HomeMy WebLinkAboutOPD-003-11 •
Il REPORT
OPERATIONS DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: Feb. 28, 2011 Resolution#: 009A- 441-11 By_law#: N/A
Report#: OPD-003-11 File#:
Subject: SPORTS FIELD USER FEES
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report OPD-003-11 be received;
2. THAT the user fee rates as set out in Attachment 1 be approved for the 2011
season; and
2. THAT all interested parties listed in Report OPD-003-11 be advised of Council's
decision.
Submitted by: Reviewed by:
Frederik . Horvath ranklin Wu,
B.A., R.D�M.R., R.R.F.A. Chief Administrative Officer
Director o Operations
FH/BG/sh
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: OPD-003-11 PAGE 2
1.0 BACKGROUND AND CURRENT
1.1 In 2007 at the suggestion sports field user groups staff created a multi year fee
schedule. This fee schedule was in effect for the period of 2007 to 2010 and is
now up for review. The proposed fee schedule will be multi year (2011 to 2014)
for this term of Council.
In 2010 there were 11,707 hours of permitted to various groups with the
breakdown as detailed in the following chart:
Soccer Baseball Parks Special Events;
Youth 2807.1 2743.9
157.3 182.6
Adak 1068.3 4747.8
TOTAL HRS 3875.4 7491.7 157.3 182.6
Soccer Baseball Parks Special Events `
Youth $21,803.71 $13,300.89 $1,072.50 $1,390.00
Adult_.. $14,024.64 $38,347.96
Total Revenue " $35,828.35 $51,648.85 $1,072.50 $1,390.00
2010 Sports field Revenue = $89,939.70
User fees are used to offset the costs to maintain our sports fields and the
revenue produced approximately $89,939.70 in revenue.
2.0 USER FEES
2.1 Staff continues to review existing fees and services as well as comparing these
to our neighbourhing Municipalities. Staff is recommending an increase in the
adult fees, lights, special events. Staff will be considering a new fee regarding
practice time for 2012 after consultation with our sports field users.
REPORT NO.: OPD-003-11 PAGE 3
2.2 Sports Field User Fees for the 2010 season were:
2010 User Fee
rAdults r $16.00/hr
Youth $5.00/hr
Practice Time N/A
Tournaments $150.00/d/d
Light Fee $26.00/hr.
Special Event $15.00/hr.
Special Events-Holidays $30.00/hr.
The following is the recommended fee schedule to the end of the 2014 season:
Schedule 1 2011 2012 2013 2014
Adults $17.00/hr $18.00/hr $19.00/hr $20.00/hr
Youth $5.50/hr $6.00/hr $6.50/hr $7.00/hr
Tournaments $150.00/d/d $150.00/d/d $150.00/d/d $150.00(d/d
Light Fee $27.00/hr. $28.00(hr. $29.00/hr. $30.00/hr.
Special Event $16.00/hr. $17.00/hr. $18.00/hr. $19.00/hr.
Special Events- Holidays $30.00/hr. $30.00/hr. $30.00/1 'hr.
3.0 SPORTS FIELD USER GUIDE
3.1 Staff will update and circulate the Sports Field User Guide (Attachment 1) to all
permit holders. The guide provides an overview of our outdoor sports facilities,
guidelines for their usage and permit fees. Included will be a new fee for booking
practice times. This charge is necessary to offset the cost of administration.
REPORT NO.: OPD-003-11 PAGE 4
4.0 USER GROUP MEETING
4.1 Staff has and will continue to meet with user groups at the beginning and end of
every season. These meetings help to foster an open dialogue and enable staff
to address issues raised in a timely fashion. The updated fee schedule and
Sports Field User Guide will be introduced at the 2011 spring meeting scheduled
for Thursday, March 31, 2011.
Attachment 1 — Sports Field Permit Information Guide - 2011
1
,1.
r
permit
Sports Fie
Inform
ation C3u►de
i.
i
INDEX
Purpose of Permits,........... ................................... .1
Howto Apply......................:............................ ...........1
Who Gets What
Facility Allocated Priorities.,................. 2
Tournament Requests .............2
Lights ..........................................................................2
Washrooms..............................................................3
Parking........................................ ..............................3
Curfew .3
Emergency After Hours ..........................................3
How Much Will It Cost 3
Payments, Cancellations and Refunds................4
Full Season Use
Occasional Use
Tournaments
Rainouts
Rules and Regulations __________________________________ __5
ATTACHMENTS:
Permit Application for Facility Use......................_.6
Terms and Conditions 7
Municipal Fields & Parks .,................................... 8
Orono Park Picnic Areas 12
Comments and suggestions are welcomed, with regard to our sports fields ie. play-ability,
improvements and safety. Please forward all comments through your league representative.
Suggestions pertaining to Capital renovations are requested in writing, to the Director of
Operations prior to September 15. This will enable staff to review requests and formulate for
budget submission.
Safety concerns should be forwarded to the Parks Supervisor or his designate
immediately for appropriate action.
Last Revised: February 2011
PURPOSE
The Municipality of Clarington schedules the use of various municipally owned or operated facilities
by issuing "facility permits'. The purpose of a facility permit is as follows:
1. Approves use of a specific facility for a defined purpose.
2. Ensures exclusive use of a specific facility by the permit holder on certain dates and times.
3. Assures that the facility will be in a safe condition.
4. Is an agreement, which binds the permit holder to certain conditions in return for the above
provisions.
HOW TO APPLY
You are required to be 18 years of age or older to apply for a permit.
To apply for the use of an outdoor facility you are required to complete a permit application
form.
The deadline for submitting applications for OCCASSIONAL USAGE, PICNICS, TOURNAMENT
AND SPECIAL EVENT usage is one month in advance.
The deadline for submitting FULL SEASON usage is the first Friday in March.
Applications received on or before the established deadline will be reviewed according to the
criteria outlined on page 2.
Applications for OCCASIONAL USAGE (other than tournaments and special events) must be
submitted a minimum of five (5) working days prior to the date(s) being requested.
When completing the permit application, the following must be indicated clearly and accurately:
a) The number of ball diamonds/soccer fields, etc. required at each facility requested;
b) The date and full-time required at each facility;
C) Whether or not you require the use of floodlights, where available; and
d) Contact, name, address and telephone number.
NOTE: INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED.
1
WHO GETS WHAT
Facility Allocation Priorities
Applications will be processed according to previous usage and the judgment of the Operations
Department.
1. Full-season youth league games.
2. Full-season adult league games.
3. Youth league tournaments.
4. Adult league tournaments.
5. Single game requests.
6. Adult invitational tournaments.
7. Youth practices.
8. Adult practices.
Tournament Requests
1. Requests are allocated on a first come first served basis in accordance with the established
priorities.
2. When an applicant submits more than a single request in a single category of priorities, the
applicant shall indicate their preference as to which request shall be dealt with first.
Otherwise, the appropriate staff shall decide.
3. In the event that the original date request is not available, applicants who provide alternative
dates for their tournament requests will be considered before applicants in the same
category of priorities who do not provide alternative dates.
4. Allocation in previous seasons for a tournament is not a guarantee for similar consideration
in subsequent seasons.
5. Requests received after the established deadline date will be considered on a first come,
first-served basis after all other requests have been allocated.
LIGHTS
Use of lights on the following diamonds is accessed through a key lock/push button system.
Leagues with scheduled games will be able to push the "on" button to activate the lights. If
mechanical light failure or inclement weather conditions render the diamond unsuitable for use,
contact the Operations Department at 263-2291 by the next business day. Groups not following
this process will be charged for floodlights. There is a minimum charge of/z hour.
• Garnet B. Rickard Recreation Complex (2) diamonds
• Soper Creek Park (1) diamond
• Memorial Park South (1)
• Clarington Fields (5) = 1 football, 4 diamonds
• Orono Park North (1) diamond
• Kendal Community Park (1) diamond
• Hydro Fields (2) Soccer
• Courtice South Arena (1) Soccer
2
WASHROOMS
All users should be aware in advance of facilities where portable washrooms are available. All
groups are asked to inform their members and especially visiting team members of the washroom
status of the facility. Please contact the Operations Department for location information.
PARKING
Facility users should be aware that parking space is limited. In recognition of this, all groups are
asked to observe the following parking guidelines:
a) Obey all "NO PARKING" signs;
b) Do not park on/or block private property;
c) Consider forming car pools where possible; and
d) Make use of any available nearby off-street parking.
CURFEW
The lights will be turned off at 11:00 p.m. Soper Creek Park lights turn off at 10:30 p.m. Dusk is
defined as 8:30 p.m. during the summer. Any games starting at 8:30 p.m. or later will be charged a
light fee.
The Operations Department recommends that on lit fields no innings start after 10:45 p.m. unless
otherwise approved and on unlit fields no innings start after 8:30 p.m.
EMERGENCY AFTER HOURS
In the event of an after hours emergency, please call 623-5126 (Fire Department Dispatch).
HOW MUCH WILL IT COST
Rental rates charged for the use of all Municipal Outdoor Facilities:
The following is the recommended fees:
Municipal Park Fees
ADULTS $17.00 1hr $18.00 1hr $19.00 1hr $20.00/hr
YOUTH $5.50/hr $6.00/hr $6.50/hr $7.00/hr
TOURNAMENTS $150.00ld/d $150.00/d/d $150.00/d/d $150.00/d/d
LIGHT FEE $27.00/hr. $28.00/hr. $29.00/hr. $30.00/hr.
Weddin IS ecialOccasion
S ecial Event $16.00/hr. $17.00/hr.
. $18.00/hr. $19.00/hr.
S
pecial Events -Holidays $30.00/hr. $30.00/hr.. .
3
PAYMENTS, CANCELLATIONS AND REFUNDS
Full-Season Use
1. Payments may be made by cash, cheque or debit card. Cheques are to be made payable to
the Municipality of Clarington. Payment can be made at the Municipality of Clarington
Administrative Centre, Finance Department, 40 Temperance Street, Bowmanville. Leagues
will be invoiced monthly if payment is not received prior to use.
2. Any requests for a refund or usage fees arising from cancellation by the permit holder MUST
BE MADE IN WRITING AND RECEIVED BY THE OPERTIONS DEPARTMENT A
MINIMUM OF FIVE (5) BUSINESS DAYS IN ADVANCE of any date affected. Refunds will
be issued after the final permit date.
3. The fee for all services, lights and fields will be indicated on the permit at the start of the
season.
4. PERMITS WILL NOT BE MAILED. If a permit is not signed for your league or group,
you will not have permission to use the facilities. Unauthorized use of permitted parks
may result in loss of existing permit or additional fees.
5. You will be advised on the availability and when to pick up your permits. Our office hours are
Monday to Friday from 7:00 a.m. to 3:30 p.m., telephone 905-263-2291 or fax 905-263-4433
and the email address is shainik(a-)clarington.net.
6. Schedules including playoffs shall be submitted to the Operations Department no later than
May 1't.
7 Permits not signed by May 15 will be re-allocated. To cancel this permit or a day on the
permit, the Operations Department must receive written notification no less than 5 business
days prior to the date stated on the permit.
Occasional Use
1. Payments may be made by cash, cheque or debit card at the Finance Department. Cheques
are to be made payable to the Municipality of Clarington. Payment can be made at the
Municipality of Clarington Administrative Centre, Finance Department, 40 Temperance
Street, Bowmanville or the Hampton Operations Centre, 2320 Taunton Rd., Hampton
(cheque or cash only).
2. Any requests for a refund or usage fees arising from cancellation by the permit holder MUST
BE MADE IN WRITING AND RECEIVED BY THE OPERATIONS DEPARTMENT A
MINIMUM OF FIVE (5) BUSINESS DAYS IN ADVANCE of any date affected. Refunds will
be issued after the final permit date.
3. The fee for all services, lights and fields will be indicated on the permit.
4. PERMITS WILL NOT BE MAILED. If a permit is not signed for your group, you will not have
permission to use of any facilities. Unauthorized use of permitted parks may result in
additional fees.
5. You will be advised on the availability and when to pick up your permits.
6. Permits not signed and paid for 5-business days prior to date of use will be re-allocated. To
cancel this permit or a day on the permit, the Operations Department must receive written
notification no less than 5 business days prior to the date stated on the permit.
4
Tournaments
1. At the time of booking, tournament fees are due upon signing of the agreement. Payment is
due 10 business days prior to the event date or the event will be cancelled. A schedule of
games is also required at this time and a dragging schedule submitted.
2. In the event that inclement weather forces alteration and/or cancellation of your tournament,
you are required to give full details of your schedule revisions, in writing, to the Operations
Department no later than the Friday following your tournament. This will allow for
appropriate fee adjustments to be made. If written notice is not received by the deadline,
tournament fees will not be refunded.
Rainouts (Full-Season Use Occasional Use and Tournaments)
1. in the event of rainouts or cancellations the Operations Department will keep a record of
these - the leagues/organizations are required to contact the Operations Department to
inform them of rainouts to be recorded. As games are rescheduled the rainouts will be
cancelled off of our records.
2. Permit holders have 24 hours or the next business day to contact the Operations
Department in the event that they cancel a field due to poor weather conditions. Failure to
do so will result in your organization being charged for the field use.
RULES AND REGULATIONS
Permits must be issued for use of parks with 15 or more participants.
The permit holder is required to abide by and to adhere to all Municipality of Clarington By-Laws
and all Federal and Provincial Legislation and Regulations and Guidelines. The onus is on the
Permit Holder to ensure that he or she is aware of such By-Laws, Legislation, or Regulations.
• ALCOHOL IS NOT ALLOWED AT ANY OUTDOOR FACILITY THAT HAS BEEN ISSUED A
PERMIT BY THE MUNICIPALITY UNLESS AUTHORIZED BY ALCOHOL AND GAMING
COMMISSION (formerly LLBO).
• OUTDOOR FACILITIES PERMITS WILL NOT BE ISSUED UNTIL THE SECOND WEEK IN
MAY.
• THIS MAY BE SUBJECT TO CHANGE BASED ON WEATHER CONDITIONS AND FIELD
MAINTENANCE REQUIREMENTS.
• USAGE PRIOR TO THIS DATE IS NOT AUTHORIZED AND MAY BE UNSAFE TO THE
USER.
Terms and Conditions are listed on the back of your permit, which must be signed at the same time
that you sign your Facility Booking Contract. A list of Terms and Conditions are on Page 7.
Orono Park picnics are assigned a specific area. Please refer to map attached on Page 12.
Clam n
Leadin the Wa
OPERATIONS DEPARTMENT
PERMIT APPLICATION
FOR FACILITY USE
MAIL TO: OR DELIVER TO:
Department of Operations Department of Operations
Municipality of Clarington 2320 Taunton Road
40 Temperance Street Hampton, Ontario LOB 1JO
Bowmanville, Ontario L1C 3A6 Tel: 905 263-2291 or Fax: 905 2634433
PURPOSE OF USE:
FACILITY DATES TIMES RENTAL RATE
ACCOMMODATION, SPECIAL EQUIPMENT and PRIVILEGES:
GROUP NAME:
CONTACT PERSON: (must be 18 yrs.of age or over)
MAILING ADDRESS:
PHONE#:
ALTERNATE CONTACT:
PHONE#:
ESTIMATED NUMBER OF PEOPLE ATTENDING: Picnic Area:
The permit holder agrees to be responsible for payment of any rental charge that becomes due to the Municipality of Clarington
under this permit. Payment in advance with post dated cheques due before permit date. The permit for facility and rental dates is
valid only when an authorized representative of the Operations Department signs the application.
Signature of Person-in-charge:
DATE:
OPERATIONS DEPARTMENT AUTHORIZATION:
DATE ISSUED:
Municipality of Clarington
Terms and Conditions
The applicant in consideration of the issuance of this permit covenants and agrees:
1. To comply with the regulations hereof and enforce such regulations.
2. To indemnify and save harmless the Municipality of Clarington from all claims therefore and upon request will
lodge with the Municipality of Clarington confirmation of liability insurance in a form and amount satisfactory to
the Municipality of Clarington.
3. To comply with all Federal, Provincial and Municipal laws and regulations.
4. To provide competent supervision of the facility and section.
5. To be responsible for all loss andtor damage arising out of the use of this facility or section.
6. That the keeping, use or sale of alcoholic beverages within the facility or section, except when specifically
authorized by the Alcohol Gaming Commission (formerly LLBO)and Municipality of Clarington is prohibited.
Note— As we all know, drinking in public parks without a license from the Alcohol Gaming Commission
(formerly LLBO) is illegal. We ask that you and your organization promote a zero tolerance from alcohol at your
events.
In the event of alcohol being consumed during your permitted event, the following will be our procedure to
handle the situation:
1) 15`occurrence—letter to the permit holder;
2) 2"occurrence—suspension of that night for one week; and
3) 3rtl occurrence—suspension of that night for the remainder of the season.
7. To comply with any orders and directions of the Operations Department Staff. Rowdiness, verbal or otherwise,
will not be tolerated.
8. That no person shall use the facility except for the purpose specified herein. NO time, function, event or use
shall be substituted without prior approval by the Department of Operations_
9. To pay all associated charges relating to this permit.
10. That vehicles shall be parked in the designated spaces.
11. That this permit is not transferable.
12. That the Department of Operations reserves the right to cancel any permit temporarily or permanently.
13. That this permit is not valid unless signed by the appropriate Director or authorized representative of the
Department.
14. To cancel this permit, the Operations Department must receive written notification no less than fifteen business
days prior to the date stated on the permit.
15. To comply with and adhere to the Municipality of Clarington's By-Law 2006-126 dealing with the use
regulation, protection and government of parks in the Municipality of Clarington.
Signature:
Print Names:
7
SPORTS FIELDS & PARKS
Clarington has more than 70 parks for you to enjoy both your active and passive leisure pursuits. The fields listed are
maintained and permitted (where indicated) by the Municipality of Clarington. Permit applications for field use (seasonal,
special events andlor tournaments)are available for pick up at 2320 Taunton Road, Hampton or call (905)263-2291.
COURTICE
Facility/Park Diamond Soccer Lights Permits Tennis Baske Play Washroom Splash
Map# Y=Youth M=Mini JJunior Field Rqd tball ground on Site Pad
A=Adult
101 Avondale Park 2X X X
102 Rick Gay Memorial X
Parkette
103 Courtice Memorial Park 1M X
105 Courtice Community 1M X X
Com lex
104 Courtice Secondary 1A X X
School
113 Courtice South Arena 1A X X X X
2005
106 Courtice West Park 1Y X
107 Darlington Hydro Fields 8M 1J 2X X X *P
3A
108 Firwood Park X
109 Foxhunt Parkette X X
110 Gatehouse Parkette X X
121 Cecil Found Parkette X
111 Glenabbey Parkette X X X
112 Highland Park 1Y 1M X X X
114 Mo se Parkette X X
115 Penfound Park 1A 1M X X
116 Pickard Gate Parkette X
122 Roswell Park 2007 1A 1M X X X X
118 Stuart Park 1A X X X X
119 White Cliffe Parkette X
120 Zion Park(Mitchells 1M 1A X X
Corners
BOWMANVILLE
Facility/Park Diamond Soccer Lights Permits Tennis Baske Play- Washroom Splash
Map# Y=Youth M=Mini JJunior Field Rqd tball ground on Site Pad
A=Adult
201 —An gent Park 1A X X
Barlow Parkette 2006 X X
202 Baseline Park 1M X X
Baxter Park X X X X
Bons Park X X X
301 Bowmanville Conservation
Boat Ram
302 Bowmanville High School 1A X X
203 Par manville Memorial 2A X(1) X X X X
Park
204 Burketon Park Burketon 1A __1A1 M X X
205 Clarington Fields 4A I multi 4X X *p
2A2 M
206 Darlington Sports Centre 1A X
Ham ton
305 East Beach Parkette
307 Elephant Park 2Y X X
208 Elliott Memorial Park 1A X X X
Ham ton
209 Elliott Skateboard Park
222 Garnet B. Rickard 2A X X X 'P
Recreation Com lex
309 Glanville Parkette X X
226 Green Park 1A X X X X
316 Guildwood Park 1A X X X X X
212 Haydon Hall Parkette X
Ha on
Knox Christian School 2M
215 Landerville Parkette X
216 Lions Parkette X
311 Lon worth Park 1A X X
217 Lord Elgin Park 2A X X X
312 Mearns Park 1 M X X
224 Optimist Park(Waverley 1Y 2M 1A X X X
Rd
219 Rhonda Park 1Y X X
221 Rota Park X X
313 Soper Creek Park 1A X X X X 'P
Squire Fletcher Parkette X
303 Tourism Parkette
315 Vincent Massey Public 1Y X X
School
225 Westside Drive Park 1A X X X
NEWCASTLE
Facility/Park Diamond Soccer Lights Permits Tennis Baske Play- Washroom Splash
Map# Y=Youth M=Mini JJunior Field Rqd tball ground on Site Pad
A=Adult
401 Andrew Street Parkette X X
402 Bond Head Boat Launch X
403 Brookhouse Parkette X X
404 Clarke High School 1A X
405 Edward Street Park 1Y X X
406 Foster Creek Parkette X
408 Ina Brown Parkette X
407 Harvey Jackson Memorial 2A IM X X *P
Park
413 Newcastle Memorial Park 1 M X
**414 Newcastle Public School 1Y 1Y X X
410 Pearce Farm Park 1A X X X X
419 Peters Pike Parkette X
420 Pines Sr. Public School 1Y 1A 1M X
412 Walbrid e Park 1A X X X
422 Westview Parkette X
Area Parks
Facility/Park Diamond Soccer Lights Permits Tennis Baske Play- Washroom Splash
Map# Y=Youth M=Mini J.Junior Field Rqd tball ground on Site Pad
A=Adult
418 Orono Park 1AY X X X X X X X
117 Solina Park 2A 2A X X X X
314 T rone Park 1A 1Y 1M 2A X X X
204 Burketon Park 1A 1A 1M X X
Permit Information: Contact (905) 263-2291 ext 527
*�May not be playable.
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