Loading...
HomeMy WebLinkAboutAgenda Packet - PR - 2018.01.18City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME BURLINGAME, CA 94010 . F� Meeting Agenda - Final Parks & Recreation Commission Thursday, January 18, 2018 7:00 PM Burlingame Recreation Center 850 Burlingame Avenue 1. Call to Order 2. Roll Call 3. Approval of Minutes a. November 16. 2017 Minutes Attachments: Minutes 4. Correspondence 5. 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. 6. Old Business a. Update on the Agreement for Joint Use between the City of Burlingame and the Burlingame School District Attachments: Staff Report Exhibit A 7. New Business a. Update on Field Use and User Organizations Attachments: Staff Report Exhibit A 8. Staff and Commissioner Reports 9. Future Agenda Items City of Burlingame Page 1 Printed on 111112018 Parks & Recreation Commission Meeting Agenda - Final January 18, 2018 10. Adjournment Next Meeting: February 15, 2018 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 111112018 CITY I O 9 gvorsar PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, November 16, 2017 1. CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Lewis at 7:02 pm at the Burlingame Recreation Center, 850 Burlingame Ave, Burlingame. Recording Secretary administered the Oath of Office to incoming Commissioner Emily Matthews. 2. ROLL CALL COMMISSIONERS PRESENT: Milne, Malekos-Smith (arrived 7:35), Lewis, Schissler, Matthews COMMISSIONERS ABSENT: Baum & Palacio STAFF PRESENT: Parks & Recreation Director Glomstad, Supervisors Hager & Acquisti & Recording Secretary Helley OTHERS PRESENT: Lisa Stoltz, Iglika Boyanova, Bonnie Menicucci, Vicky Boyd 3. APPROVAL OF MINUTES Chair Lewis requested an amendment to the October 19, 2017 minutes in New Business Item b. "Motion......" to read "Commission moved to recommend Council approve a one year pilot program to the current sign ordinance with a sunset clause to hand sponsor banners on sports fields in designated areas with staff the manage the program." Commissioner Milne made a motion to approve the October 19, 2017 minutes as amended. The motion was seconded by Commissioner Matthews and was approved. 4-0-3. (Malekos-Smith, Baum & Palacio absent) 4. CORRESPONDENCE Supervisor Hager presented the Parks & Recreation Department's promotional video which was written & directed by staff. The video can be viewed on the department's facebook page or by clicking on the link below: https://www.facebook.comBurlinizameParksandRec/Videos/1632436353444053/?notif id=1510491294746504&notif t=like 5. PUBLIC COMMENTS None 6. OLD BUSINESS a. Approval of Updated Plans of Proposed Dog Park on Skyline Blvd. Parks & Recreation Commission DRAFT Minutes November 16, 2017 Supervisor Acquisti provided background information about the site plans for the proposed Skyline off - leash area. Following the June 15, 2017 Commission meeting, at which Commission approved proposed plans with one ADA parking space, Acquisti spoke with Director Glomstad, members of the Dog Parks Task Force, and community members regarding the approved plans and determined it would be prudent to investigate the viability of and cost associated with adding an additional off-street parking space next to the accessible space. Chair Lewis opened floor to public comment. Comments from the floor included concerns about contamination to water, danger of coyote attraction, traffic safety, flammability of the Eucalyptus trees, lack of cleanup/removal of dog feces, homeless issues, increase in crime, lack of plan in following American Canine Association recommendations for dog parks and general design flaws. Additional comments included the need for additional off -leash areas in the City, the benefits for dogs and people and the unfortunate choice of location of the dog park next to the sewage plant not being optimal for either people or dogs. Commission discussion included the pros and cons of the additional parking space, identification of the location of the two entrances to the area and possible solutions to the issue of traffic safety for patrons on Skyline Blvd. Motion by Commissioner Milne (seconded by Schissler): Commission moved to remain with the original proposed plans with one ADA parking spot for the proposed Skyline Off -leash area. MOTION PASSED 5-0-2 (Baum & Palacio absent) 7. NEW BUSINESS a. Village Park Preschool Registration Procedures Review Supervisor Hager presented a power point presentation on the background of Village Park Preschool and the evolution of the registration process. The proposed change by staff to the registration process is the increase of the nonrefundable registration fee that is assessed for withdrawals from $100 to $125. Commission discussed the reason for the fee, the difference of an application fee and a registration fee, and the possible exceptions to the assessment of the fee. Hager noted the Department offers scholarships and payment plans to those enrolled in the program. Chair Lewis opened the floor to public comment. Iglika Boyanova, a parent of a child enrolled at the preschool, requested for future students, the Commission consider allowing flexibility on the birthdate placement policy at the preschool to allow younger students who are developmentally and emotionally ready to be placed in the older classes that have open spots which will then open spots in the younger classes for those children on the waitlist. After discussion about the Village Park Preschool policies, following motion was made by Commission. Motion by Commissioner Matthews (seconded by Milne): Commission moved to approve the proposed increase of the nonrefundable registration fee for Village Park Preschool that is assessed for 2 Parks & Recreation Commission DRAFT Minutes November 16, 2017 withdrawals from $100 to $125. MOTION PASSED 3-2-2 (Malekos-Smith and Schissler opposed) (Baum & Palacio absent) b. Burlingame Aquatic Club Presentation & Update Supervisor Acquisti introduced the Executive Director of the Burlingame Aquatic Club (BAC), Sylvia Lam. Ms. Lam presented a power point on the setup of the partnership between the BAC, the City of Burlingame and the San Mateo Union High School District, the yearly schedule with hours available for community use, BAC's organizational setup and growth of leadership positions, additional community events, implementation of strategies and programs for safety of patrons, training of staff and community involvement. Fundraising for community causes is done in partnership with various Burlingame businesses. She also gave an overview of the distribution of the annual subsidy from the City of Burlingame. Acquisti reported that over the course of a year, the annual operational expenses of the pool can fluctuate due to a variety of variables; including but not limited to, weather, chemicals, and utility costs. These fluctuations can cause financial unpredictability for the BAC and makes it challenging in determining appropriate fees for their programming. In order to assist the BAC to budget more accurately for the fiscal year, City staff has worked out a process by which a fixed amount for annual maintenance expenses can be determined for a fiscal year while still allowing the BAC to pay the City the actual annual maintenance expenses. Acquisti outlined the process that staff will implement to even out the quarterly reimbursement payments to the BAC. City staff will review the actual costs as of March 3 1 " each year and determine whether an underpayment or overpayment has occurred. In July of each year, City staff will also update the calculation in order to have a more accurate quarterly payment going forward and incorporate a plus or minus into the next year's payment schedule. After discussion including the process to determine the equal quarterly reimbursement payment amounts and the yearend analysis for easier reconciliation, the following motion was made by Commission. Motion by Commissioner Schissler (seconded by Malekos-Smith): Commission moved to approve the proposed plan to stabilize the Burlingame Aquatic Club reimbursement payments for annual maintenance expenses for Burlingame High School pool. MOTION PASSED 5-0-2 (Baum &Palacio absent) 8. STAFF AND COMMISSIONER REPORTS a. Parks & Recreation Department Reports Director Glomstad reported Council will have a study session on Monday, November 20th at 6pm on the City's Off -site advertising policy that the Commission discussed at their October 19, 2017 meeting. She encouraged Commissioners to attend the study session in Council Chambers. She noted the Holiday Tree Lighting and Parade will take place on Friday, December. Pt at 5:00 pm and asked Commissioners to contact Nicole Acquisti if they plan to attend. Supervisor Acquisti announced the Indoor Holiday Movie Series would begin Friday, November 17, 2017 in the Auditorium at the Recreation Center. The first film of the series, "How the Grinch Stole Christmas" will start at 6:00pm with concessions opening at 5:30pm. The upcoming movies are 3 Parks & Recreation Commission DRAFT Minutes November 16, 2017 "It's a Wonderful Life" December 8th and "The Muppet Christmas Carol" on December 15th b. Commissioners Reports Chair Lewis reported the Parks Master Plan Committee met this past Wednesday and interviewed three consultants. The committee selected the consultant MIG and the contract approval will go before the Council for approval in early January 2018. The anticipated date to start the process is the end of January to early February 2018. She also reported the Ray Park Playground Committee is scheduled to have its first meeting on November 29, 2017. Commissioner Milne reported the Burlingame Parks & Recreation Foundation has passed their $10,000 goal for the Paloma Bricks Fundraising project. The anticipated completion of the renovation is January 2018 weather notwithstanding. 9. FUTURE AGENDA ITEMS None fDI,11 1111111 459►1u I OWN I There being no further business to come before the Commission, the meeting was adjourned at 9:06 pm. The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, December 21, 2017 at 7:00 p.m. at the Burlingame Recreation Center. Respectfully submitted, Joleen Helley Recording Secretary 4 Parks & Recreation Commission DRAFT Minutes November 16, 2017 BURLINGAME STAFF REPORT To: Parks and Recreation Commission Date: January 18, 2018 From: Nicole Acquisti, Recreation Supervisor Subject Update on the Agreement for Joint Use Between the City of Burlingame and the Burlingame School District RECOMMENDATION Staff recommends that the Parks and Recreation Commission review the staff report regarding the collaboration between the City and Burlingame School District to provide programming for the community on District school sites. BACKGROUND On June 19, 2017, City Council approved the Agreement of Joint Use between the City of Burlingame and the Burlingame School District (BSD). The significant changes included the following: 1. The City is no longer paying the District's water fees (approximately $40,000 annually). 2. The City will retain field fees from use of District fields. 3. The City will pay 5% more to the District for non -sport enrichment programs on school sites for a total of 15% of class revenue. 4. The City will contribute $350,000 towards the resurfacing of Franklin and Osberg Fields. The City will also contribute 50% towards the cost of future resurfacing ten years from the installation date. 5. The District expressed an interest renting their facilities to other programming options. Additionally, changes that impact the implementation of programming included: 1. The 2-2-2 Committee expanded to 3-3-2 (3 City staff, 3 District staff and 2 members of the public) in order to ensure that the appropriate City and District staff are available at the meetings to discuss enrichment and athletic programs. Committee members include City staff Glomstad, Acquisti, and Barry, BSD staff Gaby Hellier, Alison Bell and Marisol Visalli, and community members Gerami Seitzman, Alex Galanter, and Leslie Holzman. 2. City staff is no longer able to distribute printed marketing brochures to the schools. 1 DISCUSSION The new agreement took effect July 1, 2017, and the City and BSD have been working within its guidelines for the past four months. Over the course of the fall 2017 session, there have been improvements in communication between both agencies, as well as challenges. Expanding the 2-2-2 to a 3-3-2 has enabled Parks and Recreation Director Glomstad and Burlingame School District's staff Alison Bell to participate in the committee. Alison Bell being on the committee has increased communication between the City and District staff, and she has provided a more direct line to the schools for enrichment and sports on site placements. The agencies have also been able to effectively and efficiently resolve facility issues such as scheduling errors and school equipment usage. One of the challenges the City staff has experienced is the lack onsite specific marketing. The loss of the seasonal printed brochures to the students has made it more difficult to market classes and programs directly at the schools. As a solution, the committee approved the placement of a sign board in front of each school with the program offerings. The City staff purchased sign boards, designed posters, and were able to display them at the entrance to the school sites the week of registration and the first week of classes. As the year continues, staff will continue to monitor their effectiveness. With the District's interest in renting facilities for after school programming to other programs/organizations and the City's interest in not offering competing classes, the District will present those submissions to the 3-3-2 committee. Since the City is guaranteed a minimum of two classrooms at each school site, City staff will then program, with the feedback from the PTA liaisons, accordingly for each school. City staff work closely with the PTA liaisons to ensure the offerings are school specific however, some of the requested classes are not able to be offered at specific sites based on facility limitations (i.e. cooking classes). The updated agreement did not alter any of the scheduling field procedures, or the cost of revenue paid to the District from field rentals. FISCAL IMPACT The fiscal impact will be evaluated at the end of the 2018 school year when City staff analyzes the profit and loss statement. A report will be brought back to the Commission for review. EXHIBIT A. Agreement for Joint Use between the City of Burlingame and the Burlingame School District 2 Agreement for Joint Use, Maintenance, Operation, and for Maintaining a Strong Collaborative Relationship Between The City of Burlingame and The Burlingame School District This Agreement is entered into as of July 1, 2017 (the "Effective Date") by and between the City of Burlingame (the "City") and the Burlingame School District (the "District") (Together, "Parties"). Recitals A. Whereas, the Parties exist to serve compatible community needs of the same residents; and B. Whereas, the Parties desire to continue to grow and increase City programs throughout the City in locations close and convenient to all residents; and C. Whereas, the Parties wish to replace space previously utilized at Burlingame High School that has become cost prohibitive; and D. Whereas, the citizens of Burlingame elect representatives to the two different governmental entities to serve as policy makers for their respective responsibilities of education and city services; and E. Whereas, the Parties agree that Burlingame's residents expect that governmental agencies will maintain cooperative and supportive relationships that will serve as a basis for collaboration to better serve the community; and F. Whereas, the Parties have worked together well in the past, and continue to desire to work together in the future to provide facilities and support for appropriate recreation and after -school programs, crossing guards and other services for the benefit of Burlingame's citizens; and G. Whereas, the community's needs are best served through cooperation among elected and appointed public officials; and H. Whereas, the provisions of California Education Code sections 10900 through 10914.5, inclusive, (the "Community Recreation Act") support joint action by the City and the District to organize, promote and conduct programs in order to improve the health and general welfare of the citizens of the City of Burlingame, and to cultivate the development of good citizenship by provision of adequate programs of community recreation; and I. Whereas, the City acknowledges that between 2009 and 2011 the District expended over $2.5 million to improve the District facilities that are subject to this Agreement, including installing synthetic fields; and 06-19-17 Supt. Office Page 1 of 10 J. Whereas, both Parties understand and acknowledge the financial challenges and realities of presenting and running a quality sustainable athletic and enrichment program for the community and the need for each agency to maximize its potential revenue stream in order to meet the core of their respective missions; and K. Whereas, the elected and appointed officials for each entity are called upon to use their in-depth knowledge to prioritize the allocation of financial resources to respond to competing community demands for their respective responsibilities of education and city services. NOW, THEREFORE, THE PARTIES AGREE TO THE FOLLOWING: 1. Description of Joint Services. Set forth as Exhibit A to this Agreement is a description of some of the resources invested by each party, and the operating guidelines currently followed by the Parties, to provide recreation and after -school programs, crossing guards and other services requiring cooperation between the Parties for the benefit of the citizens of Burlingame (the "Joint Services"). This description is not meant to be exhaustive of all the areas in which the Parties currently work together for the benefit of Burlingame's citizens. The Parties agree that as of the date of this Agreement, the contributions made by each party to the Joint Services are appropriate. 2. City/District Liaison Committee. The Parties agree to appoint representatives to a City/District Liaison Committee. The City's representatives shall be two City Councilmembers, the City Manager, and the Parks and Recreation Director. The District's representatives shall be two District Trustees, the Superintendent, and the Chief Business Officer. Other City and District staff may attend meetings as necessary to provide information. The Liaison Committee shall meet at least twice annually. City staff and District staff shall work together to provide a report regarding programming and other matters contained in this agreement. The report shall be presented to the Liaison Committee annually. 3. Annual Meeting. The City and District will hold an annual joint meeting of the full Council and Board to review high-level building and planning issues. 4. Changes in Contributions to Joint Services. The Parties acknowledge that circumstances can change and that either the City or the District may request a revision in the resources contributed to the Joint Services or the operating guidelines concerning such Joint Services. Should that be the case, both parties agree to work through the City - District Liaison Committee (the "Liaison Committee") to discuss the proposed revision. The Liaison Committee shall meet at least once annually, at a time and place agreed to by the Parties. 5. Rules of Conduct. In order to achieve and maintain the desired collaborative relationship between the Parties, the Parties agree that the elected and appointed officials for each entity will act according to the following guidelines: 06-19-17 Supt. Office Page 2 of 10 a) The parties will use the Liaison Committee as the forum to communicate and gain information to better understand any issues that may arise between the Parties pertaining to the Joint Services. b) Each party will provide timely notice to the other when circumstances may require a change in the delivery of the Joint Services. If circumstances so require, the Parties agree to convene an emergency meeting of the Liaison Committee to discuss the proposed change. c) In the event that an issue pertaining to the Joint Services cannot be resolved to the satisfaction of the City and the District after they have used their best efforts to address the matter through the Liaison Committee, the City and the District will promptly convene a joint meeting of all available members of their respective governing boards with a mutually agreed upon date and time to discuss the issue further (the "Joint Meeting"). The Parties agree to use their best efforts to keep their discussion of the issue in dispute to the following circumstances: (i) By an official who serves on the Liaison Committee, while he or she provides a factual update about the issue during a public meeting of his or her governing board; (ii) At the Joint Meeting; (iii) At a public meeting of his or her governing board that takes place subsequent to the Joint Meeting; and (iv) At any time following a determination by a majority vote of that official's governing board that it is appropriate to comment publicly about the issue. d) Unless required by statutory requirements, regulatory requirements, or other applicable authority with jurisdiction related to the party's actions, no action will be taken by either party pertaining to the Joint Services until the parties have used their best efforts to address the matter through the Liaison Committee and the Joint Meeting. e) The elected and appointed officials of each party will take positive steps to encourage adherence to this Agreement. For example, should an official observe behavior by one of his or her colleagues that is not in accord with this Agreement (e.g., discussing a matter publicly except as permitted above), the official will ask his or her colleague to refrain from such behavior. 6. Maior Projects. When appropriate, the District will present its plans for large projects, such as new schools or expansions of existing schools, with the City's Planning Commission as an informational item only as the Planning Commission has no jurisdiction over District projects. When potential impacts on schools is foreseeable, the City will also present its plans for large projects with the District Board of Trustees or another District committee. 06-19-17 Supt. Office Page 3 of 10 7. Term. This Agreement shall commence as of the Effective Date and shall continue until June 30, 2020 unless the Agreement is otherwise terminated. In the event either party does not want to renew this Agreement, the parties agree to discuss the matter at a Liaison Committee within thirty (30) days following the notice of termination as indicated herein. 8. Termination. The City or the District may terminate this Agreement at.any time by written notice of election to terminate delivered to the other party at least ninety (90) days in advance of the effective termination date elected, but existing programs (e.g., enrichment, after -school sports) shall continue at least through the end of already scheduled programs, not to exceed a period of six months. 9. Operative Provisions. The Parties agree that the following provisions are applicable to this Agreement and to the terms indicated in Exhibit A, which is incorporated herein by this reference. a) Responsibility for Supervision. The City shall be responsible for supervision and control at all times when the District's facilities are used by the City. The District shall be responsible for supervision and control at all times when the City's facilities are used by the District. b) Fingerprinting and Criminal Background Verification. If the City uses any portion of the District's facilities during school hours, the City shall be responsible for ensuring compliance with all applicable fingerprinting and criminal background investigation requirements for its employees described in Education Code section 45125.1, which may be met under the fingerprinting provisions of Title 22 of the California Code of Regulations and applicable provisions of the California Health and Safety Code relevant to community care facility licensing (Health & Safety Code, § 1500 et seq.). c) Hold Harmless/Indemnification (i) City Indemnification Obligations. To the fullest extent permitted by California law, City shall defend indemnify, and hold harmless District, its agents, representatives, officers, consultants, employees, trustees, and volunteers (the "District Parties") from any and all losses, liabilities, claims, suits, and actions of any kind, nature, and description, including, but not limited to, attorneys' fees and costs directly or indirectly arising out of, connected with, or resulting from the performance of this Agreement or from any activity, work, or thing done, permitted, or suffered by City in conjunction with the performance of this Agreement or on the School Site, to the extent caused by the negligence or willful misconduct of the City, its agents, representatives, officers, consultants, employees, trustees, and volunteers (the "City Parties"); and in case any action or proceeding be brought against District, City shall defend the same at City's expense, including counsel acceptable to District. 06-19-17 Supt. Office Page 4 of 10 (ii) District's Indemnification Obligations. To the fullest extent permitted by California law, District shall defend, indemnify, and hold harmless the City Parties from any and all losses, liabilities, claims, suits, and actions of any kind, nature, and description, including, but not limited to, attorneys' fees and costs, directly or indirectly arising out of, connected with, or resulting from the performance of this Agreement or from any activity, work, or thing done, permitted, or suffered by District in conjunction with the performance of this Agreement or on the School Site, to the extent caused by the negligence or willful misconduct of the District Parties, and in case any action or proceeding be brought against City, District shall defend the same at District's expense, including counsel acceptable to City. d) Liability Insurance. City and District shall, during the term of this Agreement, each maintain in force, a combined, single -limit liability insurance policy in the amount of not less than two million dollars ($2,000,000) with the other party, its employees and agents, named as additional insured under those policies. All policies shall provide for a thirty (30) day written notice of any cancellation or reduction of that insurance. A party may satisfy this obligation by providing to the other party, evidence of self-insurance and of participation in a liability "pool" for excess liability coverage. In addition, the self -insured party shall provide the other party an "additional insured" endorsement naming the other party as an additional covered party. e) Entire Agreement of Parties. This Agreement constitutes the entire agreement for the joint use of the District's facilities between the Parties and supersedes all prior discussions, negotiations and agreements, whether oral or written. This Agreement may be amended or modified only by a written instrument executed by both Parties. IN WITNESS WHEREOF, the parties have executed this Agreement as of the Effective Date set forth above. CITY OF BURLINGAME By: Y� Name: S P G0_JDC- -Ay) Title: C\ —\- Date: 1\ 3�`i BURLINGAME ELEMENTARY SCHOOL DISTRICT V � Name: l6\cyC 1 e, IVILIC--Lsaac , Q1 , D. Title: St�tp C+�' i vet Date: LV,�z i A -I 06-19-17 Supt. Office Page 5 of 10 Exhibit A Description of Joint Services A. Recreation Programs and Fields Resurfacing of Franklin and Osberg Fields a. FY 2017-18 Resurfacing: The City will contribute $350,000 toward the resurfacing of Franklin and Osberg Fields if the work is done in FY 2017-18, $400,000 if the work is done in FY18-19, and $450,000 if the work is done in FY 19-20. b. Future Resurfacing (2027, 2028, or 2029): In order to help with the future resurfacing of Franklin and Osberg Fields, the City agrees that it will contribute toward the future cost, currently estimated at $3.4M in 2027 or $3.76M in 2029. The City's contribution will be 50% of the future cost. The City will set aside its funds each year in a dedicated City sub - fund within the Capital Projects Fund. The Parties understand and agree that the obligations set out in this section regarding the financial contribution to future field replacement survives the termination of this agreement unless otherwise agreed to in writing by both parties and provided Sections 3 and 4 remain in effect (City scheduling the fields, collecting fees and paying District associated fees). 2. Field Maintenance Responsibility a. Beginning with the resurfacing of both Osberg and Franklin fields in the summer of 2017, the District will bear sole responsibility and cost for the maintenance of both fields following the manufacturer's and installer's recommended maintenance schedule for such fields. Once a year the Liaison Committee will receive an update from the Parks and Recreation Department and the BSD Facilities Department on the condition of Franklin and Osberg Fields. As partners, the City/District can ensure the maintenance and upkeep and use of the fields is appropriate for establishing practices to maximize the longevity of our mutual investment. b. The City will continue to pick up trash at Osberg and Franklin Fields on Mondays. 3. Use and Scheduling of BIS and Franklin Fields a. The City shall be responsible for scheduling the use of Franklin and Osberg Fields for use by the District, City, Validated Youth User 06-19-17 Supt. Office Page 6 of 10 Organizations, and other potential users during all non -school hours. Non -school hours are defined as after school, on weekends, and during vacation hours. "Non- school hours" does not include time the District uses the Fields for either District activities or District -sponsored after -school or extra -curricular activities ("District Use"). b. In order to provide sufficient time for City staff to reschedule user groups to other locations, the District will make every effort to notify the City field scheduling representative if a conflict arises. c. All Fields use shall be pursuant to and compliant with the Civic Center Act (Education Code section 38130 et seq.) Use of the District's facilities, including, without limitation, access times, cost, and insurance coverage shall be in accordance with the Civic Center Act and policies and procedures of the District governing public use of District facilities. d. The City will use its best efforts to achieve a fair and equitable allocation of field time among all user groups with regards to the use of the District's fields (Osberg and Franklin). 4. Field Fees a. Charging of Fees and Updates: For all use of Franklin and Osberg Fields except for District use, the City is responsible for charging the applicable fees for use of the fields, as shown on the City's and District's facilities rate schedules, which may be reviewed and updated at any time by the District and City following a Liaison Committee discussion. The Parties agree to review and update their facilities rental rate schedules at least once per year after review by the 3-3-2 Committee (described below) of field rental rates charged by the San Mateo Union High School District and other nearby jurisdictions. (Validated Youth User Organization fees are reviewed by the City's Parks and Recreation Commission and approved by the City Council.) In order to provide sufficient advance notice to field users so that they can notify their participants in a timely fashion, the parties will provide at least 60 days' notice prior to implementing any changes in the City or District fee schedules. b. Payment: The City will pay the District $50,000 annually for the use of Franklin and Osberg Fields during non -school hours. 5. After -school Sports Programs a. Elementary Schools: The City will manage the elementary school after - school sports program. The City will pay the District 10% of the activity fees for each participant in the elementary sports program at any of 06-19-17 Supt. Office Page 7 of 10 the District's facilities. b. Middle School: The City will manage the middle school sports program. The City will pay the District 10% of the activity fees for each participant in the middle school sports program at any of the District's facilities. 6. Enrichment Programming (excluding sports) a. The City will provide non -sports enrichment programming at District school sites. The City shall pay the District 15% (prior amount was 10%) of the activity fees for each participant enrolled in a City non - sports enrichment program conducted at any of the District's sites. The remainder of the fee is split 70% to the instructor and 15% to the City.) Such payment will be made once a year in June/July. b. The District has an interest in renting its facilities for after -school programming. The City has an interest in providing programming that does not compete with other programs that may rent space at the school sites. In order to facilitate this, the 3-3-2 Committee described below shall meet prior to the Parks and Recreation Department's finalizing of each recreation brochure to discuss what programs, if any, have approached the District about renting space at the school sites. The City will then plan its programming accordingly so that any programs the City may offer are not in competition with the District's rentals. c. The District will guarantee the City a minimum of two classrooms at each school site for enrichment (non -sports) programming. In addition, the City will request the Lincoln Auditorium and the BIS Theater for Foxhoven Community Theater Programs as needed. d. Once the District has confirmed the City's room requests for enrichment programming, the City program cannot be moved to an alternate space unless an emergency arises or the District can provide an alternate location that is of sufficient size and can accommodate the needs of the particular class (e.g., a cooking class that requires an oven cannot be moved to a space without an oven; a science class cannot be moved to a room with carpet; a class that requires a blank wall or screen for projection must be moved to a room with this feature.) 7. Adult Sports Programs a. Sunday Drop In: The City will manage the Sunday Drop In adult sports program. The City will pay the District 10% of the activity fees for each participant in the Sunday Drop In sports program at the BIS Old Gym. 06-19-17 Supt. Office Page 8 of 10 b. Adult Basketball League: The City will manage the Adult Basketball League. The City will pay the District 10% of the activity fees for each team in the Adult Basketball program at the BIS Old Gym. c. Future Programs: If the Parks and Recreation Department receives requests from the community to add additional sports programs (e.g., volleyball or softball), the City will arrange facility usage with the District, and the City will pay the District 10% of the activity fees for each team. 8. Use of Other Facilities a. The District shall be responsible for scheduling the use of District gymnasiums, multipurpose rooms, libraries, and other common areas or classrooms by the District, City, nonprofit organizations and other potential users. b. The City shall submit its school year requests by June 1 and its summer requests by February 1 of each year. The District will confirm the schedule request for the school year by July 1 and the summer request by March 1. c. The City shall be responsible for scheduling the use of City facilities by the District, City, nonprofit organizations and other potential users. The City will give the District (defined as activities managed by BSD employees and approved by the District) first priority for use of City facilities when they are not being used for City sponsored activities. d. The parties will not charge each other any additional fees for use of facilities provided for under this Agreement, or for maintenance personnel associated with such use, unless such use results in required overtime costs. B. Storm Drain Fees 1. In recognition of the long standing relationship between the City and District, the City agrees to provide additional payment to the District equal to the amount of the annual storm drainage fee paid by the District to the City. However, in lieu of such payment or portion thereof, and by mutual agreement, the Parties may opt to provide consideration of equal value. C. 3-3-2 Committee The working committee consisting of three District representatives (including the Chief Business Officer), three City representatives (including the Parks and 06-19-17 Supt. Office Page 9 of 10 Recreation Director), and two community members will continue to meet to discuss the enrichment and athletic programs offered at the school sites. Other District and City staff may be asked to attend as needed to provide information. The community members will be mutually agreed upon. A survey will be conducted once every two years to evaluate the programs. D. City/Police Safety Services 1. The City will provide crossing guards at agreed -upon intersections in proximity to BSD school sites. The City will pay 100% of the cost of 7 crossing guards and will split the cost of 3 crossing guards with the District 50/50. 2. The City shall at its expense and through its Police Department, provide police resources for District schools to handle crime prevention programs and police incidents involving students. E. Community Events/Programming The District shall continue to support significant community events, such as the Holiday Tree Lighting, where the District provides staging and other equipment for student musical presentations for this long-standing holiday event. In addition the District shall distribute information at school sites via electronic school newsletters. School newsletters are sent home weekly. City -offered recreation programs and other City -offered community events, such as the shoreline and downtown volunteer clean-up events can be advertised in the weekly newsletters. In addition, a minimal number of flyers can be dropped off at the school sites' front office for informational purposes but not for classroom or student distribution. F. City Scholarships The District will send out a letter from the City to families on free and reduced lunch informing them of the City scholarship program available to help defray the cost of City recreation programs, including those offered at school sites. The City will provide the District the letter in English and Spanish to be distributed 3 times per year to coincide with the Parks and Recreation brochure. 06-19-17 Supt. Office Page 10 of 10 BURLINGAME STAFF REPORT To: Parks and Recreation Commission Date: January 18, 2018 From: Tim Barry, Parks and Recreation Supervisor Subject: Update on Field Use and User Organizations RECOMMENDATION Staff recommends that the Commission review the staff report regarding the impacts of the updated field policy, the implementation of MaxGalaxy (the new field scheduling software) and current field user issues, and provide input as needed. BACKGROUND At the January 19, 2017 Parks and Recreation Commission meeting, the revised Field Use policy was approved. This update modified the criteria to be approved as a validated user organization including the implementation of a Tier 1 and Tier 2 allocation priority, identified the primary and secondary season for each user organization and instituted a predetermined slot system to maximize field space. In addition, staff finalized the purchase of MaxGalaxy, an on- line field scheduling software system (and began using the system in June 2017), began reviewing old agreements with the user organizations, and had discussions regarding sponsor banners on City fields. nmr_i icginm Field Use Policy The implementation of the updated Field Use policy has been successful and has also raised new challenges. The Tier 1 and Tier 2 allocation priority accomplished the goal of ensuring that non -select validated organizations with a high percentage of residents would have the first opportunity to select their desired practice/game slots in their primary season. The development and application of the predetermined slot system has ensured that Tier 1 organizations in their primary season get maximum field space and offers the most flexibility to accommodate the volunteer based organizations. Included in the updated Field Use policy was the requirement to notify City staff of leadership changes in an organization. Over the past year the Burlingame Youth Baseball Association (BYBA) has had a significant turnover of board members. City staff has attended several board meetings over the past months to help facilitate discussions with the board regarding sponsorship banners, field allocation, field closures and use agreements for snack shacks, 1 Update on Field Use and User Organizations January 18, 2018 batting cages and storage units. This has greatly improved the communication between BYBA and City staff. In reviewing the first year of the updated Field Policy, City staff has noticed issues that will need to be addressed in the near future. They include: 1. Allocation priority for Burlingame High School (BHS). a. BHS is currently outside of the allocation process and is not accounted for in any City policies for field allocation. 2. The length of time a sport can be considered underserved or emerging. a. Concerns were raised by user organizations about how long Lacrosse can be considered an underserved or emerging organization. 3. Tier 2 groups with specific needs were left with inadequate field space when Burlingame Girls Softball (BGS), a Tier 1 organization, picked their slots. a. For example, Lacrosse traditionally practices and plays games on turf fields. When BGS took slots on a turf field they have not historically used, Lacrosse was left with less or no time on artificial turf fields. This spring, Lacrosse does not have adequate field time on artificial turf fields for practices and games for their program. MaxGalaxy During the deployment of MaxGalaxy staff spent many hours setting up the administrative components of the system including inputting all facilities, developing rate structures, creating accounts for users, training validated user organizations representatives and troubleshooting problems as they arose. The benefits of MaxGalaxy include: 1. Allowing field users and the general public a real time look into the activities scheduled on the fields. 2. Ability to produce reports about field usage, generate permits and invoices for validated user organizations and the public. The largest obstacle for validated user organizations is that there isn't the option to book a reoccurring event for an extended period of time. This requires organizations to select slot by slot each day for the entire season. On the administrative side, City staff has the option of mass editing where staff can book multiple events at one time. Staff is continuing to work with MaxGalaxy support to resolve this issue. User Organization Agreements Throughout the years Burlingame youth organizations have been allowed to build, use and maintain various storage sheds, batting cages and snack shacks on City property. Some of organizations have agreements with the City for these facilities and some do not. In an interest 2 Update on Field Use and User Organizations January 18, 2018 to be fair and equitable and to adhere to current City insurance and liability requirements, staff has been reviewing the existing documents and has started with the BYBA agreements as they were the most outdated and numerous. Staff has been working with the BYBA Board to consolidate the old agreements for the batting cages, storage sheds and snack shacks into one agreement. The new agreement updates insurance requirements, defines responsibility for damage and maintenance for all facilities used by BYBA and outlines the procedures for future improvements proposed by BYBA. On January 2, 2018, the draft of the agreement was presented to the City Council. The Council raised many concerns. The concerns included: 1. Why BYBA had access to batting cages and BGS did not. 2. Why BGS did not have more access to lighted fields. 3. Why BHS had use of the batting cages over BGS. 4. Why the agreement did not give the City authority over the use all of the improvements made on City land. 5. Why BYBA still has exclusive use of batting cages that were built a long time ago. Their concerns, depending on the outcome, could impact all user organizations. Examples of the impacts could include: 1. The number of available slots for BYBA teams to use for batting cages for practice during the season. 2. Shifting the traditional user organization use of fields would result in more conflicts similar to the current challenge for Lacrosse. 3. The need to add additional storage sheds at field locations to store equipment. 4. The BHS baseball program would need to find another batting cage location for the freshman, JV and Varsity teams (however, this would open up time for BGS, OLA and St. Catherine of Sienna). Staff will be meeting with BYBA in January to discuss the concerns raised by the Council in order to develop possible solutions. In addition, a study session will be held in the future with the City Council to provide staff direction in order to finalize the agreement with BYBA and continue the process with the other organization agreements. 3 Update on Field Use and User Organizations January 18, 2018 Sponsor Banners on City Property After hearing from the user organizations regarding hanging sponsor banners on City fields at the October 19, 2017 meeting, the Parks and Recreation Commission recommended to the City Council to consider a pilot program to allow the hanging of sponsor banners. The City Council held a study session on November 20, 2017 to review the recommendation and discuss the feasibility of hanging sponsor banners on City property. In order to allow sponsors banners, the City sign ordinance would need to be modified to allow third parties to hang signs or advertisements. By doing so, it would limit the City's ability to control the content of the banners and who could hang banners on City property in order to comply with the government regulation of speech under the First Amendment. While the City Council understood the importance of raising money for the local non-profit youth organizations through the hanging of sponsor banners, the City Council decided to not amend the current sign ordinance to allow banners. EXHIBIT A. Field Use Policy M /0 i KL J _. sL]RI-114GAME The City of Burlingame Field Use Policy 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 maintance. 8. 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 1 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 and St Catherine of Sienna 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. Bea registered 501(c)3 non-profit, youth organization located in the City of Burlingame. b. Be comprised of a minimum of 51 % 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 and St Catherine of Sienna 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. 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 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 2016-2017 — 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. 7. Other Fees and Penalties a. The violation for subletting is as follows. 1. I't offense is a written warning and hearing before Commission. 2 2nd offense is up to a $1,000 fee, hearing before Commission and probationary status of the organization. 3. 3rd 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. 1. 1st offense is a written warning. 2 2na 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 11 the remainder of the season. Validated user organizations per player numbers are due January 15th for the Spring Season and August 15th 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 Eligible 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 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 Youth Youth Youth Youth Youth Adult Adult Baseball/ Baseball/ Soccer Soccer Lacrosse Lacrosse Soccer Soccer Softball Softball practice Game Practice Game Game Practice Practice Game Bayside Fields 1125 Airport Blvd Diamond #1 & #2 X X X X X Diamond #3, #4 & #5 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:OOpm 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. 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. 3 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:OOam 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. Sublettin! Subletting is any organization found to be transferring, giving away, sharing or reserving field space for another organization without written approval/permission from the parks and recreation staff. If 7 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. 4. Complaints ftom 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. January 2017 0J