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HomeMy WebLinkAboutID# 14-448 Field Allocation Policy 2015CITY OF LPLLSINORE DIUAM EXTRrME- REPORT TO CITY COUNCIL TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: GRANT YATES, CITY MANAGER DATE: FEBRUARY 10, 2015 SUBJECT: FIELD ALLOCATION POLICY RECOMMENDATION Receive and file the City of Lake Elsinore Field Allocation Policy date January 29, 2015 BACKGROUND In the fall of 2014, the staff overseeing the allocation of fields operated by the City of Lake Elsinore began meeting with local youth and adult groups to review and assign fields for the 2015 Spring season (January — June 2015). At that same time, staff commenced review of the City's Field Allocation Policy with the aim to develop a fair and equitable way to assign fields that will meet the needs of Lake Elsinore residents and other groups who request fields. Over several months various iterations of the document were circulated to organization representatives and reviewed by City staff to develop the City of Lake Elsinore Field Allocation Policy document. As this is a living document, it has the ability to be the guiding document for field allocation while maintaining the versatility to input changes as necessary based on addition of fields, fees, and other factors. DISCUSSION Staff will give a brief presentation highlighting some information in the Field Allocation Policy. FISCAL IMPACT There is no identified fiscal impact at this time FIELD ALLOCATION POLICY 2015 February 10, 2015 Page 2 Prepared by: Johnathan O. Skinner Director of Community Services Approved by: Grant Yates City Manager Attachments: 2015 FIELD ALLOCATION POLICY DOCUMENT CITY OL F 7, LASE L S , N 0 f E- 1\` DREAM EXTREME Am" N ervices City of Lake Nsinme Adiledc Field Allocation Manual RMSED.1amiaty 29, 2015 nh location ual City of Lake Elsinore Athletic Field and Park Use Policy and Procedures Manual SECTION I Introduction The City of Lake Elsinore Community Services Department coordinates the use of and allocation of City parks, athletic fields and facilities as well as selected athletic facilities of the Lake Elsinore Unified School District though a Joint Powers Authority Agreement (JPA). These facilities and athletic fields are available for use to youth organizations and general public use for athletic and recreational activities & programs. The City and School District work cooperatively to coordinate facility use in accordance with the JPA to ensure fair and equitable allocation to local organizations as well as the general public.` The Director of Community Services or designated staff representative will coordinate the allocation of fields and adherence to the policies [and ' procedure , by all organizations which govern the Athletic Field and Park Use Policy and Procedures. SECTION II Scope This document sets forth the policies and procedures for the City to facilitate the allocation of available athletic fields and facilities under its ownership or control. These policies and procedures may be interpreted by the Community Services Director or designated staff representative for enforcement. SECTION III Purpose It is the intent of the City to allocate athletic field use to requesting organizations that qualify. This will be done based on residency, fairness, impartiality and in concurrence with seasonal priorities. SECTION IV Definitions a) New User — This is an organization, which has not requested field use or been permitted field allocations in the twelve month period preceding submission of an Application for Use of Facilities /Fields. An organization, which changes its name, but otherwise remains the same shall not be considered a new user. Organizations that split or spin off front continuinglestablished organizations will be considered New Users. New users must adhere to the deadlines established in order to be eligible for field allocations. a Any group looking to start a new league utilizing Lake Elsinore allocated facilities will be considered a nonresident organization for the first season of play when allocating fields. A leagues residency status will be reviewed by the Community Services Department for accuracy. After the first season's official rosters have been received, staff will apply appropriate field use fees based on the organizations classification. b Due to the limited availability of facilities the City of Lake Elsinore will recognize a maximum of two similar organizations in any sport. Requests for leagues of sports that do not currently exist in Lake Elsinore will be permitted based on facility availably without impacting current resident recreational organizations. City ofLake Hsinorc Mile& Field Allocation Manual REVISED Ianuary 29, 2015 b) Primary Users — • Tier 1 City sponsored (City operated programs) or youth oriented recreational organizations in the City of Lake Elsinore with a participant and organization Board residency rate of 80% or more Lake Elsinore residents. • Tier 2 organizations would be youth oriented recreational organizations with a Lake Elsinore Residency rate between 51 % and 79 %. All Primary Users must remain in good standing with the city to retain this designation. All Primary organizations are required to submit a Board Member roster listing positions and addresses, as well as official organization / team rosters each season listing participant names and addresses. Additional information such as utility bills and statements may be required to verify authenticity of submitted rosters. c) Non - resident Users — These are organizations that are not based in the City but who cater to multiple cities, including Lake Elsinore. Organization's in which participant residency rate and/ or organization Board residency rate are 50% and below. All Non- resident organizations are required to submit a Board Member roster listing positions and addresses, as well as official organization/ team rosters each season listing participant names and addresses. Additional information such as utility bills and statements may be required to verify authenticity of submitted rosters. d) Seasonal Users — These are occasional users of facilities that may include sports, tournaments, special events or public use. Examples would be churches, public charities or organizations. This could also include commercial enterprise. e) Resident — Any participant that resides within the city limits of Lake Elsinore. f) Non - Resident — Any participant that does not reside .within the City of Lake Elsinore city limits. Non - resident areas include surrounding cities and adjacent unincorporated county areas. g) Youth Recreational Organization- Organizations that meet one or more of the following: a Programs are primarily inclusive of all participants regardless of skill. Tryouts or skill evaluations may exist for placement of the participant and to balance teams; however, the organization primarily accepts all participants. Organizations may limit participation based on various factors excluding skill level b Rules are defined with minimum playing time for all participants. h) Youth Travel/ Competitive Organization- Organizations that meet one or more of the following: a Programs primarily travel to other cities to play competition of a higher level beyond the competition of a recreation based program. (Exception: when the structure of a sport has a limited number of teams and participants in Lake Elsinore, and travel to other cities for league games (i.e., football.) b Programs are primarily suited for participants with advanced skill beyond the play of recreation based programs. Tryouts or skill evaluations are conducted to select only top athletes. c Rules are not defined with minimum playing time for participants. i) Priority — This is a reference to an organizations standing and qualifications based on City guidelines. j) Allocation —This refers to the allocation of field use for a specific purpose for a specific period of time. k) Rosters - All organizations requesting ongoing field use must submit official league/ team rosters from their national or regional governing body (i.e. ASA, Cal South, USSSA, etc.) Excel spread sheets will not be accepted unless authenticated by Board 3 0iy of Lake Flslnoic Alhlciic Field AIIocalioo Manuel RCVISFD January29, 2015 President and Registrar. Rosters for organizations allocated fields for a season are due before the second regular season league game. All other users are required to submit rosters at the time of application. 1) Good Standing — Good standing refers to organizations that have met deadlines for applications, fees and requested information and have no outstanding debt to the City, and fields and facilities are maintained to the standards prescribed by City staff. Examples of an organization not in good standing is one which has unpaid or delinquent fees or who have not requested use of fields within the guidelines as determined in this manual, or an organization that has been allocated a field or facility and neglects to maintain in the manner prescribed by City staff. m) Season Priority Period — This refers to an organization's period of use that is deemed as primary or high priority. a Spring/ Summer Season (February 1 -July 31)- Baseball, Softball b Fall/ Winter Season (August I- January 31)- Football, Soccer n) Park User Group —This refers to the collection of leagues and teams that use the parks on an ongoing or year round basis. SECTION V Athletic Fields, Parks and Facilities and Approved Uses a) Alberhill Park, 2800 Lake St - Basketball, Flag Football, Soccer, Tournaments, Special Events, Snack Bar I b) Canyon Hills Community Park, 34360 Canyon Hills Rd - Baseball, Softball, Soccer, Football, Tournaments, Special Events, Snack Bar I C) City Park, 243 S. Main St Special Events - d) Creekside Park, 32000 ,Lost Road'- Tennis, Soccer, Flag Football, Special Events e) Lakepoint Park, 420 E. Lakeshore Dr. — approved for Baseball, Softball, Football, Soccer, and Special Events, Snack Bar II' 0 Lincoln Park, 14986 Lincoln Ave approved for passive use g) Machado Park, 15150 Joy St - approved for Tennis, Special Events 11) McVickcr Canyon Park, 29355 Grand Ave— approved for Baseball, Softball, Tournaments, Special Events, Snack Bar I1 i) Oak Tree Park, 15340 Lincoln Ave approved for passive use j) Rosetta Canyon Park, 39423 Ardenwood Way — approved for Basketball, Tennis, Softball, Baseball, and Special Events. k) Sunnnerlake Park /Terra Cotta MS /JPA, 900 Broadway — approved for Soccer, Football, Tournaments, and Special Events. 1) Summerhill Park, 31613 Canyon Estates Dr. - approved for Soccer, Football M) Serenity Party 19685 Palomar St.- approved for Tennis, Special Events n) Swick, Matich & Freedom, Limited Ave.— approved for Baseball, Tournaments, Special Events. Snack Bat- I o) Tuscany Hills /Tuscany Hills ES /JPA, 30 Sumnrerhill Dr. — approved for Softball, Tournaments, Special Events. Snack Bar I P) Yarborough Park, 419 N. Poe St. — approved for Special Events. SECTION VI Allocation Periods, Priorities and Procedures 1. Allocation Period —There are two (2) allocation periods each year. Winter/ Spring is February through June. Summer/ Fall is July through November. Any practice or play that occurs outside of traditional recreational seasons will be considered on an individual basis. 4 City ofLakc 8lshmic Athletic field Allocation Manual l2GVISFD January 29, 2015 Facilities may be closed due to maintenance and /or other unforeseen circumstances. Community Services and Parks staff will make every effort to schedule closures and notify organizations that are affected. 2. Classification — Organizations will be classified as Primary, Travel/ Competitive, Nonresident, Seasonal and New Users. 3. Priorities - Priority for use of athletic fields or facilities will be as follows • City of Lake Elsinore. • Primary Tier 1 Users with season priority. • Primary Tier 2 Users with season priority. • Primary Tier 1 Users without season priority. • Primary Tier 2 Users without season priority. • Resident Youth Travel/ Competitive Organizations with season priority. • Resident Youth Travel/ Competitive Organizations without season priority. • Resident Adult Tier 1 organization with season priority. • Resident Adult Tier 2 organization with season priority. • Non- resident youth organizations with season priority. • Non - resident adult organizations with season priority. • Non- resident youth orgy • Non - resident adult organ • Seasonal, new user organ residents or commercial. 4. Allocation Procedu be made to the Communit, Allocation of requested fa( priority and standing. Failul reduce field allocation requ a) Request for Tournament allocation pe allocation (E June) deadln Mav 1. to or ;cthru without season priority based outside Lake Elsinore with no Lake Elsinore ;sts for use of City parks, facilities and athletic fields may Department with an Applicationfior Use of Facilities. I be based on availability, need and the organizations it requested information in the time period may delay or following apply when requesting Athletic Fields: must be made within the approved time period. Event use is 3 months prior. Athletic Field use for each days in advance of period start date. Winter offseason a) deadline is November 1. Spring allocation (Feb thin y'1'. Summer /Fall allocation (July thru Nov) deadline is b) All requests from organizations must be accompanied by a current Board of Directors contact list. This is submitted even if there are no changes. c) All requests for use for Special Events or Tournaments must follow Special Event guidelines, requirements and fees. These will differ from regular league use and fees or conditions specific to special event use may apply. d) All Athletic Field requests must be accompanied by a calendar or schedule including all dates for registration, tryouts, evaluations, practices, games, tournaments, opening or closing ceremonies and field maintenance. e) All requests for use must be accompanied by a certificate of insurance which must be current and not expire during the allocation period. f) Requests for use of Snack Bar and /or Storage areas must be on a separate application but must accompany Athletic Field requests. g) Attach a deposit of $500 to Athletic Field request when submitting your documents. For year round use, one yearly deposit is due in January. 0 ty of Lake 141sinme Athletic Field Allocation MnnoaI ]I I W ISI3D January 29, 2015 5. Allocation Changes - Changes could occur during the allocation period making changes to the Park Permit and permission for use. All change requests are made though the Community Services Department. Allocations may be evaluated and re- allocated before the allocation period has ended. Changes may occur with lower than expected enrollment, refurbishment projects, maintenance or weather related closures. Use may be shortened or extended at the discretion of the Community Services Department. Organizations may relinquish or exchange days, times, or fields within the allocation period with another organization of the same classification at the approval of the Community Services Department. SECTION VII Fees and Deadlines 1. Field Deposits — This is a $500 deposit per organization paid at each allocation period or mice a year if the organization uses fields year round. The deposit is refundable and may be used to pay for damages to facilities or field use. Deposits are due at the same time requests for use of fields is due for each allocation period. Refunds will be processed by the Community Services Department at the conclusion of field use. If fields are requested, year - round, one deposit in January is due and refunds are processed in December, Deadline for payment of deposit is March 15 of each year; use may be suspended if not received by that date. Deposits could be retained for organization's that fail to submit their season's rosters by the due date. 2. Light Fees —This is based on actual use and paid as determined for each field allocated. Users are required to keep record of use and track each field separately. This tracking and record of use will be accompanied by ,a check for the fees due Fees are due within 30 days after the conclusion of each allocation period. Fees listed are based on an hourly rate and may be pro- rated on the quarter hour. We encourage the use of an Excel type spreadsheet for reporting light use. Light use not reported is a violation and abuse may cancel use of lights and fields. If it is suspected that the Park User is under reporting actual use of lights the City will access the fees owed based on the use as allocated to the Park User. Not submitting documentation to support use will also result in the City reassessing the light use based on allocation of use. LIGHT FEE SCHEDULE FOR LAKE ELSINORE RESIDENT LEAGUES Alberhill Park '1 1$15 Field 2 Field 3 Field 4 Canyon Hills Y$15 BB Field #1 BB Field #2 Soccer Football McVicker Cyn /$12 Field ,I /Lower Field 2 /Upper Lakepornt Park /$ I 1 Field 1 Field 2 Summerlake 1$15 Field 1 Field 2 Field 3 Field 4 Swick/Matich /$I1 Swick Matich Tuscany FIills /$11 Field I Field 2 Multi field use discounts apply if using two or more fields at Alberbill or Summerlake, rate is $12 per hour per field. All rates calculated by the quarter hour for Lake Elsinore league use. LIGHT FEE SCHEDULE FOR COMMERCIAL OR LAKE ELSINORE NONRESIDENT LEAGUE USE Alberhill Park /$25 1 Field 2 Field 3 Field 4 Canyon Hills $25 BB Pield #] BB Field #2 Soccer Football City of Lake Elsinore Athletic Need Allocation Manual REVISED.lanuary 29, 2015 McVicker Cyn $18 Field 1 /Lower Field 2 /Upper Type I/ $100 McVicker Cyn: Lakepoint Park /$15 Field 1 Field Swick Matich Type 1/ $100 Srnumerlake /$25 Field 1 Field 2 Field 3 Field 4 Swick/Matich /$15 Swick Matich Tuscany Hills 1$15 Field 1 Field 2 * Use of lights for Tournaments or Special Events will be charged prior to use and paid in full before use. This will be based on time period expected for use as outlined in the Appliccalion.for Use of Facilities. No refunds on unused lights. 3. Field Use Fees — Fees for use of Athletic Fields or Parks will be determined based on use. All field fees are based on current approved fee structure. 4. Snack Bar Fees — These fees are charged for all Snack Bar use. Type I are equipped for food preparation, storage and serving. Type 11 may only serve packaged foods. Type III are temporary "pop -up" snack bars. This fee is to recover costs for use of utilities and staff time. Snack Bar fees are due and payable at the same time as Light Fees. Type I fee is $100 per season, Type II is $50 per season, and Type III is $25 per season. Leagues must obtain all health permits as required and be sure that all mules are followed, the city may grant permission to have a snack bar set up but is not responsible to monitor. That is the responsibility of the Park User. Type I and Type 11 Snack Bar facilitie Elsinore organizations, however, they l period of use. SNACK BAR by commercial or Non -Lake pe III Snack Bar during their FEES Alberhill Park Type I/ $100 Canyon Hills Type I/ $100 McVicker Cyn: Type II/ $ 50 Lakepoi t Park Type II/ $ 50 Swick Matich Type 1/ $100 Tuscany Hills r , Type 1/ $100 5. Non - Residents Fees All users of Athletic Fields for league play, travel ball, youth and adult sports must pay $10 per non- resident per allocation season. Non - resident payment is based on submitted rosters and apply to all who reside outside the city limits of Lake Elsinore. Non- resident fees will be charged each allocation season regardless of "year round" status. The allocation seasons are defined in section IV above. Non - resident fees also apply to tournament use with a one -time fee of $100 for each sponsored tournament. Tournament fees for non - resident use is paid prior to use with all other fees due for tournament use. A typical way to calculate the number of non- residents is to submit team rosters and check resident status. 6. Non-Payment of Fees —Non- payment of fees by the deadlines may terminate field use and leagues designation may change as a result. Due diligence to collect fees due to the City will be made via c -mail or written requests prior to taking legal action to collect fees. Use of City of Lake Hlainorc Alhlelic field Allocation Mmmual RHV1SHn l n,wuy 29, 2015 athletic fields may be terminated until fees are paid in full or terminated altogether for repeat offenders. SECTION VIII Rules and Regulations for Athletic Field /Park Usage In order to maintain a high standard of maintenance and sportsmanship integrity the following rules and regulations apply to all users. Violations of any of these conditions may result in termination of rise and sanctions on upcoming allocations. Basic park rules apply at all park locations to all users and these rules are posted at all park entry points. 1. Field Use /Restrictions — Fields may be used on the dates and times as stated in the approved Application for Use of Facilities and may not be altered without consent of the Community Services Department. Fields may only be used as requested and normal use is expected. If it is determined that users are utilizing fields or facilities not within their approved use, the league is subject to immediate termination of field use and sanctions on all upcoming allocations. Leagues must follow all park Hiles governing open and close times and approved uses for all parks. General Park Rules are posted at each park for reference. Leagues may not sublet fields or snack bars and in doing so, may face termination of use immediately upon confirmation. 2. Athletic Field Marking Water based paint or chalk may be used to mark or line athletic fields. Burning is prohibited. Shared facilities requires an agreement in lining and chalk colors. 3. Storage— Building storage areas may be usedto store field preparation and maintenance equipment and are not exclusive but shared spaces so they must be kept neat and orderly. Items that may not be stored include food items, food preparation` equipment, office equipment, uniforms or any other property not used for the specific purpose of field preparation, maintenance or play. All consumable items are prohibited. 4. C- Bin Units - On many park sites C -Bins are located and may be used to store sports equipment, field prep tools or uniforms. They may not be used for food storage, food service or preparation equipment and office equipment. The cleanliness of the bins must be maintained to limit intrusions by rodents. Units owned or leased by the City may incur a monthly use fee of $40 to the league utilizing. Units owned by the independent Leagues must be maintained and are subject to removal. League property must be removed from storage areas or C -Bins at the conclusion of each allocation period if there will be 60 days or more absence from fields. Soccer goal posts may be stored on site during allocation periods but must be removed from fields when not in use for more than 60 days. 5. Snack Bar - Use of Snack Bars requires that standards be maintained and leagues are required to obtain a Health Permit. Year round storage of food is not acceptable unless fields are occupied. The City reserves the right to call for health inspections at our discretion to insure compliance with health standards. Use of Snack Bars is revocable with any violation. The selling of food outside a snack bar facility is limited to packaged food and drinks. A Health Permit is required for all prepared food and should be displayed in the Snack Bar for officials. Use of appliances or food storage is acceptable only during allocation periods and appliances should be emptied and unplugged when not in use. All appliances must be maintained in good working condition. Overuse of electrical as available remains the park user responsibility. Do not overuse what is available in terms of amps and wattage. 8 City of Lake Nsinorc Athletic Field Allocation Manual RLVISF.D.lanuwy 29, 2015 6. Light Use - Fields may be lighted for use by teams for practice or games. They should be turned on and off as needed by a league representative. Field lights left on to be automatically shut off is a violation of use. Access to lights should be limited within the league to insure appropriate use. 7. Keys - Keys to access lights, storage areas or snack bars will be granted on a limited basis to each organization. Keys are not to be issued to individual coaches but to board members of organizations who must retain possession during allocation. A key deposit is required for all Secondary, Seasonal and New Users; the $25 fee can be returned if the key is returned. The deposit will be kept if the key is not returned after use and replacement keys for all is $25. Keys shall remain the property of the City and while they may be reissued within the organization, they must be accounted for at all times. Organizations that 'donot plan year round use, must return keys at the end of use. These keys may be reissued when play or use resumes. Failure to comply may result in sanctions in upcoming allocations. 8. Number of Participants — hi general, Athletic Fields may be used for practice by no more than 3 teams during practice periods and no more than 2 teams during game periods for all fields. Soccer games should be played with no more than one game and a,maximum of 22 players per regulation size field. Fields approved for short play may have up to 4 teams on one soccer field for game play but no more than 32 players total. 9. Field Closures - All fields are subject to closure for maintenance. Rotation of fields is recommended to help with turf renovation and rest periods. Every attempt will be made to schedule large projects outside high priority periods and keep organizations informed of pending projects. Athletic Fields may also be closed due to inclement weather, smog alerts, pesticide spraying, fires or emergency situations. Failure to comply with field closures may result in the termination of field use. 10. Rain Policy.- There will be no use of City or LFUSD Athletic Fields when facilities are unplayable. All play shall be prohibited when; The field is closed for renovation or repair; Water is Standing on the field: one quarter of an inch (' /d') of rain or more has fallen within the previous 24 hours; soil is frozen; soil is wet and "spongy "; the ground is muddy and soil clumps or clings to shoes; steady rain is falling; a lightning /electrical storm is occurring; and when the field is deemed unplayable by City Staff. Fields played upon in these conditions is a violation and may result in the termination of field use by the team or league in violation. Damages that occur with use during inclement weather conditions will be charged to the sponsoring organization. Information on field closures may be obtained by calling the Community Center at (951) 245 -0442 after 4 p.m. on rainy days. Fields with standing water due to broken main lines or irrigation problems are also considered unplayable and may not be used. 11. General Condition — Fields, storage areas, snack bars and public areas utilized by users must remain in good condition. Notification to Community Services officials due to damage, vandalism, maintenance items or graffiti is essential in maintaining safe conditions for all users. It is generally accepted that each user will maintain a clean environment by keeping facilities free of trash and debris caused by group usage. Due to the high volume of use during league use, park users are required to assist in maintaining and restocking rest rooms as needed. 12. Improvements — All requests to modify or improve facilities or Athletic Fields must be submitted to the Community Services Department for approval. Unauthorized changes may City of Lake 81sinom Athletic Field Allocation MmwaI RFVISFD January 29, 2015 result in termination of use of facilities. This includes but is not limited to structures, storage areas, athletic fields, snack bars and parking areas. This could include the use of or installation of non -city alarm systems. Both Independent and Co- operative improvement projects must go through the cities design and permit process with fees waived prior to construction start to maintain adherence to building codes. 13. Banners - All banners (sponsorship or otherwise), may be put up at assigned facilities one (1) week prior to the season and taken down one (1) week after the end of the season (regular or post- season). All banners must be maintained in good condition and hanging properly. Banners must be in compliance with the City Sign Ordinance. All banners must be of appropriate nature. The City can request banners be removed for any reason. 14. Motorized Vehicle Use — This is restricted to approved vehicles only and use on Athletic Fields is restricted to field maintenance and preparation. Vehicles must be in good operational condition and access made available to City officials upon request if vehicles are stored on park property. Full size vehicles are restricted from infield areas. Insurance proving the operation of motorized vehicles must be submitted before use is authorized. 15. Alcohol or Firearms — There shall be no consumption of alcohol or the carrying or use of firearms at any City facility or park. 16. Traffic and Parking — Users :should and special events so that local traffic and p and charging fees to park at City of Lake Elsh in designated parking areas. Driving or parkin is prohibited without authorization. Organza areas including red curbs and no parking hash not be impeded by unlawful parking; failure t o 15. Public Address Systei without prior authorization fro horns are not allowed on Lake 16. Approved Permits —.E Permits and these or copies sh Board Member should also be copy of the current Master Fie Board Members and Coaches. Schedule with the latest date, parks. make every attempt to schedule practice, games arking is not adversely impacted. Parking is free roreparks is not allowed. Parking is allowed only g on turf or in public access areas on park property tions are ask to assist in enforcing the no parking r marked spaces. Emergency vehicle access shall enforce may cause sanctions to the organization. be no use of sound amplification equipment. lty,Services Department. Air sirens and air roved Aj�plication, for Use of Facilities are referred to as I be available and on site during use. A representative or site during use. In lieu of a copy of the approved permit is a Ichedule. These should be copied and made available to all these are subject to change always refer to the Master 17. Park User Group Meetings — These are mandatory and should be attended each quarter by two representatives from each organization. This is not an open forum for teams but rather a meeting for officials from each Park User Group. Excessive absences will result in denial or termination of field use either in current or upcoming allocation periods. Meetings are subject to change but are typically held in the months of January, April, July and October. 18. Maintenance Periods — Maintenance is ongoing but every attempt will be made to schedule long term restoration or repair to turf in the following allocation periods to limit impact to team use during high priority periods. Fields will not be allocated for use during these periods as needed. As weather conditions and seasonal changes occur our schedule will 10 City of Lake Hsinore Alhlctic Field Allocation Manual 12LVISF.D Lmutoy 29, 2015 reflect our needs to first maintain healthy turf and athletic fields, secondary will be to honor permitted use. 19. Park Stewards- In cooperation with all our Park Users, we expect all to act as stewards of our parks; to refrain from abuse of the fields; to maintain a dialogue with Community Services about maintenance issues; to communicate use that seems out of place like dog obedience classes or flag football on a softball field. 20. Emergency Call Out System — This is in place so Park Users can relate emergency conditions to the City. Use is conditional for emergencies as they relate to the health & safety of the public, damage to city property or conditions that arise making field use impossible or unsafe. Non - emergency calls will be charged to the league at $75 per occurrence and taken off security deposits that are refunded. 21. Cancellation or Termination of Use— Use of Parks, Athletic Fields and Facilities may be cancelled or terminated at any time by the City and designated officials. This would apply to violations of policies or rules; abuse of facilities or fields or fields not being used as requested. Issues that remain unresolved or not satisfactorily managed by the organization may also result in sanctions for upcoming field allocations. SECTION IX Maintenance Guidelines for Use of Athletic Fields by Park Users In order to provide a high standard of field and turf maintenance, Park Users will be conditioned to provide a consistent level of care with field prep and general maintenance of fields as part of approval for use of fields. Basic maintenance techniques for each type of use are outlined and must be adopted by league or individual user's as part of their approval for use. All equipment or supplies needed to maintain infields, turf and areas of use will be supplied by the individual or league. 1. Soccer Use — Includes luring fields with consistent colors and lines to accommodate shared use; rotation of areas to avoid high'' #raffic erosion; collection and disposal of trash at each scheduled use. 2. Baseball & Softball Use Includes repair and maintenance of infield & batter boxes; drag and water infields; restoration of high volume use areas; collection and disposal of trash at each scheduled use. 3. Flag Football or Tackle Football Use — Includes management of fields to avoid high traffic areas by rotation of use, collection and disposal of trash at each scheduled use. 4. Festival / Special Event Use — Includes returning site to original condition making repairs to turf or irrigation and restoring any areas with deficiencies to satisfactory condition; collection and disposal of wash. 5. Sports Tournament / Special Event Use — Includes returning site to original condition following use; maintain fields during use as described in items 1 — 3; collection and disposal of trash. 6. Dog Show / Special Event Use — Includes returning site to original condition following use; proactive collection of dog waste and general event trash. 11 City of Lake F66,oc Athletic Field Allocation Manual RMS1 D January 29, 2015 Agreement of Athletic Field and Park Use Policy and Procedures Manual "As representatives of I /we agree to the policies and rules as outlined in the manual. I /we further agree that as a user of the parks, athletic fields and facilities owned or use coordinated by the City of Lake Elsinore, the officials of will make every attempt to coordinate the use by coaches, parents, volunteers and participants that follow all rules governing our approved use and general park rules. I /we also agree that we have a general understanding of the requirements for use, fees assigned for use and general city policies that govern the use of parks and athletic fields for use by the public and the consequences of abuse or non- payment of fees for use." Signature, title Contact # Signature, title Contact # League Name League Mailing Address Date Date Tax ID or Non — Profit # League Phone / Public E -Mail Information *This page to be updated each calendar year for City files. Please make a copy, submit with the required signatures and information by March 15, each calendar year. 0 Required Information O Board Member Roster — Due March 15d' each year. League By- Laws —Due March 15"' each year. Team Rosters — Due by second game of each season. O Insurance Certificate and Endorsement- Due each year prior to policy's expiration. 12 City of I akc Hsinom Athletic Meld Allocation Manual BEVISI',D January 29, 2015