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ATHLETIC FIELD USE POLICY 1 Updated 7/15/2025 This policy covers the use of the following facilities for all organized sports and activities: Franklin Pasture Athletic Complex - (Don Roux Field, Competition Track, Inside the Track Field, Joe Deschesnes Field, and Coach Anita Murphy Tennis Courts, consisting of eight tennis courts with lights), Lewiston Athletic Park - (Football Field and Baseball Field) Ron Morin Memorial Fields, Montello Field, Sunnyside Park, McMahon Field, Fleurette Roux Bannon Softball Field, Drouin Field, Auburn Savings Recreation Field, and any other City owned athletic-facility not specified above. All associated fees for field and facility use can be found in Appendix A. A. DEFINITIONS Commercial (Revenue) - Any type of commercial event where admission is charged, donations accepted, sales made, or other income derived. Commercial (Non-Revenue), Non-Profit (Revenue), and Private (Personal Use) - Non-Profit Fundraisers/Revenue defined as church groups, civic groups, political organizations, fraternal groups, social organizations, conventions, or any other non-profit groups or activities sponsored by such groups where admission is charged, donations accepted, sales made, or other income derived. Lewiston Nonprofit - Church groups, civic groups, political organizations, fraternal groups, social organizations, conventions, or any other nonprofit groups or activities sponsored by such groups where admission is charged, donations accepted, sales made, or other income derived. These organizations can demonstrate that two-thirds or more of their active rosters or participants are City of Lewiston residents and provide verification of active non-profit status. Lewiston Public School - A School within the Lewiston Public School System. Nonprofit - Church groups, civic groups, political organizations, fraternal groups, social organizations, conventions, or any other nonprofit groups or activities sponsored by such groups where admission is charged, donations accepted, sales made, or other income derived. Less than two- thirds (2/3) of these organizations active rosters or participants are City of Lewiston residents. School - Any school or learning institution that does not fall under the Lewiston Public School System. Permitee - Any organization or individual who reserves an athletic field for private use. B. LEWISTON PUBLIC SCHOOL USE Lewiston Public Schools shall have priority at all City athletic facilities for practices and games. Physical Education and Intramural classes shall have access to the track, tennis courts, track infield field, softball field, and the baseball field. During the school day, Don Roux Field may be off limits to the above activities for maintenance purposes. ---PAGE BREAK--- ATHLETIC FIELD USE POLICY 2 Updated 7/15/2025 School use will be consistent with the following: 1. Lewiston Public Schools shall have first priority - Monday through Friday, 2:00 p.m-9:00 p.m. and on Saturdays when necessary. 2. All athletic fields and tennis court use will be scheduled through the Lewiston Recreation Department. 3. For schools utilizing the Franklin Pasture Complex and other athletic fields, it shall be the responsibility of each school's Athletic Director to furnish the Recreation Department with a schedule of all games, scrimmages, and exhibitions, as early as possible. The Athletic Directors must also notify the Recreation Department of any schedule changes due to cancellations, deletions, additions, etc. Scheduled changes for use of fields for games and practices are not final until the Recreation Department approves such changes. Athletic Directors should call the Recreation Office at [PHONE REDACTED] to request schedule changes. 4. All schedule changes must be made at least 24 hours in advance. The Recreation Department will not guarantee that a field will be lined if the notification is less than 24 hours. 5. Should Lewiston Public Works line a field where a scheduled game has been cancelled or postponed without receiving 24-hour notice from the Athletic Director, materials used will still be charged to the school in question. 6. Keys to the complexes, to include fields, buildings, etc., shall be picked up and returned to the Recreation Director each season by respective Athletic Directors. A deposit for each key will be collected at the time they are signed out. If a key is not returned, the entity responsible for checking the key out may be liable for rekeying the facility. Such a determination will be at the City’s discretion. Coaches are not permitted to keep keys during their off-season. 7. All Athletic Directors will meet with a representative of the Recreation Department before the start of each season to issue keys, review the field use policy, etc. 8. Schools or organizations using any equipment belonging to the Recreation Department shall be responsible for the cost of repair and/or replacement if necessary as described in the Facility Maintenance Agreement. 9. Use of maintenance and storage buildings and the press box are for authorized personnel only. These must be cleaned out at the end of each season or annually. All unauthorized storage or outdated items may be removed and disposed of at the City’s discretion. 10. All Booster Clubs will be responsible for the concession areas and clean-up after each event. There will be a fee of $50 if the area is not cleaned to the Recreation Department’s satisfaction. Please refer to concession area guide for detailed expectations in using the Concession Areas. All unauthorized storage or outdated items may be removed and disposed of at the City’s discretion. 11. A LPW overtime person(s) is required to be on duty during scheduled events unless an Athletic Director or the Director’s designee is familiar with the facility and is able to address problems that may arise. ---PAGE BREAK--- ATHLETIC FIELD USE POLICY 3 Updated 7/15/2025 12. Spring use of fields - No team or group shall be permitted to use any field until the Athletic Director has received notification from the Lewiston Public Works and Recreation Department. C. CITY OF LEWISTON, RECREATION DEPARTMENT USE The City is second in priority to use of all City athletic facilities. 1. All schedule changes must be made at least 24 hours in advance. Lewiston Public Works will not guarantee that a field will be lined if the notification is less than 24 hours. 2. Should Lewiston Public Works line a field where a scheduled game has been cancelled or postponed without receiving 24 hour notice from the Recreation Department, materials and labor charges may still be charged to the department. 3. The Recreation Department is responsible for distributing and collecting keys to program coaches for specific sports seasons. Keys to the facilities shall be picked up and returned to the Recreation Director each season by respective coaches. A deposit for each key will be collected at the time they are signed out. If a key is not returned, the entity responsible for checking the key out may be liable for rekeying the facility. Such a determination will be at the City’s discretion. Coaches are not permitted to keep keys during their off-season. 4. City employees may request use of City athletic fields for City sponsored events. Keys can be obtained through the recreation department. The key deposit will be waived. 5. All coaches and volunteers should be familiar with the Athletic Field Use Policy, and will meet with a representative of the Recreation Department before the start of each season or event to issue keys, review the field use policy, etc. 6. Use of maintenance and storage buildings and the press box are for authorized personnel only. These must be cleaned out at the end of each season or annually. All unauthorized storage or outdated items may be removed and disposed of at the City’s discretion. 7. Spring use of fields - No team or group shall be permitted to use any field until the coach or volunteer has received notification from the Lewiston Public Works and Recreation Departments. D. ATLETIC FIELD RESERVATION REQUIREMENTS The Recreation Department schedules all athletic fields ([PHONE REDACTED]). All events, programs, clinics, or trainings require a rental agreement with the City. The Recreation Department reserves the right to turn any event over to the Field Use Review Committee, as a special event, if in its sole opinion, spectator attendance is likely to exceed 500. These events require contracting for event management staff, other required staff, and any auxiliary facilities through the City. E. PUBLIC USE 1. The Coach Anita Murphy Tennis Courts will be open for public use, when available, Monday through Sunday from 5:00 a.m. to 10:00 p.m. from April through November. Don Roux, Joe Deschenes, Competition Track, Ron Morin Memorial Fields, and Lewiston Athletic Complex are available by scheduled reservation. ---PAGE BREAK--- ATHLETIC FIELD USE POLICY 4 Updated 7/15/2025 2. The Franklin Pasture Athletic Complex Competition Track will be closed for use during School Department and Recreation Department activities that requires use of the Inside Track Field. 3. Tennis courts can be reserved by the public through the Recreation Department on first come, first serve basis. A reservation slip must be obtained from the Recreation Department (8:00 a.m. – 4:30 p.m. - Monday through Friday) before using the courts. Reservation hours are Monday through Friday, 6:00 p.m. to 10:00 p.m., and Saturday and Sunday, 8:00 a.m. to 10:00 p.m. 4. Please refer to the City Code of Ordinance regarding Animals – Chapter 14 and Public Park usage Chapter 54. F. LIABILITY 1. The permittee shall be liable for any damages to the Athletic Fields and associated facilities or to any contents owned by the City during the period of use, whether such damage is caused by permittee or its agents, servants or employees, or by any invitees, permittees, or trespassers. 2. The City of Lewiston shall not be liable for any damage or loss to any property of the permittee or any other person from any cause whatsoever while said property is located on the premises for storage or for any other purpose, nor shall the City be liable for any injuries resulting from the use of the Athletic Fields. 3. The permittee agrees to defend, indemnify, and hold harmless the City of Lewiston, its departments and their representatives, officers, agents or employees from and against all claims of any nature whatsoever for damages, including damages or loss to personal property, personal injuries, and death resulting from the use of the Athletic Fields in connection with the event for which the permit is granted. However, nothing contained herein shall be construed as rendering the permittee liable for acts of the City of Lewiston, its Departments, or their agents or employees. 4. Permittee shall provide certificates of insurance including: comprehensive general liability insurance with minimum limits of liability for bodily injury in the amount of $1,000,000 for each occurrence and minimum limits of liability for property damage in the amount of $1,000,000 for each occurrence. The City shall be named additionally insured under the policy. Additional coverage may be requested when deemed necessary due to the risks posed by the permitted activity. G. MISCELLANEOUS 1. The consumption of alcoholic beverages by players or spectators on City-owned or leased property is illegal. Any infraction of this law could result in the cancellation of the particular activity or game being played, and if necessary, the remaining games. Players, spectators, tournament directors, coaches, captains, etc., may be banned permanently depending upon severity of the infraction. ---PAGE BREAK--- ATHLETIC FIELD USE POLICY 5 Updated 7/15/2025 2. Leagues, all schools, booster clubs, organizations and the general public who utilize the athletic fields will be responsible for the conditions of the fields they use. Debris must be picked up and placed in the appropriate trash receptacles. Failure to clean the fields (after games, practice, etc.) will result in a per-hour clean-up fee at the existing overtime rate. Organizations using any equipment belonging to the Recreation Department or Lewiston Public Schools shall be responsible for cost of repair and/or replacement if necessary. 3. Scheduled time for teams will be strictly enforced. Permittees will include set up and breakdown times when completing an athletic field use request. Because of field time constraints, teams will not be allowed to start early or finish late unless authorized. 4. The Recreation Department reserves the right to accept or reject any request for field use. Rejected field use requests may be referred to the Field Use Review Board. 5. The Lewiston Public Works and the Recreation Department reserves the right to cancel or postpone any scheduled games, events, and/or practices due to field conditions and/or priority schedules. 6. Charges for all materials, vehicles, and labor will be conducted as described in the Lewiston School Department and City of Lewiston Field Use Agreement. Written agreements will be established for work conducted by the City of Lewiston Public Works Department for private schools and nonprofit organizations if a Memorandum of Understanding, Memorandum of Agreement or Lease is not in place. 7. No person, group, or association shall be excluded from use of a City athletic field because of race, color, creed, gender, sexual orientation, age, disability, intellectual ability or national origin. No organization which discriminates on the basis of race, color, creed, gender, sexual orientation, age, disability, intellectual ability or national origin shall be authorized use of any City athletic field. 8. There is no smoking on any City or School property. City Code Sec. 54-10. 9. Animals are allowed at Ron Morin Memorial Fields up until 30 minutes before a scheduled game or activity. There are no animals, with the exception of service animals, allowed on all other City Athletic Fields. City Code Sec. 14-47. H. FIELD USE REVIEW COMMITTEE The City of Lewiston is concerned that the athletic fields be used for the proper purposes and in a manner consistent with the public interest. The Director of the Recreation Department may forward any application to the Committee for further review. Applicants may also appeal determinations made by the Recreation Department to the Committee. The Committee shall be comprised of the following members: 1. City Administration 2. Public Works Director or designee 3. Lewiston Superintendent of Schools or designee 4. Director of the Recreation Director or designee 5. Lewiston High School Athletic Director or designee 6. Lewiston Middle School Athletic Director or designee ---PAGE BREAK--- ATHLETIC FIELD USE POLICY 6 Updated 7/15/2025 Proposed uses for which the Recreation Director may require approval by the Committee and/or City Council include, but are not limited to: 1. Entertainment events (concerts, live performances, circuses); 2. Events which require a state or municipal license or permit; 3. Events which impose age restrictions for admission; 4. Events to which the general public is invited; 5. Events or organizations which request free use of the facility. If an item is forwarded to the Committee for approval, the Committee shall, within five days, either approve, approve conditionally, or disapprove it. The Committee shall report its decision to the Recreation Director, who shall then inform the applicant. In reviewing any application which comes before the Committee or the Recreation Director, the following may be considered: 1. Time of day event is to be held; 2. Number of days event is to be held; 3. Number of people expected to attend; 4. Age of people admitted or expected to attend; 5. Purpose of event, i.e. fund raising, profit making, etc.; 6. Whether the event is appropriate for a publicly-owned and managed facility; 7. Whether the use may disturb the peace or cause excessive traffic congestion; 8. Whether the use is likely to burden the fire or police departments; 9. Whether the use may adversely affect the facility or neighboring property. Should an application be conditionally approved, the following conditions may be imposed: 1. A requirement that the applicant provide adequate security for the event (depending on type of event, number of people expected, etc.); 2. A requirement that the applicant post a security deposit in the form of a bank check or cash in case of damage to city property or costs incurred by the city as a result of breach of the agreement; 3. A requirement that the applicant post a fee to defray additional public costs, which may include, but are not limited to: a. Police: traffic direction or protection; b. Municipal inspection of special electrical equipment needed for events; c. Cleaning: events which result in excessive debris from event or attendees; d. Code: presence during event to ensure City Ordinances are enforced. 4. A requirement that the applicant provide insurance. The Committee may also suspend or restrict a permitee’s use of fields and facilities for up to one year for non-payment of fees or charges or abuse of facilities. When an event requires ---PAGE BREAK--- ATHLETIC FIELD USE POLICY 7 Updated 7/15/2025 additional custodial and cleaning services, and/or repairs to the facility attributed to the event permittee or its agents, servants or employees, or by any invitees, permittees, or trespassers, the permittee has 30 business days to make payment to the City of Lewiston for such additional services or repairs. Appendix A Athletic Field Use Fee Schedule Franklin Pasture Complex Per Field Per Hour With Lights All other Athletic Facilities Per Field Per Hour Government & Lewiston Public Schools Exempt Exempt Government & Lewiston Public Schools Exempt Lewiston Non-Profit Practice $45 $115 Lewiston Non-Profit Practice $0 Lewiston Non-Profit Game $45 $165 Lewiston Non-Profit Game $20 Non-Profit/School $85 $165 Non-Profit/School $30 Commercial $165 $255 Commercial $60 Additional fees may apply: $50 Application Fee, $20 per hour Facility Monitor Fee, $50 for Facility Cleaning