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HomeMy WebLinkAboutAgenda Packet - PR - 2004.09.16BURLINGAME PARKS & RECREATION COMIMSSION 7:00pm, Thursday, September 16, 2004 Burlingame City Hall, 501 Primrose Road, Burlingame 1. Roll Call Dittman, Erickson, Heathcote, Kahn, Larios, Lawson, Muller 2. Approval of Minutes Approve the minutes of the August 19, 2004 meeting 3. Old Business A. Pershing Park Playground Rehabilitation B. Public Art Policy 4. Public Comments This is the opportunity for members of the public to address the Commission regarding items not otherwise on the agenda. The Ralph M. Brown Act prohibits the Commission from acting on any matter that is not on the agenda. The Chairperson may limit speakers to three minutes each. 5. New Business A. Field Use Policy 6. Reports / Hand -Outs A. Parks & Recreation Department Reports B. Commissioners 7. Adjournment Next Regular Meetings: Thursday, October 21, 2004 — 7:00 pm at Conference Room "A", City Hall NOTICE: Any attendees wishing accommodations for disabilities should contact the Parks & Recreation Dept. at (650) 558-7330 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 - Parks & Recreation Dept. 850 Burlingame Ave., Burlingame, CA 94010famom BURUNGAME I phone: (650) 558-7300 - fax: (650) 696-7216 recreationgburlingame. org 4 e ae to 4jW001' ATHLETIC FIELD USE POLICIES September 7, 2004 -DRAFT I. PURPOSE To define "Athletic Field User Groups" (User Groups) and the scope of the support to be offered by the City. Such support may be defined in allocation of field space, opportunities to conduct tournaments or sell snacks, use of indoor meeting space or other. II. VALID USER ORGANIZATION A. User Groups, once validated by the Parks & Recreation Commission, can request field space for seasonal sports leagues and tournaments. B. User Groups are defined as:_(needs to be determined) (current field users include: AYSO, BYBA, BGS, BHS, Mercy High School, PPSL (St. Catherine's & OLA), Coyotes Lacrosse, outside rentals, etc) C. To become a User Group, the group must apply in writing to the Parks & Recreation Commission. Applications must be received by the Parks & Recreation Department at least two weeks prior to a Commission meeting. Commission will review and discuss the information at the meeting and hold a public hearing at the subsequent meeting, before validation. Such application must include the following: 1. Written league rules and guidelines 2. Annual schedule for the organization, including practice and game dates, tournament dates, and any special events (examples: opening ceremonies) 3. Initial list of board members with their contact information 4. Presentation to the Commission D. No User Group may, without approval of the Parks & Recreation Department, loan or sublet to any other organization or individual any of the privileges or services provided by the City. L III ROLE OF THE PARKS AND RECREATION DEPARTMENT A. Parks & Recreation Department staff will enforce the use of the fields and ensure that all User Groups adhere to the requirements of the City of Burlingame. Such requirements may include items such as annual schedules, insurance, parking restrictions, collection of field use fees, etc. IV FIELD SPACE ALLOCATION A. Each valid User Group will be allocated field space, including scheduled times, by the Parks & Recreation Department staff. B. User Groups will be limited to the amount of field space from the previous year unless otherwise allowed by staff. C. New User Groups will be allocated field space proportionate to the number of Burlingame residents and number of participants. D. The Field Use Priority Ranking is as follows: 1. Burlingame High School events on SMUHSD facilities 2. City of Burlingame Parks & Recreation Department activities 3. Valid User Groups (to be defined and prioritized) 4. Outside field rentals E. At the annual Field Users meeting, the Recreation and Parks Supervisors will discuss the previous year and schedule the upcoming season(s). Additional meetings may be called, as needed, to discuss field allocations. F. Each User Group shall pay a $5 per participant fee for each participating player each season and an additional $20 per non-resident fee for those participants not residing in the City of Burlingame. V PERMITTED ACTIVITIES A. Each User Group is limited to conduct only the activities specified in their Use Permit. Examples of activities that will not be allowed without prior approval include clinics, conditioning camps, tournaments or off-season leagues. B. The Department reserves the right to close any field that is maintained by the City for safety reasons (examples: rainouts, park improvements). In the event of such closure, the Department will attempt to contact each field user and will post a notice on the Field Condition Line: (650)558-7319. C. Any coach or team that uses a closed field is subject to a one-year ban from using City facilities. VI APPEAL PROCESS In the case of a dispute over the meaning, interpretation or intent of any portion of these Use Policies, User Groups may appeal decisions of the Parks & Recreation Department to the Parks & Recreation Commission. Draft — September 7, 2004 — RS ti City of Burlingame - Parks & Recreation Dept. 850 Burlingame Ave., Burlingame, CA 94010 phone: (650) 558-7300 • fax: (650) 696-7216 g IBURUNGAMEI recreationka,burlingame.org MEMORANDUM To: Parks & Recreation Commissioners From: Randy Date: September 9, 2004 Re: FIELD USE POLICY As a new business item for the upcoming Parks & Recreation Commission meeting, staff is asking the Commission to assist with the development of an Athletic Field User policy. Attached is a draft version that we have put together as a starting place. The purpose of the policy will be to help staff answer questions that arise from time to time. Examples of these questions are: • What are the parameters of a youth sports league? For example, should a youth sports group be allowed to offer summer camps that compete with department programs? • Can youth sports leagues run year-round programs or should they be limited to the "traditional" season? If they operate several seasons, do they pay the field use fee ($5/player) for each season or once per year? • If conflicts arise, which existing group gets priority for field use? • If new groups want to get started (example: Coyotes lacrosse), how should it be determined what field space should they be assigned? The attached draft is meant to start the thinking process and is not meant as a finished product. Ed asked that the draft be sent in the agenda packet to give each Commissioner a chance to review the information so the Commission can have a discussion at the next meeting. We do not anticipate this issue as one that can be introduced and designed in one meeting, but think that we can begin next week. See you on the 16t'.