Athletic Field Use Guidelines

Transcription

1 Athletic Field Use Guidelines INTRODUCTION Bend Park & Recreation District recognizes that athletics are a fundamental component of our goal to foster healthy lifestyles and help our community thrive. As such, the District coordinates the use of District athletic fields for sports organizations, teams, and general public use. Our goal is to fairly distribute available fields and maintain safe, high quality athletic fields through our athletic field reservation process. Bend Park & Recreation District has already experienced an increased demand for the use of District athletic fields, and finds it necessary to emphasize shared athletic field use among our present and future users. The purpose of these guidelines is to outline the District s scheduling priority procedure and regulations for the reserved use of athletic fields. All organized sport program use of Bend Park & Recreation District athletic fields requires a reservation and permit obtained through the District reservation process. Organized sport program use is defined as any time a group of individuals is practicing, playing contests, conducting drills, camps or other programmed activities under the organization, direction and supervision of an individual or organization. The reservation process provides a user or organization the exclusive use of a field. Reservations are not required for informal gatherings such as unscheduled pick-up games or family gatherings although use cannot be guaranteed without a reservation. ATHLETIC FIELD RESERVATION AND PERMIT PROCESS The purpose of the reservation and permit process is to facilitate the efficient use of available field space, minimize potential conflicts and provide accurate information on field use. Rental Season and Field Availability Athletic facilities are available to rent March 1 through November 1. An annual rest and renovation program is scheduled at all sites to maintain field sustainability. Athletic fields will be closed for permitted use the months of November through February. The District makes every effort to accommodate groups and organizations. However, the health and safety of the user and the condition and playability of the fields takes precedence. As a result, the District may close fields, deny use of a field, and/or alternate sites for athletic use. Closures are kept to a minimum when fields are in playable condition. If you would like to check field availability, please contact Becky Young, Athletic Field Scheduler, at (541) or beckyr@bendparksandrec.org. Rev. 11/15/2017 1

2 Reservation Process The District will begin taking field reservation requests December 1. Non-tournament reservation requests must be submitted at least two weeks in advance of reservation date(s). Requests received with less notice may not be accommodated. Athletic tournament reservation requests and logistics plan must be submitted by December 31. Late documents will be considered on a case-by-case basis depending upon remaining availability of fields. Submit completed reservation requests via to beckyr@bendparksandrec.org or by mail to Bend Park & Recreation District, Attention: Becky Young, 799 SW Columbia St., Bend, OR Once submitted, user will be notified by the District to determine availability and to coordinate reservation details. Deposit must then be paid for the user to be issued an Athletic Field Reservation Permit which must be signed and returned to the District. Reservations are not confirmed until the user or organization has returned the signed Athletic Field Reservation Permit to the District. Athletic tournaments are required to complete and submit a logistics plan along with the completed Athletic Field Reservation Request, as well as schedule pre-tournament and post-tournament meetings with the District. These meetings can be held over the phone or via . Final billing will be made following the post-tournament meeting and final payments are due within two weeks of the invoice date. See Athletic Field Tournament Logistics Plan for additional information. Billing, Cancellations and Refunds A payment of $250 deposit is due at time of reservation. If the rental rate is less than $250, full payment is due at time of reservation. Remaining balance of the rental fee is due 30 days prior to the reservation date (this does not include additional services). A final invoice will be issued at the conclusion of the reservation and will include the remaining amount of rental fees, any changes to original reservation request and any additional fees accrued. Final payment is due within two weeks of the invoice date. Failure to comply with the above billing procedures may jeopardize current and/or future field reservations. Users will be billed based on reserved field space (not actual used space). In the event reserved fields are not being used, it is the responsibility of the user to contact the District to release unused fields so they may be reassigned. For non-tournament reservations, fee adjustments and refunds are readily granted if the District is notified 7 days prior to the reservation date. For tournaments, fee adjustments and refunds are readily granted if the District is notified 30 days prior to the reservation date. Permit Requirements Users are required to sign and return a copy of the Athletic Field Reservation Permit to the District as well as, keep a copy of the signed permit on site at all times while using the athletic field space. Users will also be required to provide schedules to the District to show that all of the reserved fields are being utilized. Rev. 11/15/2017 2

3 Additional Services For non-tournament reservations, it is the responsibility of the user to coordinate additional services at least 2 weeks in advance of reservation date(s). See Athletic Field Use Fees for additional information regarding services. For tournament reservations additional services are outlined in the logistics plan due at the same time as the reservation request. Liability Insurance Requirements All users and organizations to whom use has been granted via the reservation and permitting process must agree in writing to hold the Bend Park & Recreation District harmless and free from all liability of any kind resulting from the use of District fields and facilities. A Certificate of Insurance and Additionally Insured Endorsement page must be submitted to the District thirty days prior to the event providing proof of the following coverage: Public liability and property damage insurance in an amount no less than $2,000,000 per occurrence. Bend Park & Recreation District named as additionally insured. Every Certificate of Insurance should have the following minimum information: Named insured Insurance company Policy number Date(s) of coverage Limits of liability Type of event Type of activity and location of event Issuance date of Certificate (should be no more than thirty (30) days prior to event) Cancellation insurance clause providing the District with thirty (30) days written notice For additional information see the BPRD Insurance Information Packet which includes samples of acceptable coverage. SCHEDULING AND PRIORITIZATION PROCESS The District s primary role in the provision of athletic fields is to meet the needs of recreation programs and leagues offered by the District and other community sport organizations. The District understands that other organizations and groups look to the District for athletic fields to conduct practices, games and tournaments. While the District develops and operates athletic fields to meet some of these needs, the District cannot provide athletic field space to accommodate all sport organizations and as such, has developed a prioritization process to schedule athletic field use. Athletic field space will be scheduled based on the user types below in priority order. To the extent feasible, the District will attempt to accommodate all users regardless of priority. As a result the District will consider all requests and then schedule time based on priority order that makes the best use of available field space. Rev. 11/15/2017 3

4 1. Bend Park & Recreation District programs 2. Bend-La Pine School District programs (through the Joint Use Agreement) 3. Local youth and adult sports organizations 4. Non-local youth and adult sports organizations 5. Private and commercial users Additional Considerations for Prioritization In addition to the groups above, OSAA traditional sports seasons have priority over select/shoulder seasons. Spring/summer sports (baseball, softball, lacrosse) have priority use March 1 August 1. Fall sports (football, soccer) have priority use August 15 November 1. Fields may also be scheduled based on the number of participants in each program. ATHLETIC FIELD RULES AND REGULATIONS General Rules and Regulations 1. Athletic field reservation groups using various park facilities for outside day/evening purposes will be required to go through the reservation process for use of facilities and to pay appropriate fees. Athletic tournament reservations will also be required to complete an Athletic Tournament Logistics Plan and attend pre-tournament and post-tournament meetings. 2. Athletic field use activity is permitted through the reservation process. The activity listed on this permit is the only activity the District has approved for field use. If any desire to change or add a different activity to permitted use, user must contact the District and obtain written approval. 3. It is the user s responsibility to know and adhere to the rules and regulations outlined along with general park rules and regulations, and District policies, as well as observe all federal and state laws and regulations in which the premises to be rented are located. 4. User must not stay beyond their permitted field use time or use fields outside their permitted use. Any user found to extend their permitted time or using additional fields without written approval from the District will be charged for additional field use time, and may receive reduced field time in the future. 5. Park hours are from dawn to dusk. Lighted fields are until 10:00 pm Sunday through Thursday and 11:00 pm Fridays and Saturdays. No person shall remain in a District park during nonoperating hours. 6. Please leave park facilities immediately after scheduled use safely and quietly, especially after late games. For the benefit of the community, please practice being good neighbors in residential neighborhoods. 7. Athletic field use by youth must be under adult supervision at all times. 8. Practice and games must be suspended in the event thunder and/or lightning is observed or heard. 9. District staff will make the final determination as to the playability of athletic fields. The user will take responsibility for damages caused by playing on wet fields. 10. No subleasing of fields is not allowed under any circumstances. 11. User must leave the park facility in satisfactory condition (clean and free of damage) and will be fully responsible for the physical condition in which they leave the facility. Damage to the park facility as a result of reserved use will be billed to the user. The cost to repair, replace, or cleanup will be determined by the District. Rev. 11/15/2017 4

5 12. All litter and garbage must be disposed of properly. Trash cans are placed throughout the parks and certain parks have dumpsters available for your convenience. It may be required for users to provide additional trash cans or dumpsters based on the size and/or duration of the reservation. Ass Athletic Field Logistics Plan for more information. 13. Dogs on leash are allowed in the parks. Dogs are not allowed on athletic field playing surfaces during organized play. 14. Any signage intended to be affixed to fencing, structures or staked in the ground must be preapproved by the District. Signs may not block the view of the public, cause a distraction or obscure any facility sponsor signage. All signs must be taken down upon conclusion of the reservation. 15. Smoking or other use of tobacco products is prohibited on all District property. Tobacco products include any tobacco cigarette, cigar, pipe tobacco, smokeless tobacco, chewing tobacco, or any other form of tobacco that may be used for smoking, chewing, inhalation, or other means of ingestion. 16. Tents, canopies or other temporary structures are permitted in designated areas only. These areas may vary based on the type of event or activity. See Athletic Tournament Logistics Plan for additional information. 17. Public admission fees must be approved by the District s Executive Director. If admission fees are charged, the District will receive 50 percent of the gross revenue. 18. Balls and other equipment thrown, batted, kicked, or otherwise landing on private property must not be retrieved without the property owner s permission. Climbing fences or entering gates to access private property is prohibited. Parking/Vehicles 1. Parking is allowed only in designated parking areas. User groups must inform their participants and spectators to park in facility parking lots and public parking areas. No motorized vehicles on turf areas. It is the user s responsibility to alleviate traffic and parking issues. Parking may be shared by other events during your rental period. Overnight parking is prohibited. 2. Recreational vehicle overnight stays and tent camping are prohibited. 3. Bend Park & Recreation District is not responsible for loss, theft, or damage to vehicles. Alcohol and Concessions 1. Possession or consumption of alcoholic beverages is prohibited on District property. Use or selling of alcohol in District parks is allowed only under permitted uses. Possession or consumption of alcoholic beverages requires an alcohol consumption permit issued by the District. Selling of alcoholic beverages requires an alcohol consumption permit issued by the District and a permit issued by the Oregon Liquor Control Commission. User is responsible for contacting OLCC to obtain a permit. The OLCC permit (if obtained) and the District alcohol consumption permit (if obtained) must be submitted to the District thirty (30) days prior to the event. 2. Bend Park & Recreation District holds an exclusive contract for food and beverage concessions. Additional food and beverage sales are prohibited without express written consent from the District. See Athletic Tournament Logistics Plan for additional information regarding alcohol and concessions. User Conduct Rev. 11/15/2017 5

6 For the safety and health of participants, spectators and visitors, unsportsmanlike conduct will not be tolerated and may result in disciplinary action or ejection from the facility. User is responsible for the conduct and control of participants and spectators. District employees have the right to ask anyone to leave the park if inappropriate behavior is exhibited. Inappropriate behavior includes: 1. Physically or verbally threatening the well-being of an official, competitor, spectator or Bend Park & Recreation District employee. 2. Addressing an official, competitor, spectator or Bend Park & Recreation District employee in a disrespectful manner. 3. Fighting and/or aggressive behavior 4. Use of vulgar language 5. Endangering actions (e.g. throwing bats or other equipment) 6. Inappropriate gestures 7. Intoxication 8. Vandalism Field Grooming and Turf Preservation Cooperation is needed for the preservation of the turf on District fields by following these guidelines: 1. No group or individual is permitted to alter a field in any way (e.g. remove or change pitching rubbers, bases, fences, goals, etc.) without written approval from the District. 2. District maintenance staff will complete all field maintenance. Rental groups will be allowed to do minor field prep (e.g. hand dragging, raking, chalking, etc.) 3. Field use, especially practices, should be conducted in such a way that the action takes place on different sections of turf, thus reducing excessive turf damage in one area. Rotate use of areas, and when possible, stay off fringe or bare areas to limit erosion and further damage. 4. Replace turf divots at the end of each day to help re-root grass. 5. No tarps or material which may damage the grass may be placed on the turf. 6. Do not use fields during or after a heavy rain, or when wet or muddy. 7. Soccer practices are not to be held on the infield area of a softball or baseball diamond. 8. Do not overcrowd fields by scheduling multiple games in areas reserved. Allow a distance between fields for safe passage of spectators and participants. 9. Do not drive or park cars motorcycles, or other motorized vehicles on turf areas. Report hazards to the Park Services Department office at Report immediate emergencies (broken water lines, gushing sprinkler heads, etc.) to the Park Services Department at (541) When calling, be prepared to fully identify yourself, your location, and the specific nature of the emergency so that staff can bring the appropriate repair equipment. Rev. 11/15/2017 6