AGENDA
ITEM
14 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
14 CITY COUNCIL
AGENDA STAFF REPORT
DATE: March 18, 2026
TO: Mayor and City Council
APPROVED BY: Benjamin A. Martinez, City Manager
- DocuSigned by:
PREPARED BY: Norma Gerardo, Recreation Manager Norma Heards - 39175002C5040B...
SUBJECT: Discussion on Memorandum of Understanding (MOU) for Sports Groups ========= •===================================================== Recommendation:
It is recommended that the City Council have a discussion on the Memorandum of Understanding (MOU) for Sports Groups and provide direction or feedback to staff.
Background:
The Calexico Recreation Department conducts two (2) Sports Field Allocation meetings per year:
• January - for the January through July term
• August - for the August through December term
Sports organizations and leagues seeking to utilize City athletic fields must submit a complete application packet by an established deadline. Required documents include (Attachment 1) :
• Athletic Field Permit Request Form
• Coaching Staff Registration Form
• Request to Use City Parks Form, per location
• Signed Memorandum of Understanding (MOU)
• Certificate of Liability Insurance in the amount of $2,000,000 naming the City of Calexico as Additional Insured
Only complete submittals are invited to attend a mandatory Sports Field Allocation meeting.
Discussion and Analysis:
The mandatory field allocation meeting is attended by the City's Sports Coordinator, Recreation Manager, and Parks Manager, along with one designated representative from each sports group or league. During this meeting, field availability, scheduling, and compliance requirements are reviewed, and allocations are finalized.
At the meeting, staff and group representatives review and sign Meeting Notes (Attachment 2).
Field usage dates, times, and locations are allocated at this time. Presently, the City does not assess an application processing fee or a seasonal field use fee for sports field allocations.
Our current allocation chart is attached for your reference (Attachment 3).
The Recreation and Parks Departments are currently working with the Community Services Commission to develop a comprehensive Sports Field Allocation Policy Handbook. The proposed policy will address the permit process, seasonal priorities, group classifications and priority of use, potential fee structures (application, maintenance, field use, concessions, tournaments), and procedures for cancellations and disciplinary actions.
The intent of the policy handbook is to establish clear written procedures, define priority classifications, ensure fairness and transparency in allocation, establish fee structures where appropriate, and clarify enforcement and disciplinary measures. Once finalized and reviewed by the Commission, the draft policy will be presented to City Council for consideration.
It is recommended that the City Council have a discussion on the Memorandum of Understanding (MOU) for Sports Groups and provide direction or feedback to staff.
Fiscal Impact:
None.
Coordinated With:
None.
Attachments):
1. Application Forms.
2. Meeting Notes
3. Field Allocation Chart for the Period of January 6 - July 31, 2026 2 ATTACHMENT #1
CALEXICO
2N2 CITY OF CALEXICO
RECREATION Athletic Field Permit Request
.DEPAEN......
CALEXICO
League/Person Name: Sport: _
Primary Contact: (League President)
Name: Title:
Address:
City: State: | Zip:
Home Phone: Work Phone: Fax:
Cell Phone: Email:
PLEASE COMPLETE THE COACHING STAFF REGISTRATION FORM (Attached) Anticipated # of Teams: Number of Players:
Age Groups:
Cost p/Team: $ Cost p/ Player: $
Requested Usage:
Season Winter Spring Summer Fall
First Date of Play: Last Date of
Play:
Days of the Week Mon Tue T Wed Thurs | Fri Sat Sun
Start Time: End Time:
Special Times:
First Date of Playoffs: Last Date of Playoffs:
Days of the Week Mon Tue Wed Thurs Fri Sat Sun
Start Time: End Time:
Requested Parks:
Adrian Cordova Memorial Park Adrian Cordova Multipurpose Field Rodriguez Baseball Field Rodriguez Park
Alex Rivera Little League Field Rodriguez Tennis Courts Cruminan Legion Sofbill Fild Rodriguez Baseball Field
Rodriguez Basketball Court
Heber Park Cortez Basketball Court
Kennedy Gardens Park Nosotros Softball Field
Kennedy Gardens Baseball Area Nosotros Basketball Courts Kennedy Gardens Basketball Court Nosotros Multipurpose Field Requested Green Areas:
Joel Reisin Field (lights) La Hacienda Retention Basin
Daniel Gutierrez Soccer Field (lights) Rancho Frontera & Meadows Retention Basin Las Casitas Field (lights) Meadows & Rosas Retention Basin Carmen Estrada Field (lights) Meadows & Holdridge Retention Basin Signature: Date:
CALEXICO
CITY OF CALEXICO
RECREATION COACHING STAFF REGISTRATION
DEPARTMENT-
CALEXICO
League/Person Name: Sport: _
Primary Contact: (League President)
Name: Title:
Address:
City: State: Zip:
Home Phone: Work Phone: Fax:
Cell Phone: Email:
LIST OF COACHES (Must be Live Scanned through the Recreation Department before interacting with athletes)
NAME ADDRESS PHONE
:
(Attach additional sheets if needed)
Signature: Date:
-
City of Calexico Park (4 hrs): $50.00
CALEXICO Recreation Department Lighting (4 hrs): $50.00 707 Dool Avenue, Calexico CA 92231 Cleaning Deposit: $25.00 Tel (760) 768-2176 Fax (760) 768-2194 Key Deposit $75.00 for:
RECREATION
rummett Par
—DEPARTMENT—— calexicorecreation.org ommunity Center Par Daniel Gutierrez Basin
REQUEST TO USE CITY PARKS
Reservations for park usage must be submitted at least seven (7) days in advance. * Name: _ * Today's Date:
* Phone number: _ * Email:
* Organization Name: * Park: _
* Park Area: _ * Type of Event:
* Event Date:_ * Reservation Time (including set up/teardown):
* Estimated number of people in attendance:
(including host, staff, participants, spectators, volunteers, guests):
* Open to the public: Y • / NO * Selling of any items: YO / NO
TERMS AND CONDITIONS
1. I (we) shall be jointly severally responsible for any damage sustained to property and equipment during the use of park rental.
2. All City park rentals require a $50.00 non-refundable fee (4-hour use). Request to use lights requires an additional $50.00 non-refundable fee (4-hour use).
3. I (we) will be responsible for cleaning up after use of park.
4. I understand that no vehicles are to be parked in park/grass area.
5. Consumption of alcoholic beverages in parks is prohibited.
6. Beverages in glass containers are prohibited in city parks.
7. Parties at Community Center Park must park vehicles outside parking lot areas and use restrooms on north side of building.
8. Only one jump house allowed per event, water slides are prohibited at all City Parks, no exceptions.
9. A restroom key deposit of $75.00 (check or money order only) must be submitted prior to issuing key. A $25.00 cleaning deposit is required. It will be reimbursed upon verification of leaving the park clean.
10. Saturday and Sunday rentals must pick up key on Thursday, before 3:00 p.m. All keys must be returned to our office the next working day after your event, key deposit will then be returned.
11. This form is only a reservation form and does not endorse any park event or activities.
12. Some events and activities may require liability insurance, special permits, and/or special permission from the City. It is the renter's responsibility to acquire and pay for all necessary documents and permits if required.
13. For bigger events at parks such as carnivals or big festivities/activities, a Temporary Use Permit is needed.
14. The City of Calexico reserves the right to deny, cancel, or suspend use, and/or change rules of City Parks/Basins if it seems reasonable to reduce potential risk and/or damages to renters, community, and/or City Property.
REQUEST TO USE CITY PARKS | Recreation Department Rev. April 2024 By signing below, I certify that the information provided in this document is true. Additionally, I acknowledge that I have thoroughly read, understood, and agree to abide by the terms and conditions outlined in the Request to Use City Parks form.
Print name Address
Signature
FOR OFFICE USE ONLY: * Received by: * On: * Mngr Review: Y / N * Approved by: Denied by: _ Referto:_
* Payment:
City Receipt# Credit/Debit Receipt# . Check # Waiver_
* Added to "Events/TUPs" Outlook Calendar on: _ By:
* Notify (date):
• Police Department • Parks Department_ . • Other_.
* Comments/ Special Requests:
REQUEST TO USE CITY PARKS | Recreation Department Rev. April 2024 City of Calexico
CALEXICO Recreation Department
707 Dool Avenue, Calexico CA 92231
RECREATION Tel (760) 768-2176 Fax (760) 768-2194
-DEPARTMENT—
calexicorecreation.org
MEMORANDUM OF UNDERSTANDING
This Memorandum of Understanding (MOU) is made between the City of Calexico Parks & Recreation Department (hereinafter referred to as the "City") and _ [Sports Group Namel (hereinafter referred to as the "Sports Group").
Purpose:
The purpose of this MOU is to outline the responsibilities and requirements of the Sports Group for the use of the City's sports facilities.
Requirements:
1. Insurance:
• The Sports Group must provide proof of insurance, listing the City of Calexico as an additional insured entity with a minimum coverage limit of $2 million.
2. Facility Request Forms:
• The Sports Group will submit a signed facility request form for each site to be used.
3. Team and Contact Information:
The Sports Group will provide a list of teams, their practice locations, and the contact information for each team leader.
• An updated contact list of the Sports Group's board members will also be provided.
4. Game Schedule:
• The Sports Group will submit a complete game schedule with locations.
5. Athletic Field Use Application:
• The Sports Group will complete and submit the Athletic Field Use Allocation & Facility Request Application/forms.
6. Live Scan Requirement:
The City strongly recommends that all adult staff, coaches, and volunteers undergo a Live Scan background check.
A list of cleared individuals should be provided to the Recreation Department, where it will be added to the Sports Group's file.
Please mark if Sport Group will require a Live Scan background check: • Yes • No
7. Field Usage:
All game fields may be used for practices; however, once the Sports Group season starts, the game fields are reserved for games only.
SPORTS GROUP MEMORANDUM OF UNDERSTANDING | Recreation Department
8. Maintenance and Cleanliness:
• The Sports Group commits to cleaning and maintaining the playing field, dugout, bleachers, snack bar, and surrounding areas.
• The Sports Group is responsible for marking and preparing the field before use and for dragging and removing trash from playing and surrounding areas after each use.
• The Sports Group will ensure all doors and gates are securely locked after each game. • The Sports Group is responsible for turning on and off the facility lights after each use. If lights are left on, the Sports Group will be charged a fee to cover the city's cost for overtime should an employee need to turn off the lights.
9. Sponsorship Banners:
• The Sports Group is responsible for removing all sponsorship banners by the end of the season.
10. Equipment Storage:
• Sports Groups are not allowed to leave or store equipment or supplies in any storage room, concession stand, field space, or any City Sports Facility. Equipment must be removed from the premises after every practice and game.
No vehicles are allowed to be driven or parked inside any open green area or ball field.
11. Electronic Controller Deposit:
• A $500.00 cash deposit is required for the use of an electronic controller for a scoreboard.
12. Form Submission:
• All required forms must be submitted to the Parks & Recreation Department at 707 Dool Ave.
Agreement:
By signing this MOU, the Sports Group agrees to comply with all the above requirements and acknowledges that failure to adhere to these conditions may result in the revocation of facility use privileges.
Signatures:
Sports Group Representative's Signature
Sports Group Representative's Print Name
Sports Group Representative's Title:
Date:
SPORTS GROUP MEMORANDUM OF UNDERSTANDING | Recreation Department ATTACHMENT #2
Notes: For Meeting January. 5, 2026, 5:30 pm
1. Please inform us of any game schedule changes because we do have other groups that use or rent our facilities as well.
2. Inform parks of any field conditions, broken sprinklers, broken locks, break ins etc.
3. Inform parks dept. regarding any upgrades to any fields. You need consent from the city to do any type of upgrades. You must contact the Parks Dept. at 760-768-2160 during regular business hours. For an emergency, please call the Water Plant at 760-768-2162.
4. Please do not lend our facilities to anyone or other groups. They must follow the procedure and are required to register their group, just like everyone else at the recreation office.
5. If you adopted or are interested in adopting a park, this does not mean you have priority to use it.
6. Make sure you secure all doors and locks at all facilities.
7. Please remove all trash from the playing area and spectator area after each practice and games.
Also, drag and rake all softball and baseball fields after each game or practice.
8. Please respect the place, times, days that are approved for your organization or team. Don't go into other open areas or fields when you're not supposed to be there. If rules are not followed or respected, your requests for the parks/fields will be forfeited from future use.
9. If your club, organization, team, league does not respect or follow our memo of understanding and follow the approved days and times, we have the right not to allow your group to continue using our facilities.
10. Locks and keys. Do not make additional copies. All groups using a city facility will be required to sign an acknowledgement form for a copy of the keys needed for their approved requests. All keys must be returned to the Sports Coordinator, Jamie Chew at the end of their season.
11. Your organization is responsible for anything that happens during your scheduled time. Your organization assumes responsibility for the actions of, or lack of, the organization's coaches.
12. No vehicles are allowed to be driven or parked inside any open green area or ball field.
13. The City of Calexico is not responsible for the equipment & supplies left behind in our facilities.
14. Sports groups are not allowed to leave or store equipment or supplies in any storage room, concession stand, field space, or any City Sports Facility. Equipment must be removed from the premises after each practice and game.
Thank you everyone for helping us maintain the game fields during their season and let's keep working together and continue communicating with each other.
Signed: Date:_
ATTACHMENT #3
Revised 1.27.26 CITY OF CALEXICO BALL PARKS FACILITY REQUESTS January 6 - July 31, 2026 ORGANIZATIONS→ Calexico Baseball Network CPAA Liga Menor Del Valle Vincent ZT baseball SoCal Bad Rabbits Calexico Soccer (Baseball League) (soccer League) (Soccer League) Memorial (baseball) Xtreme [Flag football) Club High School (softball) (softball)
INSURANCE EXPIRES → JAn. 1, 2027 Aur. 1, 2026 Sept. 10, 2025 July 2, 2026 Jan. 1, 2027 Jan. 2, 2027 Aug. 1, 2026 Nov. 30, 2026 Jan. 7, 2027 FIELDS
AMERICAN LEGION FIELD Jan. 26-Jaly 31, 2026
Mon-Fri. 4:00-9:00 pm
Sat. 9:00 am-12:00 pm
BALLROSE Jan. 26-March 25, 2026 Feb. 2-May 29, 2026 Jan. 7-March 28, 2026 Jan. 6-July 28, 2026 M. Tu. Th. Fri. 3:00-5:00 pm Wed. 4:00-6:00 pm Tues. 7:30-9:00 pm Mon. Tea. 730-630-3:00 pm Wed. 1:00-3:00 pm Wed. 730-930 pm6 Sat. 8:30-10:30 am Set. 5:00-8:00 pm March 26-July 31, 2026
Wed. 4:00-6:00 pm
Jan. 26-July 31,2026
ALEX RIVERA FIELD Mon-Fri, 4:00-9:00 pm
Sat. 9:00 am-12:00 pm Feb. 2-May 29, 2026
Jan. 26-Jnly 31, 2026 M. . . 10.000 pm
Mon. Tues. Thurs. Fri.
6:00-10:00 pm
Wed. 4:00-10:00 pm
ADRIAN CORDOVA Jan. 6-July 29, 2026 Jan. 8Jnly 31, 2026 500-00 pm. Thars. & Fri.
6:30-8:30 pm
LAS CASITAS Jan. 6-July 29, 202G Nov. 3-Feb. 27, 2026 Jan. 12-Juls 27,202G Tues. & Wed. Mon.Tues. Thurs. 3-4:30 pm Mondays
6:00-10:00 pm 6:00-10:00 pm Wed. 12:30-2:30 pm $:00-10:00 pm Fri. 1:30-2:30 pm
NOSOTROS MULTI-PURPOSE Jan. G-Jule 31, 2026 Nov. 3-Feb. 27, 2026 Jan. 13-July 28, 2026 Mon, Wed, Thus, Fri. Mon. Tues. Thurs. 3-4:30 pm Tracdore 6:00-10:00 pm Wed. 12:30-2:30 pm 5:00-10:00 pm
Fri. 1:30-2:30 pm
Carmen Estrada Field
RANCHO ELEGANTE Jan. 6-July 31, 2026
Sth and Andrade 30.80 50-200pm
Rodriguez Bosketball
Court/tennis courts
DANIEL GUTIERREZ Jan. 6-July 31, 2026
Мол-Fri. 6:00-10:00 pm
Sat. 8:00 am -12:00 pm
RANCHO FRONTERA & Jan. 6-July 31, 2026
MEADOWS Mon.-Fri. 6:00-10:00 pm
JOEL REISIN
MEADOW & HOLDRIDGE
retention_
MEADOW & ROSAS
retention
Hacienda Retention
CRUMMATT PARK Green
area next to library
KENNEDY GARDENS Jan. 26-July 31, 2026
Mon-Fri. 4:00-9:00 pm