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    23.    
City Council Regular
Meeting Date: 02/27/2018  

SUBJECT:
ATHLETIC FACILITIES POLICY AND FEES
RECOMMENDATION:
  1. Amend the Administrative Policies and Procedures Manual to include Athletic Facilities Use Policy.
     
  2. Adopt a resolution entitled:  A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHINO HILLS, CALIFORNIA, MODIFYING THE MASTER SCHEDULE OF FEES SET FORTH IN RESOLUTION NO. 2017R-028 BY INCREASING THE ATHLETIC FACILITIES AND LIGHT USAGE FEES AND DETERMINING THAT THE INCREASE OF FEES IS EXEMPT FROM REVIEW UNDER THE CALIFORNIA ENVIRONMENTAL QUALITY ACT.
BACKGROUND/ANALYSIS:

The Field Allocation Policy was adopted on November 2, 1996.  Since the adoption of the policy, processes and procedures have evolved, but the official policy has never been amended to reflect how we currently do business.  Staff has reviewed the policy and has amended it to include current procedures, as well as other amendments that will provide structure and consistency. In addition, staff is recommending that the policy be renamed "Athletic Facilities Policy" since it incorporates more than just the procedures related to field allocations. On November 9, 2017, staff held a meeting with all current sports organizations to notify them of the upcoming changes to the policy and fee schedule. At the October 18, 2017, Commission meeting, the Parks and Recreation Commission voted to recommend the policy and fee schedule changes to Council for approval.  There was a request for clarification regarding payment deadlines for resident youth sports organizations which has since been updated in the policy.

The proposed policy includes the following amendments:  

  • User groups were clearly defined based upon residency percentage and field use priority was determined based upon in-season and user groups.
  • Procedures for single events (clinics, camps, non-resident or adult tournaments) were included along with potential requirements for Special Event Permits. 
  • New verbiage regarding cancellations to ensure adequate notification for the City to reallocate an athletic facility was added.
  • A "Three Strike Rule" was included in order to hold user groups accountable for violations of the Athletic Facilities Policy and/or City of Chino Hills' Municipal Code.  This rule includes examples and penalties for infractions.
The proposed updates to the Schedule of Fees are below.  Per the City Attorney's office, the City may impose a charge for access to or use of its City property because making facilities available is not an exercise of its police power or its power as a government per se.  City staff surveyed other cities to arrive at an appropriate fee for field and facility rental.   Fees associated with lights are considered "pass-through," meaning that sports organizations are charged based on direct charges from Southern California Edison to the City of Chino Hills.  Included with SCE's charges, a $5 per hour, per field fee is incorporated to offset the cost of staff supervising and maintaining the park for user groups at Community Park and Grand Avenue Park. 
  • Fees for athletic facility preparations, seasonal use (hockey rink and basketball court), and tournament use have been broken down by user groups.
  • Security deposits for both long-term allocation use and single-event use.
  • Fees for single-event use of facilities have been established to be consistent with the Facility Use Policy. 
  • Fees for the installation or removal of outfield fencing for single events have been included.
  • Adjusted fees for the usage of lights to reflect an increase of light and staff costs.
  • A fee for open play at the Grand Ave Park hockey rink and basketball court has been eliminated.
A notice regarding the amending of fees was mailed to interested parties on January 30, 2018.  A public notice was published on February 3, 2018, and on February 10, 2018, in the Chino Hills Champion newspaper, and the proposed fee schedule was made available for public review on February 2, 2018.

It is recommended that the fees under consideration in the proposed Resolution be effective March 1, 2018.   
ENVIRONMENTAL (CEQA) REVIEW:
This proposed action is exempt from review under the California Environmental Quality Act (California Public Resources Code §§ 21000, et seq., "CEQA") and CEQA regulations (14 California Code Regulations §§ 15000, et seq.) because it constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. Accordingly, this action does not constitute a "project" that requires environmental review (see specifically 14 CCR § 15378 (b)(4-5)).
FISCAL IMPACT:
There may be an increase in revenues in the Community Services Fund depending on field use and rentals.  The General Fund supports the Community Services Fund through transfers based on actual revenues and expenditures throughout the year.
REVIEWED BY OTHERS:
This item has been reviewed by the City Attorney and Finance Director.
Attachments
Resolution
Fees (Exhibit A)
New Policy
Old Policy

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