HomeMy WebLinkAboutAGENDA REPORT 2011 1207 CC REG ITEM 09CITEM 9.C.
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MOORPARK CITY COUNCIL ACTION:
AGENDA REPORT
TO: Honorable City Council
FROM: Hugh R. Riley, Assistant City Mana e
PREPARED BY: Stephanie Shaw, Recreation Superintenden
DATE: November 10, 2011 (CC Meeting of December 7, 2011)
SUBJECT: Consider Adopting the Sports Field Rental Policy
BACKGROUND
Demand for use of City sports fields has risen significantly over the past few years. This
increased use has resulted in turf maintenance issues at several City parks. In order to
address these issues, staff has developed a turf maintenance schedule. Additionally, on
September 14, 2011, the Moorpark City Council adopted the Rules and Regulations
Governing City Park Rentals (Rules) and revised fees, which included changes for
better management and cost recovery related to park facility rentals, including sports
field rentals. The Parks and Recreation Commission was presented with a proposal for
a Sports Field Rental Policy (Policy) at their November 7, 2011 meeting. This policy is
consistent with the Rules and provides staff with additional guidelines relating
specifically to rentals of sports fields. The Commission has recommended adoption of
the Policy by the City Council. The primary concern raised by the Commission regarding
the Policy related to whether or not Group 4 Renters (non- Moorpark residents and
Moorpark businesses for business purposes) should be permitted to rent fields at
neighborhood parks.
DISCUSSION
The purpose of this Policy is to provide additional guidelines to City staff in managing
sports field rentals. The Policy differentiates between rentals of sports fields at
neighborhood parks and rentals of sports fields at Arroyo Vista Community Park. This
Policy concerns rental use only; it does not govern use by the City or use by youth
sports organizations as permitted under their respective agreements.
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Honorable City Council
December 7, 2011
Page 2
It is proposed that rentals of sports fields in neighborhood parks be more restrictive than
what is allowed at Arroyo Vista Community Park. Neighborhood parks with sports fields
include Campus Canyon Park, Mammoth Highlands Park, Miller Park, Mountain
Meadows Park, Peach Hill Park, and Poindexter Park (some parks including College
View Park, Glenwood Park, Country Trail Park, and Tierra Rejada Park have open
grass areas, but these areas are not designated as sports fields.) The intent is to reduce
the impact on surrounding neighbors (including noise and parking issues), as well as to
manage use so that major renovations of turf at neighborhood parks is not needed.
Sports field rentals at Arroyo Vista Community Park will be managed based on a turf
maintenance schedule, as these fields require periodic renovation and rest.
It is proposed that rentals at neighborhood parks be limited to youth sports
organizations and Group 2 and Group 3 renters (as defined in the Rules) only. Group 4
renters (non - residents and Moorpark businesses for business purposes) would not be
permitted to rent sports fields at neighborhood parks. Rentals of sports fields would be
limited to attendance of 20 or fewer for Group 2 and 3 renters, and attendance of 49 or
fewer for a youth sports organization (this attendance limitation does not apply to use
under their respective agreements). Group 2 and 3 renters would also be able to rent a
sports field in conjunction with a picnic pavilion or other park facility, with an attendance
of up to 100. This will allow for activities such as larger family reunions or parties.
Rental use of sports fields at Arroyo Vista Community Park is proposed to
accommodate renovation and rest periods for sports fields. For athletic fields (soccer
and football fields), it is proposed that 5 of the 10 athletic fields be available for rental,
with the other 5 fields closed to rentals to allow for rest periods and /or renovation.
These rental /rest periods will rotate on a four -month schedule. For softball fields, which
do not receive as much turf damage as athletic fields, it is proposed that two fields be
available for rentals each month, with the other two fields closed for turf rest periods.
In order to accommodate special circumstances, deviations from the policy guidelines
would be permitted with the written authorization of the City Manager or his /her
designee.
STAFF RECOMMENDATION
Approve the Sports Field Rental Policy and direct that it be incorporated into the next
update of the City Council Policies.
Attachment 1 — Draft Sports Field Rental Policy
Attachment 2 — Arroyo Vista Community Park Map
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ATTACHMENT 1
SECTION 6.
Policy 6. : SPORTS FIELD RENTAL POLICY
Purpose
The purpose and intent of the City Council in adopting the Sports Field Rental
Policy (Policy) is to establish guidelines for staff in determining appropriate rental
use of City sports fields and to manage rental use of sports fields to allow for
proper maintenance. This Policy is consistent with the Rules and Regulations
Governing City Park Rentals adopted by separate Council resolution. This Policy
does not apply to use by Youth Sports Organizations, which have a use
agreement approved by the City Council.
2. Rental Use of Sports Fields in Neighborhood Parks
Rental use of sports fields in neighborhood parks shall be limited to the following:
A. Only at the following neighborhood parks: Campus Canyon Park;
Mammoth Highlands Park; Miller Park; Mountain Meadows Park;
Peach Hill Park; and Poindexter Park.
B. Group 2 and Group 3 Renters with a total attendance of 20 or less.
C. Group 2 and Group 3 Renters with a total attendance of 100 or less,
when the rental of athletic fields is in conjunction with a picnic pavilion
or other park facility and the use is for family and friends only.
D. Rental use by Youth Sports Organizations that is not included in their
respective agreements, when the rental has a total attendance of 49 or
less.
E. All other rental use must be approved in writing by the City Manager or
his/her designee.
3. Rental Use of Sports Fields at Arroyo Vista Community Park
Rental use of sports fields at Arroyo Vista Community Park shall be managed as
follows:
A. Athletic Fields: Soccer and football fields available for rental shall be
rotated on a four -month schedule as follows (numbered fields are
soccer fields, FB is the football field, PFB is the practice football field):
Odd year Even year
Months: Fields available: Fields available:
Jan. / Feb. / March / April #5, 6, 7, 8, FB #1, 2, 3, 4, PFB
May /June / July / August #1, 2, 3, 4, PFB #5, 6, 7, 8, FB
Sept. / Oct. / Nov. / Dec. #5, 6, 7, 8, FB #1, 2, 3, 4, PFB
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B. Softball Fields: Softball fields available for rental shall be rotated on a
monthly schedule as follows:
C. Tournaments (other than tournaments held by Youth Sports
Organizations as allowed under a current use agreement) shall be
restricted to the months of January through April.
D. All other rental use must be approved in writing by the City Manager
or his /her designee.
Page 2 of 2
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Odd year
Even year
Months:
Fields available:
Fields available:
January
#1, 2
#3, 4
February
#3, 4
#1, 2
March
#1, 2
#3, 4
April
#3, 4
#1, 2
May
#1, 2
#3, 4
June
#3, 4
#1, 2
July
#1, 2
#3, 4
August
#3, 4
#1, 2
September
#1, 2
#3, 4
October
#3, 4
#1, 2
November
#1, 2
#3, 4
December
#3, 4
#1, 2
C. Tournaments (other than tournaments held by Youth Sports
Organizations as allowed under a current use agreement) shall be
restricted to the months of January through April.
D. All other rental use must be approved in writing by the City Manager
or his /her designee.
Page 2 of 2
14
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