TES-008 - Outdoor Facility Allocation Policy_2023
Title: Outdoor Facility Allocation Policy
Subject: Outdoor Facility Allocation Policy-including Category: Public Works and Transportation Services
arena floor rentals
Policy No.: TES-008 M&C Report No.: 2023-046
Effective Date: 2023-02-27 Next Review Date: As required
Area(s) this policy applies to: Transportation and Office Responsible for review of this Policy:
Environment ServicesPublic Works and TransportationServices
Related Instruments:Policy Sponsors:
Commissioner of Public Works and Transportation
Services
Document Pages:
This document consists of 10pages.
Revision History:
Common Clerk's Annotation for Official Record
I certify that the Outdoor Facility Allocation Policy was approved by the City
Manager on April 3, 2019
____March 20, 2023______
Common ClerkDate
Contact: Commissioner of Public Works and Transportation Services, Michael Hugenholtz
Telephone: 658-2896
Email: Michael.hugenholtz@saintjohn.ca
OUTDOOR FACILITY ALLOCATION POLICY
(Including arena floor rentals)
1. FIELD OPENINGS
Baseball/softball diamonds and sports fields open on the Friday before the Victoria Day long
weekend in May (May 19, 2023), weather permitting.
Emera Artificial Turf Field opens April 1, 2023, (potential for earlier dependent on the weather).
2.FIELD CLOSINGS
Baseball/softball diamonds close on September 5, 2023.
Memorial 1 and will remain open until the second
weekend in October to accommodate high school and fall adult league play.
Multi-use sports fields will close on the second weekend in November.
Emera artificial turf field at Shamrock Park will close the second weekend in November. Staff will
close the field earlier/cancel bookings in the event of a large snowfall prior to the set closure
date. The field may be opened upon request, weather permitting.
3. CURFEW
All fields with lighting must end play by 12:00 midnight, as lights cannot be left on any later than
this time per City bylaw. It is the responsibility of user groups to manage field time adequately to
be done play prior to the lights turning off.
4. OFF-SEASON ARENAOPENINGS/CLOSINGS
Arenas will be open for arena floor bookings beginning Monday, April 17, 2023.
Arenas floors are closed for the season on September 20, 2023, unless stated otherwise.
5. COURT OPENINGS/CLOSINGS
Opening of courts is weather dependent and will be at the discretion of Parks and Recreation
staff, (April or May).
Closing of the tennis courts is weather dependent and will be at the discretion of Parks and
Recreation staff, (mid- to late-October).
6. PRIORITY SCHEDULING PROCESS
The City of Saint John will allocate outdoor facilities (and arena floors) according to the following
priorities:
1. City of Saint John Programs and Special Events.
Priority may be given to City of Saint John sponsored Special Events (Provincial & National
Sporting events), dependent on the scope.
2. Youth Associations, Organizations, and Groups.
Non-competitive and Competitive Youth Groups will be non-profit and based in the City of
Saint John.
Will be established providers of quality sport and recreation programs for youth.
Membership in the group will be made up predominantly of City of Saint John residents.
Youth Associations, Organizations, and Groups must also:
Be guided by a constitution and bylaws
Have an auditable financial statement
Be affiliated with a Sport Governing Body
Have an elected board of directors
Non-competitive and Competitive Youth Associations, Organizations, and Groups may be
required to produce evidence that the above conditions are met.
3. New Brunswick Department of Education and School Districts.
Publicly funded schools recognized by the Province of New Brunswick as an educational
institution, located in the City of Saint John.
Membership in the group will be made up predominantly of City of Saint John residents.
When schools are booking Department of Education owned fields, they will receive first
priority until 5pm for practices and full priority for games, providing that booking deadlines
are met.
4. AdultAssociations, Organizations, and Groups.
Purpose of the Association, Organization, or Group is to involve individuals in recreation and
sport.
Membership in the group will be made up predominantly of City of Saint John residents.
5. Commercial and Occasional Users.
For-profit organizations or individuals that use ice time with the intent of generating positive
net income.
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7. Gender Equity
Equitable access to recreation facilities is fundamental to the wellbeing of all citizens. The City of Saint
John is committed to achieving access and equity in allocation of public recreational spaces. Scheduling
to offer reasonable and fair opportunity to use facilities in a proportionate and equitable manner will
be achieved by taking into consideration the following:
Equitable distribution of Prime versus less desirable time slots while following identified client
priority.
Addressing existing inequities with respect to those who identify as women or girls.
Special consideration will be given to reduce significant barriers to increase inclusion for all
genders, but specifically focusing on those who identify as women or girls (start times, facility
environment, facility location, program needs, and facility amenities).
8. RESIDENCY REQUIREMENTS
The City of Saint John recognizes the tax-based contributions provided by its residents toward the
development and operation of recreational facilities. The City of Saint John also recognizes that
residents will always receive priority over non-residents; therefore, it shall be the guideline of the City
of Saint John to require applicant groups to demonstrate that a minimum of 75% of their total
membership are residents of Saint John in order to be placed in the allocation priorities. Those groups
who do not meet the 75% requirement will be placed in order of residency rate in the allocation
process in their respective sections. Groups that are not based within the City of Saint John and have
zero Saint John residents will be booked last overall. The City of Saint John reserves the right to impose
residency requirements or limitations on field applicants where field capacity is restricted (i.e., where
demand outweighs supply).
9. RESIDENCY INFORMATION
The City of Saint John reserves the right to request that applicant groups submit to Parks and
Recreationtheir membership lists from the current year including participants telephone numbers and
addresses, for review. If membership lists are not provided within the specified timeframe, it will be
assumed that 100% of the members from the applicant group are non-residents. All information
submitted will not be shared and is for verification of residency only.
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10. DEADLINES FOR FIELD REQUESTS AND CONFIRMATION
Applications Deadline Contracts out Contracts Signed &
Returned
nd
Spring 3rd Friday in February Last Friday in February 2 Friday in March
ndnd
Summer 2 Friday in March Last Friday in March 2Friday in April
Fall 1st Friday in June 3rd Friday in June Last Friday in June
11. TOURNAMENTS/SPECIAL EVENTS
Any groups wishing to use City fields for a tournament should contact 658-4455 or email
recandparks@saintjohn.ca to make the necessary arrangements:
a) Fundraising organizations will receive a 100% discount off the tournament rate with proof of being
a Registered Charity.
b) Groups fundraising for a Registered Charity (donating all proceeds of the tournament) will receive a
50% discount once the City of Saint John has been provided a receipt from the Registered Charity
confirming the donation. Pictures of cheque donations are not accepted.
c) Tournament Pricing- regular hourly rates apply. Tournaments that can demonstrate 20% of the
participants are from outside of the Greater Saint John area will receive the discounted pricing
listed above. Groupsmay utilize option a, b, or c. Options may not be combined.
d) In order to schedule a tournament, a $200 deposit will be required to hold the date; the balance is
due 7 days after the booking has been confirmed. Cancellation by the user without 45
will result in loss of the deposit; for, the user will be required
to pay 50% of the billed amount less the deposit.
e) Tournaments must be paid in full prior to booking.
f) Rentals are not confirmed until all applicable fees are paid in advance of usage, an invoice is signed,
and appropriate insurance documents have been provided (or insurance has been purchased
through the City carrier).
g) Any groups planning on serving food (example: BBQ or Food Truck) where canteen operators are
already in place need to gain approval from the Parks and Recreation Department. Canteen
operators have the catering contract for that sporting facility and must be contacted prior to the
tournament for approval or cooperative vending. Groups disregarding this policy will be charged a
non-compliance fee.
h) When booking field time, please take into account the time required for set up and take down.
i) Bases are not provided at the fields.
j) Included in the rental is the first lining of the field. Any additional lining will need to be requested
and additional fees applied.
12. BOOKING A FIELD
All initial seasonal field bookings and tournament requests must be submitted by completing an
APPLCATION FOR SPORTSFIELDS FIELDS, ARENA FLOOR, TENNIS COURTS or TOURNAMENT/EVENT
REQUEST form. These forms can be found following this online path (www.Playsj.ca) Helpful hints>
Parks and Recreation> Sports fields and courts> Related documents). Applications for sports fields will
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be sent out to all documented users at the beginning of each season, please email completed
applications to recandparks@saintjohn.ca. Requests will not be taken via email.
-4455 or email recandparks@saintiohn.ca with the following
information: group name/contract number, field/date/time you had booked and what date you are
looking to reschedule to.
13. PAYMENTS
Facility permits must be signed, (acknowledging fee payment) and returned to the City of Saint John
prior to use.
Payments are due payable by the dates listed below. Failure to pay your bill will result in your future
field time being cancelled. This policy will be strictly followed. Late payment fees will apply.Previous
years contracts must be paid in full before new field bookings are allocated.
*Tournaments must be paid in full prior to booking.
Season 50% Payment Due Remaining Balance
Spring Last Friday in April 1 week after last scheduled
booking for the season
Summer Last Friday in June
Fall First Friday in October
14. CANCELLING USE OF FIELDS IN INCLEMENT WEATHER
Parks and Recreationreserves the right to cancel scheduled usage of City fields due to inclement
weather. Sports fields in the City of Saint John will be considered UNPLAYABLE if any of the following
conditions exist:
1. Visual ponding of water on the surface of the field/diamond.
2. Water sponging up around your feet when walking on the field/diamond.
3. The time of year and the cumulative amount of stress on the field/diamond.
Staff understands how important it is for groups to play their scheduled games; therefore, staff will make
every effort possible to prepare fields for scheduled play by the 3:00 pm (City fields) deadline. Parks and
Recreation has a recorded message regarding City field closures, which you should call if the weather is
inclement: 652-PLAY (7529).
If weather conditions deteriorate after the 3:00pm deadlines and your group is at a field where the
above criteria exist, you are asked NOT to play the field. Please notify the City of Saint John in the event
you do not use the field due to weather, so your invoice can be adjusted accordingly. This needs to be
done in a timely matter. Cancellation due to weather will not be accepted at the end of the season.
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Please note: No two fields drain the same way and some fields are prone to holding standing water
more than others. In this case, these fields may remain closed while others may be cleared for play.
Also note that our fields will generally drain less water in early spring and fall when the water table
tends to be higher than the summer months; therefore, field closures may be more frequent at these
times.
Experience has shown that most turf damage occurs when fields are overused or when fields are used
during unplayable conditions. Please help keep our fields safe and playable.
Other Factors to be Considered
There are some situations when staff will consider factors other than the existing standing water on a
field, water sponging around their feet, or the time of year when judging a playability. These
factors include the following considerations:
Championship game of a tournament or playoff season
The game involves a team from out-of-town that has left for Saint John or has already arrived
A high profile event (Provincials, Eastern Canadians, Nationals)
It would be appreciated if you would contact 658-4455 if you will not be using your field or your season
has come to a close. This information is communicated to City maintenance staff.
15. USER CANCELLATION PROCEDURE
Users are expected to give adequate notice of cancellation to allow staff the opportunity to resell field
time. Failure to do so will result in the user group being charged full price. Cancellations for past field
time will not be accepted. Elimination series will be exempt from cancelation deadlines.
Season Cancelation due date
Spring
Summer until Third Friday in
June after that date, no cancelations are
accepted
Fall
Emera Artificial Field Spring-
Summer- until
Third Friday in May, after that date, no
cancelations are accepted
Fall-
Friday in September, no cancelations are
accepted
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16. INDEMNIFICATION AND INSURANCE REQUIREMENTS
The user must, at all times, keep in force and in effect a Comprehensive General Liability insurance
policy. A copy of the insurance certificate must be presented to the City of Saint John before the
scheduled field time, with the following requirements being met:
a) Minimum limits of two million ($2,000,000)
b) The City of Saint John added as "Additional Insured"
C. A cross liability clause
D. For organizations/group dealing with youth 18 years and under, Limit and Conditional
Coverage
for physical and sexual abuse is required.
E. The insurers will give thirty (30) days' notice of cancellation of this policy to the City
ofSaint John.
If any group does not have the required insurance coverage, it can be purchased through the City of
Saint John's insurance carrier for a nominal rate. Conditional coverage for physical and sexual abuse for
youth 18 and under cannot be purchased through the City of Saint John's insurance carrier and must
be arranged by each user group.
17. GROUP REPRESENTATION
In order for the City of Saint John to effectively serve their customers, all groups are asked to elect no
more than two representatives to serve as liaison between the City of Saint John and their group. All
communications between the group and the City should, at all times, be channelled through each
18. CONCESSIONS
The City of Saint John establishes agreements with specific providers to operate the concession stands at
the Memorial Field, Forest Hills, and Shamrock Park; therefore, no other concessions are allowed to be
set up on City property without proper consent from the concession operator and the City of Saint John.
19. ADDITIONAL FEE/INFORMATION
Please make it a habit to bring your contract to the field with you to avoid any confusion
regarding field bookings.
Respect and adhere to scheduled time limits.
After field use, it is required that all trash be picked up and placed in the proper receptacles.
Special attention should be focused on the team area. Please return all equipment from where it
was found; do not drag goals or equipment. Please report any field issues or concerns to the City
of Saint John at 658-4455 or email recandparks@saintjohn.ca.
The City does not provide bases at any fields.
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If any league or team representative has a special request for field maintenance services, please
call 658-4455.
Field opening and closing dates may change on a per field basis depending on maintenance and
resting needs.
Please draw league schedules and playoffs to fit within the dates indicated.
Effort will be made to schedule the artificial turf field (Emera Field) as to provide as many user
groups as possible with access to the field. Groups may be asked to change field requests to
accommodate this process.
Emera Artificial Turf Field - to protect the field surface and avoid conflict between users, we ask
all groups, officials, and spectators to be aware of the following forbidden items, and conditions
of field use. Coaches are responsible for the conduct of their team.
A. Prohibited on Field:
Glass
Fireworks
Pets
Seeds
Sharp objects (do not make turf punctures with stakes, pins, metal cleats)
Flavoured drinks (colourless water ONLY)
Unauthorized vehicles
Bare feet
All spectators must remain outside of the fences in area.
B. Cleats/Footwear:
Molded plastic cleats not exceeding 2 inches, turf shoes, or running shoes are
permitted. All players must clean their cleats from dirt before walking on the
field. Metal cleats and screw in plastic cleats are forbidden. Home teams must
notify away teams of these rules.
All players must be off outdoor fields surfaces when lining to avoid injury to staff
20. Sport Facility Code of Conduct
LƓ ğƓ ĻŅŅƚƩƷ Ʒƚ ĻƓƭǒƩĻ ğƌƌ ğĭƷźǝźƷźĻƭ źƓ /źƷǤ ƚŅ {ğźƓƷ WƚŷƓ ƭƦƚƩƷƭ ŅğĭźƌźƷźĻƭ ğƩĻ ķĻƭźƩğĬƌĻ ğƓķ ŅǒƌŅźƌƌźƓŭ
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The City of Saint John is committed to providing an environment in which all individuals are treated
with courtesy and respect. As such, all sport facility users shall conduct themselves in a manner
consistent with good sportsmanship and behaviour that is appropriate, fair, and mutually respectful.
Harassment and discrimination are never acceptable and will not be tolerated.
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If at any time a sport facility user feels harassed, they should report this concern to a game official, City
staff, league official, or school official.
Please note the following:
1. Any person whose conduct is not conducive to maintaining a positive environment during the
event will be given a verbal warning to improve their behaviour or may be asked to leave,
dependent upon the severity of their behaviour. This action can be taken by a game official, City
staff, league official, or school official. City staff need to be informed whenever a verbal warning
has been issued. Physical abuse violations will result in an immediate dismissal, with follow-up
investigation.
2. If the person continues to be disruptive, it is at the discretion of the game official, City staff, league
official, or school official to ask the individual to leave the building/field, or to directly contact the
Saint John Police Force to escort the person from the facility (any citizen has the right to call Police if
they feel threatened, at any time).
3. Any person or group found to be in violation of the terms of the Outdoor Facility Allocation Policy
will be subject to the listed penalties in the Arena Code of Conduct Policy.
* If multiple league/team participants are receiving warnings regarding their behaviour, they will be
treated as one and the league/team designate will be contacted. If the behaviours do not improve,
rental time may be reduced/taken away. This will be at the discretion of Growth and Community
Services staff, upon investigation. Examples of unacceptable behaviour include the consumption of
alcohol/drugs, smoking/vaping, and verbal/physical abuse.
21. ADDITIONAL OUTDOOR FACILITY FEES
Charge Fee (Taxes not included)
NSF $25
Late Payment Fee $50 - Team
*additional $25 per week payment is late
$200 - League
*additional $25 per week payment is late
Reinstatement Fee $200
Previous account has gone unpaid and sent to
collections.
*U ser must follow the delinquent account
payment terms. If adhered to terms, the
reinstatement fee will be returned.
Delinquent Account
25% of invoice is due prior to first booking,
(applied to accounts that were delinquent the year
25% due within first quarter of season,
previous)
25% due halfway through season, and
25% (remainder) due three quarters of the
way through season.
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Non-Compliance $50 per week, to a maximum of $200 if they
(request for residency information)
never submit, plus will not be eligible for priority
bookings the following year.
Field Tournament Deposit $200
Non-Booking Fee Cost of field rental + $50
(groups using field without booking)
Field Clean Up $75 first time offense
$125 any recurring offenses
Field Double Bookings
booking, plus $50.
Void Key Deposit Return $100
Repeat infractions may result in loss of key
privileges.
Ballfield/Softball Lining $75
s required. Late requests may be
subject to additional fees. Lining services are available
during regular working hours.)
Multipurpose Field Lining $250.00
(Soccer/Lacrosse/Field Hockey/Rugby)
subject to additional fees. Lining services are available
during regular working hours.)
$400.00
(Football)
Temporary Mound Fee 6-inch mound $1000
8-inch mound $1200
12-inch mound $1400
Signage Installation TBD
Storage Pod Rental Fee $80 (Per month)
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