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HomeMy WebLinkAboutCUL 120-001 Sports Field AllocationCdy ,f DICKERING Procedure Procedure Title: Sports Field Allocation Procedure Number CUL 120-001 Reference Access to Recreation Policy CUL 120 Resolution #387-18 Date Originated (m/d/y) January 15, 2018 Date Revised (m/d/y) Pages 17 Approval: Chief A. inistratjve Officer Point of Contact Director, Community Services Procedure Objective The City of Pickering is committed to providing opportunities for all residents to enjoy a healthy lifestyle through a variety of municipal programs and facilities that encourage physical participation and community engagement. The City of Pickering's Community Services Department staff are responsible for managing the allocation and distribution of sports fields on a yearly basis to reflect population, registration, utilization and participation patterns. The City's Facility Booking Office is responsible for implementation of the policies outlined herein. The intent of this procedure is to establish guidelines for the allocation and management of sports fields: • To establish the process for allocating, distributing and administering use of outdoor sports fields that provides staff with the tools to make fair, equitable, transparent and consistent facility allocation decisions; • To outline the category of users and their priority order for the allocation of sports fields; • To ensure City by-laws, health and safety requirements, rental permits conditions, and regulations are followed by the public use of sports fields, and; • To outline the sports field allocation process, timing and general and specific principles so that user groups can plan their seasons accordingly; • Establish uniform criteria and procedures for the permitting of sports fields; • Facilitate scheduling that will support proper and sufficient maintenance and repair of fields; and • Balance the needs of Permit Holders. Index 01 Definitions 02 Procedures 03 Booking and Communications for Permit Holders 04 Opening and Closing Permitting Dates 05 Supply of Time for Permits 06 Tournaments 07 Field Maintenance and Regeneration 08 Code of Conduct 09 Concessions 10 Parking and Traffic 11 Lit Fields 12 Keys 13 Procedure Review and Update Appendices Appendix A Seasonal/Casual Sports Field Rental Application Appendix B Tournament Sports Field Rental Application Appendix C Dates to Remember Appendix D Field Allocation Standards of Play 01 Definitions 01.01 City - the Corporation of the City of Pickering. 01.02 Booking Clerk — a City position that is responsible for booking and coordinating sports field permits. 01.03 Allocation — the City's sole right to issue permits to users for access to sports field permits subject to the procedure. Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 2 of 17 01.04 Not for Profit Minor Associations, Organizations or Groups — provide recreation/sport services, programs and opportunities for residents under the age of 19 which support the principle of community building and active living. Volunteer trustees or a board of director governs the organization and there is no personal financial gain for members, trustees or directors. Any excess of revenues over expenditures are turned back into the organization and funds can only be used for promoting its organizational purpose. Organizations must have financial statements made available to the City upon request and must be affiliated with a responsible regional, provincial or national organization within its programming field. 01.05 Not for Profit Adult Associations, Organizations or Groups — provide recreation/sport services, programs and opportunities for residents 19 years of age and older which support the principle of community building and active living. Volunteer trustees or a board of director governs the organization and there is no personal financial gain for members, trustees or directors. Any excess of revenues over expenditures are turned back into the organization and funds can only be used for promoting its organizational purpose. Organizations must provide financial statements to the City upon request and must be affiliated with a responsible regional, provincial or national organization within its programming field. 01.06 Commercial Group — organizations or individuals that use sports field rental time generating, or with the intent to generate, positive net income (profit) and/or do not meet the definition of Not for Profit Minor/Adult Associations, Organizations or Groups. 01.07 Seasonal Permit — a 16 to 20 week permit for a minimum two hour booking per week. In order to a book a seasonal permit, the entire 16 to 20 week period must be booked and failure to do so will result in a casual permit and will not be considered until all seasonal permits are finalized. 01.08 Casual Permit — a booking based on availability of fields after the seasonal bookings have been completed, for less than 16 to 20 weeks or less than two hours per week. 01.09 Permit — the document containing terms and conditions for exclusive use of sports fields and parks. The permit specifies the dates and hours of use as well as any applicable fees, mailing and contact information for the user and/or the association. 01.10 Residency — Residents are people who live in, own property in or own or operate a business in the City of Pickering. Residency can be verified through, for example, a current utility bill, assessment notice or telephone bill with a current address. Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 3 of 17 02 Procedures 02.01 How to Apply for a Permit: To check the availability of a sports fields, contact the facility booking office between 8:30 am and 8:00 pm, Monday to Friday at 905.683.6582. Applications for casual permits will not be considered until seasonal user needs have been satisfied. Interested parties must complete the Sports Field Permit Application Form. Please note there are two applications available: a) Seasonal/Casual Sports Field Rental Application at: pickering.ca/seasonalapplication b) Tournament Sports Field Rental Application at: pickering.ca/tournamentapplication The application forms can be found at pickering.ca/facilitybooking or will be emailed to you upon request by calling 905.683.6582 extension 3293. Forward your completed application to the Booking Office, by email to: facilitybooking@pickering.ca or by fax to: 905.831.4181. Forward any additional information as outlined in section 02.04 to the Booking Clerk within 2 business days of application submission by mail or in person to 1867 Valley Farm Road, Pickering, ON L1V 3Y7. 02.02 Permits — Due Dates: Tournament applications will be due at the annual Sport Field User Meeting held the last Saturday in November. All Seasonal and Casual permit applications must be received by the City of Pickering no later than the third Monday of January of the current booking period. Associations and/or leagues who may not have finalized their league schedule, due to dependency on scheduling by governing leagues/bodies, must submit an anticipated schedule no later than the third Monday in January. This will allow the sports field booking staff to commence the development of the sports field master schedule by the beginning of February. Every effort will be made to accommodate any required changes. Any applications received after the due dates will be treated as a new application and will not be considered until seasonal permits are prepared. 02.03 Permit Fees: All user fees, equipment and service fees are subject to the City's User Fees and Charges By-law which are approved annually by Council. Procedure: Sports Field Allocation Page 4 of 17 Procedure Number: CUL 120-001 02.04 Permits — Terms and Conditions: The City may attach such terms and conditions to a permit as deemed necessary to ensure public safety, protect City property or maintain the enjoyment of the park for the public, which shall include: • permitted use; • fee; • time and date of permitted use; • location of permitted use; and • identification of Permit Holder individual, association or corporation. No permit shall be issued without the applicant agreeing to the terms and conditions of all applicable policies of the City and insurance documentation. Permits issued to a Permit Holder may be revoked by the City, if in the sole opinion of the City, the Permit Holder fails to comply with the requirements of the permit or any other reasons that the City deems appropriate. Payment for all permits must be received in advance of the start of the booking(s). If a permit has bookings over multiple months, payment plans are available. Payments are due on the first of each month for the upcoming weeks of use. Tournaments must be paid 30 days prior to the event date. Payments can be made online, cash, cheque, Visa or MasterCard. In the event that there is an outstanding balance, rental privileges will be suspended untilthe account(s) have been paid in full. 02.05 Permits — Additional Information Required: Before the final permit is issued the following information must be submitted: • contact names, including two email addresses; • insurance certificate: minimum $2,000,000 of commercial general liability coverage, naming the City of Pickering as additionally insured; and • security Deposit, if applicable. When demand exceeds supply, registration data is required upon request to the City's Booking Clerk. If required, data must include the following information: • total number of players per age group (see Appendix D); • surname; Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 5 of 17 ® year of birth; and ® street name and municipality. The City requires each organization to post or distribute a Privacy. Commissioner approved `Notice of Collection' prominently at each registration session, whether online or in person. Further, if registration is taken over the phone, the organization must ensure that each participant or parent/guardian is aware of this notice before registration is finalized. Failure to provide any required information before the due date will result in an automatic rejection. 02.06 Permit Refunds: Refunds will be considered and pro -rated if applicable during poor field conditions or when rescheduling is not possible. The Permit Holder must submit a request for refund within seven days of the date of the event in writing or by email. 02.07 Client Priority Criteria: Where demand for fields exceed available facilities, the applicant's priority level and total number of resident participants will be factors considered for their time allocation. The City recognizes the tax based contribution provided by its residents toward the development and operation of recreation and sports facilities that residents will have priority over non-residents in the allocation of field time. Parks and fields will be allocated according to the following client priority levels: 1. City of Pickering Programs — includes special events and programs. 2. Not for Profit Minor Associations, Organizations and Groups, actual number of City of Pickering residents will be considered. 3. Not for Profit Adult Associations, Organizations and Groups, actual number of City of Pickering residents will be considered. 4. Boards of Education — LOSSA, high school and elementary school use. 5. Occasional and Commercial Users. Parks and fields will also be allocated by the following programming priority types of program/play: 1. Tournaments, special events, provincial or higher championships. Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 6 of 17 2. Sanctioned provincial or higher championships or event. 3. Sanctioned tournaments and events. 4. League or seasonal play. 5. Invitational, open and charity tournaments and events. 6. Occasional play, practices, exhibition games. 7. Revenue producing programs offered by clients. Historical sports field usage distribution patterns from the prior year will be used as a baseline for future allocation. Consideration will also be given to the previous year's permit holder for the same sport field times 02.08 Weighting: The City of Pickering recognizes that sports field time needs may vary with age, skill levels and type of use. When demands exceeds available space, weighting factors will be employed in the allocation process. The weighting factors used for leagues are calculated based on age, number of resident players per team. Demand for field time by user groups will be calculated by considering the actual current demand (as demonstrated by the previous season's registration of City of Pickering residents) and by applying where available, the playing standards from a sport's governing body (see Appendix D for Standards of Play). Weighting Factor = Sports field hours per week # of Pickering players divided by # of players per team = # of teams X hourly allocation per age group (as per standards of play model) equals weekly hourly allocation Example: Softball/Baseball Groups Available hrs/wk: 620 Players Players # of Hours/ Allocation ( Residents) Per team Teams Week (Hrs/week) U6 500 13 38 2.5 95 7-13 yrs 500 13 38 5 190 14 -18 yrs 500 14 35 7 245 Adults 500 15 33 2.5 82.50 Total hours/week allocated 612.5 The Booking Clerk will apply the supplied registration data to the "Standards of Play" formula above which will determine the total number of weekly hours each organization is entitled to and the distribution of Procedure: Sports Field Allocation. Procedure Number: CUL 120-001 Page 7 of 17 those hours to different age and skill level groupings. The Booking Clerk will communicate total hours of entitlement to the organization shortly after the registration data has been reviewed and applied to the Standards of Play 02.09 Permits for new Organization/Emerging Permit Holders: When reasonable and feasible the City will recognize new Permit Holders or emerging sport and will allocate field time to establish programs and services. Recognition and allocation will occur once the conditions and criteria of this procedure are met and if exiting users will not be adversely affected. The City will use unallocated time first to meet the needs of a new applicant and will work with exiting Permit Holders to explore potential reallocation of their hours. New users cannot bump residential historical users. 03 Booking and Communications for Permit Holders Communication is a vital component of the booking and allocation process. To foster this communication the City will facilitate an annual meeting with user groups to review, define or confirm field open and close dates, hours of operation, field uses, amenities, classifications and restrictions, planned closures, special operating hours and capacity calculations and field allocation. Also, other issues will be discussed such as administration, field maintenance, the use and care of adjoining buildings and possible capital projects for which input from the user groups will be encouraged. Notes and action items will be recorded and distributed. This meeting will be scheduled each year in November. To improve efficiency and record keeping, all formal bookings and inquiries will be done electronically. User groups are asked to list two email addresses to which they prefer to receive communications from the City. 03.01 Cancellation Policy for Permits: In the event that a Permit Holder cancels a booking for which user fees have been levied, a full refund/credit will be granted, provided the City receives 30 days' advance notice or if the City is able to re -sell the said allocation with no loss of revenue. The City reserves the right to cancel any time for the purpose of repairs to the fields or structures located within a park or for any reason it deems necessary. In the event of such cancellation, the affected Permit Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 8 of 17 Holder(s) will be provided as much notice as possible and applicable fees will be refunded. The City reserves the right to cancel the permit if any Permit Holder or individual members of the user group violate any prohibited activity as established by the municipality or by the provincial or federal government. No fees will be refunded under these circumstances. If fields are not being used as requested permits may be revoked. Permit Holders not using fields as stated on the permit may lose allocation consideration for future allocations. Any Permit Holder that has been allocated space and does not intend to use it regularly shall notify the City so time may be reallocated or otherwise used to its maximum. 03.02 Security Deposits for Permits: A refundable security deposit (as per the current City's User Fees and Charges Bylaw) will be required the first week of May by all seasonal users and may be required by other users. Security deposit fees will be based upon participation rates and activity and will range from $200 to $500 per association, payable the first week of May. The security deposit must be paid before the permit will be issued by the City. If the field is left clean, undamaged and the Permit Holder does not exceed approved time or conduct activities that have not been approved, the deposit will be returned at the end of the permit. Should groups be witnessed by City staff, or proven by other means to be in breach of the terms and conditions of their rental agreement or the Sports Field Allocation Procedure, the deposit or partial deposit may not be returned. Refunds may take up to 30 days to process. 03.03 Permit Changes: Amendments: It is recognized that last minute changes to the use of a field may occur under rare, infrequent or unforeseen circumstances, however, the City must be notified of these changes within seven days of the occurrence. After a season commences, an administration fee will be charged for any permit amendments, this does not include changes made due to cancellation. Subleasing: No Permit Holder shall transfer, trade or sub -lease permit rights granted by the City. Such assignments are strictly prohibited and may lead to the cancellation of permits and future allocations. Field Use: Changing the intended use or users of the field (i.e., practice becomes a game or team A replaces team B) within a single Permit Holder's permit is acceptable upon advance written notifications, including Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 9 of 17 amended schedules, to the City no later than two business days before the occurrence. 04 Opening and Closing Permitting Dates Annual open and close dates are subject to the discretion of the City and will be finalized each year on Monday of the last week of April. Open and close dates will be determined on a field by field basis and by applying the criteria outlined in this document. Generally, the following dates will act as guidelines for the opening and closing dates for fields but is subject to conditions outlined in this procedure. • Ball diamonds will open for play the first Monday in May and close the last Sunday in September. • Soccer and Football fields will be open for play the third Monday of May and close by the last Sunday in September. ® Turf fields will open the first of April and close by the third Sunday of November. 05 Supply of Time for Permits Allocation procedures for the supply of field time will be determined by the total number of weekly hours each Permit Holder is entitled to and the distribution of those hours to different age and skill levels. If more hours are needed beyond what is available, then each Permit Holder must justify this need in writing well in advance of the seasonal application deadline in January. Requests will be satisfied pending availability and demand. Demand for field time by the Permit Holders will take into account the client priority level of the Permit Holder. Permits will be issued for field use based on the overall condition of the field and the ability of the field to withstand the impact of the related sport. The City, at its discretion, may prioritize the use of fields for games over practices. The City reserves the right to reassign fields annually as required. Once time has been allocated by the City, each Permit Holder is responsible to distribute its allocation amongst its various subgroups in accordance with established rules of its organization and in keeping with the principles of this procedure. Seasonal user status will provide existing clients (clients prior to the 2017-2018 season) with access to historical sports field time. Where the group has had the same day/hour/sports field for two or more seasons from the current year, The City of Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 10 of 17 Pickering will endeavor to provide them with the same or similar day, time and location. 06 Tournaments All general rules and reservations procedures as specified in this procedure are applicable during tournaments. With some exceptions tournaments generally occur on weekends. Staff will allocate and restrict tournament play primarily to weekends except for championships, national or international tournaments. Seasonal Permit Holders may be impacted and will be advised of any potential exceptions at the time their permit is issued. Field allocations for tournament are dependent upon available resources, and may be modified to provide required resourcesfor regular season games. All tournament booking are to be made in writing to the City prior to the allocation of Seasonal/Casual Permits. Tournaments are not permitted on fields until mid-May. A Tournament Sports Field Rental Application must be submitted no later than last Saturday of November for all tournaments to be conducted in the upcoming calendar year. All tournament permits and related tournament fees must be paid in full within 30 business days prior to the event. If payment is not received within this time period then the applicant is in jeopardy of losing their booking. 07 Field Maintenance and Regeneration It is the responsibility of the Permit Holder to provide schedules for each of the fields that they are allocated so that appropriate maintenance can be performed. Schedules are due by the end of March. If no schedules are provided, the City may discontinue maintenance of these fields. Grass mowing is performed once a week, inclement weather may alter mowing schedules. The City will attempt to be flexible in accommodating Permit Holders but ultimately the health and safety of the user and the condition and playability of the fields takes priority. This may require the closure of fields, denial of use and/or suggested alternate sites. Field(s) may be closed at the discretion of the City. Closures will be kept to a minimum when conditions remain playable. Priority is given to maintenance needs and rest and regeneration period for all fields. The City may close all or part of a park for any of the following reasons: Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 11 of 17 ® City engages in work involving any of the fields or park; and ® When the health and safety of participants is threatened due to impending conditions, including, but not limited to rain, poor surface conditions, damage to fields. City fields will be closed between October 1 and April 30 for softball/baseball fields, soccer/football fields in order to allow fields to rest, especially during the wettest time of year. when the most damage can occur. This also gives City staff the opportunity to complete routine maintenance to all fields, undertake repairs, improvements and renovations for selected sites on an annual rotating basis. Should the use of specific ball diamond(s) or soccer/football field(s) be required after the above specified dates, a written request must be submitted to the City before September 1 to be given consideration. Decisions on field use after field closure dates will depend on the established fall maintenance schedule and field conditions at that time. Requests to modify or improve any City fields will be submitted to the City in writing for review and if approved by City staff, will be submitted to Council for consideration. City staff will review field conditions and will be communicated to Permit Holders annually. 07.01 Inclement Weather/Poor Field Conditions: The City reserves the right to cancel or suspend permits for games, practices or other uses whenever field conditions could result in damage to the fields or injury to players. Permits may be cancelled when the health and safety of participants are threatened due to impending conditions, including, but not limited to rain, or poor field conditions. The Supervisor, Parks Operations, shall have the authority to close any or all fields whenever weather or field conditions dictate. During inclement weather City staff will assess the playability of City fields to determine if use will occur. City staff shall inspect five benchmark locations to determine the status of fields within the City. The benchmark locations to be used are Kinsmen Park, Dunmoore Park, Brockridge Park, Diana, Princess of Wales Park and Beverley Morgan Park. When three or more benchmark locations are deemed unplayable by category (soccer/football or baseball/softball) fields will be closed. Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 12 of 17 Assessment results will be emailed to user groups upon release. During inclement weather, it is the responsibility of the Permit Holders to check the email accounts provided on their application before every game or by checking service disruption notices on the City's website at pickering.ca. Automated service disruption notifications are also broadcast on the City's free app - Ping Street at pickering.ca/pingstreet. Permit Holders cannot play on fields that have been closed. If play does take place the City may bill the user for damages. During periods of shifting, adverse weather conditions where fields remain open, referees and team officials will be responsible for pre -game inspections to determine field safety and potential surface damage. If fields are judged to be unfit based on the foregoing criteria, the game should not be played. Failure to comply with these conditions may result in an administrative penalty (forfeiting of all or some of security deposit). The Permit Holder will be responsible for all damages to the field. Only authorized City staff can re -open a previously closed field. 07.02 Unplayable Criteria — Determined by the Permit Holder: Whenever inclement weather occurs, the Permit Holders must evaluate the field conditions using the following criteria. If any of this criteria is met, then the fields are not to be used as it is considered unplayable: ® The presence of standing water/puddles; ® Water sponges up around your feet when you walk on the field; and ® If the games begin and the conditions deteriorate so that the field is being damaged, the game must be stopped. 08 Code of Conduct As a responsible user of the City's fields, all leagues/teams/individuals are expected to comply with the City's Zero Tolerance Policy ADM200 and to follow these guidelines: 1. The consumption of alcohol is not permitted in any park or on any field unless authorized. This includes adjacent facilities and parking areas. 2. Players, coaches and team supporters must be courteous and respectful to the residents, other park users, caretakers, City staff and other agencies at all times. Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 13 of 17 3. Designated washroom facilities must be used at all times. 4. Change clothing in public washrooms and change rooms only. 5. Obey all traffic signage, regulations, by-laws and conditions. 6. Pick-up and remove all litter generated while using the park and deposit same in receptacles provided for such purpose. 7 Respect and protect public and private property. 8. Permit holders shall conduct their activities in a manner that is compliant with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) and fosters diversity, inclusion and accessibility. 9. Obey City By-laws and Provincial or Federal Act and related regulations. 10. Lighting of a field and ball diamond is permitted until 11:00 pm. Written authorization from the City is required for use beyond 11:00 pm. 11. Field access is limited to your assigned allocation times as noted on the field permit. Permit Holders are allowed onto their assigned area at their permit start time. All Permit Holders must leave the area by the end time of their permit. No field shall be used for any purpose other than as designated on the permit. 12. The Permit Holder will not allow any person, group or organization not named on the permit to use or occupy the field. 13. No person shall sell any refreshments or any article, thing or service for a fee in any park unless authorized by the City. 14. Ensure that approval is obtained from the City before erecting any signs, banners, pennants and that they do not deface public property. 15. Use good judgement and follow procedures in Section 07.01 when assessing field conditions and do not use them when conditions are such that said use is likely to cause injury to participants or result in damage to playing surface. Amplified sound is not permitted on any field, unless authorized by the City and must be noted on the permit. Use of artificial noisemakers, horns, rattles, bells or whistles by spectators is prohibited. 08.01 Loss of Privileges: The following loss of privileges may apply for any permit infraction including but not limited to: Procedure: Sports Field Allocation Page 14 of 17 Procedure Number: CUL 120-001 • Revocation of permit; • Loss of field time; • Refusal of future applications; • Increase to amount of security deposit. Loss of privileges for any infraction of this procedure will consider: • The circumstances and severity of the infraction, the damage to the field and the effect to the other users of the field; • The general previous conduct and cooperation of the Permit Holder at City facilities as documented in City files; • Previous infractions by the Permit Holder as documented in City files; • The level of cooperation and understanding by the Permit Holder in resolving the issues around the infraction. Discipline may range from, but not excluded to, verbal warnings, cost of repair to the field and/or loss of field use. It is understood a number of discipline measures can beused in combination with each other and discipline measures will generally be progressive in nature. A refundable security deposit will be posted by each Permit Holder. The security deposit will be drawn upon if it is determined by the City that a Permit Holder has violated this procedure or caused damage to a field or if the Permit Holder has an outstanding or unpaid balance of user fees. Refund of security deposits will be processed at the end of the season/tournament. Security deposits will be returned to the original credit card used or will be refunded by cheque for payments made by cash, cheque or debit and can take up to six weeks. When a Permit Holder is found to have played on a field that is officially closed; sub -leased a field without permission; or played on a field not permitted to their association, they could forfeit the right to play on a City field for the remainder of the season (tournaments and play-offs included). In addition, any repair costs associated with the infraction will be levied against the offending Permit Holder(s). No one is allowed to play on a field or in proximity to one that would cause one to walk on the surface of a playing field in the form of a practice without a permit. No permit, no play, no practice. This would include the fouling of end zones while using the goal posts in reverse to facilitate a Procedure: Sports Field Allocation Page 15 of 17 Procedure Number: CUL 120-001 practice off the field. Violations in this regard may be subject to a fine per person participating. Any Permit Holder assessed a loss of privileges under this section must under this section remit all fines/damages repairs costs within 60 days. Failure to meet this obligation may result in further action. A permit amendment fee, as per Council approved City User Fees and Charges By-law, will be charged for changes made to any permit. Leagues schedules — the City requires this information in order to efficiently schedule maintenance and staff and field preparation, maintenance and regeneration and reserves the right to format the schedule. Failure to provide schedules could result in discontinuation of field maintenance and the cancellation of all or some of the permit for the remainder of the season. Seasonal schedules and team rosters are due by the last week of March, excluding field time allotted for try -outs. 09 Concessions Permit Holders must receive permission to provide any level of vendor or concession services on all City property. All requests must be made in writing and allow for the sufficient processing of such requests. The granting of permission to sell or distribute products and services will be respectful of existing concessions contractual obligations and be contingent upon meeting all additional requirements as specified by the City. 10 Parking and Traffic Permit Holders must inform their participants and spectators to park in parking lots and public parking areas. If needed, Permit Holders should post directional signs to assist participants and spectators to appropriate parking areas. No vehicles are allowed on City fields or property other than parking lots without written permission from the City. 11 Lit Fields At all fields where lights are available, with the exception of Kinsmen Park, Permit Holders are required to turn the lights on and off. For energy conservation and respect for neighbours, Permit Holders are required to turn off the field lights at the conclusion of their game. Lights that are on timers are set to be activated 1/2 hour prior to dusk and turn off no later than 11:10 pm. All participants are required to vacate lit fields by 11:00 pm. Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 16 of 17 12 Keys Keys may be required for access to some field locations, light switch boxes and washroom/change rooms. Keys are to be obtained from the booking office at least one week prior to the start date of the season and returned within 30 days of the completion date of the permit or the security deposit will be forfeited. 13 Procedure Review and Update This procedure will be reviewed on an annual basis, initiated by the Facility Booking Office. The Facility Booking Office has the authority to adjust procedural items related to timing, process, etc., as appropriate and to respond to overarching Council policy related to revenue achievement and strategic business approaches. Appendices Appendix A Seasonal/Casual Sports Field Rental Application Appendix B Tournament Sports Field Rental Application Appendix C Dates to Remember Appendix D Field Allocation Standards of Play Procedure: Sports Field Allocation Procedure Number: CUL 120-001 Page 17 of 17 city DICKERING Appendix A Seasonal Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca Please complete the following application as completely as possible and email your completed application using the button below or fax to 905.831.4181. Your request will be reviewed by park booking staff and you will be advised as to the status of.your request by a customer service. representative. Subrit Forni via Email Permit Ho First Name Organization/Title 'Address Street Address Last Name D Not for Profit El Commercial City Telephone (Day) Park Request Information Purpose of Rental Insurance :9P'OPP Group has their own insurance flYes Requesting GameDay Insurance (Arranged through the City of Pickering) flYes Additional Details The City of Pickering requires park permit holders to acquire liability insurance and list the City as a third - party for a minimum of $2,000,000. The City of Pickering must be in possession of this insurance before the permit can be issued. A copy of the insurance must be provided 3 weeks prior to your event start date. EI I have read and understand the terms and conditions of the disclaimers. Pickering Telephone (Cell) Province ON Email Postal Code Field/Diamond/ Picnic Shelter Request • (7)No nNo Permit lake' For seasonal permit requests, please fill out chart on Page 2 of this application. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 1 of 7 ar � PICKERING Seasonal Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca Day of the Week Park/Field/ Diamond Season Dates 'Start End Times of Event . Number of Frequency Start End Participants Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 2 of 7 c44 DICKERING Seasonal Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel, 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca Alex Robertson Park 700 Sandy Beach Road Cricket pitch Large park area Amberlea Park 510 Braeburn Cres Softball diamond (unlit) Hardball diamond (lit) Full-size soccer (unlit) Balsdon Park Liverpool Rd &Krosno Blvd Softball diamond (unlit) Bay Ridges Kinsmen Park 700 Sandy Beach Road South diamond (lit) North diamond (lit) Hydro East diamond (lit) Hydro West diamond (lit) Soccer field 1 & 6 (unlit) Full-size soccer 4 (unlit) Full-size soccer 2 & 3 (lit) Football field .(lit) Turf field (lit) Picnic Shelter Beverley Morgan Park 2155 Liverpool Road Softball diamond (unlit) 4 full-size soccer (unlit) Turf & track (lit) Brock Ridge Park 2030 Brock Road 2 softball, diamonds (unlit) Hardball diamond (lit) Full-size soccer (unlit) / 2 intermediate soccer fields (unlit) Centennial Park 2250 Brock Road Small diamond (unlit) Large diamond (lit) Claremont Park Old Brock Rd. & Acorn Lane Softball diamond (lit) Diana, Princess of Wales Park 1550 Diefenbaker Court Full-size soccer (unlit) 3 mini soccer (unlit) Park Area Don Beer Memorial Park 1800 Highway #7 Hardball diamond (lit) Multi-purpose court Douglas Park Douglas Ave & Fairview Ave Intermediate soccer (unlit) Dunmore Park End of Whites rd. south Softball diamonds #1 & 2 (lit) 3 (unlit) Full-size soccer field (lit) Fairport Beach P.S. 754 Oklahoma Drive Full-size soccer (unlit) Forestbrook Park 1030 Glenanna Road 2 softball diamonds (unlit) Glengrove Park 1934 Glengrove Road Softball diamond (unlit) Full-size soccer (unlit) Mini soccer (unlit) Greenwood Park 3551 Greenwood Road Softball diamond (lit) Jean McPherson Park 1868 Parkside Drive Full-size soccer (unlit) Softball diamond (unlit) Lookout Point Park 555 Stonebridge Lane Softball diamond (unlit) Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here). Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 3 of 7 64 61 DICKERING Seasonal Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca !Par ocations Continue Major Oaks Park 1615 Pepperwood Gate 2 softball diamonds (unlit) Maple Ridge Park 2010 Bushmill Street Intermediate soccer (unlit) Rick Hull Memorial Park Rosebank Road 2 mini soccer fields (unlit) Softball diamond (unlit) Shadybrook Park 1905 Shadybrook Drive 2 intermediate soccer (unlit) Southcott Park (St.Wilfrid School) 2340 Southcott Road Softball diamond (unlit) S.M. Woodsmere Park (Altana Forest P.S.) 591 Rosebank Road Hardball diamond (unlit) St. Mary's Park 1918 Whites Road Full-size soccer (unlit) Full-size track & soccer (unlit) Valleyview Park 1779 Westcreek Drive Softball diamond (unlit) Village East Park 1620 Pickering Pkwy 3 Mini soccer (unlit) Whitevale Park Full-size soccer (unlit) Park Area Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 4 of 7 ate 4 PICKERING Seasonal Sports Held Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking©pickering.ca www.pickering.ca Iselaimer 1) The issuance of a Sports Field permit is entirely at the discretion of the City of Pickering. The City of Pickering reserves the right to cancel any permit temporarily or permanently for any of the following reasons: • The area is required by the City for a special event • Any breach of these rules and regulations • Area not being used for the purpose(s) agreed to in the permit • Inclement weather and/or poor field or playing conditions • Permit fees have not, been paid • Proof of required insurance not provided • Not using designated parking facilities • Driving a motorized vehicle on sports fields or park property • Selling or trading permits with other user groups 2) The facilities named on this permit are to be used only on the date(s) and time(s) specified and only for the purpose(s) named. The permit is not valid unless signed by an authorized city official. 3) The permit is not transferable. 4) Permit holders wishing to cancel or alter their permit must give 30 days written notification as per procedures established by the City of Pickering. 5) The City of Pickering will not be responsible for personal injury or for any loss or theft. In case of injury, an accident/incident report will be provided by the City of Pickering. It must be filled out and immediately delivered to The Pickering Civic Complex, Community Services Departnrient, One The Esplanade, Pickering, Ontario, L1V 6K7. 6) The permit holder, the organization and its members including: anyone attending by invitation, agrees to release, discharge, indemnify and save harmless the City of Pickering and applicable School Board from and against all claims and proceedings, by whomever made or brought, in respect to any cost, losses, damage or injury arising by reason of the use of any rented facilities. 7) The permit holder must pay all damage to facilities and/or furnishings arising from the use of such facilities and/or furnishings granted by this permit. Personal information contained on this form is collected pursuant to the Municipal Freedom of information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 5 of 7 c44 DICKERING Seasonal. Sports Held Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca ;Disclaimers Continued 8) The permit holder must pay applicable fees for extra work provided by the City of Pickering as deemed necessary. 9) All permit holders must comply with Federal, Provincial and Municipal by-laws and regulations including the use of games of chance, lotteries, gambling and serving of food or alcoholic beverages. 10) The permit holder is responsible to ensure that participants and spectators abide by the no smoking prohibitions in effect and to ensure that a person who refuses to comply with the prohibition does not remain in a smoke-free area. The Smoke -Free Ontario Act imposes obligations on proprietors of sporting areas to ensure that the prohibition against smoking is respected. A proprietor includes the owner, operator or person in charge of the place. Failure to comply with this requirement may result in the revocation of the permit. 11) The permit holder'shall be responsible for the conduct and supervision of all persons admitted to the facilities and shall see that all regulations contained in this permit are strictly enforced. 12) All activities must be conducted in an orderly manner. Use of profane language is prohibited. 13) The permit holder must be a person authorized by the organization, and if requested, shall produce such authorization in writing. The permit holder is responsible for payment of any outstanding fees that are due to the City of Pickering under the terms of the permit. If no guarantee can be provided when requested, a permit will not be issued. 14) It is the permit holder's responsibility to inspect sports field prior to use, to establish safe playing grounds. 15) All applications must be received by the City of Pickering no later than the 3rd Monday of January of the current booking period. Associations and/or leagues that may not have finalized their league schedule due to dependency on scheduling by governing leagues/bodies must submit an anticipated schedule no later than 3rd Monday in January. This will allow the sports field booking staff to commence the development of the sports field master schedule by the beginning of February. Every effort will be made to accommodate any required changes as a result of submission of an anticipated schedule. Any applications received after the due dates will be treated as new application and will be considered after seasonal bookings have been reserved. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420,4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 6 of 7 c4 DICKERING • Seasonal Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905,831.9370 facilitybooking@pickering.ca www.pickering.ca Disclaimers Con 16) A City of Pickering representative must be notified of cancellation/rain out dates, 48 hours after the cancellation, to receive credit to their account. Failure to report a cancellation/rain out after the 48-hour period will be deemed invalid for refund. 17) No permit holder shall transfer, trade or sub -lease permit rights granted by the City. Such assignments are strictly prohibited and may lead to the cancellation of permits and future allocations. Pat awe,, The undersigned has read and on behalf of the Licensee agrees to be bound by this Permit/License and the Terms and Conditions contained herein' and attached hereto, and hereby warrants and represents that he/ she executes this Permit/License on behalf of the Licensee and has sufficient power, authority and capacity to bind the Licensee with his/her signature. Authorized Agent Signature Date & Time of Signature On Behalf of the City of Pickering Date of Signature 12018-01-24 15:52:55 Personal, information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected.to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON 1_1V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 7 of 7 cis e>d DICKERING Appendix B Tournament Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca Please complete the following application as completely as possible and email your completed application using the button below or fax to 905.831.4181. Your request will be reviewed by park booking staff and you will be advised as to the status of your request by a customer service representative. Submit Forni via Email Permit Hol First Name Organization/Title Address Street Address Last Name City Telephone (Day) ParkRequest Information Purpose of Rental insurance: Pickering Telephone (Cell) Province On_ El Not for Profit ❑ Commercial ON Email Postal Code Field/Diamond/ Park Area Requested Group has their own insurance Requesting GameDay Insurance (Arranged through the City of Pickering) Additional Details C Yes C' Yes C)No (7)No The City of Pickering requires park permit holders to acquire liability insurance and list the City as a third - party for a minimum of $2,000,000. The City of Pickering must be in possession of this insurance before the permit can be issued. A copy of the insurance must be provided 3 weeks prior to your event start date. ❑ I have read and understand the terms and conditions of the disclaimers. Pet iiia Detail For tournament permit requests, please fill out chart on Page 2 of this application. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575, C R 1101-04/28 Page 1 of 8 c4 DICKERING Tournament Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca Day of the Week Park/Field/ Diamond Tournament Dates Times of Event Number of Frequency Start End Start End Participants Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. C R1101-04/28 Page 2 of 8 Gtp =/ PICKERING Tournament Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.,ca www.pickering.ca !sical Requirements Number of People Attending (Players & Guests) Do you plan to sell food or any other product? If "yes", contact the Park Supervisor for approval. C.,Yes Will you be playing music? Do you plan to sell or serve alcohol? Do you require fencing/barricades? $40+HST (bundle of 5) Do you require extra garbage cans? $40+HST (bundle of 5) Do you require picnic tables? $140+HST (bundle of 5) C.:No C. Yes C' -No CYes C'- No CYes r No C Yes C, No C Yes C., No Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 3 of 8 cdrei DICKERING Tournament Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca Alex Robertson Park 700 Sandy Beach Road Cricket pitch Large park area Amberlea Park 510 Braeburn Cres Softball diamond (unlit) Hardball diamond (lit) Full-size soccer (unlit) Balsdon Park Liverpool Rd &Krosno Blvd Softball diamond (unlit) Bay Ridges Kinsmen Park 700 Sandy Beach Road South diamond (lit) North diamond (lit) Hydro East diamond (lit) Hydro West diamond (lit) Soccer field 1 & 6 (unlit) Full-size soccer 4 (unlit) Full-size soccer 2 & 3 (lit) Football field (lit) Turf field (lit) Picnic Shelter Beverley Morgan Park 2155 Liverpool Road Softball diamond (unlit) '4 full-size soccer (unlit) Turf & track (lit) Brock Ridge Park 2030 Brock Road 2 softball diamonds (unlit) Hardball diamond (lit) Full-size soccer (unlit) / 2 intermediate soccer fields (unlit) Centennial Park 2250 Brock Road Small diamond (unlit) Large diamond (lit) Claremont Park Old Brock Rd. & Acorn Lane Softball diamond (lit) Diana, Princess of Wales Park 1550 Diefenbaker Court Full-size soccer (unlit) 3 mini soccer (unlit) Park Area Don Beer Memorial Park 1800 Highway #7 Hardball diamond (lit) Multi-purpose court Douglas Park Douglas Ave & Fairview Ave Intermediate soccer (unlit) Dunmore Park End of Whites rd. south Softball diamonds #1 & 2 (lit) 3 (unlit) Full-size soccer field (lit) Fairport Beach P.S. 754 Oklahoma Drive Full-size soccer (unlit) Forestbrook Park 1030 Glenanna Road 2 softball diamonds (unlit) Glengrove Park 1934 Glengrove Road Softball diamond (unlit) Full-size soccer (unlit) Mini soccer (unlit) Greenwood Park 3551 Greenwood Road Softball diamond (lit) Jean McPherson Park 1868 Parkside Drive Full-size soccer (unlit) Softball diamond (unlit) Lookout Point Park 555 Stonebridge Lane Softball diamond (unlit) Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 4 of 8 cty,E DICKERING Tournament Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca cocations ontinue Major Oaks Park 1615 Pepperwood Gate 2 softball diamonds (unlit) Maple Ridge Park 2010 Bushmill Street Intermediate soccer (unlit) Rick Hull Memorial Park Rosebank Road 2 mini soccer fields (unlit) Softball diamond (unlit) Shadybrook Park 1905 Shadybrook Drive 2 intermediate soccer (unlit) Southcott Park (St.Wilfrid School) 2340 Southcott Road Softball diamond (unlit) S.M. Woodsmere Park (Altona Forest P.S.) 591 Rosebank Road Hardball diamond (unlit) St. Mary's Park 1918 Whites Road Full-size soccer (unlit) Full-size track & soccer (unlit) Valleyview Park 1779 Westcreek Drive Softball diamond (unlit) Village East Park 1620 Pickering Pkwy 3 Mini soccer (unlit) Whitevale Park Full-size soccer (unlit) Park Area Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 5 of 8 c4obi DICKERING Tournament Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca 1) The issuance of a Sports Field permit is entirely at the discretion of the City of Pickering. The City of Pickering reserves the right to cancel any permit temporarily or permanently for any of the following reasons: • The area is required by the City for a special event • Any breach of these rules and regulations • Area not being used for the purpose(s) agreed to in the permit • Inclement weather and/or poor field or playing conditions • Permit fees have not been paid • Proof of required insurance not provided • Not using designated parking facilities • Driving a motorized vehicle on sports fields or park property • Selling or trading permits with other user groups 2) The facilities named on this permit are to be used only on the date(s) and time(s) specified and only for the purpose(s) named. The permit is not valid unless signed by an authorized city official. 3) The permit is not transferable. 4) Permit holders wishing to cancel or alter their permit must give 30 days written notification as per procedures established by the City of Pickering. 5) The City of Pickering will not be responsible for personal injury or for any loss or theft. In case of injury, an accident/incident report will be provided by the City of Pickering. It must be filled out and immediately delivered to The Pickering Civic Complex, Community Services Department, One The Esplanade,, Pickering, Ontario, L1 V 6K7. 6) The permit holder, the organization and its members including: anyone attending by invitation, agrees to release, discharge, indemnify and save harmless the City of Pickering and applicable School Board from and against all claims and proceedings, by whomever made or brought, in respect to any cost, losses, damage or injury arising by reason of the use of any rented facilities. 7) The permit holder must pay all damage to facilities and/or furnishings arising from the use of such facilities and/or furnishings granted by this permit. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 6 of 8 c44 DICKERING Tournament Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel, 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca 'Sc la►mers 8) The permit holder must pay applicable fees for extra work provided by the City of Pickering as deemed necessary. 9) All permit holders must comply with Federal, Provincial and Municipal by-laws and regulations including the use of games of chance, lotteries, gambling and serving of food or alcoholic beverages. 10) The permit holder is responsible to ensure that participants and spectators abide by the no smoking prohibitions in effect and to ensure that a person who refuses to comply with the prohibition does not remain in a smoke-free area. The Smoke -Free Ontario Act imposes obligations on proprietors of sporting areas to ensure that the prohibition against smoking is respected. A proprietor includes the owner, operator or person in charge of the place. Failure to comply with this requirement may result in the revocation of the permit. 11) The permit holder shall be responsible for the conduct and supervision of all persons admitted to the facilities and shall see that all regulations contained in this permit are strictly enforced. 12) All activities must be conducted in an orderly manner. Use of profane language is prohibited. 13) The permit holder must be a person authorized by the organization, and if requested, shall produce such authorization in writing. The permit holder is responsible for payment of any outstanding fees that are due to the City of Pickering under the terms of the permit. If no guarantee can be provided when requested, a permit will not be issued. 14) It is the permit holder's responsibility to inspect sports field prior to use, to establish safe playing grounds. 15) All applications must be received by the City of Pickering no later than the 3rd Monday of January of the current booking period. Associations and/or leagues that may not have finalized their league schedule due to dependency on scheduling by governing leagues/bodies must submit an anticipated schedule no later than 3rd Monday in January. This will allow the sports field booking staff to commence the development of the sports field master schedule by the beginning of February. Every effort will be made to accommodate any required changes as a result of submission of an anticipated schedule. Any applications received after the due dates will be treated as new application and will be considered after seasonal bookings have been reserved. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade,. Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 7 of 8 P1CKER1NG Tournament Sports Field Rental Application The Corporation of the City of Pickering Community Services Department Tel. 905.420.4623 Fax 905.831.9370 facilitybooking@pickering.ca www.pickering.ca Disclaimers Don 16) A City of Pickering representative must be.notified of cancellation/rain out dates, 48 hours after the cancellation, to receive credit to their account. Failure to report a cancellation/rain out after the 48-hour period will be deemed invalid for refund. 17) No permit holder shall transfer, trade or sub -lease permit rights granted by the City. Such assignments are strictly prohibited and may lead to the cancellation of permits and future allocations. 'ar aiver. The undersigned has read and on behalf of the Licensee agrees to be bound by this Permit/License and the Terms and Conditions contained herein and attached hereto, and hereby warrants and represents that he/ she executes this Permit/License on behalf of the Licensee and has sufficient power, authority and capacity to bind the Licensee with his/her signature. Authorized Agent Signature Date & Time of Signature On Behalf of the City of Pickering Date of Signature 2018-01-24 15:44:21 Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to [insert reason here]. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR1101-04/28 Page 8 of 8 6/ 1CK21\ Appendix C: Dates to Remember Annual Timelines Annual User Group Meeting Last Saturday in November Tournament Sports Field Rental Application due to the City Last Saturday in November (for the following year) Seasonal/Casual Sports Field Rental Applications due to the City Third Monday of January (for that year) City consideration of Casual Sports Field Rental Applications Last Monday of February League Schedules due to the City Last week of March Registration Data upon request Last week of March Insurance Certificates due to the City Second week of April Confirmation by the City of Start Date(s) Last Monday of April 0 Payments: Seasonal Use The first of the month for the upcoming weeks of use Payments: Tournaments 30 days in advance of the tournament Payments: Security Deposit First week of May Tentative start date(s): Turf Fields First Monday of April Tentative start date(s): Softball/Baseball First Monday of May Tentative start date(s): Soccer/Football Third Monday of May Tentative End Date(s): Softball/Baseball Last Sunday of September Tentative End Date(s): Soccer/Football Last Sunday of September Tentative End Date(s): Turf Fields Third Sunday of November PIC Cly (EkiNG Appendix D: Field Allocation Standards of Play Age # of Players Per Team Allocated Hours Per week/team U6 Micro 10 2.5 hours U10 Mini 13 3.5 hours 11-18 16 4hours Adults 20 2 hours Age # of Players Per Team Allocated Hours Per week/team Youth 50 8 hours Adult 50 4. hours - Age # of Players Per team Allocated Hours Per week/team U6 13 2.5 hours 7 to 13 years 13 5 hours 14 to 18 years 14 7 hours Adults 15- 2.5 hours Softball & Slo-Pitch Age # of Players Per team . Allocated Hours Per week/Team U8 10 2.5 hours 8 to 18 years • 145 hours Adults 14 2 hours Player counts must be based on Pickering residents