HomeMy WebLinkAbout2021-056 - Approving the Athletic Facility Reservation PolicyRESOLUTION NO. 2021-056
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA ANA APPROVING THE ATHLETIC
FACILITY RESERVATION POLICY
WHEREAS, use of City parks and athletic facilities should be prioritized for use by
City residents;
WHEREAS, the City's athletic facilities are widely used by many youth and adult
sports organizations and the City has received complaints over the years about the way
in which facility reservations were handled;
WHEREAS, the City of Santa Ana Parks, Recreation & Community Services
Agency ("PRCSA") has determined that, adoption of an Athletic Facility Reservation
Policy is the most fair, equitable, and transparent way for the PRCSA to handle access
to the City's public athletic facilities and provide guidance for City staff and the public on
access, reservations and use of the City athletic facilities by residents, youth and adult
sports organizations, businesses and non-residents; and
WHEREAS, the Parks, Recreation and Community Services Commission
considered the draft Athletic Facility Reservation Policy and Allocation Guide at their
September 23, 2021 meeting and provided input.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Santa
Ana as follows:
Section 1. The Athletic Facility Reservation Policy, attached as Exhibit A, is
hereby approved.
Section 2. This Resolution shall take effect immediately upon its adoption by
the City Council, and the Clerk of the Council shall attest to and certify the vote adopting
this Resolution.
ADOPTED this 6th day of October. 2021.
�4
Vicente Sarmiento
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
By: N auno.. A Rem
Laura A. Rossini
Chief Assistant City Attorney
Resolution No. 2021-056
Page 1 of 2
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
Bacerra, Hernandez, Lopez, Mendoza,
Phan Penaloza Sarmiento (7)
None (0)
None (0)
NOT PRESENT: Councilmembers None (0)
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, DAISY GOMEZ, Clerk of the Council, do hereby attest to and certify the attached
Resolution No. 2021-056 to be the original resolution adopted by the City Council of the
City of Santa Ana on October 6, 2021.
Date: I o - I l
Daisy Gom
Clerk of the Council
City of Santa Ana
Resolution No. 2021-056
Page 2 of 2
} PARKS, RECREATION AND COMMUNITY SERVICES AGENCY
Athletics Facility Reservation Policy
City Council Resolution Number: 21-056
City Council Approved: 10/05/2021
E ecutive Director
1.0 POLICY STATEMENT
The Parks, Recreation and Community Services Agency (PRCSA) is responsible for
managing the City's athletics facilities for public enjoyment. This Athletics Facility
Reservation Policy (Policy) is established to ensure the use of City facilities 1) aligns with
the City's core mission, vision, and values; 2) provides equitable and fair access to all
users; 3) remains equitably and fairly priced; 4) operates in a fiscally responsible manner,
and 5) supports a healthy, safe, vibrant, and sustainable community.
2.0 POLICY PURPOSE AND INTENT
The purpose of the Policy is to provide an effective framework for the administration of
reservation permits that provide equitable and reasonable access to City public athletic
facilities. The intent of this Policy is to guide access, reservations, and use of the City's
athletic facilities by residents, community organizations, businesses, and nonresidents.
This Policy governs all City of Santa Ana fields, courts, and their supporting amenities.
3.0 POLICY ESTABLISHMENT AND PERMIT FEES
The PRCSA shall implement and administer the Policy. All fees charged for use of the
athletics facilities shall be pursuant to the City's Miscellaneous Fee Schedule as adopted
by the City Council.
4.0 RESERVATION PERMIT PRIORITIES
The resident and nonresident permit priorities below define the scheduling priority and
corresponding fees.
Priority 1
City -sponsored athletic activities serving Santa Ana residents.
Priority 2
Resident: Non -Profit Organization for Recreational Use. Santa Ana based youth sports
organizations with participation equal to, or exceeding 90 percent Santa Ana residents for
recreation -based programs, and 70 percent for competitive level club programs. Santa
Ana schools/colleges, incorporated nonprofit, civic, social, and cultural/religious
organizations with at least 51 percent Santa Ana residents. To qualify, organizations must
meet and fulfill all team and organization requirements of the City's Allocation Procedure
for Sports Facilities.
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Priority 3
Resident: Group, Private Party or Business athletic activities and events for Recreational
Use.
Priority4
Resident: Private Party or Business for Profit Making. Santa Ana businesses and profit -
making organizations.
Priorlt 5
Non -Resident: Group or Private Party for Recreational Use. Non -Santa Ana businesses
and profit -making organizations/companies.
Priori 6
Non -Resident: Private Party or Business for Profit Making, Non Santa Ana businesses
and profit -making organizations.
5.0 YOUTH SPORTS COALITION
Scheduling for City athletic field use occurs through the City of Santa Ana Youth Sports
Coalition (YSC) program. The PRCSA manages the YSC consisting of qualified local, non-
profit youth organizations. These groups must maintain an official tax exempt, non-profit
status with the Internal Revenue Service (IRS). Additionally, a minimum of 90% of their
participants must be Santa Ana residents. YSC organizations meet twice annually, in
October for sports played during January through June and in March for sports played
during July through December, for approval of field allocation usage.
5.1 Youth Sports Coalition Member Process
The Athletic Facility Use Allocation Program outlines the specific YSC eligibility
requirements for youth sports member organizations. Youth sports organizations
qualifying under this program must attend biannual YSC meetings facilitated by the
PRCSA.
5.2Youth Sports Coalition Organization Criteria
5.2.1 The qualified local non-profit youth organization is a functioning entity
with its own governing body with rules and regulations.
5.2.2 Organizations must be recognized as non-profit or tax-exempt and be
in good standing with the IRS. Copy of the IRS tax exemption letter
certifying its current non-profit or tax-exempt status is required.
5.2.3 No less than 90 percent of the organization's participants must be
Santa Ana residents in the following zip codes: 92701; 92702; 92703;
92704; 92705; 92706 92707; 92708. Addresses listed on the player
documentation needed to verify the Santa Ana residency requirement.
5.2.4 Organizations must be established and affiliated with a nationally,
state and/or regionally recognized sports organization.
5.2.5 The organization's primary function is to provide an opportunity for
youth to be involved in sports primarily at a recreational level.
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Recreation level is participation being open to all participants
regardless of talent level and all participants provided playing time.
5.2.6 Each member organization is responsible for appointing a single
representative. It is the responsibility of the organization's
representative to attend all meetings scheduled by the PRCSA
pertaining to use of athletic fields through the YSC process.
5.3Youth Sports Coalition Application Submittal
Athletic facility -use application requests are due to the PRCSA 30-days prior to the
scheduled fall and spring YSC meetings. Athletic facility -use applications must
include:
5.3.1 Completed and signed Athletic Facility Permit Application
5.3.2 The City of Santa named as additionally insured on the Certificate of
Liability Insurance and on the Additional Insured Endorsement page.
5.3.3 A copy of the organizations indemnity waiver Including the City of
Santa Ana listed in the hold harmless section.
5.3.4 Proof of an IRS tax-exempt non-profit status.
5.3.5 Player residency documentation and or rosters must be certified by
one governing association (main chapter parent organization), which
will be used to determine classification status and be signed by the
league's board of officers. Player addresses with a post office box
number are not accepted. PRCSA staff will verify player
documentation/residency. All determinations made by the PRCSA are
final.
6.0 ADULT SPORTS FACILITY USERS
Adult sports facility reservation requests will be accepted and processed on a first -come,
first -served basis following the allocation of fields and courts for Priority 1 and 2
organizations. The City will determine which days, times, and fields are available for
reservation based on other scheduled use, field capacity, and maintenance requirements.
6.1 Requests to reserve a field or court must be received a minimum of 30 days prior to
the scheduled activity/event. Athletic field -use applications must include:
6.1.1 Completed and signed Athletic Facility Permit Application
6.1.2 The City of Santa Ana named as additionally insured on the Certificate
of Liability Insurance and on the Additional Insured Endorsement page.
6.1.3 A copy of the organizations indemnity waiver including the City of Santa
Ana listed in the hold harmless section,
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6.1.4 No less than 70 percent of the organization's participants must be Santa
Ana residents in the following zip codes: 92701; 92702; 92703; 92704;
92705; 92706 92707; 92708. Addresses listed on the player documentation
needed to verify the Santa Ana residency requirement.
6.1.5 Verification of an organization's player residency is due no later than 30
calendar days prior to the scheduled activity/event reservation request.
Player addresses with a post office box number are not accepted.
PRCSA staff will verify player documentation. All determinations made
by the PRCSA are final.
7.0 RESERVATION CALENDAR
7.1 Field/Court Allocations
Athletics facilities will be provided In seasonal allocations to meet community needs for
City programs and local youth sports organizations (Priority 1 and 2). Seasonal
allocation schedule requests will be reviewed by PRCSA prior to the YSC regular
meetings in October and March. The City will make the final field allocation
determinations dependent upon which days, times, and fields are available for
reservation based on other scheduled use, field capacity, and maintenance
requirements.
7.2Tournament Permit Requests
Requests of Priority 1 and 2 organizations, for national championship caliber events
must be submitted a minimum of 12 months in advance. Other tournament requests
may be considered and approved during the seasonal allocation process. Limit of one
Tournament Permit to be issued per organization per year.
7.3Other Permit Requests
Following the allocation of facilities for Priority 1 and 2 organizations, reservation
requests will be accepted and processed on a first -came, first -served basis. The City
will determine which days, times, and fields are available for reservation based on other
scheduled use, field capacity, and maintenance requirements.
7.4Requests to reserve a field or court must be received a minimum of 30 days prior to
the scheduled activity/event. Requests received with less than 30 days' notice will be
accommodated as time and conditions allow. Upon receipt and review of all required
documentation, City staff will confirm approval of the reservation in writing.
8.0 PERMIT REQUIREMENTS
8.1 As determined by the City, public and private events such as opening day ceremonies and
national athletic events may require all of the following:
8.1.1 Special Event Permit
8.1.2 Additional liability insurance as determined by the City's Risk Management
8.1.3 Hold Harmless Agreement and Certificate of Worker's Compensation
8.1.4 Security services
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8.1.5 Fees for additlonal services (e.g. event staff, custodial, parking management, and
portable restrooms)
8.1,6 Additional event plans (e.g. event marketing, parking, security, crowd -control,
ticketing, waste management/recycling)
8.1,7 List of vendors, including names, addresses, contact information and business
license
8.1,8 Installation of temporary structures (e.g. bleachers, stages, fences, tents)
8.1.9 Additional requirements and City department approvals as identified by the City
8.1.10 City may require additional program, facility, or maintenance personnel due to the
size or nature of the event. Full costs associated with the assigned city staff apply.
8.1.11 Additionally, Pollee Services may be required depending on size of the event.
Respective police services fees will apply.
82 Camp/Clinic Permit Requirements
As space allows requests forcamps and clinics will be considered following the completion
of the allocation schedule. Clinics and camps may not exceed 50 participants per field.
Exceptions granted upon written approval by the PRCSA. YSC organizations may host
one (1) clinic or camp per calendar year.
9.0 FEES, PAYMENTS, DEPOSITS, AND INSURANCE
9.1 Fees and Payments
The reservation fees referenced in this Policy for use of the athletics facilities shall be
pursuant to the City's Miscellaneous Fee Schedule as adopted by the City Council,
Payment in full for athletic field permit is due 15 days prlorto the reservation and failure
to pay is grounds for cancellation of permit,
9.2 Deposits
Applicants must pay a deposit at the time of application. Deposits will be refunded
following the event assuming all conditions set forth in the permit are fulfilled.
Reservation deposits will not be refunded until after the final reservation date.
0.3Insurance
The City requires applicants to provide liability Insurance for an activity/event.
Insurance requirements are determined based on the City's risk assessment of the
activity/event. Insurance requirements vary by the type of event, facility, and number
of anticipated guests, and are subject to change without notice, Insurance
requirements must be fulfilled prior to approval of the application and proof of insurance
is required 30 calendar days or more prior to the event.
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10.0 RESERVATION CANCELLATIONS AND AMENDMENTS
10.1 Permit Cancellations
Facility cancellations and refunds will be processed as follows:
All cancellations incur a Processing Fee for each occurrence as outlined by the
Miscellaneous Fee Schedule.
Failure by the applicant or authorized event contact person to arrive at a scheduled
event, and/or failure to provide written cancellation notice will be considered a "No
Show." Applicants with three or more "No Shows" may lose reservation privileges and
remaining reservations will be cancelled for the calendar year.
10.2Permit Amendments
Permit changes include, but are not limited to the following: date, time, fields, courts,
number of teams/attendees, and amenities. One change permitted at no charge If
requested 5 days or more prior to reservation. A Processing Fee will be charged for
each subsequent change. Dependent on when request is submitted, other fees will
apply for cancellations or modifications to the original reservation. On the day of the
event, additional fees will be invoiced to the nearest half-hour when any member of
applicant's party arrives prior to, or departs after the approved reservation time.
Except for tournaments, no refunds or credits will be Issued for early departure from
an approved reservation permit.
11.0 FACILITY AND SITE REQUIREMENTS
11.1 Drop -In Activities
Permits are required for use of City facilities (except in areas where drop -in use Is
permitted), and for all gatherings with 40 or more people (SAMC Section 31-3.)
Unreserved outdoor athletics facilities are available for drop -in use by private parties
on a first -come, first -served basis. Permits have priority over drop-in/walk-on
activities. Organized use of fields or courts, such as officiated games, organized team
practices, or activities offered or associated with for -profit or nonprofit organizations is
prohibited without an approved permit. Drop -in use may be limited to accommodate
maintenance needs of the turf on all fields. Stadium fields and lighted sports fields
are not available for drop -in activities.
11.2 Permits Nontransferable
Permit requests must be submitted on approved City application forms. Applicants
must be at least 18 years of age, and when applicable the applicant must provide
evidence authorizing them to reserve facilities on behalf of an organization. Permits
are nontransferable.
11,3 Unless stated otherwise, permit periods are in 30-minute Increments. The date and
hours for the permit shall include the entire activity/event, Including time for set-up and
clean up after the activity/event.
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11.4 Applicants are responsible for following all athletic facility rules, regulations, and
requirements of the permit. Failure to comply may result in the forfeit of up to 100
percent of deposit and fees. The City reserves the right to reject future applications.
11.5 The City reserves the right to modify, relocate, or cancel permits to accommodate
unanticipated community needs, maintenance needs, inclement weather, or
unforeseen circumstances. As space permits, accommodations will be provided at an
alternate facility or park site. When alternate facilities are not available or are not
acceptable to the applicant, an alternate date or refund will be provided.
11.6 A permit may be cancelled by the City when an organization is out of compliance with
any City policy. A confirmed permit may be cancelled before or during an event due to
unsafe conditions, and/or actions of participants. When appropriate, a mutually
agreeable alternate date or a prorated refund will be provided.
11.7 Permits will be cancelled due to the misrepresentation or falsification of Information,
and/or failure to comply with City Policy and procedural requirements. Such
cancellations may be subject to forfeit of all fees and deposits paid,
11,8 To ensure public safety, the City may access all activities/events in order to confirm
rules, regulations, and to ensure applicable laws are being followed.
11.9 Emergency Response
Applicantswill be held responsible for all charges related to a police orfire department
response associated withthe actions and behaviorof participants during the permitted
event.
11.10 Inspection and Conditions of Facilities
Reserved facilities must be left in the same condition as received by the applicant.
Any damage or defacement of City athletic facilities, equipment, and/or park amenities
will be deducted from the deposit and/or invoiced to the applicant to replace/repair the
damage as determined by the City. The City reserves the right to bill the applicant for
damages incurred above the deposit amount.
11.11 Reservation Walkthrough
First time applicant and/or event contact person must arrange and attend a walk-
through meeting at the reserved site at least 30 days prior to the reservation. Failure
to complete a site walk-through may result in permit cancellation and forfeiture of fees
and deposits.
11.12 Concession Stands
Requests for use of concession stands are due at the time of application. Concession
stands typically are equipped with refrigerators, freezers, and ice machines. As
available, this equipment is Included with the Concession Stand permit. While the City
provides ongoing maintenance of this equipment, the City will not be responsible
should the equipment be unavailable due to maintenance issues. All supply and
utensil needs for the operation of concession stands is the responsibility of the
applicant. If the applicant is planning to operate a Temporary Food Facility (TFF)
during a reservation, they are required to apply, meet requirements and obtain a TFF
permit prior to selling or giving away food or beverage at an event. The California
Health and Safety Code requires a TFF Permit of any person or organization providing
Parks, Recreation and Communigy ServicesAgencyAtfileticx PucilrgV Reservation Policy Page 7
food at a community event. All food vendors, including permitted restaurants, are
required to apply for and obtain a TFF Permit when participating in a community event.
11.13 Public Address and Amplified Sound Systems
Use of public address and amplified sound systems permitted in designated locations
in accordance with the terms of the permit. Requests for public address systems will
be approved during the application process.
11.14 Security Services
Santa Ana Police Department (SAPD) may deem an activity warrants the presence
of one or more security personnel and the cost of such service shall be borne by the
applicant. Licensed security personnel in uniform are required and subject to approval
by the City. Proof of obtaining security personnel is due to the SAPD two weeks prior
to the event.
11.16 Custodial Services
Clean up after a reservation must be completed by the end of the approved permit
time or additional charges may be assessed.
11.16 Additional Permits and Licenses
Applicants are responsible for obtaining all necessary permits and licenses required
by the City or other regulatory agencies including, but not limited to Special Event
Permit, Business License, Alcohol and Beverage Control (ABC) Permit, Orange
County Health Department Temporary Food Facility (TFF) Inspection Permit, Orange
County Fire Authority Permit, Film Permit, and Vendor Permit.
12.0 ADDITIONAL CITY POLICIES AND AGREEMENTS
This Policy may be subject to other City Council approved policies and agreements that
establish separate user reservation relationships and associated fees for specific
programs and/or entities.
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