City of Smithville, MO
Clay County
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Table of Contents
Table of Contents
Editor's Note: All future revision to this policy shall be made by Resolution of the Board of Aldermen instead of by Ordinance. Check with City Hall for any revisions prior to acting on this Policy.
[Ord. No. 3104-21, 4-20-2021]
The Facility Use Policy governs use of public facilities pursuant to Section 105.030 of the Municipal Code. The purpose of this policy is to provide access fairly and reasonably to City facilities for the Smithville community. It is the goal of the City to balance the needs of users to reserve facilities for exclusive use, and the needs and expectations of residents so they will have access to City facilities for their use. The primary purpose of public parks is for the use and enjoyment of City residents. Uses which will substantially impair the rights of the public in general to use public facilities in favor of specific individuals or groups should not be permitted.
[Ord. No. 3104-21, 4-20-2021]
Availability. Facilities are available for general reservation on a first-come, first-served basis. Planned parties must make a reservation prior to use. The City reserves the right to determine which days, times, and facilities are reserved based on other scheduled use, wear, and maintenance issues. The City does not give priority to returning reservations.
[Ord. No. 3104-21, 4-20-2021]
A. 
Generally.
1. 
All facilities can be reserved through www.smithvilleparksrec.com/reservations.
2. 
For all special events and tournaments please contact the Parks and Recreation Department.
3. 
Reservations open on January 1 for the full calendar year.
B. 
Indoor Facilities.
1. 
Senior Center. The primary use of this facility is for the Smithville senior citizens. The facility may be reserved during hours of operation not reserved under the lease with the Smithville senior citizens. For recurring reservations, please contact the Parks and Recreation Department.
C. 
Outdoor Facilities.
1. 
Courtyard Park. Courtyard Park should be reserved for all organized parties or events. When the park is not reserved, it may be used by the public for walk-on private party activities during park hours per the Smithville Park Regulations.
2. 
Helvey Park Shelter House. Helvey Park Shelter House should be reserved for all organized parties or events. When the shelter houses are not reserved, they may be used by the public for walk-on private party activities during park hours per the Smithville Park Regulations.
3. 
Heritage Park Shelter Houses. Heritage Park Shelter House should be reserved for all organized parties or events. When the shelter houses are not reserved, they may be used by the public for walk-on private party activities during park hours per the Smithville Park Regulations.
4. 
Smith's Fork Park Shelter Houses. Smith's Fork Park Shelter Houses should be reserved for all organized parties or events. When the shelter houses are not reserved, they may be used by the public for walk-on private party activities during park hours per the Smithville Park Regulations.
5. 
Smith's Fork Park Girl Scout Shelter House. Smith's Fork Park Girl Scout Shelter House should be reserved for all organized parties or events. When the shelter house is not reserved, it may be used by the public for walk-on private party activities during park hours per the Smithville Park Regulations.
6. 
Smith's Fork Park Boy Scout Camping Area. Use of the Smith's Fork Park Boy Scout Camping Area requires a reservation. When the shelter houses are not reserved, they may be used by the public for walk-on private party activities during park hours per the Smithville Park Regulations.
7. 
Smith's Fork Campground. Use of the Smith's Fork Campground requires a reservation. If campsites are needed for an event, an occupancy rate is determined by using the average campground occupancy per day based on the previous season.
D. 
Sports Fields.
1. 
Generally.
a. 
All sports fields can be reserved through www.smithvilleparksrec.com/reservations.
b. 
Reservations open on January 1 of the calendar year and can be reserved for up to three (3) months at a time.
c. 
Field maintenance is mandatory and will be provided by the Smithville Parks and Recreation Department during weekday hours of 7:00 a.m. to 3:00 p.m.
2. 
Heritage Park Baseball Fields.
a. 
Heritage Park Baseball Fields are open to the public for walk-on private party activities during unreserved park hours. Walk-on use is not permitted after dusk. Sports field reservations are available for the sole use of the customer and may not be traded, exchanged or resold without approval by the Parks and Recreation Department. Organized use of City sports parks is prohibited without a permit. Contact the Parks and Recreation Department for more information. Sports field lighting will only be turned on for special events approved by the Parks and Recreation Department.
b. 
After March 31 availability will be blocked for City Recreation programs for baseball/softball and T-ball. Availability will be opened back up once the practice and game times and dates are scheduled.
3. 
Smith's Fork Park Baseball Fields. Smith's Fork Park Baseball Fields are open to the public for walk-on private party activities during unreserved park hours. Walk-on use is not permitted after dusk. Sports Field reservations are available for the sole use of the customer and may not be traded, exchanged or resold without approval by the Parks and Recreation Department. Organized use of City sports parks is prohibited without a permit. Contact the Parks and Recreation Department for more information. Sports field lighting will only be turned on for special events approved by the Parks and Recreation Department.
4. 
Smith's Fork Park Soccer Fields.
a. 
Smith's Fork Park Soccer Fields are open to the public for walk-on private party activities during unreserved park hours. Walk-on use is not permitted after dusk.
b. 
Sports Field reservations are available for the sole use of the customer and may not be traded, exchanged or resold without approval by the Parks and Recreation Department. Organized use of City sports parks is prohibited without a permit. Contact the Parks and Recreation Department for more information.
c. 
Reservations will be opened during the Spring and Fall Smithville recreational soccer season. Fields will be marked and maintained during those times. Soccer fields may be reserved during facility hours not reserved by Smithville Recreational Soccer teams.
5. 
Smith's Fork Park Football Field.
a. 
Smith's Fork Park Football Fields are open to the public for walk-on private party activities during unreserved park hours. Walk-on use is not permitted after dusk. Sports Field reservations are available for the sole use of the customer and may not be traded, exchanged or resold without approval by the Parks and Recreation Department. Organized use of City sports parks is prohibited without a permit. Contact the Parks and Recreation Department for more information. Sports field lighting is not available to the public.
b. 
Football Field is unavailable August — November for contract use by the Smithville youth football program.
[Ord. No. 3104-21, 4-20-2021]
A. 
The following categories are utilized only for the purpose of determining fees and charges for events. All events will be charged as a Category II unless documentation required is submitted stating a sponsorship with the City.
Misrepresentation of any event category will result in loss of an organization's category status, all deposits and/or fees paid and may jeopardize future reservations.
1. 
Category I - City Or City Co-Sponsor. A joint use agreement with the City is required. Generally, applicants do not pay rental fees unless the event imposes additional expenses to the City.
2. 
Category II - Other. Subject to any fees according to the Schedule of Fees.
[Ord. No. 3104-21, 4-20-2021]
A. 
Parades. A parade is defined as any parade, march, race, walk or procession, or any similar event, in or upon any public street, pursuant to Section 520.100 of the Municipal Code.
1. 
Standards Of Issuance. A parade permit shall be issued under the following considerations:
a. 
The conduct of the parade will not substantially interrupt the safe and orderly movement of other traffic contiguous to its route;
b. 
The concentration of persons, animals and vehicles at assembly points of the parade will not unduly interfere with proper police protection of areas contiguous to such assembly areas;
c. 
The conduct of the parade is not reasonably likely to cause injury to persons or property, to provoke disorderly conduct or create a disturbance; and
d. 
The parade is scheduled to move from its point of origin to its point of termination expeditiously and without unreasonable delays en route.
2. 
Exceptions. This Subsection shall not apply to:
a. 
Funeral or wedding processions.
b. 
Students going to and from school classes or participating in education activities, providing such conduct is under the immediate discretion and supervision of the proper school authorities; or
c. 
A governmental agency acting within the scope of its functions.
B. 
Special Events. A special event is defined as any ceremony, show, exhibition, festival, pageant or gathering, or any similar event, in or upon any public street, pursuant to Section 520.100 of the Municipal Code.
1. 
Standards Of Issuance. A special event permit shall be issued under the following considerations:
a. 
The conduct of the special event will not substantially interrupt the safe and orderly movement of other traffic contiguous to its route;
b. 
The concentration of persons, animals and vehicles at assembly points of the special event will not unduly interfere with proper police protection of areas contiguous to such assembly areas; and
c. 
The conduct of the special event is not reasonably likely to cause injury to persons or property, to provoke disorderly conduct or create a disturbance.
2. 
Exceptions. This Subsection shall not apply to:
a. 
Funeral or wedding processions.
b. 
Students going to and from school classes or participating in education activities, providing such conduct is under the immediate discretion and supervision of the proper school authorities; or
c. 
A governmental agency acting within the scope of its functions.
[Ord. No. 3104-21, 4-20-2021]
A. 
Posting Signs In City Parks. Applicants requesting to display signs at City parks and facilities during reservations are subject to the sign requirements outlined in Section 400.505 of the Municipal Code. Requests must be approved during the application process. Signs must be removed at the end of the reservation.
B. 
Advertisements. For any event that will be advertised to the public, the following disclaimer is required to be printed on the flyer or electronic communication:
This event is a private reservation and is not endorsed or sponsored by the City of Smithville.
[Ord. No. 3104-21, 4-20-2021]
A. 
Applications.
1. 
An applicant applying on behalf of an organization must be authorized by that organization to reserve facilities.
2. 
Applications and all required documentation should be submitted at least thirty (30) calendar days prior to the requested reservation date. Requests received outside this timeframe may be granted only if time and conditions allow. An approved application does not guarantee access to the facility. A facility is not considered reserved until payment is received in full.
3. 
Applicants have the ability to re-schedule within seven (7) days of making the initial reservation.
B. 
Changes And Cancellations. The City will not be held financially or legally responsible for consequences experienced by users due to circumstances beyond the City's control, including, but not limited to inclement weather, natural disasters and naturally occurring health hazards. The City reserves the right to cancel or reject current and future reservations due to the misrepresentation, misuse of facilities, flagrant violation of policies and regulations, or mistreatment of staff.
C. 
Changes.
1. 
Changes, include, but are not limited to, any adjustment to time, number of attendees, etc.
2. 
Only one (1) change per application with a 48-hour advanced notice will be processed.
D. 
Cancellations.
1. 
Cancellations are defined as discontinuing a reservation and not rescheduling. Cancellations must be made more than thirty (30) days prior to the event.
2. 
Cancellations made less than thirty (30) days prior to the original reservation date forfeit all fees paid (excluding deposits). No shows are considered cancellations.
E. 
Deposits.
1. 
Any expense incurred by the City to correct facilities and/or equipment not returned to original condition due to the applicant's use will be billed against the applicant's deposits.
2. 
The City reserves the right to bill the applicant for damages and costs incurred above the deposit amount.
F. 
Insurance.
1. 
Liability insurance coverage in the amount of two million dollars ($2,000,000.00) per occurrence is required for outdoor events consisting of one hundred (100) or more people. Any event requiring such liability insurance must provide a copy of the certificate of insurance and a separate endorsement page naming the City of Smithville as additionally insured. Events held at Smith's Fork Park facilities also require the Army Corps of Engineers to be listed as additional insured.
2. 
A City of Smithville "Hold Harmless Agreement" is required as part of the application.
[Ord. No. 3104-21, 4-20-2021]
A. 
Alcohol is prohibited for indoor facility permits.
B. 
Completion of the alcohol section of the special event application and a temporary liquor license will need to be reviewed and approved by the Chief of Police and Board of Aldermen for events serving alcoholic beverages. Security is required for all events serving alcoholic beverages.
C. 
Any person or group wishing to serve alcoholic beverages at an outdoor facility will be required to prove bartenders are at least twenty-one (21) years of age, with proof of completion of the State of Missouri Alcohol Responsibility Training (SMART) Online Server Training Program. Bartenders and serving attendants are not allowed to drink alcoholic beverages or be under the influence of alcohol while serving alcohol.
D. 
Alcohol may only be consumed within the authorized area, and not beyond the perimeters of these areas. (Alcohol use is not permitted on athletic fields or courts.)
E. 
The applicant is responsible for contacting the Missouri Department of Public Safety to obtain a license if alcohol is to be sold during the scheduled activity. A copy of all applicable liquor licenses must be provided.
F. 
Service to or consumption of alcoholic beverages by minors will result in immediate cancellation of the event without refund of fees. Alcohol is not allowed at events where the majority of participants are minors.
G. 
Alcoholic beverages may only be served within a designated area that is pre-approved by the City, pursuant to Section 600.070 of the Municipal Code.
H. 
Alcoholic service must be suspended one (1) hour prior to the ending time of the event. At last call, only one (1) drink per person will be allowed, and the serving cup size may not exceed ten (10) ounces.
[Ord. No. 3104-21, 4-20-2021]
Smoking is prohibited in all indoor facilities. Smoking is only permitted in designated smoking areas for outdoor parks and facilities.
[Ord. No. 3104-21, 4-20-2021]
The City of Smithville reserves the right to require security at events held on City property. A security plan must be submitted for all parades and special events, subject to approval by the Police Department.
[Ord. No. 3104-21, 4-20-2021]
A. 
Generally.
1. 
If an event will require the closure of any portion of City roadways (i.e., partial lane closures or complete road closures), a map and traffic control plan showing road and lane closures, delineation, and detour routes meeting the requirements of the Manual on Uniform Traffic Control Devices (MUTCD) is required.
2. 
Certification that the applicant or sponsoring organization has notified, in writing, all owners, managers, or residents of property adjacent to the proposed street closing(s), to include: 1) name of event; 2) name of sponsor organization, mailing address, and telephone number; 3) date of event; 4) starting and ending times; and 5) detailed description of streets to be closed.
B. 
Block Parties.
1. 
A "block party" is defined as barricading a specific portion of a residential street, denying access to the through-traffic for a purpose of allowing the residents who reside within the barricaded area to conduct a special event.
2. 
At least sixty percent (60%) of the residents who live in the blocked-off area must sign this application indicating they are in favor. Neighborhood block parties are to be conducted only between the hours of 7:00 a.m. and 10:00 p.m.
C. 
Reservation Times. Reservation times requested on the application must include the entire time needed to prepare food, decorate, set-up before the event and to completely clean up after the event. Refunds or credits are not available for early departure from a scheduled reservation or for unused time or facility.
D. 
Festival Vendors. If an event will have vendors present, the vendors are subject to Section 610.110 of the Municipal Code.
E. 
Structures. If an event includes structures (i.e. bleachers, tents, stages, platforms, etc.), a site plan identifying the location of such structures, including electrical, plumbing, and sanitation plans is required as part of the application process.