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Home My WebLink About0363.092,1 I I I , ~ , ' , , . . . "'.., ; 2 -,-" July 3D, 199"2 The Honorable City Council Palo Alto, California l\g~'eement with Pa.J..Q ____ ~_tt __ 9 r;J __ [~if.i-;d Sc_hool __ ~.Jltr; __ r::: __ 1:; ___ for City of Palo Al to sc:bedulj.J19. of School pJst.;ricJ At.h __ J,. __ 't~:j:j,. __ c:;: Fields for Non-Sc:!Loo~ Use Re_p __ Q.£_~ __ in Brie:! This report requests City Council app~oval of the attached Agreement, under ',,'hie:l t.ne City ot Pale Alt·:. \.'ould schedule Falo Alto Unified schoel Clstrlct at~letic fields and collect rental fees from certain field users. The City has been scheduling the athletic fields for the Dist.rict. for the past ten years. Ho~ever. in the past, no uzer-fees have been a::::sessed to field users. This contract would give the City the authority to charge hourly user fees for Dist~ict athle~ic fields. The District would receive 80 percent of the ccllected fee revefllle to be u5ed solely for lIli:llinter.ar.c..: and r-~novacion of field [deil ities. The City 'II.'oIJld retain 20 percent of the ccllected fees to help offset staff costs incurred in adroinistEri~g ~he program. T',.;o times :oer year Recr02:H Lon Divisio,1 staff r;,eets · .. ,dth the various youth and adult sports groups to allocate playing fields on both City and District pr-oper-ty. Prier to each meeting, citjo" staff Sllrve'lS potential Llser 'o.rc'...lCS to der.er;~:ine r..'hat pcte:1ti~l field use co~fllcts ~xist for th; ne~t six ~onth period. Utilizing the fo!!o',..;i!1g criteri<~, City st,3.i[ :Jetermines the prior'ity of the various groups. Use priority is as fQl1o~s: 1 Ci ty/ District prog!'"ar:;s ard activities 2. Youth groups, in 5E:3S0n 3. Adult '-:Jroups, 1 !'"; seas,~" 4 • Youth grauFs, GEf sea~=;Cll 5. Adult gr-oups, eff ~~as:J['; 6. Other u~:er5 C~J;': 363: SJ2 :~~~~ ... ,,; . ,"; ·,~~r~-s - 1 l· 1 I , Page Tlo.'O At the s€I:',i-<) 1:1'.J31 ~_C'etir"J: regarding u~er sched~les fo! cit'; the st~ff ~akes the final d~cisions f:Jllo"'in~ six r.,cnt~, period. The pro~osed agree~ent ~ill 0na~le field users to cocrdinate their field use ne~ds at one p~ace. ~ith t~e City Recreation Di\'ision. The S-chool eise.ric!" ,-,"ill te relie'w'.::d of the need to manage reservatjo:1 requests 3<t. a,ll Df ito; ar-hleti~ field sit-~.s.. The City will be able to chacge use~ fees in an equitable man~er for park esr.d school field USc~S. ,l..t this tl::l€, fees are proposed only foY adult user groups. The School Dis~rict ~:ill recei'~e revenue from field users, which the District is CObDitting tc use an athletic fielci maintenance 3~d improveiT1ents. The Ci't-Y ',:ill recover revenue to c-ov-:r F.eccea:t.ion staff th-l€ schedi,j~ ir'g c::.sts. Staff reco~rnends tr;at the City ('ouncil apprc,v€ and a:lthorize the Mayer to execute the att~chej ~gree~ent. undEr ~hich the City of Palo Alto '~;111 scheju~e :t-'alo Alt.o Urdfied School Vistrict athlet.ic fields for non-schoo] use and ~harge rental fees for such use as set forth in tne lS9?-:99] M~~icipal Fee Schedule, RespectfulJy sutri~teJ, .1 ~i~trict ~'p:ri,;g/S,.n-,r:, .. ;r Sample Field Process L-etter CMH: 363: s<' ';/ -~ [I 1 ! I ~ of August Attachment 1 AGREEMENT BETWEEN THE CITt OF PAUl ALTO AND THE PAUl ALTO UNIFIED SCHOOL DISTPICT FOR NOtl-SCHOOL AT"rlLETIC FIELD USE THIS AGREEMENT is made and entered into this 1st day , 1992, b~ and between the CITY OF PALO ALTO, a municipal corporation of California, hereinafter referred to as "CITY,· bond the PALO ALTO UNIFIED SCHOOL DISnnCT, a public school district of California, \dth offices at 25 Churchill Avenue, Palo Alto, California 94306, hereinafter r~ferred to as "DISTRICT" ; WITNESSETH: WHEREAS, CITY and DISTRICT desirE that CITY adrniniste4 for DISTRICT tt.e non-school use> by private individuals or groups of DISTRICT's athletic fields; and WHEREAS., CITY and DISTRICT intend that CITY will charge rental tees for DISTRICT's athletic fields and reimburse DISTRICT for Eighty Percent (80~J of th£ revenue CITY collects for such rentals unae:t' this Agreement; and WHEREAS, the parties intend that DrSTRIC~ will expend all revenue it receives from CIT¥ under this Agreement for the pu~se of improving, maintair:ing and renovating DISTRICT's athletic fields and for purchasing athletic field equipment: NOW, THEREFORE, in consideration of their mutual covenants, the parties hereto agree as follows: SECTION 1 -DEFINITIONS L 1 £.I.TI '{'he term ·CITY'" shall mean the City of Palo Alto, inclUding all the territory lying ""ithin the municipal boundaries of the City of Palo Alto, California, as presently existing, plus 1 ·.-~LT&!. P 5" • C • • • • )pt, -.. " ':.1 - () all t.erritory Whi';;? may be added thereto dlJring the term of this Agreement by annExation or otherwise. The term ~City Manager" ~hall ~~an the duly appointed City Manager of the city of PAlo Alto, California, o~ his designated rep~esentative. 1. 3 CITY CLERK The term "City Clerk" shall mea~ the duly appointed city cle~k of the city of Palo Alto l California, or h~r designated representative. ThE term PDISTRICT,I shall :!!lean the Palo Alto Unified School District l as present~ly existing, including all the territory lying within the boundaries ot the DISTRICT. 1.5 RISK MANAG~B The term "Risk Manager'" shall :mean the duly appcinted Risk Manage~ of the City of Palo Alto, California~ or his designated representative. 1.6 SUPERINTENDENT The term "S1..lperi .. te.ndent" shall mean the duly appcinted Superintendent of the Palo Alto Unified School Dist~ict or his or her designate a representative. ~TION 2' -PRo...JECT cOORO.Jl-'ATION The city Manager shall be representative of CITY for all purposes under this Agreelnent. The Director of the Recreation, Open Space and Sciences Division of the CITY Community Services Department is designated as the PROJECT MANAGER for the City Manager, and shall supervise the pr~ress 2 ... , , and implementation of this ~greementl and shall be assisted by his deslqnee~ the CITY PROGRAM COOP~INATOR, 2.2 DISTiUCT The Superintende~t shall be representative o~ DISTRICT for all purposes under t.'1is Agreemer.t. Walter Freerna!1 shall be the PROv~CT DlRECtQR for the Sup~rlntendent and shall have overall respOnsibility for the p=ogress and execution of this Agreement for DISTRICT. C:ECTION 3 -DUTIES OF CITY CITY shall provide the following services under this Agreement: 3.1 Schedule, reserve and rent DISTR!CT's athletic fields located at the schools listed in Exhibit "A" attached hereto and incorporated herein by this reference (the NFields"), to individuals or gro~ps for use by adult and youth athletic groups at such times when school is not in session and school activities a~e not taking place (hereafter ftnon-school use~} ~ CITY shall be solely responsible for the coordination and scheduling of requests fer the reserv~ticn and rental of the Fields for non-school use, subject to DISTRICT's prior approval, during the term of this Agreement. 3.2 Bill and collect all rental fees for the Fields from the individuals or groups, as set forth in the fee schedule attached hereto as Exhibit rBn and incorporated herein by this reference~ The parties agree that youth groups shall only be charged a deposit fee~ as provided under Exhibit B. The parties also acknowledge that youth groups may be charged rental fees at some future dats l but only When Exhibit B has been amended to reflect such fees under a written amendment to this Agreement~ 3 ...., ..... , ... : .. ,J~;;"fl!ll ... 'C:., "'.I1_ •• · .••• :.llIiIliO:'· -"";"~",,,, •.•• ,._<--" !; - - ".-, .' ':-"'. ,- ".;. .. -" 3.3 Issue a completed Field rental permit to each Field individual or group user, in the form attached hereto as Exhibit "C" and incorporated ho:!:tein by this refero?nce, prior to aMY use ~t ~~e Fi~ld by an individual or group. 3.4 Monitor and e~force the permittees' USE of the Fields, to determine whether such use complies with the conditions of the permits. If a pel~itt€e'6 use of a Field does not comply with the conditioOlS of the particular permit, CITY shall deny the permittee further use of the Field. 3.5 Provide DISTRICT with one (1) copy of every permit issued for the rental or use of the F'ields. 3~E Provide DISTRICT on or before February 1, 1993, and on a semi-annual basis thereafter, with a financial report which describes the revenues CITY has collected from Field rentals under this Agreement during the preceding time period. 3.7 Provid~ DISTRICT with a prioritized list of Field maintenance and improvement projects and equipment purchases~ as required under Subsection -4.4 hereof, to assist DISTRICT" in its determination of which projects to pursue and what ~quiprnent to purchase. 3.8 Notify Field permi t l"lolder~_ under this Agreement of DISTRICT's intended Field maintenance and improvement projects, as provided under Subsection 4.4 hereof, and of any Field closures that may become necessary to allu~ for the construction of said projects. SECTION 4 -DUTIES OF DISTRICT DrSTRICT shall provide the following services under this Agreement: 4.1 Provide the Fields for CITY to schedule, reserve 4 - '" and rent to privatei:tdividuals or groups for non-school use. 4.2 Improve~ rep~ir and ~aintain the Fields, including any facilities located on the Fields, in a safe c~ndition, consistent with r-eqular sports usage and as may be reasonably necessary for use by the Field permit holders. CITY shall not be responsible or liable fer any such maintenance, repair ~r improvement of the Fields~ 4~ I Deposit alJ revenue DISTRICT receive5 under this Aq~eegent, a~ provided under Section 6 hereof, in a separate and designa~e~ DISTRICT account. Funds from the account shall be e~ended only for the follo~ing purposes and as required under subsection 4.4. hereof: A. Field maintenance, repair and improvement, such as, but not limited to: (i) irrigation system installation, repair and use; (ii) mowing; {iii) turf repair: and (iv) watering. B. ~~rchase ~f athletic Field equipment I such as, but not limited to: (i) baseball and softball backstops; (ii) soccer goals; and (iii) bleachers. C. Field repair and renovation projects, such as, but not limited to: (i) redesign of ~xisting Fields: (ii) installation or repair o~ lightning: and (iii) develcp~ent of n~w athletic fields. 4.4 Provide CITY, on or before February 1, 1993, and on a semi-annual basis thereafter l with a report which describes all of DISTRICT's intended Field maintenance t renovation and i~provement projects, and its equipment purchases, as may be authorized fro~ the account described under Subsection 4.3 hereof. The report shall include the intended time period for 5 .;;-. completion of each project. The parties agree that, prior to DISTRICTts determining which i'ield. maintenance~ renovation, repair and improve.ment projects it ~ill pursue and what equip~ent purchases it ~ill make as a result of this Agreement, DISTRICT shall receive input from cITY and the Field permit holders in the follawing mam",er: For the first six (6) months of the term of this Agreement, Cl'l'Y shall hold monthly meetings with pen.it hol'5ers to discuss priorities for the planned projects and eq'J.ipment purchases. CITY shall develop with permit holders a prioritized list of maintenance, renovation, repair and inprcvernent projects and equipment purch~ses needed for use of the Fields. On~e the prioritized list is developed, CITY shall present said list to OISTRICT~ DISTRI~ shall consider this prioritized list ~hen DISTRICT Qetermi~es ~hich projects to pursue and which equipment to purchase. CITY shall be responsible for organizing the monthly ~eetings~ Thereafter~ such meetings shall be h~ld only every six (6) months. 4.5 Provide CITY on or before :F'ebruary 1, 1993, aond on a semi-annual basis thereafter~ with a financial report ""hich describes when and ho .. r DISTRICT actually ~~pended any revenue it received ~nder this Agreement. The report due February I, 1993 shall include expenditures from the commencement of th~ term of this Agreement through Cecemher 31, 1992~ The report due August 1, 1993 shall include expenditures from January I, 1993 through Ju..'1e .30, 1993 ~ SECTION 5 -LAWS TO BE 98SERV.EP CITY AND DISTRICT shall cooperate in prcC"~ring all permits and licenses I paying all charges and fees, and giving a)l 6 . $1-:; -, j ., - .; ....... - not, ices which may be necessary and incident to the due and lawful prosecution of the services to be performed under this ~greeme~t. SECTION 6 REvENUE rn conside,ration for its use of the Fields under this Aqreement~ CITY shall pay DISTRICT eighty percent (80\) of all rental revenue CITY collects from the Field perlDit hclders* CITY shall retain the remai~inq twenty percent (20'1 of the revenue eollected~ CIT, e;hall make the payments to DISTRICT on November 1.. 1992, Febr".J.ary I, 1993, May I, 199) and August I, 1993* Each payment shall consist of eighty percent (Sot) of the rental revenue CITY colle:cted during the preceding quarter. l>..ECTION ? -TEEM This ~9ree~ent shall commence on August 1, 1992 and 6ha11 termin.ate on August , 1993, unless it is terminated sooner as provided herein. SECTION B -EXT_ENSION OF TERM In the event that the services called for under this Aqreement are not completed within the time specified above. the Superintendent and the City Manager shall have the option to extend the time far completion. Neither ttle City M2.nager nOI." trle District Superintendent shall have the al.f~ho~ ity to exte:nd the tme for completion without the consent of the ot.her. SECTION 9 -TERMJJi}\TION OJ:, SUSPENSION OF AGREEMENT Either CITY or D!STRICT may suspend or te~inate this Ag~eement, without cause, ~y giving thirty (30) days' prior ~ritten notice thereof to the other party. SECTION 10 -~.S$IGNMEN'1"; SUBCONTRA~OPS; E'MPI.P~ 10. 1 ASSIGNMENT Both parties shall give their personal attention to the 7 faithful performance of this Aqreernent and shall not as~ign. transt'er, convey, or othendse dispose of this Ag;:eement or an}' right, title or inter.est in or to the. same 0.(" any part thereof without the prior written consent of the other ~arty, and then only subject to suo:;h terms and conditions as the other party ma:r~ ~equire. A consent to one assignment shall not be deem~d to be a cons~nt to any subsequent assignments. Any assign~ent without such ~pproval shall be void and, at the option of the other party, shall terminate this Ag~eement and any license or privilege qranted herein. This Agree:nent and any interest herein shall not be assignable by operation of law ~ithout the prior written consent of the other party. 10.2 SUBCONTRACTORS: EMPLQYEES 10.241 DISTRICT's Subcontractors and Employees DISTRICT shall be responsible for ell'.ploying or engaging all persons necessary to perform the services of DISTRICT hereunder. 10.2.2 CITY's Subcontr.actors and E!l'l'oJ..c;wees. CITY shall be responsible for employing or engaging all persons necessary to perfon: the services of CITY hereunder. SECT19N 11 -NOTICES All notices hereunder shall be given in writing and mailed,. postage prepaid~ by certified mail/ add.r-essed as follows: To CITY: Office of the City Clerk 250 Hamilton Avenue Palo Alto, CA 94303 To DIS'I'RIC'I": Superintendent of Schools 25 Church ill Avenue Palo Alto, CA 94306 s \ SECTION 12 -INDEMNITY 12.1 fiTYlS OBLIGATIQN TO INDEMNIFY DISTRICT CITY shall protect, indemnify~ defe~d and hold harmless DISTRICT trOA and aqainst ~ny demands, claims l liebility or expense on account of suit.s, verdicts, judgments, costs or claims of any nature or kind arising out of, or in any ~ay connect~d with, CITY's perfo~ance or nonperformance under this Agreement~ including CITY's operations on, possession, use, manage~ent, alteration or control of DISTRICT's property under this Agreement, except fo~ a~y clal~s or liability, or portions thereof, arising from the concurrent or sole: negligence of DIS7RICT, its officers, employees or agents, or as expressly provided under subsection 12~2 hereof~ 12.2 DISTRICT'S OBLIGATION TO INDEMNIFY CITY DISTRICT shall protect, indemnify, defend and hold harmless CITY from and against any de~ands, claims, liability cr expense on account of suits, verdicts, jUdgments, costs or claims of any nature or kind arising out of, or in any ~ay connected with, OISTRICTrs performance or nonperformance under this Agreement, including DISTRICT's operations on, possession, use, m~naqement, maintenance, improvement, ren~vation, repair, alteration or control of DISTRICTrs property, including the Fields and any faciiities located or to be located thereon, und~r this Agreement, e)(cept for an;," claims or liability, or portions thereof, arising froc the concurrent or sole negligence of CITY, its officers, employees or agents or as expressly provided under Subsection 12.1 hereo!. 9 " .... ,./' SECTION 1;1 -ItJSUAA.'1'CE 13.1 DISTRICT, at its sole cost and expense, shall obtain and. maintain, in full force and effect throu'~hout the entire te:n:J of this Agreement l the commercial general liability insurancE' coverage described in Exhibit -D", ~ttached hereto and incorporated herein by this reference, in tbe ~~ount of One Killion Dollars ($1, OOO,OOO), ir.sl.;;ring not only DIS"!'RICT and its subcontractors, if any. but also CITY, its officers, agents and employees, and e3.ch of them, ..... ith respect to DISTRICT's participation in this Agt"eement and trlc activities and services performed by DISTRICT under the provisions of this Agreement. 13.2 DISTRICT I S :2'ER'rrFICATES QF INSUPANCE cartificat:as of DISTRICT's insurance, required by section 13.1 herein, shall be filed with CITY concurrently ~ith the execution of this Agreement. said certificates shall be subject to the approval of the CITY's Risk Manager and shall contain endorsements stating that said insurance will cover the DISTRICT and CITY for any claims or liability arising iI'om DISTRICT's participation, activities and servicss performed under the provisions of this Agreement ana '.,rill nat he cancelled or altereo ~y the insurer except after filing with the City Clerk thirty (30) days! prior written notice of such cancellation or alteration. The endorsement shall also state that CITY is name.d as an additional insured under the t:srms cf section 1.3.1 of this A9reement~ Current certificates of such insurance: shall be kept on tile at all tiInes during the term of this A.greelT,,=nt with the City Clerk. 10 13. ) CITY'S REQUIRED INSURAN~£ CITY, at its sole cost and expense, shall maintain .. in lull force and effect throughout the entire term of this Agreement, its self-insurance progr~m for general liability de5critHec:! in Exhibit J"EIf, attached hereto and incorporated herein. by this reference., in the amount of One Mill ion Dollars ($1,000,000), insuring not only CITY and its subcontractors, if ~~y, but also DIsTRICr, its officers, ~gents and employees, and aach of them, with respect to CITY's participation in this Aqreement and the activities and services performed by CITY under the provisions of this Agreement. 13.4 CITY'S PROOF OF INSLrythNCE CITY shall provide DISTRICT with written proof of CITY's self-insurance program, required by Section 13.3 hereof, concurrently with the execution of this Agreement. Said proof of the self-insurance progr3m shall be subject to approval hy ,DISTRICT's Risk Manager and shall contain language stating that said insurance will cover CITY and DISTRICT for any claims or liability arising from CIT'i's participation, activities and services. performed under the provisions of this Agreement and will not ba cancelled or altered by CIT¥ ~xcept after thirty (30) days' prior written notice to DISTRICT of such cancellation or alterations. The language shall also state that DISTRICT is named as an additional insured under CITY's self-insurance program under the terms of section 13~3 of this Agreement. SECTION 14 -"!lDITS DISTRICT agrees to permit CIT):-to audit, at any reasonable time during the term of this Agreement and for three (3) years thereafter, DISTRICTfs records pertaining to matters 11 'i , I , • . .................... At. $ ~ ""." ~) covered by this Agreement. DISTRICT furtheI' agrees to maintain such records for at least three {3) years after the term of this Agreem.ent~ CITY agrees to permit DISTRICT to audit, at any reasona~:e time during the term of thi$ Agreement and for three (3) years thereafter, CITY's records pertaining to matt~rs covered by this Agreement.. CI'I't further agrees to !!1iiintain such record:!:: for at least. three (3) years after U'je te~_ of this Ag.i:"eement. SECTION 15 -AGREEMENT BINDING The terms. covenants, and conditicns of t.h':s Agreement shall apply to; and shall bind, the heirs, successors, executors. administrators, assigns, and subcc~tractors of both parti~s. SECTION 16 .-WATVERS The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provision, ordinance, or law shall not be deemed to be a waiver o! any other term, covenant, condition, ordinance, OI" law or of any subsequent breach or violation of the same or of any other ter!Il, covenant, condition, ordinance, or la .. ·. SEQ'I.ION'" 17 -COSTS AND AT'!'QBll...I:'y-!' FEES The prevailing party in any action brought to enforce the terms of this Agreement or arising out of this Agreement may recove.r its reasonable costs and attorneys I fees experdied in connection with such an action f~om the other party. SECTION 18 -:-4_GB_E:_EMENT CONTAINS A[,L UNDE.B.STANDINGS;_ bMENDMENT This cocument represents the entire and integrated agreement between CITY and DISTRICT and supersedes all prior 12 - -" ,:,<;~. :~"':~' .-.. ' , ~ .,,"", negotiations, representations, and agree~ents, either written or oral. This document may be amended only by written instrument, signed by both CITY and DISTRIC~. SECTION 1 9 -GQVERNING I...liE This A9ree~,ent shall be governed by the laws of the State of California. IN WITNESS WHEREOF, the parties heret,o have .executed this Agreement the day ana year first above ~ritten. CITY OF PALO ALTO Mayor .ATTEST: city Clerk APPROVED AS TO FORM, Assistant City Attorney APPROVED: Director of Finance . Risk Manager APPROVED AS TO CONTENT: PALO ALTO UNIFIED SCHOOL DISTRICT By: O~IZ6-~,,~ Its: Superinte'ldent Taxpayer Identification No~ 94-2168440 Director of Community Services Attachments: EXHIBIT "A" EXHIBIT "'Br, EXHIBIT "C' EXHIBIT lion EXHIBIT "E" LIST OF DISTRICT'S J..THLETIC F'IELDS FEE SCHEDULE FOR PROGRAM PERMIT DISTRICT'S INSURANCE COVERAGE CITytS INSURANCE COVERAGE 13 • -.--"',--~-- i I i r! '. , 'j I (10'01' ~ RECREATION u..::~ S1em centel 1305 1r,11dd1ef~1d Ad. Pat) An::I, CA ~1 "I ;'Ju.<:261 , ,. , Attachment 2 1~92-93 F~LL!~]NTrR FIEL~ USE REQUESTS FiEld reque~ts for the pericd Septemter I, 1992-Februarr 29, 1993 ar ... no· ... beirg acctpted. B .. se,l upon rast request::;, t~e number' of field I€:~uests 'oi11 far exceeoi the available space. This :nay necessitate ap;.lying the "l;SE PRIORITIES" to all requests. If j'Ou are a retu:ning requ~stc:-~ loc,,", back to Jo~r ACT~Al PERMITS from last year to see what ~as appro,ed for Jour grD~p. ~h3t you REQUESTED may not h~ve been ~hat .. as approved. Ple,J,s:e belp us 'tl'J req'Jesting only ... ·hat yr:.l! actually need~ Pl'2ase note the follo .. ing Io'h""n filling-out your req~est forms: I. 2. 3. At this time the o~ly field of are November I S-March I (both ~occer). The turf at refurbished over the ~lnter closures thet ~e are a~3re at Teratan 112 acd GY€er #2- both cf these fields will m;:J r. t h s. Duveneck School fair .. ill be held in mid-October. Call the school for t~e date after September 8. All open ~l€mentaI' school sites have afterschool day care programs. All permitted Sroups need to be st.!!"~ that tbere is ope~ space available for da~ care activities~ ·Iie ',dll attp.rr.:pt to c{:nr..?<ct tb.e dav care site coordinators and provide permitted gro~p5 with a list ~f any concerns frem thp site coordi~ators. P'ease submit J'our req~ests tc Lucie Stt'rr. CCOlter, 1305 :-Uddle:field Rosd, Palo Alt:::-, Ct.., 94301 by 7;00 p.m., Frida."\', July Hl, 1992. The Cen'C.E-r office is Of:€n ,"1Qnday t1HOtlgh Friday, 8:30 a.m. to 7:0(1 p.m. !,fark ell e[] ... elc~,es "Field Requests." The fielc use rneetj tig is sch",duled fer I ;8C: ;:,.IT:., 'lliedTIo?sdBY, J~l~ 22, 1992 i'J R':"J!l1 D·6 al Cubberley Center, 4000 Middlefield Road, P!lo Alte. Please note: ~. Only one application/permit form is ~0W required. The City and Scbool District have COffibined the application process aud only OIle (1) form is required for field. space use. Enclclsed is a cCopy of the field reql.:E'st form. Please make as many copies as you need. 2. For use of City and Sch-:'ol District fields, a $l,OOG,O'<~(! property damage and injury insur5~ce policy oa~i~g both the Cfty and Pala Alto Cntfied School District (PADSD) as additional insured must be on file ~ri;:Jr to your permit becoming valid. Fc'r""ard your certificate of insurance to us and \ore ;"ill make copies for tbe District. J . 4. '>, Fees for use of PAUSD sites sroups~ The fees for PAl)SD fees. Fees are as fcllc~s: • .-ill no',. a?Flr .sit~ use-are the a. Adu)..L..Groups [lsing Facilities tv all sa:::e as adult City Nonprofit groups (Must have non~r0fit corporation status and TAx ID n~~ber» Restd.ent. &'!O'.lpS 18/tl0'.1t" ~onreside~t groups Youth groups ..... il1 be re~\Jired to pa'j a .$75.00 facility USE' deposit for each sit~ r'eserved. Fields ~jll be monitored b, City staff Bod 2 $10 penalty fee will be Bssessed to any group not using reserved fields at the time requested. Groups may call the City Field Coordinator no later than two (2) vJrki~s days i~ advance to cancel a field reservation and avoid the neD--tISe fee. (Funds being. gen€f3ted !rOlT, the: rental of PIj,I;SD fields are being set asid£ by the School District for field and Equip~ent maintenan~e. re~ovation or improvement.) Be SPECIF:;:C. Fill-out the forms corepletely. (See sample) 5. Be realistic about taur reQIJest--do no~ ask for more space th&n you will need. Take a look at your actual use patterns for the previ~us year and base ~our r~quest upon that inf0rmetio~. Copies of 1991-92 Fall/~i~ter ~se permit schedules are enclo~ed. 6. Request fields by number. {See attached charts) 7 Come to the fielG meeting p:ep~red to ~egotiate in the event of conflicts \tIith other us€'r groups. If yeur gro:.lp is not represented and there is a conflict, Jour applicatio~ ~jll get second or third priority_ The meeting will be held at 7:00 p.m .• Wednesday~ JulJ 22~ 1992 at Room D-6, Cubberley Center. 5. 9. Permits aTe subject to cancellation roisu6Es or abuses a field. Examples: field, bringing alc.oholic bevera.ges ALCOHOLIC BEVERAGES ARE PERIfITTED DISTRICT OR CITY FIELD. if the pera.itted grot.:p Playing socc~r 00 a ~et onto a field> etc. NO ON ANY RESERVED SCHOOL Requests ~ill be approved. submitted after 7:00 p.m. on Friday, July 10, cDnsidere~ after all other re~uest~ have 19C)2 beer, , --" .... ' ........... "",-" 10. Use Priorities a. Palo Alto City Fecreation & School activities/pIogr~ms b. Palo Alto based youth organizations Dr groups c. Palo Alto ~ased adult Drga~iz8~ions cr groups d. Seasonal sports e. g. , Fall = soccer and football Spring; scftbail and baseball e. Out of season sports f. Non Pale Alto based organizations or groups 3 (:1 st:r let 11. One (1) pe:rson must be responsi ble fer-submi tti r;g appJ ications and serving as the cootac,: for each org2.nizatiC'L');. This person should attend the field aeeting at 7:00~ Wedn~sda,~ July 22, 1992 in Roo. D-6 ~t C~bber]eJ Center. 12. All dates are subject to change, pending maintenance schedule at City end District facilities. Thank you for your cooperation. PleB~e contact Susan or Be if you ha~e questions about the process. C\...4. ~ JoI/.n) \-1. lw'il1iams Re&feation Superint€nceot 329-Z.2S ~j~-~e-.=:i~~ Su~an Imai Fields Coordinat~r 3:9-2697 R -