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HomeMy WebLinkAbout12 - Co-Sponsorship Status for NJB(Item 12) January 10, 2002 COMMUNITY SERVICES DEPARTMENT Arts & Cultural - Library - Recreation - Seniors • To: Parks, Beaches and Recreation Commission From: Recreation Activities Committee Andrea McGuire, Recreation Superintendent Re: Review of Co- sponsorship Status for National Junior Basketball RECOMMENDATION That National Junior Basketball be put on probation status for six months. During that period, they should be required to: 1. Pay for any additional charges incurred by the City for the rescheduling of the floor refinishing at Lincoln Gymnasium within 5 business days of invoice. 2. Submit a valid signed contract by January 15, 2002 3. Submit a facility improvement plan, including activities for years 2001 and 2002, by January 30, 2002 4. Implement the facility improvement plan by Julyl, 2002. 5. Show immediate improvement and ongoing consistent clean -up after games and practices. Facility will be cleaned to a satisfactory condition as reviewed by city staff or NJB will pay a $20 clean -up fee per occurrence. 6. Submit rosters as required by January 15, 2002 7. Submit detailed schedules of practices and games immediately for approval to City staff by January 15, 2002. • BACKGROUND The City has historically, through formal action of the Parks, Beaches and Recreation Commission, conducted a program of co- sponsorship of non - profit youth sports groups, to maximize both the recreational opportunities for the youth of the City and the use of the limited available playing fields and gymnasiums. The City currently has 9 co- sponsored youth groups. The criteria for co- sponsorship and responsibilities of the respective groups are listed in the attached Co- Sponsorship Criteria, revised March 2000. As indicated, among other responsibilities, the groups each sign an annual contract, provide insurance coverage, participate in facility scheduling, prepare a facility care plan and assume responsibility for ongoing maintenance/ repairs of the respective facilities they use. CO-SPONSORSHIP OF NATIONAL JUNIOR BASKETBALL National Junior Basketball (NJB) has been a City co- sponsored youth sports group since 2000. Prior to that time they used city facilities on a rental basis. Co- sponsorship, eliminated the rental fees for the group. If NJB were not City co- sponsored, they would currently be paying the non - profit rate of $40 per hour, or approximately $460 each week. NJB has 460 children, ages 6 to 14, enrolled in the Newport -Mesa program. Approximately 60% of these participants are Newport Beach residents. NJB receives extensive staff support accompanying their use of City gymnasiums, such as scheduling, billing, key distribution, cleaning and monitoring /tracking unauthorized use and subsequent conflicts. • Unfortunately, there have been continuing issues with the organization's adherence to the criteria and responsibilities of co- sponsorship. These include: • Failure to pick up litter after games. • Failure to contribute to the care and maintenance of the gymnasium or equipment. Review of Co- sponsorship Status for National Junior Basketball Page 2 Failure to assume responsibilities for keys issued to NJB officials The Police Department and City staff are called out after hours or weekends to open gym for a coach • who has no key. Under the current structure, it is the responsibility of NJB to distribute and manage the keys they are issued. • Charging of admission for spectators to some games in City of Newport Beach facilities NJB indicates on their submitted facility use requests that there are no charges for their events, but it has been verified that some events have an admission charge. This is not a common practice with other youth sports groups. • Unauthorized and unscheduled use of facilities. The unauthorized, non scheduled use of the West Newport Community Center by NJB was discovered NJB by City staff, when staff scheduled other City activities in that gymnasium • Unscheduled, unauthorized use, interfering with City scheduled contractual services. Most recently, on December 22, 2001 a contractor, previously scheduled by City staff, arrived at Lincoln gymnasium to refinish the gym floor. This is a semi - annual maintenance requirement to keep the floors in optimum condition. Staff blocks out the time in the facility; no usage can be scheduled during that period. When the contractor arrived, he found a gym full of children playing basketball and was refused access by NJB coaches who were having a tournament. This "tournament" was not a scheduled event. Moreover, staff had cleaned Lincoln gym in anticipation of the floors being refinished on December 22. When staff arrived December 26 to check the floors, they discovered a large amount of Litter under the bleachers and around the gym. Since there are many demands for gym facilities, it is imperative that staff maintain an accurate schedule of games or practices. NJB uses both Lincoln Gym and West Newport Gym. No co- sponsored youth groups have the authority to assume the use of a facility without prior scheduling. Moreover, since the calculation of the hourly electricity charge is not currently automated and is •based on the scheduled use of the facility. NJB is using the facilities without being billed for electricity charges. NJB pays $15 per hour for use of lights in gymnasiums; co- sponsored teams using sports fields pay $30 per hour. Past procedures have been for the City to issue keys to NJB officials for distribution to their coaches. Full responsibility for requests for scheduled use and key distribution rests with NJB. However, this system has become ineffective. To maintain the security, safety and integrity of these City facilities, one of which is actually leased from the Newport-Mesa Unified School District, the exterior locks to the gymnasiums have been changed. Effective immediately, the City will assign staff to open and close these gymnasiums at the scheduled times. There will be a minimal $15 charge per event for this service by staff. Staff is currently researching the feasibility and costs of installing additional equipment which would automate the access and maintain a computerized record of the use of these two facilities. With such implementation, the staff service charge could be eliminated. NJB will also be charged the additional billed the City by the contractor for rescheduling of the refinishing of the Lincoln Gym floor. The following requirements for continued co- sponsorship in 2002 have not been completed by National Junior Basketball: A signed contract for 2002 •Submittal of 2002 schedule • Submittal of rosters (team, coaches, board members) • Submittal of Facility improvement plan Attachment Co- Sponsorship of Youth Snorts Groups Criteria and Responsibilities The following criteria was adopted by the Parks, Beaches and Recreation Commission in March 2000. These criteria supercedes any previous documents. is Initial Approval Criteria as follows This Community Services Policy sets forth the procedure for determination of co- sponsorship of a youth sports group. Approval allows for participation in the allocation of City athletic fields and gymnasiums. The Parks, Beaches rt Recreation Commission ultimately determines co- sponsorship. The basic criteria for approval is as follows: 1. Organization must have a Charter. 2. Organization must have a Board of Directors. 3. Organization must be established as a non - profit group or certify affiliation with a national non -profit organization. 4. Organization roster of participants must include more than 50% residents. 5. Organization must be able to provide liability insurance naming the City of Newport Beach additionally insured to the polity for $1,000,000. Basic information required for application: 1. Total number of participants and teams with breakdown of residents and non - residents. 2. Amount of fields and times requested on an annual basis. • 3. Process for selection of teams. 4. Process for training of coaches. 5. Use of facility care plan. Responsibilities of Co- sponsorship For continued co- sponsorship of Youth Sports Groups, the following criteria must be satisfied: 1. Sign a contract annually with the City of Newport Beach 2. Provide City of Newport Beach with the following information prior to the beginning of each season: • Practice schedules and game schedules • Team rosters and /or total number of participants • Roster of coaches and phone numbers • Breakdown of residents and non - residents in program 3. Inform Community Services staff of changes in liaison or main contact person's name, address, or telephone number immediately. 4. Obtain permission of the City prior to any change in the published schedule of field allocations. Report as directed schedule changes, specifically decreases in use. • 5. Provide all its own publicity, registration and coach's training consistent with criteria provided for co- sponsorship approval. City must agree any deviation to in writing. • 6. Screen all personnel and volunteers for prior criminal records or infractions. 7. To have a responsible adult at each and every activity scheduled within the City facilities. 8. Cooperate with requests from Community Services Staff. 9. Contact participants regarding all matters in their league or team. 10. Clean area following games or practices of all litter, debris etc. 11. Know facility rules and regulations and provide pertinent information to participants and coaches. This includes proper use and care of lights, grounds, keys, facilities and amenities. 12. Apply to Parks, Beaches and Recreation Commission for approval to make any permanent additions or changes to fields, amenities or co- sponsorship criteria. 13. Follow all council policies that pertain to field usage. The Parks, Beaches and Recreation Commission ultimately determines continued co- sponsorship. Failure to comply with the requirements and responsibilities listed will result in the Parks, Beaches and Recreation Commission revisiting co- sponsorship status. • •