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CC 04-20-2021 Item No. 13 Athletic Fields Field Use Policy_Staff PresentationApril 20, 2021Updated Athletic Field Use PolicyCC 04-20-2021 Item No. 13 •Approved by City Council on October 18, 2004, effective January 1, 2005•City Work Program item in Fiscal Year 2019-2020. Objective to assess the policy including a review of scheduling, the fee schedule, cost recovery, and Sunday reservation feasibility.•The Parks and Recreation System Master Plan adopted in February 2020 indicates the need to evaluate and implement changes to field scheduling to increase capacity and usage.•The updated Field Use Policy was reviewed at the Parks and Recreation Commission on April 8, 2021.Athletic Field Policy History •Main Updates•Additional Sunday Field Use•Hourly Fee Structure•Field Closures•Other Updates•Incorporating existing guidelines for:•Storing equipment and goals•Insurance requirements•State and Federal Guidelines regarding mandated reporting, fingerprinting, and concussion protocols•Simplification of group prioritization for efficiency but remains largely consistent with current practice•Start time of middle school JUA fields changed from 4 p.m. to 5 p.m. per updated agreement in August 2019Updates •Dedicated webpage•Citywide postcard•Social media posts•Online survey (February 17 – March 21)•Online community meeting on March 9•Meetings with all youth sports organizations that currently use the fields, collecting feedback about Sunday use, annual field closures, and the change in fees.Community Outreach Youth Sport Organization Sunday Field Use FeedbackCurrently Allowed Additional Sunday Use RequestedActual Sunday UseRequestedPracticesRequestedGamesAdditional RequestedTournamentsResident Groups (≥ 51%)American Youth Soccer - 352 tournaments 04 Make-Up2California Cricket Academy2 tournaments 0 All 0Cupertino Football Club (Soccer)2 tournaments 0 0 2Cupertino Little League004-60Golden Triangle Soccer0AllAll 0US Youth Volleyball League003-6 Make-Up0Non-resident GroupsAmerican Youth Soccer - 642 tournaments 0 0 0De Anza Youth Soccer 2 tournaments 0 20 0Cupertino Girls Softball1 tournament 0 7 0Groups primarily serving individuals with disabilitiesLittle League Challenger4-6 half-day games The current policy allows groups primarily serving individuals with disabilities to use fields on Sundays. This practice is continued in the proposed updated policy. South Bay VIP20 half-day games •Survey available online February 17 – March 21•979 total respondents •581 residents•397 have a household member playing youth sports on Cupertino fields •415 live next to one of the field sitesCommunity Survey Additional Sunday Field Use•A review of neighboring cities including Campbell, Los Altos, Los Altos Hills, Mountain View, Palo Alto, San Jose, Santa Clara, Saratoga, and Sunnyvale found that all allow permitted field use on all Sundays.•Current policy allows two Sunday permit dates/year/organization may be granted by staff to accommodate special tournaments or events (not regularly scheduled league play), and Sunday play for groups serving individuals with disabilities.•Limitations on Sunday field use allow Sundays to be used to rest the fields and allow residents to use the fields freely. Additional Sunday Field Use•Youth sports groups have advocated for expanding Sunday use at prior City Council Meetings.•Expanding Sunday field use would let youth sports teams schedule games, make-up games, and practices.•It would also allow groups who do not hold tournaments to hold games on Sundays. Additional Sunday Field Use●On April 8, the Parks and Recreation Commission considered the updated Athletic Field Use Policy. oRecognized that residents preferred no additional Sunday use while sports groups could benefit from opportunities for make-up games and limited Sunday use.oWanted to continue to support the recreational use of fields by residents and families.oRecommended allowing each group to reserve a field on two additional Sundays a year from 10 a.m.-2 p.m. for games and practices.oThis would be in addition to any Sunday use that is currently allowed such as tournaments and groups primarily serving individuals with disabilities. Hourly Fee Structure●All the cities reviewed use an hourly fee structure.●To better align with neighboring cities, it is recommended that Cupertino shift from the current per player fee structure to an hourly fee structure.●This would improve cost recovery as well as encourage field reservations to be made more efficiently.●It costs an estimated $1,874,539 annually to maintain and operate the fields.●The current per player fee structure results in an estimated 7% cost recovery. Hourly Fee Structure●The Commission was concerned about the increase in fees but was supportive of more competitive fees in line with neighboring cities.●The Commission recommended:oMoving from a per player fee to an hourly fee structureoA phased approach for youth resident groups beginning at $10/hr/field, with all other categories starting at 25% cost recoveryoThe Commission suggested a $5 increase per year until the 25% cost recovery schedule was reached but deferred to staff to determine appropriate increases in subsequent years based on actual use. Options for Field Use Hourly Fees*Other cities do not have a category for organizations serving individuals with a disability. Cupertino has historically assigned special priority status to groups providing a unique recreational experience for individuals with a disability, free of charge.Proposed Fee categoriesAverage Cost in Neighboring CitiesCommission Recommendation (Estimated 17% to 20% Cost Recovery)Estimated 25% Cost Recovery Option Estimated 40% Cost Recovery OptionCity of Cupertino at any field/CUSD programs at JUA fieldsNo chargeNo chargeNo charge No chargeNon-profit organizations serving individuals with a disabilityN/A*No chargeNo charge No chargeResident (≥ 51%), nonprofit youth organizations$30/hour/field$10/hour/field$20/hour/field $30/hour/fieldNon-resident, nonprofit youth organizations$78/hour/field$30/hour/field$30/hour/field $50/hour/fieldResident adult (≥ 51%) or for-profit youth organizations$49/hour/field$50/hour/field$50/hour/field $60/hour/fieldNon-resident adult or for-profit youth organizations$85/hour/field$60/hour/field$60/hour/field $80/hour/field Estimated Impact on Current GroupsSports Groups FY 18/19 Total Fees Paid Commission Recommendation (Estimated 17% to 20% Cost Recovery)Estimated 25% Cost Recovery Fees Estimated 40% Cost Recovery FeesResident Groups (≥ 51%)AYSO-35$8,008$11,220$22,440 $44,880California Cricket Academy$1,177$7,760$15,520 $31,040Cupertino Little League$3,278$15,910$31,820 $63,640Cupertino Football Club$6,501$11,150$22,300 $44,600Golden Triangle Soccer$506 (new group-1 season only)$4,4400$8,800$17,600U.S. Youth Volleyball League$2,794$800$1,600 $2,400Non-resident GroupsAYSO-64$3,520$11,580$11,580 $19,300Cupertino Girls Softball$1,529$22,800$22,800 $38,000De Anza Youth Soccer$110,616$231,600$231,600 $386,000Total$137,929$317,220.00$368,460 $647,460 Annual Field Closure Period●Campbell, Los Altos, Los Altos Hills, Mountain View, Palo Alto, Saratoga, and Sunnyvale all have annual winter field closures (2-3.5 months) to rest the fields and conduct maintenance. San Jose and Santa Clara do not have regularly scheduled closures.●Need for an annual rest period would depend on how heavily fields are used under the new hourly rental structure.●Due to feedback in favor of a shorter closure, it is recommended that fields be closed only as-needed.oAny planned field closures will be posted on the City website and sports groups will be notified.oThe Parks and Recreation Commission expressed support for this approach. Parks and Recreation Commission RecommendationOn April 8, the Parks and Recreation Commission unanimously recommended (with a Commissioner absent) that City Council adopt the Updated Athletic Field Use Policy with the following components:●Expand Sunday to allow each group to reserve a field on two additional Sundays a year from 10 a.m.-2 p.m. for games and practices.●An hourly fee structure including:oCity of Cupertino at any field/CUSD programs at JUA fields—no chargeoNon-profit organizations primarily serving individuals with a disability—no chargeoResident, nonprofit youth organizations – $10/hour/fieldoNon-resident, nonprofit youth organizations – $30/hour/fieldoResident adult or resident for-profit youth organizations – $50/hour/fieldoNon-resident adult or non-resident for-profit youth organizations —$60/hour/field●Scheduling field closures as needed Recommended ActionApprove the updated Athletic Field Use Policy and provide any input.