City Council - Special Meeting

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saying one and the same. Thank you. Is it time? Yeah. Okay. All right. I forgot my sheet.

Okay. This of the Oaklair City Council will come to order. Please stand for the pledge of allegiance. I aliance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. City clerk, please call the role. Council member Bergie, here. Rooster, here. Johnson. Here. Miller Otto here. Reed here. Shon here. Serrano. Worthman

here.

Great. Thank you and welcome everyone to our special meeting tonight. Uh let's see. Monday, March 30th. We have one item on our on our agenda tonight for the special meeting. But first, we will have a public discussion. So at this time the city manager I think yes we'll present on what's before us and then council can ask the city manager questions and then we will open it up to the public for a public discussion and so people from the council chambers can then come up and speak and you can speak for four minutes and then that time uh the council might have questions for you all and I know United is in chambers so um council might have questions for you then and so we can um yeah get that information and then we will actually we will vote on it. So I'm just like usually it's separate so it's a little different but then we will take it up for our business item and then vote on it and then we will adjourn. We do not have any public comment open public comment tonight. So the only public comment we'll be taking is on the Oaklair Soccer Park agreement. So all right with that we'll start with our Oaklair Soccer Park agreements. Uh city manager Hirs.

Okay. Thank you. Uh so just quick uh history the innovation fundings we've been trying to apply for them to make us eligible for for the grant funding. Um we worked on a number of different proposals um for different reasons. We were not able to complete them um largely because of the complexity of um the transfer of services. Um we were able however to get to this point with um the agreement for soccer park operations. Um and that's for a few reasons. One because it's a little less complex than uh the operation of something a facility like Hobs. Um and two because there are user groups that have been um very invested in the park for many years and raised money to create it. Um and uh so they have been really uh very active stewards of the park already. Um and three it's a good candidate because the city subsidize it subsidizes it significantly. And so this um in applying for the innovation funding it helps cover some of the of the gap um so that the city can pull back a little bit. And then it's a hope that the users user groups can um also help close that gap through um uh partnership agreements increasing the fees a little bit. Um maybe reducing the cost of um of the work completed. Um so there there's some hope there that that it's a it's a good uh outcome. And um so we uh met with it's a very as you know a very compressed time frame to put this proposal in. And so we really just thank the user group so much for they just went so above and beyond to try to figure this out and as did Pat Newerk sitting in the back. It was very

challenging. um we wanted to put it in in this first round because it's the most likely to be awarded uh the funding um because it's not one of the innovation funding priority areas and so there as we understand it there are not very many applications in this first round. It's due tomorrow um because of the same issues of the compressed time frame. Um and so we're really happy to put one innovation fund grant application in um knowing that it has its very best chance of being awarded. And so we will be submit if once you approve the if you approve the agreement we'll submit it tomorrow. Um and it allows us to get 25% of the um cost of operations for five years and that funding will go to the user groups largely um and then they will assume operations for the park uh July 1st and um the lead group is United um and they are working very closely with ASO and the reason why United stepped forward is because they have a little bit more autonomy versus to enter into these agreements versus ASO which is part of a national organization. Um so I am available for any kind of questions. We have our attorney, our recreation director, um our finance team and um or and or you can call we can do the hearing and then you can ask questions of the of the other the partners.

Okay, great. Council member Sean, thank you. Council President Bergie, um could you if you stated it restate um or share with us exactly what the financial impact of this would be? I know you said you mentioned the 25% figure um but it would just be helpful to understand what the annual impact or um benefit to the city would be and then also the the collective total over the 5-year period.

Um do you want to answer that, Pat? Good afternoon, council members. Thank you. Um related to the the financial questions, so the the operating expenses of the soccer park in 2025 were just over $193,000. Um the grant application allows us to submit for 25% of that. So it's approximately $48,250 for five years that would be allocated to, in this case, Oaklair United as it relates to this agreement. Um I I can provide a little bit more operational detail as well. Um so in in essence this transfers all operational responsibilities of the soccer park to Oaklair United. So things that we as Oaklair Parks and Recck uh are currently and and have historically been handling would include the policies and procedures for the grounds, uh scheduling of use of the fields and the grounds, all of the maintenance associated with the playing surfaces, the irrigation system, all of the loose property that we will still retain ownership of. So things like the soccer goals and benches and drinking fountains around the grounds would all become uh maintenance responsibilities of Oaklair United. Um and then all revenues and expenses of operating the facility would go through Oaklair United as well. So um ASO would then be working with Oaklair United for using the facility as opposed to working with us. Um we as the city would still retain ownership of the property. Um there is a provision within the agreement where they would have the option to purchase the two mowers and golf cart that are associated with the operation at current bluebook value. Um and then our own parks and wreck usage of the facility will continue as it

currently has and uh at no charge to us as well. Um and then I believe Oakclair United has also committed to ensuring continued public access of the facility as well. So I think those are probably the the prevailing operational aspects related to the agreement. So

So if I can just add to that. So basically there's a cost of about almost 200,000 to operate it. Um historically how much revenue has it has it generated? So in 2025 between Oaklair United and ASO it was about $525,000 not including the summer tournament that Oaklair United hosts and then not including any other events like Monkfest which we'll be having again this year as well. So, just so to understand, the implication for the budget is it provides about $150,000 um that can go back into to paying to to closing this budget gap by reducing um the subsidy to the soccer park. And just to note, it does entail um so the $50,000 helps with that, but it is it is still a challenge for the user groups because they have that that remaining gap to close through either reducing the cost of maintenance and running it or increasing revenue.

Yep. Yeah. Council member Ad, do you have Oh, thank you. Council President Bergie, do you have for Mr. New Kirk do you think or I think either um okay say we vote to approve this and the grant gets denied what happens? Sure. So this agreement is contingent upon the grant being awarded. So if the grant does not get awarded this agreement doesn't happen. Well that's a big piece of information. It's our it was our understanding that as long as they meet the requirements of the grant they're largely we expect it will be rewarded awarded not to jinx. Okay. Council member Boga.

Thank you council president. Uh as somebody who called soccer park my second home. I think a lot of people know who live here they know that I spend hours and hours in the soccer park. seven almost 7 days. Uh I have a lot of questions but I will start asking maybe two or one I think because there's another city council would ask. Can you maybe speak a little bit what's the relationship between ASO and United? That's where we need to start from first. Sure. I I can speak to that from my perspective as the um the point person that has coordinated both of their uses of the facilities for the last few years. And then beyond that, I will defer to the groups to speak for themselves. But um both organizations in in and this has come out in the discussions that we've had with both groups in the development of of where we're at today. Um they both have a little bit different niches in the soccer community within Oaklair. Um, and I I think it's become clear through this process that they see working together as a priority to continue to ensure that Oaklair is a great soccer community and that kids have the opportunity at whatever level of commitment, whether that be just trying it out, maybe playing in the spring and fall, or maybe even becoming very competitive and traveling. I think they've both stated that they're that's their priority in all of this. regardless.

Okay. So, Josh, then I would ask. Okay. Uh, council member Miller. Uh, thank you, Council President. Um, question I had was that so um the basis of the innovation grant is based on 2025 total and then divided by um um as we know every year things just get more expensive. So, that kind of does lock it in at the 2025 rate. So um costs go up in 27 2029 30 it's still only going to be 25% based on 2025. Is that is that correct? I am actually not totally sure. Yes. Yes, that's correct. It's based on 25.

Okay. Um I'm just kind of wondering maybe more for finance side or city manager side that um has that been kind of thrown into the calculus of um the Oakair United taking this over knowing that you know fees may go up but our innovation grants going to stay flat for these five years? is um just making sure like that the our partner in this proposal is has kind of factored that into the proposition. I I guess that would be a question for them. Sure. Okay.

There may be other ways the city can you know um this doesn't preclude us helping in some way in the future like providing scholar if we come into money we could provide scholarships for individuals or pay for the city's use of the time. I mean there it's possible to help in the future but this is just an opportunity we have now. Yeah. Sure. Okay. All right. Thank you. Okay. Uh council member Joan Ashone.

Thank you Council President Brigy. Um so I I'll say I really appreciate that um the user groups are interested you know to to working together and collaborating to ensure that this park can you know be sustained for all the user groups involved moving forward. I am curious to understand though um if we uh approve the resolution tonight and we're successful in receiving the grant award and after a year or two if it's not working for one or both parties I do see in the the contract language there's language here about termination um and it indicates mutual written agreement of the parties would constitute grounds for termination. I just want to make sure I understand, you know, if the user groups are really finding it difficult or straining. Have we talked about what that would look like or if there would be plans to adjust course in a year or two if things are not going well?

Uh just in my opinion, we own we own the park and the care a lot about its, you know, future and so we are partners and um if it's not working for the users, we will go back and um figure out a plan. Um, but it's certainly we're wedded to them and they to us and all of us to the park and the space. So, um, I think we will figure it out as we go. Council,

thank you, Council President. Yeah. Uh my question uh to our city manager Ashan or uh or our director uh you know this soccer field is used by a lot of minority groups. Have you guys contacted them talked to them about this? And what would United do to these guys?

What they want to learn about it? So if I I can help just partly answer that if there are are there are basically if you have this premium surface that costs 200,000 to maintain like it's uh as I understand it it's the best turf in a long a large area and so ASO and United pay a lot of money and will be paying even more to use it the premium surface. So if an another group wants to use it without paying like an open access time, is that what you're talking about? Yeah. Yeah. Yeah.

So we we really we really need to find a way to pay for that. That that's basically I mean that's what we have to you all have to decide as a council who do like who gets to you who do we subsidize. And so if it it does, you know, it creates tension if one group is paying a lot and another group is paying nothing. So if we value that, we should find a way to subsidize that. So we should, you know, if that's, you know, that may be something that we could pay United to create that that space and time to create a program, but it but it's we I personally feel like the city there if this is something we care about, we have to fund it.

Can I can I ask a followup on that? Sure. What what is council member Amoga talking about? Because I was only under the impression that it the soccer park is a public facility and that groups like pickup games can happen among different community members and the space regardless. Is this changing? Is that opportunity changing because of this contract?

I'll start with the answer to the first part of the question. So officially the policy is that it's a reserved use athletic facility. Um however we have always welcomed and continue to welcome use of the facility that doesn't interfere with the reserve uses. Um and I guess I would defer what Oaklair United's plan is to Oaklair United. I think they can probably respond to that question. Um what was the second part of your question? Sorry, that was

um as it relates to community use, what is written into this agreement and in the spirit of collaboration is that existing community uses would continue and that that has been our understanding and expectation through this process. I still have questions, but you go ahead. Yeah. Council member Brewster.

Thank you, Council President. Um so you know with all the this is a city manager question you'll probably get more so I don't know um with all the discussions um you've been you know pretty clear about your desire to keep employees on staff. So, you know, if if this is, you know, $193,000 savings to the city, but we're also keeping, you know, $81,000 worth of of staff still there. That seems like it's not actually the same amount of savings, like it's a much lower amount. Some of it is like irrigation or or water use and not people part. But the people part would be that that it's a seasonal um kind of work and those positions those people would be shifted to other work and then other positions not filled. So we're we're looking to not lay off anybody but there will be transfers and position reductions.

Okay. So the the savings would be in the equipment and materials and staff. We were lowering our staffing. So we'll have fewer staff. Okay. But it's just that somebody that's why we're doing this now so that we have nine months for a position that opens and somebody will transfer into that.

Okay. So the the the the employees that are getting hired for this, they are just hired for the summer to do this. It's a mix of positions, but basically we're reducing the staffing, some seasonal, some permanent. The only way to get to the savings is by reducing the staff and reducing the workload and reduce reducing the services. No matter what we do, we have to reduce staffing services workload. Okay. Council member Otto.

Oh, thank thank you, Council President Bergie. I'm wondering in the context of if this were to pass, we would lose some control over how it's we would lose a lot of control over how it's operated and we can't really know the consequences of that. But just for a bigger picture, I'm curious if any study has been done on the economic impact to our community of the soccer fields. I know a lot of people visit, especially in warm months because of that. Um, has such a study been conducted? The last time I'm aware of that being looked into would have been all the way back in 2013. Um, Visit Oakclair did an economic impact study on events happening at parks and recck facilities. I cannot recall at the moment if the soccer park had any specific events looked at. I'm sure it did. Um, but more recently, I'm not aware of anything, but it's possible that there could have been. Um well the um visit Oclair is now gearing up to do their destination um their destination development master plan or the tourism master plan. So that could be a question added to it. Um I know that there is a desire as Pat as um uh manager Newkerk um and uh other partners have said there's a desire for really large sports complexes as it relates to tourism because those create um lots of uh opportunity for tournaments. So like um manager Newkerk had talked about the Blaine model which has many uh rinks and many many sheets of ice and many indoor and outdoor um turf uh grass fields and turf fields. So that would be something that would really move the needle on on tourism. Um, but of course, you know, then the

city doesn't capture much of that revenue because we don't have a sales tax. So, does it's harder to but it does have other benefits. Okay. Um, just minute, Councilman Boa, I just want to squeak in a a question here. If it and just to remind people or as our uh deputy city or assistant city attorney uh mentioned to me, we do need six votes for this to pass. So like almost all of us I think. So if it does not pass what does that mean? Uh it means that we are looking at closing this gap in some other way. Okay. All right.

Thank you. Now it's my time for United States to step up. Oh well that's my part. So or we're going to because I my question was I was wrong. Yep. So, we're going to do the public comment and then council can ask questions to the to the people and they're going to come and present during that time. Okay. So, if you have questions just you'll have your opportunity here in a second. So, can I go ahead and ask the question I wanted to ask not for them now for to the staff? Yeah.

Yeah. So, this for the uh the sit I want to talk about we have talked about ice abselena. We have talked about soccer. What about baseball? I feel like there's a discrimination against soccer other sports here. So how much like at the Carson Park, how much you guys spend money there compared to soccer park? There's a lot of there's a lot of field baseball field more than soccer field. Correct. Yeah.

Honestly, I would have to do some analysis to put numbers together. I'm I'm not able to come up with that off the top of my head.

We can we can look that up. Um, and you know, so this has been an exercise in my opinion of looking at where we're subsidizing and then deciding, do we want to continue to so we do we want to subsidize the senior center? Do we want to subsidize ice? Do we want to subsidize soccer? Do we want to subsid subsidize outdoor pool? Do we want to subsidize transit? Do we want to um subsidize baseball? So like we can come up with a number for all of those and then you guys can decide um does it make sense to subsidize it at that level and probably the ideal scenario is that um we we really targeted groups that are unable to pay. So like if it was like um people who are uh lower income or or or vulnerable in some way and then we provided the sub the scholarship to those individuals whereas people who could pay paid the full amount. Um I don't know that we have the ability to do that right now. But basically this is kind of what we're throwing at you guys is where do you given that we have to cut where do we want to cut? And so, but some things like playgrounds, you can't really charge people on a per use basis, but you could charge for parking. Um, pickle ball has been a discussion. Um, there is a wish to have the city improve the pickle ball surfaces. Um, but is that something that we expect those user groups to pay for or should the city subsidize it? So basically this is the same discussion and we can get you that detail and if it does show that we should charge those user groups more then that would could be something to add to the budget.

Okay. We'll do one more question council member Miller and then we'll open up to the public. Certainly. Thank you council president. Um I'm not sure who is best to direct this question to. There's a kind of um in the terms of agreement um there is a line where that the transfer has the option to to purchase equipment including two mowers and a golf court listed in exhibit B. Um I was kind of curious why that was thrown in there because I I would have thought they would just be able to use the facilities I mean sorry the equipment that we already own. If they were to purchase this and then say in 20 31 or whenever revert back to the city we would then be have to purchase the equipment back again or probably new stuff. I was kind of curious if to why that right clause was thrown in there if someone can.

We did think about that. We went back and forth and we just feel it's a little cleaner this method. Um especially as it relates to maintenance of the equipment, you know, if if we still own it and then they're using it and maintaining it. Um it's it's a little cleaner this way. I I think it also had a little bit to do with what the spirit of the grant is about and wanting to totally ensure that all services are transferred. Sure. That makes sense. And so if something breaks, they don't they don't come to the city, it's there and they take care of it. So, right. All right. Thank you. Great.

I do have one quick very quick one for Okay. But that's okay. Um, so I thought I heard you say that in the in the contract, uh, recreation programming is still allowed to use it at no cost, which means that recreation programming would not increase in cost if the user fees for for this facility went up. Is that is that an accurate correct? Okay, thank you. Okay, great. That was quick. Okay, thank you. I'm gonna Thanks, Mr. Newkerk. Thank you. Uh,

I don't did anyone sign up in the back or should I Okay, thanks, Lane. Thanks. I like your blue shirt. Yes. Very bright. Okay. I'll start with people that are signed up here and then I will open up to council chambers um to have then you can speak too. But I'll just prioritize these two folks. So just to remind people you have four minutes to speak. uh the lights will show you how much time you have left and then council will be uh will if you want to uh stand and wait if council has questions for you and then yeah so with that uh we have Eric Anderson.

Hi, welcome. Thank you. Appreciate it. All right. Um I think everybody here knows actually name. Can you put on the lights please, Mr. Clerk? Thanks. All right. Go time. All right. Go time. Eric Anderson, live here in Oaklair, Wisconsin. Um, I'm the founder and director of the US National Coupe Championship. I hope you read the email I sent this past Friday. Part of the email talked about how we have gotten to be one of the two largest tournaments in the world and the destination for players from around the world to come to. An update from the email, our registration opened this Saturday morning and we filled up all 144 of our team spots in 15 hours. That's great.

So, people want to come here. It's just bottom line.

25 plus states in two countries this year. We currently have an amazing relationship with city staff. The relationship and their understanding of the importance of this event have created a second to none field for coupe tournaments in the world. We know this as a fact as players from around the country and throughout Europe have come here to play. And everyone says that the grounds for the championship are not only the best, but there is no close second. It is very important for us that those conditions do not change. We are not insinuating that if another entity takes on the operations and maintenance of the facility that the conditions will worsen. However, we just want to be on the same page and to continue to partner with the city and also partner with any new possible entity to ensure we keep the same standard. Over the past years, this includes rusting the field before the championship and making sure that all worn spots are properly seated, fertilized, watered, etc. Bathrooms are available and cleaned, and the field is mowed throughout championship week, Friday night and Sunday morning. The staff that care for the field take great pride in how it looks and are extremely knowledgeable of what it takes. They value our event, how the city is viewed, and how they do their jobs. We respect and appreciate that so much. In addition, we have already started planning and promoting the date for our 2027 championship, which will be our 20th. We currently have a rule that each team must have at least half players be from the US. In 2027, we are waving that rule and we already have numerous teams from several countries planning on coming to Oaklair for our 20th championship. One of the reasons people want to come here is the condition of our field. We would like to have confirmation that we will still be able to hold the US championship on field one at the Oaklair Soccer Park um on our normal date this year, next year, and moving forward in the future. In addition, we look forward to working with the city and or any entity that will take over the operations of the Oaklair Soccer Park. One of the main things about Coupe is we want to bring

people together. We want to build relationships and if that's continue with the city or another entity, we look forward to that. We just want to make sure that the standards of what we have had in the past still stay the same. One mild concern, I I don't know if concern is the word I want to use, but the transfer is July 1st. the championship is like 10 days after that, right? So, we would want to make sure that we're interacting with the city and any other new entity to make sure that um everybody's prepared for that week of the championship of when the city normally mows, the length they mow it, how they mow it, the the watering of the fields, everything like that. So, that that would be one one mild, you know, I guess concern that we would have. So, and I just appreciate everybody's time and uh thank you so much.

Thanks, Eric. Appreciate it. Thank you for coming down. Is there Okay, no questions. Okay. And then my

hi, welcome my

um my Swanson and I live at 6385 Aspirin Drive, vice president of Oaklay United Soccer Club. and Scotty here just here for some support. I'm not gonna say much because I'm pretty sure everybody has a lot of questions, but um I just want to let everybody know that we plan to keep everything pretty much status quo. We don't we plan to just not change much. We have a five-year agreement with ASO and we you know we just plan to keep everything access the same. We don't plan to change much obviously, you know, with costs going up, we, you know, we want to try to find ways to keep everything accessible to everybody. So, we just want to because I know there's a lot floating around on Facebook out there. So,

we just want to rest assure that everything will be all kosher. Yeah. Just reiterating, we're about the kids playing soccer. Yeah. So, how do we keep the kids playing soccer in Oak United and ASO open to the community? Coup's still playing. the community has access. Like that's the deal. Just do what you've done. We're going to take it over and keep doing what you've done. There's some revenue opportunities. There's sponsorship opportunities. There's ways to do things differently, but essentially letting the kids play, letting the community have access. That's the goal and just us running it versus you running it. But keep this thing going because it's working, right? Yeah. Great. Thank you. I think there's questions. Council member Boga. Thank you. My sign pray for United. Put your microphone right.

Oh yeah. Thank you. I always do this one. Thank you. So, uh my question is related to ESO and related to community. I think you have seen me you have seen this face there a lot. Yeah. So, you said you are not going to change anything. Is that correct? Correct. So if the cost goes up, you cannot you are not going to judge the user people like the community like us so guys. No plans to do any change from there. No no I mean ASO has their cost structure. We're committed to working with them

letting them maintain their fields maintain concessions work with them on striping maintain all those things. We're looking for other revenue sources such as sponsorships or additional events, things of that nature, but no, no changes to the the core programs that are out there today. Right. Okay. Okay. Council member Brewster. Oh, council member Miller. Uh, thank you, Council President. Actually, point order if the second speaker could just introduce himself formally for the My name is Scott Lions. I'm on the board and a coach call United for the past 25 years.

Yeah. Okay. Thank you. Um and then a question I had um kind of circular redirecting and we have Eric Harrison from USA Coupe here. um had concerns. You probably heard them about the maintenance of the fields and the preparedness because um you know soccer there's a lot of soccer going on throughout the season but Coupe is like a you know two-day culmination of event um um and in the agreement it says that um I forget the exact that the under um operations United maintain the same service as uh was provided from the city. So that um can there be assurances from the for coupe that the field will be maintained to the same level it has been in the past so they are ready for the the tournament? That's certainly our intent.

Yes. So we'll certainly need to do the walk and the maintenance and understand the needs and he talked about how how the grass and how it's mowed. So we don't we want to provide that same level of service that is provided today. So that that's certainly the intent how we're going to go about it. Yeah. Great. Because yeah part of the agreement is that maintain the same level of service that they got from the city. So if if you you part of that with the city, I think it should be great. So I just want to put that one out there specifically. So thank you. Makes perfect sense. Yeah. Great. Last one. Okay. Council member. Yeah. You know when you buy something new, you always make small changes. What do you think Oclair Park has done? Good job. And what do you think you would twe you would change a little bit? Yes, please.

Um, I think we'd like to bring some more events to the soccer field is what we're hoping and to bring in a different, you know, bring in more revenue to the soccer fields to help kind of bridge that gap of where we can kind of help with the financial cost of things is what we're looking at. And we're hoping to have an advisory committee to kind of help um, you know, kind of come up with some of those ideas and stuff like that, too. Yeah, like it's working well. Yeah. So now we're just looking for ways to enhance that. Yeah. So there are several community events there today. We feel like making people aware that it's there and how it works, we could enhance that and do additional events. Yeah.

But look, um the current program's working well. It's maintained. It's mowed. It's striped. We have relationships. They have their fields. It's working good. We want to keep those things going the way they're going. And then how do we enhance that and make it more accessible? And again, I think some revenue streams like that would certainly help us manage manage the expense. Yeah. Great. And and just to re you'll have you'll reach out to like our coup partners in the city and see a relationship there blossoming. Okay, good. Yeah, there's there's a few others, but yeah, we need to reach out and begin those relationships and smarten up, learn that process and timing the 10 days like we have to quickly close that gap, but since the city will have it till then, we'll have to sort of

jointly probably have those conversations so we're prepared for the 10th. Yeah, I think that pretty quick transition. Yes. Yeah. Great. Great. Okay. Council member Brewster.

Thank you, Council President. Um, so if your your intent is to keep the user fees basically flat, presumably maybe with the, you know, slight cost of living increase over the next five years, but in general, what they're what they're at now, um, you know, I mean, that's that's, according to my math, you're looking at like $150,000 to be raised from additional events and sponsorships and stuff. Is that I have personally no idea what that looks like. Is that something that other places have done fairly easily? I know.

Uh are are you going to be like, you know, pushing maybe a little harder than than some places have? Is that I'm just wondering where that is in terms of what is normal for for running the soccer park. Well, the saved fees certainly is part of that. And then we're be collecting fees. I think our ability to manage the maintenance, we think there's some opportunities to manage the maintenance very effectively to kind of cut our cost back. Okay. And then I think that the additional revenue streams we think can be the the gap filler that we're looking for. So, we're pretty confident and we've looked at it that we can manage it well and maintain it the way it is in within that budget that we'll have to work with.

Great. Thank you. Just to note, it's just more like a little less than 100,000 because it's after the revenue from fees that currently is there plus the innovation funding. Innovation funding. Mhm. Okay. I don't see any more questions for you now, but thanks for coming down and appreciate. Yeah. Yeah. Thank you. Anyone else in council chambers like to speak on this on this item? Yeah. Say your name and address, please.

Hi, my name is Aaron Klaus. I live at 1322 Highland Avenue. Um, didn't prepare anything today. I've just been thinking about this uh the whole idea of this innovation grant and selling, not selling, excuse me, transferring ownership um from our our like really cherished public uh assets and having private groups around them. And I I just want to say that I have been a soccer coach uh for the last seven years. Uh started with ASO. Love what they do. you guys are great. My daughter is really good. She's getting recruited to play United. We don't really, no offense, don't have the money to do it. Um, but I've also through doing um my part as a soccer coach for ASO, I got hooked up with coaching for parks and wreck um soccer. I never played soccer, but I was an athlete and I understand sports. And something I'm really good at is uh inspiring youth in coaching. And I have to say that the the kids that come out and play at parks and wreck are a very different subset of kids um that are experiencing uh what they do at ASO or United. And again, the the organizations, these private organizations do an excellent job for their private clubs, um creating competitive moments, uh making sure ASO is great, like All Kids Play. Um you know, if you want that competitive experience with more of a challenge, you move up to other organizations like United. Um, but there's something really special about uh the park um the soccer fields and when you see all of them filled with kids from all over this community um all different colors, all different ages um different economic uh backgrounds and they're coming to play soccer on this beautiful space. Um and again, I'm not here to say that ASO and United can't do that. I guess my concern is um the innovation grant has been out since 2023. We're only looking at it

right now in a very short period of time because we're at a budget crisis and we have to fix something. I think um what I'm here to just kind of say is I really wish that this was approached in a much different manner that we had start developing ideas with our partners back in 2023 when this became available and not because we're trying to find a way to save uh money in a very short term. We don't have total answers of what happens in five years if it's working or not working. We don't have answers if it doesn't work in a year of what we're going to do. But all of a sudden, we're stuck with a decision that we made in a really quick minute to protect a really little bit of money. As a taxpayer, um, living in Oaklair, one of my favorite parts about it is the green spaces that we do have that are owned by the public. Um, I take pride in that. I take my girls to that park on off time to play soccer, to see people like Larry out there playing, to watch, to learn, and grow. And I would hate to see uh those opportunities go away. Um, I'd also hate to see this um not be a public facility. I really do think that um all three of them, Hobbs, Fairfax, and the soccer field uh if with a little more time, a little more creativity, or even charging for parking like we are doing to our downtown visitors, uh could be a very simple way to contain and keep this valued asset. So, I just um hope you're really looking longterm at what a big decision this is. and um of course um I support them as well as you guys and your decisions. Just wanted to say my thoughts.

Thanks Aaron. Thanks for coming down. Anyone else like to speak on this? No one else. Okay. All right. Well, then we're going to um close the public discussion and then move on to our business session. So, this is where we will vote on it. So, this is the Oaklair Soccer Park agreement. So, council will consider this item now. It's a resolution approving an agreement between city of Oaklair and Oaklair United Soccer Club for the operation of the Oaklair Soccer Park. City Manager Hirs, you have anything else to add?

I'm sorry. Point of order. Since we're now in the legisle, we have call roll again officially. I'm sorry. No meeting. Nope. Okay. You still here? I'm still here. I was making sure that we were going through all the hoops. Yes. I appreciate that. Thank you. Okay.

Uh just a correction that the innovation funding was not made. It didn't open until the um the fall and then the clarification was given um in March, February, March. So we we weren't able to although we would have loved to know when it was originally the law was passed we would have loved to implement it there was no guidance from do until much more recently which created this um compression which really works against having great decisions but it does work for us being likely to receive the award and it is our way to continue to make recreation programming free in this case and also to um to counterbalance the costs increase that we might have to impose on the user groups to balance it or to cut in another as you know we're cutting across all of our departments um and if we don't cut here we need to cut in another place even more um severely so and unfortunately you don't get to like make all the you don't get to have all the options spread in front of you we look at them one at a time but for any option we say no to then the next one that comes along. If we keep saying no, then at the very end we'll either have to cut like a whole department or we have to just do across the board cuts without like we're trying to do it in a really smart and targeted way. And if we can't figure it out in the end, we'll have to just kind of do across the board. Um but just wanted to add those comments.

Okay. And so March, February and March of this year is when guidance came out

2026. Well, that it opened in September and then they've been continuously providing um like information about who's eligible, what you can count as the expenses um because basically do took the legislation and the legislation was like a complete hodge podge like often comes out of Madison because people are arguing a lot and they don't come up with clear guidance and then do tried to implement it and just it just took a long long time. And they did have a um a planning grant, but it was only open to communities of 5,000 or less. So, we weren't eligible for that. Um but that's basically what happened. That's why it's it sounds like it's been around for a long time, but it really it really wasn't. All right. Uh I don't see any questions, right? Oh, Council Otto.

Yeah. Thank you, Council President Bergie. Guess this is a question for the city manager. Um, looking at uh the termination clauses here, if either of these happen, do we have to pay back the grant at a certain time? Um, you mean like if it terminated in October or something like that, I Yeah, like say say for whatever reason it doesn't work out and both parties agree to terminate it within a year, does that mean we have to pay the grant back? we just wouldn't continue to receive it. Okay.

Okay. All right. Then we'll move it. So by motion made by council member Otto, second by council member Brewster. This item is moved. Discussion. Council member Boga. Thank you, Council President. Uh

I coached Park and Reg for nine years. It's a lot. It's a lot of fun. And in fact, two of the kids I coach, they getting married this summer. I got them their their marriage card in the car in my mail. Say, Larry, please can you come and witness our best days? When I when I see in soccer, we say it's a beautiful game. I think councelor Whitman knows that that we say beautiful game. Soccer back is a a home for a lot of people. The way Iron said is a home for people of color, man group, kids who who take less in soccer park and and help them to gain their confident. Uh I don't know how United could handle this one because the park has been doing a exceptional good job because you are dealing with ASO you are dealing with United we are sitting with also the park and leg which has almost sometimes 800 to a,000 students. So I like what I hear from United but at the same time I have I don't know what the future hold in store if this grand does not go through. So what why should I f for something which there's no guarantee that this

application going to pass that that that's where I'm coming from. That's my Thank you. Just a clarification. So if the grant doesn't go through, then this all is all null and void. So I hope that was a question. Then why should I for it? Yeah. Okay. Council member Miller.

Uh thank you, Council President. Um I think at the last meeting I kind of gave my opinion on the whole innovation grant. I think that innovation grant um seems reasonable on the outside. You know, Madison wants the cities to save money by consolidating services with other partners, this and that and the other. But over the past 20 years, they've constantly cut down our budget to where like there's really no, you know, it's all bones now. It's not there's no savings to be really had by by consolidating yet. They offer this thing where we can save $40,000 a year over the next five years. Um, if we, you know, do this partnership and um uh the whole process is antithetical. I think that local government should provide services to their community. I think in in the best world, the city of Oaklair would continue to operate this park and then we would be the ones accountable to the voters and the residents uh to run this park. But um I think uh authors of this bill kind of have us over a barrel right now where we have to go and scrape every dollar, every dime we can in order to get our budget whole. Um $40,000 saved here will be $40,000 that we don't have to cut from something else, but this park will still have the ability to operate. So um so that's my feeling on the whole process where we we are right now. Um some things I said earlier asking the um the partnership group um if cost will you know go up. Um I expect you know the even the city we charge more every year you know to keep our cost. So um I can't I don't expect them to maintain flat costs um for the duration of this if it were to be approved. I would imagine you know slight cost of living and inflation increases would come along. So, I don't want anybody to vis to to, you know, freak out if that happens. Um um I also trust that this group of people who dedicate themselves to a sport will also be uh willing partners with all of our other um people who use this park. Um that's my feeling. I I'm certain that they're going to work with the Coupe organization to make sure that they have a good feel for their showcase event that we have here in Oaklair once

a year with 144 team with you know three to six players I forget the current rules but you know that's thousands of people come to Oclair for this one weekend and I'm sure we're going to have a spectacular feel for that. Um so this is the bad situation we're in but um this is where the state has left us right now. So um I'm leaning into favoring this here. We'll have more discussion, but um this is of all the different innovation grant options we have, the only one that's still vi viable for this year and you know we have $2.2 million to close. Um and this is you know a few pennies into that can. So council member Michelle.

Thank you council president. Um there's a lot I feel like I could say. Um, I won't repeat anything that Council Member Miller just stated, but I also continue to be disappointed in our state legislature and how they've squeezed local municipalities um and forced many local cities, not just Oaklair, to make very difficult decisions like this one. I think major tax reform is needed. Um, you know, many of our user groups, as we've had conversations around innovation, grant funding, have pointed to the tourism impact, um, which is real and very important to the community for a lot of reasons, but, um, our local infrastructure and emergency services that we are responsible for funding, um, per state law in many instances, um, does not benefit from room tax dollars, does not benefit from sales tax dollars. We are entirely reliant on property tax. um with very few other options for revenue beyond that. And so um although this is a small dollar amount that we're talking about relative to maybe some of the other aspects of our city budget, I'm um you know disappointedly supportive of of this resolution that we're considering tonight. I think it just every cent will count and it's going to help prevent more painful cuts elsewhere. I also just want to make a comment that I'm so appreciative of all the user groups that have been part of these conversations because I know it's been very challenging. I know a speaker tonight mentioned the quick um timeline we're on and that has been really challenging. I know it's very real for everyone. It feels very sudden. It's big decisions being made. Um but a lot of that is out of our control. Um it's being um driven by at the state level. you know, it's not something I think any one of us sitting here tonight would opt to do um if we we were in control and had more um leverage over how this process has unfolded. So, I just wanted to to say I'm um it's challenging to say that I'm supportive of this because

there's a lot of, you know, concerns and reasons to be to hesitate. Um but there's one one aspect that I want to read um that's included in the contract here that I think is helpful. I hope gives peace of mind to a lot of people. it gives me peace of mind. But um in particular, there's many many things that the transferee who is Oaklair United Soccer Club, Inc. um will be held to. And one of those things is um that the city retains all ownership and public access to the soccer park while transferring operational responsibilities for the soccer park to the transferee. And so, um, this I think is again challenging for a lot of reasons, but I'm appreciative of all the partners that came together. It gives us, um, a small window of time to to help ensure public access to the park while also saving some of our funding and preventing those painful cuts elsewhere.

Thanks, Council Member.

Thank you, Council President. I too like my colleagues feel that this vote is coerced and a part of me wishes that we could say no just to just to protest what what the state is forcing upon uh its own cities. Um I'm voting yes and this yes vote reflects my trust and confidence in Oaklair United and ASO. Um my son went through ASO and Oaklair United. It is a fantastic well-run organization. Um and my my vote reflects my confidence that uh these groups will continue to provide quality services. Thanks. Okay. Well, I'll say just to reiterate what we heard like no none of us want to be in this situation. Um yeah, if I've said if the state legislature I mean it's shared revenue. It just feels like they just take our revenue because again that's our tax dollars. That's where our sales tax or income tax goes to Madison and then we don't get it back and it's gone down by 50% over the last 10 years and it's just not keeping up with our beautiful growing city and it's not fair and I it's not fair. We should not be in a situation but we are this is the reality of the situation and we have to make hard choices and it's really hard. Um I think this is like the best case scenario of what's coming out. You know, we have groups that are dedicated to our youth. I heard that into different different user groups. I als went through ASO. They went through parks and rec soccer, too. I was also a soccer coach. And it's a real vibrant part of our community. And I don't want it to go away. And I don't want if this were to be voted down. And some I I want I feel like this is a solution to try to make sure that we can keep it in its best version that we have it. Um, and I'm really glad to hear that, you know, that they're going to keep it as much same as

possible, that they'll still have access to our groups. You know, parks and wreck is will still be the same. So, we still will have that access. I'm glad to hear the relationships between our other user groups like the coupe. Um, so I think that all make me feel that makes me feel better about this agreement tonight. Um but yeah, it's not none of us wish us to be in this situation and it it's really it is it's hard but that's why we're elected to do to make hard decisions. Um and I've done what I can and you know I talk to our state legislators. I invite you all to talk to your state legislature folks too about this because this is directly because of their policy choices in Madison that they're choosing not to fund their local governments. So anyways, council member Brewster.

Thank you, Council President. Um, I actually have a a quick question about some some language that was in the the contract. Um, is the the one up to three one-year extension? Uh, is that like required by the um by the application or is that something that we just included in there? Oh, you do. Um, yeah, that was uh at the request of the um uh the of the user group and I believe it's um mutual does it say mutual um so yeah both parties would have to agree to it. Okay, thank you.

But I think basically they think about like a long-term they want to know what the future holds and just to note these guys have invested a lot historically as well. So this isn't completely unprecedented. And just one more point to it's it's 50,000 because it's 25% of almost 200,000.

Council thank you council president. Uh every city in Wisconsin is gone through what we're going through. Said revenue the money is at the state level. I'm I'm wondering is there any state any city or municipality or village doing what we're doing which part of what we're doing what we're doing try to lease public property to private attended

uh I don't have all the examples here but it's definitely one of the you know for example one community had their nursing home. One of the biggest innovation funding was uh a community um having their nursing home transferred to a medical system. So, yeah, communities are trying to do closing libraries. They're um you know doing all kinds of pretty extreme things to balance their budgets in Wisconsin. And and and we have to do one of those. We have to either increase revenue like we did last year with the local vehicle registration fee or we have to cut. There's no other way to do it. We have to charge people more or we have to cut spending. Thank you. I feel like for this contract I I do really feel like there will be people volunteering to help maintaining this field cutting grasses that will cut a lot of cost because that's what the community is all about. So if I don't know whether we can tweet that one you know but the contract is already here. So that's where I'm coming from. I feel like us even as people play soccer we can go there help them cut grass put some seeds and stuff like that that will save a lot of money then the city could also just maybe cut grass on it so that will save now it's a 50/50 as obey this money united be this one as we also contribute in cutting grass and help whatever I think that's that's a win-win for the community

okay vice president Worthman

thank Thank you, Council President. Um, I think for me, my main concerns and from what I heard from our community were around the issue of access and maintaining the level of access that we currently have at the soccer park and the second one being the quality of and the care of that public space. And from everything I've heard from our staff, from ASO, from others that that those essentially asurances are in place that this contract will continue to allow a high level of access and will be maintained at a high quality. And to me that those are the two things I wanted to hear be assured of over the next five years. Um, I grew up in a small community, northern Wisconsin, played soccer my entire life, played in college, played in high school. Um, and in my community, we were the soccer club was the one who maintained the fields and did all the things. And so I've seen what that looks like obviously on a much smaller scale, but I've seen what it looks like when um people who deeply care about soccer step up and do those kinds of things because I rode the mowers, my dad did painting, we all just chipped in and did the things. So I have confidence that United um ASO and others are going to be able to do all of that. I really do. And my understanding of this is that where the savings are is some of what Larry's talking about is that through the sort of operational labor part of it um that there will be potential savings and and um I think I have confidence that as Larry said that that's still going to be done um in a

high quality manner. So I'll be supporting this tonight even though I agree with everyone here. This is not ideal. um about how we want to do things. I do want to make an amendment. Um this is something that I had emailed to our deputy city attorney, to our city manager, and others uh prior to the meeting, and it regards fertilization of the park. the last um the last page of the agreement which essentially calls for a certain very high level of um applications of fertilizers uh herbicides and pesticides and basically what I want to do is we've talked about the importance of over the next few years as a city working on ways to either reduce or change how we do turf management through our parks, green spaces, and ball fields in the recognition that we are a city that is on rivers. We drink the water and chemicals are not good for children or families. And so we we are a city that has talked about creative and innovative ways of maintaining turf while not poisoning uh all of our residents and wildlife. So in order to kind of leave some flexibility in this uh agreement, I came up with some language that basically says if we adopt a policy as a city council in the coming years to take a different approach, this agreement would uh reflect that change. Um and so essentially says if the city

council adopts policies, standards or guidance that reduce or restrict or change the application of fertilizers, herbicides, and pesticides, city- owned parks and green spaces, such policy, standards, and guidance shall apply to either soccer park. So, it's pretty straightforward, but it it would kind of be one of those things where our um our policym would also apply to the part if we don't get around to any changes, nothing happens. Um the language continues. It says upon such adoption, nutrient management plan shall be revised to conform to those policies without transfer being deemed in breach of this agreement provided that turf quality is maintained consistent with the maintenance standards of care set forth in exhibit C. So obviously maintenance standards would stay the same. Um that is my I have a copy of this. more than happy to

to put it on top. Yeah. Did legal look at it? Okay. Thanks. I asked if legal looked at it and the answer was yes. And then I have a second as well. You have a second. Oh, I'll second. Okay. Council Reed. Okay. Council Reed, do you have anything to say as second? No further thoughts at this time. Thank you. Okay. Council Miller, you want to speak to the amendment proposed amendment? I had a question for Assistant City attorney Herberson, but I'll wait till he sell down here for a minute. I think he's also Assistant City attorney, you have a question.

Yeah, but I'm going to wait till the language is up before the question that way. So, I'll hold momentarily while being I just to be a minute. Basically, they've signed it um the current contract. So this would be um they would need to sign a new version with updated language.

So that leads into my question for the assistant city attorney. Um if city council were to pass any sort of resolution ordinances that would in fact uh activate what is being proposed by councilman Worthman just by the fact they would own they would be operating a facility in the city. They would when they automatically fall under the new regulations and we wouldn't necessarily have to include that in the um contract here today. I I appreciate council member Worthman um bringing this up. My only concern is that uh the Oaklair soccer has already signed their half of the contract. So I'm wondering if it's necessary because if we make an ordinance that you know you can't apply this in the city, they would be bound to it regardless if we include it here today.

Right. So this this agreement as it's drafted as far as transferey responsibilities uh they're currently required to conduct all maintenance of the facility including regular field maintenance and rotation standards as provided by the city in exhibit C. Uh this is the the exhibit that council member Worthman's amendment would apply to. And exhibit C uh is uh soccer park maintenance and operations management standards for 2026. Uh so it reflects kind of current city standards as far as maintenance of the turf at the fields and other uh community athletic fields. there's standards that would apply there. So, I'm just looking at the language right now on the screen and how that differs. So, it looks like this would replace the language in the fertilization section under exhibit C. Um, total of no more. Looks like there's a slight addition. So adding the phrase no more and then that subsection A would all be new.

Yeah, correct.

And to clarify, uh, Council Member Worthman, uh, the table that's currently in exhibit C, that would still remain in place. Okay. Uh so as as far as this contract and agreement goes, this these are the general maintenance standards that would apply. Um and that I would see going forward with the agreement would be exhibit C. Uh it's reflective of current city practices. Um, and whether this language would apply if we make the amendment to the exhibit or if you were to include it as a section 10 amendment for transfereye responsibilities. I think that could um provide for some flexibility as far as uh the the standards that are required in the future. Um, occasionally agreements will be subject to uh future um changes in city policies or maintenance standards, especially in the athletic and recreation space um to to follow along with whatever city requirements may be um

Okay. Yeah. Vice President Worthman.

Yep. Thank Thank you, Council President. Um, thank you for adding that additional context. Um, I just want to clarify that there is um there is uh, as you said, the table would remain, the fertilization language remains, but there is a small change there that says no more than 3 to four pounds of nitrogen uh, per 10,000 square feet. And then it would add this section A which you see here. And my my reasoning for this is that three to four pounds as is already basically on the high level of what communities are doing. That's like kind of the max. Um and so by putting in that qualifier, it sort of says we're at the max right now, but we shouldn't really go above it. Um and then this language a again is just opening the door if we do change policies in the future that we can also include the soccer part. That's all that's being done here. We're not saying we're restricting changing or reducing at this time from what is in the contract. We're just giving ourselves a little bit opening to revisit this if we decide we want to do any of the changes in the future on turf management. Council Miller.

Thank you, Council President. Um, I guess once again going back to Assistant City Attorney Hererson. Um, so if we were to make a change, the contract would then have to be resigned by the board president of Oaklay United Soccer and we are in session here now and the due date is tomorrow. So, I'm just really concerned about the timeline of making changes to this contract.

That That's correct. any amendments to this agreement uh tonight would necessarily require Oaklair United Soccer Club to uh later agree to those amendments and then uh sign that amended version of the contract. Um and I would as far as this amendment goes I I would recommend that the lang that the amendment go toward section 10 in the provisions of the agreement um as opposed to the exhibit itself. Um section. See if manager Newkerk, where are we at under transfery responsibilities?

Just for some additional context around I just want to clarify with you too, but the the soccer part maintenance. So, exhibit C um where is that found or typically amended or um that's just within our operational standards. Okay. So this this as far as as it's included in the agreement right now memorializes correct our standards. Yep. Those are our existing operational maintenance standards for the turf at the facility.

Okay. Um so amending that is an extent to amend the city operational standards as it would apply to this agreement specifically. If if I'm understanding it that way, I think the answer is yes.

Yeah. So to amend the terms through the provisions of the contract itself, um I think there's a there there's a way to have it applied to you could either create a new subsection under section 10 um to give the same effect without actually impacting the exhibit itself. If I can make a friendly uh amendment to your own amendment. Sure. To make it um subsection UR of section 10 instead of subsection A of fertilization.

Sounds official. I will second it. I think council Reed already did, but he can third it.

All right. Any discussion or well question from council members on this amendment? Council member Miller. Thank you, Council President. Once again, I'll turn to a legal counsel here. I don't see how this is going to work if we like do we have city uh assistant city attorney. Could we have the call the SPE? If we were to pass this, we'd have to give this contract back to Oaklair United and then we have to get back to the council and we'd have to call in the special session tomorrow to sign off on this. Sorry. Yes. So, no. Uh if if you were to approve the resolution to execute the agreement with this amendment. Oh, we were signing and then Sorry, I'll let you.

Yes. So, then we would sign this copy and then deliver it to Oaklair United to countersign Okay. The amended version. Uh so you would you would be approving approving the amended. The the risk for this council would be uh whether Oaklair United is willing to agree to the amendment. Um and if they are unwilling to agree then uh we may not be able to get an executed agreement in time for uh the grant applications.

Thank you. And then if I may ask if if there is a representative of um the the club that might be able to answer if this is uh is an agreeable amendment. I know it's just presented here right now. Um so maybe it's hard to answer but I can can represent can come down. Yeah. And so just to clarify nothing so if city policy were to change in the future then it would imply to soccer park. So right now nothing is changing but so I guess the question I have now for you like um if we

if this amendment to this passes and you you can see the text there basically and I'll I'll let if you have further question I'll let council member Wman address them but um we want to make sure that nothing that we would change here today would make your organization not want to assign to the amended text. So, um, do you have any questions or concerns about the proposal that's being presented here? No, I actually, um, very much agree with that. So, and we just texted Heidi and Ryan and they're very much agreeable to that, too. So, All right. Great. Thank you very much.

Great. Okay. All right. So, we have an amendment. Any other discussion? Might as well vote on the amendment. Okay. So, your clerk, please call the role. Council member Bergie I Rooster I bogan I Miller I Otto I Reed I Sh I Worthman I

that passes unanimously. Now we'll go on to the big amendment or the big motion the motion in front of us. I don't know what it's called. Uh, any other discussion on that? Council member Brewster.

Thank you, Council President. Um, yeah, I I absolutely loathe getting last minute stuff. Like it just it just seems like, you know, we have much better results when we have, you know, well thoughtout things. You know, I I feel like, you know, I know that's not it's not in the discussion thing, but there's been, you know, things that we get pushed at kind of last minute and it's like do this now or we don't have a chance and it doesn't work as well as anybody thinks it's going to. So, I'm just I'm just like really, you know, with with memories of of of multiple fasttrack items not working as well as we thought they were going to or hoped they were going to. I'm I'm like really stressing and and and tense about this. Um so I just wanted to say that.

Okay. Well, I will call the role. So clerk, please call the role. Council member Brewster. Dang it. You're first. I

no Miller I Otto I Reed I shown I Worthman I Bergie

I Okay, that passes 7 to on right. Yeah. Okay. Well, thanks everyone for coming to our special meeting and this meeting is adjourned now. Okay.

I hate to subject I'm sorry about that. So cuz he just go live on here.

Yeah. So her daughter is probably