HomeMy WebLinkAbout2022-02-10; City Athletic Field Allocations for Carlsbad Youth Lacrosse (Districts - All); Barberio, GaryTo the members of the:
CITY COUNCIL
Date 1-/to /-z,eA v CC V
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Feb. 10, 2022
Council Memorandum
To: Honorable Mayor Hall and Members of the City Council
From: Gary Barberio, Deputy City Manager, Community Services
Kyle Lancaster, Parks & Recreation Director
Via: Geoff Patnoe, Assistant City Manager @
{city of
Carlsbad
Memo ID #2022025
Re: City Athletic Field Allocations for Carlsbad Youth Lacrosse (Districts -All)
This memorandum provides information regarding concerns raised by Carlsbad Youth Lacrosse
(CYL) regarding the city's Spring 2022 athletic field allocation process.
Background
The Parks & Recreation Department has a process to allocate fields, which is contained in
Attachment A, consisting of over 10,000 participants on thirty-three athletic fields, over the
course of a typical year. Parks & Recreation staff work to create a reasonable field use schedule
that balances the needs of many different RNPSOs. Over the last several years the demand for
athletic fields from sports organizations has far exceeded the city's supply of athletic fields.
The attached Parks & Recreation Department Memorandum from Oct. 17, 2018,
(Attachment A) details the creation of athletic field allocation procedures and policies, via
Administrative Order No. 80 (AO No. 80). AO No. 80 was created with community input in
clearly establishing these procedures and policies. During the drafting of AO No. 80, a Parks &
Recreation Department workshop was held with representatives from nearly every local youth
sports organization, including: Carlsbad Pop Warner Football, La Costa Youth Organization
Baseball/Softball, Carlsbad Youth Baseball, Carlsbad American Youth Soccer Organization, L.A.
Galaxy (now City SC), Friday Night Lights-North County Coast Flag Football, Sage Creek High
School, Pacific Ridge School, as well as CYL. AO No. 80 was last updated on Jan. 6, 2020, after
review by all of the above organizations, to address administrative edits.
Discussion
On Dec. 17, 2021, staff sent the draft Spring 2022 Field Allocations to all RNPSOs with tracked
changes from the Spring 2021 Field Allocations. On Dec. 30, 2021, staff responded to CYL
comments that the field allocations were not fair and impartial, and were not following the AO
No. 80. CYL claimed that since lacrosse was in primary season (i.e., spring), CYL should receive
first priority on field allocations. Staff informed CYL that due to its merger with North Coast
Storm (NC Storm), a league that had not previously received any field allocations, the field
allocations were consistent with the following section from AO No. 80:
Community Services Branch
Parks & Recreation Department
799 Pine Avenue, Suite 200 I Carlsbad, CA 92008 I 760-434-2826 t
Council Memo -City Athletic Field Allocations for Carlsbad Youth Lacrosse (Districts-All)
Feb. 10,2022
Page 2
Ill. Seasons, C. "Historic scheduled use of athletic fields, regardless of season, will be taken into
consideration should there be growth by existing leagues or formation of new leagues." Staff
also informed CYL that the demand for fields had increased since Spring 2021, and that other
RNPSOs were reporting record numbers.
On Jan. 11, 2022, staffinformed CYL it was updating the files for every RNPSO, as required each
season per AO No. 80, and needed CYL's requisite documentation. The status of CYL's non-
profit registration was listed as suspended on the California Secretary of State website and a
current form 990 'Organization Exempt from Income Tax' had not been posted on the Internal
Revenue Service website. Staff informed CYL that all other RNPSOs had a current nonprofit
registration status, and an updated form 990 on file. In addition, staff asked CYL to provide
documentation of CYL's reported merger with NC Storm.
The criteria for meeting RNPSO status are detailed in the Policy Section of AO No. 80:
VIII. Resident Nonprofit Sports Organization Criteria
Only organizations meeting the criteria below and submitting the required documents by
the deadlines specified will be eligible to participate in the field allocation meeting.
A. Must be registered as a nonprofit corporation with the state of California and be a
Carlsbad chapter.
B. Must have a minimum of 215 registered league participants per sport during the
previous year's primary season.
C. 70 percent of registered participants must be Carlsbad residents.
D. At a minimum, 50 percent of registered participants and teams must be devoted to a
recreational level of play. Recreational play is defined as being coached exclusively
by volunteers (no paid coaches).
In the past, CYL did not have enough players to meetthe minimum number of registered league
participants (Criteria VIII. B. above), to be eligible as a RNSPO. Thus, CYL reportedly merged
with NC Storm over two years ago, in order to meet that criteria.
On Jan. 13, 2022, CYL provided a Cleared Revocation Letter on their nonprofit registration
status. CYL also stated its last form 990 was filed for tax year 2019, and that the form 990 for
tax year 2020 would be filed in a couple of months.
On Jan. 14, 2022, staff informed CYL that the rosters it provided were from 2020 instead of
2021. Because CYL and NC Storm had reportedly merged, the rosters needed to include CYL
and NC Storm participants on all of the organizations' registered teams, including teams playing
in other cities and on any fields in Carlsbad, even if they are not city fields. Staff advised CYL its
Spring 2022 Field Allocations were on hold until all required documentation was received.
Council Memo -City Athletic Field Allocations for Carlsbad Youth Lacrosse (Districts-All)
Feb. 10,2022
Page 3
CYL then confirmed that, during the period of the reported merger with NC Storm, it had been
including only a portion of the NC Storm participants on its total participant rosters. CYL was
apparently excluding these non-resident teams in order to meet the criteria that a minimum of
70 percent of registered participants be Carlsbad residents (Criteria VIII. C. above).
Consequently, CYL was impermissibly excluding NC Storm non-resident participants playing in
other cities from the rosters it submitted.
On Jan. 15, 2022, CYL informed staff that its accountant had since updated all of its tax
documents. However, these documents were not yet reflected on the IRS website.
On Jan. 19, 2022, CYL reported that it had rectified its paperwork issues. However, staff had
not received updated rosters to show all of the NC Storm registered teams, and had not
received CYL's form 990 for tax year 2020. Staff had also not received documentation showing
that CYL and NC Storm had formally merged.
On Jan. 21, 2022, CYL indicated the form 990 for tax year 2020 had been filed with the IRS on
Jan. 20, 2022. Additionally, on Jan. 21, 2022, CYL acknowledged that it had not formally merged
with NC Storm, contrary to statements made during the prior two plus years (Attachment B).
On Jan. 28, 2022, staff sent CYL a letter (Attachment C), indicating due to the fact it already had
participants registered for the Spring 2022 season, it could retain the field allocations that had
already been communicated to them. The letter further informed CYL that in order for CYL to
be eligible to participate in any future field allocation procedures as a RNPSO, it must either [1]
provide CYL participant rosters that meet the participant levels required in AO No. 80,
Subsections VIII., without the benefit of counting NC Storm participants, or [2] provide a fully
executed formal merger agreement between CYL and NC Storm, along with all participant
rosters, which includes participants playing in other cities, in order to meet the required criteria
in AO No. 80, Subsection VIII. After the Spring 2022 season, CYL will not be eligible for field
allocations as a RNPSO, unless one of these two actions is completed and verified by city staff.
As a separate matter, on Jan. 14, 2022, staff informed CYL that three of its lacrosse goals had
been removed from the Valley Middle School athletic fields by city staff because they were
rusted out and falling apart. Staff has reminded CYL of the safety requirements related to
sports organizations' goals on city owned or controlled athletic fields, and has informed CYL ·
that the city ordered three replacement goals for delivery and installation.
Next steps
Staff will endeavor to document that CYL has submitted all required documentation prior to the
next allocation of city athletic fields. Should CYL not submit the required documentation, it will
not be eligible to participate in the field allocations procedure as a RNPSO. Staff will also
receive and install the three replacement lacrosse goals at Valley Middle School, which is
anticipated to occur in mid-February.
Council Memo -City Athletic Field Allocations for Carlsbad Youth Lacrosse (Districts-All)
Feb . 10,2022
Page 4
Attachments: A. Parks & Recreation Dept. Memorandum -AO No. 80, dated Oct. 17, 2018
(Due to the size of Attachment A, a hardcopy is on file in the Office of the
City Council, as reference)
B. Email from Carlsbad Youth Lacrosse to Parks & Recreation, dated June 11, 2019
C. Letter from City of Carlsbad to Carlsbad Youth Lacrosse, dated Jan. 28, 2022
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney
Cindie McMahon, Assistant City Attorney
Allegra Frost, Deputy City Attorney
Mike Pacheco, Recreation Services Manager
Parks & Recreation Department
799 Pine Avenue, Suite 200 Carlsbad, CA 92008 760-434-2826
Memorandum
October 17, 2018
TO: Chris Hazeltine, Parks and Recreation Director
FROM: Mike Pacheco, Recreation Services Manager
Kevin Granse, Recreation Area Manager
SUBJECT: Creation of Administrative Order Number 80 and Revision of Administrative
Order Number 71
Please find attached the final version of Administrative Order Number 80: Athletic Field Procedures
and Policies and a revised version of Administrative Order Number 71 with a few minor revisions and
the removal of Section I: Athletic Field Procedures and Policies. We are recommending that this new
administrative order be implemented in an effort to clearly establish processes and procedures for
allocating use of athletic fields managed by the City of Carlsbad Parks & Recreation Department.
On May 30, 2018, consistent with the attached council inquiry response, parks & recreation staff held a
public workshop to discuss proposed athletic field allocation updates to ensure policies meet current
community needs and trends. Representatives from almost every youth group attended the
workshop, including: Carlsbad Pop Warner Football, La Costa Youth Organization (LCYO)
Baseball/Softball, Carlsbad Youth Baseball (CYB), Carlsbad American Youth Soccer Organization (AYSO),
L.A. Galaxy San Diego (LAGSD) Soccer Club, Carlsbad Youth Lacrosse (CYL), Friday Night Lights-North
County Coast (FNL-NCC) Flag Football, Sage Creek High School, and Pacific Ridge School.
The workshop was professionally facilitated and provided ample time to discuss proposed updates in
small groups. This tactic produced significant feedback during the report out session. Workshop
participants were asked to complete a survey. The survey results showed consensus, since most of the
responses to each question were in between a three, which was “somewhat” and a five, which was
“extremely”.
On June 28, 2018, we provided each group with an updated version of the policy based on the
feedback from the surveys. We also compiled and shared the survey results and answered each
question received from the surveys. The groups were all satisfied with the new policy, except for CYL,
who requested to meet to discuss the changes.
On July 11, 2018, we met with Chris Scheriff and John Gieson to address their concerns which were
addressed as follows:
1.Why was “nonpaid management” added in section 1. B.?
a.This language was originally in the previous policy in Administrative Order 71 and was
accidentally omitted.
Attachment A
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2. Why was “league” added in section 8. B.?
a. We provided this answer in the attached document that was shared with each group.
One of the questions on one of the surveys asked if camps count towards numbers.
Therefore, we revised the language to registered “league” participants per sport during
the previous year’s primary season. Only league participants during primary season
count towards 215.
3. Did any groups ask to have the number of participants lowered?
a. No. The only survey that had a comment asking to lower the number to 100 was the
one that CYL turned in.
4. What’s the definition of recreational play?
a. We provided this answer to the same question in the attached document that was
shared with each group. We added the definition of recreational play to the policy, as
follows:
Recreational play is defined as being coached exclusively by volunteers (no paid
coaches).
During the meeting, CYL accused us of only making changes to the policy that met requests made by
LAGSD and requested to have the changes removed. We explained that there was consensus from all
the groups on the policy and it would not be fair to remove the changes that were agreed upon.
On July 17, 2018, we provided each group with a final version of the policy and asked for their
feedback and confirmation of receiving the final version. (See attached emails.) We received
confirmation from all groups that they received the document and only CYB and AYSO responded with
the following concerns which were addressed as follows.
CYB’s concerns:
1. Concerned that organizations are being allocated field time on a priority basis then profiting (to
pay coaches, run camps, etc.) off of that priority allocation.
a. Any camps and clinics (or private lessons) that are not part of the season are required to
pay fees pursuant to the Department’s master fee schedule at a time that is not part of
the allocation. Camps/clinics are requested separately and fees are applied.
2. The 50% threshold for paid coaches is too low as it allows folks to field a limited number of
recreational teams (with no regard to amount of time that those teams are utilizing) then block
off a significant amount of time for non-recreational teams.
a. 50% of the league must be coached exclusively by volunteers. If the 50% threshold is
viewed as too low, that thought wasn’t shared during the workshop or mentioned on
any of the surveys.
3. Concerned that the insertion of the language that states that "fields shall be allocated
proportionally depending on the size of the organization". This inherently harms sports such
baseball that require larger field space or take into account the intended use of the various
fields.
a. This will not have any impact on baseball and their needs/use due to the fact that when
it is baseball season, both leagues (plus softball) have priority and wouldn’t be displaced
by another sport. The only time in would be a factor would be if baseball group A had a
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larger program than baseball group B – in that case, group A would be allocated more
based on their needs.
CYB responded that they understood the justification and appreciated the responses. They also stated,
“thank you for everything you do on behalf of the City and our residents.”
AYSO’s concerns:
1. There are no controls in place that make LAGSD qualify their recreation registrations before the
season.
a. We informed AYSO that we asked for LAGSD fall recreational registration numbers and
they currently have 2,300 to date.
Overall, we are confident this policy meets the current community needs and trends based on the
public input process that allowed the community groups to provide their feedback.
Attached: 1. Administrative Order #80
2. Administrative Order #71
3. Administrative Order #71 (Tracked Changes)
3. Memo to League Representatives Regarding Updated Field Policies
4. Previous Council Inquiry Response and Summary Regarding Field Allocation Updates
5. League Representatives’ Confirmation Emails for Receiving Final Version of Policy
City Hall
1200 Carlsbad Village Drive Carlsbad, CA 92008 760-434-2820 760-720-9461 fax www.carlsbadca.gov
Administrative Order No. 80
This order supersedes Section I of Administrative Order No. 71, dated Feb. 10, 2014
Date: October 2018
To: All City Departments
From: Scott Chadwick, City Manager
Subject: ATHLETIC FIELD ALLOCATION PROCEDURES AND POLICIES
PURPOSE:
The purpose of this document is to clearly establish processes and procedures for allocating use of
athletic fields managed by the City of Carlsbad Parks & Recreation Department. The goal of these
processes and procedures is to ensure athletic fields are made available in a fair and consistent
manner and to encourage their use by Carlsbad residents engaged in recreational sports.
POLICY:
I. Priority of Field Users
A. City of Carlsbad leagues and activities have first priority in reserving use of athletic fields
and batting cages (where applicable).
B. Resident nonprofit, nonpaid management sports organizations that meet the minimum
criteria (see section VIII for criteria) have second priority. *
*An additional fee will be assessed to each nonresident player on teams and resident
nonprofit organizations that reserve athletic fields in excess of 30 calendar days per
season.
C. All other leagues may schedule field time based on availability.
II. Field Allocation Meetings
A. The twice-yearly field allocation meetings are open to all resident nonprofit sports
organizations.
B. Allocation meetings are held typically in October/November and May/June each year.
C. Resident nonprofit sports organizations within their primary season will have first
priority in field allocations, with the understanding that historic use of fields and
total participation will be taken into consideration.
D. Fields shall be allocated proportionally depending on size of the organization.
E. Athletic fields not allocated to resident nonprofit sports organizations will be
available for rent by organizations (resident and nonresident) once the schedules
are finalized.
F. Additional field space may become available near the beginning of each regular
season if organizations are able to return time they will not need. This is often
done after evaluations and once practice/game schedules are complete. Any
unused field time shall be returned to the Department so in may be made available
to other organizations. Returned field time is first made available to resident
nonprofit sports organizations who are in their primary season.
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G. The format for these meetings is highly collaborative, and leagues are encouraged
to communicate directly with each other to establish the schedule that works the
best for all concerned.
H. Department director or designee will determine athletic field allocations if league
representatives are unable to reach an agreement. Decisions made by the
Department director are final.
III. Seasons
A. The primary season is defined as one in which a sport traditionally holds its practices and
games. The Parks & Recreation Department recognizes that many sports have year-
round programming and need field space during both field distribution periods
(spring/summer and fall/winter).
B. Traditional “spring” sports that have met the minimum requirements to be constituted
as a league shall have priority in the spring, while traditional “fall” sports that have met
the minimum requirements to be constituted as a league shall have priority in the fall.
C. Historic scheduled use of athletic fields, regardless of season, will be taken into
consideration should there be growth by existing leagues or formation of new leagues.
Examples of traditional sports seasons: (not intended to be inclusive of all sports)
Traditional Spring/Summer
February 1 – July 31
Traditional Fall/Winter
August 1-January 30
Baseball Soccer
Softball Football
Lacrosse
IV. Snack Bar
A. Requests to use a snack bar facility must be submitted at the field allocation meeting.
B. If the operation of the snack bar is subcontracted by the league to an outside business or
individual, written permission from the league, a City of Carlsbad business license and
appropriate liability insurance are required.
V. Tournaments
The following types of tournaments are allowed under the priority field allocation system.
Prior to approving a tournament, the league will be required to provide evidence of insurance
covering tournament play.
Resident Organization Tournament
A culminating event in which multiple teams compete and advance as they win their
scheduled contests, such as tournaments structured as culminating events to the end of a
regular season as a means of establishing a champion of a specific league. In this example, the
same participants who participated throughout a season are matched against each other in a
playoff format. No athletes or teams may participate in these tournaments that did not
participate in a Carlsbad league during league play, and no additional entry fees may be
charged for public attendance or for teams playing in the tournament.
Resident Organization Invitational Tournament
A tournament that includes athletes/teams of multiple organizations (resident or
nonresident). The host resident organization may charge entry fees to participating teams, but
may not charge for the public to attend. These tournaments are often used as fundraisers or
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special events, and fees will be charged subject to the Parks & Recreation Department's
master fee schedule.
VI. Private Lessons
Private lessons are prohibited during time scheduled for resident nonprofit sports
organizations as part of the field allocation process. If organizations are found to be
promoting, authorizing, or permitting private lessons during time scheduled, the Parks &
Recreation Department will assess commercial fees for this time. Ongoing violations to this
policy may result in loss of scheduled field space. Private lessons must be scheduled
separately through the Parks & Recreation Department and are subject to the master fee
schedule.
VII. Daytime Field Use
There is no charge for daytime field use by resident nonprofit sports leagues during their
primary seasons. A lighting charge will be assessed for all lighted field use pursuant to the
Parks & Recreation Department’s master fee schedule.
VIII. Resident Nonprofit Sports Organization Criteria
Only organizations meeting the criteria below and submitting the required documents by the
deadlines specified will be eligible to participate in the field allocation meeting.
A. Must be registered as a nonprofit corporation with the state of California and be a
Carlsbad chapter.
B. Must have a minimum of 215 registered league participants per sport during the
previous year’s primary season.
C. 70 percent of registered participants must be Carlsbad residents.
D. At a minimum, 50 percent of registered participants and teams must be devoted to a
recreational level of play. Recreational play is defined as being coached exclusively by
volunteers (no paid coaches).
IX. Submittal of Rosters
The following rules apply to the submittal of rosters:
A. Must submit player rosters from the previous year a minimum of 90 calendar days prior
to the field allocation meeting.
B. Must submit a current roster during the season.
C. Rosters must be verified by one governing association (main chapter parent
organization)
D. Rosters must come from the governing organization and be signed by the league's board
of officers.
E. Player addresses with a post office box number will not be accepted.
F. If governing organization does not exist, Parks & Recreation Department staff will need
temporary access to requesting organization’s online registration account to verify
residency.
G. Parks & Recreation Department staff will return rosters once classification is determined.
Once the classification determination has been made by staff and approved by the
department director, the decision is final.
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X. Required Documents
A. Articles of Incorporation or Constitution and bylaws that clearly state that the objective
of the organization is of a nonprofit, noncommercial nature.
B. Department of the Treasury form 990
C. 501(c) approved determination letter from the IRS
D. Application for Recognition form 1023
E. Filed financial records from previous two years
F. Team roster (as described above)
G. A Carlsbad charter
H. Minutes from past three board meetings
I. 30 calendar days prior to field allocation meeting: Athletic field use application and
Projected athletic field needs for upcoming season Projected athletic field needs should
include preseason, opening day, practices, regular season games and proposed
tournaments.
J. Approved proof of liability insurance
ACTION:
This Administrative Order is effective immediately.
DATE: _________________________________
______________________________________
SCOTT CHADWICK
City Manager
City Hall
1200 Carlsbad Village Drive Carlsbad, CA 92008 760-434-2820 760-720-9461 fax www.carlsbadca.gov
Administrative Order 71 (revised Oct. 17, 2018)
This order supersedes Administrative Order No. 71, dated Feb. 10, 2014
Date: October 2018
To: All City Departments
From: Scott Chadwick, City Manager
Subject: Park and Facility Use Policies and Procedures
Reference: Council Policy No. 28, CMC 11.32
A. PURPOSE AND BACKGROUND
1. To establish processes and procedures for the use of City of Carlsbad (city) parks and recreation
facilities (facility). Administrative Order 71 was created to implement policies and procedures for park
and facility use, and to provide services information to the public.
B. POLICY
1. There is a high demand for use of parks & recreation facilities for a wide variety of uses. The
following procedures have been established to guide staff and provide acceptable parameters for the
use of parks & facilities.
C. PARK AND FACILITY USE APPLICATION FOR RENTAL PERMIT
1. The Parks & Recreation Department (department) is responsible for the implementation of this
Administrative Order.
2. Park and facility use requests shall be submitted to the department on a City of Carlsbad Park and
Facility Use Application for Rental Permit (application) form available from the City's website at
(http://www.carlsbadca.gov/recreation) or by contacting the department directly.
3. Applications for use of parks and facilities, along with full rental payment or application fee shall be
required at the time of application submittal and may be pursuant to a nonrefundable fee. The
application and application/rental fees may be submitted in person or mailed to any City of Carlsbad
parks & recreation facility.
4. Applications are processed in the order received.
5. Fees will be charged pursuant to the approved parks & recreation master fee schedule and by the
authority of the city manager.
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6. Applications will be reviewed, categorized, and processed by the department.
7. The application fee will be applied to the total cost of the rental and will not be refunded if the
reservation is canceled. If the total rental fee is less than the amount of the application fee, the
difference will be refunded after the rental has occurred.
• Exception: resident nonprofit, unpaid management- where no fee is required
8. For user initiated cancellations, where rental fees were paid by personal check, a check processing
fee will be charged in addition to the nonrefundable application fee.
D. GENERAL APPLICATION PROCEDURES AND POLICIES
1. In the event of a cancellation less than 30 calendar days in advance of registration date the
applicant will forfeit all rental fees paid.
2. In the event of a cancellation (with the exception of Leo Carrillo Ranch which requires 90 calendar
days notice of cancellation) by the applicant 30 calendar days or more in advance, the applicant will
forfeit 50% or more of fees.
3. A "no show" fee will be assessed to resident nonprofit unpaid management
users that schedule a meeting room (rooms identified at no charge) and provide less than twenty-four
(24) hours notice of cancellation.
4. All checks and money orders for rental fees are to be made payable to the City of
Carlsbad.
5. Applications will be accepted for specific locations, dates, and times. All park and facility rentals will
be charged for the total hours used, including set up and clean up time.
6. Applications should be submitted at least 14 calendar days in advance of the date requested. For
applications submitted less than 14 calendar days in advance, these applications may be reviewed and
accommodated subject to:
• Facility and staffing availability; and,
• All other necessary approvals are obtained within the available time before the requested facility
use date
• Payment in full of all rental fees
7. Upon review of the application, department staff will determine if a certificate of liability insurance
will be required for the activity at the requested facility.
8. Applications will be accepted up to 12 months in advance of the requested reservation date.
Exception: Applications for Leo Carrillo Ranch Historic Park will be accepted up to 24 months in advance
of the requested reservation date.
9. Facilities will be closed only on Thanksgiving, Christmas, and New Year's Day.
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10. An extra staffing fee is required for all recreation use outside of regular posted hours of operation
and when staff is needed to support the rental. See City of Carlsbad Facility Use Regulations for park and
facility operating hours.
11. Applications will be approved for specific rooms, park areas, athletic fields, and pool lanes
depending on group size, type of activity and availability. No activity shall be permitted or scheduled for
more than the maximum room or facility capacity.
12. The department may refuse an application, or deny to issue or cancel any rental permit ("permit").
Written notices of denial or cancellation, with an appropriate explanation, will be provided by the
department director or designee. Grounds for the denial of an application may include, but are not
limited to:
• Unsatisfactory prior use by applicant or organization
• Hazardous condition exists
• Application was submitted less than 30 calendar days in advance
• Nonpayment of application fee or rental fees by due date
• Higher priority activity taking place
• Groups that have previously not given timely cancellation notice of activity
• Applicant is under 18 years of age
• Special event permit application (when required) was submitted less than 90 calendar days in
advance
• Refusal to consent to the special events committee's specific conditions or restrictions for the
event
• Failure to obtain a special event permit
• Failure to submit timely and acceptable insurance documents
13. The department reserves the right to limit the number of daily, weekly, or monthly park and facility
uses by any one group or organization so that the entire community may make use of the limited parks
and facilities available.
14. An approved permit issued by the department director or designee will be proof of a confirmed
reservation.
15. On the day of the park or facility rental and during the entire rental agreement period, applicant or
designated day of event contact person ("event contact”) must be present and have in their possession
a copy of:
• Facility use regulations
• Submitted application form
• Signed and approved permit
• Valid identification (driver's license, passport, military ID card)
• Special event permit, if required
16. If the applicant or event contact is not at the event or does not have copies of the items listed
above, the event may be terminated. Any financial investment or preparation for an event, prior to
permit approval, is solely at the applicant's risk.
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17. For permits, the department director or designee may impose additional requirements on the
applicant as a condition of approval. These additional requirements may include, but are not limited to:
• Additional security guards
• Additional city staff
• Additional insurance or specialized insurance
• Special events permit application
• Proof of additional permits or licenses (e.g. Health Department or Alcoholic Beverage Control)
18. Costs incurred for additional imposed requirements shall be the sole responsibility of the applicant.
19. Upon notice of cancellation, or any financial obligations incurred by the city to accommodate the
applicant or event, the applicant will be invoiced and must pay the outstanding balance within seven
calendar days of the date of the invoice.
20. All groups must be under the direction or control of their own leadership. There must be at least
one adult present and responsible for each twenty minors and the minimum number of adults must be
present at all times. Minors are defined as those under the age of 18, except in the case where alcohol is
served, when minors are defined as those persons under the age of 21.
21. At the Alga Norte Park Aquatic Center and Monroe Street Pool, there must be at least one adult
present and responsible for each twenty minors on deck. For every eight children (age eight or younger)
in the pool, there must be one adult in the pool and capable of swimming. Exceptions may be made with
written permission by the department director or designee.
22. Organization membership rosters may be used to assist in determining Carlsbad residency and the
appropriate classification category for the use of parks and facilities. Once the determination has been
made and approved by the department director or designee, the determination is final for that season
and the membership rosters will be returned to the organization.
E. INSURANCE REQUIREMENTS
1. The applicant shall provide evidence of commercial general liability insurance in a form acceptable
to the risk manager (and additional coverage(s) as appropriate for the activities of the park or facility
use), naming the City of Carlsbad as an additional insured, arid with a coverage amount to be
determined by the risk manager according to the size and risk factors of the event.
2. Commercial general liability insurance (GCL) including athletic participant coverage (where
applicable) with a minimum limit of $1million per occurrence is required. The athletic participant
coverage limit must be the same as the GCL, i.e., a lower sub-limit will not be accepted.
3. Commercial general liability insurance (GCL) including liquor liability coverage with a minimum limit
of $2 million per occurrence is required when an event includes alcohol. The liquor liability coverage
must be the same as the CGL, i.e., a lower sub-limit will not be accepted.
4. The risk manager may impose a higher amount for insurance depending upon additional risk
factors. This coverage must be primary, without contribution from the city.
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5. An insurance checklist providing details to assist applicants with insurance requirements and
documents is provided with facility use applications.
F. APPEAL PROCEDURES FOR APPLICATION DENIAL OR REVOKED PERMIT
1. Any person, organization or group believing to have been aggrieved by decisions relating to any
action taken by department staff may appeal in writing with supporting documentation and within 10
calendar days of date the action was taken by staff to the Recreation Services Manager.
2. The Recreation Services Manager shall review the appeal and submission and obtain staff reports.
Thereafter, a written decision will be mailed to the appealing party within 15 calendar days.
3. That decision may be appealed in writing and within 10 calendar days from the date of the
Recreation Services Manager's decision to the department director. The department director shall
review the matter, together with all supporting documents, and issue a written decision within 15
calendar days following the receipt of a written request for an appeal. That written decision shall be
mailed to the appealing party.
4. The department director's decision is final.
G. FACILITY PROCEDURES AND POLICIES
1. The applicant shall be required to pay in full any additional rental fees, cleaning, replacement,
repairs, damages or loss to park, facility or equipment to pre-event condition.
2. If additional rental time is added to the event, damage occurs or additional cleaning is necessary,
the applicant shall be invoiced and pay the outstanding balance within seven calendar days of the date
of the invoice.
3. The full rental fee is due 30 calendar days before scheduled use.
4. An application modification fee will be charged for any modifications after a permit has been
approved.
5. Permit applicants that have been approved in writing by the department director or designee may
be issued a key for access to off-site facilities:
• Applicant is responsible for securing the facility when leaving
• Applicant shall surrender the key upon demand by the department
• In the event a key is not returned to the department for any reason the applicant shall be
responsible for all costs related to re-keying the facility if necessary
• No duplication or sharing of keys is allowed
6. Applicant or Event Contact is responsible for the following clean up at the end of their event:
• Cleaning of all equipment used
• Cleaning of any counter areas used
• Cleaning and wiping of all tabletops used
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• Cleaning of any floor or carpet areas soiled or dampened
• Cleaning of the kitchen and all amenities used (i.e. refrigerator, stove, oven, sink, etc.)
• Putting all trash and recyclables in proper receptacles
• Removal of all equipment supplies, personal articles, displays, etc., immediately following clean up
7. Proper clean up shall be determined by the department, based upon the conditions of facility
report created before and after the event.
8. Minimal equipment (tables and chairs) is available for use in the facilities, but may not be removed
to any other location without prior written authorization by the department director or designee.
9. No alterations to or use of: duct, masking, or electrical tape, nails, staples, etc. are permitted in any
facility without written permission of the department director or designee.
10. Stagecoach, Calavera and Pine Ave. Community Centers/Gymnasiums:
• Gymnasium use will not be approved or allowed when other facilities are deemed more suitable for
the requested use
• No food, beverages, or hard sole shoes allowed
11. Scout groups in Carlsbad have first priority for use of Scout House, at no fee.
Scout troops must submit an application to the department. An approved permit is valid only from
September through June. If summer use is needed, a separate application must be submitted.
12. The throwing or use of confetti, birdseed, rice, silly string, etc. is prohibited. The use of hay and
straw will not be allowed except at Leo Carrillo Ranch Historic Park with written permission by the
department director or designee.
13. A two-hour minimum facility rental period is required, except with the written permission of the
department director or designee.
H. PARK PROCEDURES AND POLICIES
1. Designated group picnic areas and open space can be reserved by individuals, organizations or
businesses.
2. Hourly fees charged will be based on classification category and amount of time requested.
3. Organized events at parks will be charged an open space fee.
4. Park areas not reserved will be available for public use on a first come, first served basis.
5. No vehicles or trailers are permitted on grass, natural turf, or synthetic areas.
6. Car shows are not allowed on grass, natural turf, or synthetic turf areas. Car shows will be allowed
in authorized parking spaces at the park as designated by the department director or designee.
7. Only those businesses that have an approved permit and current City of Carlsbad business license
may operate their business in any park.
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8. Any "inflatable party jumps" (also known as jump houses, and bouncy houses)
set up in a park or facility must:
• Have an approved permit from the department
• Be provided by a vendor from the approved list of vendors on file with the City of Carlsbad
• Pay the permit fee for each inflatable party jump
• Only be set up in designated areas approved by department staff
• Use “quiet rated" gas generators where an electrical outlet is not available
• Place generators on a plywood board that is larger than the footprint of the generator
• Be no larger than 15 x 15 feet in diameter, except with the written permission of the department
director or designee
9. A limited number of inflatable party jumps will be approved per facility. Inflatable party jumps
without a permit must be taken down immediately.
10. City owned tennis courts may not be reserved and are available on a first come, first served basis
with the exception of organized tournament play at Carlsbad High School tennis courts.
• Commercial lessons are prohibited
• One set of singles or two sets of doubles may be played when others are waiting for court
availability
• Waiting players must remain in person at court desired
11. Tournament play is not allowed at Poinsettia, Calavera, Stagecoach, La Costa Canyon and Laguna
Riviera tennis courts.
12. Radio controlled/model aircraft use:
• Aircraft must meet the Academy of Model Aeronautics (AMA) definition of a “park flyer model"
• Pilots must be a current member in good standing of the AMA Park Flyers Program, and agree to
obey the AMA National Model Aircraft Safety Code
13. A two-hour minimum park rental is required except with the written permission of the department
director or designee.
I. PARK AND FACILITY RENTAL SPORTSMANSHIP PROGRAM CRITERIA
1. In order to promote the importance of good sportsmanship and ensure that Carlsbad parks &
recreation programs, parks and facilities are and will remain safe places to gather, all sports
organizations that request to use facilities are required to provide their membership with appropriate
sportsmanship training.
2. Prior to application approval, department staff will review the sportsmanship training programs
used by the applicant organizations for appropriateness.
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3. All organizations not promoting a sportsmanship program as part of its organizational activities
must sign and agree to abide by the City of Carlsbad Parks & Recreation Department Code of Conduct
prior to obtaining authorization to utilize parks or facilities.
J. ATHLETIC CAMPS/CLINICS PROCEDURES
1. An application and permit is required for any proposed athletic camp or clinic.
Applications for athletic field use during the summer months will be accepted from December 1st
through December 31st. Summer months are defined as June 15th through August 31st.
2. Permit approval is contingent on appropriate insurance being approved by the risk manager, and
rental fees and cleaning/damage deposit being paid.
3. For winter, spring and fall athletic camps or clinics, applications will be accepted one year in
advance of the requested date of the athletic camp or clinic.
4. Department staff will review requests and determine field assignments. If scheduling conflicts
occur, staff will contact organizations involved to work out a solution.
5. Athletic field assignments are not official until a permit has been approved and issued by the
department director or designee, and is returned to applicant.
K. LEO CARRILLO RANCH HISTORIC PARK APPLICATION PROCEDURES
1. Leo Carrillo Ranch is a national historic site and must be respected for its continued preservation.
2. Applicant must agree to sign and adhere to Leo Carrillo Ranch Historic Park facility rental pricing
guidelines and procedures.
L. SENIOR CENTER PROCEDURES
1. Limited seating re-configuration for dining room rentals will be considered. Set up for head tables
and buffet lines are acceptable.
2. Displayed decorations or pictures are not to be removed from dining room. Removal of any
decorations without prior written approval by senior center staff may result in the assessment of fees.
3. A two-hour minimum rental required except with written permission of department director or
designee.
M. ALGA NORTE PARK AQUATIC CENTER
1. Applicant must agree to adhere to Alga Norte Park Aquatic Center facility use regulations.
N. RESIDENT NONPROFIT ORGANIZATION USER CRITERIA
1. In order to qualify as resident nonprofit, nonpaid management user group, the organization must
meet all of the following criteria:
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•The organization must be registered as a nonprofit corporation with the State of California and be a
Carlsbad Chapter.
•In addition to the state nonprofit corporation status, the organization must provide the
department their Articles of Incorporation or Constitution and bylaws that clearly state that the
objective of the organization is of a nonprofit, noncommercial nature.
•Classification assignment for sports organizations utilizing athletic fields will be based on player
rosters, including player addresses, and the organization must have 70% of the players residing in
Carlsbad to qualify for resident nonprofit groups. Groups that do not have 70% of players residing
in Carlsbad will be placed into a lower priority category.
•Verification of Carlsbad residency is required.
•Board meeting minutes from the last three meetings.
ACTION
This Administrative Order becomes effective immediately.
Dated: ________________________________________
__________________________________________________
SCOTT CHADWICK
City Manager
City Hall
1200 Carlsbad Village Drive Carlsbad, CA 92008 760-434-2820 760-720-9461 fax www.carlsbadca.gov
Administrative Order 71(revised Oct. 17, 2018)
This order supersedes Administrative Order No. 71, dated Feb. 10, 2014
Date: October 2018
To: All City Departments
From: Scott Chadwick, City Manager
Subject: Park and Facility Use Policies and Procedures
Reference: Council Policy No. 28, CMC 11.32
A. PURPOSE AND BACKGROUND
1. To establish processes and procedures for the use of City of Carlsbad (city) parks and recreation
facilities (facility). Administrative Order 71 was created to implement policies and procedures for park
and facility use, and to provide services information to the public.
B. POLICY
1. There is a high demand for use of parks & recreation facilities for a wide variety of uses. The
following procedures have been established to guide staff and provide acceptable parameters for the
use of parks & facilities.
C. PARK AND FACILITY USE APPLICATION FOR RENTAL PERMIT
1. The Parks & Recreation Department (department) is responsible for the implementation of this
Administrative Order.
2. Park and facility use requests shall be submitted to the department on a City of Carlsbad Park and
Facility Use Application for Rental Permit (application) form available from the City's website at
(http://www.carlsbadca.gov/recreation) or by contacting the department directly.
3. Applications for use of parks and facilities, along with full rental payment or nonrefundable
application fee shall be required at the time of application submittal and may be pursuant to a
nonrefundable fee. The application and application/rental fees may be submitted in person or mailed to
any City of Carlsbad parks & recreation facility.
4. Applications are processed in the order received.
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5. Fees will be charged pursuant to the approved parks & recreation master fee schedule and by the
authority of the city manager.
6. Applications will be reviewed, categorized, and processed by the department.
7. A nonrefundable application fee or rental fee payment in full is required and is due at time of
application submittal.
8. The application fee will be applied to the total cost of the rental and will not be refunded if the
reservation is canceled. If the total rental fee is less than the amount of the application fee, the
difference will be refunded after the rental has occurred.
• Exception: resident nonprofit, unpaid management- where no fee is required
9. For user initiated cancellations, where rental fees were paid by personal check, a check processing
fee will be charged in addition to the nonrefundable application fee.
D. GENERAL APPLICATION PROCEDURES AND POLICIES
1. In the event of a cancellation less than 30 calendar days in advance of registration date the
applicant will forfeit all rental fees paid.
2. In the event of a cancellation (with the exception of Leo Carrillo Ranch which requires 90 calendar
days notice of cancellation) by the applicant 30 calendar days or more in advance, the applicant will
forfeit 50% or more of fees.
3. A "no show" fee will be assessed to resident nonprofit unpaid management
users that schedule a meeting room (rooms identified at no charge) and provide less than twenty-four
(24) hours notice of cancellation.
4. All checks and money orders for rental fees are to be made payable to the City of
Carlsbad.
5. Applications will be accepted for specific locations, dates, and times. Time requested must include
all set up and clean up time.All park and facility rentals will be charged for the total hours used,
including set up and clean up time.
6. Applications should be submitted at least 3014 calendar days in advance of the date requested. For
applications submitted less than 3014 calendar days in advance, these applications may be reviewed
and accommodated subject to:
• Facility and staffing availability; and,
• All other necessary approvals are obtained within the available time before the requested facility
use date
• Payment in full of all rental fees
7. Upon review of the application, department staff will determine if a certificate of liability insurance
will be required for the activity at the requested facility.
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8. Applications are accepted for the current calendar year. Applications for the upcoming year will be
accepted beginning December 1st of the year prior to the requested reservation date. Certain
exceptions to this subsection may be made by the department director or designee, depending on park
or facility scheduling and availability.
9. Applications for Leo Carrillo Ranch Historic Park will be accepted up to 2412 months in advance of
the requested reservation date. Exception: Applications for Leo Carrillo Ranch Historic Park will be
accepted up to 24 months in advance of the requested reservation date.
10. Safety Center Palowski and Fox meeting rooms are available for rental Monday through Friday 2
p.m. to 10 p.m., and Saturday 8 a.m. to 5 p.m.
11. In the event of a major city emergency, the Safety Center meeting rooms may need to be used by
city officials. Groups scheduled to use the rooms will be preempted during that time. A full refund of
application fee and rental fees, collected, or rescheduling of the canceled meeting will be arranged.
• Department personnel will process Safety Center meeting room applications no more than thirty
(30) calendar days in advance. Police, fire, and other city departments will have first priority to use the
conference rooms.
12. Facilities, with the exception of parks, Alga Norte Park Aquatic Center and the Monroe Street
Pool) will be closed on all city observed holidays. The Monroe Street Pool and Alga Norte Park Aquatic
Center will be closed only on Thanksgiving, Christmas, and New Year's Day.
13. An extra staffing fee is required for all recreation use outside of regular posted hours of operation
and when staff is needed to support the rental. See City of Carlsbad Facility Use Regulations for park and
facility operating hours.
14. Applications will be approved for specific rooms, park areas, athletic fields, and pool lanes
depending on group size, type of activity and availability. No activity shall be permitted or scheduled for
more than the maximum room or facility capacity.
15. The department may refuse an application, or deny to issue or cancel any rental permit ("permit").
Written notices of denial or cancellation, with an appropriate explanation, will be provided by the
department director or designee. Grounds for the denial of an application may include, but are not
limited to:
• Unsatisfactory prior use by applicant or organization
• Hazardous condition exists
• Application was submitted less than 30 calendar days in advance
• Nonpayment of application fee or rental fees by due date
• Higher priority activity taking place
• Groups that have previously not given timely cancellation notice of activity
• Applicant is under 18 years of age
• Special event permit application (when required) was submitted less than 90 calendar days in
advance
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• Refusal to consent to the special events committee's specific conditions or restrictions for the
event
• Failure to obtain a special event permit
• Failure to submit timely and acceptable insurance documents
16. The department reserves the right to limit the number of daily, weekly, or monthly park and facility
uses by any one group or organization so that the entire community may make use of the limited parks
and facilities available.
17. An approved permit issued by the department director or designee will be proof of a confirmed
reservation.
18. On the day of the park or facility rental and during the entire rental agreement period, applicant or
designated day of event contact person ("event contact”) must be present and have in their possession
a copy of:
• Facility use regulations
• Submitted application form
• Signed and approved permit
• Valid identification (driver's license, passport, military ID card)
• Special event permit, if required
19. If the applicant or event contact is not at the event or does not have copies of the items listed
above, the event may be terminated. Any financial investment or preparation for an event, prior to
permit approval, is solely at the applicant's risk.
20. For permits, the department director or designee may impose additional requirements on the
applicant as a condition of approval. These additional requirements may include, but are not limited to:
• Additional security guards
• Additional city staff
• Additional insurance or specialized insurance
• Special events permit application
• Proof of additional permits or licenses (e.g. Health Department or Alcoholic Beverage Control)
21. Costs incurred for additional imposed requirements shall be the sole responsibility of the applicant.
22. Upon notice of cancellation, or any financial obligations incurred by the city to accommodate the
applicant or event, the applicant will be invoiced and must pay the outstanding balance within seven
calendar days of the date of the invoice.
23. All groups must be under the direction or control of their own leadership. There must be at least
one adult present and responsible for each twenty minors and the minimum number of adults must be
present at all times. Minors are defined as those under the age of 18, except in the case where alcohol is
served, when minors are defined as those persons under the age of 21.
24. At the Alga Norte Park Aquatic Center and Monroe Street Pool, there must be at least one adult
present and responsible for each twenty minors on deck. For every eight children (age eight or younger)
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in the pool, there must be one adult in the pool and capable of swimming. Exceptions may be made with
written permission by the department director or designee.
25. Organization membership rosters may be used to assist in determining Carlsbad residency and the
appropriate classification category for the use of parks and facilities. Once the determination has been
made and approved by the department director or designee, the determination is final for that season
and the membership rosters will be returned to the organization.
26. All park and facility rentals will be charged for the total hours used, including set up and clean up
time.
E. INSURANCE REQUIREMENTS
1. The applicant shall provide evidence of commercial general liability insurance in a form acceptable
to the risk manager (and additional coverage(s) as appropriate for the activities of the park or facility
use), naming the City of Carlsbad as an additional insured, arid with a coverage amount to be
determined by the risk manager according to the size and risk factors of the event.
2. Commercial general liability insurance (GCL) including athletic participant coverage (where
applicable) with a minimum limit of $1million per occurrence is required. The athletic participant
coverage limit must be the same as the GCL, i.e., a lower sub-limit will not be accepted.
3. Commercial general liability insurance (GCL) including liquor liability coverage with a minimum limit
of $2 million per occurrence is required when an event includes alcohol. The liquor liability coverage
must be the same as the CGL, i.e., a lower sub-limit will not be accepted.
4. The risk manager may impose a higher amount for insurance depending upon additional risk
factors. This coverage must be primary, without contribution from the city.
5. An insurance checklist providing details to assist applicants with insurance requirements and
documents is provided with facility use applications.
F. APPEAL PROCEDURES FOR APPLICATION DENIAL OR REVOKED PERMIT
1. Any person, organization or group believing to have been aggrieved by decisions relating to any
action taken by department staff may appeal in writing with supporting documentation and within 10
calendar days of date the action was taken by staff to the Recreation Services Manager.
2. The Recreation Services Manager shall review the appeal and submission and obtain staff reports.
Thereafter, a written decision will be mailed to the appealing party within 15 calendar days.
3. That decision may be appealed in writing and within 10 calendar days from the date of the
Recreation Services Manager's decision to the department director. The department director shall
review the matter, together with all supporting documents, and issue a written decision within 15
calendar days following the receipt of a written request for an appeal. That written decision shall be
mailed to the appealing party.
4. The department director's decision is final.
I -
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G. FACILITY PROCEDURES AND POLICIES
1. The applicant shall be required to pay in full any additional rental fees, cleaning, replacement,
repairs, damages or loss to park, facility or equipment to pre-event condition.
2. If additional rental time is added to the event, damage occurs or additional cleaning is necessary,
the applicant shall be invoiced and pay the outstanding balance within seven calendar days of the date
of the invoice.
3. The full rental fee is due 30 calendar days before scheduled use.
4. An application modification fee will be charged for any modifications after a permit has been
approved.
5. Permit applicants that have been approved in writing by the department director or designee may
be issued a key for access to off-site facilities:
• Applicant is responsible for securing the facility when leaving
• Applicant shall surrender the key upon demand by the department
• In the event a key is not returned to the department for any reason the applicant shall be
responsible for all costs related to re-keying the facility if necessary
• No duplication or sharing of keys is allowed
6. Applicant or Event Contact is responsible for the following clean up at the end of their event:
• Cleaning of all equipment used
• Cleaning of any counter areas used
• Cleaning and wiping of all tabletops used
• Cleaning of any floor or carpet areas soiled or dampened
• Cleaning of the kitchen and all amenities used (i.e. refrigerator, stove, oven, sink, etc.)
• Putting all trash and recyclables in proper receptacles
• Removal of all equipment supplies, personal articles, displays, etc.,
immediately following clean up
7. Proper clean up shall be determined by the department, based upon the conditions of facility
report created before and after the event.
8. Minimal Department equipment (tables,and chairs, public address system, and kitchen supplies) is
available for use in the facilities, but may not be removed to any other location without prior written
authorization by the department director or designee.
9. No alterations to or use of: duct, masking, or electrical tape, nails, staples, etc. are permitted in any
facility without written permission of the department director or designee.
10. Stagecoach, and Calavera and Pine Ave. Community Centers/Gymnasiums:
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• Gymnasium use will not be approved or allowed when other facilities are deemed more suitable for
the requested use
• No food, beverages, or hard sole shoes allowed
• Floor cover will be in place for all events other than sports
11. Scout groups in Carlsbad have first priority for use of Scout House, at no fee.
Scout troops must submit an application to the department. An approved permit is valid only from
September through June. If summer use is needed, a separate application must be submitted.
12. The throwing or use of confetti, birdseed, rice, silly string, etc. is prohibited. The use of hay and
straw will not be allowed except at Leo Carrillo Ranch Historic Park with written permission by the
department director or designee.
13. A threetwo-hour minimum facility rental period is required, except with the written permission of
the department director or designee.
H. PARK PROCEDURES AND POLICIES
1. Designated group picnic areas and open space can be reserved by individuals, organizations or
businesses.
2. Hourly fees charged will be based on classification category and amount of time requested.
3. Organized events at parks will be charged an open space fee.
4. Park areas not reserved will be available for public use on a first come, first served basis.
5. No vehicles or trailers are permitted on grass, natural turf, or synthetic areas.
6. Car shows are not allowed on grass, natural turf, or synthetic turf areas. Car shows will be allowed
in authorized parking spaces at the park as designated by the department director or designee.
7. Only those businesses that have an approved permit and current City of Carlsbad business license
may operate their business in any park.
8. Any "inflatable party jumps" (also known as jump houses, and bouncy houses)
set up in a park or facility must:
• Have an approved permit from the department
• Be provided by a vendor from the approved list of vendors on file with the City of Carlsbad
• Pay the permit fee for each inflatable party jump
• Only be set up in designated areas approved by department staff
• Use “quiet rated" gas generators where an electrical outlet is not available
• Place generators on a plywood board that is larger than the footprint of the generator
• Be no larger than 15 x 15 feet in diameter, except with the written permission of the department
director or designee
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9. A limited number of inflatable party jumps will be approved per facility. Inflatable party jumps
without a permit must be taken down immediately.
10. City owned tennis courts may not be reserved and are available on a first come, first served basis
with the exception of organized tournament play at Carlsbad High School tennis courts.
• Commercial lessons are prohibited
• One set of singles or two sets of doubles may be played when others are waiting for court
availability
• Waiting players must remain in person at court desired
11. Tournament play is not allowed at Poinsettia, Calavera, Stagecoach, La Costa Canyon and Laguna
Riviera tennis courts.
12. Radio controlled/model aircraft use:
• Aircraft must meet the Academy of Model Aeronautics (AMA) definition of a “park flyer model"
• Pilots must be a current member in good standing of the AMA Park Flyers Program, and agree to
obey the AMA National Model Aircraft Safety Code
13. A threetwo-hour minimum park rental is required except with the written permission of the
department director or designee.
I. ATHLETIC FIELD PROCEDURES AND POLICIES
1. The City of Carlsbad has first priority in reserving use of athletic fields.
2. Community sports organizations that qualify as a resident nonprofit, nonpaid management group
are invited to the athletic field allocation meetings prior to their regular season. These meetings are held
typically in October- November and May- June each year (see nonprofit user criteria, section N).
3. All sports organizations not previously recognized as resident, nonprofit, nonpaid management
must comply with the department's nonprofit user criteria. This proof of nonprofit status needs to be
verified by the Department designee a minimum of 90 calendar days prior to the athletic field allocation
meeting.
4. All new and existing resident nonprofit sports organizations {"RNPSO") must complete the RNPSO
athletic field use application for field use 75 calendar days prior to the field allocation meeting.
5. A minimum of 215 registered participants {70% of which must be Carlsbad residents} per sport by
one governing association is required to constitute a league.
6. The department director or designee will determine athletic field allocations if league
representatives are unable to reach an agreement.
7. Thirty calendar days prior to the athletic field allocation meetings, community sports organizations
are required to submit their projected athletic field needs for their upcoming season. Projected athletic
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field needs should include preseason, opening day, practices, regular season games, and proposed
tournaments.
8. Baseball/softball organizations will have priority in the spring season: January 15-July 15; and
Soccer and Pop Warner football will have priority in the fall: July 16-January 14.
9. The department recognizes that many of the RNPSOs have both an organized competitive and
recreational level of play within their sports sections. In order to establish and maintain a resident
nonprofit, nonpaid management status all RNPSOs must have a minimum of 50% of its members and
league play devoted to a recreational level of play and be coached by volunteers. Organizations that
don't meet this percentage of recreational level of play will be assigned a lower priority category status.
10. All RNPSOs are required to submit their membership rosters 90 calendar days prior to the field
allocation meeting in order to prove residency status. Department staff uses the previous year's final
resident membership figures submitted by each organization to assist in determining the current year's
allocation of fields.
11. If a resident nonprofit, nonpaid management organization does not meet and maintain the 70%
residency requirement for participants; the group will be assigned a lower category status and charged
applicable fees for athletic field use.
12. Approved proof of liability insurance is required 30 calendar days prior to actual use of athletic
fields.
13. Requests to use a snack bar facility need to be submitted at the semiannual athletic field allocation
meetings. If the operation of the snack bar is subcontracted by the league to an outside business or
individual, then written permission from the league, a City of Carlsbad business license, and appropriate
liability insurance is required.
14. An additional fee will be assessed to each nonresident player on teams and resident nonprofit
organizations that reserve athletic fields in excess of 30 calendar days per season.
15. RNPSO has first priority for reserving athletic fields and use of the batting cage where applicable.
16. Resident nonprofit sports organization tournament.
• A resident organization tournament is defined by the department as a culminating event in which
multiple teams compete, and advance as they win their scheduled contests. There are tournaments
that are structured as culminating events to the end of a regular season as a means of establishing a
champion of a specific league. In this example, the same participants who participated throughout a
season are matched against each other in a playoff format. There are no athletes or teams participating
in this tournament that did not participate in a Carlsbad league during league play and there are no
additional entry fees charged for public attendance or for teams playing in the tournament.
17. Resident nonprofit sports organization host-invitational tournament
• An invitational tournament is interpreted by the department as a tournament that includes
athletes/teams of multiple organizations (resident or nonresident). The host resident organization will
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charge entry fees to participating teams in the tournament, but not for the public to attend. These
tournaments are often used as fundraisers or special events, and fees may be charged subject to the
department's master fee schedule.
18. Prior to approving a permit, the applicant will be required to provide evidence of insurance
covering tournament play.
J. PARK AND FACILITY RENTAL SPORTSMANSHIP PROGRAM CRITERIA
1. In order to promote the importance of good sportsmanship and ensure that Carlsbad parks &
recreation programs, parks and facilities are and will remain safe places to gather, all sports
organizations that request to use facilities are required to provide their membership with appropriate
sportsmanship training.
2. Prior to application approval, department staff will review the sportsmanship training programs
used by the applicant organizations for appropriateness.
3. All organizations not promoting a sportsmanship program as part of its organizational activities
must sign and agree to abide by the City of Carlsbad Parks & Recreation Department Code of Conduct
prior to obtaining authorization to utilize parks or facilities.
4. If organizations wanting to rent parks or facilities do not have active sportsmanship programs,
selected representatives of the organization will be required to attend a presentation on Carlsbad’s
Teaching Respect, Unity, and Sportsmanship through Teamwork ("T.R.U.S.T.") program. T.R.U.S.T.
promotes the philosophy of good sportsmanship which is actively embraced by the city in all of its
programming.
K. ATHLETIC CAMPS/CLINICS PROCEDURES
1. An application and permit is required for any proposed athletic camp or clinic.
Applications for athletic field use during the summer months will be accepted from December 1st
through December 31st. Summer months are defined as June 15th through August 31st.
2. During summer months, athletic fields may be reserved from 8 a.m. to 3:30p.m.
3. Permit approval is contingent on appropriate insurance being approved by the risk manager, and
rental fees and cleaning/damage deposit being paid.
4. For winter, spring and fall athletic camps or clinics, applications will be accepted six months one
year in advance of the requested date of the athletic camp or clinic.
5. Department staff will review requests and determine field assignments. If scheduling conflicts
occur, staff will contact organizations involved to work out a solution.
6. Athletic field assignments are not official until a permit has been approved and issued by the
department director or designee, and is returned to applicant.
L. LEO CARRILLO RANCH HISTORIC PARK APPLICATION PROCEDURES
11
1. Leo Carrillo Ranch is a national historic site and must be respected for its continued preservation.
2. Applicant must agree to sign and adhere to Leo Carrillo Ranch Historic Park facility rental pricing
guidelines and procedures.
M. SENIOR CENTER PROCEDURES
1. Senior Center is available for rental after 5 p.m., Monday through Friday, and after 8 a.m. on
Saturday and Sunday. On Friday and Saturday nights, facility rentals must end by 12 a.m., with a
departure time no later than 1a.m. Monday through Thursday and on Sundays, facility rentals must end
by 10 p.m., with a departure time not later than 11p.m.
2. Limited seating re-configuration for dining room rentals will be considered. Set up for head tables
and buffet lines are acceptable.
3. Displayed decorations or pictures are not to be removed from dining room. Removal of any
decorations without prior written approval by senior center staff may result in the assessment of fees.
4. A threetwo-hour minimum rental required except with written permission of department director
or designee.
N. ALGA NORTE PARK AQUATIC CENTER
1. Applicant must agree to adhere to Alga Norte Park Aquatic Center facility use regulations.
O. RESIDENT NON PROFIT ORGANIZATION USER CRITERIA
1. In order to qualify as resident nonprofit, nonpaid management user group, the organization must
meet all of the following criteria:
• The organization must be registered as a nonprofit corporation with the State of California and be a
Carlsbad Chapter.
• In addition to the state nonprofit corporation status, the organization must provide the
department their Articles of Incorporation or Constitution and bylaws that clearly state that the
objective of the organization is of a nonprofit, noncommercial nature.
• Classification assignment for sports organizations utilizing athletic fields will be based on player
rosters, including player addresses, and the organization must have 70% of the players residing in
Carlsbad to qualify for resident nonprofit groups. Groups that do not have 70% of players residing
in Carlsbad will be placed into a lower priority category.
• Verification of Carlsbad residency is required.
• Board meeting minutes from the last three meetings.
2. Nonprofit sports organizations requesting athletic field use are required to submit player rosters a
minimum of 90 calendar days prior to the field allocation meeting. The rosters must be verified by one
governing association (main chapter parent organization), which will be used to determine classification
status. These rosters must come from the governing organization and be signed by the league's board of
officers. Player addresses with a post office box number will not be accepted.
12
If governing organization does not exist, then staff will need temporary access to requesting
organizations online registration account to verify residency.
3. Department staff will return rosters once classification is determined. Once the classification
determination has been made by staff and approved by the department director, the decision is final.
4. The organization must submit the following documents:
• The documents identified in 0-1above.
• Financial verification of organization’s tax exemption from income tax returns/filings. Department
of the Treasury form 990 and 501(c) approved determination letter from the IRS is required, Application
for Recognition form 1023, and filed financial records from previous two years.
• A signed statement verifying item 1above. Sports organizations see numbers 3 and 4 above.
• A Carlsbad charter.
ACTION
This Administrative Order becomes effective immediately.
Dated: ________________________________________
___________________________________________________
KEVIN CRAWFORD
City Manager
Parks & Recreation Department
799 Pine Avenue, Suite 200 Carlsbad, CA 92008 760-434-2826
Memorandum
June 28, 2018
TO: League Representatives
FROM: Mike Pacheco, Recreation Services Manager
Kevin Granse, Recreation Area Manager
SUBJECT: Updated Athletic Field Procedures and Policies
We want to thank all of you who were able to attend the public workshop on May 30, 2018 to
discuss updates to the City of Carlsbad Athletic Field Procedures and Policies. We updated the
policy based on the comments and suggestions and have attached the new version of the policy
with tracked changes.
Please find attached the compiled survey results that indicate most of the responses to each
question were in between a three, which was “somewhat” and a five, which was “extremely”.
Please also find the answers to the questions we received from the survey.
The Parks & Recreation Department’s athletic field allocation process has proven over time to be a
fair and successful method of equitably scheduling resident nonprofit sports organizations (RNPSOs)
consisting of over 10,000 participants on thirty-three fields, over the course of the year. We feel
that overall, one of the main goals of the workshop and survey was accomplished, which was
identifying common ground.
Thank you for your dedication to providing youth sports in the City of Carlsbad. We look forward to
our continued collaboration.
If you have any questions, please don’t hesitate to contact us.
Attached: 1. DRAFT Athletic Field Allocation Updates (Tracked Changes)
2. Athletic Field Allocation Survey Results
3. Answers to Comments from Survey
c: Chris Hazeltine, Parks and Recreation Director
{'city of
Carlsbad
DRAFT
City of Carlsbad Parks & Recreation Department
Athletic Field Procedures and Policies
Purpose and Background
The purpose of this document is to clearly establish processes and procedures for the twice a year
distribution of athletic fields managed by the City of Carlsbad Parks & Recreation Department. The goal
of these processes and procedures is to ensure athletic fields are made available in a fair and consistent
manner and to encourage their use by Carlsbad residents engaged in recreational sports.
1. Priority of Field Users
A. City of Carlsbad leagues and activities have first priority in reserving use of athletic fields and
batting cages (where applicable).
B. Resident nonprofit, nonpaid management sports organizations that meet the minimum
criteria (see section 8XX for criteria) will have second priority. *
*An additional fee will be assessed to each nonresident player on teams and resident
nonprofit organizations that reserve athletic fields in excess of 30 calendar days per
season.
C. All other leagues may schedule field time based on availability.
2. Field Allocation Meetings
A. The twice-yearly field allocation meetings are open to all resident nonprofit sports
organizations.
B. Allocation meetings are held typically in October/November and May/June each year.
C. Organizations that have historically had access to fields will be considered. Historical
use is defined by a specific group’s field use history at a specific facilityResident
nonprofit sports organizations within their primary season will have first priority in
field allocations, with the understanding that historic use of fields and total
participation will be taken into consideration.
C.D. Fields shall be allocated proportionally depending on size of the organization.
D.E. Athletic fields not allocated to resident nonprofit sports organizations will be available
for rent by organizations (resident and nonresident) once the schedules are finalized.
E.F. Additional field space may become available near the beginning of each regular
season if organizations are able to return time they will not need. This is often done
after evaluations and once practice/game schedules are complete. Any unused field
time shall be returned to the Department so in may be made available to other
organizations. Returned field time is first made available to resident nonprofit sports
organizations who are in their primary season.
F.G. The format for these meetings is highly collaborative, and leagues are encouraged to
communicate directly with each other to establish the schedule that works the best
for all concerned.
{city of
Carlsbad
G.H. Department director or designee will determine athletic field allocations if league
representatives are unable to reach an agreement. Decisions made by the
Department director are final.
3. Seasons
A. The primary season is defined as one in which a sport traditionally holds its practices and
games. The Parks & Recreation Department recognizes that many sports have year-round
programming and need field space during both field distribution periods (spring/summer
and fall/winter).
B. Traditional “spring” sports that have met the minimum requirements to be constituted as a
league shall have priority in the spring, while traditional “fall” sports that have met the
minimum requirements to be constituted as a league shall have priority in the fall.
C. Historic scheduled use of athletic fields, regardless of season, will be taken into
consideration should there be growth by existing leagues or formation of new leagues.
Examples of traditional sports seasons: (not intended to be inclusive of all sports)
Traditional Spring/Summer
February 1 – July 31
Traditional Fall/Winter
August 1-January 30
Baseball Soccer
Softball Football
Lacrosse
4. Snack Bar
A. Requests to use a snack bar facility must be submitted at the field allocation meeting.
B. If the operation of the snack bar is subcontracted by the league to an outside business or
individual, written permission from the league, a City of Carlsbad business license and
appropriate liability insurance are required.
5. Tournaments
The following types of tournaments are allowed under the priority field allocation system. Prior
to approving a tournament, the league will be required to provide evidence of insurance
covering tournament play.
Resident Organization Tournament
A culminating event in which multiple teams compete and advance as they win their scheduled
contests, such as tournaments structured as culminating events to the end of a regular season
as a means of establishing a champion of a specific league. In this example, the same
participants who participated throughout a season are matched against each other in a playoff
format. No athletes or teams may participate in these tournaments that did not participate in a
Carlsbad league during league play, and no additional entry fees may be charged for public
attendance or for teams playing in the tournament.
Resident Organization Invitational Tournament
A tournament that includes athletes/teams of multiple organizations (resident or nonresident).
The host resident organization may charge entry fees to participating teams, but may not charge
for the public to attend. These tournaments are often used as fundraisers or special events, and
fees will be charged subject to the Parks & Recreation Department's master fee schedule.
6. Private Lessons
Private lessons are prohibited during time scheduled for resident nonprofit sports organizations
as part of the field allocation process. If organizations are found to be allowing promoting,
authorizing, or permitting private lessons during time scheduled, the Parks & Recreation
Department will assess commercial fees for this time. Ongoing violations to this policy may
result in loss of scheduled field space. Private lessons must be scheduled separately through the
Parks & Recreation Department and are pursuant to the master fee schedule.
7. Daytime Field Use
There is no charge for daytime field use by resident nonprofit sports leagues during their
primary seasons. A lighting charge will be assessed for all lighted field use pursuant to the Parks
& Recreation Department’s master fee schedule.
8. Resident Nonprofit Sports Organization Criteria
Only organizations meeting the criteria below and submitting the required documents by the
deadlines specified will be eligible to participate in the field allocation meeting.
A. Must be registered as a nonprofit corporation with the state of California and be a Carlsbad
chapter.
B. Must have a minimum of 215 registered league participants per sport during the previous
year’s primary season.
C. 70 percent of registered participants must be Carlsbad residents.
D. Organization must utilize volunteer coaches exclusively
E.D. At a minimum, 50 percent of registered participants and teams must be devoted to a
recreational level of play. Recreational play is defined as being coached exclusively by
volunteers (no paid coaches).
9. Submittal of Rosters
The following rules apply to the submittal of rosters:
A. Must submit player rosters from the previous year a minimum of 90 calendar days prior to
the field allocation meeting.
B. Must submit a current roster during the season.
C. Rosters must be verified by one governing association (main chapter parent organization)
D. Rosters must come from the governing organization and be signed by the league's board of
officers.
E. Player addresses with a post office box number will not be accepted.
F. If governing organization does not exist, Parks & Recreation Department staff will need
temporary access to requesting organization’s online registration account to verify
residency.
G. Parks & Recreation Department staff will return rosters once classification is determined.
Once the classification determination has been made by staff and approved by the
department director, the decision is final.
10. Required Documents
A. Articles of Incorporation or Constitution and bylaws that clearly state that the objective of
the organization is of a nonprofit, noncommercial nature.
B. Department of the Treasury form 990
C. 501(c) approved determination letter from the IRS
D. Application for Recognition form 1023
E. Filed financial records from previous two years
F. Team roster (as described above)
G. A Carlsbad charter
H. Minutes from past three board meetings
I. 30 calendar days prior to field allocation meeting: Athletic field use application and
Projected athletic field needs for upcoming season Projected athletic field needs should
include preseason, opening day, practices, regular season games and proposed
tournaments.
J. Approved proof of liability insurance
City of Carlsbad Parks & Recreation Department
Athletic Field Procedures and Policies
League Survey Results
1. Resident Nonprofit Sports Organization Criteria
Only organizations meeting the criteria below and submitting the required documents by the
deadlines specified will be eligible to participate in the field allocation meeting.
A. Must be registered as a nonprofit corporation with the state of California and be a Carlsbad
chapter.
B. Must have a minimum of 215 registered participants per sport during the primary season.
C. 70 percent of registered participants must be Carlsbad residents.
D. Organization must utilize volunteer coaches exclusively.
E. At a minimum, 50 percent of registered participants and teams must be devoted to a
recreational level of play.
1 = Not at all 3 = somewhat 5 = extremely
1 2 3 4 5 NA TOTAL
Is the updated policy clear? / /// / / 6
Is the updated policy fair? / // /// 6
How do you think the updated policy will
affect the field allocation process? /// / / / 6
Do you think the policy supports Park & Rec’s
goal of increased participation in sports and
wellness
/ / /// / 6
2. Priority of Field Users
A. City of Carlsbad leagues and activities have first priority in reserving use of athletic fields
and batting cages (where applicable).
B. Resident nonprofit sports organizations that meet the minimum criteria (see section XX for
criteria) will have second priority.*
*An additional fee will be assessed to each nonresident player on teams and resident
nonprofit organizations that reserve athletic fields in excess of 30 calendar days per
season.
C. All other leagues may schedule field time based on availability.
1 = Not at all 3 = somewhat 5 = extremely
1 2 3 4 5 NA TOTAL
Is the updated policy clear? / / /// / 6
Is the updated policy fair? /// // 6
How do you think the updated policy will
affect the field allocation process? // /// / / 6
Do you think the policy supports Park & Rec’s
goal of increased participation in sports and
wellness
/ /// / / 6
3. Seasons
1. The primary season is defined as one in which a sport traditionally holds its practices and
games. The Parks & Recreation Department recognizes that many sports have year-round
programming and need field space during both field distribution periods (spring/summer
and fall/winter).
2. Traditional “spring” sports that have met the minimum requirements to be considered a
league shall have priority in the spring, while traditional “fall” sports that have met the
minimum requirements to be constituted as a league shall have priority in the fall.
3. Historic scheduled use of athletic fields, regardless of season, will be taken into
consideration should there be growth by existing leagues or formation of new leagues.
1 = Not at all 3 = somewhat 5 = extremely
1 2 3 4 5 NA TOTAL
Is the updated policy clear? / / //// 6
Is the updated policy fair? / //// / 6
How do you think the updated policy will
affect the field allocation process? // /// / 6
Do you think the policy supports Park & Rec’s
goal of increased participation in sports and
wellness
/ //// / 6
4. Private Lessons
Private lessons are prohibited during time scheduled for resident nonprofit sports organizations
as part of the field allocation process. If organizations are found to be allowing private lessons
during time scheduled, the Parks & Recreation Department will assess commercial fees for this
time. Ongoing violations to this policy may result in loss of scheduled field space.
1 = Not at all 3 = somewhat 5 = extremely
1 2 3 4 5 NA TOTAL
Is the updated policy clear? / / // / / 6
Is the updated policy fair? / / / // / 6
How do you think the updated policy will affect
the field allocation process? // // / / 6
Do you think the policy supports Park & Rec’s
goal of increased participation in sports and
wellness
/ // / // 6
1
Answers to Comments from
Field Allocation Policy Update Survey
Resident Nonprofit Sports Organization Criteria
Comments from Survey
• Is it 215 per sport? A. Yes Educational nonprofits should have different criteria
• Some clarification is needed; Prioritize field allocation: 1. Primary season 2. Historic use 3. Number
of participants
• Should be a default for leagues that have been part of Carlsbad for many years regardless of
registered participants
• Do camps count towards numbers? How does city verify? What is recreational play?
A. We revised the language to registered “league” participants per sport during the previous
year’s primary season. Only league participants during primary season count towards 215.
City verifies by checking rosters (league rosters and team rosters once formed). Recreational
play is defined as that coached exclusively by volunteers. Recreational Play has always been
interpreted as this. Proposed updates to the administrative order are designed to clarify and
define.
• 215 needs to increase based on historic growth rate of Carlsbad. Only fair if policy is enforced and
followed by all. Should not be allowed at meeting if requirements are not met.
• Define how organizational criteria is vetted. Consider rules/standards/requirements of leagues for
practice times
A. All criteria is vetted by obtaining all proof of nonprofit status as identified in administrative
order 71. Participant numbers are vetted through review of rosters.
Priority of Field Users / Seasons
Comments from Survey
• Everyone said nonresident fee has never been enforced
A. Nonresident fees are always assessed for resident nonprofit sports organizations that utilize
fields more than 30 dates per year.
• Where do schools fit in? Told school needs to obtain time from youth groups after allocation
A. CUSD schools are provided access to joint use school fields as part of the Joint Use
Agreement between the City and CUSD. CUSD use of City fields is done so through historic
use.
• Define minimum criteria; 215 is too high – lower number to 100
A. 215 participants during primary season (70% Carlsbad residency).
• For HS sports teams that wish to use city fields, they should meet and follow same guidelines for
participation. If HS sports utilize field space provided by the city, as reciprocal program should be
in place so RNPSO can access HS fields at a reasonable rate.
{city of
Carlsbad
2
A. High School facilities are not part of joint use agreement.
• I hope you stick with this and give spring sports priority over soccer
• Define priority number 1; 1. Primary season 2. Historic use 3. Number of participants
• Consideration is the wrong word; football should be first for fall league
• Allocations need to be based on numbers regardless of season. Also need to keep in mind that
sports are year-round and allocations need to be considered.
• Consider numbers for issuing fields during all seasons! Allocations need to always be based on
numbers!
Private Lessons
Comments from Survey
• Good rule but hard to police. My interpretation is this: organizations should not book field time
under resident nonprofit guidelines and have paid coaches run private lessons
• Too difficult if not impossible to enforce. We look to city for a solution on this topic.
• A. We look to all groups to help police the practices of private lessons, as this cannot be done
by the City alone. The City does not have the resources to monitor all fields throughout all
hours of use. While resident nonprofit sports organizations have every right to ask an
individual conducting a private lesson to leave the field, we realize that not all would feel
comfortable doing that. In those situations, staff can be called to come and handle the issue.
The City encourages all users to do their part to manage their fields in fair and equitable way.
This includes not only the prohibition of private lessons, but also using fields in an efficient
manner so that all may have an opportunity to utilize the facilities.
• You can’t hold clubs/organization accountable for something way outside of their control
• City needs to revise
• A. We revised the language to “promoting, authorizing, or permitting”. We also added, “Private
lessons must be scheduled separately through the Parks & Recreation Department and are
pursuant to the master fee schedule.”
From:Mike Pacheco
To:Andrea Dykes
Cc:Chris Hazeltine
Subject:Council Summary
Date:Friday, December 01, 2017 2:54:00 PM
Meeting Date: November 28, 2017
Parties: Councilmember C. Schumacher; Marisa Lundstedt, Chief Operations Officer; Chris Hazeltine,
Parks & Recreation Director; Mike Pacheco, Recreation Services Manager; Kevin Granse, Recreation
Area Manager; Chris Scheriff, Carlsbad Youth Lacrosse President; John Gieson, lacrosse parent
Purpose: Carlsbad Youth Lacrosse (CYL) Athletic Field Allocations
Relevant Topics: Mr. Gieson emailed City Council asking for their assistance with the athletic field
allocations process and offered to meet with any of the councilmembers to discuss the problem. As
a newly recognized league, lacrosse expressed concern about the amount of athletic fields
allocated for the upcoming spring season, specifically requesting synthetic turf. Staff work with
user groups twice per year to schedule field space, which is consistent with Administrative Order
#71. CYL was thanked for expressing their concerns.
Outcomes: This meeting was informational, and as always Parks & Recreation will look to
accommodate users.
Mike Pacheco
Recreation Services Manager
City of Carlsbad
799 Pine Avenue, Suite 200
Carlsbad, CA 92008-2428
www.carlsbadca.gov
760-434-2858 | 760-434-5088 fax | mike.pacheco@carlsbadca.gov
Facebook | Twitter | You Tube | Flickr | Pinterest |Enews
{s:ityof
Carlsbad
From:Jennifer Marinov
To:Council Archive
Cc:Kevin Crawford; Celia Brewer; Marisa Lundstedt
Subject:CC Inquiry Response
Date:Friday, January 05, 2018 5:37:38 PM
Attachments:image001.gif
Inquiry: Over the past several months, the City Council received inquiries regarding field
allocations for Carlsbad Youth Lacrosse (CYL).
Issue: CYL expressed concerns about limited access to turf fields during the 2018 spring
season. CYL feels the field allocation process is unfair, and provides preferential fields and
times to LA Galaxy San Diego Soccer Club.
Response: The resident youth athletic field allocation process has proven to be very
successful over the years, and relies mainly on cooperation from all league representatives.
Based on past experience, staff believes the current proposal for field allocations provides a
fair amount of space for all organizations. LA Galaxy San Diego does not have access to all
synthetic turf fields in Carlsbad. Synthetic turf fields are also used by resident youth leagues,
baseball, softball, and football throughout the year. In addition, a variety of organizations
access synthetic turf fields through the rental process.
LA Galaxy San Diego is not a new organization to Carlsbad. Over the past twenty years, the
soccer club has operated as the same non-profit organization but with different names:
Carlsbad Soccer Club, Carlsbad Lightning Soccer Club and Carlsbad United Soccer Club.
The process of field allocations is always fluid. Although the final field allocations may not be
ideal for all, the allocations generally satisfy each organization’s requests and allow for a
successful season. Staff will continue to work with CYL to help ensure the program has a
successful year. It is expected that some of CYL’s requests will be realized during the 2018
spring season. Moving forward, staff will review and update field allocation policies and
procedures (Admin Order #71) to ensure the process meets the current needs and trends of
the community.
Action Taken: Parks & Recreation staff has responded to all inquiries, and will continue to
provide information to individuals inquiring about CYL.
Bcc: City Council Members
Email Logo
Jennifer Marinov
From:Trevor Shelton
To:Kevin Granse
Cc:Jeffrey Boyle; Mike Pacheco
Subject:Re: Administrative Order No. 80: Athletic Field Procedures and Policies
Date:Wednesday, July 18, 2018 4:10:41 PM
Kevin,
This is very helpful. I appreciate you taking the time to put together such a thoughtfulresponse. I hope to catch-up soon.
Best,
Trevor
On Wed, Jul 18, 2018 at 1:46 PM, Kevin Granse <Kevin.Granse@carlsbadca.gov> wrote:
Sorry I missed your call Trevor. Let me try to address your concerns:
Regarding your concern about the “profiting”, any camps and clinics (or private lessons)
that are not part of the season are required to pay fees pursuant to the Department’s masterfee schedule at a time that is not part of the allocation. Camps/clinics are requested
separately and fees are applied. Regarding the paid coaches, 50% of the league must becoached exclusively by volunteers. If the 50% threshold is viewed as too low, that thought
wasn’t shared at the meeting from what I’m seeing in the notes (perhaps I am overlookingit).
As for the proportional allocation, I don’t believe that will have any impact on baseball and
their needs/use. The reason I say this is because in the Spring, when it is baseball season,both leagues (plus softball) have priority wouldn’t be displaced by another sport. The only
time in would be a factor would be if baseball group A had a larger program than baseballgroup B – in that case, group A would be allocated more based on their needs (let me know
if that is confusing).
I believe this addresses your concerns – if I missed something let me know. We don’tanticipate changing anything further at this point, as this draft is what we will be sending for
City Manager.
Thanks again for your work with CYB, and advocacy on behalf of the sports organizationsin Carlsbad.
Kevin
From: Trevor Shelton [mailto:trevorshelton@gmail.com]
Sent: Tuesday, July 17, 2018 5:42 PMTo: Kevin Granse <Kevin.Granse@carlsbadca.gov>
Cc: Jeffrey Boyle <jgboyle79@hotmail.com>Subject: Re: Administrative Order No. 80: Athletic Field Procedures and Policies
Hi Kevin,
Thank you for sending this over. If you could please keep Jeff Boyle and myself copied on
behalf of CYB and remove Jeff Johnson and Brian Kennedy, that would be appreciated.
I know you were tied up last week but I was giving you a call to discuss this revised versionand tried you again this afternoon. Specifically I am still very concerned that quasi-non-
profit organizations are being allocated field time on a priority basis then profiting (to paycoaches, run camps, etc.) off of that priority allocation. To me this fundamentally runs afoul
of the intent of the field allocation policy and I know many of the other truly non-profitsports organizations share this same sentiment. Specifically, the 50% threshold for paid
coaches is too low as it allows folks to field a limited number of recreational teams (with noregard to amount of time that those teams are utilizing) then block off a significant amount
of time for non-recreational teams. I am also concerned with the insertion of the languagethat states that "fields shall be allocated proportionally depending on the size of the
organization". This inherently harms sports such baseball that require larger field space ortake into account the intended use of the various fields.
I do very much appreciate your hard work and know you are caught between a number of
parties' interests here, but thought it was important to put this out there before the newpolicy was officially signed. I am not sure if we are able to change anything further at this
time but wanted to at least take one more try before things were officially finalized.
Thank you again for everything that you do on behalf of the City and our residents (it reallyis appreciated).
-Trevor
On Tue, Jul 17, 2018 at 4:46 PM, Kevin Granse <Kevin.Granse@carlsbadca.gov> wrote:
Good afternoon league representatives,
Please find attached the final version of the athletic field procedures and policies that willbe getting signed by the City Manager. The document was formatted to Roman numerals
to be consistent with other administrative orders.
We want to thank all of you again for the collective input we received. If you have anyquestions, please don’t hesitate to contact us.
Please confirm that you have received a copy of this final version of the athletic field
procedures and policies.
Thank you,
Kevin Granse
Kevin Granse
Recreation Area Manager
City of Carlsbad
2997 Glasgow Dr.
Carlsbad, CA 92010
760-602-4691
{city of
Carlsbad
Kevin.Granse@carlsbadca.gov
From:Ryan Gold
To:Kevin Granse; skye@lagalaxysd.com
Subject:Re: Administrative Order No. 80: Athletic Field Procedures and Policies
Date:Wednesday, July 18, 2018 5:57:19 AM
Confirmed. Thanks Kevin.
On Jul 17, 2018, at 4:46 PM, Kevin Granse <Kevin.Granse@carlsbadca.gov> wrote:
Good afternoon league representatives,
Please find attached the final version of the athletic field procedures and policies that
will be getting signed by the City Manager. The document was formatted to Roman
numerals to be consistent with other administrative orders.
We want to thank all of you again for the collective input we received. If you have any
questions, please don’t hesitate to contact us.
Please confirm that you have received a copy of this final version of the athletic field
procedures and policies.
Thank you,
Kevin Granse
<image001.gif>
Kevin Granse
Recreation Area Manager
City of Carlsbad
2997 Glasgow Dr.
Carlsbad, CA 92010
760-602-4691
Kevin.Granse@carlsbadca.gov
<Administrative Order No. 80 - Athletic Field Procedures and Policies.pdf>
From:Don Collins
To:Kevin Granse
Subject:RE: Administrative Order No. 80: Athletic Field Procedures and Policies
Date:Wednesday, July 18, 2018 4:26:48 PM
Hi Kevin,
I appreciate you passing this along and including us in the conversation.
I would like to follow up with you on the idea you proposed about using one of the fields at
stagecoach park for our baseball team next spring. Please let me know when you have some time to
meet and discuss.
Thank you,
Don
From: Kevin Granse [mailto:Kevin.Granse@carlsbadca.gov]
Sent: Tuesday, July 17, 2018 4:47 PM
To: Skye O'Grady <skye@lagalaxysd.com>; Ryan Gold <ryan.gold@sduhsd.net>;
tcaruso760@yahoo.com; Kurt Ergene <kurtergene@hotmail.com>; Jeff Johnson
<jeffjcyb@gmail.com>; Brad Dain <dainba@gmail.com>; Shane Cobb <shane@thepfdgroup.com>;
Vice President, LC35AC <VP@lc35ac.org>; Steve Collo <dadcollo@aol.com>; Bryan Gonzales
<bg@gonzalesquire.com>; Brian Kennedy <bkennedy3323@gmail.com>; Hallie Thompson
<halliemiller@gmail.com>; Chris Scheriff <chrisscheriff@gmail.com>; wcmoyer@yahoo.com; Bob
Clary <rpclary@cox.net>; John Martin <jmartin@stpaddys.org>; Don Collins
<DCollins@PacificRidge.org>; Christina Thomas <cpwprezct@gmail.com>; Scott Tucker
<b_s_tucker@yahoo.com>; Nccfnl Football Commissioner <nccfnl@gmail.com>;
richlong26@gmail.com; DiGiulio, Kari <kari.digiulio@sduhsd.net>; cleighton@carlsbadusd.net; Guy
Sabala <guy@gsdreamscaping.com>; Amanda Waters <awaters@carlsbadusd.net>;
trevorshelton@gmail.com
Cc: Mike Pacheco <Mike.Pacheco@carlsbadca.gov>; Steve Herrera <Steve.Herrera@carlsbadca.gov>
Subject: Administrative Order No. 80: Athletic Field Procedures and Policies
Good afternoon league representatives,
Please find attached the final version of the athletic field procedures and policies that will be getting
signed by the City Manager. The document was formatted to Roman numerals to be consistent with
other administrative orders.
We want to thank all of you again for the collective input we received. If you have any questions,
please don’t hesitate to contact us.
Please confirm that you have received a copy of this final version of the athletic field procedures and
policies.
Thank you,
Kevin Granse
email logo (2)
Kevin Granse
Recreation Area Manager
City of Carlsbad
2997 Glasgow Dr.
Carlsbad, CA 92010
760-602-4691
Kevin.Granse@carlsbadca.gov
From:John Martin
To:Kevin Granse
Subject:Re: Administrative Order No. 80: Athletic Field Procedures and Policies
Date:Wednesday, July 18, 2018 6:48:32 AM
Thank you, Kevin. We are in receipt.
On Tue, Jul 17, 2018 at 4:46 PM, Kevin Granse <Kevin.Granse@carlsbadca.gov> wrote:
Good afternoon league representatives,
Please find attached the final version of the athletic field procedures and policies that will be
getting signed by the City Manager. The document was formatted to Roman numerals to beconsistent with other administrative orders.
We want to thank all of you again for the collective input we received. If you have any
questions, please don’t hesitate to contact us.
Please confirm that you have received a copy of this final version of the athletic fieldprocedures and policies.
Thank you,
Kevin Granse
email logo (2)
Kevin Granse
Recreation Area Manager
City of Carlsbad
2997 Glasgow Dr.
Carlsbad, CA 92010
760-602-4691
Kevin.Granse@carlsbadca.gov
From:Amanda Waters
To:Kevin Granse
Subject:Re: Administrative Order No. 80: Athletic Field Procedures and Policies
Date:Wednesday, July 18, 2018 2:42:10 PM
Thanks Kevin!
Amanda
On Tue, Jul 17, 2018 at 4:46 PM Kevin Granse <Kevin.Granse@carlsbadca.gov> wrote:
Good afternoon league representatives,
Please find attached the final version of the athletic field procedures and policies that will begetting signed by the City Manager. The document was formatted to Roman numerals to be
consistent with other administrative orders.
We want to thank all of you again for the collective input we received. If you have anyquestions, please don’t hesitate to contact us.
Please confirm that you have received a copy of this final version of the athletic field
procedures and policies.
Thank you,
Kevin Granse
email logo (2)
Kevin Granse
Recreation Area Manager
City of Carlsbad
2997 Glasgow Dr.
Carlsbad, CA 92010
760-602-4691
Kevin.Granse@carlsbadca.gov
-- Amanda Waters RAA
Athletic Director/TeacherCarlsbad High School
(760) 331-5196 (office)awaters@carlsbadusd.net
www.carlsbadathletics.com
Follow me on Facebook!
Athletic Director Page!
https://www.facebook.com/groups/607624566018408/
Go Lancers!!
From:Tony Caruso
To:Kevin Granse
Cc:Adam Althouse; Kurt Ergene
Subject:Re: Administrative Order No. 80: Athletic Field Procedures and P
Date:Tuesday, July 17, 2018 6:07:48 PM
Kevin...got it. Thx.
Sent from Yahoo Mail on Android
On Tue, Jul 17, 2018 at 4:46 PM, Kevin Granse
<Kevin.Granse@carlsbadca.gov> wrote:
Good afternoon league representatives,
Please find attached the final version of the athletic field procedures and policies that will be
getting signed by the City Manager. The document was formatted to Roman numerals to be
consistent with other administrative orders.
We want to thank all of you again for the collective input we received. If you have any questions,
please don’t hesitate to contact us.
Please confirm that you have received a copy of this final version of the athletic field procedures
and policies.
Thank you,
Kevin Granse
email logo (2)
Kevin Granse
Recreation Area Manager
City of Carlsbad
2997 Glasgow Dr.
Carlsbad, CA 92010
760-602-4691
Kevin.Granse@carlsbadca.gov
Geoff Patnoe
From:
Sent:
To:
Cc:
Subject:
Hi Mike, & Kevin,
Gieson, John J. <John.J.Gieson@usdoj.gov>
Tuesday, June 11, 2019 10:42 AM
Mike Pacheco
Kevin Granse; Chris Scheriff
Meeting Request
Attachment B
Would you guys be available next week to meet? [Tuesday-Wednesday-or Thursday] around 4:30 p.m. We would like
to present our plans for next year [We have merged with a local girls Lacrosse club] and want to make sure we are
adhering to and qualify under the new Ad min rules.
Thanks
John
1
Jan.28,2022
Carlsb~d Youth Lacrosse
Board of Directors
6965 El Camino Real Ste. 105-154
Carlsbad, CA 92009
Dear Carlsbad Youth Lacrosse Board of Directors:
·{ City of
Carlsbad
Attachment C
The criteria for meeting Resident Nonprofit Sports Organization (RNPSO) status in the City of
Carlsbad is detailed in the city's Administrative Order (AO) #80, Athletic Field Allocation
Procedures and Policies (attached). Specifically, the Policy Section states:
VIII. Resident Nonprofit Sports Organization Criteria
Only organizations m~eting the criteria below and submitting the required documents by
the deadlines specified will be eligible to participate in the field allocation meeting.
A Must be registered as a nonprofit corporation with the state of California ahd be a
Carlsbad chapter.
B. Must have a minimum of 215 registered league participants per sport during the
previous year's primary season.
C. 70 percent of registered participants must be Carlsbad residents.
D. At a minimum, 50 percent of registered participants and teams must be devoted to a
recreational level of play. Recreational play is defined as being coached exclus)vely
by volunteers (no paid coaches).
Over two years ago, Carlsbad Youth Lacrosse (CYL) indicated it had merged with North Coast
Storm in order to meet the criteria required in AO #80, Subsection VIII., to be eligible for field
allocations as a RNPSO. City staff presumed CYL had executed a formal merger agreement with
North Coast Storm and were including in its rosters all participants from both nonprofit
organizations, merged into a single nonprofit organization. However, in order for a merger to
be valid, two legally established nonprofit organizations must execute a formal merger
agreement (Corporate Code Section 6010-6014).
It is now City staff's understanding that CYL and North Coast Storm did not execute a formal
merger and CYL has been including a portion of North Coast Storm participants on its total
participant rosters in order to meet the requirement that 70 percent of registered participants
be Carlsbad residents. In addition, the rosters that were submitted to city staff as part of the
Parks & Recreation
799 Pine Avenue I Carlsbad, CA 92008 I 760-434-2826 t
Carlsbad Youth Lacrosse
Jan. 28, 2022
Page 2
ongoing field allocation procedures have excluded North Coast Storm participants playing in
other cities.
Recently, city staff conducted on line research for the formal merger agreement between CYL
and North Coast Storm, and was unable to locate it .. City staff then advised CYL of this research
and requested a copy of the merger agreement. Last week, CYL acknowledged that a formal
merger agreement between CYL and North Coast Storm had never been executed and that
North Coast Storm participants playing in other cities were not being included in the CYL
rosters. Therefore, CYL was in fact not eligible for field allocations as a RNPSO.
City staff does recognize that the Spring 2022 season is about to commence, and CYL
participants, parents and coaches are anticipating using city fields. While CYL has not yet-
demonstrated that it alone (as a non-merged organization) is eligible for field allocations as a
RNPSO under AO #80, city staff did previously allocate fields to CYL -under the presumption
that a formal merger agreement had been executed and the rosters that were submitted for
North Coast Storm included participants playing in other cities. Due to the fact participants
have already registered for the Spring 2022 season, city staff will stand by the field allocations
that have been communicated to CYL.
However, in order for CYL to be eligible to participate in any future field allocation procedures
as a RNPSO, it must submit either [l] CYL participant rosters that meet the participant levels
required in AO #80, Subsections VIII., without the benefit of counting North Coast Storm
participants, or [2] a fully executed formal merger agreement between CYL and North Coast
Storm, along with all participant rosters, which includes participants playing in other cities, in
order to meet the required criteria in AO #80, Subsection VIII. After the Spring 2022 season,
CYL will not be eligible for field allocations as a RNPSO, unless one of these two actions is
completed and verified by city staff.
In the case of action [2] above, documentation for the merged nonprofit organization must be
submitted in accordance with the procedures detailed in AO #80. Specifically, the Policy
Section states:
X. Required Documents
A. Articles of Incorporation or Constitution and bylaws that clearly state that the
objective of the organization is of a nonprofit~ noncommercial nature.
B. Department of the Treasury form 990.
C. S0l(c) approved determination letter from the IRS.
D. Application for Recognition form 1023.
E. Filed financial records from previous two years.
F; Team roster (as described above).
G. A Carlsbad charter.
H. Minutes from past three board meetings.
j
L
! r t f
'
Carlsbad Youth Lacrosse
Jan. 28, 2022.
Page 3
I. 30 calendar days prior to field allocation meeting: Athletic field use application and
Projected athletic field needs for upcoming season. Projected athletic field needs
should include preseason, opening day, practices, regular season games and
proposed tournaments.
J: Approved proof of liability insurance
The next available field allocation season will be Fall 2022. As a reminder, AO #80 requires Fall
player rosters be submitted from the previous year a minimum of 90 calendar days prior to the
field allocation meeting. The Fall 2022 field allocation meeting will be held by the end of June
2022. RNSPO participant rosters must be submitted in accordance with the procedures
detailed in AO #80. Specifically, the Policy Section states:
IX. Submittal of Rosters
The following rules apply to the submittal of rosters:
A. Must submit player rosters from the previous year a minimum of 90 calendar days
prior to the field allocation meeting.
B. Must submit a current roster during the season. .
C. Rosters must be verified by one governing association {main chapter parent
organization).
D. Rosters must come from the governing organization and be signed by the league's
board of officers.
E. Player addresses with a post office box number will not be accepted.
F. If governing organization does not exist, Parks & Recreation Department staff will
need temporary access to requesting organization's online registration account to
verify residency.
G. Parks & Recreation Department staff will return rosters once classification is
determined. Once the classification determination has been made by staff and
approved by the department director, the decision is final.
Should you have any questions regarding this determination, please call me at 760-434-2858.
s~tJf~
Mike Pacheco
Recreation Services Manager
Attachment: Administrative Order #80, Athletic Field Allocation Procedures and Policies
cc: Geoff Patnoe, Assistant City Manager
Gary Barberio, Deputy City Manager
Kyle Lancaster, Parks & Recreation Director
Allegra Frost, Deputy City Attorney
I
{cityof
Carlsbad
Administrative Order No. 80
This order supersedes Administrative Order No. 80, dated Nov. 27, 2018
Date: Jan. 2, 2020
To: All City Departments
From: Scott Chadwick, City Manager
Subject: ATHLETIC FIELD ALLOCATION PROCEDURES AND POLICIES
PURPOSE:
The purpose of this Administrative Order is to clearly establish processes and procedures for
allocating use of athletic fields managed by the City of Carlsbad Parks & Recreation Department. The
goal of these processes and procedures is to ensure athletic fields are made available in a fair a!ld
consistent manner and to encourage their use by Carlsbad residents engaged in recreational sports.
POLICY:
I. Priority of Field Users
A. City of Carlsbad leagues and activities have first priority in reserving use of athletic fields
and batting cages (where applicable).
B. Resident nonprofit, non paid management sports organizations that meet the minimum
criteria (see section VIII for criteria) have second priority. *
*An additional fee will be assessed to each nonresident player on teams and resident
nonprofit organizations that reserve athletic fields in excess of 30 calendar days per
season.
C. Carlsbad-based schools have third priority. **
**CUSD has first priority on CUSD joint use fields.
D. All other leagues may schedule field time based on ava ilabjlity.
II. Field Allocation Meetings
A. The twice-yearly field allocation meetings are open to all resident nonprofit sports
organizations.
B. Allocation meetings are held typically in October/November and May/June each year.
C. Resident nonprofit sports organizations within their primary season will have first
priority in field allocations, with the understanding that historic use of fields and
total pa rticipation will be taken into consideration.
D. Fields shall be allocated proportionally depending on size of the organization.
E. Athletic fields not allocated to resident nonprofit sports organizations will be
available for rent by organizations (resident and nonresident) once the schedules
are finalized.
F. Additional field space may become available near the beginning of each regular
season if organizations are able to return time they will not need. This is often
done after evaluations and once practice/game schedules are complete. Any
unused field time shall be returned to the Department so it may be.made available
City Hall
1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 I 760-720-9461 fax I www.carlsbadca.gov
to other organizations. Returned field time is first made available to resident
nonprofit sports organizations who are in their primary season.
G. The format for these meetings is highly collaborative, and leagues are encouraged
to communicate directly with each other to establish the schedule that works the
best for all concerned.
H. Department director or designee wjll determine athletic field allocations if league
representatives are unable to reach an agreement. Decisions made by the
Department director are final.
Ill. Seasons
A. The primary season is defined as one in which a sport traditionally holds its practices and
games. The Parks & Recreation Department recognizes that many sports have year-
round programming and need field space during both field distribution periods
(spring/summer and fall/winter) ..
B. Traditional "spring" sports that have met the minimum requirements to be constituted
as a league sh.all have priority in the spring, while traditional "fall" sports that have met
the minimum requirements to be constituted as a league shall have priority in the fall.
C. Historic scheduled use of athletic fields, regardless of season, will be taken into
consideration should there be growth by existing leagues or formation of new leagues.
Examples of traditional sports seasons: (not intended to be inclusive of all sports)
Traditional Spring/Summer Traditional Fall/Winter
Feb. 1-July 31 Aug. 1-Jan. 30
Baseball Soccer
Softball Football
Lacrosse
IV. Snack Bar
A. Requests to use a snack bar facility must be submitted at the field allocation meeting.
B. If the operation of the snack bar is subcontracted by the league to an outside business or
individual, written permission from the league, a City of Carlsbad business license and
appropriate liability insurance are required.
V. Tournaments
The following types of tournaments are allowed under the priority field allocation system.
Prior to approving a tournament, the league will be required to provide evidence of insurance
covering tournament play.
Resident Organization Tournament
A Resident Organization Tournament is defined as a culminating event in which multiple
. teams compete and advance as they win their scheduled contests, such as tournaments
structured as culminating events to the end of a regular season as a means of establishing a
champion of a specific league. In this example, the same participants who participated
throughout a season are matched against each other in a playoff format. No athletes or teams
may participate in these tournaments that did not participate in a Carlsbad league during
league play, and no additional entry fees may_be charged for public attendance or for teams
playing in the tournament.
2
Resident Organization Invitational Tournament
A Resident Organization Invitational Tournament is defined as a tournament that includes
athletes/teams of multiple organizations (resident or n·onresident). The host resident
organization may charge entry fees to participating teams, but may not charge for the public
to attend. These tournaments are often used as fund raisers or special events,· and fees will be
charged subject to the Parl<s & Recreation Department's master fee schedule.
VI. Private Lessons
Private lessons are prohibited during time scheduled for resident nonprofit sports
organizations as part of the field allocation process. If organizations are found to be
promoting, authorizing, or permitting private lessons during time scheduled, the Parks &
Recreation Department will assess commercial fees for this time. Ongoing violations to this
policy may result in loss of scheduled field space. Private lessons must be scheduled
separately through the Parks & Recreation Department and are subject to the master fee
schedule.
VII. Daytime Field Use
There is no cparge for daytime field use by resident nonprofit sports leagues during their
primary seasons. A lighting charge will be assessed for all lighted field use pursuant to the
Parks & Recreation Department's master fee schedule.
VIII, Resident Nonprofit Sports Organization Criteria
Only organizations meeting the criteria below and submitting the required documents by the
deadlines specified will be eligible to participate in the field allocation meeting.
A. Must be registered as a nonprofit corporation with the state of California and be a
Carlsbad chapter.
B. Must have a minimum of 215 registered league participants per sport during. the
previous year's primary season.
C. 70 percent of registered participants must be Carlsbad residents.
D.. At a minimum, 50 percent of registered participants and teams must be devoted to a
recreational level of play. Recreational play is defined as being coached exclusively by
volunteers (no paid coaches).
IX. Submittal of Rosters
The following rules apply to the submittal of rosters:
A. Must submit player rosters from the previous year a minimum of 90 calendar days wior
to the field allocation meeting.
B. Must submit a current roster during the season.
C. Rosters must be verified by one governing association (main chapter parent
organization)
D. Rosters must come from the governing organization and be signed by the league's board
of officers.
E. Player addresses with a post office box number will not be accepted.
F. If governing organization does not exist, Parks & Recreation Department staff will need
temporary access to requesting organization's on line registration account to verify
residency.
3
X.
G. Parks & Recreation Department staff will return rosters once classification is determined.
Once the classification determination has been made by staff and approved by the
department director, the decision is final ..
Required Documents
A. Articles of Incorporation or Constitution and bylaws that clearly state that the objective
of the organization is of a nonprofit, noncommercial nature.
B. Department of the Treasury form 990
C. 501(c) approved determination letter from the IRS
D. Application for Recognition form 1023
E.
F.
G.
Filed financial records from previous two years
Team roster (as described above)
A Carlsbad charter
H. Minutes from past three board meetings
I. 30 calendar days prior to field allocation meeting: Athletic field use application and
Projected athletic field needs for upcoming season Projected athletic field needs should
include preseason, opening day, practices, regular season games and proposed
tournaments.
J. Approved proof of liability insurance
inistrative Order is effective immediately.
2D
City Manager
4