HomeMy WebLinkAbout4.20 Sports Fields and Stager Community Gymnasium Reservation PoliciesAgenda Item 4.20
DUBLIN
CALIFORNIA
STAFF REPORT
CITY COUNCIL
DATE: .Line 6, 2023
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
SU B.ECT: Sports Fields and Stager Community Gymnasium Reservation Policies
Prepared by: BridgetAmaya, Assistant Parks and Comm unity Services
Director
EXECUTIVE SUMMARY:
The City Council will consider approving an update to the Sports Fields and Stager Community
Gymnasium Reservation Policies.
STAFF RECOMMENDATION:
Approve the Sports Fields and Stager Community Gymnasium Reservation Policies updates.
FINANCIAL IMPACT:
None.
DESCRIPTION:
The City Council last reviewed and approved this policy in July 2019. Due to the recent opening of
new park space, improvements to existing amenities, and feedback from Dublin youth and adult
sports user groups, Staff completed a review of the document and is recommending updates for
consideration.
This update includes adjustments in several areas to clarify policies, ensure equitable use of each
facility, streamline the process for renting fields and Stager Gymnasium, and make other non -
substantive changes. The proposed updates are discussed below.
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Policies Updates
Rental Categories (Section 1)
Clarification that non-profit organizations outside of Dublin will be considered under public
agencies, non-residents, or commercial use, depending on the organization. This section also
highlights that groups not qualifying as a Dublin Sports League Organization will pay commercial
fees for all tournaments.
Rental Categories Priority Use (Section 2)
Clarification of the order in which spaces are prioritized when allocating time for field/gym use
and changes to when reservation requests are accepted. Requests are accepted in accordance with
priority use.
Field Allocation Formula (Section 3)
Clarification of the purpose of the field allocation formula, which assists Staff in allocating space if
two user groups within the same rental category submit similar reservation requests.
Rental Hours of Use (Section 4)
Addition of the resting/renovation period dates and closure of facilities for maintenance if
necessary.
Rental Process (Section 5)
Clarification of the process for renting athletic fields and courts.
Rental Deposit (Section 6)
Clarification that the refundable deposit is assessed per field/space, not per reservation, as most
organizations utilize several spaces. Also, violations of the use policy could result in forfeiture of
the deposit, and any additional expenses incurred was added.
Rental Fee Balance (Section 7)
Specification that the refundable deposit is due when the reservation is approved, and the
remaining balance is due 30 days before the reservation date. This change ensures rentals are paid
in full 30 days prior to each reservation date.
Cancellations, Changes, and Refunds (Section 9)
Provision of extended allowances for cancellations to 30 days in advance of the reservation date
rather than 10. This gives Staff more time to rebook reservations and limits the time a field may sit
empty. In addition, language regarding an administrative change fee was added to discourage
groups from "blanketing" field reservation requests and making changes to permits at the last
minute. This change will allow more residents and users to reserve spaces. Lastly, to limit the
amount of time fields sit empty, or lights remain on for unused field time, Staff will assess a fee for
groups who continuously fail to notify Staff of unused hours. Park Attendants will monitor this.
The fees will be identified in the Master Fee Schedule.
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Locations and Information (Section 12)
Update to the park inventory to include amenities in recently completed park projects.
Tournaments (Section 14)
Clarification of the exception of Dublin Youth Sports Leagues from paying the commercial rate for
tournament fees if Dublin -based teams are participating in the tournament.
Grass Conditions and Closures (Section 15)
Addition of the Field Conditions webpage and contact information for Park Monitors for rental
assistance.
Outreach
Collaboration with Dublin -based youth and adult user groups is vital to the continued success of
the field and gymnasium rental process. Staff proposed the updates in an email sent on February
10, 2023, to the following Dublin Sports League Organizations:
• Cricket for Cubs
• Catholic Youth Organization (CYO)
• Dublin Cricket League
• Dublin Little League
• Dublin United Soccer League
• Dublin Cricket Academy
• Dublin Dawgs
Groups were asked to respond with feedback no later than Wednesday, February 15, 2023. The
feedback from the correspondence was positive, and there was support for the proposed updates.
Dublin Little League expressed concern with the update that extended the cancellation and change
requests to notification within 30 days rather than ten days. Staff explained that as the City gets
closer to build out, field space will become more limited. With the number of changes requested
by users, 10 days is not a reasonable amount of time for Staff to contact groups and rebook the
facility, thus leaving fields empty when other groups could utilize them.
The Parks and Community Services Commission recommended this document for approval on
March 20, 2023.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report was provided to Dublin Sports League Organizations, and the City
Council Agenda was posted.
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ATTACHMENTS:
1) Draft Sports Fields and Stager Community Gymnasium Reservation Policies
2) Redline Sports Fields and Stager Community Gymnasium Reservation Policies
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779
Attachment 1
City of Dublin
SPORTS FIELDS & STAGER COMMUNITY GYMNASIUM
DUBLIN RESERVATION POLICIES
CALIFORNIA
1. RENTAL CATEGORIES
• City of Dublin- the City of Dublin's events, programs, and activities
• Public Agencies: Including but not limited to agencies serving the City of Dublin, including Alameda
County, Dublin -San Ramon Services District, etc.
• Dublin Sports League Organizations: Organized sports league groups with current IRS non-profit
status, with membership open to the public. The organization's membership rosters must reflect:
o Youth Sports League Organizations — at least 75% Dublin residents
o Adult Sports League Organization — at least 51% Dublin residents
Sports Organizations submitting inaccurate residency rosters will automatically have permits revoked.
• Dublin Non -Profit Organization: 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 51% Dublin
residency. All groups must have an "Organization Verification Form" on file with the
following documents:
■ 1) Bylaws
■ 2) Current IRS Tax Exempt Letter
■ 3) Commercial General Liability
• Resident: Individuals must reside or own property within Dublin city limits.
• Non -Resident: Individuals or organizations 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. This includes all individuals and organizations requesting tournament
reservations that do not qualify as a Dublin Sports League Organization.
2. RENTAL CATEGORIES PRIORITY USE
Sports Fields & Stager Community Gymnasium
1. City of Dublin: the City of Dublin's events, programs, and activities.
2. Public Agencies: Including but not limited to agencies serving the City of Dublin, including
Alameda County, Dublin -San Ramon Services District, etc. Reservation requests are accepted up
to one year in advance.
3. Dublin Sports League Organization — Youth 75% Dublin Residents — Reservation requests are
accepted one year in advance each November. Staff will allocate accordingly and release permits for
March —June. In May each year, Staff will reassess requests and release permits for July —
December. Each May, users may request modifications to permits at this time only to avoid a sports
facility administrative charge (see Master Fee Schedule for the current list of fees).
4. Dublin Adult Sports League Organization - Adults 51% Dublin Residents - Reservation requests are
accepted one year in advance with permits released, as stated in #3 above.
5. Dublin Non -Profit Organizations — Reservation requests are accepted up to six (6) months in
advance of requested use.
6. Resident — Reservation requests are accepted up to six (6) months in advance of requested use.
7. Non -Resident — Reservation requests are accepted up to four (4) months in advance of requested
use.
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8. Commercial — Reservation requests are accepted up to four (4) months in advance of requested
use.
In the interest of providing sustainable parks and recreation facilities with the least possible expenditure of
public funds, the City of Dublin and the Dublin Unified School District have entered into joint use agreements
regarding the use of City and District facilities. Separate agreements for the use of Stager Gymnasium, the
Tennis Complex at Dublin High School, the Dublin High School Center for Performing Arts, the Jordan Ranch
Park Site and Ground Lease, St. Raymond CYO, and The Dublin Wave are on file and may affect priority use.
3. FIELD ALLOCATION FORMULA
• In the event two user groups within the same rental category submit similar requests, the allocation
formula below will be used based on the percentage of verifiable total Dublin residents on the
organization's roster.
• Formula example:
o Organization A has 900 Dublin residents, and Organization B has 750 Dublin residents.
o Total Dublin residents registered in Organizations A and B equals 1,650.
■ Organization A would receive 55% of field time available (900 divided by 1,650 equals 55%).
■ Organization B would receive 45% of field time available (750 divided by 1,650 equals 45%).
o Both Organizations request usage on the same field and day from 3:00-7:00 p.m.
■ Organization A (55%) would be allocated 2.5 hours of field time for that day.
■ Organization B (45%) would be allocated 1.5 hours of field time for that day.
o Organization A would receive first choice on the time they prefer to use the field (3:00-5:30
p.m. or 4:30-7:00 p.m.) on the requested day. Staff highly encourages sports organizations
requesting the same field on the same day and time frame to work together on field usage.
4. RENTAL HOURS OF USE
The required rental period is a minimum of one (1) hour per sports field rental and two (2) hours for
gymnasium rental. Hours of use must include the time needed for the event, including setup and cleanup.
The fields and gymnasium must be vacated by the time specified on the approved Sports Field Rental
Application.
Sports Fields are available during the following hours:
• 8:00 a.m. to dusk (10:00 p.m. for lighted fields)
o Grass fields are typically available from March 1 through December 15.
o Synthetic turf fields are available year-round and are all-weather playable.
• Sports facilities, except those with synthetic turf, are typically closed for a resting/renovation period
from December 15 — February 28 each year.
• The City reserves the right to close facilities for additional maintenance if necessary. Dates are
subject to change.
Stager Community Gymnasium is available for rental during the following hours when not scheduled for
City or Dublin Unified School District activities:
When school is in session
• Monday -Friday 3:00 p.m. - 10:00 p.m.
• Saturday 8:00 a.m. - 10:00 p.m.
• Sunday 8:00 a.m. - 10:00 p.m.
When school is NOT in session
• Weekdays 8:00 a.m. - 10:00 p.m.
• Weekends 8:00 a.m. - 10:00 p.m.
5. RENTAL PROCESS
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• To request a field or court reservation:
Complete the City of Dublin Sports Field and Gym Rental Application, and email the completed form
and commercial liability insurance to parksandcommunitvservices@dublin.ca.gov. The City of Dublin
maintains a facility reservation calendar available for viewing online to assist users in checking
availability. Please note that facility availability does not reflect pending reservations received.
• Requests must be received at least 30 days in advance of the rental request. Approval takes three (3)
to five (5) business days; notification of application status will be emailed.
• Submitting an application fewer than (30) thirty days prior to your event requires the approval of the
Parks and Community Services Director or their designee, and approvals are subject to availability. In
each case, an administrative fee applies if approved (see Master Fee Schedule for the current list of
fees).
• Applications are accepted between 8:00 a.m. and 5:00 p.m., Monday through Friday, except on
holidays.
• 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 the Dublin City Limits. Verification of
resident address (valid California driver's license or current utility bill) will be required.
• Applications for continuous use must include complete schedules, including dates, times, fields,
and gymnasium requested for practices and games.
• The City reserves the right to book additional events before or after an applicant's confirmed rental
time.
6. RENTAL DEPOSIT
A refundable deposit per field/court or Stager Gymnasium is due at the time the application is processed
(see Master Fee Schedule for the current list of fees). The deposit will be returned within 30 days of the
last rental date provided there are no Use Policy violations, failure to accurately complete the facility
rental application, the rental hours exceeded, excessive cleaning required, or damages to the field(s) or
gymnasium. Violations could result in forfeiture of the deposit and any additional expenses incurred.
7. RENTAL FEE BALANCE
Upon booking a reservation, the deposit will be due immediately, with the remaining balance due 30 days
prior to the day of your reservation. Payments not received by this deadline will result in the rental
cancellation 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, Discover, and American
Express are also accepted. Payments not received by the due date may result in cancellation and
forfeiture of the deposit (as applicable).
8. INSURANCE CERTIFICATE
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 for rentals for league play, a tournament, or
commercial uses. 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. A separate
endorsement shall be submitted naming "the City of Dublin, its officers, employees, agents and
volunteers" as an "additional insured" with coverage at least as broad as ISO form CG 20 10, in
conformance with the hold harmless agreement the applicant's insurance shall be primary to any
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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.
9. CANCELLATIONS, CHANGES, AND REFUNDS
• Cancellation requests must be in writing by the applicant and sent via email to
Parksandcommunitvservices@dublin.ca.eov.
• Refunds and credits are not issued for unused hours.
• Occasionally, it may be necessary for the City to reschedule, relocate, or cancel a request
previously approved. The group or individual will be given as much advanced notice as possible in this
event.
• No refund or credit will be issued for cancellations within thirty (30) business days of the rental
date.
• Any reduction of pre -booked hours or addition to; being submitted less than thirty (30) business
days prior to the rental date will result in a sports facility administrative charge per booking (see
Master Fee Schedule for the current list of fees).
• Continuous failure to notify Staff of unused days and times will result in a sports facility
administrative charge and possible loss of future field use permits (see Master Fee Schedule for the
current list of fees).
10. RULES
General Rules
• Facility Use Permits cannot be transferred, assigned, or sublet.
• Hours of use must include the total amount of time needed for the event, including setup and
cleanup.
• Groups comprised of minors must be supervised at all times by two (2) adults for every twenty
minors.
• Parking is permitted in painted parking stalls only, and vehicles parked illegally will be cited.
Sports Field Rules
• An approved rental permit is required to use the synthetic turf fields.
• Softballs must be rated "Restricted Flight."
• Bases, equipment, and field preparation (drag, water, lines, etc.) are not provided.
• Fields scheduled after dusk will require the rental of field lights. All rentals must end by 10:00 p.m.
• The 60' baseball diamonds are designated for youth use only.
• Lining or marking of the field is not allowed without prior written approval from the City.
Stager Community Gymnasium Rules
• The City may provide tables and chairs when requested, and should not be removed from the facility.
o Storage is not available.
• Only water may be brought into the gymnasium. Food and drink are not allowed.
• Containers of ice may not be placed in the gymnasium.
• The consumption, serving, and/or selling of alcoholic beverages is not permitted.
• PA systems, microphones, TV/VCRs, stand-up podiums, and extension cords are not available.
o Portable scoreboards are available for a fee (see Master Fee Schedule for the current list of
fees).
• Tickets may not be sold at the door as an admission charge unless approved in advance.
• The gymnasium lobby has heating, but no air conditioning or heating is available within the
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gymnasium.
• The bleachers are electric and must not be pulled or moved by the user. A Gym Attendant will be
responsible for setting up the bleachers. The bleachers are only available for league games or special
events.
• All exit doors must be operable, and no part of any hallway, corridor, or exit may be used to obstruct its
use as an exit.
• Decorations:
o All decorative materials must be made of non-combustible substances or treated with State -
approved flame retardant.
o Confetti or similar materials may not be thrown inside or outside the facility.
■ Users are responsible for all setup and cleanup of their activity or event.
11. PROHIBITED ACTIVITIES
General:
• The consumption, serving, and/or selling of alcoholic beverages.
• Glass containers, including bottles.
• The use of tacks, tape, nails, staples, or putty on any walls.
• Paste, tack, glue, or post any sign, placard, advertisement, or inscription or erect any sign on the
buildings.
• The use of decals, glitter, powders, wax, paint, etc.
• Hitting or kicking balls onto the walls, outside fences, or against buildings.
• Spectator seating is only allowed in designed areas off the field.
Sports Fields:
o Spectators in dugouts or playing fields during event play.
o SMOKING within 100 feet of any children's playground area, sports fields, sports courts, and picnic
areas.
Synthetic Turf Fields:
o Any cleats that are used must be rubber, with no metal spikes.
o No driving in of stakes.
o Dogs or pets of any kind on the fields.
o Barbecues, bikes, rollerblades, skateboards, motorized vehicles, or high -heeled shoes.
o Food and beverages (except water), including gum, seeds, nuts, candy, or sports drinks.
o Chairs, umbrellas, tents, flags, and other outdoor furniture on the field.
o Users must supply their own goals/nets and are prohibited from using goals onsite belonging to
other users. All equipment, including goals/nets, must be removed at the conclusion of
reservations.
Stager Community Gymnasium:
o Containers of ice, drinks (except water), or food inside the gymnasium.
o SMOKING within the interior of the gymnasium and outside on the school property.
o The capacity of the gymnasium is 1,428. Overcrowding is forbidden and will result in the event's
cancellation and forfeiture of all fees paid.
o School and City property must be protected from damage and undue wear. Users shall be
responsible for the condition of the facility and equipment. The Gym Attendant will record the
condition of the facility and equipment before and after each rental. The rental applicant shall
pay for repairs to property or equipment damaged during a rental.
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Attachment 1
12. LOCATIONS AND INFORMATION
Sports Fields Information
Dublin Sports Grounds, located on Dublin Boulevard at Civic Plaza, includes:
• Six baseball fields (one lighted 90'; four 60'; and one lighted 50'/70' diamond)
• Seven soccer/lacrosse fields (two lighted)
• One lighted softball field
Emerald Glen Park, located on Tassajara Road between Central Parkway and Gleason Drive,
includes:
• Four soccer fields
• Three baseball fields (one 80' and two 60' diamonds)
• Four tennis courts
• Two basketball courts
• Two cricket batting cages
• One cricket field
Fallon Sports Park, located on Lockhart Street between Central Parkway and Gleason Drive,
includes:
• Four 60' baseball fields
• One lighted 90' baseball field
• Two lighted softball fields
• Four lighted synthetic turf soccer/lacrosse fields
• Four lighted basketball courts
• Four lighted tennis courts
• Four volleyball courts
• Five multi -use batting cages
• One cricket field
Ted Fairfield Park, located at North Dublin Ranch Drive and Antone Way, includes:
• One softball field
• One soccer field
Don Biddle Community Park, located at 6100 Horizon Parkway
• Two basketball courts
• Two tennis courts
Stager Community Gymnasium is located at 6901 York Drive at Valley High School.
13. PARKS AND COMMUNITY SERVICES DIRECTOR APPROVAL
• Request for an exception to the Sports Fields and Stager Community Gymnasium Use Policy must be
submitted in writing no later than 30 days before the requested use date. Approval or denial of the
request will be issued in writing.
• No equipment storage is allowed at park sites without prior written approval from the Parks and
Community Services Director.
14. TOURNAMENTS
• Except for approved Dublin Youth Sports League Organizations (must include Dublin -based teams),
all tournaments will be charged the commercial rate in addition to the current hourly maintenance
fee. Each group must provide a tournament director or designee who shall remain onsite at each
location throughout the tournament. The rental application or tournament director will meet with a
City Representative at least 30 days prior to the tournament to discuss the event. Based on the
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Attachment 1
tournament size, the rental group may be required to rent outdoor toilet facilities and/or be charged
for extra litter pick-up, restroom supplies (toilet paper and paper towels), or added staffing.
o Tournaments that require City staffing will be charged for the actual cost of services related
to Park Monitors, Maintenance Staff, and other City Staff, per hour, per location, in addition
to rental fees.
■ Sports Organizations that conduct tournaments without informing Staff at least one
month in advance will be charged for extra restroom supplies, Maintenance Staff
costs, and risk revocation of future permits, forfeiting their deposit.
■ Any damage to the facility during the rental will result in the forfeiture of the
deposit(s).
15. GRASS FIELD CONDITIONS AND CLOSURES
• In the event the City closes a field due to rain or wet field conditions, a credit will be issued if the
office is notified in writing within four (4) business days after the scheduled use date.
• Field use is prohibited when the Rain Indicator Light is on.
o Field renters are responsible for ensuring that their organization, leagues, and teams
observe this rule.
• Rain Indicator Light locations:
o Dublin Sports Grounds: by the restroom building near Soccer Field #4.
o Emerald Glen Parks: by the restroom building near the basketball courts.
o Fallon Sports Park: on the baseball and softball outfield fences.
o Ted Fairfield and Don Biddle Community Park have no rain indicator lights.
• Visit the Field Conditions webpage on the City website, which features the latest information on
field closures due to wet weather conditions or maintenance. Field conditions will be updated by
3:00 p.m., Monday through Friday, and by 8:00 a.m. on Saturday and Sunday, as conditions
warrant.
An additional 50% will be charged for using the facility on designated City holidays, pending the availability of
City staff.
16. CONTACT
• For assistance with questions regarding the field and court reservation process, please email
parksandcommunitvservices@dublin.ca.gov or call (925) 833-6645, Monday through Friday, 8:00
a.m. to 5:00 p.m., excluding holidays.
• For assistance during your field or court reservation, Monday through Friday, after 5:00 p.m. and
Saturday or Sunday, between 8:00 a.m. to 8:00 p.m., please call or text the Park Monitor at (925)
325-3891.
The City of Dublin reserves the right to deny Sports Fields or gymnasium use to any person or group if such
use is deemed contrary to the best interest of the City, the facility, and/or Dublin residents.
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Attachment 2
City of Dublin
SPORTS FIELDS & STAGER COMMUNITY GYMNASIUM
DUBLIN RESERVATION POLICIES, RULES, AND FEE SCHEDULE
CALIFORNIA
1. RENTAL CATEGORIES
• City of Dublin: The City of Dublin's events, programs, and activities.
• Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin -San
Ramon Services District, 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.
Sports Organizations submitting inaccurate residency rosters will automatically have permits revoked.
• Dublin Non -Profit Organization: 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.
e *Groups applying under the Non -Profit Organization classification must have 51% Dublin
Residency. a -la
"Organization Verification Form" on file with tho following two
documents: All groups must have an "Organization Verification Form"
on file with the following documents:
• 1) Bylaws
• 2) Current IRS Tax Exempt Letter
• 3) Commercial General Liability
Groups olcimir'g :blin Sports League Organization mu t provide a
current membership roster.
• For Youth Sports L ague Organizations, 75% of mcmkcrohil► muct
reside in Dublin and for A& It Scrtc League Organizatiarc, 51%
mcmbor:hip m► resida in s:►,r lin. Applications Trot be
aec-epted-kvitheut-t-14ese-items
• zp\artc Organizatiarc inacsurc a residency rosters will
f x? It in e/A-omatic revocation of pt.rmit.
• Resident: Individuals must reside or own property within Dublin City Limits.
• Non -Resident: Individuals or organizations 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. This includes all individuals and
organizations requesting tournament reservations that do not qualify as a Dublin
Sports League Organization.
2. RENTAL CATEGORIES PRIORITY USE
Sports Fields
1. City of Dublin: the City of Dublin's events, programs, and activities.
2. Public Agencies: Including but not limited to agencies serving the City of Dublin, including
Alameda County, Dublin -San Ramon Services District, etc. Reservation requests are accepted
up to one year in advance.
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Attachment 2
3. Dublin Sports League Organization — Youth 75% Dublin Residents — Reservation requests are
accepted one year in advance each November. Staff will allocate accordingly and release
permits for March —June. In May each year, Staff will reassess requests and release permits for
July — December. Each May, users may request modifications to permits at this time only to
avoid a sports facility administrative charge (see Master Fee Schedule for the current list of
fees).
4. Dublin Adult Sports League Organization - Adults 51% Dublin Residents - Reservation requests
are accepted one year in advance with permits released, as stated in #3 above.
5. Dublin Non -Profit Organizations — Reservation requests are accepted up to six (6) months in
advance of requested use.
6. Resident — Reservation requests are accepted up to six (6) months in advance of requested
use.
7. Non -Resident — Reservation requests are accepted up to four (4) months in advance of
requested use.
8. Commercial — Reservation requests are accepted up to four (4) months in advance of
requested use.
In the interest of providing sustainable parks and recreation facilities with the least possible expenditure of
public funds, the City of Dublin and the Dublin Unified School District have entered into joint use agreements
regarding the use of City and District facilities. Separate agreements for the use of Stager Gymnasium, the
Tennis Complex at Dublin High School, the Dublin High School Center for Performing Arts, the Jordan Ranch
Park Site and Ground Lease, St. Raymond CYO, and The Dublin Wave are on file and may affect priority use.
3. FIELD ALLOCATION FORMULA
• In the event two user groups within the same rental category submit similar requests, the
allocation formula below will be used based on the percentage of verifiable total Dublin residents
on the organization's roster.
• Formula example:
o Organization A has 900 Dublin residents, and Organization B has 750 Dublin residents.
o Total Dublin residents registered in Organizations A and B equals 1,650.
■ Organization A would receive 55% of field time available (900 divided by 1,650
equals 55%).
■ Organization B would receive 45% of field time available (750 divided by 1,650
equals 45%).
o Both Organizations request usage on the same field and day from 3:00-7:00 p.m.
■ Organization A (55%) would be allocated 2.5 hours of field time for that day.
■ Organization B (45%) would be allocated 1.5 hours of field time for that day.
o Organization A would receive first choice on the time they prefer to use the field (3:00-5:30
p.m. or 4:30-7:00 p.m.) on the requested day. Staff highly encourages sports organizations
requesting the same field on the same day and time frame to work together on field usage.
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Attachment 2
4. RENTAL HOURS OF USE
The required rental period is a minimum of one (1) hour per sports field rental and two (2)
hours for gymnasium rental. Hours of use must include the amount of time needed for the
event, including setup and cleanup. The fields and gymnasium must be vacated by the time
specified on the approved Sports Field Rental Application.
Sports Fields are available during the following hours:
• 8:00 AM to Dusk (10:00 p.m. for lighted fields)
o Grass Turf fields are available March 1 through December 15
o Synthetic turf fields are available year-round and all-weather playable.
• Sports facilities, except those with synthetic turf, are typically closed for a
resting/renovation period from December 15 — February 28 each year.
• The City reserves the right to close facilities for additional maintenance if necessary.
Dates are subject to change.
Stager Community Gymnasium is available for rental during the following hours when not
scheduled for City or Dublin Unified School District activities:
When school is in session
• Monday -Friday 3:00 PM - 10:00 PM
• Saturday 8:00 AM - 10:00 PM
• Sunday 8:00 AM - 10:00 PM
When school is NOT in session
• Weekdays 8:00 AM - 10:00 PM
• Weekends 8:00 AM - 10:00 PM
5. RENTAL PROCESS
• To request a field or court reservation:
Complete the City of Dublin Sports Field and Gym Rental Application, and email the
completed form and commercial liability insurance to
parksandcommunitvservices@dublin.ca.gov. The City of Dublin maintains a facility
reservation calendar available for viewing online to assist users in checking availability.
Please note that facility availability does not reflect pending reservations received.
• eserve a sports field or g mnar✓.►im, a rental agreement m►it by ✓ibmitted for
approve. a minim►:m of tcn (10) 1c6.0 icss days prior to the rental data. S►,tmitting-a-n-
application fewo then ten (10) bh & icss days prior requires the approval of tin P' rlx cnsl-
Qammimity Services Director. In each case, an fee of $5 per rental will
apply.
• Requests must be received at least 30 days in advance of the rental request. Approval takes
three (3) to five (5) business days; notification of application status will be emailed.
• Submitting an application fewer than (30) thirty days prior to your event requires the approval
of the Parks and Community Services Director or their designee, and approvals are subject to
availability. In each case, an administrative fee applies if approved (see Master Fee Schedule
for the current list of fees).
• Applications are accepted between the hours of 8:00 AM and 5:00 PM, Monday
through Friday, except on holidays.
• 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 the
Dublin City Limits. Verification of residence address will be required (valid California
driver's license or current utility bill).
• Applications for continuous use must include complete schedules, including dates,
times, fields, and gymnasium requested for practices and games. Approval takes
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three (3) to five (5) & noss days; notification of application stat6xs will bc c mailed.
• The City reserves the right to book additional events before or after an applicant's
confirmed rental time.
6. RENTAL DEPOSIT
A refundable deposit per field/court or Stager Gymnasium is due at the time the application is processed
(see Master Fee Schedule for the current list of fees). The deposit will be returned within 30 days of the
last rental date provided there are no Use Policy violations, failure to accurately complete the facility rental
application, the rental hours exceeded, excessive cleaning required, or damages to the field(s) or
gymnasium. Violations could result in forfeiture of the deposit and any additional expenses incurred.
For rental'thwt c.rc for league play, a tewrnamcnt or for commercial use, a $250 deposit is
due at the time that thc application is ajbmittod. The deposit will bc returned within 30
days of the last date of thc fontcl, providing there arc no violations of the Use Policy, the
rental hours exceeded, excessive cleaning required, or damages to the field(s) or
g mnarium.
7. RENTAL FEE BALANCE
Upon booking a reservation, the deposit will be due immediately, with the remaining
balance due 30 days prior to the day of your reservation. Fincl payment of rental fees
must bc made no Ian!. than 30-days after receipt of un aKravcd 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, Discover, and
American Express are also accepted. Payments not received by the due date may result
in cancellation and forfeiture of the deposit (as applicable).
8. INSURANCE CERTIFICATE
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 for rentals for league
play, a tournament, or commercial uses. 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. A separate endorsement shall be submitted naming "the City of Dublin,
its officers, employees, agents and volunteers" as an "additional insured" with coverage at least
as broad as ISO form CG 20 10, in conformance with the hold harmless agreement 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.
9. CANCELLATIONS, CHANGES AND REFUNDS
• Cancellation requests must be in writing by the applicant and sent via email
parksandcommunitvservices@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.
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The group or individual will be given as much advanced notice as possible in this
event. In this event, thc group or individual will bc given x mush cdvanced notice
as possible/
• No refund or credit will be issued for cancellations within thirty (30) business days of the
rental date.
• Any reduction of pre -booked hours or addition to; being submitted Tess than thirty (30)
business days prior to the rental date will result in a sports facility administrative charge
per booking (see Master Fee Schedule for the current list of fees).
• Continuous failure to notify Staff of unused days and times will result in a sports
facility administrative charge and possible loss of future field use permits (see
Master Fee Schedule for the current list of fees).
Sports Fields
• No refund or credit will bc issued for a cancellation or reduction of pre booked hours within
ten
40) bu`incss days of the rental date.
• ff N,,bmittcd lar then tcn (10) badness days prior to the rental date, there will
be an adminictr:.tiv,
booking hcein tc a new scheduled time within the same day without any
reductions. A $5 fcc will also apply for each subsequent request to shift the
hooking. A change „f ,gat„ is s„ crcd a ncoIbti2n.
• Adding hours fcw3r than ton (10) Ic►.uness days Friar to the rental will only
bc accepted with Department apAraval. In each case, an acknin rative fcc
of $5 will cpply for each addition.
• All credits expire one (1) year after the date of iv and-sn only be used for
field or field light rentals.
Stager Community Gymnasium
• Refunds will be handled as follows:
o If the requc ic received three (3) months or more prior to thc rental date,
thc deposit will be rcfundcd Ic s a $25 processing fee. Refunds will be mailed
to the applicant within 30 days of receipt of the written cancallzkon request.
o If the request is received between three (3) manth.c and 30 days prior to the
renta;, tho applicant will forfeit the deposit unl anathcr uscr rebooks thc
date. If the date is rebooked, thc deposit will bc refunded, Icss a $25
processing fcc.
o If thc requet ic received Ieic then 20 days prior to the rental date, the applicant will
forfeit thc
deposit and one half of thc fees paid (or payable).
o Any changes in rental hours lax than e- 5) 6, moss days prior to thc
rental date will be assessed a $25 fee per change.
10. RULES
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Attachment 2
General Rules
• Facility Use Permits cannot be transferred, assigned, or sublet.
• Hours of use must include the total amount of time needed for the event, including setup and
cleanup.
• Groups comprised of minors must be supervised at all times by two (2) adults for every twenty
minors.
• Parking is permitted in painted parking stalls only, and vehicles parked illegally will be cited.
Sports Field Rules
• An approved rental permit is required to use the synthetic turf fields.
• Softballs must be rated "Restricted Flight."
• Bases, equipment, and field preparation (drag, water, lines, etc.) are not provided.
• Fields scheduled after dusk will require the rental of field lights. All rentals must end by 10:00 p.m.
• The 60' baseball diamonds are designated for youth use only.
• Lining or marking of the field is not allowed without prior written approval from the City.
Stager Community Gymnasium Rules
• The City may provide tables and chairs when requested, and should not be removed from the facility.
o Storage is not available.
• Only water may be brought into the gymnasium. Food and drink are not allowed.
• Containers of ice may not be placed in the gymnasium.
• The consumption, serving, and/or selling of alcoholic beverages is not permitted.
• PA systems, microphones, TV/VCRs, stand-up podiums, and extension cords are not available.
o Portable scoreboards are available for a fee (see Master Fee Schedule for the current list of
fees).
• Tickets may not be sold at the door as an admission charge unless approved in advance.
• The gymnasium lobby has heating, but no air conditioning or heating is available within the
gymnasium.
• The bleachers are electric and must not be pulled or moved by the user. A Gym Attendant will be
responsible for setting up the bleachers. The bleachers are only available for league games or special
events.
• All exit doors must be operable, and no part of any hallway, corridor, or exit may be used to obstruct its
use as an exit.
• Decorations:
o All decorative materials must be made of non-combustible substances or treated with State -
approved flame retardant.
o Confetti or similar materials may not be thrown inside or outside the facility.
■ Users are responsible for all setup and cleanup of their activity or event.
11. PROHIBITED ACTIVITES
General:
• The consumption, serving, and/or selling of alcoholic beverages.
• Glass containers, including bottles.
• The use of tacks, tape, nails, staples, or putty on any walls.
• Paste, tack, glue, or post any sign, placard, advertisement or inscription or erect
any sign on the buildings.
• The use of decals, glitter, powders, wax, paint, etc.
• Hitting or kicking balls onto the walls, outside fences, or against buildings.
• Spectator seating is only allowed in designed areas off the field.
Sports Fields:
o Spectators in dugouts or playing fields during event play.
o SMOKING within 100 feet of any children's playground area, sports fields, sport
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courts and picnic areas.
Synthetic Turf Fields:
o Any cleats that are used must be rubber, no metal spikes.
o No driving in of stakes.
o Dogs or pets of any kind on the fields.
o Barbecues, bikes, roller blades, skateboards, motorized vehicles, or high -heeled shoes.
o Food and beverages (except water), including gum, seeds, nuts, candy, or sports drinks.
o Chairs, umbrellas, tents, flags, and other outdoor furniture on the field.
o Users must supply their own goals/nets and are prohibited from using goals onsite
belonging to other users. All equipment, including goals/nets, must be removed at the
conclusion of reservations.
Stager Community Gymnasium:
o Containers of ice, drinks (except water), or food inside the gymnasium.
o SMOKING within the interior of the gymnasium and outside on the school property.
o The capacity of the gymnasium is 1,428 and is posted in the building.
Overcrowding is forbidden and will result in cancellation of event and forfeiture of
all fees paid.
o School and City property must be protected from damage and undue
wear. Users shall be responsible for the condition of the facility and
equipment. The Gym Attendant will record the condition of the facility
and equipment before and after each rental. The rental applicant shall
pay for repairs to property or equipment damaged during a rental.
12. LOCATIONS AND INFORMATION
Sports Fields Information
Dublin Sports Grounds, located on Dublin Boulevard at Civic Plaza, includes:
• Six baseball fields (one lighted 90'; four 60'; and one lighted 50'/70' diamond)
• Seven soccer/lacrosse fields (two lighted)
• One lighted softball field
Emerald Glen Park, located on Tassajara Road between Central Parkway and
Gleason Drive, includes:
• Four soccer fields
• Three baseball fields (one 80' and two 60' diamonds)
• Four tennis courts
• Two basketball courts
• Two cricket batting cages
• One cricket field
Fallon Sports Park, located on Lockhart Street between Central Parkway and
Gleason Drive, includes:
• Two 60' baseball fields
• One lighted 90' baseball field
• Two lighted softball fields
• Four lighted synthetic turf soccer/lacrosse fields
• Four lighted basketball courts
• Four lighted tennis courts
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• Four sand volleyball courts
• Five multi -use batting cages
• One cricket field
Ted Fairfield Park, located at North Dublin Ranch Drive and Antone Way, includes:
• One 60' softball field
• One soccer field
Don Biddle Community Park, located at 6100 Horizon Parkway
• Two basketball courts
• Two tennis courts
Stager Community Gymnasium is located at 6901 York Drive at Valley High School.
13. PARKS AND COMMUNITY SERVICES DIRECTOR APPROVAL
• Request for exception to the Sports Fields and Stager Community Gymnasium Use
Policy must be submitted in writing no later than 30 days prior to the date of use
requested. Approval or denial of the request will be issued in writing.
• No equipment storage is allowed at park sites without prior written approval
from the Parks and Community Services Director.
14. TOURNAMENTS
• Except for approved Dublin Youth Sports League Organizations (must include Dublin -based
teams), all tournaments will be charged the commercial rate in addition to the current
hourly maintenance fee. Each group must provide a tournament director or designee who
shall remain onsite at each location throughout the tournament. The rental application or
tournament director will meet with a City Representative at least 30 days prior to the
tournament to discuss the event. Based on the tournament size, the rental group may be
required to rent outdoor toilet facilities and/or be charged for extra litter pick-up, restroom
supplies (toilet paper and paper towels), or added staffing. All tourncmontc must provide a
tecrnament director or designee whe the ll remain onsitc at each location threeigh€it the
duration of the tournament. The rental application or tourncmcnt director will meet with a
City Representative at least 30 day. pries to the teurnumcnt to discuss logistics of the
tccrnament. Based sn the iix of the tournament thcc-r-'ntal gredic may be required to rent
outdoor toilet facilities and/or be charged for extra litter pick up, restroom 'applies (toilet
paper and pa towels), or added staffing.
• Tournaments that require City staffing will be charged for the actual cost
for services related to Park Monitors Facility Attendants, Maintenance
Staff, and other City Staff, per hour, per location (Fallon Spats Park,
Emerald Cicn Park and DLI in Sports Grounds), in addition to the rental
fees.
o Sports Organizations that conduct tournaments without
informing Staff at least one month in advance will be
charged for extra restroom supplies, Maintenance Staff
costs, and risk revocation of future permits, forfeiting their
deposit(s).
o Any damage to the facility during the rental will
result in the forfeiture of the deposit(s).
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Attachment 2
15. GRASS FIELD CONDITIONS AND CLOSURES TURF FIELDS RAIN OUTS
• 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 four (4) business days
after the scheduled date of use.
• Field use is prohibited when the Rain Indicator Light is on.
o Field renters are responsible for ensuring that their organization,
leagues, and teams observe this rule.
• Rain Indicator Light locations:
o Dublin Sports Grounds: by the restroom building near Soccer Field #4.
o Emerald Glen Parks: by the restroom building near the basketball courts.
o Fallon Sports Park: on the baseball and softball outfield fences.
o Ted Fairfield has no rain indictor light.
• Visit the Field Conditions webpage on the City website, which features the latest information on field
closures due to wet weather conditions or maintenance. Field conditions will be updated by 3:00 p.m.,
Monday through Friday, and by 8:00 a.m. on Saturday and Sunday, as conditions warrant.
An additional 50% will be charged for using the facility on designated City holidays, pending the availability of
City staff.
16. CONTACT
• For assistance with questions regarding the field and court reservation process, please email
parksandcommunitvservices@dublin.ca.gov or call (925) 833-6645, Monday through Friday,
8:00 a.m. to 5:00 p.m., excluding holidays.
• For assistance during your field or court reservation, Monday through Friday, after 5:00 p.m.
and Saturday or Sunday, between 8:00 a.m. to 8:00 p.m., please call or text the Park Monitor
at (925) 325-3891.
The City of Dublin reserves the right to deny Sports Fields or gymnasium use to any person or group if
such use is deemed contrary to the best interest of the City, the facility, and/or Dublin residents.
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