Purpose To provide clear standards and guidelines for allocating use of City of Goodyear and associated school districts athletic fields/facilities.

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1 ATHLETIC FACILITY/FIELD USE AND ALLOCATION POLICY RULES & REGULATIONS Purpose To provide clear standards and guidelines for allocating use of City of Goodyear and associated school districts athletic fields/facilities. The City of Goodyear Recreation Division, along with the support and input of the Recreation Roundtable, has developed a comprehensive allocation policy that determines need through evidence of actual need and participation that recognizes individual league investment and volunteerism while supporting the Primary/Secondary sports seasons of sports for Goodyear residents. Application and Agreement Fields/facilities are allocated and permitted during three (3) times annually, with allocations divided into four (4) month blocks. Each organization is required to sign and submit a completed Permit Application-Field and Park/Athletic Facility form from the City of Goodyear by the calendar year deadlines. APPLICATION SUBMISSION DEADLINE JULY 1ST NOVEMBER 1ST MARCH 1ST ALLOCATION BLOCKS SEPTEMBER -DECEMBER JANUARY-APRIL MAY-AUGUST Multiple-use reservations may be made for more than one block or with recurring weekly use and submitted at any time prior to each deadline. Any applications received prior to each deadline will not be given any advantage or preference over other applications. Any person or organization missing these deadlines will have access to any remaining fields after the allocation process is finalized. As such, if a request was submitted after a deadline, the party would be charged utilizing the priority ranking fee schedule, however, the post-deadline request would not supersede a scheduled use by a lower priority user. Submission of a Permit Application-Field and Park/Athletic Facility form does not constitute approval. Approval is subject to Permit Application-Field and Park/Athletic Facility form review and each application will be weighed based on the allocation policy and assessment of site availability. Final Approval is subject to the appropriate fees being paid, submittal of proof of insurance and becomes valid once a hard copy permit is issued. Every effort will be made to accommodate user group s use of fields. Priority of fields will be given to traditional primary season sports and by the priority ranking of each organization. Permit Procedures Requests to obtain permit to use City of Goodyear and associated school districts athletic fields/facilities in Goodyear are made through the City of Goodyear Recreation Division located 3075 N. Litchfield Rd. Goodyear, AZ (623) Groups of 8 or more individuals who wish to utilize an athletic field must complete an appropriate field rental application and submit an Athletic Field Use Rules and Regulations Summary Agreement form. The City has exclusive discretion in decisions 1

2 on scheduling of City of Goodyear and associated school districts fields and such decisions shall be final. Field permits will not be issued for use on designated blackout dates. Those users requesting a field/facility outside the allocation block deadline will be designated as first-come, first-serve. Requester must submit both a Permit Application-Field and Park/Athletic Facility form and an Athletic Field Use Rules and Regulations Summary Agreement form. Forms must be submitted a minimum of five (5) working days prior to the requested use date. Payment is due in full at the time the permit request is submitted. Proof of insurance must be submitted prior to a permit being issued. Game and practice schedules may be required for submittal and will be used by City staff to insure fields are being used as allocated. If fields are not used as requested, permits may be rescinded. Groups or organizations not using fields as stated on the permit may lose their deposit, permit and/or priority allocation consideration for future allocations. Liability Insurance Requirements FACILITY USER shall secure and maintain throughout the period of use contemplated under this agreement, general liability insurance with policy limits of not less that $1,000,000 per occurrence. The City of Goodyear, its elected and appointed officials, officers, agents and employees shall be named as additional insured by endorsement. Such policy or policies of insurance shall further provide that said policies of FACILITY USER shall be primary over any insurance held by CITY. The types and limits of insurance may be changed from time to time as determined by the City of Goodyear Risk Manager. FACILITY USER agrees to hold the City of Goodyear harmless and free from any liability of any nature arising out of the use of City and/or associated recreational facilities, to include reimbursement of any legal costs and fees incurred in defense of such claims. Fee Payment Payment in advance of use is required. Cash, check, money order or credit card may be used for payment and the payment shall be due and payable within three days of verbal or written notice of approval. Deposit/Maintenance Fee A deposit/maintenance fee may be required for any FACILITY USER. FACILITY USERS that are issued multiple-use date permit reservations and competitive and/or league group rentals are principally subject to a deposit and/or maintenance fee. A deposit and/or maintenance fee may be required by permit or for each field. The deposit will be refunded if the group abides by all ATHLETIC FACILITY/FIELD USE AND ALLOCATION POLICY RULES & REGULATIONS and pertinent City codes. A maintenance fee may be required for any FACILITY USER to assist in maintenance and/or repair City of Goodyear and associated school district athletic fields/facilities and will be applicable to any group or FACILITY USER whose usage is directly associated with excessive wear and tear and/or improper use. Additional fees will be applicable for unauthorized or extended field use beyond times listed on the permit and may result in the retention of a portion or all of the deposit, this may result in the cancellation of current use and prohibition of future use. Failure to pay any outstanding balances for any fees will result in suspension of all issued permits, pending applications and may result in revocation of cooperative/reciprocal agreements and nullification of the group s Roundtable membership. 2

3 The City requests that individuals and groups refrain or limit their use of heavy traffic areas during practices, regardless of weather, to assist in providing the best field conditions possible, i.e., soccer goal areas, pitching areas, etc. Groups or individuals that do not comply with the guidelines contained in this policy may have current and future field use permits cancelled and/or may be held liable for repair of facilities. Permit Cancellation Permits may be canceled and/or rescheduled by the City within guidelines listed herein. Permits canceled by the City or due to inclement weather may be rescheduled as availability allows or may be refunded in full. Permits canceled by the user at least 5 working days prior to the event will be refunded in full. No refunds will be issued if permitted use is canceled with fewer than 5 working days notice. User groups with fee waivers may be billed for fields that they have reserved and have not used. The City of Goodyear may cancel use of City or associated school district s field/facility for any of the following: City and/or associated School Districts begin maintenance involving any of the facilities. When the health and safety of participants are threatened due to impending conditions; including but not limited to, heavy rains, smog alerts, pesticide spraying, and natural disasters/events. Non-adherence to Athletic Field Use and Allocation Policy or City ordinance. City and/or associated school districts cancel use of fields under the direction of their administrative office. Subleasing of fields may result in revocation of all permits. Notice of Non-Use of Field Any organization that has been allocated space and does not intend to use it according to the permit issued shall notify the Recreation Division at least 21 working days prior so that the fields may be reallocated or otherwise used. User groups with fee waivers may be billed for fields that they have reserved and have not used. Non-use of a field may also result in revocation of the allocated field. ALLOCATION PROCEDURES Allocation of fields will follow this ATHLETIC FACILITY/FIELD USE AND ALLOCATION POLICY. Fields will be allocated by priority ranking. Fields will be allocated and permitted in 4 month blocks as sustainability allows: The field allocation is not intended to interrupt field assignments for teams and/or organizations during the course of a season that has already started. After City of Goodyear and associated school district schedules are confirmed, the City will work with user groups to permit fields. Block deadlines: JULY 1 ST : SEPTEMBER DECEMBER; NOVEMBER 1 ST : JANUARY-APRIL; MARCH 1 ST : MAY-AUGUST Fields/facilities will be allocated if they have not already been previously permitted to their maximum for sustainability Monday through Sunday. Fields will be allocated to teams/organizations based on their priority ranking in relation to all teams within that priority group with highest priority being given to organizations serving the highest number of Goodyear residents. 3

4 Verification of Goodyear residency will be established by providing such documentation as City staff deems necessary up to and including team rosters, player addresses, picture ID and utility bill. Fields will be allocated without regard to competitive level of skill. Field use times will be divided into prime time and nonprime time: -Prime time priority is given to youth teams Monday through Friday 4 pm to 8 pm and all day Saturday. -Non prime time priority is given to adult groups from 8 pm to 10 pm Monday through Friday and all day Sundays as site specifics and sustainability allow. Teams and organizations may be required to provide schedules that indicate all allocated fields are being used. Fields not being utilized by the appropriate organization or team indicated on the use schedules three times during a season and/or the reserved period of use the field will be reassigned. Teams and organizations will be notified when a field has gone without use by City staff and also prior to reassignment. After all requirements for application of field use are met, a formal permit will be issued authorizing use of City of Goodyear and associated school district athletic fields/facilities. Note: Submission of field request does not constitute approval. A hard copy of the permit must be available at each site approved for use for inspection by the City of Goodyear, Field Supervisors, designated agent(s) and Police. Field permits will not be issued for use on blackout dates or City holidays. Cooperative Organizations In order for organizations to be considered as a City of Goodyear cooperative organization (Co-op) and cosponsored by the City, the organization must: Qualify as a non-profit group, youth sports organization, clubs, schools charitable organization, church, youth tournament, Goodyear residents and businesses organization, be a member of the recreation roundtable AND/OR have a Coop/reciprocal agreement on file Utilize an open registration regardless of skill level for programs and provide an everyone plays philosophy. Organizations that the City has a cooperative agreement on file or cosponsors and with City Council approval may receive a fee waiver for use of fields/facilities Recreation Roundtable A collective forum of regionally-based and community-based organizations, representing a variety of leisure pursuits, whose organization or group are deemed as positively enhancing and contributing to expanded and diversified recreational opportunities for residents of the City of Goodyear. Membership to the Roundtable shall be by determined by nomination and majority vote by the existing Recreation Roundtable member organizations and shall be limited to a controlled group of organizations deemed proper by the City of Goodyear Recreation Division. Active Membership in the Recreation Roundtable shall be defined by 100% attendance to each regularly scheduled Recreation Roundtable meeting while sustaining written or verbal lines of communication outside regularly scheduled meetings. Recreation Roundtable members must send at least one representative or agent to each regularly scheduled Recreation Roundtable meeting to maintain membership. Membership may be nullified if an 4

5 organization or group fails to attend Roundtable meetings and/or fails to sustain lines of communication. Priority Ranking 1 City of Goodyear and associated school district leagues and programs shall maintain the default position of PRIORITY ONE with scheduling priority defaulting to the principal owner of the field/facility. All other Organizations will be ranked by a priority ranking hierarchy for usage and fees: 2 nd : A non-profit group, youth sports organization or club, designated as a cooperative organization via formal agreement and/or having a reciprocal agreement formally on file with the City and that maintains an active membership in the Recreation Roundtable. 3 rd : A non-profit group, youth sports organization or club that maintains an active membership status within the Recreation Roundtable. 4 th : A non-profit group, youth sports organization or club with no relationship with the Recreation Roundtable. 5 th : All other groups. Athletic Field Fees PRIORITY RANKING FIELD FIELD w/lights PRIORITY TWO N/A N/A PRIORITY THREE $10 $20 PRIORITY FOUR $20 $40 PRIORITY FIVE $25 $55 DEPOSIT (IF REQUIRED) $100-$200 1 Priority within each level will be determined by the number of Goodyear residents served. 5

6 FIELD/FACILITY RULES & REGULATIONS In addition to the Permit Application-Field and Park/Athletic Facility form for use of City of Goodyear Field/Facility, a signed completed copy of the Athletic Field Use Rules and Regulations Summary Agreement form is required. Applicants are required to abide by the specific rules of the application as well as other City codes. Failure to comply may result in retention of a group s deposit, and/or cancellation of any current or future permits. These rules include but are not limited to: 1) It is the responsibility of the organization president an/or the individual identified as the person in charge of the permit to enforce the rules and regulations regarding the conduct of the group while on permitted facilities, as well as make sure coaches receive and understand that permits must be on site during field use. 2) Use begins and ends at the times stated on the permit including setup and clean up. Groups are not allowed on fields prior to the start time on the permit and are required to have the fields clean, picked up and be off the fields at the ending time indicated on the permit. Additional fees will be charged for unauthorized or extended field use beyond times listed on the permit. Check your permit for specific times you may access the fields. 3) Parking is allowed only in designated areas. No vehicles are allowed on City or district fields or property, other than parking lots, without written permission noted on the permit issued by the City. User groups must inform their participants and spectators to park in facility parking lots and public parking areas. It is the user s responsibility to alleviate traffic and parking issues. City of Goodyear Ordinance states that it is unlawful to park a vehicle on gravel, dirt or grass. 4) Vending is not allowed without City approval and must be noted on the permit 5) Amplified sound is not allowed on any field without City approval and must be noted on the permit. 6) Use of artificial noisemakers, horns, rattles, bells, or whistles by spectators are not allowed 7) At the conclusion of games or practice each user group is responsible for picking up trash and debris and depositing it into the proper trash bins. Adjoining areas must be clear of all trash. 8) FACILITY USER agrees to leave school and park areas immediately after games and practices safely and quietly, especially after late games. For the benefit of our community, please practice being good neighbors in residential neighborhoods. 9) Groups may not play on fields closed due the wet field conditions. It is the responsibility of groups to access field closure information by phoning the RAINOUT HOTLINE (623) after 3:30 pm Monday Friday or after 7:30 am Saturday and Sunday. 10) Some sites have restricted use due to the location of the athletic fields, neighborhoods with limited parking and/or fields directly adjacent to residences. Additional site specific measures may be added to reduce residents concerns adjacent to the athletic field facilities. Check your permit for specific times you may access the fields and the number of fields allocated for your use. Restricted use: Thomas Park: Prevent & enforce NO PARKING in dirt field (Litchfield Elementary School District property) directly north of paved parking lot Encourage participants to avoid parking on residential street directly north of park (W. Edgemont Avenue) to reduce residents concerns Turney Park: Parking is severely limited, FACILITY USER must ensure that all parking is legal to reduce residents concerns 6

7 Field and Facility Closures Fields and facilities may be closed at the discretion of the Recreation Division and/or Parks Division and their designated representatives. Closures are kept to a minimum when fields and facilities remain in playable condition. Priority is given to maintenance needs, rest and renovation periods and sustainability for all fields, both City of Goodyear and associated school district fields. The City may close fields or facilities for any of the following: 1. City or school engages in maintenance involving any of the fields or facilities. 2. When the health and safety of participants are threatened due to impending conditions, including but not limited to, rain, muddy conditions, smog alerts, pesticide application and natural disasters/events Athletic Field Lining/Marking Lining of City fields is prohibited without a permit. Burning lines on City fields is not permitted. Any user failing to comply with established guidelines and notification requests are subject to pay for all damages occurring to the facility and the termination of field use permit. 7

8 ATHLETIC FIELD USE RULES AND REGULATIONS SUMMARY AGREEMENT Groups consisting of eight (8) or more individuals wishing to utilize a field must acquire a permit with the City of Goodyear. It is the responsibility of the person in charge identified on the permit to enforce the rules and regulations regarding the conduct of the group while on permitted facilities. These rules include but are not limited to: 1. Use begins and ends at the times stated on the permit including setup and clean up. Groups are not allowed on fields prior to the start time on the permit and are required to have the fields clean and be off the fields at the ending time indicated on the permit. Additional fees will be charged for unauthorized or extended field use beyond times listed on the permit. The City has exclusive discretion in decisions on scheduling of City fields and such decision shall be final. 2. Field permits will not be issued for use on blackout dates. 3. Field use permit must be available during use and presented to any City, Designated agent(s) or Police. Check permit for specific times you may access the fields. 4. No subleasing of fields is allowed under any circumstance. Subleasing of fields may result in revocation of all permits. 5. City fields or facilities may not be modified without permission. Fields may not be resized without permission. 6. Parking is allowed in designated areas only. User groups must inform their participants and spectators to park in facility parking lots and public parking areas. It is the user s responsibility to alleviate traffic and parking issues. City of Goodyear Ordinance states that it is unlawful to park a vehicle on gravel, dirt or grass. 7. Vending is not allowed without City approval and noted on your permit. 8. Amplified sound is not allowed on any field without City approval and noted on your permit. 9. The use of artificial noisemakers, horns, rattles, bells, and whistles by spectators are not allowed. 10. Property boundary walls and fences are not to be used as backstops at any time. 11. Portable goals and/or markers are allowed but must be removed daily. 12. At the conclusion of games or practice each user group is responsible for picking up trash and debris and depositing it into the proper trash bins. The field and any adjoining areas affected by a group s use must be picked up and cleared of all trash. 13. FACILITY USERS must leave school and park areas immediately after games and practices safely and quietly, especially after late games. 14. FACILITY USERS must being good neighbors in our residential neighborhoods. Closed Field Policy: Groups may not play on fields closed due to wet field conditions or other closure reasons. It is the responsibility of groups to access field closure information by phoning the RAIN-OUT HOTLINE at (623) after 3:30 pm Monday Friday or after 7:30am Saturday and Sunday. This phone line will be updated with closure information as needed. Non-adherence to any of these rules or City ordinance may result in the retention of a portion or all of the deposit and/or result in the cancellation of current permits and/or prohibition of future use. Recreation Division (623) Police Department (623) Emergencies Only 911 Applicant Name: ( ) (Print) (Title) Phone By signing below, I agree to abide by the ATHLETIC FIELD USE RULES & REGULATIONS listed above (Signature) X (Date) Approved by City Representative: (Print/Signature) (Date & Title) 8