HomeMy WebLinkAbout8.1 Draft Sports Field Use Policy Modifications~`' ~ ~,y
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~!~~~/', AGENDA STATEMENT
~~ _~ ~/ PARKS AND COMMUNITY SERVICES COMMISSION
~'"~~~ MEETING DATE: February 13, 2012
SUBJECT: Draft Sports Field Use Policy Modifications
Report by Rich Jochner, Recreation Supervisor
ATTACHMENTS: 1. Draft Sports Field Use Policy
2. Redline Version of Existing Policy with Changes
3. Fee Survey
4. Letter Received from Dublin United Soccer League (DUSL)
RECOMMENDATION: Receive report and recommend approval of the proposed Sports
Field Use Policy to the City Council or provide alternate
recommendation.
FINANCIAL STATEMENT: None
DESCRIPTION: The City Council adopts Facility Use Policies for all public
buildings and park areas that are available for rental by the community. These Facility Use Policies
establish the rules, regulations, procedures and fees governing the use of the facilities.
The last update to the Sports Field Use Policy was approved by the City Council on January 19, 2010.
When considering the Policy both the Parks and Community Services Commissioners and City
Councilmembers suggested that the Sports Field Use Policy be re-evaluated after one year of use to
review fees and determine if the policy needs to be modified based on how the fields are used in the first
year. Therefore, Staff has worked with the local sports organizations to develop proposed changes to the
Sports Field Use Policy for the sports fields at the Dublin Sports Grounds, Emerald Glen Park, Fallon
Sports Park and Ted Fairfield Park.
Attachment 1 is the draft of the new Sports Field Use Policy. Attachment 2 is a redline version of the
existing policy showing the proposed modifications to the policy. Following is a summary of the
proposed changes to the existing Sports Field Use Policy.
HOW TO MAKE A RESERVATION
Currently, the City does not accept rental applications for organized use less than 14 days or casual use
less than seven days prior to the rental date. Rental applications generally take three to five business days
to process. Proper notification must be given to maintenance staff, to set field lights (if required) and
generate an approved permit to the renter. It also allows ample time to collect rental fees and insurance
certificates and endorsements, which can typically take well over a week to obtain the correct certificate
from the applicant's insurance carrif;r. Organized groups continue to request new rentals with less than 14
days notice and have indicated to Staff it is difficult for them to meet that timeline.
Staff proposes consistency between the casual use and organized use requiring both uses to have the same
amount of lead time. Specifically, increasing the amount of time required for submitting a casual use
rental application from seven days to ten business days and decreasing the amount of time required for
submitting an organized use rental application from 14 days to ten business days. However, in order to
provide the rental groups flexibilit~,~ when absolutely necessary, requests within ten business days will
require Department approval and ari administrative fee of $5 per booking will be added to prioritize the
application and compensate for the ~~pecial handling required to assure such a quick turnaround:
To reserve a sports field, a ~~ports Field Use Application must be submitted for approval
a minimum of ten busines<.; days prior to the rental date. Submitting an application
fewer than ten business dlays prior to the rental date will only be accepted with
Department approval. In ezich case, an administrative fee of $5 for each booking will
apply.
PAYMENT SCHEDULE
Currently, the City requires that fin~il payment of rental fees for organized use must be made no later than
one month after receipt of an approved schedule and invoice. This creates a scenario where the payment
might be due after the rental has occurred.
Staff proposes that rental fees be dine after the receipt of a rental confirmation instead of the submittal of a
rental application (schedule) if more than 30 days prior to the first rental date. If the rental application is
submitted less than 30 days prior to the first rental date, then payment is due at the time of submittal of
the rental application.
For organized use:
Final payment of rental fees must be made no later than 30 days after receipt of an
approved confirmation and invoice. Payments not received by this deadline may result
in cancellation of the rental and forfeiture of the deposit. If the application is received
less than 30 days prior to the first date of the rental, then payment is due in full
immediately.
CANCELLATIONS, CHANGES AND REFUNDS
Currently, the City requires that in order to receive a credit for cancelled bookings or reducing the hours
of a booking, ten or more working days notice be given if the fields will not be used as scheduled. A high
number of cancellations and change requests occur close to and after this ten day mark. With three to five
business days generally required to process new applications, Staff has minimal time to try and re-book
the fields to other interested rental parties in the community.
In order to better serve the needs of the community and the increased demand for field space, Staff
proposes requiring more time to ~ittempt to re-book any unused fields. Following are the proposed
policies related to refunds and credits for cancelling or reducing hours for approved bookings.
1) No refunds or credits will be; given. for cancellations, date changes or reductions of hours within 30
days of the rental date. This rela~:es the policy for bookings released prior to 30 days. Currently no
refunds will be given for any approved booking no matter the when the City receives the written
cancellation request.
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2) Any requests to shift the scheduled booking hours to a new time within the same day would
require a $5 administrative fee per booking if less than 30 days prior to the rental date. This fee would
also apply for each subsequent request to shift the booking.
3) Adding hours to an existing rental fewer than ten business days prior to the rental would be
accepted with Department approval. An administrative fee of $5 would apply.
No refund or credit will be issued for a cancellation or reduction of pre-booked hours
within 30 days of the rental date.
If submitted less than 30 days prior to the rental date, there will be an administrative
per booking fee of $5 on each request to shift scheduled booking hours to a new
scheduled time within the same day without any reductions. A $5 fee will also apply for
each subsequent request to shift the booking. A change of date is considered a
cancellation.
Adding hours fewer than ten business days prior to the rental will only be accepted with
Department approval. In each case, an administrative fee of $5 will apply for each
addition.
GENERAL RENTAL INFORMATION
Staff proposes that clarification be given that no equipment storage is permitted at the park sites without
the approval of the Director.
No equipment storage is allowed at park sites without prior written approval from the City.
The City is seeking an option to evaluate applications requesting to use City property that are in direct
competition with existing Parks and Community Services Department scheduled and promoted programs
for the same target market and activity at potentially the same location.
Programs that duplicate in any form programs offered by the Parks and Community
Services Department may be denied.
RENTAL FEES
Each year the costs to operate and maintain the City's sports fields increases. In addition, the City
continues to provide an enhanced service level of turf care by mowing sports fields two times per week
during the season, which is one more mowing per week than other agencies in the Tri-Valley Region.
Based on the ongoing cost increases for park operations and maintenance, Staff is proposing increases
over a three year period for the City's sports fields. During November 2011, Staff conducted a survey of
the fees charged by cities, school districts and special districts for use of sports fields in the Tri-Valley
region. Attachment 3 is a summary of the survey results. As noted in the summary, the proposed fees for
Dublin's fields would still be below the market average for Dublin based sports organizations.
Following is a summary of proposed fees, which would be effective for rentals occurring after July 1,
2012. Increases would be spread over a three year period (2012-2014) giving sports organizations time to
budget accordingly. Only one fee for field lights is recommended by Staff as the number of lights per
field is comparable for all fields recently constructed.
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Current Proposed Proposed Proposed
07/2012 07/2013 07/2014
GROUP 1- PUBLIC AGENCIES AND GROUP 2A -
DUBLIN YOUTH SPORTS LEAGUES
Turf Field per Hour $6.00 $6.30 $6.60 $7.00
Synthetic Turf Field per hour $20.00 $21.00 $23.00 $25.00
Lighting Charge per hour $24.00 $24.40 $24.80 $25.40
GROUP 28 -DUBLIN ADULT SPORTS LEAGUES AND
GROUP 3 -DUBLIN CHAMBER OF COMMERCE AND
DUBLIN-BASED CHARITABLE ARID SOCIAL WELFARE
ORGANIZATIONS
Turf Field per Hour $14.00 $14.85 $15.70 $16.80
Synthetic Turf Field per hour $40.00 $43.00 $46.00 $50.00
Field Lighting Charge per hour $24.00 $25.00 $26.00 $27.20
GROUP 4 - INDIVIDUAI:S /OTHER GROUPS
Turf Field per hour (Dublin Resident) $18.00 $18.90 $19.80 $21.00
Turf Field per Dour (Non-Resident) $22.00 $23.00 $24.00 $25.20
Synthetic Turf Field per hour (Dublin Resident) $50.00 $53.75 $57.50 $62.50
Synthetic Turf Field per Dour (Non-Resident) $72.00 $77.40 $82.80 $90.00
Field Lighting Charge per hour (Dublin Resident) $32.00 $32.60 $33.20 $34.00
Field Lighting Charge per Dour (Non-Resident) $38.00 $39.10 $39.80 $40.80
GROUP 5 -COMMERCIAL USES
Turf Field per hour (Dublin Resident) $29.00 $30.40 $31.80 $33.60
Turf Field per Dour (Non-Resident) $35.00 $36.60 $38.20 $40.30
Synthetic Turf Field per hour (Dublin Resident) $80.00 $86.00 $92.00 $100.00
Synthetic Turf Field per Dour (Non-Resident) $115.00 $123.70 $132.40 $144.00
Field Lighting Charge per hour (Dublin Resident) $51.00 $52.00 $53.00 $54.40
Field Lighting Charge per Dour (Non-Resident) $61.00 $62.30 $63.60 $65.30
TOURNAMENTS
Tournaments bring in more players and families than regular league play, and those in attendance tend to
spend most of the day at the park, rather than just one game. This requires special considerations such as
extra maintenance and trash removal, restocking of the restrooms and handling other logistical issues. In
order to provide a higher level of service that will ensure these events are successful and enhance the
image of the community, Staff provides an onsite facility attendant at each park used during the
tournament. Staff also proposes that a tournament director or designee remain onsite during the
tournament and that the rental applicant or tournament director meet with a City representative at least 30
days prior to the tournament. At that meeting, the scope of the tournament will be discussed. The City
representative will deem if any additional services are required such as added City staff, outdoor toilet
facilities, extra litter pick-up or dumpsters. This will be added to the rental fees to be paid by the renter.
All tournaments must provide a tournament director or designee who shall remain onsite at
each location throughout the duration of the tournament. The rental applicant or tournament
director will meet with a City Representative at least 30 days prior to the tournament to discuss
logistics of the tournament. Based on the size of the tournament, the rental group maybe
required to rent outdoor toilet facilities and/or be charged for extra litter pick-up or added
staffing.
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OUTREACH TO SPORTS ORGANIZATIONS
Staff has been proactively reaching out to the Dublin based sports groups as part of the process to update
the Sports Field Use Policy. Issues related to sports fields were discussed at the January Youth Sports
Liaison Committee with representation from Dublin Little League and Dublin United Soccer League.
Input from the Liaison Committee was used to develop the draft policy. The draft was distributed
in January to the sports groups, asking them to discuss the proposed changes with their Boards and supply
the City with any feedback or comments. The sports organizations were also supplied with a public
meeting schedule when this policy item would be discussed by the Commission and City Council.
Written comments were received from Dublin United Soccer regarding the proposed changes to the
policy. Staff considered the comments and modified several of the proposed policy changes based on the
feedback received from DUSL.
In the letter, DUSL indicated they would like some relaxed policy on the designation of DUSL sponsored
camps as commercial uses, which would allow DUSL to run .camps internally at a reasonable cost.
Unlike regular league uses, such as practices and games which are coordinated by volunteers, typically
DUSL will contract with individuals or companies to provide these camps and clinics. Even though the
league is sponsoring the program these individuals and companies are profiting from use of public
property.
Section 5.100.090 of the Dublin Municipal Code states that unless expressly authorized by the Parks and
Community Services Director, no person while in any park shall sell, vend, peddle, expose, offer for sale,
teach, offer to instruct, sponsor a program or service for a fee, except any regularly licensed
concessionaire or independent contractor acting by and under the authority and regulation of the Director.
The City currently regulates these types of commercial uses through a contracted services agreement or
via the rental procedures and fees outlined in the Sports Field Use Policy. Relaxing the policy and
allowing some commercial entities or individuals use the fields at a lower rental fee would circumvent the
established policies and procedures for commercial uses and provide an unfair advantage compared to
those that are following the established policies.
Therefore, Staff recommends not changing the policy on commercial use of parks at this time.
In the first draft of the proposed policy update, Staff added a minimum of two hours for each field rental
and one hour for each field lighting request. DUSL indicated the proposed minimum rental hours would
be restrictive for and result in wasted money for the league, and electrical costs for the City.
Based on the DUSL recommendation Staff does not propose changing the policy at this time regarding
field or field lights use minimums. Therefore the minimum rental time period per booking for fields will
remain one hour and no minimum for lights.
DUSL expressed that the proposed modifications to the section on cancellations, changes, and refunds
were way too restrictive. As written, DUSL indicated it could cost the organization tens of thousands of
dollars per year. With regards to not allowing for refunds or credits within 30 days of rental DUSL
indicated they needed more flexibility.
While Staff can appreciate the need for DUSL to have flexibility, it comes at a premium to other users
who cannot use the facilities if they are blanketed and then not released until the last minute. It also
comes at a premium to the City, which loses revenue as facilities cannot be re-booked when the
cancellation happens at the last minute.
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Based on the feedback from DUSL that the administrative fee is too costly, Staff re-evaluated the
proposed fee and reduced it from $15 to $5 per booking, based on an analysis of the Staff time to process
the request, and potentially offset a portion of the lost revenue if the facility is not re-booked. However
Staff recommends keeping the 30 day time limit in order to attempt to re-book unused fields and better
meet community demand for field space.
DUSL requested that local youth sp~~rts organizations be excluded from the proposed policy that the City
may deny applications for rental uses that duplicate City programs.
Staff wishes to evaluate applications requesting to use City property that are in direct competition with
existing Parks and Community Services Department scheduled and promoted programs for the same
target market and activity at potentially the same location. For example: An outside vendor requesting a
field rental for a baseball camp should not be placed at the same park location and time as a scheduled
City baseball camp. It would be Sta:Ff s recommendation to relocate this rental to another park location to
avoid potential conflict.
With regards to the proposed lighting fee increases to address increasing electrical costs for soccer field
lighting, DUSL indicated that the lighting fee for soccer fields should not be increased since the fees
generated from softball fields will double. After reviewing actual rental data for ball field lighting, it is
not anticipated the increased fees for ball field lighting will generate any significant revenue as those
rentals have been minimal in the past.
In the letter DUSL indicated they would. like some leeway on the requirement to have a tournament
director from the league being onsite. The reasoning was that some reservations that DUSL submits as
tournaments generate no more attendance than a busy day of games. DUSL suggested including a
definition of a tournament to be teams playing multiple games in a day.
Staff modified the proposed change to indicate that a tournament director or designee from the
organization remain on-site during the rental. Under the proposed policy, Staff would be meeting with
groups before any tournament to discuss the scope of the event, equipment that will be required, and other
logistics. If it is determined that the attendance will not be significant, Staff could waive the requirement
to have a tournament director onsite if appropriate.
Finally, DUSL suggested keeping fees for Dublin based organizations and raising non-resident fees as
much as practical to cover costs. In reviewing the rental usage data for the past year, there is an
insignificant amount ofnon-resident rentals to make up the difference. DUSL also indicated the proposed
policy would increase their annual rf;ntal fees from $75,000 to $100,000. Staff will conduct an analysis of
the proposed rates based on the past year of data and present the anticipated impacts on the Dublin based
youth sports groups at the meeting.
Staff believes the proposed strategy of a gradual three-year increase which applies to all rental groups will
be a more effective route to keep up with rising maintenance and operations costs.
CiTMMARV
The modifications proposed by staff will increase the effectiveness of sharing available fields with all user
groups, provide for a gradual three year pricing adjustment, and will assist in timely processing of all
Sports Field Use applications.
Specifically, the policy will continue to support Dublin sports organizations with advance field
reservations while allowing for th~~ City to re-rent any available fields. The additions and
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changes will assist the City in maintaining the facilities while accommodating the growing
community demand for sports fields.
The proposed rental fees remain affordable and are below the market average for public facilities in the
Tri-Valley.
If approved by the City Council, the new fees would be effective for rentals occurring on July 1, 2012 or
after. Rentals occurring prior to July 1 will be charged the existing rental rates.
RECOMMENDATION: Staff recommends that the Parks and Community Services
Commission receive the report and recommend approval of the proposed Sports Field Use Policy to the
City Council or provide alternate recommendation.
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G~~~°~°8~~ City of Dublin
iii e~ ~-~
19 ~1~ 8Z •
`~ ~ % Sports Fields Use Policy -DRAFT
4LIFOR~
The City of Dublin has several sports fields available for use by the community on a permit basis. The Sports Field Use
Policy establishes rules, regulations, procedures and fees governing use of City sports fields. Fields available for rental
are at the following park locations.
Dublin Sports Grounds, located on Dublin Boulevard at Civic Plaza, includes:
• Five Baseball Fields (one lighted 90' and four 60' diamonds}
• Six soccer fields (two lighted)
• Two lighted softball fields
Emerald Glen Park, located on Tassajara Road between Central Parkway and Gleason Drive, includes:
• Four soccer fields
• Three baseball fields (one 80' and two 60' diamonds)
• One cricket field
Fallon Sports Park, located on Lockhart Street between Central Parkway and Gleason Drive, includes:
• Two 60' baseball fields
Two lighted softball fields
Two lighted synthetic turf soccer/lacrosse fields
Ted Fairfield Park, located at North Dublin Ranch Drive and Antone Way, includes:
• One 60' baseball field
One soccer field
Definition of Use
Organized Use -meeting any of the following conditions: (A) league games, practices, tournaments, clinics, instruction,
special events; or other uses where a fee is charged for participation, (B) a rental application with more than three
dates of use requested, (C) a rental application with more than one field requested.
Casual Use- meeting the following conditions: three dates or less requested and only one field requested.
Classification of Users
Group 1. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services
District, Dublin Unified School District, etc.)
Group 2. Dublin Sports League Organizations (Organized sports league groups with current IRS non-profit status,
whose membership is open to the public. The organization's membership must be as listed below:
aJ Youth Sports League Organizations - at least 75% Dublin residents.
bJ Adult Sports League Organizations - at least 51% Dublin residents.
Group 3. Dublin Chamber of Commerce, Dublin Charitable and Social Welfare 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. Regional and National non-profit groups that do not meet the 51% resident membership
requirement may submit a letter addressed to the Parks & Community Services Department that
demonstrates the direct community benefit of the facility use. Such letters will require the approval of the
City Manager or their designee.)
Group 4. Individuals or Other Groups (Groups who do not meet the criteria listed above and/or activities such as games
or practices, etc.)
aJ Resident (Individuals must reside or own property within Dublin City Limits; Groups must have
membership made up of at least 51% Dublin residents; current roster must be submitted with application)
bJ Non-Resident
Page 1 of 5 ATTACHMENT 1
Group 5. Commercial Uses (Companies, groups or individuals whose practices, clinics, camps or games have an
admission fee or include the sales of goods or services, including those contracted by any field lessees,
regardless of classification)
a) Resident (Organization or individual 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
Priority of User Groups
The City reserves the right to reschedule use to accommodate Dublin Sports League Organizations requiring specified
use fields (cricket, 90' baseball, synthetic turf).
Group 1 and Group 2 -Reservations accepted up to six months in advance of requested dates of use. For use from
March 1-July 15, Dublin Little League will have priority for use of the baseball fields at Dublin Sports Grounds, Emerald
Glen Park and Fallon Sports Park. For use from July 16-December 15, Dublin United Soccer League will have priority for
use of the soccer fields at Dublin Sports Grounds, Emerald Glen Park and Fallon Sports Park.
Group 3 and Group 4 (Resident) -Reservations accepted four months in advance of requested dates of use.
Group 4 (Non-Resident) and Group 5 -Reservations accepted two months in advance of requested dates of use.
How to Make a Reservation
Please note that the City requires the applicant, not another party, to complete all transactions and provide the
insurance required for the rental.
1. To reserve a sports field, a Sports Field Rental Application must be submitted for approval a minimum of ten
business days prior to the rental date. Submitting an application fewer than ten business days prior to the rental
date will only be accepted with Department approval. In each case, an administrative fee of $5 will apply.
Applications for organized use must include complete schedules including dates, times and fields requested for
practices and games. Approval takes three to five business days; notification of application status will be e-mailed.
2. Applications must be submitted in person at the Parks and Community Services Department Office at the Dublin
Civic Center, 100 Civic Plaza, Dublin. Applications are accepted between the hours of 8:00 A.M. and 5:00 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 Dublin's City Limits. Verification of residence address will
be required (valid California driver's license or current utility bill).
4. Groups applying under the Group 2 or 3 classification must have an "Organization 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 (Group 2a - 75% of membership must reside in Dublin, Group
2b - 51% of membership must reside in Dublin). Applications will not be accepted without these items.
5. The City reserves the right to book additional events before or after an applicant's confirmed rental time.
Hours of Rental Use
1. The City's sports fields are available for rental from 8:00 A.M. to 10:00 P.M. Turf fields are available March 1
through December 15; synthetic turf fields are available year round.2. A minimum of one hour will be required
per field rental application.
3. Hours of use must include the amount of time needed for the event, including setup and cleanup.
4. The field must be vacated by the time specified on the approved Sports Field Rental Application.
Payment Schedule INITIAL
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 Sports Field Rental Application is submitted.
For organized use:
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a) Apt the time the application is submitted, a $250 refundable security deposit is required.
b) Final payment of rental fees must be made no later than 30 days after receipt of an approved confirmation
and invoice. Payments not received by this deadline may result in cancellation of the rental and forfeiture
of the deposit. If the application is received less than 30 days prior to the first date of the rental, then
payment is due in full immediately.
c) Security deposits will be returned by mail within 30 days of the last date of the rental providing there are no
violations of the Sports Field Use Policy, the rental hours exceeded, excessive cleaning required, or damages
to the facility.
3. Payments may be made by Visa, MasterCard, Discover, American Express, check, or cash. Make checks payable to
City of Dublin. Checks and credit cards must be drawn on the account of the person or organization listed as the
applicant.
Cancellations, Changes and Refunds INITIAL:
1. No refund or credit will be issued for a cancellation or reduction of pre-booked hours within 30 days of the rental
date.
2. If submitted less than 30 days prior to the rental date, there will be an administrative per booking fee of $5 on each
request to shift scheduled booking hours to a new scheduled time within the same day without any reductions. A
$5 fee will also apply for each subsequent request to shift the booking. A change of date is considered a
cancellation.
3. Adding hours fewer than ten business days prior to the rental will only be accepted with Department approval. In
each case, an administrative fee of $5 will apply for each addition.
4. In the event the field is not available due to rain or wet field conditions, a credit will be issued if the office is
notified in writing within four business days after the scheduled date of use.
5. All credits expire one year after the date of issue and can only be used for field or field light rentals.
6. Credits are not issued for unused hours.
7. 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.
General Rental Information
1. A responsible adult from the rental group must supervise the premises for proper use during all rental hours.
2. Groups of minors must be supervised by two adults for each twenty minors at all times while 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) without prior permission from the Parks and Community Services Director, or designee.
4. Smoking is prohibited within 100 feet of Children's Play Areas, Sports Fields, Sport Courts, Snack Bars and Picnic
Areas.
5. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited.
6. Facility Use Permits cannot be transferred, assigned or sublet.
7. The consumption, serving and/or selling of alcoholic beverages is not permitted in the parks.
8. No use is permitted on turf fields if the rain indicator light is on. (Rain indicator lights are located at the Dublin
Sports Grounds restroom building near Soccer Field #4; Emerald Glen Park restroom building near the basketball
courts, and Fallon Sports Park on the baseball and softball outfield fences. There are no rain indicator lights at Ted
Fairfield Park.) Leagues are responsible for assuring that their teams observe this rule. Synthetic turf soccer fields
are all weather play.
9. Softballs must be rated "Restricted Flight."
10. Spectators are not permitted in dugouts or playing fields during event play.
11. Hitting or kicking balls into any fence or against any building is prohibited.
12. Bases, equipment and field preparation (drag, water, lines, etc.) are not provided.
13. Fields scheduled after dusk will require rental of field lights. All rentals must end by 10:00 p.m.
14. Fields are to be used for appropriate sports use. Events must be suitable and compatible to the field selected.
15. The 60' baseball diamonds are designated for youth use only.
16. Lining or marking of the field is not allowed without prior written approval from the City.
17. No equipment storage is allowed at park sites without prior written approval from the City.
18. Programs that duplicate in any form programs offered by the Parks and Community Services Department may be
denied.
19. Requests for exception to the Sports Field Use Policy must be submitted in writing to the City Manager, or
designee, no later than 30 days prior to the date of use requested. Approval or denial of the request will be issued
in writing.
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Synthetic Turf Fields at Fallon Sports Park INITIAL:
1. An approved rental permit is required to use the synthetic turf fields.
2. Food and beverages, including gum, seeds, nuts, candy or sports drinks are prohibited. Water only. Glass bottles
or containers are prohibited.
3. Any cleats that are used must be rubber; no metal spikes.
4. Chairs, umbrellas, tents, flags and other outdoor furniture are not allowed on the field. Spectator seating is only
allowed in designated areas off of the field.
5. No driving in of stakes.
6. Lining or marking of the field is not allowed without prior written approval from the City.
7. Smoking and tobacco products are prohibited.
8. Dogs or pets of any kind are prohibited on the synthetic turf.
9. Barbecues are prohibited.
10. Bikes, roller blades, skateboards, strollers, motorized vehicles orhigh-heeled shoes are prohibited.
Insurance Requirements INITIAL:
All applicants for organized use shall provide the City of Dublin with a valid Certificate of Liability including the
endorsement page 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 "additional insured" in conformance with the hold
harmless agreement as outlined in the Sports Field 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. Note: Please contact your
insurance provider to check if your homeowner's policy maybe extended to cover your facility rental.
Security Deposit INITIAL:
A $250.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there
are no violations of the Sports Field Use Policy, the rental hours exceeded, excessive cleaning required, or damages to
the facility.
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Rental Fees INITIAL:
Current Effective Effective Effective
07/2012 07/2013 07/2014
GROUP 1-PUBLIC AGENCIES AND GROUP 2A -
DUBLIN YOUTH SPORTS LEAGUES
Turf Field per Hour $6.00 $6.30 $6.60 $7.00
Synthetic Turf Field per hour $20.00 $21.00 $23.00 $25.00
Lighting Charge per hour $24.00 $24.40 $24.80 $25.40
$12.00 c,
GROUP 28 -DUBLIN ADULT SPORTS LEAGUES AND
GROUP 3 -DUBLIN CHAMBER OF COMMERCE AND
DUBLIN-BASED
CHARITABLE AND SOCIAL WELFARE ORGANIZATIONS
Turf Field per Hour $14.00 $14.85 $15.70 $16.80
Synthetic Turf Field per hour $40.00 $43.00 $46.00 $50.00
Field Lighting Charge per hour $24.00 $25.00 $26.00 $27.20
$12.00 r,
GROUP 4 -INDIVIDUALS /OTHER GROUPS
Turf Field per hour (Dublin Resident) $18.00 $18.90 $19.80 $21.00
Turf Field per hour (Non-Resident) $22.00 $23.00 $24.00 $25.20
Synthetic Turf Field per hour (Dublin Resident) $50.00 $53.75 $57.50 $62.50
Synthetic Turf Field per hour (Non-Resident) $72.00 $77.40 $82.80 $90.00
Field Lighting Charge per hour (Dublin Resident) $32.00 $32.60 $33.20 $34.00
Field Lighting Charge per hour (Non-Resident) $38.00 $39.10 $39.80 $40.80
$16.00 $~6-AA
$19.00 ~ 1
GROUP 5 -COMMERCIAL USES
Turf Field per hour (Dublin Resident) $29.00 $30.40 $31.80 $33.60
Turf Field per hour (Non-Resident) $35.00 $36.60 $38.20 $40.30
Synthetic Turf Field per hour (Dublin Resident) $80.00 $86.00 $92.00 $100.00
Synthetic Turf Field per hour (Non-Resident) $115.00 $123.70 $132.40 $144.00
Field Lighting Charge per hour (Dublin Resident) $51.00 $52.00 $53.00 $54.40
Field Lighting Charge per hour (Non-Resident) $61.00 $62.30 $63.60 $65.30
$16.00 $3~:A9
$19.00 c,
Tournaments
1. Tournaments will be charged a Facility Attendant fee of $15 per hour per park in addition to the rental fees.
2. All tournaments must provide a tournament director or designee who shall remain onsite at each location
throughout the duration of the tournament. The rental applicant or tournament director will meet with a City
Representative at least 30 days prior to the tournament to discuss logistics of the tournament. Based on the
size of the tournament, the rental group may be required to rent outdoor toilet facilities and/or be charged for
extra litter pick-up or added staffing.
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.
Page 5 of 5
City of Dublin
Sports Fields Use Policy -DRAFT
he City of Dublin has several sports fields available for use by the community on a permit basis ,
.The Sports Field Use Policv establishes rules, regulations, procedures and fees Bove
se of Cit sorts fields. Fields available for rental are at the following park locations.
Dublin Sports Grounds, located on Dublin Boulevard at Civic Plaza, includes:
• Five Baseball Fields (one li hted 90' and four 60' diamonds)
• Six soccer fields (two lighted)
• Two lighted softball fields
Emerald Glen Park, located on Tassajara Road between Central Parkway and Gleason Drive, includes:
• Four soccer fields
• Three baseball fields (one 80' and two 60' diamonds)
• One cricket field
rning
Fallon Sports Park, located on Lockhart Street between Central Parkway and Gleason Drive, includes:
• Two 60' baseball fields
• Two lighted softball fields
• Two lighted synthetic turf soccer/lacrosse fields
Ted Fairfield Park, located at North Dublin Ranch Drive and Antone Way, includes:
• One 60' baseball field
• One soccer field
Definition of Use
Organized Use -meeting any of the following conditions: (A) league games, practices, tournaments, clinics, instruction,
special events; or other uses where a fee is charged for participation, (B) a rental application with more than three
dates of use requested, (C) a rental application with more than one field requested.
Casual Use -meeting the following conditions: three dates or less requested and only one field requested.
Classification of Users
Group 1. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services
District, Dublin Unified School District, etc.)
Group 2. Dublin Sports League Organizations (Organized sports league groups with current IRS non-profit status,
whose membership is open to the public. The organization's membership must be as listed below:
a) Youth Sports League Organizations - at least 75°° Dublin residents.
b) Adult Sports League Organizations - at least 51% Dublin residents.
Group 3. Dublin Chamber of Commerce, Dublin Charitable and Social Welfare 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. Regional and National non-profit groups that do not meet the 51% resident membership
requirement may submit a letter addressed to the Parks & Community Services Department that
demonstrates the direct community benefit of the facility use. Such letters will require the approval of the
City Manager or their designee.)
Group 4. Individuals or Other Groups (Groups who do not meet the criteria listed above and/or activities such as games
or practices, etc.)
a) Resident (Individuals must reside or own property within Dublin City Limits; Groups must have
membership made up of at least 51 °° Dublin residents; current roster must be submitted with application)
~4d9~t~ J~+i~t~E,~~~o ~n a~
Page 1 of 6
ATTACHMENT 2
bJ Non-Resident
Group 5. Commercial Uses (Companies, groups or individuals whose practices, clinics, camps or games have an
admission fee or include the sales of goods or services, including those contracted by any field lessees,
regardless of classification)
aJ Resident (Organization or individual 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)
bJ Non-Resident
Priority of User Groups
The City reserves the right to reschedule use to accommodate Dublin Sports League Organizations requiring specified
use fields (cricket, 90' baseball, synthetic turf).
Group 1 and Group 2 -Reservations accepted up to six months in advance of requested dates of use. For use from
March 1-July 15, Dublin Little League will have priority for use of the baseball fields at Dublin Sports Grounds, Emerald
Glen Park and Fallon Sports Park. For use from July 16-December 15, Dublin United Soccer League will have priority for
use of the soccer fields at Dublin Sports Grounds, Emerald Glen Park and Fallon Sports Park.
Group 3 and Group 4 (Resident) -Reservations accepted four months in advance of requested dates of use.
Group 4 (Non-Resident) and Group 5 -Reservations accepted two months in advance of requested dates of use.
How to Make a Reservation
Please note that the City requires the applicant, not another party, to complete all transactions and provide the
insurance required for the rental.
1. To reserve a sports field, a Sports Field Rental Application must be submitted for approval a minimum of ten
business davs prior to the rental date. ^~~'".-,*~^^° f^r ^~a, ^-+ ~ ~ f~ ~+' " ) " ~++ a ~^«~r.~T
. ~K
+^ +"^ '°^+,' ~''+° ~•~~" ^^+ "^ ,~~^^+^~'. Submittine an application fewer than ten business davs prior to the rental
date will only be accepted with Department approval. In each case an administrative fee of $5 will apply_
Applications for organized use must include complete schedules including dates, times and fields requested for
practices and games. Approval takes three to five business days; notification of application status will be e-mailed.
2. Applications must be submitted in person at the Parks and Community Services Department Office at the Dublin
Civic Center, 100 Civic Plaza, Dublin. Applications are accepted between the hours of 8:00 A.M. and 5:00 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 Dublin's City Limits. Verification of residence address will
be required (valid California driver's license or current utility bill).
4. Groups applying under the Group 2 or 3 classification must have an "Organization 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 (Group 2a - 75% of membership must reside in Dublin, Group
2b - 51% of membership must reside in Dublin). Applications will not be accepted without these items.
5. The City reserves the right to book additional events before or after an applicant's confirmed rental time.
Hours of Rental Use
1. The City's sports fields are available for rental from 8:00 A.M. to 10:00 P.M. Turf fields are available March 1
through December 15; synthetic turf fields are available year round.
2. A minimum of one hour will be required per field rental application.
3. Hours of use must include the amount of time needed for the event, including setup and cleanup.
4. The field must be vacated by the time specified on the approved ~ Sports Field Rental
Application.
Payment Schedule INITIAL:
1. For casual use:
eda„r~a r„,. ~o ~n~n
Page 2 of 6
a) A security deposit and insurance are not required for casual use of City fields.
b) Rental fees are payable at the time the ~~^',~.~'~"~Sports Field Rental Application is submitted.
2. For organized use:
a) At the time the application is submitted, a $250 refundable security deposit is required.
b) Final payment of rental fees must be made no later than o„~-~,,a;,~-",-(30 days after receipt of an approved
confirmation and invoice. Payments not received by this deadline may result in cancellation of the
rental and forfeiture of the deposit. If the application is received less than 30 days prior to the first date of
the rental, then payment is due in full immediately.
c) Security deposits will be returned by mail within 30 days of the last date of the ;;-rental date-providing
there are no violations of the Sports Field Pa~i~y-Use Policy, the rental hours exceeded, excessive cleaning
required, or damages to the facility.
3. Payments may be made by Visa, MasterCard, Discover, American Express, check, , or cash. Make
checks ~-payable to City of Dublin. Checks and credit cards must be drawn on the account of the
person or organization listed as the applicant.
Cancellations, Changes and Refunds INITIAL:
1._ No refund or credit will be issued for a cancellation or reduction of pre-booked Fours within 30 days of the rental
date.
2. If submitted less than 30 days prior to the rental date, there will bean administrative per booking fee of $5 on each
request to shift scheduled booking hours to a new scheduled time within the same day without any reductions. A
$5 fee will also apply for each subsequent request to shift the booking. A change of date is considered a
cancellation.
3. Adding hours fewer than ten business days prior to the rental will only be accepted with Department approval. In
each case, an administrative fee of $5 will apply for each addition.
1CioJd_u_co_f_oor_~r_o_not r°cfdi~dable 6redit will be i~ued-i#-tie-f+e~d{s)-ao4fl-I-I--F}9~2-Hro.J ~ .,h~.~l,~l.,.~! ~F, .-;++o .~+~.~
air ofror +h., .J~+.,
of i n,a nl„ h`, ^rl fr,r f'oiri ^+-,I~
~4. In the event the field is not available due to rain or wet field conditions, a credit will be issued if the office is
notified in writing within s-four business days after the scheduled date of use.
5. All~~e credits expires one year after the date of issue and can only be used for field or field lieht rentals.
~6. Credits are not issued for unused hours.
47. 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.
General Rental Information
1. A responsible adult from the rental group must supervise the premises for proper use during all rental hours.
2. Groups of minors must be supervised by two adults for each twenty minors at all times while 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) without prior permission from the Parks and Community Services Director, or desiPnee.
4. Smoking is prohibited within 100 feet of Children's Play Areas, Sports Fields, Sport Courts, Snack Bars and Picnic
Areas.
5. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited.
6. Facility Use Permits cannot be transferred, assigned or sublet.
7. The consumption, serving and/or selling of alcoholic beverages is not permitted in the parks.
8. No use is permitted on turf fields if the rain indicator light is on. (Rain indicator lights are located at the Dublin
Sports Grounds restroom buildine near Soccer Field #4: Emerald Glen Park restroom building near the basketball
courts, and Fallon Sports Park on the baseball and softball outfield fences. There are no rain indicator lights at Ted
Fairfield Park.) Leagues are responsible for assuring that their teams observe this rule. Synthetic turf soccer fields
are all weather play.
9. Softballs must be rated "Restricted Flight."
10. Spectators are not permitted in dugouts or playing fields during event play.
11. Hitting or kicking balls into any fence or against any building is prohibited.
12. Bases, equipment and field preparation (drag, water, lines, etc.) are not provided.
13. Fields scheduled after dusk will require rental of field lights. All rentals must end by 10:00 p.m.
~~r., -, io ~nlr~
Page 3 of 6
14. Fields are to be used for appropriate sports use. Events must be suitable and compatible to the field selected.
15. The 60' baseball S+i~y-#ea~diamonds are designated for youth use only.
16. Lining or marking of the field is not allowed without prior written approval from the City.
17. No equipment storaee is allowed at park sites without prior written approval from the City
18. Proerams that duplicate in any form programs offered by the Parks and Community Services Department may be
denied.
X19. Requests for exception to the Sports Field Use Policy must be submitted in writing to the City Manager, or
t~e+r-designee, no later than ee+~t#30 days prior to the date of use requested. Approval or denial of the
request will be issued in writing.
Synthetic Turf Fields at Fallon Sports Park INITIAL:
1. An approved rental permit is required to use the synthetic turf fields.
2. Food and beverages, including gum, seeds, nuts, candy or sports drinks are prohibited. Water only. Glass bottles
or containers are prohibited.
3. Any cleats that are used must be rubber; no metal spikes.
4. Chairs, umbrellas, tents, flags and other outdoor furniture are not allowed on the field. Spectator seating is only
allowed in designated areas off of the field.
5. No driving in of stakes.
6. Lining or marking of the field is not allowed without prior written approval from the City.
7. Smoking and tobacco products are prohibited.
8. Dogs or pets of any kind are prohibited on the synthetic turf.
9. Barbecues are prohibited.
10. Bikes, roller blades, skateboards, strollers, motorized vehicles orhigh-heeled shoes are prohibited.
Insurance Requirements INITIAL:
All applicants for organized use shall provide the City of Dublin with a valid Certificate of Liability includine the
endorsement paee 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 "additional insured" in conformance with the hold
harmless agreement as outlined in the Sports Field -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. Note:
Please contact your insurance provider to check if your homeowner's policy may be extended to cover your facility
rental.
Security Deposit INITIAL:
A $250.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there
are no violations of the Sports Field Use Policy a+a~/-e-~-exc~~~~^~^~^'^^ ^~ ~, *h ~~eJ~the rental hours
exceeded, excessive cleaning required or damages to the facility
Page 4 of 6
Rental Fees INITIAL:
Current Effective E ective E ective
07/.'?012 07 2013 07 2014
GROUP 1 -PUBLIC AGENCIES AND GROUP 2A -
DUBLINYOUTH SPORTS LEAGUES
Turf Field per Hour $6.00 ~0 6.60 7.00
Synthetic Turf Field per hour $20.00 21.00 23.00 25.00
Lighting Charge per hour $24.00 24.40 24.80 25.40
5~~ I ~nh+~nrt !'h~rnn r hn $12.00 ~.~
GROUP 28 -DUBLIN ADULT SPORTS LEAGUES AND
GROUP 3 -DUBLIN CHAMBER OF COMMERCE AND
DUBLIN-BASED
CHARITABLE AND SOCIAL WELFARE ORGANIZATIONS
Turf Field per Hour $14.00 14.85 15.70 16.80
Synthetic Turf Field per hour $40.00 43.00 46.00 50.00
Samar-Field Lighting Charge per hour $24.00 25.00 26.00 27.20
C.,f+hnll C'olrl I 'nh+~nn (~hnrno nnr hn $12.00 ~~
GROUP 4 -INDIVIDUALS /OTHER GROUPS
Turf Field per hour (Dublin Resident) $18.00 18..90 19.80 21.00
Turf Field per hour (Non-Resident) $22.00 23.00 24.00 25.20
Synthetic Turf Field per hour (Dublin Resident) $50.00 53.75 57.50 62.50
Synthetic Turf Field per hour (Non-Resident) $72.00 77.40 82.80 90.00
Sec~~Field Lighting Charge per hour (Dublin Resident) $32.00 32.60 33.20 34.00
Samar-Field Lighting Charge per hour (Non-Resident) $38.00 39.10 39.80 40.80
C.,f+h~ll C'nlr! ! {nht'nn nor h~.ir /ll hl'n Rac'rlnn+l $16.00 ~~
C.,f+h-,II C~~,I.J I ~.~h+~.,...-, r h....r l~lr.r. D~,~~rJ~,n+1 $1(.3.00 t1Q~
GROUP 5 -COMMERCIAL USES
Turf Field per hour (Dublin Resident) $29.00 30.40 31.80 33.60
Turf Field per hour (Non-Resident) $35.00 36.60 38.20 40.30
Synthetic Turf Field per hour (Dublin Resident) $80.00 86.00 92.00 100.00
Synthetic Turf Field per hour (Non-Resident) $115.00 123.70 132.40 144.00
Sec-per-Field Lighting Charge per hour (Dublin Resident) $51.00 52.00 53.00 54.40
Secfe~Field Lighting Charge per hour (Non-Resident) $61.00 62.30 63.60 65.30
c,.c+h-,II C•~IrJ I ~ r t,,, .- r~ I,f~, a~~.i~.~2-stt~ $16.00 9A
Cnf+hnll C~nI.J l ~r.h+~.,r, .-~ r hn~~r l~Inn Dnr~rJnn+1 ~`1f~.00 ~~
~ ~fler
Tournaments
1. Tournaments will be chareed a Facility Attendant fee of S15 per hour per park in addition to the rental fees.
2. All tournaments must provide a tournament director or desiPnee who shall remain onsite at each location
throughout the duration of the tournament. The rental applicant or tournament director will meet with a City
Representative at least 30 days prior to the tournament to discuss logistics of the tournament. Based on the
size of the tournament, the rental group may be required to rent outdoor toilet facilities and/or be charged for
extra litter pick-up or added staffing.
Page 5 of 6
~-
n h... ~ 1. .J.J'+'.~,., +., +h +,I f
pc° ~i i va i~ c i~a i it iii a' cra Fcivrrco-crrc-~ cn crnTCC T
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 Po/icy to become familiar with all rental fees, policies and procedures.
Page 6 of 6
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E-mail received from Todd Barnes, City Liaison for Dublin United Soccer League
Received on 1-24-12
Rich,
Please see my comments below.
1. We would like to see some relaxed policy on the commercial uses designation to allow us to
run camps internally at a reasonable cost.
2. The 2 hour minimum for fields and 1 hour minimum for lights will be restrictive for us and
result in wasted $$. The 1 hour minimum for lights will actually result in wasted electricity with
lights being on and no one using the field. No one wants to waste electricity these days even if it
is being paid for by anon-profit youth organization.
3. The cancellation, changes, refunds section is way too restrictive. As written, it could cost our
organization tens of thousands of dollars per year. No refunds or credit within 30 days of rental?
Then you say if it is within 30 days that there is a $15 fee. As anon-profit youth organization
with 1100 members, we need some flexibility here.
4. There is a statement 18 under general rental information that states programs that duplicate
city programs may be denied. I think we need to exclude local youth orga~iizations from this
statement.
5. I do not think that the lighting fee should be increased above $24 for soccer fields. By
increasing the baseball fee from $12 to $24 you will be capturing much lost revenue already.
6. I would like to see some leeway on the tournament director being onsite. Many reservations
that we submit as tournaments these days are no more that a busy day of games. Maybe we could
include a definition of a tournament to be teams playing multiple games in a day. I often reserve
as a tournament these days to ensure trash and restrooms are maintained.
7. We would love to see our youth sports fees stay the same and raise the pion-resident fees as
much as practical to cover that cost.
Everything we do as an organization is about providing the highest level of service to our
membership at the lowest possible cost. Our membership is probably more than 90% Dublin
Residents. I think we spent $75,000 in 2010 renting fields and lights, maybe more. If no changes
are made to the proposed policy I suspect our budget would increase to $100,000 + in 2013
which would result in an additional cost of $20-$25 per player.
Thanks,
Todd Barnes
ATTACHMENT 4