Agenda Report
Fullerton City Council
MEETING DATE: MAY 6, 2025
TO: CITY COUNCIL
SUBMITTED BY: DAISY PEREZ, DEPUTY CITY MANAGER
PREPARED BY: CHRISTIAN HERNANDEZ, PARKS AND RECREATION MANAGER
ECHE ECHEVERRIA, PARKS AND RECREATION SUPERVISOR
SUBJECT: ATHLETIC FIELD USE AND ALLOCATION POLICY REVISIONS
SUMMARY
The Athletic Field Use and Allocation Policy equitably allocates athletic fields for community use. The revised policy better identifies documentation deadlines and violations, includes a field allocation formula, establishes priority classification for City programs or events and establishes nonpayment penalties.
PROPOSED MOTION
Approve Athletic Field Use and Allocation Policy revisions.
ALTERNATIVE OPTIONS
Approve the Proposed Motion
Do not approve the revisions to the Athletic Field Use and Allocation Policy Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGER REMARKS
The City Manager recommends approval.
PRIORITY POLICY STATEMENT
This item matches the following Policy Priority Statement:
Fiscal and Organizational Stability.
FISCAL IMPACT
No fiscal impact.
BACKGROUND AND DISCUSSION
City Council approved the Athletic Field Use and Allocation Policy on November 5, 2019 to clarify and strengthen rules regarding priority group qualifications, field allocation processes and rule compliance procedures.
The City allocates and permits athletic fields in two six-month periods from February through June and from July through January. The City monitors proper allocation and permit use. The City gives priority to City programs and Partner Groups. The City may charge to recover public costs to operate, maintain, supervise and administer parks and athletic facilities use.
City staff partner with local youth sports organizations to ensure ample opportunity to participate in athletics at various ability levels. The City uses these partnerships to provide athletic opportunities and keep fields safe and high quality. The proposed policy would create clear written procedures and allocation policies that:
fairly distribute available fields
maximize playing time
incorporate “turf recovery periods” to maintain safe, quality fields outline field use regulations.
The revised policy better identifies documentation deadlines, clearly defines violations, includes a field allocation formula for conflicting field requests and establishes a priority classification for City programs or events.
Staff presented this item to the Parks and Recreation Commission on December 9, 2024, describing the field allocation process in the Field Use and Allocation Policy. Staff shared challenges encountered during the field allocation process and future challenges the City would face in the upcoming seasons including sports league growth in the City and the absence of a formula to decide when field conflicts exist amongst groups. The Commission directed staff to provide recommendations for an updated Athletic Field Use and Allocation Policy.
Staff presented the calendar year 2024 Annual Compliance report to the Parks and Recreation Commission on February 10, 2025, highlighting partner groups and identifying violations during the calendar year. Staff noted that the Field Use and Allocation Policy did not categorize City of Fullerton Partner Group outstanding balances as a policy violation.
The following highlights some of the proposed policy:
III. Priority Group Classifications
Included City programming or events to first meet
VI. Field Allocation Formula
Tiebreaker formula for field conflicts requests from Partner, Competitive and Rental groups.
VII. Compliance with Field Use Rules
Defines required information to submit to City staff.
Violations
Includes an outstanding balance as a violation
Not submitting documentation by the deadlines
Removed $100 deposit in the second violation
Additional clarifying language included throughout policy.
The Parks and Recreation Commission considered the proposed Minor Field Allocation Policy Revisions April 14, 2025 and approved the item 5 – 0 (Commissioners McKendry and Talavera absent).
Attachments:
Attachment 1 – Proposed Athletic Field Use and Allocation Updated Policy Attachment 2 – Athletic Field Use and Allocation Policy Redline Version Attachment 3 – Parks and Recreation Commission Voting Summary cc: City Manager Eric J. Levitt
Minor Field Allocation Policy Revisions
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