40 Emerging Sport – a sport that is relatively new or is rapidly gaining popularity and is in the process of developing its infrastructure (teams, leagues, professional structures), general acceptance with the goal of greater public exposure and participation.
Employee of San Ramon Business – Refers to individuals who work for a San Ramon business located within the City of San Ramon municipal boundaries.
Facilities - include, but are not limited to, all or parts of the City of San Ramon-owned or operated fields and facilities and SRVUSD properties operated by the City of San Ramon.
Facility - A building, part of a building, or outdoor area built for a specific purpose.
Fair Play in Community Sports Act - A California law that prohibits gender discrimination in community youth sports programs. The Fair Play Act requires that girls be provided opportunities for participation in competitive sports programs that are equal, both in quality and scope, to those provided to boys.
Nonprofit Organization - An organization that conducts business for the benefit of the general public without shareholders and a profit motive. To qualify as a nonprofit organization, the organization must be recognized as a nonprofit from the State of California or another state as a public charity and must have received a tax exemption from the Internal Revenue Service under Section 501(c)(3).
Non-Primary Season – The period of time outside a co-sponsor group’s designated Primary Season, when the group is not in its main or peak operating period. During this season, participation, competition, and overall program demand are reduced. Secondary programs during this timeframe may include practices, training, clinics, camps, or limited competitions and support the mission of the co-sponsored group.
Non-Resident - Refers to any individual/business/organization residing outside the City of San Ramon municipal boundaries.
PCS – City of San Ramon Parks and Community Services Department Performance History – A record of a co-sponsored group’s compliance with City and PCS requirements and expectations related to, but not limited to, the Athletic Facilities CoSponsorship Policy, facility use and program operations. Performance history includes, but is not limited to, the timely and complete submittal of required documentation, adherence to established rules and policies, the timely payment of fees, the condition of facilities following use, and the appropriate conduct of staff, coaches, participants, volunteers, parents, and guests. Performance history may be used by the City and PCS to evaluate
41 eligibility for, and the level of, future facility allocations or the termination of cosponsorship status.
Permit - A document issued by PCS through its facility allocation process indicating that a specific organization/group has been approved to use a specific facility location for a specific time. Permits must be present and available during the permitted use at each location.
Point of Contact – A single, primary contact for each co-sponsored group who deals coordinates facility use requests with PCS staff.
Primary Program - This program serves the primary purpose of the co-sponsored group and should be considered first if requested space is limited.
Primary Season – The designated period of time during the year when a particular cosponsor group is considered to be in its main or peak operating season. During this season, participation, competition, and program demand for the co-sponsored group is at its highest level. This period of time typically includes a preseason, regular season competitions and concludes with a championship competition. The specific dates are usually set by the governing body and vary by sport and location.
Regional Zone – A territory designed for a specific purpose by an established regional or national governing organization.
Rental Fees - A per occurrence fee assessed for facility use. Fees are approved by the San Ramon City Council and are non-negotiable.
Rental Groups – Groups or individuals who request the use of a facility and do not meet the requirements of a City of San Ramon co-sponsored group.
Secondary Program / Off-Season Program - This program supports the mission of the cosponsored group and should be considered second in priority to the Primary Program if requested space is limited.
SRVUSD - San Ramon Valley Unified School District
San Ramon Based Employee – Refers to any individual who is employed by a business that resides within the City of San Ramon municipal boundaries.
San Ramon Resident - Refers to any individual who predominantly resides within the City of San Ramon municipal boundaries.
Subleasing - Any arrangement to rent or use a City-owned or operated facility by any group from a co-sponsored group is not permitted under any circumstance.
42 Tier 1 Co-Sponsorship – Groups that provide services at a different or enhanced level beyond those offered by the City or other co-sponsored groups. Tier 1 groups receive all benefits outlined in the Athletic Facilities Co-Sponsorship Policy, including priority facility allocation after City and SRVUSD programs, at the approved co-sponsorship rental rate.
Tier 2 Co-Sponsorship – Groups that provide services at a different or enhanced level beyond those offered by the City or other co-sponsored groups. Tier 2 groups receive all benefits outlined in the Athletic Facilities Co-Sponsorship Policy, including priority facility allocation after City programs, SRVUSD programs and Tier 1 Co-Sponsored groups, at the approved co-sponsorship rental rate.
Youth - A person 17 years of age and under or eligible to participate in high schoolsponsored events.
43 ADDENDUM F – ATHLETIC FACILITIES CO-SPONSORSHIP
APPLICATION CHECKLIST
Please ensure all items are included at time of submittal. Refer to the Co-Sponsorship Policy for further details on requirements for each item listed below.
1. Application Checklist
Name of Organization
Youth or Adult?
Name of Person Submitting Application
Title
Contact phone
Contact email
Completed City of San Ramon Co-Sponsorship Packet
2. Non-Profit Status
IRS Determination Letter
Proof of current non-profit status (501(c)(3))
3. Governance
List of Board of Directors/Officers with contact info
Annual Meeting Schedule
Bylaws of Organization (including all amendments)
4. Financials
Current Fee Schedule
Annual Operating Budget
5. Safety & Compliance
Youth Program compliance procedures
Certificate of General Liability Insurance
City of San Ramon Athletic Facilities
Co-Sponsorship Application Checklist
44 Additionally Insured Endorsement
6. Participants & Coaches
Participant Rosters
Coach Roster
o indicate submission date if pending)
7. Points of Contact
Scheduling Contact (name, email, phone)
Payment Contact (name, email, phone)
8. Program & Facility Use
Annual Space / Facility Requests (number of fields/gyms/pool lanes; hours per day/week/month)
Primary Season Description (dates, space usage, programs, eligibility) Off-Season Facility Use Description (dates, space usage, programs, timelines, eligibility)
For Staff Use Only
For Staff Use Only
For Staff Use Only
All required Documents Submitted Date
Staff Recommendation: Tier I Tier II
Justification
Facility Use Analysis Findings
Director Signature Date
Date of Parks Commission Presentation
Commission Decision Approved Denied
Date of Notification to Organization
45 ADDENDUM G – SAMPLE PARTICIPANT AND COACH ROSTER TEMPLATES
46
47
48 ADDENDUM H – ATHLETIC FACILITIES CO-SPONSORSHIP AGREEMENT City of San Ramon
Athletic Facilities Co-Sponsorship Agreement
I, (print first, last name) have read, understood,
and will ensure (name of organization), its
Board of Directors, Coaches, Participants, Parents and Volunteers abide by the Athletic Facilities Co-Sponsorship Policy while using City of San Ramon facilities. ________________________________________________
Organization Name
________________________________________________ ________________________ Signature Date
________________________________________________
Title
To be completed upon New Organization Co-Sponsorship
approval or Co-Sponsorship Renewal approval.
ATTACHMENT B
Athletic Facilities Co-Sponsorship Policy R. 1-2026 – List of Policy Revisions The following is a list of new or revised content made to the Athletic Facilities Co-Sponsorship Policy by staff or per the recommendations made during the Parks Commission meeting on November 13, 2025, the Parks Commission Policy Committee meeting on December 10, 2025, or the Parks Commission meeting on January 14, 2026.
Title Page
• REVISED – Title of the policy was updated for clarity per the Parks Commission feedback from the January 14, 2026 meeting.
Table of Contents
• Page 1 – NEW – Additional details included per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 1 - NEW Addendums – Sections were included to address facility specific information with staff contacts.
• Page 2 – NEW – Additional Addendums for Application Checklist and roster templates per the Parks Commission feedback from the November 13, 2025 meeting.
Introduction And Mission Statement
• Page 3 – NEW – Included statement to address the City making decisions in the best interest of the community and overall goals.
• Page 4 – NEW – Included statement naming the Director, or designee, responsible for the oversight of the policy per the Parks Commission feedback from the November 13, 2025 meeting.
• DELETED – Removed statement – PCS reserves the right to make any decision regarding facility use that is in the best interests of the residents and the City of San Ramon. • DELETED – Removed statement – PCS reserves the right to revise, supplement or discontinue any of the standards, guidelines, and procedures outlined in this document.
What is Co-Sponsorship
• Page 5 – NEW – Additional information on what co-sponsorship status is a reference to Addendum E – Definition of Terms use in the Co-sponsorship Policy per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting. • Page 5 - NEW – Benefits of Co-sponsorship – Included the ability of approved co-sponsored groups to propose facility improvements (detailed info is in Maintenance & Facility Improvements section).
• Page 5 - NEW – Requirements & Eligibility – Included statements from the Co-Sponsor Policy prior to 2018 to address providing different or enhanced services, organizations having inclusive opportunities to participate, membership not being discriminatory, and membership must be open to the public.
• Page 6 – NEW – Additional information on the difference between Tier 1 and Tier 2 cosponsored youth groups included per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 6 – NEW – Additional information on the approval process for Youth co-sponsorship applicants including a facility use evaluation and Commission approval per the Parks Commission feedback from the November 13, 2025 meeting.
• Page 7 – NEW – Additional information stating current co-sponsored groups will be notified when a new organization’s application is presented to the Parks Commission per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting. • Page 8 – NEW Youth Flowcharts
o Includes requirement for organizations being established for minimum of 3 years. o Includes a path for Emerging Sports to become co-sponsored. o Pathway for organizations meeting the Fair Play Act being eligible for Tier I was corrected.
o Reference to Addendum E for definition of terms used in the Co-Sponsorship Policy per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting. • Page 9 – NEW – Additional information on the difference between Tier 1 and Tier 2 cosponsored adult groups included per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 9 – NEW – Additional information on the approval process for Adult co-sponsorship applicants including a facility use evaluation and Commission approval per the Parks Commission feedback from the November 13, 2025 meeting.
• Page 9 – NEW – Additional information stating current co-sponsored groups will be notified when a new organization’s application is presented to the Parks Commission per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting. • Page 10 – NEW Adult Eligibility and Flowcharts
o Includes requirement for organizations being established for minimum of 3 years. o Includes a path for Emerging Sports to become co-sponsored. • Page 10 – NEW - Reference to Addendum E for definition of terms used in the Co-Sponsorship Policy per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 9-11 – NEW Responsibilities –
o Request for groups to make all club information, programs offered, schedules accessible to the public.
o Included statement to ensure co-sponsored groups are abiding by and meeting all federal, state, local and appropriate sport’s governing body guidelines for working with or coaching youth participants, such as, but not limited to fingerprinting, background checks, mandating reporting, concussion protocol training, etc. o Included a Code of Conduct that co-sponsored groups, their Board of Directors, coaches, parents and participants must abide by.
Page 12 – NEW – Additional information included for General Expectations regarding promptly reporting safety issues or violations per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting. Page 12 – NEW – Additional Expectation for Coaches, Staff, and Board Members to work collaboratively with staff and other co-sponsored groups per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
Application Process
• Page 14-18 – REVISED – Listing of required documents and information reformatted to match the Co-Sponsorship Application Checklist.
• Page 14 – REVISED – Outlined the application process for a new organization seeking cosponsorship, and the requirements for co-sponsor renewal and annual review processes.
• Page 14/17 – REVISED – Requesting groups submit proof of current non-profit status on an annual basis per the City Attorney’s Office.
• Page 14 / 17 – NEW – All amendments to the organization bylaws are to be submitted to the City per the City Attorney’s Office.
• Page 15 – NEW – Organizations are to submit a detailed description of their processes to meet all federal, state, local and appropriate sport’s governing body guidelines for working with or coaching youth participants, such as, but not limited to fingerprinting, background checks, mandated reporting, concussion protocol training, etc. per the City Attorney’s Office. • Page 15 – New – Stated personal information for participants and coaches will be stored on the City’s secure network and will only be viewable by staff associated with the co-sponsorship program per the Parks Commission feedback from the November 13, 2025 meeting. • Page 16 – 18 – REVISED – Listed items to be submitted for Co-sponsorship Annual Review separate from the Co-Sponsorship Renewal per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 16 – NEW – Requested organizations describe how programs are different or enhanced from what is already provided by the city or another co-sponsored group per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting. • Page 16 – REVISED – Further described the information that needs to be provided for the organizations primary and off-season programs.
• Page 16 – REVISED – Stated the requirements for the Annual Review submissions to include additional information on proposed programming changes for the upcoming year that would affect their prior year’s use allocation.
• Page 18 – NEW – Stated possible results of not meeting co-sponsor requirements during the Annual Review process.
• Page 18 – NEW – Stated that failure to maintain non-profit status or liability insurance may result in an immediate cancellation of all permitted use.
• Page 18 – NEW – Included staff communication requirement when receiving applicant information per the Parks Commission feedback from the November 13, 2025 meeting. o Addressed when staff will respond if communication is received on Friday through Sunday per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 19 – NEW – Additional insurance requirement for youth organizations to provide SAM (Sexual Abuse and Molestation) Insurance coverage per the City Attorney’s Office.
Allocation & Scheduling
• Page 20 – NEW – Referenced Addendum – E Definition of Terms regarding the difference between Tier 1 and Tier 2 per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 20 – NEW - Included “Year-Round Group versus Seasonal Group” as a factor for the PCS Department to consider when allocating space.
• Page 20 – NEW – Included “Recreation vs. Competitive programs” and Importance of community offering” as factors for the PCS Department to consider when allocating space per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting. • Page 20 – NEW – Included statement that co-sponsored groups will be notified with as much notice as possible due to any facility allocation reductions per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 21 – NEW - Included “Emerging Sport” as a factor for the PCS Department to consider when allocating space.
• Page 22 – NEW - Stated specific annual scheduling timelines for each type of facility (fields, gyms, pools) will be posted on the city website as well as in the Co-Sponsor Policy addendums. • Page 21-22 – NEW - Included a general overview of the allocation review, permitting and payment process and noted on page 22 that specific dates are included in addendums for each type of sports facility.
o Additional information reading notification of any anticipated impacts on facility allocation 11 weeks out from the start of a use Period per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
o Additional information regarding allocation conflicts and the general steps taken to determine a reasonable outcome per the Parks Commission feedback from the November 13, 2025 meeting.
o Included statement of the city’s goal to achieve during the allocation process and the responsibility of the co-sponsored groups in helping achieve the goal. • Page 23 – NEW – Included the ability for groups to have an individualized payment plan if the established due dates cause a financial burden.
• Page 23 – NEW – Included the use of an Add / Drop Form to help track requested changes and ensure proper information is submitted to assist staff in implementing the request. • Page 23 – REVISED - Time frame required for cancellations was reduced from 30 days to 14 days. 30 days was not an attainable timeframe for user groups to submit requests • Page 23 – REVISED - Removed Air Quality Protocol information from the policy document.
Information regarding Air Quality Protocol will be posted on the city website. • Page 23/24 – REVISED - Information regarding Field Closures was included and noted that up to date information, as determined by Public Works, will be on the city website. • Page 24 – NEW – Included staff communication guideline when receiving Add/Drop Forms, Notice of Non-Use or other communications from user-groups per the Parks Commission feedback from the November 13, 2025 meeting.
General Rules and Regulations
• Pages 25-27 - REVISED – Bullet points were changed to numbers for ease of reference per the City Attorney’s Office.
• Page 25 – REVISED – Included information regarding permitted pool use is monitored by Aquatics Staff.
• Page 27 – NEW – Included statement that the city has the right to audit information that user groups provide to ensure accuracy of information is being submitted. • Page 27 – NEW – Link to Temporary Sign Application is included in the document. The document will also be on the city website to ensure easy access to the application. • Page 28 – REVISED – City Attorney’s Office suggested being able to address participants who do not identify as a boy or girl. Additional category of “Other” included as an option for participants to select for gender inclusivity.
• Page 28 – NEW – Included statement pertaining to Fair Play Act per the Parks Commission feedback from the November 13, 2025 meeting.
• Page 29 – New – Stated personal information for participants and coaches will be stored on the City’s secure network and will only be viewable by staff associated with the co-sponsorship program per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
Tournaments and Special Events
• Page 30 – NEW – Included Total Number of San Ramon Residents participating in a special event as a point of consideration in the approval process to encourage co-sponsored groups to be inclusive.
Maintenance & Facility Improvements
• Page 32 – NEW – Included information regarding the ability for user groups to propose facility enhancement projects that are funded or partially funded.
Performance History and Compliance
• Page 33 – REVISED – Updated the Progressive Discipline steps to a general statement regarding actions the city may take to ensure user groups are adhering to the terms of co-sponsorship. • Page 33-34 – REVISED – Updated appeals process to accurately reflect the municipal codes A1-95 §99 per the City Attorney’s Office.
Addendum A / B / C / D
• Page 35 – Included a list of currently approved co-sponsored groups as of June 12, 2025. • Page 36-38 - Included tournament and special event information, scheduling timeline with dates and staff contacts for each type of athletic facility.
• Page 36 - REVISED – Staff contacts updated
• Page 36 – REVISED – Chart has been updated to clarify months for each use period and added statement regarding the end of the use period per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 37 – REVISED – Staff contacts updated
• Page 37 – REVISED – Chart has been updated to clarify months for each use period and added statement regarding the end of the use period per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 38 – REVISED – Staff contacts updated
• Page 38 – REVISED – Chart has been updated to clarify months for each use period and added statement regarding the end of the use period per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
Addendum E – Definition of Terms
• Page 39 – NEW – Defined Commercial General Liability Insurance (CGL) per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting. • Page 39 – NEW – Defined Co-Sponsored Group per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 40 – NEW – Included definition for an Emerging Sport. • Page 40 – NEW – Defined Non-Primary Season per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 40 – NEW – Defined Performance History per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 41 – NEW – Defined Primary Season per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 41 – REVISED – Updated Secondary Program / Out of Season Program to assist staff in appropriately allocating space to Primary Programs first and then supporting Secondary or OffSeason Programs. • Page 41 – REVISED – Revised definition of San Ramon Resident per the Parks Commission Policy Committee feedback from the December 10, 2025 meeting.
• Page 41/42 – REVISED – Updated definitions for Tier I and Tier II Co-Sponsorship per the Parks Commission feedback from the November 13, 2025 meeting. • DELETED – Removed Athletic Special Event / Tournament definition. This information is included in Addendums B / C / D for each specific type of athletic facility. • DELETED – The term Co-Sponsorship Committee was deleted from the document as it simply was in reference to PCS staff.
Addendum F – Co-Sponsorship Application Checklist
• Page 39-40 – NEW – Updated application included per the Parks Commission feedback from the November 13, 2025 meeting.
Addendum G – Participant & Coach Roster Templates
• Page 41-43 – NEW – Updated roster templates included per the Parks Commission feedback from the November 13, 2025 meeting.