Athletic Field Information 3 Reservation/Rental Regulations and Guidelines...5 Weather cancellations and reservation cancellations...

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1 City of Cheyenne Parks Division - Facilities Programmer Kelly Medley kmedley@cheyennecity.org Web site: Mailing address: 4603 Lions Park Drive Cheyenne, WY 82001

2 Athletic Field Information 3 Reservation/Rental Regulations and Guidelines Weather cancellations and reservation cancellations...8 Reservation/Rental Agreement.10 2

3 ATHLETIC RENTAL FACILITY MAPS/DESCRIPTIONS Brimmer Softball Complex Pershing Blvd. at Windmill Ave. Lighted three field softball complex with skinned infields. This facility is intended for use by adult, girls and boys softball and baseball teams and organizations. Field distances range from 275 to 290. Cheyenne Jr. League Complex 4211 Converse Avenue Nine field baseball complex with skinned infields (no lights available). This facility is intended for use by boys and girls softball and baseball teams and organizations ages 6 to 13. Field distances range from 190 to 220. Coke Gonzales Field Ames Ave. at MLK Ct. A baseball/softball field with a skinned infield (no lights available). This facility is intended for use by boys and girls softball and baseball teams and organizations ages 6 to 16. Field distance is 275 at center field. Converse Softball Complex 3800 Converse Avenue Lighted four field softball complex with skinned infields. This facility is intended for use by adult, girls and boys softball and baseball teams and organizations. All fields (except field 3) measure approximately 290 at center field. Field 3 measures approximately 240 at center field. Dunbar Field Lions Park South Lions Park Drive A lighted baseball/softball field with a skinned infield. This facility is intended for use by adult, girls and boys softball and baseball teams and organizations. Field distance is 285 at center field. Dutchter Baseball Complex 4212 Converse Avenue A partially lighted baseball complex with both grass and skinned infield. This facility is intended for use by girls and boys baseball teams and organizations. Field distances range from 315 to

4 Pioneer Park Baseball Field 1331 Talbot Ct. A lighted baseball field with a synthetic turf infield. This facility is intended for use by adult, boys and girls baseball teams and organizations ages 15 and up. Field distance is approximately 360 at center field. Powers Baseball Field Windmill Ave. at Dell Range Blvd. A lighted baseball field with a synthetic turf infield. This facility is intended for use by adult, boys and girls baseball teams and organizations ages 15 and up. Field distance is approximately 407 at center field. Pride Park 2816 E. 7 th Street A baseball/softball complex with a skinned infields (no lights available). This facility is intended for use by boys and girls softball and baseball teams and organizations ages 6 to 16. Field distances are approximately 225 at center field. Cahill Soccer Complex Dell Range at Friendship Circle A multipurpose athletic complex (no lights available). This facility is intended for use by adult, boys and girls soccer teams and organizations. North Cheyenne Community Park Mynear St. at Ridge Road A multipurpose athletic complex (no lights available). This facility is intended for use by adult, boys and girls soccer teams and organizations. Pointe Park Gardenia Dr. and Pasadena Road A multipurpose athletic complex (no lights available). This facility is intended for use by adult, boys and girls soccer, lacrosse, etc. teams and organizations. Sun Valley Park E. 12 th Street. (Sun Valley) A multipurpose athletic complex (no lights available). This facility is intended for use by adult, boys and girls soccer, lacrosse, etc. teams and organizations. 4

5 ATHLETIC FACILITY RESERVATION POLICY 1. Application for Organized Activities: Any group who desires to reserve any City of Cheyenne Athletic Facilities for organized activities shall complete an Athletic Facility Rental Guide with the Parks Division, 4603 Lions Park Dr., Cheyenne, WY Office hours are Monday-Friday from 7:30 a.m. 4:30 p.m. Applications for seasonal, game and tournament use will be accepted for the calendar year beginning January 1 for the upcoming season. Practice reservations will be accepted the third Monday of the month for the following month (i.e. reservations for May 2017 will be accepted starting the third Monday in April 2017). Reservations will be accepted in order of walk-in arrivals, phone calls and then s beginning at 7:30 a.m. Field reservations will be taken in order upon arrival of an individual. Each individual will be allowed to reserve three time slots per week. For this purpose, the week is considered Monday through Sunday. If additional reservations are desired, requests may be submitted following initial scheduling. Priority scheduling will be given to organizations, scheduling in advance is essential. 2. Standards of Issuance: The City of Cheyenne rents the Athletic Fields when it is in the best interests of the community. The Director of Parks or authorized representative will review applications based upon the following criteria: a. The activity or use will not unreasonably interfere with the general public s enjoyment of the park. b. The activity does not conflict with other scheduled uses in the park. c. The activity will not interfere with the promotion of public health, safety and recreation d. The activity is not reasonably anticipated to incite violence, crime, or disorderly conduct. e.. The activity will not entail extraordinary or burdensome expense or police presence by the City of Cheyenne. f. The facility or adjacent areas have not been reserved for other uses on the day and hours required in the application that may conflict with activities. 3. Liability of Applicant; Indemnification: The person or persons to whom a reservation is issued shall be liable for any loss, damage, or injury sustained by any person whatsoever by reason of the use of the facility by the person or persons to whom the reservation has been issued. Further, applicants agree to defend, indemnify, hold harmless and make whole the City of Cheyenne for any loss, damage, claims, injuries or other causes of action related to or caused by applicant s use of the premises. 4. Revocation: The Director of Parks & Recreation or authorized representative shall have the authority to revoke an approved application upon finding a violation of any rule, ordinance, or standard. The Chief of Police, or his authorized representative, shall have the authority to revoke an application upon finding of a violation of any city ordinance. ATHLETIC FACILITY RESERVATION RENTAL POLICIES 1. Renters will be required to complete an Reservation/Rental Agreement (see page 10 & 11) and follow all City laws and ordinances. 2. The sale or marketing of foods or goods will be considered commercial endeavors and will be subject to appropriate City fees, licenses and permits. 3. All parties or organizations renting athletic fields or facilities will be held responsible for any and all damages done to the property. This serves as an agreement that the applicant and authorized officer of the sponsoring organization, if any, agree to reimburse the city for any costs incurred by the City in repairing damage to city property occurring in connection with the event proximately caused by the actions of the event holder, its officers, volunteers, employees or agents, or any person who was under the event holder s control. 4. All parties or organizations renting athletic fields or facilities will promise to adhere, and have players, coaches and league administrators adhere, to the following tenants of stewardship on City of Cheyenne athletic fields. I will treat the fields as if they were my own property. I will stop others from misuse of the fields I will leave the field in better condition than how I found it. I will not execute procedures on the field that I have not been cleared to perform. I will do my best to provide a positive role model for players, coaches and league administrators. I will report any field safety concerns to the City of Cheyenne Parks & Recreation Department. I will not allow use of sunflower seeds at any field with synthetic turf. 5 Initial:

6 ATHLETIC FACILITY RESERVATION RENTAL POLICIES 5. All parties or organizations renting Athletic Fields will be responsible for being aware of all applicable rules, resolutions and laws. 6. The City will not be responsible for equipment, personal belongings or food items left in buildings, bleachers or dugouts. 7. All renters will complete an Athletic Facility Advertising Acknowledgment Form for every banner hung at any facility. Powers Field users and Pioneer Field users will follow the Banner Distribution Chart. 8. All trash is to be removed from grounds, bleachers and dugouts. 9. No smoking allowed at any City Athletic facilities. The undersigned organization, as a user, of property by the City of Cheyenne, agrees to enforce Chapter of the Cheyenne City Code. This Chapter prohibits of smoking in public places including, but not limited to: 18. Sports arenas and convention halls, including bowling facilities; 20. City owned Youth Athletic Facilities. The organization will advertise and ask that all visitors, spectators and participants refrain from smoking at all times while in attendance at the above mentioned venues and, if necessary, alert the proper authorities should the need arise. 10. Teams with reserved practice times take precedence. All other practice times available are open to the public on a first come, first serve basis, and limited to one hour after the arrival of another user. 11. Games will take precedence over practices or scrimmages (i.e. re-scheduled due to weather cancellations or new game requests). If an organization is found to have reserved a field for a game, but an umpire not affiliated with an accredited Umpires Association is not found at the field of play, the organization may lose field reservation rights. 12. Officers, agents and employees of Parks & Recreation and the City of Cheyenne reserve the right to have full access to all areas of the buildings and grounds at all times. 13. Commercial General Liability Insurance: Renter/User Group shall provide coverage against claims arising out of bodily injury, illness and death, and from damage to or destruction of property of others, including loss of use thereof, including damage or injury stemming from completed operations, with minimum limits of One Million Dollars ($1,000,000) per claimant and Two Million Dollars ($2,000,000) per occurrence for the entire term of the agreement. a. The City of Cheyenne shall be named as additional insured on the Renter/User Group s commercial general liability insurance policy and the Renter/User Group shall provide the City with a copy of an endorsement providing this coverage and a separate certificate of insurance listing the City of Cheyenne as a certificate holder. b. It is understood and agreed that the Renter/User Group s insurance policy is primary and not contributory. The insurance certificate shall be submitted to the City of Cheyenne prior to utilizing athletic fields under this agreement. The insurance certificate provided by the Renter/User Group must include a clause stating that the insurance may not be canceled, amended or allowed to lapse until the expiration of at least thirty (30) days advance written notice to the City of Cheyenne. The City s failure to request or review such policies, endorsements, and certificates shall not affect the City s rights or the Renter/User Group s obligation hereunder. Any insurance company providing coverage under this agreement shall have a minimum of A.M. Best rating of A (Excellent). c. The City of Cheyenne expressly reserves the right to invoke governmental immunity for any claim arising out of this agreement pursuant to the Wyoming Governmental Claims Act, Wyo. Stat , et. seq.. FIELD RENTAL RATES 1. Rental fees are based on a block schedule and must be abided by. Set-up, warm-up and clean-up times are included in the rental period. 2. Rental fees for reserved practices, games or clinics will be billed to the organization at the end of each month. Payment in full is expected upon receipt of invoice and will be monitored through the City Treasurer s Department. Invoices not paid within 60 days will be assessed a $35 late fee and will no longer be allowed to charge for City services until paid in full. Finally, after 104 days accounts not paid will be submitted to the City s collection agency. Accounts sent to the City s collection agency will not be granted reservation rights of City athletic fields until amount owed is paid in full. Rental fees for tournaments will be collected as follows: 25% of total reservation fee will be due at the time of reservation. The remaining 75% and damage deposit will be due 5 business days prior to the reserved date. Checks will be accepted for the deposit fee ($300/tournament), however, will not be held longer than 60 days per City of Cheyenne Treasurer s Office. Payment of tournament fees entitle use of facilities keys, exclusive facility use, utilities & one field prep prior to the start of your tournament (with a start time after 9:00 a.m.). 6 Initial:

7 FIELD RENTAL RATES 3. Cancellations: Inclement weather; refer to the Weather Cancellation Policy (page 9). All other cancellations; user groups must notify the City of Cheyenne Parks Division Facilities Programmer five business days prior to the reservation date in order to not be billed or receive a full refund. User groups who do NOT notify the City of Cheyenne Parks Division Facilities Programmer within this timeline will be billed for use of the facility or will not receive a full refund. 4. Rental fees are based on user definitions and are detailed below. User Definition: a. Public User - is any organized group or individual that provides athletic programs and has open reistration and does not deny participation based on skill level or ability. b. Private User - is any organized group or individual that provides athletic programs and denies participation based on skill level or try-outs c. Profit User - is any organized group or individual that provides athletic programs based on profit making endeavor. Set-Up Type Rental 2010 Rental 2010 Athletic Facility Fee Schedule Baseball/Softball Field Use Last Fee 2016 Fee Structure 2017 Fee Structure Update Public* Private* Profit* Public* Private* Profit* $30/Game $45/Game $100/game $15/U6/Game $45/Game $100/game $10/Practice $15/Practice $25/Practice $30/Game $15/Practice $25/Practice $0 Lights/Hr. $0 Lights/Hr. $0 Lights/Hr. $10/Practice $0 Lights/Hr. $0 Lights/Hr. Baseball/Softball Tournament Use $0 Lights/Hr. $100 Field/Day** $100 Field/Day** $300 Damage Deposit** $300 Damage Deposit** Set-Up Type Rental 2010 Rental 2010 Soccer/Lacrosse/Multipurpose Field Use Last Fee Update 2016 Fee Structure 2017 Fee Structure Public* Private* Profit* Public* Private* Profit* $5/U6&U8/Game $7/U6&U8/Game $15/U6&U8/Game $5/U6&U8/Game $7/U6&U8/Game $15/U6&U8/Game $7/U10/Game $10/U10/Game $21/U10/Game $7/U10/Game $10/U10/Game $21/U10/Game $15/U12/Game $20/U12/Game $45/U12/Game $15/U12/Game $20/U12/Game $45/U12/Game $20/U14+/Game $30/U14+/Game $60/U14+/Game $20/U14+/Game $30/U14+/Game $60/U14+/Game $7/Practice $10/Practice $20/Practice $7/Practice $10/Practice $20/Practice Soccer/Lacrosse/Multipurpose Tournament Use $100 Complex/Day** $100 Complex/Day** $300 Damage Deposit** $300 Damage Deposit** 5. Player fees are based per organization on resolution # 4930 and are detailed below. Youth Fees (Under 19 Years Old) 0 to 100 players $20.00/player/season 101 to 250 players $15.00/player/season 251 to 750 players $10.00/player/season 751 to 1250 players $5.00/player/season 1251 or more players $2.50/player/season Adult Fees (19 Years Old & Up) $12.50/player/season 7 Initial:

8 The decision on cancellation due to inclement weather conditions or poor field conditions rests with the following: Weekday Cancellations 1. Cancellations due to weather will be made by the City of Cheyenne Parks Division. Decisions will be made by 3:30 p.m. on weekdays. In the event games are canceled the Parks Division Facilities Programmer will send notice via to the organization representative. It will be the responsibility of the organization representative to notify the team(s) affected. If the City of Cheyenne Parks Division cancels play due to weather or declares a safety closure user groups will either be refunded or not billed whichever should apply. 2. After 3:30 p.m. cancellation decisions will be made by the organizations or umpires at each specific complex. The decision itself should be made based on good judgment. We ask each organization not to allow use of facilities if use might tear up the infield or turf area being used resulting in loss of facility use for several days. The time to stop usage usually coincides with a point at which play becomes dangerous for participants. The result of damaged fields due to use during poor conditions may include temporary or permanent closure of the damaged facility. If a coach or umpire determines a field is unplayable, after 3:30 p.m., the user group must advise the Parks Division Facilities Programmer within 24 hours of the reserved field time and have the cancellation approved by the Director of Parks, in order to not be billed or receive a refund. 3. Makeup of cancellations will be scheduled by the affected organization during their normal use times and dates. If extra times or dates outside of normal use are needed, each organization must contact the Parks Division Facilities Programmer to approve those times or dates. Weekend Games/Tournaments 1. For all reserved weekend play (start time 9:00 a.m. or later) the Parks Division will provide one initial prep of the field. User groups are responsible for calling the on-call phone number (307) for cancellation updates on weekends and holidays. At this time the on-call staff member will make the determination of fields that are playable. Should inclement weather occur after 9:00 a.m., cancellation decisions will be made by the organization or umpires at each field. If a coach or umpire determines a field is unplayable the user group must advise the Parks Division Facilities Programmer within 24 hours of the reserved field time in order to not be billed or receive a refund pending approval of the Director of Parks. 8 Initial:

9 ORGANIZATION INFORMATION Organization: Scheduling Contact Name: Address: Mailing Address: Incomplete Forms will be returned to Sender Today s Date: Home Phone: Work Phone: Cell Phone: City: State: Zip: # of teams in organization: # of players in organization: ORGANIZATION DIRECTORS Name: Cell Phone: Address: Position: Home Phone: Work Phone: Mailing Address: City: State: Zip: Name: Cell Phone: Address: Position: Home Phone: Work Phone: Mailing Address: City: State: Zip: Name: Cell Phone: Address: Position: Home Phone: Work Phone: Mailing Address: City: State: Zip: 9 Initial:

10 ORGANIZATION TYPE: Ballfield Soccer Field Lacrosse Field Practice & League Games League Games Only Practices Only User Definitions: (select one) a. Public User - is any organized group or individual that provides athletic programs and has open registration and does not deny participation based on skill level or ability. b. Private User - is any organized group or individual that provides athletic programs and denies participation based on skill level or try-outs. c. Profit User is any organized group or individual that provides athletic programs based on a profit making endeavor. Registered Player: (select one) Youth Fees: 0 to 100 players - $20.00/player/season 101 to 250 players - $15.00/player/season 251 to 750 players - $10.00/player/season 751 to 1250 players - $5.00/player/season 1251 or more players - $2.50/player/season Adult Fees: $12.50/player/season One Time Practice: Facility Requested: Date Requested: Receipt #: One Time Game: Facility Requested: Date Requested: Receipt #: One Time Tournament: Name of Tournament: Facilities Requested: Dates Requested: * Ballfield Tournament Use Form must be complete and on file along with this guide. The undersigned herby agrees to abide by the Athletic Facility Rental Guide set forth by the City of Cheyenne Parks and Recreation Department. By signing this Rental Agreement, I/we agree to defend, hold harmless, and indemnify the City of Cheyenne, its officials, employees, authorized agents and volunteers against any and all claims and costs, including attorney s fees, arising during or resulting from my rental and I shall carry insurance as set forth in the Athletic Facility Reservation Policy. I/we acknowledge an understanding of this paragraph and realize I/we may have financial responsibility to the City. Responsible Party Signature Date Responsible Party Printed Name Group/Organization/Team 10