1.0 Indoor Field Allocation
1.1 This policy
covers the allocation process of the
1.1 Allocated field time for club-affiliated youth/adult teams will be booked
as individual contracts at the appropriate rates.
Allocated field time must be
used by the user and by the designated category, i.e. youth, adult, etc. Time must not be allocated as youth and used
otherwise.
Time allocated to
the soccer clubs through this policy may not be sublet and must be returned to
the Town of
Non-affiliated
youth and adult teams must book the facility through the Town of
The intent of this policy is to
fairly allocate time in town-owned indoor soccer fields, with priority given to
the Markham,
1.2 The allocation process will deal
first with the field requirements of the three recognized clubs prior to
providing fields for other organizations.
Any hours returned to the Town from the allocation shall be available to
other groups only on a seasonal basis, with no commitment to future needs.
2.0 Cancellations
The Town of
2.1 There
will be no cancellations accepted for September field time.
2.2 There
will be no cancellations accepted for October 31, Halloween.
2.3 After
a contract is signed, single or occasional indoor field use cancellations will
be permitted only if initiated by the contract holder and under the following
conditions:
i) Ten (10) Business days written notice is
provided to the facility CSR Customer Service Representative.
ii)
Payment of a $25 cancellation fee per facility per hour affected by the
cancellation request. The Town will
endeavour to find a buyer for the returned indoor field time, should one not be
found the contract holder is responsible to pay the full cost for unsold hours.
2.4 Cancellation
requests will not be accepted for Christmas and March Break. All user groups must identify these dates as
black-out dates in their contract requests should they not intend to use their allocated indoor field times during
those periods. This must be done with
their initial submission.
2.5 Black
Out Dates/Statutory Holidays
Dates
when indoor field times will not be allocated due to Statutory Holidays,
tournaments, special events, etc. will be confirmed each year during the
allocation process.
2.0 Formulas
2.1 The following field allocation
formula is to be applied (a team will consist of 10 players, unless
otherwise noted, for the
purposes of allocation):
House League Hours
per week per team
U8-U21 (team = 20 players) 1 hour
U22-Adult 1 hour
Two
teams will participate in a one-hour game.
Rep/Competitive Hours per week per team
U8-U21 2
hours
2.2 Each hour allocated has been based on
60 minutes. Turnover time between games
and practices will be covered in each hour.
3.0 Indoor
Field Allocation Procedures
3.1 Field time allocated for recognized
Youth Sports Groups is to be contracted with the various club/associations for
those periods specified in their May 15 allotment. Contracts to include:
a)
Field time for tryouts, registration, evaluations, etc.
b)
House league schedule to conclusion of playoffs
c)
Rep teams schedule to conclusion of playoffs
d)
Tournaments and special events
3.2 All field time contracted and
invoiced at the Youth Group rate is to
be used by at least one team consisting of Town of
3.3 This policy is to be reviewed
annually by February 28 and, if warr
3.4 When a request is received from a new
club/association, sanctioned by the York Region Soccer Association and the
Ontario Soccer Association, the request will be presented by staff to Council
for consideration. Prior to submission
to Council, staff will review the request with the three major
clubs/associations.
3.5 A town-wide soccer field allocation
meeting will be held in January of each year if required.
3.6 The allocation process recognizes
that youth programs are the priority when it pertains to field allocation, followed
by senior/adult programs.
3.7 A club/association is responsible for
payment of all field time allocated to the it, except for hours turned back to
the Town.
3.8 It is understood that available
office and storage
3.9 Prime Time
All hours between
All hours between
All hours used on statutory
holidays
3.10 Youth Groups
Those recognized groups,
registered with the Ontario Soccer Association and the York Region Soccer
Association, operated by volunteers for organized activities for youngsters who
are residents of the Town of
Definition of youth is anyone 21
years of age and under. Adult is defined
as anyone over 21 years of age.
3.11 Residents
Resident groups must consist of
a minimum of 75% of Town of
3.12 Commercial
Those persons, groups,
associations, corporations, etc., who do not meet the criteria established for
Resident or Youth use, who rent available field time for recreation purposes.
3.13 Indoor Field Rates (effective
|
Category |
Rate |
|
|
Youth Groups - Non Prime |
$73.00 |
per hour |
|
Youth Groups - Prime |
$102.50 |
per hour |
|
Residents / Adults - Prime |
$131.00 |
per hour |
|
Residents / Adults - Non Prime |
$92.50 |
per hour |
|
Commercial (Adult Leagues) |
$187.00 |
per hour |
Allocated indoor field
time is charged out at the Youth (prime and non-prime) rates. Time used outside the hours allocated is charged
at the Resident (prime and non-prime) rates.
3.14 Elementary Schools
Youth Group rates will apply between
the hours of
3.15 High Schools
If located in the Town of
3.16 Tournaments
Requests for tournaments or
special events must be included with the annual field allocation request. Youth groups will pay the prime time rates
for all field time used for the event, except on statutory holidays.
All tournaments or events not
recognized under the Youth Group or Resident/Adult clause will be charged at
the Commercial rate. Contracts must be
signed and returned along with the deposit no later than 30 days prior to the
event. In the event of cancellations,
the lessee shall pay 50% of the returned field cost if cancelled less than 30
days prior to the event unless the field is re-rented.
3.17 Statutory Holidays
All scheduled users on statutory
holidays where staff are paid holiday wage rates are subject to a $45/hour
additional charge.
4.0 Payment
Procedures
4.1 Minor
Sports Groups, Adult Recreational
Leagues, etc.
a) Deposit
cheque in the amount equalling the first month’s rental dated at time of
signing
b) Post-dated
cheques for each month as outlined in contract
OR
c) Payment in
advance for full value of contract
4.2 Tournaments
a) 50% of total
payment required at time of signing (See
Section 6.4)
b) Remaining 50%
due on tournament start date
OR
c) Payment in
advance for full value of contract
4.3 Residents, Community Groups,
Schools, Competitive – Indoor Field Rentals
Upon confirmation of indoor
field time, a contract will be drafted and at the time of signing, the following
must be provided.
a) Deposit
cheque in the amount equalling the last four weeks rental dated at time of
signing
b) Post-dated
cheques for each month as outlined in contract
OR
c) Payment in
advance for full value of contract
4.4 Over the counter rentals – Indoor
Field Rentals
a) Full payment
must be received prior to indoor field usage.
b) Booking made
over the phone will be held for two days
c) Payment must
be made to the respective administration office during normal hours.
d) Maintenance
staff are not permitted to accept payment.