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CITY COUNCIL AGENDA ITEM NO. 9

Meeting Date: August 12, 2003

Subject/Title: Adoption of City of Brentwood Parks and Recreation Department Affiliated Organization Requirements

Submitted by: Craig D. Bronzan, Director of Parks and Recreation

Approved by: John Stevenson, City Manager

RECOMMENDATION
Adopt the Affiliated Organization Requirements as recommended by the Parks and Recreation Department and Park and Recreation Commission.

PREVIOUS ACTION
November 13, 2001, City Council approved the City of Brentwood Coach/Parent/Participant Code of Conduct.

BACKGROUND
As the Parks and Recreation Department has continued to grow through programs, facilities, and collaborations, it has become apparent that we need to formalize our relationship with program providers who use City facilities or go through the City for use of School facilities. Staff met with representatives of Brentwood PONY Baseball and East Diablo Youth Soccer League this past spring to discuss a format that would provide a format for the City and organizations to work together.

What makes this type of a relationship unique is that program providers are independent organizations, sometimes non-profit and sometimes just loosely organized. It needs to be clearly understood that the City does not regulate these organizations, but does have a vested interest in how the organization operates from a behavioral and process standpoint when they are using City facilities. As the City has developed joint use agreements with both the Brentwood Union School District and Liberty Union High School District, the City also has a vested interest in how an organization operates from a behavioral and process standpoint when they are using School facilities through the City.

The proposed agreement emphasizes the following:

• Each organization is to be self-supportive and self-administered
• Each organization must follow the City of Brentwood Coach/Parent/Participant Code of Conduct, which was approved by City Council on November 13, 2001
• Each organization is required to pay all fees and follow all rules and regulations as required
• Dates are set for requesting use of facilities and return confirmation
• A priority of use is established for City and School facilities
• Assistance is provided for training youth coaches
• On-going meetings are held between the organizations and City so that information is shared on a regular basis
Adoption of the “Affiliated Organization Requirements” will provide the vehicle that user groups and the City must follow to make sure that programs and activities that are held on City and School facilities (when use is booked through the City) follow acceptable guidelines. It spells out the conditions of use required, and should an organization decide not to follow the guidelines for use of facilities, provides the City/School the ability to withhold use of facilities.

The Park and Recreation Commission adopted this item at their June 26, 2003 meeting and is requesting adoption by City Council at this time.

FISCAL IMPACT
Adoption will have no fiscal impact.

Attachments:
Affiliated Organization Requirements
City of Brentwood Coach/Parent/Participant Code of Conduct

DRAFT

CITY OF BRENTWOOD PARKS AND RECREATION DEPARTMENT
AFFILIATED ORGANIZATION REQUIREMENTS

Organizations wishing to affiliate with the City of Brentwood for use of City and/or School District facilities (“Affiliated Organizations”) must submit a letter requesting affiliation from the authorized representative of the organization to the Director of Parks and Recreation for the City of Brentwood. The letter must include proof of approval by the respective Board/organization wishing to affiliate. Organizations must abide by the rules and regulations related to use of facilities and pay existing fees, charges, and deposits as established by the City of Brentwood, Brentwood Union School District, and Liberty Union High School District Boards. Only those organizations operating programs not offered by the City of Brentwood will be accepted.

1. Affiliated organizations shall be self-supportive and self-administered and shall furnish all necessary materials, finances, and workers to organize, conduct and administer its own program.
2. Affiliated organizations agree to abide by the City of Brentwood Coach/ Parent/Participant Code of Conduct.
3. Affiliated organizations shall submit a written “Facility Use Application” for use of City and/or School District facilities to the Director of Parks and Recreation or his designee by November 30th of each year for use during the months of February through July and by April 30th of each year for use during the months of August through January. Confirmation of approval of dates by the City will be forwarded by January 1st and June 1st of each year, respectively.
4. Organizations must adhere to the safety and liability rules and regulations for use of available fields set by the City and/or School Districts.
5. Organizations are also responsible for understanding and following all State and Federal requirements and regulations that govern respective organizations and as they relate to the use of volunteers, coaches, and programs for youth.
6. The City of Brentwood Park and Recreation Commission, upon recommendation by staff, may designate certain organizations as “primary affiliates” and grant them priority use of facilities over non-primary affiliates.
7. For City facilities, user priority is as follows: 1) City sponsored use; 2) School District use; 3) primary affiliated organization use; 4) affiliated organization use; and 5) all other users.
8. For School District facilities, user priority is as follows: 1) School District use; 2) City sponsored use; 3) primary affiliated organization use; 4) affiliated organization use; and 5) all other users.
9. Affiliated organizations are required to carry minimum liability insurance, naming the City as an additional insured, as specified by the City. For School District use, insurance shall be as specified by the School District. Written proof of insurance must be submitted to the City no later than 48 hours prior to the first scheduled use covered by the insurance.
10. The City of Brentwood offers a coaches training program for all youth sport organizations. Affiliated organizations desiring to participate in this program must complete a “Notification of Intent to Provide Coaches Training” form and submit it to the City by March 1st of each year. Affiliated organizations that decide not to use the program will be required to indicate so in writing on the appropriate City of Brentwood form.

DRAFT

CITY OF BRENTWOOD PARKS AND RECREATION DEPARTMENT
AFFILIATED ORGANIZATION REQUIREMENTS

11. Use of City or School facilities during any season does not set a precedent for use in following seasons or provide for any automatic renewal.
12. The City will determine, on a yearly basis, which facilities can be used for games, practices, and which facilities are not available for use.
13. Any organization denied use of City facilities may appeal such decision to the Park and Recreation Commission.
14. Affiliated organizations may immediately terminate affiliation with the City of Brentwood upon written notification. The City of Brentwood may terminate affiliation with an organization upon 10 days written notice. Affiliations remain in effect until terminated by the organization and/or the City of Brentwood.
15. The City of Brentwood will assign one (1) staff member to each organization that will act as a liaison from the City. Each organization will assign one (1) member to act as liaison to the City. Communication between the City and each organization will be carried out through these two representatives.
16. The City will hold quarterly meetings with affiliated organization representatives to give updates and provide information to users regarding City and School facilities and programs.
17. The City representative will attend, on a yearly basis, an organizational board meeting with each group to discuss and provide updates on facilities, programs, fees and charges, and rules and regulations.
18. An organization representative will attend, on a yearly basis, a Park and Recreation Commission meeting to discuss the results of the program, participation statistics, and other issues relevant to affiliation with the City of Brentwood.
19. Changes to this agreement may be made, upon the recommendation by staff, by the Park and Recreation Commission at a regular scheduled meeting of the Commission.

Adopted by the City of Brentwood Park and Recreation Commission on June 26, 2003
Adopted by the City of Brentwood City Council on ______________

“...adding joy to people’s lives.”

Coach/Parent/Participant Code of Conduct

The goal of the City of Brentwood Parks and Recreation Department is to provide and promote recreational programs for persons interested in fair play, sportsmanship and good conduct. One objective in developing house rules is to enhance the enjoyment of the activity by the participants.

The Code of Conduct will be in effect before, during and immediately after all City of Brentwood games, tournaments, meets, and matches when on city controlled property.

A parent is defined as mother, father, legal guardian, grandparent, aunt, uncle, brother, sister or anyone representing that child at an event.

A volunteer is defined as a coach, manager, team parent, umpire, referee or other official.

Section 1. NO PERSON SHALL: Refuse to abide by an official’s decision(s); be guilty of overt demonstration of dissent at an official’s decisions by throwing sports gear or equipment or any other forceful action; dispute with an official or publicly discuss with teammates or spectators the decision reached by an official in a derogatory or abusive manner; be guilty of an abusive verbal attack upon any player, official or spectator use profane, obscene or vulgar language or partake in smoking or chewing tobacco products coming on or off the activity area.
MINIMUM PENALTY: 1st offense: each team will receive a warning, unless flagrant; flagrant or repeated offense will result in ejection from the game, match or meet and a report filed with the Activities Supervisor.
MAXIMUM PENALTY: Increased suspension of games, matches or meets or to a maximum penalty of expulsion from the City of Brentwood Parks and Recreation programs or use of facilities for life.

Section 2. NO PERSON SHALL: Use unnecessary rough tactics in the play of the activity against the body and person of an opposing player.
MINIMUM PENALTY: Ejection from the activity; automatic suspension from the following game, match or meet.
MAXIMUM PENALTY: Expulsion for the City of Brentwood Parks and Recreation programs or use of facilities for life.

Section 3. NO PERSON SHALL: Attack or act in an aggressive manner towards a player, official or spectator; be a willing participant in a fight; threat an official, player or spectator with a physical attack.
MINIMUM PENALTY: Ejection from the activity; automatic suspension from the following game, match or meet and a mandatory meeting with the Activities Supervisor and/or board review of the incident; board review may result in a more severe penalty.
MAXIMUM PENALTY: Expulsion from the City of Brentwood Parks and Recreation programs or use of facilities for life and /or assault charges filed.

Section 4. NO PERSON SHALL: Appear upon the activity area at any time in an intoxicated condition or be allowed to consume alcoholic beverages while participating or volunteering (i.e. umpires) during a game, match or meet; gamble or place bets concerning the outcome of the game, match or meet or any play with any spectator, player or opponent. The presence and/or the consumption of any and all alcoholic beverages is prohibited at all City of Brentwood existing or future parks; City of Brentwood Municipal Code Title 9, Chapter 9.36.010


MINIMUM PENALTY: Ejection from the game, match or meet; automatic suspension from the following game, match or meet.
MAXIMUM PENALTY: Expulsion from the City of Brentwood Parks and Recreation programs or use of facilities for life.

Section 5. NO COACH SHALL: Allow a suspended participant to participate in a game, match or meet during the participant’s time of suspension in any manner such as a player, coach, scorekeeper, etc.; allow a non rostered person to actively participate on a game, match or meet.
MINIMUM PENALTY: Any game, match or meet that a suspended or non-rostered person participates in will be forfeited, the person will also be suspended from participation the next week and the manager/coach may be suspended from the following game, match or meet.
MAXIMUM PENALTY: Expulsion from the City of Brentwood Parks and Recreation Programs or use of facilities for life.

Section 6. Multiple and/or flagrant violations of the Player Code of Conduct by a team may result in a team suspension: the Activities Supervisor will handle team suspensions.
MINIMUM PENALTY: The team will be suspended for one (1) game, match or meet with the game, match or meet being forfeited when participating in a City ran activity.
MAXIMUM PENALTY: All players on the team are subject to expulsion for life from the City of Brentwood Parks and Recreation programs or use of facilities.

Section 7. Flagrant violations or repeated violations of the Code of Conduct will result in an extended suspension and probation or expulsion from the City of Brentwood Parks and Recreation Programs or use of facilities up to and including for life.

Section 8. Any player ejected from a game, match or meet must leave the facility immediately; the player must remove himself/herself out of sight and sound of the officials; failure to do so will result in a minimum two (2) game, match or meet suspension.

Section 9. NO PERSON SHALL: Cause careless or willful damage to buildings or any defacement or destruction to any fixtures within any facilities; enter any rooms or buildings other than those persons designated to do so; or leave any children unattended or without supervision at any time.

Section 10. Minimum penalties may not be appealed to the activity supervisor. All violations of the Code of Conduct can result in a penalty, which exceeds the minimum. Participants who receive penalties, which exceed the minimum, will be notified of the extent of their penalty in writing within three (3) working days of the participant’s notification to the Activity Supervisor. Persons who appeal will receive notification in writing as to the final decision.

Section 11. In case an incident arises that is not covered by the Coach and Parent Code of Conduct, the Activity Supervisor will determine what action will be taken.

Signature of Parent/Guardian Date

(or)


Signature of Volunteer/Coach Date
 

City Administration
City of Brentwood City Council
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Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov