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HomeMy WebLinkAboutResolution No. 2021-16RESOLUTION NO. R2021-16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FRIENDSWOOD, TEXAS, ADOPTING A "POLICY FOR USE OF ATHLETIC FACILITIES AND FIELDS" FOR THE CITY OF FRIENDSWOOD, TEXAS; ADOPTING PROCEDURES, REGULATIONS AND GUIDELINES FOR USE OF ATHLETIC FACILITIES AND FIELDS; AND REPEALING ALL OTHER RESOLUTIONS OR PARTS OF RESOLUTIONS INCONSISTENT OR IN CONFLICT HEREWITH. WHEREAS, the City of Friendswood develops and maintains athletic facilities and fields to serve the residents of Friendswood; and WHEREAS, the City Council has determined a need for the adoption of a new comprehensive policy to ensure that all athletic facilities and fields are equitably utilized in a safe and efficient manner; and WHEREAS, attached hereto is that certain City of Friendswood "Policy for Use of Athletic Facilities and Fields" which document contains procedures, regulations and guidelines for use of athletic facilities and fields, as well as addressing priority usage by organizations that have a historical presence in the community and require the ongoing, scheduled use of a field or facility to provide a recreational service or to meet a community recreational need. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FRIENDSWOOD, TEXAS: Section It. That the facts and matters set forth in the preamble of this Resolution are hereby found to be true and correct. Section 2. That certain City of Friendswood "Policy for Use of Athletic Facilities and Fields" a true and correct copy of which is attached hereto and for all things made a part hereof, is hereby adopted. Section 3. That the Director of Parks and Recreation shall maintain copies of such "Policy for Use of Athletic Facilities and Fields", which shall be made available, upon payment of the reasonable costs of publication thereof, to any person requesting same. The Director is further directed to periodically evaluate and review such standards and, when deemed necessary and appropriate, recommend changes to the City Council. Section 4. That all other resolutions inconsistent or in conflict herewith, are, to the extent of such inconsistency or conflict, hereby repealed. PASSED, APPROVED AND RESOLVED on this 13th day of SEP T EMBER, 2021. A LETICIA BRYSCH, City NIARYgAY Fi6tHrk, City Attorney ENDSq,O TE OF R2021-16 2 Exhibit A POLICY AND PROCEDURES ATHLETIC FACILITY AND FIELD USAGE Statement of Purpose The policy for use of Friendswood Athletic Facilities and Fields is composed of procedures, regulations and guidelines designed to ensure that all facilities are utilized in a safe and efficient manner. The City of Friendswood develops and maintains Athletic Facilities and Fields to serve the residents of Friendswood. The City of Friendswood recognizes that certain benefits are derived from consistent use, improvements and maintenance of Athletic Facilities and Fields by organizations that have had a historical presence in the community, relationship with the City of Friendswood and a record of putting the recreational interests of Friendswood residents first, without discrimination or exclusion. Thus, priority use of athletic facilities is traditionally reserved for groups, associations or organizations that satisfy these expectations and require the ongoing, scheduled use of a facility to provide a recreational service or to meet a community recreational need. Preliminary Fee Structure and Scheduling No individual or business may utilize a City facility to profit personally and/or professionally unless authorized by the Director of Parks and Recreation. All Non -Primary user groups shall pay the appropriate fee for each new session. No user group may utilize the athletic fields or facility for practice or games unless a permit is secured and the appropriate fee is paid in advance for field use. Scheduling of the athletic fields shall be the responsibility of the Director of Parks and Recreation. When fields are used for league play, the Director of Parks and Recreation may delegate the scheduling responsibility to a designated league official for each field and/or the entire complex for the duration of the permitted use. Primary User Group: • The Primary User Group is defined as the youth sports organization for a particular sport that has the largest number of registered Friendswood participants enrolled in an open non- exclusive (everyone is eligible to participate) program. In order to be designated as the Primary User Group the applicant organization must meet the following criteria: 1. Must have a valid constitution and bylaws and call for open meetings, election of officers, disclosures of financial records of their membership to the City of Friendswood and demonstration of affiliation in good standing with a particular youth sports governing body. 2. Must contain clearly documented bylaws that the group is a Friendswood base group with outlined boundaries for selecting a minimum of 85% of all participants of its current membership residing within the corporate city limits of the City of Friendswood. 3. Must secure a signed Facility Use Permit from the Director of Parks and Recreation. Once officially designated as the Primary User Group by the Director of Parks and Recreation, the Primary User Group: 1. Has the Authority to schedule field or athletic facility time for their organization and other users of the respective park complex. 2. When scheduling the request of user groups the request will be considered once the primary user group has completed their registration and scheduling for that particular sport and/or activity. 3. Shall provide to the Director of Parks and Recreation a reasonable set of procedures for receiving written submissions for athletic facility or athletic field time requests. 4. Registration numbers for primary user groups must be turned in two weeks before their first scheduled practice. Registration numbers should be in the form of a spread sheet containing the name, address and subdivision of each perspective player. 5. Submittal of field maintenance and capital improvement records must be submitted within 30 days of the end of the permit. Primary User Group Designation: • Primary User Group designation will be determined by the population of the largest user group based on the season when the greatest numbers of individuals participate in a particular sport as follows: Baseball - Spring, Fall, Registration Deadline - Two weeks before their first scheduled practice. Softball - Spring, Fall, Registration Deadline - Two weeks before their first scheduled practice. Football - Fall, Registration Deadline - Two weeks before their first scheduled practice. Soccer - Spring, Fall, Registration Deadline - Two weeks before their first scheduled practice. Swimming - Summer, Registration Deadline - Two weeks before their scheduled practice. Lacrosse - Spring, Registration Deadline - Two weeks before their first scheduled practice. Procedure for Securing Athletic Facility or Athletic Field Time: • Submit request in writing to the Director of Parks and Recreation if a Primary User Group has not been designated for a particular athletic facility or athletic field. • Submit request in writing to the Primary User Group and the Director of Parks and Recreation if a Primary User Group has been designated for a particular athletic facility or athletic field. • The request will be considered once the registration for that particular sport and/or activity has been completed. • Request Deadline - All requests must be submitted within ten (10) days after the Registration Deadline for each activity. Priority Scheduling Criteria: • The Primary User Group will receive priority scheduling. • Any and all previous resident permit holders for a particular sport and/or activity shall receive secondary preference for priority scheduling. • New resident programs that are non-exclusive shall receive priority scheduling after the Primary User Group and all previous resident permit holders have been assigned priority scheduling. • Resident Select Teams shall receive priority scheduling once all non-exclusive resident programs have been considered. • Non -Resident User Groups shall receive the least consideration for priority scheduling. • The Board of Directors of the Primary User Group must act upon the request within ten (10) days from the Request Deadline. The Board of Directors of the Primary User Group shall provide a written response to the request to the Director of Parks and Recreation and the requestor. • If the request is denied, the Board of Director's must provide a written explanation to the Director of Parks and Recreation and the requestor for their decision to deny the request. • If the request is approved, the requestor must secure a signed Facility Use Permit from the Director of Parks and Recreation. Liability Insurance, naming the City of Friendswood as an "additional insured" must be provided to the Director of Parks and Recreation before a permit will be issued. • Any facility or field use request that is denied by the Primary User Group may be appealed to the Director of Parks and Recreation.. • All appeals must be presented to the Director of Parks and Recreation within five (5) days from the time the request was denied by the Primary User Group. • The Director of Parks and Recreation may override a positive or negative recommendation of the Primary User Group if the Director determines that the decision of the Primary User Group is not in the best interest of the citizens of Friendswood. The Director of Parks and Recreation shall provide a written decision within five (5) days from the receipt of the appeal. The Director of Parks and Recreation decision on the appeal will be final. Friendswood user groups are defined as groups where 80% or more of the registered participants enrolled in the group or organization reside within the corporate city limits of the City of Friendswood. Non-Friendswood user groups are defined as groups where more than 20% of the registered participants enrolled in the group or organization reside outside of the corporate city limits of the City of Friendswood. Teams, coaches, individuals, groups and/or businesses wishing to use Centennial Park, Corporal Steven Schulz Sportspark, Renwick Park, and/or any other City of Friendswood playing field for tournaments and/or special events, shall pay the following fees to the City of Friendswood for daily or weekend usage per playing field: Rate Daily Rate Evening Rate (5:30-11:OOpm) Resident $20/hr per field $30/hr per field Non -Resident $40/hr per field $50/hr per field * A gate fee may be applied at the discretion of the Director of Parks and Recreation ** *NOTE* ** All user groups wishing to use any City of Friendswood athletic facility or playing field must acquire a permit from the Director of Parks and Recreation. All user groups are required to provide proof of liability insurance naming the City of Friendswood as an additional insured. The liability insurance must meet the State of Texas minimum requirements.