EFFECTIVE DATE: MARCH 25, 2002

3.02 BALL FIELD POLICY

a. Purpose

To provide direction in the application of the Recreation Ball Fields to ensure that the use and allocation of recreation facilities occurs in a planned and equitable manner to maintain the enjoyment, safety, accessibility, and integrity of recreation facilities.

b. Allocations

Ball Field Request Forms are sent out to the past user league contacts on or before March of each year. The groups are required to fill out and return the forms on or before the second week of April along with any tournament requests. Ball Field allocations are determined by the Recreation Director by Town Policy #D003, 3.01 (a). Leagues or teams looking to change their allocations must make their requests on the Ball Field Request forms with the reason for the changes when submitted to the Recreation Department. Please see Appendix A for Ball Field Request Form.

c. Fields

The fields that are available for use through the Grand Bay-Westfield Recreation Department include: the Little Lions field and Senior Lions field at Lions Field and the Softball field at RVMS. The fields are scheduled for use the week after the Victoria Day weekend each year weather permitting.

d. Field Times

Weekday evening bookings are permitted on Lions fields between 6:00 p.m. to dusk. Weekend bookings are permitted on Lions field between 9:00 a.m. to dusk. Weekday evening bookings are permitted on the RVMS Softball field between 6:00 p.m. to midnight (lights out). Weekend bookings are permitted on the RVMS Softball field between 9:00 a.m. to midnight (lights out). The Recreation Department reserves the right to close the fields due to maintenance or adverse weather from time to time as required.

5. General Maintenance

This is maintenance that occurs each year as required and by approved budget allocations, please see attached Ball Field Maintenance sheet Appendix B.

Basic maintenance is scheduled between 3:00 p.m. - 6:00 p.m. Monday - Friday and the fields will not be available for regular booking during this time

The basic maintenance is provided by the Town, however if you require more than the basics you must do so at your own expense and obtain permission from the Recreation Department before doing so. This is especially important when seeking to book tournaments. Any additional maintenance to the fields to change or adjust for different league play must first be approved by the Recreation Department, please see section below on booking tournaments.

Please note that garbage removal is the responsibility of the Works Dept. and is generally performed twice a week on Mondays and Fridays.

Leagues and teams are encouraged to remind players to pick up litter after each game and use trash receptacles supplied.

Leagues and teams are reminded that any changes or adjustments to the pitchers plates or mounds must first be approved by the Recreation Department to ensure the impact on other fields users is minimal.

Infield mix is supplied and leagues or teams are encouraged to use it to fill in any holes needed between games. Please use only the mix supplied to keep the material on the field consistent.

5. Unplayable Fields

The fields will be considered “UNPLAYABLE” if the following conditions exist before maintenance can be carried out or before or during a game;

1. Visual ponding of water on the surface of the field,

1. Water sponging up around your feet when walking on the field and/or the foot sinks into the muddy surface (this is the step test).

If a team arrives at a field with these conditions present, they are asked not to play on the field. Several factors must be considered, including the safety of participants, the possibility of an accident or injury, and the unnecessary expense of field repair and maintenance.

5. Booking Tournaments

Tournaments for play outside regular league or team schedules must first obtain permission of the Recreation Department by submission of a Tournament Request Form. The tournament request is to be submitted at the same time as your playfield forms and should address all items listed on the form. Please see attached Tournament Request Form Appendix C.

h. Costs

The charge for teams 19 years & over using the RVMS Softball field is reviewed each budget year along with various Town fees. The 2003 fee is $100/team for 19 yrs. & over. The basic maintenance is provided by the Town, however if you require more than the basics you must do so at your own expense and obtain permission from the Recreation Department before doing so.

The use of the Ball Fields is co-ordinated through the Recreation Department to ensure maximum use of the fields at minimal cost to the tax payer. User fees have been limited to date because users have historically assisted with the upkeep of the fields.

i. Inquiries

If you have any questions regarding Ball Field use please contact Gary Clark, Recreation Director at 738-6423.

BALL FIELD REQUEST

League or Practice Play

Name of Group: ________________________________

Sport: ________________________

Contact Name:  ____________   Phone No: ____________

Business: Fax No: ____________

Address: ________________________

Alternate Contact: Phone No. (daytime) ____________

1. Are you applying as a team or league?

2. # of teams in league? How many of those teams are Grand Bay-Westfield based?

3. Do you use fields in other municipalities? ____Yes ____ No If yes how many? ___

4. Is your league looking for additional players or teams? ____ Yes ____ No If yes, please supply the contact name and phone number to be released.

Name: Phone No:

Please list field day/time you are applying for and any times you may not be using the field. It is important to clearly indicate the field. Once your application has been processed we will contact you to confirm booking status.

FIELD CODES

SL – Senior (Big) Lions Field LL - Little (Minor) Lions Field

RVMS – River Valley Middle School SOC - River Valley Soccer Field

FIELD ALLOCATIONS FROM PREVIOUS SEASON YOU’RE NOT GOING TO USE, IF ANY

Fields are allocated from mid May – end of August.
Please indicate when your season starts/ends (including playoffs). _____________________________

FIELD ALLOCATION REQUEST FOR 200___

Return this application to: 609 River Valley Drive, PO Box 3001, Grand Bay-Westfield, NB E5K 4V3 or Fax to 738-6424. Contact Person – Gary Clark. (738-6423)

BALL FIELD MAINTENANCE

Field Codes:

RV River Valley Middle School Softball
LL Lions Little

SLL Senior Lions

ALL Means All Fields

Note: As required items also depend on approved budget allocations for each year.

TOURNAMENT REQUEST FORM

Name of Group: ______________________________

Sport: ____________________

Contact Name: Phone No: __________

Business: Fax No: __________

Address: ________________________________________

Alternate Contact: Phone No. (daytime) __________

1.-how many teams are invited and from where? _______________________________________

_____________________________________________________________________________

2.-what is the age group? __________________

3.-why are you hosting? __________________________________

4.-how many fields do you require ? _________________________

5.-how many games will be played ? _________________________

6.-how many days does play last ? ___________________________

7.-when is the tournament proposed, day and dates? __________________________

8.-how will you handle additional garbage and disposal of it? ___________________________

9.-are adjustments or changes to fields required? ______________________________

10.-how will they be performed and by who? _________________________________________

      ________________________________________________________________________

11.-when will fields be returned to normal for play to resume? ___________________________

12.-what is the cost per team to play? ___________________________

13-who makes the money for the tournament? ______________________

14-do you expect to make a profit? _____________

15.-are you applying as a team or a league? ___________

Return this application with your Play Field Request form to: 609 River Valley Drive, PO Box 3001, Grand Bay-Westfield, NB E5K 4V3 or Fax to 738-6424. Contact Person – Gary Clark. (738-6423)

Once your application has been processed we will contact you to confirm booking status.