Union City Turf Management & Facility Operations
Operational Policies, Procedures and Guidelines, 2006
Definition: The Union City Department of Turf Management and Facility Operations (Department) is the department of the City of Union City that operates all public athletic fields and facilities. The Department is the local body entrusted with the responsibility for planning, executing and appraising all city athletic facilities and athletic programs. It is the duty of the department through the City Manager and City Council to create basic policy for the control, improvement and planning, future and present, of facilities operated by the city for competitive and recreational athletics.
Purpose and Objective: It shall be the purpose and objective of the Department to provide facilities that are safe and a quality environment for all recreational and competitive athletics within the city owned and operated athletic infrastructure. Likewise, the department shall promote athletics for the wellness and recreation of the community. Consistent with the purpose, every opportunity shall be afforded, within fiscal limits, to plan, improve and develop top level athletic resources for the community, and to maintain these afforded athletic and recreational opportunities at the highest level. Thus, the department shall provide leadership for the wise and satisfactory operation of all afforded athletic opportunities within the City.
Mission Statement: It shall be the mission of the Department to provide facilities that are safe, enjoyable and aesthetically pleasing for the purpose of athletic and recreational competition for the citizens of Union City. It shall also be the mission of the department to promote athletic and recreational leagues that support physical fitness, respect, and sportsmanship through the teaching of fundamentals and the development of athletic skills. Through these two aspects it shall be the Department’s mission to improve the quality of life for the citizens of Union City through the support of a positive athletic experience.
I. Governmental Authority
1.01 The authority of the City to govern all operations, including facility management, all usage and general operations of these public facilities is derived from Tennessee Code Annotated 11-24-101, et seq. concerning municipal recreation systems.
II. Facilities and Field Usage Priority
2.01 Requests for use of municipal fields must be made prior to usage, and directed to the Department, located at 1803 East Main Street. Phone: (731) 885-8838. A facility usage permit must be on file with the office, and facility request form completed.
2.02 Priority 1 Users include all school sponsored athletic teams, and all teams of a recognized league sanctioned by the Department. A recognized league must be state or nationally sanctioned, and a member of the Union City Youth Athletic Alliance.
2.03 Priority 2 Users include all club teams, independent travel teams and independent adult teams.
2.04 Priority 3 Users include field usage for recreational purposes. Recreational field usage is allowed on fields only when Priority 1 or Priority 2 users have not scheduled these facilities. The following constitutes priority 3 field users, and order of field allocation:
A. Locally organized non-profit civic groups whose membership is composed of residents of the city of Union City.
B. Locally organized educational, fraternal, social and religious groups whose majority of membership is composed of residents of Union City.
C. Other non-profit organization/ and or individuals that have been approved by the Department.
2.05 Priority 4 Users consist of individuals using fields for recreation, and all recreational play is limited to the multi-purpose field and coach pitch/t-ball field whenever these fields are not scheduled.
2.06 All field usage shall be at the discretion of the Department, and shall be based on the following, when two or more Priority 1 or 2 users request a facility:
C. The department cannot guarantee that all requests for field usage will be approved.
2.07 Tournaments and Special Events Policies:
2.08 Failure to pay fees by any group will result in a suspension from field usage until such time as the fee has been paid. Reinstatement shall be at the discretion of the Department.
III. Field Usage Policy and Procedure
3.01 At the discretion of the director or the director’s designee, any section of the park, facility or field may be declared closed to the public at any time, for any interval of time, either temporarily or regularly scheduled, stated intervals (daily or otherwise) and either entirely or just to exclude certain areas of use.
3.02 Right to Decline: The director or the director’s designee, in his or her sole and absolute discretion, reserves the right to decline field or facility usage, and the right to cancel usage when policies have not been correctly followed.
3.03 Organized athletic activities on City property are permitted only through completion of a field usage permit and scheduling through the Department. There are no unscheduled organized athletic events allowed.
3.04 The Master Schedule of Activities will be kept at the Department. Only the Department shall schedule events within the framework of the policies and procedures. At no time will any other City employee or department have the authority to book or reserve a field or facility for themselves or any other town group.
3.05 Usage Limitations: The fields and athletic facilities have limited use restrictions deemed necessary by the Director or the Director’s designee. The Director or the Director’s designee shall evaluate field conditions and usage and also make all final decisions concerning the use by individuals, groups or organizations.
3.06 Elam Stadium: Elam Stadium is a City facility used for scholastic competition, competitive summer baseball, and other major events. Stadium usage is at the sole discretion of the department.
3.07 Inclement Weather Policy: The Department will monitor field and weather conditions on a daily basis. On weekends, with practices only scheduled, there may not be an on-site supervisor to govern field usage. If this is the case, it is up to those using the fields to make proper decisions concerning usage. Policy concerning prior or forecasted weather will result in the following calls being made by the Department:
A. ON HOLD: When a field or fields are placed on hold, a decision time will be given following the announcement of the field hold. The field conditions will be updated at this time.
B. Field Open: Following questionable weather conditions, a field may be opened, and thus the Department will update the status of the field to “open.” If a field is open, and inclement weather arrives, it is the responsibility of the user to determine whether to continue or resume play. If any questions arise, please contact the on-site supervisor.
C. Game Time Decision: A game time decision announcement will be used for major tournaments and events. This status will not be used during regular season league play. This will be made in the event of unsure weather conditions or field conditions, and may lead to a game being pushed back or cancelled until a later time.
D. User Discretion: In the event that no staff is on duty during the weekend, the announcement for user discretion will be made. With user discretion, the user shall make a common sense decision regarding whether or not the field is in condition for play.
E. Field Closed: Poor weather conditions or unsafe field conditions that may arise are the primary reasons for athletic field closures. Experience shows that the majority of turf damage occurs during inclement weather, or conditions caused by inclement weather. If a field is damaged as a result of unauthorized play during inclement weather, leagues and field users will be held directly responsible. A field may also be closed at any time for renovation, general repair or usage of chemicals; in the event that this occurs it will be posted at the field. Individuals should observe all closure signs and updates.
3.08 Field & Facility Damage: Leagues and individuals are responsible for any excessive or unnecessary damage to fields and facilities. This would include but is not limited to holes dug in the grass areas by players, damage to turf during practices when fields are closed, and any damage to the dugouts, fences or facilities adjacent to the playing surface. Payment for damages will be required by leagues or individuals for damages following usage, or at the end of the season for leagues for any and all damage. The damage payment required shall be the cost of repair as determined by the department director. The failure to pay damages as required will result in the suspension of field usage.
3.09 Practice Policies: Practice policies vary per sport, but in general are considered part of specific rules of etiquette when using an athletic facility. The following rules apply to all field users including leagues, teams and individual users. Failure to follow policy may result in suspension of field usage.
A. NO UNSCHEDULED PRACTICES ARE ALLOWED. If a practice is not scheduled through the Department, and placed on the master schedule, the field will not be open. If a team requires additional practice time, it must be scheduled and placed on the schedule prior to practice.
B. Absolutely no short screens on grass infields. All short screening should take place in the cage.
C. All on-field batting practice on full size baseball fields require the use of a B.P. Box, which is available both at Thompson Field and Elam Stadium.
D. No players are allowed to warm up on the infield area at any time. Do not allow players on the infield prior to actual practices.
E. Do not hit fungo in the grass areas of the infield, with the exception of fly balls to the outfield on full size fields. On all other fields remain in the dirt areas.
F. On soccer fields, rotate practice areas throughout the practice. Do not shoot from one position on the field. Do not run drills continuously in the same area.
3.10 Game Day Policy: Game day policies vary per sport, but are considered part of specific rules of etiquette when using an athletic facility. The following rules apply to all teams participating in athletic events held at a City Facility.
A. All infields are closed until the designated pre-game on the day of a scheduled event. This will be posted, and teams should remain off of the infield until the designated time.
B. Depending on field conditions, skinned area watering will take place at some point prior to pre-game warm up.
C. On game days, if grounds crew is working on the field, keep players from interfering with work and do not begin warm ups until the grounds crew has completed its task.
D. Following all games have players pick up trash on their sidelines or dugouts. Please restore dugouts or benches to their previous order.
3.11 Penalties: Failure to follow practice and game day policies will result in a team or league warning. Continued failure to follow policy may result in the league or team being suspended from field usage.
IV. League Management
4.01 The Department shall have the authority to successfully conduct all leagues using City facilities, and act on any questions not covered herein.
4.02 The Department shall govern all leagues which use public facilities. The department director shall be the official interpreter of all rules and policies concerning City policy, league management and his/her decisions will be final in resolving any conflict.
4.03 The Director shall sit as an active member of all Boards of Directors of all leagues, and shall have the authority to enforce City policy, as well as all national guidelines of the organization.
5.01 All leagues that are eligible for sanctioning by the City of Union City will be established through the following format:
A. All leagues shall be governed by a Board of Directors made up of individual volunteers appointed by the Department Director with the assistance of the City Parks and Conservation Board.
B. All Boards of Directors shall consist of interested individuals above the age of 18.
C. All Boards of Directors shall submit one member of their board to serve as a member of the Board of Directors of the Union City Youth Athletic Alliance.
D. All Boards of Directors shall operate in full with the policies set forth by their national sanctioning organization, and the Bylaws and Policies of the Union City Youth Athletic Alliance.
E. The policies and procedures of the Union City Youth Athletic Alliance shall be administered and recognized as an official entity, by the Department.
5.02 Sanctioned League Operations
A. All leagues shall operate independently in regards to standard league management.
B. All league Boards of Directors will be responsible for compiling and submitting the following information prior to the beginning of league practices: proof of insurance for the league and the City, practice schedules and game schedules, all pending the approval of the director.
C. All league Boards of Directors shall submit the following to the director, no later than 30 days after the end of the specific athletic season: Schedule of Revenues, Expenses and Fund Balances; Evaluation of League; and Areas of Improvement for facilities and league.
D. All league Boards of Directors shall submit or obtain the following prior to the season:
1. Inventory equipment, and make purchases accordingly.
2. Obtain charter from national sanctioning organization.
3. Complete and submit all documents for national sanctioning organization.
4. Obtain insurance for league participants, officials and the City, naming the City as an additional insured.
5. Obtain registration fees, team sponsorships and advertising for upcoming season.
6. Complete and submit a practice schedule, and turn into the Department.
7. Complete a game schedule and submit at least two weeks prior to the season.
8. Secure game officials, umpires/referees for the season.
E. City services provided to all sanctioned leagues are as follows:
1. Facilities at no cost for regular league play and for league tournaments.
2. Facilities at a reduced cost for sanctioned tournaments.
3. Basic field maintenance and preparation.
4. Coordination of special services and maintenance as needed.
5. Lighting and maintenance of lighting.
6. Serve as a clearinghouse for all league information.
VI. Municipal Sanctioning: Adult Leagues
6.01 A City sanctioned adult league will be formed immediately following a group showing interest in the maintenance of such a league.
6.02 A Board of Directors will be appointed by the Director with the assistance of the City Parks and Conservation Board to operate any sanctioned adult league.
6.03 The Board of Directors shall submit to the Department the following prior to play:
A. Proof of insurance for the league and the City, naming the City as an additional insured.
B. Charter from a national sanctioning organization.
C. Independent adult leagues must present bylaws, policies and procedures in the place of a national charter in order to receive sanctioning from the municipality.
D. A complete schedule of team practices.
E. A complete season schedule two weeks prior to the start of the season.
6.04 The responsibilities of the Board of Directors shall be as follows:
A. Check and inventory the equipment of all teams participating.
B. Obtain a charter, or submit bylaws for local league.
C. Obtain insurance for all players, and league officials.
D. Obtain registration fees and sponsorships.
E. Secure Umpires/Referees for all league events.
VII. Municipal Sanctioning: Club & Travel Teams
7.01 Independent teams shall be given the status of a club or travel team. These teams shall be sanctioned by the Department through the following procedure:
A. A club or travel team must provide proof of team insurance.
B. A club or travel team must present national sanctioning, or intent of participation.
C. A club or travel team must complete all paperwork prescribed by the Department.
D. Clubs and travel teams must understand that they are scheduled as a priority 2 field user.
7.02 Club teams and travel teams will be expected to follow all departmental policies in regards to field usage, and obtain a sanctioning form from the Department.
VIII. Scholastic Teams
8.01 Teams representing the Union City School System, are designated as scholastic teams and hold priority 1 scheduling status on athletic fields.
8.02 All coaches for scholastic teams are required to submit prior to the season:
A. Complete practice schedule, unscheduled practices are permitted per Section C.
B. Inform the Department two days prior to any unscheduled practices.
C. Turn in a practice and game schedule two months prior to the season.
D. Provide a copy of schools athletic insurance policy for file with the Department.
8.03 All game day operations, other than field maintenance, shall be the responsibility of the coach and the school system.
8.04 All scholastic special events shall be administered by a Tournament Coordinator who may be any individual appointed by the school system or the athletic sanctioning organization.
IX. Municipal Sanctioning: Concessions/Vendors
9.01 All concessions and merchandise vending within the park facility must be approved and sanctioned by the Department.
9.02 To receive a permit for vending, a league or philanthropic organization must submit the previous year’s operating schedule of revenues, expenditures, and fund balances of the concessions/vending for a complete season. These are subject to review by the director.
9.03 The following types of concessions management are permissible and eligible to receive a vending/concessions permit for operation: league managed and operated vending, league managed with outside vendor contracted, or philanthropic organizations.
A. League managed concessions must produce documentation that 100% of all revenues are used for league operations or projects.
B. League managed concessions with an outside vendor may allocate up to 30% above the cost of operations to be paid to the contracted managing agency, with all other revenues being shown to be part of the overall operations budget of the league or team.
C. Philanthropic organizations may receive a vending/concessions permit. However, they must sign a contracted agreement with the Union City Youth Athletic Alliance in which the philanthropy shall receive 30% of the proceeds above operating cost, and the remaining 70% is to be donated to the Union City Youth Athletic Alliance in the name of the philanthropic organization.
9.04 No concessions/vending shall be allowed on City property, until such time as the organization or group has received a vending permit.
9.05 No outside vending, beyond the scope of section 9.03 will be allowed.
X. Miscellaneous Policies and Procedures
(RESERVED)