youth sports manual - indy

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YOUTH SPORTS

POLICIES AND PROCEDURES

MANUAL

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TABLE OF CONTENTS

WELCOME

PHILOSOPHY OF YOUTH SPORTS (p.5) -Seven Essential Components of Indy Parks and Recreation Youth Sports Philosophy (5) -Purpose of this Manual (5)

OVERALL YOUTH SPORT STANDARDS (p.7)

GENERAL POLICIES (p.16) -Youth Sports Incident Report Form (18) -Indy Parks Staff Volunteer Coach’s Evaluation Form (19)

COACHES SECTION (p.22) -Program Description (22) -Coaches’ Code of Conduct (23) -NYSCA Coaches’ Code of Ethics Pledge (25)

PARTICIPANTS SECTION (p.27) -Players Code of Ethics and Corrective Action Policy (27)

PARENTS SECTION (p.29) -Parents Code of Ethics and Corrective Action Policy (29)

VOLUNTEER, PARTNER, AND CONTRACTOR REQUIREMENTS SECTION (p.31)

-Volunteer Guidelines (32) -Indy Parks and Recreation Volunteer Enrollment Form (33) -Indy Parks and Recreation Group Volunteer Enrollment Form (35) -Scope of Criminal Background Checks (36) -Criminal Background Check Consent Forms (38)

OFFICIALS SECTION (p.42) -Basic Guidelines for IPR Programs (42) -Important Notes/Information for Officials (44)

PROCEDURES FOR CONTRACTING PARK FACILITIES WITH YOUTH ORGANIZATIONS (p.49)

-Maintenance Procedures (51) -League Athletic Fields Baseline Standards Price List (52) -Athletic Field Negotiation Check List (53) -Indy Park’s Policy Regarding Insurance Requirements for the Use of Park Facilities (55) -Attachment A-Use Permit and License Agreement (58)

-Attachment B-Athletic Field Fees (62)

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From the Indy Parks and Recreation Youth Sports Council

On behalf of all Indy Parks and Recreation staff, we would like to extend our sincerest thank you to all athletes, parents and volunteers that participate in youth sports programs at our parks and recreation facilities. Indy Parks and Recreation currently offers 40 youth sports. In addition, we have 30 youth organizations implementing their own youth programs on our properties. The Youth Sports Council is a committee of Indy Parks and Recreation staff who has developed youth sports policies and procedures. These include:

Standardized rules for each Indy Parks and Recreation youth sports program. Requirements for organizations that use Indy Parks and Recreation properties for youth sports. Implementation and monitoring program for volunteer coach’s certifications and training.

The Council's overall goal is to ensure that the youth of Marion County have fun when they play sports. We encourage feedback from you regarding our programs and services. You may call Customer Services at 327-7275, visit our web site at www.indygov.org or mail to Indy Parks and Recreation Youth Sports 1502 W. 16th Street, Indianapolis, Indiana 46202. Youth Sports Council Members Cathy Marx Kent Knorr Jennifer Vories Lee Ann White Ellery Manuel Elaine Dillahunt Linda Koontz

Stephanie Roth Merri Taylor Chrissy Cole Eric Nolan Paula Hartzer Milele Kennedy Holly Moore

Derrick Miller Chad Lawrence Allen Wente Tony Johnson Lynda Burrello Cassandra Shelby

Endorsed by:

Indiana High School Athletic Association (IHSAA) Indianapolis Indians Indiana Sports Corporation Indiana Youth Rugby Foundation NCAA Hall of Champions - Stay in Bounds Program

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PHILOSOPHY OF INDY PARKS AND RECREATION YOUTH SPORTS

Indy Parks and Recreation (“IPR”) youth sports programs are designed to allow all children an opportunity to have fun, participate, and learn fundamental sports skills. We are committed to providing both educational and recreational programs and services. Participants will learn sportsmanship, respect, teamwork, fair play and self- confidence. The sports environment will be safe and well maintained. Prudent behavior by adults is mandatory.

SEVEN ESSENTIAL COMPONENTS OF INDY PARKS AND RECREATION YOUTH SPORTS PHILOSOPHY

1. All children in our community who meet the basic program registration requirements have a right to

participate in IPR youth sports programs. 2. IPR will offer programs at a reasonable cost, while providing quality facilities, quality equipment

and recognition to both volunteers and participants. 3. IPR Staff will recruit volunteers who have the ability to act as role models, mentors and facilitators. 4. All participants in IPR youth sport programs shall be treated fairly, and without regard to race,

color, disability, religion, sex or national origin. 5. IPR youth sport program practices and games should be an enjoyable, challenging, and learning

experience for all participants. 6. Those people in coaching and leadership positions in IPR youth sport programs shall lead by

example through the promotion of fair play and sportsmanship. 7. IPR programs focus on the enjoyment of the sport - Not the score.

PURPOSE OF THIS MANUAL

The purpose of this manual is to formalize the policies, procedures and philosophies of the Indy Parks and Recreation Youth Sports Programs. This manual is to be used by both youth sport programs organized by Indy Parks and Recreation and youth sports programs organized by partnering organizations that use Indy Parks and Recreation property.

Adopted 2003 - Modified Aug 2007

Indy Parks and Recreation Youth Sports Council 601 E 17th St 1502 W. 16th Street Indianapolis, Indiana 46202 Indianapolis, Indiana 46202 (317) 327-7275 www.indygov.org/indyparks (317) 327-7037

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OVERALL YOUTH SPORT STANDARDS

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OVERALL YOUTH SPORT STANDARDS

Indy Parks and Recreation has embraced the philosophies set forth in the "National Standards for Youth Sports," compiled by the National Alliance for Youth Sports based on an assembly of 48 of the nation's leading experts representing a vast variety of disciplines affecting youth sports, (standards). These Standards have been initiated as resolutions and ordinances in hundreds of communities nationwide. They are the recognized method to best ensure that communities are providing quality opportunities for young athletes. Abiding by these Standards ensures that the philosophy of the program is based on the children’s needs, not the adult’s needs. With leagues initiating the implementation of these Standards, parents can feel confident that youth sports with IPR will truly be a positive experience for their child. Indy Parks and Recreation’s "core service" is to provide developmental programs for youth and families being introduced to the fun, excitement and challenges of sport. The department does however recognize that there are youth and families that wish to experience competitive sports programs and will also attempt to provide a competitive experience within the scope or the standards. Our position is that all programs playing on Indy Parks and Recreation property must consider the safety and well being of the youth participant as a priority. Standard #1 Proper Sports Environment Parents must consider and carefully choose the proper environment for their child, including the appropriate age and development for participation, the type of sport, the rules of the sport, and the age range of the participants and the proper level of physical and emotional stress. Background There are a wide variety of youth sports experiences available to children. Some of these begin as early as five years of age and include both collision and non-collision sports, elite and recreational play categories, single age and multi-age participation ranges and instructional to highly organized and competitive programs. Rationale Because all children physically and emotionally mature at different rates, parents must evaluate very carefully their child’s youth sports experience. Implementation 1. Leagues will establish a minimum play rule per game for all children, regardless of ability. 2. It is recommended that leagues will organize programs within a two-year range, such as 5-6, 7-8, 9-10, 11-12, etc. 3. Leagues will allow post-season play only for regular season teams and not engage in choosing post-season all-star teams. (No All-Stars) 4. Leagues will establish a policy for not cutting players and will provide an opportunity for meaningful play for all children. 5. If awards are given, leagues will give participation awards and reduce emphasis on competitive trophies. (Everyone Gets an Award) 6. League standings will be de-emphasized for children under the age of thirteen by using techniques such as publishing only end-of-season results.

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Standard #2 Programs Based On The Well-Being Of Children Parents must select youth sports programs that are developed and organized to enhance the emotional, physical, social and educational well being of children. Background Many organized play experiences for children are carbon copies of adult-oriented programs. The rules, skill expectations and competitive requirements are the same as in high school, college and professional levels. Rationale Youth sports programs should be based on maximum participation. The program should focus on organizing meaningful play. Coaches should let children be involved in making decisions. The level and length of athletic competition should be commensurate with the physical and emotional development of the child. Implementation 1. It is recommended that leagues will organize programs using the following guidelines: A. 3 -4 and 5-6 year olds - Developmental Program - No regular competitive teams - Scores and standings are not emphasized - Rules, equipment and field modified - Reasonable uniform policy - No scheduled leagues, tournament or all-star competition - Leagues and coaches not permitted to require sports specialization - Co-rec. play - No travel - Coaches permitted on playing surfaces B. 7-8 year olds - Sports Introduction Program - Informal teams - Scores and standings are not emphasized - Rules, equipment and fields modified - Reasonable uniform policy - No tournament, post-season or all-star competition - Co-rec. play encouraged - Travel within local community only - Coaches permitted on playing surface - Leagues and coaches not permitted to require sports specialization

C. 9-10 year olds - Organizational Program - Scores kept but standings are not emphasized - Rules, equipment and fields modified where necessary - Reasonable uniform policy - No out-of-community post season play - No national tournament participation - Leagues and coaches not permitted to require sports specialization

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D. 11-12 year olds - Skill Enhancement Program

- Reasonable uniform policy - Limited ability grouping used with proper grouping procedures

encourage a variety of position and situational play

2. Coaches will be required not to teach the use of sports to punish opponents through physical contact or excessive score domination. 3. Year round league or coaches must not require participation. 4. Sports that require youth to meet weight in order to compete must adopt rules banning rapid weight loss/gain procedures that may adversely affect the health of the participant. 5. Children below the age of 11 should participate in activities that contain limited collision potential and feature modified rules that will significantly reduce the chances of injury. 6. Leagues must consider weight and skill in grouping children. 7. Coaches must apply proper principles of conditioning and nutrition. Standard #3 Drug, Tobacco and Alcohol-Free Environment Parents must encourage a drug, tobacco and alcohol-free environment for their children. Background Pressures and opportunities for children to be involved in drug, tobacco and alcohol abuse have increased to crisis proportions during the past decades. Unsupervised social interaction and unknowledgeable adult leadership have contributed to the problem. Rationale Coaches and parents must be educated about all drugs, including performance enhancement chemicals. Leagues should have policies dealing with drug, tobacco and steroid use and emphasizing prevention through education. Parents, league administrators and coaches should be taught what to look for in abuse of these drugs and know how to access community resources for assistance on drug-related problems. Implementation: 1. Leagues will adopt rules prohibiting the use of alcohol, illegal substances or tobacco by coaches, league administrators or game officials at all youth sports events. 2. Leagues will provide coaches and parents educational information on identifying signs and symptoms for substance use by children. 3. Leagues will establish policy and implementation procedures for immediately dealing with substance use by coaches and players and communicate these policies to coaches, players, and parents. 4. Leagues will continually encourage dialogue between coaches, players and parents about the need for an alcohol, tobacco and drug-free environment for children. Standard #4 Part Of A Child’s Life Parents must recognize that youth sports are only a small part of a child’s life. Background The foundation for human development occurs during the early years of life. Individuals are exposed to many different learning situations to increase their potential for successful development.

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Rationale Parents, coaches and league administrators need to encourage children to be involved in a variety of activities while recognizing that the home, church, school and a variety of other social experiences are all a part of a child’s growth and development. Parents must respect a child’s decision not to play. Coaches and parents must realize that youth sports involvement also has ramifications for the entire family. Parents should insist that youth sports participation not detract from the child’s academic progress. Implementation 1. Leagues will adopt a policy that allows for and encourages participation in a variety of youth activities in addition to the child’s particular sport. 2. Leagues and coaches will not demand year-round involvement in a particular sport as a condition for meaningful participation. 3. Leagues will establish rules that limit organized practices to no more than 1 ½ hours a day and three days a week through the age of 12 and not more than 2 hours and four days a week through the age of 16. 4. Leagues will adopt policies that make provisions for excused absences through parental requests for church, school and other family activities. Standard #5 Training Parents must insist that coaches be trained and certified Background Sports participation can lead to harm if those responsible have no training. In most cases, youth sports organizations allow volunteers to coach without performing any background check. Rationale Parents should insist that coaches are educated in the following areas: psychological and emotional needs of children, safety and first aid, conditioning and nutrition, teaching proper sports techniques and drug awareness. Implementation 1. Leagues will require that coaches be annually trained and certified in the areas of the emotional needs of children, safety and first aid, conditioning and nutrition, teaching proper sports techniques and drug and tobacco education. 2. League administrators and officials must also be trained in the aforementioned areas. 3. Leagues must use appropriate and available screening techniques for selecting and assigning coaches to ensure that children are protected from abuse. 4. Leagues are encouraged to provide additional educational resources for coaches to assist them in providing the best possible youth sports experience for each child. 5. All coaches must sign a code of ethics pledging their commitment to provide an enjoyable, healthful youth sports experience. Standard #6 Parents’ Active Role Parents must make a serious effort to take an active role in the youth sports experience of their child by providing positive support as a spectator, coach, league administrator and/or caring parent.

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Background Many parents pass their youngsters over to others, relying on someone else to take responsibility for their child’s youth sports experience. Rationale Parents are the key. They need to demonstrate the positive benefits of a youth sports experience by attending games, practices, or team social events, or by just expressing their positive support. Parents should discuss with their child why the child is participating and help him/her in evaluating his/her experience. Implementation 1. Parents will be encouraged to attend a league orientation meeting. This may be one-on-one with a league official, if necessary. 2. Teams will be required to have a minimum of one team/parents’ meeting each sports season. 3. Leagues will advertise parental involvement in roles such as coach, team manager, fund-raiser, league manager, special assistant, and fan. 4. Leagues will encourage parent-child communication about their youth sports experience through newsletters, team meetings, coach-parent and coach-player discussion, and league handbooks or guidelines. Standard #7 Positive Role Models Parents must be a positive role model by exhibiting sportsmanlike behavior at games, practices, and home while giving positive reinforcement to their child and support to their child’s coaches. Background Children will follow the example of the adult role model and in particular, the parent. Children will copy or imitate their parents’ sports behavior, including the development of values based on that behavior. Rationale If the youth sports experience is to be a positive one for each child, parents must demonstrate sportsmanlike behavior as a fan, coach, and league administrator. They need to encourage fun, give lots of praise for the little successes along the way and, when a child makes a mistake, separate the mistake from the child. Parents need to encourage peer support and give positive verbal support to team members, opponents and coaches of their child. Implementation 1. Leagues will develop a sportsmanship/conduct code including unacceptable behavior, to include:

• Berating players, coaches, officials • Use of vulgar language • Intoxication

2. Leagues will communicate conduct requirements to coaches, parents, players and spectators through newsletters, handbooks, postings and announcements. 3. Leagues will develop an enforcement plan for implementing a sportsmanship code, including removal procedures.

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Standard #8 Parental Commitment Parents must demonstrate their commitment to their child’s youth sports experience by annually signing a parental code of ethics. Background Individuals that sign commitments are usually more positive and supportive of their children. Rationale The parents should be knowledgeable of the opportunities and responsibilities for having their child involved in youth sports. They should also be requested to demonstrate their commitment by signing a code which outlines the opportunities their child should have through participation, as well as the responsibility the parent has in supporting the youth sports experience. Implementation Participation will not be allowed for parents or guardians who refuse to sign the parental code of ethics. Standard #9 Safe Playing Situations Parents must insist on safe playing facilities, healthful playing situations and proper first aid applications, should the need arise. Background Children participating in youth sports are exposed to a variety of facilities, training programs and organized risk taking opportunities. Most adult leaders do not have coaching degrees or a university coaching certification. Rationale Coaches and league administrators have the responsibility to inspect and ensure proper maintenance of facilities; have knowledge of proper equipment fitting, selection and appropriate use; understand the physical consequence of improper skill techniques; have the ability to modify rules for safe-playing situations; understand the physical need for a proper child-oriented conditioning program; understand proper weight control practices and have knowledge of prevention and first aid for athletic injuries, including the ability to implement emergency procedures. Implementation 1. Leagues will develop procedures for inspecting playing facilities for safety hazards before every youth sports activity. 2. Leagues will select equipment designed to ensure injury reduction for participants, (e.g. baseballs designed to reduce injuries, soccer shin guards, and approved protective equipment in contact sports). 3. Leagues will be required to develop procedures for continual safety inspections of all playing equipment. 4. Leagues will ensure that teams have a fully equipped first aid kit at all youth sports activities. 5. Leagues will develop a plan for coaches on how to handle all emergencies at youth sports activities. 6. Leagues will establish procedures to ensure that all teams and events have an emergency first aid plan and equipment for dealing with injuries, hazards and weather conditions. 7. Leagues will not allow participation during unsafe conditions, such as lightning storms, darkness, playing sites in disrepair, etc. 8. Leagues will remove coaches that knowingly require or allow a player to play while having a serious injury or knowingly create unsafe play situations. 9. Leagues should encourage coaches to take CPR and advanced first aid training.

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Standard # 10 Equal Play Opportunity Parents, coaches, and league administrators must provide equal sports play opportunity for all youth regardless of race, creed, sex, economic status or ability. Background The cost of participation in youth sports has risen dramatically during the past several years, as has the number of single parent families. Although sports opportunities for children have improved, many adults still fail to recognize the contribution of the youth sports experience for all children. Rationale All children must have the opportunity to play regardless of race, creed, sex, economic status or ability. The coaches and league officials should recognize sex/role stereotyping and demand that gender, racial or religious prejudice of any type is prohibited. Every effort should be made to provide financial assistance to those youngsters unable to afford participation, including the cost of safe equipment. Adult youth sports leaders must teach a tolerance of, and respect for, people of all abilities, sizes, shapes, colors, cultural, religious and economic backgrounds. Youth sports should be a growing, rather than a limiting, experience. Implementation 1. Leagues must adopt a non-discrimination policy that ensures participation for all youngsters regardless of race, creed, sex, religious economic status or ability. 2. Leagues will make provisions so that all youngsters may be able to participate regardless of their financial ability to pay. 3. Leagues are encouraged to provide co-recreational programs through age 12. 4. Leagues will adopt an affirmative action coaching recruitment policy that will additionally provide for the recruitment and selection of qualified women and minorities. Standard #11 Drug, Tobacco & Alcohol-Free Adults Parents as coaches, fans, and league administrators must be drug, tobacco and alcohol-free at youth sports activities. Background Sports participation has long been characterized as a means of developing character and positive values. Recent information indicates that competitive pressures, negative sports peer group associations and unhealthy adult role models may actually increase the risk of drug, tobacco and alcohol use among youth participants. Rationale Because of the influence they exert, parents involved in youth sports should understand that they must refrain from substance use, including smoking, alcohol consumption, chewing tobacco and illegal drugs at games, practices and other youth sports events. Healthful role modeling should lead the way in influencing youngsters to avoid drug, tobacco and alcohol use.

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Implementation 1. Leagues will require coaches, league administrators and game officials to refrain from the use of alcohol, illegal substances and tobacco at youth sports events. 2. Leagues will require that alcohol will not be sold or brought into youth sports games and practices. 3. Leagues will encourage spectators not to use tobacco at youth sports events. 4. Leagues will develop an enforcement plan for removing coaches, parents and spectators who are under the influence of alcohol or illegal substances.

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GENERAL POLICIES

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GENERAL POLICIES Parent Orientation Meeting – Prior to the start of each season, each youth sport hosted by Indy Parks and Recreation will offer a Parent Orientation Meeting. In order for your child to play in the league, it is mandatory that one or both of the parents/guardians attend one of the meetings. The Policies and Procedures will be passed out and discussed, and other important information will be distributed. The meeting should last no longer than 1 hour. Payments– Payments are due for all programs at time of registration. Medical Emergencies – For any injury or accident that requires something other than a cleaning and covering with a bandage, staff, coaches and/or parents are required to call 911 to seek professional medical assistance. Note: - If medical transportation is required, the charges incurred will be billed to the parents and/or the parent’s insurance policy. Please notify the league if your child has a pre-existing medical condition (i.e. allergies, medications, physical impairments, etc.) on the registration form. The league will then inform the coach of the situation. This is essential in order to determine the severity of an accident and to assist the medical personnel who respond to the scene. Coaches must walk the playing area prior to the beginning of any game or practice to look for dangerous materials or hazards and report and/or remedy the hazard prior to the start of any play. Any and all accidents should be reported to the Department league administrator by the coach, no matter how minor. Use the accident report form, which is provided to you. Weather – The safety of the participants, officials, and spectators is the primary concern in cases of inclement weather. League Administrators, Game Officials or Coaches, will have the responsibility to remove the players from the field if the conditions become extreme. If ordered to do so, please find a safe shelter in an automobile or in a building until instructed to return to the playing field or told that the game has been canceled. Game Cancellations and Rescheduling – If a game is canceled due to weather or other unforeseeable circumstances, all efforts will be made to reschedule that game. However, due to time restraints and/or field usage conflicts, some games may not be made up. It will be the decision of the League Administration when and if the games are made up. Special circumstances may be taken into consideration. Amendment Procedure for Rules and Policies - The Youth Sports Council is the only group that can amend the policies or rules set forth in this manual, with the exception of a sport's national governing body. If the national governing body changes rules or guidelines for their sport, then our manual shall reflect those changes. In order for the Youth Sports Council to make changes, person (organization) requesting such change is required to: 1. Notify the Council, in writing, of the proposed changes, 2. Present at a Council meeting the "why's and how's" of the changes, The Youth Sports Council will discuss the changes and vote on the proposal, within 30 days of the presentation. The Council does maintain the right to extend this time period and the rights to have the

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Presenter re-visit the Council. To institute any changes the Council is required to have 2/3 (two-thirds) of its members in favor of such proposal (s). Council members may use proxy votes, if they are unable to attend the "voting" meeting. Youth Sports Incident Report Form – For the purposes of researching, reviewing and ruling on inappropriate conduct incidents that take place on Indy Parks and Recreation properties or within Indy Parks and Recreation programs, a Youth Sports Incident Report Form must be fully completed and sent to the Youth Sports Council. This form is the tool for reporting and tracking inappropriate conduct of a coach, player, official, or parent. In house programs as well as contracted user groups should implement this form with all of their youth sports programs. Youth Sport Coaches Evaluations Forms - To assist with the evaluation and development of youth sports coaches and IPR programs, the Youth Sports Council has developed two evaluation forms for use in Indy Parks and Recreation youth sport programs. One form is for feedback from the participant and their parent. The other form is for the league administrator. The council highly recommends the use of these forms in all youth sport programs.

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Indy Parks & Recreation

Youth Sports Incident Report Form DATE, TIME, AND FACILITY INFORMATION

Date: Time of Incident: AM PM Time Notified: AM PM

Day of the Week: Monday Tuesday Wednesday Thursday Friday Saturday Sunday

Facility: Address:

Program or Event: _____________________________________________________________________________________

PERSONS INVOLVED (Use more than one sheet for multiple persons)

Name: Involvement:

Status: Coach Parent Player Spectator Employee Volunteer

Team and League Name: _________________________________________________________________________________

Address:

City: State: Zip:

List All Phone Numbers:

NARRATIVE

Provide a brief description of the incident:

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

Please attach a separate sheet if necessary. Number of pages attached:

WITNESS INFORMATION (Non-employees only!)

Name: Phone:

Name: Phone:

STAFF CONTACTED Park Manager Contacted Date: Time: Individual who completed this report:

Print: Signature: Date: Phone #: Supervisor Print: Signature: Date: Phone #: Supervisor who reviewed this report to ensure it is complete and accurate! ROUTE TO: Youth Sports Council – 1502 W. 16th St Indianapolis, IN 46202….. OFFICE USE ONLY: DATE ENTERED INTO YOUTH INCIDENT REPORT FORM___________________________________________________

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Satisfactory Improvements Needed Place the emotional and physical well being of my players ahead of a personal desire to win.

Treat each player as an individual remembering the large range of emotional and physical development for the same age group.

Do my best to provide a safe playing situation for my players.

Promise to review and practice the basic first aid principles needed to treat injuries of my players.

Do my best to organize practices that are fun and challenging for all my players.

Lead by example in demonstrating fair play and sportsmanship to all my players.

Provide a sports environment for my team that is free of drugs, tobacco, and alcohol, and I will refrain from their use at all youth sports events.

Be knowledgeable in the rules of each sport that I coach, and I will teach these rules to my players.

Use those coaching techniques appropriate for each of the skills that I teach.

Remember that I am a youth sports coach, and that the game is for children and not adults.

Pledge to live up to my membership as an NYSCA coach by following the NYSCA Coaches' Code of Ethics.

Coach Date Reviewed

League Administrator Date Completed

Overall comments

This form is utilized by Indy Parks and Recreation staff to evaluate volunteer coaches in their facility’s programs.

Please check if coach is satisfactory. If not, please note improvements needed.

Facility:

Date:

Coach: Program:

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This form is utilized by Indy Parks and Recreation staff to evaluate volunteer coaches in their facility’s programs. Please check if coach is satisfactory. If not, please note improvements needed.

Facility: Date: Coach: Program:

PARENT SECTION : Please check if coach satisfactory. If not, please note improvements needed.

Satisfactory Improvements Needed

Knowledgeable of coaching the sport

Ability to organize practice

Communicates with parents

Follows Coaches Code of Conduct

Teaches fundamentals of the sport

Prepares a game day plan

Provides positive role model for participants

Overall evaluation:

Would you like to be contacted? Yes, Name_______________________________ Phone Number__________________

PARTICIPANT SECTION : Did you have fun this season? YES NO Did you improve? YES NO Would you play again in this program? YES NO

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COACHES, PARTICIPANTS, PARENTS SECTION

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COACHES SECTION

Indy Parks and Recreation requires that all volunteers who want to coach youth sports complete the National Youth Sport Coaches Association (NYSCA) certification course or an approved equal certification course. This is done in an effort to properly prepare volunteers for the responsibility of coaching as well as to protect the child, the coach and IPR. This program costs the coach $20 a year. Program Description NYSCA is designed to "sensitize" volunteer coaches to their responsibilities when working with children in sports and hold them accountable to a strict CODE OF CONDUCT defined by the NYSCA Coaches' Code of Ethics Pledge. More than one million coaches have been certified worldwide through more than 2,200 NYSCA chapters that exist among parks and recreation departments, Boys & Girls Clubs, YMCAs/YWCAs, church recreation programs, PALs, Optimist Clubs, and military youth activities. The clinics feature information on the psychology of coaching children, maximizing athletic performance, first aid, nutrition, safety, organizing fun and interesting practices, how to teach fundamentals of the sport, plus many other important areas. Coaches who complete the program receive a variety of benefits. MEMBER BENEFITS Stage 1: Introduction to Coaching Youth Sports

Benefits include: • Interactive Clinic • Introduction to Coaching Youth Sports publication • YOUTH SPORTS JOURNAL (Four Seasonal Issues) • $1,000,000 Excess Liability Insurance • Membership Card • Discounts for selected hotels, car rentals • Discount on FIELDTEX coaches first aid kits

Stage 2: Continuing Education Program

Benefits include: • YOUTH SPORTS JOURNAL (Four Seasonal Issues) • $2,000,000 Excess Liability Insurance • $250,000 Excess Accident/Medical Insurance ($50 deductible) for injuries sustained

while performing coaching duties • Membership Card and member decal • Discounts for selected hotels, car rentals • Discount on FIELDTEX coaches first aid kits

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Coaches' Code of Conduct

I will place the emotional and physical well being of my players ahead of a personal desire to win. Expected Behavior: • Using appropriate language in appropriate tones when interacting with players, league officials,

game officials, parents and spectators. • Including all players in team activities without regard to race, religion, color, sex, sexual

orientation, body type, national origin, ancestry, disability, ability, or any other legally protected classification.

• Treating all players, league officials, game officials, parents and spectators with dignity and respect. • Playing all players according to the equal participation rules established by the league and the spirit

of those rules. • Encouraging youth to participate in other sports and activities to promote all aspects of their

development. • Allowing reasonable absences from practice. I will treat each player as an individual, remembering the large range of emotional and physical development for the same age group. Expected Behavior: • Recognizing the differences of each child and treating each player as an individual while

demonstrating concern for their individual needs and well being. • Encouraging all players, regardless of skill level, to be included as a member of the team and to

remain involved in sports. • Recognizing that some physical tasks, drills and demands are not appropriate for all youth. • Recognizing that youth may vary greatly in physical, social and emotional maturation and

considering these factors when setting up competitions and when interacting with youth. I will do my best to provide a safe playing situation for my players. Expected Behavior: • Maintaining a high level of awareness of potentially unsafe conditions. • Protecting players from sexual molestation, assault and physical or emotional abuse. • Correcting or avoiding unsafe practice or playing conditions. • Using appropriate safety equipment necessary to protect all players. • Seeing that the players are provided with adequate adult supervision while under the coach's care. I will promise to review and practice the basic first aid principles needed to treat injuries of my players. Expected Behavior: • Keeping basic first aid supplies available in all practice and game situations. • Recognizing and administering proper first aid to an injured player. • Demonstrating concern for an injured player, notifying parents and cooperating with medical

authorities. • Protecting the players' well being by removing them from activity when injured and not returning

them to activity if they are compromised by injury. I will do my best to organize practices that are fun and challenging for all my players. Expected Behavior:

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• Establishing practice plans that are interesting, varied, productive and aimed at improving all players' skills and individual abilities.

• Devoting appropriate time to the individual improvement of each player. • Conducting practices of reasonable length and intensity appropriate for the age and conditioning of

the players. I will lead by example in demonstrating fair play and sportsmanship to all my players. Expected Behavior: • Adopting the position, teaching and demonstrating that it is our basic moral code to treat others, as

we would like to be treated. • Abiding by and supporting the rules of the game as well as the spirit of the rules. • Providing an environment conducive to fair and equitable competition. • Using the influential position of youth coach as an opportunity to promote, teach and expect

sportsmanship and fair play. I will provide a sports environment for my team that is free of drugs, tobacco, and alcohol, and I will refrain from their use at all Indy Parks and Recreation youth sports events. Expected Behavior: • Being alcohol and drug free at all team activities or in the presence of players. • Refraining from the use of any type of tobacco products at all team activities or in the presence of

your players. • Refraining from providing any type of alcohol, drug or tobacco products to any of your players. • Encouraging parents to refrain from the public use of tobacco products or alcohol at team activities. I will be knowledgeable in the rules of each sport that I coach, and I will teach these rules to my players. Expected Behavior: • Becoming knowledgeable, understanding and supportive of all applicable game rules, league rules,

regulations and policies. • Teaching and requiring compliance of these rules among players. I will use those coaching techniques appropriate for each of the skills that I teach. Expected behavior: • Teaching techniques that reduce the risk of injury to both the coach's own players and their

opponents. • Discouraging illegal contact or intentional dangerous play and administering swift and equitable

discipline to players involved in such activity. I will remember that I am a youth sports coach, and that the game is for children and not adults. Expected Behavior: • Maintaining a positive, helpful and supportive attitude. • Exercising your authority/influence to control the behavior of the fans and spectators. • Exhibiting gracious acceptance of defeat or victory. • Accepting and adhering to all league rules and policies related to the participation of adults and

youth. • Fulfilling the expected role of a youth coach to adopt a "children first" philosophy. • Allowing and encouraging the players to listen, learn and play hard within the rules. • Placing the emphasis on fun and participation.

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NYSCA COACHES' CODE OF ETHICS PLEDGE

• I will place the emotional and physical well being of my players ahead of a personal desire to win. • I will treat each player as an individual remembering the large range of emotional and physical

development for the same age group. • I will do my best to provide a safe playing situation for my players. • I will promise to review and practice the basic first aid principles needed to treat injuries of my

players. • I will do my best to organize practices that are fun and challenging for all my players. • I will lead by example in demonstrating fair play and sportsmanship to all my players. • I will provide a sports environment for my team that is free of drugs, tobacco, and alcohol, and I

will refrain from their use at all youth sports events. • I will be knowledgeable in the rules of each sport that I coach, and I will teach these rules to my

players. • I will use those coaching techniques appropriate for each of the skills that I teach. • I will remember that I am a youth sports coach, and that the game is for children and not adults. • I hereby pledge to live up to my membership as an NYSCA coach by following the NYSCA

Coaches' Code of Ethics.

Enforcement of the Code Of Conduct Indy Parks and Recreation, along with the NYSCA, is dedicated to raising the standard of service to youth in sports through the enforcement of this Code of Conduct in IPR youth sport programs. This Code Of Conduct defines the expectations for individuals serving as coaches in youth sports and provides the tools to be used by IPR, when necessary, to check behavior and to protect all children from the psychological, emotional, physical or social abuses that can be perpetrated against them by youth sport coaches. Indy Parks and Recreation and NYSCA firmly believe that for the sports experience to be positive, safe and a learning experience for youth, volunteer coaches must be trained and held accountable for their behavior when working with and around children. Every NYSCA member coach is required to sign and adhere to a Coaches' Code of Ethics Pledge. The Code of Conduct has been developed to help explain how each of the "canons" of the Code of Ethics should be manifested in the actions and behaviors of an NYSCA Certified Coach. It is the duty of Indy Parks and Recreation, as a NYSCA Chapter, to be responsible for certifying the coaches and to respond to complaints lodged against an NYSCA member coach that has allegedly violated the Code of Ethics. This is accomplished by initiating the “Complaint Against a Coach Procedure” which is detailed on the following page. The purpose of this procedure is to hear the complaints and to determine what, if any, action should be taken towards correcting the member coach's behavior. In order to provide Indy Parks and Recreation the flexibility to take appropriate action when an NYSCA member coach is found to have violated the Coaches' Code of Ethics, a range of possible review committee actions have been developed to accompany the Code of Conduct. Possible actions include:

1. Warning to and/or Apology from the coach 2. Probation

3. One Game Suspension

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4. Multiple Game Suspension 5. Season Suspension 6. Permanent Revocation of Certification

The specific response of the review committee may include terms and conditions supplementing one or more of the listed sanctions. When reviewing a complaint and deciding what action is the most appropriate in a given situation, the committee must take into consideration various extenuating circumstances. Factors that might suggest a more lenient sanction include:

• First Offense • Remorse • Apparent Desire to Reform • Other Good Coaching Attributes • Dedication to Youth Sports

Factors that might suggest a harsher sanction include: • Child Endangerment • Violation of Law • Prior Complaints/Review Action • Lack of Remorse • Number of Ethics Canons Violated • Number of Expected Behaviors Violated • Breach of Duties as a Role Model • Extraordinarily Poor Judgment Around Children

Complaint Against a Coach Procedures

When Indy Parks and Recreation receives a complaint about a member coach, within seven (7) days the Indy Parks and Recreation Youth Sports Council which includes IPR’s certified NYSCA Chapter Director, will initiate a review process that includes: 1. Gather information and document eyewitness accounts of the event(s) that took place from

everyone involved to determine if a violation of the letter or intent of the Coaches' Code of Ethics Pledge has occurred. This may include the site supervisor, game officials, other coaches, parents and children.

2. Require the member coach to attend a meeting with the league supervisor to address the complaint

and to offer his/her side of the incident. This meeting will be documented. 3. The Indy Parks & Recreation Youth Sports Council has the authority to determine the severity of

the situation and whether or not the affected coach has violated the expected behaviors outlined under each of the canons of the Code of Ethics Pledge that comprise the NYSCA Code of Conduct.

4. The Chapter Director, after approval from Indy Park & Recreation Youth Council, has the

authority to enforce the appropriate range of disciplinary actions outlined in the NYSCA Coaches' Code of Conduct. The /Chapter Director will report to the NYSCA in brief, the nature of the complaint, the findings of the investigation, and the sanction applied to the member coach. This information will be logged in the member’s file.

4. If the Indy Parks & Recreation Youth Sports Council decides to revoke a coach’s certification,

NYSCA Headquarters will notify the coach of both the revocation and the procedures to appeal to the National Executive Board. The Chapter Director will be sent copy of the correspondence. This information will also be logged in the member’s file.

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PARTICIPANTS SECTION

Participation in youth sports programs can have a lasting and meaningful effect on children’s lives. Therefore, it is the goal of the Indy Parks and Recreation to provide the highest quality of athletic programs to ensure that a child’s experience with sports is a positive one. It takes the cooperation of everyone involved, including the participant, to make this happen. Therefore, Indy Parks and Recreation has established the following responsibilities for participants to adhere to:

Players will listen to their coaches and be respectful of others. Players will take care of the facilities, equipment, and uniforms. Players are encouraged to eat the right foods and drink plenty of water before and after practices

and games. Players will avoid all types of taunting and belittling remarks to their teammates or opponents. Players will show good sportsmanship at all times, win or lose. Players will not make sports a priority over schoolwork or family. Players will refrain from horseplay and all other dangerous activities. Players will participate for the love of the game and competition and not to win at all costs.

Players Code of Ethics

I hereby pledge to be positive about my youth sports experience and accept responsibility for my participation by following this Players’ Code of Ethics Pledge:

• I will encourage good sportsmanship from fellow players, coaches, officials and parents at every game and practice by demonstrating good sportsmanship.

• I will attend every practice and game that I can, and will notify my coach if I cannot. • I will expect to receive a fair and equal amount of playing time. • I will do my very best to listen and learn from my coaches. • I will treat my coaches, other players, officials and fans with respect regardless of race, sex, creed,

or abilities and I will expect to be treated accordingly. • I deserve to have fun during my sports experience and will alert parents or coaches if it stops being

fun! • I deserve to play in an environment that is free of drugs, tobacco, and alcohol and expect adults to

refrain from their use at all youth sports events. • I will encourage my parents to be involved with my team in some capacity because it is important

to me. • I will do my very best in school. • I will remember that sports are an opportunity to learn and have fun.

Corrective Action Policy

Players who fail to adhere to the Code of Ethics or do not live up to their responsibilities or expectations will be subject to disciplinary action. Indy Parks and Recreation does not want a disciplinary action to spoil the experience of youth sports for the other children in the program. Therefore, Indy Parks and Recreation has instituted a Corrective Action Policy to establish appropriate consequences for inappropriate behavior.

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The Corrective Action Policy is a guide to assist coaches and Indy Parks and Recreation staff to conduct a quality program. The Corrective Action Policy is a 4-step system designed to forgive a mistake, but to firmly address chronic misbehavior. For violations of the Code of Ethics or Expectations, the following steps will be followed: Step 1 – Verbal Warning Coach will discuss undesirable conduct with player and parents and stress

that this behavior will not be tolerated. Step 2 – Period Suspension Coach will discuss the issue of the repeated undesirable conduct or the

occurrence of a second undesirable conduct of with the League Administrator. If the conduct violates the Code of Ethics, the offending player will be benched for 1 period of time during a game when he/she should be playing.

Step 3 – Game Suspension Coach will discuss the issue of the repeated undesirable conduct or the

occurrence of a third undesirable conduct of with the League Administrator. If the conduct violates the Code of Ethics, the offending player will be benched for 1 game when he/she should be playing. Parent(s) and the player must attend a meeting with the Coach and League Administrator before the player is allowed to resume playing. The player will be warned that the next offense will result in his/her expulsion from the league.

Step 4 – League Expulsion Coach will discuss the issue of the repeated undesirable conduct or the

occurrence of a fourth undesirable conduct of with the League Administrator. The participant on the 4th offense will be expelled from the league and no refund will be given. The parent will then have to make a formal request to be re-instated into this league. The child and parent(s) will then have to meet with the League Administrator and the Indy Parks and Recreation Youth Sports Council prior to the start of the season to determine if the child is capable of playing within the guidelines of this program.

These guidelines are not absolute in dealing with behavioral problems. Severe situations could merit harsher sanctions against the participant.

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PARENTS SECTION

In order for a program to be truly successful, it takes the cooperation of everyone involved: players, coaches, officials, league administrators, and especially parents. “It is the philosophy of Indy Parks & Recreation that parents shall not physically threaten or endanger another individual, whether child, spectator or coach, or to otherwise spoil the experience of participation in youth sports for the children. Parents have the following responsibilities and expectations when participating in Indy Parks and Recreation programs: Parents have a responsibility to their children: To make sure that your child gets the most out of his or her playing experience, parents should show their unwavering support, including positive reinforcement of your child’s performance and effort. This is absolutely essential, especially at an early age, to ensure their healthy development. Parents should also be positive role models, including, but not limited to, showing proper sportsmanship at all times and refraining from negativity of any kind. Parents have a responsibility to the coaches: Coaches volunteer their personal time to spend it with your child. They need you to be supportive of their decisions and not undermine their efforts. If you wish to address an issue with a coach, do so in a respectful manner. Make certain it is done at the right time and place and not in front of the children. Parents are expected to be respectful of the coaches and staff's time by being punctual for game and practice start and end times. It is highly recommended for parents to stay and support their children and assist the coach if requested. Parents have a responsibility for safety and security of the league: In order to maintain the safety and security of all league participants, it is essential for parents to report abusive behavior or dangerous situations that need to be addressed to the league administrator. This is the only way that these programs can achieve their intended goals. Parents have a responsibility to other parents: Personal gain should not be derived from your child’s performance. Competition and taunting between parents is never acceptable, and no parent should ever feel embarrassed or disappointed by their team or child’s performance. Good plays should always be cheered, and disappointments should always be consoled, no matter whose team it affects. Parents have a responsibility to themselves: It is your responsibility to enjoy watching your child and other children participate and learn. The joy and pride associated with watching children participate in sports should be experienced to the fullest, because a lifetime of memories are being created before your very eyes.

Parents Code of Ethics

I hereby pledge to provide positive support, care, and encouragement for my child participating in youth sports by following this Parents’ Code of Ethics Pledge:

• I will encourage good sportsmanship by demonstrating positive support for all players, coaches, and officials at every game, practice, or other youth sports event.

• I will place the emotional and physical well being of my child ahead of a personal desire to win. • I will insist that my child play in a safe and healthy environment. • I will support coaches and officials working with my child, in order to encourage a positive and

enjoyable experience for all. • I will demand a sports environment for my child that is free of drugs, tobacco, and alcohol and will

refrain from their use at all youth sports events.

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• I will remember that the game is for youth – not adults. • I will do my very best to make youth sports fun for my child. • I will ask my child to treat other players, coaches, fans, and officials with respect regardless of race,

sex, creed, or ability. • I will require that my child’s coach be trained in the responsibilities of being a youth sports coach

and that the coach upholds the Coaches’ Code of Ethics. • I will read the NYSCA National Standards for Youth Sports and do what I can to help all youth

sports organizations implement and enforce them.


Parents who do not follow the Code of Ethics will be subject to this Corrective Action Policy. It is the philosophy of Indy Parks and Recreation that parents should not spoil the experience of participation in youth sports for the children. Furthermore, the Department will never punish a child for the actions of his or her parent(s). “Indy Parks reserves the right to take whatever remedial measure it believes is appropriate under the circumstances. Although not required, Indy Parks may use progressive corrective actions when a parent violates the Code of Ethics. In doing so, it may use the following verbal warnings, written warnings, and game or season suspensions as a means of correcting the problem. In determining an appropriate sanction, Indy Parks will consider the severity of the conduct at issue and the frequency of similar inappropriate conduct by the parent.” Step 1 – Verbal Warning League Representative will discuss undesirable conduct with parents and

stress that this behavior will not be tolerated. League Representative will document this conversation and give to league administrator. A copy of the Parent Manual is given to the parent.

Step 2 – Written Warning League Representative will notify the League Administrator of continued

breach of Code of Ethics and League Administrator will bring parent(s) in for a meeting to discuss actions. Furthermore, there will be a formal letter of reprimand given to parent(s) stating that the next offense could lead to the parent’s being banned from the sporting event venue for a period of 1 or more game(s). A copy of the Parent Manual is to be given to the parent.

Step 3 – Game Suspension League Administrator will ban the parent from attending the next

scheduled contest. Another letter will be given to parent(s) stating that the next offense will lead to the parents being banned for the minimum of that sport’s season up to an additional season. A copy of the Parent’s Manual is given to the parent.

Step 4 – Season Suspension The parent(s) will be banned from attending a minimum of the remainder

of that sports season to a maximum of the next season for the sport in which the incident took place. The parent(s) will then have to make a formal request to be re-instated into this league. The parent(s) will then have to meet with the League Administrator and Indy Parks and Recreation Youth Sports Council prior to the start of the season to determine if the parent(s) is capable of behaving within the spirit and letter of the guidelines of this program.

These guidelines are not absolute in dealing with behavioral problems. Severe situations could merit harsher sanctions against the parent(s).

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VOLUNTEER, PARTNER AND CONTRACTOR REQUIREMENTS

SECTION

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VOLUNTEER, PARTNER, AND CONTRACTOR REQUIREMENTS

SECTION VOLUNTEER GUIDELINES Indy Parks and Recreation's success with programs is directly contributed to the support of the many volunteers that give of their time, energy and expertise. IPR's leagues could not exist without the coaches, scorekeepers, officials, and parents that go through training and commit time to practice and games during the season. In an effort to ensure the safety of children in IPR youth sports programs, any individual with regular, repetitive access or contact with children through assigned duties at Indy Parks and Recreation must complete a volunteer enrollment form and agree to a background check. The Volunteer Coordinator for IPR coordinates applications and screening of all IPR volunteers that work with programs organized by IPR staff. Organizations that partner or contract to use IPR property for sports programs is required to meet the same standards for the training, and screening of their volunteers.

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Indy Parks and Recreation Volunteer Enrollment Form

(To process, all sections of this form must be completed. Please print.) General Information

Name: Home #: Work #: D.O.B: ___ Please check the block if Other Names (maiden, etc.) Driver’s License #: over the age of 64 Home Address: City: State: Zip Code: County: Previous Address: Address/City/State/Zip Code Emergency Contact: Phone #: Volunteer Interests: (check all that apply)

The Arts (Garfield Arts Center) Arts & Crafts Aquatics Character Discovery Program (summer) Concerts

City Wide Talent Contest (May) Day Camp Dog Parks Environmental Education

Environmental/Beautification/Grounds Maintenance Horticulture Facility Maintenance/Improvements

Greenways Major Taylor Velodrome (bicycle programs) Park Facility Volunteer School Outreach Program

Senior Programs Skate Park Special Events Sports Therapeutic & Adaptive Recreation Trail Monitor Volunteering with Groups: (check all that apply)

Adults Preschool Persons with disabilities Seniors Teens Youth

Hours and Days of Availability: (check all that apply)

Flexible Prefer Weekdays Prefer Weekends Holidays

Prefer Morning Hours Prefer Afternoon Hours Prefer Evening Hours

Skill Section: (check all that apply)

Sport Specific Skills: Sport Interest:

EMT* Basketball Badminton Baseball Swimming CPR/First Aid* Ice Hockey Volleyball Table Tennis Softball Timers Tennis Soccer Chess Bowling Scoreboard Operator Inline Hockey Football BMX Swimming Instructor Skateboarding Power Soccer Boxing Judge Inline Skating (racing) Golf Diving Coach/Trainer* Inline Skating (aggressive) Rowing Ice Skating Referee* Senior Olympics Martial Arts Other

Other Interests:

Computer Instructor/Teacher American Sign Language Interpreter Greeter Organizing groups/activities Language Interpreter ______________ Tutoring Environmental knowledge Plant Care Photography General Clerical Skills The Arts (music, painting, singing, ceramics, graphics, dance, theater, etc.)

(*Please provide evidence of certification or licenses for volunteer file.)

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Please list two references (not relatives). __________________ Name Address Phone # Name Address Phone # Please read the following information and sign below. (Unsigned and incomplete forms will not be processed)

General Intent

I agree and consent to serve as a volunteer for Indy Parks and further agree that I am not to be regarded as an employee of Indy Parks or entitled to any benefits of employment.

Waiver of Liability I do knowingly and without reservation hereby agree to release, indemnify and hold harmless the City of Indianapolis and its Department of Parks and Recreation, their members, officers, agents and employees from every liability, claim, loss damage, or expense (including attorney fees) for every injury or damage to property, which injury or person/damage arises out of or is in any way connected with my participation in this event or program.

Image Release

In consideration of , my minor child/ward being allowed to participate in (volunteer name) (circle one) any way in the Indianapolis Department of Parks and Recreation sponsored events, programs and activities, the undersigned agrees that such volunteer’s likeness may be photographed or videotaped and that such image my only be used to promote or publicize the Department through publication in a Department of Parks and Recreation outlet or other publication. (If volunteer is under 18, parent or legal guardian must consent to terms and sign below. If volunteer is below the age of 15, a parent or guardian must accompany and supervise while child is volunteering.)

To volunteer without supervision, a volunteer must be fifteen (15) years old.

Signature: Date: Parent/Legal Guardian Name: Home Address: City State Zip Home #: Work #:

Please return this form with Criminal Background Check to: Community Outreach Manager, Indy Parks and Recreation, 200 E. Washington St., Suite 2301, Indianapolis, IN 46204. Phone #:

327-7036; Fax#: 327-7033

Indy Parks Staff Use Only. Will the individual require a background check conducted based upon their volunteer activities with Indy Parks and Recreation? Yes No _ Date interviewed: By: Park Location/Section:

Community Outreach Manager Use Only. Accepted/Rejected (based upon background check): (Revised 4/26/07)

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Indy Parks and Recreation Group Volunteer Enrollment Form

(To process, all sections of this form must be completed. Please print.) General Information

Group/ Organization: Phone #: Fax #: E-mail:_______________

Zip Address: City: State: Code: Number of year’s organization has been in existence: Number of volunteers: Contact Name: Phone #: Contact Address (if different than above): Volunteer Interests: (check all that apply)

The Arts (Garfield Arts Center)* Aquatics* Arts & Crafts* Environmental/Beautification/Grounds Maintenance

Horticulture Sports* Senior Programs Greenways Concerts Skate Park* Special Events*

Facility Maintenance/Improvements Therapeutic & Adaptive Recreation School Outreach Program*

Major Taylor Velodrome*(bicycle programs) (*Small groups may be required to have background checks. Individual members of the group must also complete an Individual Volunteer Enrollment Form.) Hours and Days of Availability: (check all that apply)

Flexible Prefer Weekdays Prefer Weekends Holidays

Prefer Morning Hours Prefer Afternoon Hours Prefer Evening Hours

Please read the following information and sign below. (Unsigned forms will not be processed) General Intent

(“Organization”) desires to offer its employees/members as volunteers to assist the Department of Parks and Recreation (“DPR”) in the maintenance of its parks and facilities or the running of its programs at the direction of a DPR representative. Such volunteers are not to be regarded as contractors or employees of DPR or entitled to any benefits of employment or other compensation. Organization agrees to cooperate with DPR policies regarding the volunteer program.

Waiver of Liability Organization hereby knowingly and without reservation agrees to release, indemnify and hold harmless the City Of Indianapolis and DPR, its members, officers, agents and employees from every liability, claim, loss damage, or expense (including attorney fees) for every injury or damage to property, which injury or damage arises out of or is in any way connected with the Organization and its members’, employees’ and volunteers’ participation in this volunteer program. Name of Organization Signature: Printed: Title: Date:

Please return form: Community Outreach Manager, Indy Parks and Recreation, 200 E. Washington St., City County Bldg., Suite 2301, Indianapolis, IN 46204.

Phone # 327-7036; Fax # 327-7033. (Revised: 4/26/07)

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Contractor and Partner Guidelines Indy Parks and Recreation requires potential contractors and partners to provide certification that a criminal background check has been successfully completed on all individuals who will be working with children under the contract with the department. (Definition of working with children: any individual with regular, repetitive access or contact with children through assigned duties at Indy Parks and Recreation, i.e. youth sports coaches, instructors of youth programs or classes, child care or mentoring type of positions). The background check process is conducted during the development of the contract/partnership and the process is finalized 30 days prior to the execution of a new agreement or before the beginning of a new contract year. The potential contractor/partner, (group or individual) will at his/her own expense pay for all background checks for themselves and/or their volunteers/staff working with children. This stipulation will also be stated in the contract/partnership agreement.

Scope of the Criminal Background Checks The scope of the background check should cover each county in which the volunteer has resided in the last 10 years or since the age of eighteen. Indy Parks and Recreation reserves the right to deny background check procedure that does not meet this minimum requirement.

Disqualification Criteria The following convictions will never be accepted: • Any crimes against children • Any felony convictions involving violence • Any sexual offense Individuals will be disqualified if they have been convicted of the following within the last ten - (10) years. • Theft-related crime or fraud • Substance abuse crime • Felony conviction Misdemeanor convictions, particularly where remote in time, may be viewed with more leeway based on the perceived risk to youth at the time of application, and at the sole discretion of the department.

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Process

Potential Contract/Partner Groups or Individuals: The group or individual potential contractor must provide certification from an approved company of compliance with this background check procedure. This can be accomplished by: • Group will provide to Indy Parks and Recreation cleared background checks of all individuals that

will be working and/or volunteering with said group. • Individual will provide to Indy Parks and Recreation a cleared background check report

(Indy Parks and Recreation may also request additional information from the group to ensure compliance with this policy.)

Groups/individuals who desire to utilize SSCI to conduct background checks Potential groups/individuals may use Southeastern Security Consultants, Inc. to obtain background checks. This company meets the minimum requirements set by Indy Parks and Recreation. The following process must be followed: 1. Group/individual sends/faxes a letter identifying their relationship with Indy Parks and Recreation

and requesting background checks to be conducted. (Southeastern Security will have a list of Indy Parks’ contractors/partners, by Park Division, to verify the relationship.)

2. Attached with the letter are/is the criminal background check request form(s) for all volunteer/staff or the individual that will be checked.

3. A check is made out to Southeastern Security Consultants, Inc. for the cost of the background check process. The background checks fee for each individual is $15.00.

Southeastern Securities Consultants, Inc. will send to each Division Administrator a SSCI report of completed and clear background checks for the groups /individuals working with youth programs in their division.

Contact Information for Southeastern Security Consultants, Inc. Attention to: Byron Palmer, Vice President Southeastern Security Consultants, Inc. 1853 Piedmont Rd Suite 100 Marietta, GA 30066 (866) 996-7412 Fax: (866) 996-1292 Correct forms may be obtained from the Park Manager

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Indy Parks and Recreation (Where is the individual volunteering: __________________________)

Criminal Background Check Consent Form-Volunteer (Authority for Release of Information)

To: Concerned person of authorized representative of any organization, institution, or repository of records. Print Volunteer’s Full Name: Social Security Number: Date of Birth: I respectfully request and authorize you to furnish to Indy Parks and Recreation all information requested by them concerning any records to be used to assist Indy Parks and Recreation in conducting a background investigation. I hereby release you, your organization, or others from any liability or damage which may result from furnishing the information requested above.

Volunteer’s Signature Date Address City State Zip Criminal Background Check Consent Forms are shredded upon receipt of information from Southeastern Securities, Inc. Volunteer Manager

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Indy Parks and Recreation

Criminal Background Check Consent Form-Contractor(Authority for Release of Information)

To: Concerned person of authorized representative of any organization, institution, or repository of records. Print Full Name: ______________________________________________________________ Social Security Number: __________________________ Date of Birth: _________________ I respectfully request and authorize you to furnish to Indy Parks and Recreation all information requested by them concerning any records, which information may be used to assist Indy Parks and Recreation in conducting a background investigation. I hereby release you, your organization, or others from any liability or damage which may result from furnishing the information requested above. Signature Date Address City State Zip

Submit completed form to: Southeastern Security Consultants, Inc. Attn: Byron Palmer, Vice President 1853 Piedmont Road Suite 100 Marietta, GA 30066 Phone: (866) 996-7412 Fax: (866) 996-1292 $15.00 Processing fee must accompany form To: Bryon Palmer This Contractor is providing services for the Community Recreation & Sports Division of Indy Parks & Recreation. Any correspondence regarding this Contractor should be sent to the office of: Jennifer Voreis, Division Administrator, [email protected], 601 E. 17th Street, Indianapolis, Indiana 46202, or FAX: 317-327-7247.

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Indy Parks and Recreation

Criminal Background Check Consent Form-Partner (Authority for Release of Information)

To: Concerned person of authorized representative of any organization, institution, or repository of records. Print Full Name: ______________________________________________________________ Social Security Number: __________________________ Date of Birth: _________________ I respectfully request and authorize you to furnish to Indy Parks and Recreation all information requested by them concerning any records, which information may be used to assist Indy Parks and Recreation in conducting a background investigation. I hereby release you, your organization, or others from any liability or damage which may result from furnishing the information requested above.

Signature Date Address City State Zip

Submit completed form to: Southeastern Security Consultants, Inc. Attn: Byron Palmer, Vice President 1853 Piedmont Road Suite 100 Marietta, GA 30066 Phone: (866) 996-7412 Fax: (866) 996-1292 $15.00 Processing fee must accompany form To: Bryon Palmer This Contractor is providing services for the Community Recreation & Sports Division of Indy Parks & Recreation. Any correspondence regarding this Contractor should be sent to the office of: Jennifer Voreis, Division Administrator, [email protected], 601 E. 17th Street, Indianapolis, Indiana 46202, or FAX: 317-327-7247.

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OFFICIALS SECTION

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OFFICIALS SECTION

Indy Parks and Recreation requires that an official shall be a certified through a Department approved governing body that provides general liability insurance coverage, the combined single limits of which shall be at least Five Hundred Thousand Dollars ($500,000). Indy Parks and Recreation can provide certification through the National Youth Sports Officials Association. This requirement has been instituted in an effort to provide quality programs to our youth, as well as to protect the official and IPR. Basic Guidelines for IPR Programs A. It is recommended that staff use the following guidelines when planning and implementing their

sport programs. BASKETBALL Ages 3 - 6 years old Certified Coaches or Certified Officials must officiate. One official or

coach is a minimum requirement. Ages 7 - 10 years old Certified Coaches or Certified Officials must officiate. Two officials or

coaches are a recommended requirement. Ages 11 and older Certified Officials must officiate. Two officials are a minimum

requirement. SOFTBALL Ages 8 and under Certified Coaches or Certified Officials must officiate. One official or



requirement. BASEBALL Ages 8 and under Certified Coaches or Certified Officials must officiate. One official or



requirement.

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VOLLEYBALL Ages 3 - 10 years old Certified Coaches or Certified Officials must officiate. One official or

coach is a minimum requirement. Ages 11 and older Certified Officials must officiate. One official is a recommended

requirement. FOOTBALL (Tackle) Ages 8 and under Certified Coaches or Certified Officials must officiate. One certified

official or coach is required. Two certified officials or coaches is a recommended.

Ages 9 - 10 years old Certified Officials must officiate. Two officials are a requirement. Ages 11 and older Certified Officials must officiate. Two certified officials are a minimum

requirement. Three certified officials is recommended. FOOTBALL (Flag) All Ages 5 or less players/team Certified Coaches or Certified Officials must officiate. One

official or coach is a minimum requirement. All Ages 6 or more players/team Certified Officials must officiate. Two officials are a

requirement. SOCCER Ages under 6 Certified Coaches or Certified Officials must officiate. One official or

coach is a minimum requirement. Ages under 8 Certified Coaches or Certified Officials must officiate. One official or

coach is a minimum requirement. Ages under 10 Certified Officials must officiate. One certified official is a minimum

requirement. Ages under 12 Certified Officials must officiate plus two volunteer line judges. One

certified official is a minimum requirement plus two volunteer line judges.

Ages under 14 Certified Officials must officiate. Three certified official is a minimum

requirement plus two volunteer line judges. LACROSSE RUGBY

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MARTIAL ARTS All Ages Certified Officials must officiate. One certified official is a minimum

requirement. BOXING All Ages Certified Officials must officiate. One certified official is a minimum

requirement. CYCLING All Ages Certified Officials must officiate. One certified official is a minimum

requirement. ICE HOCKEY B. Volunteer officials - Follow the IPR procedures for volunteers. An application and background

check are mandatory. C. Paid Official - Use the Special Services Agreement designed for individual officials you are

contracting. Use the Services Agreement designed for official organizations if you are contracting with a person who is scheduling and paying a group of officials to officiate your league.

D. Indy Parks and Recreation staff may not be contracted to receive pay for officiating sports events organized by Indy Parks and Recreation.

E. The National Youth Sports Officials Association certification program is available through IPR. This program is very similar to the NYSCA coach’s certification program. The cost to be certified and obtain liability insurance coverage is $20/year.

Notes for Officials Before the Game Begins 1) Be sure that you have a full understanding of the rules for the sport you are about to officiate. 2) Be aware of any rule adjustments that the league you are working for may have in place. 3) Properly apply the rules. Know not only what the rules are, but also how to apply them. 4) Be sure of the intent of the rules. Know why certain rules have been adopted for that league. 5) Make sure you have all the equipment you need. (Uniforms, whistles, stop watches, etc.) 6) Know whom you are working with. Spend a few minutes with whomever you will be working

with, and get to know what their experience level is, how they work, and what their expectation is of you.

7) Meet with the league personnel before every game or contest to clarify any rule adaptations and the league expectations of you. Know whom to contact if a problem arises.

8) Remember that you are in charge of the game or contest. Have faith in your abilities and your knowledge of the rules to successfully do your job. Don't allow coaches, parents, participants, and even league administrators to change how you officiate a game or contest.

9) Be sure to stay neutral and impartial. Keep all games and contests fair. 10) Keep the safety of the participants your number one (1) priority.

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Safety is Number One (1) Priority As an official you have a responsibility to the participants to ensure their safety. It is your duty to inspect the playing surface or area, and report any irregular or unsafe conditions. It is your responsibility to prohibit play if you feel there is a significant threat of injury to a participant. You are also responsible to suspend or terminate competition if threatening weather arises. Some sports will allow play to continue in a light rain. If thunder and lighting are present, any contest is to be suspended immediately. If you are not sure what the rules for bad weather are, contact the league administrator before you allow the game or contest to start. As an official, it is your job to see that everyone follows the rules. Keep games and contests fair and fun by being consistent. One of the toughest things about being an official is the responsibility to protect the participants from excessive fouls or rough play. All participants deserve to be protected from a cheap foul or late hit. Remember all Indy Park Youth Sports Programs promote good sportsmanship. Don't allow fans, coaches, or players to exhibit bad sportsmanship. Take control of the game or contest from the outset. This will help you keep the game or contest safe and fun. Officials Do's and Don'ts 1) Do - establish yourself in the pregame meeting with team captains and/or coaches as well as the

first few minutes of a game or contest. Explain what you will tolerate and what you will not. Listen to and answer any questions that either the participants or another official may have. Communication will help eliminate half of your potential problems before they start.

2) Do Not - compromise your principles. Don't get caught up in the emotions of the minute. Do your job to the best of your ability, irregardless of the situation at the time. Don't allow your judgment to become clouded by personnel issues.

3) Do - acknowledge a good play, good hustle, effort, sportsmanship etc. Let the participants know that you are aware of what they are doing.

4) Do NOT - make a call if you are not 100% sure that it is the right call. If you are not exactly sure then either ask for help form your partner, or don't make the call. Sure you will make a few mistakes, but if you are unsure of what to call, don't call anything.

5) Do - remain humble. You are human, and are going to make mistakes. If you make a mistake just own up to it, and move on.

6) Do NOT - make up a call. If you miss a call for one team, don't try to make up for it later. You will lose all of your integrity if you allow yourself to try and make up for a bad or missed call.

7) Do - be open to constructive criticism from league administrators and other officials. Someone else's perspective of a game or contest can give you a lot of help in becoming a better official.

8) Do NOT - officiate a game or contest where either a player or coach is a family member. This will put you in an extremely awkward position.

9) Do - HAVE FUN. Enjoy your time as an official. Know that you are helping the participants in a way their coaches can not.

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Be Professional 1) Look the part - Keep yourself in shape so that you can keep up with the pace of the age group you

are officiating. You need to also monitor your body language. If you look like you’re struggling, then you struggle. Keep your body straight and your attitude positive.

2) Dress the part - The proper uniform along with the proper equipment says a lot about your commitment to the game you're officiating, the league you are working for, as well as yourself. Not only is having the proper uniform and equipment important, so is how you wear and use it. If you look sloppy, then you will have a sloppy game or contest.

3) Communicate - The best way to keep control of a game or contest is to have clear and precise communication. Use clear, crisp signals when officiating. This shows your confidence in your call.

4) Act the part - Show respect to get respect. Let the players and coaches know that you respect them and what they are trying to do, and they will respect you for what you are trying to do.

5) Check your EGO at the door - When you officiate, understand that there are those officials who have done it longer and better than you are. Never be afraid to learn something from other officials. Any unwarranted attention that you bring to yourself is not needed.

6) Respect the game - Give each and every game your best effort. It doesn't matter to the participants if it is the championship or a regular game. It should not matter to you either.

7) Make no compromises - A make up call is cheating. If you make a mistake, understand what the mistake was, and work hard at not making the same mistake again.

Officials Code of Ethics

I hereby pledge to live up to my certification as a NYSOA Official by following the NYSOA Officials Code of Ethics Pledge: • I will encourage good sportsmanship by demonstrating positive support of all players, coaches,

fellow officials and league administrators at all times. • I will ensure that I am knowledgeable of the rules of each sport I officiate, and apply those rules

fairly to all participants, teams and coaches. • I will not allow personal friendships and associations to influence my decisions during a contest. • I will refrain from the use of tobacco and alcohol products when in the youth sports environment. • I will remember that youth sports provide an opportunity for children to learn and have fun and I

will place their safety above all else.


Parents who do not follow the Code of Ethics will be subject to this Corrective Action Policy. It is the philosophy of Indy Parks and Recreation that parents should not spoil the experience of participation in youth sports for the children. Furthermore, the Department will never punish a child for the actions of his or her parent(s). “Indy Parks reserves the right to take whatever remedial measure it believes is appropriate under the circumstances. Although not required, Indy Parks may use progressive corrective actions when a parent violates the Code of Ethics. In doing so, it may use the following verbal warnings, written warnings, and game or season suspensions as a means of correcting the problem. In determining an appropriate sanction, Indy Parks will consider the severity of the conduct at issue and the frequency of similar inappropriate conduct by the parent.”

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Step 1 – Verbal Warning League Representative will discuss undesirable conduct with parents and

stress that this behavior will not be tolerated. League Representative will document this conversation and give to league administrator. A copy of the Parent Manual is given to the parent.

Step 2 – Written Warning League Representative will notify the League Administrator of continued

breach of Code of Ethics and League Administrator will bring parent(s) in for a meeting to discuss actions. Furthermore, there will be a formal letter of reprimand given to parent(s) stating that the next offense could lead to the parent’s being banned from the sporting event venue for a period of 1 or more game(s). A copy of the Parent Manual is to be given to the parent.

Step 3 – Game Suspension League Administrator will ban the parent from attending the next

scheduled contest. Another letter will be given to parent(s) stating that the next offense will lead to the parents being banned for the minimum of that sport’s season up to an additional season. A copy of the Parent’s Manual is given to the parent.

Step 4 – Season Suspension The parent(s) will be banned from attending a minimum of the remainder

of that sports season to a maximum of the next season for the sport in which the incident took place. The parent(s) will then have to make a formal request to be re-instated into this league. The parent(s) will then have to meet with the League Administrator and Indy Parks and Recreation Youth Sports Council prior to the start of the season to determine if the parent(s) is capable of behaving within the spirit and letter of the guidelines of this program.

These guidelines are not absolute in dealing with behavioral problems. Severe situations could merit harsher sanctions against the parent(s).

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PROCEDURES FOR CONTRACTING PARK FACILITIES WITH YOUTH

ORGANIZATIONS

Revised 11/2004

PROCEDURES FOR CONTRACTING PARK FACILITIES WITH YOUTH ORGANIZATIONS

In order for our athletic field contracts to be uniform, an Athletic Field Committee has been

put in place to guide managers through the negotiation process. This packet is set-up to help managers establish their own contracts according to the charge our Director has given us. For example contracts are to be no longer than five years in length, and all departments involved (maintenance, rangers etc.) are to agree with the commitment Indy Parks & Recreation is to fulfill. This check off process is identical to the Special Use Committee format.

Athletic Field Standards Procedures

Plan for negotiating contracts with a league • Managers meet with League Representative • Using templates (See Attachment A) Manager drafts a contract • Manager obtains approval from Supervisor of drafted agreement • Supervisor sends to Corporations Counsel for approval • Manager then brings the contract to the committee for review • The Committee sends in to the Director for approval • The Director signs and the League Representative signs

Tools to Use • Contract Templates (Attachment A) • Maintenance Pre-Season Procedures (Page 3) • Baseline Standards Price List (Page 4) • Athletic Field Negotiation Check List (Page 5) • Special Considerations List (Page 6) • Insurance Guidelines (Page 7) • Advertising Memorandum (Page 8) • Athletic Field Fees (Attachment B) • Athletic Fields Committee (Page 9)

ATHLETIC FIELD CONTRACTS MANUAL

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The following definitions will assist staff in determining which of the Three (3) agreements should be used for groups that utilize our athletic facilities/fields. 1. Class Rental Agreement:

For groups which will use our facilities from one (1) to ten (10) times per year. These are recreational groups / leagues with no sanction body or established board of directors.

2. Partnership Agreement:

For groups which request our facilities for season use, one (1) to two (2) years. Partnership Agreements are typically used when facilities / services are being contributed as a trade-out / in-kind agreement.

3. Use Permit and License Agreement:

Groups / organizations which request our facilities for seasonal use, one (1) to three (3) years. In dealing with the Use Permit and License Agreement, Indy Parks must have a close working relationship with the group, which may or may not include the exchange of money. The Groups/ organization must have a sanctioning body, or established board of directors.

ATHLETIC FIELD AGREEMENT DEFINITIONS

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The Athletic Fields Crew has developed a maintenance list for league fields. Prior to and during each season Indy Parks & Recreation staff will:

Softball / Baseball • Initial dragging of skinned areas • Initial lining of fields • Rubber pitcher plate & installation • Rubber home plate & installation • Fertilize 2 x per year • Mowing fields April – July one (1) time per week, August – October every other week.

Soccer • Fertilize two (2) x per year • Mowing fields April – July one (1) time per week, August – October every other week. The Standard League obligations are as follows: • Remove rocks from playing field • Remove trash & debris from fields, fences & concession areas • Cancel play in inclement weather • Fill in pitchers mounds & batters boxes • Receive written approval from the Department for all improvement projects • Report all comments & concerns to the park manager, who will in turn communicate with the Athletic Fields

Crew • Maintain concession stands & have all Health Department certifications • Provide all necessary sporting and field maintenance equipment needed (i.e. goals, nets, balls, down markers,

helmets, pads, paint, etc.)

Maintenance Procedures

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Indy Parks & Recreation will complete at the beginning of each season: Items Cost Dragging skinned areas $20 Dragging & lining $40 Rubber pitcher plate & installation $35 Rubber home plate & installation $40 Reset fee for pitcher mounds & home plate $15 Fertilizer two (2) x per year 1.7 acres $115 Football initial measuring, staking & growth retardant / year

$150

Football initial measuring, staking & growth retardant – routine

$85

Soccer initial measuring, staking & growth retardant / year

$120

Soccer initial measuring, staking & growth retardant –routine

$70

Mowing fields April – July one (1) time per week, August – October every other week.

Extra Items: One load of fill dirt $350 – 450 One application of Turfas $260 Aeration treatment, seed application & starter fertilizer:

1.7 acres $90 1.3 acres $325 Fencing per square foot #9 wire $5.50 per linear foot Lining per field: Soccer $45 Diamond $20 Installation of Hollywood bases $95

League Athletic Fields Baseline Standards Price List

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A means to determine a fee for the league should begin with the existing Athletic Field Fees (Attachment B). Negotiations can be made based on what each group brings to the table. Examples of items to consider regarding responsibilities of the parties: _____ Lining the fields _____ Mowing the fields _____ Port-o-lets for the fields _____ Services Indy Parks & Recreation provide (i.e. mowing) _____ Services the League provide (i.e. goals & nets) _____ Capital Improvement monies _____ Grant options (Leagues pursuing grants) It is possible to come up with a fee schedule specifically for the League with which you are working. For instance, a league that does their maintenance, a suggested fee is $250/year. League fields that Indy Parks & Recreation maintains a suggested fee is $500/year. This could eliminate the use of daily fees & negotiations.

Athletic Field Negotiation Check List

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Lighting – The party that purchased the lights must maintain & pay for the utility bill. In the event that grant funds or another financial source was used to purchase the lights, a written agreement must be signed by both parties establishing the responsible party for upkeep & expenses. Port-o-lets – If port-o-lets supplied by Indy Parks & Recreation are not sufficient to cover the needs of the league, the league must supply additional port-o-lets at the League’s expense. Sponsorships – As mandated by the Parks Board, it is an Indy Parks & Recreation requirement that all sponsorship proposals must have the approval of the Director’s office before any acceptance of offers or signage can be posted. Coaches Certifications – All coaches must be certified by the National Youth Sports Coaching Certification or another approved coaches training. Youth Sports Coordinator, Cathy Marx, 327-7037 determines coaches training specifications. Right of Entry – In order for leagues to bring any equipment onto park property, a right of entry must be completed & approved by the Director’s office.

Special Considerations / Exhibit Items

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Indy Parks & Recreation generally does not require park visitors to provide insurance coverage for the City of Indianapolis in conjunction with the use or rental of Indy Parks & Recreation facilities. However, certain uses will require a person, entity, or organization wishing to use, rent or reserve an Indy Parks & Recreation facility to provide a certificate of insurance listing the Consolidated City of Indianapolis as an additional insured. Those uses include the following: 1. Organizations or entities using, renting or reserving athletic facilities on a continuous and repeated basis

throughout the course of a season or league for the purpose of athletic competition. This generally encompasses softball, baseball, soccer and other leagues that use Indy Parks & Recreation facilities to hold league competition or a regular basis.

2. Organizations or entities wishing to rent or reserve an Indy Parks & Recreation facility for events to which the

general public is invited to attend when that event is likely to draw a significant number of people to the park or facility. Such event generally includes carnivals, festivals or fairs and may require the public to pay an admission fee.

3. Other uses that Indy Parks & Recreation believes pose a significant risk of liability for the City of Indianapolis.

This determination is made on a case-by-case basis. Indy Parks & Recreation staff may consult the Office of Corporation Counsel and Risk Management for assistance in making this determination. This decision will be made without regard to the race, sex, religion, disability, or national origin of those wishing to use the facility. Additionally, this decision will not be based upon a group’s political affiliation or protected expression under the Indiana and Federal Constitutions.

Indy Parks & Recreation’s insurance requirement may be satisfied by obtaining a certificate of insurance from the person or entity wishing to use the facility that names the Consolidated City of Indianapolis as an additional insured party under the park user’s insurance policy.

Indy Parks & Recreation’s Policy Regarding Insurance Requirements for the Use of Park Facilities

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Memorandum To: Park Board Members From: Jennifer Voreis Date: 8/14/2001 Re: Request to authorize Director to approve Advertising and Sales of IPR programs and services. I. It is currently stated in the Indianapolis Parks & Recreation Ordinance Section 631-116 Advertising, that: “it

is unlawful for any person to paint, post or otherwise affix any bill notice or advertising sign upon any structure, tree or thing within any park, playground, golf course or other property under the control of the department of parks and recreation, without first having obtained written permission therefore from the board of parks and recreation.”

I would like to request that the Park Board approve a request to permit the Director of Indianapolis Parks & Recreation to approve sponsorship, promotional and park rule signage for park programs and events on park property.

II. Currently stated in the Indianapolis Parks & Recreation Ordinance Section 631-117 Sales within Parks, “it

shall be unlawful for any person to sell, offer for sale or barter any goods, wares or merchandise of any kind whatever within any public park, playground or other park property, without first having obtained written consent or a concession therefore from the Board of Parks & Recreation.

I would like to request that the Park Board approve a request to permit the Director of Indianapolis Parks & Recreation to approve the sale or barter of goods for park programs and events on park property

Advertising & Sales within Parks

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Attachment A

BETWEEN CONSOLIDATED CITY OF INDIANAPOLIS

DEPARTMENT OF PARKS AND RECREATION AND

Insert League Name This USE PERMIT AND LICENSE AGREEMENT (“Agreement”) is entered into between the Consolidated City of Indianapolis, Department of Parks and Recreation, 200 E. Washington Street, 2301 City-County Building, Indianapolis, Indiana, 46204 (“Department”) and insert League name & address (“Licensee”).

WITNESSETH THAT:

WHEREAS, Department owns, maintains and controls certain real property known as insert full name of park located at insert park address, (Indianapolis, Indiana) here in after referred to as “ Park”; and WHEREAS, Licensee is duly incorporated for the purpose of operating insert the purpose of the league i.e. a youth baseball league; and WHEREAS, Licensee is desirous of using the facilities at Park for games and practices during the insert year(s) season(s); and WHEREAS, Department is willing to authorize use of Park by Licensee as its home field under the following terms and conditions. NOW, THEREFORE, in consideration of the mutual promises and covenants set forth herein, the sufficiency of which is hereby acknowledged, the parties agree as follows: 1. TERM. This term of this Agreement is from the date of final execution for a period of X years/months, until insert end date for the entire agreement (not necessarily consistent with the term of the season), ("Original Term"), pursuant to all terms and conditions listed herein. The term of the Agreement may be extended on a year-to-year basis by written agreement prior to then current expiration date, unless earlier terminated for breach or as provided herein. Licensee shall notify Department annually of the composition of its directors and officers, and shall consult with Department representatives periodically on the status of its activities. 2. GRANT OF PERMIT. Department hereby issues to Licensee a permit to use Park for insert sport or activity or event and directly related activities from Insert from what date to what date for the season for each year of the term (not necessarily consistent with the term of the season) (i.e.: July 15th to December 15th of each year of the Agreement). Department and Licensee shall meet prior to the upcoming season to determine when Licensee will hold its games and practices during that season, with the Department retaining ultimate approval over the proposed schedule. The parties shall then approve in writing each season’s schedule and attach it hereto as Exhibit "A." The permit granted under this Agreement is limited to those times reflected in the then current Exhibit A. However, if the Department in its sole discretion prohibits the use of the fields due to weather and/or field conditions, Licensee and Department shall use reasonable efforts to schedule a mutually convenient alternative time for the cancelled practice or game, and this permit will be extended to cover such rescheduling. This permit is a grant for a license only and is not a lease. 3. LICENSEE USE. Licensee agrees to operate and conduct its games and practices and other allowed activities at Park in accordance with the list of terms and conditions attached hereto and incorporated herein by reference as Exhibit "B." 4. PRIORITY. This permit grants to Licensee a priority on the use of Park for the dates and times listed on Exhibit "A." Department shall have sole authority to allow use by other groups at all other times, and Licensee has no authority to wholly or partially assign, or sub-lease, rights hereunder to any other group. 5. FEE. Licensee shall pay Department pursuant to the fee schedule attached hereto and incorporated by reference herein as Exhibit "C". Department agrees to bill Licensee monthly/bi-monthly/yearly, and Licensee shall remit payment in full within thirty (30) days of receipt of invoice, with interest to be added at the rate of 1% per month on any balances which remain unpaid after thirty (30) days. As additional consideration for the grant of the license provided herein, Licensee shall contribute (insert like kind contribution to be used as consideration, i.e. materials or volunteer hours, etc.) to Department. Such additional consideration shall be provided to Department by (insert deadline, i.e., specific date or by the end of each calendar year of the Agreement, etc.) Failure to provide such additional consideration will be a material breach of this Agreement. 6. LICENSE FOR BUILDINGS. Department grants to Licensee, and Licensee hereby accepts from the Department, a revocable right and privilege to enter upon Park’s on site administrative offices, locker rooms, press boxes, and ticket booths for the purpose of game day usage and to use Park’s meeting facilities as agreed to by the parties. In the exercise of this license for buildings, Licensee shall not permit any person or entity other than Licensee to use the buildings during game times (except for the concession and administrative offices areas) without Department’s consent. 7. STORAGE. Department also grants to Licensee the privilege the to use certain storage space at Park. Such storage shall be placed at a location designated by Department, which may be changed from time to time at the sole discretion of Department. Department shall grant Licensee access at Department’s discretion, and shall not unreasonably withhold access to Licensee. All property owned by Licensee and stored on Department’s property shall be maintained by Licensee in a clean and orderly fashion. Should Licensee fail to maintain its property in a tidy, organized manner while stored on Department’s property and should rearranging and/or reorganization be required by Department, Licensee shall be assessed a cleaning fee of $25.00 per hour. Any such stored materials must be removed at the end of the Term of this Agreement.

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8. SUPERVISION AND SAFETY. Representatives and security personnel of Licensee shall be present at Park before, during and after games in sufficient number so as to guarantee the safety of spectators and patrons. Department reserves the right to require Licensee to provide additional security as needed. 9. NO SOLICITATION. Licensee shall assure that no person, or entity shall

distribute any circulars, cards or written materials, or post, paste or affix any placard, notice or sign in or on any Department property, or demonstrate or sell any article for private pecuniary gain, or advertise at Park without prior written consent from the Department. 10. NO GAMBLING OR PROFANITY. Betting or gambling in any form, or maintaining any gambling equipment is prohibited. Abusive, profane or indecent language is prohibited. 11. ORDERLINESS. The fields and buildings shall be maintained in a clean and orderly condition. All trash and refuse (in and around bleachers, buildings, concession stands, fences and parking lots at Park) shall be properly disposed of. Department shall provide a sufficient number of drums or trash receptacles and polyliners therefore, and shall empty them on a regular basis. No person shall cut, injure, deface, remove or disturb any Department property. 12. SPONSORSHIP. All sponsorships must have the approval of the Department Director before any acceptance of offers or signage can be posted. Therefore, any request must be submitted to the park manager in writing thirty (30) days in advance. 13. LOGOS. Any use of Department logo must have the approval of the Department Public Information Officer. Therefore, any request must be submitted to the park manager in writing thirty (30) days in advance. 14. SALES. Department shall approve all food, beverage, and vending sales. Therefore, any request must be submitted to the park manager in writing thirty (30) days in advance. Upon the Department’s approval of any food sales, Licensee shall be responsible for securing all necessary approvals or permits from the Indiana Board of Health for such sales. Department reserves the right to an exclusive soft drink vendor on Department properties. 15. ONLY APPLICABLE FOR YOUTH LEAGUES: CERTIFICATION AND BACKGROUND CHECKS. All coaches shall be certified through a nationally recognized certification organization. Licensee shall also certify to Department that all employees, agents, coaches or other individual representatives of Licensee who are working with children on behalf of Licensee under this Agreement have be subjected to and successfully cleared a criminal background check comparable to that used by the Department for its volunteers. Licensee shall provide proof of the necessary certification and criminal background checks to the park manager thirty (30) days prior to the start of any activity.

16. IMPROVEMENTS. Licensee shall not make any unauthorized alterations or improvements to fields, storage space or buildings. To gain authorization for a proposed alteration or improvement, Licensee shall utilize pre-existing Department procedures addressing such proposals relating to alterations or improvements to fields, storage space or buildings by non-Departmental personnel. Any unauthorized alterations or improvements may be deemed by the Department as a major breach of this Agreement, subject to termination in whole or part and possible legal remedies. 17. NO ASSIGNMENT. Licensee shall not assign or transfer in whole or in part the permit granted under this Agreement. 18. ENTIRE AGREEMENT. Neither Department, its members, officers, agents or employees shall be liable for any additional terms pertaining to this Agreement, unless such terms are agreed to in writing by the parties.

19. RESPONSIBILITY OF THE DEPARTMENT. Department shall in no way be held responsible, liable or accountable for damages or injury to officers, employees, subcontractors, agents, servants, patrons or other invitees of Licensee, or to the property of such officers, employees, subcontractors, agents, servants, patrons, or invitees, arising in any manner from the acts or omissions made under or in connection with this Agreement. 20. INDEMNIFICATION. As partial consideration for this Agreement Licensee agrees that it shall protect, indemnify, and hold harmless the Department, the City of Indianapolis, the County of Marion, the Mayor of the City of Indianapolis, Department's Board, the officers, agents, servants, and employees of all, in their capacities as such, from every liability, claim, demand, right of action, judgment, loss, cost, damage, or expense (including reasonable attorney's fees) for every injury to or death of any person or persons (including agents of the Department) or instance of damage to property (including property of Department) out of which injury, death, or damage arises or is in any way connected with the use to which the permit pertains unless, however, such liability claim demand is related to or is caused by the negligence of the Department, its officers, agents, servants, or employees or is related to or is caused by negligence in the construction or maintenance of Park. 21. INSURANCE.

a. Licensee shall obtain and maintain in full force during the life of this Agreement, a comprehensive general liability insurance policy insuring itself and the Department against all damages arising out of any act or omission of Licensee, its officers, employees, agents, or invitees. The combined single limits of such policy shall be insert dollar amount ONE to FIVE MILLION DOLLARS ($1,000,000 to 5,000,000) (The range for insurance for little leagues & youth groups the amount is one million; for large events involving alcohol or other entertainment the amount can go to five million) for personal liability injury and property damage, and in addition an umbrella excess liability policy in the amount of TWO MILLION DOLLARS ($2,000,000), each occurrence and aggregate. Licensee shall furnish a certificate evidencing such coverage with the Consolidated City of Indianapolis named as an additional insured, which shall be delivered on or before the effective date of this Agreement. These certificates shall contain a provision that coverage afforded under the policies shall not be canceled, reduced, limited, or restricted until thirty (30) days after the Department receives notice of such change.

b. Licensee further agrees to furnish satisfactory proof to Department of Licensee’s purchase of, if required by law, and continuing coverage under a policy with an approved insurance carrier covering statutory obligations of Licensee under the Insurance Provisions of the Indiana Workers’ Compensation law, Ind. Code § 22-3-5-1 et seq., and the Worker’s Occupational Diseases Compensation law, Ind. Code § 22-3-7-2 et seq. It is the understanding of Licensee that a failure to provide the required insurance certificates constitutes a material breach of this Agreement, provided that Licensee shall have ten (10) business days, after notice from Department, in which to cure the breach.

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c. Licensee agrees to maintain appropriate insurance coverage on its personal property, equipment and fixtures stored or located on Department property. Licensee acknowledges that the Department will in no way be held responsible for any damage or, loss to Licensee’s personal property or equipment and fixtures stored or located on Department property.

22. FINANCIAL STATEMENT. Licensee shall furnish an income statement in a format requested by Department within thirty (30) days of the final execution of this agreement and each following year on the anniversary date of the contract. 23. COMPLIANCE WITH CIVIL RIGHTS LAWS. Licensee shall not discriminate against any employee, applicant for employment, subcontractor or anyone seeking work in the performance of this Agreement or use of the granted permit, with respect to hire, tenure, terms, conditions or privileges of employment, because of race, sex, religion, color, national origin, ancestry, age, handicap, disabled veteran status or Vietnam era veteran status. Licensee further agrees during its use of Park that it shall not exclude anyone from participation in or deny anyone the benefits of any activities, or otherwise subject anyone to discrimination, on the basis of that person's race, sex, religion, color, national origin, ancestry, age, handicap, disabled veteran status or Vietnam era veteran status. Breach of this provision constitutes a material breach of this Agreement. 24. APPLICABLE LAWS. Licensee agrees to comply with all federal, state, or local laws, rules and regulations applicable to Licensee’s activities under this Agreement including, but not limited to: discrimination in employment, retail sales requirements, and transient merchant permit requirements. Unless otherwise specified, this Agreement shall be governed by the laws of the United States, the State of Indiana, and all municipal ordinances and codes of the Consolidated City of Indianapolis. 25. TERMINATION.

a. If, during the term of this Agreement, Department deems that the activities of participants or spectators have become materially abusive or destructive of Department or private property or have become materially adverse to the intent for which the permit has been granted under this Agreement, Department has the right to cancel and revoke the permit, upon thirty (30) days prior written notice to Licensee, outlining the basis for termination under this provision. Department shall afford Licensee ten (10) consecutive days in which to cure the defects or abuses for which this Agreement could otherwise be terminated by Department.

b. Either party has the right to terminate this Agreement without cause upon four (4) months’ prior written notice to the other. c. Department may suspend games for limited periods in the event of civil unrest or natural or other calamity causing

significant disruption of government services. 26. NOTICE. Any notice, invoice, order or other correspondence required to be sent under this Agreement shall be sent to:

To Licensee: To Department: (name) (name) Park (address Attn: Park Manager Indianapolis, IN 462 (address) Indianapolis, Indiana. 462 .

27. DEPARTMENT APPROVAL. This Agreement and the permit granted here in shall be operative or effective only after it has been approved and signed by all necessary signatories, as indicated below Department. Department retains the right to set and/or change the hours of activities, so long as those activities can be reasonably accommodated.

28. LICENSEE APPROVAL. The undersigned, an authorized representative of Licensee acknowledges that he/she has read the foregoing Agreement and represents that he/she understands the content thereof and agrees on behalf of Licensee and himself/herself to be bound by the terms set out herein. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the dates shown below. CITY OF INDIANAPOLIS LICENSEE DEPARTMENT OF PARKS AND Insert league name RECREATION By: ______________________ By: ___________________________ Joseph Wynns, Director Date: _____________________ Printed: ________________________

Title: __________________________ Date: __________________________ Address:_________________________ ________________________________ Telephone:_______________________

APPROVED FOR EXECUTION APPROVED AS TO FORM AND

LEGALITY By: ____________________________ By:__________________________

Bob Clifford, Controller Tenley Drescher-Rhoades Assistant Corporation Counsel Date: ___________________________

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Attachment B

ATHLETIC FIELD FEES Fees for athletic field usage will he assessed on a per field, per day basis determined by the level of maintenance the field receives Field Maintenance Classifications: Category Level of Maintenance Includes:

A Aeration, fertilizer, reseeding, mowing, and lining (dragging if applicable), weed control, disease control, insect control on case

B Fertilizer, reseeding, and mowing (dragging if applicable). C Mowing (dragging if applicable). D Lease (lessees agrees to maintain safety of field, layout, and mowing height).

________________________________________________________________

ATHLETIC FIELD FEES Fees for athletic field usage will be assessed on a per field, per day basis determined by the level of maintenance the field receives. Type of Play Field Category Fee (per field, per day)* A $22.00 Practice Play B $19.00 C $17.00

************************************************************************ A $45.00 League Play B $40.00 C $35.00 ****************************************************************** Tournament A $110.00 B $95.00 C $60.00 *Does not include field lighting *Youth organizations receive 25% discount for athletic field fees. * Sports complex fees are excluded from this category and listed separately. Effective January 1, 2007

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SOFTBALL FIELDS Category A Chuck Klein#1, #2, #3 (additional fees for lighting, sound) Category B Riverside Park #1, #2, #3, #4 Bluff Park #1, #2, #3 Thatcher Park #1, #2 Brookside Park #1, #2 Raymond Park #1, #2, #3, #4 Bertha Ross #1, #2 Category C Riverside Park #5, #6, #10, #11 Christian Park #3, #4 Arsenal Park #2 16th & Fall Creak Park #1, #2 Max Bahr Park #2, #3 Hawthorne Park #1 * Rhodius Park #3, #4, #5 Moreland Park #1 21st & Tibbs Park #1 German Church Park #1, #2, #3 Dubarry Park #1, #2 * Krannert Park #1, #2, #3 Chapel Hill Park #1 Southside Park #1 Garfield Park #1 King Park #1 JTV Hill Park #1 Spades Park #1 Haughville Park #1 Watkins Park #1, #2 Ross-Claypool Park #1 Stout Field Park #1 Christian LL Park #1, #2, #3, #4 * League maintains fields only during season. Remainder of calendar year, field is maintained by Indy Parks

BASEBALL FIELDS Category A Mozell Sander Park #1 Category B Broad Ripple Park #1 Brookside LL Park #1 Douglass Park #1 Riverside Park #7, #9 Ellenberger Park #2 Arsenal Park #1 Oxford Terrace Park #1, #2 Rhodius Park #1, #2 Wes Montgomery #1, #2, #3 Bertha Ross #1, #2 Christian Park #3, #4

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Category C Bethel Park #2 Carson Park #1, #2, #3, #4, #5, #6, #7, #8, #9 Douglass Park #2 Max Bahr Park #1 Hawthorne Park #2 Christian Park #1, #2, #5 Sandorf Park #1 Riverside #8 Tarkington #1 Oscar Charleston Park #1, #2, #3 Category D Eagledale LL Park #1, #2 Forest Manor #1, #2, #3 Gustafson #1, #2, #3 Northwestway #1, #2, #3, #4 Shambaugh Park #1, #2, #3, #4, #5

SOCCER FIELDS Category A+ Kuntz Soccer Complex #1, #2 (separate fee schedule for this facility) Category A Old Northside Soccer Complex #1, #2, #3 Category B Eagle Creek (56th & Reed Rd) Lake Sullivan Park #1 Sahm Park #1, #2, #3, #4 Broad Ripple Park #1 Perry Park #1 Moreland Park #1 Northwestway Park #1, #2, #3, #4, #5, #6, #7, #8 Category C 30th & German Church Park #1 Riverside Park #5 Thatcher #1 Eagle Crest #1, #2, #3, #4 Gateway West #1, #2 Faculty & 34th Park #1 Thompson Park #1 Tolin-Akeman Park #1 Guion Park #1 Max Bahr #1, #2

FOOTBALL FIELDS Category A Douglass Park #1 Category B Beckwith Park #1 Dubarry Park #1 Douglass Park #1 Riverside Park #1, #2, #3, #4

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34th & Faculty Park #1 Gustafson Park #2 Ellenberger Park #1 Brookside Park #1 Watkins Park #1 Christian Park #1 Krannert Park #1 JTV Hill Park #1 Franklin Township Park #1, #2 Category C Southside Park #1 Bethel Park #1 Garfield Park #1 Gateway West Park #1, #2 Chuck Klein #1

RUGBY Category B Watkins Park Lake Sullivan

youth sports manual - indy

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