HomeMy WebLinkAboutPBR AGENDA 06-02-2015 This Parks, Beaches & Recreation Commission is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the Parks, Beaches & 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 Parks, Beaches & Recreation Commission and items not on the agenda but are within the subject matter jurisdiction of the Parks, Beaches & Recreation Commission. The Parks, Beaches & Recreation Commission 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”) in all respects. If, as an attendee or a participant at this meeting,
you will need special assistance beyond what is normally provided, the City of Newport Beach will attempt to accommodate you in every reasonable manner. If requested,
this agenda will be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990
(42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in implementation thereof. Please contact the Parks, Beaches & Recreation Commission Secretary 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) 644-3151 or recreation@newportbeachca.gov.
CITY OF NEWPORT BEACH
PARKS, BEACHES & RECREATION
AGENDA
CITY COUNCIL CHAMBERS @ CIVIC CENTER
100 Civic Center Drive
Tuesday, June 2, 2015 – 6:00 PM
PB&R Commission Members: Staff Members:
Ron Cole, Chair
Roy Englebrecht, Vice Chair
Tom Anderson
Kathy Hamilton
Laird Hayes
Walt Howald
Marie Marston
Laura Detweiler, Recreation & Senior Services Director
Sean Levin, Recreation & Senior Services Deputy Director
Mike Pisani, Acting Municipal Operations Co-Director
Dan Sereno, Landscape Manager
Teri Craig, Administrative Support Specialist
1) CONVENE MEETING OF THE PARKS BEACHES & RECREATION COMMISSION TO ORDER
2) ROLL CALL
3) NOTICE TO THE PUBLIC
Public comments are invited on agenda items generally considered to be within the subject matter jurisdiction of the PB&R
Commission. 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 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 PB&R Commission has the discretion to extend or shorten the speakers’
time limit on agenda or non-agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please
turn cell phones off or set them in the silent mode.
4) PRESENTATION – Bonita Creek Park Synthetic Turf Maintenance
5) CONSENT CALENDAR
All matters listed under Consent Calendar 5A-5D are considered by the PB&R Commission to be routine and will all be enacted by one motion in the form listed below. The Commission Members have received detailed staff reports on each of the items
recommending approval and there will be no separate discussion of these items prior to the time the Commission votes on the motion
unless members of the Commission, staff, or the public request a specific item to be discussed and/or removed from the Consent
Calendar for separate action. Members of the public who wish to discuss a Consent Calendar item should come forward to the
lectern upon invitation by the Chair. A. Minutes of the May 5, 2015 meeting.
Recommendation: Waive reading of subject minutes, approve and order filed.
B. Parks & Operations Division 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
Recommendation: Approve donation of two (2) picnic tables at Corona del Mar State Beach dedicated
(1) for Ryan –Jacobs Family & (2) for John & Corky Bogard
6) CURRENT / NEW BUSINESS – Staff Report
A. 2015 Youth & Adult Sports Field Use Resident / Non-Resident Statistics
Recommendation: Receive & File.
B. Reforestation Request — 2711 Ebbtide Road
Recommendation: Consider reforestation request of Jorge & Laura Daboub to remove three (3) trees
at 2711 Ebbtide Road and replace with Little Gem Magnolia trees at homeowners
expense.
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PB&R Commission Agenda – June 2, 2015
Page 2
C. Bench Donation — Orange Street / West Ocean Front
Recommendation: Consider bench donation for Gilbert Lukosky to be installed at Orange Street /
West Ocean Front
7) PARKS, BEACHES & RECREATION COMMISSION / STAFF ANNOUNCEMENTS, AD HOC
UPDATES OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE
AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM)
8) 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 PB&R
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.
9) ADJOURNMENT
Bonita Creek ParkSynthetic Turf MaintenanceJune 2, 2015
Project OverviewProject timeline• April 26: Started construction• End of July: Complete drainage and sub base• Early August: Lay synthetic surface • Late August: Open for fall field useWater savings of 3.25 million gallons of water per year!BeforeGrow killPulverize
Routine MaintenanceSweeping• Removes loose debris– Trash, leaves, pine needles•Frequency: As needed basisGrooming• Loosens top layer of infill• Re-levels and reduces compaction• Straightens exposed fibers•Frequency: Every 4 – 6 weeks
Routine Maintenance• Disinfecting–Frequency: Varies• Spot Cleaning• Top dressing lost infill• Routine inspection– Seams, wear patterns, infill• Record keeping
Preventative Maintenance•Water Only!•No Food•Other substance restrictions•No Smoking•No dogs or pets•Athletic footwear restrictions•Field lining limitations•Equipment & transporting•Unauthorized vehicles
YSC User Responsibilities• Abide by new rules• Educate players, parents and spectators• Continued personal ownership • Communicate field related issues to staff• Accountability
Educating All Park Users• Public contact from Park Patrol• Info cards for all park users• Update policy & rule sets• Train contractors & modify programs as needed• Additional park signage• Community kickoff event
CITY OF NEWPORT BEACH
Parks, Beaches & Recreation Commission
Regular Meeting
May 5, 2015 – 6:00 PM
1) CONVENE MEETING OF THE PARKS BEACHES & RECREATION
COMMISSION TO ORDER – 6:05 PM
2) ROLL CALL
Present: Ron Cole, Chair
Roy Englebrecht, Vice Chair (Absent)
Tom Anderson (Absent)
Kathy Hamilton
Laird Hayes
Walt Howald
Marie Marston
Staff: Laura Detweiler, Recreation & Senior Services Director
Mike Pisani, Acting Municipal Operations Co-Director
Dan Sereno, Landscape Manager
Teri Craig, Administrative Support Specialist
3) NOTICE TO THE PUBLIC
4) CONSENT CALENDAR
A. Minutes of the April 7, 2015 meeting.
Recommendation: Waive reading of subject minutes, approve and order filed.
B. Parks & Operations Division 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.
Chair Cole opened the public discussion.
Jim Mosher reported that Newport Beach was not always a Tree City, USA, and
provided a brief history of how the City handled trees. He referenced the Parks &
Operations Division Activity Report in terms of the tree report and the number of trees
removed and planted and indicated that the number of trees in the City is declining.
Chair Cole closed the public discussion.
Parks, Beaches & Recreation Commission Minutes
May 5, 2015
Page 2
Motion by Commissioner Marston, second by Commissioner Howald, to approve
items 4A-4C of the Consent Calendar. Motion carries unanimously with Commissioner
Anderson and Vice Chair Englebrecht absent.
5) CURRENT / NEW BUSINESS - Staff Report
A. Denial of Tree Removal – 204 Tustin Avenue
Recommendation: Staff recommends that the PB&R Commission deny the
removal request of Robert Corbin at 204 Tustin Avenue to remove 16 healthy
Queen Palm trees due to his view obstruction of the harbor as they do not meet
the removal criteria of City Council Policy G-1.
Acting Co-Director Mike Pisani introduced the item and deferred to staff for a report.
Landscape Manager Dan Sereno addressed the subject trees, existing conditions, prior
consideration, details of the appeal and staff recommendations.
Discussion followed regarding the City's reforestation process, the condition of the
subject trees, possible types of replacement trees, potential effects on views and the size
of the existing palm trees.
It was noted that originally, staff denied the removal of these trees as they do not meet
the criteria for removal under the G-1 Policy. He stated that these trees are healthy and
not causing hardscape damage.
Discussion followed regarding the possibility of revisiting the G-1 Policy and the effects
on property values by blocking views. It was noted there is no view protection offered in
the policy.
In response to Commissioner Hayes's inquiry, Landscape Manager Sereno noted that
the removed trees could be salvaged but addressed the expense in removing and boxing
them; and therefore, would not recommend doing so. He added that the City has a high
inventory of Queen Palms and that it would be cheaper to remove and replace them if
that is the decision tonight.
Discussion continued regarding the possibility of having residents pay for
removal/replacement of the trees; the age of the trees and whether or not the selection
of the type of trees for that location was a mistake, other trees in the City that disrupt
views. Discussion followed regarding the possibility of removing some of the trees,
maximum height of Queen Palms, the length of time before the tree grows above the
view shed, and, height restrictions set by homeowner associations.
Brief discussion followed regarding the history of those trees in the neighborhood and
the process and number of signatures required for a petition to reforest.
Chair Cole opened the public discussion.
Parks, Beaches & Recreation Commission Minutes
May 5, 2015
Page 3
Robert Corbin, applicant, commented on view impairments and addressed negative
impacts on property values and reforestation costs and suggested that it is time to revisit
the G-1 Policy. He believed there is support for the request to remove the trees and
asked that the Commission consider his appeal.
Sini Corbin added a request for the City to reconsider the G-3 Policy and indicated that
the neighborhood would be better-served by removing the subject trees and replacing
them with lower, more-appropriate trees and or bushes.
Jim Mosher thanked staff for saving trees by reducing the size of printed agenda packets
and not including the G-1 Policy in every tree staff report but suggested that staff is
misinforming the applicant and the public as to their rights and the Commission, as to
their duties related to Council Policies. He referenced Policy G-3 and noted that the City
is to lead by example by maximizing public and private views. He addressed
supplemental tree-trimming and considering reforestation. He added this seems to be a
case where the City made a mistake by planting these trees and that the City should
correct the situation. He referenced the tree inspection report and wondered if a fee is
charged for filing appeals.
Howard Tuttle stated he received no notification of this matter and commented on prior
similar consideration of trees on Mariners Mile. He urged the Commission to approve
the applicant's request.
Tony Shaw commented on impacts to his views but asked that the City deny the request
and maintain the subject trees.
Chair Cole closed the public discussion.
Commissioner Hayes asked for the number of subject trees and staff noted there are
sixteen trees and identified their location.
Commissioner Howald stated he likes the G-1 and G-3 Policies and opined that the City
made a mistake and should remove and replace the trees with a low-lying species. He
suggested that affected home owners and the City should work together to find a
mutually-acceptable solution.
Commissioner Hamilton agreed with Commissioner Howald's statement and added that
residents and the City should work together on the type of trees for a reforestation. She
suggested thinning the trees out rather than removing all the trees.
In response to an inquiry from the Commission, staff noted that they would not have
planted Queen Palms in the area had they originally made the decision.
Discussion followed regarding options available for the Commission's consideration
including removing some of the trees.
A straw vote of residents in attendance resulted in no one being interested in removing
some of the trees. It was noted that residents want them all removed.
Parks, Beaches & Recreation Commission Minutes
May 5, 2015
Page 4
Motion by Commissioner Hayes, second by Commissioner Howald to direct staff to
work with residents on how many trees are removed and what kind of tree and or bush
will be planted in their place.
Discussion followed regarding clarification of the motion.
Commissioner Hayes withdrew the motion.
It was noted that one of the speakers spoke in favor of keeping the trees so there is no
consensus from the community. Other residents wrote and spoke about their desire to
keep the trees.
Chair Cole reopened the public discussion.
Sini Corbin asked that the City consider a petition from residents on Ocean View Drive.
Tree and Landscape Manager Sereno stated that staff has no issue with doing so.
Robert Corbin confirmed the need to have consensus from 60% of homeowners notified
in a petition to remove the trees and reforest the neighborhood. Doing so would allow
for the City to bear the cost of reforestation.
Discussion followed regarding the possibility of reaching the 60% requirement by
adding homes on Ocean View Drive.
Sini Corbin rescinded her request to add residents on Ocean View Drive.
Chair Cole closed the public discussion.
Motion by Commissioner Howald, second by Commissioner Hayes to place the
removal of the subject trees on hold, that to rectify a mistake in the type of tree planted
and to have homeowners return with a reforestation request (supported by 60% of those
notified) and with the removal/replacement costs to be borne by the City. Motion
carries unanimously with Commissioner Anderson and Vice Chair Englebrecht absent.
B. Denial of Tree Removal – 316 Montero Street
Recommendation: Staff recommends that the PB&R Commission deny the
removal request of Kelly O’Connor at 316 Montero Street to remove one City
tree as it does not meet the removal criteria of City Council Policy G-1.
Landscape Manager Sereno provided a staff report noting that staff assessed the tree
and found no evidence that the tree was diseased or potentially failing. He reported that
staff denied the request as the tree does not meet the removal criteria under Policy G-1.
Commissioner Marston opened the public discussion.
Parks, Beaches & Recreation Commission Minutes
May 5, 2015
Page 5
Jim Mosher asked whether some of the trees will be removed when street work is done
and if so, what the problem that is causing their removal is. He noted there are not a lot
of trees in the area and wondered if the City has a plan to populate the parkway with
more trees.
Chair Cole closed the public discussion.
Acting Co-Director Pisani reported that the Public Works Department was going to
repave specific streets in Balboa and was looking at ways to plant additional trees in
parkways. That plan has been postponed and currently, the subject tree is not causing
sidewalk or street damage. If, in the future, the tree causes damage, a more-suitable
tree will be recommended to replace it.
It was noted that sidewalks are below the level of the curb in that project, that they are
damaged and that planting trees would be difficult because residents do not want to
have their views blocked.
Motion by Commissioner Marston, second by Commissioner Hamilton to deny the
removal request of Kelly O’Connor at 316 Montero Street to remove one City tree as it
does not meet the removal criteria of Policy G-1. Motion carries unanimously with
Commissioner Anderson and Vice Chair Englebrecht absent.
6) PARKS, BEACHES & RECREATION COMMISSION / STAFF
ANNOUNCEMENTS, AD HOC UPDATES OR MATTERS WHICH
MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR
DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) - None
Chair Cole commented on the Bonita Creek synthetic turf project and asked for a staff
report describing the process for cleaning it at the next meeting.
Commissioner Howald commented positively on Director Laura Detweiler's service to
the City.
Members of the assembly wished her a happy birthday.
Acting Co-Director Pisani provided a brief update on the City's efforts relative to the
existing drought.
Director Detweiler reported that the City is a member of the California Parks and
Recreation Society and listed staff members recognized recently by the organization.
She shared short videos of the Department's annual track meet and the City’s surf
schools and noted that they would be provided to the hotels and concierge. She ended
her report by providing an update of upcoming summer programs.
7) PUBLIC COMMENTS ON NON-AGENDA ITEMS - None
8) ADJOURNMENT – 7:40 PM
Parks, Beaches & Recreation Commission Minutes
May 5, 2015
Page 6
Submitted by: ________
Teri Craig, Admin Assistant
Approved by: _____
Ron Cole, Chair
Recreation & Senior Services
Monthly Activities Report
To: Parks, Beaches & Recreation Commission
From: Sean Levin, RSS Deputy Director
Celeste Jardine-Haug, Senior Services Manager
Re: Recreation & Senior Services Department Monthly Activities Report
Trainees Get Water Safety Certified
During the first two weekends of May 15 new pool swim
instructor trainees headed to the pool to complete
academy training. The trainees learned the information
and techniques required in order to receive certification
as a Water Safety Instructor. This certification provides the
candidates with the tools necessary to effectively educate
the community on safety around the pool and proper
techniques for teaching the American Red Cross “Learn to
Swim” programs. Those who successfully complete both
trainings are moving on to become Swim Instructors or
Pool Lifeguards this summer for our swim program
Congratulations to the graduates
OASIS Holds CPR Refresher Workshop
On May 4, OASIS staff held a CPR/AED Refresher
Workshop for the public. Participants learned the new
American Red Cross guidelines for breathing, choking
and heart emergencies in adults, children and infants.
Participants were also able to practice on mannequins
and each other to help build their confidence in
responding in an emergency.
The Secrets of the
iPhone Unlocked
The OASIS was excited to offer a three-day workshop entitled iPhone Tips
& Secrets Part 1 taught by instructor Jake Jacobs. The class met Thursdays,
May 7-21 and cover topics such as basic phone controls, control center,
keyboard tips, contacts, calendar, Siri, texting and email. The class was
full at 55 participants (registration is required to attend). This is part of a
series of iPhone classes which will take place throughout the summer
including Introduction to the iPhone and iPhone Tips & Secrets Part 2.
Item 5C
June 2, 2015
2
OCCA Tradeshow
The Orange County Concierge Association (OCCA)
held its annual tradeshow on Monday, May 4. The
Recreation & Senior Services Department was on site
promoting City of Newport Beach summer programs.
Representatives from our three surf companies were
also available to help answer questions about private
surf lessons. At the booth, concierges were able to
watch the new surf commercial, pick up brochures, and
enter a raffle to win a City of Newport Beach Towel. The
partnership with the OCCA continues to be an effective
way to reach the many Newport Beach visitors year-
round, and provide them with safe and fun recreational
experiences.
To check out the new surf marketing video, visit www.newportbeachaca.gov/surf.
Seniors Learn About: “The Authentic Self: A Work in Progress”
On Thursday, April 30 author and educator Lynda Zussman presented The Authentic Self: A Work in
Progress to 20 OASIS seniors. Lynda covered the topic of overcoming the obstacles brought on by grief,
loss, illness and other life challenges. The lecture included a journal writing activity and the opportunity
for participants to share their own personal experiences. Lynda will return to present a similar topic in
workshop-form later this year.
Stars and Stripes Line Dance
On May 16, OASIS hosted a Patriotic Line Dance Social. A large group of 85 showed up with their cowboy
boots to dance the afternoon away. The dances were led by two fabulous teachers, Carolyn Cragun and
Suzy Hazard. There was a great mix of easy and challenging dances to delight every level of dancer.
Attendees enjoyed eating, socializing and taking pictures.
Healthy Days of Summer - Good to Go From Head to Toe
Come join us at OASIS on Saturday, June 20 for some health
and wellness fun! We will be offering Zumba, Yoga, Pilates,
and Strength Sample Classes as well as two lectures,
vendors, and a Continental breakfast! Please call for more
information or to RSVP for Sample classes at (949) 718-1818.
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The Traveling Tidepool Show is on the Road
The ISOpod has officially made its’ splash with science at the
Orange County schools! The Natural Resources team
recently visited Smith Elementary in Huntington Beach and
engaged five classes of 2nd graders in a 'Feeding Frenzy.'
Students’ acted as various intertidal animals, to learn their
different feeding strategies and depict the difficulty of living
in the ever-changing tidepools. Students also dove into a
hands-on activity touching a sea urchin, holding a hermit
crab, and feeling the slick exterior of a giant keyhole limpet.
The Natural Resources Interpreters also visited College Park
Elementary School in Irvine to teach 135 6th graders about
our beloved invertebrates. Students peered through microscopes to recognize various planktonic
specimens and compared the larval and adult forms of marine organisms. Budding scientists studied
animals through quadrats and spent time searching the sandy seafloor for camouflaged critters. These 6th
graders had a blast touching a sea star and getting up close and personal with a red gorgonian.
Keep an eye out while driving - the ISOpod has been hitting the road and bringing the ocean with them!
Volunteer Technology Tutoring
Every year the OASIS Senior Center offers a volunteer
computer tutoring program that pairs Corona del Mar High
School students with seniors in need of assistance with their
tablets, cell phones, and general computer questions. On
May 19th, the OASIS completed four years of volunteer
computer tutoring. This year (Sept 2014-May 2015) the
volunteers completed over 120 appointments. The senior
students love this program and always give their high
school tutors very high praise.
Welcome Trevor Moody to OASIS!
Trevor Moody joined the Department on May 18 at OASIS as a Recreation Leader.
Trevor, a graduate from the University of Colorado at Boulder with a Bachelor’s
degree in Psychology, is currently attending Arizona State University online
working towards his Master’s degree in Family & Human Development. Trevor
has facility and youth program experience working as a Community Services
Leader with the City of Irvine, and as a Program Leader & Education Assistant with
the Douglas County School District in Parker, Colorado. Welcome, Trevor!
4
Park Patrol
Requested calls are assigned visits by staff or schedule or phone requests. Customer Contacts are the
number of times they stopped and spoke to customers other than requested calls. 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 April, Park Patrol had the following number of contacts:
1. REQUESTED Calls
167 with Youth Sports Groups
541 Field related issues/checks
17 Park/Picnic/reservation issues/checks
121 Community Center issues/checks
484 Playground checks
20 Other
CdM Beach Contacts (total)
– 24 BBQ
– 3 Fire Rings
– 14 Tent
2. PUBLIC CONTACTS
388 Education
12 Alcohol
180 Dog related
Written Warning Issued: 4 for private instruction, dog off leash & parking violations
Citations Issues: 2 for parking violations
Facility Rentals & Special Event Permits (SEP)
During the period of April 16 – May 15, 2015 there were:
18 Picnic/Park Area Rentals
6 Room Rentals
2 Field Rentals
8 Gym Rentals
11 OASIS Classroom Rentals
6 OASIS Event Center Rentals
1 Internal Event Center Rental
23 Civic Center Rentals
As of May 15, 2015, there were 159 Special Event Permits processed and issued for the year. Those events
of note for this period are:
NB Film Festival – 4/26-30 –– Fashion Island — attendance 2500
March for Babies – 4/26 – Civic Center –– attendance 6000
OC Marathon – 5/3 – Fashion Island –– attendance 15000
5
NEWPORT BEACH
CITY OF
PB&R Commission Staff Report
Agenda Item No. 6A
June 2, 2015
ABSTRACT:
Staff will provide statistical data that compares resident/non-resident athletic field use
information related to Adult and Youth Sports as requested by the PB&R Commission in
June 2014.
RECOMMENDATION:
Receive and file.
DISCUSSION:
Lit Field Use 2014-15 Seasons
Demand for lit fields on weekdays for athletic programs continues. In July 2014, City
staff implemented several action items for the 2014-15 fall & spring season to
accommodate demand and increase the amount of lit field opportunities for local youth
sports organizations. Youth Sports Commission (YSC) members were asked to use
their field allocations more efficiently by communicating unused field times and
providing practice and game schedules to City staff. City staff also made scheduling
changes to the adult soccer program, freeing up 10 hours in fall & seven hours in spring
on lit fields per week. Adult soccer games were eliminated on Tuesday nights at Bonita
Creek Park and Lincoln Athletic Center and scheduled starting at 8pm instead of 7pm at
Bonita Creek Park five days a week and Lincoln Athletic Center three days a week.
In fall 2014 (16 week season), field hours were allocated to all groups according to and
within the allocation policy procedures and proportions. With new efficiency measures
and adult soccer parameters in place, 54% of the allocated fall 2014 lit fields (5-10pm) were
used by youth programs (a 2% increase from 2013), while 7% were designated for youth
programs run by the city and 28% for adult programs (8% decrease). Allocating more
efficiently left 11% of lit fields open (6% increase). These days and times were offered to all
YSC groups, however the days and times were undesirable because they were not mid-
week or too late in the evening.
TO: Parks, Beaches & Recreation Commission
FROM: Recreation Department
Laura Detweiler, Recreation & Senior Services Director
949-644-3157, LDetweiler@newportbeachca.gov
PREPARED:
Justin Schmillen, Recreation Supervisor
949-644-3160, JSchmillen@newportbeachca.gov
TITLE: 2015 Youth and Adult Sports Field Use Resident/Non Resident
Statistics
2015 Youth and Adult Sports Field Use Resident/Non Resident Statistics
June 02, 2015
Page 2
In spring 2015 (20 week season), similar impacts from efficiency measures and adult
soccer changes were noted in the splits for youth, adult and non-use of lit fields; 43% youth
(9% decrease), 30% adult (5% decrease), 27% open (14% increase). Adult field use was
decreased by City staff while an emphasis on field efficiency opened up more field time. It
should be noted that adult soccer game times returned to 7pm at Lincoln Field #1 as
Newport Beach Little League requested use only until 6:45pm on Monday, Tuesday and
Thursday during the spring season. The spring 2015 season also had less allocated lit field
hours because of the synthetic turf construction on Bonita Creek Softball Field 2 and
Football Field.
Figure 3: Fall 2014 Lit Field Allocation
Figure 1: Fall 2014 Lit Field Use Figure 2: Fall 2013 v Fall 2014 Lit Field Use
2015 Youth and Adult Sports Field Use Resident/Non Resident Statistics
June 02, 2015
Page 3
Figure 6: Spring 2015 Lit Field Allocation
Figure 4: Spring 2015 Lit Field Use
Adult Soccer League Residency
City staff also collected player residency and work addresses in the spring 2015 season
to get a better depiction of the player residency in the adult soccer league. Teams that
were under a 50% threshold of residents were also charged a $100 non-resident fee,
comparative to non-resident fees in other recreation leagues and classes. Spring 2015
adult soccer roster data showed 42% residency (increase of 4%) when a player’s work
address was included in the residency definition (see Figure 7).
Figure 5: Spring 2014 v 2015 Lit Field Use
2015 Youth and Adult Sports Field Use Resident/Non Resident Statistics
June 02, 2015
Page 4
Figure 8: 2015 Adult Soccer Participants
Resident/Non Resident Breakdown
The adult soccer program continues to show a majority of non-resident participation,
even with the inclusion of Newport Beach employees as residents. However there are a
few contributing factors that should be noted. Twelve percent of the adult soccer league
lives in neighboring Costa Mesa, a city that does not have an adult soccer program
(Figure 8). The cities of Tustin, Santa Ana, Laguna Beach, Laguna Hills, Aliso Viejo and
Lake Forest also do not offer outdoor soccer leagues. The only cities that do offer
outdoor adult soccer programs within a 10 mile radius of Newport Beach are Irvine and
Fountain Valley.
Figure 9 notes the downward trend in adult soccer that can be attributed to a move from
3 seasons to 2 seasons in 2008-2009 and a reduction of the days and times available to
accommodate youth sports.
Recommendations for Future Allocation
Managing the balance of adult and youth use and the overall demand for lit sports fields
requires meticulous scheduling attention throughout each allocation period. To achieve a
fair and proper balance, YSC groups should continue to use their allocated lit field space
efficiently. Submitting current game and practice schedules and communicating unneeded
time slots is vital in assisting City Staff in the reallocation of unused field space.
Figure 7: Spring 2014 v 2015 Adult Sports
Resident/Non Resident Participation
Figure 9: Adult Soccer Team Registration 2007-2015
2015 Youth and Adult Sports Field Use Resident/Non Resident Statistics
June 02, 2015
Page 5
City staff should also continue to adhere to current established parameters with adult
sports leagues to control growth and lessen the strain on youth field needs. To further
assess how our athletic fields are being utilized, City staff will conduct a field efficiency
study in summer & fall 2015 to determine if further efforts can be implemented to
maximize lit field use.
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. Field Allocation Policy – Modified & Approved August 5, 2014
ATTACHMENT A
YOUTH SPORTS COMMISSION
Member Requirements
&
Field Allocation & Use Policy
City of Newport Beach
Recreation & Senior Services Department
Parks, Beaches & Recreation Commission
Modified August 5, 2014
TABLE OF CONTENTS
Philosophy .................................................................................................................................... 3
Purpose ....................................................................................................................................... 3
City of Newport Beach: Code of Conduct ..................................................................................... 3
Definitions .................................................................................................................................... 4
General YSC Member Requirements (Open and Club) ................................................................ 4
YSC Open-Member Criteria ......................................................................................................... 6
YSC Club-Member Criteria ........................................................................................................... 6
Field Allocation Requests ............................................................................................................. 7
Field Allocation Procedure and Priority Formula ........................................................................... 8
Notice of Non Use of Fields ........................................................................................................ 10
Notice of Exchange of Fields ...................................................................................................... 10
Field Use Fees............................................................................................................................ 11
Field Maintenance Fees ............................................................................................................. 11
Field Maintenance and Modifications .......................................................................................... 11
Athletic Field Lining/Marking ....................................................................................................... 12
Rules and Regulations of Field Use ............................................................................................ 13
Traffic and Parking ................................................................................................................... 14
Public Address System Use ....................................................................................................... 14
Storage and/or Concessions ...................................................................................................... 14
Banners ...................................................................................................................................... 15
Other ......................................................................................................................................... 15
City Council Policy ................................................................................................................... 15
Violations .................................................................................................................................... 15
Overview of Important Dates ...................................................................................................... 16
Appendix ..................................................................................................................................... 18
a. Sample of Non-Profit Documentation .................................................................... 19
b. Sample of Liability Insurance and Additionally Insured Form ................................ 24
c. Sample of Field Allocation Request Form ............................................................. 26
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, practices,
and/or events.
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.
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. Season: Seasons are defined as follows:
Fall Spring
Pre-Season/Tryouts August 15-September 1 February 1 - 28
In-Season Opening Date September 1 March 1
In-Season Closing Date December 15 June 30
Post–Season/All Stars As Available As Available
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.
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 annually with the City, 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.
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
Spring
Allocation Due November 1
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.
B. An official Participant roster or league enrollment data (digital format if possible) from the
previous season, or from the initial season if being submitted by a new Organization.
Organizations agree to allow the City to verify the accuracy of data submitted. Data shall
include each Participant’s:
First and last name
Home address
Gender
Number of children per age division
C. Organizations are limited to two clinics and/or camps per year during downtime only
(totaling 10 calendar days); camps and/or clinics shall be available to Participants of the
Organization only.
9. FIELD ALLOCATION PROCEDURE AND PRIORITY FORMULA
Field allocations will be reviewed and discussed twice a year at the semi-annual YSC
meetings. 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:
i. Maintenance of fields and facilities.
ii. Fields/facilities for organized game use.
iii. Providing fields/facilities for practices.
B. Field allocation requests will be considered based on the classification priorities set
forth in Section D, 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.
Class D: Official public agency sponsored programs and activities not
included in Classifications A, B, and C, above.
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.
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 March 1 in the Spring and after Labor Day in the Fall will lose that
allocation for the remainder of the season.
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.
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
Spring Allocation: August 1
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/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.
Field Use Fee
YSC-Open
(Class C)
YSC-Club
(Class E and
G)
Other
(Class F)
Other
(Class H and I) Field Lights
$1 per hour $15 per hour $85 per
hour
$145 per hour (resident)
$287 per hour (non-
resident)
$30 per hour
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 July 1 annually for both seasons. 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.
C. 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.
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. 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.
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. 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.
18. 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.
19. 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
20. 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.
21. 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.
22. 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.
23. 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.
24. 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
(Includes any planned Summer use) July 1
Per Player Maintenance Billing Mailed Out July 1
Allocation Billing Due August 1
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
(Includes any planned Winter use) January 1
Allocation Billing Due February 1
APPENDIX
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.
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 Allstar Dates/Days/Locations (Tentative)
Summer Camp Dates/Days/Locations (Tentative)
2015 SPRINGYOUTH ANDADULTSPORTSRESIDENT& NONRESIDENTFIELDUSEJune 2, 2015
ACTION ITEMS FOR2014-151.Hold all user groups accountable for efficient field useoRequest practice and game schedulesoIncrease field auditsoAccurate billing2.Plan Adult Soccer games 1 hour later to allow Youth Sports Organizations to end at 8pmoMondays, Wednesdays & Fridays at Lincoln Field 1Monday through Friday at Bonita Creek ParkoNo Adult Soccer on Tuesdays at Bonita CreekoFreed up 10 hours in Fall & 7 hours in Spring3.Collect residency and work addresses from adult sports participants4.Add a $100 NR Team Fee to Adult Soccer registration
FALL2014 LIGHTEDFIELDUSE54%28%11%7%YouthAdultOpenYouth (City)8 lit fields at 25 hours per week per field(Monday-Friday 5pm-10pm)
FALL2013 V2014 LIGHTEDFIELDUSE8 lit fields at 25 hours per week per field(Monday-Friday 5pm-10pm)FALL SEASON 2013 2014 % ChangeYouth Sports52% 54%↑ 2%Youth Sports (City)7% 7% No changeAdult Sports36% 28%↓8%Open5% 11%↑6%
FALL2014 ALLOCATION*City programs adult leagues on 6 fields MONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYArroyo Park AYSO 57AYSO 57AYSO 57AYSO 57AYSO 573pm-7:00pm3pm-7:00pm3pm-7:00pm3pm-7:00pm3pm-7:00pmCity SoccerCity SoccerCity SoccerCity SoccerCity Soccer7pm-10:00pm7pm-10:00pm7pm-10:00pm7pm-10:00pm7pm-10:00pmBonita Creek Softball 1 and 2 NMGSB3pm-8:00pm NMGSB3pm-615pm NMGSB3pm-615pm NMGSB3pm-615pm Youth Flag Football 3pm-10pm OPEN 8:00pm-10:00pmCity Softball6:30pm-10pm City Softball6:30pm-10pm OPEN6:30pm-10pm Bonita Creek Football AYSO 97AYSO 57AYSO 57AYSO 57Youth Flag Football 3pm-10pm 3pm-8pm3pm-530pm3pm-530pm3pm-530pmCity Soccer 8pm-10:00pm JAAF545pm-745pm JAAF545pm-745pm JAAF545pm-745pm OPEN8pm-10:00pm City Soccer8pm-10:00pm City Soccer8pm-10:00pm Grant Howald Park NMSC 4pm-7pm Slammers 4pm-7pm NMSC3pm-615pm Slammers3pm-615pm NMSC3pm-6pm OPEN 7pm-10:00pm OPEN7pm-10:00pm City Softball630pm-10:00pm City Softball630pm-10:00pmOPEN6pm-10:00pm Lincoln #1 AYSO 57AYSO 57AYSO 57AYSO 57AYSO 57 3pm-8pm3pm-8pm3pm-7pm3pm-7:00pm3pm-8pm OPEN OPENCity SoccerCity SoccerCity Soccer 8:00pm-10:00pm8:00pm-10:00pm7:00pm-10:00pm 7pm-10:00pm8:00pm-10:00pmLincoln #2 AYSO 57AYSO 57AYSO 57AYSO 57AYSO 57 3pm-9:00pm3pm-9:00pm3pm-9:00pm3pm-9:00pm3pm-9:00pmLincoln #3 AYSO 57AYSO 57AYSO 57AYSO 57AYSO 57 3pm-9:00pm3pm-9:00pm3pm-9:00pm3pm-9:00pm3pm-9:00pm
SPRING2015 LIGHTEDFIELDUSE8 lit fields at 25 hours per week per field(Monday-Friday 5pm-10pm)43%30%27%YouthAdultOpen
SPRING2014 V2015 LIGHTEDFIELDUSE8 lit fields at 25 hours per week per field(Monday-Friday 5pm-10pm)SPRING SEASON 2014 2015 % ChangeYouth Sports52% 43%↓9%Adult Sports35% 30%↓5%Open13% 27%↑14%
SPRING2015 ALLOCATION*City programs adult leagues on 6 fields MONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYArroyo Park NMGSB NMGSBNMGSBNMGSBNMGSB3pm-645pm3pm-645pm3pm-645pm3pm-645pm3pm-645pmCity SoccerCity SoccerCity SoccerCity SoccerCity Soccer7pm-10:00pm7pm-10:00pm7pm-10:00pm7pm-10:00pm7pm-10:00pmBonita Creek Softball 1 and 2 (Field 2 closed April 27) NMGSB 3pm-6:15pm NMGSB3pm-615pm NMGSB3pm-615pm NMGSB3pm-615pm NMGSB3pm-6:15pm OPEN 6:30pm-10:00pm OPEN 6:30pm-10:00pmCity Softball6:30pm-10pm City Softball6:30pm-10pm City Softball6:30pm-10pm Bonita Creek Football (Closed April 27) AYSO 97AYSO 97AYSO 97AYSO 97AYSO 973pm-745pm 3pm-745pm3pm-745pm3pm-745pm3pm-745pmCity Soccer8pm-10:00pm OPEN8pm-10:00pm City Soccer8pm-10:00pm City Soccer8pm-10:00pm City Soccer8pm-10:00pm Grant Howald Park NMSC 4pm-615pm Slammers 4pm-615pm Slammers4pm-615pm Slammers4pm-615pm NMSC 4pm-615pm Slammers630pm-8:00pm OPEN630pm-10:00pmCity Softball630pm-10:00pm City Softball630pm-10:00pm Slammers630pm-8:00pm Lincoln #1 NBLL NBLLOPENNBLLOPEN 3pm-645pm3pm-645pm3pm-645pm3pm-645pm3pm-645pm City SoccerOPENCity SoccerCity SoccerCity Soccer 7:00pm-10:00pm7:00pm-10:00pm7:00pm-10:00pm7pm-10:00pm7:00pm-10:00pmLincoln #2 NBLL NBLLNBLLNBLLNBLL 3pm-9:00pm3pm-9:00pm3pm-9:00pm3pm-9:00pm3pm-9:00pmLincoln #3 AYSO 57AYSO 57AYSO 57AYSO 57AYSO 57 3:00pm-7:00pm3:00pm-7:00pm3:00pm-7:00pm3:00pm-7:00pm3:00pm-7:00pm
SPRING2014 V2015 ADULTSPORTSRESIDENT/NONRESIDENTPARTICIPATION*Includes Newport Beach employees as “residents”Adult Soccer 2014 *2015Resident 38%(232)42% (186)Non Resident 62%(380)58%(255)Adult Softball 2014 *2015Resident 45%(314)59%(410)Non Resident 55%(505)41%(285)
2015 ADULTSOCCERRESIDENT/NONRESIDENTBREAKDOWN186, 42%53, 12%202, 46%Newport BeachCosta MesaOther
ADULTSOCCER TEAMS2007-20151068583828279706560708090100110
COMMENTSContinue to adhere to parameters with adult leagues to control growth and field useYouth practice and game schedules are essential to efficiencyReallocate unused space Maximize lit field useDeter “rogue” use2015 Field Efficiency Study Summer: Develop parameters and instrumentFall: Collect data and observations