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7.D. PRSR 04-10-2013 EL REQUEST FOR ACTION River To ITEM NUMBER Mayor and City Council 7.D. AGENDA SECTION MEETING DATE PREPARED BY Action Item April 10,2013 Michael Hecker,Parks and Recreation Director ITEM DESCRIPTION REVIEWED BY Field Use Allocation Policy Cal Portner, City Administrator REVIEWED BY ACTION REQUESTED City staff recommends the Parks and Recreation Commission approve the Field Use Allocation Policy. BACKGROUND/DISCUSSION The primary purpose of the Field Use Allocation Policy is to outline the allocation procedures for the permitted use of City of Elk River athletic fields. It is also to ensure that all youth organizations and city programs using city fields are following guidelines that will protect the safety of youth in our community. The proposed policy has been developed by staff and the Field and Facility Use Allocation Policy Committee during the past year. It was first presented to the Elk River youth sports organizations this past November, and it was reviewed again by many of the same organizations at a work session on March 13. City Council first reviewed the policy on March 4,when the background screening policy was approved. It was reviewed more in-depth at a City Council work session on March 11. The attached draft#6 reflects all the recommended changes (shown in red) from these March meetings. The one exception to the changes is the Priority Group Classifications section on page 5. City staff and the Field Use Allocation Committee recommended the city as the Group 1 priority when the policy was reviewed by City Council on March 11. During the work session on March 13,the priority status was discussed and it was recommended by many on the Commission that the priority status be changed to include both the City and the youth athletic organizations as the same priority. After further review, staff is recommending the original priority status outlined in the attached draft#6. A presentation on the priority status will be provided at the Commission meeting on April 10. Staff decided not to include the exhibit material in the Commission packets since it will save paper and was presented last month with no discussion. Exhibit B Background Screening Policy was approved by City Council on March 4,and the Exhibit D Field Rental Rates is under development to be reviewed by the Commission in the near future. Staff is recommending the policy become effective January 1,2014. IP 011 ( 11 ( 11 11 NATURE FINANCIAL IMPACT The largest financial impact to the city from the policy is the cost of the background screenings,which was discussed and approved by City Council last month. The estimated cost for background screenings is $7,400,for all full-time and part-time employees and volunteers,which will be included in the department proposed budget for 2014. A smaller financial impact will be the cost of staff time to ensure adherence to the philosophy and guidelines outlined in the proposed policy. ATTACHMENTS • Field and Facility Use Allocation Policy Draft#6 10 , 111E0 ®,r NATURE SU ty of Elk River PARKS AND RECREATION FIELD & FACILITY USE ALLOCATION POLICIES AND PROCEDURESFIELD USE ALLOCATION POLICIES AND PROCEDURES DRAFT 03 11/201304/01/2013 Table of Contents City Council Resolution i. Purpose 2 Introduction 2 Mission Statement 2 Statement of Philosophy 3 Definition of Terms 4 Field Use Permits 4 Priority Group Classifications 5 Allocation Process 5 Community Sports Organizations 7 Concussion Awareness 8 Maintenance Responsibilities 9 Tournaments 10 Insurance Requirements 10 Field Use Rules and Regulations 11 Field Modifications 12 Inclement Weather Policy 12 Exhibit A National Standards for Youth Sports Exhibit B Background Screening Policy Exhibit C Concussion Awareness Exhibit D Field Rental Rates (under development) 1 "ilpilk CITY OF ELK RIVER River PARKS AND RECREATION FIELD c FACIL ITY-USE ALLOCATION POLICIES AND PROCEDURES DRAFT-#5 I. PURPOSE OF THIS POLICY The purpose of this policy manual is to outline the allocation procedures and rental policies for the permitted use of City of Elk River athletic fields and facilities. 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 organizations that use Elk River Parks and Recreation parks and facilities. II. 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 recognizes that sports are a fundamental component of this goal and that field availability is necessary for sports organizations. As such, the Department coordinates and issues permits for the use of City athletic fields for general public use for recreation activities/programs. This policy has been established to ensure that the fields and recreation facilities are used for recreational,educational,and community service functions that meet the needs of the community, as well as to set clear policies,procedures,regulations and rental rates for such uses. This policy addresses youth sports specifically for athletic fields and the I'll River Arena. The Elk River Arena, Pinewood Got Course, park shelter rentals and facility rentals Shelter rentals and facility rentals such as Lions Park Center and the Activity Center are excluded from this policy. Facility rentals have a separate policy and fees schedule. III. PARKS AND RECREATION DEPARTMENT 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. We support our mission by providing and supporting a variety of recreation and sports programs that contribute to the health and well-being of people of all ages and abilities. We also have a brand, "Powered By Nature", that supports our mission and core values. 2 P O W E B E O BY NAILJPE INSPIREtP LAY * GROW IV. CITY OF ELK RIVER PARKS AND RECREATION DEPARTMENT 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. 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 All participants', organizations,parents and coaches are expected to support this philosophy and to follow the National Standards for Youth Sports,which are incorporated in this policy and endorsed by the National Affiance for Youth Sports (Attached- Exhibit A). Nine standards are recommended and detailed in Exhibit A as follows: • Standard #1 Quality Sports Environment • Standard#2 Sports participation should be FUN • Standard #3 Training and Accountability • Standard#4 Screening Process • Standard#5 Parent's Commitment • Standard #6 Sportsmanship • Standard #7 Safe Playing Environment • Standard #8 Equal Play Opportunity • Standard #9 Drug,Tobacco,Alcohol and Performance Enhancer Free Environment 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 and facilities. This philosophy section is the foundation of this policy and was developed through Parks and Recreation Commission special meetings on youth sports (November and December 2012). A youth sports meeting with all Elk River Sports organizations was also held on November 29, 2012 at Elk River City Hall. 3 V. DEFINITION OF TERMS 1. Non-profit youth organization is defined as groups or organizations that serve youth and maintain a non-profit status. Team rosters with individual participant addresses and telephone numbers shall be required by City staff to verify residency. 2. Youth status is defined as a person eligible under the age of 18 or a person eligible to participate in high school-sponsored events. 3. Field Use Permit is a document issued by the City Parks and Recreation Department through its field allocation process indicating that a specific organization has been approved to use a specific field location for a specific period of time. 4. Allocation is the process used by the Department to assign sports field and facilities to recognized user groups for practice,games, tournaments and other recognized events. 5. Allocation meeting is a meeting held annually or as needed by the Department with recognized community sports organizations to receive requests for fields and facilities and to discuss, prior to allocation, the use of sports fields and facilities. 6. A recognized community sports organization is a sports organization that has submitted all the necessary materials as identified in Section IX of this policy and has been approved by the Department to participate in the allocation process. ?_Non-profit status. A non-profit organization is an organization that conducts business for a purpose "not involving monetary gain and paying no dividends to its members" as defined by the League of Minnesota Cities. To qualify as a nonprofit organization, the organization must be recognized as a nonprofit by the Minnesota Secretary of State or must have received a tax exemption from the Internal Revenue Service under Section 501 (c) (3). �i Sports Administrator is defined as a full time staff member in the parks and recreation department responsible to oversee the entire youth sports operation and ensures the Field Use Allocation policy and philosophy are clearly understood and followed. lkjlkjlkd VI. FIELD USE PERMITS 1. Field Use Permits are issued annually following the allocation process outlined in this policy. A permit is issued only after an allocation request has been made, the Department has approved all or part of the request, all required documents are submitted,proof of insurance has been shown, and a contract has been signed. A request does not constitute approval. 2. A field use permit will not be issued if there is any balance due for prior field use. 4 3. All field users must have a field use permit available for inspection by City staff and police during each use of a location. 4. Facility use permits are issued for reservation of non-sports related facilities such as picnics,and other related park amenities. The permits are independent of the field allocation process and must be obtained by any organization requesting any park facility for an organization function. VII. PRIORITY GROUP CLASSIFICATIONS Priority use of fields will be allocated as follows: Group 1 - City-sponsored or co-sponsored events. This includes all Department athletic programs and/or leagues. . This includcs-zl ptirtn.ent athletic program.i and/or Icaguea. Group 2 - Recognized youth athletic associations as outlined below and determined by the Sports Administrator. Criteria used to determine recognized associations include: • Adherence to requirements set forth in this policy pursuant to section IX, Community Sports Organizations • History of involvement in the Elk River Community • Number of Elk River Residents served • Collaborations with the City of Elk River Note: The yellow highlighted section below is temporary with the purpose to only show the current list of recognized youth athletic organizations. The yellow highlights will not show in the final document. Current recognized youth athletic associations include: • Ilk River Youth Baseball • Northwest Diamonds Fast pitch Softball • Three Rivers Soccer Association • Iilk River Youth Football • Elk River Youth Lacrosse The current recognized list of youth athletic organizations is maintained by the Sports Administrator and reviewed annually in late summer by the Parks and Recreation Commission. Group 3 2—Non-profit youth organizations comprised of at least 51 percent City of Elk River residents. The organization must be a recognized community sports organization pursuant to Section IX, Community Sports Organizations. 5 Group 4 3- Public or private schools located in the City of Elk River,including school athletic organizations, clubs and varsity teams. Group 5 4- Non-profit youth organizations comprised of less than 51 percent City of Elk River residents. The organization must be a recognized community sports organization pursuant to Section IX, Community Sports Organizations. Group 6 S-All other youth and adult users. This includes religious organizations, for-profit organizations, tournaments, club teams, clinics and/or camps with individual or team participation. All coaches must be background checked and have completed coaches training. On an annual basis the Sports Administrator will manage an adjudicatory process in order to review youth athletic associations with a group 2 priority. The purpose of the review will be to ensure that youth athletic associations with group 2 priority are adhering to the requirements set forth in this policy. If it is determined that a youth athletic association needs to be removed from Group 2,the action will be processed through the Parks and Recreation Commission. Verification of Elk River Residency. Residency will be established by providing verified rosters from the past season that include the names, addresses,phone numbers, dates of birth and school attended for all youth participants. The roster must also include the full name,home address, email address and telephone number of the head coach. This must be provided with the initial field request. This information shall remain confidential as outlined in the Minnesota Statute 13.548 social recreational data confidentiality. The following data collected and maintained by political subdivisions for the purpose of enrolling individuals in recreational and other social programs are classified as private,pursuant to section 13.02 subdivision 12: the name, address,telephone number, any other data that identifies the individual, and any data which describes the health or medical condition of the individual, family relationships and living arrangements of an individual or which are opinions as to the emotional makeup or behavior if an individual. VIII. ALLOCATION PROCESS 1. The allocation of fields will follow the guidelines of this policy document. Fields will be allocated and permitted annually as sustainability allows. 2. The City reserves the right to make adjustment in the field allocation process as needed to address recognized needs or resolve conflicts. 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 6 Department according to Section LX, 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 amity 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 late 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 scaaon3 will have priority use. 4:3...Fall Sports (soccer, football). ;d,_Once completed applications are received, all fields will be allocated at the same time using a consistent set of criteria including 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. 3.8.Current roster-: 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. 66 9. 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. 14:48.- . .. . .. City sponsored tournament and/or special event. 7 IX. COMMUNITY SPORTS ORGANIZATIONS The City recognizes community sports organizations that provide athletic leagues for youth and adults. These organizations are authorized to use City parks and recreation facilities to provide team sports for Elk River residents and are responsible for managing their programs in accordance within the policies and guidelines outlined in this manual. In order to be recognized by the City and to be eligible 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 existence or non-existence of similar organizations. 2. Provide a mission statement or articles of incorporation or organization stating that 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 approved by the City. 4. The organization must follow the "National Standards for Youth Sports" as established by the Department and as endorsed by the National Affiance for Youth Sports (Exhibit A). 5. All coaches in the organization must attend a training and certification clinic acceptable to the Sports Administrator. Parks and Recreation Department staff. If no acceptable programs exist, 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 Organization. 6. The organization must require all coaches to complete a criminal background check that complies with the City of Elk River Background Screening Policy. The City of Elk River policy has been developed giving consideration to the variety of laws applicable to background screening and the guidelines and standards of the National Recreation and Park Association's Commission and Accreditation of Parks and Recreation Agencies standards. The City reserves the right to verify any and all criminal background checks. A copy of the current policy is in Exhibit B. • 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 and/or the organization must be registered with the Minnesota Secretary of State's office as a nonprofit organization. 8. Each organization must be governed by a board of directors selected by the membership that manages the operations of the program. The number of volunteers that make up the board of directors may vary. Every organization must maintain a minimum of(1) individuals to till the following positions: President/Chairman,Vice President, Secretary and Treasurer. 8 9. Registrations must be open to the public regardless of race, creed,gender, national origin, economic status,ability or disability. 10. A designated representative of the organization must attend field allocation meetings scheduled by the City when an allocation request has been made. 11. As part of the allocation process the organization must enter into a contract agreement with the City and receive a field/facility use permit As part of the agreement, the organization will designate an official contact(s) to represent the organization to the City. 12. Coaches are not authorized to represent the organization unless they are designated in the organization agreement as an official contact. Coaches need to work through the official contacts for any requests or issues. X. CONCUSSION AWARENESS A. The City of Elk River and all youth sports community organizations are required to provide training and information on concussions (Exhibit C) . Consistent with Minnesota Statute, Chapter 121A.38 any municipality, business or nonprofit organization that organizes a youth athletic activity(youth 18 and under) must: • Make information accessible to all participating coaches, officials, and youth athletes and their parents or guardians about the nature and risks of concussions;AND • Requires all coaches and officials to receive initial online training on the nature and risks of concussions. Training must be repeated every three years. B. The online training for coaches/officials and information for parents and participants must be consistent with training provided by the National Centers for Disease Control and Prevention (CDC) and must address: • The nature and risks of concussions associated with the athletic activity; • The signs, symptoms and behaviors consistent with a concussions; • The need to alert appropriate medical professionals for urgent diagnosis and treatment when a youth athlete is suspected or observed to have received a concussion;AND • The need for a youth athlete who sustains a concussion to follow proper medical direction and protocols for treatment and returning to play. C. It is recommended for organizations to use the free online course and printable information found through the CDC program Heads Up: Concussion in Youth Sports. Once coaches and officials finish the e-learning program and quiz, they can print a certificate demonstrating completion. D. All organizations must document compliance with the law by preserving copies of coaches and officials' certificates of completion and copies of materials provided to parents and participants. Proof of this documentation must be provided to the City upon request. It is 9 not required by law to use the CDC program. Any equivalent program must be prior approved by the City and it must be consistent with the CDC program. XI. MAINTENANCE RESPONSIBILITIES 1. Field users are responsible for any and all damage or excessive use to City fields and property. If after an activity additional maintenance is required (in excess of normal services or time), the applicant will be charged accordingly. 2. Failure to pay for additional maintenance caused by excessive use or damage of athletic fields as set forth in this section may result in the immediate loss of existing field allocations, the revocation of existing permits, and the refusal of future allocation requests. 3. Additional maintenance caused by excessive use will be charged back for time and materials. These additional maintenance service fees are listed in Exhibit D. 4. The following services are provided as a basic level of maintenance and support. These services can be requested for additional cost as part of the annual allocation and contract process. Baseball/Softball a) Appropriate seasonal ball field preparation b) Mowing of grass at least once a week c) Infield prep and dragging d) Trash canister pick up e) Installation of bases and pitcher's plates 0 Maintenance of fencing and backstops for normal wear and tear g) Outfield markings as needed h) Line infields for games;no line for practices i) Adequate portable restrooms Multi-use sports fields a) Appropriate season field maintenance b) Mowing of grass at least once a week c) Trash canister pick up d) Standards goals at park sites e) Adequate portable restrooms 5. Lining of City athletic fields is prohibited without prior written approval. 6. Burning or painting lines on City athletic fields is prohibited. 7. Field Closures—An annual rest and renovation program is scheduled at all sites to maintain field sustainability. The City makes every effort to accommodate groups and organizations. However, the health and safety of the users and the condition and playability of the fields takes precedence. As a result, the City may dose fields, deny use of a field,and/or provide alternate sites for athletic use. 10 XII. TOURNAMENTS 1. The City has a strong interest in developing and attracting tournaments to the community. Tournaments are a unique opportunity to showcase facilities and the community, provide enhanced levels of play and provide revenue for the City. As such, tournaments will be evaluated on a case by case basis with a goal to balance local play with attracting out of town visitors and revenue. 2. Initial requests for tournaments will be accepted prior to the annual field and facility allocation meeting in January. 3. Tournaments will not be part of the allocation process and will be considered and developed by a separate agreement. 4. At the conclusion of each tournament day,organizations are required to empty trash containers into dumpsters. XIII. INSURANCE REQUIREMENTS The organization will be held responsible for all actions,behavior and damages caused by their participants,guests or attendees. All applicants requesting use of athletic fields will be required to provide the City with an original certificate of insurance providing proof of general liability insurance. Insurance: Organizations are required to obtain commercial general liability insurance in the minimum amount of$1,000,000 per occurrence. Organizations agree to provide a certificate of insurance to the City showing the required coverage at least ten (10) days prior to the first practice or event and naming the City of Elk River as an Additional Insured. Property Damage: Organizations agree to pay the City of Elk River for any physical damage to the facility or its contents during the event. Indemnification: Organizations shall defend,indemnify and hold harmless the City of Elk River and its officials, employees and agents from any liabilities,judgments,losses, costs or charges (including attorneys' fees) incurred by the City or any of its officials, employees or agents as a result of any claim, demand,action or suit relating to any bodily injury (including death),loss or property damage caused by, arising out of,related to or associated with the use of the facility by the applicant or by the applicant's guests or invitees, except to the extent caused by the sole negligence,gross negligence or willful misconduct of the City or its officers, employees or agents. 11 XIV. FIELD USE RULES AND REGULATIONS 1. Groups of 10 or more individuals wishing to use a field must acquire a permit with the City. A permit will be issued to community sports organizations that meet the criteria in section IX, Community Sports Organization of this policy. 2. Organizations must follow all park rules and ordinances as specified. 3. Games and practices are not to start before 7:00 am or extend past 10:00 pm (unless otherwise stated). 4. During the months of April, May, October and November, games or practices may not be playable are-not permitted before 10:00 am.due to frost and/or poor field conditions. -This is subject to the discretion of the Sports Administrator. 5. It is the responsibility of the organization's president and the designated liaison to enforce the rules and regulations regarding the conduct of the group while on permitted facilities. 6. Use begins and ends at the times stated on the allocation documents,including set-up and clean-up. 7. Field preparation and participant warm-up is allowed within the parameters of field use hours. Additional charges will be incurred for any unauthorized or extended field use beyond the times listed on the permit. Unauthorized or extended field use beyond times listed on the permit may result in the retention of a portion of or all of the deposit and/or result in the cancellation of current use and/or prohibition of future use. 8. No subleasing of fields is allowed under any circumstances. Subleasing of field will result in revocation of all permits indefinitely pending an investigation. • 9. Any unauthorized use including using fields without a permit or interfering with another permitted use will result in the revocation of any permit indefinitely pending an investigation. 10. Parks and Recreation Department staff will perform all maintenance on City fields. A field use permit does not authorize an organization to make improvements or perform maintenance on a City field. 11. Any maintenance performed on the fields must be prior approved in writing for the specific maintenance performed. 12. City fields will have bases available. Users may not move or remove bases. 13. Fields for practice will not be prepped or dragged. 14. Any league or team cancelling a field must give 24-hour notice in writing, or it may forfeit payments made. Fees may be assessed for not providing a 24-hour notice. 12 15. Tarps and material that may damage the grass are prohibited from being placed on the turf. Tarps are prohibited on fencing. 16. Portable goals and/or markers are allowed but must be removed daily and must have prior written approval as part of the permit process to be used. 17. Holes may not be dug in the grass or dirt infield. 18. Each user group is responsible for picking up trash and debris and depositing it into the proper trash bins at the conclusion of games and practices. Organizations should request player and spectators to pick up litter in dugouts, sidelines, stands and the immediate vicinity of the game or practice. 19. No group or individual is permitted to maintain a storage unit or similar object on or around a field without written approval from the City. 20. Tobacco Free Policy—City of Elk River Ordinance does not allow the use of tobacco products on City-owned park land,recreational facilities and open space. Open space is defined as undeveloped park land. XV. FIELD MODIFICATIONS 1. Requests to modify or improve any City fields must be submitted for review to the Department for consideration. A request to modify or improve a site does not constitute approval. 2. No permanent structures or equipment can be erected on City fields or facilities unless prior approved by the City and dedicated for community use. XVI. INCLEMENT WEATER POLICY AND PROCEDURE 1. The City reserves the right to cancel or suspend field and facility use permits when conditions could result in injury to players or cause damage to fields or facilities. Permits may also be cancelled when the health and safety of participants is threatened due to impending conditions,including but not limited to, heavy rains,poor drainage,poor air quality or high winds. 2. During inclement weather, City Parks and Recreation staff will assess the playability of all City fields to determine if use will occur. The Recreation Manager or designated representative has the authority to dose any/all fields or facilities within the City. 3. With regards to evaluating playing conditions, organizations should employ the playability criteria used by City staff and take into consideration the current and future quality of the turf. 13 • 4. Organizations or individuals witnessing misuse of fields or recreation facilities by other scheduled or nonscheduled users are advised to contact the City of Elk River Parks and Recreation Department at 763-635-1150 or the Elk River Police Department at 763-635- 1260. 14 Exhibit A National Standards for Youth Sports 15 Exhibit B Background Screening Policy 16 Exhibit C Concussion Awareness 17 Exhibit D Field Rental Rates ( under development) 18 7,1) Last Section of the Field Use Allocation policy document- Allocation Review Process 1. Any applicant may file a request for an allocation review. To be eligible for an Allocation Review, applicants must meet at least one of the following criteria: A. Application was denied. B. Usage conflict that cannot be resolved by the affected parties. 2. To request an Allocation Review, applicants must submit a request in writing to the Sports Administrator within 10 work days of the release of field permits/schedules, or as conflict arises. The written allocation review request shall contain: A. An explanation of the situation from the viewpoint of the organization, B. Any new information that may clarify the issue and, if appropriate, C. A suggested alternative solution to the decision. 3. All organizations/groups of individuals that may be affected by the decision may be asked to attend a review meeting. A. All involved organizations/groups of individuals will be required to bring: a. actual registrations b. game and practice schedules c. any other information deemed necessary d. registration/roster information of the involved organization 4. The Sports Administrator will form a review committee made up of at least one member of the Parks and Recreation Commission to provide recommendations for resolutions to the Parks and Recreation Director. 5. In the event a satisfactory resolution cannot be found, any organization or individual aggrieved by the decision of the Parks and Recreation Director may appeal such decision within ten (10) business days,in writing, to the Parks and Recreation Commission. 6. Any organization or individual aggrieved by the decision of the Parks and Recreation Commission may appeal such decision within ten (10) business days,in writing, to the City Council. Any decision of City Council shall be final and binding.