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HomeMy WebLinkAbout6.4 SportsFieldUsePolicy · AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 1,2005 CITY CLERK File # ~I6JQJ-rn~ 'J. 2.£10- I 0 SUBJECT: PUBUC HEARING Revisions to Sports Field Use Policy Report by Paul McCreary, Parks & Community Services Manager ATIACHMENTS: Resolution and the proposed Sports Field Use Policy (including Dublin Sports Grounds, Emerald Glen and Ted Fairfield Parks). RECOMMENDATION: (?V.f1J/ I. Open Public Hearing 2. Receive Staff Presentation and Public Comments 3. Close Public Hearing and Deliberate 4. Adopt Resolution FINANCIAL STATEMENT: It is estimated during Fiscal Year 2005-2006 the proposed increases would result in approximately $8,200 in additional revenue. · DESCRIPTION: In October 2002, the City Council approved revisions to the Sports Field Use Policy. In addition to general policy revisions related to user group classifications, security deposit, cancellation policy and insurance limits, rental fees for use of the· fields were also revised. This was the first revision to the Sport Field Rental Fees since 1993. In March 2003, after receiving a request from Little League to rescind the fee increase, the City Council referred the matter of fee increases back to the Parks and Community Services Commission for consideration. The following month the Commission voted to reconunend to the City Council that the hourly rental fee for Public Agencies, Dublin Sports League Organizations, Dublin Chamber of Commerce and Dublin Charitable and Social Welfare Organizations (Groups 2, 3, 4 and 5 under the Policy) be maintained at the current rate and that the hourly rental fee for Individuals, Non-Resident Groups and Commercial Users (Groups 6 and 7 under the policy) be increased on July I, 2003 as previously approved by the City Council. Further, the Commission recommended that the Sports Field Use Policy be reviewed again in two years. In June 2003, the Council concurred with the Commission's reconunendation. Staff has prepared an analysis of Sports Field Rental Fees and is recommending increases that would be effective July I, 2005. This would only affect rentaJ. applications received after June 30, which should give local sports organizations ample time to prepare for the additional costs next season. · M~~~__________.____~_________________________________________________._~P_____________________________________ COPIES TO: Youth Sports Liaison Committee In.;.; ITEMNO.Jé.i.R G:\COUNCIL\Agenda Statements1200S\3- I Sports Field Use potiey.doe U ? Table I below MOWS the field rental fees charged to youth sports leagues in the Tri-Valley. Table 2 shows the City of Dublin's field rental fees. Table 1- Tri-Valley FieldRental Fees City Flcld RC'ntiJl Fces for Non-Profits Rental Fee for LlgtHcd Soccer Rcntlll Fc~ to! Li[JhteeJ Diamond Town ofDanvllle $2.50 per hour for a bal~field; $4.00 per $17 per hour $17 per hour hour for soccernaerosse field' San Ramon Valley $15.00 per hour per field nla nla School District Llvennore Area Rae $8 par gama $30 par game $30 par game and Perk District Ci of Pleasanton No Char s No Cha e No Cha s CI of San Ramon $5.00 sr hour $7.00 .ar hour $7.00 rhour Table 2 - Dublin FIeJd Rental Fees · CUI rent Proposod Hourly Fcc Description HOltrly Fop Effective 7-1-05 Group 2 Public Agencies Group 3 Dublin Sports League Ol'f1anlzatlons Group 4 Dublin Chamber of Commen:e Groûp 5 Dublin Charitabla & Social Welfaf8 Ol'f1anlzatlons Field Rental Fee Soccer Field Lighting Fee Softball Field Lighting Fee Group 6/11dilfiduifls or Other Groups Field Rental Fee (Resident) Field Rental Fee (Non-Resident) Soccer Field Lighting Fee (Resident) Soccer Field Lighting Fee (Non-Resident) Softball Field lighting Fee (Resident) Softball Field Lighting Fee (Non-Resident) Group 7.CommerclElI Uses Field Rental Fee (Residen!) Field Rental Fee (Non"Resldent) Soccer Field Lighting Fee (Resident) Soccer Field Lighting Fee (Non-Resident) Softball Field lighting Fee (Resident) Softball Field Lighting Fee (Non-Resident) $5.00 $20.00 $10.00 $15.00 $18.00 $26.00 $31.00 $13.00 $16.00 $23.00 $28.00 $26.00 $31.00 $13.00 $16.00 $6.00 $24.00 $12.00 $18.00 $22,00 $32.00 $38.00 $16.00 $19.00 · $28.00 $34.00 $32.00 $38.00 $16.00 $19.00 Staff prepared an analysis of park maintenance costs to determine if there is a need for a fee increase. Overall park maintenance expenditures have increased by 21 % over the past two-years. Although a large portion of the increase is due to the addition of new acreage to the City's park system, the costs of utilities has increased significantly. The fee increase would generate approximately $8,200 in additional revenue. The proposed increase was presented to the Youth Sports Liaison Connnittee in January. Staff presented the Committee with a brief overview of the Sports Field Use Policy, past fee increases and waivers, fees charged by surrounding cities and the proposed fee increases. Staff also reviewed with the Committee the approval process and schedule of public meetings on the matter. Those in attendance were given the opportunity to ask questions and provide feedback. No comments or questions were made regarding the fee increases. On February 15, 2005, the Parks and Connnunity Services Commission unanimously recommended approval of the fee increase to the City Council. · -2-ar}' . - . RECOMMENDATION: It is the recommendation of Staff that the City Council take the following action: I. Open Public Hearing 2. Receive Staff Presentation and Public Comments 3. Close Public Hearing and Deliberate 4. Adopt Resolution Establishing Facility Use Policy and Rental Fees for Use of Sports Fields· -3-~ 1..\ J . e RESOLUTION NO. - 05 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* ESTABLISHING FACILITY USE POLICY AND RENTAL FEES FOR USE OF THE SPORTS FIELDS AT DUBLIN SPORTS GROUNDS, EMERALD GLEN AND TED FAIRFIELD PARKS WHEREAS, the City of Dublin assumed the responsibility for operation of the Dublin Sports Grounds from the Dublin San Ramon Services District on January 1, 1988; and WHEREAS, effective July 1, 1988, the title to the Dublin Sports Grounds was transferred from the Dublin San Ramon Services District to the City of Dublin; and WHEREAS, the City of Dublin has constructed sports fields at two new parks including Emerald Glen Park and Ted FairfieJd Park; and WHEREAS, the City's sports fields are available for use by the public during such times that the City is not utilizing the sports fields for City sponsored activities; and WHEREAS, it is necessary to have established Facility Use Policies and Rental Fees for use of City facilities; and WHEREAS, a new Facility Use Policy and Rental Fees for Sports Fields was adopted by the City Councí1 on June 17,2003; and WHEREAS, the Facility Use Policy and Rental Fees for the City's sports fields have been revised to reflect changes to the Rental Fees proposed by Staff and the Parks and Community Serviccs . Commission;. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does bereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 133-03 establishing a Facility Use Policy and Fee Schedule for use of the sports fields at the Dublin Sports Grounds, Emerald Glen and Ted Fairfield Parks be superseded by this resolution effective July I, 2005. PASSED, APPROVED AND ADOPTED this 1 st day of March, 2005. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: . City Clerk "'. I'r,_,nj.',:':': ~1 ,.,. ~ '~., , \"'~' ,.,' /....;...:" .-. ... ,. .., ''''~ ! :,." ,...". \,., : î ; , ~~.tf EXHIBIT A Sports Field Use Policy The City of Dublin has several sports fields available for use by the community for soccer, baseball and softball on a permit basis. Fields available at the Dublin Sports Grounds, located on Dublin Blvd. at Civic Plaza, include five baseball fields (one 90' and four 60'- diamonds), six soccer fields (one lighted), and two lighted softball fields. Fields available at Emerald Glen Park, located on Tassajara between Central Parkway and Gleason Drive, include two soccer fields and three baseball fields (one 90' and two 60'-diamonds). Ted Fairfield Park, located at North Dublin Ranch Drive and Antone Way, features one 90' baseball diamond and one soccer field, The Sports Field Use Policy establishes rules, regulations, procedures and fees governing use of City sports fields. How to Make a Reservation PieD" note that the City require. the applicant not onother ptufy,. to romplele oil tramarnons and provide the insurøn<e reqaired forthe rentIIl. 1. To reserve a sports field, a Sports Field Use Application must be submitted for approval. Applications for continuous use (see definition next column) must include complete schedules including dates, times and fields requested for practices and games. Approval takes 3-5 days; notification of application status will be mailed. 2. Applications must be submitted in person at the Dublin Civic Center, 100 Civic Plaza, Dublin. Applications are accepted between the hours of 8:30 A.M. and 4:30 P.M, Monday through Friday, holidays excepted. 3. In order to receive a resident rate. the applicant (i.e. the person responsible for the activity, payment of fees and provision of insurance) must live or own property within the Dublin City limits. Verification of residence address will be required (valid California drivers license or current utility bili). 4. Groups applying under the Group 3 or 5 classification must have an ·Organlzation Verification Form· on file, or submit one with the following: 1) Bylaws, and 2) Current I.R.s. Tax Exemption Letter. Groups claiming Dublin residency must provide a current membership roster (51% of membership must reside in Dublin). Applications will not be accepted without these items. 5. Applications for continuous use or tournaments submitted less than 30 days prior to the rental date will not be accepted. Applications for casual use submitted less than one week prior to the rental date will not be accepted. 6. The City reserves the right to book additional events before or after an applicant's confirmed rental time. . Classification of Users Group 1. City of Dublin Group 2. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin- San Ramon Services Districr, Dublin Unified School District, etc.) Group 3. Dublin Sports Leltgue Organizations (Organized sports league groups with current IRS non-profit status, whose membership is open to the public. The organization's membership must be at least 51% Dublin residents.) Group 4. Dublin Chamber of Commerce Group S. Dublin Charitltble Itnd Social Welfltre Organizations (Organized non-profit groups with current 501 (c)(3) or 501 (c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin. community. The organization's membership must be at least 51% Dublin residents. An organizational file must be completed on an annual basis to receive the priority and fees of thiS. classification.) Group 6. 'ndividuals or Other Groups (Groups who do not meet the criteria listed above and/or activities such as games or practices, etc.) a) Re5ident (Individuals must reside or own property within Dublin City Limits: GrOUp5 must have membership made up of at least 51% Dublin residents; current roster must be submitted with application) b) Non-Resident Group 7. Commerciltl Uses (Companies, groups, or individuals whose events have the primary purpose of generating a profit such as tournaments, fee based training programs or camps, etc.) a) Resident (Company facility must be located within the Dublin City Limits and have current City of Dublin Business License. If there is no company facility, person responsible for event must reside or own property within the Dublin City Limits) b) Non-Resident Casual and Continuous Use An application with no more than three dates of use. and only one field for each date of use, will be . considered "Casual Use·. An application with more than three date, of use and/or more than one field in use at a time will be considered ·Continuous Use". Continuous Use includes leagues, tournaments and other special events. Priority of User Groups Group 1 - Reserv~tlons ~ccepted up to one calendar year in advance of requested dates of use. Group 2 and Group 3 - ReselV~tlons accepted up to _'X months in adv~nce of requested dates of use. For e from Mal'(h 1-July 15, Dublin Little League will aye priority for use of the fields ~t Dublin Sports Grounds and Emerald Glen Park; Dublin United Soccer will have priority at Ted Fairfield Park. For use from July 16-December 15, Dublin United Soccer League will have priority for use of the fields ~t Dublin Sports Grounds and Emer~ld Glen Park; Dublin Little League will have priority atTed Fairfield Park. Group 4, Group 5 and Group 6 (Res/dent)- Reservations accepted four months In ~dvance of requested d~tes of use. Group 6 (Non-Resident) and Group 7 - Reservations ~ccepted two months in advance of requested dates of use. Hours o' Rental Use 1. The City's sports fields ~re available for rental from 8:00 A.M. to 10:00 P.M., March 1 through December 15. 2. The minimum rental period is one (1) hour. 3. Hours of use must include the amount of time needed for the event. setup and cleanup. 4. The field must be vacated by the time specified on the Facility Use Application. .ayment Schedule 1. For casual use: a) A security deposit and Insurance are not required for casual use of City fields. b) Rental fees are payable at the time the Field Use Application is submitted. 2. For continuous use: a) At the time the application is submitted, a $2S0 refundable security deposit is required. b) Final payment of rental fees must be made no later than one month (30 days) after receipt of an approved schedule and invoice. Payments not received by this de.dline may result In cancellation of the rent.' ltnd forfeiture of the deposIt. c) Security deposits will be returned by mail within 30 days of the function date providing there are no violations of the F~cility Use Policy. the rental hours exceeded, excessive cleaning required, or damages to the facility. 3. Payments m~y be made by check, money order or cash. Make checks or money orders payable to the City of Dublin. Checks must be drawn on the account of the person listed as the applicant. e Cancellations, Changes and Ré.lidds 1. Field use fees are not refundable. Credit will be issued if the field(s) will not be used as scheduled if written notice is received ten working days or more prior to the scheduled date of use. The credit expires one ye~r after the date of issue and can only be used for field rentals. 2. In the event the field is not ~vailable due to rain or wet field conditions, a credit wlli be issued if the office is notified in writing within 96 hours after the scheduled date of use. The credit expires one year after the date of issue and can only be used for field rentals. 3. Refunds are not issued for unused hours. 4. Sports Field Use Permits may not be tr~nsferred. assigned or sublet. S. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. In this event. the group or individual will be given as much advance notice as possible. Insurance Requirements All applicants for continuous use shall provide the City of Dublin with a valid Certificate of Liability written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection in the amount of $1,000,000 per occurrence. The applicant must be specified as the insured. The Certificate shall name the City of Dublin as an HaddltlonallnsuredH in conformance with the hoid harmless agreement as outlined in the Facility Use Application and must specify that the applicant's insurance shall be primary to any Insurance carried by the City. The certificate shall be properly executed with the original signature of the authorizing insurance agent. The Certificate is due at the time final payment is made. l!IJ2.œ: Please contact your Insurance provider to check If your homeowner's policy may be extended to cover your facility rent.l. In the event that coverage is not available, the City hils speci.1 event Insurance available for purchase. Please discuss your insurance needs wIth the reservation staff. _._-----_.__._---~~."-,-,..".,~,-_._~~~"~-'''''.,.'''''"~..,"~".,...~._.,.,-~---- The City of Dublin reserves the right to deny the use of City Sports Fields to any person or group if such use is deemed to be contrary to the best interest of the City, the facility, and/or· Dublin residents. Applicants should thoroughly review the Facility Use Policy to become familiar with all : rental fees, policies and procedures. General Rental Information 1. A responsible adult from the rental group must supervise the premises for proper use during all rental hours. 2. Groups composed of minors must be supervised by two (2) adults for each twenty (20) minors at all times while they are using the field(s). 3. It is prohibited to paste, tack. glue or post any sign, placard, advertisement or inscription or erect any sign in the park (per City Ordinance). 4. SMOKING IS PROHIBITED within 25 feet of any children's playground area (per City Ordinance). 5. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 6. Storage is not available either before or after the event/meeting. 7. Facility Use Permits cannot be transferred, assigned or sublet. B. The consumption, serving and/or selling of alcoholic beverages is not permitted. 9. No practice or play is permitted if the rain indicator light is on. Leagues are responsible for assuring that their teams observe this rule. 10. Softballs must be rated "Restricted Flight". 11. Bases, equipment and field preparation (drag, water, lines, etc.) are not provided. 12. Requests for exception to the Sports Field Use Policy must be submitted in writing to the City Manager, or his designee, no later than one month prior to the date of use requested. Security Deposit A $250.00 Security Deposit is due when the application is submitted. The Security Deposit Is refundable provided there are no violations of the Facility Use Policy and/or excessive cleaning or damages to the field. Rental Fees ~l Wv 41 Group 2: Public Agencies Group 3: Dublin Sports League Organizations Group 4: Dublin Chamber of Commerce Group 5: Dublin Charitable and Sodlfl Welfare Organizlftions a Per Field Charge $5.00 per hour .. Soccer Field lighting Fee $20.00 per hour Softball Field Lighting Fee $10.00 per hour Group 6 -Indlvidulfls or Other Groups Per Field Charge (Resident) $lS.00 per hour Per Field Charge (Non-Resident) $18.00 per hour Soccer Field Lighting Fee (Resident) $26.00 per hour Soccer Field Lighting Fee (Non-Res.) $31.00 per hour Softball Field Lighting Fee (Resident) $13.00 per hour Softball Field Lighting Fee (Non-Res.) $16.00 per hour Group 7 - Commercial Groups Per Field Charge (Resident) Per Field Charge (Non-Resident) Soccer Field Lighting Fee (Resident) Soccer Field Lighting Fee (Non-Res.) Softball Field Lighting Fee (Resident) Softball Field Lighting Fee (Non-Res.) $23.00 per hou r $28.00 per hour $26.00 per hour $31.00 per hour $13.00 per hour $16.00 per hour New Rental Fees (Effective 7/1/2005) Group 2: Public Agencies Group 3: Dublin Sports League Organizations Group 4: Dublin Chlfmber of Commerce Group 5: Dublin Charitable and Social Welfare Organizations . Per Field Charge 56.00 per hour Soccer Field Lighting Fee $24.00 per hour Softball Field Lighting Fee $12.00 per hour Group 6 -Individuals or Other Groups Per Field Charge (Resident) $18.00 per hour Per Field Charge (Non-Resident) $22.00 per hour Soccer Field Lighting Fee (Resident) $32.00 per hour Soccer Field Lighting Fee (Non-Res.) $38.00 per hour Softball Field Lighting Fee (Resident) $16.00 per hour Softball Field Lighting Fee (Non-Res.) $19.00 per hour Group 7 - Commercial Groups Per Field Charge (Resident) Per Field Charge (Non-Resident) Soccer Field Lighting Fee (Resident) Soccer Field Lighting Fee (Non-Res.) Softball Field Lighting Fee (Resident) Softball Field Lighting Fee (Non-Res.) $28.00 per hour $34.00 per hour $32.00 per hour $38.00 per hour $16.00 per hou r $19.00 per hour General Notes Regarding Fees 1. Hourly rental fees will apply for each field reserved. 2. Teams participating In the City of Dublin Adult Softball League will be charged $5.00 per hour to utilize softball fields for team practices (use of lights will be charged at the full rate). .