HomeMy WebLinkAboutAgenda Packet - PR - 2016.07.21AGENDA
BURLINGAME PARKS & RECREATION COMMISSION
JULY 21, 2016 @7:OOPM
Burlingame Recreation Center
850 Burlingame Ave —Social Hall
ROLL CALL
IL MINUTES
III. CORRESPONDENCE
IV. PUBLIC COMMENTS Speakers may address the Commission concerning any matter over which the Commission
has jurisdiction or of which it may take cognizance that is not on the agenda. Additional public comments on agenda action
items will be heard when the Commission takes up those items. 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 infomadon is optional. Speakers are limited to three minutes each, although the Commission may adjust the time
limit in light of the number of anticipated speakers.
V. OLD BUSINESS
1) BSC tad Subletting Violation
2) Field Use Policy Revisions
VI. NEW BUSINESS
1) Cuernavaca Park Off -leash Update
VII. REPORTS
1) Staff
a) Follow up Items
b) Foundation Update
2) Commissioners
VIII. FUTURE AGENDA ITEMS
IX. ADJOURNMENT
NEXT MEETING Thursday, August 18, 2016
NOTICE: Any attendees wishing accommodations for disabilities should contact the Parks & Recreation Dept. 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.bw-linggme.org.
AGENDA 07/21/16posted 07/15/16
a
STAFF REPORT
Date: July 21, 2016
From: Tim Barry, Parks and Recreation Supervisor
Subject: Second Subletting Violation - Burlingame Soccer Club (BSC)
RECOMMENDATION
Staff recommends that the Commission review and determine if a 2nd subletting violation by
BSC has occurred.
BACKGROUND
At the June 180' Commission meeting staff was directed to coordinate with the Burlingame
Soccer Club to determine who posted the Star Academy practice on the team Bonzi scheduling
system page for the BSC Star 04G Gold team. According to the team Bonzi page they practiced
at Murray Field on the following dates; Tuesday 5/31 from 4:OOpm to 5:OOpm, Thursday6/2 from
5:00pm to 6:30pm, Tuesday 6/7 from 4:OOpm to 5:30pm and Thursday 6/9 from 5:00pm to
6:30pm.
DISCUSSION
Staff has worked with Steven Koury and Lawrence Viola to try to determine who posted the Star
Academy practice on the Bonzi website. To date BSC cannot determine who exactly
added/updated the notes section of the BSC Star 04G Gold team. Karin Liu (BSC bookkeeper),
stated in a memo that only five people had access to make those changes to the team Bonzi
page (Exhibit A). Those people include Brian Mansell (Head Coach), Alex Poulos (Team
Manager), Ana Rianzares (Team Scheduler), Erin Crocker (Team Manager) and Juan Porras
(Listed as Age Group Head Coach). They believe with further forensic investigation by true data
systems experts they could determine specifically who made the posts on the Bonzi page.
If the Commission determines this is a 2nd subletting violation, the penalty for a 21d subletting
violation is a $1,000 fine, hearing before Commission and probationary status of the
organization.
EXHIBITS
A. Burlingame Soccer Club memo regarding BSC Star 04G Gold Bonzi posting
1
FA 1614
To: Steven Koury, BSC Treasurer
From: Karin Liu, BSC Bookkeeper
System Designers' Group
Date: July 12, 2016
Subject: Bonziteam Access
The Burlingame Soccer Club Bonzi System has two sides to it -- the Core
Membership Data side and the Bonzi Team side. The Core Membership Data Side
(ie: "Administrative") is where families enter private information and register their
children to play, pay fees, and BSC's official records of the Club. System Designers
Group oversee the Administrative side Bonzi for BSC. The Bonzi Team side is, in
essence, the social media page for the individual teams in BSC.
A typical team will have 10-15 players, and all players and families of that team have
access to that particular Bonzi Team page. Any family on that team can use the
Bonzi Team page to send a message to the entire team, or see the contact
information of team members, for example. However, only specific users can
add/delete/edit information on the Bonzi Team page, such as information on the
team's calendar. In order to add/edit/delete information on the team calendar, you
must be either (a) a user with Administrative authority, or (b) an user that has been
given this authority by an Administrator for the particular team. Typically the
authority to make these adds/edits/deletes is given to the team coach and parent
volunteer manager. It is sometimes also given to others such as a second coach or a
parent volunteer scheduler, for instance. Again, the Bonzi Team side operates like
the team's social media page -- with messages like meeting for a pizza party or with
directions to the next away game. It is not the official membership data record of
BSC. The items pointed -out by Tim Barry in his email were not from the
Membership Data side of Bonzi, but from a particular team's Bonzi Team page.
With respect to the BSC 2004 Girls Gold team, and those specific entries on their
Bonzi Team page calendar that stated "Star Academy Practice" -- I have researched
what occurred. I was able to determine some facts, but not all facts.
1. 1 was able to determine that it was not an Administrator who made those
adds/edits to the calendar. We know this because if someone with Administrator
level access makes any adds/edits, then it is reflected differently in Bonzi Team as it
would have a Bonzi logo next to the event that was added/edited. This was not the
case for these team practices.
SYSTEM DESIGNERS' GROUP
235 GRAND AVE, SUITE 203 SSF CA 94080 Page 1
2. I was able to determine who had access to add/edit/delete items, such as
these items on the team calendar that stated Star Academy Practice. These were
people who were given access to this Bonzi Team page from an Administrator. The
people were:
Brian Mansell (Head Coach) -- given access in February 2016
Alex Poulos (Team Manager) -- given access in February 2016
Ana Rianzares (Team Scheduler) -- given access in February 2016
Erin Crocker (Team Manager) -- given access very briefly in March 2016, and
removed in March 2016 as well.
Juan Porras (Listed as Age Group Head Coach) -- he was given access by an
unknown Administrator in May 2016, and was
removed (by me at the direction of the BSC
Board as soon as they realized he had access) in
May 2016. He was again given access by an
unknown Administrator in June 2016, and
removed in June 2016.
3 I think it's important to point out that the first four people (Brian, Alex, Ana,
and Erin) all were legitimately part of this team and it makes perfect sense that they
had this ability to add/edit/delete items on the Bonzi Team page for this team.
However, Juan Porras, the Director of Coaching for Star Academy, was given access
to this Bonzi Team page later in the season. Whoever gave him access, knowingly or
not, allowed private information such as children's names and contact information,
to be accessed by someone who was not a coach or parent in BSC. As soon as the
BSC Board realized that Mr. Porras had this access, they instructed me to
immediately remove his access, which I did. However, he was again given access by
an Administrator in June, and was again removed.
BSC then took steps to lock -down the system and removed ALL Administrator
access other than that which we have here at System Designers Group, BSC's
independent bookkeeping office.
4. Myself and BSC believe we know which Administrator added Juan Porras to
the Bonzi Team site, however more forensic investigation would need to be done to
prove it without any doubt. That Administrator is no longer with BSC.
I cannot determine exactly who added/updated those particular calendar entries
entitled Star Academy Practice because the posts were updated since then (most
recently on 6/23/2016) and I can only see who makes the last update.
SYSTEM DESIGNERS' GROUP
235 GRAND AVE, SUITE 203 SSF CA 94080 Page 2
In conclusion, we don't know for sure who added/changed the practices to read
"Star Academy Practice." However, we know it had to be one of the five people
listed (and really one of the four because it's very unlikely it was done by Erin
Crocker way back in March 2016). Furthermore, with more forensic investigation
by true data systems experts, I believe they could determine specifically which of
the four people listed.
Thank you,
Karin Liu,
BSC Bookkeeper
System Designers Group
SYSTEM DESIGNERS' GROUP
235 GRAND AVE, SUITE 203 SSF CA 94080 Page 3
Page 1 of 2
Karin Liu
From: BSC Treasurer [bsc.koury@gmail.com]
Sent: Tuesday, July 12, 2016 12:57 PM
To: Karin Liu
Subject: Fwd: Bonzi Posting
Begin forwarded message:
From: PARKS/REC-Tim Barry <tbarrV(@burlingame.org>
Date: July 11, 2016 1:30:48 PM PDT
To: 'BSC Treasurer' <bsc.kouryaa gmail.com>
Cc: Lawrence Viola <Iviola(@-violaw.com>
Subject: RE: Bonzi Posting
Steven,
It was the BSC Star Golf 04G Gold team. There were four postings.
Tuesday 5/314:00pm to 5:30pm
Thursday 6/2 5:00pm to 6:30pm
Tuesday 6/7 4:00pm to 5:30pm
Thursday 6/9 5:00pm to 6:30pm
Tim Barry
Recreation Supervisor
City of Burlingame Parks and Recreation Department
850 Burlingame Ave
Burlingame, CA 94010
650-558-7315(office)
650-558-7319(field condition line)
650-696-7216(fax)
From: BSC Treasurer [mailto:bsc.koury@gmail.com]
Sent: Monday, July 11, 2016 11:26 AM
To: PARKS/REC-Tim Barry
Cc: Lawrence Viola
Subject: Re: Bonzi Posting
Hi Tim; We can at least narrow it down to "who" had access to make those changes. Just
to be sure there's no error in responding to you, can you please clarify which "bonzi team"
account was referred to in the meeting? I actually never saw the print out of the bonzi team
page, although it was handed to a couple Commissioners that night at the meeting. Was it
the bonzi team for the "2004 Girls Gold" ?
7/ 12/2016
Page 2 of 2
Thanks! Steven.
Steven Koury
BSC Treasurer
bsc.koury(@gmail. Corn
On Jul 11, 2016, at 10:37 AM, PARKS/REC-Tim Barry wrote:
Steven,
I apologize for next getting your voicemail but I was already gone for the weekend. Hopefully you
were able to submit all of the information to Nor Cal.
I am working on the staff report for the upcoming commission meeting. I am following up to see if
you and your staff were able to determine who posted that STAR Academy practice on Bonzi for
that team. Please let me know if you found anything by Wednesday at S:OOpm because I need to
submit the staff report on Thursday morning.
Please let me know if you have any questions.
Tim Barry
Recreation Supervisor
City of Burlingame Parks and Recreation Department
850 Burlingame Ave
Burlingame, CA 94010
650-558-7315(office)
650-558-7319(field condition line)
650-696-7216(fax)
7/12/2016
a
STAFF REP011-f
Date: July 21, 2016
From: Tim Barry, Parks and Recreation Supervisor
Subject: Field Use Policy Revisions
Staff recommends Commission review the proposed modifications to the current field user
policy.
BACKGROUND
At the May meeting Commission was informed that staff would be conducting a meeting with all
of the validated youth user organizations and the Field Use Policy Ad Hoc Committee to discuss
changes proposed to the policy.
On Tuesday, January 14 the Field Use Policy Ad Hoc Committee met with the validated youth
user organizations and presented the issues/concerns identified with the current field use policy.
The organizations who attend the meeting were Eric Nuss and Mike Brunicardi (BYBA), Bennet
Weintraub, Kieron Saunders, Anthony Dimech, Steven Koury and Lawrence Viola (BSC), Curtis
Cook (Coyotes Lacrosse), Will Evans (BGS), Charlie Dougherty (Mercy) and Robert Bierman
(AYSO). Absent from the meeting were OLA and St Catherine's.
DISCUSSION
The validated youth user groups that attended the meeting and Field Use Policy Ad Hoc
Committee were able to agree to changes in the following sections of the current field policy
including; validated user organization, the process, residency, and fees.
Validated Use Organization
• Organizations offering programs competitive with City offerings and/or existing validated
user groups may be prohibited.
• In order to be validated user group, organizations must have a governing board with at
least 75% residents.
The Process
• Field time not needed by a validated user group must be turned in by the deadline set by
the Field Use Coordinator.
1
Field Use Policy Review July 21, 2016
Residency
• Organizations are required to prove residency by submitting the name and address of all
participants and board members.
Fees
• Per player fees are invoiced prior to the start of practices. The hourly fees will be
invoiced at the end of the season.
• Validated user organizations per player numbers are due January 15th for the Spring
season and August 15th for the Fall season.
The group was also able to come to consensus on new sections that needed to be included in
the revision of the policy including other fees and penalties for soccer goals left on fields, time
reserved for rainouts and organization leadership changes.
Other Fees and Penalties
• The violation for leaving soccer goals on fields is a follows.
1. 15t offense is a written warning.
2 2ntl offense is $100.00 per goal fee and hearing before Commission.
3. 3`tl offense is a $200.00 per goal fee and loses of use of goals for practice for the
remainder of the season.
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.
Organization Leadership Changes
• Organizations are required to notify City staff immediately when there are changes to the
leadership and significant issues or challenges occurring within the organization.
Included with this staff report is the current field use policy (Exhibit A), and proposed
modifications to current Field User Policy (Exhibit B).
Other changes in the policy were for clarification purposes and of a grammatical nature and not
substance.
FISCAL IMPACT
None
EXHIBITS
A. Current Field Use Policy
B. Proposed Modification to Field Use Policy
2
et�y er.h1b9T A
BURLINGAME The City of Burlingame Field Use Policy
t\1%WMMV
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, 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.
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.
Purpose
• To strive to provide all Burlingame residents with an opportunity to participate in their
activity of choice.
• 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.
• To ensure Burlingame residents have priority access to parks and playing fields.
• To provide for a variety of activities reflecting the athletic preferences of Burlingame
residents.
• To collect fees for the use of fields, in support of their ongoing maintance.
• 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.
• To ensure that appropriate sports are peinutted on appropriate fields.
• To conduct an annual user group meeting to discuss all field issues. To be held in November
each year.
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.
2. In order to be a validated user organization, the following criteria must be met:
a. Be a registered 501(c)3 non-profit organization.
b. Include a minimum of 30 Burlingame residents ("emerging" sports can petition the
Commission to be included in the allocation process).
c. Offer teams fora variety of age groups and open to all residents.
d. Complete a Youth Field User Organization Validation Application and approval from the
Parks and Recreation Commission. Organizations with more than 75% Burlingame residents
must apply every three years. Organizations with less than 75% Burlingame resident must
apply every year.
e. Have a governing board with at least 50% residents.
The Process
1. Field Use Allocation Forms will be available at the City Rec Department.
2. Forms are required to be submitted by the deadline as set by City staff for the upcoming season.
Proof of Insurance is required at this time.
3. Following the deadline, individual meetings will be set up with each organizations's field
coordinator.
a. Failure to submit field request by deadline may lead to an organization not receiving field
time for the upcoming season.
4. Once all one-on-one meeting are completed, the City will conduct a joint user organization
meeting to discuss field allocations and issues common to the user organizations.
5. Approximately one month after initial field allocation, youth use 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.
6. All user organizations will submit a detailed practice/game schedule, including team name, age
group and gender, to the parks and recreation department prior to start of practices to help staff
monitor the use of fields.
a. Any organization found to be reserving field use for any time period for another organization
that has not paid the proper fees will be penalized by the revocation of its permit for the
season for which the permit is issued.
b. If any organization or team transfers or sublets field space without informing City staff their
current permit maybe subject to cancellation or reduced.
7. Field Permits will be issued to each user organization with approved allocation times. Permits
will be on file in Parks and Recreation Department Office.
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 preference been given to in season sports as determined by
the City of Burlingame's prevailing practice.
a. Allocation will be based on the percentage of each organization's residents from the previous
year of the total residents applying for field use for the upcoming season.
4. Adult non-profit organizations.
5. For -profit groups or outside field rentals.
2
NOTE:
Due to initial field allocations taking place prior to organization's finalized overall participant
numbers, an organization's field allocation may be changed if their overall residency numbers
is significantly changed.
Residency
A resident shall be defined as anyone who has a permanent residential address within Burlingame.
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. Mercy High School is considered a resident non-profit organization.
The City may require identification or documentation of proof of residency (i.e. current PG&E or
home phone).
Fees 2014-2015
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.
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. Validated user organizations who have 51% or more Burlingame Residents.
a. $16/player/season for residents; $85/player/season/nonresidents plus a $3.00 per hour
use of field time.
4. Validated user organizations who have fewer than 51% Burlingame Residents.
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. 1" offense is a written warning and hearing before Commission.
2 2"d offense is $1,000 fee, hearing before Commission and probationary
status of the organization.
3. 3`d offense is $2,500 fee, hearing before Commission and loss of field
time for the upcoming season.
Validated user organizations per player final numbers are due March 15` for the Spring Season and
October I" for Fall Season. User organizations will be invoiced by the city after those final numbers
are submitted. User organizations per hour fees and lights fees will be invoiced monthly by city staff.
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
All permit cancellations or changes must be submitted 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. If you are not using time you have been allocated please inform the City Field Use
Coordinator so it can reallocated to other groups.
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.
CI
Youth
Youth
Baseball/
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 41 & 42
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 pemut.
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 nrles 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.
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.
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
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
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.
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.
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.
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:OOam or after 8:OOpm and is allowed by permit only.
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.
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, user organizations may appeal in writing the decisions of the Parks and Recreation
Department to the Parks and Recreation Commission.
Updated 4/10/15 TB
7
EXhlbl+ 8
` CITY
O
The City of Burlingame Field Use Policy a
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, 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.
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.
Purpose
• To strive to provide all Burlingame residents with an opportunity to participate in their
activity of choice.
• 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.
• To ensure Burlingame residents have priority access to parks and playing fields.
• To provide for a variety of activities reflecting the athletic preferences of Burlingame
residents.
• To collect fees for the use of fields, in support of their ongoing maintance.
• 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.
• To ensure that appropriate sports are permitted on appropriate fields.
• To conduct an annual user group meeting to discuss all field issues. To be held in November
each year.
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 '
I. 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.
4-.2 Organizations offering programs competitive with City offerings and/or existing Validated
User groups may be prohibited.
2z3_In order to be a validated user organization, the following criteria must be met:
a. Be a registered 50l(c)3 non-profit organization located in the City of Burlingame.
b. Include a minimum of 30 Burlingame residents ("emerging" sports can petition the
Commission to be included in the allocation process).
c. Offer teams for a variety of age groups and open to all residents.
d. Complete a Youth Field User Organization Validation Application and approval from the
Parks and Recreation Commission. Organizations with more than 75%Burlingame residents
must apply every three years. Organizations with less than 75% Burlingame resident must
apply every year.
e. Have a governing board with at least 6075%residents.
The Process
1.. Field Use AlleeatieaValidated User Group Forms will be available at the City Rec Department.
2. Forms are required to be submitted by the deadline as set by City staff for the upcoming season.
Proof of Insurance is required at this time.
3. Following the deadline, individual meetings will be set up with each
ergaaitatiea�soreanization's field coordinator.
a. Failure to submit field request by deadline may lead to an organization not receiving field
time for the upcoming season.
4. Once all one-on-one meetings are completed, the City will conduct a joint user organization
meeting to discuss field allocations and issues common to the user organizations.
5_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.
4 6.Field time not needed by a validated user group must be turned in by the deadline set by the Field
Use Coordinator.
6.-7.AI1 user organizations will submit a detailed practice/game schedule, including team name, age
group and gender and number of teamsto the pParks and £Recreation (Department prior to start
of practices to help staff monitor the use of fields.
a. Any Lion found -ie-be- eseFAflg- eId-use-%r-any tinie periled
that has ....t paid the li-,._..- C i e ...maize( 6. the ....,. sat on of its ...... it fbF 6
season ^,--,..".iah-he ernik•isissaad-.
b if any eFganizatien OFL field
Y
s,yrrent permitmaybe sul.jeet t eaneellatien Bf d d
7:S.Field Permits will be issued to each user organization with approved allocation times. Permits
will be on file in Parks and Recreation Department 9office.
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 preference been given to in season sports as determined by
the City of Burlingame's prevailing practice.
a. The beginning tFallocation will be based on the percentage of each organization's residents
from the previous year of the total residents applying for field use for the upcoming season.
Once enrollment numbers are finalized adiustments will be made to reconcile the nercenta e
of allocated time.
4_4-Non-orofit Burlingame Adult -nen- profit - organizations.
—For-profit Burlingame groups.
oQp^,-er-aOutside field rentals.
NOTE:
Due to initial field allocations taking place prior to organization's finalized overall participant
numbers, an organization's field allocation may be ehanged-modified if their overall residency
numbers is- ignifreantly-changed.
Residency
A resident shall be defined as anyone who has a permanent residential address within Burlingame.
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. Mercy High School is considered a resident non-profit organization.
The City mayOrganizations ate required to Prove residency den9 teagen-or-dee+amentation-&fi)Feef
of Fe :de - (i.e. c...._ ' PG&E .,. home phone) by submitting the name and address of all
participants and board members.
Fees 2014-2015 - 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 mMaster
Wee sSchedule 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 orii
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. Validated user organizations who have 5 1 % or more Burlingame Residents.
a. $16/player/season for residents; $85/player/season/nonresidents plus a $3.00 per hour
use of field time.
4. Validated user organizations whethat have fewer than 51% Burlingame Residents.
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.
Formatted: Numbered+Level: t+
Numbering Style: i, 2, 3, ... + Start at: 1 +
Alignment: LeJ[+Aligned at O.ZTI+Tab
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 fallowing reasons:
i. Damage to or misuse of the facility.
ii. Inadequate cleanup by organization, requiring additional staff time after your
use.
W. 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. 101 offense is a written warning and hearing before Commission.
2. 2nd offense is $1,000 fee, hearing before Commission and probationary
status of the organization.
3_3'd offense is $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
3.
the remainder of the season.
Validated user organizations per player Aral numbers are due MamhJanuary 15" for the
Season and 9atebuA—u9ust-15 th-I•" for Fall Season. User organizations will be invoiced by 1
after those final numbers are submitted. User organizations per hour fees and lights Fees wit
invoiced at the end of the season menthl} by eCity staff.An end of season confirmation of
numbers will need to be submitted to the City to confirm enrollment
Formatted
Formatted:
for __.- Fo�ttm:
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 Pollcv
Organizations wanting to A-}I-pertait-cancellatiens or changes a cennit must be ,w^',,., ed 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.
Formatted: Intent ten: 0.5"
Formatted: Supersuip[
Formatted: Suoetseint
Unused Time
Formatted: font Bold, UnderM
If you are not using time ydatou have been allocated -please inform _the City Field Use Coordinator so it - Fomfatted: Fmt
can reallocated to other Prouos. The e by which unused rime ie n-r�ed har4 L,:.,, rw r.ti:..au i.e
Group form.
_ rarmatted: Font Bold, Underline
Formatted: Undedine
Pormatted: Font Not Bold, Nc maledine
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
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
1125Airport Blvd
Diamond#1 
X
X
X
X
X
Diamond 43, #4 & #5
X
X
Diamond #3
X
X
X
X
X
X
Murray Field
230 Anza Blvd
X
X
X
R
X
X
Washington Park
850 Burlin ame 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 Hum @ 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.
Any coach, team or league that uses a closed field may be subject to a reduction or cancellation of
their current permit.
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.
Sublettine
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
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.
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 Neiehbor 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 fo'r 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 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.
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.
U,,datdnnQ�in S B
Approved July 2016
To: Parks and Recreation Commission
Date: July 21, 2016
From: Nicole Acquisti, Recreation Supervisor
Subject Cuernavaca Off -Leash Update
RECOMMENDATION
Staff recommends that the Parks and Recreation Commission review information from
the Community Meetings held at Cuernavaca Park on Thursday 6/16/16 and Tuesday
6/21/16 and propose next steps.
BACKGROUND
On July 20, 2015, the Dog Park Task Force (DPTF) met to discuss the off -leash areas
in Burlingame. The DPTF is comprised of two Councilmembers, two Parks and
Recreation Commissioners, Department staff and a representative from the Peninsula
Humane Society. One suggestion was to research additional off -leash options at
Cuernavaca Park for the evening hours due to requests from the community. The DPTF
recommended the matter be reviewed by the Parks and Recreation Commission.
On October 15, 2015, the Parks and Recreation Commission tasked Parks and
Recreation Staff to get input from community members regarding additional off -leash
hours at Cuernavaca Park. During the outreach period, the Cuernavaca ballfield was
closed from December 2015 through April 2016 for field maintenance. During that time,
the Parks Division installed a temporary fence on the upper portion of the field for off -
leash use.
While the temporary off -leash area was being used staff received positive feedback
from the dog owners. The temporary fence allowed access from sunrise to sunset, 7
days a week.
As a solution to increase off -leash hours at Cuernavaca, Parks and Recreation staff
held 2 community meetings to get input from the neighbors and off -leash users about
1
Cuernavaca Off -Leash Update July 21, 2016
installing a permanent fence on the upper field where the temporary one was placed
during the months of December 2015 through April 2016.
Notification of the meetings was sent to the neighbors surrounding Cuernavaca Park via
mail, emails were sent to the Department's "Dog Contact List", and meeting notifications
were also placed for two weeks in the Burlingame a -News.
DISCUSSION
Parks Superintendent Bob Disco and Recreation Supervisor Nicole Acquisti attended
the two meetings as representatives of the Department; one on the morning of
Thursday June 16, 2016 and the other on the evening of Tuesday June 21, 2016. The
June 16 meeting had 17 people attend (approximately 10 neighbors and 7 off -leash
users). Staff gave a quick background of the off -leash options, including the temporary
fencing. All attendees were strongly against the permanent fence as an off -leash
option. The neighbors were against it for aesthetic reasons, as well as the space it
would take away from the current plot of grass area. The off -leash users, although very
appreciative of the fence as a temporary option during those months the field was
closed, were also against the permanent fence in lieu of the field. They felt the grading
of the hill would be unsafe and they were concerned that the area would be smaller than
the field making it difficult to run the dogs. The June 21 meeting had 20 people attend
(2 neighbors and 18 off -leash users). The same comments were echoed against the
permanent fence. Supervisor Acquisti did receive email correspondence from users
who were in favor of the fence; however after speaking with those who attended the
meeting, a majority have since recanted their support.
Attendees did voice their desire to see additional hours on the field when sports
organizations were not using it.
EXHIBITS
None
2