CC Resolution 13232 - Update the Park, Field & Athletic Facility Use Policy RESOLUTION NO. 13232
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
TO UPDATE THE PARK, FIELD & ATHLETIC FACILITY USE POLICY
WHEREAS, the City of Campbell provides and maintains a variety of park, field and
athletic facilities including public areas for the general enjoyment of the community; and
WHEREAS, the City Council of the City of Campbell adopted the Park, Field & Athletic
Facility Use Policy to regulate field allocation, usage, maintenance, and scheduling for
the safety and functionality of the City's athletic fields; and
WHEREAS, as part of the City's commitment to enhancing recreational opportunities for
the community, periodic reviews of the Park, Field & Athletic Facility Use Policy have
been undertaken to address emerging needs and improve safety and user experience;
and
WHEREAS, other edits to the Policy related to reflect administrative process changes
were required; and
WHEREAS, the modifications to the policy are intended to enhance the safety,
functionality, and overall experience for users of Campbell's athletic fields and to ensure
that the facilities meet the highest standards for community recreation; and
WHEREAS, the Park, Field & Athletic Facility Use Picnic Policy was last updated in July
2020; and
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the updated
Park, Field & Athletic Facility Use Policy for the Recreation and Community Services
Department, effective November 20, 2024.
PASSED AND ADOPTED this 19th day of November, 2024 by the following roll call
vote:
AYES: Councilmembers: Bybee, Furtado, Scozzola, Lopez, Landry
NOES: Councilmembers: None
ABSENT: Councilmembers: None
APPROVED:
,fszi,zeun
Susan M. Landry, Mayor
ATTE T:
a 12440eU4Andrea Sander , y Clerk
' .C�,�` Recreation and Community Services Department
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City of Campbell
Park, Field and Athletic Facility Use
Policy
Reviewed November 2024
' Effective November 20, 2024
TABLE OF CONTENTS
I. INTRODUCTION 3
II. FACILITIES AVAILABLE 3
III. RESERVATIONS 4
IV. GENERAL PARK AND FACILITY RULES AND REGULATIONS
Facility Renters Rules & Regulations 5
Alcoholic Beverages 6/7
Animals 7
Liability/Insurance 7
Modifications to Rules/Policy 9
V. FIELD USE POLICY 9
Turf Preservation 9
Conditions of Use 10
Wet Field Policy 10
VI. FACILITY/COURT USE POLICY 12
VII. TRACK/TRAIL USE POLICY 12
Los Gatos Creek Trail 12
Community Center Track 13
VIII. ORCHARD CITY GREEN USE POLICY 13
IX. NON-EXCLUSIVE PARK USE PERMITS 13
X. SPECIAL EVENT PERMITS 14
XI. OTHER INFORMATION 14
Tent and Canopy Requirements 14
Barbeque Rules and Regulations 15
CCC Good Neighbor Policy 15
Park Location Map 16
XII: PROCEDURES FOR YOUTH SPORTS ORGS 17
XIII. FEES & CHARGES 20
Group Definitions .. 21
Schedule of Fees & Charges 21
Park, Field & Athletic facility Use Policy
I. Introduction
, This policy has been established to assure that the park and field facilities are utilized for
recreational, athletic, cultural, educational,social and community service functions that
meet the needs and interests of the community, as well as to set clear policies, procedures,
regulations, and rental fees regarding such uses.
In addition to the facilities that are available for general public use, Campbell parks have a
wide variety of amenities that are available for rental by the general public. These amenities
include softball diamonds, a soccer bowl, a football stadium and track,general athletic
fields/lawn, group picnic areas,tennis courts, sand volleyball courts, handball courts, and
horseshoe pits. Exclusive use requires an advance reservation and is subject to fees, and in
some cases, damage deposits. Citizens are encouraged to use these facilities, when
available,for their casual recreational needs, or to reserve them in advance for organized
groups, parties, or league play. Please note that Jack Fischer Park is not available for rental
or regular organized activities. This turf area has been designated to remain open and
available for casual use.
II. Facilities Available
The City of Campbell's Community Center and John D. Morgan Park both have numerous
play fields and facilities available for rent.
John D. Morgan Park 540 W. Rincon Avenue
The city's largest park is Morgan Park, named for former Police Chief John D. Morgan.
Morgan Park is 32 acres and is located east of San Tomas Expressway between Budd and
Rincon Avenues. Morgan Park is home to the Campbell-Moreland Pony/Colt Baseball
League and contains two softball fields, a soccer bowl, open playfields,two separate
playgrounds,two sand volleyball courts,four horseshoe pits, restrooms, picnic areas, open
fields and water play features.
Fields and facilities available for rent on an hourly basis include the following:
# Description
2 Full Size Soccer Fields (Goals not provided)
2 Jr. Size Soccer Field (Goals not provided)
2 Softball Diamonds with Backstops (Bases not provided)
4 Horseshoe Pits (2 available for rent)
2 Sand Volleyball Courts (1 available for rent)
City of Campbell Park, Field&Athletic Facility Use Policy 3
The Campbell Community Center 1 W.Campbell Ave.
The Campbell Community Center is a unique community service complex. The site, which
used to house the city's only high school, was purchased by the City of Campbell from the
Campbell Union High School District in August of 1985.
The facility was purchased primarily for the purpose of preserving its open space and
recreational facilities for the use and enjoyment of the citizens of Campbell. The offices for
the City's Recreation and Community Services Department are located on-site (Building C,
Room 31). In addition to the reservable athletic facilities the Community Center is also
home to the City's Skate Park.
Fields and facilities available for rent on an hourly basis:
# Description
1 Football Stadium Athletic Field and Track (Bleachers on one side)
1 Large Multi-Use Field Area (used for various sports-rented in quadrants.- 4
fields total)
2' Handball Courts (lighted until 10:00pm)
Los Gatos Creek Trail
The City's section of the Los Gatos Creek Trail (from Bascom Ave.to Camden Ave.) is
available for non-exclusive use to groups holding small walking/running events. The
Campbell section of the trail includes a paved walkway approximately three miles in total
length, including a two-mile par course loop. Use of the trail for special events(groups over '
100) and/or fundraisers requires a Special Event Permit(Section X). Use of other sections
of the Creek Trail must be arranged with the correct jurisdiction. (The County of Santa Clara
Parks and Recreation Department, City of San Jose, and the Town of Los Gatos all manage
sections of the Trail.)
III. Reservations
A. APPLICATIONS
1. Field Reservations can be made no less than 10 calendar days prior to the desired
date(s) of use and may be submitted according to the following schedule:
For rentals for the period of March 1 through June 30
Non-Profit Organizations November 15
Campbell Community Center Tenants November 15
All others. November 25
For rentals for the period of July 1 through November 15
•
Non-Profit Organizations April 15
Campbell Community Center Tenants April 15
All Others April 25
City of Campbell Park, Field&Athletic Facility Use Policy 4
2. Applications must be submitted to the Campbell Community Center office during
business hours or emailed to the Recreation Supervisor or to
recreation@campbellca.gov Call (408) 866-2104 to check on facility availability.
3. All applicants must be at least 18 years of age or older.
4. Full rental fees and applicable deposits are due at the time the reservation is made.
NOTE: VISA, MasterCard,American Express or Discover are accepted. Uses will not
be confirmed or approved until all fees are received.
B. CANCELLATIONS
1. Cancellations must be made in writing(fax acceptable: 408-866-2795) and received
by the Recreation and Community Services Department at least 15 days in advance
of the use date in order to receive a refund. The$25 processing fee will be
deducted from all refunds. If it rains on the date of reservation,a full refund is
available, providing the permittee submits a formal request for refund.
IV. General Park and Facility Use Rules and Regulations
A. GENERAL RULES AND REGULATIONS
1. Parks are open for public use from sunrise until one-half hour after sunset. Lighted
facilities (Community Center tennis, handball and track as well as Campbell Park
basketball courts) are available for public use until 10:00pm. No person shall
remain in a City Park during non-operating hours.
2. Misuse of a public park facility, or the failure to conform to established policies,
procedures, rules, and regulations is sufficient reason for denial of future
applications. This includes abiding by the Wet Field Policy(Section V.c and outlines
restrictions for use of turf areas when they are wet).
3. Permits/reservations cannot be transferred, assigned, or sub-let to any other group
or organization for any reason.
4. The use of any type of portable equipment(i.e.tables, chairs and pop-up tents) is
allowed with a permit and in permitted field spaces only.
5. The tying down or staking of any item (including, but not limited to lawn signs,
banners, or pop-up tents) into the grass/turf is strictly prohibited.
6. Customers are responsible to remove all items they brought into the park at the
conclusion of their use.All balloons, decorations,tablecloths,food, bottles, cans,
paper, and other litter must be deposited into trash receptacles, where provided, or
removed from the premises. Recycling is encouraged. If you anticipate generating a
great deal of trash, you are responsible to provide your own additional waste bags to
contain your trash.The customer is responsible for the condition in which he/she
leaves the facility.
7. Athletic uses must be restricted to designated field areas. Portable volleyball and/or
badminton courts must be set up away from walking paths and picnic areas, so as
not to cause a danger or potential injury to the general public.
8. Individual minors or groups of minors must be properly supervised by adults when
using park facilities.
9. Permittees are to restrict their use to only use those playfields or courts specifically
reserved and paid for, as designated on their Facility Reservation Permit. Other
playfields or courts may be scheduled by other groups and may not be available.
Permittees are advised to always carry their Facility Reservation Permit in case there
City of Campbell Park, Field&Athletic Facility Use Policy 5
is a question as to who has priority/reservation for the use of the field or court area.
If you arrive at the facility and have difficulty gaining access due to an unscheduled
user, contact the Campbell Police Department at(408) 866-2101.
10.Complaints from surrounding neighborhood residents as to noise level, litter and
debris, and disregard for use of parking regulations could result in cancellation of
your reservation and denial of future facility use. Groups using the Stadium Field
must abide by the Community Center's established Good Neighbor Policy(see
Section XII-C).
11.In the event of an emergency, unsafe condition, or conflict with City or school
activities,the City reserves the right to cancel a previously approved reservation.
When possible, alternate facilities will be provided.
12.Private play apparatus (dunk booths,trampolines, etc.) are not allowed in parks with
the exception of commercially contracted Bounce-Abouts in John D Morgan and
Edith Morley Parks. Bounce-Abouts are allowed only with a permit may be provided
only by companies that have a current certificate of insurance on file with the City of
Campbell.
13.AI1 motor vehicles must park in designated marked stalls in the parking lots or legally
on side streets or be subject to citation by the Campbell Police Department. No
unauthorized vehicles shall enter park premises, drive on turf, grounds, playfields, or
paved walkways. Customers must carry or"cart"their belongings to and from
parking lots.
14.Gambling is prohibited on all City property.
15.Per State law, smoking is not permitted in parks.
16.Disfigurement of City property is not allowed. The City of Campbell maintains a
`Graffiti Hotline' for citizens to use to report graffiti and assist the City in its
eradication. To report graffiti or to access the Hotline call (408) 866-2191.
17.Vending of any merchandise is not allowed in Campbell parks, except with the
possession of a concession agreement approved by the City Council.
18.No amplified sound is permitted including megaphones, public address systems or
other equipment.
19.No fires are allowed in City Parks, except in provided barbecue pits. Customers are
not allowed to bring in their own portable barbecues or hibachis.
20.Model rockets are allowed, with a permit only, in specific areas within John D.
Morgan Park and at the Campbell Community Center. Permits are issued by the
Santa Clara County Fire Department, and only after you have secured a park
reservation for the date and time of the firing of the rocket. For details or a copy of
model rocket procedures, contact the Community Center Recreation office at(408)
866-2104.
For details on model rocket permits, contact:
Santa Clara County Fire Department(408) 378-4010
Office of Fire Prevention
14700 Winchester Blvd.
Los Gatos, CA 95030
19. Fireworks are prohibited in all City parks.
B. ALCOHOLIC BEVERAGES
1. Alcoholic beverages are not allowed in City parks (per Municipal Ordinance
City of Campbell Park, Field&Athletic Facility Use Policy 6
13.04.160).
2. At John D. Morgan Park and Edith Morley Park beer and wine may be consumed only
with an approved permit and only in a designated group picnic area. No alcoholic
beverages may be consumed in any other areas including athletic fields and
facilities.
3. The selling of alcoholic beverages in Campbell parks is prohibited.
4. In cases where a special event is held in a City park and alcoholic beverages are
desired to be served or sold,the City Council may make an exception to this policy on
a case-by-case basis.
C. ANIMALS
Dogs are allowed on leash in all Campbell parks, except in children's play areas and when
special events are taking place.
D. LIABILITY/INSURANCE
Indemnification
Permittee agrees to indemnify, defend, and hold harmless City, and its agents, officers,
attorneys, employees, officials and volunteers,to the fullest extent permitted by law from
any and all claims, causes of action, injuries, losses, liabilities, cost(including reasonable
defense costs and attorneys'fees) or damages arising out of or related to, or alleged to arise
out of or relate to the permittee's use of City facilities or any acts or omissions of Permittee,
its agents, officers, employees, or anyone rendering services on their behalf, except for any
claims, causes of action, injuries, losses, liabilities or damages proximately caused by the
sole negligence, or willful misconduct of City. This provision is intended to fully allocate all
risk of liability to third-parties between Permittee and City; and there shall be no rights of
contribution or indemnity, whether in law or equity or otherwise in favor of Permittee against
the City.This provision shall survive the termination of this Agreement.
Insurance
Permittee shall maintain insurance for injuries to persons or damage to property during the
term of the permit, conforming to the following specifications:
A. Types of Coverage
1. Permittee shall maintain Commercial General Liability coverage;
2. If Permittee owns or operates any motor vehicles in the course and scope of
exercising the rights granted by the permit,then Permittee shall maintain
automobile insurance;
3. If Permittee employs persons in the course and scope of exercising the rights
granted by the permit,then Permittee shall maintain Workers' Compensation
Insurance as required by the Labor Code of the State of California and Employer's
Liability insurance.
B. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. For Commercial Liability Coverage: Insurance Services Office (ISO) CGL form
CG 00 01 1185 covering Commercial General Liability on an "occurrence" c
basis; and
2. For Automobile Insurance Coverage: ISO CA 00 0106 92 including symbol 1
(Any Auto); and
City of Campbell Park, Field&Athletic Facility Use Policy 7
3. Workers' Compensation insurance as required by the Labor Code of the State
of California and Employer's Liability insurance acceptable to the City.
C. Minimum Limits of Insurance
Permittee shall maintain limits no less than:
1. General Liability: $1,000,000 combined single limit per occurrence for bodily,
personal injury and property damage. If Commercial General Liability Insurance or
other form with a general aggregate limit is used, either the general aggregate limit
shall apply separately to this project/location or the general aggregate limit shall be
twice the required occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury
and property damage.
3. Workers' Compensation and Employer's Liability: Workers' Compensation limits as
required by the State of California and Employer's Liability limits of$1,000,000 per
accident.
D. Deductible and Self-Insured Retention
Any deductibles or self-insured retention must be declared to and approved by the City.
At the option of the City, either:the insurer shall reduce or eliminate such deductibles
or self-insured retention as respects the City, its agents, officers, attorneys, employees,
officials and volunteers; or the Permittee shall procure a bond guaranteeing payment
of, or provide proof of ability to pay losses related to investigations, claim
administration, and defense expenses.
E. Other Insurance Provisions
The policies are to contain, or be endorsed to contain,the following provisions:
1. General Liability and Automobile Liability Coverage:
a. The City, its agents, officers, attorneys, employees, officials and volunteers
are to be covered as insureds as respects: liability arising out
of activities related to use of the City's facilities by Permittee, operations
performed by or on behalf of the Permittee, including equipment furnished in
connection with permittee's operations, or automobiles owned, leased, hired
or borrowed by the Permittee.
b. The Permittee's insurance coverage shall be primary insurance as respects
the City its agents, officers, attorneys, employees, officials and volunteers.Any
insurance or self-insurance maintained by the City, its agents, officers,
attorneys, employees, officials and volunteers shall be excess of the
Permittee's insurance and shall not contribute with it..
c. Any failure to comply with reporting provisions of the policies shall not affect
coverage provided to the City, its agents, officers, attorneys, employees,
officials, and volunteers.
d.The Permittee's insurance shall apply separately to each insured against
whom claim is made or suit is brought except with respect to the limits of the
insurer's liability.
2. Workers' Compensation and Employer's Liability Coverage:The insurer shall agree
to waive all rights of subrogation.against the City, its agents, officers, attorneys,
employees, officials, and volunteers for losses arising from work performed by the
Permittee for the City.
3. All Coverages: Each insurance policy required by this clause shall be endorsed to
state that coverage shall not be suspended,voided, canceled by either party,
reduced in coverage or in limits except after thirty(30) days prior written notice by
City of Campbell Park, Field&Athletic Facility Use Policy 8
certified mail, return receipt requested, has been given to the City.A ten (10) day
written notice is required for cancellation due to non-payment of a premium.
F. Acceptability of Insurers
The policies of insurance listed above are to be issued by an issuer with a current
A.M. Best Rating of A:VII and be authorized to transact business in the State of
California, unless otherwise approved by the City.
G. Verification of Coverage
Permittee shall furnish the City with the original certificates of insurance and
amendatory endorsements evidencing coverage required by this clause at least ten
(10) days prior to the event or use.All certificates and endorsements are to be
received and approved by the City before work commences. However,failure to
obtain the required documents prior to the work beginning shall not waive the
Permittee's obligation to provide them.The certificates and endorsements for each
insurance policy are to be signed by a person authorized by that insurer to bind
coverage on its behalf. The certificates are to be on forms acceptable to the City.The
City reserves the right to require complete, certified copies of all required insurance
policies, including endorsements effecting coverage required by these specifications,
at any time.'
H. The foregoing provisions shall survive termination of the Permit while coverage is still
required to be in effect.
Modifications to Rules&Policy
1. The City of Campbell shall have the authority to waive or modify these rules,for uses
on their property, at their discretion, upon written request and approval. Any and all
requests/variances shall be considered individually and shall not be automatically
applied as a matter of precedent to past or future uses of a similar nature by the
same or another group. Requests for fee waivers or waiver of any rule shall be
directed, in writing,to the Director of Recreation and Community Services at least 90
days prior to the intended date of use/event.
2. This Park, Field and Athletic Facility Use Policy supersedes any policy,now in effect
and will take effect on November 20, 2024.
V. Field Use Policy
General information pertaining to use of sports fields has been summarized and noted here
so that field users and those participating in their activities may be made fully aware of the
conditions of use under which your reservation was made.
A. TURF PRESERVATION
Your cooperation is needed to preserve the turf on City fields by following these guidelines:
1. The City will determine when a field must be taken out of service in order to maintain
the health of the turf.
2. Field use, especially sports practices, should be conducted in such a way that play
will take place on different sections of the turf,thus reducing excessive turf damage
to any one,area. Rotate use of areas(i.e. use middle of turf area for drills one day
and sides of field the following day), and when possible, stay off of fringe or bare
areas to limit erosion and further damage.
City of Campbell Park, Field&Athletic Facility Use Policy . 9
3. Replace turf divots at end of each day to help re-root grass.
4. Do not use fields during or after heavy rain, or when wet or muddy.
5. Soccer practices are NOT to be held on the infield area of a softball or baseball
diamond.
6. Softball, baseball, and T-ball practices are to be held only on designated ball fields in
order to prevent injuries to other park users.
7. Permit holders must remove all equipment at the conclusion of use each day. This
includes soccer goals. No equipment(goals, etc.) can be left on City property.
8. Do not overcrowd fields by scheduling multiple games in areas reserved. Allow a safe
distance between fields for safe passage of spectators and participants.
9. Paint is the only approved method of applying lines to the fields. Burning of lines with
chemicals or cutting lines into turf areas is not allowed.
10.Field line paint must be one of the three colors approved for optimal visibility on
green surfaces: white, yellow, or black.
11.Report hazards on City property to the Recreation &Community Services Department
at 408-866-2104 or recreation@campbellca.gov.
12.Report immediate emergencies (broken water lines, gushing sprinkler heads, etc.)to
the Campbell Police Department(408-866-2101) who will call-out appropriate City
maintenance personnel. When you make the call, be prepared to fully identify
yourself, your location, and the specific nature of the emergency and where it is so
that the appropriate personnel will be notified and can come prepared with the
proper repair equipment.
13.Do not drive or park cars, motorcycles, or other motorized vehicles on turf areas or
sidewalks.Vehicles are only permitted in marked parking spaces.
B. CONDITIONS OF USE
1. Tournament dates, practice games and league game dates are to be specified when
making field reservations.
2. All leagues must make photocopies of their facility permit to be carried by each coach
or manager. They must show it upon request of any person or group.
3. The Recreation & Community Services Department or duly appointed representative
must be notified immediately if a field or fields reserved by your group are no longer
needed or if there is a change in your playing schedule.
4. All General Facility Use Rules (Section IV) apply to all field uses. All Community
Center Good Neighbor Policies (Section XII) apply to all field uses at the Community
Center.
5. All field users must promptly report any hazards, damage, or unsafe conditions to the
Recreation Supervisor via email, providing a clear description of the condition(s),
location of damage and photos if available.
6. Field users renting the Community Center Concession Stand agree to abide by
Concession Stand Use Procedures (available on request) and must be in possession
of a current Concession Agreement if they intend to sell food or beverages.
C. WET FIELD POLICY
The following information is the City's policy regarding the use of fields during wet
conditions. This policy and described procedures apply to all sports and activities including
football, soccer, softball, baseball, rugby,field hockey, or any other physical activity taking
City of Campbell Park, Field&Athletic Facility Use Policy 10
place on a grass field or turf area.This includes all fields at John D. Morgan Park/Campbell
School of Innovation, Edith Morley Park, and the.Campbell Community Center.
Play is prohibited if any of these conditions are present:
• During active rainfall, all fields are closed. Play is allowed during a light mist if the
ground is hard and relatively dry.
• Standing water is visible and "squishy"sounds are heard when walking on the turf.
• Soil is wet and "spongy".
• The ground is muddy and soil clumps or clings to shoes after walking on the turf.
• If it has been raining for three consecutive days prior to date of use.
The following procedures are to be followed regarding the use of the fields when there has
been rain, over-watering, or the fields are not playable.
Users' Responsibility
1. If it has rained within the preceding 24 hours, groups using public fields must call the
Recreation & Community Services Department's FIELD CONDITIONS HOTLINE at
(408) 866-2769 to receive updated information on field playability. Generally, only
same-day information will be provided, except in the case of severe conditions or
scheduled maintenance. The HOTLINE message will be updated by 3:00pm Monday-
Friday and by 8:00am Saturday and Sunday.As time permits, staff will also send an
email update to permit holders regarding the field closure. PLEASE DO NOT INQUIRE
EARLIER OR ABOUT FUTURE DAYS as the determination of field conditions are not
made until those times each day. Determination of field conditions will be made by
City personnel, and determinations/decisions are not negotiable.
2. In the event that the HOTLINE has not been updated, or is unavailable, groups are
expected to make educated and responsible decisions regarding field conditions and
playability, keeping in mind the current and future quality of turf facilities. In general,
if you can see standing water; hear a "squishy" sound when walking on the turf, or
have mud on the bottom of your shoes after walking on the turf,the field is too wet to
allow safe play. Scheduled activities on the turf should be canceled to avoid damage
to the turf and potential injuries to the players.
3. Groups failing to follow the guidelines of this policy will subject their reservation to
cancellation and risk loss of future use and/or priority status. Fields will be checked
for misuse during times when fields are considered too wet and/or muddy by
designated City staff.
4. Groups witnessing misuse of fields by other scheduled or unscheduled users are
advised to contact Campbell Police Department(408-866-2101)to report misuse.
5. Abuse/use during wet conditions shall result in a minimum $50 fine* upon the first
occurrence and minimum $100* fine for the second infraction.A third infraction in a
calendar year will result in loss of future scheduled uses and/or priority status. It is
the permit holder's responsibility to be sure that all coaches and parents understand
and enforce this policy, however inconvenient it may be.
*Fine may be higher if the cost of repairs necessary as a result of group's use of wet
field exceed the minimum fine amount.
6. The City's maintenance staff has the authority to close fields due to wet field
conditions or deterioration indefinitely.
City of Campbell Park, Field&Athletic Facility Use Policy 11
VI. Facility/Court Use Policy
General information pertaining to use of handball courts,sand volleyball courts, and
horseshoe pits has been summarized and noted here so that users and those participating
in their activities may be made fully aware of the conditions of use under which your
reservation was made.
A. CONDITIONS OF USE
1. The tennis courts at the Campbell Community Center are not available for rental
uses.
2. When requesting to reserve the handball courts, sand volleyball courts or horseshoe
pits, only 50% of the available courts will be reserved at one time. All other courts
will remain open to the general public. For full closure of any facility a Special Event
Permit is required.
3. Permit holders are required to carry their permit with them.at all times while using a
rented facility.
4. Only tennis shoes and non-marking soled shoes are allowed on the tennis and
handball courts.
5. All steel racquets must have guards.
6. Skates, skateboards,scooters, go-peds, bicycles, animals, glass containers, and
alcoholic beverages are not allowed on tennis courts, handball courts,sand volleyball
courts, and horseshoe pits.
7. All General Facility Use Rules (Section IV) apply to court uses.
VII. Track/Trall Use Policy
General information pertaining to non-exclusive group use of the Campbell Community
Center Track and the Los Gatos Creek Trail has been summarized and noted here so that
groups utilizing the facilities are fully aware of the conditions of use under which their
reservations are made.
A. LOS GATOS CREEK TRAIL
1. Organized group use of the trail is allowed by permit only. Facility use permits will
only be issued to groups of less than 100 people. For events with more than 100
people a Special Event Permit is required (Section X).
2. Permits for trail use are for non-exclusive use only. To avoid conflict with other trail
users group members are required to run/walk on the right side of the trail single file.
Any closure of the trail would require a Special Event Permit(Section X).
3. Permits for trail use will only be issued to one group at any given time.
•
4. For organized groups of more than 30 people starting at Campbell Park, we ask that
organizers staggered the start of the race to prevent congestion on the trail.
5. All equipment left by your group must be removed by the conclusion of the event. All
litter must be picked up and removed.
6. All General Facility Use Rules (Section IV) apply to all trail uses
City of Campbell Park, Field&Athletic Facility Use Policy 12
B. COMMUNITY CENTER TRACK
1. Organized group use of the track is allowed by permit only.
2. Permits for track use are for non-exclusive use only. Group members are required to
run/walk in the inside lanes, leaving the four outside lanes open to the general
public. Closure of the track/stadium to the general public would require an approved
• Special Event Permit(Section X).
3.' All equipment left by your group must be removed by the conclusion of the event. All
litter must be picked up and removed.
4. Groups are not allowed to place cones, barricades or any other types of training tools
or equipment on the track that may impede the general public's use and enjoyment
of the facility.
5. No amplified sound or music is allowed at any time (this includes megaphones,
public address systems or small speakers).
6. All Community Center Good Neighbor Policies (Section XII) and General Facility Use
Rules (Section IV) apply to all track uses.
VIII. Orchard City Green Policy
All facility use rules in the City's Park Field and Facility Use Policy apply to use of the Orchard
City Green.
A. CONDITIONS OF USE
1. Organized group use of the area is allowed by permit only. Facility use permits will
,only be issued to groups of less than 100 people. For events with more than 100
people a Special Event Permit is required (Section X). Permitted uses of this area will
be strictly limited so as not to conflict with City, Library and Museum or Ainsley House
business, operations and activities.
2. Permits will only be issued for community-sponsored events by an individual or non-
profit organization. Permits will not be issued for commercial or private use of the
area. No gated or for fee events will be considered, except for City events or for
events sponsored by non-profit support groups for the benefit of City programs.
3. The Orchard City Green is adjacent to many public facilities that are heavily used by
the general public; permits will only be issued for events that will not heavily impact
the regular business operations in the area or other previously scheduled uses (such
as the Ainsley Gardens).
IX. Non-Exclusive Park Use Permits
Many park areas are not available for reservation and are open to the general public. All
organized groups that meet regularly or belong to an organization must obtain a permit for
park use, even if not reserving a specific facility. Commercial use of these public park
facilities, which includes any profit-driven activity such as the sale of goods or services,
organized events, and business operations requires a use permit(CMC 13.04140). Non-
exclusive park use permits are available per the following conditions.
A. CONDITIONS OF USE
City of Campbell Park, Field&Athletic Facility Use Policy 13
1. Non-exclusive park use permits will only be issued to groups who will not disrupt the
general public's use and enjoyment of the park facility.
2. Permit holders are not allowed to setup equipment(i.e. cones) or use heavy
equipment(i.e. kettlebells)that may impact or damage the facility.
3. PA systems, amplified sound in general and megaphones are not allowed.
4. All General Facility Use Rules (Section IV) apply to this section.
X. Special Event Permits
Special events of 100 people or more held in City parks or on City of Campbell property(i.e.
Los Gatos Creek Trail, Community Center) will be authorized by the Recreation &Community
Services Department(R&CS). It is the intent of the City to welcome outdoor public events for
the general economic benefit of the City's business community, cultural enrichment and/or
promotion of the City while not negatively impacting public access. For more information
about planning a Special Event in a City Park or to obtain the application form, please visit
our website at www.campbellca.gov/specialevents (see the link"Planning a Community
Event"). Events targeted in Downtown Campbell are permitted differently, please refer to
the Downtown Special Event Policy and Application Packet.
XL Other Information
A. TENT AND CANOPY REQUIREMENTS
1.The use of 10x10 or 12x12 pop-up tents in the City of Campell parks are allowed
with a permit and in permitted field spaces only.
2.Staking any item into the grass/turf i.e. lawn signs, banners, pop-up tents is strictly
prohibited.
3. Article 32 of the State Fire Code requires that permits be obtained for the rental,
use, or installation of:
• Tents over 200 square feet in size; and
• Canopies over 400 square feet in size.
When more than one tent or canopy is installed at the same location, adjacent to one
another,the total square footage shall be computed for the purpose of enforcing the
need fora permit.
The code was written to provide assurance that the fabric is of a non-flammable
material,the unit is properly installed and anchored to the ground, and exits are
clearly marked and readily accessible in the event of an emergency.
The Santa Clara County Fire Department is the governing body for the City of
Campbell. They will generally only issue the permits to the vendor who owns and sets
up the tents and canopies.
To obtain a permit, or obtain further information, contact:
Santa Clara County Fire Department (408) 378-4010
Office of Fire Prevention
City of Campbell Park, Field&Athletic Facility Use Policy 14
14700 Winchester Blvd.
Los Gatos, CA 95030
B. FUNDRAISING
Concessions, other than City operated, must possess a valid City of Campbell
business license and any other applicable state, county or federal permit.
Concessions will be defined as the sale of any food, beverage, souvenir item or
service. Copies of said permits and licenses must be submitted a minimum of 30
working days in advance of permit use date.
Food being sold to the public requires a Health Permit obtainable from the County of
Santa Clara's Health Department and must be submitted to the City, 30 working days
prior to permit use date.
C. BARBECUE RULES AND REGULATIONS
As per City Ordinance (13.04.060), "No fire shall be built, lighted or maintained
within any city or county park area except in a camp stove or barbecue provided in
areas designated for such purposes...."
Portable barbecues, hibachis, gas grills, etc. are not allowed in City parks or facilities,
with the following exceptions:
1. Groups or organizations holding a current Concession Agreement with the City of
Campbell, and then only if the barbecue or grill is a professional portable trailered
grill, or a portable propane barbecue in good condition,to be used in a specific
designated area, as approved in advance by the Director of Recreation &
Community Services or his/her designee.
2. Professional catering companies holding a Campbell Business License and
authorized by the Director of Recreation &Community Services to provide such
service to a scheduled picnic or facility use customer, and then only if the
barbecue or grill is a professional portable trailered grill and used in the specific
location designated. All grills are to be supervised at all times to prevent injury to
the general public.
D. COMMUNITY CENTER GOOD NEIGHBOR POLICY
The City has established the following rules and regulations to govern use of
Community Center facilities for the safe and pleasant enjoyment of our participants
and neighbors. Failure to abide by the Good Neighbor Policy may result in loss of
security/damage deposit and/or loss of the privilege of future use of the facilities.
1. No unauthorized vehicles are allowed inside the Football Stadium, on any turf
areas, corridors, patios or any location other than the parking lot. Authorized
vehicles must obtain a Parking Permit from the Recreation Supervisor and display
it on their front left dashboard. Unauthorized vehicles are subject to citation and
towing.
2. No amplified music, use of musical instruments, radios, or public address
systems, with the exception of approved Special Events.
3. All litter and debris that occur as a result of your event must be picked up. All
City of Campbell Park, Field&Athletic Facility Use Policy 15
trash must be placed inside the provided containers or in sealed trash bags
adjacent to the containers.
4. No smoking in City parks or in areas adjacent to surrounding neighborhoods.
5. No outside vendors allowed on the Campbell Community Center campus, areas
adjacent to surrounding neighborhoods, or streets.
6. 6. Site Plan - The location of all vendors, booths, barbecue equipment, portable
restrooms, and any other special equipment desired by your organization must be
proposed on a Site Plan and approved, in advance, by
the Recreation Supervisor. If they are not submitted and approved,they are NOT
ALLOWED and must be removed upon demand by City staff or the Campbell
Police Department. All vendors must have a Campbell Business License and food
booths must meet Santa Clara County Health Department and Fire Department
codes and requirements (or be subject to shut down upon determination that
they do not meet applicable codes). .
E. PARK LOCATION MAP
1- Civic Center Complex •'i
City Hall I ( /
Library o r;
Hamilton Ave. ( 1 ��°;'
Ainsley House m moo.
Museum w Q �'
Orchard City Green o I a c...
E Latimer Ave. I c a� ;'
2- Community Center t° N l i j a•
/
3- John D.Morgan Park moo, E ® `) /
4- Campbell Park,& Civic Center Dr. /
Par Course Trail Campbell Ave. e /`' \,. j
,m AO l d1
5- Hyde Park e Dot Ave. Rincon Ave. >i
6- Ainsley Park \ ,\l� Orchard City Dr./W. o I E
JJJ i
7- Edith Morley Park / Budd Ave., �/ 3 D co
B- Jack Fischer Park / ; \`J g
9- Virginia Park I / -''/ c
a `.5'/ \/�'f
-JI /jJ J,0 moo l ® (�`eYp�e '` �
o ( mo \Qoc �aG
c� 1
I ��;
l
N Q I . Sunnyoaks �� L� I Curtner Ave. i
G' a Gp •Z/ oy
F- a) y
�O
O 1
V)
I Hacienda Ave. % 1 /�
Q of / '' ` / \ /
/Los Gatos Creek /
ol /,.• v..o( linty Park ;
Pollard Rd. \ / ( /
City of Campbell Park, Field&Athletic Facility Use Policy 16
XII. Procedures for Youth Sports Organizations
ELIGIBILITY FOR YOUTH SPORTS ORGANIZATIONS(VSO's)
Policy Goal: To ensure that youth who reside in the City of Campbell can play organized
sports on Campbell fields at reduced rates;that Recreation staff will be guided by the.Policy
in order to equitably allocate fields to youth organizations;to protect athletic fields by
providing scheduled rest periods and prohibit usage during and as a result of inclement
weather.
Field Rental applications for Youth Sports Organizations must be submitted according to the
timeline listed in this policy under Section III Reservations.Youth Sports Organizations must
meet the following requirements:
A. Provide participant rosters for the previous year to verify the number of Campbell
residents. Organizations will provide proof of residency(for example: utility bill,
drivers' license, preprinted personal check). Organizations will also be required to
provide team rosters four weeks after the start of each season's games and/or
access to organization's computer registration reports.
B. Provide documentation of non-profit status by the State of California's Secretary of
State.
C. Provide a service, program or opportunity that is not currently provided by the City of
Campbell.
D. Provide a training program for coaches which includes positive coaching practices
when working with youth.
E. Certify in writing that all coaches and volunteers who are in direct contact with
children have completed a background check in keeping with California Penal Code
Section 11105.3, and that the organization will not utilize the services of anyone with
convictions or any arrest pending adjudication involving the offenses specified in
subdivision (a) of Section 15660 of the California Welfare and Instructions Code.
F. Maintain updated website.
G. Provide certificate of insurance.
H. Complete all specified forms, information, materials, and pay fees by the appropriate
deadline.
Failure to meet stated Campbell residency requirements and/or failure to provide
documents of proof;,and/or repeated failure to use fields that are reserved may result in
reduced priority in the future season.
FACILITY RESERVATION REQUESTS. The Recreation Supervisor will review facility requests
and create Reservation Permits based on facility availability. The City's maintenance and
Capital Improvement Project schedules shall receive priority over field requests. The City will
attempt to set construction schedules so as not to interfere with the approved schedules of
the leagues.
Groups must be flexible in accepting alternate facilities if/when their normal facility is
scheduled for maintenance or major renovation/improvement. The City reserves the right to
cancel an approved reservation due to maintenance needs, overuse of facility, unsafe
City of Campbell Park, Field&Athletic Facility Use Policy 17
conditions, or due to conflict with a City or school district event. In these cases, all attempts
will be made to provide a minimum of 15 days advance notice and to provide an alternate
location for the group's scheduled practice, game, or activity.
In the event of an emergency, or when no notice is provided, groups must cooperate with the
request not to use the facility. If there are no alternate facilities available,the City is not
obligated to provide an alternate facility.
Recreation Supervisor will grant field use based on the following priority:
Priority 1- City of Campbell Recreation Programs
Priority 2 - Youth Sports Organizations (YSOs)
1. Number of Campbell Residents Served in League
2. Previous Field User
3. Responsible Field User
4. Non-profit Organization
5. For-profit Organization*
*For-profit youth sports organizations will not receive a discounted field rental rate and
must meet the requirements listed within this policy.
Priority 3-Adult Sports Organization (ASOs)
1. Number of Campbell Residents Served in League Previous Field User
2. Responsible Field User
3. Non-profit Organization
4. For-profit Organization
All dates,times, and fields listed on any group's application may not be approved in total.
The Recreation Supervisor may need to reduce days/week, hours/day, weeks/year, or
assign a different field to meet demands or avoid construction/repair projects and planned
field rotations. The Recreation Supervisor will work with the groups to maximize the use of
the available facilities for the best and most efficient use of all facilities for the community.
RESPONSIBLE FIELD USE
All organizations permitted to use fields will be responsible for the following items:
• Litter removal from fields and adjacent areas such as parking lots
• Ensuring that the lanes of the track are kept open for public use
• No amplified sound
• Enforcement of no smoking and no alcohol
• Supervision of youth spectators, especially on outdoor exercise equipment
• Providing a contact name and cell number for the groups on-site supervisor
FIELD USE AND MONITORING Groups should not reserve fields or facilities that they do not
intend to use. Once a reservation/permit is received,the groups are responsible to notify
the City's Recreation Supervisor in writing of any reserved time that can be released. The
City will monitor use of the facilities to ensure that groups are using the facilities they
reserved. Groups who reserve time that they do not use (other than rainy days) will be
subject to penalty fees of$25/day. Leagues may not assign their scheduled time to other
groups.
City of Campbell Park, Field&Athletic Facility Use Policy 18
CONTACT PERSON Each group shall appoint one contact person to be the agent for the
organization in all communications with the City of Campbell's Recreation Supervisor. Only
this person shall communicate with the Recreation Supervisor regarding any issues relating
to the organization's use of the park facilities, except in the event of the need to report the
existence of a safety hazard. The contact person is responsible to see that all the •
organization's board members, coaches, committee chairs and parents are aware of all
policies, procedures and conditions of use of the facilities.
SCHEDULING CHANGES. Scheduling changes after the original permit has been issued will
be subject to a $25 processing fee per incident.
Safety hazards should be reported immediately to the Recreation and Community Services
Department at 408-866-2104. Be sure to specify the park and the specific location and
nature of the hazard. If possible, cone or flag the hazard so that the maintenance staff can
more easily locate the hazard for investigation and repair.
All groups are expected to take responsibility for their actions,the actions of their
participants, and the guests/families of their participants. Any damage that occurs to the
facility during the group's scheduled time must be reported to the Recreation Supervisor. If
repairs are required,the responsible group will be invoiced for the repair cost. Failure to pay
will result in retention of your security/damage deposit and may impact the group's ability to
use Campbell fields in the future. Damage that occurred prior to the group's scheduled use
should also be reported as such to the Recreation Supervisor so that necessary action and
repairs can be initiated.
NOTE:
Field Users may propose to provide improvements to the facilities in lieu of use fees.
Documents and/or detailed drawings outlining such proposals must accompany the field
use application, must meet or exceed the permit value from the prior season in labor and
materials, and are subject to the approval and acceptance of the City. If not approved,the
group is subject to the use fees as described above. Only improvements that will benefit the
general public (not just a specific group) will be considered for a fee waiver.
Facilities that are designed for dedicated use, and have separate water and/or utility
meters, may be subject to additional fees (i.e.: groups using the facilities pay the water and
utility bills) and arrangements regarding the maintenance of such dedicated facilities. Such
arrangements shall be made, in writing, between the facility owner and the approved facility
user.
Current fees and charges are listed in Section XIII. Checks should be made payable to the
City of Campbell and be drawn on an organization check. Organization credit cards are also
accepted. No personal checks or credit cards will be accepted. Checks returned due to
insufficient funds are subject to a $25 handling fee and payment of the balance due by
certified check, cash, or money order within ten days of notice of such action.
As stated above, any repairs to facilities required as the result of damage caused by a YSO
or ASO shall be invoiced to the group and payment is due within thirty(30) days. Invoices
shall be for cost+ 15%. Non-payment of fees due for damage repairs will affect the group's
future status.
City of Campbell Park, Field&Athletic Facility Use Policy 19
Groups who wish to request that the City make significant repairs to any facility shall submit
such,request/proposal in writing, at time of application. These items will be prepared as
budget requests in the annual budget process for consideration. If approved,funds will be
available the following fiscal year (starting in July). Groups will be made aware of
improvements scheduled for each calendar year. All attempts will be made to perform
improvements during the off-season, when possible. Be aware, however,that the off-season
is usually the rainy season, when it is difficult or not appropriate to make repairs to turf or
other outside athletic facilities due to the wet conditions.
Groups wishing to make improvements to facilities must submit these improvements in
advance to the City. No groups are allowed to make improvements to any facility without first
obtaining approval.
The City of Campbell reserves the right to amend fees and charges as deemed necessary.
FACILITY USE AND MAINTENANCE. All field users shall respect the facilities and treat them
as they would their own. Care shall be taken to avoid constant wear in the same location.
Practices and drills shall be relocated daily so as not to over-wear any certain area. Divots
shall be filled and/or replaced according to the specifications provided. Unauthorized
vehicles are not allowed on turf, play field, paths, or blacktop areas. All vehicles shall park
in marked stalls in parking lots or legally on adjacent public streets. Litter shall be removed
or deposited into the provided receptacles.
XIII. Fees and Charges
The fees and charges set forth here are not negotiable; City staff does not have the authority
to waive or reduce fees. All fees and deposits are due at the time the reservation is
submitted to hold the date and facility.
A. PROCESSING FEES
1. All applications are subject to a non-refundable $25 processing fee. This fee is
designed to cover administrative time required to process your reservation.
B. DEPOSITS
1. A refundable damage deposit of$100 is required for all athletic field reservations.
Long-term renters and co-sponsored groups are required to provide a $250
refundable damage deposit.
2. The City reserves the right to deduct from the damage deposit all additional
charges relating to, but not limited to,janitorial services, maintenance/repair
services, staff time, or emergency services that were required as a result of your
use.
3. Refunds of security/damage deposits may be fully or partially withheld for any of
the following reasons:
a. Damage to or misuse of the facility.
b. Inadequate cleanup by permittee, requiring additional custodial/staff
time/services after your use.
c. Misrepresentation of the type of event held, or group/individual actually using
the facility.
4. If additional fees due exceed the amount of deposit, permittee will be billed for
City of Campbell Park, Field&Athletic Facility Use Policy 20
the balance. Payment will be due within thirty (30) days of date of invoice. Fees
not paid will be sent to collections.
5. Deposits, less any applicable additional charges, will be processed through the
City's Finance Department, approved by City Council, and returned to the
permittee by mail within 30 days of the date of their event.
6. It is the permitee's responsibility to keep the Campbell Community Center office
staff informed of any address, or telephone changes.
C. DEFINITION OF TERMS
A. NON-PROFIT:To qualify for non-profit rates, customers must provide a copy of their
letter of non-profit status from the California Secretary of State's Office with their non-
profit ID number indicated and must pay with an organization check or charge card.
Non-profit customer account address must match the non-profit organization's
business address. Note: The Organization name and address must be the same on the
following items:
• Letter of non-profit status from California Secretary of State Office
• Check/Charge card,
• Insurance documentation, and -
• Permit
D. FEES&CHARGES FOR USE OF PARKS. FIELDS& FACILITIES
Non-profit Youth Sports Organizations will receive a discounted rate corresponding to the
percentage of Campbell residents in their league up to a 70% discount. For example, a
group with 58% Campbell residents would receive a 58% discount from the non-profit rental
fee. For-profit Youth Sports Organizations and all Adult Sports Organizations are not eligible
for a discount.
Base Hourly Non-Profit
Rate Hourly Rate
John D. Morgan Park Soccer Bowl* $30 hr $25 hr
John D. Morgan Park Athletic Field* $25 hr $20 hr
Community Center Stadium Field* $50 hr $30 hr
Community Center Athletic Field (1-4) * $25 hr $20 hr
Community Center Concession Stand $40 day $35 day
Handball Court (CCC) $25 hr $20 hr
Sand Volleyball Court(JDM) $25 hr $20 hr
Horseshoe Pit(JDM) $10 hr $6 hr
Los Gatos Creek Trail Special Events* & ** $1,050/use $630/use
Orchard City Green* N/A $25 hr
Non-Exclusive Use Permit(Under 10 People) $25 hr $25 hr
Non-Exclusive Use Permit(10-20 People) $30 hr $30 hr
Non-Exclusive Use Permit(21-99 People) $35 hr $35 hr
* A refundable damage deposit is required for all indicated uses.
** Special Events must be approved by the City of Campbell Special Event Committee
(Section X)
City of Campbell Park, Field&Athletic Facility Use Policy 21