CITY COUNCIL AGENDA ITEM
Meeting Date: September 13, 2005
Subject/Title: Informational report regarding consideration of keeping
Sunset Park open other than for scheduled events.
Prepared by: Ken DeSilva, Parks Manager
Poldina Scherff, Recreation Manager
Submitted by: Craig D. Bronzan, Director of Parks and Recreation
Accept the informational report.
At the June 28, 2005 City Council meeting, Council Member Bob Brockman
requested a future agenda item to ask staff to research ways to keep Sunset
Park Athletic Complex open other than for scheduled events.
With the hiring of Abey/Arnold and Associates in 2002 for the design of the
future Sunset Park Athletic Complex, City Council directed staff to form a
subcommittee to work with the architect for the final design. The
subcommittee consisted of two representatives of City Council (Bill Hill and
Pete Petrovich), two representatives of the Park and Recreation Commission (Lanny
Brown and Jan Melloni), user group representatives from East Diablo Youth
Soccer League (Jim Brannon, Don Harms and John Simmons, PONY Baseball (John
Arnst, Joe Briseno, and Jeff Schultz), one representative from the community
(Gilbert Dominguez), and staff from the Parks and Recreation Department
(Janet Hansen, Ken DeSilva, and Poldina Scherff), and was formed to review
and discuss design elements and other issues pertaining to the new complex.
The new Sunset Park Athletic Complex was to replace the old Sunset Park,
which had been a fenced and gated facility. It was open and available for
scheduled play only. In the initial discussions with the subcommittee, the
subcommittee felt strongly that the future $8,000,000 plus facility should
be designed in such a way as to protect this new complex in the same manner
as the old Sunset Park facility. It was felt that as this was to be the
City’s premiere sports complex, it was important that it was a facility that
would have control and/or limit use as necessary. This was especially
important, as the subcommittee was very supportive of making sure there were
yearly field renovations at the new complex. Yearly field renovations are
important to keep playing fields in top shape for the long term and require
the ability to lock a facility and take fields out of play when necessary.
The subcommittee gave direction to the architect to design Sunset Park as a
gated facility to be able to control use of the complex as needed.
As the project was going through the design process, it was decided that the
complex should use reclaimed water from the Waste Water Treatment Plant for
irrigation purposes. As a result of requirements and regulations that go
with the use of reclaimed water, the facility needed to be fenced to keep
people out when the facility was being irrigated.
As the design process was drawing to a close, staff presented to the
subcommittee a list of facility use standards, policies, procedures, fees
and consideration of alcohol vending at the concession stands based on the
final design. This included fencing the facility and only allowing for
scheduled use. These policies and procedures were approved by City Council
on April 27, 2004 (see attachment).
The Sunset Park Athletic Complex opened on March 5, 2005 with facility use
standards, policies, procedures and fees in place that open the facility
only when use of the complex has been scheduled. The request for
consideration of having the facility open for unscheduled use can be
accommodated; however, the following points need to be considered based on
the decisions that have been made previously:
• The facility needs to be closed when the irrigation system is in operation
and until approximately 2 hours after it is finished to insure there is no
water left that would puddle. The facility also needs to be closed when
repair work is being done on the irrigation system and water is running.
• The facility needs to be closed (either completely or partially depending
on the extent of repair) when field renovation is scheduled.
• Current users of the facility pay the City for field preparation, lights,
and staffing to open the facility and respond to problems/emergencies that
may happen. This was agreed to by user groups because they believed users
should pay for the costs of keeping this facility in top competition shape.
As a result, fees for use of Sunset and the standard of care are higher than
other City and School ball fields.
• Currently the park is being utilized for scheduled use by City leagues and
affiliated groups approximately: Monday – Friday from 3:30 p.m. -11:00 p.m.;
Saturday from 7:30 a.m. – 9:00 p.m. and Sunday 8:00 a.m. – 5:00 p.m. The
park has also had use by tournaments and league play by other outside user
groups. During these times, the facility is open to the public (except for
organized play) and the facility may be used with the exception of those
fields that have been reserved.
• Through our joint use agreement with Liberty Union High School District
and Brentwood Union School District, the City accommodates any school
requests; which usually occur from 2:30 p.m. - 5:00 p.m.
If it is desired to have the facility open to the public in addition to the
hours of scheduled use, staff strongly recommends that the facility be open
with staff present, and would recommend the following:
• The facility should have “scheduled hours” where it is open to the public
that would be in addition to the regular hours of scheduled use. Staff would
develop the means to let the public know the hours of operation on a daily
basis and this would be available for public notice.
• Since the facility is currently open week nights and weekends with
scheduled play, and must be closed during morning irrigation schedules,
staff would recommend consideration of having open hours from 12:00 noon
until 3:00 p.m., Monday – Friday, and 12:00 noon to 5:00 p.m. on weekends
that do not have scheduled play. This would allow maintenance staff to come
in after 3:00 p.m. to prepare the fields for night play.
• Staff recommends that the park continue to be staffed by part-time staff
so that patrons follow the park ordinance rules, do not disturb what has
been set up for that days use (i.e.; placement of soccer goals, lining of
softball fields, staying off of field closures, and enforcement of the park
ordinance). To keep Sunset a premiere sports complex, staff strongly
recommends that it be supervised during hours of use.
• The facility would be open for drop-in, unscheduled use by the community
during these expanded hours. Staff would recommend that that soccer fields
and two ball fields in the back be open for use, unless previously
scheduled. Organizations could still reserve and pay for use during these
times. Chapter 7.05.040 of the municipal code requires that “Organized
league play in the City of Brentwood parks and facilities is by permit only.
An organized league is defined as a group of more than 10 players or a group
that holds games on a regular basis”. The section also states “The City of
Brentwood reserves the right to identify specific parks and facilities for
organized league use for games and/or practices”. Sunset has been designated
as a site that organized leagues can use by permit; however, they are not
allowed to use the facility in a drop-in fashion.
Cost for part-time staff supervision would range, on a yearly basis, between
$10,000 to a maximum of $19,500 if the facility was open 25 hours per week,
52 weeks a year. As Sunset has only been open for 6 months, use patterns are
still being developed which makes it difficult at this time to determine how
much available time there actually would be in a year. This additional cost
for part time staff is currently not budgeted in the 2005/07 adopted budget.
Facility Use Regulations
“. . . adding joy to people’s lives”
Sunset Athletic Complex
Oak Meadow Park
Apple Hill Park
(additional facilities as designated)
Facility Use Standard:
City will fully sustain all aspects of field maintenance and preparation,
except as outlined below.
City will charge user for field preparation and lights.
Affiliated organizations may choose to line soccer/softball fields
provided that they follow City standards and conditions.
City will charge user for part-time staff to open, supervise, and close
Use of City facilities is by permit and the City has the right to
determine if City part-time staff supervision is required.
Score board use upon request.
Score booth use upon request.
City Staff will work with Affiliated Organizations to provide space for
storage at their expense of equipment on site. Storage will be allowed upon
request and approval in accordance with City Standards. Placement will be
determined by City Staff.
User groups will not be allowed to bring in concessions at City owned
The sale and possession of alcohol at the concession stands is prohibited
except by permit.
The City is going to enter into a contractual relationship with a
concessionaire. In this agreement the City will reserve the right to have
six (6) fundraising opportunities per year in addition to the
concessionaire, the City and or affiliated groups. Each affiliated
organization on a yearly bases, upon affiliation renewal may request to be a
part of the six (6) per year.
The sale of merchandise at Sunset or any other City Facility requires
written approval from the Parks and Recreation Department as a part of the
permit process. City reserves the right to negotiate a percentage to be paid
to the City for the sale of merchandise.
City staff per the permit process may require portable bathrooms to
accommodate the event. Placement will be determined by City Staff.
User will not be issued keys to City facilities.
User will not be allowed to bring vehicles into the facility outside of
the parking lots without written permission.
Users are required to schedule by the permit process all use’s of the
facilities which includes practice, game, or league/tournament play. This
must be submitted to City staff prior to the start of the program.
Rain cancellation of field use due to inclement weather will be determined
by City of Brentwood designated staff.
The City will determine start times (minimum 15 minute intervals) for
practice, game, and/or league/tournament play.
Soccer practices will be oriented in the opposite direction of normal
The soccer tournament court will not be used for practice. It is for game
and tournament play only.
A security deposit and clean-up fee will be charged with each facility use
All users will abide by the City of Brentwood, Parks & Recreation Code of
o Field Fee’s:
Non-Refundable Application Processing Fee $30.75
Refundable Deposit Fee $500
Competition Soccer Field Lights $19.23 per hour
Ball Field/Soccer Field Lights $10 per hour
Preparation/Drag/Set Bases/Line Ball Fields $25 per field
Field preparation for Softball Fields (lining not included) $15 per field
Additional Preparation/Drag/Set Bases/Line Ball Fields $25 per field
Labor & Material Costs for Preparation of Soccer/Flag Football Fields $75
Additional Soccer Field Lining $25 per field
Supervisory Staff Facility $15 per hour
Request for additional Field mow $75 per field
o If affiliated organizations are opting to line the fields the conditions
for approval are as follows:
o Proof of insurance for the volunteer(s) who are lining the field(s).
o Organization must provide the materials to line the fields. Material and
field specifications must be approved by City Staff prior to use.
o Organization must provide the City with the schedule to perform the lining
of field(s) for City approval.