HomeMy WebLinkAbout5A - 2011-2012 Youth Sports Groups Maintenance Fund Review and Proposed Modifications to Fund Procedures ion the Allocation Policy= CITY OF
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PB&R Commission Staff Report
Agenda Item No. 5A
September 4, 2012
TO: Parks, Beaches & Recreation Commission
FROM: Recreation Department
Laura Detweiler, Rec & Sr Services Director
949 - 644 -3157, LDetweiler @newportbeachca.gov
PREPARED BY: Janet L. Cates, Recreation Manager
TITLE: 2011 -12 Youth Sports Groups Maintenance Fund Review and
Proposed Modifications to Fund Procedures in the Allocation Policy
RECOMMENDATION:
Review the Youth Sports groups' contributions to and expenditures from the Per Player
Maintenance Fund and to approve the proposed changes to the funding procedures in
the Field Allocation and Use Policy.
FUNDING REQUIREMENTS:
The field maintenance fund consists of contributions from the established Youth Sports
Commission member groups and the Club groups that regularly use Newport Beach
athletic fields through the approved allocation system. Reserve account #030 -22733
was established to separate these funds and make them available for use to improve
fields used by these groups.
DISCUSSION:
Maintenance Fund Review:
In March 2011, the PB &R Commission approved the addition of a field maintenance fee
to be assessed to the Youth Sports Commission member organizations (YSCMO) and
Club groups on a $10 per player per season basis. The assessment of the maintenance
fees was issued to the sports groups at the beginning of FY 2012. The Commission also
requested that the Youth Sports Commission revisit the field maintenance fees annually
and that an annual report on the fund and resulting field improvements be created and
any fee changes reviewed by the PB &R Commission. Attachment A is the summary of
the Field Maintenance Fund for FY 2012.
Donations to the fund were twofold: $67,170 was collected from nine youth sports
groups as their per player donation and two groups contributed extra funds of $15,210
2011 -12 Youth Sports Groups Maintenance Fund Review and Proposed Modifications
to Fund Procedures in the Allocation Policy
Page 2
to complete special projects, for a total of $82,380. Projects funded included the
addition of sod and overseeding at Arroyo, Irvine Terrace, San Miguel, Coastal Peak,
Bonita Canyon Sports Park, and Bonita Creek during both summer and winter
downtimes. Bonita Canyon field 5 was also resodded in winter. Other projects included
the installation of infield brick dust sprinklers and valves at Lincoln field 2, Bonita
Canyon Sports Park fields 1, 2, 3 and 4, Buffalo Hills, Eastbluff and Bob Henry; the
installation of a French drain to improve field drainage on Bonita Creek field 2; and
infield arc reshaping on Bonita Creek fields 1 and 2.
Recreation and Parks staff met on -field with each Youth Sports Commission member
and Club group in June and July of 2011. The purpose of these meetings was for the
youth groups to outline needed improvements and for the Parks Division to educate the
groups on standard maintenance procedures and make suggestions on potential
projects. The meetings were successful and have resulted in improved communications,
a clearer understanding of maintenance procedures, and in the creation of a more
positive and cooperative partnership among all parties.
The Youth Sports Commission reviewed the year's results and the field maintenance
fees at their recent biannual meeting on June 13, 2012 and the comments were
positive. At their prompting, the Recreation & Senior Services Department has
increased the field maintenance fee assessed on the City's Adult Coed Soccer program
from $50 per team per season to $180 per team per season, which equates to $10 per
player per season. This new fee became effective with the Fall 2012 Adult Soccer
season.
Proposed Policy Modifications:
In addition to a few grammatical /syntax corrections and clarification issues, staff and the
youth sports groups are recommending two changes to the Field Allocation and Use
Policy, under section XVIII — Fees (Attachment B):
Since the Field Maintenance fee assessment is based on the past year's fall and spring
rosters, new incoming groups are currently exempted from these fees. The first
recommended change closes this gap by assessing new groups based on their first
season's roster.
The second recommended change addresses groups that are not part of the field
allocation process. They currently reserve fields through the Recreation & Senior
Services Department on an hourly basis. Approximately five groups reserve fields for
multiple dates, similar to the YSCMO and Club groups, but are not assessed for field
maintenance. The change recommended to #4 reads: "Other groups who reserve fields
for five calendar dates or 20 hours during any season will also be assessed the
maintenance fee of $10 per player, based on their most recent roster, and will be based
on total organization membership."
W
2011 -12 Youth Sports Groups Maintenance Fund Review and Proposed Modifications
to Fund Procedures in the Allocation Policy
Page 3
The YSCMO and Club members also recommended as further clarification the following
additions: "In general, the maintenance funds will primarily be allocated to recover fields
from damages incurred; following each group's field use" and "The City will follow its
normal bidding and purchasing process in expending the collected funds." These clearly
outline the procedures needed to prioritize maintenance projects and to satisfy the
City's bid process.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
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).
Attachments: A. FY 2011 -12 Sports Field Maintenance Fund
B. Field Allocation & Use Policy: Section XVIII. Fees
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Attachment B
FIELD ALLOCATION & USE POLICY
PROPOSED CHANGES
XVIII. FEES
1. Youth Sports Commission Member Organization fee of $1 per hour to offset the cost
of field use and the Park Patrol program.
2. Club team fee of $15 per hour to offset the cost of field use and the Park Patrol
Program.
3. Fee for athletic field lights is $30 per hour.
4. A Youth Sports Commission Member Organization and Club organization
maintenance fee of $10 per player, per season will be based on the previous year's
fall /spring rosters. If the Commission Member Organization /Club is new, the
maintenance fee of $10 per player will be assessed on its first season's roster. The
Youth Sports Commission Member Organization assessment will be based on
residents only with Club organizations being based on total organization membership.
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 player, based on their
most recent roster, and will be based on total organization membership.
Organizations will be billed on July 1 annually for both seasons. Funds to-will be
expended or encumbered by June 301" of each fiscal year. Funds collected for each
organization4e 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 billing
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 normal
bidding and purchasing process' in expending the collected funds.
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.