8.A. PRSR 03-13-2013 - Laserfiche WebLink

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3. The process for the allocation of fields begins with a letter being sent in November to all recognized sports organizations. An organization must first be recognized by the Department according to Section IX, Community Sports Organizations. 4. Organizations have until the first Friday in January to make their requests for fields and facilities. This includes dates and times for the requests. 5. After the first Friday in January,Department staff will begin the field and facility allocation process by assigning fields or facilities, dates and times to various organizations based on the priorities in this policy. Allocations will be conducted in as fair and equitable manner as possible. However, the Department designated Sports Administrator has the discretion to allocate in the best interest of the City. It may not be possible to grant all requests. 6. Once completed, a field and facility allocation meeting will be held on the tl irti Tuesday in January with all youth sports organizations. The purpose of this annual meeting is to outline the allocations,identify the need for contracts and notification of when play can begin as well as any specific or special instructions. , 7. Traditional sports seasons will have priority use a Spring Sports (baseball,softball,lacrosse) b. Fall Sports (soccer, football) 8. Once completed applications are received,all fields will be allocated at the same time using a consistent set of crttena'inauding but not limited to a. Priority group classifications and sports seasons priorities as outlined in this policy. b. Organizations meeting the criteria outlined in section IX of this policy. c. Past history and use Of facilities with the City. This includes previous allocation and use of fields, proper and timely payment,response to requests for information, compliance with this policy and conditions of fields after use A request for field allocation will not be'considered unless all invoices for prior use have been paid in full. 9. Current rosters must be submitted to the Department at least 10-days prior to the first scheduled practice of the new season. Organizations that do not submit rosters will not be allowed to practice. 10. Use of allocated fields. Organizations may be requested to provide complete schedules of field use so that use may be verified by City staff. If an allocated field (s) is not used three times by the designated organization, the field(s) may be reassigned. Prior to reassignment, the organization will be notified by City staff. 11. The City reserves the right to cancel an allocation to accommodate the needs of any City- sponsored tournament and/or special event. 6