THE CORPORATION OF THE CITY OF NELSON

REQUEST FOR DECISON

DATE: March 19th, 2018 Special Regular Meeting

TOPIC: Sports Field User Policy No. 6140.00.025
PROPOSAL: Adopt amended Policy
PROPOSED BY: Staff
_____________________________________________________________________
ANALYSIS SUMMARY:
The Sports Field User Policy identifies guidelines for the allocation and management of
City Sports Fields. The goal of the policy is to provide for balanced use of all City
playing fields while addressing changing demographics, registration trends, user
demand, and field management in a fair and equitable manner. The amended policy is
attached for Council’s consideration.

BACKGROUND:
In 2017 Council directed staff to develop a policy for use of the Lions Park playing field,
which has traditionally been managed separately from other fields and was not included
in previous revision of the Sport Field User Policy.

Staff considered the best possible way to address this request and began by consulting
other municipalities. It was noted that municipalities with sports fields typically have
policies that include ALL sports fields within its jurisdiction as well as how fields are
allocated. Staff felt that having a stand alone policy for Lions Park could be confusing
and a duplication of the existing Sport Field User Policy, therefore staff has amended
the Sports Field User policy to incorporate priorities, a field allocation system and Lions
Park into a single policy.

Currently, the City contracts to the Regional District to book all sports fields. As there is
more competition for field bookings it has been increasingly important to have
guidelines in place that help prioritize use.

Staff prepared a draft of the new Sport Field Allocation Policy in December and
January. In January a meeting for field user groups was held to discuss and review the
draft policy and the new application form. All field user groups were present at the
meeting and the users responded positively with no recommended changes to the draft
policy. In February staff held a meeting for other users of Lion’s Park, focusing on the
neighbourhood within a 60 meter radius of the park to receive their input and comments
on the draft policy. Although the official notification was to those within the 60 meter
radius, the notice was posted on social media therefore notifying the broader community
and all interested parties were welcome to participate in the meeting. Generally the
response from the public was positive with the majority of the participants indicating
they are in favour of organized field use at the park on the condition that adherence to
the restricted hours of use is enforced. The one recommendation resulting from the
public meeting was to increase the annual number of reserved hours at the park from
100 hours (the number of hours stated in the MOU between the City and Minor Ball) to
150 hours. The recommendation has been incorporated into the policy.
BENEFITS, DISADVANTAGES AND NEGATIVE IMPACTS:
The amended policy provides clarification on how field hours are allocated and has
incorporated Lion’s Park into that allocation. The limitation on bookable hours at Lion’s
Park applies to any group reserving field time at the park and is no longer specific to
Nelson Minor Ball only.

The amended policy will provide for fair access to the City’s playing fields and considers
the needs of all users.

LEGISLATIVE IMPACTS, PRECEDENTS, POLICIES:

It is within Council’s authority to amend the policy.

COSTS AND BUDGET IMPACT - REVENUE GENERATION:

Fees for booking of sports user fields has been established in the City’s Fees and
Charges bylaw.

IMPACT ON SUSTAINABILITY OBJECTIVES AND STAFF RESOURCES:

The amending policy will provide improved guidelines for Parks and NDCC staff for use
of City sports fields.

COMMUNICATION:
Parks and NDCC staff will be provided the amended policy. The amended policy will be
posted on the City’s website.

OPTIONS AND ALTERNATIVES:

1. Approve the policy as presented.
2. Provide changes to the policy and approve as amended.
3. Refer the policy back to staff.

ATTACHMENTS:
 Sports Field User Policy No. 6140.00.025

STAFF RECOMMENDATION:
That Council passes the following resolution:

THAT the Sports Field User Policy No. 6140.00.025 as amended be adopted.

AUTHOR: REVIEWED BY:

_________________________ _____________________________
DEPUTY CORPORATE OFFICER CITY MANAGER
Sports Field User Policy 6140.00.025 Page 1

THE CORPORATION OF THE CITY OF NELSON

POLICY TITLE: Sports Field User Policy POLICY NO: 6140.00.025

EFFECTIVE DATE: March 5, 2018 SUPERSEDES: Mar 2016, Feb 2012

APPROVAL: Council PAGE: 1 of 7

PURPOSE:
Field sports provide opportunities for participants to engage in healthy physical activity,
connect and socialize with other community members, and grow new skills, experiences,
friendships, and memories. The intent of this policy is to establish guidelines for the
allocation and management of our sports fields and is applied in conjunction with the
City’s Parks Bylaw.

It is the goal of this policy to:

• Provide a fair and transparent means for service delivery
• Consider the needs of City of Nelson youth and residents
• Strive to ensure fair access to City owned fields
• Allow flexibility to meet the needs of sports associations and other users
• Facilitate scheduling that will support proper and sufficient maintenance and repair
of fields, facilitating long term quality and health of fields
• Permit the planning and implementation of special sport events and programs in
which a large number of people are expected to participate
• Ensure the city’s fields are used for the benefit of the entire community

DEFINITIONS:
Booking Clerk: a position that is held by the Regional District of Central Kootenay at the
Nelson and District Community Complex (NDCC) and is responsible for booking fields.
The Booking Clerk will act as a liaison with the City to provide information in this regard.

City: the Corporation of the City of Nelson

For Profit Users: an organization or individual that use field rental time to generate
income for a private gain.

Prime-time: Monday to Friday 4:00 pm to 9:30 pm

Saturday & Sunday 7:00 am to 9:30 pm

Non-Prime Time: Monday to Friday 7:00 am to 4:00 pm

Field Use Season: April 15th to October 15th

(Dates may be subject to weather and field conditions).
Sports Field User Policy 6140.00.025 Page 2

Field Hours: During summer months and for approved Special Events, times can be
adjusted at the discretion of the City.

Casual User: any group or individual that holds a Sports Field Contract and is not a
Contract Holder.

Contract Holder: a member of any sport organization that holds a Sport Field Contract.

Neighborhood Park: serves as a social and recreational focal point for neighborhoods,
providing greenspace, sports fields and playgrounds.

Sports Field: any area that is owned, operated and designated by the City as a sports
field, including but not limited to baseball diamonds and soccer fields and is booked by
the Booking Clerk.

Sport Field Contract: the contract document that reserves/books the Sports Fields.

POLICY:
The Sports Fields and Parks Playing Fields covered under this policy are:
1. Lakeside Park
2. Lakeside Sports Fields
3. Queen Elizabeth Park
4. Lions Park (Neighborhood Park)
5. Davies Street Park (Neighbourhood Park)
6. Art Gibbon Park (Neighbourhood Park)

Priority order will be given when processing applications to:

Priority 1 – Youth Non Profit (league play)
Priority 2 – Adult Non Profit
Priority 3 – Tournaments
Priority 4 – School District #8 Bookings
Priority 5 – Youth for Profit
Priority 6 – Adult for Profit
Priority 7 – Causal Users

Consideration will be given to the previous year’s performance of the applicant including:
• Adherence to policies and procedures
• Overall conduct of players, fans, coaches and teams on the fields
• Condition of the field
• Respect for time frames allotted for games and practices, ensuring teams
and equipment are off the fields prior to the next teams start time
• All fees in arrears must be paid prior to accepting a booking
And, attendance at the annual field users meeting.

Neighborhood Park:
1. Persons or organizations wishing to reserve use of Sports Field’s must apply for a
Sports Field User Policy 6140.00.025 Page 3

Sport Field Contract through the Booking Clerk.

2. Free play is encouraged at Neighbourhood Parks and should not interfere with
other park use.
3. Usage of the Lions Park and Davies Street Sports Fields by Contract Holders or
Casual Users is limited to youth ages ten years and under.
4. Usage of Sports Fields by Contract Holders or Casual Users shall be booked
based on a maximum limit of one hundred and fifty (150) hours per Field Use
Season for exclusive use of the field.

Sports Field Contracts for New Organization / Emerging Sport

When reasonable and feasible the City will recognize a new Contract Holder or emerging
sport and will allocate field time to enable it to establish its programs and services.
Recognition and allocation will occur once the conditions and criteria of this policy are met
and if existing Contract Holders will not be adversely affected. The City will use
unallocated time first to meet the needs of a new applicant and will work with existing
Contract Holders to explore potential reallocation of their hours.

Communications for Contract Holders

Communication is a vital component of the bookings and allocation process. To foster this
communication the City will organize and facilitate an annual meeting with current year
Contract Holders to review, define or confirm field open and close dates, hours of
operation, field uses, amenities, classifications and restrictions, planned closures, special
operating hours and field capacity calculations and field allocations. Other issues will be
discussed such as administration, field maintenance, the use and care of adjoining
buildings and possible capital projects for which input from Contract Holders will be
encouraged. This meeting will be mandatory and will be held by the last week of March
each year.

How to apply for a Sport Field Contract

1. All organizations booking fields require a Sport Field Contract that can be applied
for by completing the sport field contract application form and submitting it to
Booking Clerk prior to March 1st of that year.
2. All fields must be booked through the Booking Clerk. Bookings for the use of fields
will be recorded in a Sports Field Contract. Field time slots will not be considered
booked or reserved unless a Sports Field Contract is completed and signed and
the Sports Field bookings are paid in accordance with requirements of the City’s
Fees and Charges Bylaw and its amendments.
3. Before the Sports Field Contract is issued the following information must be
submitted:
• Contact names, including 2 email addresses of Contract Holders
• Insurance certificate: minimum $5,000,000 of commercial general liability
coverage, naming the City of Nelson as an additional insured
• Key deposit (if applicable)
• Security deposit (if applicable)
• Team Rosters.
4. Fee as cited in the City’s Fees and Charges Bylaw No. 3092 and it’s amendments.
Sports Field User Policy 6140.00.025 Page 4

5. Club/ League/ Association membership information from the previous year

including total membership, youth vs. adult, male vs. female, and resident vs.
non-resident statistical data is due by March 1st and must be included with the
sport field application. This information is invaluable for future field maintenance
and operational planning.

Booking Cancellations
Notice must be provided to the Nelson and District Community Complex booking clerk to
cancel field bookings.
• Contract Holders: 48 hours.

Supply of Field time for Contract Holders

1. The supply of field time will determine the total number of weekly hours each
Contract Holder is entitled to and the distribution of those hours to different age
and skill levels. The City will communicate this entitlement to Contract Holders
shortly after the application data has been reviewed and time has been allocated.
2. The number of weekly hours allocated to any affiliated youth community group will
be based on both justified need and Long Term Athlete Development [LTAD]
models of Standards of Play for the sport.
3. Allocated hours will be reviewed annually and all Contract Holders will be notified
of the number of allocated hours prior to the annual Contract Holders group
meeting.
4. The following provide a base amount of allocated hours. If field time is still
available after all Contract Holders have been provided their allocated hours the
remaining time will be offered to other Field Users based on their priority level.
5. The method of distribution of available hours will be based on the following:
a. standards of play through Provincial/National governing body
b. seasonal commitment
c. program growth
d. hours of useable field
e. suitability and appropriateness to time of day (youth and adult)
f. historic booking and actual usage
g. City or Area E & F residency for Lakeside playing fields and Queen
Elizabeth Park.
6. Allocation authority shall reside with the Director of Public Works or Designate. In
the event that a Contract Holder is dissatisfied with a field allocation, the group
should seek resolution by consulting the Director of Public Works.
7. Field allocations will be divided into Prime Time and Non-Prime Time. Supply of
field time is the total amount of time available for use in both Prime Time and
Non-Prime Time.
8. Generally, the City will allot 2 hours for a game and 1 hour for a practice which is
inclusive of set up and take down time.
9. During allocation deficit periods, the total number of hours will be pro-rated so that
all Contract Holders will receive an equitable deficit adjustment.
10. If more hours are needed beyond what is available then each Contract Holder
must justify this need in writing well in advance of the season application process.
Sports Field User Policy 6140.00.025 Page 5

Requests will be satisfied pending availability and demand.

11. Demand for field time by Contract Holders will take into account the priority status
of the Contract Holder and the proportionate number of participants in a group
requesting time.
12. Sports Field Contracts will be issued for field use based on the overall condition of
the Sports Field and the ability of the field to withstand the impact of the related
sport.
13. The City, at its discretion, may prioritize the use of Sports Fields for games over
practices.
14. To ensure fair and equitable distribution of field rental time, the City at its discretion
may schedule a portion of Contract Holders total time at Non-Prime Times.
15. Once time has been allocated by the City, each Contract Holder is responsible to
distribute its allocation amongst its various subgroups in accordance with
established rules of its organization and in keeping with the principles of this policy.

SPORTS FIELDS

Field Maintenance and Improvement

1. Grass mowing is performed twice a week.
2. The City attempts to be flexible in accommodating Contract Holders but ultimately
the health and safety of field users and the condition and playability of the Sports
Fields takes priority. This may require the closure of Sports Fields, denial of use
and/or suggested alternate sites.
3. Sports Fields may be closed at the discretion of the City. Closures are kept to a
minimum when conditions remain playable. Priority is given to maintenance needs
and rest and regeneration periods for all Sports Fields.
4. Requests to modify or improve any Sports Field must be submitted in writing for
review.
5. City staff will review Sports Field conditions and maintenance schedules will be
communicated to Contract Holders annually.

Field Closure Procedure

Poor weather conditions or unsafe field conditions are the primary reason for Sports Field
closures. Most turf damage occurs with field overuse or use during inclement weather. In
accordance with the Parks Bylaw, Sports Fields may be closed to all Contract Holders
and Casual Users due to these conditions for the following reasons:

a. Causes abnormal damage to the Sports Field surface;

b. Jeopardize further scheduled use of Sports Fields;
c. Compromise personal safety of league players or general public.

Sports Fields Closed

1. The Booking Clerk will be notified of any field closures and field users can contact
the Booking Clerk by phone for a field status report. Coaches or team
representatives will receive closure notifications via email.
Sports Field User Policy 6140.00.025 Page 6

2. All Sports Fields which are closed to play will be sign posted. It is the responsibility
of each team coach or representative to ensure that closed Sports Fields are not
played on. Any team found to have played on a Sports Field that was officially
closed may forfeit the right to play on that Sports Field for the remainder of the
season and will be considered in the review of the subsequent year’s application
process.

Unplayable Criteria – determined by the Contract Holder

1. The City has granted Contract Holders the discretion to make common sense
decisions about whether to cancel an event on their Sports Field.
2. The coach or user representative is responsible for carrying out their own Sports
Field inspection. The decision to play should be based on:
a. Player and general public safety
b. The presence of standing water / puddles
c. Water sponges up around your feet when you walk on the field
d. If the games begin and the conditions deteriorate so that the Sports Field is
being damaged, the game must be stopped.

GENERAL RULES AND REGULATIONS

1. Maintenance
The City reserves the right to schedule routine and special maintenance which
may require the closure for an appropriate amount of time based on the
maintenance application.
2. Vandalism
Damage to fields caused by vandalism will be charged to the Casual User or
Contract Holder causing the damage. At the discretion of the City, any Casual User
or Contract Holder causing damage may also forfeit the right to use any Sports
Field for the rest of the season.
3. Smoking
In accordance with the City of Nelson’s Clean Air and Smoking Regulations Bylaw,
smoking is not permitted anywhere on City property or within a 7 metre buffer zone
around the property.
4. Alcohol
Consumption of alcoholic beverages is strictly forbidden unless permission has
been granted through the City’s Special Event process.
5. Promotion, Sponsorship and Marketing
Promotion, Sponsorship and Marketing at or for events must be done in
accordance with the requirements of the City’s Parks Bylaw and its amendments.
6. Vehicles in the Park
Motorized Vehicles shall only be permitted access in accordance with the
requirements of the City’s Parks Bylaw and its amendments.
Sports Field User Policy 6140.00.025 Page 7

CODE OF CONDUCT
The City of Nelson’s Sports Fields are busy and client focused. As a responsible user and
to ensure that the requests of all of our Field Users and the community are met, all
leagues/teams/individuals are expected to follow these guidelines:
a. The consumption of alcohol is not permitted in any Park or on any field unless
authorized. This includes adjacent facilities and parking areas.
b. Players, coaches and team supporters must be courteous and respectful to the
residents, other park users, caretakers, City staff and other agencies at all times.
c. Pick-up and remove all litter generated while using the park and deposit same in
receptacles provided for such purpose.
d. Respect and protect public and private property.
e. Field access is limited to your assigned allocation times as noted on the Sports
Field Contract. Casual Users and Contract Holders are allowed onto their
assigned area at their contract start time. All Casual Users and Contract Holders
must leave the area by the end time stated in their contract. No field shall be used
for any purpose other than as designated in the Sports Field Contract.
f. Ensure that approval is obtained from the City before erecting any signs, banners
or pennants and they do not deface public property or damage irrigation
infrastructure and are removed immediately after play.
g. Use good judgement when assessing Sports Field conditions and not use them
when conditions are such that said use is likely to cause injury to participants or
result in damage to playing surfaces.
h. Have fun!

This policy will be reviewed every three years.