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HomeMy WebLinkAboutStaff Report 3864 City of Palo Alto (ID # 3864) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/17/2013 City of Palo Alto Page 1 Summary Title: Field and Tennis Court Use Policy Title: Staff and the Parks and Recreation Commission Recommend that Council Approve the Revised Field and Tennis Court Use Policy From: City Manager Lead Department: Community Services Recommendation Staff and the Parks and Recreation Commission recommend that the Council should approve the revised Field and Tennis Court Use Policy – (Attachment A – 2013 Revised Field and Tennis Court Use Policy). Background In 2009, the Parks and Recreation Commission (PARC), with staff and organized sports organizations drafted and recommended to the Council for its approval a Field and Tennis Court Use Policy. The Council then approved the policy, which defined priority use of fields and provided guidelines for allocating field space to the wide variety of organizations that use Palo Alto fields. The purpose of the policy remains the same:  To strive to provide all Palo Alto residents with an opportunity to participate in their activity of choice.  To establish policies and procedures governing the use of City parks, fields, tennis courts and School District playing fields managed by the City of Palo Alto.  To ensure Palo Alto residents have priority access to parks and playing fields.  To provide for a variety of activities reflecting the athletic preferences of Palo Alto residents.  To contribute a proportionate amount of field use time to regional organizations that Palo Alto residents participate in.  To collect fees for the use of fields, in support of their ongoing maintenance.  To ensure that decisions regarding the use of City parks and athletic complexes and District sites are used in the best interests of the neighborhoods, sports organizations City of Palo Alto Page 2 and residents of Palo Alto.  To ensure that appropriate sports are permitted on appropriate fields. When the policy was adopted in 2009, it was agreed that PARC would review the policy periodically (Attachment B - 2009 Field Use Policy). Discussion After three years of allocating field and tennis court use according to the adopted policy, staff and sports user groups asked the PARC to review the policy. In the spring of 2012, an Ad Hoc Committee, consisting of Commissioners Deirdre Crommie, Paul Losch and Daria Walsh, was created. The Ad Hoc Committee began by meeting with staff to review how the policy was implemented and determine staff’s satisfaction with the policy. The Ad Hoc Committee then met with sports user groups individually to hear their comments and concerns. After identifying the major areas of concern the Ad Hoc Committee developed a set of recommendations and presented them to all stakeholders in November, 2012. Below are the primary suggestions and concerns heard from field users.  The current policy gives exclusive priority to fields to non-select sports organizations i.e. organizations that do not have try-outs such as the American Youth Soccer Association (AYSO).  The current policy on field cancellations is inconsistent with current practice.  The current policy does not define what a “practice” or “game slot” is; consequently, different organizations are operating under different definitions.  The current policy does not ensure appropriate age participants are using appropriate size fields.  The current policy does not address how sports organizations should manage the change in daylight resulting from daylight savings.  The current policy does not address how Palo Alto based sports organizations hold tournaments which use many fields for an entire weekend.  The current policy sets aside certain times and fields in the evenings and on Sunday mornings for adult play, however these times and fields are not specifically named. The Ad Hoc Committee reviewed and discussed the issues and drafted a set of policy changes that were subsequently presented and discussed with the entire Commission in December 2012 and January 2013. The recommended changes to the Athletic Field and Tennis Court Use Policy were unanimously approved by the PARC at its February 2013 meeting (Attachment A – 2013 Revised Field and Tennis Court Use Policy). City of Palo Alto Page 3 Below is a table that summarizes the recommended revisions to the Field and Tennis Court Use Policy. All of the changes recommended were unanimously supported by sports organizations except for changes regarding eligibility. Although the revisions to the eligibility section received broad support from the sports organizations, the American Youth Soccer Association’s (AYSO) regional commissioner was concerned that the round robin brokering process, based on the number of residents within a sports league, would have a negative impact on the AYSO. Summary of recommended policy changes: Policy Section Current Policy Revised Policy Eligibility The current policy gives priority to sports organizations that do not have a “try out” process. These organizations are called non-select leagues. The recommended policy removes exclusive priority for non-select leagues in favor of youth organizations with 51% or more residents and adult organizations with 35% or more, residents. Fields will be allocated based on the number of residents served in each respective organization. A round robin selection process will be used to distribute fields as defined in the Field and Tennis Court Use Guidelines that accompanies the policy. The revised policy allows youth organizations with 51% or more residents and adult organizations with 35% or more residents to discuss and negotiate a field allocation agreement with City staff facilitating in advance of a round robin process. If an agreement cannot be reached the round robin brokering process will be used. 1 1 The shaded text in the table is a change recommended and approved by the Parks and Recreation Commission on May 28, 2013; all other changes were recommended and approved on February 26, 2013. City of Palo Alto Page 4 Cancellations Current policy states all cancelations must be made two weeks after the start of the permit. Current practice allows cancellations any time with no penalty. Cancellations for weekday use fields: 1. 1. Before the start of the permit - full refund.) 2. 2. After the start of the permit by the 7th of each month - 50% refund. 3. 3. After the 7th of each month - no refund Cancellations for weekend fields:  1. Up to three weeks after the publication of the leagues game schedule – full refund  2. After three weeks of the publication of the leagues game schedule, and by the 7th of each month - 50% refund.  3. After the 7th of the each month - no refund. Practice and Game slots Current policy does not define practice or game slots Practice slots are defined - for youth soccer 1.5 hours, 4-5:30pm, 5:30-7pm, with additional slots of 7-8:30pm and 8:30-10pm on fields with lights. Game slots are defined - for youth soccer 1.5 hours on small fields and 2 hours on 11 versus 11 (large fields). Field Allocations Current policy does not allocate fields by age of user and size of fields. Fields are divided into three categories; Small fields = 7 versus 7 or younger Medium fields = 8 versus 8 and 10 versus 10 Large Fields = 11 versus 11 Fields will be allocated to organizations based on the age of participants and the appropriate size of fields. City of Palo Alto Page 5 Field Allocation (daylight savings) Current policy does not consider the loss of day light in fall due to daylight savings. Organizations will be responsible for reserving sufficient 4pm field slots to accommodate the daylight savings time change. Tournaments Field brokering for tournaments is not addressed in current policy. Organizations with 51% or more residents can reserve fields for one tournament in a calendar year. Adult Play Current policy gives adults “some fields” on Sundays from 8-1:15pm, and sets aside 8:30pm-10pm on Stanford Palo Alto Community Fields on Tuesday and Thursday and 7pm-10pm on Monday, Wednesday and Friday. Revised policy specifies field locations and reduces one weekday evening field slot i.e. 7-8:30pm:  Stanford Palo Alto Community Fields are reserved for adult play 8:30pm- 10pm on Monday, Tuesday, and Thursday and 7pm-10pm on Wednesday and Friday.  Adult play will also be permitted Sundays from 8am-12:30pm on Terman 1 and 2, JLS 1, 2 and 3 and Stanford Palo Alto Community Fields North and South.  As one of Palo Alto’s largest and most respected sports organizations, AYSO remained concerned about one of the recommended policy changes staff and the PARC delayed forwarding the revised policy to the Council to better understand the potential impacts to AYSO. Staff and PARC subsequently met with the AYSO’s regional commissioner several times to further listen to his concerns. Staff also developed a Frequently Asked Questions (Attachment C) regarding the revised policy and held a community meeting on March 12, 2013, with all stakeholders to explain the new policy and discuss anticipated impacts. The feedback heard at the community meeting is summarized in Attachment D. Additionally, staff drafted guidelines that accompany the revised policy to help describe the round robin brokering process (Appendix B of the revised Field and Tennis Court Use Policy). As a result of the community meeting and further discussions with sports user groups, an additional revision was made to the policy that the PARC approved at its May 28, 2013 meeting. The change (which is shaded grey in the table above) allows sports user groups to negotiate a field allocation agreement with City staff, facilitating in advance of a formal round robin field allocation process. If the sports groups can arrive at a field allocation agreement, consistent City of Palo Alto Page 6 with the policy, then a formal round robin brokering process in not needed. Allowing sports groups to discuss their needs and talk though conflicts and compromise with one another will yield the most favorable outcome for each organization in aligning field allocations with sports organizations interests. City staff and priority youth sports groups, including AYSO, have tested this process and were able to negotiate an agreement for Fall 2013 that works for each organization. In the event that sports groups cannot come to an agreement in future seasons the revised policy provides staff with a mechanism, through a round robin brokering process, to allocate fields based on the number of residents in each organization. Although the round robin brokering process will fairly distribute fields to each organization based on number of residents it may not result in sports organizations receiving the field groupings they desire. Therefore, allowing the sports groups to negotiate a fair and balanced field allocation agreement by working together would advance their interests. This change was particularly important to AYSO’s regional commissioner and was supported by all other sports organizations. The PARC unanimously approved this change at its May 28, 2013 Commission meeting. Respource imapct There are no budget implications resulting from the recommended policy changes. The budget resources needed to administer the Athletic Field and Tennis Court Use Policy already exist in the City’s budget. The recommended changes will provide greater efficiency for staff in adminisiter the policy. The recommended policy changes such as improving the process for how cancellations will be managed, better defying access to specifc fields for adult leagues and aligning age approporate fields with age approrate players will assist staff in efficiently allocating high demand athletic fields and tennis courts in Palo Alto. Policy Implications The revised policy improves the current policy in several significant ways. While the proposed Field and Tennis Court Use Policy may not resolve all of the conflicts and problems associated with administering field and tennis court use, it provides further clarity and transparency for staff and sports organizations in regard to how Palo Alto athletic fields and tennis courts will be used. The approach used to develop the recommended policy changes is aligned with the Comprehensive Plan Goal 1, Policy 2 to use advisory bodies and ad hoc committees to assist City staff and the City Council on policy issues. The Parks and Recreation Commission were very engaged in the entire process of developing the policy recommendations as were the various athletic and tennis court user groups. Attachments:  Attachment A - Revised Field Use Policy and Appendices (PDF)  Attachment B - Current Field Use Policy (PDF) City of Palo Alto Page 7  Attachment C - Field Policy FAQ (DOC)  Attachment D - Community Meeting March 12 - Notes (DOC) Attachment B - Revised Policy 1 City of Palo Alto Field and Tennis Court Use Policy The City of Palo Alto (the “City”) Field Use Policy (and the procedures adopted hereunder) has been established to ensure that City-owned, -maintained and –managed park and athletic field facilities, including the fields owned by the Palo Alto Unified School District (the “District”) are utilized for recreational, athletic, cultural, educational, social and community service functions that meet the needs and interests of the community, and that permitted users are fully informed as to the City’s guidelines that govern their use of the park and athletic field facilities. Purpose:  To strive to provide all Palo Alto residents with an opportunity to participate in their activity of choice.  To establish policies and procedures governing the use of City parks, fields, tennis courts and District playing fields managed by the City of Palo Alto.  To ensure Palo Alto residents have priority access to parks and playing fields.  To provide for a variety of activities reflecting the athletic preferences of Palo Alto residents.  To contribute a proportionate amount of field use time to regional organizations that Palo Alto residents participate in.  To collect fees for the use of fields, in support of their ongoing maintenance.  To ensure that decisions regarding the use of City parks and athletic complexes and District sites are used in the best interests of the neighborhoods, sports organizations and residents of Palo Alto.  To ensure that appropriate sports are permitted on appropriate fields. Field use permits are required for exclusive field use or for any on-going seasonal, organized use of athletic fields maintained or managed by the City. In accordance with Palo Alto Municipal Code Section, the Recreation and Golf Services Division issues field use permits. The exclusive use of a field or an athletic field requires the making of an advance reservation and is subject to fee and security deposit requirements. Appendix A - Available Facilities and Park Amenities Appendix B - Field and Tennis Court Use Guidelines I.  Field Use Permitting: Field space usage requests are considered at three separate and seasonal intervals per fiscal  year. Field space is awarded on a priority basis at the beginning of each fall, winter/spring, and  summer period. After the original requests are processed on a priority basis, the fields are  available to other non‐priority requests. To apply for an Athletic Field Use Permit, an applicant  must submit a field request form to the Field Coordinator/Supervisor. Field request forms are  Attachment B - Revised Policy 2 available: 1. Online at www.cityofpaloalto.org;  2. In person at Cubberley Community Center; or  3. By requesting a form from the Field Coordinator/Supervisor at  playingfields@cityofpaloalto.org  Fall ~~ The first day of school (mid-August) through December 31. Winter/Spring ~~ January 1 through the last day of school (end of May early June). Summer ~~ early June through mid-August. II. Field Request Form Deadlines: 1. For Fall seasonal use dates, request forms must be submitted by May 1. 2. For Winter/Spring seasonal use dates, request forms must be submitted by November 1. 3. For Summer seasonal use dates, request forms must be submitted by March 1. III. Seasonal Use Priority:  Palo Alto resident youth non-profit soccer and football organizations have field use priority on soccer/baseball/football joint use fields during the Fall use period.  Palo Alto resident youth non-profit baseball, softball and lacrosse organizations have field priority on the baseball-softball/soccer joint use fields during the Spring use period. IV. Exceptions to Seasonal Priority:  District programs have annual priority on District fields only.  Palo Alto Recreation-administered programs have annual use priority on all fields. V. Eligibility: The following are the field use guidelines that will be used for priority booking at the start of each seasonal brokering period. Priority will be given in the order below. 1. City and District Activities 2. Palo Alto Youth, non-profit* organizations with at least 51% residency 3. Palo Alto Adult, non-profit* organizations with at least 35% residency 4. Non-profit groups with 25% or more Palo Alto residence will be given priority for any remaining fields 5. Other groups not meeting the 25% requirement or for profit will be considered at staff discretion. *To qualify for non-profit rates, organizations 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 thereon, Payment with an organization’s check or charge card is required. Attachment B - Revised Policy 3 Priority organizations (groups 2 and 3) will have the opportunity to discuss field use needs with City staff facilitating, and attempt to negotiate an agreement on field allocations. The negotiated field allocation agreement must be consistent with section VI Field Allocations below. If two or more organizations are unable to agree with a negotiated field allocation agreement then a round robin brokering system will be used to determine the allocation of fields among organizations. Organizations will receive priority based on seasonal sports first (see Section III), followed by organizations that meet the priority residency requirement above. Adults and youth will broker separately with slots set aside for youth and adults as defined in Section VI. Groups with less than 25% residents and for-profit groups, reserve fields on a first come first served basis as available. If a round robin process is used the first round will be based on the number of residents in each organization. The number of residents will be broken down to equal a number of teams. Each team will then receive two practice slots a week and 0.55 game slots per weekend. The second round will broker for the total number of teams each organization has, less the teams that received fields in the first round. For more information please see Field and Tennis Court Use Guidelines. VI. Field Allocations: Fields will be permitted for the activities in which the field(s) are intended for, designed for, classified as, or for activities conducted in a manner that does not compromise public safety or field quality and integrity.  Youth organizations or leagues that qualify for priority booking will be allocated fields as follows:  Two (2) practice slots* per team per week.  0.55 game slots* per team per week  Fields will be allocated to age appropriate athletes  7v7 or younger - small fields  8v8 -10v10 - medium fields  11v11 - large fields *Game slots, Practice Slots and age breakdowns are defined based on sport and field When priority booking takes place, slots are reserved for the entire brokering period. Slots brokered do not change because of daylight savings.  At the Stanford/Palo Alto Playing Fields, the 8:30-10:00 pm weekday slots will be reserved for adult league play Monday, Tuesday, and Thursday. 7pm-10pm slots are reserved for adults on Wednesday and Friday.  Sunday mornings from 8:00 am to 12:30 pm, at Terman 1 and 2, JLS 1, 2 and 3 and Mayfield will be reserved for adult league play. Adult leagues will be held to a maximum of 1 slot per team every other week. Any additional slots are open to all. Each group that has seasonal priority can reserve all the slots they require based on the number of teams in their organization. Attachment B - Revised Policy 4 Tournaments: Organizations who receive priority brokering may request one tournament a year; that tournament will be given priority of fields use. Tournament dates must be given in advance of brokering and there can only be one tournament a weekend. All additional tournaments are at staff discretion. Additional information found in Field and Tennis Court Use Guidelines. VII Residency: A resident is a person residing within the city limits of the City of Palo Alto. Any person owning and paying taxes on real property in Palo Alto, but who is not living in the City, and any person having only a Palo Alto business address, is NOT considered a resident for field use application purposes. Children attending District schools are considered residents for brokering purposes. The City will require identification or documentation of residency. In the event proof of residency cannot be established, the person will be classified as a non-resident and fees and brokering privileges will be adjusted accordingly. VIII. Residency Verification: Palo Alto Recreation requires a master league roster complete with players’ first and last names alphabetized, address, phone number, team, and proof of residency. Proof of residency may include:  Palo Alto Utility Number  Copy of Current driver’s license with Palo Alto Address  Copy of current school I.D. card or verification form (provided by city) signed by school (for youth attending PAUSD school) Any group or organization found to be misrepresenting its residency status will have its permit revoked for the season and will be excluded from brokering for the following season. In addition, any group or organization found to be reserving field use for any time period time for another organization (that would otherwise have a lower priority for field scheduling) will be penalized by the revocation of its permit for the season for which the permit is issued and that group or organization will be assigned the last (or lowest) priority for field use scheduling for the immediately following season. IX. Fees All fees are due and payable prior to the issuance of any approved field use permit. The fees and charges for any field use permit are established by the City Council in the Municipal Fee Schedule and are not negotiable; only the Council has the authority to waive fees and charges by amendment to the Municipal Fee Schedule. Fees will be reviewed regularly and adjusted accordingly. Fees can be found in Field and Tennis Court Use Guidelines. X. Deposits 1. A refundable deposit of one hundred dollars ($100.00) is required for all single athletic field use reservations. Long term renters are required to provide a $750 refundable security deposit. 2. The City reserves the right to deduct from the security deposit any and all additional charges relating to, but not limited to, janitorial services, maintenance/repair services, staff time, or emergency services that are required as a result of the field use. 3. Forfeiture of all or part of your security/damage deposit may occur for any of the following Attachment B - Revised Policy 5 reasons: a. Damage to facility; b. Misuse of the facility; c. Inadequate cleanup by the permit holder, requiring additional custodial/staff time following the permit holder’s use; d. Violation of field use rules 4. If additional fees due and payable exceed the amount of the security deposit, the permit holder will be billed for the balance due. Payment will be due and payable within thirty (30) days of the date of invoice. Fees that are not paid will be assigned for collection to a collections agency and the user group will be ineligible to apply for field use until the unpaid amount is settled in full. Insurance Liability A valid insurance certificate is required for use of any City or District field. The insurance certificate must afford one million dollars ($1,000,000.00) of general liability coverage per occurrence and contain the following information:  General liability coverage (property and bodily injury) as evidenced by an insurance certificate with an endorsement naming the City of Palo Alto (CPA) AND the Palo Alto Unified School District (PAUSD) as ADDITIONAL INSURED, and guaranteeing 30 days prior notice to change or cancellation of the policy. Use of fields will not be permitted unless a valid insurance certificate has been received by not later than two (2) business days prior to the scheduled date of use of the field or other facility. 1. The permit holder shall be responsible for any and all damage to the City’s or the District’s premises, turf, equipment and/or property. If additional maintenance is deemed necessary (in excess of normal services/time) to restore the premises, turf, equipment and/or property to reasonable use by others. the permit holder shall be charged accordingly. 2. The City and the District disclaims responsibility for any accident, injury, liability, loss or damage to person or property as a result of unauthorized field use. 3. The permit holder will be responsible for all actions and omissions that result in damages that are caused by their attendees. XII. Tennis Court Usage 1. Tennis courts are available for reservation for Palo Alto Tennis Club and USTA tournament/match use only. 2. The City brokers all City and District tennis courts. 3. Only 50% of the available courts at any location can be reserved at the same time and date. All other courts will remain open to the general public. 4. Tennis courts are not available for reservation by individuals for private use, including private lessons, picnics and individual play. No person shall provide or offer tennis lessons for compensation on City-owned tennis courts except as part of and approved as a City-sponsored program. 5. Tennis courts are available for individual use on a first-come, first-served basis. Each court use is subject to a one-hour time limit whenever there are others waiting to use the court. 6. Tennis courts are for tennis play only. No rollerblades, skates, skateboards, or pets are Attachment B - Revised Policy 6 permitted on any tennis court. 7. No individual may solely occupy and use a court if other individuals are waiting to play on that court. 8. No person shall play a sport other than tennis on City-owned tennis courts unless expressly allowed via permit issued by the City Recreation and Golf Division. 9. All steel racquets must have guards. 10. Only tennis shoes and non-marking soled shoes are allowed on the tennis courts. A: Locations: Tennis courts are available at the following locations: o Cubberley Community Center (6) o Mitchell Park (7) o Rinconada Park (9) o Hoover Park (2) o Peers Park (2) o Terman Park (2) o Weisshaar Park (2) o Gunn High School (7) o Palo Alto High School (7) o JLS Middle School (6) o Jordan Middle School (4) B: Tennis Court Fees: Residents: $5.00-$10.00 per court per hour Non-residents: $7.00- $20.00 per court per hour XIII. Permit Rules & Regulations 1 Permits cannot be transferred or assigned to any other person, group or organization for any reason. 2 Users must pick up and remove any trash generated by their activity. 3 The misuse of City or District facilities or the failure to conform to facility regulations, established policies (including the Wet Field Policy) and procedures or any other Federal, State, or local law, rule regulation or ordinance shall be sufficient grounds for the immediate revocation of the permit and/or the denial of any future applications. No refund will be granted. 4 Permit holders shall restrict their use to only those fields or courts specifically reserved and paid for, as designated in their permit. Other fields or courts may be scheduled by other groups and may not be available. Permit holders must be in possession of their Field Use Permit in case there is a need to address the question of who has priority use or reservation for the field or court in question. If the permit holder cannot use a field or court due to unauthorized use by another party, the permit holder should contact the Palo Alto Police Department at 650-329-2413. 5 Complaints from surrounding neighborhood residents as to the permittee’s activity noise level, litter and debris, and/or disregard of parking regulations could lead to the cancellation of the permit or reservation, the forfeiture of the security deposit, and the denial of facility use in the future. See Good Neighbor Policy XIV. General Rules & Regulations Attachment B - Revised Policy 7 All City of Palo Alto Municipal Codes/Regulations apply to all City and PAUSD fields. 1. No activity other than softball is permitted at the El Camino Park and Baylands Athletic Center softball fields, unless such activity is expressly allowed by permit. 2. The City reserves the right to cancel an approved reservation due to maintenance needs, overuse of facility, unsafe conditions, or due to a conflict with a City or 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, when only short or no notice can be provided, groups must cooperate with the request to not use the facility or risk loss of current permit and denial of future use. If there are no alternate facilities available, the City is not obligated to provide an alternate facility. In case of such event, a full refund will be given. 3. No person shall use an athletic field which is posted as being closed, whether the closure is for excess rainfall or for field maintenance or other reason. 4. All motor vehicles must park in marked stalls in the parking lots or legally on side streets, or be subject to citation. No unauthorized vehicles shall enter park premises, drive on turf, grounds, playfields, or paved walkways. 5. All dogs must be on a leash and owners must clean up after their dogs. 6. For guidelines regarding facility hours of operations, see Appendix B. 7. No portable BBQ’s are permitted at any time in any facility. 8. No golf is permitted at any park or sports complex, with the exception of the Palo Alto Municipal Golf Course. 9. Baylands Athletic Center is closed on Mondays for maintenance. 10. No alcohol or tobacco products are allowed on any District property at any time. 11. Athletic fields may be lined prior to a group use. Water soluble spray paint is the only permitted means of lining a field. No fields are permitted to be lined by means of Round Up, Dolomite or other herbicide, which can permanently burn lines into the field. Different color lines should be used for different sports. Soccer shall use white, rugby shall use blue and lacrosse shall use yellow. 12. Vending at a field is permitted only if the vendor is associated with the activity and has received the prior approval of the City’s representative. 13. Gambling is prohibited at all City and District property. 14. Soccer goals must be anchored at all times when they are located on the playing fields. When goals are not being utilized for play, they must be secured off the playing fields in a manner which will not permit tipping or create any hazardous condition that could cause injury to any person. The City of Palo Alto and District are not liable for accidents, injuries or loss of or damage to individuals or property. Should any goal left on site be found not secured and locked up properly, the permittee will be subject to a fine of $250.00. A subsequent violation will result in revocation of the current field user’s permit. 15. The City of Palo Alto encourages partnerships and volunteerism to improve field quality and maintenance; however, in the absence of a written agreement, donations and/or contributions of time does not give any organization priority at any facility. Groups wishing to make alterations to facilities must submit these improvement requests in advance to the City. No groups will be allowed to make any alteration to any facility without first obtaining the City’s approval. XV. Field and court releases Field and court releases and refunds shall follow guidelines below. Attachment B - Revised Policy 8 Weekday Slots:  Field releases done before the start of the permit will receive a full refund.  Field releases done after the start of the permit must be done by the 7th of each month and will receive a 50% refund  All refunds done after the 7th will receive no refund Weekend Slots:  Weekend slots can be released up to 3 weeks after the publication of the league game schedule for a full refund.  Releases after 3 weeks of the publication of the league game schedule can be done by the 7th of each month for a 50% refund.  All releases done after the 7th will receive no refund. Users who are found to not be using the field and court space and not releasing can be subject to losing field space for the following brokering period.  XVI. Wet Field Policy No refunds will be given for field closures due to rain. Field slots can be rescheduled. Athletic use of wet or saturated fields may cause extensive damage resulting in field closure and costly renovations. 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. The following policy applies to a period of rainfall, over-watered fields and/or irrigation breaks. The “rainout” condition hotline is 650-329-2697.  All grass fields are deemed closed to use during rainfall. Play will be allowed during a light mist if the ground is hard and relatively dry at the time field use is considered.  In the event of rainfall (any precipitation that is greater than a light drizzle on a dry field), the fields will be deemed closed after the cessation of precipitation. A failure to abide by this policy may result in the revocation of the permit and/or elimination for priority brokering for the following season. Individuals who violate this provision may also be subject to a $100 fine in accordance with the Palo Alto Municipal Code. Please see Field and Tennis Court Use Guidelines for additional information XVII. Field Preservation: The City will aim to maintain fields uniformly and at the highest possible quality. Your cooperation is needed to preserve the fields on City and District fields by following these guidelines: 1. Limit the use of cleats. Cleats longer than one-quarter inch (¼”) are prohibited for use on any synthetic turf playing fields. 2. Field use, especially sports practices, should be conducted in a manner that play will take place on different sections of the turf, thus reducing excessive turf wear and damage to any one area. Attachment B - Revised Policy 9 3. Rotate use of areas (i.e.: use middle of turf area for drills one day and sides of the field the following day), and when possible, stay off of the fringe or bare areas to limit erosion and further damage. 3. Replace turf divots at the end of each day to help re-root the grass. 4. Do NOT use the fields during or after heavy rain, or when wet or muddy, for at least 48 hours 5. Soccer practices shall NOT be held on the infield area of a softball or baseball diamond. 6. Softball, baseball, and T-ball practices shall 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 shall be allowed to be left unattended on City or District property without the prior approval of the Fields Coordinator. 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. Water soluble spray 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. Report hazards on City property to the Parks Division office at 650-496-6962. 11. Report emergencies (e.g., broken water lines, gushing sprinkler heads, etc.) promptly to Palo Alto Communications at 650-329-2413 who will summon the appropriate personnel. When you make the call, be prepared to fully identify yourself, your location, and the specific nature of the emergency. 12. Do not drive or park cars, motorcycles, or other motorized vehicles on turf areas. 13. Bicycles are prohibited on all synthetic turf fields. 14. No food or beverages, with the exception of water, will be permitted on any synthetic turf field. XVIII. Good Neighbor Policy The purpose of this policy is to ensure that decisions regarding the use of City fields, parks and athletics complexes and District sites are used in the best interests of the neighborhoods, sports organizations, and citizens of Palo Alto. The City has established the following rules and regulations to govern the use of the City’s and the District’s facilities for the safe and pleasant enjoyment of participants and neighbors. Every person is expected to abide by these rules or be subject to forfeiture of the security deposit and/or loss of the privilege of future use of the facilities. 1 All litter and debris that may occur as a result of your event must be picked up and deposited into trash receptacles, where provided, or removed from the premises. 2 All groups are responsible for the condition in which they leave the facility. Any excessive clean-up required by City or District crews following your use will be cause for forfeiture of all or part of your damage deposit. 3 No amplified music, use of musical instruments, radios, or Public Address System testing or use allowed before 9:00 a.m. or after 8:00 p.m. and is allowed by permit only. In all parks, care shall be taken so that speakers are not directed at residences. 4 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, forfeiture of security deposit, and denial of future facility use. 5 No person shall park a motor vehicle in such a place or manner as would block or obstruct any gate, entrance, or exit or resident driveway. Appendix A- Available Facilities and Park Amenities Site Softball BB Soccer Goals Lights Restrooms Hours of use Quality Comments Baylands 1 1 No No Yes Yes 8am-11pm Mon-Sun A Bol No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Boulware No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Cameron No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Cubberley 4 No 3 Yes No Yes 8am-Dusk Mon-Sun B 1 turf field El Camino 1 No 1 Yes Yes Yes Closed until 2015 Eleanor Pardee No No Youth No No No 8am-Dusk Mon-Sun C Greer 3  1 Jr.5 Yes No Yes 8am-Dusk Mon-Sun B soccer and softball fields over lap Hoover No 1 Youth No No Yes 8am-Dusk Mon-Sun B Soccer field is small when baseball fence is up Johnson No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Juana Briones No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Mitchell No No Youth No No Yes 8am-Dusk Mon-Sun C Peers No No Youth Yes No Yes 3:30-dusk M-F, 9-6 Sat/Sun D Ramos No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Rinconada No No Youth No No Yes 3:30-dusk M-F, 9-6 Sat/Sun D Robles No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Seale No No Youth No No No 3:30-dusk M-F, 10-4 Sat/Sun C parking is limited, neighbors boarder field Stanford-PA No No 2 Yes Yes Yes 8am-10pm Mon-Sun A Parking does fill, car pool encouraged Ventura No No Youth No No No 3:30-dusk M-F, 10-6 Sat/Sun E Weisshar No No Youth No No No 3:30-dusk M-F, 10-6 Sat/Sun E Werry No No Youth No No No 3:30-dusk M-F, 10-6 Sat/Sun E Schools Addison No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun C AmenitiesFields Barron No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Duveneck No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E El Carmelo No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Escondido No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Fairmeadow No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Greendell No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun E Gunn 1 1 1(2)No No No City does not reserve Hoover No No Youth No No No 3:30-dusk M-F, 9-6 Sat/Sun C JLS 1 No 4 Yes No No 3:30-dusk M-F, 8-8Sat/Sun C Jordan 1 No 3 Yes No No 3:30-6 M-F, 9-5 Sat C No Sunday Permits Juana Briones No No Youth No No No 3:30-dusk M-F, 8-6 Sat/Sun E Lucille Nixon No No Youth No No No 3:30-dusk M-F, 8-6 Sat/Sun E Ohlone No No Youth No No No 3:30-dusk M-F, 8-6 Sat/Sun E Palo Verde No No Youth No No No 3:30-dusk M-F, 8-6 Sat/Sun E PALY 1 1 2 No No No City does not reserve Terman 1 No 2 Yes No No 3:30-dusk M-F, 8-6 Sat/Sun C Walter Hays No No Youth No No No 3:30-dusk M-F, 8-6 Sat/Sun E Key "A" Faclity- High Quality turf, possibly with lights and few time restrictions "B" Faclity high quality turf, no nights and few time restrictions "C" Facility good quality turf, no lights, "D" Facility Fair turf quality, no lights, restriction on use time and close proximity to neighbors "E" Facility Low turf quality, no lights, no bathroom access and time restrictions Hours and field quality are only for reference and can change at any time ATTACHMENT B The Field and Tennis Use Guidelines provide additional information to support the Palo Alto Field Use Policy. Round Robin Procedures: Prior to the Round Robin brokering system, all participating organizations will have the opportunity to work out field usage through informal brokering. If the priority groups can reach an agreement, the Round Robin brokering system will not be required. In the event that groups cannot agree on field usage, a two-stage Round Robin brokering system will occur. The Round Robin brokering system is conducted in two rounds. The first round includes all the field selections for an individual organization based on their number of players that are Palo Alto residents. The total number of residents represented by the specific organization will be divided into “teams” using a pre-selected divisor (see Divisors below). For example, organization “A” is represented by 1400 residents / 14 = 100 teams in the first round of the Round Robin system. Organization “B” has 700 residents / 14 = 50 teams brokered in the first round. Each organization will broker slots based on the number of “teams” (residents divided by divisor). The Round Robin brokering process is conducted proportionately to the total number of residents in a given organization. For example, if there is an organization with 900 residents and a second organization with 100 residents, the first organization will be given 9 picks (10%) for every one pick (10%) of the second organization. The round robin continues until all residents within each organization have their needs met. Once each organization’s residents are accounted for, the second round of brokering will begin. Round 2 of the system then accounts for the remaining participants in each of the priority organizations. The second round works similarly, each organization accounts for its non- residents and creates teams based on the divisor. However, in this round the order is reversed, giving priority to the originations that needs the least amount of space. Field and Tennis Court Use Guidelines DRAFT Updated May 2013 ATTACHMENT B When choosing practice slots, each organization can pick four slots per turn, however no organization can select more then 20 percent of their needs in one turn so in the case that 4 slots is more then 20 percent then they select fewer slots per turn. When choosing practice slots, whole fields must be chosen, organizations may not select half fields unless authorized by the Fields Supervisor. When choosing game slots organizations will choose 1 slot at a time. The round robin process will take place for fields in each of the three different categories, Small, Medium and Large. Divisors Palo Alto playing fields are allocated in three sizes; small, medium and large. Fields are brokered based on size to insure age- appropriate field use. If organizations can show a set roster sizes then those roster sizes will be used as the divisor. If no set roster is available or a large roster range is used, the Fields Supervisor will use the following divisors for each field size. The divisor for small fields will be teams of 12 players; the divisor for medium fields will be teams of 14 players; and the divisor for large fields will be 16 players. FIELD RESERVE Once all priority brokering groups have reserved their allocated field space, staff will create a small reserve of fields that will be used for make-up games, substituting fields to accommodate field closures, and overflow for weekends with heavy use. Staff will use discretion in allocating these fields to users and will only reserve fields for the general public within a two week window. FEES Effective August 19, 2013 All fees for field rental are due and payable prior to the issuance of a permit. Any subsequent changes will be billed or refunded following the final rental date of the brokering period. If an organization fails to make payment in full prior to the following brokering period, they will not be allowed to participate in that season’s priority brokering. 1. Grass Field fees are as follows: Youth, non-profit, priority groups $5/hr Resident Rate $46/hr Non-Resident Rate $83/hr Non-Profit Rate $25/hr 2. Synthetic Turf fees are as follows: Youth, non-profit, priority groups $33/hr Resident Rate $61/hr ATTACHMENT B Non-Resident Rate $138/hr Non-Profit Rate $44/hr FIELD RELEASES Field releases by priority brokering groups will comply with the following guidelines: Weekday Slots:  Field releases received prior to the start of the permit will receive a full refund. Staff will give groups at least 3 full weeks before the start of the permit to give organizations enough time to make their schedules. Field releases received after the start date of the permit but prior to the 7th of the month in which the release occurs will receive a 50% refund. All releases received after the 7th of the month in which the release occurs will not be entitled to a refund. Weekend Slots:  Weekend slots may be released 3 weeks after the publication of the league game schedule for a full refund.  Releases received after 3 weeks of the publication of the league game schedule but prior to the 7th of the month in which the release occurs will be entitled to a 50% refund.  All releases received after the 7th of the month in which the release occurs will not be entitled to a refund. Users who are found to not be using the field and court space and not releasing can be subject to losing field space for the following brokering period. *One time rentals must release space two weeks in advance or no refund will be given. TOURNAMENTS Each priority organization may host one tournament per calendar year that will be eligible for priority use of fields. In order to limit impact on other organizations, the following standards must be followed. Tournaments can only be two days (Saturday, Sunday) and dates for the tournament must be provided to the Fields Supervisor prior to brokering for that season. Additional tournaments may be scheduled but fields must be obtained through brokered space, or negotiated among organizations and the Fields Supervisor. The Fields Supervisor will attempt to avoid scheduling two tournaments in the same month. If two tournaments are requested for the same month, tournaments that have run in prior years will receive priority. If two new tournaments are requested, the tournament with the least impact on other groups will be selected. Organizations not participating in tournament play may request alternate space if available. ATTACHMENT B WET FIELD POLICY Rain Hotline 650-329-2697 1. Grass fields will be closed only when play on the fields would result in significant damage due to water saturation. In general, closure will not be based solely on weather reports, but rather on the actual presence of saturated fields and/or significant precipitation in Palo Alto. Users must decide if the field is safe for its participants when the field remains open during the beginning of rainfall. 2. When rain is anticipated on weekends or during school breaks, staff will attempt to update the rainout hotline message before 7:00am and subsequently as needed. During the work week, staff will attempt to make updates by 2:00pm. 3. Once a field is closed for the day, it will not be reopened the same day. 4. If a field is closed during the day, staff will attempt to provide an hour of lead time so groups may complete any play currently on the field and provide advance warning to teams and referees scheduled to use the fields. However, if staff are unable to provide advanced notice, organizations must comply with the Wet Field Policy and leave the field as soon as the field closes. 5. Organizations are responsible for checking the rain hotline during inclement weather or rain. 6. The City of Palo Alto expects field user organizations will take the field condition and preservation into account regardless of field closure status. 1 Frequently Asked Questions Regarding the Proposed Changes to the Field Use Policy 1. What is the Field Use Policy? The Field Use Policy defines how field resources are used. It affects all organized sports (soccer, softball, lacrosse, etc.) and covers many issues including the eligibility criteria and guidelines for "priority brokering" of the City's athletic field resources. "Brokering" is a systematic process of assigning athletic resources to users, and "priority brokering" is the process of brokering athletic field resources to a set of users that meet certain eligibility criteria giving them preferential resource access. 2. Why was the policy reviewed and how was use input solicited? The Parks and Recreation Commission committed to reviewing the policy routinely when it was adopted in 2009. This year, at the urging of some members of sports organizations who participate in the field brokering process, the Parks and Recreation Commission decided to review the policy and reach out to all Palo Alto sports organizations to learn how the policy is working, and if it could be improved upon. Feedback was received by staff and Commission members that the policy could be improved in several areas. As a result, staff and a Ad-Hoc Committee of the Commission worked with a wide range of Palo Alto based sports organizations and solicited public comment before and during the process of drafting a revised policy. 3. What changes were made to the policy? There are several recommended changes to the policy, most of which are agreeable among all users:  Field brokering by age  Practice and game slot definition  Defining rules for day light savings.  Tournaments for priority organizations  Adjustments to adult play  Eligibility for priority brokering 4. What suggested policy change has caused AYSO to be so concerned? The significant policy change that most troubles AYSO (American Youth Soccer Organization) is the elimination of exclusive priority brokering to their organization. The current Field Use Policy states that the top field brokering priority goes to all non-profit organizations with "non-select" or "open"; (no try-outs for recreational teams) registration and greater than 75% residents within their organization. These organizations currently choose fields and time-slots for all of their field needs ahead of all other organizations. In response to concerns that Palo Alto residents were disenfranchised by allowing a “super-priority” category (particularly as applied to youth soccer), the recommended 2 policy changes the eligibility criteria for priority field assignment, by eliminating the "open" or "non-select" priority category. Instead, it bundles all non-profit organizations that are at 51% or above residency into a single category for priority brokering that distributes priority field selection based on pure resident numbers. The policy recommendation is intended to put Palo Alto residents first, independent of the player’s organizational affiliation. The policy change is further intended to provide stronger incentive for organizations to increase the number of residents than in the past; the more residents an organization has, the more priority field space they get. 5. What does it mean to broker fields based on pure resident numbers first? An example of how this would work is below (numbers are for illustration only): Organization “A” – 2000 participants, 100% residents Organization “B” – 600 participants 51% residents These two groups come to the round one priority brokering table with the ability to reserve fields for residents only. The number of residents will be broken down into teams of equal size based on age group. This example uses team size for older youth and adult divisions. Organization “A” would broker for 2000 participants, all residents Organization “B” would broker for 306 participants (51% of 600), all residents Organization “A” has 2000 residents divided by 16 = 125 teams brokered in the first phase. Organization “B” has 306 residents divided by 16 = 19 teams brokered in the first phase. Each resident team will receive two practice slots a week and 0.55 game slots per weekend. The round robin brokering process is conducted proportionate to the total number of residents in a given organization. For example, if there is an organization with 900 residents and a second organization with 100 residents, the first organization will be given 9 picks (10%) for every one pick (10%) of the second organization. The round robin continues until all resident needs are filled. Only after all Palo Alto residents are provided for will a second round robin brokering take place to accommodate non-resident participants, for organizations that have at least less than 100% residents and more than 51% residents. 3 6. Does an organization with 51% residency receive the same priority as an organization with 100% residency under the proposed policy? No, priority is not determined by organization. The proposed eligibility system is designed to give equal priority to residents. Any group with non-residents that meets the 51% threshold of residents would not be able to accommodate the need for non- residents until all resident needs are met. 7. How was the 51% threshold decided on? The 51% minimum for Palo Alto residents was intended to ensure that any organization using the fields has a majority of Palo Alto residents. The City has been able to meet the field needs for organizations that meet that threshold for the past three years with the current inventory of fields. However, under the old policy, residents playing in an organization with less than 75% residents have not had access to preferred fields and time slots, resulting in a 2-tiered treatment of resident players. 8. How will the new policy affect current priority organization groups? The Parks and Recreation sub-committee that worked on this policy change believes there is sufficient field inventory to implement this policy with minimal disruptions. Organizations will need to make some concessions on first choices of fields for the benefit of other residents with different sporting preferences. Additionally, the proposed new policy establishes that the City holds some fields in a reserve so that priority organizations can exchange field slots due to unanticipated scheduling needs or obtain additional inventory within policy guidelines. 9. Does this policy value one organization over another? The recommended changes to the policy are not intended to favor any organization. The proposed field brokering process is based on actual number of residents being served in any organization 10. Why does the Field Use Policy provide access to fields for organizations with less than 100% residents? Palo Alto residents have different sporting preferences for them-selves and for their children, from highly competitive to community based recreational interests. Allocating field space in a balanced and fair manner appreciating the different interests of Palo Alto residents is primary objective of the field use policy. 1 COMMENTS FROM COMMUNITY MEETING PROPOSED FIELDS USE POLICY March 12, 2013 Below are the themes heard at the Community Meeting, along with the notes taken representing specific comments shared by those in attendance. General Themes:  AYSO and Club soccer are both highly valued by Palo Alto residents. Many who spoke at the community meeting indicated that they have at least one child playing with AYSO  while another child plays for a club team.  Participants regard AYSO as a great organization with which they have had a great experience.  Need to insure that AYSO is not weakened as an organization.  Most people in attendance believed the new policy would have minimal impacts to AYSO.  Participants felt Club soccer offered unique opportunities for children not provided by AYSO.  The proposed policy appears to be a reasonable and fair approach to allocate fields among Palo Alto based sports groups.  Participants felt there should be compromise on the part of all organizations, including AYSO, and a willingness to work together. Concern with policy (AYSO specific):  We need to listen to AYSO and be concerned about whether the current policy is a detriment to AYSO.  If changes occur quickly, then AYSO may have a problem.  If the policy affects AYSO, it will eventually affect club teams since AYSO is the gateway into club teams.  When AYSO goes first it does not take highest quality fields (turf fields). If AYSO is forced to come to the table with the Clubs it is going to take more turf fields than it really needs.  Most important concerns for AYSO are distribution of fields and predictability in scheduling. AYSO wants neighborhood fields and the same fields year after year.  The proposed policy does not work, staff and the sports organizations attempted a mock brokering using last year’s registration numbers and AYSO chose fields that the clubs typically want, that in fact AYSO does not typically need or want, but we did so anyway so we can trade with the clubs later – nobody wins with this this proposed policy.  The proposed policy looks like Sunnyvale in which AYSO has been decimated. 2  AYSO leaves the best fields on the table.  AYSO has used the same brokering form for years, and has used the same fields.  The proposed policy may be suitable for other clubs, but is not suitable for AYSO.  Two groups are under-represented; groups with less than 51% residents and residents who play in organizations outside of the City.  Not all advanced players go on to club play.  Higher end players want to play on higher end fields, but other kids want that opportunity too.  Numbers don’t tell the whole story; using pure numbers a club team that gets a high quality field might only have 20% residents on the field. Support for the policy:  Didn’t like the old/current policy because it gave special treatment to one group; the proposed policy is much better.  Adult soccer leagues want to support the new proposal even though it is not perfect, it is better than the current policy.  The proposed policy gives preference based on residency, and is not based on the philosophy of the specific club.  Some things need to be worked out, and that can be done at brokering meetings.  Stanford Soccer Club allows teams to stay together over time, which would not happen in AYSO.  Likes the competitive nature of the other clubs.  Higher level players want to play more competitively, but need to include players from other cities to put together teams.  Supports using the population to disburse fields fairly.  The 51% threshold is good, because how do you make a distinction between 60% or 70%, etc?  If teams have less than 50% Palo Alto players there is no rational way to segregate them further. Why should a team with 70% residents have priority over a team with 60% Palo Alto residents?  The current policy is untenable.  Supports the new policy and thinks it is fair.  Child wanted to play club soccer while parents preferred AYSO and Club soccer turned out to be the best choice for their child.  All organizations should be nourished; we should accommodate predictability for AYSO but at the same time make brokering fair for kids in Club soccer.  Feared club soccer would not use positive coaching techniques, but their fears turned out to be completely unfounded.  AYSO did not used to go first in choosing fields. Once AYSO got to go first, they stopped working with the clubs and clubs could not get what they needed. The new policy puts AYSO and Club residents back on equal footing; they need to be 3 at the brokering table to work together which is what they used to do. Let's all get what we want. Only when things run out is there a problem.  Every child should be able to play soccer at whatever level they prefer.  Love AYSO but appreciate the opportunity to play for other clubs.  1,600 AYSO players are under 8-years-old and are not using fields used by competitive clubs.  Palo Alto is a soccer community.  Availability of good coaches and fields determine kids’ ability to play, either in AYSO or with club teams.  Often once kids reach 8-9 years or more, they move to club play.  Want a fair system and don’t see the anticipated negative effects on AYSO.  AYSO and clubs don’t want the same fields.  Desire expressed that they want everyone to get along together.  The clubs offer a higher level of soccer.  AYSO and clubs have different audiences.  Clubs are also non-profits; this is not exclusive to AYSO.  Youth should be able to play whatever type of soccer they prefer.  All parents volunteer, in both AYSO and club teams.  Parents don’t complain about the location of practices.  The unpleasant communications (from AYSO) need to end, as well as questioning the integrity of club soccer.  Palo Alto Soccer Club is a great organization as well as AYSO, and has provided children with a positive experience in every way.  If children don’t have the opportunity to have different club experiences, they do not grow in the sport.  Youth deserve the chance to select their playing experience; kids are entitled to the right fit on the right team.  Youth thrive in both AYSO and club teams.  Palo Alto residents in clubs need fair representation for the brokering process.  One of the unexpected outcomes of this process has been improved communication between the various soccer organizations.  There are enough fields for everyone.  We need to distribute the fields fairly.  Important for adults to get along.  We need AYSO and clubs and the exchange between them, such as kids who play AYSO, go on to club play and then come back to help coach AYSO.  After the first year of the new policy, evaluate what worked and what did not. Comments on scarcity of some field resources:  Palo Alto has grown, and the need to be more efficient with fields has become a necessity.  5:30pm time slot is in high demand, and there are not enough of those slots. 4  Older players are looking for quality fields.  The needs of youth players and adult volunteers should be looked at separately.  Club soccer sometimes pays coaches who prefer back-to-back slots because this is what they do for a living; and in winter can only do this on lighted fields. Direct quotes from Comment Cards:  “All my kids learned soccer with AYSO and at some point moved to club soccer. Both organizations can coexist peacefully. The new policy seems very fair.”  “Optimism is warranted.”  “I have four girls and they all started with AYSO and played AYSO for many years. Now three of my girls play PASC, one of those three also plays AYSO and one only plays AYSO. We would love for the field choice to be equal among the clubs – and my husband plays in the adult league.”  “My two kids both played AYSO and enjoyed it. Now, one child has continued at a more competitive level on a club team. I’d love to just make sure that our club team has good access to field selection. So many Palo Alto kids who want to pursue playing soccer as they get older will be playing on a club team.”  “I’ve been a teacher in the district for 10 years, and have had students that participated in both AYSO and club soccer. Kids have equally positive experiences. I’m also a parent of two boys – one has played AYSO and now plays club soccer. I think both programs have value and should be given equal consideration. I do feel that emails from one side, that question the integrity and value of the other [side] should stop.”  “AYSO is a unique organization versus ability for club teams to find spaces to play.”  “Competition in sports isn’t defined by a city line; it’s a regional-community environment.”  “The proportionate representation policy seems fair and reasonable. I commend the City of Palo Alto for making the change – a step in the right direction.”  “We should keep developmental assets in mind when brokering and ensure that we make soccer accessible to as many kids as possible so that the kids in our community thrive. I would like to see younger kids placed on fields closer to home – this is in line with Palo Alto’s desire to be green. Davis made changes years back to achieve this. I’m supportive of the proposed policy to give priority access to fields based on the percentage of residents.”