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HomeMy WebLinkAboutCS-10-85CORPORATION OF THE TOWN OF NEWCASTLE DEPARTMENT OF COMMUNITY SERVICES OFFICE TELEPHONE 623 -3114 TOLL FREE 987 -5039 40TEMPERANCE STREET BOWMANVILLE, ONTARIO LiC 3A6 REPORT TO GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING OF MAY 6, 1985 REPORT NO. CS -10 -85 SUBJECT: "PERMIT POLICY" RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. That this report be received; and 2. That Council approve the attached "Permit Policy ". BACKGROUND & COMMENTS: A series of meetings were held with permit holders of part: facilities regarding complaints from citizens in past years regarding the use of alcohol in our Municipal parks and school play fields under the jurisdiction of this Department. These meetings were under the direction of T. A. Fanning, Director of Community Services, G. A. Kennett, Program Director and Councillor R. B. Taylor, Council Liaison to the Department of Community Services. Our present rules and regulations on "Park Permits" have been revised through the input of the permit holders who are well aware of the alcohol problems in parks and want to have better control over it. Respectfully submitted, 14"', a . j-,"' - U Thomas A. Fanning, R.D.M. R ( F ) Director of Community Services TAF /sda Encl. Corporation of the Town of Newcastle Department of Corrnnunity Services "PERMIT POLICY" Intent: The demand for outdoor facilities in the Town of Newcastle for use by permit is increasing at a faster rate than the number of facilities available for use. In an attempt to determine a fair method of facility distribution, the Department will allocate the use of outdoor facilities on a permit reservation basis. Procedures: The following procedures will apply to the issuing of permits for outdoor facilities under the jurisdiction of the Community Services Department. Town Events: All Town events will take precedence over all permit holders. User Fees: (1) Seasonal user fees will be determined and approved by Town Council on an annual basis. Seasonal user fees are based on a daily charge per facility. (2) Occasional user fees will be determined each year by Town Council and will be determined on a per use basis. (3) A failure to pay user fees thirty (30) days following the issuance of invoices, could result in the facility request being reviewed and /or cancelled. Allocation of Facilities: The Department of Community Services will allocate all facilities under its jurisdiction. (1) All new leagues will be:- (a) Recognized only if they show sufficient destinction from existing leagues; and (b) Issued a permit only after all existinn leagues have been satisfied (including expansion requests); and (c) Limited to a maximum of two games per week. (2) Each leagues prior year's request will be considered first; any increase in space will only be allotted after all other leagues have first been satisfied with their prior year's request; this will discourage league expansion beyond the capacity of existing facilities; where a leagues number of teams has decreased, the prior year's request will be proportionately reduced when reviewed. (3) Chi Idrens'cr minor teams will be qi\i ,,n priority over adult leagues. (4) Inter -Town leagues will be limited to one team per age level of play. (5) Prime time will begin at 6:00 D.M. on Sunday through Friday for league play. ../2 Permitting Policy Continued... Pane 2 (6) Leagues will be encouraged to play double and triple headers on fields which can carry this extensive use ie. double headers on non - floodlit fields and triple headers on floodlit fields. (7) Playdowns - playoffs and tournaments will be the responsibility of the leagues and must be played on league time or the league or teams will negotiate with other leagues for space. (D) Flood lit fields will be available only to groups which request these. 100% of the cost will be paid prior to use. (9) Practice time will be distributed to the teams by the Department of Community Services. (10) Town Council and Department of Community Services reserves the right to alter any of the forgoing at its discretion; the leagues involved would be notified accordingly. (11) After the league play has bequn, fields will be allocated on a first come first serve basis. (12) Permits will be issued, along with the letter regarding alcoholic beverages upon receipt of payment of the prescribed administration fee, accounting of this fee will be done as prescribed in the revenue policy. Request for Field Allocation: Seasonal requests are received in writing at the invitation of the Department of Community Services. Written requests are date stamped and filed for consideration. If conflicting times are requested by two leagues, the Department of Community Services staff will allocate fields at their discretion. Any applicant wishing to contract time previously allocated by permit to other applicants must deal directly with that applicant. A copy of each league's schedule must be sent to the Department of Community Service by May 1st of the operating season. Practice permits during the season will be booked by the Department of Community Services after a season has started if facility space permits. Flo seasonal practice permits will be issued. After permits have been granted, it is the responsibility of the league to notify the Department of Community Services of completion of schedules or playoffs so that these facilities can be allocated to other interested users. ./3 Permitting Policy Continued... Keys for Floodlights or Equipment Boxes Page 3. Keys are supplied by the Department of Community Services and may be obtained from a specified location. Car keys are to be left at that location while key is in the possession of the permit holder. If keys are not returned at the end of the activity period /event or end of the event, future permits will not be available. TnllrnamPnte Tournament requests are received by the Department of Community Services in writing only, approximately eight weekends will be set aside for tournament play in which tournament play takes precedence over league play. Space for tournaments is limited. Department Staff will attempt to accommodate as many tournaments as possible. No applications for tournaments will be accepted over the telephone. No tournament request will !-e granted after May 1st unless fields are available. Tournament play will not commence on Saturday before 8:00 a.m. and shall terminate on Sunday at 6:00 p.m. All tournament user fees and light charges are to be Paid prior to receiving a permit. All tournaments will be restricted to four playing fields. These fields will be designated by the Department of Community Services. All tournaments must be supervised by the hosting group or teams and will be held responsible for damage caused and clean -up after their tournament. Rules and Regulations Governing the Use of Town Owned Facilities for League Play and Ball Tournaments: There will be no drinking of alcohol beverages on Municipal property or any park which is permitted through the Town of Newcastle. Resolution #CS -78 -74 will be strictly enforced. Resolution #CS -78 -74 Moved by Con. Lyall, seconded by Con. Tink "THAT it be recommended to Council that Mr. Fanning send letters to the responsible parties in Baseball and Hockey that there will be no drinking on Municipal property and that signs to this effect be posted in the respective dressing rooms." "CARRIED" ../4 Permitting Policy Continued.... Page 4. (1) A Bond of $200.00 to be posted with the Department of Community Services, Corporation of the Town of Newcastle by each league or individuals wishing to use Town parks for league play and tournaments. If the park is damaged or strewn with garbage which causes staff extra time to clean, all or part of this Bond may be claimed by the Town. (2) When a tournament is held and either staff or police find drinking of alcoholic beverages on the property, the organizing team or association will disqualify the offending team from that tournament. (3) The host team or association of the tournament is responsible for the supervision of their tournament and will be held responsible for damages. (4) Teams or associations must show proof of providing washroom facilities on site Of parks to be used for tournaments where washrooms are not - supplied by the Town. RM Extensive rain can damage facilities significantly, especially if leagues continue to ise them regardless of their condition. Therefore, the permits are always issued weather permitting and Community Services Staff reserve the right to cancel a permit at any time due to incliment weather. It will be the responsibility of all permit holders to contact the Department of Community Services when playing conditions are uncertain as to whether a field is playable or unplayable after a rain. Seasonal permit holders will not be granted refunds in case of rain outs. however, Community Services Department Staff will extend seasonal permits where possible to accommodate for scheduling problems caused by rain. A failure to comply with such action by the Department of Community Services Staff could result in a fine or permanent cancellation of a permit or both. If an occasional permit is not used as a result of a rain out, Community Services Staff will re- schedule at no charge or issue a refund for the cost of the occasional permit. Of (ICE T LE PI -IONL 673 )un TOLL. f -REF o87 5011 i CORPORATION OF THE TOWN OF NEWCASTLE D- PARTMENTOF COMMUNITY SERVICES 40TEMPERANCE STREET BOWMANVILLE, ONTARIO LIC 3A6 i Dear Permit Holder: It is with regret that we are compelled to include this letter with your permit. however, due to the complaints received last year from several citizens who live in the neighbourhood of the various recreational facilities, we had no other choice. Ue are not sure if your organization was responsible for the problems but since it is not our intention to single our any one group, we are sending this letter to everyone involved. If you would take a few minutes and read the conditions listed on the back of the permit, you would see that profane language, alcohol use, improper behaviour, etc. are not permitted in recreational areas and the penalty is the cancellation of this permit or a $25.00 fine to the team or league. If you feel it would help the situation, you might be inclined to have copies made of this notice and send out to your members and any visiting teams from outside, that you invite to share our facilities. Further inquiries regarding the rules and regulations should be addressed to the Department of Community Services. t,!e would like to thank you for any action you see fit to take. Respectfully yours, *sda