Julys, 2008 Our File: 12-58lO-01/000/2008-l Doc #: V1. City Manager. Acting General Manager Leisure & Parks Services

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1 CoQuitlam For Committee Julys, 2008 Our File: 12-58lO-01/000/2008-l Doc #: V1 ' To: From: Subject: For: City Manager Acting General Manager Leisure & Parks Services Artificial Turf Fields Operation & Use Committee of the Whole Recommendation: That Council receive this reportfor information. Executive Summary: TheCity ofcoquitlam has recently invested in the construction of artificial turffields to enhance the ability of our community sports organizations to enjoy reliable access to high quality fields year round. Artificial turffields are designed to provide reliable and safe playing surfaces for extended seasons and throughout most weather conditions. They are resilient and durable under normal athletic wear but also require safeguards to ensure that their lifespan and condition are preserved. It is importantto note that not all activities that have historically been part of natural grass field use can be safely accommodated on fields using this technology. This report deals with guidelines around field use, allocation as well as snow removal that form the basis for the attached policy & procedure documents. The policies, procedures and operational guidelines contained in this report support the City's strategic goals of supporting Sport, Culture and Recreation, continually improving processes, policies and services and enhance customer and citizen relations. Background: Council requested that staff report back about the development of polices and procedures to guide the appropriate use, allocation and operations of artificial turf sport fields in Coquitlam, Coquitlam's first artificial turffields were constructed at Charles Best in 2004 and since that time staff has been working with the Coquitlam Field Sport Association (the "CFSA") and other users to define, clarify and communicate guidelines around their use, allocation and operation. Staff CityofCoquitlam

2 Page 2 Julys, 2008 also conducted an informal survey of Lower Mainland municipalities to investigate their related policies and to learn from their experiences. The attached policy is consistent with those of our neighbors and represents current best practice. A review will be conducted after the first year of implementation and the CFSA and other users will be invited to contribute to any revisions. Allocation: These fields were designed and built to facilitate field sports such as soccer and football so they are not ideal venues for community festivals or events. Historically, onlytwo events havetaken place within the Stadium -the Relay for Life and the Highland Games, The CFSA and staff have agreed that it is appropriate to continue with these two events while incorporating safeguards to ensure no activities are allowed that have the potential to damage the field or shorten its lifespan, Staffwill continueto work closely with event organizers to protect the fields and comply withthe policy. Staging.tents, tables, etc. will be kept off the field whenever possible. No staking will be allowed in any circumstances and the surface will be protected by tarps or plywood whenever necessary. There is no intention to allocate artificial turffields for any additional festivals or non-sporting events. Use of Fields: Artificial turffields are constructed of a synthetic carpet in-filled with crumb rubber and sand to provide a resilient and fast draining playing surface. This also meansthat it needs to be protected from spills of food or drink as well as small debris which becomes very difficult or impossible to remove. The carpet itself needs to be protected from punctures caused by tents and tables and the resiliency ofthe playing surface should not be compromised by trucks or heavy equipment. The attached Conditions of Use Policy and Procedure statement covers these questions along with the issue of appropriate footwear, food & beverages, pets, vehicles, etc. as well as a code of conduct for coaches, players and spectators. This messaging will be incorporated into enhanced field signage to educate casual users and will be passed on to sports clubs and coaches through the seasonal allocation process. Groups that intentionally abuse our facilities by not complying with the Conditions of Use policy, and causing potential harm File #: /000/ Doc #: V1

3 Page 3 Julys, 2008 to field surfaces may have their Facility Use License revoked, Staffwill work with the sports groups and the CFSA to educate the public and users. Snow Removal: Coquitlam's sports field users have considerable interest in maximizing the availability ofthe artificial surfaces for league and tournament play. Snow events in the Lower Mainland are relatively infrequent and hard to predict but do cause unsafe playing conditions that limit field availability. Park Operations Staff spent 2 seasons unsuccessfully experimenting with various methods of removing snow from Charles Best, This proposition was made very challenging bythe logistics ofthe situation. Snow hasa tendency to sticktothecarpetfibers-especially if it thaws and then freezes or ifthere is any foot traffic across it. The equipment that can be used on artificial fields is restricted to small tractors because ofthe need to avoid compactingthe fill material. The size of the fields means that snow has to be transported to the sidelines- a slow process requiring many trips and resulting in large piles within the fence line. On top ofall this, crumb rubber material ends up in the piles of snow- requiring replacement and re-distributions as well as slowing down the melting once the weather warms. After continued discussion and consultation with the CFSA it was agreed thatthe risk of damaging and shortening the lifespan ofthe turf by the use of snow ploughing equipment outweighs the potential benefit of attempting to ensure play. The attached Snow Removal From Artificial Turf Fields Policy includes the procedure for defining and identifying exceptional circumstances where an exception might be made to this policy. Staff will continueto work with the CFSA to maximize the ability of our community sports groups to utilize these fields. 'JoVc^ordyce \J Att, This report was prepared by Kathy Reinheimer, Parks Operation Manager. File #: /000/ Doc #: V1

4 CITY OF COQUITLAM Snow Removal from Artificial Turf Fields Chapter: Section: Issue Date: Jan 2008 POLICY: Snow will not be routinely removed from artificial turffields except in exceptional circumstances. REASON FOR THE POLICY: Coquitlam's sports field users have considerable interest in maximizing the availability of the artificial surfacesfor league and tournament play. Snow events in the Lower Mainland are relatively infrequent and hard to predict but do cause unsafe playing conditions that limit field availability. The risk of damaging and shortening the lifespan of the turf by the useof snow ploughing equipment outweighs the potential benefit of attempting to ensure play. DEFINITIONS: Artificial Turf: In-fill carpet surfaces used for field sports such as soccer, football, field hockey, field lacrosse, etc. Exceptional Circumstances: Scheduled events such as high profile or critical tournaments/play involving out of town participants that are identified as critical during seasonal field allocation meetings, PROCEDURES: 1. Annual Fall and Spring field allocation meetings will include discussions between staff and outdoor field user groups about any planned events that would merit designation as exceptionally critical. nic«: I2-5}<IO-()I/OUO./2008-I Doc f 6fJS.^32.v I

5 CITY OF COQUITLAM Snow Removal from Artificial Turf Fields Chapter: Section: Issue Date: Jan When a snow fall event with significant accumulations is forecast for Coquitlam, the City's Sports Field Coordinator will work with club executives to confirm any previously identified 'exceptional circumstances' that might warrant an attempt at snow removal ifthere are no other options available. 3. Park Operations staffwill monitor the situation as it develops and conduct snow clearing operations only ifthe conditions are deemed to be suitable. 4. Snow removal may only be attempted under the following conditions: Weather forecasts predict an extended period - longer than l week - of cold weather indicating no likelihood of natural thawing. The snow has not adhered to the carpet due to either compaction or repeated freeze-thaw cycles. Accumulated snow load is moderate enough to be manageable with existing equipment, 5, Park Operation staffwill be responsible for making the final decision and wil take into account the operational ability to first complete priority snow removal related to public safety. F\\e tl IO-OI/000/2008-I Doc». 60SJ32.vl

6 CITY OF COOUITLAM ARTIFICIAL TURF SPORTS FIELDS CONDITIONS OF USE section: Issue Date: June 2008 POLICY: The intentof this policy is to establish conditions of use for all artificial turf sports fields managed and maintained by the City of Coquitlam. Specialized care and maintenance of the artificial turffields are required to ensure user safety and optimal field performance. Activities historically conducted on natural grass turffields may be unsafe on artificial turffields, CONDITIONS OF USE: Artificial turffields are man-made surfaces constructed from rubber and inorganic material that will accumulate debris that is difficult or impossible to remove. It is critical that all community sport teams, organizations, and other user groups inform their respective members, officials, players and spectators of the conditions of use forthe artificial turffields as outlined below. Coaches will be responsible forthe conduct and behaviour of players and spectators on the fields. Failure to comply with the specified conditionsof use will negatively impact the condition of the field for all users and may result in loss ofthe organization's field use privileges, 1. Footwear Footwear must be cleaned every time before entering the fields on mats at the players' entrance. Organic material transferred onto the artificial turffield must be avoided at all times. Footwear on artificial turffields should be moulded rubber cleats, turf or running shoes. No metal cleats or plastic screw-in cleats are permitted. Home teams must inform awayteams ofthis rule and ensure the rule is enforced by referees. Players found with screw-in stud footwear on the artificial turffields will be assessed damages. Filefl: /02-001/1 Doc fl: v2

7 CITY OF COOUITLAM ARTIFICIAL TURF SPORTS FIELDS CONDITIONS OF USE Section: Issue Date: June 2008 Food and Beverages Only water in plastic containers is permitted on the field. No other beverages or food (especially gum or sunflower seeds*) are permitted on the field at anytime. Alcohol and illegal drugs are prohibited, *Sunflower seeds sprout in the rubber and are excessively time consuming to remove. Tobacco Products Smoking and chewing tobacco is not permitted on the field or track. Please set an example for youth. Pets Dogs and other pets are not permitted on the field under any circumstances. Vehicles 8( Bicycles Only authorized service vehicles equipped with turftires are permitted on the field. Emergency vehicles (i.e. ambulances) should heencouraged not to drive on the field. When it is absolutely necessary to drive on the field, emergency vehicles must use care when stopping, starting and turning (wide turns only). Bicycles are not permitted on the field. Field Inspection and Clean-up Each organization is responsible for conducting a preliminary field check for any obvious hazards or unsafe conditions prior to use. At the end of each session, please take all equipment, water bottles and sock tape l"ilert l5-790fl-00.'o2-ooi/l Doc ^: 6-I58P*).v2

8 CITY OF COOUITLAM ARTIFICIAL TURF SPORTS FIELDS section: Issue Date: June 2008 CONDITIONS OF USE with you when you leave to help keep our park clean. 8. Spectators In order to avoid unnecessary wear and tear on the field sidelines, only players, coaches and officials should be on the field. Spectators must remain outside the fenced area. 9. Field Markings All required games lines have been permanently installed in the field. No other line markings (temporary or permanent) are to be applied. Requests for consideration of additional line markings may be made to Leisure and Parks Services, 10. Sport Goals All sport goals must be suitable for use on artificial turffields without any sharp edges or corners. Goals for football, soccer and field lacrosse are supplied by Leisure and Parks Services. It is the user's responsibility to properly secure/store portable goals at the end of each field use session. 11. Furnishings Use of tables, chairs and tents on the field should be avoided. When it is necessary to place suchfurnitureor other objects with point loads, the field should be protected from possible puncture by covering the turf with plywood or other load disbursing materials. Written permission must be obtained in advance from Leisure and Parks Services. File fl O-O0/O2-OO1/1 Doc fl: 6J5889 v2

9 CITY OF COOUITLAM ARTIFICIAL TURF SPORTS FIELDS CONDITIONS OF USE Section: Issue Date: June Code of Conduct i. Players, coaches and spectators must be courteous and respectful to the residents, other park users, caretakers, city staff and other agencies at all times. n. III. IV. V. Designated washroom facilities must be used at all times. Obey all traffic signage, regulations, by-laws and conditions. Respect and protect public and private property. Obey all park by-laws, regulations, and conditions. Filefl: /02-001/1 Doct: v2

Malden MASSACHUSETTS.

Malden MASSACHUSETTS. City Malden of MASSACHUSETTS www.cityofmalden.org APPLICATION FOR USE OF MACDONALD STADIUM FACILITY FOR REGULAR USERS OF THE STADIUM: As many teams regularly use the Stadium, is strongly recommended that