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Home My WebLink AboutOPD-003-15 Clarbgton Operations Department Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: March 30, 2015 Report Number: OPD-003-15 Resolution: File Number: By-law Number: Report Subject: Sports Field User Fees and Guide Recommendations: 1. That Report OPD-003-15 be received; and 2. That Council approve the recommended sports field fees. Municipality of Clarington Report OPD-003-15 Page 2 Report Overview A review of fees charged for the use of sports fields for the current term of Council. 1 . Background In 2011 Council approved a multi year fee schedule for sports field within Clarington. That schedule is now up for review. The new fee schedule will again be multi year and run for this term of Council — 2015 thru 2018. In 2014, 13,750.30 hours were permitted to various groups for fields and outdoor facilities throughout the municipality. 2. Proposed Fee Schedule 2.1. Sports Fields: The following chart provides a breakdown of recommended sports field fees for the period of March 1, 2015 to October 31, 2018. ------------------ --------- - - - -------------- - Outdoor and Baseball Fields 2015 2016 2017 2018 Youth $7 per/hr $7.50 per/hr $8 per/hr $8.50 per/hr Adult $21 per/hr $22 per/hr $23 per/hr $24 per/hr $35 per/hr or $36 per/hr or $37 per/hr or $38 per/hr or Lights $75 $75 $75 $80 per/evening per/evening per/evening per/evening Baseball $150 + light $150 + light $150 + light $150 + light Tournaments fee if required fee if required fee if required fee if required Special $30 per/hr $30 per/hr $30 per/hr $30 per/hr Events - Tournament fees apply to adult tournaments only Tournament fees will apply to only adult play. Youth tournaments will be set at the per hour youth rate. Tournament fees will include the use of the diamond from 8 am to 11 pm and 2 field drags. Municipality of Clarington Report OPD-003-15 Page 3 Staff recognizes the tax-based contribution provided by residents toward the development and operation of recreation and sports fields and acknowledges that residents will always receive priority over non-residents in the allocation of outdoor facility. Staff recommend the following fee structure for non-resident rentals: Non-Residential 2015 2016 2017 2018 Non-Resident $40 per/hr $41 per/hr $42 per/hr $43 per/hr Non-Resident $300 $300 $300 $300 Tournament per/field/per per/field/per per/field/per per/field/per day+ lights day+lights day+ lights day+ lights In June of 2014 the Artificial Turf field located at the South Courtice Arena opened for use. Artificial Turf Field 2015 2016 2017 2018 Youth $80 per/hr $81 per/hr $82 per/hr $83 per/hr Adult $115 per/hr $116 per/hr $117 per/hr $118 per/hr $35 per/hr or $36 per/hr or $37 per/hr or $38 per/hr or Lights $75 $75 $75 $80 per/evening per/evening per/evening per/evening Non-Residential Non-Resident $150 per/hr $155 per/hr $160 per/hr $165 per/hr Rates for the artificial turf field are comparable to Oshawa where currently field rates for adults start at $117.83 per hour I Outdoor Facility User Guide Staff has completed a comprehensive review and update of our Sports Field User Guide. This review includes an update of facilities available and includes a new procedure for special events held on outdoor municipal property. Municipality of Clarington Report OPD-003-15 Page 4 4. Orono Park Realignment Due to the natural contour of the area and the naturalization of the property Orono Park required a realignment for areas that are permitted out. r R �. '4�" C_ ibooking i Baseball DOmond Ir i A + M I JJ T1 Orono'Park 1 • Area A - accommodates approximately 40 people and will include the shelter • Area B - accommodates approximately 40 people • Area C — accommodates approximately 15 people • Area D - accommodates approximately 100 people • The day use area will be open and not reservable • The baseball diamond is available for booking as previous. Municipality of Clarington Report OPD-003-15 Page 5 5. Concurrence Not Applicable 6. Conclusion It is respectfully recommended that the recommended fee structure for sports field and outdoor facilities be approved. 7. Strategic Plan Application Not applicable. A� Submitted by: a Reviewed by: Fre eri J. Horvath Franklin Wu, B.A., R M.R., R.R.F.A Chief Administrative Officer Director of Operations Staff Contact: Robert Genosko, 905-263-2291 ext. 531 Attachments: Attachment 1 — Outdoor Facility User Guide 2015 There are no interested parties to be notified of Council's decision. ATTACHMENT TO • ' 1 1 1 Outdoor Facility 2015 guide outdoor places . • spaces in the Municipality Clarington (t Table of Contents Tableof Contents ........................................................................................................................ 1 OutdoorFacility User Guide.........................................................................................................2 ParkEtiquette...........................................................................................................................2 Purpose ....................................................................................................................................2 Allocation..................................................................................................................................3 GeneralPolicies...........................................................................................................................4 BaseballFields ............................................................................................................................6 SportsFields................................................................................................................................ 7 SkateboardPark..........................................................................................................................8 Gazebo's......................................................................................................................................9 Washrooms................................................................................................................................ 11 Parking....................................................................................................................................... 11 Fees........................................................................................................................................... 12 FieldLights: ............................................................................................................................... 13 Payments, Cancellations and Refunds...................................................................................... 14 FullSeason Use..................................................................................................................... 14 OccasionalUse ...................................................................................................................... 14 Tournaments .......................................................................................................................... 15 HowTo Apply......................................................................................................................... 15 FACILITY PERMIT APPLICATION........................................................................................ 16 FieldClosures............................................................................................................................ 18 ArtificialTurf Field ...................................................................................................................... 19 Rulesand Regulations ........................................................................................................... 19 SpecialEvents...........................................................................................................................21 Inflatables...............................................................................................................................21 MobileStage..............................................................................................................................25 MobileStage Policies .............................................................................................................26 Mobile Stage Rental Application ................................................................................................30 ParkAmenities Chart................................................................................................31 1 1 Page Outdoor Facility User Guide The Municipality of Clarington currently has over 106 hectares (262 acres) of developed parkland as well as an expanding trail network in the Bowmanville Creek Valley, the Soper Creek Valley and along the waterfront. Open space areas such as the Sydney B. Rutherford Woods Walk, the Bowmanville Creek Valley and the Samuel Wilmot Nature Area, provide excellent passive recreational opportunities. The Municipal parks system is comprised of district parks, community parks, neighbourhood parks, and hamlet parks. District parks are intended to serve the entire Municipality. They provide a variety of activities and specialized facilities. Park Etiquette We encourage you to respect and protect these lands at all times by following some basic tips. • Obey all signs posted in the park • Stay on designated trails and respect all trail users • Put litter in its place in the containers provided. • Do not put household trash in park garbage cans • Keep dogs on leashes (unless you are in the leash free park) and do not let pets roam free • Pick up your dog's waste - take it home and put it in your trash • Leave wildlife alone - the Ministry of Natural Resources has more information on living with wildlife • Do not disturb, remove or plant vegetation • Remember, encroachment on public property is prohibited Your co-operation will help us to reduce maintenance costs and maintain the integrity of our greenspaces now and for future generations. Purpose The Municipality of Clarington schedules the use of various municipally owned or operated outdoor facilities by issuing "facility permits". The purpose of a facility permit is as follows: • Approves use of a specific facility for a defined purpose. • Ensures exclusive use of a specific facility by the permit holder on certain dates and times. • Assures that the facility will be prepared for the permit date and time. • Is an agreement, which binds the permit holder to certain conditions in return for the above provisions. 2 1 P a g e Allocation The Municipality of Clarington acknowledges the tax-based contribution provided by its residents toward the development and operation of recreation and sports fields and recognizes that residents will always receive priority over non-residents in the allocation of outdoor facilities. Applications will be processed according to the following priority levels: 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 invitation tournaments 7. Youth practices 8. Adult practices 3 1 Page General Policies Smoking In January of 2015 the government of Ontario amended the Smoke Free Ontario Act to include the following amendments to the legislation: "Starting January 1, 2015, smoking is no longer allowed at publicly-owned outdoor sporting areas, spectator areas, sporting areas and public areas within 20 metres of any point of the edge of the sporting or spectator areas." This applies to spaces: • Owned by the province, a municipality, colleges and universities; • Used primarily for sports such as soccer, football, basketball, baseball, beach volleyball or skateboarding; • Open to the pubic whether or not a fee is charged to enter. "Starting January 1, 2015, smoking is no longer permitted on children's playgrounds or in public spaces within 20 metres of a playground ("smoke-free area)." A children's playground is: • An area primarily used for children's recreation and equipped with children's play equipment such as: • Slides • Swings • Climbing apparatuses • Splash pads • Wading pools or • Sandboxes • An area that is open to the public at no cost or for a fee It is the responsibility of the owner, operator or the person in charge to ensure that smoking laws are followed. They are required to: • Give notice to the public that smoking is prohibited in the smoke-free area; • Post "no smoking" signs at entrances and exits to the smoke-free area, in appropriate locations and in sufficient numbers, to ensure the public is aware that smoking is not permitted. • Ensure that persons do not smoke in the smoke-free area. • Ensure that a person who refuses to comply with the prohibition of smoking does not remain in the smoke-free area. You, as the permit holder, are considered the "person in charge" during your permitted date/time. 41 Pape Liquor Alcohol is not allowed at any outdoor Municipal facility unless authorized by the Alcohol and Gaming Commission of Ontario. Proof of licence will be required prior to the issuing of any permits. All Municipal policies regarding the sale and consumption of alcohol on municipal property must be adhered to. 5 1 P a g e Baseball Fields There are currently 27 baseball fields within the Municipality of Clarington. The following list shows the appropriate age classification for each diamond. Park Division Age Courtice West Park Pee Wee 13 and under Highland Park Mosquito 11 and under Penfound Park Adult Roswell Park Mosquito 11 and under Stuart Park Mosquito 11 and under Argent Park Adult Bowmanville Memorial N Mosquito 11 and under Bowmanville Memorial S* Adult Burketon Park Adult Clarington Fields* 4 Adult diamonds Elephant Hill Park ENV Mosquito/Pee Wee 13 and under Garnet B. Rickard 2 Adult diamonds Complex* Longworth Park Adult Lord Elgin Park ENV Mosquito 11 and under Optimist Park Mosquito 11 and under Rhonda Park Mosquito/Pee Wee 13 and under Soper Creek Park* Adult Edward Street Park Mosquito 11 and under Harvey Jackson Memorial 2 adult Orono Park Pee Wee 13 and under Tyrone Park Adult Burketon Park Adult 'denotes lights available 6 Page Sports Fields There are currently 41 sport and soccer fields within the Municipality of Clarington. The following list shows the appropriate age classification for each field. Field Size Courtice Memorial Park 1 mini Courtice Community Complex 1 mini Courtice South Arena* 1 adult & 1 artificial turf Darlington Hydro Fields * 3 adult & 2 mini Highland Park 1 mini Penfound Park 1 mini Roswell Park 1 mini Zion Park (Mitchells Corners) 1 mini & 1 adult Baseline Park 1 mini Baxter Park 1 mini Burketon Park (Burketon) 1 adult & 1 mini Clarington Fields * 1 multi, 2 adult & 2 mini Darlington Sports Centre (Hampton) 1 adult Elliott Memorial Park (Hampton) 1 adult Green Park 1 adult Guildwood Park 1 adult Optimist Park (Waverley Rd) 2 mini & 1 adult Westside Drive Park 1 adult Newcastle Memorial Park 1 mini Pearce Farm Park 1 adult Walbridge Park 1 adult Solina Park 2 adult Tyrone Park 1 mini & 2 adult Burketon Park 1 adult & 1 mini "denotes lights available 7 1 Page Skateboard Park There are four dedicated skateboard parks within the Municipality of Clarington: • Rob Piontek Skatepark located at the Courtice Community Complex (Courtice) • Carson Elliott Memorial Skatepark located at the Garnet B. Rickard Recreation Complex (Bowmanville) • Darlington Sports Complex (Hampton) • Orono Park (Orono) The skateboard parks are unsupervised. All boarders should be aware that they are using the park's facilities at their own risk. The Municipality of Clarington is not responsible for any losses, damages or injuries resulting from use of the skate parks. j' • Come dressed with the proper safety equipment. • Take turns and be courteous. • Place garbage in the containers provided. • Only use the park during posted hours of operations. • Dry surfaces are safer. Avoid skateboarding on wet or icy surfaces. 8 1Page Gazebo's There are several locations throughout Clarington that have gazebos available for your next special event or private function. Rotary Park Located in the heart of Bowmanville the gazebo at Rotary Park is ideally located for special events. 192 Queen Street, Bowmanville � 4 Tooley's Mill Park, Courtice may_ Located in the river valley off Old Kingston Road, just south of Hwy. 2 and west of Prestonvale Road, the park was originally the site of a mill built in 1874. 71 Old Kingston Road, Courtice .ter � � a�;� .::+�.__•._ 9 P i g e Orono Library Located on the grounds adjacent to the Orono Library at 39 Pine Street, Orono . 1' Ina Brown Parkette, Newtonville Newtonville Mill Street, Newtonville, ON oils*too f.-Iffea- nntuutm ,� -; ntntrnn� ` nanum i unnm onl►' ' r I '#llllllf III i Illlfllllll IIIIIIII uu i inuU111�_�11i11I! & x - --- _ .� t•. . . .....•_�£_ Nw1t!'i.. tip'-`t.ua Newcastle Village Community Hall Located adjacent to the Newcastle Hall at 20 King Avenue, Newcastle 10 P g Washrooms All users should be aware in advance of facilities where washrooms are available. All groups are asked to inform their members and especially visiting team members of the washroom status of the facility. Washrooms are available at the following locations: Courtice Community Complex* Port Darlington East Beach Park South Courtice Arena* Rotary Park Garnet B. Rickard Recreation Orono Park Complex* Solina Park Bowmanville Memorial Park * - washroom availability subject to building operational hours Port-o-Potties are available at the following locations (seasonal): Harvey Jackson Memorial Park Darlington Hydro Fields Soper Creek Park Clarington Fields Garnet B. Rickard Recreation Elephant Hill Park Complex Parking Facility users should be aware that parking space is limited in some locations. In recognition of this, all groups are asked to observe the following parking guidelines: 1. Obey all ‘NO PARKING” signs; 2. Do not park on or block private property; 3. Consider forming car pools where possible; and 4. Make use of any available nearby off-street parking. 11 | Page Fees 2015 2016 2017 2018 Youth $7 per/hr $7.50 per/hr $8 per/hr $8.50 per/hr Adult $21 per/hr $22 per/hr $23 per/hr $24 per/hr $35 per/hr or $36 per/hr or $37 per/hr or $38 per/hr or Lights $75 $75 $75 $80 per/evening per/evening per/evening per/evening Baseball $150 + light $150 +light $150 + light $150+light Tournaments fee if required fee if required fee if required fee if required Special $30 per/hr $30 per/hr $30 per/hr $30 per/hr Events - Tournament fees apply to adult tournaments only Non-Residential Non- $40 per/hr $41 per/hr $42 per/hr $43 per/hr Resident Non- $300 $300 $300 $300 Resident per/field/per per/field/per per/field/per per/field/per Tournament day+ lights day+ lights day+ lights day+lights Artificial Turf Field 2015 2016 2017 2018 Youth $80 per/hr $81 per/hr $82 per/hr $83 per/hr Adult $115 per/hr $116 per/hr $117 per/hr $118 per/hr $35 per/hr or $36 per/hr or $37 per/hr or $38 per/hr or Lights $75 $75 $75 $80 per/evening per/evening per/evening per/evening Non-Residential Non- $150 per/hr $155 per/hr $160 per/hr $165 per/hr Resident Tournament fees will include use of the field from 8 am to 11 pm plus 2 field drags. 12 Pago Field Lights: Use of lights on 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 905-263-2291 by the next business day. Groups not following this process will be charged for lights. Lights are available at the following field locations: • Garnet B. Rickard Recreation Complex (2) diamonds • Soper Creek (1) diamond • Memorial Park South (1) diamond • Clarington Fields (5) = 1 sports field, 4 diamonds • Orono Park (1) diamond • Kendal Community Park (1) diamond • Hydro Fields (2) soccer • South Courtice Arena 2 = (1) soccer (1) Artificial Turf Field Effective January 1, 2015 lights will be charged on the following schedule: On Off May 7:30 PM 11:00 PM June & July 8:30 PM 11:00 PM August 7:30 PM 11:00 PM September & October 6:30 PM 11:00 PM Lights at Soper Creek will be turned off by 10:30 pm Light times and fees will automatically be added to permit requests on the above noted schedule. 131 Fags Payments, Cancellations and Refunds Full Season Use 1. Payments may be made in cash, cheque or debit card. Cheques are to be made payable to the Municipality of Clarington. Payment can be made at Municipality of Clarington Administrative Centre, Finance Department, 40 Temperance Street, Bowmanville or at the Operations Depot 2320 Taunton Road, Hampton. Municipality of Clarington Leagues will be invoiced monthly if payment is not received prior to use. 2. Any request 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 at the start of the season. 4. PERMITS WILL NOT BE MAILED OR E-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 By-Law Enforcement fines. 5. You will be advised on the availability and when to pick up your permits. Our office hours are Monday to Friday 8 am to 3:30 pm — 7:30 am to 3:00 pm during July and August. Our telephone number is 905-263-2291 or fax 905-263-4433; our e-mail address is operations(aD-clarington.net. 6. Schedules including playoffs shall be submitted to the Operations Department no later than May 1. 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 Municipality of Clarington Administrative Centre, Finance Department, 40 Temperance Street, Bowmanville or at the Operations Depot 2320 Taunton Road, Hampton. 2. Any request 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. 141 Pape 4. PERMITS WILL NOT BE MAILED OR E-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 By-Law Enforcement fines. 5. You will be advised on the availability when to pick up your permit. 6. Permits not signed and paid for 5 business days prior to date of use will be re-allocated. Tournaments 1. Tournament fees must be paid a minimum of 10 business days prior to the event date and are due in full or the event will be cancelled. A schedule of games is also required at this time. 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 within 48 hours. 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. How To Apply You must 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 occasional usage, picnics, tournament and special event usage is one month in advance. The deadline for submitting full season usage is the first Friday in April. 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 time(s) 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. 151 Page • OPERATIONS DEPARTMENT Leading the Way FACILITY PERMIT APPLICATION MAIL TO: Operations Department Operations Department Municipality of Clarington 2320 Taunton Road 40 Temperance Street Hampton, ON LOB 1JO FAX Bowmanville, ON L1C 3A6 905-2634433 PURPOSE OF USE: FACILITY DATE(S) TIME(S) RENTAL RATE ACCOMMODATION, SPECIAL EQUIPMENT & PRIVILEGES: GROUP NAME: CONTACT PERSON: (MUST BE 18 YEARS OR OVER) MAILING ADDRESS: PHONE NUMBER: ALTERNATE CONTACT: ESTIMATED ATTENDANCE: The permit holder agrees to be responsible for payment of any applicable 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: 161 Page Municipality of Clarington Terms and Conditions By signing this contract, the undersigned has read, understands and agrees to each of the terms and conditions listed below: 1. To comply with the regulations hereof and enforce such regulations. 2. To obtain and maintain in full force and effect, a commercial general liability insurance policy in the amount of at least TWO MILLION ($2,000,000) DOLLARS naming the Municipality of Clarington as an additional insured thereon. A certificate of insurance shall be provided to the Municipality of Clarington evidencing such coverage upon execution of the permit. 3. To indemnify and save harmless the Municipality of Clarington and its staff and agendas from any and all suits, demands, torts and actions of any kind which may be brought against its staff or agents, which may arise as a result of the Permit Holder's use under this rental agreement. 4. To comply with all Federal, Provincial and Municipal laws and regulations at all times. 5. To provide competent supervision of the facility and section to which this contract applies. 6. To be responsible for all loss and/or damage arising out of the use of this facility or section. 7. 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 permit will be suspended for that night for the remainder of the season. 8. To comply with any orders and direction of the Operations Department Staff. Rowdiness, verbal or otherwise, will not be tolerated. 9. 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 Operations Department. 10.To pay all associated charges relating to this permit. 11.That vehicles shall be parked in the designated spaces. 12.That this permit is not transferable. 13.That the Operations Department reserves the right to cancel any permit temporarily or permanently. 14.That this permit is not valid unless signed by the appropriate Director or authorized representative of the Operations Department. 15.To cancel this permit,the Operations Department must receive written notification no less than fifteen (15) business days prior to the date stated on the permit or all charges continue to apply. 16.To comply with and adhere to the Municipality of Clarington's By-law 2006-126 dealing with the use, regulation, protection and governing of parks in the Municipality of Clarington. Signature: Print Name: Staff 171 Page Field Closures The field closure policy has been put in place to enhance the health and safety for users and to protect the conditions of the sports fields. Sports fields in the Municipality of Clarington will be considered unplayable if one of the following conditions exists: • Pooling of water on the surface of the field/diamond • Water sponging up around your feet when walking on the field/diamond • Weather conditions • Any health and safety issue If one of these conditions occurs, the sports field or diamond will be considered unplayable and the field will be closed. The Municipality continues to have exclusive rights to cancel any games booked due to any reason deemed acceptable by the Municipality. Should teams arrive at a field and one of these conditions exist or develop during the course of play they are asked not to play on the sports field/diamond. Several factors should be considered, including the safety of the participants, the liability through accidents or injuries and the expense of sports field/diamond repairs and maintenance. If the permit holder ignores the unplayble conditions: 1. The permit holder may be required to pay for all damages to the sport field/diamond arising from the abuse to the facility; 2. The permit holder will be held liable and responsible for accidents or injuries incurred because of conditions; and 3. The permit holder may have their permit suspended or revoked for any future use of sports fields/diamonds. In the event of field closure the Operations Department will make the determination not later than 2:30 pm. An e-mail notification will be sent to all user group representatives and individuals holding valid permits for that date and notification will be posted to www.clarington.net. Users should contact the Operations Department to make arrangements to reschedule cancelled dates on the next business day. In the event that rescheduling is not feasible, a credit for the date(s) affected will be issued. If any game(s) are cancelled due to weather conditions after 3 pm or during non-business hours users must notify the Operations Department within 48 hours of the required cancellation. Rescheduling or credits will be arranged. 181Page Artificial Turf Field To protect the field surface and to maximize the life of the field, every team official, player, spectator, and parent should be aware of the following rules and regulations for use of the artificial turf field. Coaches are responsible for the conduct and behaviour of players and spectators on the field. Rules and Regulations General: • The facility is available to rent for approved uses only (ie: soccer, field lacrosse, football, rugby and ultimate Frisbee). No casual use is allowed. • Facility users must not enter the field prior to their permitted time and should leave the field five minutes before their end time to allow transition between groups. • Only players, officials and coaches are permitted on the turf.. • Animals are prohibited on the turf. • Staff must be immediately alerted to any instance of blood or vomit on the field. Please call Clarington Operations at 905-263-2291. In case of after-hours emergency please call 905-623-5126. Food and Beverage: • Only water in non-breakable containers is permitted on the turf. • No food is permitted on the turf, including gum, sunflower seeds and nuts. Turf Care: • Staking of sharp objects (including flags, shade structures and tents) into the turf is prohibited. • Marking, painting or taping on any surface is strictly prohibited. • Substances that may stain the turf, such as ointments or sunscreen must be kept at player benches or outside the fenced area. • Footwear on artificial turf fields must be moulded rubber cleats, turf shoes or running shoes. Metal cleats and screw-in plastic cleats are forbidden. The Artificial Turf Sport Field Rules & Regulations are in effect at all times and apply to everyone using the field. Permit holders will be liable for suspension of field privileges if the rules are not followed. 19 Page Inclement Weather: The artificial turf fields are open rain or shine. Artificial turf fields will only close in an instance of thunder and/or lightning. • In the event that thunder and/or lightning occurs prior to the contract start time, Operations staff will disallow play on the artificial turf. Groups will be required to wait for a period of 30 minutes without thunder. • In the event that thunder& lightning occurs after the permitted game has started, game officials will follow established protocol from the individual sport governing body. 201 Page Special Events A "special event" means a cultural, recreational, educational or similar event including fairs, festivals and carnivals A special event is defined as a one-time, annual or infrequently occurring event on Municipality of Clarington property that is reserved for exclusive use and whose scope may include the following: • Celebration of a specific theme • Has a pre-determined opening and closing date/time • Is available to the community at large • Fundraising events designed to generate revenue for non-profit organizations Note: activities not meeting these criteria may still be permitted to occur as private rental functions and may still be subject to some or all of the policies, procedures and requirements outlined. Inflatables Amusement devises such as bouncy castles, zipline rides and revolving rides are just some examples of amusement devices covered by the Technical Standards & Safety Authority (TSSA) in Ontario. As an event organizer it is your responsibility to ensure that the company providing your amusement devise can provide the following safety documents. These documents will be required prior to the issuance of your permit. • TSSA Amusement Device licence issued to the owner for the current year that acknowledges the owner's understanding to operate a device per Ontario Safety Laws and Regulations; • TSSA Amusement Device Permit (one per device) which displays a TSSA inspector's identification, date and signature and confirms the devise has been inspected by TSSA for the current operation season; • Amusement Device Permit Number for Each Device physically attached to each ride or device; • Certified Amusement Device Mechanic on staff, who is in compliance with the requirements of Ontario Regulation 187/03 for the Certification of Mechanics; • Proof of$2,000,000 Liability Insurance specific to the operation of amusement rides. This is in addition to the Certificate of Insurance required to obtain a facility permit. All devices or rides must be inspected when first installed and prior to being operated in Ontario. A site inspection will be conducted by the Director of Operations or his designate on the day of set up prior to the opening of the event. All documentation will be required prior to completion of inspection. Failure to provide required documentation may result in no permit being issued. 211 Page SPECIAL EVENTS PERMIT APPLICATION Pre-consultation service and assistance in completing this form is available by contacting the Municipality of Clarington Operations Department at 905-263-2291 or e-mail operation sCa)-clarington.net Event Information: Event name: Event location: Description of Event (provide as much detail as possible) Expected Attendance: Annual Event YES NO Proposed Dates: Hours of Operation: Set up date: Set up time: Tear down date: Tear down time: Applicant Information: Name of Organization: Mailing Address Phone: Fax: Applicant must have signing authority for Organization Applicant: e-mail Phone Event Contact (if different from applicant) Primary Contact Cell: Secondary Contact Cell: The undersigned has read and hereby warrants and represents that he/she has sufficient power, authority and capacity to bind the applicant with his/her signature. Applicant Signature: Date of Application: 221 Page Please indicate what is involved in your event— Be as complete as possible with your answers A. Applicant Information: Organization please answer the following: 1. is your group a Charitable Organization? Yes No If yes, does it have a Charitable Donation Number? Yes 2. Is your group a Non-Profit Organization? Yes No If yes please provide proof B. Will you be requesting use of the Mobile Stage Yes No If yes, please complete and submit Mobile Stage Rental Application Form C. Will you require Road Closure? Yes No Please be advised you are required to complete a separate Special Events permit obtained from the Engineering Services Department. D. Food, Alcohol and Goods/Merchandise 1. Will goods and/or merchandise be sold? Yes No 2. Will goods and/or merchandise be given away? Yes No 3. Will there be food and non-alcoholic beverages at your event Yes No 4. Will there be food and alcoholic beverages at your event Yes No Please note. You are required to obtain Durham Regional Health Department approval if your event is serving/selling food and non-alcoholic beverages. Events including alcohol are required to obtain a valid permit for liquor sales and must adhere to all Municipal Alcohol policies. E. Site Plan Please provide a detailed site plan drawing for your event F. Installation of Tents/Structures (ie inflatables, tents etc) 1. Do you plan to erect any tents or other structures during your event? Yes No 231 Page If yes, please specify for what purpose. Note that tents over 60m2 require Building Department approval. Each amusement ride/inflatable requires a TSSA certificate. G. Washroom Facilities Will you be installing portable facilities? Yes No H. Will you be selling tickets to your event? Yes No I. Do you require vehicle access to site? Yes No J. Do you require access to electrical power? Yes No K. Please provide details of waste management plan. 241 Page Mobile Stage Rental Allocation Priorities: Applications will be processed according the following allocation list and the judgment of the Operations Department: ➢ Municipal Events (MOC Events, BIA's) ➢ Partner Members: Rotary Club, Visual Arts Centre and the Orono Fair ➢ Not for profit organizations ➢ Private organization Rental will include: ➢ Delivery and pick up of Portable stage by Municipal Staff; ➢ Set up and take down of Portable stage by Municipal Staff; ➢ Municipal Staff will remain on site for duration of rental as operator of Portable stage. fro 'Y . II ! r 25 Municipality of Clarington Operations Department Mobile Stage Policies Rules and Regulations: Municipal Staff is required for: • All set up and tear down • Transport of the stage to and from the site • Any necessary electrical connections • Stage hydraulics, breaker boxes and any other stage mechanicals and controls will be operated by Operations Department Staff only Renter represents to the Municipality that: i. Renter has the necessary power and authority to enter into this Rental Agreement; ii. the person(s) signing this Rental Agreement has (have) been duly authorized to do so on Lessee's behalf; iii. by entering into this Rental Agreement, renter will not violate any law or other agreement to which it is a party; and iv. Renter is not aware of anything that will have a material negative effect on his/her ability to satisfy its obligations under this Agreement. Renter shall, at its own expense, place and maintain with insurers acceptable to the Municipality of Clarington: a. comprehensive all risks insurance on the Equipment for its full replacement value, such insurance to include: (i) the Municipality of Clarington as additional insured (ii) a loss payable clause in favour of the Municipality of Clarington as first payee; and (iii) a waiver of subrogation in favour of the Municipality of Clarington; and b. general public liability and property damage insurance with limits of liability equal to at least two million dollars ($2,000,000.00) per occurrence (or such greater amount as the Municipality may require from time to time), and such insurance shall: (i) extend to all liabilities of Renter arising out of its use or possession of the Equipment (ii) name the Municipality of Clarington as additional insured; and (iii) include a cross-liability which insures each person insured there under in the same manner and to the same extent as if a separate policy had been issued to each. (iv) 261 Page All insurance policies shall contain endorsements providing that: i. thirty (30) days' written notice shall be given to the Municipality of Clarington before a policy lapses or is materially altered or cancelled ii. coverage shall be primary and not contributor iii. the Municipality of Clarington's interest as additional insured shall not be invalidated or otherwise affected by any act or omission, deliberate, negligent or otherwise of Renter or its agents, servants or employees iv. the Municipality of Clarington shall not be responsible for payment of any premium; and v. the Municipality may elect to have all proceeds of loss payable only to itself. One (1) week prior to the Delivery Date, Renter shall supply the Municipality of Clarington with certified copies of all insurance policies or other evidence satisfactory to the Municipality of Clarington of these insurance provisions. No alterations may be made to the stage. Decorations or banners may be attached only through the holes in the canopy ends or the truss beneath the stage deck by string or rope only. The renter is responsible for the clean-up of the stage at the end of the rental period and prior to stage removal by Operations Staff. Clean up is to include sweeping the stage floor, mopping and removing all spills with water and mild cleaner only and removal of all decorations, trash, etc. Renter is responsible for providing cleaning materials. Any cleaning performed by Operations Department Staff will be charged to the renter at the applicable rate. Renters must provide proof of all relevant and required additional permits prior to issuance of stage permit. Renter shall use the Equipment in a careful and prudent manner and in accordance with the Municipality or the manufacturer's specifications and not for any unlawful purpose and shall, at their own expense, comply with and conform to all federal, provincial, municipal and other laws, ordinances and regulations in any way relating to the possession, use or maintenance of the Equipment. Renter shall use the Equipment for its own use. Renter shall not sublet or part with possession or control of the Equipment or permit its use by any person other than Renter or employees or agents of Renter who are qualified and competent to use the Equipment. The use of any tobacco products, alcoholic beverages or other intoxicating substances is not permitted on the stage. Equipment must be carried or rolled, not slid across the Stage floor. Risers and other heavy equipment must be placed on approved protective cushioning provided by the renter. Covering stage graphics is prohibited. If rental requires the stage to be on location outdoors overnight, stage must be closed by Operations Department staff only. The stage will be re-opened the following day by Operations Department staff. 271 Page Renter is responsible to ensure that all activities are properly controlled and supervised to prevent damage to the stage. In the event that the stage malfunctions or fails to operate, or is lost, stolen, damaged in any way or for any other reason is not available or suitable for return, Renter shall promptly notify the municipality of such event. Renter shall promptly notify the Municipality of Clarington of any accident or incident which is or can be a basis of a claim by or against the Municipality. These provisions in no way affect or replace any notice that Lessee is or may be required to give to its insurer or any other person. Delivery and Set Up The Director of Operations or his delegate must approve the physical site and access prior to setting up the stage. The stage will be delivered and setup on the day of its use and removed at the end of the rental period by Operations Department staff only. The renter must be present at the site at the time the unit is scheduled to arrive to assist with orientation of the stage, accept delivery and inspect the stage with Operations Department staff for cleanliness and existing damage. Stage delivery and pick up take approximately 1 hour each. Setup of the stage requires workers 45-60 minutes after the unit has been positioned. Once placed and set up, the stage will remain in place for the duration of the event unless weather becomes a factor at which time the renter will notify Operations Department staff to remove or secure the stage. Renter will be held liable and assume all risk from the time of delivery and setup until pick up by Operations Department staff. Renter agrees to turn over the stage in the same condition as on delivery. Weather Related Policies: The stage will not be opened in winds over 25 km The Director of Operations or his delegate has the authority to close the stage during unfavorable weather conditions. In the event weather poses a risk of damage to the stage (rain, wind or lightning) the stage will be closed by Operations Department staff until such time Operations Department staff determines that conditions are safe for stage opening. Cancellation Policy: Cancellation by the renter must be made no later than twenty (20) business days prior to the rental (the date the stage is requested) in order to receive a full refund. 281 Page Liability Policy: In renting the stage the Municipality of Clarington assumes no responsibility: • For loss of, or damage to, any property placed on the premises by the renter • For the loss or damage to any property or personal effects, including motor vehicles and their contents, of the renter, agents, employees participants, guest or attendees. • For any physical injuries sustained by an individual or group of individuals, during the duration of the rental period. • For malfunction of any electrical or mechanical equipment provided for the renter and the applicant waives any claim thereof. The renting party shall indemnify, save and hold harmless the Municipality of Clarington and its officers, agents and employees from all suits, actions, losses, damages, claims or liability of any character, type or description, including without limiting the generality of the foregoing, all expenses of litigation, court costs, and attorney's fees for injury or death to any person on injury to any property, received or sustained by any person or persons or property, arising out of, or occasioned by, the acts of the renting party or his or her agents or employees, in the rental of the sage. Renter will assume responsibility and liability for all persons in attendance. Renter assumes all responsibility for any damage to the sage and/or Municipal equipment during the rental period. Mobile Stage Rental Fee: For information on rental fees for the mobile stage please contact the Operations Department at 905-263-2291 or e-mail operations @clarington.net 291 Page Municipality of Clarington Mobile Stage Rental Application (Please print all information) Applicant Name: Address: City Postal Code Phone: (W) (H) ( C) Organization Name: Address: City Postal Code Requested Date(s) of use: Name of Event or Function: Brief description: Function/Event time: Begins: Ends Delivery time: Removal time: Exact location stage is to be placed: I have been given a copy of and agree to abide by the Mobile Stage Policies as set out by the Municipality of Clarington. I further agree to indemnify, save and hold harmless the Municipality of Clarington and it's officers, agents and employees from all suits, actions. Losses, damages, claims or liability of any character,type or description, including without limiting the generality of the foregoing, all expenses of litigation, court costs and attorney's fees for injury or death to any person or injury to any property received or sustained by any person or persons or property arising out of or occasioned by the acts of renting party or his or her agents or employees in the rental of the stage. I agree to assume all responsibility for any damage to the stage and/or Municipal equipment during the rental period and further agree that part or all the clean up and damage deposit will be retained in order to cover expenses to repair damage. I also agree that I will be billed accordingly if damages exceeds amount of deposit. The undersigned has read and hereby warrants and represents that he/she has sufficient power, authority and capacity to bind the applicant with his/her signature. Applicant Signature: Date of Application: 301 Page Park Amenities Chart Facility/Park Soccer Permits Basket- Play- Washroom Splash Skate Diamond Field Lights Rqd Tennis ball ground on Site Pad Park COURTICE Avondale Park 2X ✓ ✓ 100 Avondale Drive Bathgate Commons (June 2015) ✓ 135 Bathgate Crescent Rick Gay Memorial Parkette ✓ 22 Cherry Blossom Crescent Courtice Memorial Park IM ✓ 2201 Courtice Road Courtice Community Complex 1 M ✓ ✓ ✓ 2950 Courtice Road Courtice South Arena 1A ✓ ✓ ✓ ✓ 1595 Prestonvale Road Courtice West Park 1y ✓ ✓ 67 Varcoe Road Darlington Hydro Fields 8M 1 J 3A 2X ✓ ✓ *P 381 Solina Road Firwood Parkette ✓ 13A Firwood Avenue Foxhunt Parkette ✓ ✓ 51 Foxhunt Trail 31 Page Park Amenities Chart Facility/Park Soccer Permits Basket- Play- Washroom Splash Skate Diamond Field Lights Rqd Tennis ball ground on Site Pad Park Gatehouse Parkette ✓ ✓ 30 Turnberry Cres Cecil Found Parkette ✓ 212 George Reynolds Drive Glenabbey Parkette ✓ ✓ 231 Glenabbey Drive Highland Park 1Y 1M ✓ ✓ ✓ 41 George Reynolds Drive Highway 2lTrulls Parkette 2840 Highway 2 Moyse Parkette ✓ ✓ 81 Moyse Drive Penfound Park 1A 1M ✓ ✓ 27 Hemmingway Drive Pickard Gate Parkette ✓ 34 Pickard Gate Roswell Park 1A 1M ✓ ✓ ✓ ✓ 132 Rosswell Springfield Parkette (Summer 2015) 34 William Ingles Drive Stuart Park 1A ✓ ✓ ✓ ✓ 58 Stuart Road 32 Page Park Amenities Chart Facility/Park Soccer Permits Basket- Play- Washroom Splash Skate Diamond Field Lights Rqd Tennis ball ground on Site Pad Park Tooley Mill 71 Old Kingston Road White Cliffe Parkette ✓ 26 Whitecliffe Drive Zion Park (Mitchells Corners) 1M 1A ✓ 4800 Trulls Road BOWMANVILLE Argent Park 1A ✓ ✓ 592 Longworth Ave Barlow Parkette (2006) ✓ ✓ 38 Barlow Court Baseline Park 1 M ✓ ✓ 2430 Baseline Road Baxter Park ✓ ✓ ✓ ✓ 80 Baxter Street Bons Park ✓ ✓ ✓ 299 Bons Ave Bowmanville Conservation Boat Ramp 295 West Beach Road Bowmanville Memorial Park 2A X(1) ✓ ✓ ✓ ✓ 120 Liberty Street South 331Page Park Amenities Chart Facility/Park Soccer Permits Basket- Play- Washroom Splash Skate Diamond Lights Tennis Field Rqd ball ground on Site Pad Park 1A 1A 1M  Burketon Park (Burketon) 90 Darlington Street, Burketon Clarington Arms Parkette (Spring 2015) Clarington Blvd & Prince William Drive 1 multi Clarington Fields 4A 4X *P  2A 2 M 2375 Baseline Road Darlington Green Parkette (Spring 2015) 60 Buttonshaw Street Darlington Sports Centre 1A  (Hampton) 2276 Taunton Road  Port Darlington East Beach Park Port Darlington Road 2Y  Elephant Hill Park 30 Maconnachie Place 1A  Elliott Memorial Park (Hampton) 30 Millstream Lane, Hampton  Elliott Skateboard Park Garnet B. Rickard Recreation 2A *P  Complex 2440 Highway 2  Glanville Parkette 17 Glanville Crescent 34 | Page Park Amenities Chart Facility/Park Soccer Permits Basket- Play- Washroom Splash Skate Diamond Field Lights Rqd Tennis ball ground on Site Pad Park Green Park 1A ✓ ✓ ✓ ✓ 7 Boswell Drive Guildwood Park 1A ✓ ✓ ✓ ✓ ✓ 180 Guildwood Drive Harry Gay Neighbourhood Park 1 M ✓ ✓ 179 Harry Gay Drive Harvey Jones Parkette ✓ ✓ 90 Harvey Jones Avenue Haydon Hall Parkette (Haydon) ✓ 2503 Concession Road 8 Landerville Parkette ✓ 55 Landerville Lane Lions Parkette ✓ 26 Beech Avenue Longworth Park 1A ✓ ✓ 21 Swindells Street Lord Elgin Park 2A ✓ ✓ ✓ 26 Forth Street Mearns Park ✓ 45 Barley Mill Cresent Nelson Street Parkette ✓ 105 Nelson Street Northglen Neighbourhood Park ✓ ✓ (Fall 2015) 110 North glen Blvd 35 age Park Amenities Chart Facility/Park Soccer Permits Basket- Play- Washroom Splash Skate Diamond Field Lights Rqd Tennis ball ground on Site Pad Park Optimist Park (Waverley Rd) 1Y 2M 1A ✓ ✓ ✓ 150 Waverley Road Rhonda Park 1Y ✓ ✓ 92 Rhonda Blvd Rotary Park ✓ ✓ 133 Queen Street Scugog Street Neighbourhood ✓ Park(Spring 2015) 375 Scugog Street Soper Creek Park 1A ✓ ✓ ✓ ✓ *P 133 Simpson Avenue I Squire Fletcher Parkette ✓ 59 Squire Fletcher drive West Beach Park 41 West Beach Road Westside Drive Park 1A ✓ ✓ ✓ 33 West Side Drive NEWCASTLE Andrew Street Parkette ✓ ✓ 215 Andrew Street Bond Head Boat Launch ✓ 5 Boulton Street Brookhouse Parkette ✓ ✓ 85 Brookhouse Drive 36 Page Park Amenities Chart Facility/Park Soccer Permits Basket- Play- Washroom Splash Skate Diamond Field Lights Rqd Tennis ball ground on Site Pad Park Edward Street Park 1Y ✓ ✓ 190 Edward Street West Foster Creek Parkette ✓ 125 Edward Street West Newcastle Glen 3605 Lakeshore Road Newcastle Leash Free Park (Summer 2015) 1780 Rudell Road i Newcastle Memorial Park 1 M ✓ 150 King Avenue East Pearce Farm Park 1A ✓ ✓ ✓ ✓ 260 Shipway Avenue Lakebreeze Drive, Newcastle Rickard Neighbourhood Park ✓ ✓ (fall 2015) 70 Grady Drive Samuel Wilmot Nature Area Walbridge Park 1A ✓ ✓ ✓ 10 Glass Court Westview Parkette 165 Sunset Blvd Area Parks Harvey Jackson Memorial Park 2A 1M ✓ ✓ *P 371 r 'a � Park Amenities Chart Facility/Park Soccer Permits Basket- Play- Washroom Splash Skate Diamond Field Lights Rqd Tennis ball ground on Site Pad Park Orono Park 1AY ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ 61 Princess Street Peters Pike Parkette i ✓ 21 Peters Pike Solina Park 2A 2A ✓ ✓ ✓ 1964 Concession Road 6 i Tyrone Park 1A 1Y 1M 2A ✓ ✓ ✓ 2716 Regional Road 4 Burketon Park 1A 1A 1 M ✓ ✓ 90 Darlin ton Street Burketon Ina Brown Parkette ✓ 12 Mill Street, Newtonville Clarington School Fields Courtice Secondary School 1A ✓ ✓ Bowmanville High School 1A ✓ ✓ Knox Christian School 2M ✓ Clarke High School 1A ✓ Newcastle Public School 1Y ✓ ✓ Pines Sr. Public School 1Y 1A 1M ✓ Clarington Central Secondary 1 School Dr. Emily Stowe Public School 1 Dr. Ross Tilley Public school 381Pa e Park Amenities Chart Facility/Park Soccer Permits Basket- Play- Washroom Splash Skate Diamond Field Lights Rqd Tennis ball ground on Site Pad Park Good Shepherd Elementary 1 School Holy Trinity Secondary School 1 Lydia Trull Public School 1 M Monsignor Cleary Elementary 1 School St. Elizabeth Elementary School 1 St. Francis of Assisi School 1 St. Stephen's Secondary School 1 Vincent Massey Public School 1 39 F° age