13.2. PRSR 09-12-2012 Elk REQUEST FOR ACTION
River-
To ITEM NUMBER
Parks and Recreation Commission 13.2.
AGENDA SECTION MEETING DATE PREPARED BY
Work Session September 10, 2012 Michael Hecker, Parks and Recreation
Director
ITEM DESCRIPTION REVIEWED BY
Field Use Allocation Policy Cal Portner, City Administrator
REVIEWED BY
ACTION REQUESTED
Develop a Field Use Allocation Policy that will outline the allocation and rental policies for the permitted
use of athletic fields in the City of Elk River.
BACKGROUND/DISCUSSION
The Parks and Recreation staff recommended in December 2010 that the current policy(2003) for field
use be updated. Several meetings with the Parks and Recreation Commission and the City Council were
held in 2011 to discuss and review this outdated policy. The policy was last discussed by City Council in
July 2011,when it was directed for staff to work with the new Parks and Recreation Director and the
Commission to develop a new policy for review.
Current staff has been reviewing this policy in 2012; including meeting with all of the Elk River youth
sports organizations to receive feedback Based on these meetings, recent history and research of
effective department field use policies, staff was able to outline the following policy issues:
1. Purposes of the policy- outline the allocation procedures; rental policies and fee; and,to become
proactive by making a formal positive statement related to youth sports in the community.
2. Formally state the philosophy of youth sports in the Elk River community.
3. Priority Scale - which groups will receive what type of priority
4. What is the allocation process for fields
5. What are the methods to define groups and non- profit associations
6. How to define and uphold City residency of groups requesting fields
7. Define and outline the expected code of conduct for coaches
8. Field rental rates and related fees (such as the new football scoreboard)
9. Tournaments - how to request and general philosophy
10. Maintenance responsibilities of groups using fields
11. Liability insurance requirements
12. Define general field usage rules and regulations.
Staff has also been able to develop a policy manual draft (attached) that can address some of these issues
and be used as a template to begin an initial discussion at the September 12 work session. Also, attached
vowtet ® et
NATURE
is the Athletic Complex/Usage Policy for the City of Mason, Ohio. This policy took several years to
complete based on community feedback and it continues to be reviewed by their Parks Commission
annually. The main reason for this policy was to provide fairness to the field use allocation process and
pro-actively address coaches training and a code of conduct.
Staff is recommending that the Field Use Subcommittee that is on the action item agenda for the
September 12 regular meeting work with staff through the various policy issues and then report back to
the full Parks and Recreation Commission. This means that one or two additional work session meetings
will need to be scheduled through the balance of this year. Community youth sports organizations will be
encouraged to attend upcoming meetings with the subcommittee and staff to discuss the issues. Staff is
recommending that a subcommittee make recommendations to the full Park Commission by the end of
this year and then to the City Council. This includes an updated fee schedule for field rental rates.
ATTACHMENTS
• Current Field Use Policy(2003)
• Field Use Policy Allocation Policy Outline Draft
• City of Mason Athletic Complex Usage Policy
• City of Mason Youth Sports Policy Manual
Action Motion by Second by Vote
Follow Up
rPRIERER RI
NATURE
Work Session Item: 13.2.
Elk th
i
River
Parks and
Recreation
POLICY FOR FIELD USE
Effective January 1, 2003
Priorities
The following priority schedule will be used for identifying associations and field use:
Priority One: One association/group per sport/activity and population served. This association will be the
association with seniority if it serves the largest number of participants.
Priority Two: All other groups requesting fields.
Field Use
Fields will be scheduled for Priority One first. Groups must allow a minimum of 14 days for the processing of
their request. Field use will be assigned based on the previous year's participation numbers as well as what
fields are available for use. Requests must be submitted in writing by the deadline as determined by the
Recreation Department to ensure field availability.
Field Maintenance
Fields will be maintained in accordance with industry standards as outlined by Priority One association based
on the schedule supplied by the association. Any changes to the original schedule must be completed in writing
at least 2 business days before the need or no maintenance will be provided and change request may be denied.
We are not responsible for any messages left on the voice mail system. No changes may be made to City fields
by anyone other than the City.
Fees
Priority One Fees:
The City will set fees each season. This fee, any outstanding bills, and a complete participant roster must be
submitted to the Recreation Department before any scheduling needs will be considered for that season. This
fee will cover the following basic services:
• Coordination of scheduling and maintenance
• Portable toilets at each site
• General field set up for games, excluding items listed below
These items are not included in seasonal fees and will be billed at actual cost unless otherwise noted:
• Maintaining a field more than once each day
• Extra portable toilets and/or cleanings
• Moving of bases - $25/move
Priority Two Fees:
All other Applications for Facility Use received for fields will be reviewed once scheduling is complete for the
associations. Field use fees will be as determined by the City. This fee covers use only. No maintenance will
be performed nor may any changes be made to the field by the persons/groups reserving the field. Any
maintenance or changes to fields may be requested and will be reviewed for feasibility. If we are able honor
requests, fees will be assessed based on actual expenses incurred as determined by the City.
)1*Elk CITY OF ELK RIVER
River PARKS AND RECREATION
FIELD USE ALLOCATION POLICIES
PURPOSE OF THIS POLICY
The purpose of this policy manual is to outline the allocation procedures and rental policies for the
permitted use of athletic fields in the City of Elk River. It is also to formalize the policies,
procedures and philosophies of the City in relation to youth sports programs. This policy is to be
used by both youth sport programs organized by Elk River Parks and Recreation and youth sports
programs organized by partnering organization that use Elk River Parks and Recreation parks and
facilities.
INTRODUCTION
The City of Elk River Parks and Recreation Department is dedicated to fostering healthy lifestyles
and helping the community thrive. The City of Elk River (City) recognizes that sports are a
fundamental component of this goal and that field availability is necessary for sports organizations.
As such, the Department coordinates andissues permits for the use of City athletic field for general
public use for recreation activities/programs.
This policy has been established to ensure that the fields are used for recretional, educations, and
community service functions that meet the needs of the community, as well as set clear policies,
procedures, regulations and rental rates for such uses. This policy addresses sports specifically and
excludes shelter rentals and facility rentals.
PARKS AND RECREATION MISSION STATEMENT
Elk River Parks and Recreation is rich in diverse programs and facilities, dedicated to enhancing
lives by inspiring play and embracing the nature of our city.
Powered By Nature (Insert logo)
PARKS AND RECREATION STATEMENT OF PHILOSOPHY
A. The City is dedicated to creating positive sports environments for our community. This is
done through the development of fair and equitable sports programs offered at affordable
prices. The rules of the game for all City sporting events,whether as a player, coach or
spectator, are sportsmanship, fair play, and safety. Sports are an essential recreation element
that helps build a sense of community pride, teamwork, exercise, and a better sense of self-
worth. This is accomplished through the following key elements:
• Improving skills
• Building friendships
• Improving healthy lifestyles
• Increase physical activity
• Learning good sportsmanship
B. The sports environment must be safe and well maintained. Prudent behavior by adults,
especially involved in youth sports programs,is mandatory and expected by the City.
C. Since the demand is greater than the tax revenues available for support,it is necessary to
charge for athletic fields.
DEFINITION OF TERMS
Non-profit youth organization
Field Use Permit
Allocation
Non-profit status
Groups - are at least ten people or more -require a field use permit
PRIORITY GROUP CLASSIFICATIONS
Priority use of fields will be allocated as follows:
Group 1 - City or non-profit youth organizations
residency of at least 51 percent Elk River residents?
Group 2 - City of non-profit youth organization
Group 3- School District??
Group 4-Non-profit youth organizations comprised of less than 51 percent City residents.
Group 5 -All other youth and adult users.
Verification of Elk River Residency. Review rosters. State statutes regarding public record
requests.
ALLOCATION PROCESS
When to make requests and how will they be processed?
Organization meetings to discuss upcoming seasons?
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COMMUNITY SPORTS ORGANIZATIONS
The City recognizes community sports organizations that provide atheltic leagues for youth and
adults. These organizations are authorized to provide team sports for Elk River residents in
cooperation with the Parks and Recreation Department and are responsible for managing their
programs in accordance within the policies and guidelnies outlined in this manual.
In order to be recognized by the City and to be elegible to participate in the field allocation process,
organizations must meet the following criteria:
1. Provide a statement of need that explains how the organization will benefit residents of Elk
River by addressing and identifying the existenve or non-existence of similar organizations.
2. The organization has a mission statement or articles of incorporation or organization stating
the the objectives of the organization are of a non-profit and non-commercial nature.
3. The organization must conduct open registrations regardless of skill level. It must maintain
a national affiliation with the National Alliance of Youth Sports (NAYS) or an equivalent
program as aproved by the City. The organization must conduct a sports program thorugh
volunteer coaches and administrators and abide by an "everyone plays" philosophy.
4. Each organization must follow a coaches code of conduct (appendix) similar to the one by
NYSCA and coaches training?
5. All coaches in the organization must attend a training and certification clinic acceptable to
the Parks and Recreation Department staff. If no acceptable programs exists, coaches must
attend a National Youth Sports Coaching Association Training offered by the City. Any fees
charged to the City will be charged back to the Organzation.
6. The organization must require all coaches to complete a criminal background check that
complies with National Recreation and Park Association's Commission and Accreditation of
Parks and Recreation Agencies standards (Exhibit #). The City reserves the right to verify
any and all criinal background checks.
7. The organization must provide proof of its non-profit status by providing documentation
from the Internal Revenue Service showing that is has a tax exemption under Section
501 (c) (3) or other applicable provision.
8. Each organization must be governed by a board of director selected y the membership that
manaes the operations of the program. Organizations must have a minimum of three board
members including a president, vice-president and treasurer.
9. Registration must be open to the public regardless of race, creed,gender, national origin,
economic status, ability or disabiity.
10. A designated representative of the organization must attend field allocation meetings
scheduled by the City when an allocation request has been made.
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MAINTENANCE RESPONSIBILITIES
Field users are responsible for field damages. If additional maintenance is required, the applicant
will be charged.
Services provided—mowing,infield prep, trash pickup, maintenance of fencing and backstops,
line infield for games;no lines for practices
LIABILITY INSURANCE REQUIREMENTS
Statement provided by League of Minnesota Cities
The City must be listed as an additional insured
Public liability and property damage insurance in an amount no less than$1,000,000 per
occurrence.
FIELD USE RULES AND REGULATIONS
1. Groups of 10 or more individuals wishing to use a field must acquire a permit
2. Organizations must follow all park rules
3.
FIELD RENTAL RATES
Subcommittee review with staff revenues and expenses for 2011 and 2012
Benchmark other MN public agencies
Charge less for nonprofits?
Fields without lights $
Fields with lights $$$
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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®ulation
• 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.
7. Priority in scheduling of City of Mason/Mason School District joint use athletic
complex sites (not associated with the internal Mason Community Center facility or
City of Mason Parks)will always be given to groups with at least 65%of its
participants and coaches that are Mason School District residents. Groups that do
not meet this requirement will be subject to usage fees. City of Mason Parks&
Recreation/Mason School District joint use athletic complexes will be scheduled using the
following priority list: (Fields shared are HS1 and HS 2 only)
• Parks& Recreation Department Programs&Events(Priority after 7:00PM M-F
and Weekends)
• Mason School District Requests(Priority to joint use before 7:00PM M-F)
• Recreational organizations with 350+ participants
• 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.
8. The City of Mason Parks&Recreation Department reserves the right to determine the
"recreational/competitive"status of groups requesting park space.
9. Any request not received prior to the scheduling meeting will be considered on a space
available, case-by-case basis.
10. Groups utilizing park facilities for games must provide the Recreation Manager with
complete game schedules weekly prior to game start dates. Failure to do so will lead to
the group being invoiced for extra manpower cost incurred by the City for field
preparation, or un-prepped fields.
11. Abuse and/or damage of park areas may lead to groups being ejected and banned from
further use of park and joint use areas. All volunteers expecting to assist with fields
must sign a Volunteer Application form and return it to the city before volunteering.
Volunteer assistance to fields must be prior approved by the Parks Supervisor.
Damages that may occur through the use of volunteers will be the responsibility of
the organization.
12. Violation of park rules®ulations and/or rules of the joint use areas may lead to groups
and/or individuals being ejected or banned from further use of park areas. Use of
alcoholic beverages is strictly prohibited. Signs and banners must be approved by the
City of Mason prior to posting. Signs may require a permit.
13. The department does not provide field lining and/or field equipment. If non-city owned
field equipment is not removed/serviced within two weeks of department request the
group responsible will be invoiced at the rate of$50.00 per man-hour for the work
performed. If department personnel are required/requested to perform maintenance duties
on non-city owned equipment placed on city-owned athletic complexes the organization
responsible will be invoiced at the rate of$50.00 per man-hour for the work performed.
14. Each approved request will be required to enter into a facility license agreement that shall
include a release and indemnity agreement.
15. It is required that each organization head coach have the National Alliance for youth
sports certification. For more information about this training please contact the
Mason Recreation Manager or visit the web site at: www.nays.orq.
16. Proof of NAYS certification must be made available to the Recreation Manager as
outlined in the Youth Sports Policy Manual.
17. Youth Sports Policy Manual form must be reviewed and completed with request.
18. Required: Recreation Manager: agardner@ masonoh.orq and the Parks
Supervisor: dallen(rD_masonoh.orq be put on each organizations e- mail list
for updates, schedule changes and information for each organization.
(Additional staff names may be added to this list to assist with field
preparation)
Athletic Complex Fee Structure
The following fee structure will be utilized for the City of Mason park athletic complexes:
1. No user fee is charged for the following:
a) Any City of Mason sponsored function.
b) Scheduled functions of the Mason City Schools.
c) City of Mason based sports organizations meeting stated residency
requirements.
2. $75 fee per field per day for the following:
d) Leagues or tournaments operated by a local company for its employees who
are paying the 1% earnings tax.
A minimum of$1,000,000 liability insurance is required for any event in this category.
Named as additional insured on the certificate will be the City of Mason, its agents. officers.
employees and volunteers. This certificate must be provided to the City of Mason for review
no less than 30 days prior to the event.
3. $110 fee per field per day for the following (not including Mason Sports Park fields):
Fees may be less for turf based fields(soccer,football)depending on size and request.
a) Non-Mason teams or organizations as determined by stated residence
requirements.
b) Camps and toumament requests beyond the normal season for Mason or non-
Mason based sports teams
c) Any commercial programs running any program for profit and open to anyone.
d) Private companies or organizations or individuals from outside the City of
Mason utilizing fields for the exclusive use of them,their employees or others
related to the company.
A minimum of$1,000,000 liability insurance is required for any event in this category.
Named as additional insured on the certificate will be the City of Mason, its agents, officers,
employees and volunteers. This certificate must be provided to the City of Mason for review
no less than 30 days prior to the event.
4. Mason Sports Park field fees-
$75 per field per hour Additional Charges for field lining will apply if needed.
Other additional charges for staff and materials may apply.
a) Non-Mason teams or organizations as determined by stated residence
requirements.
b) Camps and tournament requests beyond the normal season for Mason or Non-
Mason based sports teams
c) Any commercial programs running any program for profit and open to anyone.
d) Private companies or organizations or individuals from outside the City of
Mason utilizing fields for the exclusive use of them,their employees or others
related to the company.
A minimum of$1,000,000 liability insurance is required for any event in this category.
Named as additional insured on the certificate will be the City of Mason, its agents, officers,
employees and volunteers. This certificate must be provided to the City of Mason for review
no less than 30 days prior to the event
5. The rental/paid use(including any request for the use of lights for practice time(s)
by any organization)of lighted complexes will have an additional daily charge of$75 for
the first field and$50 for each additional field used at the same time. Lights will be turned
off no later than 11:15 p.m.
6. Additional charges may be levied for extra work including but not limited to:concession
operations,drying of fields using staff and materials,or repairing excessive damage to
the facility caused by the use of the organization.
Work Session Item 13.2.
Mason Parks & Recreation Department
YOUTH SPORTS
POLICY MANUAL
October 22, 2007
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I. PHILOSOPHY OF MASON PARKS AND RECREATION
YOUTH SPORTS
Mason Parks and Recreation ("MPR") youth sports programs are designed to allow all
children an opportunity to have fun, participate, and learn fundamental sports skills. We
are committed to providing both educational and recreational programs and services.
Participants will learn sportsmanship, respect, teamwork, fair play and self-confidence.
The sports environment will be safe and well maintained. Prudent behavior by adults is
mandatory. Mason Parks and Recreation youth sports policies and procedures have been
developed for:
• Mason Parks and Recreation youth sports programs
• Requirements for organizations that use Mason Parks and Recreation properties
for youth sports
• Implementation and monitoring program for volunteer coach's certifications and
training.
SEVEN ESSENTIAL COMPONETS OF MASON PARKS AND
RECREATION YOUTH SPORTS PHILOSOPHY
1. All children in our community who meet the basic program registration
requirements have a right to participate in MPR youth sports programs.
2. MPR will offer programs at a reasonable cost, while providing quality facilities,
and recognition to both volunteers and participants.
3. MPR Staff will recruit volunteers who have the ability to act as role models,
mentors and facilitators.
4. All participants in MPR youth sport programs shall be treated fairly, and without
regard to race, color, disability, religion, sex or national origin.
5. Youth sport program practices and games should be an enjoyable, challenging,
and learning experience for all participants.
6. Those people in coaching and leadership positions in youth sport programs shall
lead by example through the promotion of fair play and sportsmanship.
7. Youth sports programs focus on the enjoyment of the sport-NOT the score.
PURPOSE OF THIS MANUAL
The purpose of this manual is to formalize the policies, procedures and philosophies of
the Mason Parks and Recreation Youth Sports Programs. This manual is to be used by
both youth sport programs organized by Mason Parks and Recreation and youth sports
programs organized by partnering organizations that use Mason Parks and Recreation
property.
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II. REQUIREMENTS AND ACCOUNTABILITY
It is required that each team's Head Coach be NYSCA certified. It is also highly
recommended that each team have a minimum one coach at all times (practices and
games) NYSCA certified.
Any leagues or groups interested in using City of Mason Parks & Recreation for an
organized youth sports program is required to complete a Youth Sports User Group
Application(See Appendix 1) and a Field Request Form (See Appendix 2). The Youth
Sports User Group Application has the following requirements:
• List with names and addresses of the youth sports organization Board of Directors
and/or leadership.
• Documentation of$1,000,000 liability insurance naming the City of Mason, its
agents, officers, employees and volunteers as an additional insured.
• Verification through the form of an organization resolution or letter
acknowledging that the organization will abide by the policies and procedures
established in this manual.
• Verification of NYSCA training for Board of Directors.
• Verification of NYSCA training for the Head Coach and coaches for each team.
City of Mason Parks & Recreation facility use will only be granted to those youth sports
groups who abide by and enforce the written policies and procedures outlined in this
manual.
Screening Procedures—MPR will complete background checks on volunteer coaches in
the programs supervised by the City of Mason. The City of Mason Volunteer
Coordinator works closely with the Recreation Supervisor to provide volunteer
applications filled out by the City of Mason coaches, which includes a fingerprint
analysis completed by the City of Mason Police Department. MPR volunteer coaches
may begin coaching once the screening procedures have been completed. A cost is
associated with the screening procedures. It is highly recommended that youth sports
organizations complete background checks on their officials, coaches and volunteers.
III. GENERAL POLICIES
MPR Parent Orientation Meeting- Prior to the start of each season, each youth sport
operated by Mason Parks & Recreation will offer a Parent Orientation Meeting. It is
highly recommended that one or both of the parents/guardians attend one of the meetings.
The Policies and Procedures will be passed out and discussed, and other important
information will be distributed.
MPR Payments-Payments are due for all programs at time of registration.
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Medical Emergencies- For any injury or accident that requires something other than a
cleaning and covering with a bandage, staff, coaches and/or parents are required to call
911 to seek professional medical assistance. Parents or guardians must be contacted.
Any injury or accident involving professional medical assistance and/or EMS needs to be
reported to the Parks & Recreation Department.
Note- If medical transportation is required, the charges incurred will be billed to the
parents and/or the parent's insurance policy.
Please notify the league if your child has a pre-existing medical condition (i.e. allergies,
medications,physical impairments, etc.) on the registration form. The league will then
inform the coach of the situation. This is essential in order to determine the severity of an
accident and to assist the medical personnel who respond to the scene.
Coaches must walk the playing area prior to the beginning of any game or practice to
look for dangerous materials or hazards and report and/or remedy the hazard prior to the
start of any play.
Any and all accidents in an MPR program should be reported to the Parks &Recreation
Department using a City of Mason incident/accident report form.
Weather-The safety of the participants, officials, and spectators is the primary concern
in cases of inclement weather. League Administrators, Game Officials or Coaches, will
have the responsibility to remove the players from the field if the conditions become
extreme. If ordered to do so, please find shelter until instructed to return to the playing
field or told that the game has been canceled.
Game Cancellations and Rescheduling- If a game is canceled due to weather or other
unforeseeable circumstances, efforts will be made to reschedule that game. However due
to time restraints and/or field usage conflicts, some games may not be made up. It will be
the decision of the League Administration when and if the games are made up. Special
circumstances may be taken into consideration.
League schedulers must contact and inform the Recreation Manager or designee of
updates or changes to the league schedules. The City of Mason hotline is the official
cancellation communication. Hotline telephone number is 513-229-8502. Press #5 for
MPR programs and#6 for field scheduling. The hotline is updated by 3:00 pm during
inclement or weather events. For severe weather situations, cancellations may be updated
on the City of Mason web site www.imaginemason.org.
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V. COACHES SECTION
Mason Parks and Recreation requires that all volunteers who want to coach youth sports
complete the National Youth Sport Coaches Association (NYSCA) certification course or
an approved equal certification course. This is done in an effort to properly prepare
volunteers for the responsibility of coaching as well as to protect the child, the coach and
MPR. This program costs the coach $25.00 a year for one sport certification and it can
easily be done on-line. Each additional sport cost only$5.00.
Program Description
NYSCA is designed to "sensitize"volunteer coaches to their responsibilities when
working with children in sports and hold them accountable to a strict CODE OF
CONDUCT defined by the NYSCA Coaches" Code of Ethics pledge. More than one
million coaches have been certified worldwide through more than 2,200 NYSCA
chapters that exist among parks and recreation departments, Boys & Girls Clubs,
YMCAs/YWCAs, church recreation program, PAL's, Optimist Clubs, and military youth
activities. The clinics feature information on the psychology of coaching children,
maximizing athletic performance, first aid, nutrition, safety, organizing fun and
interesting practices, how to teach fundamentals of the sport, plus many other important
areas. Coaches who complete the program receive a variety of benefits.
MEMBER BENEFITS
Stage 1: Introduction to Coaching Youth Sports
Benefits include:
• Interactive Clinic
• Introduction to Coaching Youth Sports publication
• YOUTH SPORTS JOURNAL (Four Seasonal Issues)
• $1,000,000 Excess Liability Insurance
• Membership Card
• Discounts for selected hotels, car rentals
• Discount on FIELDTEX coaches first aid kits
Stage 2: Continuing Education Program
Benefits include:
• YOUTH SPORTS JOURNAL(Four Seasonal Issues)
• $2,000,000 Excess Liability Insurance
• $250,000 Excess Accident/Medical Insurance ($50 deductible) for injuries
sustained while performing coaching
• Membership Card and member decal
• Discounts for selected hotels, car rentals
• Discount on FIELDTEX coaches first aid kits
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Coaches' Code of Conduct
I will place the emotional and physical well being of my players ahead of a personal
desire to win.
Expected Behavior:
• Using appropriate language in appropriate tones when interacting with players,
league officials, game officials, parents and spectators.
• Including all players in team activities without regard to race, religion, color, sex,
national origin, ancestry, disability, ability, or any other legally protected
classification.
• Treating all players, league officials, game officials, parents and spectators with
dignity and respect.
• Playing all players according to participation rules established by the league and
the spirit of those rules.
• Encouraging youth to participate in other sports and activities to promote all
aspects of their development.
• Allowing reasonable absences from practice.
I will treat each player as an individual, remembering the large range of emotional
and physical development for the same age group.
Expected Behavior:
• Recognizing the differences of each child and treating each player as an
individual while demonstrating concern for their individual needs and well-being.
• Encouraging all players, regardless of skill level, to be included as a member of
the team and to remain involved in physical activity.
• Recognizing that some physical tasks, drills and demands are not appropriate for
all youth.
• Recognizing that youth may vary greatly in physical, social and emotional
maturation and considering these factors when setting up competitions and when
interacting with youth.
I will do my best to provide a safe playing situation for my players.
Expected Behavior:
• Maintaining a high level of awareness of potentially unsafe conditions.
• Protecting players from sexual molestation, assault and physical or emotional
abuse.
• Correcting or avoiding unsafe practice or playing conditions.
• Using appropriate safety equipment necessary to protect all players.
• Seeing that the players are provided with adequate adult supervision while under
the coach's care.
I will promise to review and practice the basic first aid principles needed to treat
injuries of my players.
Expected Behavior:
• Keeping basic first aid supplies available in all practice and game situations.
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• Recognizing and administering proper first aid to an injured player.
• Demonstrating concern for an injured player, notifying parents and cooperating
with medical authorities.
• Protecting the players' well being by removing them from activity when injured
and not returning them to activity if they are compromised by injury.
I will do my best to organize practices that are fun and challenging for all my
players.
Expected Behavior:
• Establishing practice plans that are interesting, varied, productive and aimed at
improving all players' skills and individual abilities.
• Devoting appropriate time to the individual improvement of each player.
• Conducting practices of reasonable length and intensity appropriate for the age
and conditioning of the players.
I will lead by example in demonstrating fair play and sportsmanship to all my
players.
Expected Behavior:
• Adopting the position, teaching and demonstrating that it is our basic moral code
to treat others, as we would like to be treated.
• Abiding by and supporting the rules of the game as well as the spirit of the rules.
• Providing an environment conducive to fair and equitable competition.
• Using the influential position of youth coach as an opportunity to promote, teach
and expect sportsmanship and fair play.
I will provide a sports environment for my team that is free of drugs, tobacco, and
alcohol, and I will refrain from their use at all Mason Parks and Recreation youth
sports events.
Expected Behavior:
• Being alcohol and drug free at all team activities or in the presence of players at
games and practices.
• Refraining from the use of any type of tobacco products at all team activities or in
the presence of players at games and practices.
• Refraining from providing any type of alcohol, drug or tobacco products to any of
your players
• Encouraging parents to refrain from the public use of tobacco products or alcohol
at team activities.
I will be knowledgeable in the rules of each sport that I coach, and I will teach these
rules to my players.
Expected Behavior:
• Becoming knowledgeable,understanding and supportive of all applicable game
rules, league rules, regulations and policies.
• Teaching and requiring compliance of these rules among players.
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I will use those coaching techniques for each of the skills that I teach.
Expected Behavior:
• Teaching techniques that reduce the risk of injury to both the coach's own players
and their opponents.
• Discouraging illegal contact or intentional dangerous play and administering swift
and equitable discipline to players involved in such activity.
I will remember that I am a youth sports coach, and that the game is for children
and not adults.
Expected Behavior:
• Maintaining a positive, helpful and supportive attitude.
• Exercising your authority/influence to control the behavior of the fans and
spectators.
• Exhibiting gracious acceptance of defeat or victory.
• Accepting and adhering to all league rules and policies related to the participation
of adults and youth.
• Fulfilling the expected rule of a youth coach to adopt a"children first"
philosophy.
• Allowing and encouraging the players to listen, learn and play hard within the
rules.
• Placing the emphasis on fun and participation.
NYSCA COACHES' CODE OF ETHICS PLEDGE
• I will place the emotional and physical well being of my players ahead of a personal
desire to win.
• I will treat each player as an individual remembering the large range of emotional and
physical development for the same age group.
• I will do my best to provide a safe playing situation for my players.
• I will promise to review and practice the basic first aid principles needed to treat
injuries of my players.
• I will do my best to organize practices that are fun and challenging for all my players.
• I will lead by example in demonstrating fair play and sportsmanship to all my players.
• I will provide a sports environment for my team that is free of drugs, tobacco, and
alcohol, and I will refrain from their use at all youth sports events.
• I will be knowledgeable in the rules of each sport I coach, and I will teach these rules
to my players.
• I will use those coaching techniques appropriate for each of the skills that I teach.
• I will remember that I am a youth sports coach, and that the game is for children and
not adults.
• I hereby pledge to live up to my membership as a NYSCA coach by following the
NYSCA Coaches' Code of Ethics.
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Enforcement of the Code Of Conduct
Mason Parks and Recreation, along with the NYSCA, is dedicated to raising the standard
of service to youth in sports through the enforcement of this Code of Conduct in youth
sport programs.
This Code of Conduct defines the expectations for individuals serving as coaches in
youth sports and provides the tools to be used by MPR and local youth athletic
organizations, when necessary, to check behavior and to protect all children from the
psychological, emotional, physical or social abuses that can be perpetrated against them
by youth sport coaches.
Mason Parks and Recreation and NYSCA firmly believe that for the sports experience to
be positive, safe and a learning experience for youth, volunteer coaches must be trained
and held accountable for their behavior when working with and around children. Every
NYSCA coach is required to sign and adhere to a Coaches' Code of Ethics Pledge. It is
the duty of Mason Parks and Recreation, as a NYSCA Chapter, to be responsible for
certifying all coaches involved with City of Mason facilities. It is also the duty of the
MPR to respond to complaints against a NYSCA coach in a MPR youth sports program.
This is accomplished by initiating the "Complaint Against a Coach Procedure" detailed in
the next section. The purpose of this procedure is to hear the complaints and to
determine what, if any, action should be taken towards correcting the MPR coach's
behavior.
It is highly recommended that youth sports organizations adopt similar"Complaint
Against a Coach Procedure" . It is expected that all youth sports organizations respond to
complaints against an NYSCA coach within their organization.
In order to provide Mason Parks and Recreation the flexibility to take appropriate action
when an NYSCA coach is found to have violated the Coaches' Code of Ethics, a range of
possible actions have been developed to accompany the Code of Conduct.
Possible actions include:
• Warning to and/or Apology from the coach
• Probation
• One Game Suspension
• Multiple Game Suspension
• Season Suspension
• Permanent Revocation of Certification
Factors that might suggest a more lenient sanction include:
• First Offense
• Remorse
• Apparent Desire to Reform
• Other Good Coaching Attributes
• Dedication to Youth Sports
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Factors that might suggest a harsher sanction include:
• Child Endangerment
• Violation of Law
• Prior Complaints/Review Action
• Lack of Remorse
• Number of Ethics Canons Violated
• Number of Expected Behaviors Violated
• Breach of Duties as a Role Model
• Extraordinarily Poor Judgment Around Children
All the above actions and factors are highly recommended for all youth sports
organizations using City of Mason Parks & Recreation properties.
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Mason Parks & Recreation
Complaint Against an MPR Coach Procedures
This section outlines the procedures Mason Parks & Recreation will use when the
Department receives a complaint against a coach in a Mason Parks & Recreation
program.
When Mason receives a complaint about an NYSCA coach, within seven (7) days the
Mason Parks and Recreation Department which includes MPR's certified NYSCA
Chapter Director(currently the Recreation Manager), will initiate a review process that
includes:
1. Gather information and document eyewitness accounts of the event(s) that took place
from interested parties involved to determine if a violation of the letter or intent of the
Coaches' Code of Ethics Pledge has occurred. This may include the site supervisor,
game officials, other coaches,parents and children.
2. Require the coach to attend a meeting with the league supervisor to address
the complaint and to offer his/her side of the incident. This meeting will be
documented.
3. The Mason Parks &Recreation Department has the authority to determine the
severity of the situation and whether or not the affected coach has violated the
expected behaviors outlined under each of the canons of the Code of Ethics Pledge
that comprise the NYSCA Code of Conduct.
4. The Chapter Director, after approval from Mason Parks & Recreation Department,
has the authority to enforce the appropriate range of disciplinary actions outlined in
the NYSCA Coaches' Code of Conduct. If disciplinary action is taken then the
Chapter Director will report to the NYSCA in brief, the nature of the complaint, the
findings of the investigation, and the sanction applied to the member coach. This
information will be logged in the member's file.
5. If the Mason Parks &Recreation Department decides to revoke a coach's
certification, NYSCA Headquarters will notify the coach of both the revocation and
the procedures to appeal to the National Executive Board. The Chapter Director will
be sent a copy of the correspondence. This information will also be logged in the
coach's file.
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Youth Sports Organizations
Complaint Against a Coach Procedures
This section outlines the procedures youth sports organizations will use when they
receive a complaint against a coach.
When any organization receives a complaint about an NYSCA coach or board member
that violates the expected behaviors outlined in the Code of Ethics Pledge, they need to
communicate the issue within twenty-four(24) hours to the NYSCA Chapter Director
(currently the Recreation Manager in the Parks & Recreation Department). This should
be accomplished through a voice mail and/or e-mail.
It is required that the youth sports organizations initiate a review process within their own
organization adopting similar procedures listed on the previous page eleven.
It is also expected that youth sports organizations gather information and document
eyewitness accounts of the event(s) that took place from interested parties involved to
determine if a violation of the letter or intent of the Coaches' Code of Ethics Pledge has
occurred. This may include the site supervisor, game officials, other coaches, parents and
children.
If the youth sports organizations determine that the severity of the situation violated the
expected behaviors outlined under the Code of Ethics Pledge that compromise the
NYSCA Code of Conduct, they will contact the NYSCA Chapter Director with the
recommended course of disciplinary action.
The Chapter Director will report to the NYSCA in brief, the nature of the complaint, the
finding of the organization's investigation, and the sanction applied to the NYSCA coach,
if any.
If the youth sports organization decides to revoke a coach's certification, NYSCA
Headquarters will notify the coach of both the revocation and the procedures to appeal to
the National Executive Board. The Chapter Director will be sent a copy of the
correspondence. This information will be logged in the coach's file.
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Mason Parks & Recreation Department
Youth Sports User Group Application
Name of
Organization/Group
Describe Program Scope (include number and age of children served)
Mailing Address
Primary Contact Person
Address
Telephone
E-mail
Secondary Contact Person
Address
Telephone
E-mail
Requested Facility
Required Attachments:
✓ List of organization Board of Directors
✓ Documentation of$1,000,000 liability coverage naming the City of Mason, its
agents, officers, employees and volunteers as an additional insured.
✓ Verification in a resolution or letter acknowledging that the organization will
abide by the policies and procedures in this manual.
✓ Verification of NYSCA training for Board of Directors and Coaches
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