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HomeMy WebLinkAboutNS Facility Use Policies and Procedures - Smith Middle School Soccer Field C~RRBORO ~~Gt'f!dtit]t1 dtlt~ ~'dC~C5 Qe(~drttt'ieCtt ~ `~ 1_-~ ((~~ ii RESERVATION/ RENTAL PROCEDURE for Smith Middle School Soccer Field 3B Sections of this policy are subject to change due to the installment of lights. Carrboro staff will submit information and procedure changes to Orange County staff. Request for use Rental request for use of Town/County Public Soccer Field at Smith Middle School will be from April ~undesi~nated month) to November. No use will be authorized during the December through March period. (This will allow the turf to cultivate properly.) Designated reservation sign-up periods are announced and advertised. We will accept applications from the governing bodies of soccer groups only. Groups wishing to use this field must be open to all persons regardless of race, age, socio-economic level, color, sex, religious belief or national origin. Priori Reservation Priority will be determined, based on the residence of the participants. Priority reservation rentals will be given to Orange County residents first. A priority reservation will be scheduled for groups requesting use of the field. To receive priority consideration, the group must consist of 75% 50% or more participants who reside within Orange County. Note: For a rental request to be accepted during the priority period, the group must be able to show that the "actual" users of the field meet the 75% 50% resident requirement. "Actual User" indicates the members of the team or group that will be on the field during the rented time. The designated coordinator (head) of the organization submitting the rental request will be responsible for providing documentation supporting this requirement. Procedure All rental requests for use of the soccer field require the completion of a Town of Carrboro Official Application for use of Recreation Facility/Area form. • If multiple dates are desired an attachment listing the specific dates and times should accompany the application. • Carrboro staff, with input from the groups will work out any conflicting requests as equitably as possible. . • The group representative should complete the Official Application for use of Recreation Facility/Area form. The renting group must adhere to all rules and regulations printed on the reverse side of the Official Application of use of Recreation Facility/Area form and those within this policy. ~.. Restriction of Use The Carrboro Recreation and Parks Department reserves the right to cancel the use of the soccer field if it is determined that: • The use of the field must be suspended to allow for maintenance. • The field is too wet for use. • Lightning prohibits the use of the lights on the field. (However, it is the responsibility of the group's representative on the field to cancel activity, should adverse weather conditions develop.) The representative and/or "contact" person must call Carrboro's inclement weather line if there is any question as to conditions for that day/evening's use. The group is responsible for notifying the team(s) assigned to the field, of any cancellation affecting their use. The renting group will be refunded for all time slots canceled by the Department. The renting group will also be refunded for all times they cancel due to weather conditions. Fee Structure: Team/Group Rates (90 minutes time slot) • Day Use ~ no lights $ 15/90 minutes • Night Use ~ with lights $ 30/90 minutes • Supervisor present during use of lights $ 9/90 minutes Open play (non-reserved times): Carrboro staff will designate two half-day periods weekly (one half-damperiod weekly). This time slot will be available for community use by individuals or groups with no formal organization. Organized groups may not use the field during these periods. They must complete an application for field use and request dates and times through the process outlined above. S RENTAL/RESERVATION PROCEDURE FOR SMITH MIDDLE SCHOOL SOCCER FIELD 3B The purpose of the item was for the Mayor and Board of Aldermen to review and approve a RentaUReservation Procedure for Smith Middle Soccer Field 3B. Anita Jones McNair, the town's Recreation and Parks Director, made the presentation. The following resolution was introduced by Alderman Joal Hall Broun and duly seconded by Alderman Diana McDuffee. A RESOLUTION APPROVING THE RENTAL/RESERVATION PROCEDURE FOR SMITH MIDDLE SCHOOL SOCCER FIELD 3B Resolution No. 128/2002-03 WHEREAS, the Recreation and Parks Department has requested that the Mayor and Board of Aldermen review and approve the RentaUReservation Procedure for Smith Middle School Soccer Field 3B; and WHEREAS, the Mayor and Board of Aldermen at its meeting on March 25, 2003 reviewed the RentaUReservation Procedure. NOW, THEREFORE, THE MAYOR AND BOARD OF ALDERMEN OF THE TOWN OF CARRBORO RESOLVE Section 1. The Board hereby approves the rental slot change of 60 minutes to 90 minutes for Smith Middle School Soccer Field 3B. Section 2. The Board does not approve the requested change that a group must consist of 75% or more participants who reside within Orange County. Section 3. That the town staff provide options for seeding the field to allow for use of the field prior to April. Section 4. This resolution shall become effective upon adoption. The foregoing resolution having been submitted to a vote, received the following vote and was duly adopted this 25th day of March, 2003: Ayes: Joal Hall Broun, Mark Dorosin, Jacquelyn Gist, John Herrera, Diana McDuffee, Michael Nelson, Alex Zaffron Noes: None Absent or Excused: None Alderman McDuffee requested that the town staff place a sign at the field indicating whether it is open or closed. MOTION WAS MADE BY DIANA MCDUFFEE AND SECONDED BY JOAL HALL BROUN TO LIMIT FREE PLAY ON THE FIELD TO ONE HALF DAY. VOTE: AFFIRMATIVE SIX, NEGATIVE ONE (GIST) Alderman Herrera asked for information on residency of soccer players.