Loading...
HomeMy WebLinkAbout8.1 Sports Field Use Policy & Rental Fee Schedule or DU��2 19� �� �iP 82 AGENDA STATEMENT PARKS AND COMMUNITY SERVICES COMMISSION MEETING DATE: December 14, 2009 SUBJECT: Sports Field Use Policy and Rental Fee Schedule Report by Rich Jochner, Recreation Supervisor ATTACHMENTS: 1. Draft Sports Field Use Policy 2. Fee Survey 3. E-Mail received from Dublin Little League 4. Letter received from Dublin United Soccer League 5. E-Mail received from Tri-Valley Cricket Association 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 or 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. Due to the opening of the Fallon Sports Park in July 2010, Staff is proposing 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. The policy and fees were last updated in 2005. Attachment 1 is the draft of the new Sports Field Use Policy. Following is a summary of the proposed changes to the existing Sports Field Use Policy. DEFINITION OF THE TYPE OF USE Currently the Use Policy defines continuous use as including leagues, tournaments and other special events. A continuous use application has more than three dates of use and/or more than one field in use at a time. A casual use is defined as an application with no more than three dates of use and only one field for each date of use. The City often receives applications for one day rentals that really should be classified as continuous use because the rental party is an organized sports league, which is collecting fees and should provide COPIES TO: Youth Sports Liaison Committee/Tri-Valley Cricket Association ITEM NO.: 8.1 G:APARKS COMMISSION\AGNDSTMT\2009\12-14 Sports Field Facility Use Policy.doc insurance. To avoid confusion, the term continuous use has been changed to organized use and organized use has been more clearly defined: 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: less than three dates requested and only one field requested. HOW TO MAKE A RESERVATION Currently, the City does not accept rental applications for continuous use less than 30 days or casual use less than one week prior to the rental date. This creates difficulty for the groups to add unanticipated practices or games to their schedules with the required advance notice. Therefore Staff proposes shortening the amount of time required for organized use from 30 to 14 days as follows: Applications for organized use submitted less than 14 days prior to the rental date will not be accepted. Applications for casual use submitted less than 7 days prior to the rental date will not be accepted. CLASSIFICATION OF USERS The Use Policy establishes user classifications that help determine the priority for making reservations and the amount charged for rental fees. Staff proposes reducing the number of classifications as there is little difference between some of the classifications and the assigned reservation priorities and rental fees. The table below shows a comparison of the current and proposed user classifications. CURRENT USER GROUP CLASSIFICATIONS PROPOSED USER GROUP CLASSIFCATIONS Group 1— City of Dublin Group 1— Public Agencies Group 2— Public Agencies Group 2— Dublin Sports League Organizations Group 3— Dublin Sports League Organizations (Youth and Adult distinctions for fees) Group 4— Dublin Chamber of Commerce Group 3—Dublin Chamber of Commerce, Dublin-based Group 5— Dublin-based Charitable and Social Welfare Charitable and Social Welfare Organizations Organizations Group 4— Individuals or other Groups Group 6— Individuals or other Groups (Resident and Non-Resident distinctions) (Resident and Non-Resident distinctions) Group 5—Commercial Uses Group 7— Commercial Groups (Resident and Non-Resident distinctions) (Resident and Non-Resident distinctions) Elimination of City of Dublin as User Group Classification Staff proposes eliminating the "City of Dublin" as a user group classification. The Use Policy is a "rental policy" and applies to the uses that are accommodated when the sports fields are not being used for City programs or events. The Use Policy states that the City can make "reservations" up to one year in advance of the "rental date". However, many times the City may book events further than one year out. Therefore, Staff recommends eliminating the City as a user group classification. 2 of 8 Modifications to Dublin Sports League Organizations The increased overlap of sports seasons has increased demand for sports fields. Staff recommends raising the percentage of membership to qualify for Group 2 status from 51% to 75% Dublin residents to better meet the needs of the organizations that serve the greater number of Dublin residents. Staff also recommends creating two distinctions of"Dublin Sports League Organizations" to create both Youth and Adult categories. Although both groups have the same priority in making reservations, the adult groups would receive less of a discounted rental fee than the youth groups. Adult groups are a small percentage of the field rentals and have greater financial resources to pay for use of the fields. Modifications to Chamber of Commerce and Dublin Based Charitable and Social Welfare Groups Currently the Chamber of Commerce is listed as its own user group classification in the policy. However the Chamber of Commerce receives the same priority and is charged the same rental fees as current user Group 3 and Group 5. Therefore, Staff recommends combining the Chamber with the other charitable and social welfare organizations. This would not adversely affect the Chamber of Commerce's access to City facilities or rental costs. This change would also make the Sports Field Use Policy the same as other City rental policies. The City receives requests from a variety of regional or national non-profit organizations that serve the community. However the current definition of Dublin-based charitable and social welfare organizations in the Facility Use Policies does not allow them to qualify for that status. Following is the definition: Organized non-profit groups with a current 501(c)(3) or 401(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. Examples of organizations that technically do not qualify as Dublin based non-profits include the American Cancer Society Relay for Life, Senior Support of the Tri-Valley and Child Care Links. Staff recommends adding a line to the definition indicating that regional and national non-profit groups that do not meet the 51% resident membership requirement could qualify by submitting a letter to the City demonstrating the direct community benefit of the facility use. Those requests would be approved by the City Manager or her/his designee. Currently Staff must bring those requests to City Council for consideration. This change would make the Sports Field Use Policy the same as other City policies. Commercial Uses Staff also recommends modifying the definition of"Commercial Groups"that are currently defined as: Companies, groups, or individuals whose events have the primary purpose of generating a profit such as tournaments, fee based training programs and camps, etc. The City receives many rental applications from groups for events where they are charging admission fees or making sales onsite, however they claim it is only to "cover costs". It is difficult for Staff to really determine if an event generates a profit. Therefore Staff proposes changing the definition to Commercial "Uses" as follows: 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. 3 of 8 This definition will provide clarification towards the use of outside vendors who profit from use of public property and therefore should pay the full cost of the rental and not receive a discounted rate. All such uses should be classified as commercial use. This would not apply to tournaments sponsored by Dublin Sports Groups. However, it would apply to clinics or camps sponsored by any group that charges a fee and uses an outside vendor to provide the service regardless of who collects the fee. PRIORITY OF USER GROUPS In order to accommodate Dublin Sports League Organizations with specific league schedules or specific field requests (for fields that are in limited supply), Staff recommends adding: The City reserves the right to reschedule use to accommodate Dublin Sports League Organizations requiring specified use fields that are in limited supply (i.e. cricket, 90' baseball, synthetic turf). Staff also recommends increasing from two months to three months the amount of time in advance Group 4 (non-resident) and Group 5 can submit applications. This will better help these groups to plan and publicize events. All other groups still have one to three month's priority (depending on classification) in turning in their applications in advance of Group 4 (non-resident) and Group 5. RENTAL FEES The rental fees for sports fields were last increased in 2005. In October 2009, 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 2 to this report is a summary of the survey results. Following is a summary of the proposed fees, which would be effective for rentals occurring after July 1, 2010. DUBLIN DUBLIN USER CLASSIFICATION AND FEE TYPE CURRENT PROPOSED GROUP 1 —PUBLIC AGENCIES AND GROUP 2A—DUBLIN YOUTH SPORTS LEAGUES Turf Field per Hour $6.00 $6.00 Synthetic Turf Field per hour - $25.00 Soccer Field Lighting Charge per hour $24.00 $24.00 Softball Field Lighting Charge per hour $12.00 $15.00 GROUP 2B—DUBLIN ADULT SPORTS LEAGUES AND GROUP 3— NON PROFIT ORGANIZATIONS Turf Field per Hour - $14.00 Synthetic Turf Field per hour - $40.00 Soccer Field Lighting Charge per hour - $24.00 Softball Field Lighting Charge per hour - $15.00 GROUP 4-INDIVIDUALS/OTHER GROUPS Turf Field per hour(Dublin Resident) $18.00 $18.00 Turf Field per hour(Non-Resident) $22.00 $22.00 Synthetic Turf Field per hour(Dublin Resident) - $50.00 Synthetic Turf Field per hour(Non-Resident) - $60.00 Soccer Field Lighting per hour(Dublin Resident) $32.00 $32.00 Soccer Field Lighting per hour(Non-Resident) $38.00 $38.00 Softball Field Lighting per hour(Dublin Resident) $16.00 $20.00 Softball Field Lighting per hour(Non-Resident) $19.00 $24.00 4of8 DUBLIN DUBLIN USER CLASSIFICATION AND FEE TYPE CURRENT PROPOSED GROUP 5-COMMERCIAL USES Turf Field per hour(Dublin Resident) $28.00 $29.00 Turf Field per hour(Non-Resident) $34.00 $35.00 Synthetic Turf Field per hour(Dublin Resident) - $80.00 Synthetic Turf Field per hour(Non-Resident) - $96.00 Soccer Field Lighting per hour(Dublin Resident) $32.00 $51.00 Soccer Field Lighting per hour(Non-Resident) $38.00 $61.00 Softball Field Lighting per hour(Dublin Resident) $16.00 $32.00 Softball Field Lighting per hour(Non-Resident) $19.00 $38.00 TOURNAMENT FEES Attendant Fee - $15 per hour Dublin Adult Sports Group Fees As noted a new classification is proposed for Dublin based sports groups that serve adults. It is anticipated that the adults have more of an ability to pay and therefore should not receive as significant of a discount as Dublin youth sports groups. The proposed fees for this user group classification are 60% more than those charged to youth sports groups. The fees for Dublin adult sports groups are still discounted by at least 20%to 25% compared to other resident user groups. Synthetic Turf Fees The synthetic fields have a limited life expectancy of approximately eight years, and require ongoing and annual preventative maintenance to maximize the life of the surface. In 2008, the City conducted an extensive study of the costs of synthetic turf versus natural turf. The study included data on maintenance and replacement costs from numerous cities. Based on that information the following are the estimated maintenance and repair costs for the synthetic turf fields: Costs over 8-Year Life Maintenance $80,000 Water Use $8,000 Replacement Cost $520,000 Total $608,000 Available Hours of Use (3,000 per year) 24,000 Average Cost per Hour $25.33 Based on the maintenance and replacement costs for the synthetic turf fields Staff recommends a higher rental fee for those fields than natural turf fields. The fee survey demonstrates that other agencies in the Tri-Valley are charging a higher rate for synthetic turf fields than natural turf. Staff recommends charging the Dublin Youth Sports Groups the average cost per hour of use of $25. This is $15.00 per hour less than the survey average and $5.00 per hour less than the any other agency charges. Other user groups would be charged at a higher rate for synthetic turf as follows: 5 of 8 DUBLIN SURVEY PROPOSED AVERAGE GROUP 1 AND GROUP 2A Synthetic Turf Field per hour $25.00 $39.92 GROUP 2B AND GROUP 3 Synthetic Turf Field per hour $40.00 $41.92 GROUP 4-INDIVIDUALS/OTHER GROUPS Synthetic Turf Field per hour(Dublin Resident) $50.00 $47.74 Synthetic Turf Field per hour(Non-Resident) $60.00 $59.74 GROUP 5-COMMERCIAL USES Synthetic Turf Field per hour(Dublin Resident) $80.00 $98.17 Synthetic Turf Field per hour(Non-Resident) $96.00 $110.67 Field Lighting Fees Staff has reviewed the field lighting fees and operating and replacement costs identified by the lighting manufacturer Musco. While the fee for soccer field lighting has kept pace with actual costs, the softball lighting fee has not. Therefore Staff recommends increasing the softball lighting fees as follows: DUBLIN DUBLIN USER CLASSIFICATION AND FEE TYPE CURRENT PROPOSED GROUP 1 AND GROUP 2A Softball Field Lighting Charge per hour $12.00 $15.00 GROUP 28 AND GROUP 3 Softball Field Lighting Charge per hour - $15.00 GROUP 4-INDIVIDUALS/OTHER GROUPS Softball Field Lighting per hour(Dublin Resident) $16.00 $20.00 Softball Field Lighting per hour(Non-Resident) $19.00 $24.00 GROUP 5-COMMERCIAL USES Softball Field Lighting per hour(Dublin Resident) $16.00 $32.00 Softball Field Lighting per hour(Non-Resident) $19.00 $38.00 The current Sports Field Use Policy charges the same rate for field lighting for all user group classifications. Staff proposes increasing the soccer and softball light fees for commercial uses as follows: GROUP 5-COMMERCIAL USES CURRENT PROPOSED Soccer Field Lighting per hour(Dublin Resident) $32.00 $51.00 Soccer Field Lighting per hour(Non-Resident) $38.00 $61.00 Softball Field Lighting per hour(Dublin Resident) $16.00 $32.00 Softball Field Lighting per hour(Non-Resident) $19.00 $38.00 Tournament Attendant Fee Tournaments bring in more players and families than regular league play. This requires special considerations such as extra maintenance and trash removal, restocking of the restrooms and handling 6of8 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 proposes providing an onsite facility attendant at each park used for the tournament. This person would handle the additional maintenance work, and coordinate with other City services as needed such as public works and police services. The proposed fee of$15 per hour, per attendant is the direct cost to the City for providing a facility attendant. There is no markup on the rate. HOURS OF RENTAL USE The current Sports Field Use Policy indicates that fields are closed for maintenance from December 15, through March I of each year. Staff recommends adding a clause that states the City reserves the right to adjust the dates of individual field maintenance closures as needed. Additionally, since the synthetic turf fields at Fallon Sports Park are designed for all-weather play, Staff recommends allowing year-round rentals on those fields. RULES AND REGULATIONS FOR THE SYNTHETIC TURF FIELDS Staff recommends adding a section for specific rules and regulations for the synthetic turf fields (please see page 3 of the draft Sports Field Use Policy for specific rules). 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 October Youth Sports Liaison Committee with representation from Dublin Little League, Dublin United Soccer League and the Falcon Youth Football League. Input from the Liaison Committee was used to develop the draft policy. The draft was distributed in November 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. Attachment 3 is a copy of an email received from Dublin Little League stating that they are satisfied with the proposed policy changes. Letter from Dublin United Soccer League Attachment 4 is a copy of the letter received from Dublin United Soccer League (DUSL). The proposed hourly rental fee for Dublin youth sports groups is $25 per hour for use of the synthetic turf fields. DUSL suggests significantly increasing the rates charged for non-Dublin groups, in order to further subsidize a lower rate of$20 for Dublin youth sports groups. DUSL raised three issues in their letter. The first was that Staffs estimate of an eight year life for the synthetic turf surface was conservative given that the use will be solely soccer. As noted earlier the City commissioned a comprehensive study of synthetic turf. This study showed that although manufacturers claim an eight to ten year life for the synthetic surface, this has not been the case in other communities. In some cases turf had to be replaced after six years and in most cases it was after eight years. The second issue identified by DUSL was that the rates proposed for non-resident and commercial use were not reflective of comparable facilities like San Ramon. Historically Staff has always compared to the other communities in the Tri-Valley and based the fees on the survey average, not to the high end of the market. The same methodology was used to develop the proposed fees, which are within the survey average and similar to those charged by other agencies in the area (Attachment 1). Based on use patterns in similar facilities in the area, it is anticipated that rentals by non-resident groups would make up a small percentage of the total use. Most of the bookings will be from resident youth 7 of 8 sports groups. Therefore the increased non-resident rates proposed by DUSL may not fully make up the difference for the increased discount for resident use. Additionally increasing the non-resident rate to $100 would make it $40 more than the survey average and could eliminate the viability of use by some non-resident groups, thus reducing the cost recovery rate. In the future the City could raise fees for non- resident use if it the fields are not fully booked by resident uses and it appears there is significant demand by non-resident groups. The third issue raised in the letter was that the renovation of the Dublin Sports Grounds may require DUSL to move more programs than originally planned to Fallon Sports Park, significantly increasing their annual field costs. Staff conducted an analysis of the actual facility bookings for the past season, which shows that Emerald Glen is not being used to full capacity. On many days there were fields still available for rental. From August 15 to November 15, 2009 the number of weekdays booked on each field averaged 66%, while the number weekend days booked was 74%. Therefore there is space at Emerald Glen to accommodate some of the uses that would have been at the Sports Grounds during the renovation. Ted Fairfield Park was only booked five times during the season for weekday soccer practices, and never on the weekend for games. Therefore Staff is confident that if DUSL needs turf fields during the renovation there are enough available between Emerald Glen, Ted Fairfield and school parks to not require DUSL to rely on the synthetic turf fields at Fallon Sports Park. Therefore, Staff recommends keeping the rate at $25 per hour for Dublin youth sports groups. This fee is still the lowest in the Tri-Valley for resident non-profit sports groups and is justified by the estimated replacement cost in eight years. Tri-Valley Cricket Association Attachment 5 is an e-mail received from the Tri-Valley Cricket Association. They are concerned their group will no longer qualify as a Dublin based group as they cannot meet the proposed 75% residency requirement. They suggest allowing both Dublin residents and those working for Dublin employers to make up the 75%residency requirement. The resident rates are designed to give priority to those who pay property taxes in Dublin, or rent a home or commercial building that contributes property tax to Dublin. Since employees of Dublin based businesses have not contributed property taxes to the City, Staff does not recommend including employees toward meeting the residency requirement. However if a company that owns or leases a building in Dublin wanted to use a sports field it could be done at a resident rate. SUMMARY The modifications proposed by Staff will help the City to continue to operate and maintain the facilities in a quality manner. The proposed rental fees remain affordable and are just 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, 2010 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. 8of8 19 �82 DRAFT Sports Field Use Policy LIFOR The City of Dublin has several sports fields available for use by the community on a permit basis for baseball, cricket, lacrosse, soccer and softball. Fields available at the Dublin Sports Grounds, located on Dublin Boulevard at Civic Plaza, include five baseball fields (one 90' and four 60' diamonds), six soccer fields (two lighted), and two lighted softball fields. Fields available at Emerald Glen Park, located on Tassajara Road between Central Parkway and Gleason Drive, include four soccer fields, three baseball fields (one 80' and two 60' diamonds) and one cricket field. Fields available at the Fallon Sports Park, located on Lockhart Street between Central Parkway and Gleason Drive, include two 60' youth baseball fields, two lighted softball fields and two lighted synthetic turf soccer/lacrosse fields.Ted Fairfield Park, located at North Dublin Ranch Drive and Antone Way, features one 60' baseball diamond and one soccer field. The Sports Field Use Policy establishes rules, regulations, procedures and fees governing use of City sports fields. 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: less than three dates 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 at least 75% Dublin residents.) a) Youth Sports League Organizations b) Adult Sports League Organizations 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) b) 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) 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 Page 1 of 4 ATTACHMENT 1 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 three 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 Use Application must be submitted for approval. Applications for organized use (see definition above) submitted less than 14 days prior to the rental date will not be accepted. Applications for casual use submitted less than seven days prior to the rental date will not be accepted. 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 8:30 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 Dublin's City Limits. Verification of residence address will be required (valid California drivers 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 2 -75%of membership must reside in Dublin. Group 3 - 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 fields are available year round. 2. A minimum of one hour will be required per 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 Facility Use Application. Payment 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 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 one month (30 days) after receipt of an approved schedule and invoice. Payments not received by this deadline may result in cancellation of the rental and 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 Facility Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the facility. 3. Payments may 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. Page 2 of 4 Cancellations, Changes and Refunds 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 year after the date of issue and can only be used for field rentals. 2. 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 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. Credits are not issued for unused hours. 4. 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. 4. Smoking is prohibited within 100 feet of Children's Play Areas, Sports Fields, Sport Courts 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. 8. No use is permitted on turf fields if the rain indicator light is on. 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. Lining or marking of the field is not allowed without prior approval of the City. 16. Requests for exception to the Sports Field Use Policy must be submitted in writing to the City Manager, or their designee, no later than one month prior to the date of use requested. Synthetic Turf Fields at Fallon Sports Park 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. 5. No driving in of stakes. 6. Lining or marking of the field is not allowed without prior approval of 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 or high-heeled shoes are prohibited. Insurance Requirements All applicants for organized 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 "additional insured"in conformance with the hold 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. Note:Please contact your insurance provider to check if your homeowner's policy may be extended to cover your facility rental. Page 3 of 4 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 Sports Field Use Policy and/or excessive cleaning or damages to the field. Rental Fees (effective for rentals on July 1, 2010 or after) GROUP 1—PUBLIC AGENCIES AND GROUP 2A—DUBLIN YOUTH SPORTS LEAGUES Turf Field per Hour $6.00 Synthetic Turf Field per hour $25.00 Soccer Field Lighting Charge per hour $24.00 Softball Field Lighting Charge per hour $15.00 GROUP 2B—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 Synthetic Turf Field per hour $40.00 Soccer Field Lighting Charge per hour $24.00 Softball Field Lighting Charge per hour $15.00 GROUP 4-INDIVIDUALS/OTHER GROUPS Turf Field per hour(Dublin Resident) $18.00 Turf Field per hour(Non-Resident) $22.00 Synthetic Turf Field per hour(Dublin Resident) $50.00 Synthetic Turf Field per hour(Non-Resident) $60.00 Soccer Field Lighting per hour(Dublin Resident) $32.00 Soccer Field Lighting per hour(Non-Resident) $38.00 Softball Field Lighting per hour(Dublin Resident) $20.00 Softball Field Lighting per hour(Non-Resident) $24.00 GROUP 5-COMMERCIAL USES Turf Field per hour(Dublin Resident) $29.00 Turf Field per hour(Non-Resident) $35.00 Synthetic Turf Field per hour (Dublin Resident) $80.00 Synthetic Turf Field per hour(Non-Resident) $96.00 Soccer Field Lighting per hour(Dublin Resident) $51.00 Soccer Field Lighting per hour(Non-Resident) $61.00 Softball Field Lighting per hour(Dublin Resident) $32.00 Softball Field Lighting per hour(Non-Resident) $38.00 TOURNAMENT FEE Attendant Fee $15 per hour General Notes Regarding Fees 1. Hourly rental fees will apply for each field reserved. 2. Teams participating in City of Dublin Leagues will be charged $6.00 per hour to utilize turf fields for team practices (use of lights will be charged at the full rate). 3. Tournaments charging a team entry fee or spectator admission fee will be charged a Facility Attendant fee of$15 per hour per park in addition to the rental fees. ........ ........ ....._.. 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 4 of 4 CL N 0 0 0 0 O 0 0 0 0 0 0 0 0 0 0 0 0 rq O o 0 0 o O 0 0 0 0 0 0 0 0 O o 0 0 > u cc o o Ln ui ui o ui ui ui ui o o ui ui ui ui E e-1 ci M N N ci M N N r-I ci M M N N N N N N \ L} i/} t/} i/} V? V} i/} 1/} t/} t/} i/? V)• i/} to t/} t/) N =3 L D L Z d 0 �` O 75 l J N O - CD o 0 0 0 0 0 0 0 0 0 0 ° o o o Z O 0 O 0 0 0 0 0 0 0 0 0 O C0 c-) rp Q N rV � N N h N N N r, 'N N O rn N 0 (`� V1 r 1 .--1 ri 1-1 N N ri ri N N � c-I r-I c � � E O * �Q 14 V7 t4 t4 an V, L4 t/> V� V> to to m -o Q a a�i °o °-' LO O z N � 00 00 00 ri 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Z O rn L0 0 0 m LO O o I'D � � �.D 0 0 o O �.0 LD Lo X 0 0 0 0 W NO r� I� rYi rri � � rri rYi � r; � � rri rri ni r» r, P- rl r, m m m m _ ri Ln N N ri Ul N N Ln Ln Ul Lrl N N N N Ul Ln Ln Ln N N N N W OJ a V O Z J O O :O O O O O O O O O O O O O 0 J O O O 0 O 0 0 0 0 0 0 0 0 0 0 0 0 m O M r4 ryi ri lD 1p rr1 M ri ri LO LO M rn -4 ri W 2 Ul N Ln N ri ri Ln Ln N N ri LO Lrl N N r !� Q N V} V} t/} i/} V} VT V)• i/} t/} t/} i/} t/T V} Vl• V? T V V Z OO ri ri l0 c-I ri 0 0 0 0 0 0 0 0 0 0 0 0 o O Ql Ql VI Ol 0l 0 0 0 0 0 0 0 0 0 0 0 0 00 W ri 00 00 M M oo 00 r� N 00 00 N N N N 2 N N ci N N N N Lrl Ln u'1 Ul Ln Ln N N M M Z N n V} t/} V} t4 i/} V} in V} W z ran z 0 0 o O 0 0 0 0 0 0 0 00 0 0 0 0 0 0 0 00 0 0 0 0 LL O O O O O O Cl O O O O O O O O O O O O O O O O p X 0 0 0 O O O O 0 0 0 0 0 0 0 0 Lrl 0 0 Rl 0 0 0 0 M N N ri A N N ri N ',t r-1 N O N V ri N Ln e.i �' V V W " W L6 W Lu i7 N 0 N r- N 0 N Lm u er nr N N N N ct tr P, r N N m m ' "' to - m N V-i 1 a, o cC 0 i rn m o ct r1 M o ul c .vO i Lc ri m N N .i d N N a N 0 4 N N r H Q: V} t!y tn- to t/? Vk V!� t4 t/r th t7)..tn. <h -01 VS� ui Z W � o G c a J o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0.0 0 0 c W w 0 0 0 0 = 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 a ,6 ui 4 ui v o v ui oo N o o N o0 o v of Iri o 6 r-i r4 r� 00 co LL. N N -1 .-i 4 N ri ri N Lrl W m m N N N M 00 0) ul w M M \ Z Vl•.V} V? t/? O i/? V? V} V1 in. tn• V? V? t/1• V? V? in• V? th V? vl.t4 t/? V>- t4 s. r m Z U) O NZ 0 O O V 0 0 0 0 0 0 0 0 0 0 0 0 J W O O O O O O O O O (D O O O O O co V1 N � W W N ' N O0 W Ql o0 - N 00 l0 rT cr W N ri H ri N m m ri r-1 N M M M -4 ri LU 0 u � t/} i/} O V} to to t/} t/? V? � V? VT VT V? t? V? A w Q J o a Y ¢� z Z O Q Y 1 O c v Q �i Ln W d c Y -O Y '� F O 41 p N 4J D 'D c O wC2 O O C N O oC Q on N r6 r/1 N ro CC N N '�n D1 01 'vf U1 0 u s U Y N O OOC z N Y N O z a a � u 0o O s u 00 W s ^ =o = z a n o oc z 00 0o rTa v D a� v N do u °�° .y N u 0E0 .y = v w z °° cn +� + O _0 rr z °�_° o=_o y W @ L Y L Y L ~ N L L Y Y L � N L Y Y .c LL F- U 3 0o J v � c O v cc D D m W C9 v = � r 0o no a J uo �""' J \ '� f" J J J -o J J p o u f _ ro u J -a n c u u J -' -o -o Q v c u u J J o o Z v .Y -o Q Y O Y 'Y -o a) O Y 'Y -o -o W LL Q L O O Z Z LL LL W -0 � a co W Z rO V) V) LL N u W tf L u u 4- tf C L L U w VYO W v v O O W N O O O W N N N O O O O O w N N w O O O O n oc LL LL Vl Ln cc a d N -' - a a LL LL ul N Vi U) U a a LL m N Vl Ln Ln H Q ATTACHMENT 2 From: Mark Saake, Dublin Little League [marksaakediI @gmail.com] Sent: Wednesday, December 09, 2009 8:44 AM To: Rich Jochner Subject: Re: REMINDER-COMMENTS RE: City of Dublin -Sports Field Use Policy Hello Rich- On behalf of Dublin Little League, and the youth of Dublin, I would like to thank you and the committee for recommending that the rates for the Dublin youth leagues remain the same as they have been. Each year we struggle with budgets, and our payments to the city for the field usage-is our biggest single expense, consuming about 20%of our budget. And this year things are extremely tight for us. We have had requests for over$5,000 in scholarships already. A raise in the rates would have really put the pinch on us. Bottom line, thank you for making it so that we can continue to provide the ability for kids to play baseball in Dublin. Mark Saake President Dublin Little League www.dublinlittleleague.org "Fifty years from now it won't matter who struck out, who dropped a fly ball, who hit the home run, or how many wins and losses your Little League team had. But, the world will be a better place ifyou make a difference in a child's life." ATTACHMENT 3 UY2 Uniteb SOCCER LEAGUE P O BOX 2485 • DUBLIN, CA 94568 http://www.dublinsoccer.org December 9, 2009 Rich Jochner Recreation Supervisor, City of Dublin 100 Civic Plaza Dublin, CA 94568 Re: Draft Sports Field Use Policy and Rental Fee Schedule Rich— Thank you for providing Dublin United Soccer the opportunity to review and respond to the proposed Sports Field Use Policy. We greatly appreciate our partnership with the City of Dublin and the City's willingness to include local youth sports organizations in the planning phases of recreational sport facilities in the community. In general, we are in agreement in regards to the proposed changes. Dublin United currently has approximately 90% Dublin residents in our membership and we believe that the proposed 75% threshold for Dublin youth sports organizations should not affect our standing. Our primary area of concern is in regards to the proposed field rental rates at Fallon Sports Park. Here are some general issues: • A survey of field turf manufacturers indicates a stated lifetime of 8 to 10 years for newly installed synthetic turf surfaces. The proposal's definition of 8 years as a lifetime metric is very conservative given the fact that the surface will be used only for soccer, rather than multi-use as at Dublin High School. • The proposed rate of$60/hour for non-Dublin groups, presented as a reflection of the survey average, does not reflect the use cases in the neighboring cities with much lower rates. San Ramon's rate of $100 1hour is more of an "apples-to-apples"comparison with Fallon Sports Park. A survey of other Northern California communities via the Internet indicates a typical $100 to$125/hour rate for synthetic turf rentals for non-community groups. It is our belief that a significantly higher rate (aligned with San Ramon and other communities)should be installed for non-Dublin groups, in order to subsidize a lower rate for Dublin community sports organizations. • The renovation of Dublin Sports Grounds will impact us in 2010. In response, we may have to move more programs than we had originally planned to Fallon Sports Park, significantly increasing our field costs beyond what we had originally considered. Since much of our revenue is derived from player registration fees, it is possible that we will either have to raise fees or find cost savings within programs to offset the. field rental increases. Page 1 ATTACHMENT 4 Response to Draft Sports Field Use Policy and Rental Fee Schedule In response to the draft proposal, Dublin United would like to request these modifications to the fee schedule for synthetic turf fields: • Resident youth sports synthetic turf at$20/hour, reflecting 25% longer lifetime of surface as well as recognizing the 2010 impact of DSG renovations. • Non-resident individual/groups at$100/hour, in alignment with San Ramon and other communities • Non-resident commercial at$100/hour Please feel free to contact me with questions or issues regarding our response. Sincerely, Scott Schoenthal President, Dublin United Soccer Page 2 From: Anupam Singh [aysinh @yahoo.com] Sent: Tuesday, December 08, 2009 6:18 PM To: Rich Jochner Subject: Re: REMINDER-COMMENTS RE: City of Dublin-Sports Field Use Policy Hello Rich: Our club has many people who work at Sybase but may not live there. Given Sybase's corporate presence in the City, can we amend the rules for such people?We would be willing to provide proof of employment for such people. regards, Anupam ATTACHMENT 5