PARKS AND RECREATION COMMISSION AGENDA PACKET 01112024

this practice based on field conditions, but closures for maintenance will take precedence over league schedules. We also consider Opening Days for baseball and softball, falling on the first Saturday of March. We must open fields for this event and therefore need sufficient closure time for field recovery and repair to do so. We also stagger opening dates to provide practice time for both groups before Opening Day. We understand the field inventory is low during the winter months. However, closures are necessary to maintain safe, high-quality fields year-round. The handbook does state on page 6 under the “Field Allocation Process”, that the City reserves the right to make adjustments in the field allocation process as needed to address recognized needs or resolve conflicts. Our goal is to give as much notice as possible in these situations, preferably many days in advance. However, we may not have control over the amount of notice given the urgency or severity of the situation. 6. Q: It might be hard for the Co-sponsored groups to give 5 days' notice for “non-use of fields”. Sometimes games or trainings are cancelled last minute due to referee status, poor weather, or air quality. Can we put something in there like “to the best of their ability” or “whenever possible” to allow for a little lee way when it comes to emergency cancellations? A: We understand unexpected cancellations may occur. We will add a note of clarification to the handbook. 7. Q: Maintenance: sometimes the restrooms at the Stanford Medicine Complex and Val Vista need to be better maintained for special events and tournaments. I didn’t think the user groups were allowed to maintain the restrooms as there is a third- party janitorial service that is responsible for these facilities. A: User groups should ensure the facility is free of trash or debris, including restrooms and parking areas. User groups are not required to clean toilets, sinks, urinals, or floors. The City utilizes a contractor that is responsible for cleaning park restrooms. However, if additional cleaning is anticipated outside of the normal scope in connection with the use activity, the group should notify staff in advance. We will communicate with the contractor for additional services and supplies. The groups may be billed for additional cleaning depending on the need. 8. Q: Would like to see some consensus on the soccer fields that are available for play in the Facilities chart—for example, the field number and size for the inventory on Ken Mercer Sports Park. If the field use is going to be audited, we want to make sure we are clear on which fields are being allocated for games and trainings (i.e. Ken Mercer Sports Park Field 2).