6.3 PRSR 04-10-2019
Request for Action
To
Parks and Recreation Commission
Item Number
6.3
Agenda Section
Discussion
Meeting Date
April 10, 2019
Prepared by
Michael Hecker, Parks and Recreation Director
Item Description
Field Use Allocation Policy and Procedures
Reviewed by
Cal Portner, City Administrator
Reviewed by
Action Requested
Discussion
Background/Discussion
The Field Use Allocation Policies and Procedures were adopted by City Council April 15, 2013. The
Commission reviewed this policy manual during work sessions in February and March.
We have made the recommended changes and updates as indicated in yellow highlights. We recommend
to present the updated policies to the youth sports organizations at the joint special meeting on May 1.
Once all of the reviews are completed, it will be presented to City Council for final approval.
Financial Impact
None
Attachments
Field Use Allocation Policies and Procedures
City of Elk River Parks and Recreation Department Field Use Allocation Policies
and Procedures
Adopted: April 15, 2013
Effective: January 1, 2014
Table of Contents
City Council Resolution 13-21 ......................................................................................................... i
Purpose… ........................................................................................................................................ 1
Introduction .................................................................................................................................... 1
Mission Statement .......................................................................................................................... 1
Statement of Philosophy ................................................................................................................ 2
Definition of Terms… ....................................................................................................................... 3
Field Use Permits… .......................................................................................................................... 3
Priority Group Classifications .......................................................................................................... 4
Allocation Process… ........................................................................................................................ 4
Community Sports Organizations… ................................................................................................ 6
Concussion Awareness… .................................................................................................................7
Maintenance Responsibilities ......................................................................................................... 8
Tournaments… ................................................................................................................................ 9
Insurance Requirements ................................................................................................................. 9
Field Use Rules and Regulations… ................................................................................................ 10
Field Modifications… .....................................................................................................................11
Inclement Weather Policy… .......................................................................................................... 11
Allocation Review Process… .......................................................................................................... 12
Exhibit A National Standards for Youth Sports
Exhibit B Background Screening Policy
Exhibit C Concussion Awareness
Exhibit D Field Rental Rates
RESOLUTION NO. 13- 21
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ELK RIVER
RECOGNIZING THE NEED TO CHANGE THE CULTURE IN YOUTH
SPORTS
WHEREAS, it is necessary to change the culture in youth sports to make the experience safe,
positive, and fun for everyone involved; and,
WHEREAS, to ensure that the entire community operates consistently with regard to youth
sports; and,
WHEREAS, we believe in the benefits and attraction of youth sports as a means to teach the
children of our community values and skills that will be of benefit to them
throughout life; and
WHEREAS, we believe in order to realize the true value of youth sports participation and to
provide a safe, positive, and fun environment for youth and their families to
participate, we must raise the standards among the users of our community's youth
sports facilities; and
WHEREAS, the City of Elk River, Parks and Recreation Department Field Use Allocation
Policy outlines a comprehensive community strategy, including a philosophy and
standards to assist us in meeting these objectives; and
WHEREAS, we believe that youth sports organizations and administrators must be educated
on how to provide a safe, positive, and fun youth sports environment before
being granted permits to use City of Elk River park facilities; and
WHEREAS, we believe volunteer coaches must receive orientation and education as to their
individual roles and responsibilities in our community's effort to raise the
standards of youth sports programs and that volunteer coaches become trained
and held accountable for their behaviors; and
WHEREAS, it is necessary and desirable to establish requirements and procedures for youth
sports organizations utilizing City of Elk River park facilities; and
WHEREAS, we believe young children must be given the opportunity to develop motor skills
and sports specific knowledge with their parents in a structured program before
they enter organized sports.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River,
Minnesota in a meeting duly assembled and by the authority thereof, recognizes and encourages
official implementation of this resolution to improve the culture of youth sports for all participants.
Passed and adopted this 15th day of April 2013.
ATTEST: (12/
Tina Allard, City Clerk
Page | 5
CITY OF ELK RIVER
FIELD USE ALLOCATION POLICIES AND PROCEDURES
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 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 the city and youth sports programs organized by partnering
organizations that use city parks and facilities.
II. INTRODUCTION
The city is dedicated to fostering healthy lifestyles and helping the community thrive and recognizes
that sports are a fundamental component of this goal and that field availability is necessary for sports
organizations. As such, the city 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. The Elk River Arena, Pinewood Golf Course,
park shelter rentals and facility rentals such as Lions Park Center, Trott Brook Park Barn and the
Activity Center are excluded from this policy there is a separate policy and fee 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.
Page | 6
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
established by the National Alliance for Youth Sports (Attached- Exhibit A).
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.
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.
Page | 7
V. DEFINITION OF TERMS
1. Non-profit youth organization is defined as groups or organizations that serve youth and
maintain a non-profit status.
2. Youth status is defined as a person 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 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 city 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 as deemed necessary by the city 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 an approved sports organization that
has submitted all the necessary materials as identified in Section IX
7. 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).
8. The Parks and Recreation director or designee 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.
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 city 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 from 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.
Page | 8
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 city athletic programs
and/or leagues.
Group 2 – Public or Charter private schools located in Elk River, including school athletic
organizations, clubs and varsity teams.
Group 3 - Recognized youth athletic associations as outlined below and determined by
the Parks and Recreation director or designee.
Criteria used to determine recognized associations include:
A. Adherence to requirements set forth in this policy pursuant to section IX,
Community Sports Organizations
B. History of involvement in the Elk River Community
C. Percentage of Elk River residents served
D. Collaborations with the city
The current recognized list of youth athletic organizations is maintained by the city
and reviewed annually as needed.
Group 4– 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 5 - 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.
As needed, the city will manage an adjudicatory process in order to review youth athletic
associations with a group 3 priority. The purpose of the review will be to ensure that youth
athletic associations with group 3 priority are adhering to the requirements set forth in this
policy. If it is determined that a youth athletic associationneeds to be removed from Group 3,
the action may be processed through the Parks and Recreation Commission.
Verification of Elk River Residency. Residency will be established as needed 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,
Page | 9
home address, email address and telephone number of the head coach.
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 of 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 adjustments 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 the fall for the
upcoming year November to all recognized sports organizations. An organization must
first be recognized by the city according to Section IX, Community Sports
Organizations.
4. Organizations have until the first Friday in January a date determined annually by the
city to make their requests for fields and facilities. This includes dates and times for
the requests.
5. After the first Friday in January, Tthe city annually set the date to will begin the field
allocation process by assigning fields 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 city 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 allocation meeting will be held as needed in 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. 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:
Page | 10
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.
8. Use of allocated fields. Organizations may be requested to provide complete schedules of
field use so that use may be verified by the city. 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 the city.
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 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. The organization must follow the “National Standards for Youth Sports” as endorsed by
the city (Exhibit A).
2. All coaches in the organization must attend a training and certification clinic acceptable to
the city.
3. The organization must require all coaches to complete a criminal background check that
complies with the city background screening policy. The city 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.
Page | 11
The city reserves the right to verify any and all criminal background checks. A copy of the
current policy is in Exhibit B.
4. The organization must provide proof of its non-profit status by providing documentation
from the Internal Revenue Service showing that it 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.
5. 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.
6. Registrations must be open to the public regardless of race, creed, gender, national origin,
economic status, ability or disability.
7. As needed, a representative of the organization must attend field allocation meetings
scheduled by the city when an allocation request has been made.
8. 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 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 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
Page | 12
• 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
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.
4.
Baseball/Softball
a) Appropriate seasonal ball field preparation
b) Mowing of grass at least once a week weather perimitting
c) Infield prep and dragging as needed
d) Trash canister pick up
e) Installation of bases and pitcher’s plates
f) 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 weather permitting at least once a week
c) Trash canister pick up
Formatted: Left, Space Before: 0.55 pt
Formatted: List Paragraph, Left, Right: 0.37",
Numbered + Level: 1 + Numbering Style: 1, 2,
3, … + Start at: 1 + Alignment: Left + Aligned
at: 0.07" + Indent at: 0.32", Tab stops:
0.32", Left
Page | 13
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 close fields, deny use of a field, and/or provide
alternate sites for athletic use.
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.
Initial requests for tournaments must be submitted by a date which will be determined by the
city on an annual basis.
2. Tournaments will not be part of the allocation process and will be considered and developed by
a separate agreement.
3. 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 as an Additional Insured.
Property Damage: Organizations agree to pay the city for any physical damage to the facility or
its contents during the event.
Page | 14
Indemnification: Organizations shall defend, indemnify and hold harmless the city 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.
XIV. FIELD USE RULES AND REGULATIONS
1. Groups of 10 or more individuals Organized groups 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. Anytime during the year, games or practices may not be playable due to frost and/or poor
field conditions. This is subject to the discretion of the city.
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. City 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.
Page | 15
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.
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 – The city 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 city 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.
Page | 16
2. During inclement weather, city 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.
4. Organizations or individuals witnessing misuse of fields or recreation facilities by other
scheduled or nonscheduled users are advised to contact the city at 763-635-1150 or the
police department at 763-635-1260.
XVII. ALLOCATION REVIEW PROCESS
1. 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
director or designee 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 director or designee 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.
Comment [LT1]: If director is reviewing
applications this does not make sense the way it is
worded.