Exhibit AExhibit APolicy and Procedure
Exhibit A
Exhibit A
Subject: Competitive Youth Aquatic Sports Partnerships
Index: Recreational Facilities & Programs
Number: 702-9
Effective Date:
Prepared By: Beaches, Parks &
Recreation Department
Supersedes: 702-9, Effective 10/7/2025
Approved By:
PURPOSE:
The purpose of this Policy is to establish a framework for Youth Aquatic Partnerships between the City of San Clemente and qualified non-profit aquatic sports organizations. This Policy establishes eligibility requirements, partnership classifications, facility allocation priorities, and fee reduction opportunities for organizations that provide competitive aquatic sports programming to San Clemente youth. The Policy is intended to promote equitable access to municipal aquatic facilities while supporting efficient facility operations and responsible stewardship of public resources.
ORGANIZATION AFFECTED:
Beaches, Parks & Recreation Department
REFERENCES:
San Clemente Municipal Code: Section 12.28.010 Use of Designated City-Owned Facilities POLICY:
The City recognizes the value of competitive youth aquatic sports and may enter into partnerships with qualified non-profit organizations that provide programming benefiting San Clemente residents. Through these partnerships, the City may provide reduced facility use fees, allocation priorities, and other benefits as authorized by this Policy.
Municipal aquatic facilities are public resources with limited availability. The City shall allocate facility use in a manner that:
Promotes equitable access to aquatic facilities;
Prioritizes programs that provide the greatest benefit to San Clemente residents; Supports efficient and responsible use of public facilities; Maintains adequate facility availability for City programs, public use, and facility maintenance; and Ensures fair and consistent application of facility use policies.
Youth Aquatic Partnerships shall be classified as Tier I, Tier II, or Tier III based on the eligibility criteria established in this Policy. Partnership status, facility allocations, and fee reductions are subject to ongoing compliance with all City requirements.
Due to limited facility availability, only a select number of Youth Aquatic Partnerships will be approved to provide competitive aquatic sports, as determined by the Beaches, Parks and Recreation Commission and the City Council.
The City reserves the right to establish facility allocation procedures, operational requirements, billing methods, and administrative guidelines necessary to implement and administer this Policy.
PROCEDURE:
Youth Aquatic Partnership Agreement
All approved Youth Aquatic Partnership Organizations shall enter into a Youth Aquatic Partnership Agreement with the City.
The Agreement shall incorporate the requirements of this Policy and may establish additional administrative, operational, facility use, billing, reporting, insurance, indemnification, and compliance requirements necessary for implementation of the partnership.
Failure to execute or comply with the Partnership Agreement shall constitute a violation of this Policy and may result in suspension, termination, or non-renewal of partnership status.
The City reserves the right to revise Partnership Agreement requirements as necessary to administer the Youth Aquatic Partnership Program, provided such revisions remain consistent with this Policy.
Minimum Requirements and Partnership Eligibility
Organizations seeking Youth Aquatic Partnership status shall meet the minimum eligibility requirements established by the City.
Eligible activities shall be limited to nationally recognized competitive aquatic sports governed by established leagues, associations, or sanctioning bodies, including swimming, water polo, diving, artistic swimming, or other aquatic sports approved by the City.
Organizations shall:
Maintain current 501(c)(3) or 501(c)(4) status;
Maintain insurance coverage meeting City requirements;
Maintain organizational policies prohibiting discrimination, alcohol use, and illegal substances; Operate an open enrollment program, subject to age, safety, and skill requirements; Maintain a scholarship or financial assistance program providing financial relief towards registration fees, at a minimum, for 2% of the total number of annual participants; and Demonstrate compliance with City policies and facility use requirements.
Partnership Classification
Organizations shall be classified as Tier I, Tier II, or Tier III based upon residency percentages, participation levels, organizational history, and other criteria established by this Policy. Meeting only one criterion does not guarantee placement in a tier.
Percentage of San Clemente residents,
Number of consecutive years the organization has rented and operated programming within the City of San Clemente.
Tier
Rental History
Resident Participation
Tier I
5 Years
78%
Tier II
3 Years
70%
Tier III
2 Years
60%
Residency percentages for partnership eligibility, tier classification, and discount qualification shall be determined using actual participant attendance recorded through the City's designated participation tracking system during the evaluation period established by the City.
Annual participant rosters shall be used to verify participant eligibility, organizational composition, and compliance with program requirements.
Organizations shall submit participant rosters in a format approved by the City and shall provide all information reasonably necessary to verify eligibility and residency.
The City reserves the right to audit residency information, participation records, and roster data at any time.
Organizations may not selectively assign participants to City facilities, alter participation patterns, or otherwise structure facility use for the purpose of increasing residency percentages, obtaining a higher partnership tier, or maximizing partnership benefits.
The City reserves the right to evaluate overall organizational participation and may adjust tier classification, billing status, or partnership eligibility when facility participation is determined to be unrepresentative of the organization's overall program composition.
Application and Annual Review Process
Applications for Youth Aquatic Partnership status shall be submitted annually in accordance with the schedule established by the Beaches, Parks and Recreation Department or in accordance with Appendix B.
Applications shall include all documentation required by the City, including organizational records, financial information, participant rosters, insurance documentation, and other materials necessary to evaluate eligibility.
Participant rosters shall be submitted electronically in a format approved by the City.
Participants included on partnership rosters must:
Meet the definition of Youth Status;
Be actively enrolled in the organization's competitive aquatic program; and Have participated in the program for a minimum of three consecutive months or one full quarter during the evaluation period.
The City reserves the right to compare roster information with participation tracking records to verify eligibility and compliance.
The Beaches, Parks & Recreation Department shall determine eligibility and approve all applications for Youth Aquatic Partnership that meet all minimum requirements established by this Policy. The Beaches, Parks and Recreation Director shall execute the Agreement(s) upon verification of eligibility.
Appeals or requests for exceptions to tier requirements may be considered by the Beaches, Parks & Recreation Director and forwarded to the Beaches, Parks & Recreation Commission and City Council for consideration.
Final approval of any appeal or exception to the requirements of Youth Aquatic Partnership status shall be made by the City Council.
Organization Scholarship Program.
Partner Organizations shall offer a scholarship program that provides relief for San Clemente households that demonstrate financial hardship.
Requirements for financial hardship are to be determined at the discretion of the organization.
Aquatic Facility Use Fee Structure, Billing and Participation Tracking Approved Youth Aquatic Partnership Organizations shall be billed in accordance with the City's adopted fee schedule and applicable partnership discount structure contained in Appendix B.
Routine practice use shall be billed using the City's designated swipe-based participation tracking system.
All participants utilizing partnership practice allocations shall check in using the City's designated participation tracking system prior to facility use.
Monthly billing shall be based upon actual participant attendance recorded through the City's participation tracking system.
Participation records maintained by the City shall serve as the official record for facility utilization, billing, residency participation calculations, and program compliance.
Partnership discounts shall apply only to approved Primary Programs and routine practice use occurring during approved facility allocations.
Secondary Programs, camps, clinics, lessons, instructional programs, specialty rentals, and other non-approved activities shall be billed at applicable rental rates.
Swipe-based billing applies only to routine practice use and does not apply to tournaments, competitions, special events, exclusive facility use, deck reservations, meeting spaces, or other non-routine uses.
Organizations participating in swipe-based billing shall maintain a valid payment method on file with the City.
Billing disputes must be submitted in writing within fifteen (15) days of invoice issuance.
Standard and Expanded Allocation categories shall be assigned by the City during the allocation process in accordance with Appendix B.
Aquatic Facility Allocation
All aquatic facility allocations are assigned as shared use unless otherwise approved by the City.
Aquatic facility allocation priorities shall be as follows:
City-sponsored programs;
Approved Youth Aquatic Partnership Primary Programs, prioritized by Tier; Frequent renters, Secondary Programs, and qualified non-profit organizations; Commercial organizations located within San Clemente; and Commercial organizations located outside San Clemente.
Each organization shall submit facility allocation requests in accordance with schedules established by the City.
When competing requests exist within the same allocation priority, the City may consider (in no particular order):
Residency participation percentage;
Historical facility utilization;
Compliance history;
Number of hours requested;
Primary Season considerations; and
Whether the request supports a Primary Program or Secondary Program.
Each Youth Aquatic Partnership Organization shall be assigned a maximum allocation of facility space based on participation, utilization, facility capacity, and operational needs.
Increased enrollment or participation does not automatically entitle an organization to additional facility space. The City reserves the right to adjust allocations based upon demonstrated utilization, participation levels, operational needs, and overall community benefit.
Minimum in-water participation standard shall be maintained in accordance with Appendix C.
Facility Use Requirements
Organizations shall use facilities only during approved dates, times, and locations.
Unauthorized sharing, transfer, assignment, or subleasing of allocated facility space is prohibited under the Partnership Policy, but these uses can be requested through the regular Pool Rental process.
All participants must properly check in using the City's designated participation tracking system.
Participation Tracking Compliance. Organizations shall support participant compliance with the City's designated participation tracking system.
Participants utilizing partnership practice allocations are required to check in prior to facility use.
If participation is identified through observation, roster verification, coaching records, or other reasonable means but is not recorded through the participation tracking system, the City may adjust attendance records and apply the appropriate charges to the organization's monthly invoice.
Organizations will not be held responsible for participation tracking failures resulting from City equipment malfunctions, system outages, or other circumstances outside of the organization's reasonable control.
Cancellation of reserved rental lanes must be made at least 12 hours prior to the start of the rental times listed on the permit. Lanes cancelled more than 12 hours in advance will be refunded. Cancellations made less than 12 hours prior “late cancellation” will automatically forfeit the lane rental fees. Lanes left unoccupied without notification to release them back to the public will incur the full rental fee without partnership discount. Underutilization of allocated space, as demonstrated through participation tracking records, may result in reduction or reassignment of facility allocations.
Violations of Youth Aquatic Partnership
Violations of this Policy or the Partnership Agreement shall be subject to progressive enforcement.
The City may issue warnings, impose corrective actions, reduce allocations, suspend partnership benefits, or revoke partnership status.
The City may suspend or revoke partnership status when necessary to protect City facilities, ensure equitable access, or enforce compliance with this Policy.
The City utilizes a “three-strike” policy for violations of the Partnership Policy. The process is described within the Youth Aquatics Partnership Agreement.
Violation examples include, but are not limited to:
Submitting false documents to the City.
Use of pool space that has been closed due to inclement weather, water quality, safety, or maintenance without City authorization.
Conducting activities outside of permitted hours or beyond the boundaries of the reserved pool space, including adjacent areas or other City property, without prior written authorization stated in the rental permit.
Subletting, loaning, or trading allocated pool time with other groups or organizations without prior written City approval.
Failure to return unused or unscheduled pool hours to the City for re-allocation Failure to comply with the requirements and responsibilities listed will result in a Partnership reevaluation by the Beaches, Parks and Commission, to include Partnership status revocation.
Partnership Expectations and Renewal
All Partners shall adhere to all the policies and procedures of the City and cooperate fully with City staff to ensure. Partners shall provide City representatives with access at all times to review or monitor the sports program.
Applicant and all participants, parents, spectators, coaches, and volunteers agree to abide by the City Participant Code of Conduct. The Youth Aquatic Partner maintains responsibility for all of its coaches, volunteers, agents, parents, spectators, and players affiliated with the organization.
All organizations must strictly adhere to their approved permit times. If a permitted lane remains unoccupied for more than 10 minutes after the scheduled start time listed on the permit, the lane may be released for public lap swim or reallocated for the remainder of that individual lane rental period. The organization will still be charged for the full rental time, and no refunds or credits will be issued.
Partnership Agreements will be issued for an initial one-year term, with the possibility of four additional one-year extensions, not to exceed a total of five consecutive years. Extensions will be granted based on the organization’s continued compliance with residency requirements, participant eligibility, and overall program performance as outlined in this policy.
DEFINITIONS:
“Applicable Rental Rate”: The fee established by the City's adopted fee schedule for facility use, staffing, events, or related services. “Aquatic Tournament”: A City-approved competitive aquatic event requiring reserved facility space beyond routine practice use, including swim meets, water polo tournaments, diving competitions, artistic swimming competitions, or similar events. “Competitive Aquatic Sports”: Organized aquatic programs focused on athletic competition, advanced skill development, and preparation for sanctioned meets, tournaments, or competitive events. Examples include swimming, water polo, diving, and artistic swimming. “Expanded Allocation”: An approved partnership allocation utilizing fifty percent (50%) or more of a designated pool, long-course configuration, full field-of-play configuration, or other expanded aquatic allocation. “Frequent Renter”: An organization or individual that rents aquatic facility space more than four times per calendar quarter. “Non-Profit”: An organization recognized by the Internal Revenue Service as a tax-exempt entity under Section 501(c)(3) or 501(c)(4) of the Internal Revenue Code and in good standing throughout the term of its permit or agreement. “Organization”: A youth aquatic organization approved by the City and awarded Youth Aquatic Partnership status. “Organized Play”: A structured athletic activity, practice, training session, competition, or coaching activity involving two or more participants. “Participant”: An individual registered with an approved organization and actively participating in its program. Coaches, officials, volunteers, and staff are not considered participants. “Primary Season”: For the purposes of this policy, “Primary Season” refers to the period during which an aquatic sport is most active in terms of training intensity, sanctioned competitions, and facility demand. The sport in season will have priority for allocations. The following are recognized Primary Seasons for competitive aquatic programming: Competitive Swimming: Short Course Season (September-March) and Long Course Season (April-August); Water Polo: Boys Season (August-October) and Girls Season (November-January); Diving (February-July); Artistic Swimming (January-May). “Primary Program”: An organization's core competitive aquatic sports program that serves as the basis for Youth Aquatic Partnership eligibility, facility allocation priorities, and partnership fee discounts. The City shall determine whether a program qualifies as a Primary Program based on its purpose, participation, and relationship to the organization's competitive aquatic mission. “Resident”: A person whose primary residence is located within the City of San Clemente. The City reserves the right to verify residency and conduct audits as necessary. “Recreational Aquatic Programming”: Aquatic instruction, lessons, clinics, camps, feeder programs, fitness activities, or other non-competitive programming intended for skill development, recreation, or general participation rather than competition. “Routine Practice”: A regularly scheduled aquatic training session conducted by an approved Youth Aquatic Partnership Organization during its assigned allocation period for the primary purpose of team training and skill development. “Secondary Program”: Any activity that is not part of an organization's Primary Program, including but not limited to camps, clinics, lessons, instructional programs, feeder programs, evaluations, specialty rentals, or other non-competitive activities. Secondary Programs are not eligible for partnership discounts unless otherwise approved by the City. “Subleasing / Unauthorized Transfer”: The assignment, sharing, transfer, or use of allocated facility space by any person, organization, or program not authorized by the City. “Standard Allocation”: An approved partnership allocation utilizing less than fifty percent (50%) of a designated pool, field of play, or aquatic area. “Youth Status”: An individual who is 18 years of age or younger and actively enrolled in high school or an equivalent educational program.
APPENDIX A
PARTNERSHIP BILLING AND DISCOUNT STRUCTURE
Swipe-based billing applies only to approved routine practice use.
Definitions:
“Standard Rental Allocation”: An approved partnership allocation utilizing less than fifty percent (50%) of a designated pool, field of play, or aquatic area. “Expanded Rental Allocation”: An approved partnership allocation utilizing fifty percent (50%) or more of a designated pool, long-course configuration, full field-of-play configuration, or other expanded aquatic allocation.
Standard Rental Rate
Expanded Rental Rate
Resident
Non-Resident
Resident
Non-Resident
Tier I
(55% Discount)
$1.80
$4.05
$3.86
$8.66
Tier II
(50% Discount)
$2.00
$4.50
$4.28
$9.63
Tier III
(35% Discount)
$2.60
$5.85
$5.56
$12.51
Swipe-based billing applies only to recurring routine practice use and does not apply to exclusive facility use or special events. The City Council shall establish and periodically update all billing rates through the adopted fee schedule.
APPENDIX B
APPLICATION AND ALLOCATION SCHEDULES
B1.0 Youth Aquatic Partnership Application Schedule
Annual Review Process
Application Period
August 1-31
Applications Due
August 31
Administrative Review to Determine Eligibility
September 1-30
BPR Commission Review of Qualifying Applicants
October (2nd Tuesday)
City Council Review
November (1st Tuesday)
Youth Aquatic Partnership Status Starts
January 1
B2.0 Required Application Materials
Applicants shall submit all documentation required by the City to evaluate eligibility and partnership classification. Required materials include, but are not limited to:
Youth Aquatic Partnership Application Form;
Proof of current 501(c)(3) or 501(c)(4) status;
Insurance documentation meeting City requirements;
Organizational governing documents, including articles of incorporation, bylaws, or similar charter documents; Documentation demonstrating compliance with scholarship and financial assistance requirements; Financial information reasonably requested by the City to evaluate eligibility; Participant roster information required under Section C.3; and Any additional information determined necessary by the City to evaluate eligibility, partnership classification, residency participation, facility utilization, or program compliance.
Incomplete applications may be rejected, returned for correction, or delayed until all required materials are received.
B3.0 Participant Rosters
Participant rosters shall be submitted electronically in a format approved by the City. To be eligible for inclusion on a partnership roster, a participant must:
Meet the definition of Youth Status;
Be actively enrolled in the organization's Primary Program; and Have participated in the organization's competitive aquatic program for a minimum of three (3) consecutive months or one (1) full quarter during the evaluation period.
Rosters shall include sufficient information to verify participant eligibility and residency.
Participants with incomplete residency information may be classified as non-residents until sufficient documentation is provided.
The City reserves the right to audit roster information and compare roster data with participation tracking records to verify compliance with this Policy.
B4.0 Residency Verification
Residency participation percentages used to determine partnership tier classification shall be based upon actual participant attendance recorded through the City's designated participation tracking system.
Annual rosters shall be used to verify participant eligibility, organizational composition, and residency information.
The City reserves the right to audit residency information and adjust partnership classification, billing status, or eligibility if participation is determined to be inaccurate, misleading, or unrepresentative of the organization's overall program composition.
B5.0 Aquatic Facility Allocation Schedule
Season Allocation
Due Date
Fall
April 15
Winter
August 15
Spring
November 15
Summer
January 15
Organizations missing established deadlines may be allocated remaining facility space on an as-available basis.
B6.0 Administrative Authority
The City reserves the right to revise application forms, documentation requirements, roster formats, participation tracking procedures, allocation request forms, and other administrative processes necessary to effectively administer the Youth Aquatic Partnership Program.
Such administrative revisions shall not require amendment of this Policy provided they remain consistent with its intent and requirements.
APPENDIX C
MINIMUM IN-WATER PARTICIPATION STANDARDS
To ensure pool space is allocated responsibly during peak hours and in accordance with public programming needs, all organized aquatic uses must meet minimum in-water participation requirements. These are determined by program type.
Competitive Swimming
Short Course: Minimum 3 swimmers per lane
Long Course: Minimum 6 swimmers per lane
Water Polo
Half-Course Use: Minimum 8 participants
Full-Course Use: Minimum 14 participants
Artistic Swimming
Minimum 6 participants per training block
Diving
Minimum 2 divers per board
Diving allocations shall include a dedicated dive well and shall not be shared with lane-based programming during use.
Failure to consistently meet minimum participation standards may result in reassignment or reduction of allocated facility space.
Attachment 2