HomeMy WebLinkAboutItem 8.1 Sports Fields Use Policy Discussionor
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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:
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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: