[Adopted 12-12-2013 by Ord. No. 18-2013]
The Borough of Clayton has established this policy to govern
the use of park and recreation facilities (fields, parks and complexes)
owned by the Borough. Any individual, group, or organization, whether
part of the Borough or outside the jurisdiction of the Borough, must
adhere to the responsibilities and requirements of this policy. The
intent of the policy is to:
The following are the general regulations for using any Borough
of Clayton park and recreation field, park, or facility. Applicants
must also follow the specific rules for each Borough field, park,
and facility that accompany each application.
A.
Any individual, group, or organization requesting to use one of the
Borough's park and recreation facilities, parks, or fields must
submit a completed application for approval.
B.
Any individual, group, or organization submitting an application
for use of one of the Borough's park and recreation facilities,
parks, or fields must submit a hold harmless agreement with the application.
C.
Some of the facilities can accommodate simultaneous uses/events.
The applicant understands and acknowledges that requests for one of
these would, therefore, be for nonexclusive use of the facility. For
example, Autumn Pasquale Memorial Park can accommodate a family barbecue
and a midget football game at the same time (at different locations
in the park).
D.
The applicant understands and agrees not to permit the use of any
or parts of the facility and/or property by any other person, group
or organization without the written approval of the Park and Recreation
Committee and the Borough of Clayton.
E.
No alcoholic beverages are permitted at any time at any Borough facility,
park, or field.
F.
Any individual, group or organization using the concession stand
of any Borough facility must meet all Gloucester County Board of Health
requirements.
G.
All individuals, groups, or organizations using any Borough facility
must conform to the Borough of Clayton's Youth Sports Code of
Conduct.
H.
It is the applicant's responsibility to supervise any minors
using the facility. All minors must be supervised by one or more adults
at all times and are not to be left alone at the facilities for any
reason.
I.
No open fires are permitted at any facility.
J.
The applicant is responsible for supplying the proper liability insurance
documentation.
K.
Preference will be given to Clayton residents if more than one applicant
requests the use of a facility on the same day.
A.
The fees for the use of any field, park, or facility are specified
in the applications.
B.
The governing body may reduce or waive the rental fees at its discretion.
C.
Exempt groups will not be charged any fees. An exempt group shall
consist of 80% of Clayton residents, and a roster of participants
with home addresses must be completed and submitted with the application.
D.
Additionally, the following groups will be exempt from any fees:
A.
The applicant requesting the use of any Borough field or facility
must submit the appropriate application ("Application for Use of Borough
Fields, Parks, and Facilities" or "Application for Use of the Edward
Bell Recreation Center") to the Park and Recreation Committee. If
the Committee approves the request, the Committee Chairperson will
submit the application to Borough Council for its approval. The applicant
will be notified of the Council's approval/disapproval by the
Public Works Director or the Borough Administrator, who will sign
the form on behalf of the governing body.
B.
Exception. There may be special circumstances regarding the use of
Borough fields or facilities such that an applicant cannot wait for
the next scheduled Council meeting for the request to be considered.
In such circumstances, the Council liaison for the Park and Recreation
Committee, along with the Park and Recreation Council Committee, can
approve a request on behalf of the governing body.
B.
Rules for
use of fields, parks, and recreation facilities.
(1)
In
the event of inclement weather, the responsible party must contact
the Borough Public Works Director or Administrator regarding whether
the facilities may be used. Severe weather conditions may cause unsafe
conditions, or cause damage at the facilities, and may require the
event to be canceled. The decision to cancel events due to weather
is solely at the discretion of the Borough.
(2)
The
applicant understands and agrees that the Park and Recreation Committee
and the Borough of Clayton reserve the right to require sufficient
time to process applications and may limit the frequency of use of
the facilities. The Park and Recreation Committee and the Borough
of Clayton have the final decision on the use of any facility and
reserve the right to refuse use of the facilities to anyone who fails
to comply with these policies.
(3)
The
applicant understands and agrees not to permit the use of any or parts
of the facility and/or property by any other person, group or corporation
without the written approval of the Park and Recreation Committee
and the Borough of Clayton.
(4)
Property
of the Park and Recreation Committee and the Borough of Clayton shall
not be removed from any park or facility at any time. Any items missing
will be assessed to the applicant.
(5)
All
advertising, except that incidental to programs, and all sale of merchandise
or other materials is forbidden on premises, unless specific approval
is obtained from the Park and Recreation Committee prior to the scheduled
function.
(6)
The
applicant understands and agrees that the Park and Recreation Committee
and the Borough of Clayton reserve the right to nullify any/all applications
and agreements within a sixty-day grace period of function/event to
generate space for authorized functions.[2]
(7)
The
applicant shall be responsible for any damages to any park, field,
or facility and will be assessed the cost to replace and/or repair
any damaged item or area.
(8)
The
applicant understands and agrees that the Park and Recreation Committee
and the Borough of Clayton will be held harmless for any loss of profits
or expenditures that may originate due to cancellation.
(9)
The
Park and Recreation Committee and the Borough of Clayton and its constituents
shall not be liable for any injury or property damage occurring or
to the demised premises or to any persons thereon resulting from a
loss of property by theft or burglary, accidental damage to person
or property on or about the premises from the use of any utility on
the premises, any damage caused by action of the natural elements,
or damage or injury resulting from the conduct of the applicant, whether
negligent or otherwise. The applicant shall not make any claim against
the Borough of Clayton or the Park and Recreation Committee for any
loss or damage described herein.
(10)
The
applicant understands and agrees that if at any time the Park and
Recreation Committee and the Borough of Clayton determine that the
activities pose a danger to persons or property, the Park and Recreation
Committee and the Borough of Clayton shall have the right to close
down all or part(s) of the facility or function/event covered by this
agreement. The decision of when or if to reopen the facility or function/event
belongs to the Park and Recreation Committee and the Borough of Clayton.
There will be no refunds to the applicant if the facility closes for
these reasons.
(11)
The
placement of posters and banners within or on the grounds of each
of the facilities will require prior approval.
(12)
Solicitation
of funds is not permitted and no admission fees may be charged.
(13)
The
following are prohibited at any facility, park, or field, and failure
to comply with this regulation will cause said function/event to be
closed immediately:
(a)
Possession or consumption of alcohol in and around the premises.
(b)
Possession or consumption of drugs in and around the premises.
(c)
Smoking, chewing tobacco, spitting or gum.
(d)
Gambling unless licensed by the State of New Jersey and Borough of
Clayton.
(e)
Firearms, knives or other weapons.
(f)
Use of areas other than the ones approved per the application.
(14)
Vandalism.
The Borough interprets vandalism as the willful or malicious destruction
or defacement of property. The Borough has zero tolerance to any damage
caused by vandalism. The Park and Recreation Committee or the Borough
of Clayton Council will determine disciplinary action taken due to
vandalizing its parks, fields, or facilities.
(15)
The
applicant is responsible for the proper use of the facilities. Facilities
shall be left in the condition in which they were received. Normal
cleanup shall be performed by the applicant following use. Normal
cleanup shall include removal of all materials brought in, disposal
of all trash in proper receptacles and recycling containers, and the
cleaning of any bathrooms used.
B.
Edward
Bell Recreation Center rules.
(1)
Anyone
21 years or over interested in using the Edward Bell Recreation Center
must submit an application for use to the Park and Recreation Committee
for approval and processing. Use of only the specified facilities,
dates and times approved will be granted.
(2)
The
applicant understands and agrees that the Park and Recreation Committee
and the Borough of Clayton reserve the right to require sufficient
time to process applications and may limit the frequency of use of
the facilities. The Park and Recreation Committee and the Borough
of Clayton have the final decision on the use of any facility and
reserve the right to refuse use of the facilities to anyone who fails
to comply with these policies.
(3)
The
applicant understands and agrees not to permit the use of any or parts
of the facility and/or property by any other person, group or organization
without the written approval of the Park and Recreation Committee
and the Borough of Clayton.
(4)
Property
of the Park and Recreation Committee and the Borough of Clayton shall
not be removed from the facility at any time. Any items missing will
be assessed to the applicant.
(5)
All
advertising, except that incidental to programs, and all sale of merchandise
or other materials is forbidden at the Center, unless specific approval
is obtained from the Park and Recreation Committee prior to the scheduled
function.
(6)
Failure
of an applicant to abide by the above regulations shall result in
the applicant being denied use of the Edward Bell Recreation Center.
(7)
Hanging
of decorations, thumbtacks, nails, certain types of adhesives, etc.,
is prohibited. Writing on windows, glass, etc., is prohibited.
(8)
The
applicant understands and agrees that the Park and Recreation Committee
and the Borough of Clayton reserve the right to nullify any application
within a sixty-day period after it is submitted in the event a Borough
organization or function takes precedence.
(9)
The
applicant shall be responsible for any repair to the Center or replacement
of materials or equipment to correct damage caused by the applicant
and/or any other person associated with the applicant's event.
(10)
The
applicant understands and agrees that the Park and Recreation Committee
and the Borough of Clayton will be held harmless for any loss of profits
or expenditures that may originate due to cancellation.
(11)
The
Park and Recreation Committee and the Borough of Clayton and its constituents
shall not be liable for any injury or property damage that occurs
to any person(s) participating in the applicant's event and are
not liable for loss of property by theft or burglary, accidental damage
to a person or property on or about the premises from the use of any
utility on the premises, any damage caused by action of the natural
elements, or damage or injury resulting from the conduct of the applicant
or any other person associated with the applicant's event, whether
negligent or otherwise. The applicant shall not make any claim against
the Borough of Clayton or the Park and Recreation Committee for any
loss or damage described herein.
(12)
The
applicant understands and agrees that if at any time the Park and
Recreation Committee and the Borough of Clayton determine that the
activities pose a danger to persons or property, the Park and Recreation
Committee and the Borough of Clayton shall have the right to close
down all or part(s) of the facility or function/event covered by this
agreement. The decision of when or if to reopen the facility or function/event
belongs to the Park and Recreation Committee and the Borough of Clayton.
There will be no refunds to the applicant if the facility closes for
these reasons.
(13)
The
Park and Recreation Committee and the Borough of Clayton shall not
be liable to the applicant or the agents, employees, customers, patrons,
visitors or guests of the applicant.
(14)
Anyone
issued an approval shall not allow access to a Borough facility by
others who have not made application or received approval for its
use. Anyone identified as allowing other groups or individuals to
use the Center without the consent of the Borough of Clayton or the
Park and Recreation Committee will lose approval to use the facility
and shall forfeit any fees paid for the use of the facility.
(15)
The
placement of posters and banners within or on the grounds of each
of the facilities will require prior approval. Writing on glass, windows,
mirrors, walls, etc., is not permitted.
(16)
Groups
using the facility comprised of individuals under 17 years of age
must have two adults, 21 years or older, in attendance for every 15
youth during the time of use. Youth must be directly supervised at
all times.
(17)
Youth
may not enter the Center until 2:30 p.m. when schools are not in session.
(18)
Solicitation
of funds is not permitted in the building and no admission fees may
be charged by individuals or groups without the prior written consent
of the Park and Recreation Committee or the Borough of Clayton.
(19)
All
exits, exit corridors and pathways must be free at all times of obstructions.
To avoid damaging the rubberized floor, all doors except the front
door shall remain closed and shall not be used except as an emergency
exit unless approved by the Park and Recreation Committee or the Borough
of Clayton.
(20)
All
rules and regulations governing the Edward Bell Recreation Center
must be adhered to at all times. The following are prohibited, and
failure to comply with this regulation will cause said function/event
to be closed immediately:
(a)
Possession or consumption of alcohol in and around the premises.
(b)
Possession or consumption of drugs in and around the premises.
(c)
Smoking, chewing tobacco, spitting or gum.
(d)
Gambling unless licensed by the State of New Jersey and Borough of
Clayton.
(e)
Possession of firearms, knives or other weapons.
(f)
Use of areas other than the ones approved per the application.
(21)
All
clothing attire must be worn appropriately. Shirts and shoes must
be worn at all times. Only nonmarking athletic shoes and stockings
are acceptable footwear. At no time will anyone enter the building
with cleats or muddy or dirty shoes.
(22)
No
running or horseplay is permitted in the hallways.
(23)
Profanity
or vulgar language is not allowed.
(24)
Bicycles,
roller blades, and skateboards are not allowed in the building. Bicycles
are not to be locked, chained, or attached in any way to the building
structure or handrails.
(25)
Fighting.
The Borough has zero tolerance for violence or intimidation of any
sort at the Center. Any physical abuse of any person or conduct that
threatens or endangers the health and safety of anyone at the facility
will result in immediate removal of the abuser and may result in the
revocation of the applicant's approval to use the facility.
(26)
Food
and drink will only be allowed in the front lobby meeting rooms and
hallway or approved areas. All other areas are for exercise and recreational
activity, and food and drinks are strictly prohibited. Drinks in plastic
water bottles are an exception.
(27)
The
applicant may not sell products or services, solicit for personal
gain, or approach guests for the purpose of obtaining signatures for
petitions within the building.
(28)
Theft.
Theft should be reported immediately to local law enforcement officials.
Patrons are responsible for all Edward Bell Recreation Center equipment.
(29)
Vandalism.
The Edward Bell Recreation Center interprets vandalism as the willful
or malicious destruction or defacement of property. The Edward Bell
Recreation Center has zero tolerance to any damage caused by vandalism.
The Park and Recreation Committee or the Borough of Clayton Council
will determine disciplinary action taken due to vandalizing the Center.
(30)
There
is to be no harassment of other guests or staff, either verbally or
physically. This may include verbal abuse, use of profanity or other
abusive language, intimidation, staring at or following another person
within the facility, sexual harassment or harassment on the account
of race, religion, ethnic background, gender or sexual orientation.
(31)
The
applicant is responsible for the proper use of the facilities. Facilities
shall be left in the condition in which they were found. Normal cleanup
shall be performed by the applicant following use. Normal cleanup
shall include removal of all materials brought in, removal of all
decorations, disposal of all trash in proper receptacles and removed
from building (dumpster provided at both locations) and cleaning of
all dishes, counters, walls, tables, and chairs. Groups shall pick
up debris, wipe up spills, and return all items to their original
location. Any cost incurred by the Borough of Clayton for additional
cleanup shall be assessed to the applicant. Groups shall be restricted
to the room(s) assigned, except for use of rest rooms or common areas.
(32)
No
throwing, kicking or hitting of any sports equipment of any kind against
any wall or ceiling.
C.
Refunds
policy. A 100% refund of the application fee will be issued only if
a request for a refund is made no less than five business days prior
to the start date for the program.
D.
Insurance.
The Borough of Clayton and the Park and Recreation Committee assume
no responsibility for injuries or accidents occurring at programs
or activities. The Borough does not carry medical or loss of personal
property insurance for Edward Bell Recreation Center participants.
It is advisable to review your own personal insurance plan to be certain
that you and your family have proper coverage. Any group or individuals
using the center will have to provide an insurance certificate listing
the Borough of Clayton as an additional insured.
E.
A violation(s)
of any of the above policies will result in a verbal warning, loss
of fees paid and facility privileges, and/or immediate ejection from
the Edward Bell Recreation Center. Failure to comply with the policy
after being notified by a Committee member may result in the summoning
of the local police and prosecution in accordance with the law.
