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HomeMy WebLinkAboutMinutes - PRAB - 08-20-2015HOME OF ` MILI-ON ESTABLISHED 2006 MEETING MINUTES CITY OF MILTON PARKS AND RECREATION ADVISORY BOARD Thursday, August 20, 2015 12:00 p.m. Council Chambers, Milton City Hall CALL TO ORDER Meeting was called to order by at 12:16 p.m. ROLL CALL Roll call was taken MEMBERS PRESENT Joey Costanzo Phil Cranmer Ron Hill Van Kottis Scott Stachowski OTHERS PRESENT Jim Cregge, Parks and Recreation Director Quorum was announced. APPROVAL OF MEETING AGENDA Staff recommended a change to the agenda. The change was to move item VIII b. from New Business to the beginning of the meeting. A motion to approve the Meeting Agenda with the change was made by Mr. Hill and seconded by Mr. Kottis. and it was approved by a unanimous vote. APPROVAL OF PAST MINUTES A motion to approve minutes of the July 16, 2015 meeting was made by Mr. Kottis and seconded by Mr. Hill. The vote was unanimous and motion carried. PHONE: 678.242.25001 FAX: 678.242.2499 Green Certified't op 100 �� u.nf.n i.Community infoC�cifyofmiltonga.us I www.cityofmiltonga.us 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 ''a`` August 2015 PRAB Minutes PUBLIC COMMENT None COMMITTEE REPORTS 1. Hopewell Baseball: No Report 2. Veteran's Memorialization: No Report. UNFINISHED BUSINESS 1. Long Term Rental: This item was combined with the Discussion on Field Rental from New Business. Language was proposed by staff that deleted the provision: No individual or group may make a rental request more than one (1) time in a calendar quarter. Separate individuals affiliated with the same group will not be allowed to individually apply in an effort to circumvent this one (1) request in a calendar quarter restriction. The following language was proposed as a replacement: It is the intention of the City Council of Milton and the Parks and Recreation Department that organizations/leagues having access to Milton fields be organizations as are recognized by the City, and which are a part of duly sanctioned local, regional or nationally affiliated leagues. This policy ensures that demand on fields is kept to a manageable level. The City of Milton reserves the right to decline access to field space if, in the discretion of the Director or City Manager, field access is being requested by individuals or entities in derogation of the statement of intention set forth in this paragraph. A motion was made by Mr. Hill and a second was made by Mr. Cranmer to accept this language change. The motion passed by a unanimous vote. 2. Chuck Hollingsworth: The discussion on benches for Mr. Hollingsworth was tabled until next meeting Mr. Crammer made the motion to table the topic and Mr. Costanzo seconded it. The vote was unanimous. 3. Wall of Fame: Discussion continued from last month looking at long term/short term ideas as well as establishing definitive criteria for being chosen for the wall. No formal action was taken. 4. PRAB Representation on Program Partner's Boards — There was discussion on the topic and it concluded with a request that staff provides a recommendation to the PRAB of a list of choices for representatives to each board. 5. Drone Policy: An article on drones in parks was distributed. No action was taken by the Board. August 2015 PRAB Minutes NEW BUSINESS 1. Birmingham Park — A presentation was given by Mr. Jack Lyndon. He discussed damage from off road vehicles and proposed to grade the ruts, fix breaks in fence, repair gaps in fence and other work to make the field more usable for Earth Day. 2. Field Rental Policy — Staff provided a comparison of rental rates with the surrounding communities. Staff recommended a rental fee of $75/hour with an additional fee of $25/hour if lights are needed. A motion to accept this recommendation was made by Mr. Hill and seconded by Mr. Cranmer. The motion passed by a unanimous vote. 3. Background Check Policy — Staff reported that the formal policy has been updated and is signed by the current Chief of Police. CITY STAFF REPORTS AND COMMUNICATIONS 1. Bell Memorial Park Status Update: Friday September 1 lth — Ribbon Cutting. Games on 9/12/15, September 19th — Opening Festival, batting cages and main building not yet 2. Providence Park: fence removal/repair has been completed. Would like to open park in a month. OTHER BUSINESS None ADJOURNMENT The motion to adjourn was made by Mr. Hill The motion was seconded by Mr. Cranmer. The vote was unanimous in favor. The meeting was declared adjourned @ 2:00 PM. The next scheduled meeting will be September 17, 2015. HOME OF ' ' MILTON ESTABLISHED 2006 Parks and Recreation Advisory Board Agenda 11:30 a.m., Thursday, August 20, 2015 Council Chambers, Milton City Hall Call to Order and Roll Call II. Pledge of Allegiance III. Approval of Meeting Agenda IV. Approval of Minutes from the July 16, 2015 meeting V. Public Comment - Public comment is a time for citizens to share information with the PRAB and to provide input and opinions on any matter that is not scheduled for its own public hearing during today's meeting. VI. Committee Reports a. Hopewell Baseball - Stachowski b. Veteran's Memorialization — Hill VII. Unfinished Business a. Discussion on long term rental — Staff presentation - Cregge b. Discussion on request of Chuck Hollingsworth — PRAB Discussion c. Discussion on Wall of Fame — PRAB presentation — Kottis d. Discussion on PRAB Representation on Program Partner's Boards — PRAB Discussion e. Drone Policy - Cregge VIII. New Business a. Presentation by Mr. Jack Lyndon — Birmingham Park b. Discussion on Field Rental — (proposed to be combined with item VII — A) - Cregge c. Parks and Recreation Background Check Policy - Cregge IX. City Staff Reports and Communications a. Bell Memorial Park Status Update - Cregge b. Providence Park Update - Cregge X. Other Business XI. Adjournment - Next Meeting Date: September 17, 2015 © You(n nu = PHONE: 678.242.25001 FAX: 678.242.2499 � Green *Certified* Communit * Cicyof info@cityofmiltonga.us www.cityofmiltonga.us r y , Ethics 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 HOME OF 'THE BEST QUALITY OF LIFE IN GEOPGIA' MILTON% ESTABLISHED 2006 MEETING MINUTES CITY OF MILTON PARKS AND RECREATION ADVISORY BOARD Thursday, July 16, 2015 12:30 p.m. Council Chambers, Milton City Hall CALL TO ORDER Meeting was called to order by Vice Chairman David Shannon at 12:40 p.m. ROLL CALL Roll call was taken by Mr. Shannon. MEMBERS PRESENT Joey Costanzo Van Kottis Sue Rekuc David Shannon OTHERS PRESENT Jim Cregge, Parks and Recreation Director Van Keys, Parks and Recreation Quorum was announced by Mr. Shannon. APPROVAL OF MEETING AGENDA A motion to approve the Meeting Agenda with the addition of the item to add discussion on meeting times was made. Motion made by Mrs. Rekuc and seconded by Mr. Kottis. APPROVAL OF PAST MINUTES A motion to approve minutes of the June 18, 2015 meeting was made by Mrs. Rekuc and seconded by Mr. Shannon. The vote was unanimous and motion carried. PUBLIC COMMENT None You M- PHONE: 678.242.25001 FAX: 678.242.2499 i° * Ceatfiea * T°n;oo w;�Dnee Coi11ii1unit]( t Crycf info@cityafmiltanga.us (wwwL.cit7yofmiltonga.us /� � .,:,,r,, E�«L�� � �- 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 CERTIFIED BRONZE - ®` July 2015 PRAB Minutes CITY STAFF REPORTS AND COMMUNICATIONS 1. Bell Memorial Park Status Update: The park has run into some delays primarily due to weather. A soft opening of September 5 may not happen. 2. Summer Camp Update: All camps are going well. The basketball camp had a great start. This month's music camp was cancelled due to low registration, but the Parents Night Out was well attended. Camp Joyful Soles has set all new records for the total number of campers and the total number of weeks campers are going. Very pleased with summer programs. 3. Providence Park: The issuance of a contract to the lowest bidder on fences has been delayed. We had to safely relocate honey bees that had infested to maintenance building. The removal was a success. OTHER BUSINESS The board discussed possible meeting times for the future. The consensus of those present was the earlier the better. An email will be sent by Staff to PRAB board members regarding future meeting times ADJOURNMENT The motion to adjourn was made by Mr. Shannon. The motion was seconded by Mr. Kottis. The vote was unanimous in favor. The meeting was declared adjourned @ 2:40 PM. The next scheduled meeting will be August 20, 2015. n T o v h O N. o rDCD rD n n o n _0 c O O _ -v -V rD -0 rt O al -Ph O Ql O 01 V C O O O c Ln c O Uri rD o �, o rD O N O O o Q v mi v W v ua r+ CL sz 1 Q N N N o- (n N Ul t/> O \ Ln rD O CI1 _ O Ln Q O Q (11 O -� =� �^ T ,< cuD < m a tn , TI O 0 a W !y N LM N LM O Uq Cn U'1 Gq S r rD rD rD rD CD rD cu nu cu sv cu Sy Q Q C Q C) C) T Gi C7 O `G (D O Cc � �< I O N 0 3 h e-+ �C7 (D (D D N. O (D r) � r+ 0 o z _ - -v -V rt �o rn O rn O am -j c O O O c Ln c 0 Ln In �. D O (D can can rD o o o N o N o Q O r+ O c Q W Q W Q O_ N i N N G� j N N U I N Ln Ln H C C v c S a) aj \ (D V N O L Q. O ~' W W Ul OO (n O CU wl _ Q Q T 3 cu D FF C a W O TI 0 0 Cr W cu q(/} t!} N N N N ' Ln (n O (n Ln LM Z 70 _0 70 LA (D fD (D (D (p (D v v v v v Q Q Q Q Q O_ Q Q Q Q Q Q r O n v _T (D CL fV O C N LM O 3 cu I L' O 3 (� (� -n `G (D N .� O (D (D r)ram+ r) r) z _ o 3 O -V O cu — (D cu � rn o m o m v c O O O c u, c O p N N T O �. 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T D W O T O O rr rr W N N I� �• Ul (n O LM Ln cn =r ffp (D (D (D (D (D (D v cu v v v v Q O_ Q Q O_ Q Q Q Q O_ r- O n v _T (D Q x CD fv O CD� LP n O 3 cu V O O n n -n O rD — o O rDUn n � o rD � o :;o 70 70 rn O rn 0 M O O O LP c 0 o N N O o o O N O O O rD Cl r+ rNt LI) cu v W cu W Q Q =r, Q N N Ln Lri _0 -0 I --I Q 0- 0— Q O' i4 N N Ln O- N O � N _3 J LP �_• Q 3 c � 3 W O W O (D S v ci Q ., t/l�- -(/} i/'J- vl- W W Ln O UP O O � � S LM Ln UM rD flu cu cu Q Q Q Q Q Q as N a� rt 0 z W v N M a - a) F Q r- O r) _T rD Q N O v CLn Ci O 3 N O O • Editor's Letter • :Letters • Advocacy • Law Review • Realth & Wellness • Social Equity • Park Bench • 50th Anniversartr Share 52 The Drones are Coming 2015-03-01, Feature, by Richard J. Dolesh Virtually anyone who has flown a quadcopter or other modern drone will say that they are a blast to fly. Drones combine the cool factor of impressive technology, the excitement of unmanned flight and the thrill of exploration, all in one amazingly simple and easy -to - operate package. Whether you fly alone, with friends or with your kids, flying drones is just plain fun. But drones aren't only about fun. They will have an impact on virtually every aspect of our lives from agriculture to energy, scientific research, conservation, public safety and more. Drones have been labeled "disruptive technology," and held up as avatars of the mythical "billion -fold improvements" that have taken place in computing, imaging, aeronautics, medicine and other fields. Drones will come to shape our lives every bit as much as cellphones, tablet computers and other game - changing technology Futurists are abuzz with speculation that you will soon have your Amazon packages or Papa John's pizzas delivered to your door by drones. Mainstream media outlets breathlessly report breaking -news stories about unauthorized or potentially dangerous drones, such as the recent story of an errant drone piloted by a possibly inebriated operator in Washington, D.C., who, while reportedly trying to impress a female friend at 3 a.m., flew his friend's quadcopter from an apartment balcony a few blocks from the White House and crashed it on the White House grounds, causing major heartburn for the Secret Service. Industry and media statistics on how many drones have been sold to the public differ slightly, but the sales totals almost defy belief. Hobby and commercial drones are reported to be selling at the rate of 15,000 or 16,000 per month, or almost 200,000 per year. That's a lot of people who will be looking to get outdoors and fly their new drones. And where will these people want to fly their drones? Why, in the wide open spaces designed for outdoor recreation, of course — parks! There is no doubt drones are coming, and they are likely to have a profound effect on parks and recreation. The public and commercial use of drones will present substantial challenges to park managers very soon and agencies will do well to be prepared for the coming wave. The Allure of Drones It is not difficult to understand why drones are becoming so popular. Flying a drone is a cool thing to do. The technology is amazing, the flying is exciting, and if there was ever a gadget that appealed to people's imagination, drones would have to be near the top of the list. Drones and quadcopters are also relatively inexpensive and easy to operate. But just as they are fun to fly, they are more than just cool toys. They represent a quantum leap in how technology can be used not just for personal enjoyment and enrichment, but also to expand human knowledge, aid research, fight environmental threats, save lives and much more. We haven't even plumbed the depths of what drones might be able to do, but we are starting to see those scenarios take shape. There may be challenges ahead related to public flying of drones in parks, but there are also tantalizing opportunities for park agencies to utilize drone technology to fulfill important conservation, natural resource management and public -safety responsibilities. These include search -and -rescue operations, wildfire control, managing threatened natural areas, mapping the spread of invasive species, monitoring remote park locations and others. Drones may be able to provide agencies substantial time and cost savings for a wide variety of tasks. There is no doubt that drones are already stimulating interest among park planners, GIS specialists, park managers, rangers and even recreation program staff. Some agencies are already making plans for how they might use drones. From a recreational perspective, one of the most popular uses of hobby drones is for photography. New drones can carry high -resolution cameras with onboard image stabilization and other advances. "It's all new," says Eric Cheng, director of aerial imagery for DJI, one of the largest manufacturers of hobby and commercial drones in the world. In a recent interview, he said the ability of drones to facilitate extraordinary new ways to photograph objects and landscapes has provoked intense curiosity and public interest. "The view from right overhead is unique. Nobody has ever seen such photographs before, and you are taking them. It's exhilarating." Legitimate Fears So what's not to like about drones? Well, crashes, lost drones, operator errors, mechanical failures, privacy invasions and other undesirable consequences of inept or irresponsible drone flying, just to name a few reasons. Such outcomes are becoming an increasing concern of those responsible for public safety, not to mention the ever-present threat of a drone being used in a terrorist plot. There is already a compendium of hair-raising stories of near -misses or collisions with drones including reports of drones flying too close to aircraft or in other highly inappropriate locations. Reports of drones flying within 50 feet of commercial aircraft at New York City airports make some believe that a collision with an airliner is not a matter of if, but when. Parks have not been exempt from problems created by irresponsibly piloted drones, including a number of high - profile incidents at iconic national parks such as Zion and Grand Canyon. A widely reported incident occurred at Mount Rushmore National Park when a hobby drone was launched from a parking lot, hovered over a crowd of 1,500 people gathered for an evening program at the monument, and then flew over and around the four sculpted heads before being flown back to the parking lot. Other public complaints about inappropriate or unauthorized use of drones have been received by the National Park Service (NPS), including harassment of wildlife, noise at iconic scenic viewing points and drone crashes in parks. Jeffrey Olson, public affairs officer for NPS, says that the prohibition on unmanned aircraft in national parks issued by Director Jon Jarvis in a policy memo last June was "basically a timeout." The ban on new drone flying was prompted by public complaints concerning incidents similar to what happened at Mount Rushmore. NPS management policies call for careful consideration of any "new form of recreation," which drone flying clearly is, and the impact of this activity has not been evaluated. The administrative action will trigger a review of existing and proposed policies and will lead to a Notice of Proposed Regulation, a process that is likely to take about 18 months, according to Olson. Incidents from rogue operators or inexperienced pilots are not the only concern. Privacy advocates, industrial and national security experts, and law enforcement officials are very concerned about the potential use of drones in terrorist plots or other criminal activity. Drones are starting to be a concern at virtually every large-scale public event that someone might want to observe or photograph, such as a drone that buzzed Chicago Park District's Lollapalooza Festival last year. The Federal Aviation Authority (FAA) even went so far as to declare the 2015 Super Bowl a "No Drone Zone," and issued an advisory to enjoy the game, but "leave your drone at home." Concerns about drones range from the relatively minor annoyance of crashes in open areas to the very deep concern regarding bad behavior by pilots whose ignorance or dangerous operation of drones can literally endanger people's lives. Many drone enthusiasts are concerned about rogue operators giving all operators a black eye. "The rogues are outliers," according to Jon Resnick, policy and marketing representative for DJI. Christopher Vo, president of the DC Area Drone User Group, says, "There are a lot of people who axe interested in flying safely and who just want to find places to fly." Nonetheless, there are still many concerns about drones from a variety of quarters, especially park agencies that many expect to be on the front lines of managing public flying of hobby drones. Vo agrees that crashes and uncontrolled descents are an issue. "Everyone who gets their first drone and takes it out to fly will crash — that's almost a guarantee," he says. "But it is not necessarily a problem, just a reality. The solution is user education about where it is safe to fly and to not fly near buildings or over private property." Technology improvements, says Vo, such as inexpensive onboard infrared sensors and downward -facing cameras will help measure changes in speed and assist automatic hold, takeoff and landing. "It is also why the industry is trying to make drones lighter, stronger and safer," he says. Vo points out that how a drone is flown is a factor in how safe it is. There are two principal methods of piloting drones, First -Person -View (FPV) and Line -of -Sight flying. In FPV flight, the operator flies the aircraft through the lens of an onboard camera. Some think this is a largely unsafe way to fly, and that hobby drones should be only be flown by line -of -sight with a spotter present at all times the drone is in operation. Rules Not Well Understood; Guidance Lacking With the large numbers of hobby drones being purchased daily and intense interest in commercial use growing, it is perplexing that there is so little understanding of exactly what the federal rules are for operating drones. The FAA regulates all U.S. airspace and there are strict rules for any type of aircraft flying above 500 feet. The rules governing unmanned aircraft systems, however, have been criticized for being seriously out of date. Commercially flown drones present a different set of issues than hobby drones. Guidance for the operation of both commercial and hobby drones has been long-awaited and significantly overdue. At present, virtually all commercial use of drones is currently prohibited without a very difficult -to -obtain Certificate of Authorization (COA), but few rules govern hobby drones. Since sophisticated and versatile hobby drones can be purchased easily and without licensing requirements to operate them, not many people know what is actually allowed and what is prohibited by law. Just before publication of this edition of Parks & Recreation magazine, the details of a Notice of Proposed Regulation by the FAA for commercial drone use were inadvertently posted online, and the FAA was essentially forced to release the entire proposal over a holiday weekend. To the commercial drone user's relief, the proposed regulations are being viewed as reasonable. They would not require operators to have a pilot's license as some had feared, and the training and costs to obtain a required FAA operator's certificate would not be prohibitive. Other proposed restrictions include a 500-foot ceiling, operation by line -of -sight only, and no flying above any people except those involved with the drone flight, such as a spotter. So, damp your expectations — no drone pizza deliveries to your door for now. The 60-day public comment period has now closed. The review and rule -making is expected to take up to two years. Cheng believes the FAA will need to issue some interim guidance for commercial users before the proposed rule becomes final, however, because there is such interest from potential commercial users for innovation and applications. The recent FAA announcement indicated that guidance on hobby drones will be issued in the near future. The Academy of Model Aeronautics has advocated for more education and user training of drone operators and has supported the idea that hobby drone operators be required to obtain an operator's certificate or become a part of an organized model aircraft club. If FAA -proposed rules do require hobby drone operators to be part of an organized club as some expect, there is likely to be an uptick in the membership of local model airplane clubs and drone user groups accompanied by an increasing demand for more public spaces in which to fly drones. But solutions may not be simple. It is true that many park and recreation agencies have a long history of providing model aircraft clubs space to fly radio -controlled planes, but virtually none are prepared for drone users. In addition, some park managers who currently provide parkland for radio -control clubs believe that flying fixed -wing RC planes and quadcopters on the same fields is not workable or desirable. This may mean that there will be new demands for drone -flying areas and that park agencies will need to expand the search for suitable spaces for this purpose. Policies for Public Flying in Parks Unformulated While the popularity of drones is growing exponentially, the awareness of park and recreation agency personnel who will need to manage them is not. In response to a query on NRPA Connect, a number of park administrators said their agencies either had no policies on drones or that they were unaware of any if they did. One conclusion was clear from conversations with park agencies across the country: Those park agency personnel who have not anticipated the boom in public drone flying will be caught unprepared both on a policy level and a management level. An important lesson is emerging — if your agency hasn't started thinking about how to manage drones, it's time to start thinking about it now. Those agencies that react with blanket prohibitions on drone flying will find them difficult to enforce and they will do a disservice to people who are just looking for a place to safely recreate. Decades of successful experience providing space for model airplane fliers have shown that park agencies can and do accommodate this kind of outdoor recreation compatibly with other activities. Vo says, "Most of our users are law-abiding and only want to fly. But a lot of us who want to fly safely and responsibly simply don't have any places to fly. A lot of park agencies turn us down because they just don't want to deal with us." The good news for drone users like Vo is that some agencies are expressing willingness to consider how they could accommodate the drone -flying public. Many Agencies Anticipate Using Drones Themselves Even if some agencies are unprepared for public drone use, quite a few are thinking about how they might use drones for a variety of management, monitoring, mapping and public safety applications. The requirements for obtaining a COA from the FAA to use unmanned aircraft systems for governmental or research purposes are quite rigorous, but Cleveland Metroparks (CMP) was willing go the distance, said Brian Zimmerman, executive director of CMP. "When we saw the potential, we never wavered," he said. They have obtained a COA for a research project to monitor the Rising Valley wetlands complex, the largest freshwater wetlands in their park system. Stephen Mather, geographic information systems supervisor, says that to map and study the wetlands is extremely time-consuming and difficult to accomplish. By employing a small fixed -wing drone, they will be able to do 3D mapping of surface topography and plant communities as well as track the spread of invasive species, monitor stormwater events, and create other datasets in real time to better manage and protect this valuable wetland. "We will also use the drone on a forest restoration project, and we hope to use it to do an ongoing assessment of shoreline infrastructure along Lake Erie," Mather says. "With resolution accurate to within an inch, we can create 3D maps of new construction and monitor its condition over time." The Future of Drones in Parks Cheng of DJI says, "We are in the earliest stages of drone technology and it is literally improving daily." According to Cheng, there will be reliable, redundant return -home programming; mandatory no -fly software to prevent flying in federally designated no -fly zones; more autonomy and self -aware behavior; "follow -me" technology; and much more safety -related decision -making capability. "There is no reason that a drone should ever fly into a tree or building, and every drone will have sufficient power to return home." What's on the horizon for drones in parks? Well, consider that drone fliers are already envisioning drone racing just like the old air races of the 1950s. Fly -ins, drone -building workshops and educational programs for drone users are already in the minds of forward -looking parks personnel. And the potential applications of commercial, hobby and agency -operated drones are mind-expanding. Hummingbird and nano -drones could aid in citizen science projects and enhance STEM learning opportunities for teens and adults. And what kid (under adult supervision of course) wouldn't want to get connected to nature and the outdoors using a drone to observe and discover our natural world? When asked if he could ever envision a future in which drone use in national parks could be common, Olson says, "Yes, probably, but the question will be where such use would be approved." So, what would the ideal future look like for users? Vo says, "Ideally, there would be park sites set aside for model aviation and open to users to fly their aircraft. There would be a way for users to communicate with park managers about what they were permitted to do and what they wanted to do. There would be a way for them to query the park managers about conditions and to be able to schedule times to fly. And there would be times and places where we could be able to educate others." Possible? We'll see. Richard J..Dolesh is NRPA's Vice President of Conservation and Parks. You may also like... NRPA: Continninj! the Journey August 2015 issue, By Sonia Myrick What's in an Anniversary`s a August 2015 issue, By Barbara Tulipane, CAE August 2015 issue, By Joe Caverly Jim Peterson: NRPA's First Program Chair August 2015 issue, By Sonia Myrick August 2015 issue, By Sonia Myrick Comments Name: User Email: Comment: HOME OF ` ,. MIL'­�IONIII' ESTABLISHED 2006 Parks and Recreation Background Check Policy Effective August 7, 2015 Purpose: The intent of this policy is to protect the youth being served by volunteers and contracted staff in youth recreation programs offered by the City of Milton ("City") and/or its partner volunteer organizations. Policy: It is also the policy of the City that all individuals (18 and over) who work with or have any contact with youth under the age of 18, in the capacity of Coach, Volunteer, Instructor, or Counselor with any activity organized by or facilitated by the City and its partner volunteer organizations must successfully complete a Criminal Background Check and be approved or denied by the Director of Parks and Recreation and/or his/her designee. It is also the policy of the City of Milton that all individuals (18 and over) who work with or have any contact with youth under the age of 18, in the capacity of Coach, Volunteer, Instructor or Counselor with any activity organized by or facilitated by the City and its partner volunteer organizations must successfully complete a City accepted training course on the responsibilities of the adult to identify and report suspected child abuse. This is a one-time certification and proof of completion must be submitted to the Director of Parks and Recreation. Procedures: In order to ensure the safety and well-being of program participants, all youth recreation programs and/or partner volunteer organizations ("Associations") must ensure that a Criminal Background Check is performed before any volunteer or contracted staff member, aged 18 years or above, is allowed to work with any youth under the age of 18. The Association shall have a background check performed on all prospective volunteers or staff members. By submitting for the background check, the prospective volunteer or staff member shall consent to the Criminal Background Check, approve distribution of the results to the City, and indemnify the City for its use of the Criminal Background Check results in its decisions related to approval or disapproval of such individual for work with youth under age 18. All background checks will be paid for by the Association and conducted by an agency approved in writing by the City. To be approved, the agency must provide a Criminal Background Check that includes at least the following minimum searches: • Social Security Number Verification and Address History • National Criminal Database Search • National Sex Offender Search • Re -verification of criminal records • Alias Names You 0 , PHONE: 678.242.25001 FAX: 678.242.2499 _. e�t �e*Cmif«a* info@cityofmiltonga.us I www.cityofmiltonga.us WIL community unity s' 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 After this appeal to the Chief, the Chief s decision will be final. The Chief will note why the denial was upheld or overturned to an approval. Applicants may reapply once they believe their background meets the above criteria. This and all subsequent applications mu -incur a fee. /161�ecto rks & Recreation Chief of Police Dated: ��,� - City of Milton Parks and Recreation Department: Facility and Fields Policy Purpose and Mission The City of Milton Parks and Recreation Department (hereinafter referred to as "MPRD") has a variety of facilities and fields located within the City of Milton, Georgia ("City") that are available to rent when not in use for City -sponsored programs or City partner programs. MPRD's mission is to serve the residents of the City, and therefore City residents enjoy the first opportunity to rent available space after other programming needs are met. MPRD hereby establishes these universal policies and procedures (the "Policy") pertaining to the rental of such fields and facilities for distribution to City employees and the general public as appropriate to ensure consistency in MPRD operations. It should be noted that each rental facility and field is unique and has specific guidelines that renters must adhere to in addition to those listed in this Policy. Rental fees will vary for each specific facility/field. Facilities include, but may not be limited to, picnic pavilions, meeting rooms, gymnasiums and tennis courts identified by MPRD. Fields include, but may not be limited to, baseball/softball fields and multi- purpose rectangular athletic fields identified by MPRD. MPRD facilities and fields are intended to be used by residents of the City, and City residents shall be given first priority to rent after City -sponsored programs or City partner programs. MPRD reserves the right to request participation information (including participant names and addresses) from any individual or group requesting to rent fields or facilities. Factors that may be considered by MPRD in considering a request to rent include the number of City residents involved in the rental activity. Rentals will be subject to the following restrictions: 1. Facilities will not be available when an event sponsored by the City or an activity approved by the City is being conducted. 2. With the exception of the Bethwell Community Center, indoor rentals will not be allowed on City recognized holidays. 3. All rentals, except outdoor athletic facilities, will end no later than 10:OOpm. Outdoor athletic facility rentals may end at 11:OOpm with prior written approval from MPRD, but otherwise shall end at 10:OOpm. 4. Reservations of indoor facilities during regular hours of operation are not allowed. 5. Reservations of indoor and outdoor facilities may be made no earlier than six (6) months prior to requested event date. MPRD reserves the right to amend this Policy, including the fee schedule, Rental Requests provisions, Universal Guidelines, and Fields/Facilities below, as deemed appropriate with thirty (30) days prior written notice of amendment by posting on the City's website. Per the terms of the Memorandum of Understanding with the City of Alpharetta ("Alpharetta") effective December 1, 2012, Alpharetta residents shall be allowed to rent City facilities and fields, provided space Proposed Version 3.0 - August 20, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy is available, and shall pay the same fees as City residents. For the purposes of this Policy, the word "Resident" shall include residents of the Cities of Alpharetta and Milton unless noted otherwise. Proposed Version 3.0 - August 20, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy Rental Requests All applicants shall complete a Field Use Agreement or a Facility Use Agreement ("Agreement"), copies of which are included with this Policy. Requests to rent a facility/field shall be treated as follows: 1. A request for a program or athletic sport already offered by MPRD, or its partners, will not be considered. 2. Athletic teams representing a sport (or a certain level of sport) that is not offered by the MPRD may rent a field based on availability if the field has not been closed for repair or maintenance 3. Social activities/events may be scheduled on any field as long as the field is available and there would be sufficient time after the rental to prepare/maintain the field for its next scheduled use. 4. In the event a rental request is made that does not fall under item 2 or 3 above, the MPRD Director ("Director') shall determine if the rental request will be allowed. However, the City Parks and Recreation Advisory Board has the final discretion in approving/denying rental requests that fall outside this Policy. All requests must be made via a completed Field Use Agreement or Facility Use Agreement no more than six (6) months prior and no less than thirty (30) days prior to the requested date. Requests will NOT be processed on a first come, first served basis. Each month on the 15t and 15th of the month (or the next business day if said date falls on a weekend or City holiday), there will be an approval of rental requests. In the event of competing dates/times for the same facility or field, a drawing will be held to approve the rental. The approved rental will be notified via the contact email on the completed Agreement. Other Departments of the City will be allowed to reserve MPRD facilities during regular business hours for employee functions at no cost, depending on availability. Requests for Department usage outside of regular business hours will be handled on a case by case basis by the Director. It is the intention of the City Council of Milton and the Parks and Recreation Department that organizations/leagues having access to Milton fields be organizations as are recognized by the City, and which are a part of duly sanctioned local, regional or nationally affiliated leagues. This policy ensures that demand on fields is kept to a manageable level. The City of Milton reserves the right to decline access to field space if, in the discretion of the Director or City Manager, field access is being requested by individuals or entities in derogation of the statement of intention set forth in this paragraph. Proposed Version 3.0 - August 20, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy Fees and Deposits will be set forth in the Fee Schedule below. Proposed Version 3.0 - August 20, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy Fee Schedule Rentals contracted with non -Alpharetta and non -Milton Residents will be charged fees consisting of 150% of the fees set forth below. Time requested for rental should include set-up and clean-up. A. Meeting Rooms a. Bethwell Community Center Rental —Three hour minimum - $40/hour b. Refundable Cleaning deposit- $50.00 B. Gymnasiums — Not available for rental per FCBoE agreement C. Picnic Pavilion — (no established price) D. Tennis Courts — Not available for rental per FCBoE agreement E. Athletic Field (Baseball/Softball) a. Two hour minimum without lights - $50/hour b. Two hour minimum with lights - $75/hour c. Include drag and line field — (no established price) d. Security deposit - $100 e. Other fees might be necessary and determined on a case by case basis F. Athletic Field (Rectangular) a. Two hour minimum without lights — (no established price) b. Two hour minimum with lights — (no established price) c. Paint or line the field — (no established price) d. Security deposit — (no established price) e. Other fees might be necessary and determined on a case by case basis G. Other: Full refunds will be granted if a rental is cancelled by MPRD. Refunds will be granted if requested by the renter at least ten (10) business days prior to the rental, provided that MPRD will retain a $10 service charge. Refunds will not be granted if a rental group does not show up for their reserved time without advance notice (at least 10 business days). Proposed Version 3.0 - August 20, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy Universal Guidelines 1. No one under the age of 21 years shall be permitted to enter into an Agreement with MPRD. 2. Renter (person whose name is on the Agreement) must be present during the entire scheduled event. Failure to do so may result in immediate forfeiture of any applicable fees and deposits, and renter may not be allowed to use any City facility in the future for a period up to, but not exceeding, two years. 3. Renter is responsible for ensuring that any guest asked to leave the premises by any MPRD employee due to misconduct and/or violation of MPRD rules leaves the MPRD property immediately and without incident. 4. MPRD reserves the right to cancel, postpone or reschedule any rental. The renter will be given a choice of a refund or to have an alternative date scheduled. 5. For the safety of all, if MPRD is closed due to inclement weather, all facility reservations will be cancelled. The renter will be entitled to a full refund or may reschedule at another time as agreed upon in writing by MPRD and renter. 6. Requested times of use shall include set-up and clean-up times. 7. Per City ordinance, the use of alcoholic beverages, tobacco and all tobacco products is strictly prohibited in City parks, fields and facilities. 8. Except for guide animals, pets are not allowed in or on facilities or fields. Pets are otherwise allowed in the parks if kept on a leash. 9. The renter shall not have the right to assign a rental agreement or any rights hereunder or to sublet MPRD facilities or fields. 10. Renter must provide at least one (1) adult chaperone for every fifteen (15) youth (i.e. individuals under the age of 18 years) in attendance. 11. Renter shall use only the facilities or fields that have been formally rented as identified in the Agreement. Rental activities shall not hinder or obstruct the activities of the occupants of the facility, or the accompanying or adjacent park areas. 12. MPRD has the right to immediately cancel any rental on site if the actions of the group put the group, any member of the group, any City employee, the general public, and/or the facility or field at risk or in danger. 13. Renter is responsible for discouraging participants at the event from the use of offensive language. MPRD has the right to order the removal from the premises any guest(s) who engages in physical abuse or threat of physical abuse toward another guest, a City employee or the general public. 14. Upon request. Renter must provide a Certificate of Insurance ($1,000,000 minimum). The City of Milton should be listed as an additional insured. 15. MPRD reserves the right to rent different areas of the same facility or field to different groups at the same time. 16. MPRD does not guarantee the use of equipment, tables, chairs, etc. No tables, chairs or other City personal property may be removed from a facility or field. 17. Portable grills are not permitted at all in any City park. 18. Athletic field participants are prohibited from gaining access to any field by climbing over a fence. Proposed Version 3.0 - August 20, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy 19. Only stakes or posts that can be pushed by hand into the ground may be used on any baseball/softball field. 20. Renters are NOT allowed to use any paint or other similar materials on athletic fields. 21. All trash and garbage must be placed in the proper receptacles provided by the City. Proposed Version 3.0 - August 20, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy Facilities/Fields Bell Memorial Park Field 1 - 180 feet Field 2 - 250 feet Field 3 - 140 feet Field 4 - 160 feet Pavilion adjoining concession stand — 24 feet X 19 feet 3 Picnic Tables 2 Standard Tables 1 Americans with Disabilities Act compliant Table ("ADA Table") Pavilion in front of Field 3 — 31 feet X 20 feet 4 Picnic Tables 2 Standard Tables 2 ADA Tables Friendship CommanitV Park 1 Multi -Purpose Rectangular Field approximately % acre 1 Half -Court Basketball Court with 1 Basketball Goal Circular Pavilion — 24 feet X 24 feet 3 Picnic Tables 2 Standard Tables 1 ADA Table IBirrMngham Falls Elementary 1 Multi -Purpose Rectangular Field approximately 2.5 acres 1 Indoor Gymnasium Cogbusrn Woods [Elementary 1 Multi -Purpose Rectangular Field approximately 1 acre 1 Indoor Gymnasium Hopewell Middle 1 Multi -Purpose Rectangular Field approximately 1.5 acres 1 Diamond shaped field 1 Indoor Gymnasium Northwestern Middle 1 Multi -Purpose Rectangular Field approximately 2 acres 1 Diamond Shaped Field 1 Indoor Gymnasium Proposed Version 3.0 - August 20, 2015