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HomeMy WebLinkAbout08 - Field / Park Ambassador Program (Park Patrol)(Item 8) October 1, 2002 COMMUNITY SERVICES DEPARTMENT Recreation - Seniors • To: Parks, Beaches and Recreation Commission From: Andrea McGuire, Recreation Superintendent Re: Field /Park Ambassador Program RECOMMENDATION A. Direct staff to proceed to meet with Youth Sports Groups to confirm their support for funding for the program and /or B. Direct staff to Amend City Council Policy 1 -25 — Public Use of City Facilities to clearly state that sports groups with reservations or field permits have priority. and /or C. Direct staff to table project until the FY 2003/04 budget submission. BACKGROUND At last month's Commission meeting, staff was directed to invite Captain Paul Henisey of the Newport Beach Police Department and to speak to the City Manager regarding possible City Council support of this project. Both Captain Henisey and a representative from the City Managers office plan to attend. Staff scaled the project down to be funded from March through November, which will reduce the cost of the program by approximately $8,000. . Revised Salary and Cost estimate 50 hours per week x 38 weeks per year = 1,900 hours Ambassador will be on duty weekdays until 10pm. Total hours works would be divided among 3 -4 part-time workers. Salary step detail: Comparable Step 1 Step 2 Step 3 Step 4 Step 5 Cost for title yr Newport Harbor Baseball 713 yr Pony Baseball hourly yr Pacific Coast GFP 2,080 yr Newport Beach Little League 3,106 only Recreation 10.99 11.54 12.11 12.71 13.34 23,009 Specialist Part-time benefits are approximately $1,200 Salary calculations: Average hourly $12.11x50 /hr /wk x 38weeks = $23,009 Benefits = 1,204 Total Cost $24,213 Based on the attached chart which breaks down Youth Sports Groups percentage of overall field usage, the following costs could be passed along to the Youth Sports Groups as they are the heaviest users. •Jr. All American Football - $ 226 yr AYSO Region 57 4693 yr AYSO Region 97 620 yr Newport Harbor Baseball 713 yr Pony Baseball 669 yr Pacific Coast GFP 2,080 yr Newport Beach Little League 3,106 yr Field /Park Ambassador Program Page 2 These fees to the Youth Sports Groups would fund half the program, with the other half funded by an $8 per hour raise in fees for facility and picnic rentals. Picnic rental fees would be raised from $14 /hr to $22 /hr; ballfields from $17 /hr to 25 /hr (non - profit rate). All other rates would be changed by the same amount. Staff has also ordered signs for the fields that say: Groups with reservations have priority use of this field. Attachments: 1. Field Allocation Percentage Chart 2. City Council Policy 1 -25 3. Field Allocation & Use Procedure 4. 2002 Fall Field Use Schedule 5. Field /Park Ambassador Report September 3, 2002 6. Field /Park Ambassador Report August 16, 2002 7. Field /Park Ambassador Report September, July 22, 2002 • • 0 N a a N 0 O a L 0 0 a �N m U) a a c 0 A U O Q LL s c 0 C d O 0 O C a 8 d S °e `o � T xa d a T H E a � vo c �+ N D L d W � O yy Oi �p 3 m a y v m v'o d 2 o ii 0 y O � C O a d � v £ o 0 v E m � a w a d Of y �^ L N N � Aa v a m � y5 W E m 0 o a 1 -25 PUBLIC USE OF CITY FACILITIES PURPOSE City facilities, which include parks, playing fields, gymnasiums, community rooms and swimming pools, are available to the public for civic, social, educational, athletic and cultural activities. It is the intent of this Policy to provide use regulations and application and scheduling procedures to accommodate all groups that wish to use City facilities. PROCEDURE A. Applications to use the City facilities must be made on forms provided by the Community Services Department. Applicants must provide all information as may be required by the Department to assure compliance with the requirements and regulations of this Policy. B. Applicants will be required to pay a security deposit in an amount that will promote use of the Community Services facilities in an orderly manner without damage to the facilities. Security deposit will be refunded upon inspection of facilities and confirmation that no property damage has occurred. C. Applicants will be required to acknowledge that neither the City nor the Community Services Department assumes any liability for injury or loss of personal property. Prior to the use of the facility, the application must have approval of the Community Services Director /City Librarian or designated representative. D. Approval or denial of an application will be provided within five working days of receipt of a completed application. E. Reservations for use of Community Services facilities may be made up to six months in advance, but no later than five working days before the event. Any organization using City facilities on an ongoing basis shall notify the Community Services Department when there is a change of officers or of organizational policy. F. The City of Newport Beach is not liable for any and all accidental injury to any and all persons or loss or damage to group or individual property. When it is deemed to be in the best interest of the general public, the City of Newport Beach will require the permittee to furnish a Certificate of Insurance naming the City of Newport Beach as an additional insured. The amount of the insurance shall not be less than $1,000,000 per occurrence of commercial general liability insurance. G. A contract shall not be transferred, assigned or sublet. All contracts will be issued for specific facilities and for specific hours, and the premises must be vacated as scheduled. H. The application must be completed and signed by one of the adults who will attend and supervise the entire event or activities. REGULATIONS AND RESTRICTIONS All uses of Community Services facilities will be subject to the following regulations and restrictions: A. Alcoholic beverages are prohibited and shall not be permitted in or on any municipal facilities operated by the Community Services Department, except beer and wine may be served for special occasions at the OASIS Senior Center multi - purpose room when done in compliance with State Alcohol Beverage Control regulations and approved in writing by the Community Services Director. Approval to serve beer and wine at the OASIS Senior Center shall not be deemed to approve service of alcohol in violation of Section 25604 of the Business and Professions Code. The Community Services Director will require the permittee to pay City costs to provide additional security. • B. Smoking is prohibited in all City facilities including restrooms. C. For all indoor facility rentals involving young people, 18 years and under, there shall be at least one adult for every 20 minors, or increments thereof, in attendance, who shall remain in the facility for the duration of the activity. D. No group's activities shall interfere with the administration of the Community Services Department. PUBLIC USE OF CITY FACILITIES Pa e 2 E. Non - profit 501 (c) (3) groups may use the facility for fundraising activities and charge entrance fees and collect donations provided that a detailed plan of the event, including the expenses, marketing plan and procedure for collecting fees, is submitted with the rental application. The group treasurer will be required to submit a financial report following any such activity. F. Facilities and equipment are to be left in the same condition as they were prior to the rental. The permittee is responsible to pay for any damage to property or loss of property. A fee equal to total replacement cost will be charged. It shall be the responsibility of the permittee to see that unauthorized portions of the facility are not used. Continued or repeated use of City facilities will be contingent upon care of the facility, property and equipment, and observance of all approved rules and regulations. G. No gambling of any kind shall be conducted on, or in, City facilities, and the permittee shall insure that no disorderly or illegal conduct shall be allowed in any facility. H. The use of public address equipment will be limited to that provided by the facility, unless written approval has been secured by the Community Services Department through a Special Event Permit. I. Private groups wishing to collect fees, donations or admission charges will be considered commercial users. J. The capacity of City facilities shall not be exceeded. K. Storage space will not be granted to any ongoing activity or uses. L. Facilities are not available for reservations on the following holidays: Christmas Eve, Christmas Day, Easter, President's Day, Independence Day, Labor Day, Memorial Day, New Year's Eve, New Year's Day, Thanksgiving and Veteran's Day. M. ALI persons using the facilities shall observe and obey regulations of this policy, the rules of the Community Services Department and all applicable City, State and Federal laws, rules and regulations. FEE CLASSIFICATIONS - PRIORITIES OF USE Permission for use of City facilities shall be granted on a first come first served basis, subject to the following priorities: A. All official Community Services Department initiated and /or conducted activities, including those of the Friends of OASIS at the OASIS Senior Center. B. ALI official City of Newport Beach activities. C. ALI official City co- sponsored groups and /or activities such as community groups and activities which are non - profit, self governing, privately organized and of an educational nature which may be brought under the sponsorship of the Community Services Department. D. Official public agency sponsored programs and activities not included in A, B, and C above. E. Recreational, social or civic activities of groups which are resident promoted and sponsored by local non - profit" organizations which are open to the public and have 50% or more of memberships consisting of Newport Beach residents. F. Recreational or social activities of private Newport Beach residents which are not open to the public. G. Recreational, social or civic activities and /or groups which are non - resident promoted and sponsored by non - profit organizations which are open to the public, but not qualifying under D above. H. Schools, colleges, hospitals and other similar civic groups not qualifying under the definition of non - profit. I. Others. PUBLIC USE OF CITY FACILITIES Page 3 FEES, DEPOSITS AND CANCELLATION PROCEDURES • Fees may be charged for the use of City facilities and shall be established and periodically adjusted by the Parks, Beaches and Recreation Commission and approved by the City Council. Fees are imposed to cover overhead, processing, deposits, maintenance and replacement costs for application and scheduling and maintenance of the facilities. A. A security deposit will be required for all room rentals. All or a portion of the deposit may be retained by the Community Services Department after inspection of the facility by the Community Services Director or a designated representative and a determination that the facility has not been left clean and /or in good repair. B. A separate additional cleaning fee will be charged for rental of the OASIS Senior Center multi - purpose room. C. No fee or deposit shall be charged for use of City facilities by the City of Newport Beach, the Friends of OASIS when utilizing the OASIS Senior Center, or events co- sponsored by the City of Newport Beach or its departments, with the exception of set -up charges and fees for lighting usage. D. Cancellations for any facility other than the OASIS Senior Center multi - purpose room may occur seventy -two hours prior to the scheduled use of facilities without forfeiting fees collected by the City, with exception of a City service refund processing fee. Cancellations with less than seventy -two hours notice will be charged a cancellation fee established by resolution of the City Council. In the event of cancellation by the City, notice will be given as far in advance of the scheduled use as possible. E. Cancellation of rentals by users for the OASIS Senior Center multi - purpose room that occur less than thirty days prior to the scheduled use of the facility will be charged 25% of the rental fee. Cancellations with less than seventy -two hours notice will be charged the entire rental fee. . • Non - profit status is defined as an organization that is so defined by the Internal Revenue Service, § 501(c) (3) and has a State of California Tax Identification Number. Adopted - May 26, 1998 Amended - May 8, 2001 Amended - April 23, 2002 • 1 -25 PUBLIC USE OF CITY FACILITIES • PURPOSE City facilities, which include parks, playing fields, gymnasiums, community rooms and swimming pools, are available to the public for civic, social, educational, athletic and cultural activities. It is the intent of this Policy to provide use regulations and application and scheduling procedures to accommodate all groups that wish to use City facilities. PROCEDURE A. Applications to use the City facilities must be made on forms provided by the Community Services Department. Applicants must provide all information as may be required by the Department to assure compliance with the requirements and regulations of this Policy. B. Applicants will be required to pay a security deposit in an amount that will promote use of the Community Services facilities in an orderly manner without damage to the facilities. Security deposit will be refunded upon inspection of facilities and confirmation that no property damage has occurred. C. Applicants will be required to acknowledge that neither the City nor the Community Services Department assumes any liability for injury or loss of personal property. Prior to the use of the facility, the application must have approval of the Community Services Director /City Librarian or designated representative. D. Approval or denial of an application will be provided within five working days of receipt of a completed application. E. Reservations for use of Community Services facilities may be made up to six months in advance, but no later than five working days before the event. Any organization using City facilities on an ongoing basis shall notify the Community Services Department when there is a change of officers or of organizational policy. F. The City of Newport Beach is not liable for any and all accidental injury to any and all persons or loss or damage to group or individual property. When it is deemed to be in the best interest of the general public, the City of Newport Beach will require the permittee to furnish a Certificate of Insurance naming the City of Newport Beach as an additional insured. The amount of the insurance shall not be less than $1,000,000 per occurrence of commercial general liability insurance. G. A contract shall not be transferred, assigned or sublet. All contracts will be issued for specific facilities and for specific hours, and the premises must be vacated as scheduled. H. The application must be completed and signed by one of the adults who will attend and supervise the entire event or activities. REGULATIONS AND RESTRICTIONS All uses of Community Services facilities will be subject to the following regulations and restrictions: A. Alcoholic beverages are prohibited and shall not be permitted in or on any municipal facilities operated by the Community Services Department, except beer and wine may be served for special occasions at the OASIS Senior Center multi - purpose room when done in compliance with State Alcohol Beverage Control regulations and approved in writing by the Community Services Director. Approval to serve beer and wine at the OASIS Senior Center shall not be deemed to approve service of alcohol in violation of Section 25604 of the Business and Professions Code. The Community Services Director will require the permittee to pay City costs to provide additional security. B. Smoking is prohibited in all City facilities including restrooms. C. For all indoor facility rentals involving young people, 18 years and under, there shall be at least one adult for every 20 minors, or increments thereof, in attendance, who shall remain in the facility for the duration of the activity. D. No group's activities shalt interfere with the administration of the Community Services Department. PUBLIC USE OF CITY FACILITIES Pape 2 E. Non - profit 501 (c) (3) groups may use the facility for fundraising activities and charge • entrance fees and collect donations provided that a detailed plan of the event, including the expenses, marketing plan and procedure for collecting fees, is submitted with the rental application. The group treasurer will be required to submit a financial report following any such activity. F. Facilities and equipment are to be left in the same condition as they were prior to the rental. The permittee is responsible to pay for any damage to property or loss of property. A fee equal to total replacement cost will be charged. It shall be the responsibility of the permittee to see that unauthorized portions of the facility are not used. Continued or repeated use of City facilities will be contingent upon care of the facility, property and equipment, and observance of all approved rules and regulations. G. No gambling of any kind shall be conducted on, or in, City facilities, and the permittee shall insure that no disorderly or illegal conduct shall be allowed in any facility. H. The use of public address equipment will be limited to that provided by the facility, unless written approval has been secured by the Community Services Department through a Special Event Permit. I. Private groups wishing to collect fees, donations or admission charges will be considered commercial users. J. The capacity of City facilities shall not be exceeded. K. Storage space will not be granted to any ongoing activity or uses. L. Facilities are not available for reservations on the following holidays: Christmas Eve, Christmas Day, Easter, President's Day, Independence Day, Labor Day, Memorial Day, New Year's Eve, New Year's Day, Thanksgiving and Veteran's Day. M. All persons using the facilities shall observe and obey regulations of this policy, the rules of the Community Services Department and all applicable City, State and Federal laws, rules and regulations. FEE CLASSIFICATIONS - PRIORITIES OF USE Permission for use of City facilities shall be granted on a first come first served basis, subject to the following priorities: A. All official Community Services Department initiated and /or conducted activities, including those of the Friends of OASIS at the OASIS Senior Center. B. All official City of Newport Beach activities. C. All official City co- sponsored groups and /or activities such as community groups and activities which are non - profit, self governing, privately organized and of an educational nature which may be brought under the sponsorship of the Community Services Department. D. Official public agency sponsored programs and activities not included in A, B, and C above. E. Recreational, social or civic activities of groups which are resident promoted and sponsored by local non - profit" organizations which are open to the public and have 50% or more of memberships consisting of Newport Beach residents. F. Recreational or social activities of private Newport Beach residents which are not open to the public. G. Recreational, social or civic activities and /or groups which are non - resident promoted and sponsored by non - profit organizations which are open to the public, but not qualifying under D above. H. Schools, colleges, hospitals and other similar civic groups not qualifying under the definition of non - profit. I. Others. • PUBLIC USE OF CITY FACILITIES Pap ge 3 FEES, DEPOSITS AND CANCELLATION PROCEDURES • Fees may be charged for the use of City facilities and shall be established and periodically adjusted by the Parks, Beaches and Recreation Commission and approved by the City Council. Fees are imposed to cover overhead, processing, deposits, maintenance and replacement costs for application and scheduling and maintenance of the facilities. A. A security deposit will be required for all room rentals. All or a portion of the deposit may be retained by the Community Services Department after inspection of the facility by the Community Services Director or a designated representative and a determination that the facility has not been left clean and /or in good repair. B. A separate additional cleaning fee will be charged for rental of the OASIS Senior Center multi - purpose room. C. No fee or deposit shall be charged for use of City facilities by the City of Newport Beach, the Friends of OASIS when utilizing the OASIS Senior Center, or events co- sponsored by the City of Newport Beach or its departments, with the exception of set -up charges and fees for lighting usage. D. Cancellations for any facility other than the OASIS Senior Center multi - purpose room may occur seventy -two hours prior to the scheduled use of facilities without forfeiting fees collected by the City, with exception of a City service refund processing fee. Cancellations with less than seventy -two hours notice will be charged a cancellation fee established by resolution of the City Council. In the event of cancellation by the City, notice will be given as far in advance of the scheduled use as possible. E. Cancellation of rentals by users for the OASIS Senior Center multi- purpose room that occur less than thirty days prior to the scheduled use of the facility will be charged 25% of the rental fee. Cancellations with less than seventy -two hours notice will be charged the entire rental fee. . ' Non - profit status is defined as an organization that is so defined by the Internal Revenue Service, S 501(c) (3) and has a State of California Tax Identification Number. Adopted - May 26, 1998 Amended - May 8, 2001 Amended - April 23, 2002 11 FIELD ALLOCATION AND USE PROCEDURE July 2, 2002 This document sets forth the procedure for the City of Newport Beach (City) to facilitate the • allocation of all available fields or gymnasiums under its ownership and /or allocation control. It is necessary to formulate this procedure for the following reasons: 1. User groups need a procedure to secure fields or gymnasiums for the planning of games, practices, and /or events. 2. The demand for field or gymnasium usage exceeds the ability to permit unlimited and /or unscheduled use by all participants. 3. Maintenance and renovation must be scheduled and implemented to maintain the community's high standards of aesthetics and sustain the playability of the City's facilities. PROCEDURE It is the intent of the City of Newport Beach Community Services Department to allocate field or gymnasium use to requesting and qualified organizations on the basis of fairness and impartiality in concurrence with the seasonal priorities mentioned in definitions section. The resulting surplus of field time shall be allocated at the discretion of the City of Newport Beach Community Services staff, based on the priorities. DEFINITIONS This section defines the terms used throughout this procedure. 1. City: For the purpose of this document, the City of Newport Beach and /or Community Services Department will be referred to as the "City." • 2. Participant: Participant(s) shalt include only those players who are fully registered with the user organization. Non - players such as coaches, officials, and staff shall not be considered participants. For the purposes of field allocation, each organization must present actual enrollment data from their previous season indicating names, addresses, phone numbers, and birth dates of all participants. Upon receipt, City staff will count the number of the City residents within each organization. 3. Organization: Organization(s) shall include only those user groups listed in User Group - Clossificotions and that have completed required documentation with the City. An organizational representative of each of those in Group C is invited to the Youth Sports Commission meetings held semi - annually for field allocation review. 4. Season: For the purposes of this procedure, the seasons are established as follows: Seasons Fall Spring Pre - season /Tryouts August 15- September 1 February 1 - 28 In- Season Opening Date September 1 March 1 In- season Closing Date December 15 June 30 Post - season /All Stars As available As Available Sport "In Season" Football /Soccer Baseball /Softball 5. Priority User: An organization whose sport has been classified as "In Season" will be given first priority access to facilities during their designated season. 6. Secondary User: An organization who's sport has been classified as not "In Season" will be given second priority access to facilities during their non - season. A secondary user may only reserve a field after all reasonable priority user requests have been processed. 7. Priority: Field assignments are based on the following priorities: A. Maintaining fields /facilities B. Providing fields /facilities for organized game use. C. Providing Fields /facilities for the use of "practices" wilt be allocated only after all maintenance and game requests have been processed. FIELD ALLOCATION AND USE PROCEDURE Page 2 USER GROUP - CLASSIFICATIONS • Facility Use Permits will be approved on the basis of priority as follows: 1. All official Community Services Department initiated and /or conducted activities, including those of the Friends of OASIS at the OASIS Senior Center. 2. All official City of Newport Beach activities. 3. All official City co- sponsored groups (with current required documents) and /or activities such as community groups and activities that are non - profit, self - governing, privately organized and of an educational nature which may be brought under the sponsorship of the Community Services Department. In Season groups will have first priority and sports not in season will be considered secondary users. 4. Official public agency sponsored programs and activities not included in A, B, and C above. 5. Recreational, social or civic activities of groups which are resident promoted and sponsored by local non - profit* organizations which are open to the public and have 50% or more of memberships consisting of Newport Beach residents. 6. Recreational or social activities of private Newport Beach residents, which are not open to the public. 7. Recreational, social or civic activities and /or groups which are non - resident promoted and sponsored by non - profit organizations which are open to the public, but not qualifying under D above. 8. Schools, colleges, hospitals and other similar civic groups not qualifying under the definition of non - profit. 9. Others. •In order to qualify for resident classifications, organizations must submit rosters of their most current membership, with resident verifications. APPLICATION Each organization is required to submit field requests from October 1 through November 30 for the following spring field use, and from March 1 through May 31 for the following Fall field use. Any organizations missing these deadlines will have access to any remaining fields on an "as available" basis only. Each league must present enrollment data from their previous season indicating names, addresses, phone numbers, and birth dates of all participants, with their application. The number of the City residents within each organization enrollment must be determined and confirmed by the City prior to the field allocation meeting. City staff will review the applications, allocate fields equitably, and encourage optimum cooperation between all user groups. Field allocations will be reviewed and discussed at semi- annual Youth Sports Commission meetings. Any appeals to decisions or allocations can be made to the Parks, Beaches and Recreation commission within 10 days of the Youth Sports Commission meeting. NOTICE OF NON -USE OF FIELDS Any user organization that has been allocated space and does not intend to use it on a regular basis must notify the City so that the field may be re- allocated or otherwise used. Failure to do so can 40 result in forfeiture of all fields for the remainder of the season. FIELD ALLOCATION AND USE PROCEDURE Page 3 NOTICE OF EXCHANGE OF FIELDS An organization cannot forfeit or exchange its allocation or any part thereof, with another organization without written approval of the City. Any such modification desired must be filed with the City and verified in writing by at[ parties wishing to exchange allocation. ATHLETIC FIELD LINING /MARKING 1. Lining of City fields with chalk or paint is not permitted without written permission granted by the City. 2. Burning lines on any City of Newport Beach parks and /or fields is not permitted. 3. Any user failing to comply with these guidelines are subject to the following: A. Payment for all damages occurring to the facility B. Termination of any /all field use permit(s) for one year RULES AND REGULATIONS OF FIELD USE 1. User groups must designate a representative, an adult 18 or older, to be present during any /all of their practice and /or game time(s) at each City field /facility used. 2. Games and practices can begin no earlier than 3pm on weekdays, and 8am on weekends. No games and /or practices may be scheduled on holidays without prior approval from the Community Services Director, or their designee. 3. Games and practices can end no later than 9:45pm weekdays, and dusk on weekends, except through special request to Parks, Beaches and Recreation Commission. 4. Weekend use, on a regular basis, may be subject to limited hours at the discretion of the City. • 5. Organizations/ groups utilizing lighted facilities are responsible for ensuring the proper use of lights. The City reserves the right to bill user groups for hourly energy costs incurred during hours that lights are left on and the fields are not being used. 6. Use of portable lights is prohibited. 7. Use of metal cleats is prohibited. 8. Alcoholic beverages are prohibited at all City parks and facilities, except Oasis Senior Center. 9. No artificial noisemakers, i.e., horns, rattles, bells, whistles, etc. are permitted. Officials or coaches, as a necessary part of the activity, may employ such devices upon consultation with the City. 10. At the conclusion of games, practices, and activities, organizations must leave the park /facility quickly, quietly, clean, and clear of debris. Failure to do so will result in a maintenance - cleaning fee being assessed to the group. 11. All groups that are classified as Group C - E user groups must have at least 50% of their City residents participate actively on a weekly basis. When a team is playing against a team from another jurisdiction, this rule shall apply to only the "host" team representing the qualified organization. Roster changes that affect compliance with residency requirements must be reported to the City within one week of occurrence. Failure to do so will result in forfeiture of all fields and /or facilities. 12. Organizations or teams must provide required insurance documents to City prior to allocation of fields/ gymnasiums. TRAFFIC AND PARKING 1. The user group must assure that participants and spectators utilize off - street public parking areas, when available. If parking conditions warrant, e.g., during pre -, post -, and regular season or tournament play, the user group will provide, at their cost, at least one safety officer to direct participants and spectators to designated parking areas. The City, at its sole discretion, may require additional parking mitigation on an event -by -event basis. FIELD ALLOCATION AND USE PROCEDURE Page 4 2. Driving, operating, or parking any motor vehicle within the City parks and /or facilities is prohibited, except in areas specifically designated as parking areas unless prior written permission is obtained from the City. In case of medical emergencies, only emergency vehicles will be allowed on the park for rescue purposes. PUBLIC ADDRESS SYSTEM USE 1. Sound amplification equipment may be allowed in City parks only with a Special Event Permit. An approved City permit is required prior to use of any sound amplification equipment. Permits may be applied for in the Community Services Department. A minimum of 15 working days is required for consideration of approval. 2. Only persons 18 years and older will be allowed to operate any public address system. 3. All public address system use for athletic events must pertain to the game being played. Special announcements should be kept to a minimum. "Play -by- play" announcing is prohibited. MAINTENANCE 1. The City will maintain parks, facilities, and fields for public use and will install permanent equipment such as pitching rubbers, base anchors. 2. The Users will provide all maintenance such as field preparation, lining of the fields, setting of bases. 3. The Users will provide an annual Facility Improvement Plan to repair, improve or renovate those fields or gymnasiums used during their seasons. 4. User groups/ organizations maintenance responsibilities shall include: • A. User groups/ organizations are responsible for all maintenance such as lightweight field preparation, setting of temporary bases or goals. B. Motorized vehicles are not permitted in the City facilities for the preparation of athletic fields or other activities unless prior written permission is obtained from the City. C. Each user group is responsible for the facility being free of trash or debris caused by their group's usage, including checking restrooms and parking areas. D. User groups are required to report any and all damage or acts of vandalism to the City immediately. E. The removal of bases or use of base plugs requires prior departmental approval. MODIFICATIONS Any request to modify or improve any City facility shall be submitted for review by the City for consideration. No permanent structures or equipment shall be erected on City facilities unless approved by the City and dedicated for community use. STORAGE AND /OR CONCESSIONS 1. Storage units may be placed with written permission only and are the responsibility of the User group. Storage units must be in good condition at all times and any vandalism or breakage must be repaired immediately. Group must maintain the storage facility in a clean manner at all times. 2. The City assumes no liability or responsibility for any equipment or storage units kept in the storage areas. 3. User groups must provide keys to City staff for all storage units, locked closets and fenced areas. 4. No equipment may be left out on fields or outside bins unless approved by the City. 5. Organizations are required to provide an inventory of all items stored in said containers. Any /all flammable and /or toxic substances are strictly prohibited in storage containers. FIELD ALLOCATION AND USE PROCEDURE Page 5 6. Any user failing to comply with these guidelines are subject to the following: • A. Payment for all damages occurring to the facility B. Termination of any /all field use permit(s) for one year BANNERS Separate regulations governing the display of temporary advertising banners in the City parks are available at the City (see City Council Policy 1 -26). Any group wishing to display banners on City facilities should request a copy of those regulations prior to arranging for any banners. OTHER Organizations/ Leagues anticipating a split to form a new organization/ league, or individuals planning to organize a new sports program must apply to the City six months prior to the estimated starting date. The application will provide the time necessary to study the impact of the new program on existing facilities and evaluate the request. Once approved for co- sponsorship status, the City makes no guarantee of space if all space has been previously reserved. POLICY This procedure is consistent with Council Policy 1 -25 that takes precedence if there is any conflict discovered. • 9 0 • • COMMUNITY SERVICES DEPARTMENT ARTS & CULTURAL - LIBRARY - RECREATION - SENIORS TO: Youth Sports Commissioners FROM: Sean Levin, Recreation Manager Scott Williamson, Recreation Coordinator DATE: August 7, 2002 SUBJECT: 2002 FALL FIELD USE SCHEDULE Enclosed please find copies of the current 2002 fall field schedule. Please check your group's field allocation and notify the City of any problems or changes. Also enclosed please find a new set of mud line cards, noting the new phone number for the mud line: (949) 644 -3211 ext. 1758. If your group needs any field light key cards for Arroyo and Lincoln, please call Scott Williamson at (949) 644 -3163 to arrange checkout of the key cards. I would like to thank each of you for your timely submission of paperwork. If you have not submitted all required paperwork the deadline for doing so to retain your organizations co- sponsorship status is August 31ST, 2002. Please call me if you have any concerns regarding paperwork. Thank you for your cooperation and have a successful 2002 fall season. Cc: Andrea McGuire, Recreation Superintendent Parks, Beaches and Recreation Commission (Item 7) September 3, 2002 RECREATION Et SENIOR SERVICES DEPARTMENT • To: Parks, Beaches and Recreation Commission From: Recreation Activities Committee Andrea McGuire, Recreation Superintendent Re: Fietd /Park Ambassador Program RECOMMENDATION A. Direct Staff to proceed to finalize report, and forward to City Council for approval of funding request. or B. Direct staff to further investigate a seasonal ambassador for months of March through October. or C. Direct staff to table this project until FY 2003/04 budget submission. BACKGROUND The Recreation Activities Committee met twice to discuss the proposal. Members of the Youth Sports groups were notified regarding both meetings and representatives from Newport Harbor Baseball, Pacific Coast Girls Fastpitch and AYSO Region 97 attended. isThe Committee moved that the report with their recommendation be forward to the Commission for consideration. This project is intended to be completely self- funding by increasing reservation fees and assessing Youth Sports Groups. Attachments 1. field /Park Ambassador Report - August 16, 2002 2. Field /Park Ambassador Report - duly 22, 2002 • August 16, 2002 Recreation Activities Committee To: Recreation Activities Committee • Parks, Beaches and Recreation Commission From: Andrea McGuire, Recreation Superintendent Re: Field /Park Ambassador Program Costs RECOMMENDATION Forward to Commission for consideration BACKGROUND The Recreation Division has a responsibility to provide field space, picnic areas and park space for youth groups, citizen groups and local companies. There are several challenges to a "reservation" system: 1. Fields are designated to youth sports groups during certain hours. There are organized groups who roam cities looking for empty fields to play baseball, soccer and /or rugby. Youth groups with priority often end up having to ask these players to leave the field. 2. During rainy periods fields are closed for play, however many groups continue to play thereby causing damage to the fields. 3. During maintenance periods, fields must be unused, however many groups and /or individuals ignore these warnings and play on fields damaging the work that has been done. 4. Park users often use bounce houses or party set -ups without permits, thus increasing the risk to the City. 5. Permit holders sometime abuse their reservation, claiming exclusive use of a park and chasing off others who want to use the park. • A Park Ambassador could monitor park uses as follows: 1. Checking for valid permits at picnic areas, community centers or parks as required and report to staff regarding compliance with permit conditions (in regards to return of deposit) 2. Tennis Courts — Illegal use of public tennis courts by persons illegally teaching tennis lessons Monitoring that tennis courts are being used only for tennis, not skating. 3. Alcohol consumption in parks 4. Public play on basketball on courts after sunset at 381h Street. 5. Leash laws compliance 6. Trash pick -up after youth and adult sports games 7. Educating park users about the park rules 8.. Communicating with park users and identifying maintenance issues that have not been noticed by the park crews, such as checking signage for replacement, etc. 9. Prevent golf playing on athletic turf 10. Skateboarding on walls, benches or tables 11. Monitoring of Special Event Permits 12. Monitoring use of Community Centers 13. Parking problems or vehicles on fields Proposed for Newport Beach "Rangers or Ambassadors" will Have a radio /phone and an alpha pager for communications. This number will be published and •put on the City voice mail. . Schedule will be o Mondays - Friday 4pm to 10 or 11pm o Saturday/ Sundays Sam to. Dusk • In order to cover the approximately 55 hours per week, it is anticipated that at least three or four part time people must be hired. Fietd /Park Ambassador Program Costs Page 2 • The shift will begin City Halt where they pick up a vehicle and schedule of activities for the day or evening. • • They will travel to all the parks as required, talk with users as necessary and notify staff of abuse or irregularities. If a Municipal Code problem arises or someone not complying with conditions of a special event permit, they can write a DAC (Disturbance Advisement Card) for the code enforcement officer to issue 'a citation. Call the Police for criminal activity. Proposed Salary and Costs 50 hours per week x 51 weeks per year = 2,550 hours Salary step suggestion: Comparable title Step 1 Step 2 Step 3 Step 4 Step 5 Cost for hourly only c� st /yr 4 U �1E /yr °11J WO UWPWW At the July Parks, Beaches and Recreation Commission Meeting two of the Youth Sports Groups representatives expressed a desire to pay part of the costs associated with this position in order to get help in maintaining order in the field reservations. In order to recover the costs of such a program, youth sports groups would be asked to pay half the annual cost of the part -time staff (approximately $16,300) and facility reservations fees would be raised to cover the remaining salary plus benefits costs. It is proposed that facility reservation fees would be raised $18 for each rental. Since rentals are a minimum of two hours, that is an extra $9 per hour. •Salary calculations: Average hourly $12.11x50 /hr /wk x 51 weeks = $30,880.50 Benefits - 1,605.78 Total Cost $32,486.29 • Based on the attached chart which breaks down Youth Sports Groups percentage of overall field usage, the following costs could be passed along to the Youth Sports Groups as they are the heaviest users. Jr. ALl American Football $304 /yr AYSO Region 57 $6,318 /yr AYSO Region 97 $835 /yr Newport Harbor Baseball $960 /yr Pony Baseball $901 /yr Pacific Coast GFP $2,800 /yr Newport Beach Little League $4,182 /yr Field Allocation by Season for Youth Sports Groups Total Fields' 20 fields x 7 days =140 fields per week `some fields are shared by more than one group per day, total fields utilized may exceed 140. — Peninsula Park is figured into the total equation of fields although it is not utilized by any of the co-sponsored organizations. Avenge Use N., Cod Based on Organization I Spring Allocation Total HrsfWeek I Percentage Use Fall Allocation I Total HrshVeak Permntage Uaa Year Usage City Costs kwismam ,1`F._ _ •°Ja.'. :. a piper hrr AYSO 57 1 21 93 13% .82 - 379.50. 64% 39% $ 6,318 lnciees New Harbor as 14 69 10% 2 1150 2% -'6% $ 960 fmm deposit OF - PCGFP 45 189.75 2796 laµ 44.00 7% 17 %$ 2,800 ..: .. ._ . t otal rie'ds tlfiliaed 138 701.5 100% 129' 590.50 100% 100% $ 16,300 3 .16,'x'10 Total Fields' 20 fields x 7 days =140 fields per week `some fields are shared by more than one group per day, total fields utilized may exceed 140. — Peninsula Park is figured into the total equation of fields although it is not utilized by any of the co-sponsored organizations. (Item 3) July 22, 2002 COMMUNITY SERVICES DEPARTMENT Arts Ft Cultural - Library - Recreation - Seniors • To: Recreation Activities Committee Parks, Beaches and Recreation Commission From: Andrea McGuire, Recreation Superintendent Re: Field / Park Ambassador Program RECOMMENDATION Forward the following information to the City Attorney for production of new Council Policy. BACKGROUND The Recreation Division has a responsibility to provide field space, picnic areas and park space for youth groups, citizen groups and local companies. There are several challenges to a "reservation" system: 1. Fields are designated to youth sports groups during certain hours. There are organized groups who roam cities looking for empty fields to play baseball, soccer and /or rugby. Youth groups with priority often end up having to ask these players to leave the field. 2. During rainy periods fields are closed for play, however many groups continue to play thereby causing damage to the fields. 3. During maintenance periods, fields must be unused, however many groups and /or individuals ignore these warnings and play on fields damaging the work that has been done. 4. Park users often use bounce houses or party set -ups without permits, thus increasing the risk to .the City. 5. Permit holders sometime abuse their reservation, claiming exclusive use of a park and chasing off others who want to use the park. A Park Ambassador could monitor park uses as follows: 1. Checking for valid permits at picnic areas, community centers or parks as required and report to staff regarding compliance with permit conditions (in regards to return of deposit) 2. Tennis Courts — .- Illegal use of public tennis courts by persons illegally teaching tennis. lessons Monitoring that tennis courts are being used only for tennis, not skating. 3. Alcohol consumption in parks 4. Public play on basketball on courts after sunset at 38`" Street. 5. Leash laws compliance 6. Trash pick -up after youth and adult sports games 7. Educating park users about the park rules 8. Communicating with park users and identifying maintenance issues that have not been noticed by the park crews, such as checking signage for replacement, etc. 9. Prevent golf playing on athletic turf 10. Skateboarding on walls, benches or tables 11. Monitoring of Special Event Pemirts 12. Monitoring use of Community Centers 13. Parking problems or vehicles on fields •White most are not offenses that warrant police action, they do require a person of some authority to monitor use and abuse of public facilities. Costa Mesa has a very successful Field Ambassador program with four Ambassadors working evenings and weekends and holidays patrolling the parks: These Ambassadors have a published phone number for contact by groups who encounter problems. Salary range is $8.51- $13.85/hr; Monday through Friday 4pm - 9pm; and Saturday, Sunday and holidays, 8am - 8pm. The success of their program has increased the stress on Newport fields. Field /Park Ambassador Program Page 2 •In researching other Recreation Departments, there are generally two different ways, a Ranger or similar enforcement program is organized. Some are organized through the Park and Recreation Departments and others through the Police Department. Some successful "park rangers" are those who do not write citations, but patrol the parks for public relations and education about the park rules and regulations. These park rangers call police for any criminal behavior. (see attached) . Proposed for Newport Beach "Rangers or Ambassadors" will Have a radio /phone and an alpha pager for communications. This number will be published and put on the City voice mail. • Schedule will be • Mondays - Friday 4pm to 10 or 11 pm • Saturday/ Sundays 8amto Dusk • In order to cover the approximately 55 hours per week, it is anticipated that at least three or four part time people must be hired. • The shift will begin City Hall where they pick up a vehicle and schedule of activities for the day or evening. • They will travel to all the parks as required, talk with users as necessary and notify staff of abuse or irregularities. • If a Municipal Code problem arises or someone not complying with conditions of a special event • permit, they can write a DAC (Disturbance Advisement Card) for the code enforcement officer to issue a citation. Call the Police for criminal activity. Proposed Salary and Costs 55 hours per week x 52 weeks per year .= 2,860 hours At last month's meeting the Youth Sports Groups represented expressed some desire to pay part of the costs associated with this position. Facility reservations revenue annually is approximately $58,000 for nearly 800 rentals. In order to recover the costs of such a program, youth sports groups would have to pay part of the costs ($18,328 divided among 8 groups) and facility reservations fees raised would cover the remaining direct salary plus benefits costs (benefits are estimated at more than $5,000). It is proposed that facility reservation fees would be raised $21 for each rental. Since rentals are a minimum of two hours, that is an extra $10 per hour. • Attachments: 1. Facility Packet with reservation costs. 2. Park Ranger Handbook for Muskegon 3. Policy Handbook for Costa Mesa 4. Park Ranger Job Description Tempe, AZ 5. Park Ranger Job Description, Santa Barbara, CA 6. Inquiry Responses from NRPA