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8.A. PRSR 03-13-2013 '-h tF REQUEST FOR ACTION ' ver To ITEM NUMBER Parks and Recreation Commission 8.A and Worksession AGENDA SECTION MEETING DATE PREPARED BY Work Session March 13, 2013 Michael Hecker,Parks and Recreation Director ITEM DESCRIPTION REVIEWED BY Field and Facility Use Allocation Policy Cal Portner,City Administrator REVIEWED BY ACTION REQUESTED Review Field and Facility Use Allocation Policy. BACKGROUND/DISCUSSION The primary purpose of the Field and Facility Use Allocation Policy is to outline the allocation procedures for the permitted use of City of Elk River athletic fields and facilities. It is also to ensure that all youth organizations and city programs using city fields and facilities are following guidelines that will protect the safety of youth in our community. City Council received a brief overview of this policy at the City Council meeting on March 4,when the background screening policy was presented and approved. The proposed policy has been developed by staff and the Field and Facility Use Allocation Policy Committee during the past year. The Field and Facility Use Allocation policy was first presented to the Elk River youth sports organizations this past November. The proposed policy has been reviewed by City Attorney Peter Beck. Exhibit D Field Rental rates is the only section in the policy that is still under development. Staff is proposing that the policy and its exhibits become effective January 1, 2014. ATTACHMENTS • Recommended Standards for Communities and Youth Sports • Field and Facility Use Allocation Policy POWEOEU Ill NATURE National Alliance For Youth Sports and National Recreation and Park Association (NRPA) Recommended Standards for Communities and Youth Sports November 2012 This document is a plan outline that represents national standards and a consensus of what parks and recreation professionals experienced in the youth sports field firmly believe should be a course of action to address the culture of youth sports in communities. It also encompasses the "best practices" of parks and recreation departments' policies for youth sports/field facility use allocations and risk management information regarding sports associations from the League of Minnesota Cities. ONE Adopt a community philosophy that makes youth sports safe and positive for children • What is a community philosophy? o Should complement our department mission statement o Hold EVERY program accountable in-house and others using city fields • How? o Hold a meeting with local leaders to develop the philosophy o The philosophy should include an emphasis on sportsmanship positive attitude, improving skills and community values. o The philosophy supports the nine NYSCA recommended standards • A draft philosophy is outlined in the draft policy o Adopt a City Council resolution that clearly states how youth sports should be operated in the City. TWO Appoint a professional youth sports administrator to ensure adherence to the philosophy • Recommend this is the Recreation Manager with staff assistance • Oversees the entire youth sports operation: o Acts as liaison between the department and the community o Responsible for working with ALL outside sports programs o Ensures the Field Use Allocation policy and philosophy are clearly understood and followed by ALL sports programs o Oversee the training of coaches for ALL sports programs o Responsible for overseeing requirements for ALL volunteers, including coaches both in-house and ALL sports related organizations o Responds to ALL complaints o Stay up to date on national youth sports topics and trends THREE Hold Programs Accountable through a Field Use Allocation Policy • Establish the policy requirements o Insurance o % of city residency o Proof of nonprofit status o Volunteer coaches training o Volunteer Screening • Conduct formal background checks as recommended by NRPA for ALL volunteers, seasonal staff and coaches o Concussion awareness for youth sports as per new MN law o Allocation process—Priority use • City, nonprofits, school district, for profit, etc.. o Benchmarking fees and charges for fields and facilities o Hold annual field scheduling meetings prior to new year o Signed acknowledgment of policies • User group application form—permit process Sources: • Recommendations for Communities Raising Community Standards for Youth Sports Presented by National Alliance for Youth Sports and the National Recreation and Park Association,2008; • National Recreation and Park Association National Congress Anaheim 2012 Session on Youth Sports • League of Minnesota Cities Risk Management Information for Sports Associations, 2012 • City of Mason, Ohio Youth Sports Policy Manual, 2009 • Cobb County GA Park User Handbook,2011 • City of Henderson, NV Field Use Allocation Policy, 2012 • City of Chandler,AZ Youth Sports Association Guidelines,2010. J City of Elk River PARKS AND RECREATION FIELD & FACILITY USE ALLOCATION POLICIES AND PROCEDURES DRAFT 03/11/2013 Table of Contents Purpose 2 Introduction 2 Mission Statement 2 Statement of Philosophy 3 Definition of Terms 4 Field Use Permits 47, Priority Group Classifications .. 5 , Allocation Process 5 Community Sports Organizations ' 7 Concussion Awareness x 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 E1 .,,., CITY OF ELK RIVER River PARKS AND RECREATION FIELD & FACILITY 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 prOgrama 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 Ricer 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 issue's 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 Elk River Arena. Shelter rentals and facility rentals such IS,.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 inipiizng 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. POWER_ ED DY I N SPIRE t P LAS G ROW 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 F • Increase physical activity • Learning good sportsmanship All participants', organizations, parents and coaches are expected Yo support"thisAphilosophy and to follow the National Standards for Zauth Sports,which are incorpo ated in this policy and endorsed by the National Alliance.for Youth Sports (Attached-Exhibit A). Nine standards are recommended and detailed i¢Exhibit A as follows: • Standard #1 Qua1 gy Sports Environment • Standard.#2 Sports krri aeon shouldbe FUN • Standard`#3 Training and,Accountability '4 • Standard #4 Screening Process • Standard #S l?arerit'icommitnient •' Standard #6 Sportsmarls iip,, • -Standard!#7 Safe Playing Environment • Standard#8:Equal Play Opportunity • ii Standard #9 Drugs,Tobacco,Alcohol and Performance Enhancer Free Environment B. The sports environment must ibe safe and well maintained. Prudent behavior by adults, especially involved in youth sports programs,is mandatory and expected by the City. C. Since the demandas 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 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. 7. Non-profit status. A non-profit organization is an organization that conducts business for a purpose not involving`monetary gain arid 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). VI. FIELD USE PERMITS 1. Field Use Permits ate 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. 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. 4 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. Group 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. Group 3- Public or private schools located in the City of ElkRi'vex,including school athletic organizations,clubs and varsity teams. i by �tN Group 4- Non-profit youth organizations comprised of lessrthan'51 percehi`City of Elk River residents. The organization must be a recognized:comMunity sports orgai zation pursuant to Section IX, Community Sports Organizations .. Group 5-All other youth and adult users This includes religious organizations, for-profit organizations, tournaments, dub teams='clinic`s:and/or camps with,tndividual or team participation. All coaches must be,background checked and have completed coaches training. 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 yarticipants. roster must also include the full name, home address, email address and telephone numheeof 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 recreauona'data confidentiality The following data collected and maintained by political subdivisionSi for the purpose of'eiitolling 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`tle 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. 5 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 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 organizauon will benefit residents of Elk River by addressing and identifying the existence or non-exi's`tence of similar organizations. 2. Provide a mission statement or articles of incorporation or osganizaXton stating.that the objectives of the organization are of a non-profit and nop.dofhamercial nature. :; 3. The organization must conduct open regisfsadons regardless of skilll`evel. It must maintain a national affiliation with the National Aikana of Youth Sports(NAYS) or an equivalent program as approved by the City. . 4. The organization must follow tI e"`National Standakds for Youth Sports" as established by the Department and as endorsed by the National Alliance for Youth Sports (Exhibit A). 14111:1- 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 exist, coaches must attend a Nationa&Youth Sports Coaching Association Training offered by the City. Any fees charged to the Citywill be charged batk'to the biganization. 6. The organizationmust require all coaches to complete a criminal background check that complies .with the (itp,ofElk.River'+Background Screening Policy. The City of Elk River policy has been developed givingrconsideration to the variety of laws applicable to background screening and the guidelines and standards of the National Recreation and Park Association's Comihission'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 in Exhibit B. 7. The organization must 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(4) individuals to fill the following positions: President/Chairman,Vice President,Secretary and Treasurer. 7 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 South sports community organizations are required to provide training and information on concussions (Exhibit C) . Consistent with Minnesota Statute, Chapter 121A38 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 8 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 ofexxlsting field allocations,the revocation of existing permits, and the refusal of future.allocation requests. 3. Additional maintenance caused by excessive use willbe charged balele for tirne.and materials. These additional maintenance service fees are listed in E hibit . 4. The following services are provided as a baste level of maintenance and support. These services can be requested for additional cost as part of the annna7`allocation and contract process. Baseball/Softball a) Appropriate seasonal ball field:preparation b) Mowing of grass at least once a week p `' gav c) Infield prep and dray ng d) Trash canister pick up v e) Installation of bases and pitchefa pates 0 Maintenance offencing and backstops for normal wear and tear g) Outfield siarkings as neededt.liP h) Line infields fox games,no luie'for practices i) .Adequate.portablerestrooms Multi-use,sports fields, a) Appropriate season field:maintenance b) Mowing,of grass"ae;least(like a week c) Trash canister pick up d) Standards goals atpark 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 close fields, deny use of a field, and/or provide alternate sites for athletic use. 9 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 Hash containers into dumpsters. XIII. INSURANCE REQUIREMENTS The organization will be held responsible for'all actions,behavior and damages caused by their participants,guests ar 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: 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. 10 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 organization 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 are not permitted before 10:00 am. 5. It is the responsibility of the organization's president and the designated liatsorito enforce the rules and regulations regarding the conduct of the grout*t ile on permitted',facilities. 6. Use begins and ends at the times stated on the allocation dceumedts',includitigset-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 Teten on of a portion of or all of the deposit and/or result in the cancellationo(current use avid/or prohibition of future use 8. No subleasing of fields is allbwedudder 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 resultin the revocation of any permit indefinitely pending an investigation. XL ILL 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. 11 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. Opera 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 close 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. 12 4. Organ nations 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. sY t h t S t IMF, a:t 13 Exhibit A National Standards for Youth Sports 14 National st ndards for Youth Sports 2008 Edition 4‘11). _ I_ I. {_ `Y .. ' 'i """ 'it.,R. i 1 e , 44. .. ,.. di, 1011: 'h. i , . . . . : 4 t f •M1 1. . 11 ,, , ii _. r „ r • �. t4 if--t` ��TT i° w. _ ' i a � M 4 t•i4 w it. .S, . ,a•• J.• 7 :w •Ri�•hlpb”�) e Fen Alai- 5y 04,14• } Modifying the Sports Environment for a Healthier Youth An Introduction to the National Standards for Youth Sports The National Alliance for Youth Sports (NAYS)is pleased to release this revised edition of the National Standards for Youth Sports. The original version of the National Standards for Youth Sports were released in 1987 to provide direction for parents to follow when developing and administering youth sport for children. Since then, the Standards have served as the blueprint for how thousands of recreation professionals have conducted their youth sports programs through the years in an effort to meet the needs of all their participants. In December 2007, a dedicated group of professional youth sports administrators convened during the International Youth Sports Congress in Orlando, Florida to re-examine the Standards in relation to the current youth sports environment. This new edition reflects the consensus of this group and addresses a variety of topics that currently affect the delivery of youth sports programs. The purpose of these Standards is to provide a framework by which youth sports programs are designed and executed. While the previous edition was focused on parents and the role of parents within the youth sports landscape, this new version is directed to the league and program administrators. The National Standards for Youth Sports place in motion a nation policy for youth sports. In addition to the nine standards,we have included three additional sections that provide information to parents, volunteer coaches and participants to explain what the National Standards for Youth Sports specifically mean to each group. For more information about the National Standards for Youth Sports contact: Nd ALLIANCE � 2050 Vista Parkway West Palm Beach, Florida 33411 561-684-1141 800-688-KIDS \3/4/ www.nays.orq National Standards for Youth Sports Copyright©2008 by NAYS Standard #1 Quality Sports Environment Youth sports programs must be developed and organized to ensure,as well as to enhance,the emotional, physical, social and educational well-being of children. Background: A wide variety of youth sports experiences are available today. Historically, many programs have been modeled after adult-oriented programs using rules,skill expectations and competitive requirements replicated from high school,college and professional levels.Today, programs must be designed and administered so that every child, regardless of their abilities, has an opportunity to positively benefit from participation. Rationale: Youth sports programs should be based on meaningful participation.All children physically and emotionally mature at different rates. In order to have a quality youth sports environment consider the appropriate age range of the participants,the rules of the sport and the proper level of physical and emotional stress. Implementation: 1. Leagues should be required to abide by written policies and procedures. 2. Leagues should be guided by a written mission statement that provides a foundation for the program's purpose and goals. 3. Leagues should maximize play time for all by establishing a minimum play rule/policy. 4. Leagues should organize programs using the following guidelines,although modifications can be made when total participation numbers are low: a. Developmental Programs for children 6 years old and under: • Informal teams * Focus on motor skill development • Scores and/or standings not emphasized * Roster size, rules,equipment and fields modified • Limited uniforms • Post-season tournament or all-star competition highly discouraged • Encourage boys and girls to participate together whenever possible • No travel * Coaches permitted on playing surface b. Instructional Sports Programs for 7 to 8 year olds: • Focus on skill development and rules of the game • Scores and standings not emphasized • Roster size, rules, equipment and fields modified * Limited uniforms • Encourage a variety of position and situational play * Post-season tournament or all-star competition discouraged * Encourage boys and girls to participate together whenever possible • Travel discouraged • Coaches permitted on playing surface c. Organizational Programs for 9 to 10 year olds: • Scores kept but standings de-emphasized • Roster sizes, rules,equipment and fields modified when necessary • Encourage a variety of position and situational play • Out-of-community postseason play only when necessary • No national tournament participation d. Skill Enhancement and Enrichment Programs for 11 year olds and above: • Scores and standings de-emphasized • Proper grouping and selection procedures to ensure fair and equitable teams • Encourage a variety of position and situational play 5. Leagues should develop skill level assessments to establish teams using methods to ensure teams are balanced by considering weight,skill and special needs when grouping children. 6. Leagues should establish a no-cut policy so all children can participate in recreational programs. 7. League standings should be discouraged below the age of nine and de-emphasized below the age of 13. 8. Leagues and coaches should not require sports specialization or year-around participation. I National Standards for Youth Sports Copyright©2008 by NAYS • Standard #2 Sports participation should be fun and a portion of a • child's life Youth sports are only one portion of a child's life that must be balanced with other social and educational experiences and activities. Background: The foundation for human development occurs during the early years of life. Individuals that are exposed to many different learning situations increase their potential for successful development. Youth sports participation is a valuable component to a child's overall healthy development. Rationale: Parents, coaches and league administrators need to encourage children to be involved in a variety of programs and activities to experience positive growth and development, while taking great care to ensure that the child isn't overscheduled or that activities don't detract from their academic learning. Parents must respect a child's decision to play or not play, while keeping in mind that commitment is still important for their growth and development. Parents, coaches and league administrators must also realize that a child's involvement in youth sports affects the entire family. Implementation: 1. Leagues, parents and coaches should encourage participation in a variety of youth activities in addition to sports while not over-scheduling. 2. Leagues should establish rules that limit organized practices and games to no more than one hour a day and three days a week up to age 8; not more than 1.5 hours and four days a week for ages 9 to 12; and not more than two hours and four days a week for ages 13 and above. 3. Leagues should adopt policies that make provisions for excused absences. 4. Everyone involved should understand that positive life skills are learned/gained from participation in youth sports programs. \*„. National Standards for Youth Sports Copyright©2008 by NAYS Standard #3 Training and Accountability Adults involved with youth sports must receive training and important information about the program and must be held accountable for their behavior. Background: Sports participation can lead to physical and emotional harm if those responsible have no training. In many cases, adults involved with youth sports organizations have not received formal training. Adults are an essential component of organized sports programs, whose own motives, morals and beliefs can influence how programs are conducted and their outcomes. Rationale: To ensure that everyone involved strives to make the youth sports program safe, positive and fun for all children, all administrators, coaches and parents must receive information about the program's philosophy, policies and procedures, as well as specific knowledge required for each position. By holding everyone accountable for their behaviors, high quality programming can be ensured. Implementation: 1. Parents, coaches and volunteers should be provided written information that outlines the program's purpose, as well as policies and procedures. 2. Coaches and staff should be trained in the following areas: the emotional needs of children; safety, injury prevention and first aid; conditioning; hydration and nutrition; teaching proper sport techniques; including all children; child abuse prevention; and drug, alcohol and tobacco prevention. 3. Coaches should be encouraged to continually gain general and sport-specific coaching skills. 4. Leagues are encouraged to provide additional educational resources for coaches and parents to assist them in providing the best possible youth sports experience for each child. 5. Adults involved should be provided information about the types of child abuse, recognizing symptoms of child abuse and neglect and understand reporting procedures. 6. Leagues should adopt a positive coaching recruitment policy that encourages the recruitment and selection of qualified women and men regardless of race, creed, sex or economic status. 7. All volunteers should be required annually to sign a code of conduct pledging their commitment to provide enjoyable, healthful youth sports experiences. 8. Leagues should establish an accountability procedure and disciplinary process to remove anyone who does not abide by its policies and procedures. 9. Coaches and parents should encourage and apply proper principles of conditioning. \OW I National Standards for Youth Sports Copyright©2008 by NAYS STANDARD #4 Screening Process To ensure the safety and well being of children in youth sports, individuals with regular, repetitive access or contact with children must complete the screening process. Background: Volunteers are crucial to the delivery of youth sports programs. Leagues have a responsibility to protect participants against unsafe individuals by implementing a comprehensive screening system. Screening is a process with many elements that an organization uses to protect participants. Rationale: Leagues must be selective when choosing volunteers since parents are entrusting their children to the adults running the youth sports league. Consistent and comprehensive screening strengthens the organization's protective shield. The time, energy and costs invested in screening are much less than what will be necessary if an incident, abuse or neglect occurs in the organization. Implementation: 1. Leagues must use appropriate and available screening techniques for selecting and assigning individuals to ensure that children are protected. 2. A written screening policy should be included in policies and procedures. 3. A written job description outlining the duties and responsibilities should be available for every position. 4. Job descriptions should be read, signed, dated and kept on file to ensure an understanding of the position and the league's expectations. 5. Volunteers should be required to complete and sign an application form. 6. Leagues should contact references provided by potential volunteers. 7. Leagues are encouraged to interview volunteers. 8. A criminal history background check should be conducted on all volunteers. 9. Leagues are encouraged to develop procedures and disqualifiers to determine what issues make a volunteer undesirable. I National Standards for Youth Sports Copyright©2008 by NAYS Standard #5 Parents' Commitment Parents/guardians must take an active and positive role in their child's youth sports experiences. Background: Leagues should encourage parents to be caring and active in their child's youth sports experiences by providing positive support as a spectator, coach and league administrator. Many parents do not get involved at all in their child's youth sports experience,while others become overly involved. All parents should be required to demonstrate their positive commitment by signing a code which outlines the opportunities their child should have through participation, as well as the responsibility the parent has in supporting the youth sports experience. Rationale: Parents are one of the keys to their child's youth sports experiences. Parents who receive an orientation and who are required to sign a code of conduct are usually more positive and supportive of their children. They need to demonstrate the participation benefits by attending games, practices, or team social events; or by just expressing their positive support. Parents should discuss participation with their child and help in evaluating his/her experiences. Implementation: 1. Parents should be required to complete a league orientation meeting annually. The orientation should cover the following areas: youth sports philosophy, program goals, expected behaviors and responsibilities, as well as sport specific information. 2. Teams should be required to have a minimum of one team/parents' meeting at the beginning of each sports season. 3. Parents must demonstrate their commitment to their child's youth sports experience by annually signing a parental code of conduct. 4. A child should not be allowed to participate if their parent refuses to sign the parental code of conduct. 5. Parents should familiarize themselves with the specific sport, including the rules of the game. 6. Leagues should encourage parent-child communication about their youth sports experiences. 7. Leagues should maintain open communication channels with parents through newsletters, league meetings and email. 8. Leagues should promote parental involvement in roles such as coach, team manager,fund-raiser, league manager, special assistant and fan. \allr I National Standards for Youth Sports Copyright©2008 by NAYS Standard #6 Sportsmanship Everyone involved in youth sports programs should exhibit positive sportsmanship behavior at all times. Background: Children will follow the example of adult role models, positively or negatively. Children will copy or imitate sports behaviors witnessed, including the development of values based on that behavior. Adults must be a positive role model exhibiting sportsmanlike behavior at games, practices, and at all times while giving positive reinforcement to the children and supporting their coaches, staff and other volunteers. Rationale: If the youth sports experience is to be a positive one for each child, adults must demonstrate sportsmanlike behavior as a fan, coach, and/or league administrator. They need to encourage fun, guide with positive reinforcement and give praise for successes along the way. When a child makes a mistake, separate the mistake from the child.Adults need to encourage peer support and give positive verbal support to team members, opponents and coaches of their child. Implementation: 1. Leagues will develop a sportsmanship/conduct code that includes positive expectations and describes unacceptable behaviors (for example berating players, coaches, officials; use of vulgar language; and intoxication). 2. Leagues will promote fair play, respect for the game and graciousness in losing or winning. 3. Leagues will communicate conduct requirements to administrators, coaches, parents, players and spectators through policies and procedures, newsletters, email, website, telephone calls and • announcements. 4. Leagues will develop an enforcement plan for implementing a sportsmanship/conduct code, including disciplinary procedures. \3/4/ National Standards for Youth Sports Copyright©2008 by NAYS Standard #7 Safe Playing Environment Youth sports programs must provide safe playing facilities and equipment, healthful playing situations and proper first aid applications, should the need arise. Background: Coaches and league administrators have the responsibility to inspect and ensure proper maintenance of facilities; to have knowledge of proper equipment selection and appropriate use;to understand the physical consequence of improper skill techniques; have the ability to modify rules for safe-playing situations; understand the physical need for a proper child-oriented conditioning program; and have knowledge of prevention and first aid for athletic injuries, including the ability to implement emergency procedures. Rationale: Children participating in youth sports are exposed to a variety of organized risk-taking opportunities. It is important for programs to take every precaution to protect participants from dangerous situations and in the event of an accident or emergency, everyone must be prepared to respond appropriately. Implementation: 1. Leagues must implement procedures for inspecting playing facilities for safety hazards before every youth sports activity. 2. Leagues should develop procedures for continual safety inspections of all playing equipment. 3. Leagues must not allow participation during unsafe conditions, such as lightning storms, darkness, playing sites in disrepair, etc. 4. Leagues should develop emergency action plans and these should be communicated to everyone involved at the beginning of the season or program. 5. Leagues should establish procedures to ensure that all teams and events have an emergency first aid plan for administering to injuries, as well as polices in place for dealing with dangerous weather conditions and hazards that pose injury risks. . 6. Leagues should require basic medical and injury treatment forms to be properly completed and signed by parents. 7. Leagues should require that at least one adult trained in CPR(cardiopulmonary resuscitation) and basic first aid is always on site at any practice or game. 8. Leagues should require coaches to carry each player's emergency contact and health information at all practices and games. 9. Leagues should demand that teams have a fully equipped first aid kit at all youth sports activities. 10. An AED (automated external defibrillator) should be located in proximity to all fields, courts and rinks. 11. Leagues should remove coaches that knowingly allow a player to play while having a serious injury or knowingly create unsafe play situations. 12. Leagues should enforce a policy that requires written permission from a doctor prior to allowing a child to participate following an injury. 13. Leagues should provide information to everyone regarding proper hydration techniques. 14. Children below the age of 11 should participate in activities that contain limited collision potential and feature modified rules that will significantly reduce the chances of injury. 15. Leagues should mandate that at least two adults are always present during practices, games and any other related activity. 16. Leagues must adopt rules/policies banning rapid weight loss/gain procedures used solely for participation in youth sports. 17. Leagues must select equipment designed to ensure injury reduction for participants, (i.e. baseballs designed to reduce injuries, soccer shin guards, approved protective equipment in contact sports). National Standards for Youth Sports Copyright©2008 by NAYS Standard #8 Equal Play Opportunity Parents, coaches and league administrators must provide equal play opportunity for all youth regardless of race, creed, sex, economic status or ability. Background: The cost of participation in youth sports is financially out of reach for some kids. Sports opportunities for girls, minorities and children with disabilities have improved but are still not equal. Rationale: All children deserve the opportunity to play regardless of race, creed, sex, economic status or ability. Coaches, parents and league administrators should recognize stereotyping and demand that prejudice of any type be prohibited. Every effort should be made to provide financial assistance to those unable to afford participation, including the cost of safe equipment.Adult youth sports leaders must teach acceptance, tolerance and respect for people of all abilities, sizes, shapes, colors and cultural and economic backgrounds. Implementation: 1. Leagues must adopt a non-discrimination policy that ensures participation for all children regardless of race, creed, sex, economic status or ability. 2. Leagues should make provisions whenever possible to allow all children to participate regardless of their financial ability to pay. 3. Leagues are encouraged to provide programs that allow boys and girls to participate together whenever possible. 4. Leagues must encourage equal play time for all participants. 5. Leagues must make reasonable accommodations to encourage children with disabilities to participate. J National Standards for Youth Sports Copyright©2008 by NAYS Standard #9 Drug, Tobacco, Alcohol and Performance Enhancer- Free Environment Parents, coaches, officials, fans, players and administrators must be drug, tobacco, alcohol and performance enhancer free at youth sports activities. Background: Sports participation has long been characterized as a means of developing character and positive values. Information indicates that peer pressure, negative peer group associations and unhealthy adult role models may actually increase the use of drug, tobacco and alcohol use among youth participants as well as lead to the use of performance-enhancing drugs. Rationale: Adults involved in youth sports must be educated about all drugs, including performance enhancing drugs. Leagues should have policies to deal with the use of drugs, tobacco and alcohol, emphasizing prevention through education. Parents, league administrators and coaches should be trained to identify signs of usage and know how to access community resources. Healthful role modeling should lead the way for influencing youth participants to avoid drug, tobacco and alcohol use and to promote seeking safe and healthy improvements through proper training methods that don't involve the use of performance-enhancing drugs to gain an unfair advantage. Implementation: 1. Leagues should adopt rules prohibiting the use of performance enhancing drugs, alcohol, illegal substances and/or tobacco at all youth sports events. 2. Leagues should provide coaches and parents educational information on identifying signs and symptoms of substance use. 3. Leagues should establish written policies and implementation procedures for immediately dealing with substance use by coaches and players and communicate this information to coaches, players, and parents. 4. Leagues should continually encourage dialogue between coaches, players and parents about the need for an alcohol, tobacco and drug-free environment for children. 5. Leagues must ban all forms of tobacco use during any youth sports related activity. 6. Leagues should discourage participants from using caffeine products (pills, gum and drinks). 7. Leagues must not allow alcohol to be sold or allowed to be brought into youth sports games, practices or related events. 8. Leagues should develop an enforcement plan for removing adults and players who appear to be under the influence of drugs, alcohol or any illegal substances. \3/4/ 1 National Standards for Youth Sports Copyright©2008 by NAYS What the Standards mean to parents and coaches Parents—What the National Standards for Youth Sports Mean to YOU Participation in youth sports provides children with an opportunity to gain many valuable life skills and develop an appreciation for physical fitness, all of which can lead to a lifetime of healthy activity. This can only occur, though, when organized sports programs are designed and administered to ensure a safe, positive and fun environment for everyone. The National Standards for Youth Sports place in motion a national policy for children's sports. These Standards serve as a blueprint for all youth sports programs and must be incorporated into the delivery of every youth sports experience to best ensure that the needs of every child are met. As a parent of a youngster involved in youth sports, you have a responsibility to make sure that your child is enrolled in a program that adheres to the Standards. Prior to signing your child up for a sport it's important that you review the Standards so when you're taking a look at how the program oper- ates you can be sure that it is a good fit for your child. Remember, you have the right to expect and demand that the recreation agency and/or youth sports program understands the Standards. You also have the right to ask that these Standards are incor- porated into their programs so that all children are given the best opportunity for a memorable sea- son that they'll look back on for years to come for all the right reasons. Coaches—What the National Standards for Youth Sports Mean to YOU As a volunteer coach you are commended for stepping forward to work with a group of children be- cause there are few endeavors in life more worthwhile.You may be aware that as a coach you are in a special position to impact the lives of children in so many areas. Your influence extends far be- yond simply helping them learn and progress in their respective sport, so it's of paramount impor- tance that you take great care to approach your role with diligence. One of the best ways you can prepare yourself for the season is to review the National Standards for Youth Sports. The Standards place in motion a national policy for children's sports. They serve as a blueprint for all youth sports programs and must be incorporated into the delivery of every youth sports experience to best ensure that the needs of every child are met. When you volunteer to coach a youth sports team you take on the responsibility to meet the needs of every child under your care. As you review the Standards—which should be customary operating procedure before you gather the children for your first practice of the season— keep in mind that these represent what being involved in youth sports is all about. By making a commitment to abide by these Standards you'll greatly increase your chances of mak- ing special connections with your players. This will translate into happy and productive children who will learn and develop skills and likely continue their involvement in the sport for years to come. Equally important, they'll reflect back on their experiences with you favorably and if they choose to coach someday they'll be more likely to pass along many of the same positive attributes to their players that they gained from their interactions with you. National Standards for Youth Sports Copyright©2008 by NAYS What the Standards mean to youth sports participants Kids-What the National Standards for Youth Sports Mean to YOU Participating in organized sports programs is a truly special time in your young life. It's important that you—along with your parents or guardians—are aware that with your involvement in these programs you have rights. Among those are the right to a safe and fun experience and the opportunity to receive the same amount of playing time as your teammates, among many others. The National Standards for Youth Sports are a great resource to help you gain a good understanding of what your youth sports experience is all about and how you should expect to be treated throughout the season. You should know that the Standards were created with your best interests in mind. They repre- sent what respected professionals around the country believe is the best way to provide top-quality sports programs for children. Along with your rights conies the responsibility for you to abide by team rules,follow your coach's in- structions and,with the help of your parent or guardian, put forth every effort to get to practices and games on time. When coaches, parents and players work together—and do their best to follow the Standards—you'll enjoy participating in a positive environment that will increase the likelihood of you learning new skills, enhancing others and having a safe and fun-filled experience. J National Standards for Youth Sports Copyright©2008 by NAYS Acknowledgements These National Standards for Youth Sports have been developed to be used by every youth sports league in the nation.The National Alliance for Youth Sports(NAYS), America's leading advocate for safe, positive and fun youth sports experiences, has continually taken a leadership role to assimilate and share the best practices. NAYS wishes to pay a special tribute to the following dedicated youth sports professionals who lent their time and provided input for the update of these Standards. Yahya Aabdul-qaadir,Misawa Air Force Base,Japan Kevin Adams, City of South Portland, Maine Miste Adams,National Trails Parks and Recreation District, Ohio Daniel Affeje,Kadena Air Force Base,Japan Patricia Anglehart,Kings Bay Submarine Base,Georgia Kurt Baker, Whitpain Township,Pennsylvania Nikki Bakos, City of Frankenmuth,Michigan Brian Benton, Town of Jupiter,Florida Steve Berninzoni,Highlands Ranch Community Association,Colorado Debbie Boone, City of Orem, Utah Christine Brown, Camp Butler Marine Base,Japan Tonya Brown,Charleston County,South Carolina Eric Burch, US Army Garrison Fort Carson,Colorado David Campbell,Charleston County,South Carolina Alex Cann,Miami-Dade County,Florida Leonardo Chavez, City of Pasadena,California Adam Christensen,City of Yuma,Arizona Dee Donahue,Navy Headquarters,Tennessee Angela Dufield,South Suburban Parks and Recreation,Colorado Rachel Ebaugh, St.Andrews Parks and Playgrounds,South Carolina Ann-Marie Ely,Hanscom Air Force Base, Massachusetts John English,US Army Garrison Heidelberg,Germany Manuel Escobar,Los Angeles County,California Michael,Estes, Teton County Jackson Parks and Recreation,Wyoming Terry Evans,Eglin Air Force Base, Florida Randall Fauteux,Palm Beach County, Florida Chuck Finney,Frances E. Warren Air Force Base,Wyoming Northbear Fragua,Jemez Pueblo Community Wellness,New Mexico Yukiko,Fujimoto,iwakuni Marine Station,Japan Angie Gadomoski,Ellsworth Air Force Base,South Dakota Angie Gardner, City of Mason,Ohio Mike Gleason, Salina Area Youth Sportsmanship Initiative,Kansas Todd Goodwin, City of South Burlington,Vermont Jere Gunderman, City of Clearwater,Florida David Guthrie, US Marine Air Corp Station Cherry Point, North Carolina Kevin Halligan,Andersen Air Force Base,Guam Al Hondo Handy, Town of Ocean City,Maryland Kevin Hansen,McGuire Air Force Base,New Jersey Dan Harrison,Lehi City,Utah Jason Hayward, City of Patterson,California Terry Henderson, US Army Garrison Fort Knox, Kentucky Jim Henegar,City of Boca Raton, Florida Joe Hoffman, City of Anniston,Alabama Brenda Holmes, Luke Air Force Base,Arizona Love Ishie, Charleston County,South Carolina Tim Jerome, Town of Hamburg, New York Marty Johnston, City of Savannah,Georgia Sheron Jones,Miramar Marine Corp Station,California Keith Jones, Homewood-Flossmoor Park District, Illinois John Judnich, City of Grand Rapids,Michigan Danny Kapales, City of Jonesboro,Arkansas Tim Kerbs,City of Salina, Kansas Jason Kozerski, Camp Butler Marine Base,Japan Adam Laughlin, Highlands Ranch Community Association,Colorado Nicole Lindgren,Minot Air Force Base,North Dakota David Ludington, City of Gaithersburg,Maryland Kristen Maiden, Village of Evandale,Ohio John Martinez, City and County of Denver,Colorado John Massey,Charleston County,South Carolina Omar M Goodfellow Air Force Base,Texas Donna McGrath, US Army Headquarters,Virginia National Standards for Youth Sports Copyright©2008 by NAYS • Jake Meneley,City of Merced,California Adam Metz,Ralph J.Stolle Countryside YMCA,Ohio Christopher Miller,US Marine Corp Air Station New River,North Carolina Isaiah Mincks, Yokosuka Navy Base,Japan • Debbie Monfre, Scott Air Force Base, Illinois Mike Moran,City of Iowa City, Iowa Joe Munger,City of Miramar,Florida Dennis Neal,Diablo Valley Youth Football,Califomia Glenn Neumann, Camp LeJeune Marine Base,North Carolina Jill Nunes,Highlands Ranch Metro District,Colorado Renee Nunez,City of Pembroke Pines,Florida Jeff Odom, Tri-Command Marine Base,South Carolina Leslie Orlowski,US Army Garrison Heidelberg,Germany Tim Orvin,St.Andrews Parks and Playgrounds,South Carolina Jeff Owens, City of Jonesboro,Arkansas Jerry Penyin,City of Strongsville,Ohio Olivia Perea,Los Angeles County,California Sandy Phillip,Seymour Johnson Air Force Base,North Carolina Shawn Michelle Phillips-Nielson,Murray City,Utah Craig Plowman,US Army Garrison Fort Jackson,South Carolina Martin Rascon,Los Angeles County,Califomia Ryan Reckley,City of Boca Raton, Florida Joe Rosselli,29 Palms Marine Base,California Satoru Sakumoto,Camp Butler Marine Base,Japan Estevan Sando,Jemez Pueblo, New Mexico Margaret Seneca!,Langley Air Force Base,Virginia Kristofor Sewer,Palm Beach County,Florida Guy Smith,City of Richland,Mississippi Richard Smith,Camp Pendleton Marine Base,California Lorenzo Smith,Jr.,King George County,Virginia Michael Steele,Palm Beach County,Florida Stephanie Stephens, Colorado Parks and Recreation Association,Colorado Daniel Sullivan,Oxford Township, Michigan Dale Thompson, US Marine Headquarters,Virginia Dawn Thompson, Grand Forks Air Force Base,North Dakota Brian Todd, Charleston County,South Carolina George Topoll,Union Township,Indiana Gerald Torres,Minot Air Force Base, North Dakota Ray Torres,Laughlin Air Force Base,Texas Marc Trent,Hutchison Recreation Commission,Kansas Douglas Triplett, US Army Garrison Fort Knox,Kentucky Eric Van Havel,City of Mt.Pleasant,Michigan Harold Voelker, Town of Davidson,North Carolina Brent Walker,Grant County,Kansas Chuck Williams,McChord Air Force Base,Washington Carl Williams,Miami-Dade County,Florida Roy Williams,Los Angeles County,California Bruce Wineman, West Bloomfield Jewish Community Center,Michigan Brian Wofford,Florence County,South Carolina Ever Wong,Camp Butler Marine Base,Japan Edward Wood,Colonel Town Recreation,New Hampshire Denise Wood, Colonel Town Recreation,New Hampshire Kimberly Woodward,Pennsylvania Recreation and Park Society, Pennsylvania Lori Wyant,Guanitico Marine Base,Virginia David Yates, Town of Hudson,New Hampshire In addition,special appreciation is extended to the following individuals for facilitating the re-examination of these National Standards for Youth Sports during a special working session at the International Youth Sports Congress in December,2007. Dr. Michael Gray, Northern Kentucky University Dr.Julie Partridge, Southern Illinois University Carbondale Dr. Daniel Wann, Murray State University National Standards for Youth Sports Copyright©2008 by NAYS • er / ALLIANCE Fet,t 2050 Vista Parkway West Palm Beach, FL 33411 1-800-729-2057 (561)684-1141 www.nays.org kt"..7;c$H, - { Exhibit B li . Background Screening Policy 15 CITY OF ELK RIVER BACKGROUND SCREENING POLICY Adopted March 4, 2013 Effective January 1, 2014 Background Screening: An Exercise of Reasonable Care The saying that a "bad volunteer is better than no volunteer" is untrue and dangerous, and should never be considered appropriate when selecting volunteers and employees, especially those who will work with children, youth, and vulnerable adults. While municipal parks and recreation departments and youth organizations across the country depend on volunteerism, failing to take reasonable steps to screen employees and/or volunteers for risk factors related to the roles they will play leaves such organizations, their volunteers and employees, and most importantly, their participants at unacceptable risk. While no background screening process can be absolutely comprehensive, and none can offer a guarantee of safety, the City of Elk River hopes that by implementing a strong policy and procedures will enhance public safety, engender public confidence, and reduce the risk of exposure to liability associated with failing to conduct reasonable background checks. The City believes that a thorough background screening process will assist the City and the community to provide quality programming in which safety is always the top priority. Policy Coverage This Background Screening Policy shall apply to: • All volunteers and applicants for volunteer positions with the City of Elk River who will be, or who reasonably may expected to be, working directly with children, youth or vulnerable adults. • All applicants, employees and volunteers of City Field & Facility Use Permit holders (referred to throughout this policy as "Permit Holders") who arel8 years of age and above and who will be, or who reasonably may expected to be, working directly with children, youth or vulnerable adults in connection with performing services for the Permit Holder. • To the extent permitted under City ordinance, to all applicants for, and employees in, paid positions with the City's Parks and Recreation Department who will or might have such contact. 1 Policy Purpose To protect the safety and well-being of children, youth, and vulnerable adults participating in Parks and Recreation programs of the City of Elk River as well as such persons participating in programs administered by Permit Holders, the City of Elk River considers thorough background screening to be an exercise of reasonable care, and has therefore adopted the following policy. Policy Responsibility The Parks and Recreation Director or his/her designee will be responsible for administration of this policy. The responsibilities of the Parks and Recreation Director under this policy shall include establishing all necessary forms and procedures for implementation of the policy, including but not limited to issuing forms for consent and notice to individuals who will be subject to background checks and the maintenance and enforcement of confidentiality standards. Policy Effective Date This policy shall become effective January 1, 2014, and shall be effective thereafter unless and until it is rescinded or otherwise modified by action of the City Council. Policy The City requires particularized background screening for all persons to whom this policy is made applicable in the section "Policy Coverage" above. Before any person covered by this policy may engage in any activity of the City or of the Permit Holder (as the case may be) that individual must pass a background screen as particularly prescribed by the City. As a condition of the City's grant of a Field and Facility Use Permit', all City Permit Holders must agree to certify that each of their employees, members, and volunteers who will work directly with children, youth, or vulnerable adults has passed a particularized screen prescribed by the City for such purposes, as set forth in this policy, before such employee, member, or volunteer may participate in any activity connected with the Field Use Permit of that organization. ' A 30-day grace period shall apply from the date of an individual's 18'" birthday in order to allow time for the background screening to be processed. During the 30-day grace period, the individual must be under the direct supervision by a qualified adult who has passed the background check. It is the responsibility of the individual, group, organization, and association to identify the individuals in this situation and to meet the background screening requirement. Upon the conclusion of the 30-day grace period, the individual may not participate unless the background screening requirement is met. 2 Each City Permit Holder must enforce the background screening requirements of this policy including the consequences resulting from a failed background screening report. The Permit Holder is responsible for the Background Check fee, which may be billed directly to the Permit Holder. The Permit Holder may elect to require its participants to pay the Background Check fee. Failure of the Permit Holder to comply with the requirements of this policy will have consequences that may include suspension and revocation of the Field and Facility Use Permit and other privileges. Each City Permit Holder may also in its discretion choose to require other members of their organization to pass the background screening procedure prescribed by this policy. The City's particular background screen prescribed for its volunteers and employees and others to whom this policy applies will in each case be narrowly tailored to the particular position with the City or the Permit Holder held or applied for by the individual. The City will comply, and requires Permit Holders to comply, with all applicable laws regarding background screening. Written (or appropriate electronic) consent must be obtained from each • individual who is proposed for a background check by the City or Permit Holder. The City will pay the Background Check fee for its own employment applicants, employees, and volunteers and volunteer applicants, but not for those background checks requested by Permit Holders in compliance with this policy. An appropriate notice of rights must be provided to all such individuals, including notice of his or her right to initiate a dispute with the City's Background Screening Provider over the content of such background check in certain circumstances and to be provided with a copy of any background report relied on by the City or the Permit Holder to disqualify the individual from participation or employment with the City or Permit Holder. Any individual failing a City-prescribed background screening shall not be considered or screened for any position or participation with the City or Permit Holder to which this policy applies for one year from the date of the failed screen's having been conducted. Frequency Each individual required by this policy to be screened shall have a duty to self- report immediately to the City or Permit Holder (as the case may be) any subsequent conviction or other event for which a background screen was conducted at the outset of their employment or participation. 3 In addition, each person to whom this policy applies shall be subject to re- screening every two years, or at such other interval as the City may from time to time determine in its discretion. The Screening Process The Parks and Recreation Director shall prescribe procedures for conducting background checks using the City's electronic database and software. The guiding principles and standards for such procedures are set forth below. The Parks and Recreation Director shall prescribe to the Screening Provider the particular background data to be considered for each particular position and the requirements for passing the screening. Background check reports will be delivered by the Provider on a pass-fail basis only into this database and will be secured with access limited as set by the Parks and Recreation Director or his/her designee for each particular context in which backgrounds checks are to be conducted. An individual who does not pass the background screening shall be given required notices relative thereto in accordance with the federal and state Fair Credit Reporting Acts, including but not necessarily limited to a copy of the "Summary of Your Rights under the Fair Credit Reporting Act", notification that the individual is disqualified from employment or participation, and information on how to dispute the results of the screening. The City of Elk River Parks and Recreation Department is a national affiliate of Operation TLC' Making Communities Safe, a background screening program of the National Recreation and Park Association (NRPA) administered by Southeastern Security Consultants, Inc. (SSCI). SSCI specializes in conducting background checks for volunteers in accordance with parks and recreation industry standard and best practices. The NRPA has reviewed the resources of the National Association of Professional Background Screeners, and sought the counsel of recognized background screening experts to develop a set of recommended guidelines for volunteer background screening. The procedures in this policy have generally been set in accordance with NRPA agency accreditation standards for parks and recreation agencies and NRPA recommendations for a parks and recreation volunteer background screening policy. Every individual required to submit to a background screening must complete, sign, and date the Consent and Waiver Release Form. Electronic signatures may be acceptable in accordance with applicable law. All consent forms must be submitted to the Recreation Division of the Elk River Parks and Recreation Department or to the Permit Holder, whichever is the party to whom services will be rendered by the individual, no later than the date designated by such party. Failure to provide a completed consent form by an announced reasonable deadline may disqualify the 4 individual from participation and/or employment. Falsification of information on any application or the consent/release form is grounds for disqualification/revocation/dismissal. Upon receipt of the consent form by the City Parks and Recreation Director (or his/her designee) or by the Permit Holder, the party receiving the consent will request that SSCI perform the background check of that individual. What the Screening Will Entail The prescribed background screening to be conducted under this policy shall include a search of at least the following sources for particularized data identified as relevant for the position proposed to be held by the individual presented for screening: Social Security Trace. Verifies that the person is who they claim to be. The social security trace provides a history of past and present addresses and names associated with the applicant's social security number, including maiden names and aliases Address Trace. To confirm jurisdictions in which the person has lived during the period to be searched. The address trace confirms current and past addresses to determine the jurisdiction(s) in which the background check will be conducted. State or County Criminal Record Search. In particular jurisdictions selected based on the address trace, searches will be conducted of appropriate criminal records that are job- or participation-related and consistent with the necessity of protecting the safety of our children, youth, and vulnerable adults. National Database Search. A search shall be conducted of a reputable, regularly updated private national database as a means of supplementing (not replacing) the thorough state and county criminal history search. Sex Offender Registry. A search shall be conducted of all 50 State repositories and the District of Columbia for known, registered sex offenders. Alternative Screening Process and Service Providers Upon application to, and approval by, the Parks and Recreation Director, a Permit Holder may alternatively comply with this policy by conducting background screening that satisfies all the elements of this policy using a background service provider and database and software other than those prescribed by the City under this policy. The Parks and Recreation Director shall provide a form for Permit Holders to seek such approval, which form shall state the criteria for granting the approval sought. 5 Consequences to Field Use Permit Holders for Failure to Comply Failure of a Permit Holder to comply with this policy to the satisfaction of the City shall be cause for the City to impose suspend or revoke a Field Use permit and/or to assess fees and/or extended suspensions against responsible individuals and/or the Permit Holder. Confidentiality The City shall prescribe to the Screening Provider the data to be considered for each particular position and the requirements for passing the screening. Background screening results will be reported into a secure restricted-access database on a pass-fail basis. All information received as a result of the screening shall be treated as confidential private data on individuals and used or disclosed only in accordance with the Minnesota Data Practices Act and other applicable law. Generally, for volunteer and employment positions with the City, the screening results will be available only to the Recreation Manager and his/her background screening designee, the Parks and Recreation Director, the Chief of Police and the City Attorney. Permit Holders shall be responsible for maintaining the confidentiality of background check reports and related information as appropriate within their organizations and for identifying those persons who shall have access to the screening results. In all events, such information must be used solely for the purposes of compliance with this policy. Note is made that in limited circumstances, the City may have a legal duty to disclose such information to third parties, including government agencies. Securing and Retaining Screening Results The City of Elk River is responsible for securing the results of criminal background checks conducted pursuant to this Policy that are reported to the City in an electronic database and retaining them for the time period required by law, or seven years, whichever is greater. Disputes In the event an individual who has been subject to a background check under this policy wishes to dispute the information on which a background check report has been based, the individual must initiate such directly with the Background Check Provider (generally, SSCI). The City of Elk River shall not be responsible for conducting or participating in any such dispute. The resolution of any such dispute shall be governed by the federal and Minnesota Fair Credit Reporting Acts and other applicable law. 6 The City of Elk River and its employees are not responsible for errors or omissions that may be contained in any background check report made under this policy. Each approved group, organization, and association is required by this policy to accept the findings of the City of Elk River approved background screen vendor and enforce the disqualification. Non-waiver Nothing in this policy shall be construed as a waiver or limitation of the discretion of the City of Elk River to disqualify an individual for a position with the City as an employee or volunteer when, in the sole opinion of the City of Elk River, such disqualification is in the interests of the City of Elk River and not inconsistent with applicable law. GP:3324618 v6 7 Exhibit C ..,...„.:4.,....,, . ... „ „...„.„ .:„. ,,,,..,,..,• •!.,;!.. .„ -4';„4,-... „,... '4,4till'"'"'"'tifrik. •- •••,,,, „... •-- .„:,,,,:i., .. „ :..,.:„. Co ncuss.,., .otkiri•t•:AJ Awareness . , ,......, ....:,..„. •.,,:,.„..... .„,1„. ........., . . . ...„.. .,.„„ ..„... .,... ",..,,,• .......,... ...„.„, „.„:....„,., .„,....:. .,.,,,,„. ..„....... .....,,.., „....,,,,,. .,.;.,L.,..,.. ,...,„. ..,.:„ . ..... ... .„....., ....:„... ....„„,. ,,i7J.,.,...,.. ..:„...c,..:5 16 O CONNECTING & INNOVATING LEAGUE OF MINNESOTA SINCE 1913 CITIES RISK MANAGEMENT INFORMATION YOUTH SPORTS AND CONCUSSION AWARENESS Recently the Minnesota State Legislature passed a new law, which goes into effect September 1, 2011, aimed at preventing and identifying concussions in youths participating in sports. The new law has understandably caused some concern among cities. Read below to find the answers to some common questions about the new requirements. Does the law apply to cities? Who must provide training and information on concussions? The new law does not only apply to school sports, it also applies to city organized youth athletic events. The law emphasizes education about concussions to coaches, officials,parents and students. If a city organizes a sport league, club or athletic event, the burden to provide this educational information now falls directly on the city. Beginning September 1, 2011, the following must provide concussion training and information: • A municipality, business, or nonprofit organization; • Someone that organizes a youth athletic activity; or • Someone that charges a fee for a youth athletic activity. The term "organize" is not closely defined in the new law. Some activities that may be considered "organized" may include: • Providing staff to coach, officiate or supervise; • Enrolling participants; • Advertising the event or activity; or • Providing equipment or supplies. Many cities allow other groups, such as a non-profit or a school district, to use its facilities for sporting events. Merely providing recreation space could reasonably be interpreted to fall short of"organizing" an event. However, in these instances, it would be prudent for the city to require (preferably through written agreement) the actual event organizer to comply with the law's requirements. Many cities jointly offer or organize spoiling events with other cities or entities. Usually these situations are governed by a joint powers agreement or other contractual arrangement. In these instances, it would also be prudent for cities to discuss with its partners which entity will be responsible for following the new requirements. It may be necessary to revise existing written agreements to reflect this new understanding. This material is provided as general information and is not a substitute for legal advice. Consult your attorney for advice concerning specific situations. LEAGUE OF MINNESOTA CITIES 145 UNIVERSITY AVE.WEST PHONE:(651)281-1200 FAX;(651) 281-1298 INSURANCE TRUST ST.PAUL.MN 55103-2044 TOLL FREE(800)925-1122 WEB:WWW.LMC.ORG Does the new law apply to volunteer coaches/officials and cities that rely upon volunteer coaches/officials? Yes. The law applies if there is any type of fee charged for athletic activities that are organized. What types of sports or athletic activities does the law apply to? The law applies to all "youth (18 and under) athletic activities." This means any sport or other athletic activity where there is a: • Competition, practice, or training exercises; AND • Coach or official is present in an official capacity as a coach or official. The law was drafted as broadly as possible and may apply to a diversity of youth sports including yoga, football, baseball and swimming. Under the new law, what training and information do cities need to offer? Beginning September 1, 2011 sports and athletic event organizers 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 • Require all participating coaches and officials to receive initial online training on the nature and risks of concussions. Training must be repeated every three years. 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 concussion; • 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. The simplest approach for a city may be to use the free online course and printable information already found on the CDC website. The CDC program is titled Heads Up: Concussion in Youth Sports. Once coaches and officials finish the e-learning program and quiz, they can print a certificate demonstrating completion. The city should document compliance with the law by preserving copies of coaches and officials' certificates of completion and copies of materials provided to parents and participants. Cities are not required to use the CDC program. However, any program a city uses or designs must be consistent with the CDC program. 2 What are coaches and officials required to do under the new law? The law has additional requirements for coaches and officials. In addition to completing the training already discussed, a coach or official must also remove youth athletes from participating in activities when: • The youth exhibits signs, symptoms, or behaviors consistent with a concussion; or • The youth is suspected of sustaining a concussion. When a coach or official removes a youth athlete from participating in a youth athletic activity because of a concussion, the youth athlete may not again participate in the activity until the youth athlete: • No longer exhibits signs, symptoms, or behaviors consistent with a concussion; AND • Is evaluated by a healthcare provider trained and experienced in evaluating and managing concussions; AND • The healthcare provider gives the youth athlete written permission to again participate in the activity. Does the new law make the city liable for concussion injuries that youth may receive? No. The new law does not create any additional liability for, or create any new cause of legal action against a city providing youth sports More Information activities. In addition, the law does not alter Contact the city's loss control immunities given to volunteer coaches under state consultant for assistance with the law. Currently, Minn. Stat. 604A.11 provides that new concussion law. If the city is volunteer coaches and trainers are generally not liable unsure of its consultant,contact to players, participants, or spectators for injuries during Cheryl Brennan, Field Service sporting events. The new concussion law specifically Manager at cbrennan@lmc.org or provides that these protections remain in place for 651-215-4079. coaches, even if a coach fails to remove a youth athlete from an activity after a concussion is suspected. Rachel Carlson 06/2011 3 Exhibit D Field Rental Rates (under dey,elopilie nt) 17