HomeMy WebLinkAbout07 - CC-7 - Amendments to Existing Field Use and All - 9/6/2016CITY COUNCIL AGENDA REPORT
MEETING DATE: SEPTEMBER 6, 2016 ITEM NUMBER: CC -7
SUBJECT: AMENDMENTS TO THE EXISTING FIELD USE AND ALLOCATION
POLICY
DATE: AUGUST 15, 2016
FROM: JUSTIN MARTIN, RECREATION MANAGER
PRESENTATION JUSTIN MARTIN, RECREATION MANAGER
BY:
FOR FURTHER INFORMATION CHRISTIAN HERNANDEZ, RECREATION
CONTACT: COORDINATOR, 714-754-5302
RECOMMENDATION
Staff recommends that the City Council approve the amendments to the existing Athletic Field
Use and Allocation Policy (FUAP), which include the addition of a code of conduct and other
minor language changes.
BACKGROUND
At the July 7, 2015 City Council meeting, Council adopted a new Athletic Field Use and
Allocation Policy (FUAP). The new document offered staff and user groups a clearer, more
concise set of rules and regulations and provided staff with the tools necessary to administer the
program and regulate field use.
At the January 28, 2016 Parks & Recreation Commission meeting, staff presented the
Commission with several amendments to the FUAP. At that meeting the Commission
recommended changes to the current FUAP including language regarding the auditing
procedure and lowering the local residency requirement for Group 6 (Adult) users.
At the March 15, 2016 City Council meeting, Council approved the Parks & Recreation
Commission's recommended amendments to the FUAP (Attachment 1).
At the July 25, 2016 Parks & Recreation Commission meeting, staff presented the Commission
with additional amendments to the FUAP. At that meeting the Commission recommended
changes to the current FUAP including the addition of a code of conduct and other minor
language changes.
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ANALYSIS
The Spring 2016 season was the second consecutive season that the adopted policy was
followed and implemented by staff. Staff continues to diligently follow the policy and all groups
are treated equally. Staff receives feedback from user groups regarding areas that that may not
be clear and requires additional clarification.
DISCUSSION
After review of the existing FUAP and implementation of the policy during the Fall 2015 and
Spring 2016 seasons, staff recommends the following additions/modifications be made to the
FUAP (Attachment 2):
Addition of a Field Use Code of Conduct
The City places great emphasis and value on being able to provide outdoor field space for users
groups to actively recreate on. The objective is to make sportsmanship and athletics truly part
of the fields use program while ensuring that all parties show respect for one another at all
times. It is expected that all user groups that utilize field space display positive sportsmanship,
encouragement and respectable conduct. All user groups are required to comply with the
proposed code of conduct. Failure to fully comply, as determined by City staff, will result in a
strike against a user group.
Minor Language Changes and Additions
• Resident Percentage Status - Auditing
Add to the policy that the City reserves the right to conduct audits of submitted
verification documents and of onsite team player rosters to establish residency. Staff
recommends this change because audits are taking place on a regular basis and not
a random basis as the policy currently states and audits are specific to both
verification documents and onsite rosters.
• Addition to Priority Group Classifications - Group 1
Add the following language for Group 1 Classifications: "Group 1 organizations that
have successfully met auditing requirements for two allocation seasons may be
exempt from verification documents submission for future allocations. The auditing of
team rosters will be continued regardless."
Staff recommends this change because user groups that fall into the group 1 priority
classification do not have the resources to collect verification documents since they
are strictly volunteer based. These groups have nothing to gain financially by
falsifying documents.
• Process of Obtaining/Maintaining Permits — Disciplinary Action For Field
Policy Violations
Add to the policy that any violation of the City of Costa Mesa Field Use Allocation
Policy Code of Conduct may result in a strike against a user group.
RE
Staff recommends this addition because any violation of the Code of Conduct may
result in a strike against a user group.
The Parks and Recreation Commission unanimously approved all of these changes at the July
2016 meeting, which included forwarding the recommendation for approval to the City Council.
FISCAL REVIEW
No fiscal review is required for this item.
LEGAL REVIEW
No legal review is required for this item.
ALTERNATIVES
The Council could choose to approve all, some or none of the recommended amendments to
the FUAP.
CONCLUSION
Staff recommends that the City Council approve the proposed amendments to the Field Use
and Allocation Policy (FUAP).
Justin Martin
Recreation Manager
Attachments:
1. Existing FUAP
2. Modified FUAP
Tamara S. Letourneau
Assistant Chief Executive Officer
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ATTACHMENT 1
ATHLETIC FIELD USE
AND ALLOCATION POLICY
SUMMER 2015
■
Costa Mesa
ATHLETIC FIELD USE AND ALLOCATION POLICY
Table of Contents
Introduction
2
Statement of Philosophy
2
Definition of Terms
2
Priority Group Classifications
3
Process for Obtaining/Maintaining Permits
5
a. League Splits and New Leagues
5
b. Permit Cancellation
6
c. Field Exchange, Sublease, Non -Use
6
d. Disciplinary Action for Field Policy Violations
7
Field Allocation Process
7
Field Allocation Formula
8
Fees
9
a. Fee Payment
10
b. Fee Waiver
10
Financial Recovery Policy
10
Tournaments
11
Maintenance Issues
11
a. Rest and Renovation
11
b. Turf Preservation
12
c. Athletic Field Lining/Marking
12
d. Field and Facility Closures
12
e. Field Modifications
12
f. Inclement Weather Guidelines
13
Appeals Process
15
Other Information
15
a. Snack Bar and Barbeque Use
15
b. Vendors/Concessionaries
15
c. Traffic and Parking
16
d. Restrooms
16
e. Banners/Signage/Advertisement
16
f. Portable Lights
16
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ATHLETIC FIELD USE AND ALLOCATION POLICY
I. Introduction
The City of Costa Mesa Parks and Community Services Department, Recreation Division, hereinafter
referred to as "City," coordinates and issues permits for the use of athletic fields in the City and at Newport
Mesa Unified School District (NMUSD) sites in Costa Mesa when school is not in session to organizations
and the general public for cultural, social and recreational activities and programs. The City and the
NMUSD work cooperatively in accordance with a Joint Use Agreement.
The purpose of this policy is to outline procedures and allocation priorities for the permitted use of the
City and NMUSD athletic fields within the City of Costa Mesa.
Athletic fields are allocated and permitted in two (2), six-month periods from February through June and
from July through January as availability allows. The City will monitor proper use of allocations and
permits. Priority will be given to Costa Mesa user groups and non-profit organizations. The City may charge
to recover public costs to operate, maintain, supervise, and administer the use of schools, parks and
athletic facilities. Submission of an Application and Agreement Request does not constitute approval.
Requests for additional use or programs not covered by the Athletic Field Use and Allocation Policy should
be addressed in writing to the Recreation Manager. The Assistant CEO will interpret the Athletic Field Use
and Allocation Policy. An appeal of any Recreation Manager decisions are covered in Section XII, Appeals
Process.
II. Statement of Philosophy
The City of Costa Mesa is dedicated to creating partnerships with local youth sports organizations to
ensure there is ample opportunity to participate in athletics at various ability levels. Our primary role in
these partnerships is to provide athletic opportunities and to make certain our fields remain safe and of
high quality. The permitting/allocation process provides an organization the exclusive use of a field to the
exclusion of all others. The objective of this policy is to create clear and written procedures and allocation
policies that:
• Fairly distribute available fields
• Maximize playing time
• Incorporate "turf recovery periods" to maintain safe, quality fields
• Communicate financial issues and recovery policy
• Outline field use regulations
III. Definition of Terms
Resident Percentage Status
Resident Percentage Status is important in determining an organization's Priority Group Classification.
Resident Percentage Status will be determined from the group or organization's prior season's actual
rosters (fall season for fall season, spring season for spring season). Team Rosters, player addresses,
picture ID, utility bills, report cards, school ID, etc. may be required by City staff to verify residency status,
and City reserves the right to conduct random audits to establish residency. Teams will be required to
have proper forms on hand to prove local residency and must be prepared to provide documents to the
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ATHLETIC FIELD USE AND ALLOCATION POLICY
Recreation Department upon request. Special residency status will be reviewed by the Assistant Chief
Executive Officer and a recommendation will be forwarded to the Parks and Recreation Commission for
approval or denial.
Local Resident
Local Resident is defined as persons living within the Newport Mesa Unified School District (NMUSD) or
attend a public or private school within the NMUSD boundaries.
Youth Status
Youth status is defined as persons 19 years of age or under at the start date of permit.
Non -Profit Status 501(c)(3)
To qualify as a non-profit user, the organization must meet all criteria as identified by the Internal Revenue
Services (IRS). The organization must submit a Letter of Determination or Letter of Affirmation from the
IRS that indicates non-profit 501(c)(3) status and are required to submit 990 forms and other appropriate
documentation, including but not limited to, financial records and tax returns demonstrating the non-
profit status. Visit www.irs.gov for additional information on non-profit status.
Audit
Audit- during an audit each organization/coach is to state the name of each participant on their roster,
provide verification documents for each participant, and sign off on the roster form. Each group is to
cooperate with staff when audits are being conducted and during the process of collecting rosters and
verification documents.
IV. Priority Group Classifications
An organization's Priority Group Classification determines their priority for field allocations (i.e. Group 1
has first priority for field allocations, Group 2 has second priority for field allocations, and so on). Priority
use of fields will be given to traditional primary season sports and by Priority Group Classification. (See
Section VII, Sport Season Priority.)
Group 1
Organizations must meet all of the following:
1. Organizations, or portions of organizations, must assign registrants to teams in an effort to make
the teams in each division of equal playing experience and talent (not assigned to teams of
different talent levels), and
2. Organizations must be recreational in nature and have an "everyone plays, no child is turned
away" philosophy requiring that each player suited -up and able to play is entered into games for
a significant period of time (i.e. % of game or 2 of every 5 innings or 2 of 4 quarters, etc.), and
3. Organizations must submit a Letter of Determination or Letter of Affirmation from the IRS that
indicates a non-profit 501(c)(3) status certificate, and
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ATHLETIC FIELD USE AND ALLOCATION POLICY
4. Organizations must maintain an affiliation with a national, state or local sport governing body.
Those national or state bodies must have governance over the organization, including all
requirements for training per each league's manual, background checks and disciplinary actions,
and
5. Organizations must have 75% or greater local residents, for priority use of City fields; 50% local
residents for priority use of NMUSD fields; or organizations that have special residency status per
City Council/Parks and Recreation Commission discretion.
NOTE: Organizations that have both recreational and select teams will have Group 1 user status. Groups
that compensate local, executive, administrative staff and/or board members shall be excluded from the
Group 1 status.
Group 2:
1. Newport Mesa Unified School District related programs
2. NMUSD has priority use at NMUSD elementary and junior high sites prior to 4:00 p.m. and prior
to 5:00 p.m. at NMUSD high school sites on weekdays.
Group 3
Organizations that must otherwise meet all Group 1 requirements EXCEPT one of the following:
1. They have 90% or greater local residents for priority use of City and NMUSD fields, or
2. They have at least 90% or greater local residents in which tryouts are held in order to place
registrants according to their ability on competitive teams (select, travel, etc.); applicants may be
turned away; or not every player suited up and not able to play in every game, or
3. They compensate local executive/administrative staff and/or board members for their service to
the league. Organizations that fall under this classification shall be charged field use fees and
would receive third priority field allocations.
All select/travel games must have at least one team from the Group 3 organization on the field, or fee
assessed for that field will be at the Group 5 rate.
Group 4
Adult programs, organizations or events with at least 75% local residents and/or work within Costa Mesa
city limits. Group 4 organizations shall have fourth highest priority for use of City and School District fields,
except on Sundays when they shall have second highest priority after City adult programs.
Group 5
Youth programs, organizations or events with less than 90% local residents.
Group 6
Adult Programs, organizations or events with less than 75% but more than 10% local residents and/or
work within Costa Mesa city limits. Group 6 organizations shall have lowest priority for use of City and
School District fields except on Sundays when they shall have third highest priority after City adult
programs and Group 4 adult programs.
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ATHLETIC FIELD USE AND ALLOCATION POLICY
Field Allocations at Jack Hammett Sports Complex
Due to the limited facility and parking capacity at JHSC, the number of participants/spectators may be
limited and/or the field request may be reviewed by other City departments for safety and Costa Mesa
Municipal Code violations.
V. Process for Obtaining/Maintaining Permits
Requests to use City and/or NMUSD athletic fields located in Costa Mesa are made through the City of
Costa Mesa Parks and Community Services Department located on the third floor of City Hall, 77 Fair
Drive, Costa Mesa, (714) 754-5300. Any group often (10) or more individuals (Costa Mesa Municipal Code,
SEC. 12-53) that wishes to utilize an athletic field must complete all applicable forms and documents.
Athletic fields are allocated and permitted in two (2), six-month periods from February through June and
from July through January as availability allows. Each organization is required to sign and submit the
following documents (available in the Recreation Department) by the first week of August for the February
1—June 30 use period and by the first week of January for the July 1—January 31 use period:
1. Application and Agreement Request of Use for City of Costa Mesa and Newport Mesa Unified
School District Athletic Field
2. Field User Information Sheet
3. Athletic Field Use Rules and Regulations
4. Public Liability and Property Damage Insurance in an amount no less than $1,000,000 per
occurrence, naming City of Costa Mesa as Additionally Insured
5. Hold Harmless and Indemnity Agreement
6. A current list of board members with current contact information
7. Player rosters identifying local residents
8. Non-profit groups must also supply a IRS 990 or 990EX form
Permits will be issued according to Priority Group Classifications. Submittal of documents does not
constitute approval. Every effort will be made to accommodate user groups' requests for use of fields.
Deadlines must be met or field permits may be denied.
a. League Splits and New Leagues
New Leagues or organizations planning to petition for Group 1 status or leagues anticipating a split to
form a new league must submit to the Recreation Manager, six months prior to the estimated starting
date for such new league, the following:
1. Application and Agreement Request for Use for City of Costa Mesa and Newport Mesa Unified
School District Athletic Field
2. Bylaws
3. Player roster identifying local residents
4. Names and addresses of Board of Directors (if applicable) with current contact information
5. Documentation of affiliation with a national, state or local sports governing body
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ATHLETIC FIELD USE AND ALLOCATION POLICY
6. Letter of Determination or Letter of Affirmation from the IRS, including a copy of the league's
current financial statements on file (IRS Form 990 or 990EX) that demonstrate the organization's
nonprofit 501(c)(3) status, if asking for non-profit status
It will take six months to determine if facilities are available and what the impact of a new league will have
on facilities. Staff will review application of an organization petitioning as a new league, for a higher
priority classification or an organization petitioning for Group 1 status in November and May of each year.
The recommendation will be reviewed by the Assistant Chief Executive Officer or his/her designee.
Submittal of the Application does not guarantee that an organization will be allocated fields.
The Assistant Chief Executive Officer's decision is final. If approved, new leagues may be given a lower
priority than existing leagues or in order to maintain adequate field rest and renovation periods.
If a current Group 1 organization does split up, both organizations must submit required documentation
listed above with current official rosters to the Recreation Manager six months prior to anticipated split.
These current rosters will be compared to the previous season's rosters in order to accurately allocate
fields based on necessity.
A change in the organization's name, parent or affiliated national, state, regional or local organization
(provided the former organization's name is not also being used), may not constitute it as a new
organization or user and the City must be notified of any such name changes. If the organization provides
bona fide materials to the Recreation Manager that demonstrates only a name change and the makeup
of the organization stays the same, then the organization shall not be considered new.
An organization choosing to expand its league with a new section with a different name, must submit
materials that prove the new section is part of the same non-profit number, has the same insurance
carrier, and is governed by the same Board of Directions and Bylaws. Failure to notify the Recreation
Manager of changes in an organization could result in forfeitures of fields.
Submittal of documents does not constitute approval. Every effort will be made to accommodate user
group's requests for use of fields. The Assistant Chief Executive Officer may at anytime declare a
moratorium on league splits or new leagues based on field availability or field conditions.
b. Permit Cancellation
Permits may be cancelled and/or rescheduled. Permits canceled by the City or due to inclement weather
may be rescheduled as availability allows or may be refunded in full. Permits cancelled by the user at least
10 working days prior to the event will be refunded all but 25%. No refunds will be issued if permitted use
is cancelled with fewer than 10 working days' notice.
The City of Costa Mesa may cancel or re -assign use of City or NMUSD fields for any of the following:
1. City and/or NMUSD begin work involving any of the facilities.
2. When the health and safety of participants are threatened due to impending conditions, including
but not limited to, rain, muddy conditions, smog alerts, maintenance issues, lightening and
earthquakes.
3. Non -adherence to Athletic Field Use and Allocation Policy or City ordinance or Athletic Field Use
Rules and Regulations.
4. NMUSD cancels use of fields under the direction of their administrative office.
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ATHLETIC FIELD USE AND ALLOCATION POLICY
S. Tournaments and special events hosted by the City and/or Group 1 organizations throughout the
year.
c. Field Exchange, Sublease, Non -Use
Users may not exchange or sublease fields under any circumstance. Exchange or sublease of fields will
result in revocation of permits for all parties. Any organization that has been permitted to use a field and
determines that they will not need to use it shall notify the City. Non-use of field for a total of three times
may also result in revocation of the permit of the allocated field. All user groups 1— 6 may be billed for
fields that they have reserved and have not used.
d. Disciplinary Action for Field Policy Violations
The City utilizes a "three -strike" policy for violations of Field Use Allocation Policy that occur within one
calendar year of first violation. Violations deemed by City to be of a serious nature may result in immediate
termination of permits and field use.
First Offense: Verbal or written warning to the user group/individual and restitution for
damages/costs if applicable.
Second Offense: Verbal and written notice of three-day suspension and restitution for
damages/costs if applicable.
Third Offense: Verbal and written notice of termination of any existing permits, loss of future
rental/allocation privileges and restitution for damages/costs if applicable.
Violation examples include, but are not limited to:
1. Use of field that has been closed due to inclement weather or for safety or maintenance reasons.
2. If an organization has a field permitted at 9:00 a.m. and the teams start to practice or play games
prior to 8:30 a.m.
3. If permitted User #1 allowed non -permitted User #2 to use their permitted field without City
approval, this violation would constitute as a strike against both users.
4. After permitted use the organization fails to maintain restrooms and/or leaves trash and litter on
the premises.
5. Failure to return unscheduled fields to the "inventory of fields" held by the City.
6. Driving vehicles on fields without written permission noted on permit.
7. Adding additional fields (either adding to outside boundary or splitting afield within boundaries
to create more than two additional fields) to site without written permission.
See note on page 9.
8. If afield has been permitted and subsequently prepped by City and the permitted user group does
not show.
VI. Field Allocation Process
Allocation of fields will follow the guidelines of this document. These allocations are not intended to
interrupt the field assignments for teams and/or organizations during the course of a season that has
already started.
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ATHLETIC FIELD USE AND ALLOCATION POLICY
Sport Season Priority (Exhibit A — Page 17)
• A sport in its traditional season will have priority field use over an out -of -season sport.
• Spring sports (baseball, softball) have priority in the spring.
• Fall sports (soccer, football) have priority in the fall.
Additional Considerations
• Fields will be allocated by Priority Group Classification.
• Fields will be allocated to teams/organizations based on percentage of verifiable total local
residents in relation to all teams in that Priority Group Classification
• The City will attempt to accommodate emerging sports that fall within the Group 1 category.
• Verification of local residency will be established by providing such documentation requested by
the City including team rosters, player addresses, picture ID, utility bill, report cards, school ID etc.
City reserves the right to conduct random audits to establish residency. Teams will be required
to have proper forms on hand to prove local residency and must be prepared to provide
documents to the Recreation Department upon request.
• With regards to sports that play year-round (with a primary and off-season play), the primary
season of each sport will determine whether the field is considered a baseball/softball or a
soccer/football field on multiple use sites.
• In an effort to provide balanced sports opportunities on athletic fields, the Recreation Manager
has the authority to limit exclusive use at athletic facilities and to make minor changes to group
priorities if deemed necessary.
• Allocation requests during off-season play will be reviewed after allocations are granted for the
primary season sports. Fees may be charged for allocations granted for off-season play.
• Teams and organizations may be required to provide schedules to show that all of the allocated
fields are being utilized. If an allocated field(s) is not utilized bythe designated organization/teams
a total of three times during a season or reserved period of use, the field(s) will be reassigned.
Teams/organizations will be notified by City staff when it has been determined that a field(s) is
(are) not being used (and prior to the reassignment).
In addition to the fields being reassigned, lack of use of the field may also result in the revocation
of the permit for the allocated fields. The team or organization will be billed and the fields will be
reassigned.
• The City reserves the right to cancel an allocation to accommodate the needs any City
sponsored/co-sponsored tournaments and/or special events.
• A field use permit (authorizing use of City or NMUSD fields) will be issued after all requirements
have been met. A request for field use does not constitute approval.
• All field users must have a copy of their permit available for inspection by City staff and/or Park
Rangers.
• Requests for additional use, programs or facilities not covered by Athletic Field Use and Allocation
policy should be addressed in writing to the Recreation Manager.
VII. Field Allocation Formula
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ATHLETIC FIELD USE AND ALLOCATION POLICY
In order to resolve a discrepancy between organizations in the same Priority Group Classification, the
following allocation formula will be used to determine the amount of field use that will be allocated
to each organization. This formula shall be applied to all requests for lighted fields.
Fields will be allocated within each Priority Group Classification to organizations based on the
percentage of verifiable local residents registered with that organization in relation to the total
number all registered local residents in all organizations in that Priority Group Classification combined.
Verification of local residency will be established by providing such documentation requested by the
City including team rosters, player addresses, picture ID, utility bill, report cards, school ID etc. City
reserves the right to conduct random audits to verify residency.
The total number of all local residents registered in all organizations within that Priority Group
Classification will then be determined. Each organization's local resident number will be divided by
the total of all local residents registered to determine the percentage of use to be allocated to each
group.
An example of this would be:
Baseball Group A has 750 local residents Baseball Group B has 900 local residents
Total local residents registered in both organizations is 1,650
750 divided by 1, 650 equals 45%. Group A would receive 45% of the field time available. 900 divided
by 1,650 equals 55%. Group B would receive 55% of the field time available.
VIII. Fees
All fees are per hour, per field unless otherwise noted. Fees may be waived at the discretion of City
Council.
Utility and Ball Field Fees:
Group 1
Group 2
Group 3
Group 4
Group 5
Group 6
Youth,
Adult,
Youth,
Adult
Non -Profit
Non -Profit
Non -Profit
Non -Profit
$25
$25
$35
$35
Fees Waived
Fees Waived
Per City
Joint User
Council
Agreement
Adult,
Youth,
Adult,
N/A
Private
Private,
Private
$77
$239
$239
Tournaments and Large Event Deposits: (Refundable)
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ATHLETIC FIELD USE AND ALLOCATION POLICY
One (1) field with 20 or more participants
$100
Two (2) fields
$100
Three (3) — six (6) fields
$300
Seven (7) or more fields
$500
Extra Fees:
Softball/Baseball Field Prep $40 per Field
Permanent Lights $15 per Hour per Field
Portable Lights (2 Unit Minimum) $10 per Unit per Hour
NOTE: Fields may not be split into more than two without written permission from the Assistant Chief
Executive Officer and noted on permit. Should the Assistant Chief Executive Officer deem it necessary due
to extenuating circumstances, fields may be temporarily split more than twice.
a. Fee Payment
Groups assessed a fee will submit 50% payment at least 10 working days prior to the requested use.
Continuous monthly usage will be invoiced at the end of each month of usage and payment must be
received prior to due date. A maintenance fee may be required by the City to maintain and/or repair
athletic fields. Full payment is required at least 10 working days prior to one -day use or special events.
b. Fee Waiver (Group 1 and Group 2 only)
Only organizations that meet the requirements for Group 1 status may apply for waiver of field and/or
light use fees. Requests for fee waiver for use of athletic fields must be submitted in writing to the
Recreation Manager. Requests will be presented to the Parks and Recreation Commission for a
recommendation to City Council. The fee waiver process takes a minimum of 6 — 8 weeks. Group 1 user
organizations receiving fee waivers shall be considered to be co-sponsored by the City of Costa Mesa.
Group 2 user organizations (NMUSD affiliated groups) must provide notice of affiliation from District
Deputy Superintendent before fee waiver shall be granted under provisions of the City — School Joint Use
Agreement.
User groups with fee waivers may be billed for fields that they have reserved and have not used for a total
of three times.
IX. Financial Recovery Policy
As the city continues to grow and facilities age, City must develop a financial system to support our
community investment while maintaining the high level of service currently provided. The City will
continue to provide basic services funded entirely by general taxpayers; however, those benefitting from
special services (which create additional City expenses) must contribute financially. The City acknowledges
that the community benefits when youth are engaged in sports activities. The recovery policy is intended
for the participants to supplement, rather than supplant the investment of the general taxpayers.
The recovery policy strives to:
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ATHLETIC FIELD USE AND ALLOCATION POLICY
• Amortize the capital investment and cover maintenance operational costs of a field.
• Pay for and augment operation/maintenance costs for a field where tax appropriations support
the basic service.
• Control use of the field.
• Assess a portion of the costs of the field to users who may not be tax supporters.
• Enable Parks and Community Services to provide fields for which funds might not otherwise be
available.
The primary purpose of this policy statement is to develop an understanding that the pricing of services
is a conscious procedure that requires continual investigation and review by City.
X. Tournaments
All general rules and reservation procedures as specified in the Field Use and Allocation Policy are
applicable during tournaments. Additional provisions for tournaments are stated in this section.
Tournament applicants must complete an Application and Agreement Request, sign the Athletic Field Use
Rules and Regulations and review the Tournament Orientation Checklist with City staff at least 30 days
prior to the tournament date. The Application and Agreement Request form, Athletic Field Use Rules and
Regulations and Tournament Orientation Checklist are available in the Parks and Community Services
Department. Submission of these forms does not constitute approval. Approval is given according to this
policy, after deposits and fees are paid and when a permit is issued. Tournament applicants must receive
City approval to sell food, use food trucks or use a snack bar and/or barbeque. This approval must be
noted on the use permit prior to use.
Tournaments canceled by the City or due to inclement weather may be rescheduled as availability allows
or may be refunded in full. Tournament permits canceled by the user at least 10 working days prior to the
event will be refunded all but 25%. No refunds will be issued if the tournament is canceled with fewer
than 10 working days' notice.
Game times and field use must follow all policies outlined in the Athletic Field Use and Allocation Policy
and all Athletic Field Use Rules and Regulations.
For Inclement Weather closures during Group 1 or Group 3 organizations' tournaments, playoffs and
other large scale events, please see Inclement Weather Policy under Section XI.
For deposits related to tournaments, please see Fees under Section VIII.
City reserves the right to have a tournament reviewed by other City departments to minimize the impact
on neighbors, fields, parking, traffic, etc. City also reserves the right to deny a tournament based on field
availability, rest and renovation schedules and staffing levels.
XI. Maintenance Issues
The City requests that individuals and groups refrain or limit their use of heavy traffic areas during
practices, regardless of weather, to assist in providing the best field conditions possible, i.e., goal areas,
pitching areas, etc. Any user failing to comply with this policy, established guidelines and notification to
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ATHLETIC FIELD USE AND ALLOCATION POLICY
refrain from use requests for field closures are subject to pay for all damages or costs occurring to the
facility and the termination of field use permit.
a. Rest and Renovation (Exhibit A — Page 17)
An annual rest and renovation program is scheduled at all sites to maintain field sustainability. In addition,
City may close fields one day per month to perform maintenance activities. The City attempts to be flexible
in accommodating user groups but ultimately, the health and safety of the user and the condition and
playability of the fields take priority. This may require the closure of fields or facilities, denial of use of a
field, and/or making alternate sites available for athletic use. The Rest and Renovation period shall be
consistent with the number of days agreed upon by Maintenance Services and Recreation. No
organization/team shall play on fields closed for renovation or repair.
b. Turf Preservation
Cooperation from user groups is needed for the preservation of the turf on City and NMUSD fields by
following these guidelines:
• Field use, especially practices, should be conducted in such a way that the action takes place on
different selections of turf, thus reducing excessive turf damage in one area. Organizations should
rotate use of areas and when possible, stay off fringe or bare areas to limit erosion and further
damage.
• Turf divots should be replaced at end of each day to help re -root grass.
• No tarps or material which may damage the grass may be placed on the turf. Any turf coverings
used must be made of a breathable material.
• Do not use fields during or after a heavy rain, or when fields are wet or muddy (see Inclement
Weather Policy that follows)
• Soccer practices are NOT to be held on the infield area of a softball or baseball diamond.
• Remove all equipment at the conclusion of each day.
• Do not overcrowd fields by scheduling multiple games in areas reserved. Allow distance between
fields for safe passage of spectators and participants.
• Report hazards to the Parks Maintenance Division at 714-327-5123.
• Report immediate emergencies (broken water lines, gushing sprinkler heads, etc.) to the Park
Maintenance Division at 714-327-5123. When calling, be prepared to fully identify yourself, your
location (park/school), and the specific nature of the emergency so that staff can bring the
appropriate repair equipment.
• No vehicles are allowed on City or NMUSD fields or property, other than parking lots, without
written permission noted on the use permit issued by City.
c. Athletic Field Lining/Marking
• Lining of City or NMUSD fields is prohibited without it being approved by City and noted on field
permit. Line colors must be approved by City.
• Burning lines on the City or NMUSD fields is prohibited.
• Any user failing to comply with established guidelines and notification requests are subject to pay
for all damages occurring to the facility and termination of field use permit.
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ATHLETIC FIELD USE AND ALLOCATION POLICY
d. Field and Facility Closures
Fields and facilities may be closed at the discretion of the Recreation Manager and/or Maintenance
Services Manager or their designated representatives. Closures are kept to a minimum when fields and
facilities remain in a playable condition. Priority is given to maintenance needs, rest and renovation
periods and sustainability for all fields, for both City and NMUSD fields. The City may close fields or
facilities when the City engages in work involving any of the fields or facilities or when the health and
safety of participants are threatened due to impending conditions, including but not limited to, rain,
muddy conditions, smog alerts, maintenance issues, lightening and earthquakes.
e. Field Modifications
Any permanent modifications or improvements shall become the property of the City of NMUSD.
NMUSD Fields:
Once reviewed by City staff, requests to modify or improve any NMUSD facility will be submitted
for review to the NMUSD. Please see NMUSD Site Modification Request Form (available in the
Parks and Community Services Department). The field modification process will take a minimum
of 6 to 8 weeks. No temporary or permanent structures or equipment shall be erected on City or
NMUSD field or facility unless approved by the City and NMUSD. All projects, once completed,
must be dedicated for public/community use. Submission of a request to modify or improve a site
does not constitute approval. Approval will be given according to City and/or NMUSD policy.
Approval will be provided in the form of a written document and will outline the scope of the
project as approved.
City Fields:
Requests to modify, resize or add multiple -use fields, or make improvements to a City field shall
be submitted with conceptual drawings to the City (Parks and Community Services Department)
and may be reviewed by the Parks Maintenance Division and/or Planning Division, then presented
to the Parks and Recreation Commission for a recommendation to City Council. City Council
decision is final. Users may not modify a field that is being used by more than two
organizations/teams without approval noted on request from each group president or without
provision being made for use of another field(s) through the City. Fields modified for multiple use
will be billed appropriate to use.
f. Inclement Weather Guidelines
City and NMUSD athletic fields have been designed and are maintained for the enjoyment and use of
Costa Mesa residents. The purpose of this section is to guide the use of athletic fields, to prevent injuries
and damage to the playing surface brought upon by inclement weather and/or unsafe playing conditions.
An effective field maintenance program is essential for safe, quality fields and sport complexes. User
groups are asked to help by accepting and adhering to these rules. Groups who use the athletic facilities
are expected to assist in protecting their participants and fields during periods of rain or inclement
weather.
The City of Costa Mesa reserves the right to cancel or suspend field use permits when field conditions
could result in injury to players or cause damage to the fields. Permits may also be canceled when the
13
ATHLETIC FIELD USE AND ALLOCATION POLICY
health and safety of participants are threatened due to impending conditions, including but not limited
to, rain, muddy conditions, smog alerts, maintenance issues, lightening and earthquakes.
Procedure:
During inclement weather, the City's maintenance staff will assess the playability of all City -owned
and NMUSD fields to determine if use will occur. The Recreation Manager or designated
representative shall have the authority to close any/all fields within the City of Costa Mesa.
Criteria for Establishing Field Playability:
The following information is the City's and NMUSD's policy regarding the use of fields in wet
condition. These policies and procedures apply to all sports and activities conducted on a grass
field, turf area, or infield:
Baseball and Softball In fields — Brick Dust
Infield will be deemed unsafe and unplayable when any of the following conditions are
present:
• There is standing water within the base paths.
• Your feet slip as you walk through the infield.
• The depth of your footprint is greater than one inch.
• Any of the above conditions are present within the pitching area.
Soccer. Utilitv. Baseball and Softball Out Fields—Turf
Outfields and turf areas will be deemed unsafe and unplayable when any of the following
conditions are present:
• There is standing water within the majority of a single playing position (playing
positions will be determined based on the user group).
• Your feet suction to the ground as you walk within the majority of a single playing
position (playing positions will be determined based on the user group).
• Your footprints fill with water in the majority of a single playing position.
• The depth of your footprint is greater than two inches in the majority of a single
playing position.
• Grass can be easily dislodged from the fields during play.
The following procedures are to be followed regarding the use of fields when there has been rain,
over -watering, or other serious conditions:
• If it has rained within the preceding 24 hours, groups scheduled to use public fields
must call the Mudline at 714-754-5041. The Mudline is designed to relay same-day
information regarding field closures and playability, except in the case of extreme
conditions or scheduled maintenance. The Mudline message will be updated by 3:00
p.m. Monday— Friday any by 7:30 a.m. Saturday and Sunday. City personnel will make
determination of field conditions/closures, and the decisions are not negotiable.
14
ATHLETIC FIELD USE AND ALLOCATION POLICY
• The City may declare a field subject to "re -inspect." Re -inspect fields should be
evaluated by the user group at practice/game time for playability. The user group
must employ the playability criteria used by City staff and outlined above.
• In the event that the Mudline has not been updated or is unavailable, user groups are
expected to make educated, responsible decisions regarding field condition
playability. The groups should employ the playability criteria used by City staff (as
outlined above) and take into consideration the current and future quality of the turf.
• Groups witnessing misuse of fields by other scheduled or unscheduled users are
advised to contact the Costa Mesa Police Department at 714-754-5252.
Failure to follow these guidelines will result in cancellation of existing permit(s) and/or loss of
rental/allocation privileges and/or a strike against the organization. NOTE: Fields will be inspected by
City staff for misuse during inclement weather.
XII. Appeals Process
An appeal to the Assistant CEO of a Recreation Manager or staff decision must be submitted in writing
with justification within ten (10) working days from the decision. The decision of the Assistant CEO is final.
XIII. Other Information
a. Snack Bar and Barbeque Use
All organizations using fields or hosting an event utilizing a snack bar and/or barbeque must receive City
approval and have same noted on use permit. Only Groups 1 and 2 will be granted approval for snack bar
use; however, staff has discretion over approval of Groups 3-6 for snack bar use. Portable barbeques
utilizing charcoal briquettes, or a similar type heat source may only be used at those City parks that have
"hot coal" receptacles for disposal of used hot coals. These "hot coal" receptacles are clearly marked and
are normally located near picnic shelters or picnic areas. Portable barbeques using hot coals should only
be used in close proximity to "hot coal" receptacles for ease of disposal.
Personal, portable BBQs utilizing propane or similar type gas canisters for the fuel source are allowed in
all developed, passive areas of all City parks, with the following exceptions:
1. Within one hundred feet (100') of undeveloped or brush areas
2. Within fifty feet (50') of residential properties
3. On or within ten feet (10') of any walkways or travel ways
4. Within parking lots
5. Within public rights-of-way
6. On or within twenty-five feet (25') of any fields, courts, or other facilities designated and/or
intended for competitive sporting games.
7. Within fifty feet (50') of tot lot/children play areas, except where City -provided BBQs may be
located.
8. Within twenty feet (20') of any tree trunk
9. Within twenty feet (20') of any tree branch/foliage that is less than ten (10') feet from the
ground.
15
ATHLETIC FIELD USE AND ALLOCATION POLICY
b. Vendors and Concessions
User groups operating concessions are considered first party vendors. A business license is NOT required
for first party vendors; however food sales must meet Orange County Health Department codes and
requirements. Insurance requirements are met as a condition of field use. First party vendors must receive
City approval for concession operations and have permission noted on their field use permit. First party
vendors are highly encouraged to attend a Food Handling class conducted by the City of Costa Mesa twice
per year.
Outside companies (other than the user groups i.e. concessionaires or food truck vendors) are considered
second party vendors and are allowed at tournaments and special occasions only. Second party vendors
are obligated to obtain a City of Costa Mesa business license and are required to furnish a certificate of
Commercial General Liability Insurance with coverage no less than $1,000,000 per occurrence. "Product
Liability" coverage should be included and the City of Costa Mesa must be listed as "Additionally Insured."
All second party vendor food preparations and sales have to meet Orange County Health Department
codes and requirements. Vendor information, business license, and certificate of insurance must be
submitted to the City no later than two weeks prior to the event.
c. Traffic and Parking
User groups must inform their participants and spectators to park in facility parking lots and public parking
areas. If needed, user groups should post directional signs to assist participants and spectators to
appropriate parking areas. When traffic and/or parking are an issue, or during post -season tournament
play, the user group or organization must provide volunteers to direct participants and spectators to
designated parking areas. It is the users' responsibility to alleviate traffic and parking issues. No vehicles
are allowed on City or NMUSD fields or property, other than parking lots, without written permission
noted on the use permit issued by the City.
d. Restrooms at NMUSD Sites
NMUSD will provide restroom access at all school facilities during permitted use at no additional cost to
the organization. No portable toilets are allowed on school property without the written consent from
NMUSD. Please use NMUSD Site Modification Request Form when proposing the use of portable
restrooms. (Form is available in the Parks and Community Services Department.)
e. Banners/Signage/Advertisement
A separate and specific Banner Policy is available in the Parks and Community Services Department.
Banner Permit Request Forms are also available in the Parks and Community Services Department.
f. Portable Lights
A separate and specific Portable Light Policy is available in the Parks and Community Services Department.
16
ATHLETIC FIELD USE AND ALLOCATION POLICY
Exhibit A: Sports Season Priority and Rest and Renovation
Jack Hammett Sports Complex
Jan I Feb
March Aril
May June Jul AugSet
Oct Nov
Dec
June
Spring Sport Priority Use
Rest and Renovation (End of May- Beg. of Aug.)
Fall Sport Priority Use
Oct
Rest and
Softball
Rest and Renovation
Softball
Rest and Renovation (End of
Renovation
(Mid Aug. - Mid Sep.)
Baseball
Dec. - Mid Feb.)
Tewinkle Sports Complex — Softball
Jan
Feb I March Aril I May June July
Aua Set
Oct I Nov
Dec
June
Spring Sport Priority Use
Aug
Fall Sport Priority Use
Oct
Rest and
Softball
Rest and Renovation
Softball
Rest and
Renovation
(Mid Aug. - Mid Sep.)
Baseball
Renovation (Mid
Soccer
Rest and
Renovation
Dec. - End of Jan.)
Tewinkle Sports Complex — Baseball
Jan
Feb
March
April
May
June
July
Aug
Sept
Oct
Nov
Dec
Spring Sport Priority Use
Prioritv Use
Fall Sport Priority Use
Rest and
Baseball
Rest and Renovation
Soccer
Rest and
Renovation
(End of Jul. - Mid Sep.)
Renovati
on (End
Dec. - End
Lions Park — Davis Field
Jan Feb
March April May June
July Aug
Sept Oct Nov Dec
Rest and Renovation
(Beg. of Jan. - Beg. of Feb.)
Spring Sport Priority Use
I Baseball
Rest and Renovation
(Beg of Jul. - Mid Aug.)
Fall Sport Priority Use
Soccer
Fairview Development Center
Jan Feb March April May
June July
Aug Sept Oct Nov Dec
Spring Sport Priority Use
Spring Sport Priority Use
Fall Sport Priority Use
Soccer
Rest and Renovation
Soccer
Rest and Renovation
(Bea of Jun. -Mid Jul.l
Rest and Renovation
I
Newport Mesa Unified School Districts
Jan Feb March April May
June July Aug
Sept Oct Nov Dec
Spring Sport Priority Use
Spring Sport Priority Use
Fall Sport Priority Use
Baseball/Softball
Rest and Renovation
(pt— of .lien -AAi
Football/Soccer
Balearic
Jan Feb March I April I May June July
Aug Sept
Oct
Nov Dec
Spring Sport Priority Use
I
Soccer
Rest and Renovation
Fall Sport
Rest and Renovation
I
(Beg. of Aug.- Mid Sep.)
Prioritv Use
(Mid Nov. - Mid Dec.)
*The City reserves the right to set aside additional time during the year for turf recovery, improvement and maintenance.
*Schedules are subject to change
17
ATTACHMENT 2
ATHLETIC FIELD USE
AND ALLOCATION POLICY
SUMMER
Costa Mesa
ATHLETIC FIELD USE AND ALLOCATION POLICY
Table of Contents
I.
Introduction
2
II.
Statement of Philosophy
2
III.
Definition of Terms
2
IV.
Priority Group Classifications
3
V.
Process for Obtaining/Maintaining Permits
5
a. League Splits and New Leagues
5
b. Permit Cancellation
6
c. Field Exchange, Sublease, Non -Use
6
d. Disciplinary Action for Field Policy Violations
7
VI.
Field Allocation Process
7
VII.
Field Allocation Formula
8
VIII.
Fees
9
a. Fee Payment
10
b. Fee Waiver
10
IX.
Financial Recovery Policy
10
X.
Tournaments
11
XI.
Maintenance Issues
11
a. Rest and Renovation
11
b. Turf Preservation
12
c. Athletic Field Lining/Marking
12
d. Field and Facility Closures
12
e. Field Modifications
12
f. Inclement Weather Guidelines
13
XII.
Appeals Process
15
XIII.
Other Information
15
a. Snack Bar and Barbeque Use
15
b. Vendors/Concessionaries
15
c. Traffic and Parking
16
d. Restrooms
16
e. Banners/Signage/Advertisement
16
f. Portable Lights
16
XIV.
Field Use Code of Conduct
1
ATHLETIC FIELD USE AND ALLOCATION POLICY
I. Introduction
The City of Costa Mesa Parks and Community Services Department, Recreation Division, hereinafter
referred to as "City," coordinates and issues permits for the use of athletic fields in the City and at Newport
Mesa Unified School District (NMUSD) sites in Costa Mesa when school is not in session to organizations
and the general public for cultural, social and recreational activities and programs. The City and the
NMUSD work cooperatively in accordance with a Joint Use Agreement.
The purpose of this policy is to outline procedures and allocation priorities for the permitted use of the
City and NMUSD athletic fields within the City of Costa Mesa.
Athletic fields are allocated and permitted in two (2), six-month periods from February through June and
from July through January as availability allows. The City will monitor proper use of allocations and
permits. Priority will be given to Costa Mesa user groups and non-profit organizations. The City may charge
to recover public costs to operate, maintain, supervise, and administer the use of schools, parks and
athletic facilities. Submission of an Application and Agreement Request does not constitute approval.
Requests for additional use or programs not covered by the Athletic Field Use and Allocation Policy should
be addressed in writing to the Recreation Manager. The Assistant CEO will interpret the Athletic Field Use
and Allocation Policy. An appeal of any Recreation Manager decisions are covered in Section XII, Appeals
Process.
II. Statement of Philosophy
The City of Costa Mesa is dedicated to creating partnerships with local youth sports organizations to
ensure there is ample opportunity to participate in athletics at various ability levels. Our primary role in
these partnerships is to provide athletic opportunities and to make certain our fields remain safe and of
high quality. The permitting/allocation process provides an organization the exclusive use of a field to the
exclusion of all others. The objective of this policy is to create clear and written procedures and allocation
policies that:
• Fairly distribute available fields
• Maximize playing time
• Incorporate "turf recovery periods" to maintain safe, quality fields
• Communicate financial issues and recovery policy
• Outline field use regulations
III. Definition of Terms
Resident Percentage Status
Resident Percentage Status is important in determining an organization's Priority Group Classification.
Resident Percentage Status will be determined from the group or organization's prior season's actual
rosters (fall season for fall season, spring season for spring season). Team Rosters, player addresses,
picture ID, utility bills, report cards, school ID, etc. may be required by City staff to verify residency status,
and City reserves the right to conduct audits of submitted verification documents and of onsite team
2
ATHLETIC FIELD USE AND ALLOCATION POLICY
player rosters to establish residency. Teams will be required to have proper forms on hand to prove local
residency and must be prepared to provide documents to the Recreation Department upon request.
Special residency status will be reviewed by the Assistant Chief Executive Officer and a recommendation
will be forwarded to the Parks and Recreation Commission for approval or denial.
Local Resident
Local Resident is defined as persons living within the Newport Mesa Unified School District (NMUSD) or
attend a public or private school within the NMUSD boundaries.
Youth Status
Youth status is defined as persons 19 years of age or under at the start date of permit.
Non -Profit Status 501(c)(3)
To qualify as a non-profit user, the organization must meet all criteria as identified by the Internal Revenue
Services (IRS). The organization must submit a Letter of Determination or Letter of Affirmation from the
IRS that indicates non-profit 501(c)(3) status and are required to submit 990 forms and other appropriate
documentation, including but not limited to, financial records and tax returns demonstrating the non-
profit status. Visit www.irs.gov for additional information on non-profit status.
Audit
Audit- during an audit each organization/coach is to state the name of each participant on their roster,
provide verification documents for each participant, and sign off on the roster form. Each group is to
cooperate with staff when audits are being conducted and during the process of collecting rosters and
verification documents.
IV. Priority Group Classifications
An organization's Priority Group Classification determines their priority for field allocations (i.e. Group 1
has first priority for field allocations, Group 2 has second priority for field allocations, and so on). Priority
use of fields will be given to traditional primary season sports and by Priority Group Classification. (See
Section VII, Sport Season Priority.)
Group 1
Organizations must meet all of the following:
1. Organizations, or portions of organizations, must assign registrants to teams in an effort to make
the teams in each division of equal playing experience and talent (not assigned to teams of
different talent levels), and
2. Organizations must be recreational in nature and have an "everyone plays, no child is turned
away' philosophy requiring that each player suited -up and able to play is entered into games for
a significant period of time (i.e. % of game or 2 of every 5 innings or 2 of 4 quarters, etc.), and
3. Organizations must submit a Letter of Determination or Letter of Affirmation from the IRS that
indicates a non-profit 501(c)(3) status certificate, and
3
ATHLETIC FIELD USE AND ALLOCATION POLICY
4. Organizations must maintain an affiliation with a national, state or local sport governing body.
Those national or state bodies must have governance over the organization, including all
requirements for training per each league's manual, background checks and disciplinary actions,
and
5. Organizations must have 75% or greater local residents, for priority use of City fields; 50% local
residents for priority use of NMUSD fields; or organizations that have special residency status per
City Council/Parks and Recreation Commission discretion.
NOTE: Organizations that have both recreational and select teams will have Group 1 user status. Groups
that compensate local, executive, administrative staff and/or board members shall be excluded from the
Group 1 status.
Group 1 organizations that have successfully met auditing requirements for two allocation seasons may
be exempt from verification documents submission for future allocations. The auditing of team rosters
will be continued regardless.
Group 2:
1. Newport Mesa Unified School District related programs
2. NMUSD has priority use at NMUSD elementary and junior high sites prior to 4:00 p.m. and prior
to 5:00 p.m. at NMUSD high school sites on weekdays.
Group 3
Organizations that must otherwise meet all Group 1 requirements EXCEPT one of the following:
1. They have 90% or greater local residents for priority use of City and NMUSD fields, or
2. They have at least 90% or greater local residents in which tryouts are held in order to place
registrants according to their ability on competitive teams (select, travel, etc.); applicants may be
turned away; or not every player suited up and not able to play in every game, or
3. They compensate local executive/administrative staff and/or board members for their service to
the league. Organizations that fall under this classification shall be charged field use fees and
would receive third priority field allocations.
All select/travel games must have at least one team from the Group 3 organization on the field, or fee
assessed for that field will be at the Group 5 rate.
Group 4
Adult programs, organizations or events with at least 75% local residents and/or work within Costa Mesa
city limits. Group 4 organizations shall have fourth highest priority for use of City and School District fields,
except on Sundays when they shall have second highest priority after City adult programs.
Group 5
Youth programs, organizations or events with less than 90% local residents.
Group 6
Adult Programs, organizations or events with less than 75% but more than 10% local residents and/or
work within Costa Mesa city limits. Group 6 organizations shall have lowest priority for use of City and
4
ATHLETIC FIELD USE AND ALLOCATION POLICY
School District fields except on Sundays when they shall have third highest priority after City adult
programs and Group 4 adult programs.
Field Allocations at Jack Hammett Sports Complex
Due to the limited facility and parking capacity at JHSC, the number of participants/spectators may be
limited and/or the field request may be reviewed by other City departments for safety and Costa Mesa
Municipal Code violations.
V. Process for Obtaining/Maintaining Permits
Requests to use City and/or NMUSD athletic fields located in Costa Mesa are made through the City of
Costa Mesa Parks and Community Services Department located on the third floor of City Hall, 77 Fair
Drive, Costa Mesa, (714) 754-5300. Any group of ten (10) or more individuals (Costa Mesa Municipal Code,
SEC. 12-53) that wishes to utilize an athletic field must complete all applicable forms and documents.
Athletic fields are allocated and permitted in two (2), six-month periods from February through June and
from July through January as availability allows. Each organization is required to sign and submit the
following documents (available in the Recreation Department) by the first week of August for the February
1— June 30 use period and by the first week of January for the July 1— January 31 use period:
1. Application and Agreement Request of Use for City of Costa Mesa and Newport Mesa Unified
School District Athletic Field
2. Field User Information Sheet
3. Athletic Field Use Rules and Regulations
4. Public Liability and Property Damage Insurance in an amount no less than $1,000,000 per
occurrence, naming City of Costa Mesa as Additionally Insured
5. Hold Harmless and Indemnity Agreement
6. A current list of board members with current contact information
7. Player rosters identifying local residents
8. Non-profit groups must also supply a IRS 990 or 990EX form
Permits will be issued according to Priority Group Classifications. Submittal of documents does not
constitute approval. Every effort will be made to accommodate user groups' requests for use of fields.
Deadlines must be met or field permits may be denied.
a. League Splits and New Leagues
New Leagues or organizations planning to petition for Group 1 status or leagues anticipating a split to
form a new league must submit to the Recreation Manager, six months prior to the estimated starting
date for such new league, the following:
1. Application and Agreement Request for Use for City of Costa Mesa and Newport Mesa Unified
School District Athletic Field
2. Bylaws
3. Player roster identifying local residents
4. Names and addresses of Board of Directors (if applicable) with current contact information
5. Documentation of affiliation with a national, state or local sports governing body
5
ATHLETIC FIELD USE AND ALLOCATION POLICY
6. Letter of Determination or Letter of Affirmation from the IRS, including a copy of the league's
current financial statements on file (IRS Form 990 or 990EX) that demonstrate the organization's
nonprofit 501(c)(3) status, if asking for non-profit status
It will take six months to determine if facilities are available and what the impact of a new league will have
on facilities. Staff will review application of an organization petitioning as a new league, for a higher
priority classification or an organization petitioning for Group 1 status in November and May of each year.
The recommendation will be reviewed by the Assistant Chief Executive Officer or his/her designee.
Submittal of the Application does not guarantee that an organization will be allocated fields.
The Assistant Chief Executive Officer's decision is final. If approved, new leagues may be given a lower
priority than existing leagues or in order to maintain adequate field rest and renovation periods.
If a current Group 1 organization does split up, both organizations must submit required documentation
listed above with current official rosters to the Recreation Manager six months prior to anticipated split.
These current rosters will be compared to the previous season's rosters in order to accurately allocate
fields based on necessity.
A change in the organization's name, parent or affiliated national, state, regional or local organization
(provided the former organization's name is not also being used), may not constitute it as a new
organization or user and the City must be notified of any such name changes. If the organization provides
bona fide materials to the Recreation Manager that demonstrates only a name change and the makeup
of the organization stays the same, then the organization shall not be considered new.
An organization choosing to expand its league with a new section with a different name, must submit
materials that prove the new section is part of the same non-profit number, has the same insurance
carrier, and is governed by the same Board of Directions and Bylaws. Failure to notify the Recreation
Manager of changes in an organization could result in forfeitures of fields.
Submittal of documents does not constitute approval. Every effort will be made to accommodate user
group's requests for use of fields. The Assistant Chief Executive Officer may at any time declare a
moratorium on league splits or new leagues based on field availability or field conditions.
b. Permit Cancellation
Permits may be cancelled and/or rescheduled. Permits canceled by the City or due to inclement weather
may be rescheduled as availability allows or may be refunded in full. Permits cancelled by the user at least
10 working days prior to the event will be refunded all but 25%. No refunds will be issued if permitted use
is cancelled with fewer than 10 working days' notice.
The City of Costa Mesa may cancel or re -assign use of City or NMUSD fields for any of the following:
1. City and/or NMUSD begin work involving any of the facilities.
2. When the health and safety of participants are threatened due to impending conditions, including
but not limited to, rain, muddy conditions, smog alerts, maintenance issues, lightening and
earthquakes.
3. Non -adherence to Athletic Field Use and Allocation Policy or City ordinance or Athletic Field Use
Rules and Regulations.
4. NMUSD cancels use of fields under the direction of their administrative office.
0
ATHLETIC FIELD USE AND ALLOCATION POLICY
5. Tournaments and special events hosted by the City and/or Group 1 organizations throughout the
year.
c. Field Exchange, Sublease, Non -Use
Users may not exchange or sublease fields under any circumstance. Exchange or sublease of fields will
result in revocation of permits for all parties. Any organization that has been permitted to use a field and
determines that they will not need to use it shall notify the City. Non-use of field for a total of three times
may also result in revocation of the permit of the allocated field. All user groups 1— 6 may be billed for
fields that they have reserved and have not used.
d. Disciplinary Action for Field Policy Violations
The City utilizes a "three -strike" policy for violations of Field Use Allocation Policy that occur within one
calendar year of first violation. Violations deemed by City to be of a serious nature may result in immediate
termination of permits and field use.
First Offense: Verbal or written warning to the user group/individual and restitution for
damages/costs if applicable.
Second Offense: Verbal and written notice of three-day suspension and restitution for
damages/costs if applicable.
Third Offense: Verbal and written notice of termination of any existing permits, loss of future
rental/allocation privileges and restitution for damages/costs if applicable.
Violation examples include, but are not limited to:
1. Use of field that has been closed due to inclement weather or for safety or maintenance reasons.
2. If an organization has afield permitted at 9:00 a.m. and the teams start to practice or play games
prior to 8:30 a.m.
3. If permitted User #1 allowed non -permitted User #2 to use their permitted field without City
approval, this violation would constitute as a strike against both users.
4. After permitted use the organization fails to maintain restrooms and/or leaves trash and litter on
the premises.
5. Failure to return unscheduled fields to the "inventory of fields" held by the City.
6. Driving vehicles on fields without written permission noted on permit.
7. Adding additional fields (either adding to outside boundary or splitting afield within boundaries
to create more than two additional fields) to site without written permission.
See note on page 9.
8. If afield has been permitted and subsequently prepped by City and the permitted user group does
not show.
9. Violation of the City of Costa Mesa Field Use Allocation Policy Code of Conduct.
VI. Field Allocation Process
Allocation of fields will follow the guidelines of this document. These allocations are not intended to
interrupt the field assignments for teams and/or organizations during the course of a season that has
already started.
7
ATHLETIC FIELD USE AND ALLOCATION POLICY
Sport Season Priority (Exhibit A — Page 18)
• A sport in its traditional season will have priority field use over an out -of -season sport.
• Spring sports (baseball, softball) have priority in the spring.
• Fall sports (soccer, football) have priority in the fall.
Additional Considerations
• Fields will be allocated by Priority Group Classification.
• Fields will be allocated to teams/organizations based on percentage of verifiable total local
residents in relation to all teams in that Priority Group Classification
• The City will attempt to accommodate emerging sports that fall within the Group 1 category.
• Verification of local residency will be established by providing such documentation requested by
the City including team rosters, player addresses, picture ID, utility bill, report cards, school ID etc.
City reserves the right to conduct random audits to establish residency. Teams will be required
to have proper forms on hand to prove local residency and must be prepared to provide
documents to the Recreation Department upon request.
• With regards to sports that play year-round (with a primary and off-season play), the primary
season of each sport will determine whether the field is considered a baseball/softball or a
soccer/football field on multiple use sites.
• In an effort to provide balanced sports opportunities on athletic fields, the Recreation Manager
has the authority to limit exclusive use at athletic facilities and to make minor changes to group
priorities if deemed necessary.
• Allocation requests during off-season play will be reviewed after allocations are granted for the
primary season sports. Fees may be charged for allocations granted for off-season play.
• Teams and organizations may be required to provide schedules to show that all of the allocated
fields are being utilized. If an allocated field(s) is not utilized by the designated organization/teams
a total of three times during a season or reserved period of use, the field(s) will be reassigned.
Teams/organizations will be notified by City staff when it has been determined that a field(s) is
(are) not being used (and prior to the reassignment).
In addition to the fields being reassigned, lack of use of the field may also result in the revocation
of the permit for the allocated fields. The team or organization will be billed and the fields will be
reassigned.
• The City reserves the right to cancel an allocation to accommodate the needs any City
sponsored/co-sponsored tournaments and/or special events.
• A field use permit (authorizing use of City or NMUSD fields) will be issued after all requirements
have been met. A request for field use does not constitute approval.
• All field users must have a copy of their permit available for inspection by City staff and/or Park
Rangers.
• Requests for additional use, programs or facilities not covered by Athletic Field Use and Allocation
policy should be addressed in writing to the Recreation Manager.
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ATHLETIC FIELD USE AND ALLOCATION POLICY
VII. Field Allocation Formula
In order to resolve a discrepancy between organizations in the same Priority Group Classification, the
following allocation formula will be used to determine the amount of field use that will be allocated
to each organization. This formula shall be applied to all requests for lighted fields.
Fields will be allocated within each Priority Group Classification to organizations based on the
percentage of verifiable local residents registered with that organization in relation to the total
number all registered local residents in all organizations in that Priority Group Classification combined.
Verification of local residency will be established by providing such documentation requested by the
City including team rosters, player addresses, picture ID, utility bill, report cards, school ID etc. City
reserves the right to conduct random audits to verify residency.
The total number of all local residents registered in all organizations within that Priority Group
Classification will then be determined. Each organization's local resident number will be divided by
the total of all local residents registered to determine the percentage of use to be allocated to each
group.
An example of this would be:
Baseball Group A has 750 local residents Baseball Group B has 900 local residents
Total local residents registered in both organizations is 1,650
750 divided by 1,650 equals 45%. Group A would receive 45% of the field time available. 900 divided
by 1,650 equals 55%. Group B would receive 55% of the field time available.
VIII. Fees
All fees are per hour, per field unless otherwise noted. Fees may be waived at the discretion of City
Council.
Utility and Ball Field Fees:
Group 1
Group 2
Group 3
Group 4
Group 5
Group 6
Youth,
Adult,
Youth,
Adult
Non -Profit
Non -Profit
Non -Profit
Non -Profit
$25
$25
$35
$35
Fees Waived
Fees Waived
Per City
Joint User
Council
Agreement
Adult,
Youth,
Adult,
N/A
Private
Private,
Private
$77
$239
$239
0
ATHLETIC FIELD USE AND ALLOCATION POLICY
Tournaments and Large Event Deposits: (Refundable)
One (1) field with 20 or more participants
$100
Two (2) fields
$100
Three (3) — six (6) fields
$300
Seven (7) or more fields
$500
Extra Fees:
Softball/Baseball Field Prep
$40 per Field
Permanent Lights
$15 per Hour per Field
Portable Lights (2 Unit Minimum)
$10 per Unit per Hour
NOTE: Fields may not be split into more than two without written permission from the Assistant Chief
Executive Officer and noted on permit. Should the Assistant Chief Executive Officer deem it necessary due
to extenuating circumstances, fields may be temporarily split more than twice.
a. Fee Payment
Groups assessed a fee will submit 50% payment at least 10 working days prior to the requested use.
Continuous monthly usage will be invoiced at the end of each month of usage and payment must be
received prior to due date. A maintenance fee may be required by the City to maintain and/or repair
athletic fields. Full payment is required at least 10 working days prior to one -day use or special events.
b. Fee Waiver (Group 1 and Group 2 only)
Only organizations that meet the requirements for Group 1 status may apply for waiver of field and/or
light use fees. Requests for fee waiver for use of athletic fields must be submitted in writing to the
Recreation Manager. Requests will be presented to the Parks and Recreation Commission for a
recommendation to City Council. The fee waiver process takes a minimum of 6 — 8 weeks. Group 1 user
organizations receiving fee waivers shall be considered to be co-sponsored by the City of Costa Mesa.
Group 2 user organizations (NMUSD affiliated groups) must provide notice of affiliation from District
Deputy Superintendent before fee waiver shall be granted under provisions of the City — School Joint Use
Agreement.
User groups with fee waivers may be billed for fields that they have reserved and have not used for a total
of three times.
IX. Financial Recovery Policy
As the city continues to grow and facilities age, City must develop a financial system to support our
community investment while maintaining the high level of service currently provided. The City will
continue to provide basic services funded entirely by general taxpayers; however, those benefitting from
special services (which create additional City expenses) must contribute financially. The City acknowledges
that the community benefits when youth are engaged in sports activities. The recovery policy is intended
for the participants to supplement, rather than supplant the investment of the general taxpayers.
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ATHLETIC FIELD USE AND ALLOCATION POLICY
The recovery policy strives to:
• Amortize the capital investment and cover maintenance operational costs of a field.
• Pay for and augment operation/maintenance costs for a field where tax appropriations support
the basic service.
• Control use of the field.
• Assess a portion of the costs of the field to users who may not be tax supporters.
• Enable Parks and Community Services to provide fields for which funds might not otherwise be
available.
The primary purpose of this policy statement is to develop an understanding that the pricing of services
is a conscious procedure that requires continual investigation and review by City.
X. Tournaments
All general rules and reservation procedures as specified in the Field Use and Allocation Policy are
applicable during tournaments. Additional provisions for tournaments are stated in this section.
Tournament applicants must complete an Application and Agreement Request, sign the Athletic Field Use
Rules and Regulations and review the Tournament Orientation Checklist with City staff at least 30 days
prior to the tournament date. The Application and Agreement Request form, Athletic Field Use Rules and
Regulations and Tournament Orientation Checklist are available in the Parks and Community Services
Department. Submission of these forms does not constitute approval. Approval is given according to this
policy, after deposits and fees are paid and when a permit is issued. Tournament applicants must receive
City approval to sell food, use food trucks or use a snack bar and/or barbeque. This approval must be
noted on the use permit prior to use.
Tournaments canceled by the City or due to inclement weather may be rescheduled as availability allows
or may be refunded in full. Tournament permits canceled by the user at least 10 working days prior to the
event will be refunded all but 25%. No refunds will be issued if the tournament is canceled with fewer
than 10 working days' notice.
Game times and field use must follow all policies outlined in the Athletic Field Use and Allocation Policy
and all Athletic Field Use Rules and Regulations.
For Inclement Weather closures during Group 1 or Group 3 organizations' tournaments, playoffs and
other large scale events, please see Inclement Weather Policy under Section XI.
For deposits related to tournaments, please see Fees under Section VIII.
City reserves the right to have a tournament reviewed by other City departments to minimize the impact
on neighbors, fields, parking, traffic, etc. City also reserves the right to deny a tournament based on field
availability, rest and renovation schedules and staffing levels.
XI. Maintenance Issues
The City requests that individuals and groups refrain or limit their use of heavy traffic areas during
practices, regardless of weather, to assist in providing the best field conditions possible, i.e., goal areas,
pitching areas, etc. Any user failing to comply with this policy, established guidelines and notification to
11
ATHLETIC FIELD USE AND ALLOCATION POLICY
refrain from use requests for field closures are subject to pay for all damages or costs occurring to the
facility and the termination of field use permit.
a. Rest and Renovation (Exhibit A— Page 18)
An annual rest and renovation program is scheduled at all sites to maintain field sustainability. In addition,
City may close fields one day per month to perform maintenance activities. The City attempts to be flexible
in accommodating user groups but ultimately, the health and safety of the user and the condition and
playability of the fields take priority. This may require the closure of fields or facilities, denial of use of a
field, and/or making alternate sites available for athletic use. The Rest and Renovation period shall be
consistent with the number of days agreed upon by Maintenance Services and Recreation. No
organization/team shall play on fields closed for renovation or repair.
b. Turf Preservation
Cooperation from user groups is needed for the preservation of the turf on City and NMUSD fields by
following these guidelines:
• Field use, especially practices, should be conducted in such a way that the action takes place on
different selections of turf, thus reducing excessive turf damage in one area. Organizations should
rotate use of areas and when possible, stay off fringe or bare areas to limit erosion and further
damage.
• Turf divots should be replaced at end of each day to help re -root grass.
• No tarps or material which may damage the grass may be placed on the turf. Any turf coverings
used must be made of a breathable material.
• Do not use fields during or after a heavy rain, or when fields are wet or muddy (see Inclement
Weather Policy that follows)
• Soccer practices are NOT to be held on the infield area of a softball or baseball diamond.
• Remove all equipment at the conclusion of each day.
• Do not overcrowd fields by scheduling multiple games in areas reserved. Allow distance between
fields for safe passage of spectators and participants.
• Report hazards to the Parks Maintenance Division at 714-327-5123.
• Report immediate emergencies (broken water lines, gushing sprinkler heads, etc.) to the Park
Maintenance Division at 714-327-5123. When calling, be prepared to fully identify yourself, your
location (park/school), and the specific nature of the emergency so that staff can bring the
appropriate repair equipment.
• No vehicles are allowed on City or NMUSD fields or property, other than parking lots, without
written permission noted on the use permit issued by City.
c. Athletic Field Lining/Marking
• Lining of City or NMUSD fields is prohibited without it being approved by City and noted on field
permit. Line colors must be approved by City.
• Burning lines on the City or NMUSD fields is prohibited.
• Any user failing to comply with established guidelines and notification requests are subject to pay
for all damages occurring to the facility and termination of field use permit.
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ATHLETIC FIELD USE AND ALLOCATION POLICY
d. Field and Facility Closures
Fields and facilities may be closed at the discretion of the Recreation Manager and/or Maintenance
Services Manager or their designated representatives. Closures are kept to a minimum when fields and
facilities remain in a playable condition. Priority is given to maintenance needs, rest and renovation
periods and sustainability for all fields, for both City and NMUSD fields. The City may close fields or
facilities when the City engages in work involving any of the fields or facilities or when the health and
safety of participants are threatened due to impending conditions, including but not limited to, rain,
muddy conditions, smog alerts, maintenance issues, lightening and earthquakes.
e. Field Modifications
Any permanent modifications or improvements shall become the property of the City of NMUSD.
NMUSD Fields:
Once reviewed by City staff, requests to modify or improve any NMUSD facility will be submitted
for review to the NMUSD. Please see NMUSD Site Modification Request Form (available in the
Parks and Community Services Department). The field modification process will take a minimum
of 6 to 8 weeks. No temporary or permanent structures or equipment shall be erected on City or
NMUSD field or facility unless approved by the City and NMUSD. All projects, once completed,
must be dedicated for public/community use. Submission of a request to modify or improve a site
does not constitute approval. Approval will be given according to City and/or NMUSD policy.
Approval will be provided in the form of a written document and will outline the scope of the
project as approved.
City Fields:
Requests to modify, resize or add multiple -use fields, or make improvements to a City field shall
be submitted with conceptual drawings to the City (Parks and Community Services Department)
and may be reviewed by the Parks Maintenance Division and/or Planning Division, then presented
to the Parks and Recreation Commission for a recommendation to City Council. City Council
decision is final. Users may not modify a field that is being used by more than two
organizations/teams without approval noted on request from each group president or without
provision being made for use of another field(s) through the City. Fields modified for multiple use
will be billed appropriate to use.
f. Inclement Weather Guidelines
City and NMUSD athletic fields have been designed and are maintained for the enjoyment and use of
Costa Mesa residents. The purpose of this section is to guide the use of athletic fields, to prevent injuries
and damage to the playing surface brought upon by inclement weather and/or unsafe playing conditions.
An effective field maintenance program is essential for safe, quality fields and sport complexes. User
groups are asked to help by accepting and adhering to these rules. Groups who use the athletic facilities
are expected to assist in protecting their participants and fields during periods of rain or inclement
weather.
The City of Costa Mesa reserves the right to cancel or suspend field use permits when field conditions
could result in injury to players or cause damage to the fields. Permits may also be canceled when the
13
ATHLETIC FIELD USE AND ALLOCATION POLICY
health and safety of participants are threatened due to impending conditions, including but not limited
to, rain, muddy conditions, smog alerts, maintenance issues, lightening and earthquakes.
Procedure:
During inclement weather, the City's maintenance staff will assess the playability of all City -owned
and NMUSD fields to determine if use will occur. The Recreation Manager or designated
representative shall have the authority to close any/all fields within the City of Costa Mesa.
Criteria for Establishing Field Playability:
The following information is the City's and NMUSD's policy regarding the use of fields in wet
condition. These policies and procedures apply to all sports and activities conducted on a grass
field, turf area, or infield:
Baseball and Softball In fields — Brick Dust
Infield will be deemed unsafe and unplayable when any of the following conditions are
present:
• There is standing water within the base paths.
• Your feet slip as you walk through the infield.
• The depth of your footprint is greater than one inch.
• Any of the above conditions are present within the pitching area.
Soccer, Utility, Baseball and Softball Out Fields—Turf
Outfields and turf areas will be deemed unsafe and unplayable when any of the following
conditions are present:
• There is standing water within the majority of a single playing position (playing
positions will be determined based on the user group).
• Your feet suction to the ground as you walk within the majority of a single playing
position (playing positions will be determined based on the user group).
• Your footprints fill with water in the majority of a single playing position.
• The depth of your footprint is greater than two inches in the majority of a single
playing position.
• Grass can be easily dislodged from the fields during play.
The following procedures are to be followed regarding the use of fields when there has been rain,
over -watering, or other serious conditions:
• If it has rained within the preceding 24 hours, groups scheduled to use public fields
must call the Mudline at 714-754-5041. The Mudline is designed to relay same-day
information regarding field closures and playability, except in the case of extreme
conditions or scheduled maintenance. The Mudline message will be updated by 3:00
p.m. Monday— Friday any by 7:30 a.m. Saturday and Sunday. City personnel will make
determination of field conditions/closures, and the decisions are not negotiable.
14
ATHLETIC FIELD USE AND ALLOCATION POLICY
• The City may declare a field subject to "re -inspect." Re -inspect fields should be
evaluated by the user group at practice/game time for playability. The user group
must employ the playability criteria used by City staff and outlined above.
• In the event that the Mudline has not been updated or is unavailable, user groups are
expected to make educated, responsible decisions regarding field condition
playability. The groups should employ the playability criteria used by City staff (as
outlined above) and take into consideration the current and future quality of the turf.
• Groups witnessing misuse of fields by other scheduled or unscheduled users are
advised to contact the Costa Mesa Police Department at 714-754-5252.
Failure to follow these guidelines will result in cancellation of existing permit(s) and/or loss of
rental/allocation privileges and/or a strike against the organization. NOTE: Fields will be inspected by
City staff for misuse during inclement weather.
XII. Appeals Process
An appeal to the Assistant CEO of a Recreation Manager or staff decision must be submitted in writing
with justification within ten (10) working days from the decision. The decision of the Assistant CEO is final.
XIII. Other Information
a. Snack Bar and Barbeque Use
All organizations using fields or hosting an event utilizing a snack bar and/or barbeque must receive City
approval and have same noted on use permit. Only Groups 1 and 2 will be granted approval for snack bar
use; however, staff has discretion over approval of Groups 3-6 for snack bar use. Portable barbeques
utilizing charcoal briquettes, or a similar type heat source may only be used at those City parks that have
"hot coal" receptacles for disposal of used hot coals. These "hot coal" receptacles are clearly marked and
are normally located near picnic shelters or picnic areas. Portable barbeques using hot coals should only
be used in close proximity to "hot coal" receptacles for ease of disposal.
Personal, portable BBQs utilizing propane or similar type gas canisters for the fuel source are allowed in
all developed, passive areas of all City parks, with the following exceptions:
1. Within one hundred feet (100') of undeveloped or brush areas
2. Within fifty feet (50') of residential properties
3. On or within ten feet (10') of any walkways or travel ways
4. Within parking lots
5. Within public rights-of-way
6. On or within twenty-five feet (25') of any fields, courts, or other facilities designated and/or
intended for competitive sporting games.
7. Within fifty feet (50') of tot lot/children play areas, except where City -provided BBQs may be
located.
8. Within twenty feet (20') of any tree trunk
9. Within twenty feet (20') of any tree branch/foliage that is less than ten (10') feet from the
ground.
15
ATHLETIC FIELD USE AND ALLOCATION POLICY
b. Vendors and Concessions
User groups operating concessions are considered first party vendors. A business license is NOT required
for first party vendors; however food sales must meet Orange County Health Department codes and
requirements. Insurance requirements are met as a condition of field use. First party vendors must receive
City approval for concession operations and have permission noted on their field use permit. First party
vendors are highly encouraged to attend a Food Handling class conducted by the City of Costa Mesa twice
per year.
Outside companies (other than the user groups i.e. concessionaires or food truck vendors) are considered
second party vendors and are allowed at tournaments and special occasions only. Second party vendors
are obligated to obtain a City of Costa Mesa business license and are required to furnish a certificate of
Commercial General Liability Insurance with coverage no less than $1,000,000 per occurrence. "Product
Liability" coverage should be included and the City of Costa Mesa must be listed as "Additionally Insured."
All second party vendor food preparations and sales have to meet Orange County Health Department
codes and requirements. Vendor information, business license, and certificate of insurance must be
submitted to the City no later than two weeks prior to the event.
c. Traffic and Parking
User groups must inform their participants and spectators to park in facility parking lots and public parking
areas. If needed, user groups should post directional signs to assist participants and spectators to
appropriate parking areas. When traffic and/or parking are an issue, or during post -season tournament
play, the user group or organization must provide volunteers to direct participants and spectators to
designated parking areas. It is the users' responsibility to alleviate traffic and parking issues. No vehicles
are allowed on City or NMUSD fields or property, other than parking lots, without written permission
noted on the use permit issued by the City.
d. Restrooms at NMUSD Sites
NMUSD will provide restroom access at all school facilities during permitted use at no additional cost to
the organization. No portable toilets are allowed on school property without the written consent from
NMUSD. Please use NMUSD Site Modification Request Form when proposing the use of portable
restrooms. (Form is available in the Parks and Community Services Department.)
e. Banners/Signage/Advertisement
A separate and specific Banner Policy is available in the Parks and Community Services Department.
Banner Permit Request Forms are also available in the Parks and Community Services Department.
f. Portable Lights
A separate and specific Portable Light Policy is available in the Parks and Community Services Department.
16
ATHLETIC FIELD USE AND ALLOCATION POLICY
XIV. Field Use Code of Conduct
The City of Costa Mesa places great emphasis and value on being able to provide outdoor field space for
users groups to actively recreate on. The objective is to make sportsmanship and athletics truly part of
the fields use program while ensuring that everyone shows respect for one another at all times. It is
expected that all user groups that utilize field space display positive sportsmanship, encouragement and
respectable conduct. All user groups are required to comply with the following code of conduct. Failure
to comply, as determined by City staff, will result in a strike against a user group.
• All leadership will show true respect for the rules of play, authority of officials and consideration
of not only the opponent, but also with whom contact is made.
• All field users shall behave in a manner that shows good sportsmanship and good citizenship at all
times.
• Any form of obscenity or abuse towards participants, staff, spectators, coaches, and/or officials
will not be tolerated. Any individual using abusive or foul language will be removed from the field.
• All field users will always accept the judgment of the official.
• All field users will respect and protect the property of the City of Costa Mesa and the Newport -
Mesa Unified School District.
• The highest ideal in sportsmanship shall be developed and instruction in the proper skills and rules
pertaining to the game will be done in a respectful fashion.
• All field users are required to maintain self-control and respect when dealing with any official, staff
or fellow user group.
• All groups must abide by and observe all rules and regulations which have been established by the
City of Costa Mesa.
• Animals, Smoking, Vaping and Alcohol are strictly prohibited at all fields.
• All users and representatives from the user groups, including coaches and spectators will treat all
City staff with respect at all times.
17
ATHLETIC FIELD USE AND ALLOCATION POLICY
Exhibit A: Sports Season Priority and Rest and Renovation
Jack Hammett Sports Complex
Jan I Feb
March April
May I June I July I Auq
Sept Oct I Nov
Dec
Rest and
Spring Sport Priority Use
Rest and Renovation (End of May- Beg. of Aug.)
Fall Sport Priority Use
Rest and Renovation (End of
Renovation
Softball
Rest and Renovation
Softball
Dec. - Mid Feb.)
Tewinkle Sports Complex — Softball
Jan
Feb March April Mav June Julv
Auo SeDt
Oct Nov
Dec
June
Spring Sport Priority Use
Aug
Fall Sport Priority Use
Oct
Rest and
Softball
Rest and Renovation
Softball
Rest and
Renovation
(Mid Aug. - Mid Sep.)
Baseball
Renovation (Mid
Soccer
Rest and
Renovation
Dec. - End of Jan.)
Tewinkle Sports Complex — Baseball
Jan
Feb
March
April
May
June
July
Aug
Sept
Oct
Nov
Dec
Spring Sport Priority Use
Priorit Use
Fall Sport Priority Use
Rest and
Baseball
Rest and Renovation
Soccer
Rest and
Renovation
(End of Jul. - Mid Sep.)
Renovati
on (End
Dec.- End
Lions Park — Davis Field
Jan Feb
March April May June
I July J Aug
I Sept Oct Nov Dec
Rest and Renovation
(Beg. of Jan. - Beg. of Feb.)
Spring Sport Priority Use
I Baseball
Rest and Renovation
I (Beg of Jul. - Mid Aug.)
Fall Sport Priority Use
I Soccer
Fairview Development Center
Jan Feb March April May
June July
Aug Sept Oct Nov Dec
Spring Sport Priority Use
Rest and Renovation
(R- �f - - KAH A.- )
Fall Sport Priority Use
Soccer
Rest and Renovation
Soccer
Rest and Renovation
(Bea of Jun. - Mid Jul.)
Rest and Renovation
Newport Mesa Unified School Districts
Jan Feb March April May
June July Aug
Sept Oct Nov Dec
Spring Sport Priority Used
Baseball/Softball
Rest and Renovation
(R- �f - - KAH A.- )
Fall Sport Priority Use
Football/Soccer
I
Balearic
Jan Feb March I April I May June July
Aug I Sept
Oct
Nov I Dec
Spring Sport Priority Use
Soccer
Rest and Renovation
Fall Sport
Rest and Renovation
(Beg. of Aug.- Mid Sep.)
Priorit Use
(Mid Nov. -Mid Dec.)
*The City reserves the right to set aside additional time during the year for turf recovery, improvement and maintenance.
*Schedules are subject to change
18