TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Brian Ambrose, Community Services Director
PREPARED BY: Lea Kolek, Parks and Community Service Manager
SUBJECT:
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Field Use and Allocation Policy Update
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RECOMMENDATION
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Approve the language modifications to the 2014 Field Use and Allocation Policy as proposed by staff and the Parks and Recreation Commission.
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PRIOR ACTION/VOTE
On August 19, 2014, the CSD Board adopted Resolution CSD No. 14-197 for the approval of the updates to the Field Allocation Policy (Vote: 4-1).
On March 7, 2019, the Parks and Recreation Commission provided direction to staff regarding the subjects presented in the Field Use and Allocation Policy in order to form a recommendation for the City Council (Non-Action).
On March 7, 2024, the Parks and Recreation Commission began discussing possible updates to the Field Use and Allocation Policy in order to form a recommendation for the City Council (Non-Action).
On May 2, 2024, the Parks and Recreation Commission approved recommended updates to the Field Use and Allocation Policy to be presented to the City Council for review and approval (Vote: 5-0).
CITY COUNCIL GOAL
Coordinate and deliver responsive, effective community services.
BACKGROUND
Early reviews of the City’s Field Use and Allocation Policy first came before the Parks and Recreation Commission and City Council in early 2004, then again for subsequent revisions in 2008 and 2010. In 2019 and into 2020, staff initiated another round of reviews, but COVID and other Community Services Department priority projects forestalled any forward momentum on the item until recently.
Earlier this year, staff brought forward for discussion to the Parks and Recreation Commission (Commission) various updates to the Field Use and Allocation Policy (Policy). This document details provisions that aim to efficiently allocate limited field space, define eligibility criteria, and establish transparent processes for sports organizations, as well as help balance demand, ensure fair access, and promote safe and effective field usage within the community. All updates to the Policy are subject to City Council review and approval.
As part of the discussion with the Commission, staff explained the recommended updates and answered the Commissioners’ questions related to the Policy. The updates to the Policy provide “clean up” language in areas that had previously been subject to varying interpretation, as well as more defined language on how to better prioritize requests for inter-league play and tournaments. A summary of the recommended updates to the Policy is listed below:
a. Revise language in the definitions section;
b. Revise language concerning deposit requirements;
c. Include the City’s Fee Schedule by reference to incorporate it as part of the revised Policy;
d. Include new language to provide a residency credit for a league that offers an accredited and nationally recognized advancement program, which is an athletic program that continues beyond recreation and competitive travel teams, through which athletes move on to regional, state, or national programs with which the league may be affiliated;
e. Include language that defines the length of a practice;
f. Revise the language for tournaments to more clearly state that tournaments require a separate request from regular season play and that additional documentation is required; and
g. Include new language regarding on-site concession building use versus league concession areas.
During the recent discussion with the Commission, the Commissioners recommended two additional updates. These two updates included the following and are included in the final redlined draft attached to this report:
a. Simplify Section 2: Order of Priority for Field Allocations, as all youth league organizations now play year-round; and
b. Merge Sections 8 and 9 as they both detail provisions relating to the health department, snack bars, and concessions.
Both the redlined copy of the proposed language modifications and a clean version of the Policy are attached (Attachment Nos 1 & 2).
At each of the two field allocation meetings that occurred in 2024 with the sports leagues in January and July, staff previewed with them that these proposed updates were being brought forward for City Council consideration.
FISCAL IMPACT
Any fees referenced in the proposed Field Use and Allocation Policy are included in the Adopted User Fee Schedule and have been incorporated into the Community Services Department’s Operating Budget. There is no fiscal impact associated with this report.
ENVIRONMENTAL IMPACT
None.
ATTACHMENTS
1. Field Use and Allocation Policy update - redlined
2. Field Use and Allocation Policy update - amended, clean