HomeMy WebLinkAboutDocumentation_Regular_Tab 17_1/12/2023Agenda Item #17.
Regular
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STAFF MEMO
Meeting: Regular Council - Jan 12 2023
Staff Contact: Greg Corbitt, Director of Parks and Department: Parks and Rec
Recreation
Consider Approval of Field Priority Use Policy
The Village of Tequesta Parks and Recreation Department coordinates and issues permits for the use
of athletic fields at Tequesta Park (2280 County Line Rd.) in Martin County, FL. The purpose of this
policy is to outline procedures and allocation priorities for the permitted use of the Tequesta Park
athletic fields.
Per Council direction staff has added the estimated cost to renovate the fields for game use.
In addition to the policy proposed for Council to consider, staff has drafted an RFP to be a sole provider
of a Youth Baseball League in Tequesta. With direction from Council staff will properly notice the
process allow for proposals to be submitted. A committee will be comprised and a recommendation
brought back to council for consideration.
This document and any attachments may be reproduced upon request in an alternative format by
completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-
0443.
PROJECT NAME: N/A BUDGET: N/A ENCUMBERED: N/A
Proposed: Projected Remaining:
N/A N/A
Consider Approval of Field Priority Use Policy
Estimated Cost
Tequesta Park Field Use Polio
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Agenda Item #17.
V'111age of Tequesta
345 Tequesta Drivea`� s
Tequesta, FL I •
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1. Main Ballfield Lighting
Remove existing lights and Convert to LED Stadium Lights
High Voltage, 277/480V LED Stadium Lights
Stadium Pro III Led Lights
66,500 Lumens
5000k-10kv Surge- 30 Degree Beam
44 Lights: $30,,000.00
Staff Labor: $7,,200.00 (2-3 Weeks)
Lift Rental: $6,,000.00
Total Cost $43,200.00
561-768-0700
www.tequesta.org
2. Dugouts:
Are not ADA Compliant, not designed or built with drainage. Potential risk of drowning.
Removal and replace with slab and single bench:
All Ballfields require ADA Access Path.
Dugout Removal and Replacement
Total Cost. $25,000-00
3. ADA Accessiblity Path to all Fields
2,030' x 5' x 4" 3000psi Concrete Path/permits
1,1218 sq. yds. $58-50 per yd - $65,f988-00
12 days pump truck $24,,00.00
Grading $3,948.00
Permit, Densities-$5,000.00
Total Cost $98,,936.00
Vice -Mayor Kyle Stone Mayor Molly Young Council Member Frank D'Ambra III
Council Member Laurie Brandon Seat 5 - Vacant
Village Manager Jeremy Allen
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Agenda Item #17.
4h 1
3. Move Main Field Fence to 200". Fence Contractor. Fence 50yrs old and needs to
be replaced.
Approx 500' linear ft x $28 installed +Removal $14,000
Removal and Dispoal Existing Fence and Posts $3000
Total Cost $17,,000
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Agenda Item #17.
4. Upgrade Fields
- Aerify and Verticutt front Field, mow and clean up
- Aerify and Verticutt (2) T-Ball Fields, mow and clean up.
- Pull back Lips on infields on (2) T-Ball Fields. Pull out Dirt and replace with Turf
For proper Height.
- Add new lines and move Heads around for proper coverage for Irrigation on (2) back
T-Ball Fields.
- Add new Clay to (2) T- Ball fields, Laser and add Clay on both T-Ball Warning
Tracks.
Estimated TOTAL $29,500
5. Pavilion Replacement
Replace structure in its entirety with a pre-engineered pavilion. Existing slab may be able to
be used as foundation with additional footers and pedestals.
Total Cost $192,,000
Improvements Estimated Cost
Lighting $43,F200
Dugouts $25,FOOO
Path $981,936
Fence $17,FOOO
Upgrade Fields $29,r500
Pavilion Replacement 1951,000
Total Est. Cost $408,636
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Agenda Item #17.
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Agenda Item #17.
ATHLETIC FIELD USE AND ALLOCATION POLICY
Village of Tequesta Parks & Recreation
Department
Athletic Field Use and Allocation Policy
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Agenda Item #17.
ATHLETIC FIELD USE AND ALLOCATION POLICY
Table of Contents
I.
Introduction
2
II.
Statement of Philosophy
2
III.
Definition of Terms
2
IV.
Priority Group Classifications
3
V.
Process for Obtaining/Maintaining Permits
5
a. League Splits and New Leagues
5
b. Permit Cancellation
6
c. Field Exchange, Sublease, Non -Use
7
d. Disciplinary Action for Field Policy Violations
7
VI.
Field Allocation Process
7
VII.
Field Allocation Formula
8
VII.
Financial Recovery Policy
9
IX.
Tournaments
9
X.
Maintenance Issues
10
a. Rest and Renovation
10
b. Turf Preservation
10
c. Athletic Field Lining/Marking
11
d. Field and Facility Closures
11
e. Field Modifications
11
f. Inclement Weather Guidelines
12
XI.
Appeals Process
13
XII.
Other Information
13
b. Vendors/Concessionaries
13
c. Traffic and Parking
13
XIII.
Field Use Code of Conduct
13
2
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Agenda Item #17.
ATHLETIC FIELD USE AND ALLOCATION POLICY
I. Introduction
The Village of Tequesta Parks and Recreation Department, hereinafter referred to as "Village," coordinates
and issues permits for the use of athletic fields at Tequesta Park (2280 County Line Rd.) in Martin County,
FL.
The purpose of this policy is to outline procedures and allocation priorities for the permitted use of the
Tequesta Park athletic fields.
Athletic fields are allocated and permitted in two (2), six-month periods from February through June and
from July through January as availability allows. The Village will monitor proper use of allocations and
permits. Priority will be given to Village of Tequesta user groups and non-profit organizations. The Village may
charge to recover public costs to operate, maintain, supervise, and administer the use of the athletic fields.
Submission of an Application and Agreement Request does not constitute approval.
Requests for additional use or programs not covered by the Athletic Field Use and Allocation Policy should
be addressed in writing to the Parks and Recreation Director. The Parks and Recreation Director will interpret
the Athletic Field Use and Allocation Policy. An appeal of any Parks and Recreation Director decisions are
covered in Section XII, Appeals Process.
II. Statement of Philosophy
The Village of Tequesta is dedicated to creating partnerships with local youth sports organizations to ensure
there is ample opportunity to participate in athletics at various ability levels. Our primary role in these
partnerships is to provide athletic opportunities and to make certain our fields remain safe and of high quality.
The permitting/allocation process provides an organization the exclusive use of a field to the exclusion of all
others. The objective of this policy is to create clear and written procedures and allocation policies that:
• Fairly distribute available fields
• Maximize playing time
• Incorporate "turf recovery periods" to maintain safe, quality fields
• Communicate financial issues and recovery policy
• Outline field use regulations
III. Definition of Terms
Resident Percentage Status
Resident Percentage Status is important in determining an organization's Priority Group Classification.
Resident Percentage Status will be determined from the group or organization's prior season's actual rosters
(fall season for fall season, spring season for spring season). Team Rosters, player addresses, picture
ID, utility bills, report cards, school ID, etc. may be required by Village staff to verify residency status,
and Village reserves the right to conduct audits of submitted verification documents and of onsite team
player rosters to establish residency. Teams will be required to have proper forms on hand to prove local
residency and must be prepared to provide documents to the Parks & Recreation Department upon
request. Special residency status will be reviewed by the Parks and Recreation Director and a
recommendation will be 3
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ATHLETIC FIELD USE AND ALLOCATION POLICY
forwarded to the Village Council for approval or denial.
Local Resident
A Village of Tequesta resident is defined as a person who resides in the incorporated boundaries of the Village
of Tequesta, who pays taxes to the Village incorporated (through mortgage or rent) and has the ability to vote in
municipal proper elections. A non-resident is a person who does not reside in the incorporated boundaries of the
Village of Tequesta, who does not pay taxes to the Village incorporated (through mortgage or rent) and does not
have the ability to vote in municipal proper elections.
Youth Status
Youth status is defined as persons 19 years of age or under at the start date of permit.
Non -Profit Status 501 (c)(3)
To qualify as a non-profit user, the organization must meet all criteria as identified by the Internal Revenue
Services (IRS). The organization must submit a Letter of Determination or Letter of Affirmation from the
IRS that indicates non-profit 501(c)(3) status and are required to submit 990 forms and other appropriate
documentation, including but not limited to, financial records and tax returns demonstrating the non-
profit status. Visit www.irs.gov for additional information on non-profit status.
Audit
Audit- during an audit each organization/coach is to state the name of each participant on their roster,
provide verification documents for each participant, and sign off on the roster form. Each group is to
cooperate with staff when audits are being conducted and during the process of collecting rosters and
verification documents.
IV. Priority Group Classifications
An organization's Priority Group Classification determines their priority for field allocations (i.e. Group 1 has
first priority for field allocations, Group 2 has second priority for field allocations, and so on). Priority use of
fields will be given to traditional primary season sports and by Priority Group Classification. (See Section
VII, Sport Season Priority.)
Group 1
Organizations must meet all of the following:
1. Organizations, or portions of organizations, must assign registrants to teams in an effort to make
the teams in each division of equal playing experience and talent (not assigned to teams of different
talent levels), and
2. Organizations must be recreational in nature and have an "everyone plays, no child is turned away"
philosophy requiring that each player suited -up and able to play is entered into games for a
significant period of time (i.e.% of game or 2 of every 5 innings or 2 of 4 quarters, etc.), and
3. Organizations must submit a Letter of Determination or Letter of Affirmation from the IRS that
indicates a non-profit 501(c)(3) status certificate, and
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4. Organizations must maintain an affiliation with a national, state or local sport governing body. Those
national or state bodies must have governance over the organization, including all requirements for
training per each league's manual, background checks and disciplinary actions, and
5. Organizations must have 75% or greater local residents, for priority use of Village fields; 50%
local residents for priority use of Tequesta Park fields; or organizations that have special residency
status per Village Council.
NOTE: Organizations that have both recreational and select teams will have Group 1 user status. Groups
that compensate local, executive, administrative staff and/or board members shall be excluded from the
Group 1 status.
Group 1 organizations that have successfully met auditing requirements for two allocation seasons may be
exempt from verification document submissions for future allocations. The auditing of team rosters will be
continued regardless and staff may require further verification document submission, for auditing purposes,
at any point if deemed necessary.
Group 2
Organizations that must otherwise meet all Group 1 requirements EXCEPT one of the following:
1. They have 90% or greater local residents for priority use of Village fields, or
2. They have at least 90% or greater local residents in which tryouts are held in order to place
registrants according to their ability on competitive teams (select, travel, etc.); applicants may be
turned away; or not every player suited up and not able to play in every game, or
3. They compensate local executive/administrative staff and/or board members for their service to
the league. Organizations that fall under this classification shall be charged field use fees and
would receive third priority field allocations.
Group 3
Adult programs, organizations or events with at least 75% local residents and/or work within Village
of Tequesta/Jupiter Village limits.
Group 4
Youth programs, organizations or events with less than 90% local residents.
Group 5
Adult Programs, organizations or events with less than 75% but more than 10% local residents and/or work
within Village of Tequesta.
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V. Process for Obtaining/Maintaining Permits
Requests to use Village of Tequesta athletic fields located at Tequesta Park are made through the Village
of Tequesta, Parks & Recreation Department located at 399 Seabrook Rd. Any group often (10) or more
individuals that wishes to utilize an athletic field must complete all applicable forms and documents.
Athletic fields are allocated and permitted in two (2), six-month periods from February through June and
from July through January as availability allows. Each organization is required to sign and submit the
following documents (available in the Recreation Department) by the first week of August for the February
1- June 30 use period and by the first week of January for the July 1- January 31 use period:
1. Application and Agreement Request of Use for Village of Tequesta, Tequesta Park Field Use
2. Field User Information Sheet
3. Athletic Field Use Rules and Regulations
4. Public Liability and Property Damage Insurance in an amount no less than $1,000,000 per
occurrence, naming Village of Tequesta as Additionally Insured
5. Hold Harmless and Indemnity Agreement
6. A current list of board members with current contact information
7. Player rosters identifying local residents
8. Non-profit groups must also supply a IRS 990 or 990EX form
Permits will be issued according to Priority Group Classifications. Submittal of documents does not
constitute approval. Every effort will be made to accommodate user groups' requests for use of fields.
Deadlines must be met or field permits may be denied.
a. League Splits and New Leagues
New Leagues or organizations planning to petition for Group 1 status or leagues anticipating a split to form
a new league must submit to the Parks and recreation Director, six months prior to the estimated starting
date for such new league, the following:
1. Application and Agreement Request for Use for Village of Tequesta Field Use
2. Bylaws
3. Names and addresses of Board of Directors (if applicable) with current contact information
4. Documentation of affiliation with a national, state or local sport's governing body
5. Letter of Determination or Letter of Affirmation from the IRS, including a copy of the league's
current financial statements on file (IRS Form 990 or 990EX) that demonstrate the organization's
nonprofit 501(c)(3) status, if asking for non-profit status
6. Player roster identifying local residents
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It will take six months to determine if facilities are available and what the impact of a new league will have
on facilities. Staff will review application of an organization petitioning as a new league, for a higher
priority classification or an organization petitioning for Group 1 status in November and May of each year.
The recommendation will be reviewed bythe Parks and Recreation Director or his/her designee. Submittal
of the Application does not guarantee that an organization will be allocated fields.
The Parks and Recreation Director's decision is final. If approved, new leagues may be given a lower priority
than existing leagues or in order to maintain adequate field rest and renovation periods.
If a current Group 1 organization does split up, both organizations must submit required documentation
listed above with current official rosters to the Parks and Recreation Director six months prior to
anticipated split. These current rosters will be compared to the previous season's rosters in order to
accurately allocate fields based on necessity.
A change in the organization's name, parent or affiliated national, state, regional or local organization
(provided the former organization's name is not also being used), may not constitute it as a new
organization or user and the Village must be notified of any such name changes. If the organization
provides bona fide materials to the Parks and Recreation Director that demonstrates only a name change
and the makeup of the organization stays the same, then the organization shall not be considered new.
An organization choosing to expand its league with a new section with a different name, must submit
materials that prove the new section is part of the same non-profit number, has the same insurance carrier,
and is governed by the same Board of Directions and Bylaws. Failure to notify the Parks and Recreation
Director of changes in an organization could result in forfeitures of fields.
Submittal of documents does not constitute approval. Every effort will be made to accommodate user
group's requests for use of fields. The Parks and Community Services Director may at any time declare a
moratorium on league splits or new leagues based on field availability or field conditions.
b. Permit Cancellation
Permits may be cancelled and/or rescheduled. Permits canceled by the Village or due to inclement weather
may be rescheduled as availability allows or may be refunded in full. Permits cancelled by the user at least
10 working days prior to the event will be refunded all but 25%. No refunds will be issued if permitted use is
cancelled with fewer than 10 working days' notice.
The Village of Tequesta may cancel or re -assign use of Village fields for any of the following:
1. Village begin work involving any of the facilities.
2. When the health and safety of participants are threatened due to impending conditions, including
but not limited to, rain, muddy conditions, fog alerts, maintenance issues, lightening and hurricanes.
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3. Non -adherence to Athletic Field Use and Allocation Policy or Village ordinance or Athletic Field
Use Rules and Regulations.
4. Tournaments and special events hosted by the Village and/or Group 1 organizations throughout
the year.
c. Field Exchange, Sublease, Non -Use
Users may not exchange or sublease fields under any circumstance. Exchange or sublease of fields will
result in revocation of permits for all parties. Any organization that has been permitted to use a field and
determines that they will not need to use it shall notify the Village. Non-use of field for a total of three times
may also result in revocation of the permit of the allocated field. All user groups 1 - 6 may be billed for fields
that they have reserved and have not used.
d. Disciplinary Action for Field Policy Violations
The Village utilizes a "three -strike" policy for violations of Field Use Allocation Policy that occur within one
calendar year off first violation. Violations deemed by Village to be of a serious nature may result in
immediate termination of permits and field use.
First Offense: Verbal or written warning to the user group/individual and restitution for
damages/costs if applicable.
Second Offense: Verbal and written notice of three-day suspension and restitution for
damages/costs if applicable.
Third Offense:
Verbal and written notice of termination of any existing permits, loss of future
rental/allocation privileges and restitution for damages/costs if applicable.
Violation examples include, but are not limited to:
1. Use of field that has been closed due to inclement weather or for safety or maintenance reasons.
2. If an organization has a field permitted at 9:00 a.m. and the teams start to practice or play games
prior to 8:30a.m.
3. If permitted User #1 allowed non -permitted User #2 to use their permitted field without Village
approval, this violation would constitute as a strike against both users.
4. After permitted use the organization fails to maintain restrooms and/or leaves trash and litter on
the premises.
5. Failure to return unscheduled fields to the "inventory of fields" held by the Village.
6. Driving vehicles on fields without written permission noted on permit.
7. Adding additional fields (either adding to outside boundary or splitting a field within boundaries to
create more than two additional fields) to site without written permission.
See note on page 9.
8. If a field has been permitted and subsequently prepped by the Village and the permitted user
group does not show.
9. Violation of the Village of Tequesta Field Use Allocation Policy Code of Conduct.
VI. Field Allocation Process
Allocation of fields will follow the guidelines of this document. These allocations are not intended to interrupt
the field assignments for teams and/or organizations during the course of a season that has already started.
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ATHLETIC FIELD USE AND ALLOCATION POLICY
Sport Season Priority (Exhibit A - Page 18)
• A sport in its traditional season will have priority field use over an out -of -season sport.
• Spring sports (baseball, softball) have priority in thespring.
• Fall sports (soccer, football) have priority in the fall.
Additional Considerations
• Fields will be allocated by Priority Group Classification.
• Fields will be allocated to teams/organizations based on percentage of verifiable total local
residents in relation to all teams in that Priority Group Classification
• The Village will attempt to accommodate emerging sports that fall within the Group 1 category.
• Verification of local residency will be established by providing such documentation requested by
the Village including team rosters, player addresses, picture ID, utility bill, report cards, school ID
etc. Village reserves the right to conduct random audits to establish residency. Teams will be
required to have proper forms on hand to prove local residency and must be prepared to provide
documents to the Recreation Department upon request.
• With regards to sports that play year-round (with a primary and off-season play), the primary
season of each sport will determine whether the field is considered a baseball/softball or a
soccer/football field on multiple use sites.
• In an effort to provide balanced sports opportunities on athletic fields, the Parks and Recreation
Director has the authority to limit exclusive use at athletic facilities and to make minor changes
to group priorities if deemed necessary.
• Allocation requests during off-season play will be reviewed after allocations are granted for the
primary season sports. Fees may be charged for allocations granted for off-season play.
• Teams and organizations may be required to provide schedules to show that all of the allocated
fields are being utilized. If an allocated field(s) is not utilized by the designated organization/teams
a total of three times during a season or reserved period of use, the field(s) will be reassigned.
Teams/organizations will be notified by Village staff when it has been determined that a field(s) is
(are) not being used (and prior to the reassignment).
In addition to the fields being reassigned, lack of use of the field may also result in the revocation
of the permit for the allocated fields. The team or organization will be billed and the fields will be
reassigned.
• The Village reserves the right to cancel an allocation to accommodate the needs any Village
sponsored/co-sponsored tournaments and/or special events.
• A field use permit (authorizing use of Village) will be issued after all requirements have been met.
A request for field use does not constitute approval.
• All field users must have a copy of their permit available for inspection by Village staff and/or Park
Rangers.
Requests for additional use, programs or facilities not covered by Athletic Field Use and Allocation
policy should be addressed in writing to the Parks and Recreation Director.
VII. Field Allocation Formula
In order to resolve a discrepancy between organizations in the same Priority Group Classification, the
following allocation formula will be used to determine the amount of field use that will be allocated to
each organization. This formula shall be applied to all requests for lighted fields.
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ATHLETIC FIELD USE AND ALLOCATION POLICY
Fields will be allocated within each Priority Group Classification to organizations based on the
percentage of verifiable local residents registered with that organization in relation to the total number
all registered local residents in all organizations in that Priority Group Classification combined.
Verification of local residency will be established by providing such documentation requested by the
Village including team rosters, player addresses, picture ID, utility bill, report cards, school ID etc.
Village reserves the right to conduct random audits to verify residency.
The total number of all local residents registered in all organizations within that Priority Group
Classification will then be determined. Each organization's local resident number will be divided by
the total of all local residents registered to determine the percentage of use to be allocated to each
group.
An example of this would be:
Baseball Group A has 750 local residents Baseball Group B has 900 local residents
Total local residents registered in both organizations is 1, 650
750 divided by 1, 650 equals 45%. Group A would receive 45% of the field time available.
900 divided by 1, 650 equals 55%. Group B would receive 55% of the field time available.
Vill. Financial Recovery Policy
As the Village continues to grow and facilities age, Village must develop a financial system to support our
community investment while maintaining the high level of service currently provided. The Village will
continue to provide basic services funded entirely by general taxpayers; however, those benefitting from
special services (which create additional Village expenses) must contribute financially. The Village
acknowledges that the community benefits when youth are engaged in sports activities. The recovery policy
is intended for the participants to supplement, rather than supplant the investment of the general taxpayers.
The recovery policy strives to:
• Amortize the capital investment and cover maintenance operational costs of a field.
• Pay for and augment operation/maintenance costs for a field where tax appropriations support
the basic service.
• Control use of the field.
• Assess a portion of the costs of the field to users who may not be tax supporters.
• Enable Parks and Recreation Services to provide fields for which funds might not otherwise be
available.
The primary purpose of this policy statement is to develop an understanding that the pricing of services is a
conscious procedure that requires continual investigation and review by Village.
IX. Tournaments
All general rules and reservation procedures as specified in the Field Use and Allocation Policy are
applicable during tournaments. Additional provisions for tournaments are stated in this section.
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Tournament applicants must complete an Application and Agreement Request, sign the Athletic Field Use
Rules and Regulations and review the Tournament Orientation Checklist with Village staff at least 30 days
prior to the tournament date. The Application and Agreement Request form, Athletic Field Use Rules and
Regulations and Tournament Orientation Checklist are available in the Parks and Recreation Department.
Submission of these forms does not constitute approval. Approval is given according to this policy, after
deposits and fees are paid and when a permit is issued. Tournament applicants must receive Village
approval to sell food, use food trucks or use a snack bar and/or barbeque. This approval must be noted on
the use permit prior to use.
Tournaments canceled by the Village or due to inclement weather may be rescheduled as availability allows
or may be refunded in full. Tournament permits canceled by the user at least 10 working days prior to the
event will be refunded all but 25%. No refunds will be issued if the tournament is canceled with fewer than
10 working days' notice.
Game times and field use must follow all policies outlined in the Athletic Field Use and Allocation Policy and
all Athletic Field Use Rules and Regulations.
For Inclement Weather closures during Group 1 or Group 3 organizations' tournaments, playoffs and other
large scale events.
Village reserves the right to have a tournament reviewed by other Village departments to minimize the
impact on neighbors, fields, parking, traffic, etc. Village also reserves the right to deny a tournament
based on field availability, rest and renovation schedules and staffing levels.
X. Maintenance Issues
The Village requests that individuals and groups refrain or limit their use of heavy traffic areas during
practices, regardless of weather, to assist in providing the best field conditions possible, i.e., goal areas,
pitching areas, etc. Any user failing to comply with this policy, established guidelines and notification to
refrain from use requests for field closures are subject to pay for all damages or costs occurring to the facility
and the termination of field use permit.
a. Rest and Renovation
An annual rest and renovation program is scheduled at all sites to maintain field sustainability. In addition,
Village may close fields one day per month to perform maintenance activities. The Village attempts to be
flexible in accommodating user groups but ultimately, the health and safety of the user and the condition
and playability of the fields take priority. This may require the closure of fields or facilities, denial of use
of a field, and/or making alternate sites available for athletic use. The Rest and Renovation period shall
be consistent with the number of days agreed upon by Maintenance Services and Recreation. No
organization/team shall play on fields closed for renovation or repair.
b. Turf Preservation
Cooperation from user groups is needed for the preservation of the turf on Village fields by following these
guidelines:
• Field use, especially practices, should be conducted in such a way that the action takes place on
different selections of turf, thus reducing excessive turf damage in one area. Organizations should
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Agenda Item #17.
ATHLETIC FIELD USE AND ALLOCATION POLICY
rotate use of areas and when possible, stay off fringe or bare areas to limit erosion and further
damage.
• Turf divots should be replaced at end of each day to help re -root grass.
• No tarps or material which may damage the grass may be placed on the turf. Any turf coverings
used must be made of a breathable material.
• Do not use fields during or after a heavy rain, or when fields are wet or muddy.
• Soccer practices are NOT to be held on the infield area of a softball or baseball diamond.
• Remove all equipment at the conclusion of each day.
• Do not overcrowd fields by scheduling multiple games in areas reserved. Allow distance between
fields for safe passage of spectators and participants.
• Report hazards to the Public Works Department at 561-768-0482.
• Report immediate emergencies (broken water lines, gushing sprinkler heads, etc.) to the Public
Works Department at 561-768-0482. When calling, be prepared to fully identify yourself, your
location, and the specific nature of the emergency so that staff can bring the appropriate repair
equipment.
• No vehicles are allowed on Village fields or property, other than parking lots, without written
permission noted on the use permit issued by the Village.
c. Athletic Field Lining/Marking
Lining of Village fields is prohibited without it being approved by Village and noted on field permit.
Line colors must be approved by Village.
• Any user failing to comply with established guidelines and notification requests are subject to pay
for all damages occurring to the facility and termination of field use permit.
d. Field and Facility Closures
Fields and facilities may be closed at the discretion of the Parks and Recreation Director and/or
Maintenance Services Manager ortheirdesignated representatives. Closures are keptto a minimum when
fields and facilities remain in a playable condition. Priority is given to maintenance needs, rest and
renovation periods and sustainability for all fields. The Village may close fields or facilities when the
Village engages in work involving any of the fields or facilities orwhen the health and safety of participants
are threatened due to impending conditions, including but not limited to, rain, muddy conditions, smog
alerts, maintenance issues, lightening and hurricanes.
e. Field Modifications
Any permanent modifications or improvements shall become the property of the Village.
Village Fields:
Requests to modify, resize or add multiple -use fields, or make improvements to a Village field shall be
submitted with conceptual drawings to the Village (Parks and Recreation Department) and may be
reviewed by the Parks Maintenance, then presented for a recommendation to Village Council. Village
Council decision is final. Users may not modify a field that is being used by more than two
organizations/teams without approval noted on request from each group president or without provision
being made for use of another field{s) through the Village. Fields modified for multiple use will be billed
appropriate to use.
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ATHLETIC FIELD USE AND ALLOCATION POLICY
f. Inclement Weather Guidelines
Village athletic fields have been designed and are maintained for the enjoyment and use of Village of
Tequesta residents. The purpose of this section is to guide the use of athletic fields, to prevent injuries and
damage to the playing surface brought upon by inclement weather and/or unsafe playing conditions. An
effective field maintenance program is essential for safe, quality fields and sport complexes. User groups
are asked to help by accepting and adhering to these rules. Groups who use the athletic facilities are
expected to assist in protecting their participants and fields during periods of rain or inclement weather.
The Village of Tequesta reserves the right to cancel or suspend field use permits when field conditions could
result in injury to players or cause damage to the fields. Permits may also be canceled when the health and
safety of participants are threatened due to impending conditions, including but not limited to, rain, muddy
conditions, smog alerts, maintenance issues, lightening and hurricanes.
Procedure:
During inclement weather, the City's maintenance staff will assess the playability of all Village -owned
fields to determine if use will occur. The Parks and Community Services Director or designated
representative shall have the authority to close any/all fields within the Village of Tequesta.
Criteria for Establishing Field Playability:
The following information is the Village's policy regarding the use of fields in wet condition. These policies
and procedures apply to all sports and activities conducted on a grass field, turf area, or infield:
Baseball and Softball In fields - Brick Dust
Infield will be deemed unsafe and unplayable when any of the following conditions are present:
• There is standing water within the base paths.
• Your feet slip as you walk through the infield.
• The depth of your footprint is greater than one inch.
• Any of the above conditions are present within the pitching area.
Soccer. Utility. Baseball and Softball Out Fields - Turf
Outfields and turf areas will be deemed unsafe and unplayable when any of the following conditions are present:
• There is standing water within the majority of a single playing position (playing positions will be
determined based on the user group).
• Your feet suction to the ground as you walk within the majority of a single playing position (playing
positions will be determined based on the user group).
• Your footprints fill with water in the majority of a single playing position.
• The depth of your footprint is greater than two inches in the majority of a single playing position.
• Grass can be easily dislodged from the fields during play.
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XI. Appeals Process
An appeal to the Parks and Recreation Director or staff decision must be submitted in writing with justification
within ten (10) working days from the decision. The decision of the Parks and Recreation Director is final.
XI I. Other Information
a. Food
All organizations using fields or hosting an event utilizing a snack bar and/or outside food vendor must
receive Village approval and have same noted on use permit. Only Groups 1 and 2 will be granted approval
for food use; however, staff has discretion over approval of Groups 3-6 for food use. Portable barbeques
utilizing charcoal briquettes, or a similar type heat source are not permitted.
Vendors and Concessions
User groups operating concessions are considered first party vendors. A business license is NOT required
for first party vendors; however food sales must meet Palm Beach County Health Department codes
and requirements. Insurance requirements are met as a condition of field use. First party vendors must
receive Village approval for concession operations and have permission noted on their field use permit.
Outside companies (other than the user groups i.e. concessionaires or food truck vendors) are considered
second party vendors and are allowed at tournaments and special occasions only. Second party vendors
are obligated to obtain a Village of Tequesta business license and are required to furnish a certificate of
Commercial General Liability Insurance with coverage no less than $1,000,000 per occurrence. "Product
Liability" coverage should be included and the Village of Tequesta must be listed as "Additionally Insured."
All second party vendor food preparations and sales have to meet Palm Beach County Health
Department codes and requirements. Vendor information, business license, and certificate of insurance
must be submitted to the Village no later than two weeks prior to the event.
b.Traffic and Parking
User groups must inform their participants and spectators to park in facility parking lots and public parking
areas. If needed, user groups should post directional signs to assist participants and spectators to
appropriate parking areas. When traffic and/or parking are an issue, or during post -season tournament
play, the user group or organization must provide volunteers to direct participants and spectators to
designated parking areas. It is the users' responsibility to alleviate traffic and parking issues. No vehicles
are allowed on Village fields or property, other than parking lots, without written permission noted on
the use permit issued by the Village.
XIII. Field Use Code of Conduct
The Village of Tequesta places great emphasis and value on being able to provide outdoor field space for
users groups to actively recreate on. The objective is to make sportsmanship and athletics truly part of the
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Agenda Item #17.
ATHLETIC FIELD USE AND ALLOCATION POLICY
fields use program while ensuring that everyone shows respect for one another at all times. It is expected
that all user groups that utilize field space display positive sportsmanship, encouragement and respectable
conduct. All user groups are required to comply with the following code of conduct. Failure to comply, as
determined by Village staff, will result in a strike against a user group.
• All leadership will show true respect for the rules of play, authority of officials and consideration of
not only the opponent, but also with whom contact is made.
• All field users shall behave in a manner that shows good sportsmanship and good citizenship at all
times.
• Any form of obscenity or abuse towards participants, staff, spectators, coaches, and/or officials
will not be tolerated. Any individual using abusive or foul language will be removed from the field.
• All field users will always accept the judgment of the official.
• All field users will respect and protect the property of the Village of Tequesta.
• The highest ideal in sportsmanship shall be developed and instruction in the proper skills and rules
pertaining to the game will be done in a respectful fashion.
• All field users are required to maintain self-control and respect when dealing with any official, staff
or fellow user group.
• All groups must abide by and observe all rules and regulations which have been established by the
Village.
• Animals, Smoking, Vaping and Alcohol are strictly prohibited at all fields.
• All users and representatives from the user groups, including coaches and spectators will treat all
Village staff with respect at all times.
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