Sports Facility Usage

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POLICY STATEMENT 28

SPORTS FACILITY USE 

Prepared by: William Davis, Athletic Manager, PRCR

Supersedes: 1/10/2002

Adopted:  12/13/2012

Effective:  12/13/2012

Purpose

To adopt an official policy to define types of use, identify priorities and establish rules for the use of Outdoor Sports Facilities administered by the Town of Cary Parks Recreation and Cultural Resources Department.

Coverage 

This policy, upon adoption by the Town Council, shall be applicable to the reservation, rental and use of Outdoor Sports Facilities including baseball fields, softball fields, multipurpose/soccer/football/lacrosse fields and sand volleyball courts until such time the policy statement is altered, modified, or rescinded by the Town Council. (Exceptions: tennis courts, Middle Creek Softball Complex, USA Baseball National Training Complex, Thomas Brooks Park Softball Complex and WakeMed Soccer Park are covered under separate policies and are not included in this policy). 

Policy 

The Town Council of the Town of Cary hereby establishes the following policy:

1.         Definitions:

Facility – Town owned and managed sports facilities whereby reservations are available for use by groups, organizations and private citizens.  For the purposes of this policy, outdoor sand volleyball courts, baseball fields, softball fields, multi-purpose fields and/or soccer, lacrosse, and football fields are included within the definition of “facility”, however fields/courts within Sports Complexes are not.

Organized Play – Group and/or planned use that includes one or more of the following: one or more team(s) with or without uniforms; competition that involves referees or umpires, regardless of whether or not the referees/umpires are being compensated; private or group instruction other than a parent with his own child(ren); a recurring (more than once) planned gathering that impacts scheduled use and/or maintenance. 

Non-Profit Sports Groups – Non-profit sports groups or organizations that provide a service to the Cary community by offering or facilitating youth and/or adult sports programs.

For-Profit Sports Groups – For-profit sports groups or organizations that provide a service to the Cary community by offering or facilitating youth and/or adult sports programs. 

Reservation Procedures – Information outlining how to reserve a facility.  The procedures shall also include detailed rules and regulations related to facility use. 

School Group – Public and private elementary, middle and high school and home school sponsored sports teams or activities.

Sports Complex – For the purpose of this policy, the following facilities are considered Sports Complexes: WakeMed Soccer Park, USA Baseball National Training Complex, Middle Creek Softball Complex and Thomas Brooks Park Softball Complex. 

Walk-up Play – All facility use by the general public that is not included in organized play.

2.         Facility Usage:  The following priority shall be established for use of facility: 

a.         Town sponsored programs and activities

b.         Programs/activities planned and directed by groups co-sponsored by the Town of Cary

c.         Special events and/or fundraisers

d.         Public or private school use

e.         Non-profit sports groups

f.          For-profit sports groups

g.         All others on a first come, first serve basis.

3.         Reservations:

a.         Reservations for use of these facilities shall be made as outlined in Standard Procedure “Sports Facility Reservations”. 

b.         The person making the application to reserve the facility must be at least 21 years of age and must assure adequate supervision when using the facility.

c.         Police security and/or general liability insurance may be required (at the user’s expense) as determined by the Department Director or designee. 

d.         The Department Director or designee reserves the right to make cancellations at any time.  Cancellation notices will be issued as far in advance as possible.  All reservations/damage deposits and usage fees will be returned in full if cancellation is initiated by the Department.

e.         Cancellation may be initiated by the party making the reservation up to five (5) days prior to scheduled use without liability.  All cancellation notices must be submitted in writing to the facility supervisor. Repeated cancellations within thirty (30) days may affect future use by the user group at the discretion of facility supervisor. 

f.          Payment of Rental Fees:  Rental fees must be paid as specified by the reservation procedure.  Failure to pay the full fee within the specified time will forfeit use of the facility and may forfeit future facility use;

g.         All organized play on Town facilities requires advance reservation. 

h.         Walk-up play is allowed during times the facility is not reserved, provided the facility is not closed for maintenance or other reasons as listed below.

i.          Factors such as facility size, current facility conditions, maintenance, planned future use, park renovations, or other factors may impact facility availability and/or use as determined by the Director of Parks, Recreation and Cultural Resources or designee. 

4.         General Rules of Use of facility:

a.         The following shall be prohibited within the fenced areas of the facility:

(1)        All illegal drugs and other substances;

(2)        Weapons of all kinds except law enforcement officers in the execution of their duties and public demonstrations as approved by the Department Director or designee;

(3)        Animals of any kind except those serving the needs of the handicapped and those used in public demonstrations or programs as approved by the Department Director or designee;

(4)        Possession and consumption of liquor and alcoholic beverages 

(5)        Any type of behavior that is detrimental to the normal operation of the facility or the safety of the public or employees;

b.         Persons/groups using the facility shall be responsible for the breakage, loss, or damage to the facility and equipment and shall bear the full replacement cost for such breakage, loss, or damage.

c.         The facilities shall be open to persons who are upon the premise for specific programs, activities, functions or other official Town business.

d.         Persons and groups using the facility shall be responsible for any personal items brought into the facility and shall remove same at the end of each scheduled use time and shall return any Town owned equipment to its designated place within the facility as directed by the facility supervisor.

e.         The facilities shall be open to the public on a first-come, first-served basis except when reserved for a Town function, school program or other organized play.

f.          Persons or groups violating any of the general rules are subject to suspension from the facility and/or prosecution in the event of a law enforcement violation as provided in the Code of Ordinances of the Town of Cary.

g.         The Department Director or his/her designee may implement any other action deemed necessary to protect the health and welfare of the public, employees or the facility. 

5.         Sale of goods

Food, beverage or other sales are prohibited except (1) food, beverages, and other items may be sold at Town sponsored or co-sponsored programs and activities; and (2) food, beverages, and other items may be sold by a non-profit organization at its activities and programs as approved by the Department Director or designee. 

Town staff may work with outside vendors to provide the sale of goods and/or services related to events for the duration of events held on the premises subject to agreement.

No other vendors may provide and/or sell goods and/or services at without prior written approval from the Director or designee.

6.         Fees for use of the Outdoor Sports Facilities shall be those as adopted in the annual budget.