CC Resolution 10245
..
RESOLUTION NO. 10245
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
APPROVING A PARK FIELD AND FACILITY USE POLICY AND REVISED
SCHEDULE OF FEES AND CHARGES FOR RENTAL OF PARK FACILITIES
WHEREAS, the City currently has a Park Field Use Policy; and
WHEREAS, the increased popularity of certain facilities, improvements made to
existing facilities, and the construction of new facilities has created a need for more
formal policies and procedures to educate the public in the process of scheduling
reservations and to guide them in proper use of the facilities; and
WHEREAS, the fee schedule has been reviewed and is found to be within ti'e
range of fees being charged by surrounding agencies and what the market will beai"
and
WHEREAS, a Park Field and Facility Use Policy has been proposed; and
WHEREAS, the City Council of the City of Campbell hereby adopts the attached
Park Field and Facility Use Policy and addition to the Schedule of Fees and Charges to
be paid to the City of Campbell by all persons desiring to use those items or services
contained in the attached Schedule of Fees and Charges for Use of City Park Facilities,
effective November 1, 2003;
BE IT FURTHER RESOLVED that this Resolution be made an addendum to ~he
City Council Policy Manual.
PASSED AND ADOPTED this 16th day of September 2003 by the following roll
call vote:
AYES:
Council Members:
Watson, Kennedy, Dean, Burr, Furtado
NOES:
Council Members:
None
ABSENT:
Council Members:
None
AZZ~ ~
Anne Bybee, City Clerk
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Park Field & Facility
Use Policy
FOR THE
CITY OF CAMPBELL PARKS &
CAMPBELL UNION ELEMENTARY SCHOOL DISTRICT FIELDS
1 WEST CAMPBELL AVENUE, #C-32
CAMPBELL, CA 95008
TELEPHONE: (408) 866-2741
FAX: (408) 374-6965
WEB SITE: www.cityofcampbell.com
Office Hours
8:00 a.m. - 6:00 p.m. Monday - Thursday
8:00 a.m. - 5:00 p.m. Friday
Revised 11/03
TABLE OF CONTENTS
INTRODUCTION ...................................................................... 3
FACILITIES AVAILABLE ....................................,...................... 3
RESERV A TIONS .. ... .. .. .. ... .. ..... .. ... .. .. ... .. .... ... .... .. .. .. .. .. ... .. .. . . . . . .. . . 5
Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Cancellations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
FEES AND CHARGES................................................................. 6
Processing Fees ................................................................. 6
Deposits .......................................................................... 6
Facility Use Fees ............................................................... 7
Group Definitions .............................................................. 7
GENERAL FACILITY RULES AND REGULATIONS......................... 8
General Rules and Regulations ............................................... 8
Facility Renters Rules & Regulations .......................................9
Alcoholic Beverages.................................................. ....... 10
Animals .................................................................... . . . .. 10
Liability /Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 10
Modifications to Rules/Policy..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 11
FIELD USE POLICY ................................................................ 11
Turf Preservation. ..... .. ..... ....... .. ... .. ....... .. .. .. .. .. .. .. .. .. ... .. .. ... 11
Conditions of Use............................................................. 12
Wet Field Policy.............................................................. 13
FACILITY /COURT USE POLICy................................................ 14
Conditions of Use. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 14
TRACK/TRAIL USE POLICY ..................................................... 15
Los Gatos Creek Trail.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. 15
Community Center Track.. .................. ..............................'. 15
OTHER INFORMATION ........................................................... 16
Tent and Canopy Requirements ............................................ 16
Barbeque Rules and Regulations ........................................... 16
Campbell Community Center Good Neighbor Policy.................. 17
Park Location Map............................................................ 18
SUPPLEMENTAL ITEMS (Available upon request)
Procedures for Co-Sponsored Groups................... ..... ........... 19
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I. INTRODUCTION
This policy has been established to assure that the 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 additional 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 ball diamonds, a soccer bowl, a football stadium and track, general athletic fields/lawn
courts, group picnic areas, tennis courts, sand volleyball courts, handball courts, and
horseshoe pits. The City of Campbell also rents play fields at the Campbell Union Elementary
School District (CUSD) schools within the City limits. 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 \'1.
advance for organized groups, parties, or league play. Please note that fields at Campbell
Park, Jack Fischer Park, and Edith Morley Park are not available for rental or regular
organized activities. These turf areas have 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. The City also rents the play fields located at the
CUSD schools located within the City limits.
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 (teres 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,
four tennis courts, 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:
L Description
2 Full Size Soccer Fields (Goals not provided)
1 Jr. Size Soccer Field (Goals not provided)
2 Softball Diamonds with Backstops (Bases not provided)
4 Horseshoe Pits (2 available for rent)
4 Tennis Courts (2 available for rent)
2 Sand V 0lieyball Courts (1 available for rent)
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:
L Description
1 Football Stadium Athletic Field and Track (Bleachers on one side)
1 Large Multi Use Field Area (used for various sports)
4 Tennis Courts (lighted until 1O:00pm) (2 available for rent)
2 Handball Courts (lighted until 1O:00pm) (1 available for rent)
CAMPBELL UNION_ELEMENTARY SCHOOL SITES
Under the current agreement with the CUSD City staff schedule use of the below-listed school
fields for public use. These sites primarily contain grass play fields that are available for use
during non-school hours. Restrooms are normally not available on site, so these facilities are
most commonly used for practice.
School Sites ,vithin the City of Campbell:
Capri Elementary School, 850 Chapman Dr., Campbell
Castlemont Elementary School, 3040 East Payne Ave., Campbell
Dover School, 1300 Sheffield Way, Campbell
Forest Hill Elementary School, 4450 McCoy Ave., San Jose
Hazelwood Elementary School, 775 Waldo Rd., Campbell
Rolling Hills Middle School, 1585 More Ave., Los Gatos
Rosemary Elementary School, 401 West Hamilton Ave., Campbell
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 walkways approximately three miles in total
length, including a two mile par course loop. 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.)
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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 THE PERIOD OF:
January 1 through May 31
PRIORITY GROUP NO.
2
3
4
APPLY ON:
November 15
November 20
November 25
June 1 through August 31
2
3
4
April 15
April 20
April 25
September 1 through December 31
2
3
4
July 15
July 20
July 25
2. Applications must be made in-person at the Campbell Community Center office, or by
telephone during business hours (payment by VISA or Mastercard required). Call (408)
866-2741 to check on facility availability or to make a reservation.
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 and Mastercard are accepted. Uses will not be confirmed or
approved until all fees are received.
a. Applicants reserving facilities less than thirty (30) days in advance must pay in
cash, cashier's check, Visa/Mastercard or by guaranteed money order. Personal
or business checks are NOT accepted less than 30 days prior to intended use.
B. CANCELLATIONS
1. Cancellations must be made in writing (fax acceptable: 374-6965) and received by tile
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 \'"ill be deducted from all
refunds. If it rains on the date of reservation a full refund is available, providing the
permittee calls the Community Center Office (866-2741) the next working day to
report the rainout.
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IV. 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 use.
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 facility.
b. Misuse of the facility.
c. Inadequate cleanup by permittee, requmng additional custodial/staff
time/services after your use.
d. 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 t~')r the
balance. Payment will be due within thirty (30) days of date of invoice. Fee~~ not
paid will be sent to collections.
5. Deposits, less any applicable additional charges, will be processed through th;~
City's Finance Department, approved by City Council, and returned to tht.,
permittee by mail within 30 days of the date of their event.
6. It is the; permittee I s responsibility to keep the Campbell Community Center office
staf{ informed of any address, or telephone changes.
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C. FACILITY USE FEES
FA<3ILlTY GROUP 2 GROUP 3 GROUP 4 GROUP 5
John D. Morgan Park Soccer Bowl* $15/hr $20/hr $50/hr $500/year
John D. Morgan Park Athletic Field* $5/hr $lO/hr $25/hr $500/year
Community Center Stadium Field* $15/hr $30/hr $75/hr $500/year
Community Center Stadium Track* $5/hr $lO/hr $25/hr N/A
Community Center Athletic Field* $5/hr $lO/hr $25/hr $500/ye~r
Tennis Court (JDM/CCC) $lO/hr $lO/hr $25/hr N/A
I
Handball Court (CCO $lO/hr $lO/hr $25/hr N/A I
- -
Sand Volleyball Court (JDM) $5/hr $5/hr $lO/hr N/A
Horseshoe Pit (JDM) $5/hr $5/hr $lO/hr N/A
Los Gatos Creek Trail * $50/use $l00/use $200/use I N/A
ClISD School Fields*:
Capri, Castlemont, Dover, Forest Hill, $5/hr $lO/hr $25/hr $:SOO/year
Hazelwood, Rolling Hills, Rosemary
* = A refundable damage deposit is required for all indicated uses. Rental of athletic fields
requires that permit holder obtain group insurance coverage for athletic events.
D. GROUP DEFINITIONS
Group 1
Group 2
Group 3
Group 4
Group 5
Programs and activities administered or sponsored by the City of Campbell.
(N 0 Charge)
Prograrus and activities offered at no charge by Campbell Schools, Campbell
Churches, Campbell Youth Groups, Clubs, Sports Leagues, Campbell Adult
Clubs, Service Groups and Organizations, and Non-Profit Organizations.
Athletic events on Community Center fields sponsored by/for Community
Center tenants are also included here.
Uses of fields for private events (often in conjunction with a picnic use) offered
at no charge by Campbell residents, Campbell Businesses, or Sports League
Tournament Events involving a participant/team entry fee and sponsored by a
non-profit organization.
Use of fields by non-residents and/or business or commercial use, tournaments
where an entry fee is required for individual or team participation. All fund-
raisers held by a private groups or commercial groups.
City of Campbell co-sponsored groups as approved and recognized by the Parks
and Recreation Commission. Local non-profit youth organizations or leagues
that can provide proof that 51 % of its participants are Campbell residents or
live within the service boundaries of the Campbell Union School District
(CUSD) are eligible to apply for co-sponsorship on an annual basis.
7
To qualify for resident rates you must provide proof of residency (or living within the CUSD
boundaries when requesting use of their fields) by showing one of the following:
a) Valid California Drivers License with Campbell Address
b) Name & Campbell Address printed on Business or Personal Check
c) Recent Utility Bill with Customer's Name & Campbell Address
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 pay with an organization check or charge card.
V. General Facility Use Rules and Regulations
A. GENERAL RULES AND REGULATIONS
1. Park Hours are from sumise until one-half hour after sunset. Lighted facIlities are
open until 1O:00pm. No person shall remain in a City Park during non-operating
hours.
2. All motor vehicles must park in marked stalls in the parking lots or legally on :ide
streets, or be subject to citation by the Campbell Police Department. No unauthorize'l
vehicles shall enter park premises, drive on turf, grounds, playfields, or paved
walkways. Customers must carry or "cart" their belongings tu and from parking lots.
3. For the safety of all park users, athletic uses must be limited to designated field and
court ?reas. Volleyball, badminton, or other similar activities must be set-up a
minimum of 25 feet from walking paths and picnic areas.
4. Smoking is not permitted on school property or within 25 feet of any playground.
5. Gambling is prohibited on all City and school property.
6. Dunk booths and trampolines are not allowed in Campbell parks or CUSD scho'Js.
Bounce-Abouts are allowed only with a permit at John D. Morgan Park.
7. Disfigurement of City property is not allowed. The City of Campbell has created a
'Graffiti Hotline' for citizens to use to report graffiti and assist the City in its
eradication. To access the Hotline call (408) 866-2191.
8. Vending of any merchandise is not allowed in Campbell parks, except with the
posse~sion of a concession agreement approved by the City Council.
9. No fires are allowed in City Parks, except in provided barbeque pits.
10. Fireworks are not allowed in City Parks or on school property.
8
11. Model rocket launches are allowed only in specific areas at John D. Morgan Park and
the Campbell Community Center. Permits are only issued to educational groups. A
launch permit must be obtained from the Santa Clara County Fire Department in
addition to a park use permit.
12. Individual minors or groups of minors must be properly supervised by adults when
using park facilities. Groups composed of minors must be supervised by one (1) aduh
for each ten (10) minors throughout the use period on City or CUSD facilities.
13. Any person(s) violating the established Rules & Regulations, or constituting a public
nuisance, may be required to leave the facility and premises.
B. FACILITY RENTERS' RULES AND REGULATIONS
1. Misuse of a public Park facility or the failure to conform to established policies
(including the Wet Field Policy), procedures, rules, and regulations is sufficient reason
for denial of future applications.
2. Permits/reservations cannot be transferred, assigned, or sub-let to any other group '1r
organization for any reason.
3. Customers are responsible to remove all items they brought int0 the park at the
conclusion (of their use. All litter must be deposited into trash receptacles, where
provided, or removed from the premises. If you anticipate generating a great deal of
trash, you are responsible to provide your own additional waste bags to contain your
trash. All trash must be in containers or removed from the premises. The customer is
responsible for the condition in which he/she leaves the facility. Any excessive clean-
up required by City or school district crews following your use will be cause for
forfeiture of all or part of your clean-up/damage deposit.
4. The misuse of City or CUSD facilities, or failure to conform with facility regulatlnns
or any other Federal, State, or local law, rule, regulation or ordinance shall l'~
sufficient reason for immediate termination of permit. No refund will be granted.
5. Permittees are to restrict their use to only use those playfields or courts specifically
reserved and paid for, as designated on their Facility Reservation Contract. Other
playfields or courts may be scheduled by other groups and may not be available.
Permittees are advised to always carry their Facility Reservation Contract ill case there
is a question of 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.
6. Complaints from surrounding neighborhood residents as to noise level, litter and
debris, and disregard for use of parking regulations could result in cancellation of Yt)ur
reservation and denial of future facility use. Groups using the Stadium must abide 11 j
9
the Community Center's established Good Neighbor Policy.
7. The Campbell Recreation & Community Services Department reserves the right to
cancel any reservation, for any school or city recreational activity that conflicts with
any group or league program. (See page 17, Sextion IX C)
C. ALCOHOLIC BEVERAGES
1. Alcoholic beverages are not allowed on school district property or in most City parks.
2. At John D. Morgan Park beer and wine may be consumed only with an approved
permit and only in a designated picnic area. No alcoholic beverages may be consumed
in any other areas including athletic fields and facilities. No other alcoholic beverages
are allowed in the parks. (Per Ordinance 13.04.160)
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 arl..~
desired to be served or sold, the City Council may make an exception to this policy on
a case-by-case basis.
D. ANIMALS
1. Dogs on leash are allowed at Campbell Park, Edith Morley Park, and on the Los Gatos
Creek Trail.
2. Animals (except for guide dogs) are not allowed in City Parks or on school property,
with the above exceptions.
E. LIABILITY/INSURANCE
1. The applicant shall be responsible for any and all damage to the City's/School
District's premises, equipment, and property. If after an activity, additional
maintenance is required (in excess of normal services/time), the applicant will be
charged accordingly.
2. The City of Campbell and CUSD are not responsible for accidents, injuries or loss of
or damage to individual property.
3. The applicant will be held responsible for all actions, behavior and damages caused by
his/her guests/attendees.
4. All applicants requesting use of the athletic fields, track or the Los Gatos Creek Tra:l
will be required to provide the City with an original Certificate of Insurance providing
proof of the following coverage:
10
a. Public liability and property damage insurance in an amount not less than
$1 ,000,000 per occurrence.
b. The City of Campbell, Campbell Redevelopment Agency and the Campbell
Union Elementary School District must be named as additional insureds.
c. The coverage shall not be canceled or reduced without at least ten (10) days
written notice to the City of Campbell.
d. The certificate must be submitted to the Community Center office at least
ten (10) days prior to the event.
F . MODIFICATIONS TO RULES & POLICY
1. The City of Campbell and Campbell Union School District 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 simil2.i 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 or the CUSD Superintendent at least 90 days prior to the intended
date of use/ event.
2. This Park and Field Use Policy supersedes any policy now in effect and WIll take effect
on November 1, 2003.
VI. 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 t'1e
conditions of use under whicp your reservation was made.
A. TURF PRESERVATION
Your cooperation is needed to preserve the turf on City and school fields by following these
guidelines:
1. Limit the use of cleats.
2. Field use, especially sports practices, should be conducted in such a way that p1ay will
take place on different sections of the turf, thus reducing excessive turf damage ((l any
one area. Rotate use of areas (ie: 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 emit
erosion and further damage.
3. Replace turf div()t~ at end of each day to help re-root grass.
J J
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. Remove all equipment at the conclusion of use each day. This includes soccer goals.
No equipment (goals, etc.) is allowed to be left on City or school 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. Report hazards on City property to the Public Works Grounds Maintenance Divi"ion
office at 866-2145. Report hazards on CUSD property to the school district grounis
maintenance office at 341-7201.
10. Report immediate emergencies (broken water lines, gushing sprinkler heads, etc. to the
Campbell Police Department (408/866-2101) who will call-out appropriate City or
CUSD maintenance personnel. When you make the call, be prepared to fully identify
yourself, your location (park/school), and the specific nature of the emergency and
where it is so that the appropriate personnel will be notified and can come prepared
with tile proper repair equipment.
11. Do not drive or park cars, motorcycles, or other motorized vehicles on turf areas.
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 reservation form 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 V) apply to all field uses. All Community
Center Good Neighbor Policies (Section IX) apply to all field uses at the Commut:ity
Center
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C. WET FIELD POLICY
The following information is the City and CUSD policy regarding the use of fields
during wet conditions. This policy and described procedure~ apply to all sports and
activities including football, soccer, softball, baseball, rugby, field hockey, or any
other physical activity taking place on a grass field or turf area. This includes all fields
at John D. Morgan Park/Campbell Middle School, Edith Morley Park, the Campbell
Community Center, and all CUSD fields (Capri School, Castlemont School, Dover
School, Forest Hill School, Hazelwood School, Rolling Hills School, and Rosemary
School).
Groups shall abide by the Wet Field Policy and preserve the life and condition of the
fields by not playing on them in wet conditions. A field is considered too wet if you
can see standing water, hear a "squishy" sound when walking on the turf, or have m.ld
on the bottom of your shoes after walking on the turf. Play is allowed during a light
mist if the ground is hard and relatively dry. If, however, it has been raining for three
days, or the wet conditions, as described above exist, groups are not to play.
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.
Use~:~' 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 playabil~lY.
Generally, only same-day information will be provided, except in the case of seveI ":
conditions or scheduled maintenance. The HOTLINE message will be updated by
3:00pm Monday-Friday and by 7:30am Saturday and Sunday. 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 walkmr on
the turf, or have mud on the bottom of your shoes after walking on the turf, t'1e
field is too wet to allow play. Scheduled activities on the turf should be canceled ti}
avoid damage to the turf and potential injuries to the playe:'c;;.
3, GROUPS FAILING TO FOLLOW THE GUIDELINES OF THIS POLICY WILL
SUBJECT THEIR RESERV A nON TO CANCELLATION AND LOSS OF
FUTURE USE AND/OR CO-SPONSORSHIP STATUS. FIELDS WILL BE
13
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.
They will respond or notify the Field Attendant.
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 co-sponsorship
status. It is the contact person'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.
VII. FACILITY/COURT USE POLICY
General information pertaining to use of tennis courts, 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. Only 50% of the available courts at any location 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.
2. Permit holders are required to carry their permit with them at all times while using a
rented facility.
3. Only tennis shoes and non-marking soled shoes are allowed on the tennis and handball
courts.
4. All steel racquets must have guards.
5. 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.
6. All General Facility Use Rules (Section V) apply to court uses.
14
VIII. TRACK/TRAIL 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 GA TOS 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 lDO
people a Special Event Permit is required.
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.
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 a staggered
start is required with 10 runners/walkers leaving at least 1 minute apart to prevent
congestion on the trail.
5. All equipment left by V8ur 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 V) apply to all trail uses
B. COMMUNITY CENTER TRACK
1. Organfzed group use of the track is allowed by permit.
2. Permits for track use are for nonexclusive use only. Group members are reqUlr~d 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.
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. All Community Center Good Neighbor Policies (Section IX) and General Facility Use
Rules (Section V) apply to all track uses
15
IX. OTHER INFORMATION
A. TENT AND CANOPY REQUIREMENTS
Article 32 of the State Fire Code requires that permits be obtained for the rental, use,
or installation of:
1. Tents over 200 square feet in size; and
2. Canopies over 400 square feet in size.
3. 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 for a 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
14700 Winchester Blvd.
Los Gatos, CA 95030
B. BBQ RJJLES 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, provided that oil or gas camp stoves may be used
for cooking in designated areas."
Portable barbecues, hibachis, gas grills, etc. are not allowed in City parks or facilitl~s,
with the following exceptions:
1. Groups ['1 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 pmvide
16
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.
C. COMMUNITY CENTER GOOD NEIGHBOR POLICY
In an effort to make the Community Center and its associated activities and events an
asse[ to the surrounding neighborhood, the City has established the following rules and
regulations to govern use of our facilities for the safe and pleasant enjoyment of your
participants and our neighbors. You are expected to abide by these rules or be subject
to loss of security/damage deposit and/or loss of the privilege of future use of our
facilities.
1. NJ unauthorized vehicles are allowed inside the Stadium, on any turf areas, in
corridors, on patios or in any location other than the parking lot. Authorized
vehicles must obtain a Parking Permit from the Community Center Manager a11d
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 System
testing or use allowed before 9:00am or after 8:00pm. Speakers in Stadium are to
be placed below the top of the bleachers and facing east so as to minimize sound
intrusion to neighbors behind the bleachers. In other areas, care shall be taken so
that speakers are not directed at residences.
3. All litter and debris that may occur as a result of your event must be picked up.
/\11 trash must be placed inside the provided containers or be in sealed trash bags
adjacent to the containers.
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 PIaL
and approved, in advance, by the Community Center Manager. If they are not
submItted and approved, they are NOT ALLOWED and must 1-)e removed upon
demand by City staff or the Campbell Police Department. All vendors must have a
Campbell Busmess 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).
]7
c. PARK LOCA nON MAP
Civic Center Complex
City HaJl
Library
Ainsley House
Museum
Orchard City Green
2 Community Center
3~ John D, Morgan Park
4. Campbell Park &
Par Course Trail
5- Hyde Park
6. Ainsley Park
1. Edith Morloj Park
(l. Jack Fis,:tHJr Park
g. Virginia Park
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18
x. PROCEDURES FOR CO-SPONSORED GROUPS
ELIGIBILITY FOR CO-SPONSORSHIP. Local youth sports organizations or leagues who
can provide proof that 51 % of its participants are Campbell residents, or live within the
boundaries of the Campbell Union School District, may qualify for co-sponsorship by the city
Co-sponsored groups are eligible for advance field reservations and reduced rental use rates.
Applications for co-sponsorship are available from the Campbell Recreation & Community
Services Department's Facilities Coordinator. He/she can be reached at 408/866-2741. Please
call in advance for an appointment to review the process and receive a Co-sponsorship
application and reservation packet.
Co-sponsorship application packets are mailed to current and prospective groups in early
October of each year. The application forms and facility request forms are due hack in
November of each year. All applications and supporting materials will be reviewed and
considered for co-sponsorship based on the following criteria:
A. Overall organization participant rosters meet the 51 % residency requirement
(majority of Campbell residents for use of Campbell parks or addresses within the
CUSD service area for use of school fields);
B. Group is an established non-profit organization, as approved by the State of
California's Secretary of State, providing a service, program, or opportunity that is
not currently provided by the City of Campbell or the CUSD;
C. All specified forms, information, materials, and fees requested and required as a
part of this process must be completed in full and submitted by the deadline.
The City's Facilities Coordinator will review all applications and prepare a report with
recommendations to be presented, in December, to the City's Park and Recreation
Commission, for acceptance and approval. Only these approved co-sponsored groups will
have the privilege of receiving advance reservations for the following calendar year. Grourl;)
not approved for co-sponsorship will have to re-apply for facilities at the appropriate time (ae'
described in Section III of this policy) and, if facilities are available, L'~ suhject to the standard
fees and charges.
FACILITY RESERV A TION REQUESTS. Once the co-sponsored groups are identified, the
Facilities Coordinator will review facility requests and create Reservation Permits based on
facility availability. The City's and CUSD' s maintenance and Capital Improvement Project
schedules shall receive priority over co-sponsored group requests. Both the City and school
district will attempt to meet construction schedules so as not to interfere with the approved
schedules of the co-sponsored groups. Groups must be flexible in accepting alternate facilities
if/when their normal facility is scheduled for maintenance or major renovation/improvement.
The City and school district reserve the right to cancel an approved reservation due to
maintenance needs, overuse <;.1' facility, unsafe conditions, or due to conflict with a City (;"
19
school district event. In these cases, all attempts will be made to provide a minimuiTl 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, when only short or no notice can be
provided, groups must cooperate with the request not to use the facility or risk loss of their co-
sponsored status and be subject to removal by the local authorities. If there are no alternate
facilities available, the City and/or school district are not obligated to provide an alternate
facility.
When more than one group requests use of the same field, on the same dates and times, the
Facility Coordinator will grant use based on the following priority:
a. History of use (past use, care to facility, forms and fees in order, no outstanding
issues or problems with group);
b. Prior co-sponsored groups with a good history of use shall receive first priority;
c. Prior user groups with a good history shall receive second priority;
d. Groups providing a service, program, or opportunity that is not currently available
to the age group or geographical area targeted for participation shall receive
priority over groups providing a program that is currently already available thni'lgh
an existing co-sponsored group.
e. The Group's need for the field. (Based on the number of participants in league ancl.
how many other fields they have available to them.)
All dates, times, and fields listed on any group's application may not be approved in total.
The Facility Coordinator may need to reduce days/week, hours/day, weeks/year, or assign a
different field to meet demands or avoid construction/repair projects. The Facility
Coordinator 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. As best as possible, these
construction projects and their proposed dates of construction will be provided to the groups
with their application packet so that they may take this information into consideration at the
time they prepare their application for field use.
GROUP CONTACT PERSON. Each co-sponsored group shall appoint one contact person 1,'
be the agent for the organization in all communications with the City of Campbell's Facilitie~
Coordinator. Only this person shall call the Facilities Coordinator regarding any issues
relating to the organjzation's use of the park facilities, except in the even~ of the need to report
the existence of a safety hazard. The contact person is responsible to see that all of the
organization's board members, coaches, and committee chairs are aware of all policies,
procedures and conditions of use of the facilities they are permitted to use.
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 Facilities Coordinator (408/866-2741) of any reserved time that cat! be
released for general public use. The City will monitor use of the facilities to insure that
groups are using the facilities they reserved. Groups who reserve time that they do not u~,~
(other than t:ainy days) wilJ be subject to penalty fees of $25/day. Co-sponsored groups, ()t
any other facility use cll"tomers may not assign their scheduled tim~ to other groups. Any
20
such action shall result in the termination of the group's co-sponsorship status for the Current
calendar year.
Safety hazards should be reported immediately to the Facilities Coordinator at 408/866-274] .
Be sure to specify the park/school 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 should be reported to the Facilities Coordinator. If repairs are
required, the co-sponsored group will be invoiced for the repair cost. Failure to pay will
result in retention of your security/damage deposit and may result in forfeiture of co-
sponsorship status for the following calendar year. Damage that occurred prior to the group's
scheduled use should also be reported as such to the Facilities Coordinator so that necessary
action and repairs can be initiated.
FEES AND CHARGES. The annual fees for co-sponsored groups have been established as
follows: $25 Non-refundable Processing Fee to accompany application
$250 Security /Damage Deposit due by February 1 st of each year
$500/year* Annual Field/Facility Use Fee
Annual Use Fee due 30 days prior to first use
* Groups may propose to provide improvements to the facilities in lieu of the annual use fee.
Documents and/or detailed drawings outlining such proposals must accompany the co-
sponsorship application, must meet or exceed $500 in value of labor and materials, and are
subject to the approval and acceptance of the governing agency (City or school district). If not
approved, the group is subject to the annual use fee as described above.
* Facilities that are designed for dedicated use, and have separate water and/or utility meters,
may be subject to additional fees (ie: groups using the facilities pay the water and utility biE,,)
and arrangements regarding the maintenance of such dedicated facilities. Such arrangemena:"
shall be made, in writing. between the facility owner and the approved facility user.
Checks should be made payable to the City of Campbell and be drawn on ?n organization
check. No personal checks will be accepted for co-sponsored group uses. 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 co-
sponsored group shall be invoiced to the group by the agency who performed the repairs (City
or school district) with payment 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~:o-
sponsorship status.
Groups who wish to request that the City or school district make significant repairs (over
$500) to any facilitv shall submit such request/proposal in writing, at time of application.
21
These items will be prepared as budget requests in the appropriate agency's annual budget
process for consideration by the approving authorities. 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 or CUSD. No groups are allowed to make improvements to any facility
without first obtaining approval. Groups wishing to make annual improvements in lieu of the
co-sponsorship fee will need to submit a "Project In-Lieu of Pees" form along with their co-
sponsorship application. Only groups making improvements that will benefit the general
public and not just a specific group will be considered for a fee waiver.
The City of Campbell and Campbell Union School District reserve the right to amend fees aI',~
charges as deemed necessary.
FACILITY USE AND MAINTENANCE. All co-sponsored groups are privileged to attain
such status and 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 specif~cations 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.
22