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HomeMy WebLinkAboutAgenda Packet - PR - 2015.02.19BURLINGAME PARKS & RECREATION COMMISSI Regular Meeting Agenda 7:00pm, Thursday, February 19, 2015 Burlingame Recreation Center, 850 Burlingame Ave, Burlingame 1. Roll Call Martin, Baird, Colson, Baum, Dito, Lewis, Schissler 2. Approval of Minutes Approve the minutes of the January 15, 2015 regular meeting 3. 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 infomation is optional. The Chairperson may limit speakers to three minutes each. 4. Old Business A. None 5. New Business A. Review of Proposed Changes to the Field Use Policy — Staff Report 6. Reports / Hand -Outs A. Parks & Recreation Department Reports 1. Monthly Report a. Foundation Update B. Correspondence C. Commissioners Reports 7. Future Agenda Items 8. Adjournment Next Meeting Thursday, March 19, 2015 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: ro ww.burlinganie.org. AGENDA. 2/19/15posted 2/12/15 a •.,�: STAFF • Parks and Recreation CommissioT Date: February 19, 2015 From: Tim Barry, Parks and Recreation Supervisor Subject: Field Use Policy Review RECOMMENDATION Staff recommends Commission review the summary of the discussion with the youth user organizations regarding modifications to the current field use policy, hear any additional input from community members and to review the proposed modifications to the existing policy. BACKGROUND At the December Commission meeting staff informed Commission they would be inviting all of the youth user organizations to a meeting to discuss the current Field Use Policy, how the past revisions to policy affected their organizations and give input on possible modifications or updates to the policy proposed by staff. The current,policy poses several challenges to city staff: These include: • Currently there is no fee for organizations found to be subletting fields, transferring or giving away allocated time. • There are no enforcement policies regarding violations. • What constitutes the minimum number of residents in an organization to be part of allocation process and a Burlingame organization? • Should favorable time slots be given to organizations with higher resident numbers and volunteer coaches? • There is no requirement for a detailed practice/game schedule. • There is no deposit required to cover damage to fields. • There is no defined winter season for organizations. On Monday, January 12th, staff met with youth user organizations to review the current policy. The organizations who attended the meeting were Eric Nuss and Mike Brunicardi (BYBA), Roy Schnabel, Kieron Saunders and Bo Parker (BSC), Bill Wolfenden (Coyotes Lacrosse), Patrick O'Flaherty and Will Evans (BGS), John Lyons (Mercy) and Robert Bierman (AYSO). Absent from the meeting were OLA and St Catherine's. Staff held a follow up meeting on Wednesday, January 28 to review proposed changes to the policy after input from the January 12`h meeting. 1 Field Use Policy Review February 19, 2015 The organizations in attendance were Mike Brunicardi (BYBA), Kieron Saunders and Bo Parker (BSC), Bill Wolfenden (Coyotes Lacrosse), Will Evans (BGS), and Robert Bierman (AYSO). DISCUSSION There was consensus from the youth user groups regarding the addition of seasonal use dates, a process to validate user organizations, deposits, and submission of detailed practice and game schedules. See Exhibit B for proposed agreed upon changes. The group was unable to gain consensus regarding who in an organization should pay fees, what fees should be assigned for subletting of fields, which is defined as transferring, assigning or giving away field time to another organization and what is a Burlingame organization. 1. Currently youth user organizations are not required to pay for members who do not practice or play games on the fields. This poses a challenge in that there is no way to monitor if players using fields have paid their fees. A. One option is for users groups to pay per player fees for all participants in their organization. 2. Staff is looking to establish a fee for an organization found to be subletting, transferring, assigning or giving away field time to another organization. Staff is looking for Commission to give direction on the proposed penalty fees below. Possible options include: A. Youth organizations with volunteer coaches: • 1" Offense is $1,000, hearing in front of Commission and written reprimand. 2od Offense is $2,500, hearing in front of Commission and loss of allocated field time. B. Youth organizations with paid coaches: • 1" Offense is $2,500, hearing in front of Commission and written reprimand. • 2Id Offense is $5,000, hearing in front of Commission and loss of allocated field time. 3. Staff needs direction and clarification regarding the following items. • How do regional organizations fit into the field policy? • How large can organizations grow before it is a determent to the fields? • Should favorable time slots be given to organizations with higher resident numbers and volunteer coaches? • Do players need to be registered with the organization that is requesting field space? • How many types of similar organizations (same sport and competition level) should be allowed in Burlingame? 2 Field Use Policy Review February 19, 2015 Included with this staff report is the current field use policy (Exhibit A), and proposed modifications to current Field User Policy (Exhibit B). FISCAL IMPACT None EXHIBITS A. Current Field Use Policy B. Proposed Modification to Field Use Policy F AJ» h 1h QO BUIPMA_ME City of Burlingame Field Use Policy VJ (� u 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 group 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 group needs to commit to the process and be flexible and able to modify their requests as needed to maximize field usage. Purpose e To strive to provide all Burlingame residents with an opportunity to participate in their activity of choice. e 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. a To ensure Burlingame residents have priority access to parks and playing fields. o To provide for a variety of activities reflecting the athletic preferences of Burlingame residents: o 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. o 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 Groups 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. 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 group's field coordinator. 4. Once all one-on-one meeting are completed, the City will conduct ajoint user groups meeting to discuss field allocations and issues common to the User Groups. 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 youth user groups will submit a detailed practice/game schedule to the parks and recreation department prior to start of practices to help staff monitor the use of fields. 7. Field Permits will be issued to each user group 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. Youth non-profit 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 group'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. NOTE: Due to initial field allocations taking place prior to group's finalized overall participant numbers, a group's field allocation maybe changed if their overall residency numbers is significantly changed. 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. Bayside Fields: 1125 Airport Blvd Diamond #1 & #2: Youth Baseball game/practice, Youth Softball game/practice, Youth Soccer game/practice, Youth Lacrosse practice only and Adult Softball games/practice. Diamond #3 & #4: Youth Baseball game/practice and Youth Softball game/practice. Fields #3/#4 Soccer: Youth Soccer game/practice and Youth Lacrosse game/practice. Murray Field: 250 Anza Blvd Adult Soccer game/practice, Youth Soccer game/practice and Youth Lacrosse game/practice. Washington Park: 850 Burlingame Ave o Main Diamond: Youth Baseball game/practice, Youth Soccer game/practice Youth Lacrosse practice. o Small Diamond: Youth Baseball game/practice, Youth Softball game/practice Youth Soccer game/practice. Franklin Field: 2385 Trousdale Dr. o Youth Softball game/practice, Youth Baseball game/practice, Youth Lacrosse game/practice and Youth Soccer game/practice. Osberg Field: 1715 Quesada Way Youth Baseball game/practice, Youth Softball game/practice, Youth Lacrosse game/practice and Youth Soccer game/practice. Cuernavaca Park: 3075 Hunt at Alcazar c Youth Baseball game/practice; Youth Softball game/practice and Youth Soccer game/practice. Ray Park: 1525 Balboa Ave Youth Baseball game/practice, Youth Softball game/practice and Youth Soccer game/practice. Village Park: 1535 California Drive ® Youth Soccer game/practice and Youth Lacrosse practice 3 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 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. Youth user groups who have 51% or more Burlingame Residents. a. $15/player/season for residents; $60/player/season/nonresidents plus a $1.00 per hour use of field time. 4. Youth user groups who have fewer than 51 % Burlingame Residents. a. $15/player/season for residents; $60/player/seasou/nonresidents plus a $3.00 per hour use of field time. 5. Outside field rentals. a. Refer to Facility Rental Schedule Youth User groups per player final numbers are due March I" for the Spring Season and September I' for Fall Season. Youth organizations will be invoiced by the city after those final numbers are submitted. Youth User Groups per hour fees and lights fees will be invoiced monthly by city staff. Two or More Equally Eligible Groups Requesting the Same Field In the event that two or more field requests with equivalent residency overlap, the groups shall first work together to resolve the issue through compromise. if the issue cannot be resolved by the groups, the City's Field Coordinator will use good judgment in determining the field allocation for the season. Additional Considerations • The City reserves the right to cancel an allocation to accommodate the needs of any City sponsored/co-sponsored tournaments and/or special events. o. All field users roust have a copy of their Field Use Permit available for inspection. • Requests for additional use, programs or facilities not covered by the Athletic Field Use and Allocation 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 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 groups 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 groups and 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 or team that uses a closed field is subject to a one-year ban from using City facilities 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 • No subleasing of fields is allowed under any circumstance. Subleasing of fields will result in revocation of all permits. • No two non-resident teams may use Burlingame fields during league season without prior approval of the Parks and Recreation Department. m Park hours are from sunrise to one-half hour after sunset. Lighted fields are until 1030pin. 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. • 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. e Games and practices are not to start before 8:OOam or extend past 10:30pm (unless otherwise stated). Organizations are responsible for snaking necessary changes/alterations to their rules and regulations regarding game times to reflect park/school hours. o 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. • 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 field user group and will post a notice on the Field Condition Line: 650-558-7319. e Practices and games must be suspended in the event of thunder and/or lightning is observed or heard. e No alcoholic beverages are allowed; violation will result in forfeiture of the permit and no fees will be returned. • No smoking is allowed at all times within twenty (20) feet of any bleachers, grandstands, playing fields or dugouts of any sports field. • No group shall enter an area posted as "closed to the public" or "field closed". No persons shall remove or alter such postings. o 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. a No group 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. • 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. Restrooms Some public parks have public restrooms which may be utilized. If a user group chooses to use portable restrooms, arrangements must be made with the City or School District. User groups must contact the City of Burlingame at least one week prior to the event for location approval. In addition, user groups 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. 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 unloadequipment 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. o 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. • All groups 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. 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. 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. 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 this Field Use Policy. In the case of a dispute over the meaning, interpretation or intent of any portion of this Field Use Policy, User Groups may appeal in writing the decisions of the Parks and Recreation Department to the Parks and Recreation Cormnission. Approved 2/20/14 Tim B Burlingame School District Rules and Regulations Use during school hours is by permitted use only All visitors must sign in at the office when school is in session The school grounds are open for community use during daylight hours when school is not in session Use of the turf and other organized activities shall be by permit only All goals must be secured with adequate sand bags Prior approval by the Burlingame School District is required for all structures, including goals, tents, umbrellas and banners The following and similar ARE STRICTLY PROHIBITED: Illegal drugs Alcohol or any tobacco products Dogs and other pets Firearms Skating Model airplanes or rockets Cars, bicycles, scooters or any moving vehicle Golf, cricket or archery Metal cleats Fireworks Fires or barbeques Gum, food or beverages of any kind except water Sunflower seeds or any shelled nuts Glass containers Climbing on roof or backstops Anything which may make a spike or indentation into turf surface such as goals, tents, umbrellas, banners, etc Use of paint, chalk, flour or any marking substances Duct tape or any type of adhesive ORGANIZED SPORTS ACTIVITIES BY PERMIT ONLY Complex closed between the hours of 10:00pm and 6:00am All board of education policies, Burlingame municipal codes, the California Education Code, the California penal code section 626.8, and the California vehicle code section 21113 are enforced. Field Density Matrix Guide Lines otter u5 U6 U7 Us U9 U10 U12 U14 U16 U18 aseball 6U 71.1 8U IOU 12U 14U 16U 18U :iftball 6U au 10U 12U 14U .6U/i8U tcrosse U9 U11 U13 U15 Stairs Softhall Osberg Bayside#1 Bayside#2 Bayside#3 Bayside#4 Bayside#5 Bayside Village Ray Ray Wash WashMurray Cuernavaca Soccer Park Park#1 Park#2 ParkMain Park Small 40 40 50 60 60W A 60 125 40 50 60 60 100 25 40 40 50 60 60A 60 125 40 60 60 60 100 25 40 40 50 60 40A 60 125 25 60 40 40 100 25 40 40 50 40 40A 60 125 25 60 40 40 100 25 25 25 45 40 40A 45 100 20 45 30 30 80 25 25 25 45 30 40A 45 100 20 45 25 20 80 25 25 25 25 25 25 25 45 36 20 30 30 30 40A 40NA 40 NA NA NA 45 45 45 100 80 80 20 NA NA 45 45 45 25 20 20 20 20 20 60 60 60 20 20 ZO 25 25 20 30 40 NA NA NA 45 80 NA 45 20 20 60 20 NA NA NA NA NA NANA NA NA 10 10 30 12 NA NA NA .10 30 10 12 NA NA NA NA 10 10 10 12 12 12 NA NA 10 10 10 12 12 12 NA NA 10. 10 10 12 NA NA NA NA 10 10 NA NA NA NA NA NA .10 10 NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NANNA NA NA NA NA NA NA NA A A A A 10 10 10 12 12 12 NA NA 10 10 10 12 NA NA NA NA 10 10 10 12 NA NA NA NA NA NA NA NA NA NA 18 18 10 10 10 12 NA NA NA NA 20 20 1 20 1 20(PT)/2 TM 20(PT)/2 TM 1 20 1 18 18 NA I NA NA 20(PT)/2 TM 18 18 NA 1 18 22 18 1 22 22(PT)/ 2TM (PT)/2.TM_i 18 1 18 1 16 1 NA NA NA 20(PT) /2 TM 18 18 NA 18 24 18 24 12(PT)/2TM 12(PT)/2TM 18 18 18 NA NA NA 20(PT)/2TM 18 18 NA 18 18 18 18 12(PT)/2TM 12(PT)/2TM 18 18 18 NA NA NA 12(PT)/2TM 18 18 NA 18 16 18 18 12(PT)/2TM 12(PT)/2TM 18 18 18 NA NA NA 12(PT)/2TM 18 18 NA 18 NA 18 NA 18 18 18 NA NA NA NA NA 18 NA NA NA NA 25 25 25 25 25 25 25 25 40 40 40 40 20 20 20 20 20 20 20 20 NA NA NA NA NA NA NA NA NA NA NA NA 50 50 I 50 50 50 50 50 20 20 20 20 20 20 20 20 NA NA NA NA NA NA NA NA 40 40 40 40 NA NA NA NA I* This Fiel100: Density Matrix will be used to ensure that all fields are use to their maximum capacity without causing overuse in order to guarantee good field quality and safe conditions. • This Field Density Matrix is based on number of players/teams per field for practice. BURLINGAME 1 The City of Burlingame Field Use Policy L` Introduction ON A0 Fy 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 group 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 group 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 Groups adhere to the requirements of tire 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. fieas.onal Use Dates Defined Fall: The first day of school (mid -August) through December 34. Winter/Spring: January 1 through the last day of school (mid -June) Suini er: Mid June through mid-Aagpst. Validated User Onanization User Groups, once validated by the Park and Recreation Commission, can request field space for seasonal sports leagues and tournaments. a In order to be,a Validated User Group, the following criteria must be met: -o Group must be a registered 5011© 3 non-profit organization; and o Group membership must include a minimum of 30 Burlingame residents; and .o Group must offer teams for a variety of age groups; and o Group must complete an Field User Group Application and make presentation to Parks and Recreation. (Attachment C) o Groups with more than 51% Burlingame residents must apply every three years. ;o Grohs with less than 51% Burlingame resident must apply every year. 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 group'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.coinpleted, the City will conduct a joint user groups meeting to discuss held allocations and issues common to the User Groups. 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. Ail youth user groups 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 - mom ter 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 pen -nit 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 group 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. Youth non-profit 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 group'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 group's finalized overall participant numbers, a group's field allocation maybe 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. 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. Youth user groups 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. Youth user groups 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 $560.00 is required for all youth user groups. The deposit will remain with the City until the organization is no longers part of the Burlingame youth user group. gib. 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. tc. lbeftmds of deposit may be fully or partially withheld forany of the following reasons: i. Damage to or misuse of the facility,. ii. Inadequate cleanup by organization, re4uir rag additional staff time after your use. iii. If additional fees due exceed the-ainount of the=deposit; organization will be 'billed for the balance. 7. Other Fees a. Misrepresentation of the type of event held, or group/individual actually using the facility will be considered subletting. Groups who do not accurately report who would be using the field and at which tunes are subject to the following fee penalty: i. Direction needed from Commission Youth User groups per player final numbers are due March 1st for the Spring Season and September 1st for Fall Season. Youth organizations will be invoiced by the city after those final numbers are submitted. Youth User Groups per hour fees and lights fees will be invoiced monthly by city staff. Two or More Equally Eligible Groups Requesting the Same Field In the event that two or more field requests with equivalent residency overlap, the groups shall first work together to resolve the issue through compromise. If the issue cannot be resolved by the groups, the City's Field Coordinator will use good judgment in determining the field allocation for the season. Additional Considerations o The City reserves the right to cancel an allocation to accommodate the needs of any City sponsored/co-sponsored tournaments and/or special events. All field users must have a copy of their Field Use Permit available for inspection. Requests for additional use, programs or facilities not covered by the Athletic Field Use and Allocation Policy should be addressed in writing to the city. Field Use Guidelines The City Field Use Coordinator will use the following guidelines and field density matrix(Appendix 13) 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 You0t Baseball/ Baseball/ Youth Youth Youth l oufh Adult Adult Softball Softball Soccer Soccer Lacrosse Lacrosse - Soccer Soccer Prac_tice Game_ Practice Game Practice Game Game .r. Practice Bayside Fields 1126.E i. ort Blvd Diamond #4 & 42 X X X X X Diamond #3, #4 & #5 X x Diamond #3 & #4 X X X X X X Murray Held 250 Ann alvd X X X '' X X X R'asifington Park 8.0Burlinuame A¢e - Main Diamond g X `X X Small Diamond X X X X Franldln held X X X X X X 2335` TLoustlale Qk. Osberg PhRid ' X X X X X X 1765 Quesada:'wa.. - '® Cuernavaca Park X X X 3075 Hume r, Alc$zar Ray Park X X• X X 1525 Qalhoa*%1 e Village Park X X X 153.5 CaUfomia Dy: 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 inain 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 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 groups 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 groups and 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 could 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 o Permits/reservations cannot be transferred, assigned or sub -let to any other group or organization for any reason. If any organization is found to be doing any of the above their current permit maybe cancelled or reduced. e No two non-resident teams may use Burlingame fields during league season without prior approval of the Parks and Recreation Department. a 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. e 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. a Gaines and practices are not to start before 8:00ain or extend past 10:30pm (unless otherwise stated). Organizations are responsible for making necessary changes/alterations to their rules and regulations regarding game tunes to reflect park/school hours. o 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. o 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 field user group and will post a notice on the Field Condition Lune: 650-558-7319. • Practices and games must be suspended in the event of thunder and/or lightning is observed or heard. • No alcoholic beverages are allowed; violation will result in forfeiture of the permit and no fees will be returned. • No smoking is allowed at all times within twenty (20) feet of any bleachers, grandstands, playing fields or dugouts of any sports field. • No group shall enter an area posted as "closed to the public" or "field closed". No persons shall remove or alter such postings.' • 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. o No group 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. 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. Restrooms Some public parks have public restrooms which may be utilized. If a user group chooses to use portable restrooms, arrangements must be made with the City or School District. User groups must contact the City of Burlingame at least one week prior to the event for location approval. In addition, user groups 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. 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 Cushrnan's are allowed on the field and pathways only when the fields are open. Good Neighbor PoHey 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. • 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. . • All groups 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. o No amplified music, use of musical instruments, radios, or Public Address system testing or use allowed before 9:OOam or after 8i00pm and is allowed by permit only. • Complaints fi•om 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. o No person shall parka 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 this Field Use Policy. In the case of a dispute over the meaning, interpretation or intent of any portion of this Field Use Policy, User Groups may appeal in writing the decisions of the Parks and Recreation Department to the Parks and Recreation Commission. City of Burlingame - Parks & Recreation Dept. ,vw. 850 Burlingame Ave., Burlingame, CA 94010 U-N phone: (650) 55:8-7300 . fax: (650) 696-7216recreation((DburliligaiiiQ.org FEE LD USER GROUP APPLICATION "`Athletic Field User Groups"(User Groups) and the.scope of the support to be offered by the City are defined in, ,the Athletic Field Use Policy. Such support may defined in allocation of field space, opportunities to conduct; Itoutnaments or sell snacks, use of indoor meeting space or other. The policy covers. existing organizations asi swell as programs that offer new opportunities for the community (including existing opportunities for a different+ -section of the community). Groups offering programscompetitive with City offerings maybe prohibited. Application to Become.a VaHda1ted User Group Applications must be received by the Parks & Recreation Department at least two weeks prior to a; (Commission meeting, generally held on the third Thursday of each month. Commission will review and discuss the information at the meeting and hold a public hearing at the subsequent meeting,. (before validation. User Groups are encouraged, but not required to attend the Public hearing beforei Ithe Parks & Recreation Commission. !Name of Organization tContact Person Eve Phone Widid VWType of Sport Does your organization offer scholarships to -participants from low= ncotne households? # of Members in Organization_# who live in Burlingame_# who attend school::;in Burlingame_ Insurance Carrier Representative lPollcy # Email Signature of Organization Representative Date Theffollowing items mustbe-attached,to this, application: 'o Written league rules-an&guidelines - '0 Annual scheduleIorthe=organization, including;:practice:and,game:dates, tournament. dates, and any special -events -(examples: - opening -ceremonies) -.... .g Annuallist-of board-;members,with their contactiinformation(addressphone #, emaihaddress) ® Annual rosters of league.partiapants showingarasidency status '® Description of haw User Gmup's acti3ities,dlfferfmm�those.offered,by.,misnng•User Groups Violation of the Field Use.,Po/ieies may result in Validated User.Group status being suspended or revoked Burlingame School District Rules and Regulations Use during school hours is by permitted use only All visitors must sign in at the office when school is in session The school grounds are open for community use during daylight hours when school is not in session. Use of the turf and other organized activities shall be by permit only All goals must be secured with adequate sand bags Prior approval by the Burlingame School District is required for all structures, including goals, tents, umbrellas and banners The following and similar ARE STRICTLY PROHIBITED: Illegal drugs Alcohol or any tobacco products Dogs and other pets Firearms Skating Model airplanes or rockets Cars, bicycles, scooters or any moving vehicle Golf, cricket or archery Metal cleats Fireworks Fires or barbeques Gum, food or beverages of any kind except water Sunflower seeds or any shelled nuts Glass containers Climbing on roof or backstops Anything which may make a spike or indentation into turf surface such as goals, tents, umbrellas, banners, etc Use of paint, chalk, flour or any marking substances Duct tape or any type of adhesive ORGANIZED SPORTS ACTIVITIES BY PERMIT ONLY Complex closed between the hours of 10:00pm and 6:00am All board of education policies, Burlingame municipal codes, the California Education Code, the California penal code section 626.8, and the California vehicle code section 21113 are enforced. wiv vcubuy iviacrix L3Ulde Lines Franklin crew!" L Stairs Softball Osberg Bayside#1 Bayside#2 Bayside43 sayside#4 Bayside#5 Bayside Murra Village Ray Ray Wash Wash otter Soccer y Park Cuernavaca Park #1 Park 92 Park Ma n Park Small US U6 40 40 40 40 50 50 60 .60 60 NA' NA NA 60 125 40 60 60 60 U7 40 q0 50 60 60 40 NA NA NA NA 60 125 40 60 60 fi0 100 100 25 25 U8 40 40 50 40 40 NA NA NA NA 60 125 25 60 40 40 100 25 U9 25 25 45 4060 40 NA NA 125 60 40 40 100 25 U10 25 25 45 3p 40 NA NA NA NR 45 100 20 45 30 30 80 25 U12 25 25 45 30 qp NA NA NA 45 100 20 45 25 20 80 25 U14 25 25 36 30 40 NA NA 45 100 20 45 25 20 6D 20 U16 25 25 20 30 49 NA NR NA 45 80 NA 45 20 20 6D 20 U18 25 25 20 30 40 NA NA NA 45 80 NA 45 20 20 60 20 aseball 45 80 NA 45 20 20 60 20 6U 7U .NA NA 10 10 .10 10 10 10 10 10. 10 .10 NA NR NA 10 SO 8U NA 10 10 1p 10 1p 10 10 NA NA NA 10 10 10 SO NA NA 10 IOU NA 12 12 12 12 10 12 NA NA NA NA NA NA 10 10 10 NA 10 10 12U NA NA NA 12 NA NA NA NA NA NA 12 12 12 NA 12 14U12 NA 12 12 NA NA NA NA NA 12 NA NA NA NA 16U 16U NA NA NA NA NA NA NA NA 'NA NA NA 12 NA NA NA NA NA NA NA NA NA NA NA NA 'NA NA NA NA NA NA 18 NA. iftball NA NA NA NA NA 18 NA 61.1 8U 20 20 20 20(PT)/Z TM 20(PT)/2 TM 20 18M�Zffi 22 18 22 22(PTJ/2 TM 22(PT)/2 TM 18 18NA A 20(PT)/2W�INVA IOU 24 18 24 12(PT)/2 TM 12(PT)/2 TM 18 lg 20(PT)/2 14U 18 18 18 12(PT)/2 TM 12(PT)/2 TM 18 20(PT)/2 14U 18 18 18 12(PT)/2 TM 12(PTJ/Z TM 18 18A 12(PT)/2 WAI 6U/I8U NA 18 NA 18 18 18 18A 12(PT)/2 crosse NSAA A 18 U3 U11 25 25 25 25 40 40 20 2p 20 NA NA NA -50 50 20 20 U13 25 25 40 2p 20 20 NA NA NA 50 50 20 20 NA NA NA NA 40 NA U15 25 25 40 20 20 NA NA NA NA 20 NA NA 40 40 NA NA • This Feld Density Matrix wIII be used to ensure that NA 50 so 20 20 NA NA 40 NA This field Density Matrix all fields are use to their maximum capacity is based on number of players/teams without causing overuse in order to guarantee good field quality and safe conditions. per field for practice. City of Burlingame - Parks & Recreation Dept. 850 Burlingame Ave., Burlingame, CA 94010 BURLS phone: (650) 558-7330 - fax: (650) 696-7216 ® `` 's x February 5, 2015 Parks and Recreation Commission 850 Burlingame Avenue Burlingame, CA 94010 RE: ARBOR DAY CEREMONY & TREE PLANTING On behalf of the Burlingame Beautification Commission, I would like to invite you to our 36 h Annual Arbor Day Tree Planting Ceremony. The Arbor Day Ceremony will include the planting of tress on Thursday, March 5, 2015 at 10:30am at Bayside Park (Between field 2 and the Community Garden) at 1125 Airport Boulevard, Burlingame. Staff from the California Department of Forestry & Fire Protection, school students, Service Clubs and members of the community will be invited to join us. The Beautification Commission and I believe that this program offers a significant opportunity to acquaint the Community with some of the principles of environmental conservation and at the same time, enhance a piece of public land. I hope you will attend and help us make this a successful program. Sincerely, Ma et Glomstad Director of Parks & Recreation