HomeMy WebLinkAbout4.2 - 2635 Reservation Policy Update - Stager and Spor
Page 1 of 4
STAFF REPORT
CITY COUNCIL
DATE: July 16, 2019
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Sports Fields and Stager Community Gymnasium Reservation Policies
Update
Prepared by: Lisa McPherson, Recreation Manager
EXECUTIVE SUMMARY:
The City Council will consider approval of an update to the Sports Fields and Stager
Gymnasium Reservation Policies, including a new Field Allocation Formula policy, and
updates to the sections titled “Tournaments” and “Turf Field Rain Indicator Lights”.
STAFF RECOMMENDATION:
Approve the update to the Sports Fields and Stager Gymnasium Reservation Policies.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
At the May 20, 2019 Parks and Community Services Commission meet ing, the
Commissioners reviewed three sections to the existing Sports Fields and Stager
Community Gymnasium Reservation Policies, Rules and Fee Schedule rental packets
and recommended a new Field Allocation Formula, and updates to the sections titled
“Tournaments” and “Turf Field Rain Indicator Lights”. The Commission voted 4-0-0 to
recommend the policy change and updates.
Field Allocation Formula
Each year, the City allocates athletic fields for sports organizations to rent during March
1st through December 15th. Staff utilize the following rental categories to establish
priority use when allocating fields:
Dublin Sports League Organization (75% Dublin youth residents)
Resident
Non-Profit
Non-Resident
Commercial
Page 2 of 4
Over the past years, the requests for field usage from multiple sports organizations'
(baseball, soccer and cricket) has increased, resulting in multiple users requesting the
same space. To accommodate the increase in field requests and to ensure equal field
usage amongst the sports organizations are allocated appropriately, a Field Allocation
Formula is recommended. The Formula will be based on a percentage of total Dublin
residents listed on the sports organizations' rosters.
• Currently, Staff automatically collect the team rosters to calculate their residency
requirements by reviewing each person listed on the rosters provided by the
sports organization.
o Sports Organizations submitting knowingly false information on residency
rosters will result in automatic revocation of permit.
The following is an example of the proposed Field Allocation Formula:
Organization A has 900 Dublin residents and Organization B has 750 Dublin
residents.
Total Dublin residents registered in Organizations A and B equals 1,650
Organization A would receive 55% of field time available (900 divided by 1,650
equals 55%)
Organization B would receive 45% of field time available (750 divided by 1,650
equals 45%)
Both Organizations request usage on the same field and same day from 3:00 -
7:00 PM (4 hours):
o Organization A (55%) would be allocated 2.5 hours of field usage on that
day
o Organization B (45%) would be allocated 1.5 hours of field usage on that
day
• Organization A would receive first choice on the time they prefer to use the field
(either 3:00-5:30 PM or 4:30-7:00 PM) on the day requested.
Staff highly encourages sports organizations requesting the same field on the same day
and time frame to work together to form a fair compromise. This is frequently discussed
during the City quarterly meetings with the Youth Sports liaisons; however, when a
compromise cannot be met, this formula will ensure a fair and equitable allocation
process.
Tournaments and Turf Field Rain Indicator Lights
Tournament protocol and turf field rain indicator lights were not clarified in the initial
consolidation of the Sports Fields and Stager Gymnasium Reservation Policies, Rules
and Fee Schedule rental packet. Staff is recommending revising the policy to clarify the
following:
Tournaments:
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
Page 3 of 4
outdoor toilet facilities and/or be charged for extra litter pick-up, restroom
supplies (toilet paper and paper towels) or added staffing.
o Tournaments that require City staffing will be charged for actual cost for
services related to Facility Attendants, Maintenance staff and other City
staff per hour per location (Fallon Sports Park, Emerald Glen Park and
Dublin Sports Grounds) in addition to the rental fees.
▪ Sports Organizations that conduct tournaments without informing
Staff a month in advance will be charged for extra restroom
supplies and Maintenance staff cost.
Turf Field Rain Indicator Lights:
Field use is prohibited when the Rain Indicator Light is on.
o Field renters are responsible for assuring that their organization, leagues
and teams observe this rule.
Rain Indicator Light locations:
o Dublin Sports Grounds by restroom building near Soccer Field # 4
o Emerald Glen by restroom building near the basketball courts
o Fallon Sports Park on the baseball and softball outfield fences
o Ted Fairfield has no rain indictor light
Staff proposed the Field Allocation Formula, tournament protocol and turf field rain
indicator lights clarification in a meeting conducted on May 8, 2019 with the following
Dublin Sports League Organizations':
Cricket for Cubs
CYO
Dublin Cricket League
Dublin Little League
Dublin United Soccer League
• Dublin Cricket Academy (invited though didn’t attend the meeting)
• Dublin Dogs (invited though didn’t attend the meeting)
The feedback from that meeting was positive and there was support for Staff’s proposed
Field Allocation Formula, tournament protocol and turf field rain indicator lights
clarification.
Staff respectively request that the City Council approve the Parks and Community
Services Commission recommendations for policy updates, including the Field
Allocation Formula and updates to the tournament protocol and turf field rain in dicator
lights sections.
STRATEGIC PLAN INITIATIVE:
N/A
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report has been provided to Dublin Sports League Organizations’.
ATTACHMENTS:
Page 4 of 4
1. Revised Sports Fields and Stager Community Gymnasium Reservation Policies,
Rules and Fee Schedule
City of Dublin
Sports Fields and Stager Community Gymnasium
Reservation Policies, Rules and Fee Schedule
1. Rental Categories
• Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin‐San
Ramon Services District, Dublin Unified School District, etc.
• 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:
o Youth Sports League Organizations – at least 75% Dublin residents.
o Adult Sports League Organization – at least 51% Dublin residents.
• Non-Profit Organization: Organized non‐profit groups with current 501(c) (3) or 501(c)(4) IRS status.
The submission and approval of a “Non-Profit Organization Verification Form” must be on file with
the City.
o *Groups applying under the Non-Profit Organization classification must have an “Organization
Verification Form” on file with the following two documents:
▪ 1) Bylaws
▪ 2) Current I.R.S. Tax Exempt Letter.
o Groups claiming Dublin Sports League Organization must provide a current membership roster.
▪ For Youth Sports League Organizations, 75% of membership must reside in Dublin and for
Adult Sports League Organizations, 51% membership must reside in Dublin. Applications
will not be accepted without these items.
• Sports Organizations submitting inaccurate residency rosters will result in
automatic revocation of permit.
• Resident: Individuals must reside or own property within Dublin City Limits
• Non -Resident: Individuals not residing within Dublin City Limits
• Commercial Uses: Companies or individuals whose events have an admission fee or include the
sales of goods or services.
2. Rental Categories Priority Use
Sports Fields
• Dublin Sports League Organization-Youth 75% Residents-Reservations accepted in advance of all
other groups.
• Resident-Reservations accepted up to twelve (12) months in advance of requested use.
• Non-Profit Organizations-Reservations accepted up to eleven (11) months in advance of requested
use.
• Non-Resident-Reservations accepted up to ten (10) months in advance of requested use.
• Commercial-Reservations accepted up to nine (9) months in advance of requested use
Stager Community Gymnasium
• Public Agencies – Reservations accepted up to nine (9) months in advance of requested dates of use.
• Dublin Sports League Organizations – Reservations accepted up to six (6) months in advance of
requested dates of use.
• Residents and Non-Profit Organizations - Reservations accepted up to four (4) months in advance of
requested dates of use.
• Non- Residents and Commercial - Reservations accepted up to two (2) months in advance of
requested dates of use.
1
3. Rental Hours of Use
Required rental period is a minimum of one (1) hour per sports field rental and two (2) hours for
gymnasium rental. Hours of use must include the amount of time needed for the event, including setup and
cleanup. The fields and gymnasium must be vacated by the time specified on the approved Sports Field
Rental Application.
Sports Fields are available during the following hours:
• 8:00 AM to Dusk (10:00 PM for lighted fields)
o Turf fields are available March 1 through December 15
o Synthetic turf fields are available year-round and all-weather playable
Stager Community Gymnasium is available for rental during the following hours when not scheduled for
City or Dublin Unified School District activities:
When School is in Session • Monday‐Friday 3:00 PM ‐ 10:00 PM • Saturday 8:00 AM ‐ 10:00 PM • Sunday 8:00 AM ‐ 10:00 PM
When School is NOT in Session • Weekdays 8:00 AM ‐ 10:00 PM • Weekends 8:00 AM ‐ 10:00 PM
4. Rental Process
• To reserve a sports field or gymnasium, a rental agreement must be submitted for approval a
minimum of ten (10) business days prior to the rental date. Submitting an application fewer than
ten (10) business days prior require Parks and Community Director approval. In each case, an
administrative fee of $5 per rental will apply.
• Applications are accepted between the hours of 8:00 AM and 5:00 PM, Monday through Friday,
holidays excepted.
• 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 the Dublin City Limits. Verification of
residence address will be required (valid California driver’s license or current utility bill).
• Applications for c ontinuous use must include complete schedules, including dates, times, fields
and gymnasium requested for practices and games. Approval takes three (3) to five (5) business days;
notification of application status will be e-mailed.
• The City reserves the right to book additional events before or after an applicant’s confirmed rental
time.
5. Rental Deposit
For rentals that are for league play, a tournament or for commercial use, a $250.00 Deposit is due at the
time that the application is submitted. The deposit will be returned within 30 days of the last date of
the rental, providing there are no violations of the Use Policy, the rental hours exceeded, excessive
cleaning required, or damages to the field(s) or gymnasium.
6. Rental Fee Balance
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.
2
Checks should be made payable to: City of Dublin. Cash, VISA, MasterCard, Discover and American
Express are also accepted. Payments not received by the due date may result in cancellation and forfeiture of the
deposit (as applicable).
7. Insurance Certificate
For rentals that are for league play, a tournament or commercial uses, all applicants 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 at a minimum of $1,000,000 per occurrence. The applicant must be specified as the insured.
The certificate shall name the “City of Dublin, its officers, employees, agents and volunteers” as an
“additional insured” in conformance with the hold harmless agreement the applicant’s insurance shall be
primary to any insurance carried by the City of Dublin and/or the Dublin Unified School District . The
certificate shall be properly executed with the original signature of the authorizing agent of the
insurance company. Note: Please contact your insurance provider to check if your homeowner’s policy
may be extended to cover your facility rental.
8. Cancellations, Changes and Refunds
• Cancellation requests must be in writing by the applicant and sent by emailing
parksandcommunityservices@dublin.ca.gov.
• Refunds and Credits are not issued for unused hours.
• 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 advanced notice as possible.
Sports Fields
• No refund or credit will be issued for a cancellation or reduction of pre-booked hours within ten
(10) business days of the rental date.
• If submitted less than ten (10) 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.
• Adding hours fewer than ten (10) 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.
• All credits expire one (1) year after the date of issue and can only be used for field or field light
rentals.
Stager Community Gymnasium
• Refunds will be handled as follows:
• If the request is received three (3) months or more prior to the rental date, the deposit
will be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant within
30 days of receipt of the written cancellation request.
• If the request is received between three (3) months and 30 days prior to the rental, the
applicant will forfeit the deposit unless another user rebooks the date. If the date is
rebooked, the deposit will be refunded less a $25.00 processing fee.
• If the request is received less than 30 days prior to the rental date, the applicant will forfeit
the deposit and one‐half of the fees paid (or payable).
• Any Changes in rental hours less than five (5) business days prior to the rental date will be
assessed a $25.00 fee per change.
3
9. General Rules
• Facility Use Permits cannot be transferred, assigned or sublet.
• Hours of use must include the amount of time needed for the event, including setup and cleanup.
• A responsible adult from the rental must supervise the premises for proper facility use during all
rental hours.
• Groups comprised of minors must be supervised at all times by two (2) adults for each twenty minors.
• Parking is permitted in painted parking stalls only.
• Vehicles parked illegally will be cited.
Sports Fields Rules:
o An approved rental permit is required to use the synthetic turf fields
o Softballs must be rated “Restricted Flight.”
o Bases, equipment and field preparation (drag, water, lines, etc.) are not provided.
o Fields scheduled after dusk will require rental of field lights. All rentals must end by 10:00 PM.
o The 60’ baseball diamonds are designated for youth use only.
o Lining or marking of the field is not allowed without prior written approval from the City.
Stager Community Gymnasium Rules:
o Tables and chairs provided by the City may not be removed from the facility.
o Storage is not available.
o Only water may be brought into the gymnasium. Food and drink are not allowed.
o Containers of ice may not be placed in the gymnasium.
o The consumption, serving and/or selling of alcoholic beverages is not permitted.
o P.A. Systems, microphones, TV/VCRs, stand‐up podiums and extension cords are not available.
o The scoreboard is only available for use during official league games.
o Tickets may not be sold at the door as an admission charge unless approved in advance.
o The gymnasium has heating but no air conditioning.
o The bleachers are electric and must not be pulled or moved by the user. A Gym Attendant will be
responsible for setting up the bleachers. The bleachers are only available for league games or
special events.
o Chairs will be provided when requested.
o All exit doors must be operable and no part of any hallway, corridor, or exit may be used in a way
that obstructs its use as an exit.
o Decorations
o All decorative materials must be either made of non‐combustible substances or treated with
State Approved flame‐retardant.
o Confetti or similar materials may not be thrown inside or outside the facility.
10. General Prohibited:
• The consumption, serving and/or selling of alcoholic beverages.
• Glass containers, including bottles.
• The use of tacks, tape, nails, staples or putty on any walls
• Paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign on the
buildings.
• The use of decals, glitter, powders, wax, paint, etc.
• Hitting or kicking balls onto the walls, outside fences or against buildings.
4
• Spectator seating is only allowed in designed areas off the field.
Sports Fields Prohibited:
o Spectators in dugouts or playing fields during event play.
o SMOKING within 100 feet of any children’s playground area, sports fields, sport courts
and picnic areas.
o Synthetic turf fields prohibited:
▪ Any cleats that are used must be rubber; no metal spikes.
▪ No driving in of stakes.
▪ Dogs or pets of any kind on the fields.
▪ Barbecues, bikes, roller blades, skateboards, motorized vehicles or high-heeled
shoes.
▪ Food and beverages (except for water) including gum, seeds, nuts, candy or sports
drinks.
▪ Chairs, umbrellas, tents, flags, and other outdoor furniture on the field .
• Stager Community Gymnasium Prohibited:
o Containers of ice, drinks (Except for water) or food inside the gymnasium
o SMOKING within the interior of the gymnasium and outside on the school property.
o The capacity of the gymnasium is 1,428 and is posted in the building.
o Overcrowding is forbidden and will result in cancellation of event and forfeiture of all
fees paid.
o School and City property must be protected from damage and undue wear. Users
shall be responsible for the condition of the facility and equipment. The Gym Attendant
will record the condition of the facility and equipment before and after each rental. The
rental applicant shall pay for repairs to property or equipment damaged during a rental.
11. Locations and Information
Sports Fields Information
Dublin Sports Grounds, located on Dublin Boulevard at Civic Plaza, includes:
• Six Baseball Fields (one lighted 90’; four 60’; and one lighted 50’/70’ diamonds)
• Seven soccer/lacrosse fields (two lighted)
• One lighted softball field
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
• One lighted 90’ baseball field
• Two lighted softball fields
• Four lighted synthetic turf soccer/lacrosse fields
Ted Fairfield Park, located at North Dublin Ranch Drive and Antone Way, includes:
• One 60’ softball field
• One soccer field
Stager Community Gymnasium is located at 6901 York Drive at Valley High School.
5
12. Parks and Community Services Director Approval
• Request for exception to the Sports Field and Stager Community Gymnasiums Use Policy must be
submitted in writing no later than 30 days prior to the date of use requested. Approval or denial of
the request will be issued in writing.
• No equipment storage is allowed at park sites without prior written approval from the Parks
and Community Services Director.
13. Tournaments
• All tournaments must provide a tournament director or designee who shall remain onsite at each
location throughout the duration of the tournament. The rental application 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, restroom supplies (toilet paper
and paper towels) or added staffing.
o Tournaments that require City Staffing will be charged for actual cost for services related to
Facility Attendants, Maintenance Staff and other City Staff per hour per location (Fallon
Sports Park, Emerald Glen Park and Dublin Sports Grounds) in addition to the rental fees.
▪ Sports Organizations that conduct tournaments without informing Staff a
month in advance will be charged for extra restroom supplies and
Maintenance Staff cost.
14. Turf Fields Rain Outs
• 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 (4) business days after the scheduled date of
use.
• Field use is prohibited when the Rain Indicator Light is on
o Field renters are responsible for assuring that their organization, leagues and teams
observe this rule.
• Rain Indicator Light locations:
o Dublin Sports Grounds by restroom building near Soccer Field # 4
o Emerald Glen by restroom building near the basketball courts
o Fallon Sports Park on the baseball and softball outfield fences
▪ Ted Fairfield has no rain indictor light
15. Field Allocation Formula
• Fields will be allocated based on percentage of verifiable total Dublin residents on the organizations
roster. Staff highly encourages sports organizations requesting the same field and time usage to work
together.
• Formula Example:
o Organization A has 900 Dublin residents and Organization B has 750 Dublin residents
o Total Dublin residents registered in Organizations A and B equals 1,650
▪ Organization A would receive 55% of field time available (900 divided by 1,650 equals
55%)
▪ Organization B would receive 45% of field time available (750 divided by 1,650 equals
45%)
o Both Organizations request usage on the same field and day from 3:00-7:00 PM
▪ Organization A (55%) would be allocated 2.5 hours of field time on that day
▪ Organization B (45%) would be allocated 1.5 hours of field time on that day
• Organization A would receive first choice on the time they prefer to use the field (either 3:00 -5:30PM
or 4:30-7:00 PM) on the day requested. Staff highly encourages sports organizations requesting the
same field on the same day and time frame to work together on field usage.
16. Sports Fields and Stager Community Gymnasium Rental Fee Schedule
Rental Category
Turf Field
Per Hourly Fee
Public Agencies
Dublin Youth Sports Leagues $7.00
Non-Profit Organizations $16.80
Residents $21.00
Non-Residents $25.20
Commercial Residents $33.60
Commercial Non-Residents $40.30
An additional 50% will be charged for use of the facility on designated City holidays pending availability of City staff.
The City of Dublin reserves the right to deny the use of Sports Fields or gymnasium 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.
6
Rental Category
Synthetic
Turf Field
Per Hourly Fee
Public Agencies
Dublin Youth Sports Leagues $25.00
Non-Profit Organizations $50.00
Residents $62.50
Non-Residents $104.70
Commercial Residents $100.00
Commercial Non-Residents $250.00
Rental Category
Lights Per Field
Per Hourly Fee
Public Agencies
Dublin Youth Sports Leagues $25.40
Non-Profit Organizations $27.20
Residents $34.00
Non-Residents $40.80
Commercial Residents $54.40
Commercial Non-Residents $65.30
Rental Category
Gymnasium
Per Hourly Fee
Public Agencies
Dublin Youth Sports Leagues
Non-Profits (resident only) $40.00
Residents $60.00
Non-Residents $72.00
Commercial Residents $80.00
Commercial Non-Residents $96.00
Volleyball Net (per rental) $10.00