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HomeMy WebLinkAboutAgenda Packet - PR - 2019.05.16City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME F BURLINGAME, CA 94010 I� Meeting Agenda - Final Parks & Recreation Commission Thursday, May 16, 2019 7:00 PM Burlingame Recreation Center 850 Burlingame Avenue 1. Call to Order 2. Roll Call 3. Approval of Minutes a. April 18, 2019 Attachments: Minutes 4. Correspondence 5. Presentations a. Burlingame Parks & Recreation Foundation 6. Public Comments Members of the public may speak about any item not on the agenda. The Ralph M. Brown Act (the State and local agency open meeting law) prohibits the Commission from acting on any matter that is not on the agenda. Speakers are asked to fill out a `request to speak' card located on the table by the door and hand it to staff, although provision of a name, address or other identifying information is optional. The Chairperson may limit speakers to three minutes each. 7. Old Business 8. New Business a. Validated User Group Applications - Our Lady of Angels & St. Catherine of Siena Attachments: Staff Report, Exhibit A, Exhibit B, Exhibit C b. Installation of Fitness Equipment along the Bay and Lagoon Trails Attachments: Staff Report, Exhibit A, Exhibit B, Exhibit C C. Proposed Design for Adrian Court Park Attachments: Staff Report, Exhibit A, Exhibit B City of Burlingame Page 1 Printed on 6/4/2019 Parks & Recreation Commission Meeting Agenda - Final May 16, 2019 9. Staff and Commissioner Reports 10. Future Agenda Items 11. Adjournment Next Meeting: June 20, 2019 NOTICE: Any attendees wishing accommodations for disabilities should contact the Parks & Recreation Department at (650) 558-7323 at least 24 hours before the meeting. A copy of the agenda packet is available for review at the Recreation Center, 850 Burlingame Avenue, during normal office hours. The agendas and minutes are also available on the City's website: www.burlingame.org. City of Burlingame Page 2 Printed on 6/4/2019 K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED City of Burlingame Staff Report File Number: 19-0380 File Type: Discussion Item Version: 1 Agenda Date: 5/16/2019 To: Parks & Recreation Commission From: Title: April 18, 2019 BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Status: Agenda Ready Agenda Number: a. City of Burlingame Page 1 Printed on 6/4/2019 :.G '�PORATCO PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, April 18, 2019 1. CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Milne at 7:01 pm at the Burlingame Community Center, 850 Burlingame Ave, Burlingame. 2. ROLL CALL COMMISSIONERS PRESENT: Milne, Palacio, Holzman, Lee, Ardito, Lewis & Matthews COMMISSIONERS ABSENT: None STAFF PRESENT: Parks & Recreation Director Glomstad, Recreation Supervisor Acquisti, Recreation Coordinators Rath & Administrative Assistant Helley OTHERS PRESENT: Eduardo Zamarripa, Musco Lighting 3. APPROVAL OF MINUTES Commissioner Ardito made a motion to approve the February 21, 2019 minutes. The motion was seconded by Commissioner Palacio and was approved. 7-0. 4. None 5. PRESENTATIONS a. Youth Advisory Committee — Year in Review Recreation Coordinator Rath introduced the Youth Advisory Committee. Presenting to Commission were Ethan, Sofia, Taylor & Stacios. Several other members were present. The Committee assisted with the Pet Parade, YAC Social in Belmont, Fall Fest Kids Zone, Tree Lighting, Holiday Gift Wrapping with Moms Against Poverty, Frozen Sing Along Event, Senior Valentine's Dance and spent time with the group PARCA. In addition to events, the group painted mushrooms made from recycled wood that have been placed in Washington Park for the enjoyment of the public. Each year the group decides what major initiative will be their focus, last year the group focused on Mental Health and destigmatizing the conversations around the topic. This year the group will be tackling Vaping and Substance Abuse as it is a prominent issue within the teen community. The group Parks & Recreation Commission DRAFT Minutes April 18, 2019 has created an Anti -Vaping PSA which they played for the Commission. The video has been shown at Burlingame Intermediate School and can be found the departments Facebook page and will be posted in the Burlingame E-News. This initiative has also been sponsored by the Burlingame Police Department. Upcoming events for the group include Conversation with Council for Teens & assisting with an Egg Hunt in San Mateo. Commission complimented the group on the leadership role they have taken with the teens in Burlingame and applauded the Anti-Vaping PSA video and the inquired about the feedback from the intermediate school students. Members reported the barrier of peer pressure and the need to break through the "ostrization" that occurs when you do not conform. As leaders and peers, they hope that leading by example and encouraging students to choose to NOT vape or use substances to be in the "in crowd". The group also felt that advocating for more education on the topic at an early stage could be impactful to the students when they are faced with these types of decisions. 6. PUBLIC COMMENTS None 7. OLD BUSINESS None 8. NEW BUSINESS a. Proposal for Mini Pitch System in Burlingame Director Glomstad introduced Eduardo Zamarripa with Musco Lighting to present the concept of the Mini Pitch System. She gave background that the idea initially was brought up when the idea of the Washington Park sports court was raised. Unfortunately the sports court project was too far along to include this system on the site. Soccer for Success is an US Soccer Association program to assist kids in need and give them an empowerment and focus to build life skills. Mr. Zamarripa presented renderings of the system in several current locations. Musco has provided sports lighting solutions for forty plus years, from high school to college fields to Olympic fields. The company has been working with the US Soccer Association for more than twenty years and most recently on the Mini Pitch System for the Soccer for Success Campaign. There have been about ten sites around the country the company has installed the system. The system can be installed on any flat surface. The surface for multisport use is acrylic and installation time can be from 2 days to three weeks depending on the surface the system is installed on. The system is like a mini system with fencing, lighting, surfacing and seating etc. Commission questions included which parks would be a fit for this type of system. Glomstad thought that Victoria Park is a possibility. Does the price in the staff report include the landscaping/sitework necessary to prep the area for the system? Glomstad confirmed the landscaping was in addition to the cost noted in the staff report. Is it anticipated this area would be a scheduled area for user groups or open to the public? Glomstad stated the department would be part of the Soccer for Success program and not scheduled for user groups. The department would use it for internal programming and confirmed it would be open to the public 2 Parks & Recreation Commission DRAFT Minutes April 18, 2019 at times. Is the funding shared between the City and the USSA? Glomstad noted program pays half the cost if the City has Title I schools. What is the maintenance on the system? Zamarripa stated to date there have been touchups and the foundation will work with agencies to setup a maintenance fund. If there was a large crack in the surface, Musco would repair it. All the fencing, lighting etc around the system is covered under a ten year warranty. How long have some of the installed systems been in place? Zamarripa noted the longest install to date is 6 months. Is the idea of the system that is mobile or set up and permanent? Zamarripa said in Burlingame the situation calls for the system to be set up and permanent. Commissioner Palacio stated he would be in favor of this system if installed in a blacktop area that was not being used or there were multiple basketball courts that were not in use. He noted he would not want this on top of a basketball court that does get use as this type of thing becomes singular use. These are definitely soccer courts and soccer will take them over. We have soccer everywhere, to him, taking an amenity and put this in its place that soccer will take over does not sit well. Glomstad stated if Commission wanted to entertain the idea of installing this system, a committee would be formed to determine possible sites and to solicit input from the community. Consensus of the Commission was to form a committee and to reach out to the other organizations that have a system and find out how they like it and if there are any challenges. b. User Group Validation Applications; Coyotes Lacrosse, AYSO & BGS Recreation Supervisor Acquisti noted the applications for St. Catherine and Our Lady of Angels were omitted on the agenda for this meeting and therefore cannot be reviewed tonight. The applications for St. Catherine and Our Lady of Angels will be brought to the May 16, 2019 meeting. Acquisti stated all the applicants were compliant with all the requirements and would recommend they be approved for validation. Motion by Palacio (seconded by Lewis): Commission moved to approve the validations of Coyotes Lacrosse, AYSO & BGS. MOTION PASSESD 7-0. 9. STAFF AND COMMISSIONER REPORTS a. Parks & Recreation Department Reports Glomstad reported on the following: The Burlingame Parks & Recreation Foundation is hosting a talk on Monday — Traveling Outside of Your Comfort and a Bocce Tournament Fundraiser on May 18th, Muddy Mile event is on June 1 St, the Ribbon Cutting for Ray Park is tentatively set for June 14th and the Washington Playground Park groundbreaking will be set for some time in early July. She is also requesting a committee be formed for the playground at Murray Field. The large picnic area in Washington Park, formerly the small picnic area, will be ready for use early May. It has a new arbor, new grill and a large concrete table. All the work on the redo was handled in house by the Parks department. 3 Parks & Recreation Commission DRAFT Minutes April 18, 2019 Glomstad reported the receipt of a letter from Burlingame Soccer Club with a request to reopen the Field Use Policy. They would like to be validated users. This would require changing the requirements for Tier 2 users. The scheduling challenges for the group as a private renter are causing issues for the organization. The department is looking to work collaboratively with the group to assist with alleviating the challenges they are experiencing. Aquisti reported Skyline Park went out to bid and we have chosen a company to do the work and will need to request additional funds for the project. b. Commissioners Reports Commissioner Lewis reported she contacted Coyotes Lacrosse and received positive response regarding the communication with city staff and they are having a good season. Commissioner Lee reported attending the Shelter Training hosted by the City this morning and attended the Burlingame Talk shop last night at the Recreation Center. She also attended the Memory Cafe talk and noted it was a proposal for a weekly gathering place/support group for people with dementia and their caretakers and found it to be interesting and informative. 10. FUTURE AGENDA ITEMS None 11. ADJOURNMENT There being no further business, the meeting was adjourned at 8:32 pm. The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, May 16, 2019 at 7:00 p.m. at the Burlingame Community Center. Respectfully submitted, Joleen Helley Recording Secretary 4 Parks & Recreation Commission DRAFT Minutes April 18, 2019 K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED City of Burlingame Staff Report File Number: 19-0375 File Type: Discussion Item Version: 1 Agenda Date: 5/16/2019 To: Parks & Recreation Commission From: Title: Burlingame Parks & Recreation Foundation BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Status: Agenda Ready Agenda Number: a. City of Burlingame Page 1 Printed on 6/4/2019 K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED City of Burlingame Staff Report File Number: 19-0376 File Type: Discussion Item Version: 1 Agenda Date: To: Parks & Recreation Commission From: BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Status: Agenda Ready Agenda Number: a. Title: Validated User Group Applications - Our Lady of Angels & St. Catherine of Siena City of Burlingame Page 1 Printed on 6/4/2019 BURLINGAME STAFF REPORT To: Parks and Recreation Commission Date: May 16, 2019 From: Nicole Acquisti, Parks and Recreation Supervisor Subject: Youth Field User Organization Validations: OLA and St. Catherine of Siena RECOMMENDATION Staff recommends that the Parks and Recreation Commission review the attached Youth Field User Organization Validation applications and approve the Our Lady of Angels and St. Catherine's programs as a Tier 1 Validated User Organization. BACKGROUND Per the Field User Policy (Exhibit A), the Parks & Recreation Commission validates User Organizations before they can request field space as a validated organization for the seasonal sports leagues and tournaments. Organizations wanting to become a Validated User Organization must meet the Commission approved criteria to request priority field space for youth sports fields in Burlingame. Per the policy, organizations can be approved as a Tier 1 or Tier 2 validated user organization or, if the organization doesn't meet the criteria, they become a field rental. DISCUSSION To be approved as a Tier 1 Validated User Organization, the organization must meet the following criteria: Tier 1 1. Be a registered 501©3 non-profit, non -select youth organization located in the City of Burlingame. 2. Be comprised of a minimum of 85% Burlingame residents. 3. Offer teams for a minimum of three (3) age groups and open to all residents. 4. Complete a Youth Field User Organization Validation Application and approval from the Parks and Recreation Commission every three years. 5. Have a governing board with at least 75% residents. 6. Operate as a Burlingame youth organization for a least five (5) consecutive years. 7. Provide a non -select program. 1 Youth Field User Organization Validations: OLA and St. Catherine's May 16, 2019 Staff has reviewed the submitted applications and the OLA baseball (Exhibit B) and St. Catherine's baseball (Exhibit C) programs meets all of the requirements to be a Tier 1 validated user organization. FISCAL IMPACT None EXHIBIT A. Field Use Policy 2018 B. Youth Field User Organization Validation Application: Our Lady of Angels C. Youth Field User Organization Validation Application: St. Catherine of Siena 2 46Y'Fir. BURLIN1. GAME The City of Burlingame Field Use Policy S• Introduction The City of Burlingame Parks and Recreation Department Field Use Policy has been established to ensure city -owned, maintained and managed park and athletic field facilities, including the fields owned by the Burlingame Elementary School District, are utilized to their maximum capacity for recreational, athletic, cultural, educational, social and community service functions that meet the needs and interests of the community while ensuring the safety and quality of the fields, and that permitted users are fully informed as to the City's guidelines that govern their use of the park and athletic field facilities to preserve the fields in a good condition for all residents and future users. The goals of the policy are: 1. To serve Burlingame residents. 2. To focus on organizations that have shown longevity in serving the Burlingame community. 3. Priority to programs where everyone plays. 4. Due to limited resources, focus on policies that benefit the most residents. 5. To protect and preserve the fields. 6. To establish policies and procedures governing the use of city parks and fields and Burlingame School District playing fields managed by the City of Burlingame. 7. To collect fees for the use of fields, in support of their ongoing maintenance. S. To ensure that decisions regarding the use of City parks and athletic complexes and district sites are used in the best interests of the neighborhoods, sports organizations and residents of Burlingame. 9. To ensure that appropriate sports are permitted on appropriate fields. It is the responsibility of each user organization to assist the City of Burlingame in the process of ensuring fields are allocated in a fair and equitable manner. In order to do this, each user organization needs to commit to the process and be flexible and able to modify their requests as needed to maximize field usage. The Role of Parks and Recreation Department is to monitor the use of the fields and ensure that all user organizations adhere to the requirements of the City of Burlingame. The city has the need/responsibility to offer programs and realize revenues to offset administrative and parks maintenance costs. The City reserves the right to alter and or expand its program offerings during the year. Seasonal Use Dates Defined Fall: The first day of school (mid -August) through December 31 Winter/Spring: January 1 through the last day of school (mid -June) Summer: Mid June through mid -August Validated User Organization 1. User organizations, once validated by the Park and Recreation Commission, can request field space for seasonal sports leagues and tournaments prior to general rental of fields. 2. Organizations offering programs competitive with City offerings and/or existing Validated User groups may be prohibited. 3. Validated organizations must be standalone organizations. Partnering or merging with other organizations without approval from the Burlingame Parks and Recreation Commission may cause the loss of validation status. 4. For validation purposes Mercy High School, Our Lady of Angles, St Catherine of Sienna and Burlingame High School will be recognized as Tier 1 user organizations. 5. In order to be a Tier 1 validated user organization, the following criteria must be met: a. Bea registered 501(c)3 non-profit, non -select youth organization located in the City of Burlingame. b. Be comprised of a minimum of 85% Burlingame residents. c. Offer teams for a minimum of three (3) age groups and open to all residents. d. Complete a Youth Field User Organization Validation Application and approval from the Parks and Recreation Commission every three (3) years. e. Have a governing board with at least 75% residents. f. Operate as a Burlingame youth organization for at least five (5) consecutive years. g. Provide a non -select program. 6. In order to be a Tier 2 validated user organization, the following criteria must be met: a. Be a registered 501(c)3 non-profit, youth organization located in the City of Burlingame. b. Be comprised of a minimum of 5 1 % Burlingame residents ("emerging" or "underserved" sports can petition the Commission to be included in the allocation process). c. Offer teams for a minimum of three (3) age groups and open to all residents. d. Complete a Youth Field User Organization Validation Application and approval from the Parks and Recreation Commission every year e. Have a governing board with at least 75% residents. f. Operate as a Burlingame youth organization for at least five (5) consecutive years. g. Enrollment cannot exceed 500 participants. Allocation Priority 1. Burlingame Parks and Recreation Department 2. All programs and activities offered/sponsored by a school district that has a joint use agreement with the City of Burlingame. 3. All validated user organizations with priority being given to sports in their primary season as determined by the City of Burlingame's prevailing practice and in Tier order. a. All validated user groups will receive the percentage of available slots in relation to the number of residents participating during that season. City staff has pre -designated time slots to help maximize the use of the fields. If a validated organization does not submit their request by the posted deadline, the organization will lose their priority. 4. Non-profit Burlingame organizations. 5. For -profit Burlingame groups. 6. Other field rentals. 2 The Process 1. The allocation of fields will follow the guidelines of this document. Fields will be allocated and permitted three times a year. 2. The Burlingame Parks and Recreation Department reserves the right to make adjustments in the field allocation process as needed to address needs or resolve conflicts. 3. The process for the allocation of fields begins with an e-mail being sent to all validated user groups from city staff. This e-mail will include each validated user groups primary season, timeline for selecting available field slots and a link to the master field slot matrix schedule. 4. Once the e-mail is received, all organizations will have a specified timeline to choose available field slots according to allocation priority. a. Tier 1 primary season b. Tier 2 primary season c. Tier 1 secondary season d. Tier 2 secondary season 5. After the specified time to choose available field slots has past, the Department staff will begin the field allocation process of assigning fields, dates and times to the validated user groups in order of approved allocation priority. The last step in the allocation process requires the validated user group to input their approved allotment of time through the on-line field scheduling software. 6. Once completed, the City will conduct a joint user organization meeting to discuss field allocations and issues common to the user organizations. 7. Approximately one month after initial field allocation, youth user groups will have a follow up meeting to present their detailed practice/game schedule so organizations can work together to maximize the use of all fields. 8. Field time not needed by a validated user group must be turned in by the deadline set by the Field Use Coordinator. 9. All user organizations will submit a detailed practice/game schedule, including team name, age group and gender and number of teams, to the Parks and Recreation Department prior to start of practices to help staff monitor the use of fields. 10. Field Permits will be issued to each user organization with approved allocation times. Permits invoices and insurance certificates can be accessed through the city on-line field scheduling software. NOTE: Due to initial field allocations taking place prior to organization's finalized overall participant numbers, an organization's field allocation may be modified if their overall residency numbers change. Residency A resident shall be defined as anyone who has a permanent residential address within Burlingame or attends Mercy, Our Lady of Angels, St. Catherine of Sienna or Burlingame High School for the purposes of validation and allocation only. Players of the above organizations are required to pay the per player fees based on the residency of their players, except Burlingame High School. As directed by City Council, BHS will pay field fees to the City the same as the fees set by the San Mateo Union High School District for an equivalent high school field rental. Any person owning and paying taxes on real property in Burlingame, but who is not living in the City, and any person having only a 3 Burlingame business address are NOT considered a resident for field use application purposes. Organizations are required to prove residency by submitting the name and address of all participants and board members each season. Fees 2018-2019 — See Master Fee Schedule for current year's fees The fees and charges set forth here are not negotiable and set by City Council; City staff does not have the authority to waive or reduce fees. All fees are approved through the City Master Fee Schedule annually. As part of the youth non-profit allocation process all user groups are required to pay the per player/per hour fee for all participants in their organization. Per player fees are invoiced prior to the start of practices. The hourly fees will be invoiced at the end of the season. 1. Burlingame Parks and Recreation Department a. No Charge 2. All programs and activities offered/sponsored by a school district that has a joint use agreement with the City of Burlingame. a. No Charge 3. Tier 1 Validated user organizations. a. $16/player/season for residents; $85/player/season/nonresidents plus a $3.00 per hour use of field time. 4. Tier 2 Validated user organizations. a. $16/player/season for residents; $85/player/season/nonresidents plus a $9.00 per hour use of field time. 5. Outside field rentals. a. Refer to Facility Rental Schedule 6. Deposits a. A refundable deposit of $500.00 is required for all validated user organizations. The deposit will remain with the City until the organization is no longer a part of the Burlingame youth user organizations. b. The City reserves the right to deduct from the deposit all additional charges relating to, but not limited to, janitorial services, maintenance/repair services, staff time, or emergency services that were required as a result of your use. c. Refunds of deposit may be fully or partially withheld for any of the following reasons: i. Damage to or misuse of the facility. ii. Inadequate cleanup by organization, requiring additional staff time after your use. iii. If additional fees due exceed the amount of the deposit, organization will be billed for the balance. Other Fees and Penalties a. The violation for subletting is as follows. 1. 1s1 offense is a written warning and hearing before Commission. 2. 2" d offense is up to a $1,000 fee, hearing before Commission and probationary status of the organization. 3. 3`d offense is up to a $2,500 fee, hearing before Commission and loss of field time for the upcoming season. b. The violation for leaving soccer goals on fields is as follows. rd 1. 1" offense is a written warning. 2. 2nd offense is $100 per goal fee and a hearing before Commission. 3. 3rd offense is $200 per goal fee and lose of use of goals for practice for the remainder of the season. Validated user organizations per player numbers are due January 15"' for the Spring Season and August 151h for Fall Season. User organizations will be invoiced by the City after the numbers are submitted. User organizations per hour fees and lights fees will be invoiced at the end of the season by City staff. An end of season confirmation of final numbers will need to be submitted to the City to confirm enrollment and reconcile final numbers. Two or More Equally EliLlible Organizations Requesting the Same Field In the event that two or more field requests with equivalent residency overlap, the organizations shall first work together to resolve the issue through compromise. If the issue cannot be resolved by the organizations, the City's Field Coordinator will use good judgment in determining the field allocation for the season. Additional Considerations 1. The City reserves the right to cancel an allocation to accommodate the needs of any City sponsored/co-sponsored tournaments and/or special events. 2. All field users must have a copy of their Field Use Permit available for inspection. 3. Requests for additional use, programs or facilities not covered by the Field Use Policy should be addressed in writing to the city. Cancellation Policy Organizations wanting to cancel or change a permit must submit it in writing by the first of each month. Permit modifications will only be accepted by the main or alternate contact listed on the application for Field Use Policy. Unused Time If you are not using time you have been allocated inform the City Field Use Coordinator so it can reallocated to other groups. The date by which unused time is turned back into the City will be determined by the City Field Use Coordinator at the time of time of submitting the Validated User Group form. Time Reserved for Rainouts Time allocated for rainouts needs to be identified to the City Field Use Coordinator. This time may be offered for rental to a non -validated group with the condition the time may be revoked to be used by a validated user in the event of a rainout. Annual Meeting An annual user group meeting to discuss all field issues will be held in November each year. A representative from all validated user organizations is required to be in attendance. Insurance General liability insurance coverage, in the amount of $2 million that covers the participant, must be acquired in order to receive a permit. The City of Burlingame requires all certificates of insurance to be submitted on a standard ACORD form, or on the insurance company's letterhead. The City of Burlingame must be listed as the certificate holder as well as an additional insured with respects to 5 General Liability. An endorsement naming the "City of Burlingame", its officials, agents, employees and volunteers" must accompany the certificate of insurance. If an organization is using any school district facility they must also be listed as additional insured with respects to General Liability. Field Use Guidelines The City Field Use Coordinator will use the following guidelines and field density matrix (Appendix B) to ensure that the available fields are used to their maximum capacity without causing overuse in order to guarantee good field quality and safe conditions. Youth Baseball/ Youth Baseball/ Youth Youth Youth Youth Adult Adult Softball Softball Soccer Soccer Lacrosse Lacrosse Soccer Soccer Practice Game Practice Game Practice Game Game Practice Bayside Fields 1125 Airport Blvd Diamond 91 & #2 X X X X X Diamond #3, 94 & 95 X X Diamond #3 & #4 X X X X X X Murray Field 250 Anza Blvd X X X X X X Washington Park 850 Burlingame Ave Main Diamond X X X X Small Diamond X X X X Franklin Field X X X X X X 2385 Trousdale Dr. Osberg Field X X X X X X 1715 Quesada Way Cuernavaca Park X X X X 3075 Hunt @ Alcazar Ray Park X X X X 1525 Balboa Ave Village Park X X X 1535 California Dr. Field Status Line The City reserves the right to close any field for safety reasons. Factors such as the moisture content of soil, potential for inclement weather, safe use and avoidance of injuries, as well as damage to the field if played upon are all taken into consideration in determining the status of play. In the event of such a closure the department will update the Field Condition Hotline at 650-558-7319. This line is updated daily after 2:00pm for the current field conditions. There is no charge to the permitted organizations if the City closes fields for safety concerns. Field Closure An annual rest and renovation period is scheduled at all sites to maintain field sustainability. The City makes every effort to accommodate organizations, however, the health and safety of the user and the condition and playability of the fields takes precedence. During this time the City will work on park improvements, including fertilizing, aerating, over seeding and general rest. IN Any coach, team or league that uses a closed field may be subject to a reduction or cancellation of their current use and loss of validation status. Tournaments Applicants must complete a tournament request form for all tournaments. These applications must be completed and submitted with your season field request. Cancellation of a tournament request can be subject to fees if City is given less than 30 days notice. Final tournament schedules are due two weeks before the tournament. Field Rules & Regulations 1. No two non-resident teams may use Burlingame fields during league season without prior approval of the Parks and Recreation Department. 2. Park hours are from sunrise to one-half hour after sunset. Lighted fields are until 10:30pm. No person shall remain in a City park during non -operating hours. This schedule also applies to any/all school fields allocated by the city. 3. The City of Burlingame has an agreement with the Burlingame Elementary School District which allows the city to schedules all athletic events on Franklin and Osberg. These turf fields have specific rules that must be followed at all times. The rules are posted at the end of this document as Attachment A. 4. Games and practices are not to start before 8:00am or extend past 10:30pm (unless otherwise stated). Organizations are responsible for making necessary changes/alterations to their rules and regulations regarding game times to reflect park/school hours. 5. It is the responsibility of the organization's president and the individual in charge of the permit to enforce the rules and regulations regarding the conduct of the group while on permitted facilities. They are also responsible for ensuring that coaches receive and understand that a permit must be on site during field use. 6. Fields must not be used when wet; permits are invalid on rainy days or after the ground is considered too saturated for play. In the event of closure, the Department will attempt to contact each user organizations and will post a notice on the Field Condition Line: 650-558-7319. 7. Practices and games must be suspended in the event of thunder and/or lightning is observed or heard. Follow the guidelines set by the organization's governing policies. 8. No alcoholic beverages are allowed; violation will result in forfeiture of the permit and no fees will be returned. 9. No smoking is allowed any City parks or fields. 10. No organization shall enter an area posted as "closed to the public" or "field closed". No persons shall remove or alter such postings. 11. Selling food or other items is not allowed without City approval and must be noted on the permit. If approved by the City to sell food through a concession stand an organization must have a valid health permit for the County of San Mateo. For more information on food service requirements please contact the San Mateo County Health Department at 650-372-6200. 12. No organization or individual is permitted to alter a field in any way (i.e. remove or change pitching rubbers, bases, fences, goals, etc.) without approval from the City of Burlingame Parks and Recreation Department. 13. No group or individual is permitted to maintain a storage unit (or similar object) on or around a field without prior approval from the City. Subletting 7 Subletting is any organization found to be transferring, giving away, sharing or reserving field space for another organization without written approvaUpermission from the parks and recreation staff. If an organization no longer needs time that is allocated to them, City staff needs to be informed so the time can be reallocated to another organization or for rental. See Other Fees and Penalties. Restrooms Some public parks have public restrooms which may be utilized. If a user organization chooses to use portable restrooms, arrangements must be made with the City or School District. User organizations must contact the City of Burlingame at least one week prior to the event for location approval. In addition, user organizations must arrange for and pay all fees directly with the restroom vendor. Organization Leadership and/or other Changes Organizations are required to notify City staff immediately when there are changes to the leadership and/or other changes in the organization and when significant issues or challenges are occurring within the organization. These would include substantial enrollment changes, fluctuations in percentage of resident's and replacement of voting board members in an organization. Soccer Goal Policy To prevent soccer goals from overturning and causing serious injury the City of Burlingame requires that all soccer goals on natural grass fields must be firmly secured to the ground during a practice or game. Goals at Franklin and Osberg must be anchored to the turf using sandbags provided by the district. At the end of youth sports event all goals must be put away and locked to the appropriate fence. All goals will be locked by combination lock or issued department keys. Failure to secure goals to their appropriate area can result in the loss of field space for an organization and loss of the organization's deposit. See Other Fees and Penalties. Vehicular Access Motorized vehicles on park property, lawns, turf, restricted roadway, bicycle/pedestrian pathway or athletic fields are prohibited. Roadways and parking areas are clearly marked and established. Driving beyond the designated boundaries to load and unload equipment or transport goods is prohibited. Vehicles will be ticketed and towed at the owner's expense. Golf Carts, scooters, and Cushman's are allowed on the field and pathways only when the fields are open. Good Neighbor Policy The Purpose of this policy is to ensure that decisions regarding the use of City fields, parks and athletics complexes and District sites are used in the best interests of the neighborhoods, sports organizations and citizens of Burlingame. The City has established the following rules and regulations to govern the use of the City's and the District facilities for the safe and pleasant enjoyment of participants and neighbors. Every person is expected to abide by these rules or be subject to forfeiture of the privilege of future use of the facilities and/or a fine. 1. All litter and debris that may occur as a result if your event must be picked up and deposited into trash receptacles, where provided, or removed from the premises. 2. All organizations are responsible for the condition in which they leave the facility. Any excessive clean-up required by the City or District crews following your use will be cause for forfeiture of field allocation and/or a fine. 3. No amplified music, use of musical instruments, radios, or Public Address system testing or use allowed before 9:00am or after 8:00pm and is allowed by permit only. 8 4. Complaints from surrounding neighborhood residents as to noise level, litter and debris, and disregard for use of parking regulations could result in cancellation of your field permit and possible denial of future facility requests. 5. No person shall park a motor vehicle in such a place or manner as would block or obstruct any gate, entrance or exit or resident driveway. Failure to Comply with Field Use Policies Organizations that violate any of the policies set by the City or the Parks and Recreation Commission may be subject to a reduction or cancellation of their current use and/or loss of their validation status for upcoming seasons. Appeals Process The Parks and Recreation Department staff will make interpretation of the language in the Field Use Policy. In the case of a dispute over the meaning, interpretation or intent of any portion of this Field Use Policy, validated user organizations may appeal in writing the decisions of the Parks and Recreation Department to the Parks and Recreation Commission. 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