2011 FALL SPORTS SEASON - North Texas Premier … Texas Lacrosse --North Texas Women’s Soccer...

CITY OF PLANO

Parks and Recreation Department

Athletic Operations

2011

FALL SPORTS SEASON

Athletic Field Distribution Materials

1:30 p.m. Thursday, July 28, 2011

Municipal Center South

Training Room

Page 2 / Field distribution for fall 2011

PLANO PARKS AND RECREATION DEPARTMENT

2011 Fall Sports Season (Football primary) Field Distribution Meeting

1:30 p.m. Thursday, July 28, 2011

I. Welcome / Introduction of Participants

II. Purpose of meeting

III. Review of procedure to allocate & distribute playing fields

IV. Review of Participation Numbers, Inventory and Distribution Percentages (resident based)

A. Football

B. Soccer

C. Baseball / Softball

D. Lacrosse / Field hockey

E. Rugby

F. Cricket

G. Other

V. Field Use Recommendations

(If accepted, skip to agenda item VII)

VI. (If Necessary) Allocation of athletic fields

(By pool based upon fall 2010 utilization by sport)

A. Football

B. Soccer

C. Baseball / Softball

D. Lacrosse / Field Hockey

E. Cricket

F. Rugby

G. Other

VII. Miscellaneous

A. Review of processes for public/association practice reservations and make-up scheduling

1. Association sponsored practices

2. City-issued reservations

3. Restricted to fields appropriate for age and use / Proper use of neighborhood park sites

B. Documentation and payment of user's fees / Roster sampling

C. Temporary fences on baseball/softball fields

D. Schedules / Start Dates / Lighting access

E. Labor Day Soccer Tournament

F. Insurance certificates / account balances

H. Field Preparation Schedule for fall season

1. Football priority

2. All other fields second priority

3. Marking contract changes / insurance requirements

I. City improvement and renovation projects affecting/involving athletics

1. Hoblitzelle restrooms and site renovations

2. Russell Creek Park soccer/site operations facility

3. Carpenter Park south

J. Tournament requests for fall 2011

K. City budget for FY11-12

L. Planning meeting for calendar year 2012 (December 1, 2011)

VII. Questions & Answers

VIII. Adjournment

July 21, 2011

To: Local “approved” sports organizations

YOUTH: ADULT:

--Plano Family YMCA --North Texas Premier Soccer League

--Plano Sports Authority --Plano Cricket Assn.

--Plano Youth Soccer --Plano International Soccer

--Plano Baseball Assn. --North Texas Cricket Assn.

--North Texas Lacrosse --North Texas Women’s Soccer League

--North Texas Co-Ed Soccer League

--Dallas Cricket League From: Ed Voss, Athletic Superintendent

Subject: 2011 Fall Sports Season

Preparations are underway at the City of Plano to provide outdoor athletic fields this fall to local and

area sports organizations that serve residents of Plano.

Fields open for scheduled games and practices by leagues on Monday, August 15, 2011 for baseball,

softball and cricket; and on Tuesday, August 16 for turf sports such as football, soccer, lacrosse, rugby,

etc. Fields close for scheduled use by leagues on Sunday, November 13, 2011.

Football, the City‟s primary sport in the fall per Code of Ordinances, will be allocated fields in sufficient

quantity for game purposes. These football fields may also be scheduled for practices beginning

Tuesday, August 16. Remaining fields for all other sports will be distributed based on game needs linked

to resident participation. Field requests for practices only will be distributed after game needs for all

sports have been addressed.

Plano Convention and Visitor‟s Bureau has exercised several schedule pre-emptions during the fall

sports season as provided by the City‟s Code of Ordinances. Following is a list of the pre-emptions:

Carpenter Park High Point Park Russell Creek Park Dates: Sept. 2-5 (turf fields only) Dates: Sept. 2-5 (all fields) Dates: Sept. 2-5 (all fields)

For: Labor Day Soccer Classic For: Labor Day Soccer Classic For: Labor Day Soccer Classic

Carter Park Archgate Park Heritage Yards Dates: Sept. 2-5 (all fields) Dates: Oct. 10-17, (all fields) Dates: Oct. 14-16 (all fields)

For: Labor Day Soccer Classic For: Elite Fast-pitch Showcase For: Elite Fast-pitch Showcase

Following are other scheduling restrictions based on agreements between local sports associations with

the Parks and Recreation Department and Plano Convention and Visitor‟s Bureau:

Heritage Yards Russell Creek Park Dates: Nov. 11-13 (all fields) Dates: Oct. 21-23 (RC A-B-C-D-E-F-G-H)

For: Elite Fast-pitch Showcase For: USCSA National Cup

Materials in this packet of information will help prepare organizations for the upcoming sports season

by reviewing the process for athletic field distribution, guidelines for the scheduled use of the City's

athletic facilities for games, practices, tournaments, camps and clinics, and processes for effective

communication between organizations and City staff.

Field use guidelines / Fall 2011/ Page 2

As a point of emphasis… athletic fields are “scheduled use only” in an effort to avoid conflicts of field

use coupled with a need to manage the balance between the wear and tear generated by games and

practices with maintenance resources to provide the best possible field conditions. Please communicate

to your teams, coaches, players and parents that neighborhood park sites and open spaces at elementary

schools should be utilized for casual practices… those practices which have not been scheduled with the

City. Teams that access game fields for the purpose of conducting practices may be asked to leave the

park by City staff, or face repercussions identified in the City‟s Code of Ordinances which include the

issuance of a criminal trespass or fines. Your association‟s cooperation is appreciated in this matter.

Also, please communicate the importance of neighborhood integrity with the teams in your leagues. This

means respecting residential and business districts by parking only in spaces provided by the City of

Plano (not on the street) and placing litter in trash receptacles, so it does not blow into the yards of

residences. Scheduling on fields that generate abuse of neighborhood integrity may be relocated, if

possible, elsewhere in the City‟s inventory, or closed.

Other items of information that will assist in your preparation for the season include:

ALLOCATION PROCESS

Sports fields will be distributed based on resident (City of Plano address) participation numbers

submitted by each sports organization. Organizations which continue to accept registration after the

allocation process do so at its own risk of accommodation. Additional field space may not be available

at a later date.

Football is identified as the primary sport in the fall sports season by the City of Plano‟s Code of

Ordinances. Football will be accommodated with the necessary resources to operate its leagues per field

use standards of the City of Plano. Secondary sports operated by “approved” associations will receive

fields for league play after football‟s needs have been satisfied. Secondary sports are youth and adult

soccer, adult and youth softball, adult and youth baseball, cricket, lacrosse and rugby.

Facilities will not be allocated for purposes of facilitating practices other than for the sport of season…

football… unless available field space is identified after game needs have been satisfied for all sports.

Surplus fields remaining after resident athletic game needs have been accommodated, based on the

City‟s field use standards, will be made available to organizations for the purpose of playing games at a

higher frequency than the City‟s standards, or accommodating leagues with a high percentage of non-

resident participation, or to accommodate teams that are not local, or for practices.

FEES & CHARGES

Fees and charges will be assessed and invoiced by the City of Plano for its support of league sports.

Team Fee: $0 for teams that are 81 percent or greater Plano residency; $72 per team that is less than 81

percent Plano residency. This fee will be assessed to each team scheduled to play a game or conduct a

practice on an association‟s allocated fields. Team participation documentation is required to be reported

to Parks and Recreation no later than August 26 or respective fields may be subject to reassignment.

Field use guidelines / Fall 2011 / Page 3

Field Reservation Fee (per field): $5 per hour for time reserved to conduct games or practices during

daylight hours; $20 per hour for time reserved requiring lighting for games; $40 per hour for time

reserved requiring lighting for practices. Reserved time is not invoiced if cancelled by Parks and

Recreation due to rain, wet fields or safety.

Field Establishment Charges (per field): Charges vary; City maintenance crews are assisted in the

establishment of athletic fields by qualified contractors and these costs are passed to field users. Turn-

key fields are prepared following typical specifications for each sport and age group. Following is a

summary of establishment charges:

Football Soccer Lacrosse Ballfields -Full-size: $340 -Full-size: $240 -Women‟s: $250 -Basic: $75

-Junior: $300 -50x80: $220 -Men‟s: $235 -Add mound: $50

-Flag: $300 -40x60: $200 -Add temp fence: $25

-4v4: $110 -30x50: $185 Rugby -Cleats: „Basic‟ as needed

-4v4: $85 -Typical: $245 for replacement plates/bases

Home and Home: The City of Plano does not participate in home-and-home programs with neighboring

cities or geographic leagues. Leagues will be charged for all time scheduled on fields and for all teams

that access Plano‟s fields to participate in local or geographic leagues.

FOOTBALL

Football fields become available for scheduled use Tuesday, August 16.

Games or practices may be scheduled between 5:30 and 10:30 p.m. Tuesdays, Wednesdays and

Thursdays; Saturdays between 8 a.m. and dark; and Sundays between 11 a.m. to 7 p.m. Fields are closed

Mondays and Fridays.

Football practices may not be conducted at athletic-oriented community park sites other than those fields

received through the allocation process. These sites are: Archgate Park, Carpenter Park, Carter Park,

Championship Youth Ball Park, Cheyenne Park, Enfield Park, Harrington Park, Heritage Yards, High

Point Park, Hoblitzelle Park, Horseshoe Park, McCreary Sports Fields, Old Shepard‟s Place Park,

Preston Meadow Park, Russell Creek Park and Schell Park.

SOCCER

Soccer fields become available for scheduled use Tuesday, August 16.



Mondays and Fridays. Lighting is not available for 30x50 or smaller fields.

Russell Creek fields A-B-C-D-E-F-G-H-I are restricted to a maximum of 12 game units weekly

consisting of no more than six game units on weekends (Saturdays/Sundays) and six game units

weekdays (Tuesdays/Wednesdays/Thursdays).


Some soccer fields are shared with other sports; if so, scheduling restrictions will be noted at the field

distribution meeting.

Fee-based fields: Russell Creek fields C-D-E-F are fee-based game fields and are not part of the

allocation process unless necessary to meet inventory requirements in resident-based local leagues. If

these fields are fee-based, the game unit (two-hour block) rate is $75 unlighted and $40 per hour for use

of lights (minimum charge one hour). However, if the teams scheduled to play are documented “league”

teams, lighting charges are not applicable. Field use is managed by the City‟s Athletic Operations office.

If the fields are needed to satisfy residency inventory requirements, the game unit fee is reduced to $5

per game as a marking assessment. These fields may be closed between October 10-20 to establish a

cool season playing surface unless game units are necessary to meet scheduling needs, or the City is in

NTMWD Stage 2-3-4 watering restrictions.

LACROSSE, FIELD HOCKEY, RUGBY & CRICKET

Fields for lacrosse, field hockey, rugby and cricket become available for scheduled use Tuesday, August

16.



Mondays and Fridays.

Some fields are shared with other sports; if so, scheduling restrictions will be noted at the field

distribution meeting. Cricket may be allowed to play early than 11 a.m. Sundays if necessary to meet

defined scheduling needs.

BASEBALL / SOFTBALL

Baseball/softball fields become available for scheduled games or practices Monday, August 15 with the

exception of Carpenter #7-#8 which are restricted to games only.

Ball fields provided will be appropriate in design and function for respective age groups. Associations

may not alter established dimensions for grassed infields without approval of the Parks and Recreation

Department. Expenses for relocating mounds, bases, irrigation systems, grass cutouts, sodding, etc. to

change dimensions is the sole responsibility of the sponsoring association utilizing contractual resources

agreed upon by the Parks and Recreation Department.

Lighting is not available for t-ball or coach pitch leagues.

Single purpose ball fields will be allocated before multi-purpose fields are utilized. Some ball fields may

be shared with other sports; if so, scheduling restrictions will be noted at the field distribution meeting.


PRACTICES / CLINICS / CAMPS/ TUTORING / LESSONS / RESERVATIONS

--Practices, skill sessions, physical training, camps or clinics may be conducted at the City‟s athletic-

oriented park sites with specific approval of the Parks and Recreation Department. User fees are

applicable. Associations may schedule up to, but not exceed, four teams per field per City ordinance.

--Private coaches, tutors, trainers, etc. will not be allowed to conduct their business at City park sites per

City ordinance.

--Drop-in (casual) practices may not be conducted on facilities that have been identified as “scheduled

use only.” Accessing fields that are declared “scheduled use only” is a violation of City ordinance and

subject to enforcement. Casual practices should occur at the City‟s neighborhood park sites or open

space at elementary schools.

--It is a violation of City ordinance to practice on ball fields that have been prepared (dragged) for

games.

--Elementary school backstops and open areas at PISD school sites located within the boundaries of the

City of Plano may be used by each organization for practices. Non-athletic based park sites adjacent to

elementary schools are defined as elementary school sites for the purpose of practices. All elementary

school backstops and open areas are available on a first-come, first-serve basis. Non-athletic based park

sites that are not adjacent to elementary schools are also available on a first-come, first-serve basis. All

middle school backstops are available on a first-come, first-serve basis. By City of Plano ordinance,

practices may not be conducted at PISD athletic game or practice sites, specifically those with soccer or

football goals at senior high, high school and middle schools. Organizations may not issue practice

reservations for school sites or general park sites. A list of approved sites is available through the

Athletic Operations Office.

--It is the responsibility of each organization to schedule lighted and unlighted practices for its teams.

Each organization will be charged $40 per hour by the City of Plano for lighted practices. Associated

will be charged $5 per hour per field for unlighted practices. The "Lighted Practice Reservation Form"

must be submitted to the Parks and Recreation Department by 5 p.m. each Tuesday to arrange for

lighted practices the following Monday through Saturday period. Lighted field use will be invoiced at

the conclusion of the sports season. It is strongly recommended that all practices at athletic park sites be

coordinated with reservation forms by each respective youth sports organization.

--Fields not scheduled by youth associations for games or practices or otherwise restricted may be

reserved for general public use by the City of Plano. The City of Plano opens its public reservation

system on Thursday, August 11 for the dates of August 15-21. Thereafter, public reservations will be

accepted each Thursday for the following Monday through Sunday period until fields are closed for the

season by the City‟s Code of Ordinances.

Public reservation fees are $10 for a 90-minute slot. Lighting is an additional $40 per hour. The Athletic

Operations office should be contacted for information regarding the public reservation program at 972-

941-5243.


SCHEDULING

Scheduled field use must end on or before Sunday, November 13 including post-season league

tournaments. Schedules denoting all league play and league tournaments must be submitted prior to the

start of the season to avoid City of Plano tournament fee charges.

Schedules utilizing an approved format (ascending by field) must be in the possession of the Athletic

Operations office by 5 p.m. Tuesday, August 9 for leagues beginning August 15-21. Schedules will be

utilized to schedule ball field maintenance, set irrigation schedules and to schedule lighting.

Schedules must show the organization, league, park assignment, field assignment, game start time and team names.

If a team listed on the schedule is not 100 percent comprised of Plano residents, the team name must show the city in

which that team’s players or its coach resides. Fields are provided for league play only and all games for the length

of the season must be shown including league playoffs and/or tournaments !!

Games may begin no earlier than 6 p.m. nor later than 7 p.m. on weekdays. Saturday games may begin

no sooner than 8 a.m. nor later than 9 a.m. Sunday games may begin no sooner than 11 a.m. Lighting

will be programmed as applicable by the City upon receipt of schedules. Lighting will be made available

only if day time game units are fully utilized. Lights will be programmed to turn on no earlier than 30

minutes prior to the start of games. Lights will turn off 15 minutes after the scheduled completion of

games.

Make-up games must be coordinated with the Athletic Operations office prior to submission on the

"Make-up Request Form." Make-up game needs must be communicated by 5 p.m. each Tuesday for

games the following Monday through Sunday. Organizations that fail to follow the prescribed format for

game/practice scheduling will be invoiced for staff time involved in organizing submitted information

into the proper format.

Fields are available for association-sponsored practices at no charge on an unlighted basis. Fields are

available for practices beginning at 5:30 p.m. “Practice Request” forms are due each Tuesday by 5 p.m.

for the following Monday through Sunday. Organizations can expect to be invoiced for applicable

lighting at the conclusion of the season at a rate of $40 per hour per field, or $5 per hour per field for

unlighted practices.

Facilities are being provided only for the scheduling of leagues and the practices of respective teams.

Any non-league use of facilities such as clinics, referee or umpire training, etc. may require additional

fees or insurance and must be approved in advance by the Parks and Recreation Department.

Associations, vendors or league sponsors may not place advertising banners or solicit business at a park

site during league play without approval by the Parks and Recreation Department. This includes

professional photography services.

FIELD USE / FIELD PREP & ESTABLISHMENT / AMENITIES / FENCING

Each organization must inspect its playing fields to insure the safety of its participants and spectators.

Safety concerns on fields and spectator areas should be addressed to the Athletic Superintendent and

rectified prior to scheduled use of that field. Requests for repair or maintenance should be reported to

PARD on the "Service Request Form" through the head of the organization or that person's designee.


Field establishment information is due to the Athletic Operation's office at the time the Athletic Field

Request Form is submitted. Field establishment information should include a schematic of the field with

desired dimensions and all markings. Failure to provide the City with field establishment information

may result in a delay in preparing the field to the desired specifications, or require consent by the City‟s

contractor to establishment a field that is “typical” for the respective sport and age group.

All temporary fencing must be approved prior to erection. Temporary fencing less than 200 feet from

home plate is not allowed unless approved by Parks and Recreation staff. Fencing must be configured to

enable mowing equipment to enter and exit field areas. Fences may be erected beginning Tuesday,

August 9. Prior to erection of fencing, the City will paint conflict lines with utilities and exact fence

border. All fences and other program related amenities must be down and removed from the ball fields

no later than seven days after the conclusion of scheduling on each respective field. Any materials left at

the ball fields after the conclusion of the season will be considered abandoned and subject to respective

City policy.

League supplies may not be left at City athletic facilities during the season or between seasons without

written permission by the Parks and Recreation Department. The City will consider the use of base

barrels, portable buildings and storage containers at sites it deems appropriate.

The City of Plano's athletic field maintenance crew will make every effort to prepare ball fields on a

Monday through Friday basis. Field preparation is not available on Saturdays or Sundays unless

arrangements are made at the expense of the sponsoring association.

Field users are responsible for marking their fields with approved materials following guidelines issued

by the City of Plano. All turf sports and ball fields with grassed infields will use turf-approved paint

without growth retardents for marking purposes. Chalk or marble dust may be used on clay ball fields,

but may not be used at any time on areas intended for painted markings. Only products and processes

approved for mitigating moisture may be used on fields after rain. Organizations that violate these

requirements will be responsible for the clean-up, repair or renovation of affected fields.

All 3v3, 4v4 and 6v6 areas will not be supplied with bleachers so that fields can be easily relocated as

needed due to wear.

It will be the responsibility of each organization to call off games in the event of rain or other inclement

weather. The City of Plano retains the right to call off games at any time in the interest of safety or to

prevent field damage. If the City of Plano closes fields, affected user organizations will be informed by

2 p.m. Each organization is responsible for conducting its own rain-out communication system and

participants should not call the Parks and Recreation Departments on inclement weather days.

Organizations which choose to play on fields that are too wet will be required to repair all damage

utilizing an independent contractor agreeable to the Parks and Recreation Department, lose the right to

make decisions regarding the playing ability of wet fields, face possible legal action regarding damage

to public land, and possibly lose the privilege of accessing City of Plano facilities to operate programs.

SMOKING / LITTER / SIGNAGE / PORTOLETS / PA SYSTEMS

Smoking or the use of tobacco products is not permitted on the fields, in the dugouts, in spectator areas,

in the restrooms, near concessions, or any other park location deemed to be a spectator area. Smoking in

team or spectator areas is a violation of City ordinance and subject to enforcement.


Use of public address systems requires a written request and approval by the Parks & Recreation Dept.

Each organization should encourage its teams to pick-up litter at the game site or in the dugouts

immediately after each game. It is a prohibited activity in the City of Plano by ordinance to leave

garbage, cans, bottles, paper or other refuse in places other than in the receptacles provided for such use.

Litter continues to be a problem at athletic sites and the assistance of organizations in dealing with it is

appreciated by the Parks and Recreation Department.

Placement, content and utilization of any signing including banners requires prior approval by the Parks

and Recreation Department.

The City of Plano will provide portable toilets at sites that it deems necessary. Toilets in public buildings

such as fire stations or the Gladys Harrington Library are not intended for use by athletic field

participants.

Coaches and spectators may not park or drive in the plaza areas of the athletic complexes at any time.

PARKING

Park patrons should be encouraged to use parking provided at each park site in respect for the integrity

of the neighborhoods that are adjacent to athletic park sites. Parking in front of residential homes affects

mail delivery, public safety, deliveries to residences, etc., and should be discouraged.

If an organization‟s patrons fail to respect the parking guidelines, the respective organization‟s activity

may be relocated.

Parking designated for the Sgt. Mike McCreary Sports Fields should be utilized to save parking spaces

at the Gladys Harrington Library for library patrons. Park users should also be discouraged from using

the church parking areas adjacent to the fields or parking intended for business use. For instance,

parking for field users is not allowed in the Goodwill parking lot adjacent to High Point Park. Carpenter

Park patrons should refrain from using Denham Way, etc. Preston Meadow Park field users should

avoid parking on Emerson Drive. Archgate Park patrons should not park in the PSA 1 parking lot or on

Preston Meadow Drive.

Parking on grass is not acceptable at any time at any City of Plano park site unless specifically

designated.

LIGHTING

Light availability for scheduling is as follows (all times are “curfews”):

--Turf sports fields for youth are eligible for lighting until 10:30 p.m. on Tuesdays, Wednesdays and

Thursdays and until 7:30 p.m. Sundays. Fields will be provided with lighting on Saturdays if necessary

to provide a maximum of six game units that adhere to the City‟s scheduling guidelines.

--Ball fields for youth are eligible for lighting until 10:30 p.m. weekdays, until 10:30 p.m. Saturdays and

until 7:30 p.m. Sundays.


--Lighting eligibility for all adult sports is 11 p.m. weekdays, Saturdays and until 7:30 p.m. Sundays.

Leagues with unique lighting needs may apply for a waiver subject to approval of the Parks and

Recreation director or designated staff member.

Lighting eligibility requires field use to begin no sooner than 6 p.m. nor later than 7 p.m. on weekdays.

Saturday games may not begin earlier than 8 a.m. nor later than 9 a.m. Sunday games must begin no

earlier than 11 a.m. nor later than 1 p.m. Games and practices should occur during daylight hours

whenever possible. (Example: It is not acceptable to schedule an 8 p.m. game needing lights if there is

an open game slot at 6 p.m.)

Games and practices must be scheduled to conclude (lights off) before respective curfews. Organizations

that fail to comply with this guideline will be invoiced for lighted field use at the “general public” rate

for any overage.

Fields open for scheduled games at 6 p.m. and practices at 5:30 p.m. including lighting. Adjustments in

lighting will coincide when daylight savings time ends on November 5.

Please inform coaches/spectators that lighting is operated remotely by computer. As such, it is necessary

for games to begin on time and finish prior to curfews. Lights will not be turned on or may be turned off

on fields in which scheduled activity can not be visually verified. Associations will be charged a one

hour minimum at the “general public” rate if lighting is turned on and subsequently turned off due to

lack of activity. To avoid this charge, associations should cancel lighting in advance if activities are

postponed or rescheduled.

Automated lighting: Athletic fields in the City‟s inventory are equipped with automated lighting

controls. Lighting on fields with automated lighting will be turned on and extinguished as follows:

Turn-on for games Turn-off for games

5:30 p.m. – Sunset or games at 6 p.m.

6 p.m. – Sunset or games at 6:30 p.m. 10:45 p.m. – Activity scheduled to end at 10:30 p.m.

6:15 p.m. – Sunset or games at 6:45 p.m. 10:15 p.m. – Activity scheduled to end at 10 p.m.

6:30 p.m. – Sunset or games at 7 p.m. 9:45 p.m. – Activity scheduled to end at 9:30 p.m.

6:45 p.m. – Sunset or games at 7:15 p.m. 9:15 p.m. – Activity scheduled to end at 9 p.m.

7 p.m. – Sunset or games at 7:30 p.m. 8:45 p.m. – Activity scheduled to end at 8:30 p.m.

*Lights are not available for field use 8:15 p.m. – Activity scheduled to end at 8 p.m.

prior to 6 p.m. or for field use commencing *Light extensions must be requested and approved

after 7 p.m. in advance if warranted.

The emergency number for lights that have been scheduled, but do not come on, is 972-727-1623. This

number can also be used to communicate a need to suspend irrigation during scheduled activity, or other

emergency issues at the athletic-based park sites. Do not call this number and request lighting that

wasn‟t scheduled per guidelines, or to ascertain field conditions.

Please distribute this information freely within your organization. It is paramount that this information is

made available to the league officials in your organization. Call me at 972-941-7257 if you need

additional information or clarification on any matter.

CITY OF PLANO

PARKS AND RECREATION DEPARTMENT

2011 Fall Sports Season Athletic Field Allocation Procedure

The 2011 fall sports season allocation meeting with representatives from each user group will be

conducted at 1:30 p.m. Thursday, July 28. Each user group can expect to receive a percentage of playing

fields from a designated pool equaling that group's percentage of resident players in that respective

sport's pool of participants.

A Field Request Form is included in this packet and should be reproduced as necessary. Field Request

Forms should be submitted with desired field dimensions with markings to the Parks and Recreation

Department no later than 5 p.m. Tuesday, July 26. The Parks and Recreation staff will use information

from the Field Request Forms to assemble a pool of playing fields that meets game needs for each sport

based upon the City‟s field use standards. Pools will be established based on the actual resident

registration numbers and field needs submitted by each user group for its respective leagues.

At the allocation meeting, 1:30 p.m. Thursday, July 28, Parks and Recreation staff will present a

recommendation of field use. If the recommendation is not accepted unanimously, a formal allocation of

fields will occur as follows: A list of the playing fields in the pool will be distributed to each user group.

Parks and Recreation staff will also distribute the percentage of the fields from the pool that each user

group will receive at the allocation. Any user group that must reduce its number of playing fields from

the previous season will be allowed to protect up to 50 percent of the fields of their choice if

participation warrants and the others will be placed in a pool to be chosen from.

A picking order will be established to distribute fields that are unattached. Playing fields may then be

traded among user groups.

Any fields remaining after each league‟s game needs have been met (utilizing the City‟s field use

standards) will be distributed to groups seeking practice space or seeking additional game units.

After field distribution is complete, groups must submit field preparation requests to the Athletic

Operations office no later than 5 p.m. Tuesday, August 2, for activities commencing August 15-21. Field

preparation requests or changes received after the deadline may be delayed in preparation by a similar

amount of time.

Game schedules are due to the Athletic Operations office no later than 5 p.m. Tuesday, August 2 for

activity August 15-21 and by 5 p.m. Tuesday, August 9 for leagues beginning August 22-28. User fee

documentation forms are due in the Athletic Operations office no later than two weeks after the start of

the season.

Fall 2011 Sports Season Timetable July 21: Allocation materials are distributed electronically.

July 26: Field allocation request forms due to Athletic Operations office by 5 p.m.

July 28: Allocation meeting at Municipal Center South (1:30 p.m.)

August 2: Field preparation requests and schedules due to Athletic Operations office for August 15-21 games

August 9: Field preparation requests and schedules due to Athletic Operations office for August 22-28 games

August 15-16: Youth and adult fall sports season begins

August 26: User fee documentation forms due for all leagues.

November 13: Ending date for fall sports season leagues (including post-season) / FIELDS CLOSED!

PLANO PARKS AND RECREATION DEPARTMENT

ATHLETIC FIELD ALLOCATION REQUEST FORM

Organization _______________________________ Sport ___________________________________

League Name: ______________________________ Age Group: _____________________________

Circle desired field dimension:

Soccer Baseball/Softball (baseline):

30x50 40x60 4v4 50 ft. 55 ft. 60 ft. 65 ft.

50x80 65x120 Other 70 ft. 80 ft. 90 ft.

Purpose (circle one): Baseball/Softball (pitching):

League games/practices Pitching distance: ______________

Practices only Mound? (circle): Yes No

Football: Other Sports: List

40x80 (Jr) 53x100 (Full) ______________________________

Other: _______________________ Field Need: ____________________

*RESIDENT REGISTRATION NUMBER (actual, not estimated): __________________________

NUMBER OF TEAMS (actual total teams in this league): __________________________________

LENGTH OF GAMES: ________________ SCHEDULING FREQUENCY:___________________

Field Allocation Eligibility Criteria

Fields are allocated to conduct local league play for residents. Practice-only, clinics, instructional programs and space for out-

of-town teams or individuals will be provided only on a space available basis.

*Resident registration for youth programs consists of participants that reside within the territorial boundaries of the City of

Plano. Non-resident participation within a sports program does not count in the allocation process. Organizations that accept

non-residents, participate in leagues with teams from other cities, or exceed the established allocation rate for that respective

sport do so at their own risk of accommodation. Only residents actually registered in local leagues are eligible to be counted

in the allocation process. Programs accept the responsibility of accommodating additional participants if they continue to

accept sign-ups beyond the allocation date or offer programs that do not coincide with the allocation process or in harmony

with field utilization guidelines.

____________________________________________________________________________________

Signature Title Date Your signature certifies that: 1) the resident registration number provided on this form is actual, not estimated, and complies with

the eligibility criteria as listed above; 2) the requesting organization agrees to accept, support and enforce the City's rules,

regulations and ordinances for athletic field use; 3) the requestor acknowledges that penalties exist for organizations and

individuals that provide false registration numbers in the allocation process.

* * * ATTACH DESIRED FIELD SCHEMATIC TO THIS REQUEST * * *

CITY OF PLANO


Athletic Operations

GUIDELINES FOR ATHLETIC FIELD LINING / DRAGGING / MARKING

Effective with the spring sports season 2010, the City of Plano has utilized contractual resources and its

labor force to establish athletic fields. After fields are established, it will be the responsibility of each

organization to maintain its painted lines on a recurring basis.

The City of Plano does not chalk or mark foul lines of baseball/softball fields nor the lines of turf sports

fields (football, soccer, lacrosse, rugby, field hockey, cricket, etc.) on a recurring basis after initial

establishment. This service was discontinued effective with the City's 1992-93 budget. Each user group

may elect to perform this service themselves utilizing employees or volunteers, or hire an independent

contractor.

User groups and independent contractors must agree to adhere to the following guidelines.

1. Insurance coverage as specified by the City's Risk Manager must be provided by the user group

or the independent contractor. Marking / dragging by hand may be performed by volunteers,

however, if payment is made by the association for the service, the person providing the service

must be either an employee of the association or be recognized by the City as an independent

contractor with applicable insurance coverage.

Insurance coverage must name the City of Plano as an additional insured and show the City of

Plano as a certificate holder.

It is recommended that respective associations require contractors to name them as an additional

insured on the contractor‟s insurance.

2. Materials and equipment used by the marking contractor may not be stored in the City of Plano‟s

buildings or on the City‟s property unless written permission has been provided.

3. If the City provides key to the contractor to access gates or water in performance of athletic field

preparation, use of the keys for any other purpose is not permitted.

4. Ball field grass infields will not receive any cut lines and may be painted by the user group. All-

grass infields may not be chalked (due to turf damage).

5. Fields may not be marked with any substance not approved for such purpose. Marking paint on

turf surfaces must be labeled for that specific use. Contractors should be prepared to provide the

City with a product sheet for paint products describing contents and approved uses in accordance

with federal, state and local mandates.

6. Any waste byproduct must be disposed of properly. Litter receptacles at the athletic park sites are

provided for use by park patrons. Using park litter receptacles is not allowed for disposal of

empty bags or paint cans, etc.

7. Vehicles used to transport marking materials and equipment must stay on concrete surfaces and

may not at any time be driven on turf.

Page 2 / marking guidelines

8. Vehicles used to transport marking materials and equipment must utilize approved parking areas

during scheduled activities at athletic sites.

9. Use of chemical growth regulants will be allowed under the following conditions:

A. The contractor must be licensed to apply the proposed chemical. A copy of the license

must be provided to the City of Plano.

B. The contractor must be insured to spray chemicals on public grounds.

C. Permission to use chemicals must be received by the City‟s Athletic Operations and

Services group of the Parks and Recreation Department. Use of growth regulants will be

allowed if such use does not conflict with programmed uses of the respective field, affect

the safety of participants or game officials, or affect the vitality of the turf.

D. Copies of all federal, state and local mandated reports regarding chemical applications on

public grounds shall be provided to Athletic Services for record keeping purposes.

10. Fields cornered by the City of Plano may not be altered dimensionally without written

permission. Fields shall not be located within 10 feet of any fixed object due to safety issues.

11. The City of Plano is not responsible for loss of any lines due to mowing or irrigation schedules,

or any other relevant maintenance of its athletic fields.

12. Markings may not exceed four inches in width on ball fields not five inches in width on turf

sports fields. White is the only approved paint color. Use of any color other than white must be

approved by the Parks and Recreation Department.

13. Typical field markings are allowed for each sport. Logos of associations or sponsors are not

allowed. Markings other than typical must be approved by the Parks and Recreation Department.

14. The City of Plano will prepare ball fields Monday through Friday, weather permitting. Youth

associations may drag fields when City service is not available (weekends, tournaments,

weekdays after 4 p.m.) if proper insurance is on file and the associations has been approved,

otherwise only hand raking may be performed. Associations must demonstrate the ability to

perform maintenance by hand prior to approval by the City to use mechanized equipment.

Equipment used to drag ball fields may not cause compaction to infields or damage turf areas.

Automobiles and trucks may not be used to drag fields. Suitable vehicles include lawn & garden

tractors, small tractors equipped with flotation tires, all-terrain vehicles (ATVs), John Deere

Gator, Kawasaki Mule, etc.

If you have a question regarding any matter related to ball field marking or dragging, contact the City of

Plano‟s Park Superintendent for Athletics.

M E M O R A N D U M

Date: July 21, 2011

To: Local “approved” sports organizations/activities -Plano Family YMCA -Plano Sports Authority -Plano Youth Soccer

-Plano Baseball Assn -Plano Cricket Association -North Texas Premier Soccer

-North Texas Cricket -Plano International Soccer -North Texas Lacrosse

-Dallas Cricket League -North Texas Women’s Soccer -North Texas Co-Ed Soccer

From: Ed Voss, Athletic Superintendent, City of Plano

Subject: Guidelines for Athletic Field Use

It is the City’s desire for sports organizations to share these guidelines with coaches and participants to promote an

enjoyable experience for players, coaches, officials and spectators through the safe, clean and efficient utilization of

the City’s outdoor athletic resources. These guidelines also serve to preserve and promote neighborhood integrity.

Each of the listed items is enforceable by the City's Code of Ordinances or Park Rules. Your support is appreciated !

Athletic fields are allocated seasonally for scheduled games and reserved practices with the following points of

emphasis:

1. Athletic field use for practices, scrimmages, games, tournaments and other special activities is limited to teams, organizations and

events that have been approved by the City of Plano.

2. Athletic fields may not be used for organized practices, scrimmages or games when they are closed between designated sports seasons

unless specific written permission has been provided by the Parks & Recreation Dept.

3. Teams should refrain from using athletic park sites for “drop-in” practice. Practice reservations may be issued by each respective

sports organization or Parks & Recreation to avoid a disruption of service to teams legitimately authorized to practice or scheduled to

play. “Drop-in” use may cause safety issues, parking lots to exceed capacity or damage a field by excessive use.

4. Fields may be closed due to rain for safety and to prevent field damage. If games are cancelled, practices are also cancelled.

5. Neighborhood park sites may be used for practices on a first-come, first-served basis. Teams may not conduct practices at PISD

athletic fields at the middle schools, high schools and senior highs.

6. Fields or facilities designated "scheduled use only" may not be practiced on. If a facility is fenced and locked, teams should refrain

from jumping the fences to access the field.

7. Soccer, football, lacrosse and rugby may not practice at athletic park sites on Mondays or Fridays so that the fields may rest and to

allow the City to perform routine maintenance.

8. Football, lacrosse and rugby practices are restricted to sites received in the City's distribution of athletic fields or teams may access

neighborhood park sites.

9. Baseball / softball fields that have been prepared by dragging and/or lining should not be practiced on prior to scheduled games out of

courtesy for the teams assigned to play on that field.

10. Teams are responsible for picking up litter generated by its practice/game activity including bleacher areas and parking lots.

11. Vehicles are not permitted beyond the parking lots at all athletic sites which including the drop-off of players and equipment.

12. Smoking is not permitted in bleachers, restrooms, dugouts or around concession stands, eating areas and playgrounds.

13. Participants/spectators should car pool whenever practical to maximize parking capability and minimize traffic congestion generated

by athletic field use, park only within designated parking areas of each park site, and refrain from parking on adjacent streets of

athletic park sites, adjacent business/church parking lots, or parking on grass or any area not intended for parking.

14. Animals must be restrained at all times by a leash not exceeding 6-feet. The person that accompanies the animal is responsible for the

immediate clean-up of feces by the respective animal.

Athletic park sites are. . .

Archgate, Carpenter, Carter, Cheyenne, Championship Youth Ball Park, Enfield, Harrington, Heritage Yards, High

Point, Hoblitzelle, Horseshoe, McCreary, Old Shepard’s Place, Schell, Preston Meadow and Russell Creek.

CITY OF PLANO


Athletic Operations

General Public Reservation Program

Who may reserve fields?

Citizens of Plano that are clients in the Parks & Recreation Department’s “Online” Registration

Program are eligible to make athletic field reservations.

General reservation guidelines

*Availability is contingent upon game and practice scheduling by preferred field users (youth sports

organizations).

*Lighted reservations must be ascending and contiguous per field. Maximum reservation period

is 90 minutes.

*Ballfields with grass infields are not eligible for general public reservation.

*Fields or facilities categorized as “game only” are not available for general public reservation.

*Fields may be used only by ages appropriate for the specification or designated purpose of the field.

*Fields are provided “as is.”

*Facilities are available for practice purposes only… not for games, scrimmages, camps or clinics.

One-half of a field is available in soccer, football and other turf sports. A different process and

fee structure exists for the use of athletic fields for games, scrimmages, tournaments, etc.

*Field may not be used in the rain or if wet.

*PARD may cancel any reservation in the interest of safety or to prevent field damage in the event of

rain or wet grounds. All applicable fees will be refunded upon request if PARD cancels the

reservation, otherwise the fees will be retained as a credit in the reservation system for future

use. Once the reservation has been accepted by PARD, only PARD may cancel the reservation.

*Field user is responsible for picking up all litter generated by its activity and placing in trash

receptacles.

*Each individual is eligible for one scheduled use per reservation period. Reservations are on a

walk-in or call-in basis and fees are due at the time the reservation is accepted.

*Motor vehicles must remain in the parking lot at all times.

*Alcohol is not permitted in the park.

*Dogs must be on a leash not exceeding 6 feet. Owners are responsible for cleaning up after

their animals.

*Failure to comply with reservation guidelines may result in being denied use of athletic

facilities and punishment under terms of the City’s Code of Ordinances.

*Reservation fee: $10 administration assessment

*Light fees: $40 per hour (minimum of one hour will be charged if lighting is necessary)

*Reservation receipt will be issued and should be available at the field to show

preferenced use of the field if it becomes an issue.

* * * * *

For additional information:

contact Richard Danielson, athletic coordinator, 972-941-5243

M E M O R A N D U M

Date: July 21, 2011

To: Ed Voss, Athletic Superintendent

From: Terrance Wright, Administrative Athletics Superintendent

Subject: Golf Cart Safety Rules for Athletic Facilities

Listed below are golf cart safety regulations at City of Plano outdoor athletic facilities to be observed at

tournaments, leagues, and special events. The Risk Management Department provided input in the

development of these rules.

General Rules

Golf cart operators must have a valid driver‟s license.

Golf carts that are operated at City of Plano facilities must have insurance for usage during the

event, tournament or league.

Golf cart operators should observe Texas vehicle traffic laws for motorized vehicles when

applicable.

Golf cart operators should provide the right of way at all times to pedestrians.

Operating Rules

Speed limit for all carts is a maximum of 7 mph or less as prudent.

Golf cart operators must be 18 years of age or older due to liability issues.

Operators and passengers must remain seated at all times while the cart is in motion.

Passengers should keep hands, arms, legs, and feet within the confines of the golf cart at all times

while the vehicle is in motion.

Golf cart should capacity not exceed the number of available seats for the number of passengers.

Golf cart operators should avoid using the same path on grass to prevent wear and tear on the

turf. Whenever possible, carts should be driven on hard-surfaces.

Areas congested with pedestrians or spectators should be avoided when possible.

Storage Rules

When parked, golf carts may not block emergency equipment, entrance or exit areas, pedestrian

walkways, doorways, or any normal traffic flow.

When carts are not in use, the cart should be placed in neutral with the parking brake on and the

key should be removed.

When the cart is not in use for long periods of time; such as overnight, it should be secured with

a cable and lock or other locking mechanism.

CITY OF PLANO / PARKS AND RECREATION DEPARTMENT Fall 2010 / Summary of Field Use by Sport (revised 9-3-2010)

FOOTBALL

& CHEER Specification User Group

Hoblitzelle A 53x120 Plano Family YMCA

*Hoblitzelle B 53x120 Plano Family YMCA/PARD

**Hoblitzelle C 40x100 Plano Family YMCA/PARD *PARD use Tuesdays & Wednesdays

*PARD use Tuesdays, Wednesdays & Thursdays

High Point A 53x120 Plano Sports Authority

High Point B 53x120 Plano Sports Authority

High Point E 53x120 Plano Sports Authority

High Point F 53x120 Plano Sports Authority

High Point G 40x100 Plano Sports Authority

*High Point H football practice/soccer Plano Sports Authority/PISL

High Point I 40x100 Plano Sports Authority

High Point J 40x100 Plano Sports Authority

High Point K 40x100 Plano Sports Authority *PSA use Tuesdays, Wednesdays and Thursdays; closed Saturdays; PISL Sundays.

YOUTH BASEBALL & SOFTBALL User Group

90-foot base paths

Carpenter #7 (90 ft.) Plano Baseball Association / Plano PARD

Carpenter #8 (90 ft.) Plano PARD / Plano Baseball Association

80-foot base paths

Enfield #7 Plano Baseball Association

70-foot base paths



60/65-foot base paths

Enfield #5 (65 ft.) (46-ft. pitching) Plano Baseball Association

Enfield #6 (60 ft.) (42-ft. pitching) Plano Baseball Association

*Russell Creek #1 (65 ft.) (46-ft. pitching) Plano Sports Authority

*Russell Creek #2 (65 ft.) (46-ft. pitching) Plano Sports Authority

*Russell Creek #4 (65 ft.) (46-ft. pitching) Plano Sports Authority *Shared with PYSA 4v4 soccer; baseball begins at 2 p.m. Saturdays; no Sundays.

Dad’s Pitch/Machine Pitch/Coach Pitch/Modified Pitch (all fields unlighted)

Harrington #1 Plano Sports Authority

Harrington #2 Plano Sports Authority

McCreary #3 Plano Baseball Association

Russell Creek #3 (unlighted) Plano Sports Authority

Schell #2 (unlighted) Plano Baseball Association

Page 2 / Fall 2010 recommended allocation

T-Ball (all fields unlighted)

*Preston Meadow #1 Plano Sports Authority

*Preston Meadow #2 Plano Sports Authority

*Preston Meadow #3 Plano Sports Authority *Shared use with PSA 4v4 soccer

Girl’s / Youth softball

High Point #8 Plano Sports Authority

High Point #9 Plano Sports Authority

Old Shepard‟s #3 (unlighted) Plano Sports Authority

ADULT SOFTBALL User Group

Heritage Yards #1 Plano PARD









SOCCER User Group

Adult spec fields

Carpenter A (60x110) Plano Youth Soccer

Carpenter B (65x115) Plano Youth Soccer

Carpenter G (65x115) Plano Youth Soccer

Carpenter H (65x115) Plano Youth Soccer

Carpenter I (65x115) Plano Youth Soccer

Carpenter J (65x115) Plano Youth Soccer

*Carpenter K (65x115) Plano Youth Soccer/NTPSL

* Carpenter L (60x110) Plano Youth Soccer/NTPSL

* Carpenter O (65x115) Plano Youth Soccer/NTPSL

Carpenter P (65x115) Plano Youth Soccer

*PYSA on Saturdays, Tuesdays, Wednesdays & Thursdays; NTPSL on Sundays

High Point C (60x110) Plano International Soccer

High Point D (60x110) Plano International Soccer

**High Point H (60x110) (shared with football) Plano International Soccer/PSA

*High Point L (65x115) Plano International Soccer/NT Co-Ed *PISL on Thursdays, Sundays and Saturdays after 4 p.m.; North Texas Co-Ed on Fridays; closed Mondays, Tuesdays,

Wednesdays.

**PISL use Sundays only.

*Jack Carter A (60x110) Plano Sports Authority/NTWSA

*Jack Carter B (65x115) Plano Sports Authority/NTWSA

*PSA use Saturdays and Sundays; NTWSA on Sundays.

Old Shepard‟s A (65x115) (unlighted) Plano Sports Authority


Russell Creek A (70x120) (restricted) Plano Youth Soccer

Russell Creek B (70x120) (restricted) Plano Youth Soccer

**Russell Creek C (70x120) Fee-Based

**Russell Creek D (70x120) Fee-Based

**Russell Creek E (75x120) Fee-Based

**Russell Creek F (70x120) Fee-Based

Russell Creek G (70x120) (restricted) Plano Youth Soccer

Russell Creek H (70x120) (restricted) Plano Youth Soccer Note: Fields with restrictions limited to six game units weekdays and six game units weekends.

*Russell Creek I (70x125) (unlighted) Plano Youth Soccer

Russell Creek J (70x120) (unlighted) Plano Youth Soccer

Russell Creek K (70x120) (unlighted) Plano Youth Soccer

*Russell Creek L (70x120) (unlighted) Plano Youth Soccer

*Russell Creek M (70x120) (unlighted) Plano Youth Soccer

Russell Creek N (70x120) (unlighted) Plano Youth Soccer

Russell Creek O (70x120) (unlighted) Plano Youth Soccer

*Russell Creek P (70x120) (unlighted) Plano Youth Soccer

*Russell Creek R (70x120) (unlighted) Plano Youth Soccer

*Russell Creek S (75x125) (unlighted) Plano Youth Soccer

*Russell Creek T (75x125) (unlighted) Plano Youth Soccer

*Russell Creek U (65x115) (unlighted) Plano Youth Soccer

*Russell Creek V (65x115) (unlighted) Plano Youth Soccer * Saturdays only

**Available for rental Tuesdays, Wednesdays, Thursdays, Saturdays and Sundays; not available Oct. 23-24.

50x80 soccer fields

Carpenter D Plano Youth Soccer

Carpenter E Plano Youth Soccer

Carpenter F (unlighted) Plano Youth Soccer

Cheyenne B Plano Sports Authority

**Jack Carter C (50x80) Plano Youth Soccer/PARD (citizen‟s drop-in) **PARD on Thursdays.

Cheyenne F Plano Sports Authority

Schell A Plano Sports Authority

Schell B Plano Sports Authority

Schell C Plano Sports Authority

40x60 soccer fields

Cheyenne A Plano Sports Authority

Cheyenne C Plano Sports Authority

Cheyenne D Plano Sports Authority

Cheyenne E Plano Sports Authority

Jack Carter D Plano Youth Soccer

Jack Carter E Plano Youth Soccer

Jack Carter F Plano Youth Soccer

Jack Carter G Plano Youth Soccer

Jack Carter H Plano Youth Soccer


Old Shepard‟s B (unlighted) Plano Sports Authority

Old Shepard‟s C (unlighted) Plano Sports Authority

30x50 soccer fields (all fields unlighted)

Archgate A (unlighted) Plano Sports Authority

Archgate B (unlighted) Plano Sports Authority

Archgate C (unlighted) Plano Sports Authority

Archgate D (unlighted) Plano Sports Authority

Archgate E (unlighted) Plano Sports Authority

Archgate F (unlighted) Plano Sports Authority

Archgate G (unlighted) Plano Sports Authority

Archgate H (unlighted) Plano Sports Authority

3v3/4v4/5v5/6v6 fields (all fields unlighted)

*Preston Meadow 1-A, 1-B, 2-C, 2-D,

*Preston Meadow 3-E, 3-F, 3-G (unlighted) Plano Sports Authority *shared with baseball

*Russell Creek 1-A, 1-B, 1-C, 2-D, 2-E, 2-F, Plano Youth Soccer

4-G, 4-H *shared with baseball; games must be complete by 1 p.m. Saturdays; Sunday scheduling requires coordination with PARD

and PSA.

LACROSSE (boys / girls) User Group

Carpenter M (60x110) North Texas Lacrosse

Carpenter N (60x110) North Texas Lacrosse

*Horseshoe A (area) (unlighted) PSA girls lacrosse *Sundays only

CRICKET User Group

*Russell Creek #3 (unlighted) Dallas Cricket League

*Russell Creek #4 (unlighted) Dallas Cricket League

*Russell Creek #5 (unlighted) Plano Cricket Association

*Russell Creek #6 (unlighted) Dallas Cricket league

*Russell Creek #7 (unlighted) Plano Cricket Association

*Sundays from 7:30 a.m. to dark

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