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Advisory board backs moving field‑reservation refund window from 48 hours to 10 days
Summary
Staff told the board that changing the full‑refund cancellation window from 48 hours to 10 calendar days would reduce last‑minute cancellations and increase equitable access to fields. After discussion about fees and software limits, the board voted unanimously to recommend council approve the updated policy language.
Parks staff presented a proposed update to the field reservation cancellation policy that would change the full‑refund notice from 48 hours to 10 calendar days. Staff said the policy change is intended to discourage late cancellations that open up calendar slots after the allocation process and make it difficult for other users to access fields. "The reason we're looking at that was the background of it... it's not a monetary issue," Marcus Graves said.
Board members asked about fee examples (hourly field rates range from $25 for a half field to $50 for full fields at popular sites) and whether the registration platform can provide wait‑list alerts. Staff said the current platform, Kaizen, lacks wait‑list functionality and they are evaluating other products with a possible rollout in November. The board moved, seconded and voted to recommend city council approve the updated reservation cancellation policy language.
