HomeMy WebLinkAboutDocumentation_Workshop_Tab 01_11/28/2022Agenda Item #1.
Workshop
STAFF MEMO
Meeting: Workshop - Nov 28 2022
Staff Contact: Jeremy Allen, Village Manager Department: Manager
Discussion on Priority of Facility and Field Use
At the October 13th Regular Village Council Meeting the Council heard a presentation from Mr. Paul
Bosse requesting to utilize the fields on an ongoing basis to establish Little League Baseball. Council
directed staff to put this on the agenda for workshop.
Council discussed the item at the November 1st Council Workshop. Per legal recommendation Council
directed staff to provide some examples of a Priority Use Policy. Staff has provided an example from
Palm Beach County on how fields are allocated to youth sports organizations. Staff would recommend
a similar policy. Staff has also provided some additional examples to pick from: City of Coronado and
Costa Mesa.
Staff has provide current field use utilization
Additionally staff has provided estimates on brining the fields up to a higher standard to allow for games
to be played including ongoing maintenance.
This document and any attachments may be reproduced upon request in an alternative format by
completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-
0443.
PROJECT NAME: BUDGET: 0.00 ENCUMBERED: 0.00
Proposed: Projected Remaining:
0.00 0.00
Seek direction from Council to draft a Field Use Policy for consideration.
kTTP
Teguesta Priority of Facility Field Use RSD Policy
Priority of Facility & Field Use RSD Policy
Attachment 2 Athletic Field Use and Allocation Policv
Mesa Field Use
Page 3 of 208
Agenda Item #1.
BALLPARK -FIELD -USE -AGREEMENT
proposal Teguesta Park
Maintenance
Use
Page 4 of 208
Agenda Item #1.
Village of Tequesta Parks and Recreation Department
Sport Provider Priority of Use Policy
Priority of Facility Use
To ensure the needs of community -based organizations and groups (Sport Providers)
are being met, the following priorities of use are in place for issuing athletic field and/or
facility permits:
I. Village of Tequesta Parks and Recreation Department sponsored/co-sponsored
youth and adult programs.
II. Historical Recreational Youth Sport Providers
III. Historical Public Schools (inter-localAgreement)
IV. New Recreational Youth Sport Providers
a. Must be a sport not currently being offered by another recreational youth
sport provider at the same facility for the same/similar purpose.
b. Any new provider request or program approval is contingent upon the
carrying capacity of fields including field integrity considerations, not only
open time slots.
V. Historical Non -Recreational Sport Providers (inclusive of instructional, travel,
elite, club, academy programs, etc.)
A. Historical Schools (non Inter -local)
VIL Historical Adult Sport Provider
Vill. Other New Requests
a. Public Schools (inter-localAgreement)
b. Non -Recreational Youth Sport Teams (1 ST (Independent Sport Team)
inclusive of instructional, travel, elite, club, academy programs, etc.)
c. School Requests (Non Inter -local)
d. Adult Sport Teams/Groups
* Any new provider request or program approval is contingent on carrying capacity of
fields including field integrity considerations, not only open time slots.
Page 1 of 4 November 18, 20?Zge 5 of 208
Agenda)ibW of Tequesta Parks and Recreation Department
Sport Provider Priority of Use Policy
Definitions of Sport Providers
Historical Sport Provider: Approved Sport Provider who has utilized a Village of
Tequesta athletic facility through permitted usage on a re -occurring annual or seasonal
basis for a minimum of the last two (2) consecutive years.
Youth Recreational Snort Provider.- One Recreational Program per Sport is permitted
per Recognized Youth Sport Provider. Participants are minors (under 18 years old).
Must meet ALL of the following criteria:
• Advertise and hold an open registration to the public
• Has no tryouts or cuts based on skill level
• Player evaluations are only used to ensure placement of participants to
ensure fair play
• No paid team coaches, all team coaches must be volunteers
• Mandatory play rule for all age groups
• Maintain active status as a corporation with the State of Florida Division of
Corporations
• Has a recreational regular season schedule
All -Star Definition in Recreational Plate An All -Star Program may be an extension of the
Youth Recreational Sport Program, if recreational season play qualifies the team or
individual to have the opportunity to participate in an All -Star Program for advanced
competitive play in Districts/Regionals/States.
* if you do not meet the above criteria, your program will be classified as Non -
Recreational (inclusive of instructional, travel, elite, club, academy programs, etc.).
Independent Snort Team (1 STZ A sport team that is not involved with any other
organization or business that receives field space through Village of Tequesta Parks
and Recreation Department.
Page 2 of 4 November 18, 2 2
Page 6 of 208
Agenda Ie of Tequesta Parks and Recreation Department
Sport Provider Priority of Use Policy
Facility Permit Considerations
Partnering with Youth Sport Providers allows the Village of Tequesta Parks and
Recreation Department to offer a variety of quality youth sport programming which
would not otherwise be directly achievable. I n the best interest of the youth served,
every effort will be made to avoid permitting like programs (same sport, same age
groups, same competitive level, etc.) at the same park facility at the same time.
Permitting Historical Programs
After Department Programs, preference for field permit requests will be given to
historical recreation programs first and all other considerations will be permitted per the
Department's "Priority of Facility Use" as outlined above. However, the Village will not
block permit sports programs to reserve park facilities beyond their program needs.
Village staff assessments will determine the availability of permit times at all facilities.
Village staff may work with the historical program to assist with the management of
practice and game schedules that allow for maximum use of fields during the time
allocated to the program. If it is determined that field space is available for new
requests, group(s)/team(s) may be permitted within the available times determined and
designated by Village staff. Every effort will be made to avoid permitting like programs
(same sport, same age groups, same competitive level, etc.) on same days and times.
Permitting Public Schools
Permits for use of Village facilities will follow the policies and process as outlined in the
most current, approved Inter -Local Agreement between the Village of Tequesta Parks
and Recreation Department and the School District of Palm Beach County.
Permitting Independent Sport Team(s) (1S T )
Village staff assessments will determine the Parks available for 1 ST permitting.
Preference for field permit requests will first be given to the historical programs to meet
their practice and game needs. However, the Village will not block permit these
group(s)/team(s) to reserve park facilities beyond their program needs. If it is
determined by County staffthatfield space is available for new requests, 1ST team(s)
maybe permitted within the available times determined and designated by County staff.
Every effort will be made to avoid permitting like programs (same sport, same age
groups, same competitive level, etc.) on same days and times. 1 ST teams are not able
to grow their participation numbers beyond the field space and time allocated to them.
Each season during renewal of permits, after days and times have been allocated to
historical programs, all 1 STteams will participate in a lottery to determine allocation of
permit day(s)/time(s)/field(s.)1 ST lottery allows a maximum of two (2) entries per
Page 3 of4 November 18, 2022 7 of 208
Agenda 1164flgge of Tequesta Parks and Recreation Department
Sport Provider Priority of Use Policy
organization/program. Teams that are associated with a historical permitted group
utilizing Village of Tequesta Parks and Recreation facilities are not eligible for permit
consideration under the 1 ST Program.
All Other New Requests (Non -Inter -Local Agreement Schools and Adults)
Field permits will be issued based on availability per the Department's "Priority of
Facility Use" as outlined above.
Page 4 of 4 November 18P?a of 208
Agenda R,Beach County Parks and Recreation Department
Sport Provider Priority of Use Policy
Priority of Facility Use
To ensure the needs of community -based organizations and groups (Sport Providers)
are being met, the following priorities of use are in place for issuing athletic field and/or
facility permits:
I. Palm Beach County Parks and Recreation Department sponsored/co-sponsored
youth and adult programs.
II. Historical Recreational Youth Sport Providers
III. Historical Public Schools (Inter -local Agreement)
IV. New Recreational Youth Sport Providers
a. Must be a sport not currently being offered by another recreational youth
sport provider at the same facility for the same/similar purpose.
b. Any new provider request or program approval is contingent upon the
carrying capacity of fields including field integrity considerations, not only
open time slots.
V. Historical Non -Recreational Sport Providers (inclusive of instructional, travel,
elite, club, academy programs, etc.)
VI. Historical Schools (non Inter -local)
VII. Historical Adult Sport Provider
VIII. Other New Requests
a. Public Schools (Inter -local Agreement)
b. Non -Recreational Youth Sport Teams (IST (Independent Sport Team)
inclusive of instructional, travel, elite, club, academy programs, etc.)
c. School Requests (Non Inter -local)
d. Adult Sport Teams/Groups
* Any new provider request or program approval is contingent on carrying capacity of
fields including field integrity considerations, not only open time slots.
Page 1 of 4 Revised: June, 24%e 9 of 208
Agendas 1Beach County Parks and Recreation Department
Sport Provider Priority of Use Policy
Definitions of Sport Providers
Historical Sport Provider.- Approved Sport Provider who has utilized a Palm Beach
County athletic facility through permitted usage on a re -occurring annual or seasonal
basis for a minimum of the last two (2) consecutive years.
Youth Recreational Sport Provider: One Recreational Program per Sport is permitted
per Recognized Youth Sport Provider. Participants are minors (under 18 years old).
Must meet ALL of the following criteria:
• Advertise and hold an open registration to the public
• Has no try outs or cuts based on skill level
• Player evaluations are only used to ensure placement of participants to
ensure fair play
• No paid team coaches, all team coaches must be volunteers
• Mandatory play rule for all age groups
• Maintain active status as a corporation with the State of Florida Division of
Corporations
• Has a recreational regular season schedule
All -Star Definition in Recreational Play: An All -Star Program may be an extension of the
Youth Recreational Sport Program, if recreational season play qualifies the team or
individual to have the opportunity to participate in an All -Star Program for advanced
competitive play in Districts/Regionals/States.
* If you do not meet the above criteria, your program will be classified as Non -
Recreational (inclusive of instructional, travel, elite, club, academy programs, etc.).
Independent Sport Team (1ST): A sport team that is not involved with any other
organization or business that receives field space through Palm Beach County Parks
and Recreation Department.
Page 2 of 4 Revised: June, 2017
Page 10 of 208
Agenda Pe IP E ea h County Parks and Recreation Department
Sport Provider Priority of Use Policy
Facility Permit Considerations
Partnering with Youth Sport Providers allows the Palm Beach County Parks and
Recreation Department to offer a variety of quality youth sport programming which
would not otherwise be directly achievable. In the best interest of the youth served,
every effort will be made to avoid permitting like programs (same sport, same age
groups, same competitive level, etc,) at the same park facility at the same time.
Permitting Historical Programs
After Department Programs, preference for field permit requests will be given to
historical recreation programs first and all other considerations wiII be permitted per the
Department's "Priority of Facility lase" as outlined above. However, the County will not
block permit sports programs to reserve park facilities beyond their program needs_
County staff assessments will determine the availability of permit times at .all facilities_
County staff may work with the historical program to assist with the management of
practice and game schedules that .allow for maximum use of fields during the time
allocated to the program. If it is determined that field space is available for new
requests, group(s)lteam(s) may be permitted within the available times determined and
designated by County staff. Every effort will be made to avoid permitting like programs
(same sport, same age groups, same competitive level, etc.) on same days and times.
Permitting Public Schools
Permits for use of County facilities will fallow the policies and process as outlined in the
most current, approved Inter -Local Agreement between the Palm Beach County Parks
and Recreation Department and the School District of Palm Beach County.
Permitting Independent Sport Team(s) (IST)
County staff assessments will determine the Parks available for IST permitting.
Preference for field permit requests will first be given to the historical programs to meet
their practice and game needs. However, the County will not block permit these
group(s)Aeam(s) to reserve park facilities beyond their program needs. If it is
determined by County staff that field space is available for new requests, IST team(s)
may be permitted within the available times determined and designated by County staff.
Every effort will be made to avoid permitting like programs (same sport, same age
groups, same competitive level, etc.) on samedays and times. IST teams are not able
to grow their participation numbers beyond the field space and time allocated to them.
Each season during renewal of permits, after days and times have been allocated to
historical programs, all IST teams will participate in a lottery to determine allocation of
permit day(s)ltime(s)Ifield(s). IST lottery allows a maximum of two () entries per
Page 3 of 4 Revised: June. 2017
Page 11 of 208
Agenda IFeM.Beach County Parks and Recreation Department
Sport Provider Priority of Use Policy
organization/program. Teams that are associated with a historical permitted group
utilizing Palm Beach County Parks and Recreation facilities are not eligible for permit
consideration under the IST Program.
All Other New Requests (Non -Inter -Local Agreement Schools and Adults)
Field permits will be issued based on availability per the Department's "Priority of
Facility Use" as outlined above.
Page 4 of 4 Revised: JunpaJ072 of 208
pt
•
C, 8,d
Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
Table of Contents
I. Introduction.................................................................................................................................... 3
II. Statement of Philosophy................................................................................................................. 3
III. Definition of Terms.......................................................................................................................... 3
Resident Percentage Status...................................................................................................... 3
Resident.................................................................................................................................... 4
Age/ Family............................................................................................................................... 4
Nonprofit Status (501(c)(3))..................................................................................................... 4
Season....................................................................................................................................... 4
Audit......................................................................................................................................... 5
IV. Priority Group Classifications.......................................................................................................... 5
GroupA (City Use).................................................................................................................... 5
Group B (True Recreational Programs)..................................................................................... 5
Group C1 (Coronado Youth Organizations).............................................................................. 5
Group C2 (Coronado Schools)................................................................................................... 5
Group C3 (Youth Select, Travel, Etc.)........................................................................................ 5
GroupD (Adult League)............................................................................................................ 6
GroupE (Nonresident).............................................................................................................. 6
V. Process for Obtaining/Maintaining Permits.................................................................................... 6
League Splits and New Leagues................................................................................................ 6
PermitCancellation.................................................................................................................. 7
Field Exchange, Sublease, NonUse, Splitting............................................................................ 7
Disciplinary Action for Field Policy Infractions.......................................................................... 7
VI. Tournaments...................................................................................................................................8
VII. Fees................................................................................................................................................. 9
Price per Participant (Per Season)............................................................................................ 9
TournamentFee....................................................................................................................... 9
ExtraFees When Required....................................................................................................... 9
FeePayment............................................................................................................................. 9
ConcessionsFee........................................................................................................................ 9
Vill. Maintenance Issues & Field Sustainability...................................................................................... 9
Rest and Renovation (See Exhibit A)......................................................................................... 9
TurfPreservation....................................................................................................................
10
Athletic Field Lining/Marking..................................................................................................
10
FieldModifications.................................................................................................................
10
Field and Facility Closures/Inclement Weather Guidelines....................................................10
IX. Appeals Process.............................................................................................................................
11
X. Other Information.........................................................................................................................
12
Concessions............................................................................................................................
12
CommercialVendors..............................................................................................................
12
Trafficand Parking..................................................................................................................
12
Banners/Signage/Advertisement...........................................................................................
12
Additional Considerations......................................................................................................12
XI. Field Use Code of Conduct............................................................................................................
13
Page 14 of 208
Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
I. Introduction
The City of Coronado Recreation and Golf Services Department (RGS), hereinafter referred to as
"City," coordinates and issues permits for the use of athletic fields in the City. The purpose of this
policy is to outline procedures, and allocation priorities, for the permitted use of the athletic fields.
Athletic fields are allocated and permitted in two (2), six-month sessions from January through June
and from July through December as availability allows. The City will monitor proper use of allocations
and permits. Priority will be given to Coronado user groups.
The City may charge to recover public costs to operate, maintain, supervise, and administer the use
of parks and athletic facilities. Submission of an Application and Agreement Request does not
constitute approval.
Requests for additional use or programs not covered by the Athletic Field Use and Allocation Policy
should be addressed in writing to the RGS Director. The Director or designee will interpret the Athletic
Field Use and Allocation Policy. An appeal of any decisions are covered in Section IX, Appeals Process.
Allocation of fields will follow the guidelines of this document. These allocations are not intended to
interrupt the field assignments for teams and/or organizations during a season that has already
started.
II. Statement of Philosophy
The City is dedicated to creating partnerships with local sports organizations to ensure there is ample
opportunity to participate in athletics at all abilities and levels. City staff strive to ensure fields are
maintained and of high quality. The permitting/allocation process provides an organization the
exclusive use of a field. The objective of this policy is to create clear and written procedures and
allocation policies that:
• Fairly distribute available fields
• Maximize playing time
• Incorporate "turf recovery periods" to maintain safe, quality fields
• Communicate financial issues and recovery policy
• Outline field use regulations
III. Definition of Terms
Resident Percentage Status
Resident Percentage Status is important in determining an organization's Priority Group
Classification. Resident Percentage Status will be determined from the group or organization's prior
season's actual rosters (i.e., fall season for fall season, etc.). Special residency status will be reviewed
by the Director.
Page 15 of 208
Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
Resident
a. Resident Individual:
• A Coronado resident owns property in Coronado; or
• A Coronado resident that lives in Coronado at least six months of the year.
b. Resident Organization or Team:
• Organization/club name must state the City as the principal place of business;
• The organization/club's current roster must be 75% of Coronado residents;
• Youth teams must have 95% of their current members within the Youth age group;
• Nonprofit groups must provide evidence of current 501(c)(3) tax status with the
California Secretary of State.
c. Proof of Residency:
• To qualify for resident status, participant or parent/guardian must show proof of
residency by providing a government -issued photo ID, plus one of the following
documents showing name and Coronado address:
o Current property tax (original or photocopy with applicant's/participant's name)
o Current utility/telephone bill
o Current rental receipt/lease
o Imprinted address on check (not acceptable if handwritten or P.O. Box)
o Military orders (6-month minimum) with housing assignment in
participant's/parent's name
o Business owners who can provide both proof of ownership and property tax payment
o Note: A copy of the document used for proof of residency must be kept on file with
the organization. Once residency has been established, verification is required only
once per year
Age/ Family
• Youth: any person under the age of eighteen (18)
• Adult: any person age eighteen (18) or older
Nonprofit Status (501(c)(3))
To qualify as a nonprofit user, the organization must meet all criteria as identified by the Internal
Revenue Services (IRS). The organization must submit a Letter of Determination or Letter of
Affirmation from the IRS that indicates nonprofit status and are required to submit 990 Forms and
other appropriate documentation, including but not limited to, financial records and tax returns
demonstrating the nonprofit status. Visit www.irs.gov for additional information on nonprofit status.
Season
Page 16 of 208
Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
There are two sessions per year: January 1—June 30, and July 1— December 31. If a regular "season"
for a team straddles the two defined sessions, two applications must be submitted.
Audit
During an audit, each organization/coach shall provide their roster, verification documents for each
participant, and sign off on the roster form. Each group is to cooperate with staff when audits are
being conducted and during the process of collecting rosters and verifying of documents.
IV. Priority Group Classifications
An organization's Priority Classification determines their priority for field allocations (i.e. Group A has
priority for field allocations, Group B has second priority for field allocations, etc.). The City will strive
to provide a balance to sport activities. Applications which encompass multiple classifications,
should be submitted separately.
Group A (City Use)
1. Activities and events organized and conducted by the City
Group B (Recreational Programs)
1. No fees are collected for participation
2. No Governing Board or coaching/no tryouts
3. No paid umpires or referees
4. At the discretion of the Director
Group C1(Coronado Youth Organizations)
1. Organizations maintain nonprofit status;
2. Organizations maintain an affiliation with a national, state, or local sport governing body.
Those national or state bodies must have governance over the organization, including all
requirements for training per each league's manual, background checks, and disciplinary
actions;
3. Organizations must have 75% or greater resident status;
4. Coaches are unpaid
Group C2 (Coronado Schools)
1. Official athletic activities of students, as part of the school curriculum, or
2. Sanctioned interscholastic athletic events and practices (exclusive of activities generating
funds)
3. At the discretion of the Director
Group C3 (Youth Select, Travel, Etc.)
Organizations must meet all Group C1 requirements. Additionally, one or more of the following
apply:
Page 17 of 208
Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
1. Compensate local executive/administrative staff and/or board members for their service to the
league;
2. Participate in Travel/Select games and/or routine Travel/Select practices;
3. Paid coaches and/or professional player development.
Group D (Adult League)
Adult programs, organizations or events with at least 75% residents and/or work within Coronado city limits.
Group E (Nonresident)
Youth programs, organizations or events with less than 75% resident status.
V. Process for Obtaining/Maintaining Permits
Requests to use athletic fields are made through RGS, located at the Coronado Community Center, 1845
Strand Way, (619) 522-7342 (RGS main line). Any group that wishes to utilize an athletic field on a scheduled
or reoccurring basis must complete all applicable forms and documents. Additionally, any group that wishes
to utilize an athletic field on a scheduled or reoccurring basis must agree to a waiver and indemnification and
hold harmless agreement on behalf of the City.
Athletic Field(s) Allocation and Permitting Period
There are two (2), six-month sessions: January through June, and July through December. Field permits will
not be issued for use on the following Holidays: Thanksgiving Day, Christmas Day, New Year's Day, and Fourth
of July. Each organization is required to sign and submit the following documents by November 1 for the
January 1—June 30 use period, and by May 1 for the July 1— December 31 use period:
1. Athletic Field Use and Allocation Policy —signature page
2. Application and Agreement Request for Use of City of Coronado Athletic Fields
3. Field Request Information Sheet — Try -Outs, Games, Practice, Clinics
4. Field Request Information Sheet —Tournaments (if applicable)
5. Hold Harmless and Indemnity Agreement
6. Liability and Property Damage Insurance in an amount no less than $1,000,000 per occurrence, and
$2,000,000 aggregate naming the City of Coronado as Additionally Insured
7. A current list of board members with contact information (if applicable)
8. Prior same season roster (i.e. Fall season for Fall season) identifying residents to determine
classification
9. Signed AB379 (Youth Athletics: Concussion and Sudden Cardiac Arrest Prevention Protocols)
agreement
10. Nonprofit groups must supply an IRS 990 or 990EX form
11. Player rosters, identifying residents, must be provided two (2) weeks after the season begins to
ensure proper billing.
Permits will be issued according to Priority Group Classifications. Submittal of documents does not constitute
approval. Every effort will be made to accommodate user groups' requests for use of fields. In order to
prevent delay or denial of a permit, all paperwork must be submitted and complete within the City's timeline.
League Splits and New Leagues
Page 18 of 208
Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
New leagues or organizations planning to petition for Group C1/C3 status or leagues anticipating a split to
form a new league must submit to the RGS Director, four (4) months prior to the estimated starting date for
such new league, the following:
1. Application and Agreement Request for Use
2. Bylaws
3. Player roster identifying residents
4. Contact information for Board of Directors (if applicable)
5. Documentation of affiliation with a national, state, or local sports governing body
6. Letter of Determination or Letter of Affirmation from the IRS, including a copy of the league's current
financial statements on file (IRS Form 990 or 990EX) that demonstrate the organization's nonprofit
501(c)(3) status, if requesting nonprofit status.
Permit Cancellation
Permits may be cancelled and/or rescheduled at the City's sole discretion. Permits canceled by the City or
due to inclement weather may be rescheduled as availability allows, or may be refunded in full. Permits
cancelled by the user more than 30 days in advance will receive a full refund. Permits cancelled by the user
between 10 and 29 days prior to the event will be refunded all but 25%. No refunds will be issued if permitted
use is cancelled with fewer than 10 days' notice. All refunds may be reviewed by the Director.
City staff may cancel or re -assign use of City fields including but not limited to:
1. Any City work involving any of the facilities;
2. When the health and safety of participants are threatened due to impending conditions, including but
not limited to maintenance issues or acts of God;
3. Nonadherence to Athletic Field Use and Allocation Policy or City ordinance;
4. City approved events.
Field Exchange, Sublease, Nonuse, Splitting
Users may not exchange or sublease fields under any circumstance. Exchange or sublease of fields will result
in revocation of permits for all parties. Any organization that has been permitted to use a field and determines
that they will not need to use the field shall notify the City. Nonuse of a field for a total of three (3) times may
also result in revocation of the permit of the allocated field(s). All Groups C — E may be invoiced for fields that
the organization(s) have reserved and have not used.
Fields may not be split into more than two without written permission from the RGS Director and noted on
permit.
Disciplinary Action for Field Policy Infractions
The City utilizes a "Best Practice" approach for nonadherence to the Field Use Allocation Policy that occur
within one calendar year of the first infraction. In the unfortunate situation that infraction(s) are deemed by
the City to be of a serious nature, the City may immediately terminate any permit(s) and/or suspend any field
use for up to one year or longer, including forfeiture of all paid funds.
Page 19 of 208
Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
First Offense: Verbal or written warning to the user group/individual and restitution for
damages/costs if applicable.
Second Offense: Verbal and written notice of three-day suspension and restitution for damages/costs
if applicable.
Third Offense: Verbal and written notice of termination of any existing permits, loss of future
rental/allocation privileges and restitution for damages/costs if applicable.
Infraction(s) of Best Practices examples include, but are not limited to:
1. Violation of the City of Coronado Field Use Allocation Policy;
2. Use of a field(s) that has been closed and posted by the City;
3. If an organization has a field permitted at a specific time and the teams start to practice or play games
prior to 30 minutes before the permit time;
4. If permitted User #1 allowed a unpermitted User #2 to use their permitted field without City approval,
this would be an infraction against both users;
5. After permitted use, the organization fails to leave restrooms and/or trash and litter on the premises
beyond reasonable expectations;
6. Failure to return unscheduled fields to the "inventory of fields" held by the City;
7. Driving vehicles on fields without written permission noted on permit;
8. Adding additional fields (either adding to outside boundary or splitting a field within boundaries to
create more than two additional fields) to site without written permission;
9. If a field has been permitted and the permitted user group does not show or provide proper
notification.
VI. Tournaments
All general rules and reservation procedures as specified in the Field Use and Allocation Policy are
applicable during tournaments. Additional provisions for tournaments are stated in this section.
• Tournament applicants must complete a Tournament Application and Agreement Request, sign the
Athletic Field Use Rules and Regulations and review the Tournament Orientation Checklist with City
staff at least 30 days prior to the tournament date.
• Submission of these forms does not constitute approval. Approval is given according to this policy
after deposits and fees are paid and when a permit is issued.
• Tournaments canceled by the City or due to inclement weather may be rescheduled as availability
allows or may be refunded in full.
• Tournament permit cancellation follows regular Permit Cancellation (see Section V).
• Game times and field use must follow all policies outlined herein.
City reserves the right to have a tournament reviewed by other City departments to minimize the impact on
neighbors, fields, parking, traffic, etc. City also reserves the right to deny a tournament based on field
availability, rest and renovation schedules and staffing levels. Tournaments will not be unduly withheld.
Page 20 of 208
Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
VII. Fees
Price per Participant (Per Season):
A
B
C1
C2
C3
D
E
City of Coronado
Recreation
Coronado Youth
Coronado
Youth Select,
Adult League
Nonresident
Organizations
Schools
Travel, etc.
$0
$0
$7
$0
$14
$7
$20
Tournament Fee:
Per field/per day $150
Extra Fees When Required:
City -Approved Security Current Direct Cost
Clean Up Fee/Maintenance Fee Cost Recovery/No less than $50
Fee Payment
Groups assessed a fee will submit payment no later than 30 days after submission of their roster. The roster
is due two weeks after the beginning of the season. A maintenance fee may be required by the City to
maintain and/or repair athletic fields. Full payment is required at least 30 working days prior to one -day use
or tournaments.
Group B/C2 may be billed for fields that they have reserved and have not used at the C1 rate if repeated
unused reservations occur.
Concessions Fee
A fee of $100 will be assessed per season for concession sales for all organizations.
Vill. Maintenance Issues & Field Sustainability
The City requests that individuals and groups refrain or limit their use of heavy traffic areas during practices,
regardless of weather, to assist in providing the best field conditions possible, i.e. goal mouths, etc. Any user
failing to comply with this policy's established guidelines are subject to pay for all damages or costs occurring
to the facility and may lead to the termination of the field use permit.
Rest and Renovation (See Attachment A)
An annual rest and renovation program is scheduled at all sites to maintain field sustainability. In addition,
the City may close fields at its sole discretion to perform any maintenance activity. The City attempts to be
flexible in accommodating user groups but ultimately, the health and safety of the user and the condition and
playability of the fields take priority. This may require the unexpected closure of fields or facilities, denial of
use of a field, and/or making alternate sites available for athletic use. No one shall play on fields closed for
renovation or repair.
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Turf Preservation
Cooperation from user groups are needed for the preservation of the turf on city fields by following these
guidelines:
• Field use, especially practices, should be conducted in such a way that the action takes place on
different selections of turf, thus reducing excessive turf damage in one area. Organizations should
rotate use of areas and when possible, stay off fringe or bare areas to limit erosion and further
damage.
• Turf divots should be replaced at end of each day to help re -root turf.
• No tarps or material which may damage the grass may be placed on the turf.
• Do not use fields during or after a heavy rain, or when fields are wet or muddy (see Inclement
Weather Policy)
• Sports practices are NOT to be held on the infield area of a softball or baseball diamond.
• Remove all equipment at the conclusion of play or event.
• Allow distance between fields for safe passage of spectators and participants.
• Report immediate emergencies and hazards (broken water lines, gushing sprinkler heads, etc.) to the
Public Services at (619) 522-7380 For after-hours emergencies, contact the Police Department
Business Line (619) 522-7350. When calling, be prepared to fully identify yourself, your location (park
name), and the specific nature of the emergency or hazard so that staff can bring the appropriate
repair equipment.
• No motorized vehicles are allowed on City property, other than parking lots, without written
permission noted on the use permit issued by City.
• Only City staff are authorized to apply pesticides, fertilizers, soil, seed, and amendments to the parks.
Athletic Field Lining/Marking
• Lining of City fields is prohibited without being approved by the City and noted on field permit. Line
colors and layout must be approved by the City.
• Burning lines on the City fields is prohibited.
• Any user failing to comply with established marking guidelines are subject to pay for all damages
occurring to the fields and termination of field use permit.
Field Modifications
Any permanent modifications or improvements are not permitted. Requests to modify, resize or add multiple -
use fields, or make alterations to a city field shall be submitted with conceptual drawings to the City (RGS).
Modifications and/or alterations may require extensive review and appropriate level(s) of approval. Users
may not modify a field that is being used by more than two organizations/teams without approval noted on
request from each group president or without provision being made for use of another field(s) through the
City. Fields modified for multiple use will be billed appropriate to use.
Field and Facility Closures/Inclement Weather Guidelines
Fields and facilities may be closed at the discretion of the RGS Director and/or Parks Services Supervisor, or
their designated representatives. Closures are kept to a minimum when fields and facilities remain in a
playable condition. Priority is given to maintenance needs, rest and renovation periods and sustainability for
all city fields. The City may close fields or facilities when the City engages in work involving any of the fields or
facilities or when the health and safety of participants are threatened due to impending conditions, including
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Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
but not limited to, rain, muddy conditions, smog alerts, maintenance issues, lightning and earthquakes.
City athletic fields have been designed and are maintained for the enjoyment and use of Coronado residents
and the public. The purpose of this section is to guide the use of athletic fields, to prevent injuries and damage
to the playing surface brought upon by inclement weather and/or unsafe playing conditions. An effective field
maintenance program is essential for safe, quality fields and sport complexes. User groups are asked to help
by accepting and adhering to these rules. Groups who use the athletic facilities are expected to assist in
protecting their participants and fields during periods of rain or inclement weather.
Procedure:
During inclement weather, City staff will assess the playability of all city fields to determine if use will
occur. City staff shall have the authority to close any/all fields within the City. Organizations and/or
coaches shall sign up for text or email alerts via www.RainedOut.com for updates on field closures.
To sign up for RaineclOut:
• Visit www.rainedout.com and click on Receive Messages
• Enter: "City of Coronado Recreation" in the search bar
• Select the group link, Continue
• Enter your mobile phone number or email and validate your account
• In the Private Group, enter the Keyword: Fields123
The following procedures are to be followed regarding the use of fields when there has been
inclement weather, or other serious condition(s) affecting any city field:
• If it has rained within the preceding 24 hours, and no Rained Out message has been
sent, groups scheduled to use fields must call the RGS main line (619) 522-7342. City
staff will make determination of field conditions/closures. All decisions are final and are
nonnegotiable. This is to protect the health, safety, and wellbeing of all users and/or
protect the park/facilities from potential damage.
• The City may declare a field subject to "re -inspect." Re -inspect fields will be re -inspected
by the City prior to the practice/game to determine playability. If the field is unsafe or
damaged, the City will notify the user groups by Rained Out notification.
• Groups witnessing misuse of fields by other scheduled or unscheduled users are advised
to contact the Coronado Police Department at (619) 522-7350.
The City appreciates full compliance to the guidelines for the enjoyment of all. Failure to follow these
guidelines will result in cancellation of existing permit(s), and/or loss of rental/allocation privileges, and/or
an infraction against the organization. NOTE: It is the responsibility of the user to take appropriate steps to
avoid their misuse and/or overuse of fields and facilities.
IX. Appeals Process
An appeal to the RGS Director of a decision must be submitted in writing with justification within ten (10)
working days from the decision. The decision of the RGS Director is final.
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X. Other Information
Concessions
Permits for nonprofit concession sales during an activity season may be obtained and require the same
documents as required for fundraising events. The number of concession sales booths shall be limited to
one per event. Pre -packaged food only — all other types of food concession require a County of San Diego
Health Department permit and all other applicable permits.
Commercial Vendors
Selling of any merchandise or services, advertising, commercial filming/photography, or any other activity of
a commercial nature is prohibited (C.M.C. 20.12.010).
Traffic and Parking
User groups must inform their participants and spectators to park in facility parking lots and public parking
areas. If needed, user groups should post directional signs to assist participants and spectators to appropriate
parking areas. When traffic and/or parking are an issue, or during post -season tournament play, the user
group or organization must provide volunteers or City -approved security company to direct participants and
spectators to designated parking areas. It is the users' responsibility to alleviate traffic and parking issues.
Banners/Signage/Advertisement
A separate and specific Banner Policy and application are available from RGS.
Additional Considerations
• The City will attempt to accommodate emerging sports;
• To provide balanced sports opportunities on athletic fields, the RGS Director or designee, has the
authority to limit exclusive use at athletic facilities and to make minor changes to group priorities if
deemed necessary;
• Teams and organizations may be required to provide schedules to show that all allocated fields are
being utilized;
• All field users must have a copy of their permit available for inspection by City staff and/or Beach and
Park Concierge
• Requests for additional use, programs or facilities not covered by Athletic Field Use and Allocation
Policy should be addressed in writing to the RGSDirector.
It is the responsibility of the person in charge identified on the permit to enforce the rules and regulations
regarding the conduct of the group while on permitted facilities. Use begins and ends at the times stated on
the permit including set-up and clean up. Groups are not allowed on fields prior to the start time on the
permit and are required to have the fields clean and be off the fields at the ending time indicated on the
permit. Permitted times include field preparation and player "warm-up". Additional fees may be charged for
unauthorized or extended field use beyond times listed. The City has exclusive discretion in decisions on
scheduling of City Use Areas and such decisions shall be final.
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XI. Field Use Code of Conduct
• All field users shall behave in a manner that shows good sportsmanship and good citizenship at all times
• Any form of obscenity, disrespect, abuse towards participants, staff, spectators, coaches, and/or
officials will not be tolerated. Any individual using abusive or foul language may be asked to leave the
field. Failure to do so voluntarily will result in additional action; and
• All field users are required to maintain self-control and respect when dealing with any official, staff or
fellow user group; and
• All field users will respect and protect the property of the City; and
• The highest ideal in sportsmanship shall be developed and instruction in the proper skills and rules
pertaining to the game will be done in a respectful fashion; and
• All groups must abide by, and observe, all rules and regulations which have been established by the
City; and
• Animals and alcohol are prohibited at all fields (C.M.C.32.08; 40.28, respectively); and
• Smoking orvaping is prohibited (C.M.C. 36.08); and
• Amplified sound is not allowed on any field without City approval and notation on permit
(C.M.C.41.13); and
• Commercial Activity is not allowed (C.M.C. 20.12.010); and
• The use of artificial noisemakers, horns, rattles, bells, and whistles by spectators is not allowed; and
• Balls and any other equipment thrown, batted, kicked, or otherwise propelled that land on private
property must not be retrieved without the property owner's permission; and
• Leave park areas immediately after games and practices safely and quietly, especially early and late
games. Practice being good neighbors in our residential neighborhoods; and
• Portable goals and/or markers are allowed but must be removed daily or stored in City -designated
areas.
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I have read and agree to all provisions listed on the Athletic Field Use & Allocation Policy, rules and regulations and
disclaimers applied to issued permits and will communicate this information to our coaches and participants.
Name of Organization President,
Site Administrator or Principal
Date:
Signature of Organization President,
Site Administrator or Principal
14
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Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
Attachment A (cont.)
Rest and Renovation Calendar - 2022
JANUARY
FEBRUARY
MARCH
2022
APRIL
Su Mo
Tu
We
Th
Fr Sa
Su Mo
Tu
We
Th
Fr
Sa
Su
Mo
Tu We
Th
Fr
Sa
Su
Mo
Tu
We
Th Fr Sa
-
1
2
3
4
5
1 2
3
4
5
1 2
2 3
4
5
6
7 8
6 7
8
9
10
11
12
6
7�
11
12
�3
4
5
6
7 8 9
9 10
11
12
13
14 15
13 14
15
16
17
18
19
13
14
15 16
17
18
19
10
11
12
13
14 15 16
16
20 21
22
23
24
25
26
20
21
22 23
24
25
26
17
18
19
20
21 22 23
27 28
27
28
29 30
31
24
25
26
27
28 29 30
31
MAY
JUNE
JULY
AUGUST
Su Mo
Tu
We
Th
Fr Sa
Su Mo
Tu
We
Th
Fr
Sa
Su
Mo
Tu We
Th
Fr
Sa
Su
Mo
Tu
We
Th Fr Sa
1 2
3
4
5
6 7
1
2
3
4
1
2
1
2
3
4 5 6
8 9
10
11
12
13 14
5 6
7
8
9
10
11
3.
5 6
7
8
9
7
8
9
10
11 12 13
15 16
17
18
19
20 21
12
-
10
11
12 13
14
15
16
14
15
16
17
18 19 20
22 23
24
25
26
27 28
19
17
18
19 20
21
22
23
21
22
23
24
25 26 27
29 30 31�
27
28
29
30
24
25
26 27
28
29
30
28
29
30
31
31
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
Su Mo Tu We Th Fr Sa
1 2F3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25
Cays/Sunset Park Closed
Tidelands Unofficial Holiday- Open Play
Su Mo Tu We Th Fr Sa
■ 3 4 5 6 7 8
9 10 11 12 13 14 15
16 17 18 19 20 21 22
23 24 25 26 27 28 29
30 31
Su Mo Tu We Th Fr Sa
1 2 3 4 5
6 7— 11 12
13 14 15 16 17 18 19
20 21 22 23 25 26
27 28 29 30
Su Mo Tu We Th Fr Sa
1 2 3
4 5 6 7 8 910
11 12 13 14 15 16 17
18 19 20 21 22 23 M
25 26 27 28 29 30 31
16
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Agenda Item #1. ATHLETIC FIELD USE AND ALLOCATION POLICY
Attachment A (cont.)
Maintenance and Field Rest Key
Treatment
Application
Spec
Rate
Core aerify and fertilize w/post-emergent
Label Rate
Complete fertilizer
(City Parks)
(N-P-K)
Core aerify and fertilize w/post-emergent
Label Rate
Complete fertilizer
(Tidelands Park Athletic Fields)
(N-P-K)
Apply fertilizer w/pre-emergent plus field
Label Rate
Complete fertilizer
rest and and maintenance (All Parks)
(N-P-K)
Core aerify and fertilize w/post-emergent
Label Rate
Slow release
(City Parks)
fertilizer
Core aerify and fertilize w/post-emergent
Label Rate
Slow release
(Tidelands Park Athletic Fields)
fertilizer
Core aerify and fertilize w/post-emergent
Label Rate
Slow release
(City Parks
fertilizer
Core aerify and fertilize w/post-emergent
Label Rate
Slow release
Tidelands Park Athletic Fields
fertilizer
Apply fertilizer w/pre-emergent plus field
Label Rate
Complete fertilizer
rest and and maintenance (All Parks)
(N-P-K)
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Agenda Item #1.
41
ATHLETIC FIELD USE
AND ALLOCATION POLICY
in
■
Costa Mesa
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Agenda Item #1.
ATHLETIC FIELD USE AND ALLOCATION POLICY
Table of Contents
I.
Introduction
2
II.
Statement of Philosophy
2
III.
Definition of Terms
2
IV.
Priority Group Classifications
3
V.
Process for Obtaining/Maintaining Permits
5
a. League Splits and New Leagues
5
b. Permit Cancellation
6
c. Field Exchange, Sublease, Non -Use
6
d. Disciplinary Action for Field Policy Violations
7
VI.
Field Allocation Process
7
VII.
Field Allocation Formula
8
VIII.
Fees
9
a. Fee Payment
10
b. Fee Waiver
10
IX.
Financial Recovery Policy
10
X.
Tournaments
11
XI.
Maintenance Issues
11
a. Rest and Renovation
11
b. Turf Preservation
12
c. Athletic Field Lining/Marking
12
d. Field and Facility Closures
12
e. Field Modifications
12
f. Inclement Weather Guidelines
13
XII.
Appeals Process
15
XIII.
Other Information
15
a. Snack Bar and Barbeque Use
15
b. Vendors/Concessionaries
15
c. Traffic and Parking
16
d. Restrooms
16
e. Banners/Signage/Advertisement
16
f. Portable Lights
16
XIV.
Field Use Code of Conduct
17
1
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ATHLETIC FIELD USE AND ALLOCATION POLICY
I. Introduction
The City of Costa Mesa Parks and Community Services Department, Recreation Division, hereinafter
referred to as "City," coordinates and issues permits for the use of athletic fields in the City and at Newport
Mesa Unified School District (NMUSD) sites in Costa Mesa when school is not in session to organizations
and the general public for cultural, social and recreational activities and programs. The City and the
NMUSD work cooperatively in accordance with a Joint Use Agreement.
The purpose of this policy is to outline procedures and allocation priorities for the permitted use of the
City and NMUSD athletic fields within the City of Costa Mesa.
Athletic fields are allocated and permitted in two (2), six-month periods from February through June and
from July through January as availability allows. The City will monitor proper use of allocations and
permits. Priority will be given to Costa Mesa user groups and non-profit organizations. The City may charge
to recover public costs to operate, maintain, supervise, and administer the use of schools, parks and
athletic facilities. Submission of an Application and Agreement Request does not constitute approval.
Requests for additional use or programs not covered by the Athletic Field Use and Allocation Policy should
be addressed in writing to the Parks and Community Services Director. The Parks and Community Services
Director will interpret the Athletic Field Use and Allocation Policy. An appeal of any Parks and Community
Services Director decisions are covered in Section XII, Appeals Process.
II. Statement of Philosophy
The City of Costa Mesa is dedicated to creating partnerships with local youth sports organizations to
ensure there is ample opportunity to participate in athletics at various ability levels. Our primary role in
these partnerships is to provide athletic opportunities and to make certain our fields remain safe and of
high quality. The permitting/allocation process provides an organization the exclusive use of a field to the
exclusion of all others. The objective of this policy is to create clear and written procedures and allocation
policies that:
• Fairly distribute available fields
• Maximize playing time
• Incorporate "turf recovery periods" to maintain safe, quality fields
• Communicate financial issues and recovery policy
• Outline field use regulations
III. Definition of Terms
Resident Percentage Status
Resident Percentage Status is important in determining an organization's Priority Group Classification.
Resident Percentage Status will be determined from the group or organization's prior season's actual
rosters (fall season for fall season, spring season for spring season). Team Rosters, player addresses,
picture ID, utility bills, report cards, school ID, etc. may be required by City staff to verify residency status,
and City reserves the right to conduct audits of submitted verification documents and of onsite team
2
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ATHLETIC FIELD USE AND ALLOCATION POLICY
player rosters to establish residency. Teams will be required to have proper forms on hand to prove local
residency and must be prepared to provide documents to the Recreation Department upon request.
Special residency status will be reviewed by the Parks and Community Services Director and a
recommendation will be forwarded to the Parks and Recreation Commission for approval or denial.
Local Resident
Local Resident is defined as persons living within the Newport Mesa Unified School District (NMUSD) or
attend a public or private school within the NMUSD boundaries.
Youth Status
Youth status is defined as persons 19 years of age or under at the start date of permit.
Non -Profit Status 501(c)(3)
To qualify as a non-profit user, the organization must meet all criteria as identified by the Internal Revenue
Services (IRS). The organization must submit a Letter of Determination or Letter of Affirmation from the
IRS that indicates non-profit 501(c)(3) status and are required to submit 990 forms and other appropriate
documentation, including but not limited to, financial records and tax returns demonstrating the non-
profit status. Visit www.irs.gov for additional information on non-profit status.
Audit
Audit- during an audit each organization/coach is to state the name of each participant on their roster,
provide verification documents for each participant, and sign off on the roster form. Each group is to
cooperate with staff when audits are being conducted and during the process of collecting rosters and
verification documents.
IV. Priority Group Classifications
An organization's Priority Group Classification determines their priority for field allocations (i.e. Group 1
has first priority for field allocations, Group 2 has second priority for field allocations, and so on). Priority
use of fields will be given to traditional primary season sports and by Priority Group Classification. (See
Section VII, Sport Season Priority.)
Group 1
Organizations must meet all of the following:
1. Organizations, or portions of organizations, must assign registrants to teams in an effort to make
the teams in each division of equal playing experience and talent (not assigned to teams of
different talent levels), and
2. Organizations must be recreational in nature and have an "everyone plays, no child is turned
away" philosophy requiring that each player suited -up and able to play is entered into games for
a significant period of time (i.e. % of game or 2 of every 5 innings or 2 of 4 quarters, etc.), and
3. Organizations must submit a Letter of Determination or Letter of Affirmation from the IRS that
indicates a non-profit 501(c)(3) status certificate, and
3
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4. Organizations must maintain an affiliation with a national, state or local sport governing body.
Those national or state bodies must have governance over the organization, including all
requirements for training per each league's manual, background checks and disciplinary actions,
and
5. Organizations must have 75% or greater local residents, for priority use of City fields; 50% local
residents for priority use of NMUSD fields; or organizations that have special residency status per
City Council/Parks and Recreation Commission discretion.
NOTE: Organizations that have both recreational and select teams will have Group 1 user status. Groups
that compensate local, executive, administrative staff and/or board members shall be excluded from the
Group 1 status.
Group 1 organizations that have successfully met auditing requirements for two allocation seasons may
be exempt from verification document submissions for future allocations. The auditing of team rosters
will be continued regardless and staff may require further verification document submission, for auditing
purposes, at any point if deemed necessary.
Group 2:
1. Newport Mesa Unified School District related programs
2. NMUSD has priority use at NMUSD elementary and junior high sites prior to 4:00 p.m. and prior
to 5:00 p.m. at NMUSD high school sites on weekdays.
Group 3
Organizations that must otherwise meet all Group 1 requirements EXCEPT one of the following:
1. They have 90% or greater local residents for priority use of City and NMUSD fields, or
2. They have at least 90% or greater local residents in which tryouts are held in order to place
registrants according to their ability on competitive teams (select, travel, etc.); applicants may be
turned away; or not every player suited up and not able to play in every game, or
3. They compensate local executive/administrative staff and/or board members for their service to
the league. Organizations that fall under this classification shall be charged field use fees and
would receive third priority field allocations.
All select/travel games must have at least one team from the Group 3 organization on the field, or fee
assessed for that field will be at the Group 5 rate.
Group 4
Adult programs, organizations or events with at least 75% local residents and/or work within Costa Mesa
city limits. Group 4 organizations shall have fourth highest priority for use of City and School District fields,
except on Sundays when they shall have second highest priority after City adult programs.
Group 5
Youth programs, organizations or events with less than 90% local residents.
Group 6
4
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Adult Programs, organizations or events with less than 75% but more than 10% local residents and/or
work within Costa Mesa city limits. Group 6 organizations shall have lowest priority for use of City and
School District fields except on Sundays when they shall have third highest priority after City adult
programs and Group 4 adult programs.
Field Allocations at Jack Hammett Sports Complex
Due to the limited facility and parking capacity at JHSC, the number of participants/spectators may be
limited and/or the field request may be reviewed by other City departments for safety and Costa Mesa
Municipal Code violations.
V. Process for Obtaining/Maintaining Permits
Requests to use City and/or NMUSD athletic fields located in Costa Mesa are made through the City of
Costa Mesa Parks and Community Services Department located on the third floor of City Hall, 77 Fair
Drive, Costa Mesa, (714) 754-5300. Any group often (10) or more individuals (Costa Mesa Municipal Code,
SEC. 12-53) that wishes to utilize an athletic field must complete all applicable forms and documents.
Athletic fields are allocated and permitted in two (2), six-month periods from February through June and
from July through January as availability allows. Each organization is required to sign and submit the
following documents (available in the Recreation Department) by the first week of August for the February
1— June 30 use period and by the first week of January for the July 1— January 31 use period:
1. Application and Agreement Request of Use for City of Costa Mesa and Newport Mesa Unified
School District Athletic Field
2. Field User Information Sheet
3. Athletic Field Use Rules and Regulations
4. Public Liability and Property Damage Insurance in an amount no less than $1,000,000 per
occurrence, naming City of Costa Mesa as Additionally Insured
5. Hold Harmless and Indemnity Agreement
6. A current list of board members with current contact information
7. Player rosters identifying local residents
8. Non-profit groups must also supply a IRS 990 or 990EX form
Permits will be issued according to Priority Group Classifications. Submittal of documents does not
constitute approval. Every effort will be made to accommodate user groups' requests for use of fields.
Deadlines must be met or field permits may be denied.
a. League Splits and New Leagues
New Leagues or organizations planning to petition for Group 1 status or leagues anticipating a split to
form a new league must submit to the Parks and Community Services Director, six months prior to the
estimated starting date for such new league, the following:
1. Application and Agreement Request for Use for City of Costa Mesa and Newport Mesa Unified
School District Athletic Field
2. Bylaws
3. Player roster identifying local residents
9
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4. Names and addresses of Board of Directors (if applicable) with current contact information
5. Documentation of affiliation with a national, state or local sports governing body
6. Letter of Determination or Letter of Affirmation from the IRS, including a copy of the league's
current financial statements on file (IRS Form 990 or 990EX) that demonstrate the organization's
nonprofit 501(c)(3) status, if asking for non-profit status
It will take six months to determine if facilities are available and what the impact of a new league will have
on facilities. Staff will review application of an organization petitioning as a new league, for a higher
priority classification or an organization petitioning for Group 1 status in November and May of each year.
The recommendation will be reviewed by the Parks and Community Services Director or his/her designee.
Submittal of the Application does not guarantee that an organization will be allocated fields.
The Parks and Community Services Director's decision is final. If approved, new leagues may be given a
lower priority than existing leagues or in order to maintain adequate field rest and renovation periods.
If a current Group 1 organization does split up, both organizations must submit required documentation
listed above with current official rosters to the Parks and Community Services Director six months prior
to anticipated split. These current rosters will be compared to the previous season's rosters in order to
accurately allocate fields based on necessity.
A change in the organization's name, parent or affiliated national, state, regional or local organization
(provided the former organization's name is not also being used), may not constitute it as a new
organization or user and the City must be notified of any such name changes. If the organization provides
bona fide materials to the Parks and Community Services Director that demonstrates only a name change
and the makeup of the organization stays the same, then the organization shall not be considered new.
An organization choosing to expand its league with a new section with a different name, must submit
materials that prove the new section is part of the same non-profit number, has the same insurance
carrier, and is governed by the same Board of Directions and Bylaws. Failure to notify the Parks and
Community Services Director of changes in an organization could result in forfeitures of fields.
Submittal of documents does not constitute approval. Every effort will be made to accommodate user
group's requests for use of fields. The Parks and Community Services Director may at any time declare a
moratorium on league splits or new leagues based on field availability or field conditions.
b. Permit Cancellation
Permits may be cancelled and/or rescheduled. Permits canceled by the City or due to inclement weather
may be rescheduled as availability allows or may be refunded in full. Permits cancelled by the user at least
10 working days prior to the event will be refunded all but 25%. No refunds will be issued if permitted use
is cancelled with fewer than 10 working days' notice.
The City of Costa Mesa may cancel or re -assign use of City or NMUSD fields for any of the following:
1. City and/or NMUSD begin work involving any of the facilities.
2. When the health and safety of participants are threatened due to impending conditions, including
but not limited to, rain, muddy conditions, smog alerts, maintenance issues, lightening and
earthquakes.
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3. Non -adherence to Athletic Field Use and Allocation Policy or City ordinance or Athletic Field Use
Rules and Regulations.
4. NMUSD cancels use of fields under the direction of their administrative office.
5. Tournaments and special events hosted by the City and/or Group 1 organizations throughout the
year.
c. Field Exchange, Sublease, Non -Use
Users may not exchange or sublease fields under any circumstance. Exchange or sublease of fields will
result in revocation of permits for all parties. Any organization that has been permitted to use a field and
determines that they will not need to use it shall notify the City. Non-use of field for a total of three times
may also result in revocation of the permit of the allocated field. All user groups 1 — 6 may be billed for
fields that they have reserved and have not used.
d. Disciplinary Action for Field Policy Violations
The City utilizes a "three -strike" policy for violations of Field Use Allocation Policy that occur within one
calendar year of first violation. Violations deemed by City to be of a serious nature may result in immediate
termination of permits and field use.
First Offense: Verbal or written warning to the user group/individual and restitution for
damages/costs if applicable.
Second Offense: Verbal and written notice of three-day suspension and restitution for
damages/costs if applicable.
Third Offense: Verbal and written notice of termination of any existing permits, loss of future
rental/allocation privileges and restitution for damages/costs if applicable.
Violation examples include, but are not limited to:
1. Use of field that has been closed due to inclement weather or for safety or maintenance reasons.
2. If an organization has a field permitted at 9:00 a. m. and the teams start to practice or play games
prior to 8:30 a.m.
3. If permitted User #1 allowed non -permitted User #2 to use their permitted field without City
approval, this violation would constitute as a strike against both users.
4. After permitted use the organization fails to maintain restrooms and/or leaves trash and litter on
the premises.
5. Failure to return unscheduled fields to the "inventory of fields" held by the City.
6. Driving vehicles on fields without written permission noted on permit.
7. Adding additional fields (either adding to outside boundary or splitting afield within boundaries
to create more than two additional fields) to site without written permission.
See note on page 9.
B. If afield has been permitted and subsequently prepped by City and the permitted user group does
not show.
9. Violation of the City of Costa Mesa Field Use Allocation Policy Code of Conduct.
VI. Field Allocation Process
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Allocation of fields will follow the guidelines of this document. These allocations are not intended to
interrupt the field assignments for teams and/or organizations during the course of a season that has
already started.
Sport Season Priority (Exhibit A — Page 18)
• A sport in its traditional season will have priority field use over an out -of -season sport.
• Spring sports (baseball, softball) have priority in the spring.
• Fall sports (soccer, football) have priority in the fall.
Additional Considerations
• Fields will be allocated by Priority Group Classification.
• Fields will be allocated to teams/organizations based on percentage of verifiable total local
residents in relation to all teams in that Priority Group Classification
• The City will attempt to accommodate emerging sports that fall within the Group 1 category.
• Verification of local residency will be established by providing such documentation requested by
the City including team rosters, player addresses, picture ID, utility bill, report cards, school ID etc.
City reserves the right to conduct random audits to establish residency. Teams will be required
to have proper forms on hand to prove local residency and must be prepared to provide
documents to the Recreation Department upon request.
• With regards to sports that play year-round (with a primary and off-season play), the primary
season of each sport will determine whether the field is considered a baseball/softball or a
soccer/football field on multiple use sites.
• In an effort to provide balanced sports opportunities on athletic fields, the Parks and Community
Services Director has the authority to limit exclusive use at athletic facilities and to make minor
changes to group priorities if deemed necessary.
• Allocation requests during off-season play will be reviewed after allocations are granted for the
primary season sports. Fees may be charged for allocations granted for off-season play.
• Teams and organizations may be required to provide schedules to show that all of the allocated
fields are being utilized. If an allocated field(s) is not utilized by the designated organization/teams
a total of three times during a season or reserved period of use, the field(s) will be reassigned.
Teams/organizations will be notified by City staff when it has been determined that a field(s) is
(are) not being used (and prior to the reassignment).
In addition to the fields being reassigned, lack of use of the field may also result in the revocation
of the permit for the allocated fields. The team or organization will be billed and the fields will be
reassigned.
• The City reserves the right to cancel an allocation to accommodate the needs any City
sponsored/co-sponsored tournaments and/or special events.
• A field use permit (authorizing use of City or NMUSD fields) will be issued after all requirements
have been met. A request for field use does not constitute approval.
• All field users must have a copy of their permit available for inspection by City staff and/or Park
Rangers.
• Requests for additional use, programs or facilities not covered by Athletic Field Use and Allocation
policy should be addressed in writing to the Parks and Community Services Director.
I:
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VII. Field Allocation Formula
In order to resolve a discrepancy between organizations in the same Priority Group Classification, the
following allocation formula will be used to determine the amount of field use that will be allocated
to each organization. This formula shall be applied to all requests for lighted fields.
Fields will be allocated within each Priority Group Classification to organizations based on the
percentage of verifiable local residents registered with that organization in relation to the total
number all registered local residents in all organizations in that Priority Group Classification combined.
Verification of local residency will be established by providing such documentation requested by the
City including team rosters, player addresses, picture ID, utility bill, report cards, school ID etc. City
reserves the right to conduct random audits to verify residency.
The total number of all local residents registered in all organizations within that Priority Group
Classification will then be determined. Each organization's local resident number will be divided by
the total of all local residents registered to determine the percentage of use to be allocated to each
group.
An example of this would be:
Baseball Group A has 750 local residents Baseball Group B has 900 local residents
Total local residents registered in both organizations is 1,650
750 divided by 1,650 equals 45%. Group A would receive 45% of the field time available. 900 divided
by 1,650 equals 55%. Group B would receive 55% of the field time available.
Vill. Fees
All fees are per hour, per field unless otherwise noted. Fees may be waived at the discretion of City
Council.
Utility and Ball Field Fees:
Group 1
Group 2
Group 3
Group 4
Group 5
Group 6
Fees Waived
Fees Waived
Youth,
Adult,
Youth,
Adult
Per City
Joint User
Non -Profit
Non -Profit
Non -Profit
Non -Profit
Council
Agreement
$25
$25
$35
$35
.61
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Adult,
Youth,
Adult,
N/A
Private
Private,
Private
$77
$239
$239
Tournaments and Large Event Deposits: (Refundable)
One (1) field with 20 or more participants
$100
Two (2) fields
$100
Three (3) — six (6) fields
$300
Seven (7) or more fields
$500
Extra Fees:
Softball/Baseball Field Prep
$40 per Field
Permanent Lights
$15 per Hour per Field
Portable Lights (2 Unit Minimum)
$10 per Unit per Hour
NOTE: Fields may not be split into more than two without written permission from the Parks and
Community Services Director and noted on permit. Should the Parks and Community Services Director
deem it necessary due to extenuating circumstances, fields may be temporarily split more than twice.
a. Fee Payment
Groups assessed a fee will submit 50% payment at least 10 working days prior to the requested use.
Continuous monthly usage will be invoiced at the end of each month of usage and payment must be
received prior to due date. A maintenance fee may be required by the City to maintain and/or repair
athletic fields. Full payment is required at least 10 working days prior to one -day use or special events.
b. Fee Waiver (Group 1 and Group 2 only)
Only organizations that meet the requirements for Group 1 status may apply for waiver of field and/or
light use fees. Requests for fee waiver for use of athletic fields must be submitted in writing to the Parks
and Community Services Director. Requests will be presented to the Parks and Recreation Commission
for a recommendation to City Council. The fee waiver process takes a minimum of 6 — 8 weeks. Group 1
user organizations receiving fee waivers shall be considered to be co -sponsored by the City of Costa Mesa.
Group 2 user organizations (NMUSD affiliated groups) must provide notice of affiliation from District
Deputy Superintendent before fee waiver shall be granted under provisions of the City — School Joint Use
Agreement.
User groups with fee waivers may be billed for fields that they have reserved and have not used for a total
of three times.
IX. Financial Recovery Policy
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As the city continues to grow and facilities age, City must develop a financial system to support our
community investment while maintaining the high level of service currently provided. The City will
continue to provide basic services funded entirely by general taxpayers; however, those benefitting from
special services (which create additional City expenses) must contribute financially. The City acknowledges
that the community benefits when youth are engaged in sports activities. The recovery policy is intended
for the participants to supplement, rather than supplant the investment of the general taxpayers.
The recovery policy strives to:
• Amortize the capital investment and cover maintenance operational costs of a field.
• Pay for and augment operation/maintenance costs for a field where tax appropriations support
the basic service.
• Control use of the field.
• Assess a portion of the costs of the field to users who may not be tax supporters.
• Enable Parks and Community Services to provide fields for which funds might not otherwise be
available.
The primary purpose of this policy statement is to develop an understanding that the pricing of services
is a conscious procedure that requires continual investigation and review by City.
X. Tournaments
All general rules and reservation procedures as specified in the Field Use and Allocation Policy are
applicable during tournaments. Additional provisions for tournaments are stated in this section.
Tournament applicants must complete an Application and Agreement Request, sign the Athletic Field Use
Rules and Regulations and review the Tournament Orientation Checklist with City staff at least 30 days
prior to the tournament date. The Application and Agreement Request form, Athletic Field Use Rules and
Regulations and Tournament Orientation Checklist are available in the Parks and Community Services
Department. Submission of these forms does not constitute approval. Approval is given according to this
policy, after deposits and fees are paid and when a permit is issued. Tournament applicants must receive
City approval to sell food, use food trucks or use a snack bar and/or barbeque. This approval must be
noted on the use permit prior to use.
Tournaments canceled by the City or due to inclement weather may be rescheduled as availability allows
or may be refunded in full. Tournament permits canceled by the user at least 10 working days prior to the
event will be refunded all but 25%. No refunds will be issued if the tournament is canceled with fewer
than 10 working days' notice.
Game times and field use must follow all policies outlined in the Athletic Field Use and Allocation Policy
and all Athletic Field Use Rules and Regulations.
For Inclement Weather closures during Group 1 or Group 3 organizations' tournaments, playoffs and
other large scale events, please see Inclement Weather Policy under Section XI.
For deposits related to tournaments, please see Fees under Section Vill.
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City reserves the right to have a tournament reviewed by other City departments to minimize the impact
on neighbors, fields, parking, traffic, etc. City also reserves the right to deny a tournament based on field
availability, rest and renovation schedules and staffing levels.
XI. Maintenance Issues
The City requests that individuals and groups refrain or limit their use of heavy traffic areas during
practices, regardless of weather, to assist in providing the best field conditions possible, i.e., goal areas,
pitching areas, etc. Any user failing to comply with this policy, established guidelines and notification to
refrain from use requests for field closures are subject to pay for all damages or costs occurring to the
facility and the termination of field use permit.
a. Rest and Renovation (Exhibit A — Page 18)
An annual rest and renovation program is scheduled at all sites to maintain field sustainability. In addition,
City may close fields one day per month to perform maintenance activities. The City attempts to be flexible
in accommodating user groups but ultimately, the health and safety of the user and the condition and
playability of the fields take priority. This may require the closure of fields or facilities, denial of use of a
field, and/or making alternate sites available for athletic use. The Rest and Renovation period shall be
consistent with the number of days agreed upon by Maintenance Services and Recreation. No
organization/team shall play on fields closed for renovation or repair.
b. Turf Preservation
Cooperation from user groups is needed for the preservation of the turf on City and NMUSD fields by
following these guidelines:
• Field use, especially practices, should be conducted in such a way that the action takes place on
different selections of turf, thus reducing excessive turf damage in one area. Organizations should
rotate use of areas and when possible, stay off fringe or bare areas to limit erosion and further
damage.
• Turf divots should be replaced at end of each day to help re -root grass.
• No tarps or material which may damage the grass may be placed on the turf. Any turf coverings
used must be made of a breathable material.
• Do not use fields during or after a heavy rain, or when fields are wet or muddy (see Inclement
Weather Policy that follows)
• Soccer practices are NOT to be held on the infield area of a softball or baseball diamond.
• Remove all equipment at the conclusion of each day.
• Do not overcrowd fields by scheduling multiple games in areas reserved. Allow distance between
fields for safe passage of spectators and participants.
• Report hazards to the Parks Maintenance Division at 714-327-5123.
• Report immediate emergencies (broken water lines, gushing sprinkler heads, etc.) to the Park
Maintenance Division at 714-327-5123. When calling, be prepared to fully identify yourself, your
location (park/school), and the specific nature of the emergency so that staff can bring the
appropriate repair equipment.
• No vehicles are allowed on City or NMUSD fields or property, other than parking lots, without
written permission noted on the use permit issued by City.
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c. Athletic Field Lining/Marking
• Lining of City or NMUSD fields is prohibited without it being approved by City and noted on field
permit. Line colors must be approved by City.
• Burning lines on the City or NMUSD fields is prohibited.
• Any user failing to comply with established guidelines and notification requests are subject to pay
for all damages occurring to the facility and termination of field use permit.
d. Field and Facility Closures
Fields and facilities may be closed at the discretion of the Parks and Community Services Director and/or
Maintenance Services Manager ortheir designated representatives. Closures are kept to a minimum when
fields and facilities remain in a playable condition. Priority is given to maintenance needs, rest and
renovation periods and sustainability for all fields, for both City and NMUSD fields. The City may close
fields or facilities when the City engages in work involving any of the fields or facilities or when the health
and safety of participants are threatened due to impending conditions, including but not limited to, rain,
muddy conditions, smog alerts, maintenance issues, lightening and earthquakes.
e. Field Modifications
Any permanent modifications or improvements shall become the property of the City of NMUSD.
NMUSD Fields:
Once reviewed by City staff, requests to modify or improve any NMUSD facility will be submitted
for review to the NMUSD. Please see NMUSD Site Modification Request Form (available in the
Parks and Community Services Department). The field modification process will take a minimum
of 6 to 8 weeks. No temporary or permanent structures or equipment shall be erected on City or
NMUSD field or facility unless approved by the City and NMUSD. All projects, once completed,
must be dedicated for public/community use. Submission of a request to modify or improve a site
does not constitute approval. Approval will be given according to City and/or NMUSD policy.
Approval will be provided in the form of a written document and will outline the scope of the
project as approved.
City Fields:
Requests to modify, resize or add multiple -use fields, or make improvements to a City field shall
be submitted with conceptual drawings to the City (Parks and Community Services Department)
and may be reviewed by the Parks Maintenance Division and/or Planning Division, then presented
to the Parks and Recreation Commission for a recommendation to City Council. City Council
decision is final. Users may not modify a field that is being used by more than two
organizations/teams without approval noted on request from each group president or without
provision being made for use of another field(s) through the City. Fields modified for multiple use
will be billed appropriate to use.
f. Inclement Weather Guidelines
City and NMUSD athletic fields have been designed and are maintained for the enjoyment and use of
Costa Mesa residents. The purpose of this section is to guide the use of athletic fields, to prevent injuries
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and damage to the playing surface brought upon by inclement weather and/or unsafe playing conditions.
An effective field maintenance program is essential for safe, quality fields and sport complexes. User
groups are asked to help by accepting and adhering to these rules. Groups who use the athletic facilities
are expected to assist in protecting their participants and fields during periods of rain or inclement
weather.
The City of Costa Mesa reserves the right to cancel or suspend field use permits when field conditions
could result in injury to players or cause damage to the fields. Permits may also be canceled when the
health and safety of participants are threatened due to impending conditions, including but not limited
to, rain, muddy conditions, smog alerts, maintenance issues, lightening and earthquakes.
Procedure:
During inclement weather, the City's maintenance staff will assess the playability of all City -owned
and NMUSD fields to determine if use will occur. The Parks and Community Services Director or
designated representative shall have the authority to close any/all fields within the City of Costa
Mesa.
Criteria for Establishing Field Playability:
The following information is the City's and NMUSD's policy regarding the use of fields in wet
condition. These policies and procedures apply to all sports and activities conducted on a grass
field, turf area, or infield:
Baseball and Softball In fields — Brick Dust
Infield will be deemed unsafe and unplayable when any of the following conditions are
present:
• There is standing water within the base paths.
• Your feet slip as you walk through the infield.
• The depth of your footprint is greater than one inch.
• Any of the above conditions are present within the pitching area.
Soccer, Utility. Baseball and Softball Out Fields —Turf
Outfields and turf areas will be deemed unsafe and unplayable when any of the following
conditions are present:
• There is standing water within the majority of a single playing position (playing
positions will be determined based on the user group).
• Your feet suction to the ground as you walk within the majority of a single playing
position (playing positions will be determined based on the user group).
• Your footprints fill with water in the majority of a single playing position.
• The depth of your footprint is greater than two inches in the majority of a single
playing position.
• Grass can be easily dislodged from the fields during play.
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The following procedures are to be followed regarding the use of fields when there has been rain,
over -watering, or other serious conditions:
• If it has rained within the preceding 24 hours, groups scheduled to use public fields
must call the Mudline at 714-754-5041. The Mudline is designed to relay same -day
information regarding field closures and playability, except in the case of extreme
conditions or scheduled maintenance. The Mudline message will be updated by 3:00
p.m. Monday— Friday any by 7:30 a.m. Saturday and Sunday. City personnel will make
determination of field conditions/closures, and the decisions are not negotiable.
• The City may declare a field subject to "re -inspect." Re -inspect fields should be
evaluated by the user group at practice/game time for playability. The user group
must employ the playability criteria used by City staff and outlined above.
• In the event that the Mudline has not been updated or is unavailable, user groups are
expected to make educated, responsible decisions regarding field condition
playability. The groups should employ the playability criteria used by City staff (as
outlined above) and take into consideration the current and future quality of the turf.
• Groups witnessing misuse of fields by other scheduled or unscheduled users are
advised to contact the Costa Mesa Police Department at 714-754-5252.
Failure to follow these guidelines will result in cancellation of existing permit(s) and/or loss of
rental/allocation privileges and/or a strike against the organization. NOTE: Fields will be inspected by
City staff for misuse during inclement weather.
XII. Appeals Process
An appeal to the Parks and Community Services Director of a Parks and Community Services Director or
staff decision must be submitted in writing with justification within ten (10) working days from the
decision. The decision of the Parks and Community Services Director is final.
XIII. Other Information
a. Snack Bar and Barbeque Use
All organizations using fields or hosting an event utilizing a snack bar and/or barbeque must receive City
approval and have same noted on use permit. Only Groups 1 and 2 will be granted approval for snack bar
use; however, staff has discretion over approval of Groups 3-6 for snack bar use. Portable barbeques
utilizing charcoal briquettes, or a similar type heat source may only be used at those City parks that have
"hot coal" receptacles for disposal of used hot coals. These "hot coal" receptacles are clearly marked and
are normally located near picnic shelters or picnic areas. Portable barbeques using hot coals should only
be used in close proximity to "hot coal" receptacles for ease of disposal.
Personal, portable BBQs utilizing propane or similar type gas canisters for the fuel source are allowed in
all developed, passive areas of all City parks, with the following exceptions:
1. Within one hundred feet (100') of undeveloped or brush areas
2. Within fifty feet (50') of residential properties
3. On or within ten feet (10') of any walkways or travel ways
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4. Within parking lots
5. Within public rights -of -way
6. On or within twenty-five feet (25') of any fields, courts, or other facilities designated and/or
intended for competitive sporting games.
7. Within fifty feet (50') of tot lot/children play areas, except where City -provided BBQs may be
located.
8. Within twenty feet (20') of any tree trunk
9. Within twenty feet (20') of any tree branch/foliage that is less than ten (10') feet from the
ground.
b. Vendors and Concessions
User groups operating concessions are considered first party vendors. A business license is NOT required
for first party vendors; however food sales must meet Orange County Health Department codes and
requirements. Insurance requirements are met as a condition of field use. First party vendors must receive
City approval for concession operations and have permission noted on their field use permit. First party
vendors are highly encouraged to attend a Food Handling class conducted by the City of Costa Mesa twice
per year.
Outside companies (other than the user groups i.e. concessionaires or food truck vendors) are considered
second party vendors and are allowed at tournaments and special occasions only. Second party vendors
are obligated to obtain a City of Costa Mesa business license and are required to furnish a certificate of
Commercial General Liability Insurance with coverage no less than $1,000,000 per occurrence. "Product
Liability" coverage should be included and the City of Costa Mesa must be listed as "Additionally Insured."
All second party vendor food preparations and sales have to meet Orange County Health Department
codes and requirements. Vendor information, business license, and certificate of insurance must be
submitted to the City no later than two weeks prior to the event.
c. Traffic and Parking
User groups must inform their participants and spectators to park in facility parking lots and public parking
areas. If needed, user groups should post directional signs to assist participants and spectators to
appropriate parking areas. When traffic and/or parking are an issue, or during post -season tournament
play, the user group or organization must provide volunteers to direct participants and spectators to
designated parking areas. It is the users' responsibility to alleviate traffic and parking issues. No vehicles
are allowed on City or NMUSD fields or property, other than parking lots, without written permission
noted on the use permit issued by the City.
d. Restrooms at NMUSD Sites
NMUSD will provide restroom access at all school facilities during permitted use at no additional cost to
the organization. No portable toilets are allowed on school property without the written consent from
NMUSD. Please use NMUSD Site Modification Request Form when proposing the use of portable
restrooms. (Form is available in the Parks and Community Services Department.)
e. Banners/Signage/Advertisement
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A separate and specific Banner Policy is available in the Parks and Community Services Department.
Banner Permit Request Forms are also available in the Parks and Community Services Department.
f. Portable Lights
A separate and specific Portable Light Policy is available in the Parks and Community Services Department.
XIV. Field Use Code of Conduct
The City of Costa Mesa places great emphasis and value on being able to provide outdoor field space for
users groups to actively recreate on. The objective is to make sportsmanship and athletics truly part of
the fields use program while ensuring that everyone shows respect for one another at all times. It is
expected that all user groups that utilize field space display positive sportsmanship, encouragement and
respectable conduct. All user groups are required to comply with the following code of conduct. Failure
to comply, as determined by City staff, will result in a strike against a user group.
• All leadership will show true respect for the rules of play, authority of officials and consideration
of not only the opponent, but also with whom contact is made.
• All field users shall behave in a manner that shows good sportsmanship and good citizenship at all
times.
• Any form of obscenity or abuse towards participants, staff, spectators, coaches, and/or officials
will not be tolerated. Any individual using abusive or foul language will be removed from the field.
• All field users will always accept the judgment of the official.
• All field users will respect and protect the property of the City of Costa Mesa and the Newport -
Mesa Unified School District.
• The highest ideal in sportsmanship shall be developed and instruction in the proper skills and rules
pertaining to the game will be done in a respectful fashion.
• All field users are required to maintain self-control and respect when dealing with any official, staff
or fellow user group.
• All groups must abide by and observe all rules and regulations which have been established by the
City of Costa Mesa.
• Animals, Smoking, Vaping and Alcohol are strictly prohibited at all fields.
• All users and representatives from the user groups, including coaches and spectators will treat all
City staff with respect at all times.
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Exhibit A: Sports Season Priority and Rest and Renovation
Jack Hammett Sports Complex
Jan
I Feb
March
Aril
May
June
Jul
AugSet
Oct
Nov
Dec
Spring Sport Priority Use
Rest and Renovation (End of May- Beg. of Aug.)
Fall Sport Priority Use
Rest and
Rest and Renovation (End of
Renovation
Dec. - Mid Feb.)
Tewinkle Sports Complex — Softball
Jan
Feb I March Aril I May June July
Aua Set
Oct I Nov
Dec
Spring Sport Priority Use
Fall Sport Priority Use
Rest and
Softball
Rest and Renovation
Softball
Rest and
Renovation
(Mid Aug. - Mid Sep.)
Renovation (Mid
Dec. - End of Jan.)
Tewinkle Sports Complex — Baseball
Jan
Feb
March
April
May
June
July
Aug
Sept
Oct
Nov
Dec
Spring Sport Priority Use
Fall Sport Priority Use
Rest and
Baseball
Rest and Renovation
Soccer
Rest and
Renovation
(End of Jul. - Mid Sep.)
Renovati
on (End
Dec.- End
Lions Park — Davis Field
Jan
I Feb
March
April
May
June
July
Aug
Sept
Oct
Nov
Dec
Rest and Renovation
(Beg. of Jan. - Beg. of Feb.)
Spring Sport Priority Use
I Baseball
Rest and Renovation
(Beg of Jul. - Mid Aug.)
Fall Sport Priority Use
Soccer
Fairview Development Center
Jan
Feb
March
April
May
June
July
Aug
Sept
Oct
Nov
Dec
Spring Sport Priority Use
Fall Sport Priority Use
Soccer
Rest and Renovation
Soccer
(Bea of Jun. - Mid Jul.
Newport Mesa Unified School Districts
Jan
Feb
March
April
May
June
July
Aug
Sept
Oct
Nov
Dec
Spring Sport Priority Used
Baseball/Softball
Rest and Renovation
1p- 'f - - KAiH A.-
Fall Sport Priority Use
I Football/Soccer
Balearic
Jan
Feb
March
I Aril
I May
June
Jul
AugSet
Oct
Nov
I Dec
Spring Sport Priority Use
Soccer
Rest and Renovation
Fall Sport
Rest and Renovation
(Beg. of Aug: Mid Sep.)
PriorityUse
(Mid Nov. -Mid Dec.)
*The City reserves the right to set aside additional time during the year for turf recovery, improvement and maintenance.
*Schedules are subject to change
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BALLPARK FIELD USE AGREEMENT
THIS AGREEMENT made this day of between the Village of Tequesta
hereinafter referred to as "the Village", and hereinafter referred
to as the "User".
RECITALS
1. The User has requested that the Village allow it to use certain athletic facilities and
equipment owned by the Village; and
2. The Village is willing to allow use of certain athletic facilities and equipment under the
specific conditions set forth herein:
NOW THEREFORE, in consideration of the payment of the fees as set forth, the parties agree as
follows:
SECTION I
A. The facilities and equipment to be used is the Village's baseball field located at Tequsta
Park consisting of a baseball fields, Tennis courts, Pickleball courts, Basketball courts,
Concession stand and restroom. The following facilities and/or equipment shall be used:
(Check those which are applicable).
1. Concession Stand
2. Baseball Fields
3. Basketball
4. Tennis courts
5. Bases
6. Other
SECTION II
B. The User shall be responsible for keeping the facilities in a clean condition, which includes
picking up trash, and cleaning and maintaining the restrooms during and immediately after
the use of the facilities and restoring the facilities to their conditions prior to use.
C. The User shall hire its own score keepers and umpires.
D. The User shall be responsible for spectator supervision and shall ensure that no glass
containers are carried into any lease facility or onto the lease premises.
E. The User shall be responsible for collecting any applicable fees from spectator and teams
providing programs if any.
F. The User will inspect the facilities prior to signing this Agreement and by signing this
Agreement agrees to accept the same in their present condition.
G. The User will comply with any and all Ordinances and rules and regulations of the Village
affecting the use of this facility. It is the responsibility of the user to inform themselves of any
such Ordinances and rules and regulations. Page 48 of 208
Agenda Item #1.
SECTION III
Fees for the use of the facilities shall be as follows:
A. Children's leagues (under 18)- that is deemed local by the Village Parks and Recreation
Department, will be no charge for the use of the fields.
B. Non-league users-$ per four hour period (two teams) for the use of the facilities.
Reservations must be made 7 working days prior to the game. The damage and reservation
deposit shall be returned upon the conditions set forth herein.
SECTION IV
The Village does not make available to the User, hand tools and chalker's (lining of the field shall be
taken care of by the User) for field maintenance. Facilities are "as -is". The User shall be responsible
for all damages done to any equipment or facilities used or lost, destroyed or damaged.
SECTION V
All equipment belonging to the User must be removed from the facilities at the end of the event.
SECTION VI
The User shall indemnify and hold harmless the Village against any and all expense liabilities and
claims of every kind by and on behalf of any person or entity arising out of the conduct or action of
the User, its employees, agents or participants in any event sponsored by the User.
Page 49 of 208
Agenda Item #1.
SECTION VII
A. All leagues using the facilities shall acquire and at all times during the terms of this
Agreement, maintain a policy of liability insurance approved by the Village Attorney
endorsing the Village a named insured and providing the requested minimum risk
protection:
B. In the event that the State of Florida Sovereign Immunity Act shall be amended increasing
the liability limitations applicable to municipalities during the term or extension hereof, the
league shall increase said amounts to comply with such minimum standards.
C. In no event shall the signing of this agreement constitute a waiver of the liability limitations as
set forth in the Florida Sovereign Immunity Act.
SECTION VIII
If the User fails to abide by the requirements as set forth herein or if the User fails to notify the
Village of cancellation of the event at least seven (7) days prior to the event the User shall forfeit the
fees and deposits. Any deposit will be returned in full or in part within seven
(7) working days of the conclusion of the event if the facilities and equipment are returned as herein
agreed. In the event of a partial refund of the damage deposit, the Village shall provide the User
with a list of cost of cleanup and/or repair to any facilities and /or equipment.
ASSURANCE STATEMENT In signing, it is agreed to hold harmless the Village of Tequesta, its
agents and employees against all expense, liabilities and claims of every kind by and on behalf of
any person or entity arising out of the conduct or action of the User, its employees, agents or the
participants in any event sponsored by the User.
Signature Date
This is to certify that the ballpark area and facilities have been inspected that they are clean and that
the equipment to be used is in good condition prior to use.
User
This is to certify that the ballpark area and facilities have been cleaned to my satisfaction.
Village Employee
This is to certify that all equipment used has been returned and is in good condition.
Village Employee
Page 50 of 208
Agenda Item #1.
Page 51 of 208
Agenda Item #1.
Proposal
19085 SE Southgate Drive FL 33469
561-262-9123
Date 12/22 /2021
Invoice # Account #
Billing Address: Site Address
Mr. Greg Corbit Tequesta Park
Village of Tequesta Park& Rec
Tequesta, Fl. 33469
Month of Service:
DESCRIPTION OF SERVICE
AMOUNT
Acrify and Verticutt front Field, mow and clean u
Aerify and Verticutt 2 T-Ball Fields, mow and clean up.
Pull back Lips on infields on 2 T-Ball Fields. Pull out Dirt and replace with Turf
For proper Height.
Add new lines and move Heads around for proper coverage for Irrigation on 2 back
T-Ball Fields.
Add new Clay to 2 T- Ball fields, Laser and add Clay on both T-Ball Warning
Tracks.
TOTAL
If you have any questions, feel free to call me.
And thank you for the business.
Craig Sheehan
$29,500
Page 52 of 208
Agenda Item #1.
From:
Doug Chambers
To:
Jeremy Allen
Subject:
RE: PBC Athletic Fields - Priority of Use Policy
Date:
Wednesday, November 16, 2022 11:37:35 AM
Attachments:
imaae007.Dna
Jeremy
The dugouts on the Main Field should be removed.
• Not ADA Accessible
• Built without drainage — Safety Concern if they fill with water.
• Permit for Demolition and Removal of reinforced concrete
• Fill and grade
• Form and Pour Concrete PADs
• Install and Secure Sitting Benches
• Sun Shades
Considerations when Upgrading Baseball Fields.
Maintenance Costs will increase
In 2016 we received bids as high as 97k for annual maintenance
Contract was awarded to low bidder- Sheehan Turf 30k
Re-Bid:January 15, 2020.
The following bids were received:
• Sheehan Turf Care Incorporated $30,000 Annually (*Low Bidder Awarded
Contract)
• STO Landscape Services Incorporated $63,207.00 Annually
Doug Chambers
Director
Department of Public Works
Phone:561.768.0483 C:561.945.1389
Email: dcham bers@teauesta.ora
Village of Tequesta
136 Bridge Road Tequesta, Florida 33469
www.tequesta.org
Page 53 of 208
Agenda Item #1.
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