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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 CM ✓ACM V DCM (3) v 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 {'city of Carlsbad Page 2 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 Page 3 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. {city of Carlsbad 2 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 3 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. 4 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. e . . . {city of Carlsbad 2 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. 3 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. 4 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. 5 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 6 • 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. 7 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. 8 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: 9 •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. e . . {city of Carlsbad 2 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. 3 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 4 • 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) 5 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 - 6 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: 7 • 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 8 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 9 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 10 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