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HomeMy WebLinkAboutSS3 - Park Patrol ProgramCITY OF NEWPORT BEACH • CITY COUNCIL STAFF REPORT Study Session Agenda Item No. SS3 June 24, 2003 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Recreation and Senior Services Department Marie Knight, Director - 644 -3157 mknight@city.newport-beach.ca.us SUBJECT: Creation of a Park Patrol Program ISSUE Should a Park Patrol program be created and implemented in order to more effectively monitor the use of our parks and facilities and increase the safety of our patrons? DISCUSSION At the April 1, 2003 Parks, Beaches & Recreation (PB &R) Commission meeting, the Commission approved staffs proposal for the creation of a Park Patrol Program in concept with the fee revisions as outlined in this report that will offset the cost of the program. Background • The Recreation Division has a responsibility to provide athletic and open fields, picnic areas and park space for City residents, youth groups, citizen groups and local companies through a reservation system. There are several challenges to a 'reservation" system: 1. Youth Sports organizations need specific time periods allotted to them for their organized activities. At the same time, there are organized groups, generally adult groups, and "travel' ball teams that look for empty fields to play baseball, soccer, football, lacrosse and rugby. Youth groups with priority often end up having to ask these players to leave the field, and /or in some cases forfeiting their fields to these groups. 2. During rainy periods, fields are closed for play to preserve the integrity of the fields for future use; however many groups continue to play during the rain thereby causing extensive damage to the fields. 3. During annual maintenance periods, fields must remain unused for a designated period of time in order for the turf to recover; however many groups and /or individuals ignore these posted closures and play on fields thus damaging the work that has been done. 4. Bounce houses or other party equipment are often used without permits, thus increasing the risk to the City, and damaging the turf. 5. Individuals who have paid a fee to have exclusive use of a designated picnic or park area are often deterred from use by others who have arrived first. Depending on the day, these types of calls to the Police Department cannot be given a high priority. 6. Permit holders sometimes abuse their reservation, claiming exclusive use of a park and chasing off others who want to use the park. • 7. There is $10,000 to $15,000 worth of vandalism in City parks annually, and $15,000 to $20,000 in repairs and maintenance costs from unauthorized users much of which could be curtailed with proper supervision. Creation of a Park Patrol Program June 24, 2003 Page 2 Park Patrol Program The above - mentioned issues are not unique to our City. Many communities in Southern California have instituted some type of a Park Patrol program in recent years in order to address the growing challenges to providing safe parks. After numerous meetings and discussions with the PB &R, YSCMO, Police Department staff and other cities in Orange County, staff proposes the creation of a Park Patrol program. (See Attachment C for a memo from the NBPD in support of this program.) The main role of the uniformed Park Patrol staff will be the monitoring the use of the City's 38 active parks, fields and facilities with a scope of work to include, but not be limited to the following: • Response to public inquiries and complaints regarding valid permits at picnic areas, community centers, parks, and athletic facilities and resolving compliance issues. • Monitoring use of public tennis courts, ensuring compliant use, no skateboarding or persons utilizing them for commercial purposes. • Educating park users about park rules. • Enforcement of park rules and regulations such as: - No alcohol consumption in parks - No golf playing on athletic turf - No skateboarding on walls, benches or tables, parking and vehicle regulations - Leash laws compliance. • Enforcement of no public play on basketball courts after sunset at 38`h Street. • Monitor clean up and trash pick -up after youth and adult sports games, and permit holders. • • Vandalism prevention, communicating with park users and identifying maintenance issues that • may need to be passed on to General Services park maintenance staff, such as checking irrigation problems, signage for replacement, etc. • Monitoring of Special Event Permits • Monitoring use of Community Centers • If a Municipal Code problem arises or someone is not complying with conditions of a special event permit, the Patrol staff will have the authority to issue the appropriate citations. • Contact the Police Department reporting any criminal and /or vandalism activity. Schedules and Staffing City parks, facilities and athletic fields are utilized on a year round basis. And although summer is certainly the heaviest use period, all of the above mentioned challenges to safe parks and facilities occur year round. This then drives the need for the Park Patrol program to be in effect year round as well. In addition, once hired, the staff for this program will be required to participate in extensive and specialized training. If this program were only to be operated on a seasonal basis, it is anticipated that there would be a high turnover in staff from season to season, thus requiring an ongoing financial investment in training. Finally, with a high turnover in staff, we lose the consistency that is needed to establish strong partnerships and working relationships with the regular users of our parks and facilities. The proposed schedule will be: • Mondays – Friday 4pm to 9pm depending on activity levels • Saturday /Sundays 8am to Dusk This schedule establishes an average of hours. Depending on the time of year and the use patterns in • the parks, the schedule will be modified accordingly. In order to cover the approximately 53 hours per week in this schedule and allow for days off, it is anticipated that two part-time people should be hired. One staff member will serve in a lead capacity supervising the other. (See Attachment A — Proposed Schedule) • Proposed Salary and Costs • Creation of a Park Patrol Program June 24, 2003 Page 3 Due to the level of responsibility these positions will carry, the salary level established will be comparable to that of a Community Services Officer in the Police Department for the lead position and a Senior Recreation Leader II for the other staff positions Comparable title Step 1 Step 2 Ste 3 Step 4 Step 5 Annual Cost Community Services $15.27 $16.01 $16.81 $17.63 $18.49 28 hrs /wk Officer - Lead x 51 wks at step 3 = $24,005 Sr, Rec. Leader II $11.44 $12.02 $12.61 $13.24 $13.90 25 hrs /wk x 51 wks at Step 3= $16,078 Total Salaries $40,083 Total Benefits $7,593 Program Supplies: $5,000 Gas, equipment, training TOTAL COST $52,676 Funding Availability Staff is proposing that the funding for this new program come from the three main areas this program will be servicing: Use of athletic fields, rentals of facilities for meetings and events, and Special Event Permit supervision. Use of Athletic Fields. YCMSO's are currently not charged a fee for use of City fields. These organizations have however, expressed both a desire for this program and an interest in participating in the funding solution. A large portion of the responsibilities of our Park Patrol staff will be to interface with these organizations and work with them to provide a safe, supervised and clean environment for their use. The Park Patrol program will also assist these organizations with a problem that faces them on a regular basis, which is outside organizations encroaching on their field usage. Staff is proposing that the current facility reservation fee schedule be amended to include a new fee classification that would charge YSCMO $1 per hour for use of the fields. These new fees would raise approximately $20,000. Staff met with the YSCMO on March 19, 2003 and they were in unanimous support of the increased fees to offset the cost of this program. In addition, many of the organizations' representatives were in attendance at the April 1 PBBR Commission meeting again voicing support for the program. is 2. Facility Rental /Reservation Fees. Last year the fees for use of Parks and Facilities were raised an average of 14% through the annual Master Fee Schedule Adjustment. Unfortunately, through staff error, those fee increases were not implemented. This year staff is proposing another 15% increase to those fees, which will Creation of a Park Patrol Program June 24, 2003 Page 4 in actuality increase those fees a total of 30% above what is currently being charged. Last year a • total of $67,498 was raised through the rental of City parks and facilities. The fee increases staff will be proposing through this year's adjustment added to the increase that was approved last year will raise an estimated $20,000 towards the Park Patrol Program. The proposed revisions would continue to keep them in line with what the current market will bear. The revision to these fees would also include the above - mentioned fee for the YSCMO. In addition, staff is proposing a new fee that provides a rate at half that of the local non -profit use fee, to Newport Beach based non - profit organizations who primarily offer youth services such as the Scouts, Junior Achievement, etc. These organizations do not fall under the same category as the YSCMO who make a considerable financial commitment each year maintaining the fields that they utilize. However, as regular users of our facilities, most likely they could not afford the increased fees. In keeping with our goal of providing quality activities and services for our youth, we are proposing that we support these organizations through a reduced fee. 3. Special Events Permit Fees. Staff is currently working in conjunction with the Planning Department on fee revisions for Special Event Permits that would help the City recover a greater percentage of the true costs in both the processing of permits as well as the supervision of the events for overall compliance. The proposed fees could generate as much as an additional $74,000 per year, of which staff proposes $20,000 be earmarked for the Park Patrol program. This process will be coming to the City Council for review in the coming months. SUMMARY • Staff recommends that the City Council approve the above stated recommendations for the creation of a Park Patrol Program servicing the City of Newport Beach and the funding sources for the program. Environmental Review: None required. Funding Availability: Alternatives: Prepared and Submitted by: Marie Knight, Recreatign'& Senior Services Director Attachment: A. Proposed Staff Schedule B. Memo from the Newport Beach Police Department • C. Council Policy B -13 — Public Use of City Facilities Attachment A Recreation and Senior Services Department Park Patrol Program Proposed Staff Schedule Staff Mon Tues Wed Thurs Fri Sat Sun Total Hours Lead Patrol X 4 -9pm 4 -9pm 4 -9pm 4 -9pm Noon -8pm X 28 Staff Patrol Staff 4 -9pm 4 -9pm 4 -9pm X X 8am -1pm 9am -2pm 25 • u Attachment B CITY OF NEWPORT BEACH POLICE DEPARTMENT May 1, 2003 TO: Marie Knight, Director Recreation and Senior Services Department FROM: Jim Kaminsky, Patrol Division Watch Commander SUBJECT: Creation of a Park Patrol Program Dear Ms. Knight, I have received and read your recommendation to the Parks, Beaches and Recreation Commission for the creation and implementation of a program that would monitor the use of the City's parks. One of the main elements of the mission of the Newport Beach Police Department has historically been one that addresses quality of life issues within the City. As the parks and beaches are a large part of our City's recreational program, your focus must also be toward these issues as well. As such, the Police Department would support any effort that you might advance toward the safety of those who use the recreational facilities. We understand the need to patrol the parks for the purpose of maintaining the condition of the fields, the integrity of permits that might be issued for activities on those fields and for other uses. While the Police Department routinely conducts patrol checks of the parks on a twenty -four hour basis, for deployment reasons it cannot perform the many ancillary duties that you propose in your recommendation to the Commission. However; we-fully- support-the need for those-ancillary duties -and would -be available to assist your personnel should they encounter any resistance in the enforcement of City ordinances. In such an instance, any of your staff could call our dispatch center and request our assistance. Should you be successful in implementing this program I would be more than happy to meet with you to discuss safety and enforcement issues as they relate to this program and your personnel. Please feel free to contact me at 644 -3299 x2624. Thank you, Approved, C17 , - Jim Kaminsky, Lieu nant Paul Henise , apta Patrol Division Patrol/Traffic Division • CJ • PUBLIC USE OF CITY FACILITIES PURPOSE Attachment C B -13 City facilities, which include parks, playing fields, gymnasiums, community rooms and swimming pools, are available to the public for civic, social, educational, athletic and cultural activities. It is the intent of this Policy to provide use regulations and application and scheduling procedures to accommodate all groups that wish to use City facilities. PROCEDURE A. Applications to use the City facilities must be made on forms provided by the Recreation & Senior Services Department. Applicants must provide all information as may be required by the Department to assure compliance with the requirements and regulations of this Policy. B. Applicants will be required to pay a security deposit in an amount that will promote use of the Recreation & Senior Services facilities in an orderly manner without damage to the facilities. Security deposits will be refunded upon inspection of facilities and confirmation that no property damage has occurred. C. Applicants will be required to acknowledge that neither the City nor the Recreation & Senior Services Department assumes any liability for injury or loss of personal property. Prior to the use of the facility, the application must have approval of the Recreation & Senior Services Director or designated representative. • D. Approval or denial of an application will be provided within five working days of receipt of a completed application. E. Reservations for use of Recreation & Senior Services facilities may be made up to six months in advance, but no later than five working days before the event. Any organization using City facilities on an ongoing basis shall notify the Recreation & Senior Services Department when there is a change of officers or of organizational policy. F. The City of Newport Beach is not liable for any and all accidental injury to any and all persons or loss or damage to group or individual property. When it is deemed to be in the best interest of the general public, the City of Newport Beach will require the permittee to furnish a Certificate of Insurance naming the City of Newport Beach as an additional insured. The amount of the insurance shall not be less than $1,000,000 per occurrence of commercial general liability insurance. G. A contract shall not be transferred, assigned or sublet. All contracts will be issued for specific facilities and for specific hours, and the premises must be vacated as scheduled. H. The application must be completed and signed by an adult age 21 and over who will attend, supervise and be responsible for the entire event or activities. Proof of residency may be required at the time of application in order to receive the resident rate. REGULATIONS AND RESTRICTIONS • All uses of Recreation & Senior Services facilities will be subject to the following regulations and restrictions: June 24, 2003 Page 8 A. Alcoholic beverages are prohibited and shall not be permitted in or on any municipal facilities operated by the Recreation & Senior Services Department, except beer and wine may be served for special occasions at the OASIS Senior Center multi - purpose room when done in compliance • with State Alcohol Beverage Control regulations and approved in writing by the Recreation & Senior Services Director. Approval to serve beer and wine at the OASIS Senior Center shall not be deemed to approve service of alcohol in violation of Section 25604 of the Business and Professions Code. The Recreation & Senior Services Director will require the permittee to pay City costs to provide additional security. B. Smoking is prohibited in all City facilities including restrooms. C. For all indoor facility rentals involving young people, 18 years and under, there shall be at least one adult for every 20 minors, or increments thereof, in attendance, who shall remain in the facility for the duration of the activity. D. No group's activities shall interfere with the administration of the Recreation & Senior Services Department. E. Non -profit 501 (c) (3) groups may use the facility for fundraising activities and charge entrance fees and collect donations provided that a detailed plan of the event, including the expenses, marketing plan and procedure for collecting fees, is submitted with the rental application. The group treasurer will be required to submit a financial report following any such activity. F. Facilities and equipment are to be left in the same condition as they were prior to the rental. The permittee is responsible to pay for any damage to property or loss of property. A fee equal to total replacement cost will be charged. It shall be the responsibility of the permittee to see that unauthorized portions of the facility are not used. Continued or repeated use of City facilities will • be contingent upon care of the facility, property and equipment, and observance of all approved rules and regulations. G. No gambling of any kind shall be conducted on, or in, City facilities, and the permittee shall insure that no disorderly or illegal conduct shall be allowed in any facility. H. The use of public address equipment will be limited to that provided by the facility, unless written approval has been secured by the Recreation & Senior Services Department through a Special Event Permit. Private groups wishing to collect fees, donations or admission charges will be considered commercial users. J. The capacity of City facilities shall not be exceeded. K. Storage space will not be granted to any ongoing activity or uses. L. Facilities are not available for reservations on the following holidays: Christmas Eve, Christmas Day, Easter, President's Day, Independence Day, Labor Day, Memorial Day, New Year's Eve, New Year's Day, Thanksgiving and Veteran's Day. M. All persons using the facilities shall observe and obey regulations of this policy, the rules of the Recreation & Senior Services Department and all applicable City, State and Federal laws, rules and regulations. • FEE CLASSIFICATIONS — PRIORITIES OF USE June 24, 2003 Page 9 Permission for use of City facilities shall be granted on a first come first served basis, subject to the following priorities: • A. All official Recreation & Senior Services Department initiated and /or conducted activities, including those of the Friends of OASIS at the OASIS Senior Center. B. All official City of Newport Beach activities. C. All official City co- sponsored groups and /or activities such as community groups and activities which are non - profit, self governing, privately organized and of an educational nature which may be brought under the sponsorship of the Recreation & Senior Services Department. D. Official public agency sponsored programs and activities not included in A, B, and C above. E. Youth Sports Commission Member Organizations F. Resident non - profit youth serving organizations with 50% or more of membership consisting of Newport Beach residents. G. € Recreational, social or civic activities of groups which are resident promoted and sponsored by local non - profit' organizations which are open to the public and have 50% or more of memberships consisting of Newport Beach residents. H. € Recreational or social activities of private Newport Beach residents which are not open to the public. • 1_G Recreational, social or civic activities and /or groups which are non - resident promoted and sponsored by non -profit organizations which are open to the public, but not qualifying under D above. J_M Schools, colleges, hospitals and other similar civic groups not qualifying under the definition of non - profit. K.4. Others. FEES, DEPOSITS AND CANCELLATION PROCEDURES Fees may be charged for the use of City facilities and shall be established and periodically adjusted by the PB &R Commission and approved by the City Council. Fees are imposed to cover overhead, processing, deposits, maintenance and replacement costs for application and scheduling and maintenance of the facilities. A. A security deposit will be required for all room rentals. All or a portion of the deposit may be retained by the Recreation & Senior Services Department after inspection of the facility by the Department Director or a designated representative and a determination that the facility has not been left clean and /or in good repair. B. A separate additional cleaning fee will be charged for rental of the OASIS Senior Center multi- purpose room. • C. No fee or deposit shall be charged for use of City facilities by the City of Newport Beach, the Friends of OASIS when utilizing the OASIS Senior Center, during normal business operational hours, or events co- sponsored by the City of Newport Beach or its departments, with the exception of set -up charges and fees for lighting usage. June 24, 2003 Page 10 D. Cancellations for any facility other than the OASIS Senior Center multi - purpose room may occur seventy -two hours prior to the scheduled use of facilities without forfeiting fees collected by the • City, with exception of a City service refund processing fee. Cancellations with less than seventy -two hours notice will be charged a cancellation fee established by resolution of the City Council. In the event of cancellation by the City, notice will be given as far in advance of the scheduled use as possible. E. Cancellation of rentals by users for the OASIS Senior Center multi - purpose room that occur less than thirty days prior to the scheduled use of the facility will be charged 25% of the rental fee. Cancellations with less than seventy -two hours notice will be charged the entire rental fee. Non - profit status is defined as an organization that is so defined by the Internal Revenue Service, § 501(c) (3) and has a State of California Tax Identification Number. Adopted — May 26, 1998 Amended — May 8, 2001 Amended — April 23, 2002 Amended & Reassigned —April 8, 2003 Formerly 1 -25 E • Park F'atroI Mission Statement The mission of the Park Patrol program is to provide the citizens of Newport Beach an educational and enforcement presence within city parks and facilities to enhance the safety and overall quality of their park and recreation experience. 1, The Need for the Program o Increase in overall park and facility usage creates trash concerns, impact on neighborhoods, permit compliance complaints, vandalism o Intrusion on permitted field users by outside groups o Increased need for facility security �-C. Q I 1 f <. What would a Park Patrol do? o Provide on site customer service, education and response to inquiries and complaints o Patrol parks, picnic areas, community centers, fields and make contact with users to check permits, proper usage o Monitor Special Event Permit Conditions o Enforcement of park rules and regulations o Alleviate need for Police or Code Enforcement to respond to park nuisance and complaint calls Education Establish a presence in parks and community centers to educate and communicate ` with user groups E Security ■ Vandalism ■ Graffiti ■ Vehicles on turf ■ Playground equipment set on fire Monitor Field and Park Users Routine visits to parks according to field reservations, picnic or special event permits schedule SPORTS CROWDED FIELDS Uphill battle G! 3 y N Deposit Retention Document abuses and problems for deposit retention, or billing for repairs Building Access Control Monitor and ". secure Community Centers and their use El Facility /Event Issues to Monitor • Use of P.A. System • Rental Capacities • Bounce House Insurance • Hours of Permitted Use • Permit Compliance • Weddings at View parks: no tents, chairs, tables etc... Park Rules to Mlonitor • No alcohol consumption in parks • No golf on athletic turf • No skateboarding on benches, walls, tables • Leash laws compliance • Report broken equipment or safety hazards (i.e. s rinkler heads, water fountains, etc. • No basketball after sunset • Conditions of Special Event Permit 5 Park Patrol Costs- $52,676 ■ 2 Part Time Positions $40,083 • 1 Lead Patrol- 28 hrs per week • 1 Patrol Staff - 25 hrs per week ■ Benefits - $7,593 ■ Part time only ■ Supplies - $5,000 ■ Gas, equipment, training, uniforms Funding Sources • Use of Athletic Fields ■ Charging Youth Sports Commission Members $1 per hour per field would generate about $20,000 • Facility Rental /Reservation Fees ■ An increase in fees of up to 30% over a two year time period would generate approximately $20,000 • Special Event Permit Fees ■ Increase cost recovery to 50% for residents and 100% for non - residents to generate approximately $70,000 in additional revenue, $20,000 of which would be earmarked for the patrol program N. Fee Comparison Chart �& Benefits to Residents • Greater attention and enforcement of current policies and ordinances • More timely response to complaints or problems • Greater assurance that events in parks will be monitored • Improved customer service to all user groups and residents • Raises overall quality of park users experience 7 Current Approved fee for Recommended fee 2003 fee for 2003 -4 Picnic Area 17 20 22 Meeting Room 40 52 57 Field 23 60 60 �& Benefits to Residents • Greater attention and enforcement of current policies and ordinances • More timely response to complaints or problems • Greater assurance that events in parks will be monitored • Improved customer service to all user groups and residents • Raises overall quality of park users experience 7 Other Communities with Park Patrol /Ranger Programs • Costa Mesa • Garden Grove • Santa Ana • Anaheim • Irvine 0