Loading...
R-2014-090 2014-08-11RESOLUTION NO. R2014-90 A Resolution of the City Council of the City of Pearland, Texas, adopting an Athletic Field Use Policy for public park facilities. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That the City Council hereby approves the Athletic field Use Policy attached hereto as Exhibit "A". PASSED, APPROVED, AND ADOPTED this 11th day of August, A.D., 2014. ATTEST: UNG I N G� Y S:���� ETARY APPROVED AS TO FORM: DARRIN M. COKER CITY ATTORNEY r.0 Y�P TOM REID MAYOR Resolution No. R2014-90 Exhibit "A" City of Pearland Parks & Recreation Athletic Facility Use Policies To ensure the Parks & Recreation Department is providing the best service the following document has been created and will be reviewed annually and updated as needed. Page 1 of 12 Table of Contents Department Mission Statement 3 Department Vision 3 Policy for Use of Park & Recreation Facilities 3 Guiding Principles 3 Recognized Sports Association (RSA) 4 Criteria for Becoming a Recognized Sports Association 4 Conditions for Use 5 Determining Facility Use 6 Special Use of Facilities 6 Procedures Regarding Athletic Facility or Field Time 7 Hours Available for Use 8 Concessions/Storage Buildings 8 Maintenance of Park & Recreation Fields & Facilities 9 Vandalism 9 Litter Control 10 Parking 10 Signage 10 Enhancements 10 Capital Improvement Projects 11 Restroom Facilities 11 Emergencies and Accidents 11 Proprietary or Commercial Groups 11 Community Building Reservations 12 Penalties 12 Field Usage Fees 12 Page 2 of 12 Department Mission Statement Pearland Parks & Recreation is dedicated to multiplying the Q4 factor: quality facilities, quality programs, quality service for your quality of life. Department Vision To be the leader in providing quality services that connect the community, through people, parks and programs. Policy for Use of Park & Recreation Facilities The policy for use of the City of Pearland Park & Recreation facilities composed of procedures, regulations and guidelines designed to ensure that all facilities are utilized in a safe and efficient manner. The City of Pearland develops and maintains various park and recreation facilities to serve the residents of Pearland. Athletic fields shall be primarily restricted to the sport for which the fields were constructed. This policy applies to those fields designated and maintained as athletic fields by the department in the Parks Standards manual. This policy does not apply to "open play areas". Priority use of athletic facilities is reserved for associations requiring the ongoing, scheduled use of a facility to provide a recreational service or to meet a community recreational need. Sports Associations, as defined for the purpose of this document, is a non-profit organization that conducts its own affairs within the framework of policies established by the City of Pearland. Groups other than Sports Associations are encouraged to utilize park facilities. Groups or individuals must be residents of the City of Pearland. (See "Conditions for Use" for further information) City ordinance Section 21.5 Ordinance #1448 provides general guidelines for park usage Guiding Principles • The City will provide a high level of customer service, utilizing a qualified and professional staff and contractors. • The City's image will be a pleasant, comfortable and visually stimulating place in which to live, work, and visit. • The City will optimally utilize its natural and human resources. • The City will meet the community's needs for services and facilities using sound financial management. • The department will efficiently manage operations in order to provide affordable and diversified services to ensure residents equal opportunities. • Joint use of athletic facilities by several Associations will be considered and encouraged • The department strives to enhance the quality of life for each individual through parks & recreation opportunities. Page 3 of 12 • The department welcomes and actively seeks public input in planning and evaluating programs, activities, and facilities. • The department will fully utilize the facilities of the department. • The department will maintain the quality of fields by rotating and resting the fields on a regular basis. • No person or business shall be permitted to use park facilities for financial gain or profit unless contracted by the Parks & Recreation Department or they have partnership agreements on file with the Parks & Recreation Department. These facilities are designed to serve the general public on a non-profit basis. Therefore, charging admission to any event in a City park is forbidden without written permission from the Director or designated staff. Recognized Sports Association (RSA) A list of recognized sports associations will be updated at the beginning of each calendar year and maintained by the Parks & Recreation Department. As per agreements with the RSA's they may be delegated responsibility for various levels of field maintenance, complex scheduling, etc. Criteria for Becoming a Recognized Sports Association The following factors will determine a "recognized" sports association: 1. Historical presence a. Historical presence for the purpose of this document is defined as "the established ongoing use of specific City of Pearland facility, by a group, during a designated time frame or season that has occurred more than once." In cases where two associations have historical presence and each has acquired recognized status at a single facility, the group with the longer duration of presence will be given preference. In instances of new facilities, recognized associations serving the greatest number of residents will receive preference. 2. Pearland based organization a. Sports Associations must have non-profit status with the paperwork identifying them as a Pearland based organization 3. Pearland Resident participation a. Recognized Sports Associations percentage of Pearland resident participation must be 75% of registration. Rosters reflecting league participants mailing address (street, city, state, zip code) must be submitted prior to start of each league season. b. Higher resident registration may be used to assign/reassign "recognized" status at specific facilities 4. Non-exclusive program a. An Association that has as its primary program and largest number of registrants in a league that does not exclude players based on level of ability Page 4 of 12 Conditions for Use All responsible parties representing organizations and seeking the use of City property must be 21 years of age or older and must provide verification of age and physical address with current Texas Drivers License or Identification Card. All organizations will be required to submit written requests for the use of facilities to the Parks & Recreation Department at least 30 days prior to the beginning of any anticipated facility use. Written requests shall be accompanied by proof of 51,000,000 certificate of liability insurance naming the City as additionally insured, the latest season's financial statement, a list of the RSA's Board of Directors with appropriate addresses and phone numbers, tournaments, tryout, practice, game schedules, and a security deposit with a 501c3 non-profit status form. Failure to submit requested information can lead to the Toss of "recognized" status and potential loss of priority user status, which could affect field allocation. Each RSA shall designate one (1) person and (1) alternate person to act as the contact for the Association and shall submit the person's name, title, address, home, and work phone numbers, email address to the Parks & Recreation Department. Each Association is responsible for updating their contact information as changes occur. The Director of the Parks & Recreation or his/her designee shall act as the City of Pearland's liaison with the Association. The City strongly recommends that the Association/Organization has all team managers and coaches in the league certified by a state-wide or nationally recognized youth sports coaches certification program and that parent's of each participant attend a training on violence in youth sports. The coach's certification program should include a coaching skills clinic and a background check (state and county of residence). If requested, The City will assist you in scheduling and conducting certification and training programs. Groups or individuals (not affiliated with an RSA) seeking reserved use of city athletic facilities may do so under the following conditions: 1. Individual making the application is a Pearland resident 2. If requesting use of a facility with a RSA, scheduling/arrangements must be done through the RSA 3. Times and dates do not conflict with other scheduled use 4. Reservations are subject to the approval of the Parks & Recreation Department/RSA, may be denied at any time, and use of the facility does not exceed three (3) consecutive days 5. Payment is required five (5) working days before requested date(s)(see fees section) 6. Application is made no more than thirty (30) days in advance and no less than five (5) working days before requested date. 7. Facilities will be rented "as is". Other arrangements (chalking and lining, dragging fields, nets, flags, bases, etc.) will be made by the applicant and at their expense in accordance Page 5 of 12 with requirements set forth by the responsible party with facility maintenance on designated fields. 8. Applicant must make arrangements to leave the facility in condition it was found. If an applicant does not leave the facility in the condition in which it was found then they are subject to forfeiting future usage of City of Pearland Athletic Facilities. 9. The City will be responsible for turning lights on/off for the applicant 10. Proof of insurance or signed waiver of liability releasing City of responsibility for injury or damages. 11. Conditions/playability of fields can be determined by calling the designated hotline 12. Permit must be available on site during the rental. Determining Facility Use Use by the public of designated "open play areas" will be on a first come first serve basis. The City of Pearland reserves the right to schedule facilities during times when the facilities are not being utilized. Scheduled use of facilities will be determined by the Director of Parks & Recreation but the department reserves the right to delegate that scheduling responsibility to a Recognized Sports Association. Recognized Sports Associations will be granted priority use of a facility by the City of Pearland on a per season (Season is defined as practices and/or games that continue for a period of six (6) weeks to a maximum of six (6) months) basis. When fields are used for league play, scheduling is the responsibility of the league official for each field and/or an entire complex for the duration of the permitted use. Appeal Process for Field Use Denial In instances where the department has delegated scheduling responsibility to a Recognized Sports Association (RSA), requests for use of the fields will be directed to that RSA. In the event that a requesting individual/group feels they have been wrongfully or unfairly denied the use of fields by the RSA, then an appeal can be submitted to the Parks & Recreation Department Director and a final decision will be made. Special Use of Facilities The City of Pearland reserves the right to host athletic leagues, special events, and programs at all public park facilities. Sports Associations will be notified in advance of any special events or programs that may conflict with their scheduled use. The City will make every effort to schedule special events during non- use time periods. The Parks & Recreation Department must be informed before any Sports Association enters into arrangement with other organizations for use of the public facilities. Organizations wishing to host clinics, workshops, etc. outside of seasonal practices and games are required to schedule such programs Page 6 of 12 with the City at least thirty (30) days prior to the beginning of the program. The Sports Association may be required to name the agency as an additional insured on their insurance policy. Procedures Regarding Athletic Facility or Field Time FOR SINGLE EVENT, PRACTICE/TOURNAMENT/HOURLY USAGE: 1. Requesting group must call the Parks & Recreation main office (281-412-8900) for availability. 2. Field rental requests can be made by phone as a tentative booking as long as the request is accompanied by an appointment within seven (7) business days at which time all fees will be due. Failure to appear for an appointment will void the tentative booking and the date will again be available to the public. 3. During the rental appointment, the renter must provide proof of liability insurance naming the City of Pearland as the co-insured, a copy of non-profit tax identification number 501(c)3 (if applicable), and all fees for reservation including deposit. 4. All reservations, contracts, and changes must be made in person by the responsible party at the Parks & Recreation Administrative offices located inside the Recreation Center & Natatorium. RECOGNIZED SPORTS ASSOCTIATION SEASONAL LEAGUE USAGE: 1. Requesting group must obtain a Request for Outdoor Athletic Fields from the Pearland Parks & Recreation office (4141 Bailey Road) or the website (www.pearlandparks.com) that contains the proper paperwork. 2. Requests will be filled based on field availability, group priority level, residency status, date submitted, and history with Pearland Parks & Recreation. All associations may submit requests up to twelve (12) months in advance and no Tess than thirty (30) days prior to the beginning of any anticipated field use. 3. The request form must be filled out in its entirety, accompanied by a $500 deposit, a copy of non-profit tax identification number 501(c)3 (if applicable), and a $1,000,000 certificate of liability insurance naming City of Pearland as the additionally insured. 4. Field rental requests can be made by phone as a tentative booking as long as the request is accompanied by an appointment within seven (7) business days. A representative will be required to attend a meeting with Department staff to discuss expectation and sign a contract. Failure to appear for an appointment will void the tentative booking and the date will again be available to the public. 5. Two (2) weeks after registration is complete and prior to the actual beginning of the season, final rosters and player information must be submitted along with games and practice schedules. Page 7 of 12 6. Two (2) weeks after the end of the contract term, the Association will be required to pay all balances on account. 7. All reservations, contracts, and changes must be made in person by the responsible party at the Parks & Recreation Administrative offices located inside the Recreation Center & Natatorium. Hours Available for Use Designated athletic fields are located in Community Parks and are opened during posted hours. Field lighting is allowed per the department's facility lighting policy. Hourly rentals of fields are required to be extend for a minimum of 2 consecutive rental hours Monday - Friday; 4 hours Saturday — Sunday. Concessions/Storage Buildings Scheduled use of concession/storage buildings will be on a per season basis with use determined by the Recognized Sports Association at a specific facility. Only one Sports Association per season will be granted priority use of a specific building. If another Sports Association requests use of that building during the same time frame, the Sports Association with priority use of the building may choose to share use contingent upon the City's approval. The City may use the concession and storage areas during city - sponsored activities. The City also reserves the right to enter into contracts with private companies for concession operation services. Sports Associations may be required to furnish whatever equipment and supplies are necessary to operate the concession area and maintain in a sanitary manner, all restrooms, concession and storage areas based on facilities. An ice machine is the only equipment that the City may provide inside the concession area. Associations agree to abide by any and all health code requirements for food service including all appropriate permits. All equipment stored at a concession/storage building must be removed at the end of the Sport's Associations season, unless otherwise approved by the City. The City will inspect facilities at least once a quarter to determine if flammable, hazardous, or toxic substances/materials are being stored and handled properly. Sports Associations must not block access to facility equipment such as air conditioners, heaters, ice machines, breaker panels, circuit panels, etc. The City of Pearland shall be responsible for repairs and up keep of city owned concession/storage buildings that are the result of normal wear and tear and aging. Sports Associations will be responsible for repairs stemming from damages incurred by the facility due to the Sports Association's negligent or irresponsible use. All air conditioned facilities should maintain temperatures, especially those with ice machines, within the range of 76-80 degrees F. Page 8 of 12 Maintenance of Park & Recreation Fields & Facilities The City of Pearland, with the help of the Sports Associations, will provide a level of maintenance service to all parks and recreation facilities that ensures the safe and efficient use of the facility by the sports associations and the general public. The city will follow the determined park maintenance standards for each park. The Sports Associations are responsible for reporting and correcting hazardous conditions related to the association's activities. Failure to address these hazardous conditions within 24 hours could result in the suspension of having a recognized league status. The City of Pearland will not provide maintenance or upkeep to property or facilities that are not owned by the City of Pearland but retain the right to remove the property. Sports Associations and other organizations will be responsible for and bear all costs associated with the operation and maintenance of any and all league, season, or sport specific up keep to the facility (examples may include items such as bases, soccer goals, public address system, nets, etc.) The Parks and Recreation department has established as a standard that a minimum of 90% of field lighting must be operational at all times. Every effort will be made to ensure this standard is maintained. In the event of a man made or natural disaster that impacts field lighting, the Department will make a determination as to whether sufficient lighting is operable to provide for the safety of the user group. The user group will be notified of such decisions and lights will be repaired or replaced as quickly as possible. Once 10% of the lighting on any given field has burnt out, at that time the light bulbs will be scheduled to be replaced. The department has a work order system. The purpose of the system is to provide park maintenance personnel with documentation in order to better serve and track facility repairs, maintenance activities, and service requests. Its intent is to provide a better means of communication between persons requesting service and park maintenance personnel concerning park facilities. If while on property the renting organization notices something that is wrong with the facility, please report it to the staff on site or call 281-412-8900 and leave a message regarding the issue. For site and facility related emergencies, please call XXX-XXX-XXXX. Vandalism The City will share in the responsibility of deterrence by providing sufficient lighting, frequent security patrols, overall security assessment, and other measures upon the review and permission of the Parks & Recreation Director. Repairs to City facilities caused by vandalism will be the responsibility of the City. The city will repair or replace as necessary, the following equipment: air conditioners/heaters, electrical and lighting systems, phone systems, plumbing systems, or others upon review and permission of the Parks & Recreation Director. Page 9 of 12 Litter Control The permit holder is responsible for the actions of the individuals participating in the permitted activity and should provide reasonable clean-up of the facilities and parking Tots. All associations and individuals should make every effort to police the facilities, buildings, parking areas and common areas for trash, debris and litter with their activities. All trash, debris and litter can be deposited in the trash receptacles or dumpster on the park grounds. The City will share the responsibility to keep all facilities clear of trash, debris, and litter. City staff collect trash from the receptacles on a once daily basis M -F at all Community Parks. Users are responsible for additional litter control needed during their use. If trash is not cleaned up, the deposit will be kept. Recycling containers are located adjacent to most athletic facilities and users are encouraged to utilize them for appropriate materials. These receptacles are also emptied on a regular basis. Parking Parking is only allowed in designated areas and will be strictly enforced. No motorized vehicles will be allowed in the parks except in parking areas, the exception being emergency vehicles assisting an accident or injury, or the delivery of equipment, supplies and/or materials. When demands on the parking areas are expected to exceed availability, users should communicate and work with the Parks & Recreation Department to develop plans for such instances. Signage RSA's may be allowed to place sponsorship signs within designated areas. Sponsorship signs may be attached to ball field fencing under the following conditions: • Must be 1'4" tall, at least 'A" thick and 8' long • Colored a single approved color white lettering • Legible from the ball field viewing area • Well maintained • Are all placed at the same height from the ground All sponsorship signs that are damaged from weather, vandalism, or normal wear and tear must be repaired or replaced by the Sports Association. Exceptions to the policy may be made only with the approval of the city. If not repaired in a timely manner the signs will be removed at the City's discretion. Enhancements Associations will not install, build or perform any type of facility or property improvements without the express written consent of the City of Pearland. Requests for improvements must be submitted in writing to the Parks & Recreation Director at least 60 days prior to the desired date of performing the Page 10 of 12 improvement. All requests require approval of the Director and must meet the building/inspection codes and ordinance requirements. Capital Improvement Projects Associations wishing the City to consider funding specific capital improvement projects (projects over $100,000) should submit, in writing, a detailed description of the type of project for consideration. (i.e. two additional youth soccer fields). Written request should be submitted to the Parks & Recreation Director by February 1 in order to be reviewed for consideration in the following fiscal year's program budget. Approval of projects is based on priority need and available funds. Restroom Facilities Restrooms are available at all Community parks owned by the City. The cleaning of restrooms and provision of necessary supplies is the joint responsibility of the city and the Sports Association. If facilities must remain open for general park usage, the City will clean the restrooms daily during the week Monday -Friday. The Sports Association will be responsible for subsequent cleanings. The Association may contract with outside contractors for the supplemental cleaning of the restrooms. The City expects assistance in meeting the health and safety needs of our park patrons. The City does not encourage the use of restroom facilities at private or semi-public facilities located adjacent to city owned parks. In some instances, the cleaning of restrooms and provision of necessary supplies may be the sole responsibility of the Association per facility needs and arrangements. Restrooms should be cleaned and restocked on a regular basis. Emergencies and Accidents Organizations are required to report any and all accidents that require medical attention by health care professionals. Accidents involving the condition or maintenance of facilities should be reported to the Parks & Recreation office at the beginning of the first business day following the accident by calling 281- 412-8900 and leaving a message. Proprietary or Commercial Groups No person or business shall be permitted to use park facilities for financial gain or profit unless contracted by the Parks & Recreation Department, or they have partnership agreements on file with the Parks & Recreation Department. These facilities are designed to serve the general public on a non- profit basis. Any commercial photography (i.e. video, still, catalog) must obtain permission from the City of Pearland. Page 11 of 12 Community Building Reservations Community Centers are available for use by the Sports Associations. For information on fees, available dates and policies contact the Parks & Recreation office at 281.412.8900. Penalties Any sponsoring association, group or person violating any provision of the Athletic Facility Use Policy may be penalized in the following manner: 1. Any sponsoring association, group or person may be notified of the violation in a written notice from the Parks & Recreation Department 2. Any sponsoring association, group or person, upon written notification, may be provided the opportunity to resolve the violation determined by the Director of Parks & Recreation or designee 3. Any sponsoring association, group or person violating any of the Policies and Procedures may be refused the scheduled usage of athletic facilities if such action is deemed necessary by the Director of Parks & Recreation upon review and disposition of the violation Field Usage Fees Recognized Sports Associations Deposit (per season) Player Fee Utility Fee $500 $10 (R) $20 (NR) $150 month Hourly Usage Resident Non -Resident Field $15 $30 Utility $15 $15 Revision History Created July 2011 Revised April 2013 Revised April 2014 Revised July 2014 Adopted by Council August 2014 Page 12 of 12