FIELD PERMIT POLICY
Approved 10/2002 by Town Manager & Park and Recreation Commission
Statement of Purpose:
The Parks and Recreation Commission has developed the following field permit policy to assist in the scheduling and permitting of Town of Arlington Fields and Outdoor Spaces.
Permitting Priority:
1)Arlington High School teams and all Arlington Public Schools uses, Monday – Friday until 5:30 PM during the school year. Varsity games shall be played to completion.
2)Arlington Recreation Programs, Arlington Youth Organizations, Arlington Town Leagues and Sports Organizations, Monday – Friday after 5:30 pm, are defined as any organization that is requesting one or more fields for four or more dates during a specific season. Rosters must contain at least 60% Arlington Residents under the age of 18.
3)Private, Parochial and non-Arlington Public Schools located within the Town of Arlington, Monday – Friday until 5:30 PM during the school year. Varsity games shall be played to completion.
4)Arlington Adult Organizations- Any Sports Organization requesting one or more fields for four or more dates during a specific season. Rosters which must contain at least 60% Arlington Residents of the age of 18 or older.
5)Arlington Residents –defined as any person(s) with either residence and/or employment in the Town of Arlington.
6)Non-Resident Organizations- Any Sports Organization requesting one or more fields for four or more dates during a specific season. Roster which must contain less than 60% Arlington Residents
7)Non-Residents- defined as any person(s) with residence and employment outside the Town of Arlington.
Permitting Procedures:
For Individuals and Teams Seeking Permits
A.Complete Field Request Forms- Fill out appropriate field permit request form.
B.The fields should be permitted at least 48 hours in advance of the date requested.
C.You may inquire about field availability via phone (781-316-3880), but written requests must be received at least 48 hours in advance before a permit can be issued.
D.Submit Rosters- Each team is required to submit roster lists of all participants, which must include registrants’ addresses 2 weeks prior to first game date requested. This information will be used to determine resident and non-resident qualification.
E.Submit Payment for Permit(s)- Due one week prior to first date requested. Checks must be made out to ARLINGTON RECREATION.
Permit Rates
1.Arlington Residents, $20 an hour per field.
2.Non-Resident Organizations and Individuals, $50 an hour per field
For Sports Organizations Seeking Permits
STEP ONE
A.Complete Field Request Forms- Fill out appropriate field permit request form (1 form per field).
Season Deadline
Spring (April 1 - June 30) January 30
Summer (July 1 - August 31) April 30
Fall (September 1 - November 30) July 30
B.Only the league presidents or athletic directors shall apply for the fields necessary for all home games and practices throughout the season by the designated deadline.
C.Submit Preliminary Schedule- The league presidents or athletic directors shall submit some form of preliminary schedule at this time. This preliminary schedule may be a copy of last year's permits, and will act as an estimator of all field needs for the specified season. The preliminary schedule must be handed in at the time of the initial field application.
D.Submit Liability Insurance- Organizations are asked to submit a copy of their organizations liability insurance (minimum of $1 million dollar coverage) naming the Town of Arlington as an additional coinsured with their initial field application. If an organization does not have liability insurance this must be stated in writing at the time of their initial field application.
STEP TWO
A.Submit Final Schedule- The league presidents or athletic directors must then finalize his/her schedule. A final schedule must be handed into Arlington Recreation no later than 2 weeks prior to the first game date requested by that organization. The number of HOME games will determine field permit fee for the season. This schedule will show the following:
1)All scheduled home and away games for the season.
2)All possible play-off dates. ** Only if the league or coach wants these dates reserved. If the league or coach does not want to reserve play-off dates, they may request any dates needed at the end of the season. Permits will be granted on a first come, first serve basis.
B.Submit Coaches Mailing List- The league president must submit an updated copy of his/her organizations coach’s list with coach’s name, team name and team color.
STEP THREE
A.Submit Payment for Permits- Due prior to first game date requested. Checks must be made out to ARLINGTON RECREATION.
Permit Rates
1.Arlington High School teams and all Arlington Public Schools are EXEMPT.
2.Arlington Recreation Programs, Arlington Youth Organizations, Organized Town Leagues and Sport Organizations, $1.25/participant/season payable to Arlington Recreation and $6.0/participant payable to Department of Public Works (please submit to Arlington Recreation).
3.Private, Parochial and non-Arlington Public Schools located within the Town of Arlington, $5/participant/season (practices-no fee for Fall ’02).
4.Arlington Adult Organizations, $15/game/field (practices-no fee for Fall ’02).
5.Arlington Residents/Team, $20 an hour per field.
6.Non-Resident Organizations, Team and Individuals, $50 an hour per field.
Fees Collected:
The fees collected by Arlington Recreation serve two functions:
1) A portion of the fees collected will be used for emergency repairs to Parks (i.e. lights, fencing, bases, etc.)
2) A portion of the fees collected will be used to cover the administrative cost of field scheduling by Arlington Recreation.
Field Closings For an Extended Period of Time (more than one day)
Under the following condition, the Department of Public Works and at times Park and Recreation Commissioners, may determine that a field is closed to all users. These conditions include, field under water, severe damages that make it unsafe/unplayable, field reconstruction and the need to rest fields. Information on field closings can be accessed by town’s website here and will be communicated to league presidents and athletic directors. It is the responsibility of league presidents and athletic directors to notify their coaches
and players.
Field Closings Due to Inclement Weather (same day)
Due to unpredictable weather conditions and the different effects the weather has on various fields, it’s up to each individual organization to determine if a field is playable for a practice or a game. If an organization determines that a field is unplayable on a particular day, it is the responsibility of league presidents and athletic directors to notify their coaches and players and send an email or phone message to the Superintendent of Recreation. Organizations/Leagues who choose to play during inclement weather and cause damage to a field will be held liable for the damage and risk having permits for that field revoked.
Make-up Dates
Should be handled by each league president or Athletic Director using his or her existing permits. Requests may be made for additional permits for make-ups if they cannot be accommodated within their existing permits. Arlington Recreation will make a concerted effort to find available field space.
New Town Leagues/Current League Expansion
A new league is defined as any league that is not currently permitted field space from the Town of Arlington as of the approval of this policy. League expansion is defined as any growth in the number of teams or games within an existing league. Any new in town league requesting Town of Arlington field space or any existing league looking to expand is required to submit a written proposal to the Superintendent of Recreation. Representatives from the league are may be required to appear in front of the Park and Recreation Commission.
Basketball Court/ Tennis Court
* Public use of the tennis courts and basketball courts is handled on a first come, first serve basis. Although, individuals or organizations may request a permit for a court for usage for a fee of $10 for 2-hour blocks of time per court.
Menotomy Rocks Park
Individuals or organizations may be permitted for special events or parties. Please use Menotomy Rocks permit form for details and submittal of request. All fees are separate and go towards Menotomy Rocks Park Improvements.
Large Group or Special Event Permits
Any special event with expected attendance over 150 people. Signatures from other department heads is required and possible approval of the Park & Recreation Commission
Non-Arlington Recreation Clinic Field Fee
Non-Arlington Recreation Clinics are defined as any clinic that is offered within the Town of Arlington that is not sponsored by Arlington Recreation. Groups must also submit a copy of their professional liability insurance policy to Arlington Recreation at the time of request. Non-Arlington Recreation Clinics will be assessed fees according to the following fee schedule: Fees Based on 15% of Gross Income.
Clinic Fee # of Participants |
$0 - $30 |
$31 - $50 |
$51 - $100 |
$101-$200 |
$201 + |
0-20 |
$90 |
$150 |
$300 |
$400 |
$750 |
21-40 |
$180 |
$300 |
$400 |
$1,200 |
$1,500 |
41-60 |
$270 |
$450 |
$600 |
$1,800 |
$2,250 |
61-80 |
$360 |
$600 |
$1,200 |
$2,400 |
$3000 |
81-100 |
$450 |
$750 |
$1,500 |
$3000 |
$3,750 |
101-150 |
$675 |
$1,125 |
$2,250 |
$4,500 |
$5,625 |
151-200 |
$900 |
$1,500 |
$3,000 |
$6000 |
$7,500 |
201+ |
$1,125 |
$1,875 |
$3,750 |
$7,500 |
$9,375 |
Non-Arlington Recreation Clinics will be responsible for submitting a completed registration list and payment to Arlington Recreation on or before the first permitted field date.
VIOLATIONS
Any violation of the permit policy can result in loss of permits and future permit requests. Possible fines may be applied in cases of destruction of property due to vandalism, misuse of permit, use of field without a permit or use of a field when fields are deemed closed.
APPEAL PROCESS
Must be made in writing to the Superintendent of Recreation. If after further discussion and individual or group are still not satisfied, a request can be made to present appeal to the Park and Recreation Commission at their monthly meetings.
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