's ballfields for part of the year; the park board sought to preserve public access, clarify maintenance responsibilities and ensure the city receives regular, verifiable improvements in exchange for long‑term field use.

Alderman liaison Mr. Cleave summarized negotiations and several sticking points: PSA requested a 15‑year lease but agreed to 10 years as written with renewal options; PSA asked to add its season dates (July 1–Nov. 30) and to allow Sunday use when city events do not extend into Sunday. Cleave said the agreement now includes a drawing that shows the three fields PSA would lease.

The board reiterated a longstanding approach to in‑lieu fees and in‑kind work. The park board's intent is that PSA provide an average of about $2,500 per year in materials and labor to maintain and improve the fields; Cleave said the PSA did not want a dollar amount written into the lease but the board recommended keeping a $2,500 benchmark and asking PSA to submit a multi‑year plan or periodic updates describing planned contributions. "Our intent in the $2,500 was just to make sure that, you know, they're not just taking advantage of the city in what they're doing," Cleave said.

The board also pressed for operational clarifications: that city maintenance schedule and mowing height be reflected in the agreement (the board noted a request that grass be cut to "3 inches or less" when maintained for PSA use), that damage to fields caused by third parties remain the city's responsibility, and that the lease contain minimum insurance requirements. Cleave said he had spoken to the city attorney to ensure the lease's Section 8 names the city as an additional insured and includes minimum values or language directing the attorney to set appropriate amounts.

Concession‑stand use drew discussion: PSA said it would work with other organizations but must ensure insurance coverage for any groups operating equipment in the concession area. The board asked that PSA verify the insurance and liability arrangements before the agreement is finalized.

On planning and accountability, the board asked PSA to provide either a multiyear plan or regular (annual or biennial) statements outlining planned investments so both parties can anticipate larger capital items such as lighting or scoreboards. Cleave said the board preferred a 2‑ to 3‑year outlook or annual submissions rather than a binding long‑term capital schedule. "Maybe not necessarily have something in there that is binding, just, you know, every year or every other year, submit a plan for what you plan to do for the next, you know, 2 calendar year or 2 seasons," he said.

A motion to forward the lease with the board's recommendations to the Board of Aldermen carried on a voice vote. The board's motion did not finalize the contract; final execution and any further edits are the Board of Aldermen's responsibility.

Background: the PSA (as the transcript identifies it) has used city fields and historically provided in‑kind work; park board members said PSA typically averages roughly $3,000–$3,500 in annual contributions over the past eight years, which informed the board's suggested $2,500 benchmark. The board also discussed typical agreement elements — season dates, a field drawing, insurance and damage allocation — and asked the aldermen and city attorney to finalize the language.

The board chair asked Alderman Cleave to present the park board's recommendation to the Board of Aldermen for final consideration.