HomeMy WebLinkAbout4.3 - 2727 Batting Cage Facility Rentals
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STAFF REPORT
CITY COUNCIL
DATE: August 20, 2019
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Batting Cage Facility Policy and Fee Structure
Prepared by: Lisa McPherson, Recreation Manager
EXECUTIVE SUMMARY:
The City Council will consider the proposed Cricket Batting Cage Facility Policy and Fee
Structure.
STAFF RECOMMENDATION:
Approve the proposed Cricket Batting Cage Facility Policy and Fee Structure.
FINANCIAL IMPACT:
Projected annual revenue considering current cricket cage use at the Dublin Youth
Sports Organization rate of $15.00 per hour is $22,050. The amount collected will likely
be reduced based on the planned use for Cricket for Cubs, who have a credit to use
against their initial investment in constructing the cages.
DESCRIPTION:
At the March 5, 2019 City Council meeting, City Council approved termination of an
agreement between the City of Dublin and Cricket for Cubs for exclusive use of the
Emerald Glen cricket batting cages (effective January 1, 2020). Staff was directed to
develop policies and fees for the two (2) cricket batting cages and review the polices
and fees at a Parks and Community Services Commission (Commission) meeting and
to forward a recommendation for City Council approval.
At the June 17, 2019 Commission meeting, the Commissioners reviewed cricket batting
cages policies and fee structure. The Commission voted 6-0-0 to recommend the
presented policies and fee structure.
Staff researched cricket batting cage policies and fees from neighboring cities who
utilize cages for cricket (San Ramon and Fremont). The following is a summary of
Staff's research:
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The City of Fremont and the City of San Ramon are two cities who currently
operate City multi-use batting cages. Both cities require a completed rental
application to rent the cages.
The City of San Ramon has two (2) multi-use batting cages which are primarily
used by City co-sponsored organizations when they rent the baseball fields
(batting cages are included with field rental). When the fields are closed for
renovation or not rented by City co-sponsored organizations, the batting cages
are unlocked for the public to rent. The City charges the following fees to rent the
cages:
o Non-profit = $14.65 per hour per cage
o Resident = $14.65 per hour per cage
o Non-Resident = $28.61 per hour per cage
The City of Fremont has five (5) multi-use batting cages which are available for
the public to rent on a first come first serve basis, with a 4 8-hour notice prior to
the requested rental time. These cages have a locking system (Cell Gate) which
are programmed by City staff. The locking system generates an access code
needed to unlock the gate, which staff than emails to the renter. Cell Gate
software does not have the capability to generate access codes through the
departments existing registration software; therefore, this software is an
additional one-time cost of $12,000, and $150 per month service fee. The City
of Fremont charges the following fees to rent the cages:
o Non-profit = $10.00 per hour per cage
o Resident = $15.00 per hour per cage
o Non-Resident = $20.00 per hour per cage
Staff conducted a meeting on May 6, 2019 to discuss and receive feedback on rules,
reservation procedures, policies and fee structure with the following cricket
organizations:
Cricket for Cubs
Dublin Cricket Academy
East Bay Youth Cricket Association
San Ramon Cricket Association
Dublin Cricket League (invited though didn’t attend the meeting)
Cricket Batting Facility Rules
Staff utilized the City of Fremont’s batting cage rules and cricket organization feedback
from the May 6, 2019 meeting to establish the f ollowing proposed cricket batting cage
facility rules:
o Cage facility is permit-only facility
o Cage facility is for cricket only
o Only molded rubber cleats, synthetic turf shoes, or other athletic shoes are
allowed in the cage facility
o Only balls and bats, usually associated with cricket are allowed in the
cage facility
o All batters must wear a helmet at all times while in the cage facility
o Only one (1) batter is allowed in each tunnel at any time
o Spectators or batters on-deck must stay outside the cage facility
o No practice swings or swinging of bats allowed outside the cage facility at
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any time
o No unauthorized persons shall enter the cage facility while it’s rented
o Renters are responsible for cage facility while it’s rented
o Check that the cage facility is closed and locked after rental
Reservation Procedures, Polices and Fee Structure
Staff considered both the community and cricket organizations usage when developing
the proposed reservation procedures, polices and fees. Staff met with the cricket
organizations on May 6, 2019 to discuss rental priority use, the rental process, fee
structure and usage requirements. During the meeting Staff received the following
feedback from the cricket organizations:
Priority usage, process, payment and fee schedule should be consistent as to
sports fields:
• Dublin Youth Sports Organizations should have first priority
• A rental agreement should be submitted to Staff
• Dublin Youth Sports Organizations should pay the same fee as renting turf fields
($7.00 per hour per cage)
• Minimum of one hour for rental usage and no maximum of rental usage
On May 30, 2019, the City received additional comments from Cricket for Cubs after
attending the meeting:
• For teaching purposes cages should be offered from 3:00 to 7:00 PM for youth
organizations to rent and from 7:00 to 8:00 PM (during available daylight) for the
Community to rent
• For youth and adults to rent the cages at the same time, a steel fence would
need to be installed to separate the cages since their skill levels are different
• The run up will need to be leveled and watered multiple days througho ut the
week
• Per cage per hour rate = $7.50
After the feedback received by the user groups, Staff is recommending the following:
Rental Information Staff Recommendation
Priority Use 1. Dublin Youth Sports Organizations
2. Residents
3. Non-Residents
Process Submit a rental agreement application between hours of
8:00 AM and 5:00 PM Monday through Friday; renter will
receive a cage access code after agreement has been
approved (code will take up to 48 hours)
Payment In full upon reservation
Usage Requirements Minimum of one (1) hour to rent per day. Maximum of
three (3) hours to rent per day
Fee Structure
Per hour for entire
cage facility
Dublin Sports Organizations = $15.00
Resident = $18.00
Non-Resident = $22.00
Priority use will be given to Dublin Youth Sports Organizations; however, usage
requirements were established to meet the needs for both community and cricket youth
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sports organization use. Additionally, the cage facility must be rented in its entirety
(both cages at the same time) as additional improvements would be required to
separate the two cages for single use. The proposed fee does not currently cover the
actual cost to administer and maintain cage facility operations, thus the City would be
subsidizing the cage rental program by approximately 50 percent. To fully recover costs
for administration and maintenance, charges for the cage facility would be as follows:
Dublin Sports Organizations = $29.00
Resident = $34.00
Non-Resident = $41.00
Given the feedback from the cricket organizations and to stay in line with the fee
structure of neighboring communities, the proposed fee structure was established for
the first year. The approved polices and fee structure will be incorporated into the
current Tennis Courts rental packet. Staff will return in 2021 with cage facility data and
propose to adjust fees accordingly.
Staff respectively request that Council approve the Parks and Community Services
Commission recommendations for the cricket batting cage facility policies and fee
structure.
STRATEGIC PLAN INITIATIVE:
N/A
NOTICING REQUIREMENTS/PUBLIC OUTREACH
A copy of the Staff Report was provided to local cricket organizations.
ATTACHMENTS:
1. Tennis Courts and Cricket Batting Cage Facility Reservation Policies, Rules and
Fees Structure
2. Tennis Courts and Cricket Batting Cage Facility Rental Agreement
City of Dublin
Tennis Courts and Cricket Batting Cage Facility
Reservation Policies, Rules and Fees Schedule
1. Rental Categories
• Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin San Ramon Services
District (DSRSD), Dublin Unified School District, etc.
• 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:
o Youth Sports League Organizations – at least 75% Dublin residents.
o Adult Sports League Organization – at least 51% Dublin residents.
• Non-Profit Organizations: Organized non‐profit groups with current 501(c) (3) or 501(c)(4) IRS status. The
submission and approval of a “Non-Profit Organization Verification Form” must be on file with the City.
o Groups applying under the Non-Profit Organization classification must have an “Organization Verification
Form” on file with the following two documents:
▪ 1) Bylaws
▪ 2) Current I.R.S. Tax Exempt Letter
o Groups claiming Dublin Sports League Organization must provide a current membership roster.
▪ For Youth Sports League Organizations, 75% of memberships must reside in Dublin and for Adult
Sports League Organizations, 51% of memberships must reside in Dublin. Applications will not be
accepted without these items.
• Resident: Individuals must reside or own property within Dublin City Limits.
• Non -Resident: Individuals not residing within Dublin City Limits.
• Commercial Uses: Companies or individuals whose events have an admission fee or include the sales of goods or
services.
2. Tennis Courts Rental Categories Priority Use:
3. Tennis Courts Rental Process
• To reserve a court, a rental agreement must be submitted for approval and is accepted between the hours of
8:00 AM and 5:00 PM, Monday through Friday, holidays excepted.
• 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 City Limits. Verification of residence address will be required
(valid California driver’s license or current utility bill).
• Approval can take up to five (5) business days and notification of application status will be e-mailed.
• The City reserves the right to book additional events before or after an applicant’s confirmed rental time.
4. Tennis Courts Rental Deposit
For rentals that are for league play, a tournament or commercial use, a $100.00 Deposit is due at the time that the
application is submitted. The deposit is refundable and will be refunded within 30 days after rental completion,
providing there are no violations of the Tennis Courts and/or excessive cleaning or damages to the courts.
5. Tennis Courts Rental Fee Balance
Final payment of rental fees must be made no later than 30 days after receipt of an approved rental contract/confirmation.
Payments not received by this deadline may result in cancellation of the rental and forfeiture of the deposit. If the
application is received less than 30 days prior to the first date of the rental, then payment is due immediately upon
receipt of a rental contract/confirmation. Checks should be made payable to: City of Dublin. Cash, VISA, MasterCard,
Rental Dates Public Agencies, Dublin
Sports Leagues and
Residents
Non-Residents and Commercial
January – March November 15 December 1
April – May February 15 March 1
June – August April 15 May 1
September – December July 15 August 1
Discover and American Express are also accepted.
6. Insurance Certificate
For rentals that are for league play, a tournament or commercial uses, all applicants shall provide the City of Dublin with a
valid Certificate of Liability including the endorsement page written through carriers acceptable to the City of Dublin. Such
certificate shall provide bodily injury and property damage liability protection at a minimum of $1,000,000 per
occurrence. The applicant must be specified as the insured. The certificate shall name the “City of Dublin, its officers,
employees, agents and volunteers” as an “additional insured” in conformance with the hold harmless agreement and the
applicant’s insurance shall be primary to any insurance carried by the City of Dublin and/or the Dublin Unified School
District. The certificate shall be properly executed with the original signature of the authorizing agent of the insurance
company. Note: Please contact your insurance provider to check if your homeowner’s policy may be extended to cover
your facility rental.
7. Cancellations, Changes and Refunds (courts and cage facility)
• Cancellation requests must be in writing by the applicant and sent by emailing
parksandcommunityservices@dublin.ca.gov.
• Refunds and Credits are not issued for unused hours.
• 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 advanced notice as possible.
• Refunds per cancellation requests will be handled as follows:
30 days or more 29 days or less Rainouts
Security deposit and rental
fees refunded less $5
processing fee.
Security deposit and 50%
of rental fees refunded.
Credit will be issued for cancellations due to rain
if the office is notified within 48 hours (via phone
or email) after scheduled rental date.
8. General Rules (courts and cage facility)
• The minimum rental is one (1) hour.
• Renters must leave promptly when scheduled time has ended.
• Each renter must provide their own equipment.
• Rental hours of use must include the amount of time needed for use, including set up and clean up.
• Refunds are not given for unused hours.
• Rentals must be vacated by the time specified on the Tennis Courts and Cricket Batting Cages Facility rental receipt.
• Storage is not available either before or after use.
• Parking is permitted in painted parking stalls only.
• Vehicles parked illegally will be cited.
• The consumption, serving and/or selling of alcoholic beverages is not permitted in City of Dublin parks.
• All garbage or other waste must be properly disposed of prior to vacating courts or cage facility.
• Requests for exceptions to the policy must be submitted in writing no less than ten (10) business days prior to the
rental date and receive written approval from the Parks and Community Services Director, or designee.
• Prohibited:
o Use of generators.
o SMOKING in City of Dublin parks.
o Paste, tack, glue or posting of any sign, placard, advertisement or inscription, or to erect any sign in the
park.
o Selling, vending, or peddling items.
o Use of amplification equipment.
o Bikes, skateboards and other uses unrelated to tennis or batting use.
o Hitting of balls against the tennis or cage fences inside or outside.
Tennis Courts Rules
• Courts are for tennis use only.
• Only non-marking tennis shoes allowed on courts.
• Individual and group rentals are limited to one (1) booking per week, Sunday through Saturday.
Cricket Batting Cage Facility Rules
• Cage facility is permit-only facility.
• Cage facility is for cricket only .
• Only molded rubber cleats, synthetic turf shoes, or other athletic shoes are allowed in the cage facility.
• Only balls and bats, usually associated with cricket are allowed in the cage facility.
• All batters must wear a helmet at all times while in the cage facility.
• Only one (1) batter is allowed in each tunnel at any time.
• Spectators or batters on-deck must stay outside the cage facility.
• No practice swings or swinging of bats allowed outside the cage facility at any time.
• No unauthorized persons shall enter the cage facility while it’s rented.
• Renters are responsible for the cage facility while it’s rented.
• Check that the cage facility is closed and locked after rental.
9. Locations
• Cricket Batting Cages Facility is located at Emerald Glen Park.
• Tennis Courts are located at the following:
All lights are self-operated and are programmed to shut-off by 10:00 PM, daily.
10. Tennis Courts Walk-On Use
There is a game limit of two-consecutive sets or a maximum of one (1) hour of play when players are waiting. Children
and adults have equal priority.
Following are time periods at Emerald Glen Park, Fallon Sports Park, Kolb Park, Schaefer Ranch Park, Sean Diamond Park,
Dublin High School:
• Weekday Use: 7:00 AM – 5:00 PM, Monday – Friday
• Weeknight Use: 5:00 PM – 10:00 PM, Monday – Friday
• Weekend Use: 7:00 AM – 10:00 PM, Saturday – Sunday
11. Tennis Courts Availability
To provide an adequate number of courts available for walk-on use by the community , the courts available for
reservation are listed below:
Location Courts Available for Reservation Lights
*Dublin High School Courts 1 through 5 No
Emerald Glen Park Courts 3 and 4 Yes
Fallon Sports Park Courts 1 and 2 Yes
*Dublin High School Tennis Complex
• School not in Session, Daily, 7:00 AM to Sunset. • School in Session, Saturday and Sunday ONLY, 7:00 AM to Sunset.
12. Tennis Courts Group Rental Availability
• A maximum of two (2) groups will be allowed to reserve for weekday play per week.
• A maximum of two (2) groups will be allowed to reserve for weeknight play per week.
• A maximum of one (1) group will be allowed to reserve for weekend play per week.
• A maximum of three (3) hours per day will be available for each rental.
13. Tennis Courts Rental Fee Schedule
Location
Court
Quantity
Lights*
Reservations
Days of Operation
Dublin High School
8
No
Yes Sa & Su, School in Session
Su – Sa, School not in Session
Emerald Glen Park 4 Yes Yes Daily
Fallon Sports Park 4 Yes Yes Daily
Kolb Park 2 Yes No Daily
Schaefer Ranch Park 1 No No Daily
Sean Diamond Park 1
N
No
n
NO Daily
Rental Category Hourly Fee per court
Public Agencies
Non-Profit Organizations $5.00
14. Cricket Batting Cage Facility Priority Use
• Dublin Sports League Organization-Youth 75% Residents -Reservations accepted in advance of all other group.
• Resident-Reservations accepted up to twelve (12) months in advance of requested use.
• Non-Residents-Reservations accepted up to ten (10) months in advance of requested use.
15. Cricket Batting Cage Facility Rental Process
• Submit a rental agreement application between hours of 8:00 AM and 5:00 PM Monday through Friday; renter will
receive an access code after agreement has been approved (code will take up to 48 hours).
• Payment in full upon reservation.
16. Cricket Batting Cage Facility Rental Availability
• Daily from 7:00 AM to Sunset.
o Minimum of 1 hour to rent per day.
o Maximum of 3 hours to rent per day.
17. Cricket Batting Cage Facility Rental Fee Schedule
The City of Dublin reserves the right to refuse to grant use of the City’s tennis courts and cricket batting cages facility to
any person or group if such use is deemed to be contrary to the best interest of the City and/or its residents.
Residents $10.00
Non-Residents $12.00
Commercial Residents $15.00
Commercial Non-Residents $18.00
Rental Category Hourly Fee per cage
Dublin Sports Organizations $15.00
Residents $18.00
Non-Residents $22.00
Tennis Courts and Cricket Batting Cage Facility
Rental Agreement
Phone: 925-556-4500
Email: parksandcommunityservices@dublin.ca.gov
FACILITY INFORMATION
TENNIS FACILITY: Emerald Glen Park Fallon Sports Park Dublin High School
TENNIS COURTS: #1 #2 #3 #4 #5
CRICKET BATTING CAGE FACILITY at Emerald Glen Park:
RENTER INFORMATION:
CATEGORY: Public Agency Dublin Sports Leagues Non-Profit Resident Non-Resident Commercial
Name of Responsible Party: _____________________________________ Email: _____________________________________
Name of Organization/Company: _____________________________________________________________________________
Address: ___________________________________________City/State___________________________Zip:________________
Phone Number: Home__________________________ Cell__________________________ Work_______________________
RENTAL DATE INFORMATION:
USE TYPE: Practice League Game Tournament Game Commercial Use
Other: ________________________________________________________________________________
ANTICIPATED TOTAL ATTENDANCE: __________________________ CHILDREN IN ATTENDANCE: _________________________
Rental Date: Day: Start Time: : _ _ AM/PM End Time: _ : _ _ AM/PM
Rental Date: Day:
Rental Date: Day:
Start Time: ___: ____ AM/PM End Time: ___:___ AM/PM
Start Time: ___: ___ AM/PM End Time: ___:___ AM/PM
Rental Date: Day: Start Time: : _ _ AM/PM End Time: _ : _ __ AM/PM
Please circle all that apply:
Admission/Donation (Fundraiser): Yes/No Proceeds for: _________________________________________
Open to the public: Yes/No
Insurance form submitted Yes/No
Deposit Paid Yes/No
TENNIS COURTS AND CRICKET BATTING CAGE FACILITY RESERVATION POLICIES AND GENERAL RULES:
Initial _________ By submitting a Tennis Courts and Cricket Batting Cages Facility rental agreement; I have read, agree to and
will abide by the Tennis Courts and Cricket Batting Cages Facility policies and rules.
HOLD HARMLESS AND COMPLIANCE AGREEMENT:
The undersigned, hereby agrees to be responsible for any damage to the Tennis Courts and Cricket Batting Cages 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 agrees
that the City of Dublin, its officers, agents, employees and volunteers, 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, agents, employees or
volunteers. The undersigned has received a copy of the Tennis Courts and Cricket Batting Cages Facility Use Policy and agrees
to comply with the rules and regulations listed therein.
_________________________________________ ________________ ____________________________________
Signature of Responsible Party Date Organization
Reservation Number:
Staff: