POLICY STATEMENT 28

ATHLETIC FIELD RENTAL POLICY

Purpose

To adopt an official policy for the use of Athletic Fields administered by the Town of Cary Parks Recreation and Cultural Resources Department.

Coverage

This policy, upon adoption by the Town Council, shall be applicable to the rental and use of Athletic Fields until such time the policy statement is altered, modified, or rescinded by the Town Council.

Policy

The Town Council of the Town of Cary hereby establishes the following policy:

1.         Facility:  Town owned athletic fields whereby reservations are available for use by groups, organizations and private citizens.

2.         Scheduling:  List of Priorities:

a.         Town sponsored programs and activities;
b.         Programs/activities planned and directed by groups sponsored or co-sponsored by the Town of Cary;
c.         Private, non-profit organizations, individuals, etc., first come, first serve basis.

3.         Reservation

a.         Person making reservation is held responsible for any and all damage or misuse of facilities;
b.         Payment of Rental Fees:  Rental fees must be paid as specified by the appropriate Application for Athletic Fields.  Failure to pay the full fee within the specified time will forfeit use of the facility;

4.         Types of Reservations:

1. Advanced Athletic Field Reservations – specific fields (adjacent to picnic shelters) are available for rental in conjunction with a picnic shelter rental (as specified by the “Application for Advance Athletic Fields Reservation”);
2. Hourly Use of Athletic Fields Reservations – any available field is open for rental beginning Monday prior to the rental (as specified by the “Application for Hourly Use of Athletic Fields”);
3. Rental of Softball Complexes – Thomas Brooks Park and Middle Creek School/Park Softball Complexes are available for rental by groups for conducting a tournament or special event (as specified by the “Application for Use of Softball Complexes”);
4. Season Use by Local Organizations – specific fields are available for use by local non-profit groups.  Priority is established by number of Cary residents participating.

5.         Cancellation

The Cary Parks, Recreation and Cultural Resources Department reserves the right to make cancellations at any time.  Cancellation notices will be issued as far in advance as possible.  All reservation/damage deposits and rental fees will be returned in full if cancellation is initiated by the Cary Parks, Recreation and Cultural Resources Department.

6.         Rules and Regulations

1. Party signing “Application for Use” is held responsible for any and all damage or misuse of facilities;

b.         Non-profit organizations conducting fundraising events must receive approval from the Director of Parks, Recreation and Cultural Resources prior to reservations. Upon request of the Director of Parks Recreation and Cultural Resources, user will be required to furnish proof as a bona fide non-profit organization.  No other groups or individuals may use the facility for any type of profit making purpose;
c.         Parents or guardians must sign for anyone under 21 years of age (including youth groups) requesting use of the facility and must assure adequate adult supervision;
d.         Upon request of the Director of Parks, Recreation and Cultural Resources, police security will be required (at the user’s expense) before a reservation request is approved;
e.         The Director of Parks, Recreation and Cultural Resources has the right to deny any tournament rental application or stipulate further conditions for just reasons;
f.          Loud music, performances, and uses that generate sound disrupting the tranquillity of the park are prohibited;
g.         Possession and consumption of alcoholic beverages is prohibited;
h.         The user organization will be responsible for the general facility cleanup as specified in the Application for Use agreement;
i.          Failure to comply with the above rules and regulations will result in forfeiture of reservation/damage deposit, payment of additional damage fees, if applicable, and loss of privileges for use of the facility.

7.         Fees

Fees for use of the Athletic Fields shall be those as adopted in the annual budget of the Town of Cary.