Park and Recreation Permit and Review Policy (pending)

SPRINGFIELD TOWNSHIP
DEPARTMENT OF PARKS AND RECREATION
PERMIT AND REVIEW POLICY

I. Purpose

This policy outlines the procedures to be followed by the Parks and Recreation Department (hereinafter referred to as STPR) for issuing permits and/or reviewing individuals or outside organizations conducting programs at township facilities and reviewing adults who will be supervising children participating in township sponsored and non-Township sponsored activities. This policy will help to improve the safety of program participants under age 18 by implementing a process to obtain criminal background checks and child abuse clearance for volunteers, compensated department staff and contractors. Suspected child abuse can be reported through local police departments, or by calling the Childline and Abuse Registry Intake Unit, 800-932-0313.

This policy will apply to:

STPR Paid Staff — All full-time, part-time, year-round, seasonal, paid staff and interns when involved with a STPR operated program involving youth under the age of 18.

STPR Volunteer Staff — All individuals volunteering their assistance with a STPR operated program involving youth under age 18.

Recreation Organizations — All non-STPR programs with full-time, part-time, year-round, seasonal, paid staff, interns and volunteers which utilize a Springfield Township owned facility. Note: Springfield Township recommends that all visiting teams, groups or organizations conduct criminal background checks and child abuse clearance reviews for all persons involved in supervision of children underage 18 participating in their programs. II. Parks:

The following is a list of all current township parks that can permitted for use by groups or organizations comprised predominantly of Springfield Township residents.

Bysher Fields — 50 Bysher Ave. Flourtown, Pa.19031
Cisco Park — 199 W. Montgomery Ave., Erdenheim. Pa. 19038
Laurel Beech Park — 1313 Mermaid Lane, Wyndmoor, Pa. 19038
Marlow Field — 405 Enfield Road, Oreland, Pa. 19075
Mermaid Pond — 800 Mermaid Lane, Wyndmoor, Pa. 19038
Sandy Run Park — 1901 Walnut Ave., Oreland, Pa.19075
Veteran's Park — 8021 Traymore Ave., Wyndmoor, Pa. 19038
Wyndhill Park — 8300 Flourtown Ave., Wyndmoor, Pa. 19038
Oreland Basketball Courts — 110 Allison Road, Oreland, Pa. 19075

III. Definitions:

Permit: The application and permit for building and ground use form.

Permitted Group or Organization: Any group requesting permits for programs not sponsored by the Parks and Recreation Department: i.e., Travel Soccer, Travel Lacrosse, Little League, CYO's, Adult Leagues, etc.

Township Sponsored Activities: Any activities or internal leagues run by the Parks and Recreation department, i.e., Youth Soccer, Softball, Travel Basketball, Travel Softball, annual camps and or clinics, etc.

Criminal Check: Pennsylvania State Police PATCH Criminal record Check.

Pennsylvania Child Abuse History Clearance: Pennsylvania State Police clearance for individual child abuse assurance.

Approved Third Party Research Firms: A firm that conducts criminal checks and child abuse history clearance reviews through a Nation-wide clearance system that has been pre-approved by the Springfield Township Park and Recreation Advisory Committee.

IV. Procedure for Issuing Permits to Outside Organizations:

Rules and Regulations for use of Township-owned building and grounds. This information is provided to the organization on the actual permit. Note: Permits are not required for one-day events, i.e., community parades, picnics, etc.

1. Free Use: Free use of buildings and grounds shall be granted to Township Agencies and Township Organizations if the activity is free and public attendance is unrestricted. Parent-Teacher Associations and Township Agencies shall be exempt from all rental fees. A charge for other services if provided may be assessed.

2. Permits: The Springfield Township Park and Recreation Department is responsible for the issuance of permits for Township-owned parks and recreational facilities. Permits for use of facilities must be issued to organizations prior to scheduling an event or series of events. Preference for event scheduling will be given to Springfield Township organizations or organizations composed predominantly (75%) of Springfield Township residents. Organizations may be required to submit to the Township a membership list of the organization to be granted preference.

3. Rental Fees: Fees will be charged for use of facilities when the requesting organization charges admission to an event. The fees do not include amounts charged when personnel are required on site. Designated employees must be present whenever special equipment is to be used, and an additional fee for the services of these employees will be charged.

4. Custodial Services: A charge shall be made for custodial services when custodians are not on regular duty or when additional custodians are deemed necessary.

5. Parking Regulations: Parking is permitted only on parking lots. Traffic control may be required at the expense of the organization using the facilities at the applicable rate of special detailed police services.

6. Insurance: Any organization which sponsors athletic events or physical activities, or organizations which charge admission fees shall carry liability insurance. Such insurance shall provide public liability and bodily injury protection in the amount of $1,000,000 combined single limited coverage, and must name Springfield Township as an additional insured.

7. Complete Rules: A complete set of the rules and regulations for the use of facilities may be obtained at the Township Building. Permit holders are responsible for all rules and regulations pertaining to the use of the Township Facility. See attachment 2, Chapter 59 Springfield Township Code

8. Enforcement of Rules: The Springfield Township Police Department is the department responsible for enforcing all rules and regulations.

Permits for leagues and/or organizations not sponsored by the Township Parks and Recreation Department.

The following information is required prior to permit approval by the Township.

All applicants requesting the use of Township Building and/or grounds for an event or activity exceeding one day must complete a "Request for Building and Grounds" form in advance of their organization's use of Township building or grounds along with the following documentation:

1. List of the Board of Directors and or officers of organization/club.

2. Certificate of Insurance listing the Township of Springfield as an additional insured. The amount of the policy is to be for a minimum of $1,000,000.00.

3. Fees for use of buildings and/or grounds are $100.00 for organizations consisting of a minimum 75% residents and $150.00 for organizations not meeting the 75% residency requirement.

4. Submit rosters for all teams within the organization. The rosters must include players name, age and address. The township requires that 75% of the roster be made up of township residents to receive scheduling preference. This regulation can be waived by the Director of Parks and Recreation with Township Manager approval.

5. Submit acceptable State Police PATCH Criminal record Check, and Pennsylvania Child Abuse History Clearance for all individuals who will be interacting with youth participating in sponsored or non-Township sponsored programs. This information must be received by the Parks and Recreation department prior to issuing of permit. (see "actions Based Upon Report, p.5) Springfield Township reserves the right to expand background checks beyond the scope stated above or written in this policy.

6. Permits issued to organizations can be revoked at any time at the discretion of Township for failure to follow township rules and regulations for use of township parks and facilities. (See attachment #2, Chapter 59 Springfield Township Code)

NOTES:

All criminal background checks and Child Abuse Clearance reports must have been obtained no more than one year from the date of the specific program or event. It should be noted that the completed Child Abuse Clearance reports may only be sent to the applicant and not to STPR. In this case, it is required that the original reports be promptly provided to STPR by the applicant.

Springfield Township does not discriminate between residents and non residents for the purpose of issuing permits.

Springfield Township has a policy to perform child abuse and criminal background checks on internal organizations and strongly recommends visiting organizations perform the same checks.

V. Procedure for reviewing volunteers prior to interacting with youth in Township sponsored activities:

A. The following steps need to be performed prior to approving volunteer or compensated individuals to provide service for the township. i.e., coaches, camp directors, program directors, contracted services, and for non-Township sponsored leagues or organizations that wish to use a Township owned facility. All activities sponsored by the Parks and Recreation Department are covered under the Township Insurance Policy and do not require additional insurance.

1. The township shall perform a State Police PATCH Criminal record Check. This information must be received by the Parks and Recreation department prior to issuing of permit or the start of an activity.

2. The Township shall require the individual to submit a Pennsylvania Child Abuse History Clearance to the Pennsylvania State Police.

NOTE: All Criminal Background Checks and Child Abuse Clearance reports must have been obtained no more than one year from the date of the specific program or event. It should be noted that the completed Child Abuse reports may only be sent to the applicant and not to STPR. In this case, it is required that the original reports be promptly provided to STPR by the applicant.

B. If, in the event a criminal check returns a history of activity, the information will be reviewed with the Director of Parks and Recreation, with consultation with the Chief of Police and Township Manager, to make a determination of the severity and applicability of the findings. Based on this review, the status of the volunteer will be determined. If a Criminal Check returns a "Request Under Review", the individual may not participate in any Township sponsored activity until an acceptable determination of the request is returned from the Pennsylvania State Police.

VI. Actions Based Upon the Report:

In line with the current regulations by the Commonwealth of Pennsylvania for school and childcare workers, Springfield Township shall not engage an applicant or volunteer who would have direct contact with children if:

A. Applicant is named in the central register as the perpetuator of a founded report of child abuse committed preceding verification.

B. Applicant is named in the central register as the perpetuator of a founded report for a school employee committed preceding verification.

C. Applicant was convicted of a felony offense under the Controlled Substance, Drug, Device and Cosmetic Act committed within the five-year period immediately preceding verification.

D. Applicant's criminal history record indicates they have ever been convicted of, or entered pleas of no contest in, one of more of the following offenses:

• Criminal homicide
• Aggravated assault
• Stalking
• Kidnapping
• Unlawful restraint
• Rape
• Statutory sexual assault
• Involuntary deviate sexual intercourse
• Sexual assault
• Aggravated indecent assault
• Indecent exposure
• Incest
• Concealing death of a child
• Endangering welfare of children
• Dealing in infant children
• Felony conviction of prostitution and related offenses
• Obscene and other sexual materials and performances
• Corruption of minors
• Sexual abuse of children
• Attempt, solicitation or conspiracy to commit any of the above.

VII. Responding to Allegations of Child Abuse

A. Everyone in Springfield Township has a moral responsibility to report suspected abuse whenever it comes to their attention, regardless of where that abuse takes place. Therefore, immediately notify the proper authorities (i.e. the local law enforcement agency in the jurisdiction in which the child/youth resides or in which the suspected abuse occurred and/or the appropriate department of children services).

B. Immediately, yet with dignity and respect for the accused, remove the accused from further involvement with children and/or youth. Once the proper authorities have been contacted, and the safety of the child or youth is secured, the Director of Parks and Recreation or other designated persons should inform the accused that abuse has been reported.

C. If abuse is observed by, disclosed to, or suspected by a volunteer and/or paid staff member of the Township, the observer shall report the incident immediately to the Director of Parks and Recreation. If the Director is not available, the matter should be reported to the Chief of Police. If the accused is the Director of Parks and Recreation or a member of his/her family, the allegations shall be immediately reported to the Chief of Police.

D. Notify the parents of the victim and take whatever steps are necessary to assure the safety and wellbeing of the child or youth until the parent(s) arrive. NOTE: If one or both of the parents is the alleged abuser, follow the advice of the authorities concerning notification of other family members or social services.

E. Take all allegations seriously and reach out to the alleged victim and the victim's family. Show care and support to help prevent further hurt. Remember that the care and safety of the alleged victim is the first priority. Respond in a positive and supportive manner to the alleged victim and the victim's family.

F. The Township should provide a supportive atmosphere to all those who are affected, offering both objectivity and empathy as it seeks to create a climate in which healing can take place.

G. After having reported the suspected abuse to proper authorities, the Director of Parks and Recreation shall report the incident immediately to the Township Manager. The Township Manager shall report the allegation to the Board of Commissioners. If the Township Manager is unavailable, the incident should be reported to the Board of Commissioners directly.

H. The Township Staff shall keep a written report of the steps taken by the Township in response to the reported abuse. The report should be brief and contain only factual information relevant to the situation. It should be kept in a secure place. It should be written in ink or typed to prevent it from being changed.

I. Any contact with the media should be handled by the Township Solicitor or Township Manager.

VIII. Renewals/Returning Springfield Township Employees & Volunteers:

A. All current and returning employees and volunteers are subject to this policy. No "grand-fathering" is provided with the implementation of this policy for current or prior agency staff.

B. For returning seasonal employees, a renewal of the criminal background and child abuse clearance forms will be necessary if, at the actual resumption of seasonal employment, the State's date stamp on either report is more than one (1) year old. The cost for updating the certificates will be born by the township.

C. For year-round staff (full-time & part-time), the background check and child abuse clearances should be renewed every year. The costs for these renewals will be reimbursed by the Township to the staff members upon the receipt of the two forms with an acceptable status.

IX. Payment Policy for fees for the background checks:

STPR will pay or reimburse for the fees associated with the background checks for the following staff and volunteers involved in township sponsored activities:

A. Volunteers and interns involved in program operations for children under age 18;

B. Seasonal Staff (full-time & part-time) who are involved in program, park or pool operations for children under age 18 and employed for more than 8 hours per week over the course of their service/employment with STPR.

C. Year-round Staff (full-time and part-time) employed by STPR.

Notes

1. The Springfield Township Park and Recreation Advisory Committee may amend/revise this policy, as may be recommended by the Director, to permit the use of other services which provide authorized Criminal Background Checks and/or Child Abuse Clearances, as those services become available.

2. The Springfield Township Board of Commissioners will amend/revise this policy as necessary to comply with any revisions to state or federal law.

See Chapter 59 of the Code of the Township of Springfield for supplemental information.

12/31/07; 3/12/08; 4/8/08