PARKS/PAVILIONS/FIELD RESERVATION AND USE POLICY

Mission Statement

The City of Franklin Parks Department is dedicated to providing quality parks and services to enhance the quality of life for the residents of Franklin and Williamson County.

Statement of Purpose

The purpose of the City of Franklin Parks Department Parks/Pavilions/Field Reservation and Use Policy is to provide facilities for the use and enjoyment of residents of Franklin and Williamson County. It is the goal of the City of Franklin Parks Department to make the parks available for use by organizations and individuals for nonprofit recreational purposes while at the same time preserving them for future generations to enjoy.

Special Permits and Licenses

The Franklin Municipal Code,Title 16, Chapter 5, contains requirements for special events. A complete application for permit must be made ninety (90) days prior to a scheduled event, but no more than 364 days prior to event. The City Administrator and Parks Director shall have the authority to issue or deny a permit request where 199 people, or less, gather during the entire course of an event. Any event where 200 people or more gather during the entire course of the event shall be considered by the board of mayor and aldermen after consideration by the appropriate committees. Applicant must be present at all meetings where the application is considered. Upon approval from either of the aforementioned, additional requirements may need to be met. Requests for application may be obtained by calling or writing the City of Franklin Parks Department, P.O. Box 305, Franklin, TN 37065. Phone: (615) 794-2103.

Use of Parks

Parks-sponsored activities have precedence over all other activities. Residents of Franklin and Williamson County, as well as contracted programs, will receive priority use of parks on a first-come, first served basis.

 

It shall be standard policy that the parks systems have adequate time for vegetation to "recover" after an event; therefore, at the discretion of the Parks Department Director, two weekends per month may be set aside for said "recovery". Additionally, denial for a park event may include, but is not limited to:

• finding that the proposed activity or use will unreasonably interfere with the general public's use and enjoyment of the area at the time of the event or in the future due to repetitive use or damage to a public facility;
• a finding that the proposed activity or use will entail extraordinary or burdensome expense by the City;
• any reason for denial of a special event under the standards set forth in Franklin Municipal Code Sections 16-510 and 16-511.

Prohibited Uses

Definitions

• "City park(s)" shall refer to the park(s) and recreational facilities owned by the City of Franklin.
• "Intoxicating liquors, intoxicating drinks" shall mean all liquors, alcohol, spirits, wine, and other substances as enumerated in the Tennessee Code Annotated § 5 57-2-101.
• "Beer" shall mean all beverages defined as beer in Tennessee Code Annotated § 57-5-101.
• "Fireworks" shall mean any explosive device or article as enumerated in the Tennessee Code Annotated § 68-104-101.
• "Firearms" shall include pistols, rifles, shotguns, or other weapons capable of discharging a bullet or shotgun shell, further defined in Franklin Municipal Code Title 11, Chapter 6.

Hours of Operation

The city's parks shall be open to the public every day between the hours of 5:00 AM and 11:00 PM. It shall be unlawful for any person to be in a city park between the hours of 11:00 PM and 5:00 AM without the prior, written approval of the Parks Director through the applicable special event permit process.

Intoxicating Liquors, Intoxicating Drinks, Beer and Illegal Drugs

Intoxicating liquors, iIntoxicating drinks, beer and illegal drugs are prohibited on all park grounds, including but not limited to waterways through or along park grounds. No person shall possess, consume, transport, sell, or dispense any type of beer, liquor or any other alcoholic beverage in the city's park without the appropriate special event and alcoholic beverage permit.

Fireworks Prohibited

It shall be unlawful for any person to possess, discharge, or sell fireworks within the city's parks without the prior, written approval of the Parks Director at least sixty (60) days in advance.

Firearms Prohibited

It shall be unlawful for any person to possess, display, or discharge any firearm within or about any city park.

Fires Prohibited

No person or group of persons shall ignite, attempt to ignite, or maintain a fire within any city park, except that nothing shall be construed to prohibit the use of privately- or publicly-owned barbecue grills, cookstoves, or such other similar implements designed for the cooking of food.

Play Vehicles Prohibited

No person shall use roller skates, coasters, skateboards or any similar vehicle in any city park, except as in areas specifically designated for such purpose by the Board of Mayor and Alderman, pursuant to Franklin Municipal Code §16-115.

Pavilion Rental Policy

The two enclosed pavilions at Jim Warren Park and the picnic pavilion at Aspen Grove Park may be reserved by calling the Parks Department Administrative Office at (615) 794-2103. A small fee to offset clean-up and maintenance costs shall be charged and payable along with the signing of a rental agreement, before the requested date can be reserved. Picnic pavilions at Pinkerton Park and Fieldstone Park may be used on a first-come, first-served basis and cannot be reserved.

Reservation Procedures/Cancellation/Rainouts

The Parks Department Administrative Office will collect all fees and necessary paperwork prior to park or pavilion use. Failure to pay fees or submit all required paperwork will result in the denial of the request. Because certain events beyond our control are unforeseeable, the Parks Department reserves the right to cancel reservations or revoke a special event permit without cause and without notice. If this occurs, the rental group will receive a refund. Leisure use of the park's open space and non-posted fields does not require a reservation. Please be aware that permitted use of playing fields or open space supersedes leisurely use by a group or individual. Therefore, a reservation/permit is required to assure availability.

 

Refunds will be made if cancelled, in writing, seven (7) days prior to the scheduled date; a 10% administrative fee will be retained. If event is cancelled due to rain and the event never started, the entire fee will be refunded. However, if event starts and cannot be rescheduled, one-half (1/2) of the fee will refunded. Please allow 4 weeks for refunds to be processed.

Damage/Cleanup Deposit

A refundable damage/cleanup deposit sufficient to cover possible damage will be due at the time a "Usage/RentaI Agreement" is signed. A minimum deposit of $250.00 must be by check, payable to the City of Franklin Parks Department. Checks shall be in the name of the individual/organization signing all rental documents. Credit Cards, cash and money orders will not be accepted. The damage/cleanup deposit will be refunded by mail within forty-eight (48) hours following the event after a satisfactory inspection is made by Parks Department staff.

Maintenance Fees

Additional fees will be assessed for any custodial, maintenance or grounds work that is required outside of the regular working hours (i.e., weekends and evenings). These fees will be pre-paid at the time the permit is issued.

Field Use Fees

Field use fees will be assessed for single field reservations and tournament site use.

 

A Ball-field Usage Agreement must be completed and returned, for approval by the Parks Committee, ninety (90) days prior to tournament. Concessions cannot be sold without first right of refusal going to the contracted vendor. Should the vendor decline to sell concessions, the concession facility would not be made available to tournament directors. Tournament Directors are responsible for dugout and spectator area cleanliness. Tournaments shall not start any earlier than 8:00 AM and must be completed by 10:00 PM.

Miscellaneous Fees

Additional fees not listed may be charged to you for your Park/Pavilion/Field Usage for special services or maintenance.

Unpaid Fees/Costs

Any unpaid fees or costs billed to the reserving organization will result in legal actions and may disqualify the reserving organization from any future reservations for at least two (2) years or until the amounts are paid.

Credit for Cash or In-kind Donations

Credit toward the above fees may be given at the discretion of the Parks Director, in whole or in part, for any cash or in-kind donations made directly to city parks.

Certificate of Insurance

Some Park/Pavilion/Field Users may be required to provide a certificate of general liability insurance with per-occurrence and aggregate limits of not less than $1,000,000. The City of Franklin must be shown as the additional insured.

Indemnification and Hold Harmless

In addition to the above-mentioned insurance requirements, event organizers will be required to sign a form that will indemnify and hold harmless the City of Franklin.

Closed for Seasonal Maintenance

On occasion, a field or pavilion will be closed for seasonal maintenance. During this time, outdoor facilities are subject to turf maintenance practices, including field overseeing, aeration, irrigation and fertilization. Use of a particular sports field and pavilion during seasonal or spot maintenance will be posted as off-limits.

Youth Athletic Leagues

Independent sports leagues are organized and run by local volunteers to provide organized team sports play for local youth. The Parks Department co-sponsors youth sports activities with the leagues by maintaining facilities and supplying lighting but does not maintain equipment or supplies. Each league (not the Parks Department) determines its own rules for registration and play.

Relationship Between the Parks Department and the Leagues

The Parks Department and the Youth Athletics Leagues abide by a standard written agreement that lists each agency's responsibilities. Some aspects of the agreement are customized to the needs of individual leagues.

League Responsibilities

Athletic leagues' responsibilities may include recruiting and organizing quality coaches and volunteers, handling complaints about programs, soliciting sponsorships, monitoring bathrooms and concessions areas, communicating with coaches, underwriting program costs, providing equipment and uniforms, maintaining league equipment, supplying team standings to the Parks Department, administering personnel actions within the scope of league by-laws, and regulating practice times and the number of players per team, according to the agreement signed between the league and the City.

Parks Department Responsibilities

The Parks Department is responsible for providing and maintaining facilities and grounds, providing utilities and operational support, resolving complaints about matters falling under the city's responsibility and canceling games due to inclement weather.