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STAFF REPORT C I T Y C L E R K
DUBLIN CITY COUNCIL File # ^~~~-02 ~I
DATE: April 19, 2011
TO: Honorable Mayor and City Councilmembers
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FROM: Joni Pattillo, City Manager
SUBJE ~ Request from Bay Area Breeze Professional Women's Soccer Club to use Fallon
Sports Park
Prepared By: Diane Lowart, Parks & Community Services Director
EXECUTIVE SUMMARY:
The City Council will consider a request from the Bay Area Breeze Professional Women's
Soccer Club for use of the Fallon Sports Park at a reduced rate. .
FINANCIAL IMPACT:
The estimated lost revenue to the City is $4,800.
RECOMMENDATION:
Staff recommends the City Council consider reclassifying the Bay Area Breeze from a Group 4b
(Individuals or Other Groups, Non-Resident) to a Group 2b (Dublin Sports League
Organizations, Adult Sports League Organizations).
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Submitted by: ~
Parks and Community Services Director
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Page 1 of 2 ITEM NO. ., ' d
Assistant City Manager
BACKGROUND:
The Bay Area Breeze is a professional women's soccer club affiliated with the Women's
Premier Soccer League. The Bay Area Breeze intends to make Dublin, California their home
base and have secured use of the Dublin High School Stadium for team competition. For team
practice, the Bay Breeze has requested use of the Fallon Sports Park as follows:
Dates: April 18 - July 29
Days: Monday - Friday
Times: 10:00 am - 12 noon
Under the Sports Field Use Policy adopted by the City Council in January 19, 2010 (Attachment
1), the Bay Breeze would be classified as a Group 4b (Individuals or Other Groups, Non-
Resident). As such, the fee for use of a synthetic turf field at the Fallon Sports Park is $72 per
hour.
Attachment 2 is a letter from Paul Haley, CEO of the Bay Area Breeze, requesting that the City
Council give consideration to reclassifying their use to a Group 2b (Dublin Sports League
Organizations, Adult Sports League Organizations). The fee for use of a synthetic turF field at
the Fallon Sports Park is $40 per hour.
Based on approximately 150 hours of field use, the estimated lost revenue to the City if the Bay
Area Breeze is reclassified from Group 4b to Group 2b is $4,800.
As stated in the attached letter, Mr. Haley indicates that the Bay Area Breeze is committed to
working with the City in building a significant community asset. In discussions with Staff, Mr.
Haley indicated that the Club will be providing tickets to Bay Area Breeze home games free of
charge to local sports groups. Additionally he indicated that Bay Area Breeze players will take
an active role in the community and that one of the players has been retained to do community
outreach.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report was distributed to the Dave Haley of the Bay Area Breeze Soccer
Club.
ATTACHMENTS 1. Sports Field Use Policy
2. Correspondence from Dave Haley, CEO, Bay Area Breeze
Page 2 of 2
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City of Dublin
Sports Fields Use Policy
The City of Dublin has several sports fields availab{e for use by the community on a permit basis for baseball, cricket,
lacrosse, soccer and softball. Fields available at the Dublin Sports Grounds, located on Dublin Boulevard at Civic Plaza,
include five baseball fields (one 90' and four 60' diamonds), six soccer fields (two lighted), and two lighted softball fields.
Fields available at Emerald Glen Park, located on Tassajara Road between Central Parkway and Gleason Drive, include
four soccer fields, three baseball fields (one 80' and two 60' diamonds) and one cricket field. Fields available at the
Fallon Sports Park, located on Lockhart Street between Central Parkway and Gleason Drive, include two 60' youth
baseball fields, two lighted softball fields and two lighted synthetic turf soccer/lacrosse fields. Ted Fairfield Park, located
at North Dublin Ranch Drive and Antone Way, features one 60' baseball diamond and one soccer field. The Sports Field
Use Policy establishes rules, regulations, procedures and fees governing use of City sports fields.
Definition of Use
Organized Use - meeting any of the following conditions: (A) league games, practices, tournaments, clinics, instruction,
special events; or other uses where a fee is charged for participation, (B) a rental application with more than three dates
of use requested, (C) a rental application with more than one field requested.
Casual Use - meeting the following conditions: three dates or less requested and only one field requested.
Classification of Users
Group 1. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services
District, Dublin Unified School District, etc.)
Group 2. Dublin Sports League Organizations (Organized sports league groups with current IRS non-profit status, whose
membership is open to the public. The organization's membership must be as listed below:
aJ Youth Sports League Organizations - at least 75°o Dublin residents.
b) Adult Sports League Organizations - at least 51% Dublin residents.
Group 3. Dublin Chamber of Commerce, Dublin Charitable and Social Welfare Organizations (Organized non-profit
groups with current 501(c)(3) or 501(c)(4) IRS status, whose membership is open to the public and whose
primary purpose is to serve the Dublin community. The organization's membership must be at least 51%
Dublin residents. An organizational file must be completed on an annual basis to receive the priority and fees
of this classification. Regional and National non-profit groups that do not meet the 51% resident membership
requirement may submit a letter addressed to the Parks & Community Services Department that
demonstrates the direct community benefit of the facility use. Such letters will require the approval of the City
Manager or their designee.)
Group 4. Individuals or Other Groups (Groups who do not meet the criteria listed above and/or activities such as games
or practices, etc.)
a) Resident {Individuals must reside or own property within Dublin City Limits; Groups must have membership
made up of at least 51% Dublin residents; current roster must be submitted with applicarion)
6J Non-Resident
Group 5. Commercial Uses (Companies, groups or individuals whose practices, clinics, camps or games have an
admission fee or include the sales of goods or services, including those contracted by any field
lessees, regardless of classification)
a) Resident (Organization or individual must be located within the Dub/in City Limits and have current City of
Dublin Business License. If there is no company facility, person responsible for event must reside or own
property within the Dublin City Limiis)
bJ Non-Resident
Adopted January 19, 2010
Pogelof4 ~-~~-~~ ~ ~
~ ATTACHMENT 1
Priority of User Groups
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The City reserves the right to reschedule use to accommodate Dublin Sports League Organizations requiring specified
use fields (cricket, 90' baseball, synthetic turf).
Group 1 and Group 2- Reservations accepted up to six months in advance of requested dates of use. For use from
March 1-July 15, Dublin Little League will have priority for use of the baseball fields at Dublin Sports Grounds, Emerald
Glen ParK and Fallon Sports Park. Foc use from July 16-December 15, Dublin United Soccer League will have priority for
use of the soccer fields at Dublin Sports Grounds, Emerald Gien Park and Fallon Sports Park.
Group 3 and Group 4(Resident) - Reservations accepted four months in advance of requested dates of use.
Group 4(Non-ResidentJ and Group 5- Reservations accepted two months in advance of requested dates of use.
How to Make a Reservation
Please note that the City requires the applicant, not another party, to compiete aii transactions and provide the
insurance required for the rental.
1. To reserve a sports field, a Sports Field Use Application must be submitted for approval. Applications for organized
use (see definition above) submitted less than 14 days prior to the rental date will not be accepted. Applications for
casual use submitted less than seven days prior to the rental date wil{ not be accepted.
Applications for organized use must include complete schedules including dates, times and fields requested for
practices and games. Approval takes three to five business days; notification of application status will be e-mailed.
2. Applications must be submitted in person at the Parks and Community Services Department Office at the Dublin
Civic Center, 100 Civic Plaza, Dublin. Applications are accepted between the hours of 8:00 A.M. and 5:00 P.M,
Monday through Friday, holidays excepted.
3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment of fees and
provision of insurance) must live or own property within Dublin's City Limits. Verification of residence address will
be required (valid California driver's license or current utility bill~.
4. Groups applying under the Group 2 or 3 classification must have an "Organization Verification Form" on file, or
submit one with the following: 1) Bylaws, and 2) Current I.R.S. Tax Exemption Letter. Groups claiming Dublin
residency must provide a current membership roster (Group 2a - 75% of inembership must reside in Dublin, Group
2b - 51% of inembership must reside in Dublin). Applications will not be accepted without these items.
5. The City reserves the right to book additional events before or after an applicant's confirmed rental time.
Hours of Rental Use
1. The City's sports fields are available for rental from 8:00 A.M. to 10:00 P.M. Turf fields are available March
through December 15; synthetic turf fields are available year round.
2. A minimum of one hour will be required per rental application.
3. Hours of use must include the amount of time needed for the event, including setup and cleanup.
4. The field must be vacated by the time specified on the Facility Use Application.
Payment Schedule INITIAL:
1. For casual use:
a) A security deposit and insurance are not required for casual use of City fields.
b) Rental fees are payable at the time the Field Use Application is submitted.
2. For organized use:
a) At the time the application is submitted, a$250 refundable security deposit is required.
b) Final payment of rental fees must be made no later than one month (30 days) after receipt of an approved
schedule and invoice. Payments not received by this deadline may result in cancellation of the rental and
forfeiture of the deposit.
c) Security deposits will be returned by mail within 30 days of the function date providing there are no violations
of the Facility Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the facility.
3. Payments may be made by Visa, MasterCard, check, money order, or cash. Make checks or money orders payable
to City of Dublin. Checks must be drawn on the account of the person or organization listed as the applicant.
Adopted Jonuary 19, 2010
Page 2 of 4
Cancellations, Changes and Refunds INITIAL: 3Er~
1. Field use fees are not refundable. Credit will be issued if the field(s) will not be used as scheduled if written notice is
received ten working days or more prior to the scheduled date of use. The credit expires one year after the date of
issue and can only be used for field rentals.
2. In the event the field is not available due to rain or wet field conditions, a credit will be issued if the office is notified
in writing within 96 hours after the scheduled date of use. The credit expires one year after the date of issue and
can only be used for field rentals.
3. Credits are not issued for unused hours.
4. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. In this event, the
group or individual will be given as much advance notice as possible.
General Rental Information
1. A responsible adult from the rental group must supervise the premises for proper use during all rental hours.
2. Groups of minors must be supervised by two adults for each twenty minors at all times while using the field(s).
3. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign in the
park (per City Ordinance) without prior permission from the Parks and Community Services Director.
4. Smoking is prohibited within 100 feet of Children's Play Areas, Sports Fields, Sport Courts and Picnic Areas.
5. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited.
6. Facility Use Permits cannot be transferred, assigned or sublet.
7. The consumption, serving and/or selling of alcoholic beverages is not permitted.
8. No use is permitted on turf fields if the rain indicator light is on. Leagues are responsible for assuring that their
teams observe this rule. Synthetic turf soccer fields are all weather play.
9. Softballs must be rated "Restricted Flight".
10. Spectators are not permitted in dugouts or playing fields during event play.
il. Hitting or kicking balls into any fence or against any building is prohibited.
12. Bases, equipment and field preparation (drag, water, lines, etc.) are not provided.
13. Fields scheduled after dusk will require rental of field lights. All rentals must end by 10:00 p.m.
14. Fields are to be used for appropriate sports use. Events must be suitable and compatible to the field selected.
15. Lining or marking of the field is not allowed without prior approval of the City.
16. Requests for exception to the Sports Field Use Policy must be submitted in writing to the City Manager, or their
designee, no later than one month prior to the date of use requested.
Synthetic Turf Fields at Fallon Sports Park INITIAL:
1. An approved rental permit is required to use the synthetic turf fields.
2. Food and beverages, including gum, seeds, nuts, candy or sports drinks are prohibited. Water only. Glass bottles or
containers are prohibited. .
3. Any cleats that are used must be rubber; no metal spikes.
4. Chairs, umbrellas, tents, flags and other outdoor furniture are not allowed on the field. Spectator seating is only
allowed in designated areas.
5. No driving in of stakes.
6. Lining or marking of the field is not allowed without prior approval of the City.
7. Smoking and tobacco products are prohibited.
8. Dogs or pets of any kind are prohibited on the synthetic turf.
9. Barbecues are prohibited.
10. Bikes, roller blades, skateboards, strollers, motorized vehicles or high-heeled shoes are prohibited.
Insurance Requirements INITIAL:
All applicants for organized use shall provide the City of Dublin with a valid Certificate of liability written through
carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability
protection in the amount of $1,000,000 per occurrence. The applicant must be specified as the insured. The Certificate
shall name the City of Dublin as an "additional insured" in conformance with the hold harmless agreement as outlined in
the Facility Use Application and must specify that the applicant's insurance shall be primary to any insurance carried by
the City. The certificate shall be properly executed with the original signature of the authorizing insurance agent. The
Certificate is due at the time final payment is made. Note: Please contoct your insurance provider to check if your
homeowner's policy may be extended to cover your facility rental.
Adopted January 19, 2010
Page 3 of 4
Security Deposit INITIAL: ~~ ~~
A$250.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there
are no violations of the Sporfs Field Use Policy and/or excessive cleaning or damages to the field.
RentalFees
Current Effective
07/01/2010
GROUP 1- PUBLIC AGENCIES AND GROUP 2A - DUBLIN VOUTH SPORTS LEAGUES
Turf Field per Hour $6.00 $6.00
Synthetic Turf Field per hour N/A $20.00
Soccer Field Lighting Charge per hour $24.00 $24.00
Softball Field Lighting Charge per hour $12.00 $15.00
GROUP 28 - DUBLIN ADULT SPORTS LEAGUES AND GROUP 3- DUBLIN CHAMBER OF
COMMERCEAND DUBLIN-BASED CHARITABLEANDSOCIAL WELFAREORGANIZATIONS
Turf Field per Hour $6.00 $14.00
Synthetic Turf Field per hour N/A $40.00
Soccer Field Lighting Charge per hour $24.00 $24.00
Softball Field Lighting Charge per hour $12.00 $15.00
GROUP 4 - IND/VIDUALS/OTHER GROUPS
Turf Field per hour (Dublin Resident) $18.00 $18.00
Turf Field per hour (Non-Resident) $22.00 $22.00
Synthetic Turf Field per hour (Dublin Resident) N/A $50.00
Synthetic Turf Field per hour (Non-Resident) N/A $72.00
Soccer Field Lighting per hour (Dublin Resident) $32.00 $32.00
Soccer Field Lighting per hour (Non-Resident) $38.00 $38.00
Softball Field Lighting per hour (Dublin Resident) $16.00 $20.00
Softball Field Lighting per hour (Non-Resident) $19.00 $24.00
GROUP 5 - COMMERCIAL USES
Turf Field per hour (Dublin Resident) $28.00 $29.00
Turf Field per hour (Non-Resident) $34.00 $35.00
Synthetic Turf Field per hour (Dublin Resident) N/.A $80.00
Synthetic Turf Field per hour (Non-Resident) N/A $115.00
Soccer Field Lighting per hour (Dublin Resident) $32.00 $51.00
Soccer Field Lighting per hour (Non-Resident) $38.00 $61.00
Softball Field Lighting per hour (Dublin Resident) $16.00 $32.00
Softball Field Lighting per hour (Non-Resident) $19.00 $38.00
TOURNAMENT FEE
Attendant Fee N/A $15 er hour
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6eneral Notes Regarding Fees
1. Hourly rental fees will apply for each field reserved.
2. Teams participating in City of Dublin Leagues will be charged $6.00 per hour to utilize turf fields for team practices
(use of lights will be charged at the full rate).
3. Tournaments charging a team entry fee or spectator admission fee will be charged a Facility Attendant fee of $15
per hour per park in addition to the rental fees.
The City of Dublin reserves the right to deny the use of City Sports Fields to any person or group if such use is deemed '~,
to be contrary to the best interest of the City, the facility, and/or Dublin residents. ,
Applican[s should thoroughly review the Facility Use Policy to become familiar with all rental fees, policies and i
procedures. ~
Adopted January 19, 2010
Page 4 of 4
^ Group 1- Public Agencies •
^ Group 2a - Dublin Youth Sports League Organizations* ^ Group 2b - Dublin Adult Sports League Organizations*
^ Group 3- Dublin Chamber of Commerce, Dublin Charitable and Social Welfare Organizations*
^ Group 4a - Resident Individuals or Other Groups** 0 Group 4b - Non-Resident Individuals or Other Groups
^ Group 5a -Resident Commercial Uses** ^ Group 5b - Non-Resident Commercial Uses
*Must submit the organization's roster (must be 75% Dublin resident for youth leagues and 51% Dublin resident for adult leagues
and non-profit organizations), bylaws and current IRS tax exemption letter (must be 501c3 or 501c4) at the time of application.
**Proof of residency required, at the time of application (valid California Drivers License/ID or current utility bill).
Type of Sport or Event:
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Facility: ^ ----------------------------------------------------------------
Dublin Sports Grounds ^ Fallon Sports Park -----------------------------------
^ Emerald Glen Park -----------------------------
^ Ted Fairfield Park
Turf Type: ^ Grass ^ Synthetic (Fallon Sports Park only)
Field Type: ^ Soccer Field ^ Baseball Field ^ Softball Field ^ Cricket Field Number/Letter:
Rental Date: Day: Start Time: _ am/pm End Time: _ am/pm Lights? Yes / No
Rental Date: Day: Start Time: _ am/pm End Time: _ am/pm Lights? Yes / No
Rental Date: Day: Start Time: _ am/pm End Time: _ am/pm Lights? Yes / No
-----------------------------------------------------------------------------------------------
Will the function be open to the public? ^ Yes ^ No
Will an admission fee be charged? ^ Yes* ^ No *Purpose of fee?
The undersigned, hereby agrees to be responsible for any damage to the facility occurring during and by this use, and agrees to be
responsible for the conduct of all persons attending this function. Applicant further agrees to be responsible for any accident or injury
occurring to anyone during and by this use, and agree that the City of Dublin, its officers and employees, shall not be responsible for any
such injury or loss, except as arises from the sole willful act, omission or sole negligence of the City of Dublin, its officers or employees.
The undersigned has received a copy of the Sports Field llse Poficy and agrees to comply with the rules and regulations listed therein.
Signature of Applicant
Organization (if applicable)
Date
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Sports Fields Rental Application - continued Rental #
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APPLIC,ANT' INFORMATION .. '. _._~~~s
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Organization (if applicable): ~
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Facility: ^ Dublin Sports Grounds ^ Fallo n Sports Park 0 Emerald Gle n Park ^ Ted Fairfield Park
Turf Type: 0 Grass ^ Synthetic (Fallon Sports Park only)
Field Type: ^ Soccer Field ^ Baseball Field ^ Softball Field Field Number or Letter:
Rental Date: Day: Start Time: _ am/pm End Time: _ amjpm Lights? Yes J No
Rental Date: Day: Start Time: _ am/pm End Time: _ am/pm Lights? Yes / No
Rental Date: Day: Start Time: _ am/pm End Time: _ am/pm Lights? Yes / No
Rental Date: Day: Start Time: _ am/pm End Time: _ am/pm Lights? Yes / No
Rental Date: Day: Start Time: _ am/pm End Time: _ am/pm Lights? Yes / No
Rental Date: Day: Start Time: _ am/pm End Time: _ am/pm Lights? Yes / No
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Sports Fields Rental Appiication - continued
_$
FINAL PAYMENT AMOUNT
RESERVATION STATUS - FOR OFFICE USE ONLY
O APPROVED O DENIED
Recreation Supervisor
O APPLICATION
O SECURITY DEPOSIT/CARD
O CALENDAR '
O BOQKED ON COMPUTER
^ APPROVALLETTER
O INSURANCE CERTIFICATE RECEIVED
O CITY ISSUED INSURANCE CERTIFICATE
O CLEAN-UP SLIP
O STAFF SCHEDULED
O COPY OF APPROVED APPLICATION TO GYMNASIUM CLIPBOARD
O CONFIRMATION LETTER
Rental #
Date
PAYMENT INFORMATION - FOR OFFICE USE ONLY
O SECURITY DEPOSIT
DATE: CASH:
O FINAL PAYMENT
RENTAL FEE:
DATE
CASH: CHECK #:
O CITY ISSUED INSURANCE CERTIFICATE
DATE: CASH: CHECK #:
STAFF INITIAL:
RECEIPT NUMBER: STAFF INITIAL:
RECEIPT NUMBER: STAFF INITIAL:
REFUND STATUS - FOR OFFICE USE ONLY
CLEANUP STATUS: O SATISFACTORY O UNSATISFACTORY
ADDITIONAL CHARGES:
O ADDITIONAL HOURS OF USE(_ HOURS @$ PER HOUR) $ TOTAL
O ADDITIONAL CLEANUP REQUIRED $ TOTAL
O DAMAGE TO FACILITY OR EQUIPMENT $ TOTAL
DEPOSIT: O REFUNDABLE AMOUNT REFUNDED: $ DATE CLAIM FORM TO FINANCE:
~
O PARTIALLY REFUNDABLE AMOUNT REFUNDED: $ DATE CLAIM FORM TO FINANCE:
O FORFEITED BALANCE DUE IF ANY: $ DATE LETTER SENT TO APPLICANT:
CHECK #: RECEIPT NUMBER:
x$
NUMBER OF HOURSHOURLY RENTAL FEE
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April 13, 2011
Ms. Diane Lowart
Director Parks and Community Services
City of Dublin
Dear Diane,
Thank you for meeting today about the use of Fallon Sports Park for the Bay Area Breeze, a new
Women's Professional Soccer Club.
We are a new start up venture and have chosen Dublin High School as our home game stadium and
Fallon Sports Park as our training facility. We are very grateful for the warm and constructive support
we have enjoyed from the city and its officials and we are committed to working with the city in building
a significant community asset in the Bay Area Breeze, Women's Professional Soccer Club. We are
looking to recruit additional members of our team from the Dublin community and many of our players
will live with the community with host families and will perform additional work in and around the city.
When we have evaluated our resource needs we will be able to locate administrative facilities within the
city as our headquarters for the club. Accordingly, at this time we request that the Council considers our
club for the 2B hourly rate at $40 hour, which is reserved for Dublin residence.
Thank you for your support.
Respectfully,
1
S" _~:~
Paul Haley
CEO, Bay Area Breeze
ATTACHMENT 2