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Staff Report
City Council
Item No. 7.E
Meeting Date: October 11, 2023
From: John Corella, Director of Engineering/Public Works Title: Approve a Policy for City Baseball/Softball Fields Reservation Applications and the Respective Fees Policy Manual for Baseball/Softball Field Reservations
City Council
RECOMMENDATION:
To approve the Baseball/Softball Field Reservation Application Form and respective Fees and Policy Manual to implement the reservation process for the use of the City's baseball/softball fields and concession stands; and, to adopt a Resolution approving the fee structure for the reservation of the City's baseball/softball fields and concession stands.
BACKGROUND:
As a result of the City’s investments into its parks, there have been several sports organizations requesting long term use of the soccer fields at Dennis Keat Soccer Park and the baseball/softball fields at Century, Panorama, and Ocotillo Parks.
The City initiated this process a few years ago by executing an agreement wi th the American Youth Soccer Organization (AYSO) to use the majority of the soccer fields at Dennis Keat Park and have them reserved during AYSO’s specified season. The agreement with AYSO also had provisions for participation in the cost of watering the fields, electrical costs to power the lights and specifics regarding “sweat equity” to maintain/clean the bathrooms and provide light maintenance of the irrigation system watering the field.
The agreement with AYSO proved to be challenging in several ar eas and required a significant amount of Staff and Attorney time and resources to negotiate, develop and modify the agreement. Given the time and resources it took to create this agreement, City Staff has looked to other cities to learn about their reservation process.
Staff reviewed the application process for different cities throughout and outside the Coachella Valley to streamline the field reservation process for the City of Cathedral City. Staff gathered information from various cities and found it i s common practice to have an application with a supporting policy manual. The purpose of a policy manual for
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baseball/softball field reservations is to provide clear guidelines and procedures for reserving and using fields at Cathedral City Parks. It creat es a fair and consistent reservation process, and provides information to applicants about rules or regulations to follow when reserving the fields.
Since there can be a multitude of reservations for various park facilities, e.g., soccer, basketball, voll eyball courts, etc., Staff has specifically targeted the ability to accommodate the applicant(s) requesting the use of the baseball/softball fields at Century, Panorama, and Ocotillo Parks, as well as the concession stands at Ocotillo and Panorama Park.
On June 28, 2023, Staff presented the City Council a Draft Baseball/Softball Field Reservation Application. Following the presentation, City Staff addressed specific comments and suggestions made by the City Council. Additionally, City Staff consulted with other municipalities and developed the attached Fees and Policy Manual. The Fees and Policy Manual for Baseball/Softball Field Reservations (Manual) was created with the purpose of providing a general policy, guidance, and fee structure for the reservation of baseball/softball fields and concession stands within the City limits.
DISCUSSION:
On August 23, 2023, Staff presented the City Council with an update on the Draft Baseball/Softball Field Reservation Application and the Manual. The City Council made the following three (3) specific comments and suggestions:
• Use of concession stands should only be allowed in conjunction with the reservation of a field.
• Compare Concession Stand Fees with the Desert Recreation District’s (DRD) hourly rates.
• Reconsider commercial groups being allowed to reserve concession stands.
Following the presentation, City Staff revised the Draft Baseball/Softball Field Reservation Application and the Manual to incorporate the changes recommended by the City Council.
Use of Concession Stands
The language below was added to Section 2 – Baseball/Softball Field Reservations of the Manual that allows applicants to reserve the concession stand for an additional cost only with a baseball/softball field reservation.
“Concessions s tands can be reserved in conjunction with a baseball/softball field reservation for an additional cost. The use of concession stands without a baseball/softball field reservation will not be allowed.”
The added language above allows applicants to reserve the concession stands in conjunction with the use of the baseball/softball fields only. The City reserves the right to approve the use of the concession stands separate ly from the baseball/softball field reservation process.
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Compare Concession Stand Fees with the Desert Recreation District’s (DRD) hourly rates
Additionally, the City Council expressed that the Concession Stand Use Fee should be revisited to confirm the cost is suitable for this amenity. City Staff reffered to DRD’s Fee Study for Cities in the Coachella Valley and DRD’s Facilities Rental Guide to evaluate and revise the Concession Stand Use Fees to align with the DRD’s rates. Both documents are attached to this report.
The revised proposed fee structure is shown in the table below.
Organized
Baseball/Softball Group
Resident
Rate
Non-Resident
Rate
Non-Profit
Group
Rate
Commercial
Group
Rate
Daytime Field Use Fee $30/hr. $35/hr. $10/hr. $40/hr.
Maximum Daytime Field
Use Fee
$225/8 hrs. $262/8 hrs. $75/8 hrs. $300/8 hrs.
Lighted Field Use $30/hr. $40/hr. $30/hr. $60/hr.
Field Preparation $60/Field $60/Field $60/Field $60/Field Field Cleaning/Security
Deposit
$275/Permit $275/Permit $275/Permit $275/Permit
Administrative Fee $20/Permit $30/Permit $20/Permit $40/Permit Concession Stand Use Fee $25/hr. $30/hr. $25/hr. $35/hr.
Concession Stand Security
Deposit
$500/Permit $500/Permit $500/Permit $500/Permit
As explained in the previous section, concession stands can only be reserved in conjunction with a baseball/softball field reservati on. The Concession Stand Use Fee was changed from a daily rate to an hourly rate to be consistent with DRD’s rates.
Concession Stand Use will be allowed during the hours of the field reservation.
Weekday and Weekend minimum reservations are two (2) hours a nd four (4) hours, respectively. The maximum daily hour limit for a concession stand reservation will be the same as the maximum daily hour limit for a field reservation, which is fifteen (15) hours from 7:00 a.m. to 10:00 p.m.
Reconsider Commercial Groups to be Removed
City Staff evaluated the classifications for types of baseball/softball field users (residents, non -residents, non -profit organizations, and commercial groups) and considered removing the Commercial Groups from the proposed fee structure.
The City currently hosts the Mary Nutter Collegiate Classic at Big League Dreams annually. This highly anticipated event is incredibly popular among softball fans and brings in many of the nation’s top teams. As the Mary Nutter Collegiate Classics grows , they may need request additional fields and concession stands to accommodate their schedule of games.
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Events organized by Commercial Groups, such as the Mary Nutter Collegiate Classics, provides a benefit for our community and promotes the City as a wh ole. City Staff is proposing to keep the Commercial Group Rates in the proposed fee structure.
Although investments made by the City to maintain baseball/softball fields cannot be fully recovered, the proposed fee structure aims to offset a small portion of the expenses at a competitive rate when compared to other cities.
Most importantly, the proposed fees provide a value in the reservation of the fields so that reservations made by organizations and/or groups are observed. The purpose of establishing a cost for reservation is to deter organizations that may be inclined to make reservations they will not fulfill, thus, precluding others from using the fields on the same dates of the reservations.
Staff is recommending the City Council approve the Baseball/Softball Field Reservation Application Form and respective Fees and Policy Manual to implement the reservation process for the use of the City's baseball/softball fields and concession stands; and, to adopt a resolution approving the fee structure for the reservation of the City's baseball/softball fields and concession stands.
FISCAL IMPACT:
There is no fiscal impact for the approval of this item. When the actual fees are adopted and implemented, the collected amounts will minimally offset the overa ll actual costs for maintenance, replacement and other expenses related to the baseball/softball fields, field lights and concession stands.
FIVE-YEAR STRATEGIC PLAN:
GOAL B: COMMUNITY INVESTMENT
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
GOAL C: FISCAL STABILITY AND SUSTAINABILITY
Objective: Cathedral City has economically prospered by facilitating the investment of private dollars in high quality dev elopment which benefits the community. We remain financially solvent by instituting prudent fiscal policies and transparent financial practices.
GOAL D: INNOVATION
Objective: Cathedral City continually focusses on improving service delivery and customer experiences by successfully leveraging technology and creative initiatives to improve public services, public safety, and stimulate economic growth.
ATTACHMENTS:
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Fees and Policy Manual
Baseball/Softball Field Reservation Application
Desert Recreation - Fee Study 06-30-2023
For Reference: Desert Recreation District - Rental Guide Resolution Adopting Fee Schedule for Use of Cathedral City Recreation Fields