The
Town of Markham
Guiding Principles:
o
Town facilities are built by, and funded for
o
All members of the community should have
opportunity to access town facilities regardless of physical, financial, social
or environmental barriers.
o
Town facilities serve as a fabric of the
community creating opportunities for individuals to connect to one another and
the community.
o
Town facilities provide an excellent environment
to promote, encourage and facilitate lifelong active living.
Policy Principles:
o
Allocations will be handled in an open and
transparent environment.
o
An Allocation Policy will ensure the
distribution of diamond time in a fair and equitable manner, respecting issues
of accessibility.
o
Allocations will be reviewed on an annual basis.
o
Groups meeting
o
Youth (defined as individuals 21 years of age or
younger) should receive preference of hours when allocating time.
1.0
DIAMOND
ALLOCATION
1.1
Staff will endeavour to complete the diamond allocation
process in January each year with final confirmation to be done by February
each year.
1.2
Allocated diamond time for recognized Minor
Sports Groups will be booked under individual contracts at the appropriate
rates.
1.3
The Facility Allocation Coordinator will work to
allocate space to the designated use where possible, i.e. hardball on hardball
diamonds and with respect to age groups with diamond size.
1.4
Allocated diamond times must be used solely by
the user group identified on the contract and by the designated category of
play, i.e.; Minor, Adult, etc.
1.5
Users with
outstanding balances will not be issued new permits. Final permits will not be issued until
payment has been received in full.
1.6
Transfer or Sublet is prohibited.
No
person, organization, association or minor sports groups shall transfer, sublet
or permit to be transferred or sublet, any diamond allocation, or part thereof,
for value or otherwise. If any person,
organization association or minor sports group transfers or sublets any field
allocation or any part thereof, or permits such transfer or sublet, their
facility rental contract shall be terminated without notice and the Town shall
refund the permit fee on a prorated basis.
1.7
Allocated diamond times must be used solely by
the user group identified on the contract and by the designated category of
play, i.e.; Minor, Adult, etc. Time must
not be allocated as minor and used otherwise.
1.8
Non-affiliated minor and/or adult teams must
book diamond times through the Town of
1.9
The facility rental contract is not effective
unless and until the permit fee has been paid in full or post-dated cheques
have been received.
1.10
All diamonds contracted by organizations during
the allocation period are the financial responsibility of the user and no field
times shall be returned to the Town, except as indicated by the Tournaments and
Competitive games section of this policy.
1.11
All time contracted and invoiced at the Minor
Group rate must be used by at least one team consisting of Town of
1.12
Prime Time The allocation process for the Town of
1.13
After entitlements have been met any additional
field time may be purchased where available.
1.14
Diamond allocation meetings will be held
annually following the deadline for application submission. Scheduling conflicts will be resolved at the
discretion of the Facility Allocations Coordinator.
2.0
GROUPS
DEFINED IN ORDER OF PRIORITY:
Player’s/division ÷
players per team =
number of teams
Number of teams x by entitlement = total entitlement
Total entitlement ÷ number of teams = hours per week per team
Baseball/Softball
– House League/
Youth (4-7yrs)
45 minutes
Youth (8-11yrs) 90
minutes
Youth (12-18yrs) 97.5
minutes
Adult (19 & over) 45
minutes
Baseball/Softball
– Competitive/Rep and Select
Youth
(8-14 yrs) 240
minutes
Youth
(15-18yrs) 270
minutes
Adult
(19 & over) 270
minutes
PLAYERS
PER TEAM
Youth 12 12
Adult 14 14
3.1
Application packages will be mailed out in December
of the year/season which has just ended.
Applications will be due back by February of the year for which you are
applying. Leagues will be required to submit a completed application form
including the following information.
3.1.1
Previous years team rosters with postal code
specifying house league, rep/select, and minor vs. adult time.
3.1.2
Primary and secondary contact person.
3.1.3
Current Executive/Board list including position,
telephone, and e-mail address of the executive for that year.
3.1.4
Copy of Annual General Meeting minutes.
3.1.5
Copy of current General Liability Insurance in
the amount of two million dollars naming the Corporation of the Town of
3.2
If this information is not received, a sport
field permit may be suspended and future requests for permits may not be
issued. The permit time will be reallocated.
3.2.1
When allocating permit requests, each evening
will be divided into the following time slots:
Unlit Fields
Lit
Fields
4.1
Staff will determine field allocations on an
annual basis. The outdoor sports field season will be as follows:
1st
Saturday in May (weather permitting) to September 30
5.0
PRACTICE
FACILITIES
5.1
Practice facility requests are to be submitted
with game permit requests by one representative from each league.
o
Practices are discouraged on any of the ‘A’ type fields.
o
Fields in the extended season will be allocated
to the user groups based upon field recommendations from the Parks Manager.
6.0
BASIC
SERVICES - REGULAR SEASON PLAY:
6.1
Grass mowing for sports facilities is performed
on a seven-day rotation on ‘A & B’ fields, as per our turf maintenance
schedule, ’C’ fields will be mowed on a
7 - 10 day rotation, ’D’ fields will be cut as required.
6.2
Diamonds that have
irrigation systems will be watered as required.
6.3
Snow fencing will be placed across facilities undergoing
maintenance to prevent misuse
6.4
Inclement weather may alter mowing schedule.
6.5
GROUPS ARE RESPONSIBLE FOR THEIR OWN CLEAN UP
AFTER EACH EVENT. Failure to do so will
result in the suspension of permits.
6.6
The Town of
7.0
POLICY
ENFORCEMENT:
The
following forms of policy enforcement will be in effect:
7.1
Diamond audits will be conducted on a random
basis. A
three-step process will be used in the event that there are permitted fields
not being used during these audits.
§
The permitted group will be
contacted and informed the diamond was unused and asked to explain why. This will be documented and tracked. The group will be informed that booking
fields and not using them is unacceptable.
§
If the same group is found to have
permitted a diamond and it has not been used, the group will receive a written
letter identifying that if a third audit reveals an unused booking, the permit
for the field will be removed.
§
If diamond is unused, remove
permit. User group will be informed that
the permit has been removed. Future
permit requests will be subject to discretion of staff.
7.2
Teams using diamonds outside of their permitted
period, or playing under adverse weather or conditions, may have their permit suspended.
7.3
Misuse of diamonds, excessive noise after
7.4
During permitted events, all cars must remain
within designated parking areas unless given prior written permission.
7.5
User
groups having or drinking alcoholic beverages at parks without a Liquor Licence
will have their permit suspended and face possible charges by the York Region
Police. Continued infractions will lead
to the denial of further permit applications and possible charges under by-law
or provincial statute.
8.0
SPORTSFIELD
LIGHT CHARGES:
8.1
Lighted facilities are available on the
following schedule:
§
First Saturday in May to July 14 –
§
July 15 to September 30 –
8.2
Groups using lighted facilities will be charged
for each evening of play. Teams are
encouraged to check that lights are in working order prior to each game. Invoice adjustments for power failures will
only be taken into consideration if the on-call person was contacted and could
not rectify the situation. Should a power failure occur or you are unable to
play your game for any reason, please contact the Sport Field office within 5
business days. Credit for time lost will not be issued after this time.
9.0
Users with
outstanding balances will not be issued new permits
Final permits
will not be issued until payment has been received in full.
10.0
TOURNAMENT
ALLOCATIONS:
10.1
Multiple tournaments by the same organization
will be considered one at a time in a rotational basis. Each resident club will
be able to host one tournament date before granting multiple dates to the same
user.
10.2
Separate application form is required for each
tournament request.
10.3
Final decision on tournament dates will rest
with the sports field office in order to minimize disruption to regular season
play.
10.4
Requests for tournaments or special events must
be made at the same time as regular season permits. Staff responsible for sport field permits
will strive to reach an equitable balance between local user groups and
tournament organizers.
10.5
All regular season permit holders must submit
request for Tournament permits at the same time as the regular season permits.
10.6
The Facility Allocation Coordinator will make
every attempt to allocate diamonds not already permitted.
10.7
Tournaments that operate at multiple diamonds
over one or more days will be allocated two hours per game. Tournament organizers must submit the number
of entered teams and the number of games guaranteed to each team entered in the
tournament in order to receive correct time allocation.
10.8
One-day tournaments at one location will be
provided time requested based on availability.
10.9
Tournament schedules must use each permitted
field equally during the first day of competition in order to spread the impact
and preserve turf quality.
11.0
TOURNAMENT
REQUIREMENTS
11.1
All diamonds will be
mowed prior to the start of each tournament.
11.2
It is the requirement of all persons who have
permits in the park to adhere to the concession agreement
11.3
Additional services must be requested a minimum
of fourteen (14) days in advance of the Tournament. The following services have
additional fees:
11.3.1
Portable washrooms, where necessary, are the
responsibility of the group hosting the tournament.
11.3.2
Delivery of picnic tables and garbage cans - a
load consists of 8 table’s and2 garbage receptacles, 2 recycle receptacles.
11.3.3
Delivery of snow fencing - one load consists of
500 feet of fencing and 20 posts. Set up
is the responsibility of the user group.
11.3.4
Staff services are available, on a 100% cost
recovery basis, in no less than one four‑hour block, and then as per the
user group's additional request for more than four hours.
11.4
It is the responsibility of the permit holder to
obtain the necessary L.L.B.O. permits.
Arrangements for outdoor beer gardens should be discussed with staff
responsible for sport field permits.
Rentals of indoor facilities are to be booked by the user group through
the Facility Coordinator and/ or Facility booking staff.
11.5
For those tournaments operating a beer garden
the following are also required:
11.5.1
Letter to the Town of
11.5.2
Town of
11.5.3
Letter to
11.5.4
$2 Million liability insurance
11.5.5
Special occasion permit
11.5.6
List of smart serve bartenders
11.5.7
Map of location of beer garden