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HomeMy WebLinkAbout6.1 Sports Field UsePolicy CITY CLERK File # 260-10 / 290-10 AGENDA STATEMENT 'CITY COUNCIL MEETING DATE: June '17, 2003 SUBJECT: PUBLIC HEARING Revisions to Sports Field Use Policy Report by Paul McCreary, Parks & Community Services Manager ATTACHMENTS: 1. Request from Dublin Little League 2. Resolution and the proposed Sports Field Use Policy (including Dublin Sports Grounds, Emerald Glen and Ted Fairfield Parks). RECOMMENDATION: 1. Open Public Hearing 2. Receive Staff Presentation and Public Comments / , 3. Close Public Hearing and Deliberate 4. Adopt Resolution (Attachment 2) FINANCIAL STATEMENT: Estimated lost fee revenue - $8,700 DESCRIPTION: On October 15, 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. Although the provisions of the policy were effective immediately, the rental fees do not go into effect until July 1, 2003. Prior to this revision, field use policies and fees had not been revised since 1993. At the March 31, 2003 City Council Budget Study Session, Councilmember Oravetz proposed that field rental fees be waived for Dublin Youth Sports Leagues. This was due to a concern about the fee increases that had been voiced to him by Dublin Little League. Although the City Council did not support waiving field rental fees, they referred the matter of fee increases back to the Parks and Community Services Commission for consideration. On April 2, 2003 Dublin Little League submitted a request for improvements/additions (Attachment 1). In addition to requests for field improvements (which will be addressed in a separate agenda statement) one of the requests is for a reduction in fees for the use of the fields commensurate with what is paid in San Ramon/Pleasanton/Danville - $5.00 an hour or $15.00 per child per year. At the direction of the City Council, the Parks and Community Services Commission, on April 21, 2003, reconsidered the Sports Field Use Policy. The Commission was provided ~vith a copy of the letter from Dublin Little League and President Jim North was in attendance to address the Commission on the need for a fee reduction. After considerable discussion, the Commission voted to recommend 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 COPIES TO: ITEM NO. H/cc-forms/agdastmt.doc under the Policy) be maintained at the current rate and that the hourly rental fee for Individuals, Non- Resident Groups and Commercial Uses (Groups 6 and 7 under the policy) be increased on July 1, 2003 as previously approved by the City Council. Further, the Commission recommended that the Sports Field Use Policy be reviewed again in two years. Table 1 shows the field rental fees for youth sports leagues in the Tri-Valley; Table 2 shows the City of Dublin field rental fees. Table 1 - Tri-Valley Field Rental Fees Danville $19 per player per season $19 per player per season $19 per player per season Livermore $8 per game $8 per game $8 per game Pleasanton No Charge No Charge No Charge San Ramon $5.00 per hour $5.00 per hour $5.00 per hour Table 2 - Dublin Field Rental Fees Group 2 Public Agencies Group 3 Dublin Sports League Organizations Group 4 Dublin Chamber of Commerce Group 5 Dublin Charitable & Social Welfare Organizations Field Rental Fee $5.00 $7.50 Soccer Field Lighting Fee $20.00 $26.00 Softball Field Lighting Fee $10.00 $13.00 Group 6 Individuals or Other Groups Field Rental Fee (Resident) $10.00 $15.00 Field Rental Fee (Non-Resident) $12.00 $18.00 Soccer Field Lighting Fee (Resident) $20.00 $26.00 Soccer Field Lighting Fee (Non-Resident) $20.00 $31.00 Softball Field Lighting Fee (Resident) $10.00 $13.00 Softball Field Lighting Fee (Non-Resident) $10.00 $16.00 Group 7 Commercial Uses Field Rental Fee (Resident) $15.00 $23.00 Field Rental Fee (Non-Resident) $18.00 $28.00 Soccer Field Lighting Fee (Resident) $20.00 $26.00 Soccer Field Lighting Fee (Non-Resident) $20.00 $31.00 Softball Field Lighting Fee (Resident) $10.00 $13.00 Softball Field Lighting Fee (Non-Resident) $10.00 $16.00 At the time that Staff did the survey of fees for the Field Use Policy, San Ramon was contemplating an increase in fees similar to what was subsequently adopted by the City of Dublin, $7.50 per hour. However, this fee increase did not materialize. Based on the current survey information and on the recommendation of the Parks and Community Services Commission, Staff would recommend that the City Council maintain the current rental fees for Group 2, 3, 4 and 5 and that the fee ificreases for these groups scheduled to go into effect on July 1, 2003 be rescinded. Staff does not recommend going with a "per player per season" fee as suggested by Dublin Little League. By charging for field use by the hour instead of by the player, this will insure that user groups schedule only that time that they need for practice or games since they will be charged based on use. Further Staff recommends that the scheduled fee increases for Group 6 and 7 be maintained. The estimated lost fee revenue by not implementing the new rental fees is estimated at $8,667.50 (based on the estimated rental hours used in preparation of the Fiscal Year 2002-2003 Budget). Page 2 of 3 In order to keep things simple, Staff recommends that the City Council adopt a new Sports Field Use Policy with the updated rental fees as opposed to rescinding portions of the current policy that ~vas adopted on October 15, 2002. Exhibit A of Attachment 2 contains the proposed Sports Field Use Policy; the revised rental fees are on Page 3 of the Policy. It is the recommendation of Staff that the City Council take the following action: 1. 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 (Attachment 2) Page 3 of 3 To: Diane Lowart Fr. Jim North Re: Requests for Improvements/Additions for Dublin Little League. We submit the following for your consideration: )~ Batting cages at Dublin Sports Ground - see attached drawings ~ New infield grass at Emerald Glenn ~ field A - see attached proposal ~ ~ Reduction in fees for the use of the fields corcanensurate with what is paid in San Ramon/Pleasanton/Danvilte. $5.00 an hour or $15.00 per child per year. > Foul poles installed at Field A at Emerald Glen ~ Portable bathroom between field 4 and 5 at Dublin Sports Grounds 1~ Safety cap pad installed on the outfield fence at Emerald Glenn field A -' see attached brochure, DLL t° pay for product We expect the costs for the batting cages to be paid by DLL. We would like to request that labor and services for the project (concrete, electrical) to be supplied by DLL also. All work subject to city and regulatory inspections. We have heard there we plans to install a permanent score board at field A at Emerald Glenn just as there are at Softball fields 1 and 2 at DSG, could you update us as to those plans also. We would appreciate updates or feedback on these requests within two weeks of their submission cc: John Fisher Darrin Martinelli p.O. Do7 2037 · Dublin, CA 94568 Dotline 72-/-6642 ATTACHMENT 1 RESOLUTION NO. - 03 '7.~ ~' 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 Fairfield 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 Council on October 15, 2002; WHEREAS, after adoption it was determined that the Rental Fees for User Group Classifications 2, 3, 4 and 5 scheduled to go into effect on July 1, 2003 were too high; 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 Services Commission. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Dublin does hereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 197-02 Establishing Facility Use Policy and Fee Schedule for Use of the Sports Fields at DUblin Sports Grounds, Emerald Glen and Ted Fairfield Parks be superseded by this resolution effective July 1, 2003. PASSED, APPROVED AND ADOPTED this 17th day of June, 2003. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 2 Sports Field Use Policy Classification of Users The City of Dublin has several sports fields available for use by the community for soccer, baseball and softball Group 1. City of Dubli~ on a permit basis. Fields available at the Dublin Sports Grounds, located on Dublin Blvd. at Civic Plaza, Group 2. Public Age~cie~ (Agencies serving the City include five baseball fields (one 90' and four 60'- of Dublin including Alameda County, Dublin- diamonds), six soccer fields (one lighted), and two San Ramon Services District, Dublin Unified lighted softball fields. Fields available at Emerald Glen School District, etc.) Park, located on Tassajara between Central Parkway and Gleason Drive, include two soccer fields and three Group 3. Dubli~ Sports League Organizations baseball fields (one 90' and two 60'-diamonds). Ted (Organized sports league groups with current Fairfield Park, located at North Dublin Ranch Drive and IRS non-profit status, whose membership is Antone Way, features one 90' baseball diamond and open to the public. The organization's one soccer field. The Sports Field Use Policy membership must be at least 51% Dublin establishes rules, regulations, procedures and fees residents.) governing use of City sports fields. Group 4. Dublin Chamber of Commerce How to Make a Reservation Please note that the City requires the applicant, not another party, to Group 5. Dublin Charitable and Social Welfare complete alltransactions andprovide theinsurancerequired for the rental. Organizations (Organized no n-profit groups with current 501 (c)(3) or 501 (c)(4) IRS 1. To reserve a sports field, a Sports Field Use status, whose membership is open to the Application must be submitted for approval, public and whose primary purpose is to Applications for continuous use (see definition serve the Dublin community. The next column) must include complete schedules organization's membership must be at least including dates, times and fields requested for 51% Dublin residents. An organizational file practices and games. Approval takes 3-5 days; must be completed on an annual basis to notification of application statuswill be mailed, receive the priority and fees of this 2. Applications must be submitted in person at the classification.) Shannon Community Center, 11600 Shannon Avenue, Dublin. Applications are accepted Group 6. Individuals or Other Groups (Groups who between the hours of 8:30 A.M. and 4:30 P.M, do not meet the criteria listed above and/or Monday through Friday, holidays excepted, activities such as games or practices, etc.) 3. In order to receive a resident rate, the applicant a) Resident (Individuals mustreside or own (i.e. the person responsible for the activity, property within Dublin City Limits; Groups payment of fees and provision of insurance) must must have membership made up of at least live or own property within the Dublin City Limits. 51% Dublin residents; current roster must be Verification of residence address will be required submitted with appfication) (valid California drivers license or current utility b) Non-Resident bill). Group 7. Commercial Uses (Companies, groups, or 4. Groups applying under the Group 3 or 5 individuals whose events have the primary classification must have an "Organization purpose of generating a profit such as Verification Form" on file, or submit one with the tournaments, fee based training programs or following: 1) Bylaws, and 2) Current I.R.S. Tax ca m ps, etc.) Exemption Letter. Groups claiming Dublin a) Resident (Company facifity must be located residency must provide a current membership within the Dublin City Limits and have current roster (51% of membership must reside in City of Dublin Business License. If there is no Dublin). Applications will not be accepted company facility, person responsible for without these items, event must reside or own property within the 5. Applications for continuous use or tournaments Dublin OtyLimits) submitted less than 30 days prior to the rental b) Non-Resident date will not be accepted. Applications for casual use submitted less than one week prior to the Casual and Continuous Use rental date will not be accepted. An application with no more than three dates of use, 6. The City reserves the right to book additional and only one field for each date of use, will be events before or after an applicant's confirmed considered "Casual Use". An application with more rental time. than three dates 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. EXHIBIT A Priority of User Groups Cancellations, Changes and Refunds ~,~,~ 1. Field use fees are not refundable. Credit will be Group 1 - Reservations accepted up to one calendar issued if the field(s) will not be used as scheduled year in advance of requested dates of use. if written notice is received ten working days or more prior to the scheduled date of use. The Group 2 and Group $ - Reservations accepted up to credit expires one year after the date of issue and six months in advance of requested dates of use. For can only be used for field rentals. use from March l-July 15, Dublin Little League will 2. In the event the field is not available due to rain have priority for use of the fields at Dublin Sports or wet field conditions, a credit will be issued if Grounds and Emerald Glen Park; Dublin United Soccer the office is notified in writing within 96 hours will have priority at Ted Fairfield Park. For use from after the scheduled date of use. The credit July 16-December 15, Dublin United Soccer League expires one year after the date of issue and can will have priority for use of the fields at Dublin Sports only be used for field rentals. Grounds and Emerald Glen Park; Dublin Little League 3. Refunds are not issued for unused hours. will have priority at Ted Fairfield Park. 4. Sports Field Use Permits may not be transferred, assigned or sublet. Group 4, Group 5 and Group 6 (Resident)- 5. Occasionally it may be necessary to reschedule, Reservations accepted four months in advance of relocate or cancel a request previously approved. requested dates of use. In this event, the group or individual will be given as much advance notice as possible. Group 6 (Non-Resident) and Group 7- Reservations accepted two months in advance of requested dates Insurance Requirements of use. All applicants for continuous use shall provide the City of Dublin with a valid Certificate of Liability Hours of Rental Use written through carriers acceptable to the City of 1. The City's sports fields are available for rental Dublin. Such certificate shall provide Bodily Injury and from 8:00 A.M. to 10:00 P.M., March 1 through Property Damage Liability protection in the amount of December15. $1,000,000 per occurrence. The applicant must be 2. The minimum rental period is one (1) hour. specified as the insured. The Certificate shall name the 3. Hours of use must include the amount of time City of Dublin as an "additional insured" in needed forthe event, setup and cleanup, conformance with the hold harmless agreement as 4. The field must be vacated by the time specified outlined in the Facility Use Application and must on the Facility Use Application. 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 Payment Schedule of the authorizing insurance agent. The Certificate is 1. For casual use: due at the time final payment is made. Note: Please a) A security deposit and insurance are not contact your insurance provider to check if your required for casual use of City fields, homeowner's policy may be extended to cover b) Rental fees are payable at the time the Field your facility rental. In the event that coverage is Use Application is submitted, not available, the City has special event insurance 2. For continuoususe: available for purchase. Please discuss your a) At the time the application is submitted, a insurance needs with the reservation staff. $250 refundable security deposit is required. b) Final payment of rental fees must be made no later than one month (30 days) after The City of Dublin reserves the right to deny receipt of an approved schedule and invoice. Payments not received by this deadline the use of City 5ports Fields to any person or may result in cancellation of the rental group if such use is deemed to be contrary to and forfeiture of the deposit, the best interest of the City, the facility, and/or c) Security deposits will be returned by mail Dublin residents. within 30 days of the function date providing there are no violations of the Facility Use Policy, the rental hours exceeded, excessive Applicants should thoroughly review the cleaning required, or damages to the facility. Facility Use Policy to become familiar with all 3. Payments may be made by check, money order or rental fees, policies and procedures. 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. General Rental Information 1. A responsible adult from the rental group must Rental Fees supervise the premises for proper use during all rental hours. Group 2: Public Agencies 2. Groups composed of minors must be supervised Group 3: Dublin Sports League Organizations by two (2) adults for each twenty (20) minors at all Group 4: Dublin Chamber of Commerce times while they are using the field(s). Group $: Dublin Charitable and Social Welfare 3. It is prohibited to paste, tack, glue or post any Organizations sign, placard, advertisement or inscription or erect Per Field Charge $5.00 per hour any sign in the park (per City Ordinance). Soccer Field Lighting Fee $20.00 per hour 4. SMOKING IS PROHIBITED within 25 feet of any Softball Field Lighting Fee $10.00 per hour children's playground area (per City Ordinance). 5. Parking is permitted in painted parking stalls only. Group 6 - Individuals or Other Groups Vehicles parked illegally will be cited. Per Field Charge (Resident) $1.5.00 per hour 6. Storage is not available either before or after the Per Field Charge (Non-Resident) $18.00 per hour event/meeting. Soccer Field Lighting Fee (Resident) $26.00 per hour 7. Facility Use Permits cannot be transferred, Soccer Field Lighting Fee (Non-Res.) $31.00 per hour assigned or sublet. Softball Field Lighting Fee (Resident) $13.00 per hour 8. The consumption, serving and/or selling of Softball Field Lighting Fee (Non-Res.) $16.00 per hour alcoholic beverages is not permitted. 9. No practice or play is permitted if the rain Group 7- Commercial Groups indicator light is on. Leagues are responsible for Per Field Charge (Resident) $23.00 per hour assuring that their teams observe this rule. Per Field Charge (Non-Resident) $28.00 per hour 10. Softballs must be rated "Restricted Flight". Soccer Field Lighting Fee (Resident) $26.00 per hour 11. Bases, equipment and field preparation (drag, Soccer Field Lighting Fee (Non-Res.) $31.00 per hour water, lines, etc.) are not provided. Softball Field Lighting Fee (Resident) $13.00 per hour 12. Requests for exception to the Sports Field Use Softball Field Lighting Fee(Non-Res.) $16.00 per hour Policy must be submitted in writing to the City Manager, or his designee, no later than one General Notes Regarding Fees month prior to the date of use requested. 1. Hourly rental fees will apply for each field reserved. 2. Teams participating in the City of Dublin Adult Security Deposit Softball League will be charged $5.00 per hour to utilize softball fields for team practices (use of A $250.00 Security Deposit is due when the lights will be charged at the full rate). 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.