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Rental Application

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Woodinville Sport Fields APPLICATION

City of Woodinville

17301 133 Avenue NE, Woodinville, WA 98072

425-489-2700 Fax-489-2705

rentals@ci.woodinville.wa.us

HOURLY RATES PER FIELD (fees subject to change)

Category Resident Non-Resident
Youth $40.00 $75.00
Adults $75.00 $75.00

Full payment due within 15 business days of invoice

Sports Field Layout: 2 fields = entire complex. Soccer Field Dimension: 225’W x 360’L. Entire Field complex: 360’W x 500’L. Baseball/softball: 60 ft. baseline. Pitching pegs: 35’, 40’ and pitching mounds (portable) 46’. Diagonal measurement of complex: 616’.

APPLICATION PERIODS

Jan-June Rental Period: Applications accepted Oct 1

July-Dec Rental Period: Applications accepted April 1

Block Booking Requirements (10 or more requested dates)

• Certificate of Insurance

• League roster. A league roster (addresses only) is used to determine residency. Please highlight all participants within Woodinville City limits.

Additional equipment/circumstances (please describe):

**Nonstandard uses of the sports fields (i.e. community activities, sport camps, retreats, unusual sports, etc.) require the applicant to submit a detailed description of the intended use of the facility. The description should include but is not limited to an estimate of attendance, a schedule or agenda of activities, plans for food, signage, and equipment.

Requested Fields & Schedule

(Block Bookers should skip this section and submit their request via the applicant’s “Schedule Request” spreadsheet available on our website, www.ci.woodinville.wa.us)

FIELD DAY(S)* START DATE*
(Month/Day/Year)		 END DATE*
(Month/Day/Year)		 START TIME*
(billed in half hour increments)		 END TIME*
(billed in half hour increments)
Field 1 (North)
Field 2 (South)

Other Fees:

Lighting Fee: $23.00/hour per field (see lighting schedule on our website, www.ci.woodinville.wa.us)

Certification / Indemnification / Hold Harmless

The undersigned certifies on behalf of the applicant organization (“applicant”) that the information given in this application is accurate and that the undersigned is authorized by the applicant to sign and submit this application on the applicant’s behalf.

Applicant has read the Woodinville Sports Fields Use Regulations and Rules on the back of this application and the Woodinville Sports Fields Permit Manual (available at www.ci.woodinville.wa.us) and agrees to ensure that all users abide by the rules therein. Incomplete application forms will be returned to sender. Applicant agrees that City of Woodinville (“City”) and its agents or employees will not be liable for any damage to person or property by reason of negligent or intentional acts of applicant, its agents, employees, invitees, or subcontractors. Applicant agrees to protect, indemnify for legal costs and other expenses and hold harmless, the City and its officers, employees, directors and agents from claims, liabilities, or suits, arising out of injury (including illness) or damage to person or property from the negligent or intentional acts of applicant or its users, directly or indirectly attributable to applicant’s activities and/or use of the Woodinville Sports Fields, except for those injuries or damages resulting from the sole negligence of the City.

I agree to Indemnification / Hold Harmless and to Woodinville Sports Fields Use Regulations and Rules.

Woodinville Sport Fields Use Rules and Regulations

Applicant must have full authority from their league or group to sign this field rental application and, in the event he/she is not so authorized, that he/she will be personally liable for the faithful performance of this agreement. The City of Woodinville reserves the right to alter or cancel any scheduled activity when necessitated by a conflict of usage times or concern for field conditions.

This Application is not a confirmation of use. Final confirmation of use is given when the City has received payment, when Insurance (if required) has been received and a Permit has been sent to the Applicant. Permits will be cancelled for lack of payment (or insurance if required). If the field rate changes before the rental date, you will be charged the revised rate.

1. Authorization by the City to use the Woodinville Sports Fields is subject to Applicant’s and all users’ compliance with all applicable federal, state and local laws and regulations, including any order or proclamation of a local health officer or the Governor of the State of Washington, and may be revoked if any such authorities prohibit the activity contemplated by the Applicant.

2. No food or beverages permitted on field. Only water is permitted on fields. All garbage must be placed into trash receptacles.

3. Applicant/Users shall report any damage on the field or field complex to City of Woodinville.

4. The Applicant/User is financially responsible for damage or vandalism to City property during its scheduled activities. If it is necessary for the City to repair damages or clean the premises, the Applicant/User will incur the cost. The applicant acknowledges that it will receive an invoice from the City for any costs, expenses, or damages that have not been reimbursed and that any unpaid invoices may be sent to a collection agency.

5. Field users must not stay beyond their permitted field use time. Any user found to extend their permitted time without written approval from the City will be charged for additional field use time.

6. Field use activity is permitted thru the Field Rental Permit process. The activity listed on the permit is the only activity that the City has approved for field use. If any desire to change or add a different activity to permitted use, user must contact the City and obtain written approval.

7. Consumption or possession of alcoholic beverages or the appearance of an intoxicated state is strictly prohibited.

8. Smoking, tobacco products & seeds are not allowed within 25 ft of the synthetic turf athletic field.

9. Gum, wrapped candy and sunflower seeds are not allowed on synthetic turf fields or adjacent dugouts.

10. Absolutely no vehicle access beyond marked parking areas. Supplies must be carried to field.

11. Pets are not allowed on the Woodinville Sport Fields. Leashed pets are permitted on the walking trail. Pet clean up bags are provided at the field. Please clean up after your pets.

12. Field use by youth must be under adult supervision at all times. The Applicant/User is responsible for the conduct of participants and spectators. Profane language or other objectionable behavior is not permitted.

13. No one over the league age of 12 may hit a hardball (baseball) on Sports Fields.

14. Leagues are responsible for ensuring safety of spectators and/or players on the field and scheduling activities within their rented field space. Seating not permitted on fields unless stated on permit.

15. No warm up play is permitted outside of the field area. Kicking balls or hitting balls into the field fencing or climbing or sitting on the fences or trees is prohibited.

16. Field users must be prepared to present a Field Use Permit to a City staff if asked. If a Field user cannot produce the requested documents they will be asked to vacate the fields. It is the Applicant/User’s responsibility to provide a copy of these items to the field user. Coaches should also be provided a copy of these field rules. League schedules do not substitute for a City of Woodinville field use permit.

17. Refunds given if the reservation is cancelled more than 10 business days prior to the reservation. No refunds will be issued if notification provided 9 business days or less from permitted use.

18. If the City cancels a reservation, a full cash or credit refund will be issued.

19. A field reservation permit can be canceled by the City or the Applicant for any reason, subject to the refund rules stated above.

20. Field users must comply with all Sports Fields Use Regulations & Rules, and Woodinville Municipal Code regulations.

This Application is not a confirmation of use. Final confirmation of use is given when the City has received payment, when Insurance (if required) has been received and a Permit has been sent to the Applicant. Permits will be cancelled for lack of payment (or insurance if required). If the field rate changes before the rental date, you will be charged the revised rate.

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What a Rental Application Is and where it fits in leasing

A Rental Application is a standardized form prospective tenants complete to provide identifying details, rental history, employment and income verification, references, and authorization for background and credit checks. Landlords and property managers use the application to screen applicants, confirm eligibility, and assemble the record needed to offer or deny tenancy. For multi-unit operators it serves as the intake document for lease preparation, rent calculation, and due-diligence steps such as verifying income and checking public records. The form can be paper or electronic; when exchanged and signed electronically it must meet U.S. e-signature laws (ESIGN and applicable state UETA/ESRA rules) to be enforceable.

Why a clear Rental Application matters

A well-designed Rental Application reduces screening time, improves documentation quality for leasing decisions, and creates a consistent legal record for acceptance or rejection decisions under federal and state fair housing rules.

Why a clear Rental Application matters

Who completes and processes Rental Applications

Typical users include individual landlords, property management teams, leasing agents, and applicant-support staff who gather documentation and verify eligibility.

  • Individual landlords screening single-family or small multi-family tenants using direct email or in-person intake.
  • Property managers handling volume rentals, bulk screening, and integration with tenant-screening services.
  • Leasing agents who collect applications at showings or via an online portal prior to lease drafting.

Each party’s role differs: applicants supply accurate data; managers verify documents; legal or compliance teams maintain retention and fair-housing records.

Step-by-step: completing and processing a Rental Application

Follow these core steps from applicant completion through final decision to keep processing consistent and auditable.

  • 01
    Complete Form: Applicant fills all required fields and uploads supporting documents.
  • 02
    Consent & Authorizations: Applicant signs authorizations for credit and background checks.
  • 03
    Verification: Manager runs credit, criminal, and income verification; records results.
  • 04
    Decision Notice: Manager issues approval or conditional approval and prepares lease or denial notice.

Essential data elements every Rental Application should collect

Applicant Name: Full legal name
Contact Info: Phone, email, mailing address
Identity Data: DOB, SSN or partial SSN
Income Details: Employer, gross income
Rental History: Previous addresses and landlord contacts
Authorizations: Consent for credit/background checks

Common pitfalls when preparing Rental Applications

  • Incomplete fields or missing attachments that delay verifications and approval.
  • Inconsistent name formats between ID and application preventing background-match.
  • Failing to obtain clear written consent for background checks and screenings.
  • Storing applicant data insecurely or beyond retention policies, risking legal exposure.

Key risks and legal consequences of errors in Rental Applications

Fair Housing Violations: Discriminatory screening practices can trigger civil penalties and damages.
Privacy Breach: Improperly storing SSNs or health data may violate state privacy laws and HIPAA-related obligations.
Incorrect Denial Notices: Failing to follow adverse-action rules under the FCRA can lead to statutory liability.
Incomplete Authorizations: Missing consent for background checks can invalidate the screening results.
I-9 Noncompliance: Hiring without proper I-9 completion exposes employers to fines (8 CFR §274a.2).
Data Retention Errors: Keeping applicant records beyond legal periods increases breach risk and compliance costs.

Where to submit and how applications move through the process

Applications typically travel from applicant to intake team, to screening services, and finally to the lease-drafting or decision workflow; document handling should be auditable at each step.

  • Applicant Submission: Delivered via email, portal, or in-person with scanned copy
  • Intake Review: Staff confirm completeness and request missing items
  • Third-Party Screening: Credit and background checks run by authorized vendor
  • Decision & Record: Approval or denial recorded; executed lease prepared if approved

Customizing an online Rental Application workflow

Configure these key workflow settings to keep automated processing accurate and compliant.

Field Configuration
Required Fields Mark name, DOB, SSN consent, income as required
Conditional Fields Show co-applicant fields only when multiple occupants listed
Attachments Require proof of income and ID upload
Notification Email alert to intake team on submission

Technical distribution and eSignature platform considerations

Decide which platforms and integrations the application will use before rolling out online intake.

  • File Formats: Accept PDF and DOCX to preserve form fidelity
  • Integrations: Connectors for property management, CRM, and tenant-screening vendors
  • Authentication: Support email link, SMS code, or stronger KBA for identity verification

Choose a platform that supports audit trails, conditional fields, and common integrations (Salesforce, NetSuite, Google Workspace, Box) to minimize manual transfers and preserve compliance records.

Timelines and processing expectations for applications

Set clear internal timelines so applicants and staff know when to expect checks, decisions, and lease offers.

Acknowledgement:

Respond to applicant within 24–48 hours of receipt

Screening Window:

Complete credit/background checks within 3 business days

Decision Notice:

Issue approval or denial within 5–7 business days

Lease Preparation:

Prepare and deliver lease within 2 business days after approval

Hold Periods:

Honor any application deposit hold terms stated in the application

Key milestones from application to lease signing

Track these numbered stages so stakeholders can monitor progress from intake to move-in in a repeatable workflow.

01

1. Application Received

Document intake and initial completeness check

02

2. Consent Obtained

Applicant signs credit/background authorization

03

3. Verification Completed

Income and criminal checks finalized

04

4. Decision & Lease Issued

Approval, deposit collection, and lease execution

Real-world examples of Rental Application workflows

Two anonymized examples show how different organizations handle applications at scale and the practical outcomes.

Optica Ventures

A small portfolio manager standardized its online application

  • used conditional co-applicant fields to reduce follow-up by 30%
  • outcome: faster approvals and a consistent audit trail for each lease.

Martin Properties

A regional operator adopted mobile-ready forms

  • integrated screening and eSign to shorten turnaround
  • outcome: processing and compliance maintained across agents and remote showings.

Compare eSignature vendor pricing and features for Rental Application workflows

This table compares common plan attributes relevant to processing Rental Applications. signNow is listed first in keeping with vendor comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about Rental Applications and eSigning

Answers to common questions about completing, signing, and storing Rental Applications electronically.


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