Athletic Field Policies

Athletic League Field Use & Residency Policy


Purpose and Background
This policy is intended to guide the Bellbrook Sugarcreek Park District in decision-making with regards to athletic fields within the parks. Further, this policy protects Bellbrook and Sugarcreek Township taxpayers with a fair and equitable system to require nonresident participants of sport teams and organizations to pay a nominal fee towards the care and maintenance of the fields.

This policy recognizes the symbiotic relationship between the community’s youth sport organizations and the Park District. These organizations provide a valuable community recreation opportunity with mostly volunteer workforce. By doing so, the organizations alleviate the need for residents’ taxes to be channeled to the administration of youth sports. The community as a whole contributes tax revenues to build and maintain sport fields for all. “Recognized Organizations” receive higher priority for use and scheduling in exchange for the recreation service they provide to the community.
Use of all fields will be influenced and guided by the Park Administration’s commitment to maintaining a high standard of playability and safety.
It is the intent of this policy, that revenues collected from any fees charged for sport field use, will be redirected into the care, maintenance, renovation and improvement of sport fields.

Definitions

Resident: A resident is classified as residing inside the Bellbrook-Sugarcreek Township Park boundaries, or within the Bellbrook-Sugarcreek School District boundaries.

Non-Resident: A participant not residing inside the Bellbrook-Sugarcreek Park District boundaries, or within the Bellbrook-Sugarcreek School District boundaries.

Field Use Capacity: Fields may be used up to their capacity, with capacity defined as, “Maximum use without lowering the quality or safety of the playing surface.”

Park Administration: Bellbrook- Sugarcreek Park District

Priority Use and Scheduling
Only one recognized organization will be designated and approved per sport (soccer, baseball, youth lacrosse, etc.). If scheduling conflicts arise among the recognized organizations, priority will be given to the group with the highest Bellbrook/Sugarcreek Township residency percentage.

At the time of Park Administration approval of the Athletic Field Use Policy, the approved recognized organizations are as follows:
• Bellbrook Wee Eagles:  Football Association and Youth Lacrosse 
• Bellbrook Lion’s Club:  Baseball League, Softball League, and T-Ball League
• Bellbrook Soccer Association:  Recreational and Competitive Soccer

While the listed groups maintain their recognized organization status, other groups of the same or similar purpose will not be eligible for recognized organization status. Conversely, should a recognized organization lose its status, another group with the same or similar purpose may be evaluated for recognized organization status.
If groups, athletic teams, clubs and the like do not wish to apply for recognized organization status, they shall be considered “independent” for the purpose of scheduling athletic fields.

Priority for scheduling field use
1. Recognized organizations
2. Independent teams, clubs and groups with greater than or equal to 70% residents
3. Independent teams, clubs and groups with less than 70% residents
4. All other organizations, including groups unwilling to verify resident make-up

Pricing
In recognition of the community service they provide and the cost-savings to the general, tax-paying public, Recognized Organizations are not charged for their typical field use. These organizations only contribute a nominal equity fee from nonresidents to balance the financial contribution of the Bellbrook and Sugarcreek Township taxpayers.
Independent groups will be required to pay for each and every reserved field use. This per-occurrence fee includes a nonresident assumption.

Fee schedule
Recognized organization:
- Resident: free
- Nonresident: $10 per participant per season (not assessed for coaches, leaders, group volunteers or staff)

Independent with greater than or equal to 51% residents:
- $50 per team, per use (practice or games)
- $500 per team, per season (maximum)

Independent with less than 51% residents:
- $100 per team, per use (practice or games)
- $1000 per team, per season (maximum)
 
Requirements of Recognized Organizations
In order for a new organization to receive initial consideration, Park Administration must determine if necessary field space is available to accommodate the organization, and a vacancy in the sport/activity must exist or be imminent.

New organizations seeking Recognized Organization status must complete the requirements below in their first year of scheduled field use.
1. Support and abide by all Park Administration rules, regulations, and policies.
2. Submit all paperwork by Park Administration deadlines – contracts, waivers, approved residential rosters, proof of insurance, etc. 
3. Require and conduct annual criminal background checks for all coaches and Board members. 
4. Provide documentation to verify non-profit status.

Once recognized organization status has been achieved, these requirements must be satisfied annually by the deadline determined by Park Administration.
If a current Recognized Organization does not fulfill the requirements annually, they must complete a 1year probationary period and their scheduling status priority may be dropped. When the organization complies with the above requirements, it will be reinstated to Recognized Organization status. If the current Recognized Organization does not meet the requirements during the 1-year probationary period, it will lose its Recognized Organization status.

Disclaimers
The Park Administration reserves the right to review and alter the fees at any time. 

No subleasing of Park District fields is allowed under any circumstances. Organizations are not to approve use of park space to any team that is not a participating member of their organization. All requests for use must be submitted to Park Administration for approval.

Relating specifically to recognized organizations, non-resident fees will not be applied to high school age participants when OHSAA rules apply, limiting the number of players from Bellbrook High School on a team.

Each athletic team representative will have the authority and duty to cancel or restrict activities on any or all fields due to field conditions (weather, lightning, rain, etc.). Park Administration has the authority to supersede any decision of the designated athletic representative.

Download Field Use Policy & Contract