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Home My WebLink AboutItem 16 - Proposed Athletics Facility Reservation Policy Parks, Recreation, and Community Services www.santa-ana.org/parks Item # 16 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report October 5, 2021 TOPIC: Proposed Athletics Facility Reservation Policy AGENDA TITLE: Adopt a Resolution for Athletic Facility Reservation Policy RECOMMENDED ACTION Adopt a resolution for Athletic Facility Reservation Policy. DISCUSSION Information regarding the current inequitable athletic field allocation process was brought to the City of Santa Ana’s attention, alleging certain organizations/league owners received preferential treatment with respect to reserving Athletic Facilities. In addition, allegations that local organizations were forced to sub-lease fields in order to obtain playing time in the City of Santa Ana after being informed that fields were unavailable through the normal reservation process was also brought forward. The alleged disparate allocation of Athletic Facilities and sub-leasing of fields to select individuals and organizations over the course of many years prompted the City of Santa Ana to conduct a fair and impartial investigation which lasted five months. The development of the Athletic Facility Reservation Policy (“Policy”) included the following process: Utilization of the investigation results and evaluation of the current system to create a Policy that provides equitable and fair access to all users. Incorporation of best practices within the Parks and Recreation profession related to policies and process. Current athletic facility users notified and received the draft Policy and Guide on September 20, 2021. PRCSA did not solicit input from current athletic facility users in order to prevent organizations/league owners who were alleged to have received preferential treatment to influence the updated Facility Allocation process. The Parks, Recreation and Community Services Commission reviewed and discussed the proposed Policy at their regular meeting held on September 23, 2021. Commissioners (one vacant position) provided input as follows: Commissioners Woo, Nelson and Gomez are in support of the policy and moving Proposed Athletics Facility Reservation Policy October 5, 2021 Page 2 2 1 3 4 forward. Commissioners Mouet, Ramirez and Torreblanca preferred to have significant outreach efforts conducted before a policy is implemented. The proposed Policy will provide an effective framework for the administration of reservation permits while providing equitable and reasonable access to City’s public athletic facilities. The intent of this Policy (Exhibit 2) 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. In addition to the proposed Policy, the City of Santa Ana developed an Athletic Facility Allocation Guide (Exhibit 3) that outlines procedures and requirements associated with athletic facility use in the City of Santa Ana. Significant areas of this proposed Policy include:  Athletic Facility User Classifications Athletic facility users are classified into groups for purposes of determining priority of use and assessing fees. City athletic Facilities shall be available for use by the public for recreational, educational, civic, and commercial purposes. Athletic facilities are playing areas used for softball/baseball, football, soccer, and other similar sports.  Implementation of a New Santa Ana Youth Sports Coalition (YSC) Membership consists of qualified local, non-profit youth organizations. Groups must maintain an official tax exempt, non-profit status with the Internal Revenue Service. Organizations must be established and affiliated with a nationally recognized sports organization. A minimum of 90% of participants playing in recreation focused programs and 70% participants in travel/club focused programs must be Santa Ana residents. Verification of an organization’s player residency is due no later than 30 calendar days prior to the first scheduled Youth Sports Coalition meeting. 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.  Permit Fees Reservation fees referenced in this Policy for use of the athletic facilities shall be pursuant to the City’s Miscellaneous Fee Schedule as adopted by the City Council. Payment in full for the athletic facility permit is due 15 days prior to the reservation and failure to pay is grounds for cancellation of permit.  Permits Nontransferable Reservation requests must be submitted on approved City application forms. Applicants must be at least 21 years of age, and when applicable the applicant must provide evidence authorizing them to reserve facilities on behalf of an organization. Reservation Proposed Athletics Facility Reservation Policy October 5, 2021 Page 3 2 1 3 4 permits are nontransferable. Reservations 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.  Athletic Facility Allocation Process Athletic facility reservation requests are accepted and processed on a first-come, first- served basis following the allocation of fields and courts for Priority 1 and 2 organizations. Next steps to move this Policy forward include the following steps: 1. Adopt a Resolution for Athletic Reservation Policy (October 5, 2021) 2. Amend Miscellaneous Fee Schedule (November 16, 2021) 3. Implementation of Policy and Miscellaneous Fee Schedule (January 1, 2022) ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact related to this report. EXHIBIT(S) 1. Resolution to adopt the Athletic Facility Reservation Policy 2. Proposed Athletic Facility Reservation Policy 3. Athletic Facility Allocation Guide Submitted By: Lisa Rudloff, Executive Dir. of Parks, Recreation and Community Services Approved By: Kristine Ridge, City Manager LR 10/5/21 Resolution No. 2021-XXX Page 1 of 2 RESOLUTION NO. 2021-XXX 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 acces s 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 ___ day of October, 2021. Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: Laura A. Rossini Chief Assistant City Attorney Exhibit 1 LR 10/5/21 Resolution No. 2021-XXX Page 2 of 2 AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers CERTIFICATE OF ATTESTATION AND ORIGINALITY I, DAISY GOMEZ, Clerk of the Council, do hereby attest to and certify the attached Re solution No. 2021-XXX to be the original resolution adopted by the City Council of the City of Santa Ana on October___, 2021. Date: Daisy Gomez Clerk of the Council City of Santa Ana Exhibit 1 PARKS, RECREATION AND COMMUNITY SERVICES AGENCY Athletics Facility Reservation Policy City Council Resolution Number: xx-xx City Council Approved: xx/xx/xxxx Executive 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. Exhibit A Priority 3 Resident: Group, Private Party or Business athletic activities and events for Recreational Use. Priority 4 Resident: Private Party or Business for Commercial Use or Profit Making. Santa Ana businesses and profit-making organizations. Priority 5 Non-Resident: Group or Private Party for Recreational Use. Non-Santa Ana businesses and profit-making organizations/companies. Priority 6 Non-Resident: Private Party or Business for Commercial Use or 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 Field 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. 5.2 Youth 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 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. Exhibit A 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. 5.3 Youth Sports Coalition Application Submittal Athletic field-use application requests are due to the PRCSA 30-days prior to the scheduled fall and spring YSC meetings. Athletic field-use applications must include: 5.3.1 Completed and signed Athletic Field 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 Field 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. Exhibit A 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. 7.2 Tournament 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. 7.3 Other Permit Requests Following the allocation of fields and courts for Priority 1 and 2 organizations, reservation requests will be accepted and processed on a first-come, 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. 7.4 Requests 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 Exhibit A 8.1.5 Fees for additional 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 Reservations 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, Police Services may be required depending on size of the event. Respective police services fees will apply. 8.2 Camp/Clinic Permit Requirements As space allows requests for camps 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 prior to 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. 9.3 Insurance 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. Exhibit A 10.0 RESERVATION CANCELLATIONS AND AMENDMENTS 10.1 Permit Cancellations Field/Court 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. 10.2 Permit Amendments Reservation 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 Reservation 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. Reservations 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 reservation. 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 Reservation requests must be submitted on approved City application forms. Applicants must be at least 21 years of age, and when applicable the applicant must provide evidence authorizing them to reserve facilities on behalf of an organization. Reservation permits are nontransferable. 11.3 Unless stated otherwise, reservation periods are in 30-minute increments. The date and hours for the reservation permit shall include the entire activity/event, including time for set-up and clean up after the activity/event. 11.4 Applicants are responsible for following all athletic facility rules, regulations, and requirements of the reservation permit. Failure to comply may result in the forfeit of up Exhibit A 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 reservations to accommodate unanticipated community needs, maintenance needs, inclement weather, or unforeseen circumstances. As space permits, accommodations will be provided at an alternate field, court, 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 reservation may be cancelled by the City when an organization is out of compliance with any City policy. A confirmed reservation 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 Reservations 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 during the reservation. 11.9 Emergency Response Applicants will be held responsible for all charges related to a police or fire department response associated with the actions and behavior of participants during the reservation. 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 reservation 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 reservation 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 reservation 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 reservation. 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 Exhibit A California Health and Safety Code requires a TFF Permit of any person or organization providing 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 reservation 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. 11.15 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. Exhibit A Parks, Recreation and Community Services Agency Athletics Facility Reservation Policy Page 1 1 5 7 3 9 PARKS, RECREATION AND COMMUNITY SERVICES AGENCY Athletics Facility Reservation Policy City Council Resolution Number: xx-xx City Council Approved: xx/xx/xxxx Executive 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. Parks, Recreation and Community Services Agency Athletics Facility Reservation Policy Page 2 1 5 7 3 9 Priority 3 Resident: Group, Private Party or Business athletic activities and events for Recreational Use. Priority 4 Resident: Private Party or Business for Profit Making. Santa Ana businesses and profit- making organizations. Priority 5 Non-Resident: Group or Private Party for Recreational Use. Non-Santa Ana businesses and profit-making organizations/companies. Priority 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. 5.1Youth 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 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. Parks, Recreation and Community Services Agency Athletics Facility Reservation Policy Page 3 1 5 7 3 9 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. 6.1Requests 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. Parks, Recreation and Community Services Agency Athletics Facility Reservation Policy Page 4 1 5 7 3 9 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 7.1Field/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-come, 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 Parks, Recreation and Community Services Agency Athletics Facility Reservation Policy Page 5 1 5 7 3 9 8.1.5 Fees for additional 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, Police Services may be required depending on size of the event. Respective police services fees will apply. 8.2 Camp/Clinic Permit Requirements As space allows requests for camps 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 9.1Fees 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 prior to the reservation and failure to pay is grounds for cancellation of permit. 9.2Deposits 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. 9.3Insurance 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. Parks, Recreation and Community Services Agency Athletics Facility Reservation Policy Page 6 1 5 7 3 9 10.0 RESERVATION CANCELLATIONS AND AMENDMENTS 10.1Permit 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 21 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. Parks, Recreation and Community Services Agency Athletics Facility Reservation Policy Page 7 1 5 7 3 9 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 Applicants will be held responsible for all charges related to a police or fire department response associated with the actions and behavior of 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 Community Services Agency Athletics Facility Reservation Policy Page 8 1 5 7 3 9 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. 11.15 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. ATHLETIC FACILITY USE ALLOCATION GUIDE Effective January 1, 2022 DRAFT City of Santa Ana Parks, Recreation and Community Services Agency 20 Civic Center Plaza Santa Ana, CA 92702 (714)571 -4225 www.santa-ana.org/parks Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 2 Table of Contents LETTER FROM THE EXECUTIVE DIRECTOR ............................................................................................... 3 ATHLETIC FACILITY USER CLASSIFICATIONS .......................................................................................... 4 YOUTH SPORTS COALITION MEMBER PROCESS ..................................................................................... 5 A. YSC Organization Criteria ...................................................................................................................... 5 B. YSC Application Submittal ...................................................................................................................... 5 C. YSC Facility Allocation ............................................................................................................................ 6 ATHLETIC FACILITY APPLICANT GUIDELINES .......................................................................................... 7 A. Athletic Facility Use Applications ........................................................................................................... 7 B. Banners and Temporary Signs .............................................................................................................. 7 C. Enforcement of Park Rules .................................................................................................................... 8 D. Facility User Responsibilities and Expectations .................................................................................. 8 E. Facility Use Notice of Cancellation ........................................................................................................ 9 F. Facility Use Application Denial............................................................................................................... 9 FEES, PAYMENTS AND DEPOSITS .............................................................................................................. 10 INSURANCE AND INDEMNIFICATION REQUIREMENTS ..................................................................... 10 SPECIAL EVENT PERMIT INSTRUCTIONS ................................................................................................. 12 A. Sports Organization Tournaments ...................................................................................................... 12 B. Sports Organization Host – Invitational Tournament ........................................................................ 12 C. Opening Day Ceremony ....................................................................................................................... 12 D. Commercial Use Activities .................................................................................................................... 12 ATHLETIC FACILITY INFORMATION ............................................................................................................ 13 ATHLETIC FACILITY CLOSURES ................................................................................................................. 16 USER CHECKLIST FOR FACILITY USE APPLICATION ............................................................................ 18 FACILITY MODIFICATION APPLICATION INSTRUCTIONS ...................................................................... 18 EXHIBIT 1 .......................................................................................................................................................... 19 PARKS, RECREATION AND COMMUNITY SERIVICES AGENCY ............................................................ 19 ATHLETIC FACILITY RESERVATION POLICY ............................................................................................ 19 EXHIBIT 2 .......................................................................................................................................................... 20 ATHLETIC FACILITY USE APPLICATION ................................................................................................. 20 EXHIBIT 3 .......................................................................................................................................................... 21 FACILITY MODIFICATION APPLICATION ................................................................................................. 21 EXHIBIT 4 .......................................................................................................................................................... 22 YOUTH SPORTS ATHLETIC FACILITY USE FEES ..................................................................................... 22 Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 3 The Santa Ana Parks, Recreation and Community Services Agency (PRCSA) proudly provides a variety of services to the community including recreational programs and facilities, parks, trails and operation of the Santa Ana Zoo. The core services the agency provides is essential in making the lives of residents and communities better now and in the future by providing access to nature, outdoor space to play and exercise, facilities for self-directed and organized recreation, positive alternatives for youth, and activities that encourage social connections, human development, and lifelong learning. The intent of this Athletic Facility Use Allocation Guide (Guide) is to provide an effective framework for the administration of reservation permits that provide equitable and reasonable access to City public athletic facilities. This Guide corresponds with the Athletic Facility Policy (Policy) outlining procedures and requirements associated with the management of athletic field use in the City of Santa Ana. On behalf of the PRCSA, I thank you for your commitment and contributions to the overall health and wellness of your community by supporting sound and positive use of athletic fields within the City. Thank you again for your vision of “Community Commitment” and please know we will continue to be dedicated partners in that vision. LETTER FROM THE EXECUTIVE DIRECTOR Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 4 City athletic facilities shall be available for use by the pubic for recreational, educational, civic, and commercial purposes. Athletic facilities are playing areas used for softball/baseball, football, soccer, or other similar sports. Athletic facility users are classified into the below groups for purposes of assessing fees and determining priority of use as described below. PRIORITY TYPE OF GROUP EXAMPLE 1 City-sponsored City programs/activities serving Santa Ana residents 2 Resident: Non-Profit Youth Sports Organization* Recreation-based organizations: (Little League, AYSO, NJB, Pop Warner) comprised of at least 90% of Santa Ana residents. Competitive level organizations/teams: (travel teams, club teams, select teams) comprised of at least 70% of Santa Ana residents. Santa Ana Schools/Colleges; Incorporated nonprofits; civic; social; and cultural/religious organizations: with at least 51% Santa Ana residents. 3 Resident: Group, Private Party or Business for Recreational Use Athletic activities and events for recreational use. 4 Resident: Private Party or Businesses for Commercial Use or Profit making. Commercial use or profit making. Santa Ana businesses and profit-making organizations. 5 Non-Resident: Group or Private Party for Recreational Use Recreational Use by Non-Santa Ana businesses and profit-making organizations/companies. 6 Non-Resident: Private Party or Business for Commercial Use or Profit Making Commercial use or profit making. Non-Santa Ana businesses and profit-making organizations. *To qualify, organizations must meet and fulfill all team and organization requirements of the City’s Allocation Procedure for Sports Facilities Following the allocation of facilities for Priority 1 and 2 groups, reservation requests will be accepted and processed on a first-come, first-served basis. The City will determine which days, times, and facilities are available for reservation based on other scheduled use, field/court capacity, and maintenance requirements. ATHLETIC FACILITY USER CLASSIFICATIONS Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 5 To serve local youth sports organizations (Priority 2) needs equitably, the PRCSA is implementing a NEW City of Santa Ana Youth Sports Coalition (YSC) to ensure the process is effective and efficient. To qualify, organizations must meet and fulfill all team and organization requirements of the City’s Allocation Procedure for Sports Facilities. A. YSC Organization Criteria 1. The organization is a functioning entity with its own governing body (Board of Directors or Trustees) with rules and regulations (By-laws). 2. Organizations must be recognized as non -profit or tax-exempt and be in good standing with the Internal Revenue Service (IRS). A copy of the IRS tax exemption letter certifying its current non-profit or tax-exempt status is required. 3. No less than 90 percent of the organization’s participants must be Santa Ana residents for recreation-based programs in the following zip codes: 92701; 92702; 92703; 92704; 92705; 92706 92707; 92708. No less than 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. Addresses listed on the player documentation verifies the Santa Ana residency requirement. 4. Organizations must be established and affiliated with a nationally recognized sports organization. 5. The organization’s primary function is to provide an opportunity for youth to be involved in sports primarily at a recreational level. Recreation is participation being open to all participants regardless of talent level and all participants provided playing time. 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. B. YSC Application Submittal Athletic facility-use application requests are due to the PRCSA 30-days prior to the scheduled October (January-June field use) and March (July-December field use) YSC meetings. Athletic facility-use applications must include: 1. Completed and signed Athletic Facility Use Application (Exhibit 2) YOUTH SPORTS COALITION MEMBER PROCESS Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 6 2. The City of Santa Ana named as additionally insured on the Certificate of Liability Insurance and on the Additional Insured Endorsement page. 3. A copy of the organization’s indemnity waiver including the City of Santa Ana listed in the hold harmless section. 4. Proof of an IRS tax-exempt non-profit status. 5. Verification of an organization’s player residency is due no later than 30 calendar days prior to the YSC field allocation meeting. Player documentation must be verified by one governing association (main chapter parent organization), which will be used to determine priority classification status and be signed by the league’s board of officers. Player addresses with a post office box number will not be accepted. PRCSA staff will verify player documentation and all determinations made by the PRCSA are final. C. YSC Facility Allocation Facility Allocation determined by sports played annually during January through June and July through December as well as historical use. Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 7 A. Athletic Facility Use Applications 1. Applications for facility use, other than Priority 1 and 2 user groups, accepted on a first-come-first service basis. Requests will be accepted beginning in December annually. 2. A higher priority group does not have the right to bump a lower priority group previously scheduled. Events will be scheduled upon approval of a completed athletic facility use application, submission of all required documents, payment of permit fees and a signed permit. 3. Users shall observe, obey & comply with applicable athletic facility rules, as well as, City, County, State and Federal laws, rules and regulations. 4. The City is under no obligation to provide equipment or on-site storage to user groups. All equipment used at a facility is subject to approval and must be included in the permit application. 5. The City will maintain all athletic facilities in a manner that is conducive to the safe play of athletic field/court sports. Report items found to be damaged, non-working or unsafe immediately to the City. Field users cannot use field grooming machines and/or other motorized equipment on fields without permission from the City. B. Banners and Temporary Signs Events may require or include different types of signage. Please include a signage and/or traffic control plan for events including parking signs, detour signs, or other traffic signs. Events including promotional signs/banners and other signage items shall not be placed on City facilities or premises without prior written approval from the City and must include a sign/banner permit and site plan. Additional information about Santa Ana Municipal Code 41-871 & 41-872 parameters are provided here. Sponsorship signs/banner throughout the park are only allowed on the day of the event and must be removed at the end of the day/event. ATHLETIC FACILITY APPLICANT GUIDELINES Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 8 C. Enforcement of Park Rules 1. All permit holders must abide by posted facility rules. 2. Except for emergencies or by special authorization of the C ity, specific vehicles for facility maintenance are allowed in designated areas only. 3. All vehicles must be off-site at closing time. D. Facility User Responsibilities and Expectations 1. Use the facility in the intended manner for the sport specific practices and games. 2. Be responsible for performing their own field preparation, e.g. dragging infields, painting lines, etc. 3. Maintain bases, cones, portable goals, and/or all other special equipment needed for activity and put away in a safe manner. 4. Place approved practice/game equipment on the athletic facility as specified within the facility permit. 5. Leave the facility in a clean, neat condition. If it is necessary for the City to provide cleaning services following the reserved activity, the permit holder will be assessed an additional fee and the City will review whether to permit future use by the permit holder. A cleanup deposit may be required if deemed necessary. 6. Provide all referees, umpires or other officials needed for their approved activity. 7. Organizations are required to adhere to their respective approved permit and not allow another organization and/or group to use the facility under their permitted time. The City reserves the right to revoke a permit if permittee subleases their permit. 8. Provide competent, adult supervision, by the individual or organization using the park facility or equipment. 9. Responsible for the damage to the facility or equipment. It is the responsibility of the permit holder to have the damage repaired at their expense within five calendar days. If the damage interrupts service or causes an immediate hazardous condition, the City may repair the damage and Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 9 charge the organization for the cost of the repair, revoke the organization’s use permit, or both. If deemed necessary, a damage deposit may be required. 10. Do not drive or park private vehicles on turf surfaces, sidewalks, service driveways, or emergency zones. Only parking lots are to be used for loading and unloading. 11. Comply with planned/unplanned facility closures. The City reserves the right to close or suspend activities on its athletic facility due to inclement weather, unsafe playing/field conditions or lack of compliance with City policies regarding field use. (Reference p. 16-17 for anticipated facility closures for maintenance) 12. Remove any equipment and supplies used in athletic activities from the facility after each use; remove goal nets after each season. Storage of these items is the responsibility of each user group or individual. In order to store equipment at the facility users must obtain permission by the City. E. Facility Use Notice of Cancellation Upon notice of cancellation, any financial obligations incurred by the City to accommodate the applicant, or reservation will be invoiced, and the applicant must pay the outstanding balance within seven calendar days of the date of the invoic e. F. Facility Use Application Denial The City reserves the right to refuse, deny or cancel any application or facility use permit. The City will provide written notification to the applicant, including an explanation for denial. Grounds for denial of an application may include but are not limited to the following: 1. Unsatisfactory prior use by applicant or organization including but not limited to the following: a. Group played despite closure b. Damage to field c. Subletting fields d. Past due balances 2. Existing hazardous conditions. 3. Facility use application submitted less than 30 calendar days in advance. 4. Non-payment of application fee, rental fees, or required cleaning/damage deposit by due date. Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 10 5. Higher priority activity taking place such as baseball in the spring or soccer in the fall. 6. Groups that have previously not given timely cancellation notice. 7. Applicant is under 21 years of age. 8. Special Event Permit application, e.g. opening ceremonies, not submitted 90 calendar days in advance. 9. Refusal to consent to specific conditions or restrictions for the reservation. 10. Failure to obtain a permit when required. 11. Failure to submit timely and acceptable insurance documents. 1. Fees and Payments The reservation fees referenced in this Policy are listed in the City Cou ncil approved Miscellaneous Fees Schedule (Exhibit 4). Payment in full for athletic facility permit is due 15 days prior to the reservation and failure to pay is grounds for cancellation of permit. 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 refunded until after the final reservation date. 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 withou t 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. FEES, PAYMENTS AND DEPOSITS INSURANCE AND INDEMNIFICATION REQUIREMENTS Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 11 1. Applicants must provide proof of liability insurance naming the City of Santa Ana as an additional insured on the Certificate of Insurance and provide a separate Additional Insured Endorsement page or copy of the Blanket Endorsement no later than 30 days prior to the start of each season. The required endorsement amounts are: General Liability Insurance $1 million Each Occurrence $1 million 2. The policy shall also contain the statement that the City will be notified 30 calendar days prior to termination, cancellation, suspension, or expiration of the policy. 3. Applicants and user Groups must agree to hold the City harmless and to indemnify the City. Approved events will require authorized applicant or event organizer to sign a Hold Harmless Statement on the permit itself. 4. Applications must include a copy of the player waiver for City review and approval. All players are required to sign a copy of the player/participant waiver holding the City harmless. Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 12 Tournaments, special ceremonies, and clinics are considered special events. Applicants wishing to operate an event of this nature are required to complete a Special Event Permit application. Applications are due 30 days prior for recurring events, 90 days prior for first time events and 12 months for tournaments. The Special Event Planning Guide and Permit Applications may be found on the City’s website www.santa - ana.org/parks/event-planning or by clicking here. A. Sports Organization Tournaments A resident organization tournament is a culminating event in which multiple teams compete, and advance as they win their scheduled contests. There are 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 matched against each other in a playoff format. Athletes or teams participating in this tournament must have participated in a Santa Ana league prior to the tournament and there are no additional entry fees charged for playing in the tournament. Athletes or teams that did not participate in a Santa Ana league during league play will not participate in this tournament. B. Sports Organization Host – Invitational Tournament An invitational tournament includes athletes/teams of multiple organizations (resident or nonresident). The host resident organization charges entry fees to participating teams in the tournament for fundraisers and/or special events. C. Opening Day Ceremony Opening Day Ceremonies are the first day of a league’s season where multiple teams participate in a planned ceremony outside of regular games, creating additional impacts to the facility and surrounding neighborhood. D. Commercial Use Activities A Commercial Use Permit is required for any proposed camp, class or clinic on City recreational property and will be considered following the completion of the allocation schedule. 1. May not exceed 50 participants per field. 2. Exceptions to participant capacity will be granted upon written approval by the PRCSA. 3. YSC organizations may host one (1) clinic, camp or tournament per calendar year. SPECIAL EVENT PERMIT INSTRUCTIONS Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 13 PRCSA manages the following field sites for field use allocation s: PRCSA SITE FIELD INVENTORY/SIZE Adams Park 2302 S. Raitt St. Baseball Field (60’ Bases) with Lights OR use as an Overlay Soccer or Football Field (115’ x 204’) Angels Park 300 N. Flower St. Multipurpose Field (168’ X 174’) with No Lights Bomo Korral Park 900 W. MacArthur Blvd Multipurpose Field (206’ X 306’) with No Lights Cabrillo Park 1820 E. Fruit Baseball Field (90’ Bases) with Lights OR use as an Overlay Multipurpose Field (283’ x 159’) Centennial Park 3000 W. Edinger Field #1 DYSC: Soccer Field (195’ x x342’) with No Lights Field #2 DYSC: Soccer or Football Field (194’ x 360’ Synthetic Turf) with Lights. Field #3 DYSC: Soccer Field (195’ x 350’) with Lights. Field #4 DYSC: Soccer Field (195’ x 327’ Synthetic Turf) with Lights. Field #5: Softball Field (60’ Bases) with No Lights OR use as an Overlay Multipurpose Field (221’ x x303’). Field #6: Softball Field (60’ Bases) with No Lights OR use as an Overlay Multipurpose Field (185’ x 280’). Cesar Chavez Campesino Park 3311 W. 5th St. Multi-Purpose Field (200’ x 256’) with No Lights Delhi Park 2314 S. Halladay Field #1: Baseball Field (60’ Bases) with Lights. Multipurpose Field (90’ x 203’) Field #2: Multipurpose Field (130’ x 212’) with No Lights. Field #3: Multipurpose Field (170 x 330’) with No Lights El Salvador Park 1825 W. Civic Ctr. Dr. Field #1: Baseball Field (60’ Bases) with Lights OR use as an Overlay Multipurpose Field (122’ x 194’). Field #2: Baseball Field (60’ Bases) with Lights OR use as an Overlay Multipurpose Field (150’ x x222’). Field #3: T-Ball Field with No Lights. Field #4: T- Ball Field with No Lights. Facilities with Operational Hours 8 am – 10pm Facilities with Operational Hours 8 am – Dusk ATHLETIC FACILITY INFORMATION Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 14 Hector Godinez High School (Joint Use Site) Multipurpose Field for Football (150’ x 325’) or Soccer (149’ x 225’) with Lights. Field #1: Baseball Field (90’ Bases/371’ CF) with Lights. Field #2: Baseball Field (90’ Bases/358’ CF) with Lights. Running Track Heritage Park 4812 W. Camille Baseball Field (60’ Bases) with Lights OR use as an Overlay Multipurpose Field (140’ x 220’). Jerome Park 726 S. Center St. Field #1: Baseball Field (90’ Bases) with Lights OR use as an Overlay Multipurpose Field (140’ x 220’). Field #2: Baseball Field (60’ Bases) with No Lights OR use as an Overlay Multipurpose Field (105’ x 165’). Field #3: Baseball Field (60’ Bases) with No Lights OR use as an Overlay Multipurpose Field (105 x 165’). Light installation in progress on Fields #2 and Field #3. Field #4 (@ Monte Vista Elementary School): Baseball Field (60’ Bases) with Lights OR use as an Overlay Multipurpose Field (130’ x 240’). Lillie King Park 500 W. Alton Multipurpose Field (202’ x 336’) with No Lights. Madison Park 1528 S. Standard Field #1: Baseball Field (60’ Bases) with Lights. Field #2: Baseball Field (70’ Bases) with Lights. Field #3: T-Ball Field with No Lights. Memorial Park 2102 S. Flower Field #1: Baseball Field (90’ Bases) with Lights. Field #2: Baseball Field (60’ Bases) with Lights. Field #3: Baseball Field (60’ Bases) with Lights. Field #4: Baseball Field (70’ Bases) with Lights OR use as an Overlay Multipurpose Field (160’ x 360’). Morrison Park 2801 N. Westwood Baseball Field (60’ Bases) with No Lights. Monroe Elementary (Joint Use) Baseball Field (60’ Bases) with Lights OR use as an Overlay Multipurpose Field (159’ x 185’). Portola Park 1700 E. Santa Clara Baseball or Softball Field (60’ Bases) with No Lights. Riverview Park 1817 W. 21st St. Field #1: Baseball Field (60’ Bases) with /Lights Field #2: Baseball Field (60’ Bases) with /Lights Field #3: Baseball Field (60’ Bases) with /Lights Field #4: T-Ball Field with No Lights Rosita Park 706 N. Newhope Baseball Field (60’ Bases) with Lights OR use as an Overlay Multipurpose Field (160’ x 210’) Santa Ana Stadium Football (160’ x 360’) or Soccer Field (196’ x 360’) Synthetic Turf with Lights. Santa Anita Park 300 S. Figueroa Soccer (195’ x 300’) Synthetic Turf or Flag Football Field (120’ x x300’) with Lights. Santiago Park 2535 N. Main Baseball Field (60’ Bases) with Lights. Facilities with Operational Hours 8 am – 10pm Facilities with Operational Hours 8 am – Dusk Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 15 Thornton Park 1801 W. Segerstrom Field #1: Softball Field (60’ Bases) with /Lights Field #2: Softball Field (60’ Bases) with /Lights Field #3: Softball/T-Ball Field with No Lights. Willard Intermediate Sports Field (Joint Use) Football (160’ x 360’) Synthetic Turf)\ OR Soccer (149’ x 225’) Field with Lights. Running Track Windsor Park 2915 W. La Verne Baseball Field (60’ Bases) OR use as an Overlay Multipurpose Field (155’ x 185’) with No Lights. Facilities with Operational Hours 8 am – 10pm Facilities with Operational Hours 8 am – Dusk The permit process for athletic facility use begins with submittal of the permit application to the PRCSA. All attachments and supporting documentation required with the original application. Acceptance of the permit application or the initiation of the review process does not deem the permit application to be complete, nor submission of a permit application be construed as final approval of the application. Throughout the permit review process, additional information and/or documents may be requested by the PRCSA for clarification. Delays in providing the additional required information may affect the ability to complete the permit application review in a timely manner. PRCSA staff endeavors to keep applicants apprised of any issues regarding the permit application throughout the review process. Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 16 To effectively provide and sufficiently maintain City athletic facilities, scheduled rotating facility closures occur during the year for turf recovery, facility maintenance and overall improvements. Understanding that our valued sports organizations have a desire for optimum use of city athletic facilities, the city may reserve the right to set aside additional closure time if deemed necessary. Facility closures occur approximately 60- 90 days per year for needed turf renovation, repairs and maintenance. The facility closure schedule is as follows but is subject to change: PRCSA SITE FIELD TYPE RENOVATION CLOSURE Adams Park Centennial Park Morrison Park Rosita Park Baseball Field DYSC Field #1, Multi- Purpose Field #5 & #6 Baseball Field Multi-Purpose Field October through December Angels Park Bomo Korral Park Multipurpose Field Multipurpose Field February through March Cabrillo Park Baseball Field October through January Centennial Park Heritage Park Thornton Park Thornton Park Windsor Park DYSC Field #3 Baseball Field Softball Field #2 Softball Field #3 Multipurpose Field February through April Cesar Chavez (Campesino) Park Multi-Purpose Field November through December Delhi Park Baseball Field Soccer North Field Soccer South Field July through September El Salvador Park Baseball North Field Baseball South Field Baseball T-ball Field #1 Baseball T-ball Field #2 September through November Jerome Park Baseball Field #1 Baseball Field #2 Baseball Field #3 September through November-Lighting Installation October through January-Field Renovation ATHLETIC FACILITY CLOSURES Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 17 Hector Godinez High School SAUSD Multipurpose Field (Football/Soccer) April through July Hector Godinez High School Baseball North Field November through January Hector Godinez High School Baseball South Field December through February – SAUSD Fields Lillie King Park Multi-Purpose February through April- Field Renovation Madison Park Baseball North SAUSD - T.B.D. Madison Park Baseball South Baseball T-ball Field September through November Memorial Park Portola Park Baseball Field #1 Baseball Field #2 Baseball Field #3 Baseball Field #4 Football Field Baseball/Softball Field November through January Monroe Elementary Baseball Field SAUSD - T.B.D. Riverview Park Baseball Field #1 Baseball Field #2 Baseball Field #3 Baseball T-ball Field #4 August through November-Fields #1 and #2 Sports Lighting Installation October through December-Backstop installations Santiago Park Baseball Field April through June Thornton Park Softball Field #1 July through September Rain Out Information To ensure the safety of all users and the quality of the playing areas during periods of inclement weather, City staff will complete facility inspections to determine if facilities will be available for use. The athletic facility condition line is 714-571-4201 and is updated by 3:00 pm on weekdays and 8:00 am on weekends during inclement weather. Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 18 Please include the following documents with your application:  Insurance Certificate  Additional Insured Endorsement page or Blanket Endorsement  Player/Participant Waiver  Facility Modification Form; if applicable  Proof of Non-Profit Status  Proof of Residency A Facility Modification Application (Exhibit 3) is required when a youth sports organization proposes to make any change to a field or playing surface. Submittal must include detailed plans of the work requested, as well as proposed materials used. A n approved Facility Modification Application required by the PRCSA prior to the start of work. Acceptable modifications include, but are not limited to, adding infield mix, artificial turf, scoreboards, field netting, batting cage, pitching mounds, base anchors, and other apparatus or equipment. USER CHECKLIST FOR FACILITY USE APPLICATION FACILITY MODIFICATION APPLICATION INSTRUCTIONS Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 19 Approved by City Council xx/xx/xxxx EXHIBIT 1 PARKS, RECREATION AND COMMUNITY SERIVICES AGENCY ATHLETIC FACILITY RESERVATION POLICY Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 20 ORGANIZATION NAME: APPLICANT NAME: ADDRESS: CITY: STATE: ZIP: CELL PHONE: EMAIL: DATE TO DATE TIME PARK FIELD DAY APPLICANT SIGNATURE: DATE: EXHIBIT 2 PARKS, RECREATION AND COMMUNITY SERIVICES AGENCY ATHLETIC FACILITY USE APPLICATION Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 21 _________________________________ _________________________________ Signature Date GROUP NAME: EMAIL: CONTACT NAME: CELL PHONE: ADDRESS: CITY/ZIP: Describe requested modification/improvement including materials and attach a copy of the plan or diagram. USER GROUP SIGNATURE: DATE: OFFICE REVIEW: Park and Facilities Division Comments: Recreation and Community Services Comments: Executive Director Comments: EXHIBIT 3 PARKS, RECREATION AND COMMUNITY SERIVICES AGENCY FACILITY MODIFICATION APPLICATION Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 22 Miscellaneous Fees-Parks Recreation & Community Services-Athletic Facilities https://www.santa-ana.org/sites/default/files/finance/budget/2021-2022/Adopted%20Documents/FINAL_Misc%20Fees%20Schedule_6.23.21.pdf EXHIBIT 4 PARKS, RECREATION AND COMMUNITY SERIVICES AGENCY YOUTH SPORTS ATHLETIC FACILITY USE FEES Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 23 Miscellaneous Fees-Parks Recreation & Community Services-Athletic Facilities-Cont. Exhibit 3 City of Santa Ana Athletic Facility Use Allocation Guide September 23, 2021 24 Miscellaneous Fees-Parks Recreation & Community Services-Athletic Facilities-Cont. https://www.santa-ana.org/sites/default/files/finance/budget/2021-2022/Adopted%20Documents/FINAL_Misc%20Fees%20Schedule_6.23.21.pdf Exhibit 3