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HomeMy WebLinkAboutAgenda Packet - PR - 2015.03.19BURLINGAME PARKS & RECREATION COMMISSION Regular Meeting Agenda 7:00pm, Thursday, March 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 February 19, 2015 regular meeting 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. New Business A. Conceptual Design Phase for a New Community Center — Staff Report B. Dog Off -leash Pilot Program Update — Staff Report Old Business A. Field Use Policy Revisions — Staff Report 6. Reports / Hand -Outs A. Parks & Recreation Department Reports 1. Monthly Report a. Foundation Update B. Correspondence C. Commissioners Reports Future Agenda Items 8. Adiournment Next Meeting Thursday, April 16, 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: www.burlingame.org. AGENDA.-_3/19/15posted.3/12115 � CITY O e'STAFF REPORT To: Parks and Recreation Commission Date: March 19, 2015 From: Margaret Glomstad, Parks and Recreation Director Subject: Conceptual Design Phase for a New Community Center Staff recommends Commission give input regarding the Conceptual Design phase for a new community center. BACKGROUND In 2013, City staff with the help of Group 4 Architecture reached out to the community to gather input to develop a Master Plan for a new community center that would meet the needs of all members of the Burlingame community. The conclusion of this part of the planning process occurred on July 7, 2014 when the Burlingame City Council reviewed the Master Plan Executive Summary and approved the Burlingame Community Center Master Plan. The next step in the process to plan for a new Burlingame Community Center is the Conceptual Design phase. This phase includes a more detailed building and site design, as well as the building program. This process began in January 2015. DISCUSSION The presentation before the Commission is the first of many opportunities for community members to learn about and give their input regarding the Conceptual Design phase. The meeting presentation will cover three subject areas: 1. Review and summarize the site and building goals and objectives identified in the Master Plan phase. 2. Review and discuss the updated and refined building program option. 3. Review and provide input on design value images, which illustrate architectural styles, massing strategies, design strategies. 1 Conceptual Design Phase for a New Community Center March 19, 2015 The design consultant and Project Management Team (PMT) seek to collect feedback from Commission members and the general public on the presented materials. Collected feedback and comments will guide project development in subsequent phases. FISCAL IMPACT Current estimates range from $32,000,000 - $34,000,000 including the new building, parking spaces and Washington Park development to support the new facility. This project is currently unfunded. EXHIBITS A. None 2 rF, c i ry Os z;STAFF REPORT To: Parks and Recreation Commission Date: March 19, 2015 From: Nicole Acquisti, Recreation Supervisor Subject Dog Off -Leash Pilot Program Update Staff recommends that the Parks and Recreation Commission review the current Dog Off -Leash Pilot program and recommend the continuation of the program for another year's period of time. BACKGROUND In April 2014, after approval from the Parks and Recreation Commission and the City Council, the Parks and Recreation Department launched the Dog Off -Leash Pilot Program at Washington Park outfield and Cuernavaca Park outfield. The program allows off -leash opportunities from 7:30am-2pm Monday through Friday during the months of September to May. The Off -Leash Pilot Program was evaluated at two months, six months and has now reached the one year mark. DISCUSSION Since the program began in April 2014, the fields were open for two months (prior to being closed for the summer months). A month into the program, staff reached out to the public inviting feedback about the impact of the use of the field for off -leash dogs. Letters were mailed to residents surrounding Cuernavaca Park, and all the people on the Dog contact list were emailed. Additionally, staff reached out to the current users of both fields (baseball, softball and soccer organizations). The vast majority of the feedback was overwhelmingly positive. Residents enjoyed being able to have additional hours to run their dogs and the field users felt there was very little impact on their regular afternoon usage. At the six month mark, staff again reached out to users for feedback regarding the program. Per that request, staff received over two dozen emails showing support for 1 Dog Off -Leash Pilot Program Update March 19, 2015 the program and three with concerns about the program. There was also approximately 20 phone calls with feedback as well. Much of the feedback was regarding requesting additional hours and locations within the City. There were also a few comments about people using the field outside the designated time frame and feces being left on the field. In February 2015, as the one year time frame was coming to a close, additional input was sought by staff. The return correspondence was significantly less (4 emails and 2 calls). Those comments were echoing the same sentiment we've hear throughout the year. • Dog owners are very appreciative of the additional time. • The enclosed grass areas are great for safety and running. • People are still requesting additional hours in the evening and summer time. • Dog owners are using non -designated areas with off -leash dogs, and/or using the off -leash areas outside the designated time. • The amount of feces left on the field has reduced since the Parks Department installed a station for waste bags. In addition to the requests for feedback, Parks and Recreation staff has been in communication with users throughout the year and have been able to address concerns as they arose. Recreation Supervisor Tim Barry reached out to the field users and received no correspondence concerning the impact to the field due to the program. Parks Supervisor/City Arborist Bob Disco has not received any official reports of damage to the fields during the Pilot Program. Overall, the Pilot Program impact has been minimal and the feedback has been positive. FISCAL IMPACT The bags will continue to be purchased at about $500 per year. EXHIBITS None 2 � CITTY O STAFF REPORT To: Parks and Recreation Commission Date: March 19, 2015 From: Tim Barry, Parks and Recreation Supervisor Subject: Field Use Policy Review RECOMMENDATION Staff recommends Commission review and discuss the additional proposed modifications to the Field Policy and approve the new Field Policy. BACKGROUND At the February Commission meeting staff explained several issues with the existing Field Policy and reviewed the proposed changes to the policy to address these issues. The Commission approved youth organizations pay the per player fee for all members registered in their organization, seasonal use dates, a process to validated user organizations, deposits, and submission of detailed practice and game schedules. After much discussion the following items remained unresolved and Commission requested they be addressed at the March meeting. 1. The definition of an organization and Burlingame organization. 2. How residency percentage pertains to field priority. 3. A clear definition of subletting. 4. Options for subletting fees and consequences. Staff obtained copies of current field policies from the cities of Menlo Park, San Carlos, Millbrae, Redwood City, Belmont, Foster City, Palo Alto, Cupertino and Campbell to compare the definition of an organization, residency percentage priority and review sub -letting fees and consequences. DISCUSSION Review of other cities policies regarding definitions of an organization includes being a 501©3, percentage of resident players, percentage of board members that are residents, open to all residents for participation, having certified coaches, maintain a current website, and provide insurance and an annual financial report. 1 Field Use Policy Review March 19, 2015 Based on the staff research, staff suggests that the policy for an organization to be part of the Field Use Policy allocation process organizations need to: 1. Be a registered 501©3 non-profit organization. 2. Include a minimum of 30 Burlingame residents ("emerging" sports can petition the Commission to be included in the allocation process). 3. Offer teams for a variety of age groups and open to all residents. 4. Complete a Field User Organization Application and get 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. 5. Have a governing board with at least 50% residents. Other cities policies vary with how allocation priority is determined. Examples include priority to recreational programs over competitive select programs, higher resident participant percentage gets high allocation priority, higher resident board member percentage gets higher allocation priority, and volunteer coaches' organizations get priority over paid coaches. Since the Burlingame policy gives all validated organizations field time based on their percentage of resident participants compared to all residents in all organizations, staff recommends user groups continue to work collaboratively with staff to ensure the most efficient use of field space A review of other policies shows that subletting not permitted but it is not specifically defined. Staff suggests that the definition of subletting is any organization found to be transferring, giving away or reserving field space for another organization. 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. The penalty for subletting could include: 1. Youth organizations with volunteer coaches a. Vt offense is a written warning and hearing before Commission. b. 2"d offense is $1,000 fee, hearing before Commission and probationary status of the organization. c. V offense is $2,500 fee, hearing before Commission and loss of field time for the upcoming season. 2. Youth organizations with paid coaches a. 1st offense is a written warning and hearing before Commission. b. 2Id offense is $2,500 fee, hearing before Commission and probationary status of the organization. c. Td offense is $5,000 fee, hearing before Commission and loss of field time for the upcoming season. Included with this staff report as requested is a summary of the last three years of per player fees paid by each organization (Exhibit B). 2 Field Use Policy Review March 19, 2015 FISCAL IMPACT a. None EXHIBITS A. Proposed Modification to Field Use Policy B. Youth Organizations Fees Collected (FY1 3-14, FY12-13, FY 11-12) BURL— IN�AME Exhibit A The City of Burlingame Field Use Policy Introduction The City of Burlingame Parks and Recreation Department Field Use Policy has been established to ensure city -owned, maintained and managed park and athletic field facilities, including the fields owned by the Burlingame Elementary School District, are utilized to their maximum capacity for `fan recreational, athletic, cultural, educational, social and community service their 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. V. It is the responsibility of each user group to assist the City of Burlingame in e.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 abTeto 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 usemo4f city parks and fields and Burlingame aR > e 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 avariety 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 regardmg;u Burlingame: A,se of City parks and athletic complexes and district sites are used in.the best interests o tfieghborhoods, sports organizations and residents of , • 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 adher �to�the requirements of the City of Burlingame. The city has the need/responsibility to offer programs andtrealize revenues to offset administrative and parks maintenance costs. The City reserves the right to alter or expand its program offerings during the year. Seasonal Use Dates Defined Fall: The first day of school (mid -August) through December 31. Winter/Spring: January 1 through the last day of school (mid -June) Summer: Mid June through mid -August. 1 Exhibit A E Validated User Omanization • User Groups, once validated by the Park and Recreation Commission, can request field space for seasonal sports leagues and tournaments. • In order to be a Validated User Group, the following criteria must be met: 41. Be a registered 50103 non-profit organization. 2. Include a minimum of 30 Burlingame residents ("emerging" sports can petition the Commission to be included in the allocation process). 3. Offer teams for a variety of age groups and open to all residents.. 4. Complete a Field User Organization Application and get 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.k 5. Have a governing board with at least 50% residents, d� 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'bOaity 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 ai organization not receiving field time for the upcoming season 1 s4 4. Once all one-on-one meeting; are completed,Ahe City will conduct a joint user groups meeting to discuss field allocations" ad 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, 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 toN 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'anyorgamzatton 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. Exhibit A E 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. Adult non-profit organizations. 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. Residency A resident shall be defined as anyone who has a permanent residential addresswithin 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). Fees2014-2015 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 ry schedule annually. s,; 3 As part of the youth non-profit allocation process all user gronps.,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 r , 2. All programs and activities offered/sponsored by'a school district that has a joint use agreement with the City of Burhngarne ae PN0 Charge. 3. Y,'uth user groups who have 51P/o 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. $1.6/player/season'forresidents; $85/player/season/nonresidents plus a $9.00 per hour use.offield time. 5. Outside field rentals. a. Refer to'Facility Rental Schedule 6. Deposits a. A refundable deposit of $500.00 is required for all youth user groups. The deposit will remain with the City until the organization is no longer a part of the Burlingame youth user group. 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. Exhibit A E 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_. Subletting (see subletting section on page?) The violation for subletting is as follows.. i. Youth organizations with volunteer coaches i I" 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 a the upcoming season. rr Youth organizations with paid coaches Ni;y. J. i' offense is a written warning and hearing before Commission: 2"d offense is $2,500 fee, hearing before Commission and probationary status of the organization.. 3. 3`d offense is s$5,000 fee, hearing before Commission and loss of field time for the upcoming season. 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. • In the event.that two or more field requests with equivalent residency overlap, the groups shall first iv0ilef6 ethec,to resolve4he issue through compromise. If the issue cannot be resolved by the groups, the City'ield 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-sponsored4ournaments and/or special events. • All field usersin ist 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 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. Exhibit A E Youth Youth Youth Youth Youth Youth Adult Adult Baseball( Baseball/ Soccer Soccer Lacrosse Lacrosse Soccer Soccer Softball Softball Practice Game Practice Game Game Practice Practice Game Bayside Fields 1125 Airport Blvd Diamond #1 & #2 X X X X X Diamond #3, #4 & #5 X X Diamond #3 & #4 X X X X X X Murray Field X X X X X X 250 Anza Blvd 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. i Nz ` Osberg Field X X XO '�# , X X 1715 Quesada Way'y �+ .;•a Cuernavaca Park X X X X 3075 Hunt Alcazar Ray Park X X X X 1525 Balboa Ave Village Park X X 1535 California Dr. ;.,. Cancellation Policy n . y 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 fF General liability insurance coverage, in die amount of $2 million that covers the participant, must be acquired in order to receive a permit. The City of Burlingame requires all certificates of insurance to be submitted on astandard ACORD form, or on the insurance company's letterhead. The City of Burlingame must ae�,listed as the certificate holder as well as an additional insured with respects to General Liability. Anaendorsement naming the "City of Burlingame", its officials, agents, employees and volunteers" must accompany the certificate of insurance. If an organization is using any school district facility they must also be listed as additional insured with respects to General Liability. Field Status Line The City reserves the right to close any field for safety reasons. Factors such as the moisture content of soil, potential for inclement weather, safe use and avoidance of injuries, as well as damage to the field if played upon are all taken into consideration in determining the status of play. In the event of such a Exhibit A E closure the department will update the Field Condition Hotline at 650-558-7319. This line is updated daily after 2:OOpm for the current field conditions. There is no charge to the permitted groups if the City closes fields for safety concerns. Field Closure An annual rest and renovation period is scheduled at all sites to maintain field sustainability. The City makes every effort to accommodate groups and organizations, however, the health and safety of the user and the condition and playability of the fields takes precedence. During this time the City will work on park improvements, including fertilizing, aerating, over seeding and`general rest. Any coach, team or league that uses a closed field could be subject to a reduction or cancellation of their current permit. 41i x Tournaments Applicants must complete a tournament request form for all toi nainents. These applications must be completed and submitted with your season field request. Cancellati$ o a,a,xournament request can be subject to fees if City is given less than 30 days notice. Final toumamentls&edules are due two weeks before the tournament. 11. Field Rules & Regulations • No two non-residenbteams m�a.'use Burlingame fields during league season without prior approval of the ParbkLd Recreation Department. • Park hours are from sunrise to onee half hour after sunset. Lighted fields are until 10:30pm. No perso, "hall 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 vkeh.allows the city to schedules all athletic events on Franklin and Osberg. These turf fields have sppnific rules that must be followed at all times. The rules are posted at the end of this document as Attachmei l A. • Games and practices are not to start before 8:OOam or extend past 10:30pm (unless otherwise stated). Organizations are responsible for making necessary changes/alterations to their rules and regulations regarding game times to reflect park/school hours. • 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. • Practices and games must be suspended in the event of thunder and/or lightning is observed or heard. Exhibit A 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. • 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. • 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 stordge.;unit (or similarobject) on or around a field without prior approval from the City.r .. Sublettins Subletting is any organization found to be transferring, giving away or reserving field space for another organization. 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 r Some public parks have public restrooms whicpay 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 prto to�the event for location approval. In addition, user groups must arrange for and pay all fees directly v�h the restroom vendor. Am Soccer GorAMhcy � To prevent soccer goals from'overtuming and causing serious injury the City of Burlingame requires that all soccet goals on natural grass fields must be firmly secured to the ground during a practice or game. Goals of Franklin and � berg 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 Cushman's are allowed on the field and pathways only when the fields are open. 7 Exhibit A E 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. • 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. 1: • 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 cancellafbn 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.. L. s: 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. Exhibit A E fk3 xk % \ % City of Burlingame - Parks &, Recreation Dept. BURLINGAME 850 Burlingame. Ave., Burlingame,, GA 94010 phone: (650) 5594-3,90 • fax: (650)i696-7216 recreation' c.1in ame.org „ FIELD 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 be defined in allocation of field space, opportunities to conduct tournaments or sell snacks,, use of indoor=meeting space or. other. The policy covers existing organizations as well as programs that offer ue'ip o orturiities for the comm (including existing opportunities for a different P gr PP ty C g g PP section of the community). Groups.offermg programs competitive with City offerings may be prohibited. , >: Application to Become a Validated 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 before the Parks & Recreation Commission. {z'.z Name of Organization 501(c)3 # Contact Person Dav Phone Eve Phone Field Use/Type of Sport Does your organization offer scholarships to participants from low-income households? # of Members in Organization_# who live in Burlingame_# who attend school in Burlingame_ W Insurance Carrier Policy # Exhibit A E Representative Signature of Organization Representative The following items must be attached to this application: Date • Written league rules and guidelines • Annual schedule for the organization, including practice and game dates, tournament dates; and'any special events (examples: opening ceremonies) • Annual list of board members with their contact information (address, phone #, email address) • Annual rosters of league participants showing residency status • Description of how User Group's activities differ from those offered by existing User. Groups Violation of the Field Use Policies may resu/t,in Validated User Groupstatus being suspended or:revoked B M . ,s'"" t 10 Fees collected from Burlingame youth user groups for 2013/2014 Exhibit B Spring 2014 User and Per Hour Fees User Group AYSO Res 80 285 617 290 67 45 Fee $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 $ $ $ $ $ $ Player 1,200.00 4,275.00 9,255.00 4,350.00 1,005.00 675.00 Fee on -Res 3 433 41 41 109 0 Fee $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 $ 180.00 $ 25,980.00 $ 2,460.00 $ 2,460.00 $ 6,540.00 $ - Total participants 83 718 658 331 176 45 % of res 96% 40% 94% 88% 38% 100% Total Player Fee $ 1,380.00 $ 30,255.00 $ 11,715.00 $ 6,810.00 $ 7,545.00 $ 675.00 Total Hours 300 1105 3300 1004 225 145 Per Hour Rate $1.00 $3.00 $1.00 $1.00 $3.00 1$1.00 fee Total $ 300.00 $ 3,315.00 $ 3,300.00 $ 1,004.00 $ 675.00 1 $ 145.00 $ $ $ $ $ $ Total 1,680.00 33,570.00 15,016.00 7,814.00 8,220.00 820.00 BSC BYBA BGS Coyotes Mercy $ 58,3w.uu b,utu.uu $ t5,/39.00 $ 67, i ia.uu Fall 2013 User and Per Hour Fees User Group AYSO Res 1448 248 88 31 0 68 48 Fee $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 $ $ $ $ $ $ $ Player 21,720.00 3,720.00 1,320.00 465.00 - 1,020.00 720.00 Fee on -Res 139 325 11 14 9 9 Fee $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 $ 8,340.00 $ 19,500.00 $ 660.00 $ 840.00 $ - $ 540.00 $ 540.00 Total participants 1587 573 99 45 0 77 57 % of res 92% 46% 94% 74% 0% 77% 91% Total Player Fee $ 30,060.00 $ 23,220.00 $ 1,980.00 $ 1,305.00 $ - $ 1,560.00 $ 1,260.00 oa Hours 1305 1100 250 95 0 415 375 Per Hour Rate $1.00 $3.00 $1.00 $1.00 $ - $1.00 $1.00 fee Total $ 1,305.00 $ 3,300.00 $ 250.00 $ 95.00 $ - $ 415.00 $ 375.00 $ $ $ $ $ $ $ Total 31,365.00 26,620.00 2,230.00 1,400.00 - 1,975.00 1,635.00 BSC BYBA BGS Mercy OLA StCaYs $ 0`J,,500.00 3,04v.vv y 0,/,+u.uv �p va, icv.vv Total for fiscal year $ 132,244.00 City initial share $50,000 balance @ 50/50 split remaining (50/50 split) $ 82,244.00 Fees collected from Burlingame youth user groups for 2012/2013 Spring 2013 User and Per Hour Fees User Group AYSO Res 13 309 574 311 58 11 Fee $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 $ $ $ $ $ $ Player 195.00 4,635.00 8,610.00 4,665.00 870.00 165.00 1 Fee on -Res 4 447 37 42 108 0 Fee $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 $ 240.00 $ 26,820.00 $ 2,220.00 $ 2,520.00 $ 6,480.00 $ - Total participants 17 756 611 353 166 11 % of res 76% 41% 95% 88% 35% 100% Total Player Fee $ 435.00 $ 31,455.00 $ 10,830.00 $ 7,185.00 $ 7,350.00 $ 165.00 Total Hours 253 1250 3275 1150 263 134 Per Hour Rate $1.00 $3.00 $1.00 $1.00 $3.00 $1.00 fee Total $ 253.00 $ 3,750.00 $ 3,275.00 $ 1,150.00 $ 789.00 $ 134.00 $ $ $ $ $ $ Total 688.00 35,205:00 14,106.00 8,335.00 8,139.00 299.00 BSC BYBA BGS Coyotes Mercy $ 57,420.00 6,32b.UU Y U,3b'I.UU zli bb,//l.UL Fall 2012 User and Per Hour Fees User Group AYSO Res 1463 283 134 48 0 55 33 Fee $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 $ $ $ $ $ $ $ Player 21.945.00 4,245.00 2,010.00 720.00 - 825.00 495.001 Fee on -Res 132 332 9 17 0 16 1 Fee $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 $ 7,920.00 $ 19,920.00 $ 540.00 $ 1,020.00 $ - $ 960.00 $ 60.00 Total participants 1595 615 143 65 0 71 34 of res 92% 46% 94% 74% 0% 77% 91 % Total Player Fee $ 29,865.00 $ 24,165.00 $ 2,550.00 $ 1,740.00 $ - $ 1,785.00 $ 555.00 oa Hours 1998 1245 261 422.5 0 372 326 Per Hour Rate $1.00 $3.00 $1.00 $1.00 $ - $1.00 1 $1.00 fee Total $ 1,998.00 $ 3,735.00 $ 261.00 $ 422.50 $ - $ 372.00 $ 326.00 1 $ $ $ $ $ $ Total 31,863.00 27,900:0. 2,811.00 2,162.60 - 2,167.00 881.00 BSC BYBA BGS Mercy OLA St Cat's $ 60,660.00 4,624.50 $ 7,114.50 $ 67,774.50 Total for fiscal year $ 134,545.50 City initial share $50,000 balance @ 50150 split remaining (50/50 split) $ 84,545.50 Fees collected from Burlingame youth user groups for 2011/2012 Spring 2012 User and Per Hour Fee's 4AYSO Res 16 296 556 313 50 1 Fee $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 $ $ $ $ $ $ Player 240.00 4,440.00 8,340.00 4,695.00 750.00 15.00 Fee on -Res 0 250 50 54 88 13 Fee $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 $ $ 15,000.00 $ 3,000.00 $ 3,240.00 $ 5,280.00 $ 780.00 Total participants 16 546 606 367 138 14 % of Fes 100% 54% 92% 85% 36% 7% Total Player Fee $ 240.00 $ 19,440.00 $ 11,340.00 $ 7,935.00 $ 6,030.00 $ 795.00 Total Hours 30 545 3495 1100 175 59 Per Hour Rate $1.00 $1.00 $1.00 $1.00 $3.00 1$3.00 fee Total $ 30.00 $ 545.00 $ 3,495.00 $ 1,100.00 $ 525.00 1 $ 177.00 $ $ $ $ $ $ Total 270.00 19,986.00 14,835.00 9,035.00 6,556.00 972.00 BSC BYBA BGS Coyotes Mercy $4b,/tlU.UU 0,4U4.UU *,w,&.UU y 01,00G.UU Fall 2011 User and Per Hour Fee's User Total % Group Player Fee participants of res Total Player Fee Per Hour fee Total Res 1431 182 105 20 0 76 71 Fee $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 $ 21,465.00 $ 2,730.00 $ 1,575.00 $ 300.00 $ - $ 1,140.00 $ 1,065.00 on -Res 140 229 18 4 0 19 0 Fee $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 $ 8,400.00 $ 13,740.00 $ 1,080.00 $ 240.00 $ - $ 1,140.00 $ - 1571 411 123 24 0 95 71 91% 44% 85% 83% 0% 80% 100% $ 29,865.00 $ 16,470.00 $ 2,655.00 $ 540.00 $ - $ 2,280.00 $ 1,065.00 Hours 1389 995 303 80 0 350 370 Rate $1.00 Total $ 1,389.00 $ 2,985.00 $ 303.00 $ 80.00 $ - $ 350.00 $ 370.00 $ 31,254. $3.00 $ 19,466. $1.00 $ 2,958. $1.00 $ 620. $3.00 $ - $1.00 $ 2,630. $1.00 $ 1,435. $ 52,875.00 3,487.00 $ 5,477.00 $ 58,352. Total for fiscal year $ 110,004.00 City initial share $50,000 balance @ 50150 split remaining (50/50 split) $ 60,004.00 Each $30.002.00