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USE OF ATHLETIC FIELDS 1 This policy covers the use of Franklin Athletic Complex - (Main Competition Field, Competition Track, Practice Soccer Field, Baseball/Field Hockey, Softball Practice Field Hockey, and eight Tennis Courts with lights.) Lewiston Athletic Park including baseball and football field, Marcotte Park, Randall Road Softball Complex, Montello Field/Track, Sunnyside Park, McMahon Field, Holy Family Field and Drouin Field. All referred to herein as group one. A. SCHOOL USE Lewiston High School have shall priority at the Franklin Pasture Complex for practices and games. The main field will be reserved strictly for varsity and championship games. All other activity on the Main Field is prohibited unless approved by the Parks and Recreation Department. Physical Ed. and Intramural classes shall have access to the track, tennis courts, practice soccer field, Upper Franklin Softball Field and/or Marcotte Park. The Baseball field and main field shall be off limits for maintenance purposes. Lewiston High School shall have first priority - Monday through Friday, 2:00-6:30 p.m. and on Saturdays when necessary. Sunday events shall have to be approved by the Parks and Recreation Department. 1. For schools utilizing the Franklin Pasture Complex, 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, and to notify the Recreation Director of any schedule changes due to cancellations, deletions, additions, etc.. Changes for use of fields for games cannot be made until such changes are cleared through the Recreation Department Office. 2. Field lining materials used to line fields for scheduled games will be charged to the respective school for the actual costs of materials used, and overtime staff if needed. 3. The athletic director will be required to authorize the Recreation Department, in writing, to line respective fields for scheduled games and practice fields. 4. Should the Recreation Department line a field where a scheduled game has been cancelled or postponed, without receiving ample notice from the athletic director, materials used will still be charged to the school in question. 5. All new 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. 6. All use of fields and tennis courts must be authorized by the Parks and Recreation Department. ---PAGE BREAK--- USE OF ATHLETIC FIELDS 2 7. Keys to the complexes, to include fields, buildings, etc., shall be picked up and returned each season by respective coaches. Coaches are not permitted to keep keys during their off-season. 8. All coaches will meet with a representative of the Parks and Recreation Department before the start of each season to issue keys and review and sign the field use policy. 9. Schools or organizations using equipment belonging to the Parks and Recreation Department shall be responsible for cost of repair and/or replacement if necessary. 10. Use of maintenance and storage buildings and the press box are for authorized personnel only. 11. All Booster Clubs will be responsible for their concession area and clean-up after each event. 12. A department overtime person(s) is required to be on duty during scheduled events. 13. Spring use of fields - No team or group shall be permitted to use any field until the athletic director has received notification from the Parks and Recreation Department. B. PUBLIC USE 1. The Franklin Athletic Complex track, baseball, and practice soccer field will be open for public use, when available, Monday through Sunday from 6:00 a.m. to 10:00 p.m. from April through November (please see group one - school use). 2. The Franklin Athletic Complex Competition Track will be closed for use during School Department and Recreation Department activities that requires use of the main 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 Parks and Recreation Department (8 a.m.- 5 p.m. - Monday through Friday) before using the courts. Reservation hours are Monday through Friday, 6:00 p.m. to 10:30 p.m., and Saturday and Sunday, 8:00 a.m. to 10:30 p.m.. C. NON-PROFIT ORGANIZATIONS It is the Department's policy to ensure that participants 17 years of age and under, belonging to a Lewiston-based, non-profit organization, shall not be assessed the field-use fee for games and practices. However, if there is a request for additional services such as grooming, lining, etc., the present fee schedule for such services shall be charged. (See fee schedule herein) ---PAGE BREAK--- USE OF ATHLETIC FIELDS 3 D. MISCELLANEOUS 1. All other organizations not mentioned in section A through C must make application to the Recreation Department to request field usage and also to negotiate a fee for such usage. 2. 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 game being played, or activity, and if necessary, the remaining games. Players, spectators, tournament directors, coaches, captains, etc., may be banned permanently depending upon severity of the infraction. 3. 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. 4. The Recreation Department has the right to accept or reject any request for field use. 5. 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. The Lessee (sponsoring organization) agrees to defend, indemnify and hold harmless the City of Lewiston, the Lewiston Recreation and Parks Department 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 therefrom, arising out of, connected with or resulting from the Lessee's use of any and all athletic facilities. However, nothing contained herein shall be construed as rendering the Lessee liable for acts of the City of Lewiston, the Lewiston Recreation and Parks Department or their agents or employees. E. SOFTBALL AND DEPARTMENT SPONSORED PROGRAMS (YEAR ROUND) Organized teams or programs sponsored by Lewiston Recreation Department may request a field site for a practice session or game in accordance with the following procedure: 1. A two-hour time slot will be allocated, when possible, for practice sessions or games; 2. Teams will not be granted more than one practice session within any seven-day period; 3. A team scrimmage with a team that has reserved a field for practice will not be charged with a practice session for that particular seven-day period; ---PAGE BREAK--- USE OF ATHLETIC FIELDS 4 4. Reservation slips to use the field for practice, scrimmage or a game, other than regular scheduled league games, must be obtained from the Recreation Department Office. The slips must be in the possession of the team manager or coach at the field site. Reservations can be made by telephone or in person; 5. Any organized Lewiston based teams or groups that wish to reserve Marcotte Park under the lights will be assessed, a field use fee in addition to a light fee, payable no later than 4:30 p.m. on the day of the practice, scrimmage or game. The key to the support building, housing the lighting controls, will be issued when the fee is collected. The key must be returned no later than 9:00 a.m. on the following morning (Monday through Friday). Check is payable to the City of Lewiston; 6. Lights at Marcotte Park will not be turned on until absolutely needed and will not operate beyond 10:30 p.m.; 7. The person responsible for the building key, will be held responsible to SECURE THE BUILDING BEFORE LEAVING THE AREA; 8. The support building will not be left open during games or practice sessions. F. TOURNAMENTS Due to the extensive use of softball fields by city-sponsored men's and women's league games and the current demand for space for team practices and games other than league games, the priority for the use of fields for tournaments shall be as follows: 1. Tournaments sponsored solely by the Lewiston Recreation Department; 2. Tournaments sponsored by a recognized Lewiston based league other than a league under the sponsorship of the Lewiston Recreation Department, such as Pine Tree League, or Men's Senior Baseball League; 3. District or state tournaments involving teams from any Lewiston league; 4. Tournaments sponsored by a local recognized chartered club or organization such as Andy Valley Umpires Association, Elks Club, American Legion, Veterans of Foreign Wars, Police Department, Fire Department, etc.; 5. Tournaments held for the benefit of a recognized local, state or national charitable program such as Muscular Pine Tree Society, Jimmy Fund, United Way, etc.; 6. Any other organization wishing to use City of Lewiston facilities. Tournament directors will have access to bags of lime and a machine for the purpose of laying down new lines where required during the tournament. The machine must be returned in the ---PAGE BREAK--- USE OF ATHLETIC FIELDS 5 morning of the day after completion of the tournament (Monday through Friday). A breakdown of costs from the Recreation Department will be submitted to the tournament director. The breakdown will include machinery, agricultural equipment, supplies, and man hours (if required). The tournament director must have an experienced Athletic Field Maintenance person to care for the ball fields during the tournament. If a ball field is not properly maintained (cleaned and groomed), the existing overtime rate will be charged to the tournament director. Tournament directors or tournament committee will be permitted to operate a concession at their tournament game sites and will be responsible to contact the Lewiston City Clerk's Office at the City Building to obtain the proper permits. Permits must be displayed in a prominent place at all concession sites. All organizations and groups that meet criteria will make application in writing to the Director of Recreation, explaining in full the purpose of the tournament, the organization to be benefitted financially, the tournament director, the number and location of sites required, the number of games to be played, the dates requested for tournament play, field maintenance during the tournament, and fees required. G. FEE SCHEDULE 1. A usage game fee of $24.00 will be charged for all games. 2. Tournaments will be charged a usage fee of $9.00 per game. 3. An additional thirty-five dollars ($35.00) per game for which the lights are utilized at Marcotte Park will be charged for other than regularly scheduled league games sponsored by the Recreation Department. 4. The game fee will include foul lines painted, the infield leveled, screened and chalked before each tournament. 5. Fees paid for a field which is not used, due to circumstances beyond the control of the tournament director, may be refunded at the discretion of the Recreation Department. 6. All fees must be paid by the previous day of the tournament, according to the above listed schedule. H. FIELD USE REVIEW COMMITTEE The City of Lewiston is concerned that the athletic fields be used for the proper purpose and in a manner consistent with the public interest. The Director of Parks and Recreation may forward an application to the Committee for further review. The Committee shall be comprised of the following members: ---PAGE BREAK--- USE OF ATHLETIC FIELDS 6 1. Recreation and Parks Director 2. Two citizens appointed by the City Administrator Proposed uses for which the Director may require approval by the Committee and/or City Council include, but are not limited to: Entertainment events (concerts, live performances, circuses); Events which require a state or municipal license or permit; Events which impose age restrictions for admission; Events to which the general public is invited; 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 Director, who shall then inform the applicant. In approving any application which comes before the Committee or the 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 case of damage to city property or costs are 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 include, but are not limited to: a. Police: traffic direction or protection; b. Municipal inspector of special electrical equipment needed for events; c. Cleaning: events which result in excessive debris from event or attendees; 4. A requirement that the applicant provide insurance. ---PAGE BREAK--- USE OF ATHLETIC FIELDS 7 I have reviewed the policy pertaining to use of athletic fields under the jurisdiction of the Lewiston Department of Recreation, as stated herein, and agree to be bound by its terms. Signed: (Official Representative) ---PAGE BREAK--- CITY OF LEWISTON APPLICATION FOR THE USE OF ATHLETIC FIELDS Complete and return twenty (20) days before event. DATE OF APPLICATION: TOURNAMENT/PROGRAM DIRECTOR: TELEPHONE: ADDRESS: CITY: STATE: TOURNAMENT/PROGRAM NAME: TOURNAMENT/PROGRAM DATES: EVENT TIME: FRIDAY Begin: End: SATURDAY Begin: End: SUNDAY Begin: End: DESCRIPTION OF EVENT: PURPOSE OF EVENT (i.e. fund-raising, profit-making, etc.): ANTICIPATED ATTENDANCE (estimate): ADMISSION FEE/DONATION? YES NO If yes, specify amount: $ SITES REQUESTED: Marcotte (Lights: YES NO @ $35.00/night) LAP Randall (Field: R1 R2 R3 ) Franklin Pasture (Baseball Softball Other ) Holy Family TOTAL NUMBER OF GAMES TO BE PLAYED: ---PAGE BREAK--- FEES AGRICULTURAL AND GROOMING MATERIALS Truck Rental (Includes Maintenance Person) # X $ per hour = $ Field Marker Unit # X $ per day = $ Lime # of bags X $ per bag = $ Rake, shovels and string # of days X $ per day = $ Marcotte lights # of games X $35.00 per game = $ SUBTOTAL = $ TOTAL SITE COST = $ FIELD USE FEE League Games $25.00 per game Tournament Games $10.00 per game # of games X $ per game = $ Other Programs Negotiated Price = $ TOTAL FEES & CHARGES = $ I have reviewed the policy pertaining to use of athletic fields under the jurisdiction of the Lewiston Department of Recreation, and agree to be bound by its terms. Signature of applicant or authorized representative Date T O B E C O M P L E T E D B Y C I T Y Acted on by Director: DATE: Acted on by Field Use Review Committee and/or CITY COUNCIL: DATE: Action taken: Granted Granted with Conditions Denied CONDITIONS IMPOSED: SECURITY: SECURITY DEPOSIT: INSURANCE: ADDITIONAL FEES (state amount and reason): OTHER: DATE: BY: Parks and Recreation Director FEE PAID: RECEIPT DATE: BY: