CITY COUNCIL STUDY SESSION MEETING AGENDA
TUESDAY DECEMBER 10, 2024 6:00 PM
SAN DIMAS COUNCIL CHAMBER
CONFERENCE ROOM
245 EAST BONITA AVENUE
A public agenda packet is available for review on the City’s website www.sandimasca.gov or by contacting the City Clerk’s Office at [email protected].
CITY COUNCIL
Mayor Emmett Badar, Mayor Pro Tem Eric Nakano, Councilmember Rachel Bratakos, Councilmember Ryan A. Vienna, Councilmember Eric Weber
CALL TO ORDER AND FLAG SALUTE
ORAL COMMUNICATIONS
(Members of the audience are invited to address the City Council on any item on this agenda. Public comment will not be taken during each individual agenda item, except for public hearing items.
Comments on public hearing items will be heard when that item is scheduled for discussion. Under the provisions of the Brown Act, the legislative body is prohibited from engaging in discussion on any item not appearing on the posted agenda. However, your concerns may be referred to staff or set for discussion at a later date. Each speaker will be limited to speaking once for up to (3) three minutes.) STUDY SESSION
1. Discussion of Field Allocation Policy – Outreach to Users, Prioritization of User Groups, Impacts of Excessive Changes
2. Discussion of CityWide Special Events (Music in the Park, City Birthday, Runnin' Scared 5k, and Holiday Extravaganza), including the Date, Content, and Location of Events as well as Discussion to Combine Events.
ADJOURNMENT
Notice Regarding Americans with Disabilities Act: In compliance with the ADA, if you need assistance to participate in a city meeting, please contact the City Clerk’s Office at (909) 3946216. Early notification before the meeting you wish to attend will make it possible for the City to make reasonable arrangements to ensure accessibility to thismeeting[28CFR3510235104ADATitleII]
toCobevets.
ADJOURNMENT
Notice Regarding Americans with Disabilities Act: In compliance with the ADA, if you need assistance to participate in a city meeting, please contact the City Clerk’s Office at (909) 3946216. Early notification before the meeting you wish to attend will make it possible for the City to make reasonable arrangements to ensure accessibility to this meeting [28 CFR 35.10235.104 ADA Title II].
Copies of documents distributed for the meeting are available in alternative formats upon request. Any writings or documents provided to the City Council regarding any item on this agenda will be made available for public review Monday through Thursday 7:30 a.m. to 5:30 p.m. and on Fridays from 7:30 a.m. to 4:30 p.m. at the Administration Counter at City Hall and San Dimas Library. In addition, most documents are posted on the City’s website at www.sandimasca.gov.
Posting Statement: I declare under penalty of perjury that on December 6, 2024, I posted a true and correct copy of this agenda on the bulletin board in the Civic Center Plaza of City Hall at 245 E. Bonita Ave., San Dimas Library 145 N. Walnut Ave., San Dimas Post Office 300 E. Bonita Ave., Von’s Via Verde Shopping Center 1160 Via Verde Ave., and on the City’s website www.sandimasca.gov/agendasminutes/ as required by law.
December 6, 2024
Debra Black
Debra Black, City Clerk Page 2
Study Session
Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of December 10, 2024
From: Scott Wasserman, Director of Parks and Recreation Prepared by: Joseph Jones, Recreation Manager
Subject: Discussion of Field Allocation Policy
____________________________________________________________________________
SUMMARY
Staff will discuss the process of allocating athletic fields to youth sports organizations in accordance with the City’s Field Allocation Policy (FAP), including staff outreach, the prioritization of user groups, circumstances leading to allocated fields going un-used, and the impact of excessive changes to field use permits that are requested by sports user groups.
RECOMMENDATION
Staff recommends that the City Council:
• Receive staff report on field allocations and provide direction as appropriate.
FISCAL IMPACT
There is minimal fiscal impact associated with the recommended action. Field allocations generate approximately $36,000 in annual revenue.
BACKGROUND
The City of San Dimas’s Field Allocation Policy (Attachment 1) was approved by the City Council on September 10, 2019. The FAP provides a policy and procedures used by the City to allocate field usage to sports user groups in a fair and equitable manner. The policy also defines qualifying sports user groups and includes a corresponding fee schedule for the rental of City ball fields and amenities. Since 2019, the City Council has approved several amendments to the FAP, with the most recent occurring on August 13, 2024, when the “No Call/No Show Policy” was approved.
The policy includes fines of $30 to $90 to be paid by sports user groups who reserve more fields than they need, which leads to fields going unused. The new policy will be implemented in the
Field Allocation Policy Page 2
For the Meeting of December 10, 2024
Spring. The 2025 sports season is expected to dissuade youth sports organizations from reserving excessive fields. For the 2024 spring season, staff allocated fields to 22 youth sports organizations and anticipates accommodating additional user groups once the “No Call/No Show” policy is implemented in 2025.
The department allocates two soccer fields, five baseball fields, and three softball fields that are projected to generate $36,000 in revenue in the current fiscal year. The steps in the field allocation process are as follows:
• Pre-Allocation Meeting with Sports User Groups - A month prior to accepting applications for the upcoming sports season, staff conducts a meeting with team representatives from all interested sports user groups to solicit input, discuss any changes to the FAP and to answer any questions or concerns. Meetings are also used to discuss methods to improve the allocation process for the organizations. Some organizations use the meetings to negotiate field use with other user groups to maximize field usage and ensure that the needs of all groups are met. Staff invited 24 sports groups to participate in the pre-season meeting for the Fall 2024 sports season that was ultimately attended by only four user groups.
• Review of Field Permit Applications - Staff sends emails with field permit applications to sports user groups approximately three weeks prior to the due date. The applications are also available online. Applications received are screened to ensure that all requested information has been provided. Staff contacts sports user groups in the event that applications are incomplete and lack critical information. Completed applications are time and date-stamped to document when the application is received. User groups claiming 51% residency status are required to provide team rosters with the completed field use permit application.
• Allocation of Fields - Once staff receives all completed applications, it begins the process of allocating fields. Fields are allocated based on priority of user groups and priority within user group classifications. The goal of the seasonal field allocation is to accommodate as many user groups as possible. User groups may not receive the full allocation requested but staff strives to provide each organization sufficient fields to operate their leagues. Staff typically allocates 95-100% of all fields prior to the start of sports seasons. • Monitor and Audit User Groups - Staff periodically monitors field usage and audits sports user groups throughout the sports season to verify compliance with residency requirements, ensure that user groups are not subletting fields and to ensure that field users have a valid permit. A Recreation Leader visits fields in the evenings Monday-Friday to ensure that fields are being used in accordance with the FAP.
Issues of Concern
1. Reserving Excessive Fields that are Not Used – Sports user groups reserve fields based on program enrollment and the number of teams each expects to field in a given sports season. Fields are reserved for practices and games. Frequently, sports user groups
Field Allocation Policy Page 3
For the Meeting of December 10, 2024
reserve more fields than they need to operate their leagues. As previously discussed, this often results in fields going un-used and, eventually, being re-allocated to other user groups. The “No Call/ No Show” Policy will be implemented in 2025 to dissuade sports user groups from reserving excess fields.
As a specific example, AYSO requested the use of both soccer fields between February and May, 2024, for four days per week and four hours per use. Had staff fulfilled AYSO’s request, no other soccer group could have been accommodated. Ultimately, staff allocated one soccer field to AYSO to be used two days a week for four hours a day. Staff processed the Field Use Permit for AYSO prior to accommodating other soccer groups.
On March 26th of 2024, AYSO notified the City that it no longer needed the fields it reserved for the spring season. AYSO was required to pay all accrued rental fees for the days the fields had been reserved and sat unused (to the exclusion of other user groups). Staff issued a refund to AYSO for the balance of the unused permit and re-allocated the fields to other user groups. As a result of reserving excessive fields it did not need, AYSO caused the Horsethief Canyon Soccer field, which is the most requested field in the City’s inventory, to remain unused for 4 days. AYSO is not alone in the practice of reserving excess fields, as the majority of user groups have also done so in the past. The problem of sports user groups reserving excessive fields that go unused is a common problem in other cities.
2. Excessive Changes to Permits – Staff typically allocates 95%-100% of fields upon the completion of the seasonal allocation. However, excessive scheduling changes requested by user groups after allocations have been made undermine the built-in predictability of the field allocation process, to the detriment of staff and user groups. Constantly accommodating scheduling changes on a rolling basis throughout the season invalidates the initial field allocation schedule and requires staff to constantly re-allocate fields that have already been allocated. Excessive changes to permits may result in fields going unused in cases where staff does not have sufficient time to re-allocate a field to a new user group.
In 2024, staff allocated fields to 22 user groups for the fall sports season. Weeks after 95%-100% of fields were allocated, user groups subsequently requested 101 changes to permits throughout the Spring 2024 season. Frequent changes to field use permits require staff to perform additional work that includes:
• Evaluating the impact of requested changes to other user groups • Modifying, cancelling and re-issuing field use permits • Issuing refunds and collecting new fees
• Ensuring that new field requests do not conflict with scheduled field maintenance • De-programing and re-programming field lights for user groups (field lights are scheduled by staff using scheduling software)
The City of San Dimas charges sports user groups $10 to cancel an allocation within 3 days of the scheduled use. The City charges $20 to modify an existing field allocation (i.e. adding dates, adding fields, adding lights, etc.).
Field Allocation Policy Page 4
For the Meeting of December 10, 2024
3. Flexibility with Residency Requirements for Large Groups – The City’s FAP is structured to provide greater access to sports user groups that serve a greater number of San Dimas residents. However, a unique situation arises when a large sports user group, such as AYSO, enrolls participants from multiple cities which makes it difficult to meet the City’s threshold of 51% residency to qualify for reduced fees. For example, in 2024, AYSO enrolled sixty-nine residents out of two hundred and seventy-nine participants. This translates to a residency rate of 25%. Over the past five years, AYSO has maintained an average residency rate of 25%. In this unique case, staff exercises discretion and treats AYSO as a Group 3 organization to account for the large number of residents served by the league, even though the group does not meet the 51% threshold for Group 3 status.
Group 3 status also provides priority scheduling to AYSO prior to accommodating requests from other user groups. Staff has successfully accommodated AYSO for many years and does not believe it is necessary to modify the FAP to account for this unique situation.
AYSO has consistently been allocated sufficient fields to operate its league.
4. User Fees - Field use fees were raised in 2024 and are commensurate to fees charged in surrounding cities for field use. At this time, staff does not plan to increase fees. Current field use fees are summarized below:
Group 1 Group 2 Group 3 Group 4 Group 5 Group 6
Field Activities
conducted
and/or
sponsored
by the City
of San
Dimas.
Bonita
Unified
School
District
1. Non-Resident
(the total number
of
members/participa
nts is less than
51% San Dimas
residents)
2. Non-Profit
3. Youth Focused
Program/Team(s)
1. Resident (the
total number of
members/partici
pants is 51% or
more San
Dimas
residents)
2. Youth
Focused
Program/Travel
Team(s)
All other nonresident uses
or strictly
commercial
individuals or
groups.
OR OR
1. Resident (the
total number of
members/particip
ants is 51% or
more San Dimas
residents)
2. Non-Profit
3. Youth
Focused
Program/Team(s)
OR
Single Day use
for Residents of
San Dimas
Single Day use
for NonResidents of San
Dimas
Non-Profit Adult
Leagues/Teams
Field
Rentals
No Charge $25/hour $30/hour $35/ hour per
field
$30/hour per
field
$55/hour per
field
With Lights No Charge $20/hour $20/hour $30/hour $20/hour $35/hour Facility
Deposit
No Charge No Charge No Charge $200 per event $200 per event $200 per event
Tournament No Charge No Charge No Charge $350 per event $400 per event $400 per event
Field Prep No Charge $55/hour $65/per field $75/per field $75/per field $80/per field Cancellation No Charge No Charge $15/per date $15/per date $15/per date $15/per date Processing
Fee
(Adding
Dates)
No Charge No Charge $25/per request $25/per request $25/per request
$25/per
request
Field Allocation Policy Page 5
For the Meeting of December 10, 2024
DISCUSSION/ANALYSIS
At its meeting of August 13, 2024, the City Council asked staff to agendize a discussion of the FAP. Staff is available to answer any questions the City Council may have.
ALTERNATIVES
The City Council may wish to recommend potential changes to the Field Allocation Policy.
ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.
Respectfully submitted,
Joseph Jones
Recreation Manager
Attachments:
1. San Dimas Field Allocation Policy Fall 2024
0 Recreation Division
(909)394-6230
CITY OF SAN DIMAS
FIELD ALLOCATION POLICY
Fall 2024 (August - November)
ATTACHMENT 1
1 Table of Contents
1 Policy Statement ......................................................................................................................2 2 Department Authority to Coordinate and Terminate Use.............................................3 3 Qualifying User Groups- Descending Order of Priority..................................................3 4 Application, Allocation & Payment Schedule Procedure............................................5 5 Subletting Prohibited...............................................................................................................8 6 Field Ambassador....................................................................................................................8 7 Rules and Regulations of Facility Use.................................................................................9 8 Traffic and Parking.................................................................................................................10 9 Personal Vehicle and Motorized Cart Use......................................................................11 10 Sponsorship Banners .............................................................................................................11 11 Field Maintenance.................................................................................................................11 12 Field Modifications.................................................................................................................12 13 Facility and Inclement Weather Policy............................................................................13 14 Tournaments............................................................................................................................13 15 Cancellation/Processing Fee Policy ................................................................................14 16 Violation Policy Procedure..................................................................................................14 17 Non-Discrimination Policy ...................................................................................................14 ATTACHMENT 1
2 1 Policy Statement
I.1
I.2
I.3
I.4
I.5
The City of San Dimas parks shall be made available for activities which contribute to the best recreational, social, cultural, civic and educational interest of the citizens of San Dimas. The City makes the following fields available for use:
Sports Plex – NW Softball, SW Softball, SE Baseball, JV Baseball, Varsity Baseball, S Soccer, Football Practice Field, Outdoor Basketball Courts, and Outdoor Tennis Courts
Marchant Park – South Youth Baseball, North Youth Baseball, 1 Full Outdoor Basketball Court
Lone Hill Park – Softball Field and 2 Tennis Courts
Pioneer Park – Baseball, 2 Basketball Courts, and 2 Tennis Court Horsethief Canyon Park - Full Soccer & Practice Field
Sports facilities in the parks shall be made available for the recreational use and enjoyment of the residents of the City of San Dimas, San Dimas-based non-profit youth organizations, as well as non-residents and groups from surrounding communities. The City shall establish the appropriate priority of use and access based upon the best recreational, social, cultural, civic and educational interest of the citizens of San Dimas.
While City-managed sports facilities are open to the general public, organized use or private use by individuals and groups require a valid field/court permit issued by the Parks and Recreation Department.
The City may charge fees to recover costs associated with the operation, maintenance, supervision and/or administration of the policies and procedures which govern the Field Allocation Policy. Fee increases will be reviewed by the Parks and Recreation Commission and approved by the City Council.
While the City encourages full use of all athletic fields and parks, it will take into consideration the impacts of use on safety and maintenance and will schedule use and maintenance to ensure the highest standards of field play.
ATTACHMENT 1
3 This document sets forth the policies and procedures for the City to facilitate the allocation of all available athletic fields and parks under its ownership. 2 Department Authority to Coordinate and Terminate Use
2.1 The Parks and Recreation Department is charged with coordinating the use and allocation of City athletic fields and parks.
2.2 The Director of Parks and Recreation and/or his designated staff representative shall, at their sole discretion provide the interpretation of the language in the Athletic Field Allocation Policy and Procedure. The Parks and Recreation Commission shall evaluate the effectiveness of these policies and procedures and make recommendations for revisions as needed.
2.3 The City reserves the right to revoke or terminate a Use Permit of any individual or organization for any violation of park rules, regulations or of these policies and procedures. Termination of Use Permits shall be p r o v i d e d in writing to the responsible party listed on the Application for Rental Application and Agreement.
2.4 All fees listed within this policy can only be superseded by a specific written agreement between the City of San Dimas and another entity. 3 Qualifying User Groups- Descending Order of Priority
Facility/Field Priority Allocation
The City receives more requests for field usage than it can accommodate. The City of San Dimas Parks & Recreation Department issues field use permits to maximize the usage of all fields and to accommodate as many user groups as possible. The priority for athletic facilities and field allocations is given first to official games, followed by field maintenance, and then practices. However, the City may, at its sole discretion, change those priorities when deemed necessary.
The Department attempts to accommodate to as many groups as possible.
However, there is no guarantee that any user group will receive a permit to use specific fields or facilities during specific times or dates requested. The Department’s goal in allocating fields is to provide enough fields for as many user groups as possible to operate their leagues.
In determining what sports are “in-season” for non-profit youth organizations, the following sport seasons will be used. A non-profit youth organization user group that requests field use out of season is considered a secondary user group as prioritized in Group 2 and 3 and will be accommodated to the extent possible.
ATTACHMENT 1
4 Fall/Winter Spring/Summer
Basketball/Football/Soccer
Baseball/Softball
Baseball/Softball/Other Football/Soccer/Other
Applicant Categories:
3.1 GROUP 1: Programs and activities of the City of San Dimas or City cosponsored events.
3.2 GROUP 2: Bonita Unified School District
3.3 GROUP 3: Resident or “recreational” non-profit youth sports organization serving youth (18 or under) that maintains participation of 51% or more of San Dimas residents. Documentation of current 501(c)3 status is required at the time of application. “Recreational” non-profit sports organizations offer organized sports that allow all participants to play equally regardless of skill level and do not require tryouts to participate.
OR
A single day use for residents of San Dimas.
3.4 GROUP 4: Non-resident, “recreational” non-profit youth sports organization that serves fewer than 51% San Dimas residents.
Documentation of current 501(c)3 status is required at the time of application. “Recreational” non-profit sports organizations offer organized sports that allow all participants to play equally regardless of skill level and do not require tryouts to participate.
OR
A single day uses for non-residents.
3.5 GROUP 5: Resident “travel or club team” that serves youth (18 or under) and that maintains participation of 51% or more of San Dimas residents.
Documentation of current 501(c)3 status is required at the time of application. “Travel or club teams” may be based on skill level or tryouts and not all members are guaranteed to play equally.
OR
Non-Profit Adult sports organization (18 & over) Leagues/Teams providing valid proof of current 501(c)3 status at the time of application.
3.6 GROUP 6: All other non-resident uses or strictly commercial individuals or groups.
ATTACHMENT 1
5 3.7 All groups must sign a copy of the City’s Code of Conduct and Youth Sports League Standards and must enforce the Code of Conduct for all coaches, parents and participants. The Code of Conduct shall outline the principles of sportsmanship, fair play, and other ethical issues that relate to team sports.
The City may develop additional criteria as it deems necessary. 4 Application, Allocation & Payment Schedule Procedure
4.1 Group 3: Upon approval of an application and participation in Youth Sports Coaches Meeting, a signed Use Agreement(s) will be issued authorizing the requested use of the athletic fields and parks. City staff may attach such conditions to the permit as determined necessary for the protection of public health, safety, and welfare of City facilities.
Applications for semi-annual use agreements are restricted to Group 3.
Adult, commercial, or private groups/individuals cannot apply for semiannual use agreements for sports fields.
4.2 Each organization requesting the use of City athletic fields and parks for semi-annual use will be required to submit the following information to the Parks and Recreation Department:
A. Sport user groups are required to have the City pre-authorize the use of any motorized utility unit and will provide a description of and if applicable, license plate number of the unit prior to the start of season. Additionally, each group shall ensure that no one under the age of 18 shall operate a motorized utility unit and that all necessary training and safety precautions will be taken to ensure its safe operation.
B. Proof of current non-profit status with the Internal Revenue Service and State of California (ID number).
C. An original Certificate of Insurance with the limits as stated below and an Additional Insured Endorsement, naming the City as an additional insured.
4.3 The City requires any group applying for use of City facilities to maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $1,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without ATTACHMENT 1
6 limitation, blanket contractual liability. The City of San Dimas, its officers, officials, agents, and employees shall be included as insured on the policy, for acts of insured, and such insurance shall be primary to any insurance of the City.
A. Additionally, the cancellation paragraph must state: “Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will mail 30 days written notice to the certificate holder named on this certificate.” B. The original certificate (no copies) must be filed with the Park and Recreation Department at the time the application is submitted. Refer to the chart in Section 4.8, for the application due dates.
C. As per the written agreement completed by each Group, in consideration of the use of the facility, the user shall indemnify, defend, and hold harmless the City, its officers, employees and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages including liabilities for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with Users authorized activities under the terms of this agreement and occupancy of the facility and adjoining property, unless solely caused by the gross negligence or willful misconduct of the City, its officers, employees, or agents.
4.4 A Master Calendar of Events must be submitted by each organization, which includes, but is not limited to:
A. Registration and tryout dates (date, time and locations) B. Date practice begins, practice slot schedules
C. Opening Day schedule/Closing Ceremonies
D. Date/times league games (start/finish)
E. Tournament dates (required to host)
F. Dates of any other activities which may require assistance by City staff or use of City facility.
4.5 Complete team rosters that contain name, address, zip code and school attended by each registered player must be submitted upon request. The team roster needs to include the age division that team represents. P.O. Boxes are not acceptable and will be ATTACHMENT 1
7 considered a non-resident.
4.6 All User Groups:
Each qualifying group or individual requesting the use of City athletic fields will be required to submit the following information to the Department (City staff may attach such conditions to the use as determined necessary for the protection of public health, safety, and welfare of City facilities):
A. A Sports Facility Request and Agreement form.
B. An original Certificate of insurance with the limits as stated below and an additional insured endorsement naming the City of San Dimas as an additional insured (such one-time insurance can be purchased through the City’s Risk Management Department) for all multiple uses of 3 dates or more and tournament or leagues.
The City requires any group or individual applying for use of City facilities to maintain general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $1,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability.
The City, its officers, officials, agents, and employees shall be included as insured on the policy, for acts of insured, and such insurance shall be primary to any insurance of the City.
C. Additionally, the cancellation paragraph must state: “Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will mail 30 days written notice to the certificate holder named on this certificate.” D. The original certificate (no copies) must be filed with the Department 30 days prior to usage of any fields or facilities, and must be dated within the last seven (7) days of receipt.
E. A finished application consists of a completed and signed application form, code of conduct, certificate of insurance, and any waivers the Parks & Recreation Manager finds appropriate. Application will not be accepted until all documents are submitted together,
If applicable, proof of current non-profit status with the Internal Revenue Service and State of California (ID number).
ATTACHMENT 1
8 4.8 Refer to this schedule below for due dates, meetings, and payment schedule. If payment is late, you will be subject to a violation and/or permit suspension. All applications must be submitted in accordance with the schedule below. Late applications will be subject to availability.
Group # Application
Due 1st Payment 2nd Payment 3rd Payment 4th Payment
Group 2 7/8/24
Group 3 7/8/24
Group 4 8/30/24 9/30/24 10/31/24 11/29/24
7/11/24
Group 5 7/11/24
Group 6 7/11/24
5 Subletting Prohibited
Applicants shall not transfer, assign, or sublet use of the permits, facility, or fields or apply for use on behalf of another person or organization. All facility uses and field allocation modifications created after the allocation meeting must be approved by City staff and a revised Use Permit will then be issued. Any infractions of this policy will result in the loss of use of all City parks, fields or facilities immediately. 6 Field Ambassador
6.1 Field Ambassador will monitor field usage and usage patterns as well as meet and greet the public. He/she will be visiting parks during the duration of your rental. Any issues with the field or lights can be addressed by the Field Ambassador.
6.2 Field Ambassador will monitor City and School District fields as they relate to field allocations by retaining written records documenting field usage.
The Field Ambassador has the authority to resolve any field disputes that arise on the field and his/her decision will be final. Organizations refusing to adhere to the decision of the Field Ambassador may jeopardize future use of City facilities. result in a violation strike.
6.3 The Field Ambassador has the authority to turn off lights at any field that Is not in use. A field will be deemed “not in use” when there is no team on a field for one half hours and no team is scheduled to be on the fields for up to 30 minutes.
6.4 The Field Ambassador has the authority to cancel previously scheduled ATTACHMENT 1
9 games or practices if he/she deems a field to be unsafe, unplayable due to weather or if use of the field could potentially cause undue damage to turf.
6.5 The Field Ambassador is not responsible for the creation of field permits.
Questions and/or concerns revolving around schedule must be submitted to the Parks and Recreation Manager during regular business hours. 7 Rules and Regulations of Facility Use
7.1 A user group adult representative must be present at all times during any user group’s use of the City facilities.
7.2 Games and practices can begin no earlier than 8:00 am and must end no later than 10:00 pm on lighted fields and at dusk on non-lighted fields, unless written permission is granted from the Parks and Recreation Department for extended use. It is the responsibility of the user group to determine the safe level of light needed for safe play on non-lighted fields.
7.3 Field and Light Use
Based on user group status, all groups will be required to pay the hourly light fee as listed in the Sports Field Fee Schedule.
Group 1 Group 2 Group 3 Group 4 Group 5 Group 6
Field Activities
conducted
and/or
sponsored by
the City of
San Dimas.
Bonita Unified
School District
1.Resident (the
total number of
members/participa
nts is 51% or more
San Dimas
residents)
2.Non-Profit
3.Youth Focused
Program/Team(s)
OR
Single Day use for
Residents of San
Dimas
1.Non-Resident (the
total number of
members/participants
is less than 51% San
Dimas residents)
2.Non-Profit
3.Youth Focused
Program/Team(s)
OR
Single Day use for
Non-Residents of San
Dimas
1.Resident (the total
number of
members/participants
is 51% or more San
Dimas residents)
2.Youth Focused
Program/Travel
Team(s)
OR
Non-Profit Adult
Leagues/Teams
All other nonresident uses or
strictly commercial
individuals or
groups.
Field Rentals No Charge No Charge No Charge $25/ hour per field $25/hour per field $50/hour per field With Lights No Charge No Charge $15/hour $15/hour $15/hour $29/hour Facility Deposit No Charge No Charge No Charge $200 per event $200 per event $200 per event Tournament No Charge No Charge No Charge $300 per event $300 per event $300 per event Field Prep No Charge No Charge $50/per field $50/per field $50/per field $70/per field Cancellation No Charge No Charge $10/per date $10/per date $10/per date $10/per date Processing Fee
(Adding Dates) No Charge No Charge $20/per request $20/per request $20/per request $20/per request ATTACHMENT 1
10 PRACTICES TOURNAMENTS/LEAGUES
RESIDENTS NON-RESIDENTS RESIDENTS NON-RESIDENTS
Day w/Lights Day w/Lights Day w/Lights Day w/Lights
Tennis Courts $8/hr/crt $8/hr/crt $10/hr/crt $10/hr/crt $10/hr/crt $10/hr/crt $15/hr/crt $15/hr/crt Basketball Courts
(Outdoor) $8/hr/crt NA $10/hr/crt NA $10/hr/crt NA $15/hr/crt NA *The City reserves the right to adjust all user fees as needed.
7.4 In addition to field and light fees, a security/damage deposit of $200 will be required for groups 3, 4, 5, and 6. If a group’s use of a facility results in damaged, broken or missing equipment or damage to the turf or any area of the facility, the user group’s deposit shall be used to pay for any repairs. The group will endure any fees that exceed their $200 deposit. A user group may choose to leave its full field deposit on file with the Parks and Recreation Department for the duration of a sports season. In this case, the full deposit will be returned at the conclusion of the season if no field or facility damage is noted.
7.5 Groups will be given an after-hours contact number for any after-hours park or light issues.
7.6 All City Parks and joint use school grounds are non-smoking. No alcoholic beverages will be allowed in the snack bars or park grounds. It is the responsibility of the permitted organization to ensure that its participants comply with this requirement. Failure to do so may result in field rental privileges being revoked.
8 Traffic and Parking
8.1 User groups shall adhere to City parking regulations and shall provide "parking monitors" when large attendance is anticipated.
8.2 During tournaments, the user group is required to monitor the parking on adjacent streets to make sure no one is blocking private driveways. If vehicles are found to be blocking private driveways, the monitor will make a public announcement to notify the driver to move the vehicle or that it is at risk of being towed at the owner’s expense. The user group will encourage that it is participant’s responsibility to observe all parking regulations near City facilities and in residential neighborhoods.
8.3 The user group must assure that participants and spectators are considerate and respectful of the residents that live adjacent to the ATTACHMENT 1
11 athletic facilities and fields by utilizing public parking areas to the greatest extent possible.
8.4 No vehicles are allowed on City parks or outside designated parking areas.
9 Personal Vehicle and Motorized Cart Use
9.1 No unauthorized personal vehicles or motorized carts may be driven onto City parks for any reason.
9.2 Sport user groups are required to have the City pre-authorize the use of any motorized utility unit. This includes the use of golf carts to support sports tournament or snack bar operations.
9.3 Each user group is allowed to drag the fields with a motorized field grooming unit or approved motorized unit. The user group must water down the brick dust in order to keep the dust to a minimum.
9.4 Failure to comply with any part of the personal vehicle and motorized unit use policy may result in the termination of the user group’s privilege to use any or all City parks, fields or facilities.
Sports organizations shall submit a special event application to the City in advance of large special events that are in addition to Opening Day and sports tournaments. The City may apply Conditions of Use as it deems appropriate when approving special event applications. A tournament or event that is more than one day will need a special event permit in addition to the field application. 10 Sponsorship Banners
10.1 Notices/banners/posters/fixtures/signs to be posted in City parks must receive prior approval from the City. All requests shall include dimensions, approximate design, location to be posted and quality of the banners to be displayed for approval by the Parks and Recreation Department.
10.2 Organizations must submit a list of any private vendors with which they are contracting for on-site services to the City at least 30 days prior to the scheduled use. Vendors must obtain a Business License from the City of San Dimas. A photocopy of the Business License and vendor’s insurance, if they are not under the user group’s insurance policy, for each vendor must be submitted with list of vendors.
11 Field Maintenance
ATTACHMENT 1
12 11.1 The user accepts the facilities applied for in an “AS IS” condition.
11.2 All maintenance including, but not limited to, field preparation, lining of the fields, marking of the fields, setting of base stakes, installation of goal posts is to be performed by the user g r ou p assigned to the facility as per written agreement between the City and the user.
A. All lining/marking of athletic fields must be done with waterbased paint.
B. The burning of fields with the use of weed killer, diesel fuel or any other like method is prohibited on City athletic fields.
C. Prior to dragging the softball and baseball brick dust to prepare the fields, user groups must water down the brick dust to keep the dust to a minimum.
D Each user group is responsible for the facility being free of any and all trash or debris upon conclusion of each facility use, regardless if the trash or debris was deposited by their group or not.
The cost associated with any post-use cleanup performed by City staff will be deducted from the group’s security deposit.
E. Users are required to report any damage or acts of vandalism to the Department 909-394-6230 Monday through Thursday from 8:00 am to 5:00 pm or Sheriff's Department 909-450-2700 immediately. It is the policy of the City to prosecute to the fullest extent possible any individual committing acts of vandalism. In cases of emergency, call 911 and report to the staff liaison first working day following the incident.
12 Field Modifications
12.1 Any requests to modify or improve City park or field facilities shall be submitted for approval to the City.
12.2 No permanent structures or equipment shall be placed and/or erected on City park or field facilities unless reviewed and recommended by the Parks and Recreation Commission and approved by the City Council.
Any such modifications must be dedicated for community use and may become the property of the City of San Dimas.
12.3 User groups are not permitted to relocate tables or bleachers at any City facility.
ATTACHMENT 1
13 13 Facility and Inclement Weather Policy
13.1 Dormancy schedules have been established for the City's athletic fields, to allow time for the fields to be restored following seasonal use by sports groups, subject to revision when deemed necessary by the Director of Parks and Recreation. The dormancy schedule is generally twice a year:
December 1st – January 31st & June 1st-July 31st.
13.2 Failure to comply with the rain policy may also result in the termination of the user group’s Facility Use Permit.
13.3 There shall be no use of City athletic fields when facilities are deemed by City staff to be unplayable due to rain and/or other potentially hazardous conditions beyond the City’s control. The City’s Hotline regarding field updates and playing conditions will be updated by 2pm, Monday - Saturday. The Hotline number is (909)542-2503.
13.4 Fields may be closed at the discretion of the Parks and Recreation Department to complete schduled or unscheduled maintenance or to complete seasonal field renovation. Closures shall be kept to a minimum when fields are in playable condition.
14 Tournaments
14.1 Sports organizations with approved Facility Use Permits are limited to three tournaments per year at any one park.
14.2 All rules and regulations of field use set forth in this policy apply to tournaments.
14.3 Private vendors participating in such tournaments shall be limited to a total of five (5) per tournament. Organizations must submit a list of vendors to the City at least 30 days prior to the scheduled use. Vendors must obtain a Business License from the City. A photocopy of the Business License and vendor’s insurance, if they are not under the user group’s insurance policy, for each vendor must be submitted with list of vendors.
14.4 Group 2 user groups will be charged a flat fee of $150 per tournament in City parks. Groups 3-5 will be charged a flat fee of $300 per tournament.
The fee must be paid at least thirty (30) days in advance of the tournament.
Any expenditure incurred by the City as a result of the tournament, including the cost of any personnel and/or custodial supplies, will be withheld from the security deposit. In the case of any expenses beyond the security deposit, the sports organizations or user groups will be invoiced by the City for the difference beyond the deposit.
Reimbursement for those expenses is due in full to the City within 60 days after the tournament date.
ATTACHMENT 1
14 15 Cancellation/Processing Fee Policy
Cancellation of reservations ten (10) or more working days prior to a scheduled use will receive a full refund of fees paid.
Requests to add additional dates to an existing field use permit are subject to a processing fee of $20 per request.
16 Violation Policy Procedure
The City utilizes a “three-strike” policy for violations of the Field Use Allocation Policy that within one calendar year of the first violation. Violations deemed by the City to be a serious nature may result in immediate termination of permits and field use. For example, subletting the fields to other users.
16.1 First Violation: Verbal or written warning to the user group/individual and restitution for damages/costs if applicable.
16.2 Second Violation: Verbal and written notice of three-day suspension and restitution for damages/costs if applicable. A $25 per field no show fee will be applied.
16.3 Third Offense: Verbal and written notice of termination of any existing permits, loss of future rental/allocation privileges and restitution for damages/costs if applicable. Any field deposit will be forfeited.
Violation examples include, but are not limited to:
• Any action deemed unsafe.
• Violation of Municipal Code.
• Field use outside of permitted time and location.
• Failure to remove excessive trash.
• Driving vehicles on fields without written permission. • Failure to comply with instructions from City Staff.
• Failure to follow facility rules.
• Failure to follow to State & local laws.
• Modify fields without written permission.
17 Non-Discrimination Policy
The City does not discriminate on the basis of sex, color, national origin or ancestry, age, marital status, sexual orientation, religion or disability. The equal protection clauses of the United States and California Constitutions prohibit a public agency such as the City from engaging in racial or ethnic discrimination. Over many years this prohibition has been interpreted to include ATTACHMENT 1
15 active participation or support by the City of other individuals or groups who engage in discrimination.
Based on State and Federal constitutional and case law it is the policy of the City to prohibit and discourage discrimination in all the activities, facilities and services of the City. It is further the policy of the City to prohibit and discourage discrimination by other individuals or organizations actively supported by or participating with the City in such activities, facilities or services.
ATTACHMENT 1
Study Session
Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of December 10, 2024
From: Brad McKinney, City Manager
Prepared by: Joseph Jones, Recreation Manager
Subject: Discussion of City-Wide Special Events (Music in the Park, City Birthday, Runnin' Scared 5k, and Holiday Extravaganza
____________________________________________________________________________
SUMMARY
The City Council requested a discussion of City of San Dimas special events, to include Music in the Park, the City Birthday, Runnin' Scared 5k Run and the Holiday Extravaganza.
RECOMMENDATION
City Staff recommends that the City Council:
• Receive staff report and provide direction as appropriate.
FISCAL IMPACT
There is no fiscal impact for the recommended action.
BACKGROUND
Since 2017, staff has worked with residents and San Dimas community organizations to create a Special Event Planning Committee to plan and evaluate special events. The group is comprised of representatives from the Los Angeles County Sheriff Department, Los Angeles County Fire Department, Bonita Unified School District, Bonita Avenue Corridor Committee, Life Pacific University, the San Dimas Historical Society, Chamber of Commerce and the July 4, 2026 Committee.
The Committee allows staff to solicit input from various sectors of the community to ensure that the events are relevant, well planned with dates aligning with other community activities, and within budget. The Special Event Planning Committee meets with staff monthly to plan events six months in advance.
Discussion of City-Wide Special Events (Music in the Park, City Birthday, Runnin' Scared 5k, and Holiday Extravaganza Page 2
For the Meeting of December 10, 2024
At its meeting of August 13, 2024, Mayor Pro Tem Eric Nakano requested a discussion be agendized to discuss the date, content, and location of City events, as well as to whether we may combine events. Councilmember Bratakos supported the request. The following are City events:
1. Music in the Park occurs on Wednesday evenings for nine weeks, between June and August. The budget for the summer concert series is $10,000. The summer concert series is offered in conjunction with the Farmers Market on First Street, adjacent to Civic Center Park.
2. The City Birthday occurs on the first Saturday in August and has a budget of $16,000.
The event features a live band, food vendors, and carnival games for children.
3. The Runnin’ Scared 5k Fun Run occurs on the last Saturday in September and has a budget of $25,000. This event is attended by more non-residents than residents.
4. Holiday Extravaganza occurs on the first Saturday in December and has a budget of $112,000. The event features a live stage show, snow for children, food vendors, game booths, a beer garden and a holiday tree lighting ceremony. This is the City’s signature event.
DISCUSSION/ANALYSIS
At its meeting of August 13, 2024, the City Council asked staff to agendize a discussion of the four events listed above.
ALTERNATIVES
The City Council may wish to discuss potential changes to special events.
ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.
Respectfully submitted,
Joseph Jones
Recreation Manager