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Home My WebLink About12-05-2017 PBR AgendaCITY OF NEWPORT BEACH PARKS, BEACHES AND RECREATION COMMISSION AGENDA City Council Chambers - 100 Civic Center Drive Tuesday, December 5, 2017 - 6:00 PM Parks, Beaches and Recreation Commission Members: Laird Hayes, Chair Walt Howald, Vice Chair Tom Anderson, Commissioner Ron Cole, Commissioner Roy Englebrecht, Commissioner David Granoff, Commissioner Heather Ignatin, Commissioner Staff Members: Laura Detweiler, Recreation & Senior Services Director Mike Pisani, Municipal Operations Director Sean Levin, Recreation & Senior Services Deputy Director Dan Sereno, Landscape Manager Teri Craig, Administrative Support Specialist Marie Lindeman, Administrative Support Specialist The Parks, Beaches and Recreation Commission is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the Parks, Beaches and Recreation Commission agenda be posted at least seventy-two (72) hours in advance of each regular meeting and that the public be allowed to comment on agenda items before the Commission and items not on the agenda but are within the subject matter jurisdiction of the Parks, Beaches and Recreation Commission. The Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person. It is the intention of the City of Newport Beach to comply with the Americans with Disabilities Act (“ADA”) The City of Newport Beach’s goal is to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, you will need special assistance beyond what is normally provided, we will attempt to accommodate you in every reasonable manner. Please contact the Recreation Department at least forty-eight (48) hours prior to the meeting to inform us of your particular needs and to determine if accommodation is feasible at (949) 644-3158 or recreation@newportbeachca.gov. NOTICE REGARDING PRESENTATIONS REQUIRING USE OF CITY EQUIPMENT Any presentation requiring the use of the City of Newport Beach’s equipment must be submitted to the Recreation Department 24 hours prior to the scheduled meeting. I.CALL MEETING TO ORDER OF THE PB&R COMMISSION II.ROLL CALL III.NOTICE TO THE PUBLIC The City provides a yellow sign-in card to assist in the preparation of the minutes. The completion of the card is not required in order to address the Commission. If the optional sign-in card has been completed, it should be placed in the box provided at the podium. The Commission welcomes and encourages community participation. Public comments are generally limited to three minutes per person to allow everyone to speak. Written comments are encouraged as well. The Commission has the discretion to extend or shorten the time limit on agenda or non-agenda items. December 5, 2017 Page 2 Parks, Beaches and Recreation Commission Meeting IV.PUBLIC COMMENTS ON CONSENT CALENDAR This is the time in which Commission Members may pull items from the Consent Calendar for discussion (Item V-A through V-D). Public comments are invited on Consent Calendar from members of the audience. Speakers must limit comments to three (3) minutes. Before speaking, please state your name for the record. If any item is removed from the Consent Calendar by a Commission Member, members of the public are invited to speak on each item for up to three (3) minutes per item. All matters listed under Consent are considered to be routine and will all be enacted by one motion in the form listed below. Commission Members have received detailed staff reports on each of the items recommending an action. There will be no separate discussion of these items prior to the time the PB&R Commission votes on the motion unless members of the Commission request specific items to be discussed and/or removed from the Consent Calendar for separate action. V.CONSENT CALENDAR Minutes of the November 7, 2017 PB&R Commission MeetingA. Waive reading of subject minutes, approve and order filed. 11-07-2017 DRAFT PB&R Minutes Parks, Trees & Beach Maintenance Divisions Activity ReportB. Receive/file Activity Report of past and upcoming projects and events. ITEM V-B Recreation & Senior Services Activity ReportC. Receive/file Activity Report of past and upcoming projects and events. Item V-C Bench Donation - Channel Place ParkD. Approve a bench donation requested by Alexandra Marshall at Channel Place Park. The submitted plaque verbiage complies with City Council Policy B-17 is: “In Loving Memory of Peter Marshall”. Item V-D Attachment A-C VI.CURRENT BUSINESS Appeal of Denied Special Tree Removal - 1405 Mariners DriveA. Consider William Milligan’s appeal of his denied tree removal request of a Special City Jacaranda tree located at 1405 Mariners Drive. If appeal is approved with a yes vote, the tree will be replaced with a 48-inch box Jacaranda tree at the owner’s cost. Item VI-A Attachment A-F December 5, 2017 Page 3 Parks, Beaches and Recreation Commission Meeting Modifications to the Youth Sports Commission (YSC) Member Requirements and Field Allocation & Use Policy B. Consider the additions and modifications to the Youth Sports Commission Member Requirements and Field Allocation & Use Policy related to newly defined key terms, roster data collection, per player maintenance fee billing and safety parameters for field lining. Item VI-B Attachment A Attachment B Health & Wellness at the OASIS Senior CenterC. Presentation by Health & Wellness Supervisor, Leslie Hardy and Fitness Center Coordinator, Julie Anding VII.ANNOUNCEMENTS / FUTURE AGENDA ITEMS PB&R Commission / staff announcements / Ad Hoc Committee updates or matters which Commissioner members would like placed on future agendas for further discussion (this is a non-discussion item). VIII.PUBLIC COMMENTS ON NON-AGENDA ITEMS Public comments are invited on non-agenda items generally considered to be within the subject matter jurisdiction of the PB&R Commission. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The Commission has the discretion to extend or shorten the speakers’ time limit on non-agenda items, provided the time limit adjustment is applied equally to all speakers. IX.ADJOURNMENT CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting November 7, 2017 – 6:00 PM I. CONVENE MEETING OF THE PARKS BEACHES & RECREATION COMMISSION TO ORDER – 6:00 PM II. ROLL CALL Present: Laird Hayes, Vice Chair Tom Anderson Roy Englebrecht David Granoff Walt Howald Heather Ignatin Excused: Ron Cole Staff: Laura Detweiler, Recreation & Senior Services Director Mike Pisani, Municipal Operations Director - Maintenance Sean Levin, Recreation & Senior Services Deputy Director Dan Sereno, Landscape Manager Susie Craig, Administration Support Specialist Teri Craig, Administrative Support Specialist Marie Lindeman, Administrative Support Specialist III. RECOGNITION OF MUNICIPAL OPERATIONS DEPARTMENT RETIREMENTS -- Parks Maintenance Supervisor, Paul Ramirez -- Parks Maintenance Crew Chief, Kim Pederson -- Groundsworker II, Marty Colver Manager Sereno introduced Groundsworker II Marty Colver who has been with the City since 1981. Manager Sereno remarked about his avid horticulturist skills, his influence on improvements to the City’s parks and his overall good character. Manager Sereno introduced Crew Chief Kim Pederson who has been with the City since 1988. Manager Sereno acknowledged Chief Pederson’s drive for education and involvement in the sports fields around the City. Chief Pederson suggested that the City recognize city vendor Walt Harper for his work with the City when he retires. Manager Sereno then introduced Supervisor Paul Ramirez who has worked for the City for 36 years. Manager Sereno discussed Supervisor Ramirez’s continuing education courses and his involvement in the shaping and maintenance of the City’s parks. Discussion among the Commissioners followed with congratulations and how each Commissioner is appreciative, for their dedication to the City’s parks. Item V-A December 5, 2017 Parks, Beaches & Recreation Commission Minutes August 1, 2017 Page 2 Manager Sereno discussed how the department will rebuild after these individuals are gone. IV. NOTICE TO THE PUBLIC V. PUBLIC COMMENTS ON CONSENT CALENDAR None. VI. CONSENT CALENDAR A. Minutes of the September 5, 2017, PB&R Commission Meeting Recommendation: Waive reading of subject minutes, approve and order filed. B. Parks, Trees & Beach Maintenance Divisions Activity Report. Recommendation: Receive/file Activity Report. C. Recreation & Seniors Services Activity Report. Recommendation: Receive/file Activity Report of past and upcoming projects and events. D. Picnic Table Donation (5) – Newport Pier Plaza Picnic Area Recommendation: Approve the donation of five (5) picnic tables by Mary Guzman and family at the Newport Pier Plaza picnic area. The submitted verbiage for the plaques comply with City Council Policy B-17, and will read as follows: 1) Donated by the Guzman Family 2) Donated by Paul Hollands 3) Donated by Barbara Hollands 4) In Loving Memory of Papa 5) In Loving Memory of Ross D. Hollands The donation will replace five (5) existing picnic tables that are nearing the end of their life expectancy. Motion by Commissioner Anderson; second by Commissioner Howald to accept Consent Calendar Items VI-A through VI-D. Motion carried by unanimous vote; Commissioner Cole absent. VII. CURRENT BUSINESS A. Tree Reforestation – 1939 Port Edward Place Consider the reforestation request by Karick Brown of a City Carrotwood tree at 1939 Port Edward Place and replace with a 36” box Saint Mary’s Magnolia tree. City Arborist Kevin Pekar talked about the two trees that are on the site; one of the trees was in severe decline and that he had authorized the removal of that tree. The second tree was in good condition and Arborist Pekar declined the tree removal request but did suggest to the homeowner that they request a tree reforestation. Parks, Beaches & Recreation Commission Minutes August 1, 2017 Page 3 Arborist Pekar remarked that the Homeowners Association support the reforestation with a one for one replacement for a 36” box Saint Mary’s Magnolia tree. In response to Commission Anderson’s question, Arborist Pekar explains that the difference between a Little Gem Magnolia and a Saint Mary’s Magnolia is the Saint Mary’s grows taller and broader. He also explains that Carrotwood trees are listed as problem trees and there are a lot of them on Port Edward Place. Chair Hayes opened the public comment. Homeowner Rick Brown explains that the issue with the Carrotwood tree are the pods that drop and become a tripping hazard. Chair Hayes closed the public comment. Motion by Commissioner Howald; seconded by Commissioner Anderson to approve the reforestation request by Karick Brown of a City Carrotwood tree at 1939 Port Edward Place and replaced with a 36" box Saint Mary's Magnolia tree. Motion carried by unanimous vote; Commissioner Cole absent. B. Weather Station – Bonita Canyon Sports Park Consider the installation of a City-owned weather station, completely gated to assure security. The weather station will be located at 1990 Ford Road behind the batting cages between fields 1 and 2 at Bonita Canyon Sports Park. Shane Burckle, Public Works Water Conservation Coordinator discussed the location of the requested weather station at Bonita Canyon Sports Park (BCSP). He noted BCSP was selected because of its central location for average weather patterns in the City and it’s not visually impeding on neighbors. He went on to say that benefits for this weather station will provide accurate weather data to establish exterior watering needs. The data collected can also be pulled from a database via internet or app and used for public resources and landscapes. The weather station has to be on living grass to calculate evaporation in the grass and in an open area to measure the wind. The height will be approximately ten and a half feet and operates on solar power. In response to Commissioner Englebrecht’s question, Coordinator Burckle stated that he believes there will be a 20-25% savings of water based upon the more accurate data and to be utilized by the City and the public.. In response to Commissioner Anderson’s concerns about the location, Coordinator Burckle explained that the deciding factors for the placement were the concern for neighbor’s views, unobstructed areas where trees are not too close, and the fact that it has to be on grass. Parks, Beaches & Recreation Commission Minutes August 1, 2017 Page 4 Deputy Director Levin stated that the Youth Sports Organizations had been consulted and had no concerns about the weather station being placed in the park. Discussion followed about budget costs, the location of the station, and concerns about impacts to the sports activities that happen at the park. Chair Hayes opened the public comments; hearing none the public comments were closed. Motion by Commissioner Englebrecht, seconded by Commissioner Anderson to approve the installation of a City-owned weather station, completely gated to assure security. The weather station will be located at 1990 Ford Road behind the batting cages between fields 1 and 2 at Bonita Canyon Sports Park. Motion carried by unanimous vote; Commissioner Cole absent. C. Social Services at the OASIS Senior Center Presentation by Recreation Supervisor Susie Digiovanna Director Detweiler reminded the Commission that this presentation is part of the Parks Make Life Better Roadshow. Supervisor Susie Digiovanna presented a presentation on the social services and transportation that OASIS offers to the community. Commissioners expressed their gratitude to OASIS for their services and how they help the community. VIII. ANNOUNCEMENTS/FUTURE AGENDA ITEM Director Detweiler gave a brief overview of the Halloween Spooktacular event and the OASIS 40th Anniversary event that took place this past month. She noted that there will be a December PB&R Commission meeting but that we would go dark in January. Discussion ensued regarding doggie bag waste stations; it was noted that the City does not generally provide those stations and that they are usually donated by the neighbors or Homeowners Association. IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. X. ADJOURNMENT – 7:42 p.m. Submitted by: ________ Teri Craig, Admin Assistant Parks, Beaches & Recreation Commission Minutes August 1, 2017 Page 5 Approved by: _____ Laird Hayes, Chair NEWPORT BEACH PB&R Commission Staff Report CITY OF Item V-B December 5, 2017 TREES: Over the past couple of months, the City tree maintenance contractor Great Scott Tree Service continued the annual Palm tree trimming in the Peninsula and other City areas. Month of: # of Trees Trimmed: # of Trees Removed: # of Trees Planted: Oct 609 26 16 In addition, due to a severe basal trunk and root decay, an emergency tree removal is scheduled by the end of November of a Special Brazilian Pepper tree located at 225 Riverside Avenue by Great Scott Tree Services. BEACH MAINTENANCE: Winter Preparations Field Maintenance crews have begun preparing for the upcoming winter. One thousand feet of wind fencing was installed along the street ends on the boardwalk at 49th Street, as well as around the piers. The wind fencing helps control the amount of sand that is blown onto the sidewalk and streets. TO: Parks, Beaches & Recreation Commission FROM: Municipal Operations Department Mike Pisani, Municipal Operations Department Director 949 644-3055, mpisani@newportbeachca.gov TITLE: Parks, Trees & Beach Maintenance Divisions Activities Report Parks, Trees & Beach Maintenance Divisions Activities Report December 5, 2017 Page 2 PARKS MAINTENANCE: Recent Promotion – Daniel Tovar Daniel Tovar has been promoted to Parks Maintenance Crew Chief. He will be taking over for Kim Pedersen who is retiring this month. Daniel did job-shadowing for the position, closely learning most of the areas and gleaning 36 years of maintenance knowledge from Kim. Daniel was hired in 2006 as a Grounds Worker I and was promoted to a Groundsworker II in 2015. For several years, Daniel has been attending Orange Coast College taking courses in Tree Identification, Cactus and Succulents, and Irrigation. He is currently enrolled in a Professional Communication class with a goal to receive a Certificate in Management. He is also studying to be Certified Arborist. He currently holds a Qualified Applicators Certificate from the Department of Pesticide Regulation with three categories. Park Maintenance Retirements – Announced At the November 7 meeting, the PB&R Commission honored three Park Maintenance Division team members who will retire in December: Paul Ramirez, Kim Pederson, and Marty Colver. Between them, they have over 100 years of experience and knowledge in the City’s Parks Division. Congratulations to all – you will be sorely missed! Prepared by: Dan Sereno, Landscape Manager John Salazar, Manager Parks & Trees Division Field Maintenance Division NEWPORT BEACH PB&R Commission Staff Report COUNCIL STAFF REPORT CITY OF To: PB&R Commission From: Laura Detweiler, RSS Director Sean Levin, RSS Deputy Director Celeste Jardine-Haug, Senior Services Manager Re: Recreation & Senior Services Department Monthly Activities Report A 3-day celebration of the 40th Anniversary of OASIS Senior Center began on Thursday November 2 and concluded with a concert on Saturday, November 4. The Center provides a great service to the community through classes, programs, social services, transportation, fitness center, gardening and more allowing for both a social and learning environment for the older adult. The celebration, which included many social activities such as a Root beer Float Social, Pancake Breakfast and a historical presentation with the Friends of OASIS, and concluded with the Concert featuring the Tijuana Dogs. Community members enjoyed listening to great music and dancing the afternoon away. With approximately 250 in attendance, we were fortunate to have many Council members, commissioners and department heads in the crowd joining us for this special event. Item V-C December 5, 2017 2 Kudos to Al Perez at Marina Park! The City Manager’s office received a pleasant phone call from a visitor, to tell his story of Al Perez, Facility Maintenace Worker’s act of kindness. These types of phone calls are the best. Thank you to Al for going above and beyond in all that he does at Marina Park. Its the little acts of kindness like this that make a big difference for our customers. From: Sudo, Jenny Sent: Friday, October 27, 2017 2:04 PM To: Detweiler, Laura <LDetweiler@newportbeachca.gov> Cc: Kiff, Dave <DKiff@newportbeachca.gov>; Jacobs, Carol <cjacobs@newportbeachca.gov> Subject: "Thank You" From a Visitor to our City Hi Laura, A visitor to our City called our office wanting to express his sincere thanks to our City and employee Al Perez for going “over and beyond”. He said that he visited Marina Park earlier in the week and forgot his brand new “very expensive” running shoes. He went back today to see if by some slim chance he could find them. He said that Al recognized him and asked him if he lost his shoes, and that he was holding them in the hopes that he would return to Marina Park. The visitor is very grateful to Al, and he wanted me to relay his appreciation to Dave and Al’s supervisor. I love these types of calls…warms my heart!  Thank you, Jenny Jenny S. Sudo │ Administrative Specialist to the Assistant City Manager City of Newport Beach │City Manager’s Office 100 Civic Center Drive │ Newport Beach, CA 92660 (949) 644-3003 │ (949) 644-3020 (FAX) │ jsudo@newportbeachca.gov OASIS Health and Resources Fair On Saturday, October 21, OASIS Senior Center held its annual Health and Resources Fair. The event focused on giving community members, specifically older adults and their family members, access to resources that are available in the area. With over 70 vendors, the 400+ attendees were able to visit with financial, medical, assisted living, care giving, legal, insurance, medical equipment and non-profit groups to name a few. Hoag Community Benefit offered free flu shots and participants attended 2 lectures on preventing cognitive decline and eating for cognitive health. Those looking for a more interactive experience participated in a free yoga or Zumba class. The event ended with a free raffle drawing and boxed lunches. Special thanks to our event sponsors: Coast Hearing and Balance Center, Coral Tree In Home Care, Greater Newport Physicians and Linda K Duffy, Villa Real Estate, and HOAG Community Benefit. We look forward to next year’s event! Balance and Joint Health Lecture a Success On October 24, the OASIS Senior Center welcomed Dr. Evan Osar and Jenice Mattek, creators of the Integrative Movement System based out of Chicago. Dr. Osar and Jenice spoke about the importance of creating healthy habits and focusing on the ABC’s (alignment, breathing and control) in all of our daily activities. Over 60 participants attended and learned some tools they can start using immediately to help improve balance and joint health. 3 Park Patrol The following patrol checks/public contact numbers reflect the Park Patrol daily calls for service as well as issues discovered during normal patrol activities. Due to the timing of the meeting, these monthly summaries will be two months behind (i.e. in June you will receive April summary). During the month of OCTOBER Park Patrol had the following number of contacts: 1. PATROL CHECKS  225 with Youth Sports Groups  360 Field related issues/checks  37 Park/Picnic/reservation issues/checks  183 Community Center issues/checks  306 Playground checks  Other 2. PUBLIC CONTACTS  274 Education  11 Alcohol  115 Dog related Written Warnings Issued – 3 (parking, dogs off leash violations) Citations Issued – 13 (parking citations) Facility Rentals During the period of October 16 – November 15, 2017 there were:  9 Picnic/Park Area Rentals  8 Room Rentals  2 Field Rentals  20 Gym Rentals  6 OASIS Classroom Rentals  0 OASIS Event Center Rentals  1 OASIS Internal Rentals  38 Civic Center Community Room Rentals  9 Marina Park Picnic/Park Area Rentals  21 Marina Park Event Room Rentals  16 Marina Park Classroom Rentals  0 CYC Facility Rentals  15 NCCC Gym Rentals  22 NCCC Classroom Rentals  17 NCCC HOA Rentals SPECIAL EVENT PERMITS (SEP) Total SEP’s processed for 2016 – 262 Total SEP’s processed for 2017 – 250 (as of November 15, 2017) Those events of note for this period are: Halloween Spooktacular- Oct 28, 2017, Grant Howald Park, Attendance: 1500 Pacific Sports Triathlon- Newport Dunes and Back Bay Drive, Nov 12, 2017, Attendance: 450 4 NEWPORT BEACH PB&R Commission Staff Report COUNCIL STAFF REPORT CITY OF Item V-D December 5, 2017 RECOMMENDATION: Staff recommends that the PB&R Commission approve a bench donation requested by Alexandra Marshall at Channel Place Park. The submitted plaque verbiage, which complies with City Council Policy B-17 is: “In Loving Memory of Peter Marshall”. The bench donation would replace an existing bench that is nearing the end of its life expectancy. DISCUSSION: City Council Policy B-17 establishes criteria for parks, facilities, and recreation program donations within the City. The policy is structured to establish a fair and uniform procedure for making gifts to the City, and to make the donation process easier for staff and donors. The City has received a donation request from Alexandra Marshall on behalf of her family to donate a Santa Monica Style bench at Channel Place Park. The cost of the donation will include the 10% maintenance fee required by Council Policy B-17. The donation request and proposed location were approved by the Municipal Operations Director. Since the value of each bench donation is greater than $1,000, the donations is eligible to receive a dedicatory plaque. Dedication information is provided. NOTICING: Alexandra Marshall and Council Member Diane Dixon have received a copy of this report. The donation is a replacement bench, not requiring noticing adjacent property owners. Attachments: A. Donation Request Form, and photo of Santa Monica Style bench B. Existing Bench – photo and location map C. Dedicatory Information TO: Parks, Beaches & Recreation Commission FROM: Municipal Operations Department Mike Pisani, Municipal Operations Director 949-644-3055, mpisani@newportbeachca.gov TITLE: Bench Donation – Channel Place Park NEWPORT BEACH PB&R Commission Staff Report COUNCIL STAFF REPORT CITY OF Item VI-A December 5, 2017 RECOMMENDATION: Staff recommends that the PB&R)Commission consider William Milligan’s appeal of his denied tree removal request of a Special City Jacaranda tree located at 1405 Mariners Drive. If appeal is approved with a yes vote, the tree will be replaced with a 48-inch box Jacaranda tree at the owner’s cost. DISCUSSION: City Council Policy G-1, Retention, Removal, and Maintenance of City Trees, requires that the PB&R Commission approve the removal of Special Trees. The applicant, William Milligan contacted the City and stated that the removal of the tree was necessary for the remodel of his home and a new driveway approach. The City Arborist inspected 1405 Mariners Drive on October 27, 2017 and determined the Jacaranda tree is in fair condition and does not meet the criteria for removal referenced in the G-1 Policy. Mr. Milligan was advised of the City Arborist’s findings, and that he could appeal staff’s decision to the PB&R Commission. Attached are the Tree Removal Review and Tree Inspection Report. If removal of the tree is approved by the Commission, applicant is willing to pay for the removal and a 48-inch box replacement tree. NOTICING: William Milligan, Mayor Pro Tem Duffy Duffield, and Mariners Community Association have received a copy of this report. Additionally, surrounding property owners, map attached, were notified via postcard of the Commission Meeting related to this removal request. The tree was posted with the attached poster regarding the removal request. Attachments: A. Reforestation Application B. Tree Removal Review and Tree Inspection Reports C. Map highlighting surrounding property owners notified of the Commission Meeting D. Postcard Notification E. Tree Poster F. City Council Policy G-1, Section IV. Removal of City Trees, Special City Trees TO: Parks, Beaches & Recreation Commission FROM: Municipal Operations Department Mike Pisani, Municipal Operations Department Director 949 644-3055, mpisani@newportbeachca.gov TITLE: Appeal of Denied Special Tree Removal Request – 1405 Mariners Drive NEWPORT BEACH PB&R Commission Staff Report COUNCIL STAFF REPORT CITY OF Item VI-B December 5, 2017 RECOMMENDATION: Staff recommends that the PB&R Commission consider the additions and modifications to the Youth Sports Commission Member Requirements and Field Allocation & Use Policy related to newly defined key terms, roster data collection, per player maintenance fee billing and safety parameters for field lining. DISCUSSION: Youth Sports Commission and Policy Background The guiding document for allocating City of Newport Beach fields is the Youth Sports Commission Member Requirements and Field Allocation & Use Policy (“Policy”). The original document was created by a committee of user groups and staff and ratified by the PB&R Commission on April 1, 2003. Over time, the document has evolved to assist the community and staff in the fair and equitable allocation of fields with additional revisions and PB&R Commission; the latest on August 14, 2015. The Youth Sports Commission (YSC) consists of Newport Beach organizations grouped under two membership statuses; “open” and “club”. Organizations are assigned to user classifications based on criteria like residency status and organizational philosophy. Open member organizations promote recreation-based participation, have volunteer coaches and receive higher field allocation priority within their user classifications. They also have voting rights on changes within the YSC, including Policy revisions. Club member organizations do not have voting rights, form teams through tryouts, have paid coaches and receive lower priority for field allocations within their user classifications. Currently, there are 13 Youth Sports Commission Member Organizations (YSCMO); six YSC-open members and seven YSC-club members. TO: Parks, Beaches & Recreation Commission FROM: Recreation & Senior Services Department Laura Detweiler, Recreation & Senior Services Director 949-644-3157, LDetweiler@newportbeachca.gov PREPARED BY: Justin Schmillen, Recreation Manager 949-644-3160, Jschmillen@newportbeachca.gov Cody Huson, Recreation Supervisor 949-644-3154, Chuson@newportbeachca.gov TITLE: Modifications to the Youth Sports Commission (YSC) Member Requirements and Field Allocation & Use Policy Modifications to the Youth Sports Commission (YSC) Member Requirements & Field Allocation & Use Policy Page 2 Purpose of Policy Revision Regardless of organizational philosophy, youth sports programs are beginning to move away from the traditional, league play structure. New formats for play are becoming more complex and dynamic to increase participation, enhance skill development and diversify the competitive environment. This trend has resulted in challenges within the YSC, such as interpreting Policy and allocating field space appropriately. Process The evolving direction of youth sports programming and feedback from YSCMO, prompted City staff to evaluate the Policy in June 2017 for clarification and revision. City staff initiated revisions of the Policy and e-mailed a revised draft, showing edits, to the YSCMO on August 31, 2017 requesting comments. City staff held a meeting on September 7, 2017 to allow YSCMO to provide their input on the proposed staff revisions. Feedback from the meeting was incorporated into a final draft and was emailed to YSCMO on October 18, 2017. YSCMO were given a deadline of November 1, 2017 for final review and to provide additional comments. No additional comments were made and representatives from YSCMO with open membership were asked to vote, via email, on the proposed changes between November 3 and November 6, 2017. AYSO 57, AYSO 97, Newport Harbor Baseball Association, Newport Beach Baseball Association, Newport Beach Youth Football and Newport Mesa Girls Softball approved the proposed changes unanimously. YSC Policy Recommended Revisions  Updated the Table of Contents.  Section 4: Definitions: Added definitions for terms “participant roster”, “game”, “practice”, and “program” as it relates to the field allocation policy. The definitions are based on the structure of play, how players are categorized on a team roster and provides clarification for intended use of allocated City fields according to the Policy.  Section 8B and 8C Field Allocation Requests: Revised to include a club organization’s governing body, as the initial source for receiving roster data. This will increase accuracy, minimizes duplications and promote more consistency in the process of collecting rosters and assessing residency status. Club organizations that have year round rosters may submit the same roster for the year’s requests, without impact to the priority formula or billing.  Section 9 Field Allocation Procedure and Priority Formula: Increased the total number of days that an organization may request City fields to run a “program” in a year, from ten to twelve, to provide more opportunities for this structure of play.  Section 13. Field Maintenance Fees: Adjusted the per player maintenance billing schedule to invoice organizations twice a year, instead of once per year. This will decrease the financial burden on each organization and allow organizations that only play in the fall season to pay their maintenance fees at the end of their season. Billings will take place at the conclusion of the fall (December) and spring (June) allocations. Modifications to the Youth Sports Commission (YSC) Member Requirements & Field Allocation & Use Policy Page 2  Section 15 Athletic Field Lining/Marking: Added guidelines for field layouts as it relates to participant safety. Field layouts must be a minimum of 10 feet away from non-athletic landscaping, hardscapes, or park related elements or be approved by City staff, prior to placement, if located less than 10 feet to any of the aforementioned elements.  Section 21 Banners: Removed Las Arenas Park as an approved banner location. Las Arenas Park no longer exists. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Attachment: A. Redlined Youth Sports Commission Member Requirements & Field Allocation & Use Policy B. New Youth Sports Commission Member Requirements & Field Allocation & Use Policy ATTACHMENT A -REDLINED YOUTH SPORTS COMMISSION Member Requirements & Field Allocation & Use Policy City of Newport Beach Recreation & Senior Services Department Parks, Beaches & Recreation Commission Amended August 4, 2015 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 2 TABLE OF CONTENTS Philosophy .................................................................................................................................... 3 Purpose ....................................................................................................................................... 3 City of Newport Beach: Code of Conduct ..................................................................................... 3 Definitions .................................................................................................................................... 4 General YSC Member Requirements (Open and Club) ................................................................ 5 YSC Open-Member Criteria ......................................................................................................... 6 YSC Club-Member Criteria ........................................................................................................... 7 Field Allocation Requests ............................................................................................................. 7 Field Allocation Procedure and Priority Formula ........................................................................... 9 Notice of Non Use of Fields ........................................................................................................ 11 Notice of Exchange of Fields ...................................................................................................... 11 Field Use Fees ........................................................................................................................... 12 Field Maintenance Fees ............................................................................................................. 12 Field Maintenance and Modifications .......................................................................................... 13 Athletic Field Lining/Marking ....................................................................................................... 14 Rules and Regulations of Field Use ............................................................................................ 14 Synthetic Turf Rules and Regulations………………………………………………………………...15 Traffic and Parking ................................................................................................................... 16 Public Address System Use ....................................................................................................... 16 Storage and/or Concessions ...................................................................................................... 16 Banners ...................................................................................................................................... 17 Other ......................................................................................................................................... 17 City Council Policy ................................................................................................................... 18 Violations .................................................................................................................................... 18 Overview of Important Dates ...................................................................................................... 19 Appendix ..................................................................................................................................... 21 a. Sample of Non-Profit Documentation .................................................................... 22 b. Sample of Liability Insurance and Additionally Insured Form ................................ 26 c. Sample of Field Allocation Request Form ............................................................. 28 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 3 1. PHILOSOPHY The Youth Sports Commission (YSC) is open to all organizations providing athletic opportunities to the youth of Newport Beach. All organizations pledge to participate in the YSC in a spirit of partnership and cooperation; cooperating and communicating with each other and City staff in a timely and respectful manner; practicing good sportsmanship; and agreeing to follow all City Council and YSC policies. 2. PURPOSE It is the intent of the City of Newport Beach Recreation & Senior Services Department to allocate field use to qualified athletic teams and organizations on the basis of fairness and impartiality. This document sets forth the policy for the City to prioritize and allocate all available fields under its ownership and/or control, in concurrence with the seasonal priorities (Section 4) and residential percentage priorities (Section 8). It is necessary to formulate this policy for the following reasons:  User groups need a procedure to secure fields for the planning of games and practices.  The demand for field usage exceeds the City’s ability to permit unlimited and/or unscheduled use by all participants.  Maintenance and renovation must be scheduled and implemented to maintain the community’s high standards of aesthetics and sustain the playability of the City’s facilities.  Allocating field space to qualified organizations assists the City in the fulfillment of the Charter to plan, coordinate and direct community recreational activities. 3. CITY OF NEWPORT BEACH: CODE OF CONDUCT In addition to each organization’s individual code of conduct, all players, coaches, volunteers, and parents are expected to exhibit appropriate behavior at all times while participating, being a spectator, or attending YSC Member activities co-sponsored by the City of Newport Beach Recreation & Senior Services Department. The following guidelines are designed to provide safe and enjoyable activities for all participants:  Be respectful to all field users and City staff.  Take direction from City staff, including Park Patrol and Park Maintenance Staff.  Refrain from using abusive or foul language.  Refrain from causing bodily harm to self, other field users, or City staff/supervisors.  Refrain from damaging City equipment, supplies, fields and facilities.  Refrain from harassment of City staff and field users. Failure to follow these rules may result in denial of program participation privileges. The City of Newport Beach Recreation & Senior Services Department strives to make your participation fun-filled, rewarding, educational and safe. Thank you for your cooperation. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 4 4. DEFINITIONS This section defines the terms used throughout this Policy. A. City: The City of Newport Beach and/or the City Recreation & Senior Services Department, as appropriate. B. Director: The City of Newport Beach Recreation & Senior Services Department Director. C. Member Organization or Organization: Those Organizations, including YSC-Open Member and YSC-Club Member, that have submitted all required documentation with the City.  YSC-Open Member Requirements: See Sections 5 & 6, below.  YSC-Club Member Requirements: See Sections 5 & 7, below. D. Non-profit Organization: A Non-profit Organization is a charitable organization under Internal Revenue Code Section 501c(3), with a State of California Tax Identification Number and proof of tax exemption. E. Participant: Those players who are fully registered with the Member Organization. Non- players such as coaches, officials, and staff shall not be considered Participants. F. Participant Roster: Complete list of registered participants who participate on a designated team in games and practices within the organization. G. Games: Teams participating in organized, officiated and sanctioned play, based on a pre-established schedule. H. Practices: Non-officiated play designated for assigned team(s) who are operating within a sanctioned gaming circuit. I. Programs: Any organized play that is not a game or practice. Includes but not limited to camps, clinics, and skills based academies. Organizations shall only provide programs and services not offered by City programs. J. Season: Seasons are defined as follows: Grass Fields Fall Spring Pre-Season/Tryouts August 15-September 1 February 1 - 28 In-Season Opening Date September 1 March 1 In-Season Closing Date Second Friday in December June 30 Post–Season/All Stars As Available As Available Sport “In Season” Football/Soccer Baseball/Softball Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 5 Synthetic Turf Only Fall Winter Spring Summer Pre-Season/Tryouts - January - August In-Season Opening Date Last week of August Second Friday in December February 1 July 1 In-Season Closing Date Second Friday in December January 31 June 30 Last week of August Post–Season/All Stars As Available December & January Early May-June 30 July Sport “In Season” Football/Soccer - Baseball/Softball - 5. GENERAL YSC MEMBERSHIP REQUIREMENTS (includes Open and Club) To participate in the semi-annual field allocation process, the following requirements shall be satisfied by all YSC-Open and YSC-Club Member Organizations: A. Organization shall have and submit a charter and articles of incorporation to City upon initial application for membership. B. Organization shall have a Board of Directors and submit a current list to City annually. C. Organization shall be a Non-profit Organization. Organizations shall submit their Internal Revenue Service 501c(3) letter to City upon initial application for membership and shall submit a current IRS 990 Form annually. D. Organization’s Board or League President, Vice President, or an appointed designee shall attend the semi-annual YSC meeting. E. Organization shall provide City with proof of current Commercial General Liability insurance with a limit of not less than $1,000,000 per occurrence, naming the City as additional insured. F. Organization shall submit City Field Allocation Request Form and all supplemental information outlined in the application process semi-annually. G. Organization shall only provide services not offered by City programs. H. Organization shall immediately inform City staff of changes in liaison or main contact person’s name, address, or telephone number. I. Organization shall obtain City’s prior written permission for any change in the published schedule of field allocations, including decreases in use, and shall report said schedule changes as directed. J. Organization shall provide its own publicity, registration and coaches training consistent with YSC membership requirements. Any deviation requires the City’s prior written approval. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 6 K. Organization shall screen all personnel and volunteers for prior criminal records or infractions and provide proof of screening to City. L. Organization shall provide at least one responsible adult at every activity scheduled at City facilities. M. Organization shall contact participants and organization’s board and representatives regarding all matters in their league or team. N. Clean area following games or practices of all litter, debris etc. O. Organization shall review all City Council policies and facility rules and regulations, including the proper use and care of lights, grounds, keys, facilities and amenities, and shall inform Participants and its Board and representatives regarding all City policies and regulations. P. Organization shall apply to Parks, Beaches & Recreation Commission for approval to make any additions or changes to fields, amenities or membership criteria requirements. Q. Organization shall pay the hourly rates and field maintenance fees within 30 days of billing. 6. YSC-OPEN MEMBER REQUIREMENTS YSC-Open Member Organizations receive priority allocation of City athletic fields and voting rights at the semi-annual YSC allocation meetings. In addition to the General YSC Member requirements listed above, the following are required for YSC-Open Member Organizations. A. Organization shall sign a contract (memorandum of understanding) of up to five years with the City. Contract renewals are due by the Fall allocation meeting in June. B. Organization’s roster of Participants shall include at least 50% City residents in first year of Organization’s existence. Following years of less than 50% City resident participation may cause review for reclassification of membership. Organizations who are adhering to boundaries set by parent organization will retain Open Member status. C. Organization shall employ a “minimum play rule” for Participants, with each player given equitable playing time regardless of skill level. D. Organization shall have an open enrollment policy accepting all players regardless of skill level. E. Organization shall be strictly volunteer-organized and administered with the exception of referees and umpires. F. Paid trainers may be employed for clinics that are open to the entire Organization membership; Trainers may not be used by individual players or teams. An individual participant may hire a trainer for personal purposes provided that the trainer applies for and receives a rental permit through the Recreation & Senior Services Department. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 7 G. Teams formed through a tryout process will be permitted if they meet specific criteria (See Section 6. G1 and G2) and such teams shall receive no additional benefit that would distinguish the team from the organization’s recreation teams. Examples of prohibited benefits include, but are not limited to, higher quality uniforms, training equipment, preferential field use or additional field use. 1. YSC member organizations are permitted to have a Select Program (i.e. All-stars) defined as follows: Players will be selected from the season teams for which the selected team is representative. One Select Team per age division (one male and one female team) will be allowed. 2. Select Program teams must be formed by selecting players out of the organization’s recreational team rosters and exclusively play teams within their organization. 7. YSC-CLUB MEMBER REQUIREMENTS YSC-Club Member Organizations are Organizations that do not meet the requirements of YSC-Open Members. YSC-Club Member Organizations do not have voting rights at the semi-annual YSC allocation meeting. In addition to the General YSC Member requirements listed above, the following are required for YSC-Club Member Organizations. A. Teams within a Club organization are formed through a tryout process and are exclusive. B. Teams may have paid coaches and trainers. C. Organization’s roster of Participants shall include at least 50% City residents in first year of Organization’s existence. Any season of less than 50% City resident participation will result in reclassification of membership. D. Organization’s roster of Participants shall include all registered Participants within an Organization. 8. FIELD ALLOCATION REQUESTS Each Organization shall submit a Field Allocation Request Form and Participant roster by the dates listed below. Organizations missing these deadlines will be allocated any remaining fields on an “as available” basis only. Field Allocation Request Form and Rosters From Previous Season Fall Allocation Due May 1 Winter Allocation (Synthetic Turf, Allstars and limited camps only) Due Sept 15 Spring Allocation Due November 1 Summer Allocation (Synthetic Turf, Allstars and limited camps only) Due March 15 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 8 The City keeps all personal information confidential and will not publish or distribute it in any manner. General (non-personal) information is subject to disclosure under the Public Records Act. Applications will be considered incomplete and will not be reviewed if the required documents (Section 6) are not up to date and the following information is not submitted: A. Field Allocation Request Form, including:  Start and end dates and times for each field requested.  Whether field is for practice or game.  Ranking of preference of requested fields.  Tentative programs with field needs. B. An official Participant roster or league enrollment data (excel format preferred) that includes each Participant’s first and last name, home address & gender. 1. YSC Open Member (Classification C) shall submit a roster of participants from the previous year’s corresponding season. 2. YSC Club Member (Classification E) and all other Classifications with year round field requests may submit a roster of participants from the previous year once. Collection/submittal date will be determined by the start of the organization’s designated year. These roster numbers will be used to determine allocation priority for field requests and player maintenance fees for that designated year. 3. YSC Club Member (Classification E) and all other Classifications that do not have year round rosters or field requests may submit the previous year’s roster corresponding season. C. Organizations agree to allow the City to verify the accuracy of data submitted and shall adhere to the following: 1. YSC Open Member (Classification C) organizations shall submit their roster from an output created by their registrar when requesting field space. 2. YSC Club Member (Classification E) and all other Classifications, if applicable, shall provide the name(s) of the governing organization(s) that their players are registered with and provide the contact information for all gaming circuits to verify games. Players may be registered with multiple governing organizations. If applicable, official rosters will be requested by City Staff from the governing organization (i.e Cal South, US Club Soccer, OCLAX, etc.). If rosters cannot be obtained from a governing organization, City staff will request copies of the governing body’s rosters from the club group/team representative. 3. YSC Club Member not affiliated with governing organization: If club group/team is not affiliated with a governing organization, they may submit their designated roster form or league enrollment data. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 9 9. FIELD ALLOCATION PROCEDURE AND PRIORITY FORMULA Spring and Fall season field allocations will be reviewed and discussed twice a year at the semi-annual YSC meetings. Minor season allocations for synthetic turf, all-star and limited camp related use will be reviewed and distributed for Winter and Summer seasons. City staff will review all Field Allocation Request Forms, allocate fields equitably based on the priorities listed in this policy and encourage optimum cooperation between all user groups. Every effort will be made to assign fields by priority requested. Any appeals of decisions or allocations may be made to the Parks, Beaches & Recreation Commission within 10 days after the YSC allocation meeting. A. Fields are assigned in the following priority: 1. Maintenance of fields and facilities. 2. Athletic fields for organized game use. 3. Athletic fields for practices. 4. Organizations are limited to 12 calendar days for clinics and/or camps per year based on field availability; Camps and/or clinics shall be available only to Participants of the Organization The allotment of camp days restarts on July 1 to match the City’s Fiscal Year. Unused days will not be carried over to the following year. B. Field allocation requests will be considered based on the classification priorities set forth in Section E, below. C. Assignments within each classification will be based on the highest number of City of Newport Beach residents (Classification C) and percentage of resident participants (all other classifications). D. Residents will be based on official rosters submitted by each organization as outlined in Section 8: Field Allocation Request. E. User Classifications and priorities are as follows:  Class A: All official Recreation & Senior Services Department initiated and/or conducted activities.  Class B: All other official City activities.  Class C: All YSC-Open Member Organization programs/activities. In-season sports will have first priority and sports not in season will be considered second. All-star & post season activity will take priority in winter and summer seasons.  Class D: Official public agency sponsored programs and activities not included in Classifications A, B, and C, above. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 10  Class E: YSC-Club Member Organizations and recreational, social or civic activities of groups, which are resident-promoted and sponsored by local Non-profit Organizations. Classification E Organizations are open to the public and have 50% or more of memberships consisting of City residents.  Class F: Recreational or social activities of private City residents, which are not open to the public.  Class G: YSC-Club Member Organizations and recreational, social or civic activities of groups which are non-resident promoted and sponsored by Non-profit Organizations. Classification G Organizations are open to the public, but not qualifying under E, above.  Class H: Schools, colleges, hospitals and other similar civic groups not qualifying as Non-profit Organizations.  Class I: Commercial businesses and all others. F. Field Allocations will be made based on the number of fields each season that the Director or his/her designee deems are available for distribution. The distribution formula will be as follows:  70% of available fields for Class A, B and in-season Class C activities.  15% of available fields for out-of-season Class C activities.  10 % of available fields for Class D through E activities.  5% of available fields are not allocated, are used for maintenance rotation, community use, groups in Class G, H and I, or other items not anticipated on an as- needed basis. These fields may be reallocated to qualifying Organizations as they become available based on the allocation formula. G. Home fields will be determined by the proportion of City residents to the number of field hours allocated within each User Classification. The formula will be as follows:  In-Season YSC-Open Member Organizations that qualify for two or more fields will be allocated two home fields.  Out-of-Season YSC-Open Member Organizations that qualify for one field will be allocated one home field.  YSC-Club Member Organizations that qualify for at least one field will be allocated one home field.  Each eligible group will be allocated home fields by season in spring and fall only. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 11  Any requests to change designated home fields will be brought to a meeting of the Youth Sports Commission. Each Organization eligible for home fields will have one vote. Majority vote will determine the outcome.  The home field counts as a regular field in an organization’s total field count as determined by the field allocation formula (Section 9). 10. NOTICE OF NON-USE OF FIELDS It is City policy that user Organizations turn in unused fields for reallocation. An Organization that has been allocated field space and does not intend to use it on a regular basis shall notify the City so that the field may be re-allocated or otherwise used. Failure to do so may result in forfeiture of fields for the remainder of the season. A. Notice of non-use shall be received by March 1 for spring and September 1 for fall so the field may be reallocated. B. Unless written notice is received, an Organization will be billed for all allocations. Field use fees will not be retroactively adjusted. C. All fields that are turned back in to the City for reasons of non-use will be allocated to the remaining qualified Organizations based on the User Classification allocation formula. D. Any Organization with documented non-use of an allocated field for two consecutive weeks after the following dates will lose that allocation for the remainder of the season  March 1 in the Spring  July 15 in Summer  Labor Day in the Fall,  December 15 in Winter E. Exceptions to this policy will be made on a case-by-case basis, only with prior written notification to City staff regarding special circumstances. 11. NOTICE OF EXCHANGE OF FIELDS An Organization shall not give or exchange its field allocation or any part thereof, with another Organization without prior written approval of the City. Any such modification request shall be filed with the City and verified in writing by all parties wishing to receive/exchange the field allocation. This allows for accurate billing of use and an accurate record of exchange for tracking purposes. Organizations who switch times/fields without going through the proper process may lose their entire allocation as a result. Subletting is strictly prohibited. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 12 12. FIELD USE FEES Field use fees and field light fees are assessed to defray the direct costs of lighting and securing the fields. Field Use Fee Due Dates Fall Allocation: February 1 Winter Allocation: March 15 Spring Allocation: August 1 Summer Allocation: October 15 13. FIELD MAINTENANCE FEES A. YSC Member Organizations shall pay a maintenance fee of $10 per Participant, per season based on the previous year’s fall and spring rosters. 1. If the YSC Member Organization is new, the maintenance fee of $10 per Participant will be assessed on its initial season’s roster. 2. The YSC-Open Member Organization maintenance fee will be based on resident Participants only. 3. The YSC-Club Member Organization maintenance fee will be based on total Participants. 4. Other groups who reserve fields for five calendar dates or twenty hours during any season will also be assessed the maintenance fee of $10 per Participant, based on their current roster. B. YSC Member Organizations will be billed on January 1 for Fall and Winter seasons based on submitted Fall roster numbers and July 1 for Spring and Summer seasons based on submitted Spring rosters. Club group’s year round roster will be used for Fall and Spring rosters Field Use Fee YSC-Open (Class C) YSC-Club (Class E) Private (Class F) Non-Profit (Class G) Commercial (Class H and I) Field Lights $1 per hour $15 per hour $85 per hour (resident) $104 per hour (non-resident) $145 per hour (resident) $287 per hour (non-resident) $30 per hour Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 13 C. Funds will be expended or encumbered by June 30th of each fiscal year. Funds collected for each Organization will be expended on their allocated fields. In general, the maintenance funds will primarily be allocated to recover fields from damages incurred, following each group’s field use. Every effort will be made to spend all collected funds within the fiscal year. There may be instances when a small percentage of funds collected from an Organization will not be expended on their allocated fields. The City will follow its bidding and purchasing process in expending the collected funds. D. Collected fees will be expended on projects above and beyond the City’s ongoing maintenance program. Examples of typical projects include sodding, over-seeding, deep-tine aeration, supplemental amendment and fertilizer applications, fencing, and infield renovations. The City will partner with Organizations to determine projects. 14. FIELD MAINTENANCE AND MODIFICATIONS A. The City will maintain parks, facilities, and fields for public use according to the City’s standard and will install any required permanent equipment such as pitching rubbers, base anchors. B. YSC Member Organization shall pay for any desired or additional maintenance such as field preparation, lining of the fields, setting of bases or a higher standard of maintenance than the City’s standard. C. YSC Member Organizations shall meet with Recreation & Senior Services and Parks staff at least once annually to discuss any repairs, improvements or renovations of those fields used during their seasons. No work may be initiated unless approved in writing by the City. No permanent structures or equipment shall be erected on City facilities unless approved in writing by the City and dedicated for community use. D. YSC Member Organizations are responsible for any damage or repairs needed due to implementation of repairs, improvements or renovations. YSC Member Organizations are responsible for insurance, worker’s compensation and any contracts required by the City for work being performed on City property. Any failure to complete the repairs, improvements or renovations properly that results in costs to the City shall be reimbursed to the City by the Organization. E. Motorized vehicles are not permitted in the City facilities for the preparation of athletic fields or other activities without prior written City approval. F. User groups shall immediately report any and all damage or acts of vandalism to the City. G. Bases shall not be removed nor shall base plugs be used without prior written City approval. H. User groups/Organizations maintenance responsibilities shall include: 1. Light field preparation, setting of temporary bases or goals, and similar maintenance. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 14 2. Ensuring that the facility is free of trash or debris caused by its usage, including checking restrooms and parking areas. 15. ATHLETIC FIELD LINING/MARKING A. Lining of City fields with chalk or paint is not permitted without prior written permission by the City. B. Burning lines on any City park and/or field is not permitted. C. All field lay outs should remain at least 10 feet away from any non-athletic landscaping (i.e. trees, hedges, berms), hardscapes (i.e. walls, fencing, pathway) or park related elements (i.e. light poles, bleachers, trash cans). If a field layout is within 10 feet of any of the aforementioned elements, the City of Newport Beach must approve the field layout. D. Any Organization failing to comply with these guidelines is subject to the following:  Payment for all damages occurring to the field, and  Termination of any /all field use permit(s) for one year. 16. RULES AND REGULATIONS OF FIELD USE A. Organizations shall designate an adult 18 or older, to be present during any and all practice and/or game time(s) at each City field/facility used. B. Games and practices may begin no earlier than 3 pm on weekdays, and games no earlier than 8:30 am (arrival and warm-ups no earlier than 8 am) on weekends. No games and/or practices may be scheduled on City holidays without prior approval from the Director or his/her designee. C. Games and practices may end no later than 9:45 pm on weekdays, and dusk on weekends, except if approved in advance by the Commission. D. Weekend use, on a regular basis, may be subject to limited hours at the discretion of the City. E. Organizations utilizing lighted facilities are responsible for ensuring the proper use of lights. The City reserves the right to bill user groups for hourly energy costs incurred during hours that lights are left on and the fields are not being used. F. Use of portable lights is prohibited without prior written permission by the Parks, Beaches and Recreation Commission. G. Use of metal cleats is prohibited. H. Alcoholic beverages are prohibited. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 15 I. Artificial noisemakers, e.g., horns, rattles, bells, whistles, etc. are prohibited. Officials or coaches, as a necessary part of the activity, may employ such devices with permission by the City. J. At the conclusion of games, practices, and activities, Organizations shall leave the park/facility quickly, quietly, clean, and clear of debris. Failure to do so will result in assessment of a maintenance-cleaning fee. K. All YSC Member Organizations shall have at least 50% of their City resident members participate actively on a weekly basis. When a team is playing against a team from outside the City, this rule shall apply to only the “host” team representing the YSC Member Organization. Roster changes that affect compliance with residency requirements shall be reported to the City within one week of occurrence. Failure to do so will result in forfeiture of all fields and/or facilities. 17. SYNTHETIC TURF RULES AND REGULATIONS To protect the field surface and maximize the lifespan of synthetic turf fields, the City of Newport Beach asks that every team official, coach, player, spectator, and parent be aware of the following rules & regulations for use of the synthetic turf field. Coaches are responsible for the conduct and behavior of players and spectators on the field. A. Only water is permitted. No flavored drinks are allowed (soda, juice, Gatorade). Glass and other breakable containers are prohibited. B. No food allowed on synthetic turf surface. All food including gum, sunflower seeds, nuts and chewing tobacco are prohibited. C. Newport Beach municipal code prohibits smoking within 100 feet of a park D. No dogs or pets are allowed on the synthetic turf surface. Dogs or other animals are only allowed on the grass perimeter and outfield grass area of Bonita Creek Field 1. E. Suntan lotions, oils or creams of any kind that may stain the turf are prohibited. Sunblock should be applied before entering the synthetic turf area. F. Athletic footwear must consist of molded rubber cleats (less than 2 inches), turf shoes or running shoes. Metal cleats/spikes and high heeled shoes are also prohibited. Athletic footwear should be clean and free of mud. G. Marking or taping on the synthetic turf surface is prohibited. Painting field lines must have prior City approval. H. Sharp or blunt equipment are prohibited including chairs, benches, flags, shade structures, tents, stakes, and umbrellas. No temporary or permanent equipment shall be staked down onto the synthetic surface. I. Large objects, including goals that need to be moved across the field should be carried or have turf wheels. Dragging heavy items or equipment across the field may cause significant damage. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 16 J. Vehicles of any kind including bicycles, scooters and skateboards are not permitted. RC cars, planes or other toys that use fuel are also prohibited K. User Responsibilities 1. You are responsible to leave the field cleaner than you found it and ready for the next user. Following practices and/or games please inspect the field and remove anything left by your players or spectators such as trash, athletic tape, or equipment. 2. Any foreign substances, including bodily fluids, should be removed and rinsed as quickly as possible. Thoroughly rinse and avoid slippery areas that could result in injury. Immediately report the location of accident or injury resulting in bodily fluids (blood, vomit, urine, etc.) on the turf to city staff. 3. Inspect your playing area before and after practices & games and immediately report any areas of the playing surface that are damaged or deficient. 4. Educate your players, parents and spectators about the Synthetic Turf Rules & Regulations to minimize damages to the playing surface. 18. TRAFFIC AND PARKING A. The Organization shall ensure that Participants and spectators utilize off-street public parking areas, when available. If parking conditions warrant, e.g., during pre-, post-, and regular season or tournament play, the Organization shall provide, at its own cost, at least one safety officer to direct Participants and spectators to designated parking areas. The City, at its sole discretion, may require additional parking mitigation on an event-by-event basis. B. Driving, operating, or parking any motor vehicle within the City parks and/or fields is prohibited, except in areas specifically designated as parking areas unless prior written permission is obtained from the City. In case of medical emergencies, only emergency vehicles will be allowed on the park for rescue purposes. C. All vehicles shall be legally parked. 19. PUBLIC ADDRESS SYSTEM USE A. Sound amplification equipment is allowed in City parks only with a Special Event Permit. Special Event Permit applications are available in the Recreation & Senior Services Department and should be submitted at least 15 working days prior to the event. B. Only adults 18 years and older are permitted to operate any public address system. All public address systems used for athletic events shall pertain to the game being played. Special announcements should be kept to a minimum. “Play-by-play” announcing is prohibited. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 17 20. STORAGE AND/OR CONCESSIONS A. Storage units may be placed on City facilities with City’s prior written permission only and are the sole responsibility of the Organization placing the storage unit. Storage units shall be maintained in good and clean condition at all times and any vandalism or breakage shall be repaired immediately. B. The City assumes no liability or responsibility for any equipment or storage units or the contents thereof. C. The Organization placing the storage unit shall provide keys to City staff for all storage units, locked closets and fenced areas. D. No equipment may be left out on fields or outside bins unless approved in advance by the City. E. Organizations shall provide City with an inventory of all items stored in said containers. Storage of flammable and/or toxic substances is strictly prohibited. F. Any Organization failing to comply with these guidelines is subject to the following:  Payment for all damages occurring to the facility  Termination of any /all field use permit(s) for one year 21. BANNERS Although there is no cost, there is a limit to the number and times a banner can be displayed. A. Determine location according to the following list:  Lincoln Athletic Center: (3 spots on fence along San Joaquin Hills Road)  Mariners Park:1 on Tennis Court fence  Grant Howald Park: 1 on Tennis Court Fence; 1 on Driveway entrance fence  38th Street Park: 1 on Balboa side fence  Bob Henry Park:1 on fence  Las Arenas Park: 1 on the tennis court fence B. Apply for a 14 consecutive day period in writing to Recreation & Senior Services Department. C. Maximum of 30 days per calendar year per event per location. D. Apply maximum of 60 days in advance only. E. Permitted banners will be listed on a master list. Those not permitted will be cut down by Park Patrol. F. This does not apply to sponsor banners on the outfield fences. This does apply to any banners that appear on other than the outfield fences. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 18 22. OTHER Organizations anticipating a split to form a new Organization/league, or individuals planning to organize a new sports program, shall apply to the City at least six months prior to the estimated starting date of the new program. The City will study the impact of the new program on existing facilities and evaluate the request. If approved after the deadline for submitting the Field Allocation Request Form for the upcoming Season, the City makes no guarantee of field space if all space has been previously allocated. 23. CITY COUNCIL POLICY This policy is consistent with Council Policy B-13— Public Use of City Facilities. In the event of any conflict between this policy and Council Policy, Council Policy takes precedence. 24. VIOLATIONS The following penalties shall be imposed when Member Organizations failed to comply with the requirements set forth above. Offenses will be by season unless otherwise stated in written warnings.  First Offense: Verbal warning; if situation resolved, no further action taken.  Second Offense: Written warning. A representative of the City as determined by the Director shall also meet with the offending coach (if applicable), the Organization President, and at least one other member of the Board of Directors.  Third Offense: Minimum penalty is loss of one field for the next season; maximum penalty is loss of status as a YSC Member Organization for the next season in which the Organization participates. Penalty shall be determined by the Director. After penalty has been served, Organization may reapply for use of City fields and membership in the YSC.  Appeal Process: Appeals shall be submitted to the Director within 10 days of penalty. Appeals shall be forwarded to the Parks, Beaches & Recreation Commission for discussion. The Commission’s decision is final. The PB&R Commission ultimately determines continued membership. Failure to comply with the requirements and responsibilities listed will result in the PB&R Commission revisiting membership status. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 19 25. OVERVIEW OF IMPORTANT DATES Spring Allocation Field Allocation Request Form and Previous Spring Rosters Due November 1 Allocation Meeting Second Wednesday in December Notice of Non Use Of Field Due February 1 Final Draft of Allocation Schedule Complete February 15 Allocation Begins March 1 Current Spring Rosters Due June 15 Allocation Ends June 30 Allocation Invoice Mailed Out July 1 Per Player Maintenance Billing Mailed Out July 1 Allocation Billing Due August 1 Winter Allocation (Synthetic Turf Field only) Field Allocation Request Form and Previous Winter Rosters Due September 15 Allocation Schedule Draft Complete and Distributed October 15 Notice of Non Use Of Field Due October 31 Final Draft of Allocation Schedule Complete and Distributed November 1 Allocation Begins Second Friday in December Allocation Ends January 31 Allocation Invoice Mailed Out February 15 Allocation Billing Due March 15 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 20 Fall Allocation Field Allocation Request Form and Previous Fall Rosters Due May 1 Allocation Meeting; YSC Open-Member Contracts Due Second Wednesday in June Notice of Non Use Of Fields Due August 1 Final Draft of Allocation Schedule Complete August 15 Allocation Begins September 1 Allocation Ends December 15 Allocation Invoice Mailed Out January 1 Allocation Billing Due February 1 Summer Allocation (Synthetic Turf Field only) Field Allocation Request Form and Previous Summer Rosters Due March 15 Allocation Schedule Draft Complete and Distributed April 15 Notice of Non Use Of Field Due April 30 Final Draft of Allocation Schedule Complete and Distributed May 1 Allocation Begins July 1 Allocation Ends Last week of August Allocation Invoice Mailed Out September 15 Allocation Billing Due October 15 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 21 APPENDIX Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 22 PROOF OF NON-PROFIT STATUS COMPLIANCE Non-profit status is an organization that is so defined by the Internal Revenue Service as a 501(c)(3) charitable non-profit, and has a State of California Tax Identification Number. In order to receive consideration as a non-profit organization, groups must submit the following documentation*: 1. Copy of Articles of Incorporation stamped and endorsed by the office of the Secretary of State of the State of California – submit first time only 2. Copy of IRS letter stating that group is exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code – submit first time only 3. Copy of IRS tax form 990 (T or EZ), including group identification on page 1 and Section VI – Section 501(c)(3) Organizations Only - http://www.irs.gov/pub/irs- pdf/f990ez.pdf; proof that group is maintaining non-profit status – submit annually In addition, the Recreation & Senior Services Department will access the California Secretary of State’s corporation website for proof of current status. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 23 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 24 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 25 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 26 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 27 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 28 City Of Newport Beach -SAMPLE- Field Allocation Request Form Name of Organization Tentative Start Date Tentative End Date Instructions: For each field you are requesting, list the times of intended use in the boxes underneath each of the days below. CIRCLE ALL TIMES REQUESTED THAT ARE GAME DAYS. (Practice times not circled). Be sure to rank your field preference in the Rank Column, one (1) being your first priority. It is recommended that you request back up fields, in case your first choice is not available. FIELD MON TUES WEDS THURS FRI SAT SUN RANK Arroyo Park Bonita Creek Softball #1 Bonita Creek Softball #2 Bonita Football CYC/Grant Howald Lincoln #1 Lincoln #2 Lincoln #3 Lincoln #4 & #5 BCSP # 1 BCSP # 2 BCSP # 3 BCSP #4 BCSP #5 BCSP #6* Bob Henry #1 Bob Henry #2 Buffalo Hills Coastal Peak Park #1 Coastal Peak Park #2 Eastbluff #1 Irvine Terrace Mariners #1 Pennisula Park San Miguel Summer All Star Dates/Days/Locations (Tentative) Summer Camp Dates/Days/Locations (Tentative) ATTACHMENT B- CHANGES MADE YOUTH SPORTS COMMISSION Member Requirements & Field Allocation & Use Policy City of Newport Beach Recreation & Senior Services Department Parks, Beaches & Recreation Commission Amended August 4, 2015 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 2 TABLE OF CONTENTS Philosophy .................................................................................................................................... 3 Purpose ....................................................................................................................................... 3 City of Newport Beach: Code of Conduct ..................................................................................... 3 Definitions .................................................................................................................................... 4 General YSC Member Requirements (Open and Club) ................................................................ 5 YSC Open-Member Criteria ......................................................................................................... 6 YSC Club-Member Criteria ........................................................................................................... 7 Field Allocation Requests ............................................................................................................. 7 Field Allocation Procedure and Priority Formula ........................................................................... 9 Notice of Non Use of Fields ........................................................................................................ 11 Notice of Exchange of Fields ...................................................................................................... 11 Field Use Fees ........................................................................................................................... 12 Field Maintenance Fees ............................................................................................................. 12 Field Maintenance and Modifications .......................................................................................... 13 Athletic Field Lining/Marking ....................................................................................................... 14 Rules and Regulations of Field Use ............................................................................................ 14 Synthetic Turf Rules and Regulations………………………………………………………………...15 Traffic and Parking ................................................................................................................... 16 Public Address System Use ....................................................................................................... 16 Storage and/or Concessions ...................................................................................................... 16 Banners ...................................................................................................................................... 17 Other ......................................................................................................................................... 17 City Council Policy ................................................................................................................... 18 Violations .................................................................................................................................... 18 Overview of Important Dates ...................................................................................................... 19 Appendix ..................................................................................................................................... 21 a. Sample of Non-Profit Documentation .................................................................... 22 b. Sample of Liability Insurance and Additionally Insured Form ................................ 26 c. Sample of Field Allocation Request Form ............................................................. 28 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 3 1. PHILOSOPHY The Youth Sports Commission (YSC) is open to all organizations providing athletic opportunities to the youth of Newport Beach. All organizations pledge to participate in the YSC in a spirit of partnership and cooperation; cooperating and communicating with each other and City staff in a timely and respectful manner; practicing good sportsmanship; and agreeing to follow all City Council and YSC policies. 2. PURPOSE It is the intent of the City of Newport Beach Recreation & Senior Services Department to allocate field use to qualified athletic teams and organizations on the basis of fairness and impartiality. This document sets forth the policy for the City to prioritize and allocate all available fields under its ownership and/or control, in concurrence with the seasonal priorities (Section 4) and residential percentage priorities (Section 8). It is necessary to formulate this policy for the following reasons:  User groups need a procedure to secure fields for the planning of games and practices.  The demand for field usage exceeds the City’s ability to permit unlimited and/or unscheduled use by all participants.  Maintenance and renovation must be scheduled and implemented to maintain the community’s high standards of aesthetics and sustain the playability of the City’s facilities.  Allocating field space to qualified organizations assists the City in the fulfillment of the Charter to plan, coordinate and direct community recreational activities. 3. CITY OF NEWPORT BEACH: CODE OF CONDUCT In addition to each organization’s individual code of conduct, all players, coaches, volunteers, and parents are expected to exhibit appropriate behavior at all times while participating, being a spectator, or attending YSC Member activities co-sponsored by the City of Newport Beach Recreation & Senior Services Department. The following guidelines are designed to provide safe and enjoyable activities for all participants:  Be respectful to all field users and City staff.  Take direction from City staff, including Park Patrol and Park Maintenance Staff.  Refrain from using abusive or foul language.  Refrain from causing bodily harm to self, other field users, or City staff/supervisors.  Refrain from damaging City equipment, supplies, fields and facilities.  Refrain from harassment of City staff and field users. Failure to follow these rules may result in denial of program participation privileges. The City of Newport Beach Recreation & Senior Services Department strives to make your participation fun-filled, rewarding, educational and safe. Thank you for your cooperation. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 4 4. DEFINITIONS This section defines the terms used throughout this Policy. A. City: The City of Newport Beach and/or the City Recreation & Senior Services Department, as appropriate. B. Director: The City of Newport Beach Recreation & Senior Services Department Director. C. Member Organization or Organization: Those Organizations, including YSC-Open Member and YSC-Club Member, that have submitted all required documentation with the City.  YSC-Open Member Requirements: See Sections 5 & 6, below.  YSC-Club Member Requirements: See Sections 5 & 7, below. D. Non-profit Organization: A Non-profit Organization is a charitable organization under Internal Revenue Code Section 501c(3), with a State of California Tax Identification Number and proof of tax exemption. E. Participant: Those players who are fully registered with the Member Organization. Non- players such as coaches, officials, and staff shall not be considered Participants. F. Participant Roster: Complete list of registered participants who participate on a designated team in games and practices within the organization. G. Games: Teams participating in organized, officiated and sanctioned play, based on a pre-established schedule. H. Practices: Non-officiated play designated for assigned team(s) who are operating within a sanctioned gaming circuit. I. Programs: Any organized activity that is not a game or practice. Includes but not limited to camps, clinics, and skills based academies. Organizations shall only provide programs and services not offered by City programs. J. Season: Seasons are defined as follows: Grass Fields Fall Spring Pre-Season/Tryouts August 15-September 1 February 1 - 28 In-Season Opening Date September 1 March 1 In-Season Closing Date Second Friday in December June 30 Post–Season/All Stars As Available As Available Sport “In Season” Football/Soccer Baseball/Softball Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 5 Synthetic Turf Only Fall Winter Spring Summer Pre-Season/Tryouts - January - August In-Season Opening Date Last week of August Second Friday in December February 1 July 1 In-Season Closing Date Second Friday in December January 31 June 30 Last week of August Post–Season/All Stars As Available December & January Early May-June 30 July Sport “In Season” Football/Soccer - Baseball/Softball - 5. GENERAL YSC MEMBERSHIP REQUIREMENTS (includes Open and Club) To participate in the semi-annual field allocation process, the following requirements shall be satisfied by all YSC-Open and YSC-Club Member Organizations: A. Organization shall have and submit a charter and articles of incorporation to City upon initial application for membership. B. Organization shall have a Board of Directors and submit a current list to City annually. C. Organization shall be a Non-profit Organization. Organizations shall submit their Internal Revenue Service 501c(3) letter to City upon initial application for membership and shall submit a current IRS 990 Form annually. D. Organization’s Board or League President, Vice President, or an appointed designee shall attend the semi-annual YSC meeting. E. Organization shall provide City with proof of current Commercial General Liability insurance with a limit of not less than $1,000,000 per occurrence, naming the City as additional insured. F. Organization shall submit City Field Allocation Request Form and all supplemental information outlined in the application process semi-annually. G. Organization shall only provide services not offered by City programs. H. Organization shall immediately inform City staff of changes in liaison or main contact person’s name, address, or telephone number. I. Organization shall obtain City’s prior written permission for any change in the published schedule of field allocations, including decreases in use, and shall report said schedule changes as directed. J. Organization shall provide its own publicity, registration and coaches training consistent with YSC membership requirements. Any deviation requires the City’s prior written approval. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 6 K. Organization shall screen all personnel and volunteers for prior criminal records or infractions and provide proof of screening to City. L. Organization shall provide at least one responsible adult at every activity scheduled at City facilities. M. Organization shall contact participants and organization’s board and representatives regarding all matters in their league or team. N. Clean area following games or practices of all litter, debris etc. O. Organization shall review all City Council policies and facility rules and regulations, including the proper use and care of lights, grounds, keys, facilities and amenities, and shall inform Participants and its Board and representatives regarding all City policies and regulations. P. Organization shall apply to Parks, Beaches & Recreation Commission for approval to make any additions or changes to fields, amenities or membership criteria requirements. Q. Organization shall pay the hourly rates and field maintenance fees within 30 days of billing. 6. YSC-OPEN MEMBER REQUIREMENTS YSC-Open Member Organizations receive priority allocation of City athletic fields and voting rights at the semi-annual YSC allocation meetings. In addition to the General YSC Member requirements listed above, the following are required for YSC-Open Member Organizations. A. Organization shall sign a contract (memorandum of understanding) of up to five years with the City. Contract renewals are due by the Fall allocation meeting in June. B. Organization’s roster of Participants shall include at least 50% City residents in first year of Organization’s existence. Following years of less than 50% City resident participation may cause review for reclassification of membership. Organizations who are adhering to boundaries set by parent organization will retain Open Member status. C. Organization shall employ a “minimum play rule” for Participants, with each player given equitable playing time regardless of skill level. D. Organization shall have an open enrollment policy accepting all players regardless of skill level. E. Organization shall be strictly volunteer-organized and administered with the exception of referees and umpires. F. Paid trainers may be employed for clinics that are open to the entire Organization membership; Trainers may not be used by individual players or teams. An individual participant may hire a trainer for personal purposes provided that the trainer applies for and receives a rental permit through the Recreation & Senior Services Department. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 7 G. Teams formed through a tryout process will be permitted if they meet specific criteria (See Section 6. G1 and G2) and such teams shall receive no additional benefit that would distinguish the team from the organization’s recreation teams. Examples of prohibited benefits include, but are not limited to, higher quality uniforms, training equipment, preferential field use or additional field use. 1. YSC member organizations are permitted to have a Select Program (i.e. All-stars) defined as follows: Players will be selected from the season teams for which the selected team is representative. One Select Team per age division (one male and one female team) will be allowed. 2. Select Program teams must be formed by selecting players out of the organization’s recreational team rosters and exclusively play teams within their organization. 7. YSC-CLUB MEMBER REQUIREMENTS YSC-Club Member Organizations are Organizations that do not meet the requirements of YSC-Open Members. YSC-Club Member Organizations do not have voting rights at the semi-annual YSC allocation meeting. In addition to the General YSC Member requirements listed above, the following are required for YSC-Club Member Organizations. A. Teams within a Club organization are formed through a tryout process and are exclusive. B. Teams may have paid coaches and trainers. C. Organization’s roster of Participants shall include at least 50% City residents in first year of Organization’s existence. Any season of less than 50% City resident participation will result in reclassification of membership. D. Organization’s roster of Participants shall include all registered Participants within an Organization. 8. FIELD ALLOCATION REQUESTS Each Organization shall submit a Field Allocation Request Form and Participant roster by the dates listed below. Organizations missing these deadlines will be allocated any remaining fields on an “as available” basis only. Field Allocation Request Form and Rosters From Previous Season Fall Allocation Due May 1 Winter Allocation (Synthetic Turf, Allstars and limited camps only) Due Sept 15 Spring Allocation Due November 1 Summer Allocation (Synthetic Turf, Allstars and limited camps only) Due March 15 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 8 The City keeps all personal information confidential and will not publish or distribute it in any manner. General (non-personal) information is subject to disclosure under the Public Records Act. Applications will be considered incomplete and will not be reviewed if the required documents (Section 6) are not up to date and the following information is not submitted: A. Field Allocation Request Form, including:  Start and end dates and times for each field requested.  Whether field is for practice or game.  Ranking of preference of requested fields.  Tentative programs with field needs. B. An official Participant roster or league enrollment data (excel format preferred) that includes each Participant’s first and last name, home address & gender. 1. YSC Open Member (Classification C) shall submit a roster of participants from the previous year’s corresponding season. 2. YSC Club Member (Classification E) and all other Classifications with year round field requests may submit a roster of participants from the previous year once. Collection/submittal date will be determined by the start of the organization’s designated year. These roster numbers will be used to determine allocation priority for field requests and player maintenance fees for that designated year. 3. YSC Club Member (Classification E) and all other Classifications that do not have year round rosters or field requests may submit the previous year’s roster corresponding season. C. Organizations agree to allow the City to verify the accuracy of data submitted and shall adhere to the following: 1. YSC Open Member (Classification C) organizations shall submit their roster from an output created by their registrar when requesting field space. 2. YSC Club Member (Classification E) and all other Classifications, if applicable, shall provide the name(s) of the governing organization(s) that their players are registered with and provide the contact information for all gaming circuits to verify games. Players may be registered with multiple governing organizations. If applicable, official rosters will be requested by City Staff from the governing organization (i.e Cal South, US Club Soccer, OCLAX, etc.). If rosters cannot be obtained from a governing organization, City staff will request copies of the governing body’s rosters from the club group/team representative. 3. YSC Club Member not affiliated with governing organization: If club group/team is not affiliated with a governing organization, they may submit their designated roster form or league enrollment data. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 9 9. FIELD ALLOCATION PROCEDURE AND PRIORITY FORMULA Spring and Fall season field allocations will be reviewed and discussed twice a year at the semi-annual YSC meetings. Minor season allocations for synthetic turf, all-star and limited camp related use will be reviewed and distributed for Winter and Summer seasons. City staff will review all Field Allocation Request Forms, allocate fields equitably based on the priorities listed in this policy and encourage optimum cooperation between all user groups. Every effort will be made to assign fields by priority requested. Any appeals of decisions or allocations may be made to the Parks, Beaches & Recreation Commission within 10 days after the YSC allocation meeting. A. Fields are assigned in the following priority: 1. Maintenance of fields and facilities. 2. Athletic fields for organized game use. 3. Athletic fields for practices. 4. Organizations are limited to 12 calendar days for clinics and/or camps per year based on field availability; Camps and/or clinics shall be available only to Participants of the Organization The allotment of camp days restarts on July 1 to match the City’s Fiscal Year. Unused days will not be carried over to the following year. B. Field allocation requests will be considered based on the classification priorities set forth in Section E, below. C. Assignments within each classification will be based on the highest number of City of Newport Beach residents (Classification C) and percentage of resident participants (all other classifications). D. Residents will be based on official rosters submitted by each organization as outlined in Section 8: Field Allocation Request. E. User Classifications and priorities are as follows:  Class A: All official Recreation & Senior Services Department initiated and/or conducted activities.  Class B: All other official City activities.  Class C: All YSC-Open Member Organization programs/activities. In-season sports will have first priority and sports not in season will be considered second. All-star & post season activity will take priority in winter and summer seasons.  Class D: Official public agency sponsored programs and activities not included in Classifications A, B, and C, above. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 10  Class E: YSC-Club Member Organizations and recreational, social or civic activities of groups which are resident-promoted and sponsored by local Non-profit Organizations. Classification E Organizations are open to the public and have 50% or more of memberships consisting of City residents.  Class F: Recreational or social activities of private City residents, which are not open to the public.  Class G: YSC-Club Member Organizations and recreational, social or civic activities of groups which are non-resident promoted and sponsored by Non-profit Organizations. Classification G Organizations are open to the public, but not qualifying under E, above.  Class H: Schools, colleges, hospitals and other similar civic groups not qualifying as Non-profit Organizations.  Class I: Commercial businesses and all others. F. Field Allocations will be made based on the number of fields each season that the Director or his/her designee deems are available for distribution. The distribution formula will be as follows:  70% of available fields for Class A, B and in-season Class C activities.  15% of available fields for out-of-season Class C activities.  10 % of available fields for Class D through E activities.  5% of available fields are not allocated, are used for maintenance rotation, community use, groups in Class G, H and I, or other items not anticipated on an as- needed basis. These fields may be reallocated to qualifying Organizations as they become available based on the allocation formula. G. Home fields will be determined by the proportion of City residents to the number of field hours allocated within each User Classification. The formula will be as follows:  In-Season YSC-Open Member Organizations that qualify for two or more fields will be allocated two home fields.  Out-of-Season YSC-Open Member Organizations that qualify for one field will be allocated one home field.  YSC-Club Member Organizations that qualify for at least one field will be allocated one home field.  Each eligible group will be allocated home fields by season in spring and fall only. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 11  Any requests to change designated home fields will be brought to a meeting of the Youth Sports Commission. Each Organization eligible for home fields will have one vote. Majority vote will determine the outcome.  The home field counts as a regular field in an organization’s total field count as determined by the field allocation formula (Section 9). 10. NOTICE OF NON-USE OF FIELDS It is City policy that user Organizations turn in unused fields for reallocation. An Organization that has been allocated field space and does not intend to use it on a regular basis shall notify the City so that the field may be re-allocated or otherwise used. Failure to do so may result in forfeiture of fields for the remainder of the season. A. Notice of non-use shall be received by March 1 for Spring and September 1 for Fall so the field may be reallocated. B. Unless written notice is received, an Organization will be billed for all allocations. Field use fees will not be retroactively adjusted. C. All fields that are turned back in to the City for reasons of non-use will be allocated to the remaining qualified Organizations based on the User Classification allocation formula. D. Any Organization with documented non-use of an allocated field for two consecutive weeks after the following dates will lose that allocation for the remainder of the season  March 1 in the Spring  July 15 in Summer  Labor Day in the Fall,  December 15 in Winter E. Exceptions to this policy will be made on a case-by-case basis, only with prior written notification to City staff regarding special circumstances. 11. NOTICE OF EXCHANGE OF FIELDS An Organization shall not give or exchange its field allocation or any part thereof, with another Organization without prior written approval of the City. Any such modification request shall be filed with the City and verified in writing by all parties wishing to receive/exchange the field allocation. This allows for accurate billing of use and an accurate record of exchange for tracking purposes. Organizations who switch times/fields without going through the proper process may lose their entire allocation as a result. Subletting is strictly prohibited. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 12 12. FIELD USE FEES Field use fees and field light fees are assessed to defray the direct costs of lighting and securing the fields. Field Use Fee Due Dates Fall Allocation: February 1 Winter Allocation: March 15 Spring Allocation: August 1 Summer Allocation: October 15 13. FIELD MAINTENANCE FEES A. YSC Member Organizations shall pay a maintenance fee of $10 per Participant, per season based on the previous year’s fall and spring rosters. 1. If the YSC Member Organization is new, the maintenance fee of $10 per Participant will be assessed on its initial season’s roster. 2. The YSC-Open Member Organization maintenance fee will be based on resident Participants only. 3. The YSC-Club Member Organization maintenance fee will be based on total Participants. 4. Other groups who reserve fields for five calendar dates or twenty hours during any season will also be assessed the maintenance fee of $10 per Participant, based on their current roster. B. YSC Member Organizations will be billed on January 1 for Fall and Winter seasons based on submitted Fall roster numbers and July 1 for Spring and Summer seasons based on submitted Spring rosters. Club group’s year round roster will be used for Fall and Spring rosters C. Funds will be expended or encumbered by June 30th of each fiscal year. Funds collected for each Organization will be expended on their allocated fields. In general, Field Use Fee YSC-Open (Class C) YSC-Club (Class E) Private (Class F) Non-Profit (Class G) Commercial (Class H and I) Field Lights $1 per hour $15 per hour $85 per hour (resident) $104 per hour (non-resident) $145 per hour (resident) $287 per hour (non-resident) $30 per hour Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 13 the maintenance funds will primarily be allocated to recover fields from damages incurred, following each group’s field use. Every effort will be made to spend all collected funds within the fiscal year. There may be instances when a small percentage of funds collected from an Organization will not be expended on their allocated fields. The City will follow its bidding and purchasing process in expending the collected funds. D. Collected fees will be expended on projects above and beyond the City’s ongoing maintenance program. Examples of typical projects include sodding, over-seeding, deep-tine aeration, supplemental amendment and fertilizer applications, fencing, and infield renovations. The City will partner with Organizations to determine projects. 14. FIELD MAINTENANCE AND MODIFICATIONS A. The City will maintain parks, facilities, and fields for public use according to the City’s standard and will install any required permanent equipment such as pitching rubbers, base anchors. B. YSC Member Organization shall pay for any desired or additional maintenance such as field preparation, lining of the fields, setting of bases or a higher standard of maintenance than the City’s standard. C. YSC Member Organizations shall meet with Recreation & Senior Services and Parks staff at least once annually to discuss any repairs, improvements or renovations of those fields used during their seasons. No work may be initiated unless approved in writing by the City. No permanent structures or equipment shall be erected on City facilities unless approved in writing by the City and dedicated for community use. D. YSC Member Organizations are responsible for any damage or repairs needed due to implementation of repairs, improvements or renovations. YSC Member Organizations are responsible for insurance, worker’s compensation and any contracts required by the City for work being performed on City property. Any failure to complete the repairs, improvements or renovations properly that results in costs to the City shall be reimbursed to the City by the Organization. E. Motorized vehicles are not permitted in the City facilities for the preparation of athletic fields or other activities without prior written City approval. F. User groups shall immediately report any and all damage or acts of vandalism to the City. G. Bases shall not be removed nor shall base plugs be used without prior written City approval. H. User groups/Organizations maintenance responsibilities shall include: 1. Light field preparation, setting of temporary bases or goals, and similar maintenance. 2. Ensuring that the facility is free of trash or debris caused by its usage, including checking restrooms and parking areas. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 14 15. ATHLETIC FIELD LINING/MARKING A. Lining of City fields with chalk or paint is not permitted without prior written permission by the City. B. Burning lines on any City park and/or field is not permitted. C. All field lay outs should remain at least 10 feet away from any non-athletic landscaping(i.e. trees, hedges, berms), hardscapes (i.e. walls, fencing, pathway) or park related elements (i.e. light poles, bleachers, trash cans). If a field layout is within 10 feet of any of the aforementioned elements, the City of Newport Beach must approve the field layout. D. Any Organization failing to comply with these guidelines is subject to the following:  Payment for all damages occurring to the field, and  Termination of any /all field use permit(s) for one year. 16. RULES AND REGULATIONS OF FIELD USE A. Organizations shall designate an adult 18 or older, to be present during any and all practice and/or game time(s) at each City field/facility used. B. Games and practices may begin no earlier than 3 pm on weekdays, and games no earlier than 8:30 am (arrival and warm-ups no earlier than 8 am) on weekends. No games and/or practices may be scheduled on City holidays without prior approval from the Director or his/her designee. C. Games and practices may end no later than 9:45 pm on weekdays, and dusk on weekends, except if approved in advance by the Commission. D. Weekend use, on a regular basis, may be subject to limited hours at the discretion of the City. E. Organizations utilizing lighted facilities are responsible for ensuring the proper use of lights. The City reserves the right to bill user groups for hourly energy costs incurred during hours that lights are left on and the fields are not being used. F. Use of portable lights is prohibited without prior written permission by the Parks, Beaches and Recreation Commission. G. Use of metal cleats is prohibited. H. Alcoholic beverages are prohibited. I. Artificial noisemakers, e.g., horns, rattles, bells, whistles, etc. are prohibited. Officials or coaches, as a necessary part of the activity, may employ such devices with permission by the City. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 15 J. At the conclusion of games, practices, and activities, Organizations shall leave the park/facility quickly, quietly, clean, and clear of debris. Failure to do so will result in assessment of a maintenance-cleaning fee. K. All YSC Member Organizations shall have at least 50% of their City resident members participate actively on a weekly basis. When a team is playing against a team from outside the City, this rule shall apply to only the “host” team representing the YSC Member Organization. Roster changes that affect compliance with residency requirements shall be reported to the City within one week of occurrence. Failure to do so will result in forfeiture of all fields and/or facilities. 17. SYNTHETIC TURF RULES AND REGULATIONS To protect the field surface and maximize the lifespan of synthetic turf fields, the City of Newport Beach asks that every team official, coach, player, spectator, and parent be aware of the following rules & regulations for use of the synthetic turf field. Coaches are responsible for the conduct and behavior of players and spectators on the field. A. Only water is permitted. No flavored drinks are allowed (soda, juice, Gatorade). Glass and other breakable containers are prohibited. B. No food allowed on synthetic turf surface. All food including gum, sunflower seeds, nuts and chewing tobacco are prohibited. C. Newport Beach municipal code prohibits smoking within 100 feet of a park D. No dogs or pets are allowed on the synthetic turf surface. Dogs or other animals are only allowed on the grass perimeter and outfield grass area of Bonita Creek Field 1. E. Suntan lotions, oils or creams of any kind that may stain the turf are prohibited. Sunblock should be applied before entering the synthetic turf area. F. Athletic footwear must consist of molded rubber cleats (less than 2 inches), turf shoes or running shoes. Metal cleats/spikes and high heeled shoes are also prohibited. Athletic footwear should be clean and free of mud. G. Marking or taping on the synthetic turf surface is prohibited. Painting field lines must have prior City approval. H. Sharp or blunt equipment are prohibited including chairs, benches, flags, shade structures, tents, stakes, and umbrellas. No temporary or permanent equipment shall be staked down onto the synthetic surface. I. Large objects, including goals that need to be moved across the field should be carried or have turf wheels. Dragging heavy items or equipment across the field may cause significant damage. J. Vehicles of any kind including bicycles, scooters and skateboards are not permitted. RC cars, planes or other toys that use fuel are also prohibited K. User Responsibilities Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 16 1. You are responsible to leave the field cleaner than you found it and ready for the next user. Following practices and/or games please inspect the field and remove anything left by your players or spectators such as trash, athletic tape, or equipment. 2. Any foreign substances, including bodily fluids, should be removed and rinsed as quickly as possible. Thoroughly rinse and avoid slippery areas that could result in injury. Immediately report the location of accident or injury resulting in bodily fluids (blood, vomit, urine, etc.) on the turf to city staff. 3. Inspect your playing area before and after practices & games and immediately report any areas of the playing surface that are damaged or deficient. 4. Educate your players, parents and spectators about the Synthetic Turf Rules & Regulations to minimize damages to the playing surface. 18. TRAFFIC AND PARKING A. The Organization shall ensure that Participants and spectators utilize off-street public parking areas, when available. If parking conditions warrant, e.g., during pre-, post-, and regular season or tournament play, the Organization shall provide, at its own cost, at least one safety officer to direct Participants and spectators to designated parking areas. The City, at its sole discretion, may require additional parking mitigation on an event-by-event basis. B. Driving, operating, or parking any motor vehicle within the City parks and/or fields is prohibited, except in areas specifically designated as parking areas unless prior written permission is obtained from the City. In case of medical emergencies, only emergency vehicles will be allowed on the park for rescue purposes. C. All vehicles shall be legally parked. 19. PUBLIC ADDRESS SYSTEM USE A. Sound amplification equipment is allowed in City parks only with a Special Event Permit. Special Event Permit applications are available in the Recreation & Senior Services Department and should be submitted at least 15 working days prior to the event. B. Only adults 18 years and older are permitted to operate any public address system. All public address systems used for athletic events shall pertain to the game being played. Special announcements should be kept to a minimum. “Play-by-play” announcing is prohibited. 20. STORAGE AND/OR CONCESSIONS A. Storage units may be placed on City facilities with City’s prior written permission only and are the sole responsibility of the Organization placing the storage unit. Storage Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 17 units shall be maintained in good and clean condition at all times and any vandalism or breakage shall be repaired immediately. B. The City assumes no liability or responsibility for any equipment or storage units or the contents thereof. C. The Organization placing the storage unit shall provide keys to City staff for all storage units, locked closets and fenced areas. D. No equipment may be left out on fields or outside bins unless approved in advance by the City. E. Organizations shall provide City with an inventory of all items stored in said containers. Storage of flammable and/or toxic substances is strictly prohibited. F. Any Organization failing to comply with these guidelines is subject to the following:  Payment for all damages occurring to the facility  Termination of any /all field use permit(s) for one year 21. BANNERS Although there is no cost, there is a limit to the number and times a banner can be displayed. A. Determine location according to the following list:  Lincoln Athletic Center: (3 spots on fence along San Joaquin Hills Road)  Mariners Park:1 on Tennis Court fence  Grant Howald Park: 1 on Tennis Court Fence; 1 on Driveway entrance fence  38th Street Park: 1 on Balboa side fence  Bob Henry Park:1 on fence B. Apply for a 14 consecutive day period in writing to Recreation & Senior Services Department. C. Maximum of 30 days per calendar year per event per location. D. Apply maximum of 60 days in advance only. E. Permitted banners will be listed on a master list. Those not permitted will be cut down by Park Patrol. F. This does not apply to sponsor banners on the outfield fences. This does apply to any banners that appear on other than the outfield fences. 22. OTHER Organizations anticipating a split to form a new Organization/league, or individuals planning to organize a new sports program, shall apply to the City at least six months prior to the estimated starting date of the new program. The City will study the impact of the new Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 18 program on existing facilities and evaluate the request. If approved after the deadline for submitting the Field Allocation Request Form for the upcoming Season, the City makes no guarantee of field space if all space has been previously allocated. 23. CITY COUNCIL POLICY This policy is consistent with Council Policy B-13— Public Use of City Facilities. In the event of any conflict between this policy and Council Policy, Council Policy takes precedence. 24. VIOLATIONS The following penalties shall be imposed when Member Organizations failed to comply with the requirements set forth above. Offenses will be by season unless otherwise stated in written warnings.  First Offense: Verbal warning; if situation resolved, no further action taken.  Second Offense: Written warning. A representative of the City as determined by the Director shall also meet with the offending coach (if applicable), the Organization President, and at least one other member of the Board of Directors.  Third Offense: Minimum penalty is loss of one field for the next season; maximum penalty is loss of status as a YSC Member Organization for the next season in which the Organization participates. Penalty shall be determined by the Director. After penalty has been served, Organization may reapply for use of City fields and membership in the YSC.  Appeal Process: Appeals shall be submitted to the Director within 10 days of penalty. Appeals shall be forwarded to the Parks, Beaches & Recreation Commission for discussion. The Commission’s decision is final. The Parks, Beaches & Recreation Commission ultimately determines continued membership. Failure to comply with the requirements and responsibilities listed will result in the Parks, Beaches & Recreation Commission revisiting membership status. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 19 25. OVERVIEW OF IMPORTANT DATES Spring Allocation Field Allocation Request Form and Previous Spring Rosters Due November 1 Allocation Meeting Second Wednesday in December Notice of Non Use Of Field Due February 1 Final Draft of Allocation Schedule Complete February 15 Allocation Begins March 1 Current Spring Rosters Due June 15 Allocation Ends June 30 Allocation Invoice Mailed Out July 1 Per Player Maintenance Billing Mailed Out July 1 Allocation Billing Due August 1 Winter Allocation (Synthetic Turf Field only) Field Allocation Request Form and Previous Winter Rosters Due September 15 Allocation Schedule Draft Complete and Distributed October 15 Notice of Non Use Of Field Due October 31 Final Draft of Allocation Schedule Complete and Distributed November 1 Allocation Begins Second Friday in December Allocation Ends January 31 Allocation Invoice Mailed Out February 15 Allocation Billing Due March 15 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 20 Fall Allocation Field Allocation Request Form and Previous Fall Rosters Due May 1 Allocation Meeting; YSC Open-Member Contracts Due Second Wednesday in June Notice of Non Use Of Fields Due August 1 Final Draft of Allocation Schedule Complete August 15 Allocation Begins September 1 Allocation Ends December 15 Allocation Invoice Mailed Out January 1 Allocation Billing Due February 1 Summer Allocation (Synthetic Turf Field only) Field Allocation Request Form and Previous Summer Rosters Due March 15 Allocation Schedule Draft Complete and Distributed April 15 Notice of Non Use Of Field Due April 30 Final Draft of Allocation Schedule Complete and Distributed May 1 Allocation Begins July 1 Allocation Ends Last week of August Allocation Invoice Mailed Out September 15 Allocation Billing Due October 15 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 21 APPENDIX Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 22 PROOF OF NON-PROFIT STATUS COMPLIANCE Non-profit status is an organization that is so defined by the Internal Revenue Service as a 501(c)(3) charitable non-profit, and has a State of California Tax Identification Number. In order to receive consideration as a non-profit organization, groups must submit the following documentation*: 1. Copy of Articles of Incorporation stamped and endorsed by the office of the Secretary of State of the State of California – submit first time only 2. Copy of IRS letter stating that group is exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code – submit first time only 3. Copy of IRS tax form 990 (T or EZ), including group identification on page 1 and Section VI – Section 501(c)(3) Organizations Only - http://www.irs.gov/pub/irs- pdf/f990ez.pdf; proof that group is maintaining non-profit status – submit annually In addition, the Recreation & Senior Services Department will access the California Secretary of State’s corporation website for proof of current status. Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 23 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 24 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 25 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 26 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 27 Youth Sports Commission Member Requirements and Field Allocation & Use Policy Amended August 4, 2015 Page 28 City Of Newport Beach -SAMPLE- Field Allocation Request Form Name of Organization Tentative Start Date Tentative End Date Instructions: For each field you are requesting, list the times of intended use in the boxes underneath each of the days below. CIRCLE ALL TIMES REQUESTED THAT ARE GAME DAYS. (Practice times not circled). Be sure to rank your field preference in the Rank Column, one (1) being your first priority. It is recommended that you request back up fields, in case your first choice is not available. FIELD MON TUES WEDS THURS FRI SAT SUN RANK Arroyo Park Bonita Creek Softball #1 Bonita Creek Softball #2 Bonita Football CYC/Grant Howald Lincoln #1 Lincoln #2 Lincoln #3 Lincoln #4 & #5 BCSP # 1 BCSP # 2 BCSP # 3 BCSP #4 BCSP #5 BCSP #6* Bob Henry #1 Bob Henry #2 Buffalo Hills Coastal Peak Park #1 Coastal Peak Park #2 Eastbluff #1 Irvine Terrace Mariners #1 Pennisula Park San Miguel Summer All Star Dates/Days/Locations (Tentative) Summer Camp Dates/Days/Locations (Tentative)