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Home My WebLink About12 - OB-2 - Newport Mesa Girls Softball Request for - 7/19/2011CITY COUNCIL AGENDA REPORT MEETING DATE: July 19, 2011 ITEM NUMBER: SUBJECT: NEWPORT MESA GIRLS SOFTBALL REQUEST FOR GRACE PERIOD DATE: JULY 11, 2011 FROM: ADMINISTRATIVE SERVICES/RECREATION DIVISION PRESENTATION LISA MCPHERSON,RECREATION SUPERVISOR BY: FOR FURTHER INFORMATION CONTACT: Lisa McPherson 714-754-5322 RECOMMENDATION Staff recommends that City Council to approve the Parks and Recreation Commission recommendation to grant the Newport Mesa Girls Softball a two (2) year (August 2011- June 2013) grace period paying $1 per hour per field. BACKGROUND/ ANALYSIS Under the Field Use and Allocation Policy, Group 3 Field Users are a non-profit youth organization that has an "everyone plays" philosophy and turns no child away that wants to play; has fewer then 75% but greater then 50% Costa Mesa residency for use of City and Newport Mesa Unified School District fields. Newport Mesa Girls Softball (NMGS) is a fast pitch softball league that serves the communities of Costa Mesa and Newport Beach. NMGS is a volunteer driven, non-profit/501(c)3 recreational league currently serving 200 girls, with ages ranging from 5 to 14 years. The purpose of the league is to offer Costa Mesa and Newport Beach girls the opportunity to participate in athletics and fast pitch softball while having fun. NMGS strives to develop in its players a sense of self esteem, pride & sportsmanship, confidence, motivation & leadership. Currently NMGS enrollment for the spring season includes 20% Costa Mesa residents (36 players of 185 registered). NMGS has actively tried to increase the Costa Mesa resident participations by placing registration banners at the Farm Sport Complex and at eight (8) Costa Mesa school sites, disturbing flyers to Costa Mesa schools, advertising in the Daily Pilot and holding registration at the Neighborhood Community Center. At the February 19, 2008 City Council meeting, the City Council granted the Newport Mesa Girls Softball organization (formally know as Pacific Coast Girls Fast Pitch) the following: ability to maintain their Group Three (3) Field User Status; waiver of the 61% of field rental fees and a future fee waiver based on the groups' percentage of Costa Mesa residents; and, directed staff to grant Group One (1) Field User Status once the group has met the 90 percent residency requirement" (Attachment 1) On May 5, 2011 a letter was sent by NMGS requesting a grace period to continue their Group 3 status paying $1 per field per hour waiver (Attachment 2). CEO Tom Hatch granted NMGS a temporary grace period (May -June 2011) paying $1 per field per hour. At the May Parks and Recreation Commission meeting (Attachment 3) the Commission recommended that the City Council grant NMGS's request for a grace period paying $1 per hour per field for two (2) years (August 2011 -June 2013). At the July 5, 2011 City Council meeting, City Council continued this report to the July 19 meeting. FISCAL REVIEW NMGS currently pays $30 per field per hour since their enrollment is at 20% Costa Mesa residency which is under the 50% Costa Mesa residency that they need to receive the Group 3 status paying $1 per field per hour waiver. LEGAL REVIEW No legal review required. ALTERNATIVES CONSIDERED 1. Council could choose to not support the Parks and Recreation Commission recommendation to grant the Newport Mesa Girls Softball request for a grace period for two (2) years (August 2011 - June 2013). 2. Council could grant a longer grace period for the Newport Mesa Girls Softball organization. CONCLUSION Staff recommends that the City Council to approve the Parks and Recreation Commission recommendation to grant the Newport Mesa Girls Softball a two (2) year (August 2011- June 2013) grace period paying $1 per hour per field. LISA MCPHERSON Recreation Supervisor TAMARA S. LETOURNEAU Interim Administrative Services Director Attachment 1. City Council February 19, 2008 Action Minutes (scroll below) 2. Letter from Newport Mesa Girls Softball 3. Draft minutes of PRC meeting 5/26/11 Attachment 1 City of Costa Mesa Council Agenda ACTION AGENDA TUESDAY, FEBRUARY 19, 2008 Pacific Coast Girls Fast Pitch Softball "Group One" Field User Status Recommendation: Approve the recommendations of the Parks and Recreation Commission for designation; authorize fee waiver for field rentals, field preparation and lights usage ACTION: Maintained "Group Three" Field User Status; waived 61 percent of field rental fees and approved a future fee waiver based on the groups' percentage of Costa Mesa residents; and directed staff to grant "Group One" Field User Status once the group has met the 90 percent residency requirement. BEVER/DIXON. (4-1, Mayor Pro Tem Mansoor voting, "NO"). MOTION CARRIED. 3 May 5. 2011 City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92628 Attn. Mr. Tom Hatch, Chief Executive Officer Re. Newport Mesa Girls Softball & Tewinkle field use Dear Mr. Hatch, C /vD til/ l� G f Newport Mesa Girls Softball (NMGS) is a fast pitch softball league that serves the communities of Costa Mesa and Newport Beach. NMGS is a volunteer driven, nonprofit/501(c)3 recreational league currently serving 200 girls, with ages ranging from 5 to 14 years. The purpose of the league is to offer Costa Mesa and Newport Beach girls the opportunity to participate in athletics and fast pitch softball while having fun. NMGS strives to develop in its players a sense of self esteem, pride & sportsmanship, confidence, motivation & leadership. NMGS provides a positive, player -focused environment where girls can grow, not only as athletes, but as people. We would like to request a Grace Period to continue our Group 3 status paying $1 per hour per field rate. Our current NMGS enrollment for the spring season includes 20% Costa Mesa residents (36 players of 185 registered). Under our current status, our league pays $30 per hour per field. Our goal is to keep registration fees for all participants as low as possible. $30 per hour is too high to allow us to use Costa Mesa city fields on a regular basis and offer athletics to families and girls that are residents of the City of Costa Mesa. NMGS did use the Tewinkle complex to help in our hosting of a softball tournament during the month of October 2010. The high field rental fee impacted our ability to cover the costs of the tournament. As we continue to reach out to families in Costa Mesa to increase enrollment percentage, we feel it is imperative to have access to fields within the city to help attract new players. By allowing NMGS the opportunity to use the Tewinkle softball complex, we will have a local presence. In our efforts to increase league enrollment over the last year, we had been told by interested families that the lack of Costa Mesa fields has prevented them from registering to play. NMGS has actively tried to attract Costa Mesa residents to our girls' softball league. For our current spring season, here is a list of promotional activities we used in an attempt to increase Costa Mesa resident participation: • We placed registration banners at NMUSD schools in Costa Mesa; including California, College Park, Davis, Kaiser & Killybrooke. Bilingual banners were placed at Sonora, Rea and Pomona. Additionally, we placed a registration banner at the Farm sports complex. • We had a league representative present Newport Mesa Girls Softball to Kindergarten & Is' grade classes at Sonora Elementary. • English and bilingual flyers were distributed to NMUSD schools, including Sonora, Rea and Pomona and made available on the NMUSD internet flyer system. • An on site walk up registration event for the NMGS spring season was held at the Costa Mesa Community Center in December 2010. • We ran 2 advertisements in the Daily Pilot announcing NMGS 2011 spring registration. On behalf of the NMGS Board of Directors, we want to thank you for your support of our girls' softball league. We look forward to hearing from you soon. Respectf, IIS - y Richard Seapy, M S President Craig Rodewald, NMGS Director of Fields ATTACHMENT 3 Parks & Recreation Commission May 25, 2011 Action Agenda — Page 4 STAFF RECOMMENDATION 7. Public Hearing No items 8. Old Business a. Tree Removal Request — 354 Flower Street Deny MOTION made by Commissioner Ethan Temianka, seconded by Vice Chairman Kim Pederson and carried four to zero, with Commissioner Dean Abernathy being absent, to authorize the removal of tree #2, #4, and #7 located at 354 Flower Street, and for the replacement trees with one (1) twenty-four inch box -size tree and two (2) fifteen gallon - size trees to be planted elsewhere on City property for each tree removed. The applicant would pay all removal and replacement costs. The trees must be removed and mitigation trees provided to the City within one year from the date of final approval, after which the approval expires. b. Field User Rental Fee for Group 1 Organizations Provide direction MOTION made by Chairman Jeff R. Mathews, seconded by Vice Chairman Kim Pederson and carried four to zero, with Commissioner Dean Abernathy being absent, to receive and file the report. C. Field Maintenance Fee for All Group Field Users Provide direction MOTION made by Vice Chairman Kim Pederson, seconded by Chairman Jeff R. Mathews and carried four to zero, with Commissioner Dean Abernathy being absent, to receive and file the report. 9. New Business a. Request for Group 1 Field User Status — Newport Mesa Approve Friday Night Lights Flag Football MOTION made by Commissioner Ethan Temianka, seconded by Vice Chairman Kim Pederson and carried four to zero, with Commissioner Dean Abernathy being absent, to approve the request for Friday Night Lights Flag Football for Group 1 field user status and to recommend that City Council grant a waiver of all field rental fees per the Field Use and Allocation Policy. b. Newport Mesa Girls Softball Request for Grace Period Provide direction MOTION made by Commissioner Dan Vozenilek, seconded by Commissioner Ethan Temianka and carried three to one, with Vice Chairman Kim Pederson voting "No" and Parks & Recreation Commission May 25, 2011 Action Agenda — Page 5 ATTACHMENT 3 STAFF RECOMMENDATION Commissioner Dean Abernathy being absent, to approve the Newport Mesa Girls Softball's request and recommend that City Council extend the waiver for a period of two years, which will expire in June 2013, with the contingency that the organization provide the Commission with the appropriate requirements at that time. C. Review of Proposed Capital Improvement Program (CIP) Receive public input and for Fiscal Year 2011-2012 Through 2017-2018 recommend to City Council MOTION made by Vice Chairman Kim Pederson, seconded by Chairman Jeff R. Mathews and carried four to zero, with Commissioner Dean Abernathy being absent, to recommend that the City Council approve: 1. The proposed Fiscal Year 2011-2012 Capital Improvement Program (CIP) as it relates to Parkway and Median Improvements, Curbs and Sidewalks, Park Maintenance, and Park Improvements; and, 2. The proposed 7 -Year Capital Improvement Program (CIP) as it pertains to the categories of Curbs and Sidewalks, Community Health and Environment, and Leisure and Community Services. d. Smoking Prohibition at City Athletic Fields and Community Approve Gardens MOTION made by Commissioner Dan Vozenilek, seconded by Vice Chairman Kim Pederson and carried four to zero, with Commissioner Dean Abernathy being absent, to approve and recommend that City Council prohibit the use of tobacco and tobacco related products at City -owned athletic fields (Farm Sports Complex, TeWinkle Athletic Complex, Luke Davis Field at Lions Park) and the two Community Gardens. To also include a smoking ban within a 50 foot radius of all City parks that have playground equipment intended for children under the age of 9. e. Park Tours ACTION: Vice Chairman Kim Pederson and Commissioner Dan Vozenilek will hold a park tour on Saturday, June 25, 2011, at 9:00 a.m. The notice and schedule of the parks will be made available to the public by June 16. 10. Recreation Report 11. Commissioner's Comments 12. Adjournment The next regular Commission meeting is on July 27, 2011. NOTE: Agenda related writings or documents provided to a majority of the Parks & Recreation Commission members after distribution of the Commission Agenda Packet (GC 54957.5): Any writings or documents provided to a majority of the Parks & Recreation Commission members regarding any item on this agenda will be made available for public inspection at the Administrative Services Department — Recreation Division Counter on the 3`d floor of City Hall located at 77 Fair Drive, Costa Mesa, during normal business hours. In addition, such writings and documents may be posted, whenever possible, on the City's website at www.ci.costa-mesa.ca.us as part of the subject agenda.