PARKS AND RECREATION COMMISSION AGENDA PACKET 01112024

10 obtain a non-profit promoter license from the Business License Department. The business license name must match the name listed on the Field Use Application. If vendors will be present, the organization responsible for the use is also required to provide a promoter and special event business license. For questions regarding business license, visit the City’s Business License website at www.cityofpleasantonca.gov/business/license. Proof of business license is due thirty (30) days prior to requested use. City staff has the final decision on vendors and locations of equipment. Notice of Non-Use of Athletic Fields It is the responsibility of each organization to accurately determine the number of fields and the hours of usage. Organizations must notify City staff of any reserved time that can be released for other co- sponsored organizations or general public use. All non-use or changes made to the co-sponsored organization’s facility request must be submitted in writing to City staff. All non-use must be made a minimum of five (5) business days in advance: • Non-use of allocation field space due to last-minute cancellation from an unforeseen circumstance (e.g. coach sickness) will not be counted towards overall non-usage • Any non-use due to a violation of the co-sponsorship requirements as outlined in this document, will not be rescheduled. If an allocated field is not used as assigned three (3) times by the designated organization within one allocation period, City staff reserves the right to reassign and adjust facility allocations accordingly. Organizations will be notified prior to reassignment. • User groups witnessing non-use of fields by other scheduled users are advised to report this by email to recreation@cityofpleasantonca.gov Cancellation It may be necessary for staff to reschedule, relocate, or cancel a previously approved request due to unexpected maintenance issues. In this event, each organization will be given as much advance notice as possible and will be provided with an alternative location, if possible. The City is not obligated to provide alternate facilities. City staff reserves the right to cancel any permitted facility use due to the following additional reasons/issues: • Conflict with a City-sponsored league, program, activity, or event • Overuse of a field/facility • Unsafe conditions • Inclement weather • Violations of the requirements and procedures in this handbook. Inclement Weather In times of inclement weather, City staff will determine field availability based on the potential risk of player injury and/or damage to fields. Field status is updated by 3 p.m. on weekdays. If the fields are closed, they shall remain closed for the remainder of the day.