Field Use Agreement SOP Draft

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Hillsboro...
Civic & Government
Presentation Documents
 
 
 
 
Field Use Agreement 
 
Standard Operating Procedures 
Manual 
 
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Table of Contents 
1. STATEMENT OF PURPOSE ........................................................................................................................................... 4 
2. MISSION STATEMENT ................................................................................................................................................. 4 
3. 
INCIDENT REPORTING................................................................................................................................................. 4 
4. COMPLIANCE REQUIREMENTS ................................................................................................................................... 4 
5. COMPLIANCE VIOLATIONS ......................................................................................................................................... 5 
6. PROCEDURES FOR NON-COMPLIANCE ....................................................................................................................... 6 
7. VIOLATIONS APPEAL PROCESS ................................................................................................................................... 7 
8. PUBLIC ACCESS ........................................................................................................................................................... 7 
9. PERIOD USE/APPROVED AFFILIATIONS ...................................................................................................................... 7 
10. DETAILED SCHEDULES ................................................................................................................................................. 8 
11. BACKGROUND CHECKS ............................................................................................................................................... 8 
12. FLORIDA CONCUSSION LAW ....................................................................................................................................... 9 
13. MANDATORY VOLUNTEER TRAINING ......................................................................................................................... 9 
14. VOLUNTEER/COACH IDENTIFICATION BADGES ........................................................................................................ 10 
15. MAINTENANCE ......................................................................................................................................................... 10 
16. ORGANIZATION FACILITY MAINTENANCE RESPONSIBILITIES ................................................................................... 11 
17. SERVICE FEES CHARGED BY ORGANIZATIONS .......................................................................................................... 12 
18. FIELD MAINTENANCE FEE COST RECOVERY .............................................................................................................. 13 
19. SUBSIDIES FOR ORGANIZATIONS .............................................................................................................................. 13 
20. COST RECOVERY APPEAL PROCESS ........................................................................................................................... 13 
21. FACILITY IMPROVEMENT .......................................................................................................................................... 14 
22. EQUIPMENT .............................................................................................................................................................. 14 
23. SIGNS AND SPONSORSHIPS ...................................................................................................................................... 15 
24. FIELD USEAGE AND PERMITTING .............................................................................................................................. 16 
25. INTERNAL TOURNAMENTS, CAMPS, OR CLINICS HOSTED BY THE ORGANIZATION ................................................. 17 
26. EXTERNAL TOURNAMENTS, CAMPS, OR CLINICS THROUGH CONTRACTING SERVICES FROM A FOR-PROFIT OR 
NON-PROFIT ORGANIZATION ........................................................................................................................................... 17 
27. PRIVATE INSTRUCTORS AND CLINICS ....................................................................................................................... 18 
28. PAID STAFF/COACHES ............................................................................................................................................... 18 
29. SPECIAL EVENTS ........................................................................................................................................................ 19 
30. COMPETITIVE TEAMS ............................................................................................................................................... 19 
31. BYLAWS/CONSTITUTION .......................................................................................................................................... 20 
 
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32. SUCCESSION PLAN .................................................................................................................................................... 21 
33. EMERGENCY ACTION PLAN ...................................................................................................................................... 21 
34. LIGHTNING POLICY ................................................................................................................................................... 22 
35. FACILITY SECURITY .................................................................................................................................................... 23 
36. CONCESSIONS ........................................................................................................................................................... 23 
37. REVENUE/INCOME ................................................................................................................................................... 23 
APPENDIX - FORMS 
APPENDIX A:  EXAMPLE OF FINANCIAL STATEMENT ....................................................................................................... 25 
APPENDIX B:  INSURANCE REQUIREMENTS .................................................................................................................. 32 
APPENDIX C:  EX A M P L E  OF INSURANCE REQUIREMENTS ......................................................................................... 33 
APPENDIX D:  EXMAPLE OF ADDITIONAL INSURED REQUIREMENTS ............................................................................... 34 
APPENDIX E:  SIGNATURE VERIFICATION FORM ............................................................................................................... 35 
APPENDIX F:   SPECIAL EVENT APPLICATION .................................................................................................................... 37 
APPENDIX G:  SHORT TERM FACILITY USE PERMIT ........................................................................................................... 39 
APPENDIX H:  INCIDENT REPORT FORM ........................................................................................................................... 41 
 
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1. STATEMENT OF PURPOSE 
 
This Standard Operating Procedures Manual (SOP) is Exhibit “A” to the Facility Use Agreement (FUA). The 
FUA is designed predominately for Youth Recreational Sports.  Organizations shall comply with the SOP 
Manual. 
This SOP governs all Organizations utilizing Hillsborough County (County) athletic facilities for their 
specific intended use as outlined in their respective FUA and in this SOP. This SOP is intended to provide 
guidance, structure, and basic standards for Organizations that have entered into a FUA with the County. No 
individual, team, league, association, or Organization shall make any changes or additions to this SOP. The 
Parks and Recreation Department (PR) reserves the right to amend the SOP as needed with approval from 
the County Administrator or his designee.  
 
 
2. MISSION STATEMENT 
 
Enhancing lives through people, parks, and enjoyable experiences. 
 
 
3. INCIDENT REPORTING 
 
Accidents that result in bodily injury requiring transport to a medical facility, property damage, incidents 
where law enforcement is called to the Facility, or files a report shall be reported to the PR Athletic Staff 
immediately. The incident reporting form can be found in the Appendix section or may be required to be 
submitted online. 
 
Organizations are required to report each non-compliance incident involving all volunteers, employees, 
coaches, players, and spectators to Athletic Staff within forty-eight (48) hours of occurrence. Incidents include 
both level one (1) and level two (2) as listed below. 
 
 
4. COMPLIANCE REQUIREMENTS 
 
a. The Organization’s designated representative that signs and agrees to the terms as set forth in the 
FUA and SOP shall be responsible along with the Board of Directors, for all compliance requirements. 
Athletic Staff shall conduct random verification of compliance requirements. 
 
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b. All sub-user groups, those that do not hold a FUA, shall contract directly with PR and not the 
Organization. 
 
c. All non-league affiliated sub-user groups defined as those that do not hold a FUA with the County, 
shall also comply with the rules, guidelines, and any local and state requirements. If the sub-user group 
does not comply, they shall be subject to the procedures for non-compliance and denied use of the 
County Facility. 
 
 
5. COMPLIANCE VIOLATIONS 
 
Level One (1) Violations include, but are not limited to: 
a. Cleanliness of restrooms, concession stands, and grounds while in use by the Organization; 
b. Failure to report site safety issues; 
c. Permitting coach or volunteers to participate prior to compliance requirements being met; 
d. Not providing requested documentation in a specified time frame; 
e. Failed inspection or unsafe conditions; 
f. Use of profanity; 
g. Charging for parking or gate fees/disallowing entry for those not willing to pay a donation; 
h. Non-league paid instructors; 
i. 
Failure to submit incident reports; 
j. 
Sponsorship infractions; 
k. Unauthorized vendors/exhibitors; 
l. Repeated violations of use outside of the Organization’s submitted schedule; and 
m. Failure to maintain the facility to the written standards. 
 
Level Two (2) Violations include, but are not limited to: 
a. Any violation of the Safe Sport Act; 
b. Sexual misconduct; 
c. Past or present felony arrests or convictions; 
d. Certain misdemeanor arrests or convictions in accordance with Florida Statute 943.0438; 
e. Pushing, hitting, humiliating, or verbally abusing players; 
f. Accepting payments from non-league teams, or outside organization/individuals for facility use; 
 
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g. Physical altercations between coaches, employees, and volunteers; 
h. Unauthorized alterations/improvements to County property; and 
i. Not correcting a Level One (1) Violation within the seven (7) working days period. 
 
 
6. PROCEDURES FOR NON-COMPLIANCE 
 
a. Level One (1) Violation – The Organization’s representative shall be notified verbally and via email 
by the Athletic Staff of the violation committed by the Organization. The representative shall have 
seven (7) working days to correct the violation. If the violation is not corrected in seven (7) working 
days, then this shall result in a Level Two (2) Violation. Corrections shall be reported by email to 
Athletic Staff. 
 
b. Level Two (2) Violation – The Organization’s representative and the Board of Directors of the 
Organization, to include any affiliated district administrators, shall be notified via email by the 
Athletic Staff that the representative has seven (7) working days to correct the violation. If after seven 
(7) working days the violation has not been corrected, the FUA shall terminate immediately and the 
County and the Organization shall implement their Succession Plan. Corrections shall be reported by 
email to Athletic Staff. 
 
Within fourteen (14) days of the implementation of the Organization’s Succession Plan, a reorganized Board 
of Directors and the staff representative shall meet with the Athletic Staff to sign and review the new FUA 
and SOP. 
 
If an Organization is non-compliant with one (1) item and then is non-compliant with a second (2nd) and 
different item, they shall begin each time with the first step in the violation process. 
 
Organizations which continue to repeat the same violation shall begin at the next level of the violation 
process. For example, if an Organization violates Hillsborough County’s Park Ordinance for signs or 
sponsorships a second (2nd) time then the Organization shall begin at the second (2nd) Violation. 
 
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7. VIOLATIONS APPEAL PROCESS 
 
Organizations may appeal any violation by providing written justification that a rule infraction did not occur. 
The appeal shall be submitted within the seven (7) working days violation period. Athletic Staff will review 
and assess submitted evidence to determine if the information presented shall negate the violation and respond 
back to the Organization within seven (7) working days. Appeals shall be made in writing to the Athletic 
Manager.  
 
 
8. PUBLIC ACCESS 
 
Athletic fields shall be available for unorganized (under 8 individuals) free public use at reasonable times 
within standard park hours of operation, when the fields are not in use by a FUA holder, and other sub-user 
groups possessing a County issued Short Term Facility Use Permit (Permit). All fields open for public use 
shall be clearly identified with a sign designating it for public use and shall remain unlocked.  
 
 
9. PERIOD USE/APPROVED AFFILIATIONS 
 
No activity on any County property shall take place in any sport by any group except during the submitted 
sport schedule as described in this SOP unless a Permit has been granted by the County. 
 
The County’s Permits shall be issued for any field use outside of the established FUA specific schedules to 
include all sub-user groups, tournaments, special events, developmental leagues, skill building sessions, 
conditioning, and training. 
 
Applications shall be submitted to the Athletic Staff for approval. Priority scheduling shall apply to FUA 
holders. Field rental fees shall apply per BOARD POLICY – SECTION NO.: 03.04.09.00 or as may be 
revised periodically by the Board of County Commissioners (BOCC). 
 
 
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10. DETAILED SCHEDULES 
 
The Organization shall provide Athletic Staff a detailed schedule for the Organization’s pre-season, season, 
and post-season. 
 
These schedules shall be submitted digitally on the County’s authorized template. It shall be used as one of 
the determining factors for cost recovery. If an Organization has a cancellation and does not use their 
designated field they shall notify the Athletic Staff by email or online form within 48 hours. Cancellations 
are for unforeseen circumstances only. The cancellation request shall either request a make-up day, and state 
that day and time, or request a refund. No make-up field use shall occur without notice to alleviate field 
scheduling conflicts.  
 
 
11. BACKGROUND CHECKS 
 
The Organization shall implement and enforce policies, practices, and guidelines to ensure 
background checks are conducted in accordance with Section 943.0438(2) (a), Florida Statutes. A 
Signature Verification Form for background checks shall be attached to the volunteer, coach, paid 
instructor, and employee rosters when the rosters are submitted to the County as part of the required 
Organization documents. 
 
The Organization is strongly encouraged to participate in the Volunteer and Employee Criminal History 
System (VECHS), as authorized by the National Child Protection Act of 1993 and s. 943.0542, Florida 
Statutes. It is also strongly encouraged to run a National Criminal Background check on all paid instructors, 
coaches, employees, and volunteers. 
 
The Organization shall provide documentation confirming background checks have been conducted on all 
volunteers, paid instructors, employees, and coaches upon request. The County may require Organizations to 
use a single source for background checks.  
 
The Organization shall require all concession vendors to have a current Florida Department of Law 
Enforcement (FDLE), National Criminal Background, and VECHS background check. No volunteer, coach, 
paid instructor, or employee shall begin work until their background checks are cleared. 
 
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Any volunteer, coach, paid instructor, or employee who are not in compliance with the aforementioned 
requirements shall be immediately suspended and shall be prohibited from having contact with the children. 
 
 
12. FLORIDA CONCUSSION LAW 
 
Organizations shall comply with Section 943.0438(2) (e); (f); and (g), Florida Statutes to include updating 
bylaws to meet the requirements as outlined in the statute. 
 
A Signature Verification Form for concussions and head injuries shall be attached to the 
volunteer/coach rosters when the rosters are submitted to the Athletic Staff as part of the required 
Organization documents. 
 
The Organization is required to have parents/guardians/coaches and athletes participate in any nationally or 
County recognized concussion education program.  The Athletic Staff shall conduct random verification of 
compliance and requested documentation shall be provided upon request. 
 
 
13. MANDATORY VOLUNTEER TRAINING 
 
The Organization shall set, implement and enforce policies, practices, and guidelines to ensure all volunteers 
receive the mandatory volunteer training. All volunteers, employees, and coaches shall be First Aid/CPR 
certified to include use of an Automated External Defibrillator (AED) prior to any practice and/or game. 
 
All volunteers/coaches shall participate in the County’s volunteer/coach training program at no cost to the 
volunteer/coach or the National Alliance for Youth Sports (NAYS) online training for a nominal fee.  
Organizations may request that the County approve a substitute national or state volunteer/coach training 
program. Requests shall be made in writing to Athletic Staff.  
 
 
A Signature Verification Form for mandatory coach training shall be attached to the volunteer/coach rosters 
when the rosters are submitted to the County as part of the required Organization documents NAYS certified 
volunteers/coaches shall provide their member number on the roster submitted to the County. 
 
 
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Prior to the start of the Organization’s season, a volunteer/coach roster shall be submitted to the Athletic 
Staff. Only the volunteers/coaches which have met all the requirements shall be allowed on the athletic fields. 
This list shall fluctuate as volunteers/coaches are added or removed throughout the season. The Organization 
shall submit the updates to the Athletic Staff.   At the end of the season, a final roster shall be submitted to 
the Athletic Staff. 
 
The Athletic Staff shall conduct random verification of compliance and requested documentation shall be 
provided upon request. 
 
 
14. VOLUNTEER/COACH IDENTIFICATION BADGES 
 
The Organization shall set, implement and enforce policies, practices, and guidelines to ensure picture badges 
are issued annually to all coaches, employees and volunteers. Badges shall be worn and visible at all times 
by all volunteers/coaches while on athletic fields. 
 
Badges shall only be issued once a coach, employee, or volunteer passes a background check, receive the 
mandatory volunteer, CPR, First Aid and AED training and take the concussion and sports related head injury 
courses. 
 
Non-league teams shall comply with the requirements for use of athletic fields. Examples of required 
documents can be found in the Appendix section. 
 
The Organization shall allow field use by non-league teams/organizations as long as the requested time does 
not interfere with the Organization’s scheduled activities and/or the maintenance of the fields. 
 
The Athletic Staff shall conduct random site verification to determine if the Organization is in compliance. 
 
 
15. MAINTENANCE 
 
The County shall maintain all fields to the following standards: 
 
Fields shall be level and covered with hybrid Bermuda grass and have less than 10 percent weeds or bare 
spots as a combined total (this constitutes a minimum standard field surface). 
 
 
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All field and facility maintenance questions, request, and issues shall be made through the Enterprise Asset 
Management (EAM) system. 
 
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The County shall be responsible for the maintenance of all Facilities and life safety items including, but not 
limited to: 
a. Buildings (storage buildings, boardrooms, press boxes, restrooms and concession stands); 
b. 
Sports lighting; 
c. 
Fencing; 
d. 
Plumbing/electrical/HVAC; 
e. Hoods and hood suppression systems; and 
f. 
Fire extinguishers/existing fire alarms. 
 
 
16. ORGANIZATION FACILITY MAINTENANCE RESPONSIBILITIES 
 
The Organization shall clean the premises in a safe and orderly manner. The County shall provide trash 
receptacles and empty the dumpsters on regularly scheduled intervals. The Organization is responsible for 
daily pick up of litter and garbage on the grounds and parking lots. The Organization is responsible for 
emptying the trash receptacles into the County provided dumpsters daily or as needed while in use by the 
Organization. 
 
The Organization may participate in a recycling program of their choice. 
 
The Organization shall set, implement and enforce policies, practices and guidelines to eliminate damage to 
the facility/equipment. 
 
The Organization is responsible for the repair and return of the facility and/or equipment to its pre-damaged 
condition, if it has been determined that damage to the facility/equipment has occurred through the use of the 
Organization. The Organization shall return the facility to the pre-damaged condition within 60 days of 
written notice. 
 
The Organization shall be responsible for prepping fields for their recreational and organized sports activities. 
This shall include preparation of clay infields and removal of associated lips in the turf, paint/chalk lines, and 
maintaining bases and pitcher mounds. 
 
The Organization is responsible for cleaning of press boxes, concession stands, league boardrooms, offices, 
and providing restrooms with necessary supplies. The Organization is responsible for replacing the scoreboard 
 
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using the County approval process. Report damaged or unsafe conditions immediately in writing through the 
EAM system and to the Athletic Staff.   Emergency maintenance requests may be called in to Maintenance 
Staff and the league Organization shall follow up with an EAM request. 
 
 
The organization is responsible for any windscreens, pads and fence caps on the site. These shall be of an 
approved color and design per the County and kept in good working condition at all times. 
 
The Organization shall pay a fee to replace lost locks and keys. The County reserves the right to manage and 
standardize access and control to all facilities and equipment as needed. 
 
The Organization shall use any automated lighting control system provided on site by the County. Logins or 
access control shall not be shared or posted with anyone other than Organization staff. 
 
Failure to maintain the facility to the written standards above shall constitute a Level one (1) Violation and 
may result in a fee charge by the County for cost incurred by the County to perform the Organization’s field 
maintenance duties. 
 
 
17. SERVICE FEES CHARGED BY ORGANIZATIONS 
 
Organizations who wish to collect a fee for the use of their equipment shall submit an equipment fee schedule 
to County staff yearly so it may be used in the field rental process.   
 
 
18. FIELD MAINTENANCE FEE COST RECOVERY 
 
The County’s maintenance recovery fee shall be either thirty-five percent (35%), twenty-three percent 
(23%), twelve percent (12%), or zero percent (0%) as determined by the median household income table 
for care of Bermuda fields. Field use shall be charged by the table below and by the actual use in hours of 
the Bermuda field by the Organization. As fields are improved and fall under care by the County, they 
will begin a 3 year implementation plan for billing upon the first day of the Organization’s use. The 3 year 
implementation plan shall be as follows: Year 1 - An invoice shall be sent showing the total for the year or 
season due. No fee shall be due. Year 2 - An invoice shall be sent showing the total for the year or season 
 
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due. Only half the fee will be due. Year 3 - An invoice shall be sent showing the total for the year or 
season due. The full amount shall be due there forward. The County will bill after the receipt and approval 
of the Organizations seasonal schedule. Organizations shall have 30 days from receipt of the invoice to 
make full payment.  
 
Median Household Income Table 
 
 
 
 
 
 
 
 
In order for a Youth Sports Organization (YSO) to “opt out” three requirements must be met: 
a. The YSO must have a history and proven ability of maintaining the site to the minimum standard field 
surface. 
b. The fields must currently meet the minimum standard field surface. 
c. The fields will be subject to inspection by the County and must continue to meet the minimum 
standard field surface. 
 
If an Organization’s fields fail to meet the minimum standard field surface after inspection by the County 
and are not brought back into the minimum standard field surface within four (4) months, the County may 
revoke the opt out status and take over maintenance of the fields after issuing a written notice to the YSO. 
Cost recovery at the designated median household income level will begin immediately upon the fields 
reaching minimum standard field surface with County maintenance.  
 
Synthetic fields will not be available for opting out. Cost recovery for synthetic turf fields will be at the same 
rate as Bermuda grass. 
 
If a Bermuda field should fall below a level where they can be used safely, the payment of the cost recovery 
will be suspended until the Organization can use the field again or is given a suitable substitute field to use. 
Conditions for suspension of the cost recovery shall not include; inclement weather, acts of god, or over use 
Field 
Type 
Cost per 
Year 
Hours per 
Year 
35% 
23% 
12% 
0% 
Rectangle Field & 
Large Diamond 
Field 
$   22,000 1008 
7.64 
5.02 
2.62 
0.000 
Medium Diamond Field 
$   15,750 1008 
5.47 
3.59 
1.88 
0.000 
Small Diamond Field 
$   10,500 1008 
3.65 
2.40 
1.25 
0.000 
 
 
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by the Organization. The County may suspend league use as it sees fit due to field conditions that cause 
safety issues.   
 
19. SUBSIDIES FOR ORGANIZATIONS 
 
The County’s subsidy program is based on the household incomes for homes within a three-mile (3) radius of 
the County facility based on the latest U.S. Census data. 
 
 
20. COST RECOVERY APPEAL PROCESS 
 
Organizations which can show they serve a minimum of sixty percent (60%) free or reduced lunch participants 
may enter into an appeal process that may lower the designated cost recovery level. The appeal process shall 
require the Organization to submit original copies of free and reduced lunch letters to be evaluated for a 
reduction in cost recovery lower than what is shown on the median household income table. 
 
After receiving an appeal letter from the Organization, including documentation showing that the Organization 
serves sixty percent (60%) or greater free or reduced lunch participants, the County shall evaluate any 
reduction in cost recovery for the Organization. 
 
Parents of children who do not attend public school, and cannot provide a free or reduced lunch letter, shall 
submit a W-2 with dependents shown. The income shown will be compared to free and reduced lunch levels. 
 
 
21. FACILITY IMPROVEMENT 
 
The Organization shall not make any alterations, additions or improvements in or to any part of the facility 
without the prior written approval of the PR Director or their designee. If the Organization wishes to fund 
improvements to the facility, the Organization shall make the request to the Athletic Staff in writing. An 
aerial illustration showing proposed improvements and details or drawings of the proposed improvements 
shall be submitted to the Athletic Staff for review. A decision on the request to make improvements shall be 
rendered to the Organization in a timely manner. 
 
 
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Cost of all permits for alterations, additions or improvements to the facility shall be the responsibility of the 
Organization. All improvements made by the Organization shall conform to all applicable local and state 
building codes. All improvements and their costs shall be documented and sent to Athletic Staff for recording 
and filing. Any alterations, additions, or improvements to the facility shall become County property. 
 
All approved construction projects shall be permitted through the appropriate County Departments prior to 
the start of construction. The requesting parties are responsible for securing all County permits and shall 
complete all construction work within the time frame specified by the County. 
 
 
22. EQUIPMENT 
 
All equipment or other property owned by the Organization, which has been placed or maintained in the 
County facility by the Organization, is at the sole risk of the Organization. 
 
The Organization may remove from the County facility any time prior to, or within sixty (60) days of the 
termination of the FUA, its equipment and personal property. Any of the Organization’s equipment or 
personal property not removed from the County facility within sixty (60) days after termination of the FUA 
becomes the exclusive property of the County without recourse. 
 
Soccer goals shall meet current no tip regulations. Approved weighted safety no tip systems are the 
responsibly of the Organization. 
 
The Organization shall be responsible for all program equipment, concession equipment, storage units, press 
box equipment, and content within storage units, press boxes, concession stands and board rooms. 
 
Goals, pitching screens, batting cage nets and surfacing, and other athletic field items shall be provided, 
inspected and kept organized by the Organization in a safe condition. Any damaged equipment shall be 
immediately removed from the field and/or locked up to prevent access. Damaged equipment shall be taken 
offsite and disposed of properly in a timely manner. 
 
If an Organization is issued an AED by the County it shall be kept available, usable, and accessible at all 
times while the site is in use. The Organization shall be responsible for the replacement of the County issued 
 
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AED and accessories thereafter. 
 
 
 
 
23. SIGNS AND SPONSORSHIPS 
 
Standard sponsorship banners shall be: five foot (5’) by eight foot (8’), ten foot (10’) by twenty foot (20’), 
and windscreens. Standard sponsorships shall only be placed on existing fences of fields and must face 
inwards toward the field. No sponsorship shall be placed on structures or facilities without prior County 
approval. Any windscreens and all banners larger than five foot (5’) by eight foot (8’) shall be approved by 
the County. One hundred percent (100%) of all standard sponsorship banner funds shall go to the 
Organization. Income derived from the standard sponsorship signs/banners shall be used to further the 
Organization’s activities and included on the County issued financial form which complies with the SOP 
SECTION 38. REVENUE/INCOME.  
 
Windscreens shall be of a uniform background color per complex. Windscreens shall serve a purpose beyond 
generating sponsorship (batters eye, pitchers eye, headlight blocking etc.). Windscreens that serve no purpose 
and increase heat to players on fields may be prohibited upon review by the County. Field sponsorship and 
advertisements shall be maintained in good repair and in compliance with Hillsborough County Ordinance 
08-17 SECTION 17. ADVERTISING, PUBLICITY & SIGNS, codified Chapter 38, Article II Section 38-
34. 
 
Signs shall be made of fabric or other similar material. No sign can serve as external advertisement facing 
roadways or other public facilities. No sign is allowed on the County facility perimeter fencing. 
 
Non-standard signs are defined but not limited to the following: 
a. 
Plywood signs; 
b. Advertising flags; 
c. Wraps; 
d. 
Free standing signs; or 
e. Any other signs larger than the standard signs. 
 
All non-standard signs and sponsorships shall be approved by the County staff.  Regardless of whether the 
 
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Organization or the County secures a non-standard sponsor, eighty percent (80%) of the sponsorship shall go 
to the Organization and twenty percent (20%) shall go to a fund dedicated for park improvements in the County. 
Permanent field sponsorships on synthetic turf shall not be subject to the non-standard 80/20 split.   
 
The County reserves the right to name or dedicate fields, facilities or amenities as it sees fit. The Organization 
shall not name or dedicate any fields, facilities, or amenities. For naming of County-owned buildings, parks and 
property, refer to Board Policy 01.12.00.00. One hundred percent (100%) of all income derived from naming 
rights shall go to the County. 
 
The County reserves the right to override an Organization’s agreement with sponsors and/or signs that do not 
meet the County’s standards for messaging, branding, or content. This may include political messages, 
business/brands/signs/content deemed not suitable for children, etc. 
 
Unpaid signs and signs associated with the outside interests of an Organization’s staff/coaches/volunteers shall 
not be permitted (e.g. if the president of an Organization has a restaurant, he or she cannot put an advertising 
sign up without paying “fair market value” for that sponsorship). 
 
Signs are not subject to the BOCC’s fee schedule for permitting signs. The County shall have the final decision 
on any and all signage compliance. Athletic Staff shall conduct random verification of sign compliance. 
 
The Organization may secure sponsorships for assets such as scoreboards or batting cages that are their 
responsibility to repair or replace. One hundred percent (100%) of the sponsorship may be retained by the 
Organization if the sponsorship funds are used for the repair or replacement of the asset. The replacement of 
these assets are required to be approved by the County and subject to the permitting and approval process 
outlined in this document. All sponsorships are subject to the BOCC Policy on sponsorships (refer to Board 
Policy Board Policy: 01.19.01.02). Sponsorships on assets such as scoreboards or batting cages shall be 
preapproved by the County. The County may require that the visibility of users in areas such as batting cages or 
dugouts be considered for safety prior to placement of windscreen sponsorship banners.  
 
24. FIELD USEAGE AND PERMITTING 
 
Requirements for use of athletic fields by sub-user groups that do not hold a FUA can be found in the 
Appendix section.   
 
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A Permit shall be issued by the County to the sub-user group once they have complied with all 
requirements. 
The County reserves the right to schedule other sub-user groups for access to the athletic fields. In an 
effort to reduce over use and provide a safe playing environment, the County may set a cap for registration 
for each site.  
 
 
25. INTERNAL TOURNAMENTS, CAMPS, OR CLINICS HOSTED BY THE ORGANIZATION 
 
Tournaments, camps, or clinics held by the Organization which do not involve contracting with a for-profit 
or a non-profit organization shall receive approval from the Athletic Staff. Organizations hosting a 
tournament shall directly collect all fees and include the fees in their annual financial statement due to the 
County. Any game or practice where both teams are not from a Hillsborough County Organization shall be 
subject to the Short Term FUA Permit and Insurance Requirements or BOCC approved field rental fee if not 
deemed by the County as the Organization’s one allowed tournament per year.  
Insurance shall be provided by the Organization as a “special event” certificate of insurance. Insurance 
requirements shall be as outlined in the Short Term FUA Insurance Requirements found in the Appendix 
section.  The “special event” shall be included in the Organization’s schedule submitted to Athletic Staff. 
 
All insurance requirements shall include an “Additional Insured” page from the insurance provider indicating 
Hillsborough County BOCC as the additional insured.  Examples can be found in the Appendix section. 
 
A Permit shall be issued to the Organization. No rental fees shall apply. 
 
 
 
 
 
26. EXTERNAL TOURNAMENTS, CAMPS, OR CLINICS THROUGH CONTRACTING 
SERVICES FROM A FOR-PROFIT OR NON-PROFIT ORGANIZATION 
 
Tournaments, camps, and clinics held by the Organization contracting with a for-profit or a non-profit 
organization shall seek approval from the Athletic Staff and for-profits and non-profits shall obtain a Permit 
 
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from the Athletic Staff and pay the BOCC approved field rental fee. 
 
Insurance shall be provided by the for-profit or non-profit organization. Insurance requirements shall be as 
outlined in the Short Term Facility Use Permit Insurance Requirements found in the Appendix section. A 
Permit shall be issued by the County to the Organization hosting the tournament and a Permit shall be issued 
to the for-profit or non-profit organization. 
 
 
27. PRIVATE INSTRUCTORS AND CLINICS 
 
Private instructors are defined as a person that instructs, teaches, tutors, coaches and/or gives additional, 
special or remedial instruction or skill to one or two individuals for a fee. A clinic is defined as three or more 
individuals. 
 
All private instructors and clinics shall be required to follow the field use requirements as established by 
Hillsborough County Parks and Recreation Department.  Field rental fee as outlined in the BOCC fee schedule 
shall apply. 
 
Any private instructors not in compliance shall be issued a cease and desist notice until compliance is made. 
If compliance is not made, the private instructor shall be trespassed from all County Park facilities 
 
Any Organization that does not assist the County in regulating and reporting private instructors shall be in 
violation of their FUA and the SOP, which subjects them to the consequences as outlined herein. 
 
 
28. PAID STAFF/COACHES 
 
Prior to the start of the Organization’s season, a paid staff/coach roster shall be submitted to the Athletic 
Staff. Only those paid staff/coaches that have met all the requirements, as outlined in the SOP, shall be 
allowed on the athletic fields. 
 
As this list fluctuates and paid staff/coaches are added or removed throughout the season, the Organization 
shall submit the updates to the Athletic Staff. At the end of the season, a final roster shall be submitted to the 
Athletic Staff. A paid staff/coach shall not be on the roster of more than one FUA holder unless prior approval 
 
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in writing is granted by Athletic staff. 
 
Organizations with paid staff/coaches shall include their annual salaries and all other expenses for each paid 
staff/coach on the Organization financial statements and IRS Form 990 as part of the County’s required annual 
documents for submission. Paid staff/coaches shall comply with the Organization’s volunteer, coach and  
employee  requirements  and  be  issued  a  picture identification  badge  as  outlined  in  SECTION 13. 
VOLUNTEER/COACH IDENTIFICATION BADGES of the SOP. 
 
Paid staff/coaches shall also comply with SECTION 12. MANDATORY VOLUNTEER TRAINING of the 
SOP. 
 
 
29. SPECIAL EVENTS 
 
Any Organization that wants to have a special event, (i.e. fall festival, meet and greet, movie night, etc.) shall 
fill out a Special Event Application found in the Appendix section. 
 
A certificate of insurance for special events shall be provided as outlined and required by Risk Management. 
No rental fees will apply.  An example of insurance requirements can be found in the Appendix section. 
 
A certificate of insurance also require the County listed as an additional insured.  An example of the 
additional insured requirements can be found in the Appendix section. 
 
 
30. COMPETITIVE TEAMS 
 
Any Organization that allows for competitive teams to use their facility in any sport as a competitive program, 
in a competitive setting which is outside the scope of the intent of the FUA, of which is to provide recreational 
activities to the youth of Hillsborough County, shall comply with the guidelines listed below. The ratio of 
recreation team to competitive team shall never fall below seventy percent (70%) recreation team. At the 
signing of FUA, if the site has a ratio below seventy percent (70%) recreation and thirty percent (30%) 
competitive, the organization shall have three (3) years to bring the ratio to seventy percent (70%) recreation 
and thirty percent (30%) competitive. 
 
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The following items are required for competitive programming: 
a. 
The Organization shall provide in writing a list of all competitive teams using the County Facility 
assigned to them via the FUA. 
b. All competitive teams shall provide a certificate of insurance as outlined in the Short Term Facility 
Use Permit Insurance Requirements found in the Appendix section. 
c. All competitive teams shall register seasonally as an Organization. 
 
d. Refer to SECTION 23. FIELD USEAGE AND PERMITTING and SECTION 30. NON-LEAGUE 
TEAMS/ORGANIZATIONS for all other requirements for field use. 
e. All competitive teams shall provide a Hillsborough County Financial Statement annually. 
f. With Organization and County approval a competitive team may register on a site with the County 
only and will be subject to field use requirements. This model will fall under the BOCC fee ordinance 
schedule for specialty sports teams. This will not apply to rental sites.  
 
 
31. BYLAWS/CONSTITUTION 
 
The Organization shall provide leadership and shall operate under a set of bylaws voted upon by the 
Organization’s governing board and approved by the general membership. 
 
Bylaws shall include a provision for elected officers to include a president, commissioner or other similarly 
titled head.  Such head shall act as the Organization’s representative in all discussions with the County. 
 
Bylaws shall include a provision for a Succession Plan in the event the current Organization’s representative 
is released by the County because of non-compliance of the FUA and/or the SOP. 
 
The County’s representative may attend regularly scheduled and special board meetings of the Organization. 
 
It is the responsibility of each Organization to follow its written bylaws, policies and rules and to correct 
violations of such bylaws by players, spectators, coaches, or managers. 
 
Where applicable, the Organization shall follow the policies, procedures, guidelines and any other regulatory 
statements of their state and/or national governing body. 
 
 
 
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32. SUCCESSION PLAN 
 
The Succession Plan shall be established and included in the Organization’s bylaws and submitted to the 
County. 
 
The Succession Plan shall provide a clear, concise, quick, and seamless process for a new/reorganized Board 
of Directors and identify a different and new board member/volunteer to fill the key leadership position as 
the Organization’s representative. 
 
Within fifteen (15) days of the implementation of the Succession Plan, the Organization’s FUA shall cease 
and a new FUA shall be issued upon the initial meeting between the new/reorganized Board of Directors, the 
new Board President, and the Athletic Staff. 
If a board is dissolved or a FUA is relinquished on a site, the County may at its sole discretion, implement 
the succession plan, enter into a short term agreement, or open a Letter of Interest process for submittals.  
 
 
33. EMERGENCY ACTION PLAN 
 
Each Organization shall develop and implement a comprehensive Emergency Action Plan (EAP) to ensure 
that appropriate care is provided in a timely manner.  It shall be developed   with   input   from   a   certified 
athletic trainer, administrators, coaches, facility managers, parents, and members of the local Emergency 
Medical Services (EMS), and reviewed annually. 
 
The EAP shall include planning for responses to medical emergencies involving athletes, spectators, coaches, 
and officials. Crowd control and evacuation plans shall be considered in the event of severe weather, 
fire, and other natural or man-made disasters. 
 
The EAP shall include a separate plan that covers strictly inclement weather/lightning. The EAP shall 
include: 
 
a. 
Layout of the facility - Plan where emergency vehicles shall enter and exit the facility and always 
keep these clear and open when in use.  Have a designated place for all keys that open gates or doors 
to all areas. Decide on the location of rescue and first aid equipment and always have a working phone 
nearby with emergency telephone numbers posted; 
 
24 
 
b. 
Equipment - Make sure that first aid kits are fully stocked, and you have access to emergency 
equipment such as flashlights, fire extinguisher, etc. Also, have physical forms and medical release 
forms for athletes easily accessible; 
c. 
Support personnel (i.e. coaches) - Evaluate which support personnel will be with you at the practice 
or game. This could include coaches, athletic trainers, athletic officials, facility administrators, 
management personnel, teachers, school nurse/physician, athletic director, clerical personnel and 
maintenance personnel; 
d. 
External support personnel - Provide posted telephone numbers for EMS personnel, police, fire, 
hazardous materials (Hazmat) team, Poison Control Center, hospitals, power and gas companies and 
health department. Assign each staff member a duty. There should be a person(s) to provide care, a 
person(s) to control bystanders and supervise other athletes, a person(s) to meet EMS personnel, and 
a person(s) to transport the injured athlete when appropriate; 
e. 
Communication - Make sure it is clear how and when to call 911 or the local emergency number. 
Create a chain of command within the facility support personnel. Make sure there is a person to 
contact the injured athlete's family or guardian; and 
f. 
Follow up - Decide who shall be responsible for completing the appropriate documentation (accident 
and incident report, etc.) and refilling the first aid kits. Put together a team to evaluate the effectiveness 
of the EAP and conduct a staff debriefing. 
 
 
34. LIGHTNING POLICY 
 
The PR Department takes lightning safety very seriously and recommends a lightning policy based on 
recommendations developed by the National Lightning Safety Institute (NLSI). This policy requires 
individuals utilizing County facilities to follow and adhere to the thirty/thirty (30/30) rule when determining 
if activities should be halted due to inclement weather conditions. Once a thunderstorm is detected, the 
Organization should use the “Flash to Bang Count” to determine when to go to safety. If the flash to bang 
count is thirty (30) seconds or less, all participants, parents, officials and volunteers should be advised to go 
to a safe shelter area. 
 
 
35. FACILITY SECURITY 
 
 
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The Organization can have onsite security for the safety of the players, coaches, volunteers, employees and 
fans. The security officers shall be a sworn officer. 
 
Batting cages shall remain locked when not in use by the Organization. 
 
 
36. CONCESSIONS 
 
Sports Organizations shall be given permission for the use of a concession building. The use of the building 
shall be at no cost to the Organization if the concessionaire services are run strictly by the volunteers of the 
Organization and all revenue and income shall be used in accordance with SECTION 37. 
REVENUE/INCOME of the SOP. All concessions shall comply with federal and state laws, Hillsborough 
County ordinances, department policies, standards, and requirements. All Organization concessions shall also 
comply with all local and State Health Department regulations/requirements and acquire appropriate 
certifications if applicable. No alcoholic beverages are allowed. 
 
The Organization has first right of refusal on the operation of the concession stand if a Permit is granted to 
an approved sub-user group. The sub-user shall supply required insurance terms to the County. 
 
The Organization is responsible for all repairs, maintenance, certification and purchase of the equipment, 
with the exception of hood systems. 
 
The Organization cannot grant concession privileges to any other person or entity without the written consent 
of the PR Director or their designee. Vendor fees shall be waived as long as all revenue and income derived 
by the Organization is used in accordance with SECTION 38. REVENUE/INCOME of the SOP. 
 
 
37. REVENUE/INCOME 
 
Revenue and income derived from the activities of the Organization are the exclusive property of the 
Organization, but shall be used by the Organization in furtherance of its activities at the County facility in 
providing additional improvements for the Organization’s programs. 
The Organization shall provide a full accounting of all revenue and expenses at every location designated in 
the median household income table to the County annually by the end of the Organization’s fiscal year. 
 
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Failure to timely file such financial information may result in termination of the FUA. 
 
The Organization shall provide its IRS Form 990 annually to the Athletic Staff. 
 
The County fees do not pertain to any revenue income generated by the Organization. 
 
PR reserves the right to close or temporarily suspend activities on its’ athletic fields due to inclement weather, 
unsafe playing/field conditions or lack of compliance with Departmental policies and procedures regarding 
facility use and/or permitting requirements. 
 
PR shall allow athletic fields to be used only when field conditions are deemed safe and when use will not 
create unacceptable damage to the fields. Use of wet fields that leads to excessive damage as determined by 
PR may result in charges to repair such damage payable by the Organization. 
 
Questions related to the SOP by the Organization shall be directed to the Athletic Staff. 
 
 
APPENDIX A:  EXAMPLE OF FINANCIAL STATEMENT 
 
 
 
 
 
 
 
Page 7/7 
31 | Page 
 
 
 
Page 7/7 
32 | Page 
 
 
 
 
Page 1/1 
34 | Page 
 
 
APPENDIX B:   INSURANCE REQUIREMENTS 
Page 1/1 
34 | Page 
 
 
APPENDIX C:   EXAMPLE OF INSURANCE REQUIREMENTS 
 
36 | Page 
 
 
APPENDIX D:  EXMAPLE OF ADDITIONAL INSURED REQUIREMENTS 
 
 
 
 
 
Page 1/1 
36 | Page 
 
 
APPENDIX E:  SIGNATURE VERIFICATION FORM 
Page 1/2 
36 | Page 
 
 
 
 
Page 2/2 
Page 1/2 
39 | Page 
 
 
APPENDIX F:   SPECIAL EVENT APPLICATION 
Page 2/2 
40 | Page 
 
 
 
Page 1/2 
41 | Page 
 
 
APPENDIX G:  SHORT TERM FACILITY USE PERMIT 
Page 2/2 
42 | Page 
 
 
 
 
Page 1/2 
43 | Page 
 
 
APPENDIX H:  INCIDENT REPORT FORM 
 
Page 2/2 
44 | Page