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HomeMy WebLinkAboutSport Field Closure Damage Deposits - 4.19.pdfMAPLE RIDGE British Columbia POLICY MANUAL Title: Sport Field Closure / Damage Deposits Policy No: 4.19 Supersedes: New Effective Date: June 13, 2017 Authority: ❑ Legislative 0 Operational Approval: / Council ❑ CMT Review Date: June 2018 ❑ General Manager Policy Statement Sports fields will be monitored regularly by parks staff and when conditions require will be closed and so posted "Field Closed". When fields have not been closed by staff "Field Open", user groups will be responsible to check the Field Condition Report and decide on game days whether fields are playable "User Discretion". Any play causing damage beyond fair wear will result in fines and suspensions as determined by the Director of Parks and Facilities, and withdrawal from the group's Damage Deposit of funds to effect repairs to the field. Purpose The purpose of this policy is to ensure maximum use of the playing fields with minimum maintenance downtime, reducing costs to taxpayers and involving field users in the decision making and accountability for responsible field use. Definitions Field Open: The field has been inspected by parks staff and is considered to be in a safe and playable condition. Should weather conditions deteriorate and the field becomes soggy or has evidence of standing water on the surface, the game should be postponed or cancelled by the coach, club representative or referee. User Discretion: The field has been inspected by parks staff who consider the field to be safe and useable on the day of the inspection, however they have some concerns that the weather conditions may change prior to game day, and that games played during inclement weather conditions may be unsafe for users and detrimental to the field for the balance of the season. This will provide the coaches with an opportunity to make a judgment call on the day of the game to allow the games to be played if the field condition is good, and ensure that games are not played if there is evidence of standing water on the field, frost, snow, or if there is heavy rain on the day of the game. Field Closed: The field has been inspected and parks staff have determined that there may be safety issues or damage could result if games are played, or have closed the field due to extreme Page 1 of 2 Policy 4.19 weather conditions, excessive wear, repairs, to provide a rest period for the field, or until they have suitable weather conditions to carry out the required repairs on the field. A field that has been closed by parks staff may only be reopened by a parks staff representative. Field Condition Reports: It is the responsibility of the coaches and club representatives to check the field condition alert centre to determine if the field they have been assigned is open for play, and for any special conditions that they need to be aware of regarding the playability of the field. Damage Deposits: Excessive use of a turf sport field or play during inclement weather may cause surface wear, compaction and root zone damage which cannot be fully remedied until the following growing season. This results in substandard conditions for subsequent users, and increases maintenance costs. In extreme cases the field may not be usable for several months. a) All regular field users will be required to pay a Damage Deposit to the City of Maple Ridge before their season begins. This deposit will be refundable after the season, less the cost of damages to fields and related facilities beyond normal wear. b) Damage Deposits must be paid up in full by the club/league involved before the offending team or teams may resume play. Failure to pay Damage Deposits may result in suspension of the entire club /league. e) Damage Deposits will be doubled for any teams / clubs who have used a field contrary to the sport field closure policy. f) Any team who violates this policy, and have had to have their Damage Deposit drawn down repeatedly, may have their play and practice privileges suspended for a period of time to be determined at the discretion of the Director of Parks and Facilities. g) Should any club feel they have been treated unfairly and have lost a Damage Deposit, staff will work with the club to resolution. Key Areas of Responsibility Action to Take Amounts of deposits will be set from time to time under the Parks, Recreation & Culture Fees and Charges policy. Fields will be monitored regularly by parks staff: damage beyond fair wear will be assessed by the Director of Parks and Facilities and charged against the Damage Deposit of the team or teams responsible. Responsibility Business Operations Parks and Open Spaces Page 2 of 2 Policy 4.19