CITY OF SAN RAMON
POLICY COMMITTEE
AGENDA
WE PROVIDE EFFICIENT DELIVERY OF QUALITY
PUBLIC SERVICES THAT ARE ESSENTIAL TO THOSE
WHO LIVE AND WORK IN SAN RAMON.
Mark Armstrong, Chair • Scott Perkins, Vice Chair
City Hall - Training Room, First Floor
7000 Bollinger Canyon Road
Rescheduled Meeting
4:00 PM
November 21, 2022
Agenda Questions: Please call the City Manager's Office at (925) 973-2530 Documents received after publication of this Agenda and considered by the Policy Committee in its deliberation will be available for inspection in the City Manager’s office at 7000 Bollinger Canyon Road, San Ramon during normal business hours and in the red binder at the Policy Committee Meeting.
ATTENDEE CONDUCT
There will be zero tolerance for any person addressing the Committee making profane, offensive and disruptive remarks, or engaging in loud, boisterous, or other disorderly conduct, that disrupts the orderly conduct of the public meeting. Specifically, it is important for all speakers to adhere to the following guidelines for participation in this meeting:
a. No profanity or obscenity
b. Refrain from personal threats or attacks.
c. Refrain from hateful epithets and demeaning language based on any person’s race, religion, sexual orientation, ethnicity, gender, or disability. d. Respect all people that are present.
At the discretion of the Committee Chair, a speaker may forfeit speaking time for any of the following reasons:
a. A Exceeding the allotted time to speak;
b. Yelling, screaming, or other behavior that renders this Committee unable to continue the meeting;
c. Excessive profanity or slander; Specific threats or “fighting words” that incite violence; or
d. Speech that is outside the subject matter jurisdiction of the Policy Committee or the specific agenda item in which you are speaking.
2 Policy Committee Meeting – November 21, 2022
1. CALL TO ORDER / ROLL CALL
2. ANNOUNCEMENTS
3. PUBLIC COMMENT
At this time, members of the public are encouraged to address the Policy Committee on any item not already included in tonight’s agenda. Comments should not exceed three (3) minutes. No Committee action can be taken at this meeting on issues raised during Public comment.
Written comments submitted were provided to the Committee prior to the start of this meeting and made a part of the public record. Written public comment will no longer be read aloud during the meeting.
4. APPROVAL OF MINUTES
4.1 Policy Committee - Regular Meeting - Sep 28, 2022 4:00 PM
5. UNFINISHED BUSINESS
6. NEW BUSINESS
6.1 Parks and Community Services Commission Attendance
Recommendation: Review the Parks and Community Services Commission Attendance Information and Provide Direction to Staff
By: Kathi Heimann, Parks & Community Services Director
6.2 Proposed Sports Field Sponsorship Program
Recommendation: Receive the Proposed Sports Field Sponsorship Program Report and Recommend it be forwarded to the City Council for Consideration for Final Approval
By: Steve Cox, Recreation Supervisor & Jody Curly, Recreation Coordinator
7. POLICY COMMITTEE COMMENTS
8. ADJOURNMENT
I hereby certify that the attached Policy Committee Meeting Agenda was posted 72 hours before the noted meeting. To make a request for disability-related accommodation to participate in the meeting, please contact the City Clerk’s Office 72 hours in advance of the meeting at 925-973-2539 or [email protected].
Dated: November 18, 2022
MINUTES OF THE
CITY OF SAN RAMON POLICY COMMITTEE
September 28, 2022
1. CALL TO ORDER / ROLL CALL
The Policy Committee was called to order by Chair Armstrong at 4:00 PM.
Public Comment provided by Chy Nasabulle.
Attendee Name Title Status Arrived
Mark Armstrong Chair Present
Scott Perkins Vice Chair Present
Also in attendance Joe Gorton City Manager, Steven Spedowfski Deputy City Manager, Debbie Chamberlain Community Development Director, Vance Phillips Chief Building Official, Lauren Barr Planning Services Division Manager, Karen McHenry-Smith Executive Assistant.
2. PUBLIC COMMENT
Public comment provided by Chy Nasabulle.
3. APPROVAL OF MINUTES
Public comment provided by Chy Nasabulle.
3.1 Policy Committee - Regular Meeting - May 25, 2022 3:00 PM RESULT: ACCEPTED [UNANIMOUS]
MOVER: Scott Perkins, Vice Chair
SECONDER: Mark Armstrong, Chair
AYES: Armstrong, Perkins
4. UNFINISHED BUSINESS
None
5. NEW BUSINESS
5.1 Building Code Adoption
Recommendation: It is Recommended that the Policy Committee Hear the Staff Report, Discuss, Deliberate and Comment on the Proposed Ordinance and Direct Staff to Bring the Ordinance Repealing and Replacing Chapter I, California Building Code, Chapter II, California Mechanical Code, Chapter III, California Plumbing Code, Chapter IV, California Electrical Code, Chapter V, California Residential Code, Chapter VIII, California Green Building Standards Code and Chapter IV, California Fire Code of Title C, Division C1 Mr. Phillips introduced the item and provided background information.
4.1 Packet Pg. 4
Minutes Acceptance: Minutes of Sep 28, 2022 4:00 PM (APPROVAL OF MINUTES) 2 Policy Committee Meeting – September 28, 2022
Public comment provided by Chy Nasabulle.
The Committee provided comments, accepted the report, and recommended staff proceed to City Council for a Public Hearing, consideration and adoption.
RESULT: REPORT RECEIVED
Staff Report By: Vance Phillips, Chief Building Official
5.2 Draft Affordable Rental Housing Fee Wavier Policy
Recommendation: Provide Comments and Feedback on the Proposed Affordable Rental Housing Fee Wavier Policy for Low and Very Low Income Affordable Rental Units Associated with 100% Affordable Projects and If Appropriate Forward to the City Council for Consideration.
Mr. Barr introduced the item and provided background information.
The Committee discussed the item and provided comments.
Public comment provided by Chy Nasabulle.
After further discussion the Committee accepted the report, and recommended staff proceed to City Council for consideration and adoption.
RESULT: REPORT RECEIVED
Staff Report By: Lauren Barr, Division Manager
6. POLICY COMMITTEE COMMENTS
There were no Policy Committee comments.
Public comment provided by Chy Nasabulle.
7. ADJOURNMENT
There being no further business the meeting was adjourned by Chair Armstrong at 5:01 PM.
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Minutes Acceptance: Minutes of Sep 28, 2022 4:00 PM (APPROVAL OF MINUTES) AGENDA #6.1
POLICY COMMITTEE STAFF REPORT
DATE: November 21, 2022
TO: Policy Committee/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Kathi Heimann, Parks & Community Services Director
SUBJECT: Parks and Community Services Commission Attendance
RECOMMENDED ACTION
Staff recommends that the Policy Committee review the Parks and Community Services Commission attendance information and provide direction to staff regarding continued appointment of Parks Commissioners who have missed three or more regular meetings during the last 12-month period.
BACKGROUND/DISCUSSION
The Parks Commission Bylaws were last amended on August 25, 2015 and state in Article VI section C that:
Three absences in any twelve month period shall constitute a review of the commissioner’s continued appointment by the Policy Committee of the City Council. If the Policy Committee recommends the resignation of a commissioner due to absence, the resigned position will be announced publicly and filled under the appointment process.
Former members may re-apply. Staff will maintain attendance records.
This clause refers to the regularly scheduled meetings that occur on the 2nd Wednesday of every month at 7pm. In addition to the regularly scheduled meetings, the Commission has special meetings to tour facilities, or meet at an off-site location to review proposed changes to parks or facilities. The special meetings have not been included in the total absences because they are optional meetings that are not planned on a regular schedule. New Commissioners have requested to tour facilities and in order to accommodate and ensure transparency the tours have been posted publicly with a formal agenda. The Commissioners who have served more than one term have already toured the facilities multiple times and do not always attend the Facility Tours.
Commissioner Ellicott-Pesic has had four absences from regular meetings in the last twelve months and Commissioner Doerlich has had three absences from regular meetings in the last twelve months. The majority of the absences were caused by the need to travel for work although one absence was related to a family crisis. Both Commissioners have been advised of
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AGENDA #6.1
the issue and wish to continue with their appointment to the Parks Commission and understand that their attendance at regular meetings is vitally important to the City.
STEPS FOLLOWING APPROVAL
Staff will advise the Commissioners of the outcome and if appropriate advertise the open positions.
ATTACHMENT
A: Parks Commissioners Attendance Record
B: Parks Commission Bylaws
6.1 Packet Pg. 7
1/13/2021 2/10/2021 3/10/2021 4/14/2021 5/12/2021 6/9/2021 7/14/2021 8/11/2021 Cancelled
9/8/2021 9/22/21
Special Mtg 10/13/2021 11/10/2021 12/8/2021 Total Missed To-Date Partha Mitra PRESENT cancelled PRESENT PRESENT PRESENT PRESENT PRESENT Will Doerlich PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT cancelled PRESENT PRESENT PRESENT PRESENT PRESENT Carol Lopez Lucey PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT cancelled absent PRESENT PRESENT PRESENT PRESENT 1 Julia Oseland PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT cancelled PRESENT PRESENT PRESENT PRESENT PRESENT Heidi Kenniston-Lee PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT cancelled PRESENT PRESENT PRESENT PRESENT PRESENT Heidi Ellicott-Pesic PRESENT PRESENT PRESENT PRESENT PRESENT cancelled PRESENT PRESENT PRESENT PRESENT absent1 Jaanavi Thanamala PRESENT cancelled PRESENT PRESENT PRESENT PRESENT PRESENT Scott Roberts PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT cancelled PRESENT PRESENT PRESENT PRESENT PRESENT Don Birnbaum PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT Amritha Ramesh PRESENT PRESENT PRESENT PRESENT PRESENT
1/12/2022 2/9/2022 2/23/2022
Special Mtg
3/9/2022 4/13/2022
Regular Mtg
4/13/22
Special Mtg
5/11/2022
Regular Mtg.
5/11/22
Special Mtg.
6/8/2022 7/13/2022 8/10/2022 8/10/22
Special Mtg
9/14/2022 9/14/22
Special Mtg 10/12/2022 10/12/22Special Mtg
11/9/2022 12/14/2022
Total Reg.
Mtgs
Missed
Total Spc.
Mtgs
Missed
Partha Mitra present absent absent present present present present present absent present present absent present present present absent present 23 Will Doerlich present absent present present present present present absent present present present absent present present absent absent absent 33 Carol Lopez Lucey present present present present present present present present present present present present present present present present present Julia Oseland present present present present present present present absent present present present present present present present present present 1 Steve Bried present absent present present present present present absent present present present absent absent absent present absent present 24 Heidi Kenniston-Lee present present present present present present present present present present present present present present present present present Heidi Ellicott-Pesic present present absent present present present absent absent present absent present present present present absent absent present33 Jaanavi Thanamala present absent present present present absent present absent Arpita Gupta present absent present absent present absent present
ATTENDANCE TALLY - PCS COMMISSION
2022
ATTENDANCE TALLY - PCS COMMISSION
2021
6.1.a
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Attachment: A: Parks Commissioners Attendance Record (3809 : Parks and Community Services 1 SAN RAMON
PARKS AND COMMUNITY SERVICES COMMISSION
GUIDELINES AND BY-LAWS
Approved by the Parks and Community Services Commission: March 12, 2003 Amended by the Parks and Community Services Commission: March 11, 2005 Amended by the Parks and Community Services Commission: August 9, 2005 Amended by the Parks and Community Services Commission: December 14, 2005 Amended by the Parks and Community Services Commission: August 12, 2015 Approved by the San Ramon City Council August 25, 2015
ARTICLE I: NAME
A. The name of this group shall be the San Ramon Parks and Community Services Commission (hereinafter referred to as "Commission").
ARTICLE II: HISTORY
A. The Commission was established by Ordinance No. 128, Chapter IV, Section A5-71 and adopted by City Council on May 10, 1988.
ARTICLE III: PURPOSE
A. The purpose of the Commission is to provide ongoing input to the City of San Ramon on the provision and delivery of parks, recreation and community services.
ARTICLE IV: CHARGE
A. The Commission's main objectives are to:
1. Be the principal advisor to the city council, the director of parks and community services, and other boards, commissions, committees and departments of the city in all matters pertaining to parks, public recreation, library, arts and cultural facilities and historical activities, senior citizen and teen activities and concerns and other municipal community and volunteer services.
2. Appoint Finance/Policy, Program, and Facility, standing sub-committees and other subcommittees as necessary to provide preliminary review and comment of recommendations prior to being presented to full Commission.
3. Review and recommend policies governing park, recreation and community services for approval by the city council.
4. Review and comment on the budget submitted by the director of parks and community services.
5. Conduct public hearings and make recommendations to the director of parks and community services and/or the city council regarding parks, recreation and community services.
6. Review and comment on subdivisions and other development proposals in which land is proposed for dedication, credit for private open space as requested, projects on school lands or other significant park, creek, trail or open space where concerns exist.
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Attachment: B: Parks Commission Bylaws (3809 : Parks and Community Services Commission Attendance) 2 7. Perform such duties as may be assigned by the city council from time to time. (Prior code § A5-73)
ARTICLE V: MEMBERSHIPS
A. The Commission shall consist of seven (7) community representatives and one nonvoting high school student member of the San Ramon Valley Unified School District.
Members shall meet any one or more of the following criteria and must meet all qualifications:
• Have an interest in and commitment to the importance and value of community affairs as well as parks and recreation.
• Have prior experience in community projects or activities; • Have prior experience in a community-based organization.
Applicants must meet all of the following qualifications:
• Applicants should have the ability to take an active role in Commission meetings and projects.
• Shall be eighteen years of age [with the exception of the student commissioner] and be a resident of the City of San Ramon.
B. The Commission will have voting capacity.
C. Persons meeting the qualifications and interest in serving on the Commission shall complete the appropriate application form. An application-filing period will be announced publicly in order to solicit applications when vacancies exist on the Commission.
D. All seven (7) seats shall be appointed by the City Council.
E. Members will serve a four-year term on the Commission or until a successor is appointed and able to serve. The student non-voting member shall serve a one-year term. Incumbents wishing to reapply will be re-interviewed by the City Council and re-appointed by the City Council. Terms will commence in July of each year.
F. Members wishing to resign from the Commission must provide a written resignation addressed to the City Clerk. Once the City Clerk receives the resignation, the City Clerk then follows the application process for filling the vacancy. [Muni Code A5-72] ARTICLE VI: COMMISSION ORGANIZATION
A. Meetings will be held once a month on the second Wednesday. Additional meetings may be scheduled as deemed necessary by the Chair of the Commission or by Department staff.
B. Quorum: A majority of voting members in good standing shall constitute a quorum for the purpose of action on any issue or agenda item.
6.1.b
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Attachment: B: Parks Commission Bylaws (3809 : Parks and Community Services Commission Attendance) 3 C. Members shall notify the Chair or staff in the event of an anticipated absence from a regularly scheduled meeting. Each member of the Commission who has knowledge of the fact that they will not be able to attend a regularly scheduled meeting of the Commission will notify the Recording Secretary at the earliest possible opportunity and, in any event, prior to 5 p.m. on the date of the meeting. The Recording Secretary shall notify the Chair and other members of the Commission in the event that the projected absence will result in a lack of quorum. Three absences in any twelvemonth period shall constitute a review of the commissioner’s continued appointment by the Policy Committee of the City Council. If the Policy Committee recommends the resignation of a commissioner due to absence, the resigned position will be announced publicly and filled under the appointment process. Former members may re-apply. Staff will maintain attendance records.
D. Adjournment: No new matter will be commenced after 11 p.m. and meetings will be adjourned by 12 midnight, unless the Commission votes to extend the meetings for 30-minute increments. A motion for adjournment shall always be in order and upon a second shall be voted upon without debate.
E. Meetings shall follow the Brown Act Laws for Open Public Meetings, Government Code Section 54950.5, and public input during a public forum shall be established and supported. Standard rules of parliamentary procedure will govern meetings.
1. Agendas: A written agenda shall be developed by the Chair and the staff, and shall be delivered to all Commission members at least 72 hours in advance of the Commission meeting.
2. Minutes: Written summary minutes shall be recorded by the staff, typed and issued to all Commission members for their approval.
3. Written Correspondence/Verbal Communication: All written official correspondence and verbal communication on behalf of the Commission or any Commission member that is directed to any outside agency, organization or person shall have the consent of the Commission.
4. Rules of Order: Robert’s Rules of Order will apply in all instances, which are not otherwise provided for in these rules.
F. Officers:
The Commission shall elect a Chair and a Vice Chair from among its members following the annual appointment. Term of office is one year. The Chair shall not serve consecutive full year terms as Chair. Elections also shall be held to fill vacancies in these positions as they occur, or as soon thereafter as practical. a. Chair: Shall preside at all meetings of the Commission; decide on all points of order; appoint sub-committee membership; follow up on work of sub-committees; represent Commission to City Council; call special meetings; coordinate agenda preparation with staff; encourage active participation of members.
b. Vice-Chair: Shall preside at all meetings in the absence of the Chair.
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Attachment: B: Parks Commission Bylaws (3809 : Parks and Community Services Commission Attendance) 4 c. Should the Chairperson and Vice Chairperson be absent or unable to act, the members present shall select a Chair Pro-tem and have an order so stating entered into the record.
G. Staff:
Shall record all activities of the Commission and keep written summary minutes of all Commission meetings; record attendance; arrange for filling vacancies; prepare agenda in consultation with Chair; provide information necessary for Commission work; assure compliance with applicable laws; lend professional expertise; track time spent on Commission work.
ARTICLE VII: POWERS OF COMMISSION:
A. Commission members may recommend and the Commission establishes subcommittees as deemed necessary. Appointment of sub-committee members will be made by the Chair. Sub-committees will be appointed either for single task force assignments or as an ongoing standing sub-committee. Sub-committees are for the sole purpose of researching, reviewing, or providing overall policy direction on programs, facilities, or services prior to being presented to the full Commission.
B. Commission will submit recommendations to the City Council in writing, as approved by a majority of the Commission.
C. Commission shall establish annual goals and action plan consistent with City Council policies and direction.
D. Conflict of Interest: Members of the Commission shall not participate, in any manner, or vote, except to abstain, upon any matter in which they knowingly may have a conflict of interest. When Commissioners determine they have a conflict of interest, a public declaration to the effect shall be made or they may choose to absent themselves from that particular hearing. No member shall act for any petitioner or applicant in any case before the Commission
ARTICLE VIII: AMENDMENTS
A. Any proposed amendment to these bylaws must be approved by a majority vote of the Commission, and ratified by the City Council.
6.1.b
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Attachment: B: Parks Commission Bylaws (3809 : Parks and Community Services Commission Attendance) AGENDA #6.2
POLICY COMMITTEE STAFF REPORT
DATE: November 21, 2022
TO: Policy Committee/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Kathi Heimann, Parks & Community Services Director
SUBJECT: Proposed Sports Field Sponsorship Program
RECOMMENDED ACTION:
The Parks and Community Services Commission recommends that the City Council Policy Committee receive the proposed Sports Field Sponsorship Program report and recommend it be forwarded to the City Council for consideration for final approval.
BACKGROUND:
The City Council, at their annual Goal Setting Workshop in April 2021, requested staff develop a Sports Field Sponsorship Program for the City of San Ramon. The Parks and Community Services Department developed a special Sports Field Sponsorship Initiative team to research and develop concepts for a field sponsorship program for San Ramon.
Staff reviewed past sports field sponsorships in San Ramon, which include the Lucky A’s Field and Central Park Ball Field #2.
In 1990, the Oakland Athletics Baseball Company and Lucky Stores developed a program to assist in the construction of youth baseball fields in Northern California. The City of San Ramon was selected as a recipient and received a grant of $117,500 to construct a Little League field suitable for baseball and other youth activities with a lighted scoreboard. That field was named the “Lucky A’s” field in Central Park. This partnership agreement was for a 10-year period, which expired in 2000.
Central Park Ball Field #2 has the Sponges car wash name on the scoreboard. This agreement came about via a sports user group who negotiated the sponsorship in which Sponges paid for the scoreboard and installation in exchange for their name on the scoreboard. Sponges have since gone out of business, and the sponsorship commitment has been completed.
Currently, the Parks & Community Services Department offers sponsorship opportunities for community events and programming, such as the Art and Wind Festival, Summer Concerts, Fitness Races, Culture in the Community, Dive-In Movies, and the Holiday Tree Lighting.
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AGENDA #6.2
Some larger sponsorship agreements have included logo/name recognition at the City Theaters, aquatic uniforms, and even structures at Forest Home Farm. The concept of partnering with businesses for the betterment of the City and to help market the business is not new and has been an effective tool to generate revenue to offset costs in San Ramon for over thirty years.
The goal of creating a new Sports Field Sponsorship Program is to create a mutually beneficial agreement that creates a revenue stream to offset field maintenance costs while providing business partnership and marketing opportunities. A Sports Field Sponsorship Program will provide a unique opportunity for direct marketing at designated sports fields that are currently used by thousands of people each year.
To gain a better understanding of how other agencies currently offer field sponsorship opportunities, staff researched online and reached out by phone to several other agencies that have sponsorship programs already in place. Staff identified agencies that specifically offered sponsorship opportunities for their sports fields and venues. Agencies researched included: the County of San Diego, the City of Elk Grove, the City of Manhattan Beach, the City of Pleasanton, and the City of Los Banos. Additional out-of-state proposals included: the City of Kettering in Ohio.
While each agency has a different sponsorship program, some common themes emerged that made their programs successful. The feedback from these agencies included making sure that a sponsorship program offers realistic and manageable options; offsets all or partial maintenance costs associated with the fields; accurate pricing based on demand and use of the fields; and nonpermanent sponsorship designation to avoid costly replacement of permanent features such as monuments.
Sponsorship Program by Agencies
Agency Number of
years
Total Average per
year
Type of
Sponsorship
City of Los Banos 1 year $1,000 $1,000 Naming Rights
City of Manhattan Beach 1 year $10,000 $10,000 Naming Rights City of Elk Grove 1 year $15,000 $15,000 Naming Rights
County of San Diego 5 years $15,000 $3,000 Naming Rights City of Pleasanton 7 years $65,000 $9,286 Naming Rights City of Kettering 10 Years $100,000 $10,000 Naming Rights The City of San Ramon is home to 60 sports fields however based on reasearch staff recommends focusing primarily on the San Ramon Central Park sports fields and the Rancho San Ramon sports fields and if successful can expand to other sports fields within the City.
Recommendation:
Utilize 1 year, 5 year and 10 year timelines for sport fields sponsorship opportunities.
Individual Field Options Include:
Central Park Diamond 1, 2, 3, 4
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AGENDA #6.2
Central Park Soccer 1
Rancho San Ramon Diamond
Rancho Soccer 1 & 2
Rancho Synthetic Turf Field
Per Field *Percentage of Yearly
Cost
1 Year $15,000 30%
5 Years $65,000 25%
10 Years $100,000 20%
*Percentage of yearly cost based on estimation of field maintenance for natural grass soccer fields and baseball diamonds of $50,000 per year per field.
In exchange for the monetary sponsorship, partnering businesses would receive the following benefits:
Name & Logo Signage on Scoreboard
o E.G. Central Park Field 1 Sponsored by "Name Here"
Recognition in all print and media material referencing fields o E.G. Adult Softball League Flyers, Activity Guide, Etc. Organization Logo or Name on Adult Sports Scorecards, Scorecard Holders & Shirts for sponsored fields
Organization Logo or Name with Field Designation Signage & Score Booths Sponsorship Booth at Art & Wind Festival and/ or other City of San Ramon Special Events.
Field Naming Includes:
o Placement of Logo in Facility Documents and Maps
o Placement of logo on Website
o Adult Sports Game Schedules
Utilizing “Sponsored By” allows for partnering businesses to be recognized at the designated field or complex while retaining the ability to identify locations by their current park name location.
Benefits of “Sponsored By”:
Prominent Sponsor Designation on Scoreboard
o Interchangeable based on change of sponsor
o Cost of semi-permanent signage $500
More convenient to change sponsorship signage in the future Less confusing to public when identifying fields
o Ex: Central Park Diamond 1 Sponsored By ABC vs. ABC Field located at Central Park
By avoiding permanent features with the sponsor name, the City avoids costly replacement when the term of the sponsorship is over. Permanent Monument signage can cost approximately $5,000 or more depending on the design, which does not include demolition and removal at the end of the sponsorship agreement.
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AGENDA #6.2
Field Sponsorship benefits are a cost-effective way for community groups or businesses to reach customers and receive repeated exposure to large audiences including:
Increase brand name visibility and awareness.
Enhance community relevance.
Reinforce brand image in San Ramon by using recreation, health, and fitness as a platform.
The opportunity to support San Ramon's mission and vision in a recognizable way. Provide meaningful, relevant business-building promotional tie-in opportunities. Increase goodwill with a contribution to the quality of life in San Ramon. Further evidence of an organization's commitment to the community and its position as a local and regional leader.
The ideal type of sponsors the City would seek for the Sports Field Sponsorship Program include community groups or businesses that are local and community-based. Sports Field sponsorships will not be considered if it pertains to alcohol, tobacco, marijuana, firearms, adult entertainment, politics or religion, or other companies of a similar nature.
If the initiative is successful future opportunities for the City include additional sports fields such as Athan Downs and the San Ramon Sports Park or other specialty areas like dog parks, picnic areas, basketball courts, tennis courts, or aquatic facilities/pools. Cricket pitches will be considered in the future however due to the current location of the cricket pitches on middle schools, additional approval with the San Ramon Valley Unified School District would be needed.
The Sports Field Sponsorship Program was presented to the Parks & Community Services Commission on October 12, 2022 and they recommended the program be forwarded to the City Council for consideration. The Commission’s feedback was incorporated in the program that is being presented to the City Council Policy Committee.
FISCAL ANALYSIS:
The City of San Ramon maintains 43 grass baseball fields, 53 grass soccer fields, 2 cricket pitches and 2 synthetic turf field along with multiple passive parks.
Field Maintenance costs include field grooming, in-house mowing, irrigation & watering, sod maintenance and repair, seeding, landscaping & field lighting. The estimation of field maintenance for natural grass soccer fields and baseball diamonds is approximately $51,125 per year per field. Artificial turf is replaced every twelve to fifteen years, which, if amortized, is approximately the same cost as grass to maintain.
Collectively all San Ramon sports fields (43 grass baseball fields, 53 grass soccer fields, 2 cricket pitches and 2 synthetic turf fields) generate approximately $650,000 in revenue annually. The Central Park sports fields generate $105,000 in rental revenue annually, which is approximately $17,500 per field.
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AGENDA #6.2
Rancho San Ramon Sports fields generate $54,000 in rental revenue annually (not including Synthetic Turf) which is approximately $18,000 per field.
The Sports Field Sponsorship Program would offset a portion of the maintenance expenditures associated with the fields. The impact of the costs will depend on the amount received through sponsorships and the sponsorship length.
The direct costs to the City for this program include $500 in sponsor signage, $250 in additional sponsor products such as logos on shirts and scorecards and staff time to implement the program.
The initial goal for the field sponsorship program is to secure (4) one year sponsorships per year.
Securing four sponsors would take approximately 100 hours of Parks and Community Services Department staff time annually spread amongst different levels of staff who would work on recruitment, agreements, and implementation. At an average hourly rate of $60 per hour for the analyst/supervisor position, the estimated staffing costs for year one would be $5,400. At an average hourly rate of $71 per hour for the manager position, the estimated staffing costs for the year would be $710. The total approximate cost in staffing to implement the program would be $6,110 per year.
If the task were absorbed into the current workload of existing staff, other tasks would need to be eliminated or moved to a lower priority. If the program were successful and deemed a high priority by the Parks and Community Services Commission and City Council, more dedicated staff time would need to be allocated and budgeted to the project in the future.
If successful the sports field sponsorship program will help fill the gap between maintenance costs and rental revenue and reduce the need of general fund support.
Per single field Per four fields
Average Maintenance Cost $50,000 $200,000
Sponsorship Program Staff Cost $1527 $6110
Sponsorship Program Signage & Supplies $750 $3000
Total Expense $52,277 $209,110
Average Rental Revenue $18,000 $72,000
Proposed Sponsorship Revenue for one year $15,000 $60,000 Total Revenue $33,000 $132.000
General Fund Subsidy (expense less revenue) $19,277 $77,110 STEPS FOLLOWING APPROVAL:
Staff will incorporate feedback from the City Council Policy Committee and present the program to the City Council for approval.
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