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HomeMy WebLinkAbout8.1 Sports Fields Use Policy Discussionor 19 82 /ii � 111 DATE: TO: FROM: STAFF REPORT CITY COUNCIL April 19, 2016 Honorable Mayor and City Councilmembers Christopher L. Foss, City Manager " SUBJECT: Sports Fields Use Policy Discussion Prepared by Micki Cronin, Assistant Director of Parks and Community Services and Hazel L. Wetherford, Parks and Community Services Business Manager CITY CLERK File #920 -10 EXECUTIVE SUMMARY: The City Council will review the City's Sports Fields Use Policy. Staff is recommending changes to the classification of user groups, reservation lead time, and the cancellation period. FINANCIAL IMPACT: None. RECOMMENDATION: Staff recommends that the City Council receive the presentation and provide direction on the proposed approach to the Sports Fields Use Policy update. - Submitted By Administrative Services Director DESCRIPTION: Reviewed By Assistant City Manager The City's Sports Fields Use Policy (Policy, Attachment 1) establishes rules, regulations, procedures, and fees governing the use of City sports fields. Fields available for rent are as follows- Dublin Sports Grounds • Five baseball fields • Six soccer fields • Two softball fields Emerald Glen Park • Four soccer fields • Three baseball fields • One cricket field Fallon Sports Park • Two baseball fields • Two softball fields • Two synthetic turf soccer /lacrosse fields Ted Fairfield Park • One baseball field • One soccer field Page 1 of 2 ITEM NO. 8.1 In March 2012, the Policy was updated, focusing primarily on rental fees and registration processes. Staff is now recommending a comprehensive review of the Policy as it relates to the classification of users, reservation lead time, and cancellation period. At this time, Staff is not recommending specific changes to the Policy, but simply wishes to identify areas for review to guide the update to the Policy. The actual changes to the Policy will be brought back to the Parks and Community Services Commission with a recommendation to the City Council at a future date. As part of the Policy update, Staff will identify best practices in surrounding cities that may be adapted to better meet Dublin's needs. Classification of User Groups Staff is proposing to simplify the current classification of user groups. There are currently five user groups and within the five user groups, there are sub - groups, for a total of eight combinations of user groups. Staff has received several comments that the number of user groups tends to be cumbersome and confusing. Staff would like to review the user groups and see how they can be simplified for ease of understanding and processing. Reservation Lead Time Staff is proposing to increase the reservation lead time for user groups. Currently, lead times vary from two months, four months or six months depending on the user group's category. Staff receives several requests to make exceptions to the current Policy to allow user groups to reserve fields prior to their allotted time. Increasing the reservation lead time would allow more flexibility and convenience in scheduling, allowing users to plan a year in advance. Cancellation Period Staff is proposing to change the notification period for cancellations. Currently, a user can cancel a reservation up to 10 days before the rental, and many users hold onto their reservations until the 10 -day period approaches. When this occurs, the City loses the ability to re -rent the fields to other users. Staff has been advised of some users looking for fields try to broker deals with the reserving party; similar to sub - leasing, which is prohibited by the Policy. If the required notification period for cancellations were increased, the availability of the fields would increase, as users may not be inclined to hold onto their reservations. This can help emerging groups who are looking to reserve field use and set schedules for their programs. In addition to the above - mentioned changes, Staff will also clean up minor items to improve the overall process. This may include separating the policy from the procedures, application, and fees; insurance requirements; hold - harmless language; and general information. Staff would also conduct fee surveys as fees have not changed since 2014. Staff is seeking direction from the City Council on the proposed areas of focus for the Sports Fields Use Policy update. If the City Council directs Staff to update the Policy, Staff will meet with the user groups to seek input on proposed revisions. These proposed revisions would be brought back to the Parks and Community Services Commission for a recommendation to the City Council. NOTICING REQUIREMENTS /PUBLIC OUTREACH: None. ATTACHMENTS: 1. Sports Fields Use Policy Page 2 of 2 City of Dublin N Sports Fields Use Policy 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: 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) b) Non - Resident ADOPTED MARCH 6, 2012 SPORTS FIELD USE POLICY Page 1 of 5 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 per rental 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 I 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. ADOPTED MARCH 6, 2012 SPORTS FIELD USE POLICY Page 2 of 5 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 30 days after receipt of an approved rental contract /confirmation. 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 immediately upon receipt of a rental contract /confirmation. 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 ten business days of the rental date. 2. If submitted less than ten business 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 Parks and Community Services Director. 18. Programs that duplicate in any form programs offered by the Parks and Community Services Department may be denied. ADOPTED MARCH 6, 2012 SPORTS FIELD USE POLICY Page 3 of 5 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. Synthetic Turf Fields at Fallon Sports Park I 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 or high - heeled shoes are prohibited. Insurance Requirements I 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 may be extended to cover your facility rental. Security Deposit I 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. ADOPTED MARCH 6, 2012 SPORTS FIELD USE POLICY Page 4 of 5 Rental Fees INITIAL: Effective Effective Effective 0712012 0712013 0712014 GROUP 1 - PUBLIC AGENCIES AND GROUP 2A - DUBLIN YOUTH SPORTS LEAGUES Turf Field per Hour $6.30 $6.60 $7.00 Synthetic Turf Field per hour $21.00 $23.00 $25.00 Lighting Charge per hour $24.40 $24.80 $25.40 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 $14.85 $15.70 $16.80 Synthetic Turf Field per hour $43.00 $46.00 $50.00 Field Lighting Charge per hour $25.00 $26.00 $27.20 GROUP 4 - INDIVIDUALS/ OTHER GROUPS Turf Field per hour (Dublin Resident) $18.90 $19.80 $21.00 Turf Field per hour (Non- Resident) $23.00 $24.00 $25.20 Synthetic Turf Field per hour (Dublin Resident) $53.75 $57.50 $62.50 Synthetic Turf Field per hour (Non- Resident) $90.00 $96.30 $104.70 Field Lighting Charge per hour (Dublin Resident) $32.60 $33.20 $34.00 Field Lighting Charge per hour (Non- Resident) $39.10 $39.80 $40.80 GROUP 5 - COMMERCIAL USES Turf Field per hour (Dublin Resident) $30.40 $31.80 $33.60 Turf Field per hour (Non- Resident) $36.60 $38.20 $40.30 Synthetic Turf Field per hour (Dublin Resident) $86.00 $92.00 $100.00 Synthetic Turf Field per hour (Non- Resident) $144.00 $185.00 $250.00 Field Lighting Charge per hour (Dublin Resident) $52.00 $53.00 $54.40 Field Lighting Charge per hour (Non- Resident) $62.30 $63.60 $65.30 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. ADOPTED MARCH 6, 2012 SPORTS FIELD USE POLICY Page 5 of 5 �V i) Sports Fields Rental Application i City of Dublin - Parks and Community Services Department 100 Civic Plaza, Dublin, California 94568 o17° (925) 556 -4500 APPLICANT INFORMATION Last Name: First Name: Organization (if applicable): Address City: Best Contact Number(s) During the E -Mail Have you rented one of our facilities before? Yes No (please circle) CLASSIFICATION OF APPLICANT Zip Code: Day: Group 1— Public Agencies Group 2a — Dublin Youth Sports League Organizations* Group 2b — Dublin Adult Sports League Organizations* Group 3 — Dublin Chamber of Commerce, Dublin Charitable and Social Welfare Organizations* Group 4a — Resident Individuals or Other Groups ** Group 4b — Non - Resident Individuals or Other Groups Group 5a — Resident Commercial Uses ** Group 5b — Non - Resident Commercial Uses *Must submit the organization's roster (must be 75% Dublin resident for youth leagues and 51% Dublin resident for adult leagues and non - profit organizations), bylaws and current IRS tax exemption letter (must be 501c3 or 501c4) at the time of application. * *Proof of residency required at the time of application (valid California Driver's License /ID or current utility bill). RENTAL FUNCTION INFORMATION Use Type: Organized Use (A) League games, practices, tournaments, clinics, instruction, special events, or a fee is charged for participation. (B) Rental application with more than three dates of use requested. (C) Rental applications with more than one field requested. Casual Use - Rental application with three dates or less requested and only one field requested. Function Type: Practice Game Tournament (Attendant Fee Required) Fundraiser Other: Type of Sport or Event: 1=acili-tv ---------- Dubri -i Sporfs Grourias ---------- Falfori -ports lurk ----------- Fmerafa -Glen- park ---------- T&U-'airfieldljark --- - - - -'- Turf Type: Grass Synthetic (Fallon Sports Park only) Field Type: Soccer Field Baseball Field Softball Field Cricket Field Number /Letter: - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Rental Date: Day Rental Date: Day: Rental Date: Day: Start Time: _ am /pm End Time Start Time: _ am /pm Start Time: _ am /pm End Time am /pm Lights? Yes / No am /pm Lights? Yes / No End Time: _ am /pm Lights? Yes / No Will the function be open to the public? Yes No Will an admission fee be charged? Yes* No *Purpose of fee? - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ----------- - - - - - -------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The undersigned, hereby agrees to be responsible for any damage to the facility occurring during and by this use, and agrees to be responsible for the conduct of all persons attending this function. Applicant further agrees to be responsible for any accident or injury occurring to anyone during and by this use, and agree that the City of Dublin, its officers and employees, shall not be responsible for any such injury or loss, except as arises from the sole willful act, omission or sole negligence of the City of Dublin, its officers or employees. The undersigned has received a copy of the Sports Field Use Policy and agrees to comply with the rules and regulations listed therein. Signature of Applicant Organization (if applicable) Date Sports Fields Rental Application - continued Rental # APPLICANT INFORMATION Last Name: First Name: Organization (if applicable): RENTAL FUNCTION INFORMATION Facility: Dublin Sports Grounds Fallon Sports Park Emerald Glen Park Ted Fairfield Park Turf Type: Grass Synthetic (Fallon Sports Park only) Field Type: Soccer Field Baseball Field Softball Field Field Number or Letter: Rental Date: Day: Start Time: am /pm End Time: _ am /pm Lights? Yes / No Rental Date: Day: Start Time: _ am /pm End Time: _ am /pm Lights? Yes / No Rental Date: Day: Start Time: _ am /pm End Time: _ am /pm Lights? Yes / No Rental Date: Day: Start Time: am /pm End Time: _ am /pm Lights? Yes / No Rental Date: Day: Start Time: _ am /pm End Time: _ am /pm Lights? Yes / No Rental Date: Day: Start Time: _ am /pm End Time: _ am /pm Lights? Yes / No Sports Fields Rental Application - continued RESERVATION STATUS - FOR OFFICE USE ONLY APPROVED DENIED Recreation Supervisor APPLICATION SECURITY DEPOSIT /CARD CALENDAR BOOKED ON COMPUTER APPROVAL LETTER INSURANCE CERTIFICATE RECEIVED CITY ISSUED INSURANCE CERTIFICATE CLEAN -UP SLIP STAFF SCHEDULED COPY OF APPROVED APPLICATION TO GYMNASIUM CLIPBOARD CONFIRMATION LETTER PAYMENT INFORMATION - FOR OFFICE USE ONLY Date Rental # DATE: CASH: CHECK #: RECEIPT NUMBER: STAFF INITIAL: FINAL PAYMENT RENTAL FEE: x $ =$ NUMBER OF HOURS HOURLY RENTAL FEE FINAL PAYMENT AMOUNT DATE: CASH: CHECK #: RECEIPT NUMBER: STAFF INITIAL: CITY ISSUED INSURANCE CERTIFICATE DATE: CASH: CHECK #: RECEIPT NUMBER: STAFF INITIAL: REFUND STATUS - FOR OFFICE USE ONLY CLEANUP STATUS: SATISFACTORY UNSATISFACTORY ADDITIONAL CHARGES: ADDITIONAL HOURS OF USE( HOURS @ $ PER HOUR) $ TOTAL ADDITIONAL CLEANUP REQUIRED $ TOTAL DAMAGE TO FACILITY OR EQUIPMENT $ TOTAL DEPOSIT: REFUNDABLE AMOUNT REFUNDED: $ DATE CLAIM FORM TO FINANCE: PARTIALLY REFUNDABLE AMOUNT REFUNDED: $ DATE CLAIM FORM TO FINANCE: FORFEITED BALANCE DUE IF ANY: $ DATE LETTER SENT TO APPLICANT: Sports Fields Use Policy Discussion City Council Meeting – April 19, 2016 Sports Fields Dublin Sports Grounds •Five baseball fields •Two softball field •Six soccer/lacrosse fields Fallon Sports Park •Two baseball fields •Two softball fields •Two synthetic turf soccer/lacrosse fields Emerald Glen Park •One cricket field •Three baseball fields •Four soccer/lacrosse fields Ted Fairfield Park •One baseball field •One soccer/lacrosse field Classification of User Groups •Simplify Current Classifications –Consider reducing the number of different User Groups •Match other policies User Groups •Review Classification Priorities Reservation Timeline Currently reservations can be requested two (2), four (4) and six (6) months in advance –Staff receives regular requests for exceptions –Increase reservation lead time for user groups –Adjusted lead time and cancellation period would allow for more User Groups to schedule facilities Cancellation Period Current policy allows for cancellations up to 10 days prior to the rental date – •Many groups wait until 10 days before rental date to cancel •Short lead time of 10 days hinders ability to re-rent the fields to other User Groups Clean-up Items •Improve details to the overall policy and process •Separate policy from procedures –applications –fees –insurance and hold harmless requirements –general information Staff Recommendation Provide direction on the proposed approach to the Sports Fields Use Policy Update.