SEDALIA PARKS & RECREATION OUTDOOR FACILITY USE/CONCESSION STAND POLICY FOR INDEPENDENT SPORTS LEAGUES & SCHOOLS
FACILITY USAGE
• All groups and/or organizations must be registered with the State of Missouri as a non-profit agency 501(c)3 • Provide their own insurance, including product liability insurance, which meets City of Sedalia guidelines ($300,000 per person and $2 million per incident. Section 537.610 RSMo). (Copy must be provided each year and kept current at all times). • Organizations will be allowed to operate the concession stands during each individual season and keep monies raised for the specific operation of their league. All monies generated from league operation and concessions must be accounted for in the financial statements provided each year to the Park Board. The Sedalia Parks and Recreation Department agrees to provide the existing concessions space for league use but will not provide concessions equipment for operations. • Ice Machines – Sedalia Parks and Recreation will handle having ice machines turned on and off (winterizing) for each season. Billing for this service will be invoiced by Sedalia Parks and Recreation equally among all leagues utilizing each ice machine. Sedalia Parks and Recreation will not pay for maintenance or repairs. Sedalia Parks and Recreation shall furnish water as normally available in each location. Full water access for items such as restrooms and ice machines, is typically available April 1-October 31 but is based on forecasted temperatures. Full water access turn on dates could be delayed and turn off dates could be moved forward if cold weather is probable. • Sedalia Parks and Recreation Department will not provide WiFi. Leagues that need WiFi will need to set up and pay for that service individually. • Should scoreboard located at league facilities need any maintenance or repairs, cost of maintenance and/or repairs will be split evenly between Sedalia Parks & Recreation and leagues that utilize that field or facility. • Sedalia Parks & Recreation will supply an Automated External Defibrillator (AED) that must be on site and easily accessible during all practices and games. AED’s will be located in concession stands. Sedalia Parks and Recreation will complete audits on AED’s to check for expiration dates and that the AED is in proper working condition • Schedules must be submitted to the Recreation Superintendent of Parks & Recreation for approval. 1) Season dates in general terms (For example: We will need field use April 1 – June 30). 2) Game schedules must receive approval by the Recreation Superintendent and/or Director before distributed publicly and at minimum three (3) weeks prior to season start. • All organizations must supply a balance sheet and income statement for the previous calendar year by February 1st of each year to the Director of Parks & Recreation, and at other times by request. • Each group and/or organization will have a Board of Directors (or lists of persons in charge for that season) consisting of a President, Vice-President, and Treasurer, with no one person holding more than one of those positions. The Board of Directors (if applicable) must consist of at least 4 other voting members with a quorum being required and minutes recorded during official business concerning league operations. In the event a Board of Directors appoints a League Commissioner, it is to be a voluntary position with no voting responsibilities and will answer directly to the Board of the Directors for the league. A current list of these positions must be on file with Parks & Recreation by February 1st of each year. In addition, following any mid-year elections, or any other changes/ appointments, a new list of officers must be provided before the start of the season. • Each league must post current officers and Board members on their league website and/or facilities at all times. In addition, all leagues operating with a Board of Directors must have a minimum of two meetings a year at a public place (Convention Hall, if necessary), prior to the start of the season, and advertised in advance so members of the public can attend said meetings for input on operation of the league. • Organizations are to provide the Sedalia Park Board with a current copy of their by-laws. • The Recreation Superintendent of the Sedalia Parks & Recreation Department or alternate designated by the Director of Parks & Recreation will serve as liaison with the leagues/organizations and will attend meetings as necessary. All meetings must have 48 hour advanced notice and Sedalia Parks and Recreation must be notified of meeting date(s) and time(s) to be held and need to be advertised to the public. • No group or organization will enter any multi-year agreement with any other entity without approval from the Director of Parks & Recreation. The Park Board has the final authority to allow any such agreement to continue. • Any and all signs, scoreboards, and/or banners on Sedalia Parks and Recreation property, must be approved by the Parks & Recreation Director • Any person who provides service to the league and/or have repetitive access to, or contact with players or teams, must complete bi-annually and keep on file, a third party background screen that meets the minimum requirements set by Sedalia Parks and Recreation Volunteer Background Checks.
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Register online at www.sedaliaparks.com or call (660) 826-4930.
