Discussion and Consideration of Changing the Agreement for Service for Field Rental in the Parks & Recreation Department – Motion to Approve

TIFFIN PARKS AND RECREATION FACILITY USE POLICY I. Introduction The Tiffin Parks and Recreation Department (the “Department”) welcomes and encourages community use of Jim Bartels City Park Ball Diamonds. We believe that this public facility should be made available for limited recreation activities, sports competition, by community groups, organizations, and individuals as a private rental. This document outlines policies and guidelines for use of the “City Park Complex.” II. Eligibility All users of City Park Complex must comply with all federal, state, and local equal opportunity laws and regulations prohibiting discrimination including the American Disabilities Act. III. Priority 1. The Department has priority for use of its facilities for Department sponsored, approved, and co-sponsored programs/events. 2. Returning events in good standing will receive 2nd priority for use. 3. 1st come; 1st serve for remaining open dates. 4. Department’s main objective is to maximize usage of the Complex. Events attracting more participants will be given higher priority. IV. Administrative Authority The Department staff shall develop and execute appropriate guidelines for use of City Park Complex. V. General User Responsibility for All Park and Recreation Facility Rentals A. All users shall comply with all Federal, State and Local laws and ordinances and shall comply with Park Regulations in City code. B. If approval is given for use of this Park Facilities and it is thereafter determined the Park Facilities will not be available, notice of cancellation will be given to the applicant as soon as possible with reasons for the cancellation. C. The Department reserves the right to withhold or withdraw approval of any reservation. D. The City will require a certificate of insurance against liability associated with such usage. See attached Hold Harmless &Insurance addendum In renting, leasing, or making available for use, the City assumes no responsibility for: 1. Loss or damage to any property placed on the premises by the user. 2. Loss or damage to any property or personal effects, including motor vehicles and their contents, of the user, its members, employees, agents, participants, guests, or attendees. 3. Royalties, licenses, or costs associated with any production or event. E. The Department reserves the right to cancel or postpone any activity due to conflicts, disregard of rules and regulations, inclement weather, unsafe playing conditions or other unforeseen circumstances. F. The Department does not endorse or condone any activities or products represented by the users. G. All flyers, announcements, advertisers and/or ads to be posted in Park Facilities or used and/or promoted with your event requires prior approval of the Recreation Program/Facility Supervisor or his/her designee and event shall note on any promotional material that “The City of Tiffin does not endorse or condone any activities or products represented by this use”. H. The user shall be responsible for reparation of any theft or damages to equipment, facilities, and grounds because of such use. I. The individual whose signature appears on the Park Facilities “Agreement for Use” or “Permit” is responsible for the supervision and behavior of the participants. Children under 18 years of age must have adult supervision. J. The area(s) described on the Agreement for Use/Permit, and granted for use, are the only Park Facilities available to the user. K. No sublet or assignment shall be initiated by the user unless written consent is given by the Department. L. The City reserves the right through its representatives to control all activities and to eject any person(s) from the Park Facility who causes disfavor to the rules and regulations of said facility or poses a threat to the safety of self or others. In such case, there will be no refund of user fees or deposits. M. Prior to use, the user shall notify the Department staff of any damages, deficiency, or similar fact observed by him/her either in the building or on the grounds, in order that such condition might not be attributable to the user in course of occupancy. N. If extra lighting and/or sound equipment are required, the Department must approve in advance and the user shall be responsible for all costs and arrangements. Rental time includes set-up and clean-up time. No person shall use or cause to be used any loudspeaker, loudspeaker system, sound amplifier or any other machine or device which produces, reproduces, or amplifies sound outside of buildings or other enclosed structures for the purposes of amplifying a live performance without first obtaining a permit to do so. Use of In-house PA system is allowed with permission. O. A Damage Deposit, payable at reservation, will be refunded in full to the user upon returning of the facility to its original condition. The City retains the right to keep the Damage Deposit if there is excessive cleaning required following the use, damage to the facility, equipment or grounds or theft attributable to the use. A cancellation made at least 60 days in advance of the use will receive a refund of rental fees collected. Deposit will not be refunded after cancellation, at any time. P. FEES must be paid by either check (payable to City of Tiffin), credit card, cashier’s check or cash and must be paid 4 weeks in advance of date of use unless post event billing has been pre-arranged. NO REFUND OF FEES AFTER THIS DATE UNLESS DEPARTMENT CANCELS DUE TO WEATHER OR OTHER UNFORSEEN CIRCUMSTANCES. Q. Any accidents on the premises occurring during the use shall be reported immediately to the Department staff. R. Obstruction(s) shall not block aisles, emergency exits, passageways, or be placed as to affect the ingress and/or egress from the facility. Personal vehicles are not allowed inside Complex. S. Food and beverages are not allowed brought into City Park Complex. Concession agreements are in place to provide this service exclusively. T. Users and their participants must abide by the Iowa Smoke free Air Act. Smoking is prohibited inside the entire City Park Complex. This includes all areas and buildings inside the fences of the Complex. U. Coolers are not allowed inside Complex without prior approval of Parks & Recreation Director. It is Users responsibility to inform and enforce this with all participants. V. No pets are allowed on ball diamonds. Pets in Park must be on leash. Revised 1/20/26