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Ordinance 1993-09 ORDINANCE NO. f/J --q AN ORDINANCE OF THE CITY OF WYLIE, TEXAS, AMENDING ORDINANCE NO. 91-2, RULES AND REGULATIONS, AMENDING RULES AND REGULATIONS FOR THE OPERATIONS OF THE CITY COMMUNITY PARK FACILITIES AND RECREATION AREAS; PROVIDING FOR THE PARKS AND RECREATION DIRECTOR TO ADMINISTER THESE POLICIES; PROVIDING FOR FUTURE AMENDMENTS; PROVIDING FOR AN EFFECTIVE DATE WHEREAS, rules and regulations related to the operation of city owned and/or operated facilities and recreation areas were established on February 12, 1991, in Ordinance 91-2, and WHEREAS, the City Council finds that said policies require amendment to provide the most efficient administration and effective use of said facilities and recreation areas, and WHEREAS, the City Council finds that the quick resolution of policy related problems is in the best interest of the citizens of Wylie NOW, THEREFORE BE IT ORDAINED by the City Council of the City of Wylie that: SECTION 1. The policies and procedures for the administration and use of City of Wylie Parks and Recreation facilities are hereby amended to reflect the policies and procedures attached hereon as Exhibit IIAII. SECTION 2. That Exhibit IIAII in its entirety is hereby made a part of this ordinance and does hereby reflect the official policies and procedures as approved hereby. SECTION 3. Should any paragraph, sentence, sub-division, clause, phrase or section of this ordinance be adjudged or held to be unconstitutional, illegal or invalid the same shall not affect the validity of this ordinance as a whole or any part or provision thereof, other than the part or parts as declared to be invalid, illegal or unconstitutional. SECTION 4. This ordinance shall take effect immediately from and after its adoption by the City Council as provided in the City Charter. SECTION 5. That all other ordinances and code provisions ln conflict with this ordinance are hereby repealed to the extent of that conflict and all other provisions not in conflict shall remain in full force and effect. DULY PASSED AND APPROVED this the 9th day of February, 1993. APPROVED / (;1/frM-{f 'f(IL~ ATTE ( . CITY OF WYLIE ATHLETIC FIELDS POLICY - COMMUNITY PARK AS ADOPTED BY ORDINANCE 93-9 EXHIBIT "A" This policy is to be administered by the City of Wylie Parks and Recreation Department in regard to the use of outdoor public recreation areas for athletic activities. The purpose of this policy is to serve as a guide for the comprehensive and effective usage of outdoor athletic areas owned, leased, scheduled or otherwise controlled by the City of Wylie Parks and Recreation Department. It is the intent of this policy to provide a basis for establishing the following objectives: 1) A method of communicating the available inventory of allocatable athletic facilities to qualified requestors for usage of such facilities. 2) The implementation of a system of facilities allocation producing results most beneficial to the total City and surrounding communities. SPORTS SEASONS SEASON SPORT Spring Soccer February 1 through 4th weekend in April Spring/Summer Baseball/Softball March 1 through July 31. Weekend play only during August (not all fields may be available) Fall Soccer September 1 through 3rd weekend in November Baseball/Softball September 1 through 3rd weekend in November Football 2nd weekend in September through last weekend in November Winter None 1 ATHLETIC FIELD ALLOCATION Organizations or groups requiring facilities for practice and or league games will submit their request in writing to the City of Wylie Parks and Recreation Department not earlier than 60 days nor later than 30 days prior to the beginning of the Sports Season. The request should address the following: 1) Organization/Group Name 2) Starting and ending dates for practice and league play 3) Participation estimates 4) Estimate of number of teams 5) Estimate of the number of practices and games to be played on a weekly basis by each team in the league Field allocations will be based upon total game units per week as per available facilities in order to maximize use of all facilities. The City of Wylie Parks an Recreation Department will respond to each request with a written approval, denial or a statement of conditions to be met upon acceptance of approval. Final registration estimates and current participant registration figures must be submitted by each approved organization/group two (2) calendar weeks after the start of the specific sport season. If actual registration numbers are more/less than the estimated registration numbers, the City of Wylie Parks and Recreation Department may increase/decrease the organizations/groups field allocations in order to insure an equitable allocation of fields to all organizations/groups. ATHLETIC FIELD RESERVATIONS Athletic fields will be reserved as equitably as possible to accommodate as many organizations/groups as possible. Citizens of Wylie and surrounding communities and area will be given priority. Extra consideration will be given to those who abide the Field Allocation policy as stated above. The use of athletic fields by the general public during non-reserved/non-City maintenance times are on a first come, first serve basis. Reserved fields/City maintenance will take priority over non-scheduled activities. The City of Wylie Parks and Recreation Department will be the final authority as to athletic field reservation use. ATHLETIC FIELD RESERVATION TIME SLOTS Athletic fields will be reserved in one (1) hour increments with the first field usage beginning at 8:00 A.M. and the last ending at 11 :00 P.M., Monday - Thursday; 12:00 midnight, Friday and Saturday. Sunday field usage begins at 12:00 P.M. and ends at 11 :00 P.M. 2 ATHLETIC FIELD RESERVATION USAGE FEE A fee of $2.00 per person, per sport season for organizations/groups will be charged for the use of reserved athletic fields. This fee shall be paid to the City of Wylie Parks and Recreation Department by the responsible organization/group within two (2) weeks after the start of the specific sport season. The total amount of fees due will be based on the current participant registration figures at that time. Any increase in participants after initial payment will result in extra fees being due based on $2.00 per person, per sport season format. A cash receipt shall be issued by the City of Wylie Parks and Recreation Department containing the following: 1) Individual's Name 2) Organization's/Group's Name 3) Team Sport/Sport Season 4) Number of Teams and Participants 5) Amount Paid ATHLETIC FIELD RESERVATION - NON-LIGHTED USE A receipt shall be issued by the City of Wylie Parks and Recreation Department when a reservation is confirmed. This receipt shall show the following: 1) Individual's Name 2) Organization's/Group's Name if Applicable 3) Names of the Team That Will Be Utilizing The Reservation 4) The Day(s), Time(s) and Location(s) of the Reservation A new receipt will be issued in the event the date, time or location of a reservation is changed. ATHLETIC FIELD LIGHT USAGE FEE A fee of $3.00 per hour per field will be charged for reservation in which lights are utilized. Reservation sessions vary through the course of a calendar year to coincide with sunset. The City of Wylie Parks and Recreation Department shall determine the reservation sessions. The following schedule approximates the availability of reservation session: March/April 1-15 5:00 p.m. - 6:00 p.m. 6:00 p.m. - 7:00 p.m. 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 3 March/April 1-15 (cont.) 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11 :00 p.m. 11 :00 p.m. - 12:00 a.m.* Apri I 15-30/May 1-15 6:00 p.m. - 7:00 p.m. 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11 :00 p.m. 11 :00 p.m. - 12:00 a.m.* May 16-31 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11 :00 p.m. 11 :00 p.m. - 12:00 a.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11 :00 p.m. 11 :00 p.m. - 12:00 a.m. * June/July/August September 1 - 15 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11 :00 p.m. 11 :00 p.m. - 12:00 p.m.* September 15-30 6:00 p.m. - 7:00 p.m. 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11 :00 p.m. 11 :00 p.m. - 12:00 p.m. * October/November/December 5:00 p.m. - 6:00 p.m. 6:00 p.m. - 7:00 p.m. 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11 :00 p.m. 11 :00 p.m. - 12:00 p.m.* *See Athletic Field Reservation Time Slots pertaining to the day of week. 4 A cash receipt shall be issued by the City of Wylie Parks and Recreation Department at the time the light fee is paid and the reservation is confirmed. This receipt shall contain the following: 1) Individual's Name 2) Organization's/Group's Name if Applicable Reservation 3) Names of the Teams That Will Be Utilizing the Reservation 4) The Day(s), Time(s) and Location(s) of the Reservation 5) Amount Paid A new receipt will be issued in the event the date, time or location of a reservation is changed. ATHLETIC FIELD RESERVATION FOR TOURNAMENT USE Requests for athletic fields for tournament use shall be made in writing. The City of Wylie Parks and Recreation Department requests thirty (30) days advance notice. The price per field reservation fees are as follows: Friday Night and All of Saturday $100.00 (Includes Light Usage) Friday Night and All of Saturday and Sunday $150.00 (Includes Light Usage) A security deposit of $100.00 per field reserved shall be paid at least fourteen (14) days in advance of the scheduled tournament. The deposit(s) shall be credited towards any monies due for said tournament, with any remaining monies due payable seven (7) days in advance of the scheduled tournament. All monies paid will not be refundable unless a field or fields are not playable due to weather conditions, wet field conditions or for necessary maintenance. If a field or fields are not playable due to said conditions, a refund or credit will be given. The City of Wylie Park and Recreation Department will be the final authority as to athletic field use. A cash receipt shall be issued by the City of Wylie Parks and Recreation Department at the time the fee is paid and the reservation is confirmed. This receipt shall contain the following: 1) Individual's Name 2) Organization's/group's Name 3) Names of the Teams That Will be Utilizing the Reservation 4) The Day(s), Time(s) and Location(s) of the Reservation 5) Amount Paid 5 A new receipt will be issued in the event the date, time or location of a reservation changes. A tournament is defined as team competition separate and distinct from league play involving the payment of an entry fee or additional fees in which to participate. A curfew of 12:00 Midnight shall be imposed on all tournaments utilizing lights, Monday - Thursday; 1 :00 a.m. on Friday and Saturday. A curfew of 11 :00 p.m. shall be imposed on Sundays. MISCELLANEOUS The City of Wylie Parks and Recreation Department will provide homeplate, pitching rubbers, base distance markers on fences and will drag and mark baseball/softball infields for fee paid game/tournaments reservations. Soccer and football fields will be marked for fee paid game reservations. Athletic fields for non-reserved general public use or reserved practices are accepted on an as-is basis. The City of Wylie Parks and Recreation Department requests 24 hours or more notice of a reservation. Requests for athletic fields with less than 24 hours notice will be accommodated if possible. Earlier requests are required for Tournament Use (See Athletic Field Reservation for Tournament Use). A person may cancel a reservation and be issued a credit or refund up to 24 hours prior to the reservation. A credit or refund will be issued with less than 24 hours notice of cancellation if the City of Wylie Parks and Recreation Department is able to rent the athletic field(s) to another party or if field maintenance preparation of the reservation has not started. This paragraph does not apply to Tournament Use. (See Athletic Field Reservation for Tournament Use). Any and all athletic field use may be canceled by the City of Wylie Parks and Recreation Department due to weather conditions, wet field conditions or for necessary maintenance. If a reservation is canceled, a credit or refund will be issued. It will be the responsibility of the Wylie Parks and Recreation Department to determine the playing ability of each field. If fields are not playable due to any or all of the said conditions, this information will be placed on the City of Wylie's Athletic Hotline no later than 4:00 p.m., Monday - Friday. Athletic Field Hotline Number is 442-5354. In the event of said conditions occurring after 4:00 p.m., Monday -Friday or all of Saturday and/or Sunday, games can be called off by league directors, commissioners or the umpires. In the event that play is allowed and significant damage is done to athletic field(s), the responsible person/party who allowed play will be held responsible and sanctions may be imposed. 6 Any and all parties seeking athletic fields for use accept responsibility for the well being and cleanliness of facilities during and after their use. Any and all funds collected by the City of Wylie Parks and Recreation Department will be used primarily for the maintenance and/or upgrading of athletic facilities and the paying of electrical utility bills in regard to athletic field light usage at Community Park. Secondary use of funds collected will be for maintenance and/or upgrading of other facilities at Community Park. All funds collected will be allocated tot he Community Park Fund. 7