09-010_Sports Facilities Allocation Policy_20209-010
Page 1 of 14
RECREATION, HERITAGE AND PARKS
Policy 9-010: Sports Allocation Policy
Approval Date: April 27, 2020
Approval Authority: Council, Resolution 2020-206
Effective Date: April 27, 2020
Next Scheduled Review Year:
Department: Recreation, Culture and Parks
Last reviewed: April 27, 2020
Revision Date/s:
Schedules:
Schedule A: Arena Request Application
Schedule B: Ball Diamond Request Application
POLICY STATEMENT
This policy is intended to establish guidelines for the fair and effective allocation of the
Recreation, Culture and Parks indoor and outdoor sports facilities for the Town of
Tillsonburg. The policy applies to facilities that user groups are required to book in
advance such as arenas and ball diamonds but does not apply to public spaces that do
not require facility bookings such as tennis courts or the outdoor pad.
PURPOSE
The purpose of this policy is to clearly define and communicate how indoor and outdoor
sports facilities in the Town of Tillsonburg will be allocated and distributed in a
consistent and equitable manner. The Town of Tillsonburg Recreation, Culture and
Parks Department is committed to fair allocation of sports facilities and will adhere to the
following guiding principles:
• Maximize utilization of sports facilities by participants, clubs, organizations and
guests;
• Consider the needs of youth in the community
• Have age appropriate times available to user groups.
9-010
Page 2 of 14
• Strive to ensure fair access to fields and recreational amenities
• Allow flexibility to meet the needs of sports associations and other users
• Establish uniform criteria and procedures for the reservation and use of sports
facilities
• Facilitate scheduling that will support proper and sufficient maintenance and
repair of sports facilities and ensuring long term quality of these
• Permit the planning and implementation of special sport events and programs in
which a large number of people are expected to participate;
• Ensure that the town’s sports facilities are used for the benefit of the entire
community;
• Balance the needs of user groups, casual participants and the town.
• Promote and encourage participation in sports to the overall benefit of the
community.
• Guide user groups through the process of booking sports facilities.
SCOPE
This policy outlines the criteria used to determine how the community will share facilities
that are scheduled by the Town of Tillsonburg. The policy ensures that procedures to
reserve a specific space and time slot will be simple, transparent, and uniformly applied.
The Sports Facilities Allocation Policy applies to all sports facilities that are available for
booking in the Recreation, Culture & Parks department for the purpose of recreational,
educational, athletic or social activities. This policy does not establish fees. Fees and
any applicable discounts are established through the Rates & Fees by-law subject to
Council approval.
AUTHORITY
The Director of Recreation, Culture and Parks or designate shall be responsible for
administering this policy.
DEFINITIONS
1. Town of Tillsonburg sponsored programs and events
Town of Tillsonburg sponsored programs and events are either drop-in programs
(i.e.: public skating), instructional programs which are open to the public or a
targeted group, and Town events that are in which a large number of people are
expected to participate and that benefit the community.
2. Minor Sport/Children and Youth Programs
Children and youth programming includes minor sports activities and school
programs organization primarily for children less than 19 yrs of age to qualify as
a youth group.
3. Adult Sport Groups
9-010
Page 3 of 14
Adult sport groups are groups with members over the age of 19 years or groups
which participate in adult sport leagues.
4. Occasional Groups
Rental groups which book occasionally & payment is due at the time of booking
IMPLEMENTATION PROCEDURE
The Recreation, Culture and Parks Department offers programs and activities to Town
of Tillsonburg residents. Once the needs of the Town have been satisfied the remaining
sports facilities available time slots will be made available to groups and individuals.
Should there be more demand than supply for the remaining time it shall be allocated in
accordance with the Sports Facilities Allocation Policy and the formulas/guidelines
described in this section.
1. Priority – User Type criteria
The following criteria shall be used for the allocation of sports facilities:
1. Town of Tillsonburg sponsored programs and events
2. Minor Sport/Children and Youth Programs
3. Adult Sport Groups
4. Occasional Groups
2. Priority – Allocation criteria
1. User Type Priority ranking
2. Number of registered participants for groups within the same category, if
applicable
3. Historical use
4. Intended facility usage
5. Seasonal requirements
3. New User Groups
New user groups may be included in the allocation once the conditions and
criteria of this policy are met and if existing affiliated users will not be adversely
affected. Given that new groups have the potential of reducing the number of
hours available to existing users, new user groups will only be considered in
cases where a program provides a service to previously un-serviced segments of
population or where a new program is being introduced.
4. Bookings and Communication
Communication is a vital component of the bookings and allocations process.
The booking process will be communicated to user groups by the Programs and
Facilities Registrar in the Recreation, Culture and Parks department with clear
timelines of allocation request deadlines and contract issue date as well as when
schedules will be finalized. See attached Schedule A for ice allocation timelines
and Schedule B for ball diamond allocation timelines.
9-010
Page 4 of 14
Late submissions received following the deadline for allocation requests will be
held until all other applicants have been accommodated.
The Recreation, Culture & Parks Department reserves the right to cancel
bookings at any time for the purpose of repairs to indoor or outdoor facilities, for
Departmental or Town wide events as required, or for any other reasonable
circumstances. In the event of such cancellation, the affected groups will be
provided as much notice as possible.
5. Outstanding Accounts
No user group or independent user will be allocated sports facilities during the
seasonal booking/scheduling process if there is an outstanding account from the
previous season. User groups with outstanding accounts will be denied booking
privileges until outstanding accounts past 60 days are paid in full.
6. Allocation of Time
On an annual basis the Programs and Facilities Registrar will develop Allocation
Matrices for sports facilities which best reflects the expressed needs of the users
and application of this Policy’s directives and guides. The Town of Tillsonburg
reserves the right to reassign sports facilities annually as required. No user group
is guaranteed the same time slots from a prior season.
7. Use of Allocated Time
Once time has been allocated by the town, each user group is responsible to
distribute its allocation amongst its various teams in accordance with established
rules of its organization and in keeping with the principles of this policy.
8. Sports Facilities Maintenance
• It is the responsibility of user groups to provide schedules for each of the
facilities that they are allocated so that appropriate maintenance may be
performed. If no schedules are provided the Town may discontinue
maintenance of these facilities.
• The Town does attempt to be flexible in accommodating user groups but
ultimately the health and safety of the user and the condition and playability of
the facilities takes priority. This may require closure, denial of use and/or
suggested alternate sites.
• Sports facilities may be closed at the discretion of the Town. Closures are
kept to a minimum when conditions remain usable. Priority is given to
maintenance needs and rest and regeneration periods for all sports facilities.
• The Town may close all or part of a park, sports field or facility for any of the
following reasons:
o Town engages in work involving any of the facility
o When the health and safety of participants is threatened due to
impending conditions, including but not limited to rain, poor surface
conditions, damage to fields and weather alerts.
9-010
Page 5 of 14
• Requests to modify or improve any town sports facility shall be submitted in
writing to the Program and Facilities Registrar for review and if approved by
Town staff, will be submitted to Council for consideration.
• Town staff will review facility conditions and maintenance schedules will be
communicated to user groups annually.
• INCLEMENT WEATHER/POOR FIELD CONDITIONS: The town reserves the
right to cancel or suspend permits for games, practices or other uses
whenever facility conditions could result in damage to the sports fields or
injury to players.
• The Parks & Facilities Manager, or designate, shall have the authority to close
any or all facilities whenever weather or field conditions dictate. Assessment
results will be emailed to user groups upon release.
• During inclement weather, it is the responsibility of user groups to check the
email accounts provided in their application before every game or by calling
the Community Centre at 519-688-9011. Facility closure information will also
be posted on the Town’s website.
• Rain Out Procedures- In an effort to help reduce personal injury and
unnecessary and expensive repairs and maintenance to Town of Tillsonburg
owned sports fields, rain out procedures were created to determine when
Sports Fields are unplayable due to rain. Sports Fields will be considered
unplayable if the following conditions exist: Visual ponding of water on the
surface of the field/diamond; and Water sponging up around your feet when
walking on the field/diamond. If either of the above conditions exists, then the
event, practice and/or game will be cancelled or rescheduled until such time
as the Sports Field is deemed playable. When/if the Sports Field is deemed
unplayable by the designated Town staff and/or the Event/League Permit
Holder, all activity/play on the Sports Field will cease immediately until such
time as the field/diamond is re-evaluated and deemed playable by designated
Town staff and/or the Event/League Permit Holder.
• User groups cannot play on sports facilities that have been closed. If play
does take place the Town may bill the user for damages.
• The contract holder will be responsible for all damages to the sports facility.
• Only authorized Town staff is permitted to re‐open a previously closed sports
facility.
9. Code of Conduct
The RZone – Responsible Behaviour in Recreation Spaces Policy is a code of
conduct policy, which enforces a set of expectations to address inappropriate
behaviours, violence and vandalism that negatively affects the experience of
individuals or creates unsafe conditions. The RZone policy identifies how these
behaviours will be addressed when it occurs within any Town facility. The Town
encourages and supports all organizations using sports facilities to take primary
responsibility for developing, implementing and managing their specific behaviour
management policies to align with the Town’s RZone Policy.
9-010
Page 6 of 14
Organizations and users of Recreation, Culture and Parks sports facilities or
properties are responsible for the behaviour of everyone associated with them,
including participants, officials, spectators, patrons, parents, guests, etc.
10. Responsibilities
The Town of Tillsonburg Recreation, Culture and Parks Department shall be
responsible for managing, allocating and distributing sports facilities on an annual
basis to reflect the guiding principles in the Sports Facilities Allocation Policy in
addition to applying municipal, provincial and federal directives where required.
9-010
Page 7 of 14
Schedule A
SEASONAL ARENA FACILITY REQUEST APPLICATION
Please include preferred ice times including day of week, time and arena. This will
enable staff to begin to map out the upcoming seasonal arena schedule. It should not
be assumed that previous year's ice time is automatically your organizations. Every
effort will be made to accommodate your requests; however, your first choice may not
be always available. When contracts are signed by organization representative and
town staff, ice time is then confirmed. Complete form entirely and please print clearly.
Dates to Remember:
Season Application Due Date TCC will confirm request
Spring/Summer (Apr-Aug) January 15 February 28
Fall/ Winter (Sept-Mar) May 31 July 31
APPLICATION INFORMATION
Group/League Name Applicant’s Name (primary contact)
E-Mail Address
Mailing Address Postal Code
Resident Telephone # Daytime Telephone # Fax #
Secondary Contact Name E-Mail Address Daytime Telephone #
AGE CATEGORY TYPE OF ACTIVITY REQUEST
TYPE
Youth (19 years & under) Minor Hockey Figure Skating
Renewal
Adult (20 years & over) Ringette Adult League New
Request
Hockey Schools Youth
9-010
Page 8 of 14
INSURANCE REQUIREMENTS
All users are required to obtain and maintain insurance coverage in the amount of
$5,000,000 for public and general commercial liability insurance and must name the
Town of Tillsonburg as additional insured. If you have your own insurance, you will be
required to supply a Certificate of Insurance to the Town prior to the issuance of a rental
contract.
Will provide Certificate of Insurance Requests Tillsonburg Community
Centre to purchase insurance
Game Day Insurance and billed
organization.
FACILITY REQUEST:
Day(s) of
Week
# of Arenas
Required Time(s)
Type
G = Game
P = Practice
Duration
Contract Start Date Contract End Date
Tournament/Special Event Facility Request
Date # of Arenas Start Time End Time Additional Requests
Rooms, Mic, TV, VCR
9-010
Page 9 of 14
ARENA RENTAL - CONTRACT CONDITIONS
1. Any individuals, groups or organization (tenants) renting the facilities and equipment
will be held responsible for any and all damages that occur while they are renting the
above referenced facilities and equipment. The Town of Tillsonburg and its staff will
not be held responsible for any lost, stolen or damaged articles.
2. A rental contract is not considered valid until the required payment/deposit and
signed contract is received.
3. Arena users will be issued contracts for all ice time booked. Read through the dates
and times on your contract carefully. If ice time is not on your contract, ice time is
NOT booked for you.
4. In signing your Facility Contract, you agree to comply with the requirements,
procedures and policies as outlined in these Terms & Conditions, Municipal Alcohol
Policy and Alcohol & Gaming Commission regulations.
5. Rates are established annually and subject to change. (Year of actual event will
have that year's rental rate applied, regardless of booking date.)
6. At least 72 hours (3 days) WRITTEN cancellation notice is required. Cancellation
notice may be delivered as follows: Fax 842-4120, email staff or in person to the
Tillsonburg Community Centre Customer Service Desk during regular business
hours. Notice of less than 72 hours (3 days) will result in charges being levied for
ice not re-booked at its resale value; i.e. prime-time or non prime-time rates.
7. Payment is to be made at the Community Centre Main Office during business hours.
We accept cash, Visa, MasterCard, Debit or a personal cheque. (Please note a
$35.00 NSF cheque fee will be applied)
8. Seasonal Ice Users will be billed monthly. In the event the account falls in arrears,
the balance of scheduled ice bookings will be in jeopardy. Seasonal Ice Users who
have failed to settle their account promptly at season's end will be required to settle
their account before any additional ice bookings can be made.
ANY DISCREPANCIES IN ACCOUNT INVOICING MUST BE REPORTED AND
RECONCILED WITHIN 30 DAYS OF THE BILLING DATE.
9. Occasional Ice Users must be 18 years of age or older to reserve the facilities. This
must be paid at the time booking. Receipt of payment must be presented to the
Facility Operator upon request, to gain entrance to the ice.
10. Alcohol and smoking in both arenas and all dressing rooms are strictly prohibited.
Alcohol beverages are NOT permitted on the premises without a Special Occasion
Permit. We have a Municipal Alcohol Policy stating ZERO tolerance for alcohol
consumption without proper permits.
11. The operators of this recreation facility strongly recommend that CSA approved
safety equipment including head, eye and face protection, are worn by all
participants. The Town of Tillsonburg, through the Director of Recreation, Culture
9-010
Page 10 of 14
and Parks, reserves the right to cancel and/or alter dates and/or times on this
contract, as it deems necessary. Under no circumstances will the Town of
Tillsonburg and/or its employees be responsible for any damages, financially or
otherwise, which may be incurred by the contract holder and/or participants.
12. At the time of contract signing, a complete Seasonal Arena Terms & Condition will
be reviewed and signed at the representative of the organization.
I hereby certify that I have read and agree to be bound by the contract and the terms
and conditions listed herein, and hereby warrant and represent that I have authority to
execute this contract and have authority to bind the Licensee.
Print Name:_____________________________
Signature:_______________________________
Please return the form to: Tillsonburg Community Centre
45 Hardy Ave, Tillsonburg, ON N4G 3W9
9-010
Page 11 of 14
Schedule B
SEASONAL BALL DIAMOND REQUEST APPLICATION
Please include preferred diamond times including day of week, time and Ball Diamond.
This will enable staff to begin to map out the upcoming seasonal Ball Diamond
schedule. It should not be assumed that previous year's diamond time is automatically
your organizations. Every effort will be made to accommodate your requests; however,
your first choice may not be always available. When contracts are signed by
organization representative and town staff, diamond time is then confirmed. Complete
form entirely and please print clearly.
Dates to Remember:
Season Application Due Date TCC will confirm request
Spring/Summer (Apr-Sept) December 15 February 1
APPLICATION INFORMATION
Group/League Name Applicant’s Name (primary contact)
E-Mail Address
Mailing Address Postal Code
Resident Telephone # Daytime Telephone # Fax #
Secondary Contact Name E-Mail Address Daytime Telephone #
AGE CATEGORY TYPE OF ACTIVITY REQUEST
TYPE
Youth (19 years & under) Men’s Slo Pitch Minor Ball
Renewal
Adult (20 years & over) Ladies Slo Pitch Clinics New
Request
Special Olympics Tournaments
9-010
Page 12 of 14
INSURANCE REQUIREMENTS
All users are required to obtain and maintain insurance coverage in the amount of
$5,000,000 for public and general commercial liability insurance and must name the
Town of Tillsonburg as additional insured. If you have your own insurance, you will be
required to supply a Certificate of Insurance to the Town prior to the issuance of a rental
contract.
Will provide Certificate of Insurance Requests Tillsonburg Community
Centre to purchase insurance
Game Day Insurance and billed
organization.
FACILITY REQUEST:
Please list preferred Ball Diamond(s):
Note: This does not guarantee that you will be assigned your preferred Ball Diamond.
Day(s) of
Week
Name of Ball
Diamond
Required
Time –
Please list
all time slots
Type
G = Game
P = Practice
Duration (Season length)
Contract Start
Date Contract End Date
Tournament/Special Event Facility Request
Date # of Ball
Diamonds Start Time End Time Additional Requests (ie. Picnic
tables, canteen)
BALL DIAMOND RENTAL - CONTRACT CONDITIONS
9-010
Page 13 of 14
a. Any individuals, groups or organization (tenants) renting the facilities and equipment
will be held responsible for any and all damages that occur while they are renting the
above referenced facilities and equipment. The Town of Tillsonburg and its staff will
not be held responsible for any lost, stolen or damaged articles.
b. A rental contract is not considered valid until the required payment/deposit and
signed contract is received.
c. Ball Diamond users will be issued contracts for all diamond time booked. Read
through the dates and times on your contract carefully. If diamond time is not on
your contract, diamond time is NOT booked for you.
d. In signing this Facility Contract, you agree to comply with the requirements,
procedures and policies as outlined in these Terms & Conditions, Municipal Alcohol
Policy and Alcohol & Gaming Commission regulations.
e. Rates are established annually and subject to change. (Year of actual event will
have that year's rental rate applied, regardless of booking date.)
f. Payment is to be made at the Community Centre Customer Service Desk during
business hours. We accept cash, Visa, Amex, Master Card, Debit or a personal
cheque. (Please note a $35.00 NSF cheque fee will be applied)
g. Seasonal Diamond Users will be billed as the contracts are confirmed. In the event
the account falls in arrears, the balance of scheduled diamond bookings will be in
jeopardy. Seasonal Diamond Users who have failed to settle their account promptly
at season's end will be required to settle their account before any additional diamond
bookings can be made.
ANY DISCREPANCIES IN ACCOUNT INVOICING MUST BE REPORTED AND
RECONCILED WITHIN 30 DAYS OF THE BILLING DATE.
h. Occasional Diamond Users must be 18 years of age or older to reserve the facilities.
This must be paid at the time booking.
i. Alcohol beverages are NOT permitted on the premises without a Special Occasion
Permit. We have a Municipal Alcohol Policy stating ZERO tolerance for alcohol
consumption without proper permits.
j. The Town of Tillsonburg, through the Director of Recreation, Culture and Parks,
reserves the right to cancel and/or alter dates and/or times on this contract, as it
deems necessary. Under no circumstances will the Town of Tillsonburg and/or its
employees be responsible for any damages, financially or otherwise, which may be
incurred by the contract holder and/or participants.
k. At the time of contract signing, a complete Seasonal Ball Diamond Terms &
Condition will be reviewed and signed as the representative of the organization.
Proof of Insurance is required at this time.
I hereby certify that I have read and agree to be bound by the contract and the terms
and conditions listed herein, and hereby warrant and represent that I have authority to
execute this contract and have authority to bind the Licensee
9-010
Page 14 of 14
Print Name:_____________________________
Signature:_______________________________
Please return the form to: Tillsonburg Community Centre
45 Hardy Ave, Tillsonburg, ON N4G 3W9