06-P Archers for Christ Lease - Laserfiche WebLink

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AGENDA INFORMATION SHEET PROJECT: Approval of a new Lease Agreement between the City of Paris and the Archers for Christ for use of properties located at Lake Crook. BACKGROUND: The City of Paris has previously had an ongoing leasehold arrangement with the Archers for Christ organization for use of various tracts located at Lake Crook. Most recently, a five year extension of the Archers' prior lease expired on September 30, 2000. At that time, the City Council passed Resolution No. 2000-127, extending the Lease Agreement with the Archers for an additional one year term, beginning October 1, 2000, and ending September 30, 2001. The stated purpose of the one-year extension was to allow City Council time to consider the results of an ongoing Master Plan study for the use of Lake Crook and a short term lease was deemed appropriate to preserve the City's options with regard to implementing the Master Plan. Subsequently, the City Council took action to adopt what was referred to as Option Two in the Master Plan as designated by the Master Plan consultant. The Archers' organization has now come forward requesting City Council consideration of a new lease agreement consistent with the Master Plan. At City Council's August 13, 2001, meeting the Council referred the matter to a Council Subcommittee for review and recommendation. Prior to the Subcommittee meeting, the Archers revised their proposal from the proposal originally made. The revised proposal presented by the Archers was satisfactory to Terry Townsend, Public Works Director. The Subcommittee held a meeting on Thursday, August 23, 2001, and considered the Archers' new proposal. The Subcommittee suggested additional language be included in the lease addressing the question of access by the public to the Archer properties when Archer events were not ongoing, and certain language which would address that concern was likewise discussed and approved. As a consequence, the Archers' proposal for a new lease seemed to be satisfactory to the Council Subcommittee. Thereafter, the City Council at its August 27, 2001, special meeting considered and approved the recommendations of the Council Subcommittee and directed staff to prepare a new lease accordingly. DESCRIPTION: The proposed new lease provides for a one-year lease automatically renewable annually for a period of five years, with an extension of five (5) additional one (1) year terms, for tracts identified as numbers one (1) and seven (7) (see enclosed map exhibit). Prior to renewal of the lease agreement annually, the City would have the opportunity to provide notice to the Archers of the City's intent to utilize the property for general public purposes, and the Archers would have a reasonable time to leave the property. The time frame for the City's notice would be in May of each year to assure that if the City terminated the contract during any one year term, that termination would not occur during the fall and winter months when most of the Archers' events are held. As to tracts two (2), four (4) (less the property leased by the Maxey Black Powder Club), five (5), and six (6), the Archers would have a ten (10) year lease for use of said property for archery purposes. Language has been added in the contract, as suggested in part by the Archers' proposal (copy enclosed) and, as modified in the discussions in the Council Subcommittee, to allow access to the general public to these properties on a reasonable basis when the properties are not being used for