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This information shall be classified as private social recreational data as outlined in <br /> Minnesota Statute 13.548 . The statute specifies that the following data collected and maintained <br /> by political subdivisions for the purpose of enrolling individuals in recreational and other social <br /> programs are classified as private,pursuant to section 13.02 subdivision 12: the name,address, <br /> telephone number, any other data that identifies the individual, and any data which describes the <br /> health or medical condition of the individual, family relationships and living arrangements of an <br /> individual or which are opinions as to the emotional makeup or behavior of an individual. <br /> VIII. ALLOCATION PROCESS <br /> 1. The allocation of fields will follow the guidelines of this policy document. Fields will be <br /> allocated and permitted annually as sustainability allows. <br /> 2. The city reserves the right to make adjustments in the field allocation process as needed <br /> to address recognized needs or resolve conflicts. <br /> 3. The process for the allocation of fields begins with a letter being sent in the fall for the <br /> upcoming year to all recognized sports organizations. An organization must first be <br /> recognized by the city according to Section IX, Community Sports Organizations. <br /> 4. Organizations have until a date determined annually by the city to make their requests <br /> for fields and facilities. This includes dates and times for the requests. <br /> 5. The city annually set the date to begin the field allocation process by assigning fields dates <br /> and times to various organizations based on the priorities in this policy. Allocations will be <br /> conducted in as fair and equitable manner as possible. However,the city has the discretion <br /> to allocate in the best interest of the city. It may not be possible to grant all requests. <br /> 6. Once completed, a fief `a dcOs�ation meeting w e held as needed with all youth sports <br /> organizations. The purpose of this annual meeting is to outline the allocations,identify the <br /> need for contracts and notification of when play can begin as well as any specific or special <br /> instructions. <br /> 7. Once completed applications are received, all fields will be allocated at the same time using a <br /> consistent set of criteria including but not limited to: <br /> a. Priority group classifications and sports seasons priorities as outlined in this policy. <br /> b. Organizations meeting the criteria outlined in section IX of this policy. <br /> c. Past history and use of facilities with the city. This includes previous allocation and <br /> use of fields,proper and timely payment, response to requests for information, <br /> compliance with this policy and conditions of fields after use. A request for field <br /> allocation will not be considered unless all invoices for prior use have been paid in <br /> full. <br /> 8. Use of allocated fields. Organizations may be requested to provide complete schedules of <br /> field use so that use may be verified by the city. If an allocated field(s) is not used three <br /> times by the designated organization,the field(s) may be reassigned. Prior to reassignment, <br /> the organization will be notified by the city. <br /> Page 1 5 <br />