13.2. PRSR 09-12-2012 - Laserfiche WebLink

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City of Mason Work Session Item: 13.2 Parks & Recreation Department Athletic Complex Usage Policy 2008 The City of Mason currently schedules and maintains numerous athletic fields within the park system and by mutual use agreement with several Mason area sites. Because the athletic complexes are under constant use and demand this policy has been established to offer everyone an opportunity to submit usage proposals and have them assigned per the policy. Request Procedures &Policy Groups requesting the use of the City of Mason Park athletic complexes(including non-school district joint use areas) must utilize the following procedure to be considered for scheduling on City areas: 1. Athletic complex/field request will be accepted only in writing on the "Request Form' provided by the Parks& Recreation Department. 2. Request for the calendar year will be accepted anytime in November and must be received at the Recreation Manager's office by the first Friday of January for all field requests to be considered. 3. The Parks& Recreation Department will hold scheduling meetings on the third Tuesday of January for all fields scheduling each year. A minimum of two weeks prior to the meeting the Parks Department will distribute to all past&new requesting groups the following items: • A copy of this policy • Closed dates for the calendar year • Park rules&regulation • Field rain-out policy • Youth Sports Policy Manual if the organization is youth sports related(youth under 18-years old) 4. Athletic complexes will not be available for use prior to March 30 of each year. Earlier request will be handled on a case-by-case base. 5. All organizations and teams are required to submit—two week prior to scheduling meeting to be considered for first choice scheduling. • Verification of City of Mason residency percentage. Complete rosters of all participants'address and phone number need to be submitted, if requested. • Liability Form Packets must be complete to be included in the facilitation of fields. Failure to do so will result in not being put on the schedule. 6. Priority in scheduling of City of Mason Park facilities&non-Mason School District joint use facilities will always be given to groups with at least 65%of its participants and coaches that are City of Mason residents. Groups that do not meet this requirement will be subject to usage fees. City of Mason Parks&Recreation Athletic complexes&non-Mason School District joint use facilities will be scheduled using the following priority list: • Parks&Recreation Department Events • Mason School District Interscholastic and Intramurals Request • Recreational organizations with 350+participants 1. Recreational defined as: a. All participants registered are accepted. b. All participants play 50%of each game. c. Initially all participants assigned to teams randomly or by equally distributed draft. • Youth competitive organizations with 350+ participants • Adult competitive organizations with 350+ participants • Recreational organizations of less than 350 participants • Competitive organizations of less than 350 participants • Single teams 1. Depending on availability and demand,a lottery system for single teams may be required at a later date for field usage. (Camps and tournament requests beyond final organizational tournaments may have fees assessed.