HomeMy WebLinkAboutAgenda Packet - PR - 2015.04.16BURLINGAME PARKS & RECREATION COMMISSION
Regular Meeting Agenda
7:00pm, Thursday, April 16, 2015
Burlingame Recreation Center, 850 Burlingame Ave, Burlingame
Roll Call
Martin, Baird, Colson, Baum, Dito, Lewis, Schissler
2. Approval of Minutes
Approve the minutes of the March 19, 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. Field Use Policy — Staff Report
5. New Business
A. Youth Advisory Committee - Presentation
B. Parks & Recreation Intern - Presentation
6. Reports / Hand -Outs
A. Parks & Recreation Department Reports
1. Monthly Report
a. Foundation Update
B. Correspondence
C. Commissioners Reports
Future Agenda Items
8. Adioumment
Next Meeting
Thursday, May 21, 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 offrce hours. The agendas and minutes are also
available on the City's website: www.burlinrame.ore.
AGENDA. 4/ l6/l5pmted 4/9/15
� CITY Q
-`STAFF REPORT
To: Parks and Recreation Commission
Date: May 16, 2015
From: Margaret Glomstad, Parks and Recreation Director
Subject: Field Use Policy Update
Staff recommends Commission receive the update regarding the status of the field subletting
penalty process and the fee structure.
BACKGROUND
Staff has been working with the youth user organizations and Commission to establish the
process and penalty amount for the subletting of City/District athletic fields. At the March 19,
2015 Commission meeting, the definition and penalty amount were determined.
1. First offense: a written warning and a hearing before the Commission.
2. Second offense: issuance of a $1,000 penalty, hearing before Commission and
probationary status of the organization.
3. Third offense: issuance of a $2,500 fee, hearing before Commission and loss of field time
for the upcoming season.
Staff was asked to define the process for applying the fee.
In addition, staff has been working with the organizations to review the field fees. The current
field fees were established by Council in July of 2014 and took effect in January 2015. In
February 2015, Commission clarified the per player fee was to be paid for all members in the
organization using the City/District fields. Concern from certain user organizations raised the
question of how the field fees were structured.
DISCUSSION
In order to establish the process to penalize an organization for subletting, Staff is requesting
the City Council approve an administrative field subletting penalty for user organizations that
violate the City's prohibition on subletting of City fields.
1
Field Use Policy Update
April 16, 2015
This policy will be added to the Field Use Organization Validation Application form (exhibit A)
that is completed by each user organization. This matter will be before Council at the April 20,
2015 meeting.
Burlingame Soccer Club and Coyotes Lacrosse are requesting an hourly fee to use the fields
instead of the per player/hourly fee that is currently in place for user organizations. This would
be a significant shift from past practice, drastically affect the financial cost to organizations such
as AYSO, BYBA, and BGS and require the City to purchase tracking software.
With the information available to staff at the current time, staff is not able to provide a
recommendation to Commission. Staff will continue to work with the user organizations to
propose a possible solution.
FISCAL IMPACT
None
EXHIBITS
A. Field User Organization Validation Application Form
2
City of Burlingame - Parks & Recreation
a13URLINGAME 850 Burlingame Ave., Burlingame, CA 94010
phone: (650) 558-7300 • fax: (650) 696-7216
recreation@burlingame.olg
Youth Field User Organization Validation Application
"Youth Field User Organizations" (user organizations) and the scope of the support to be offered by the City are
defined in the Field Use Policy. Such support may be defined in allocation of field space, opportunities to conduct
tournaments or sell snacks, and use of indoor meeting space or other. The policy covers existing organizations as
well as programs that offer new opportunities for the community (including existing opportunities for a different
section of the community). Organizations offering programs competitive with City offerings may be prohibited.
Applications must be received by the Parks & Recreation Department at least three 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 is approved. User
organizations are required to attend the public hearing before the Parks & Recreation Commission.
The following Field User Organization Application checklist must be completely submitted to staff prior to being
placed on the Commission agenda.
Written organization rules and guidelines
Annual schedule including practices & games, tournament, and any special events
_ List of board members with contact information
Seasonal rosters of league participants showing residency status & age groups
Description of user organization's activities and how the field(s) will be utilized
Proof of Non-profit 501(c)3 status
Current certificate of insurance
Name of Organization
Contact Person
Alt. Phone
501(c)3 #
Cell Phone
Field Use/Type of Sport # of Members in Organization # who live in Burlingame,
Conditions of approval of validated User Organizations include:
1. Adherence to all provisions within the Field Use Policy, including the subletting penalty.
2. Work collaboratively with City staff and other user organizations to resolve issues and to fairly and
equitably assign field allocations.
3. Provide seasonal rosters of league participants that adequately verify residency numbers.
As the authorized representative of the organization, I have reviewed and agree that my organization will follow all
of the City of Burlingame Field Use Policies. I agree to communicate all of the policies to all the members of the
organization.
Signature of Organization Representative Date
Violation of the Field Use Policies may result In validated user organization status being suspended or revoked.
Admin Use Only
Application Submittal Date Staff Reviewed Date
P & R Commission Meeting Approval Date