330 Route 376, Hopewell Junction, New York 12533

Town of East Fishkill Recreation

330 Route 376, Hopewell Junction, New York 12533

845-226-8395 ph ~ 845-223-5581 fax

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FACILITY USE PACKET CONTENTS

FACILITY/FIELD USE REQUEST FORM EFR 102

FACILITY/FIELD USE REQUEST FORM EFR 104

FACILITY/FIELD USE CHANGE FORM EFR 108

COMMUNITY CENTER USE REQUEST FORM EFR 110

COMMUNITY CENTER RENTAL POLICY

APPLICATIONS FOR PARKS RECREATION SPONSORSHIP

FORMS EFR 114A and EFR 115

HOLD HARMLESS FORM EFR 116

FACILITY/FIELD USE GUIDELINES

PAVILION AND TENT USE GUIDELINES

FACILITY/FIELD LOCATIONS AND NUMBERS

CERTIFICATE OF LIABILITY INSURANCE CERTIFICATE SAMPLE

Town of East Fishkill Recreation

330 Route 376, Hopewell Junction, New York 12533

845-226-8395 ph ~ 845-223-5581 fax

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Facility Use Request Form EFR-102

Organization:______Contact Person:______

Phone:______E-mail:______

Mailing Address: ______City: ______Zip: ______

Facility Requested:______

Purpose of Request:______

Day & Date of Request:______Times:______Number of Participants:______

(Multiple dates/facilities use Attached Form EFR-104)

Special Notes: ______

Insurance certificate naming the Town of East Fishkill as additionaly insured.

Facility Use Fee:______

There is NO ALCOHOL permitted on any town property, violators will be subject to prosecution.

The field may be closed at the discretion of the Town. In the event of rain call the rainout number 845-223-1301. For other field issues or questions, contact Bill Green at the Recreation Office at 845-226-8395 or email

Renter has received a copy of Facility Use Guidelines.

Renter Signature:______Date:______

Submit Facility Use Requst Form(s) to the Recreation Office, 330 Rt. 376, Hopewell Jct., NY 12533 or via email or fax. Requests must be submitted at least four weeks in advance and will be subject to availability. Please note this form is used for all town facility requests including the Community Center, field space, and the pavilions/gazebo located at both Hopewell Park and Lime Kiln Park. *Fees subject to change

______

For Office Use Only:

Date Received:______

Security Paid: Yes NO Insurance Received: YesNo Rules Distributed: Yes No

Approved By:______Signed:______Date:______

Depts Notified (Check Each): Grounds______Rec. Board______EFPD ______

Paid:______Cash/Check/Credit:______Date:______

Form EFR-102

Town of East Fishkill Recreation

330 Route 376, Hopewell Junction, New York 12533

845-226-8395 ph ~ 845-223-5581 fax

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Facility Use Request Form EFR-104(This form must be attached to form EFR-102)

Date:______

Organization:______Contact Person:______

Season/Year: ______

(Example: Fall 2014 or Spring 2015)

Projected Statistics: Total # of Teams using Town Fields: ______

Attach additional sheets if needed.

Special Notes

Form EFR-104

Town of East Fishkill Recreation

330 Route 376, Hopewell Junction, New York 12533

845-226-8395 ph ~ 845-223-5581 fax

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Facility Change/Cancelation Form – EFR-108

All cancellations and change requests must be submitted to the Recreation Office on Form EFR-108. Non-use of fields/facilities without notification will be subject to a penalty fee.

Organization:______Contact Person:______

Phone:______E-mail:______

Mailing Address: ______City: ______Zip: ______

Facility Requested:______

Purpose: CHANGE or CANCELLATION

Circle One

Cancellation: Date(s) of Cancellation ______

Change: NEW Date(s) Requested:______Times:______

Number of participants:______

(Multiple dates/facilities use Attached Form EFR-104)

Renter Signature:______Date:______

Submit Facility Use Form(s) to the Recreation Office, 330 Rt. 376, Hopewell Jct., NY 12533 or via email or fax. All requests are subject to availability. Please note this form is used for all town facility requests including the Community Center, field space, and the pavilions/gazebo located at both Hopewell Park and Lime Kiln Park.

*Fees subject to change

______

For Office Use Only:

Date Received:______

Security Paid: Yes NO Insurance Received: YesNo Rules Distributed: Yes No

Approved By:______Signed:______Date:______

Depts Notified (Check Each): Grounds______Rec. Board______EFPD ______

Paid:______Cash/Check/Credit:______Date:______

Fotm EFR-108

Town of East Fishkill Recreation

330 Route 376, Hopewell Junction, New York 12533

845-226-8395 ph ~ 845-223-5581 fax

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Facility Use Permit Form EFR-110

This permit assigns the ______

(Organization/Individual)

To use the______field/facility.

On:______From:______to______.

(Date) (Time)

Contact Person:______

Type/Reason for Rental: Party ___ Meeting ___ Other ______

Contact Email:______

Contact Phone Number:______

______

Securtiy Deposit (Cash)______

Rental Fee______

Issued by: ______

Date Issued: ______

______

Security Deposit returned on:______

(Date)

Received By:______

(Signature)

PERMITS MUST BE KEPT IN THE POSSESSION OF THE USER AND SHOWN TO AUTHORITIES UPON REQUEST.

RENTALS ARE FOR DOWNSTAIR ROOM ONLY –UPSTAIRS PROHIBITED

NO ALCOHOLIC BEVERAGES ARE PERMITTED ON TOWN PROPERTY.

3 DAY (72hours) NOTICE FOR CANCELLATIONS OR $100 PENALTY

Maintenance Supervisor: Butch Kidney 845-416-0633

Form EFR-110

Rev 1/2018

EAST FISHKILL COMMUNITY CENTER

RENTAL POLICY FOR PARTIES

The scheduling of meetings and events at the East Fishkill Community Center must be submitted and approved through the East Fishkill Recreation Office.

MANAGEMENT AND GENERAL RULES OF OPERATION

1. Booking calendar closes the last day of previous month. Requests for scheduled dates and hours for the facility must be submitted to East Fishkill Recreation Department.
2. Organizations/Individuals using the Community Center must abide by all the building rules and regulations such as emergency evacuation procedures, building limit capacity, no alcoholicbeverages or other illegal substances, no smoking, responsibility for the care and upkeep of building furnishings and supplies.
3. Facility closes 10:00pm, occupancy after 10:00pm is prohibited.
4. A 72 hour notification of cancellation is required by submitting Form EFR-108, or subject to $100 penalty fee.
5. No decorations are allowed on the walls or ceilings at any time.
6. All chairs must be returned to the storage closet and tables set back up as previously arranged.
7. The Community Center is expected to be left in the same condition as it was upon arrival.
8. A copy of the renters current Homeowner’s Insurance title page is required.
9. All non-profits must provide a copy of the exempt certificate (Federal 501C3, NYS tax exempt Form st-119.1)
10. Renters are prohibited from accessing the second floor and its’ facilities unless otherwise assigned.
11. Security deposit is to be paid in cash only.

All fees, guidelines, and rules are subject to change.

Scheduling of the Community Center is subject to change when the Recreation Department deems it necessary. (i.e., emergencies, maintenance issues, conflicts, and special events, etc.)

Closings will follow the WCSD calendar: Weather related cancellations/early dismissals, etc.

Please call 845-226-8395 for information.

Renter Signature______Date______

Recreation Signature______Date______

Town of East Fishkill Recreation

Application for Parks Recreation Sponsorship

The Town of East Fishkill Recreation provides programs, events, and services that serve the growing and changing needs and wants of the community. Our town parks and programs enhance the quality of life for thousands of town residents and visitors each season. The Town offers sponsorship opportunities that generate revenue to subsidize the costs associated with the operation of recreation. Revenues collected through sponsorships are used to enhance the experience of park users, recreation programming, special events, and reduce costs of recreation facility maintenance. The Town desires to limit sponsorships only to those that will enhance the positive image of the Town of East Fishkill.

SPONSORSHIP CRITERIA AND APPROVAL

At a minimum, the following criteria shall be taken into consideration when determining sponsorship compatibility when evaluating a sponsorship proposal; in all cases the Town Board and/or Recreation Director, as outlined herein, will have the prerogative to accept or deny a potential sponsorship:

a)Sponsors promoting alcohol, tobacco, and firearms are prohibited.

b)Political advertisements, defined as those promoting a particular candidate, political affiliation, or political position regardless of the timing of a ballot, shall be expressly prohibited. This restriction shall not prohibit a person appointed or elected to office from promoting a business they may own or operate.

c)The Town Board and/or Recreation Director, or his/her designee, will review the proposed sponsorship banner to confirm/determine whether the Sponsor meets the adopted restrictions, standards, and guidelines set forth in this policy.

d)The Town intends to preserve its rights and discretion and exercise full editorial control over the placement, content, appearance, and wording of sponsorship affiliations and messages. The Town may make distinctions on the appropriateness of sponsors on the basis of subject matter of a potential sponsorship message. The Town will not deny sponsorship opportunities on the basis of the potential sponsor’s viewpoint. Considerations will include, but not limited to:

1)The potential sponsor’s past record of involvement in community and community projects.

2)The desirability of association – the image to youth audiences.

Form EFR-114A (March 2017) Page 2 of 4

Town of East Fishkill Recreation

Application for Parks Recreation Sponsorship

PERMISSIBLE CONTENT

The following content will be deemed appropriate:

a)The legally recognized name of the sponsorship organization.

b)The sponsor’s organizational slogan/tag line.

c)The sponsor’s product or service line, described in brief.

d)The sponsor’s phone number, address, website, or email.

e)The sponsor’s logo.

ADDITIONAL INFORMATION

a)Under no circumstances may the Town’s logo/seal be displayed on sponsorship banners or advertising without written approval from the Town Board.

b)Adverse weather conditions and/or high winds may cause a delay in banner displays.

c)The Town reserves all rights to remove banners at their discretion due to circumstances such as, but not limited to, safety, weather, and site distance.

d)The Town reserves the right to make final determinations of all banner locations and methods of suspension as conditions of public safety and traffic may require.

e)Banners not claimed two weeks after their removal will be disposed of at the Town’s discretion.

f)All sponsor supplied banners must be delivered to the Recreation Department at 5 Old Lime Kiln Rd.

g)The Town will be directly responsible for banner installation and removal.

h)Sponsorship fee is payable by either cash or check made payable to the Town of East Fishkill.

i)All sponsorship fees are non-refundable and must be submitted with this application.

j)No more than one (1) banner per applicant/Sponsor on each field.

k)Town is not responsible for damaged, vandalized, or lost banners.

Form EFR-114A (March 2017) Page 3 of 4

Town of East Fishkill Recreation

Application for Parks Recreation Sponsorship

SPONSOR SUPPLIED BANNER

Banner size cannot exceed 6’ Length x 3’ Height

Banner must have pre-installed grommets in each corner of the banner.

Banner must be made of 10 oz. or greater standard indoor/outdoor banner material.

Town will supply zip-ties for installation.

Banner will be displayed for designated time-period or life of the banner.

Banner Applicant has read and agrees to comply with all conditions and requirements noted on this application. Applicant will not hold Town responsible for damaged or lost banners.

Signature of Banner Applicant ______

Print Applicant Name ______

Date ______

Form EFR-114A (March 2017) Page 4 of 4

Town of East Fishkill Recreation

330 Route 376, Hopewell Junction, New York 12533

845-226-8395 ph ~ 845-223-5581 fax

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Application for Parks & Recreation Sponsorship

Form EFR-115

Organization:______Contact Person:______

Phone:______E-mail:______

Mailing Address: ______City: ______Zip: ______

Make checks payable to the Town of East Fishkill. Return check and completed form(s) to:

Town of East Fishkill Recreation, 330 Route 376, Hopewell Junction, NY 12533

Print Copy can be sent electronically via email to Inquires 845-226-8395

□ 2018 Recreation Guide (January 2018 – December 2018) Booklet Size 8.5 x 5.5, Color

The Recreation Guide is distributed annually to 6,000 local residents

APPLICATION DEADLINE FOR THE 2018 RECREATION GUIDE IS DECEMBER 01, 2017

□ Full Page $400

□ 1/2 Page $200

□ Business Card $100

□ Community Day Sponsorship - September 2018. Booklet size 8.5 x 5.5, Black & White

□ Full Page $50

□ Half Page $25

□ 2017 Field Banner Sponsorship (April 2018 – November 2018)

* Banner Sponsorship must include completed Form EFR-114A attached

□ $250

Sponsor All Three and receive a special rate for Full Page and Banner

□ $600 (a savings of $100)

Form EFR-115

Town of East Fishkill Recreation

330 Route 376, Hopewell Junction, New York 12533

845-226-8395 ph ~ 845-223-5581 fax

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Indemnification and Hold Harmless Agreement

______does hereby covenant and agree to defent,

Name of Organization

Indemnify, and hold harmless the Town of East Fishkill from and against any and all liability,

Loss, damages, claims, or actions (including costs and attorneys fees) for bodily injury and/or

Property damage, to the extent permissible by law, arising out of or in connection with the

Actual or proposed use of the Town of East Fishkill property, facilities, and/or services.

Organization Name: ______

Authorized Name: ______

Authorized Title: ______

Authorized Signature: ______

Date: ______

Please return fully endorsed and dated to:

Town of East Fishkill

Recreation Department

330 Route 376

Hopewell Junciton, NY 12533

Form EFR-116 (March 2016)

Town of East Fishkill Recreation

330 Route 376, Hopewell Junction, New York 12533

845-226-8395 ph ~ 845-223-5581 fax

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FACILITY USE GUIDELINES

Guidelines for the all location and management of athletic fields and facilities permitted by the Town of East Fishkill Recreation.

East Fishkill Recreation will coordinate and allocate the use of its athletic fields and facilities for Town and non-town organizations to hold league play, practices, tournaments, and other sport related events as well as resident and non-resident use of the facilities for event rentals. The Recreation Department will monitor proper use of allocations and permits. Priority will first be given to Town of East Fishkill recreation sports programs, Town of East Fishkill residents, and Town of East Fishkill special events. Due to increased demand, requests are not guaranteed. The Town of East Fishkill Recreation Department reserves the right to increase/decrease the number of fields assigned to an organization based upon prior usage, the need to accommodate new organizations, demographics and the unavailability of fields due to maintenance.

Facility Requests must include, but not limited to, the following:

Not-for-Profits

To qualify as a Not-for-Profit user, the organization must provide evidence of their Federal 501 (c) 3 filing and New York Sate non-profit status. Cetificate of Liability naming the “Town of East Fishkill” as Additional Insured, worded exactly as it appears on the attached SAMPLE.

Town Residents must provide:

• Proof of residency
• When required: Certificate of Liability naming the “Town of East Fishkill” as Additional Insured
• Community Center renters must submit a copy of their current Homeowner’s Insurance title page.

Town Leagues must provide:

• Certificate of Liability naming the “Town of East Fishkill” as Additional Insured, worded exactly as it appears on the attached SAMPLE.
• Financial Statement (Income & Expense) from previous year
• Team Rosters and Non-Resident Fees

*Town League is defined as organizations with at least 51% of Town of East Fishkill residents.

Non-Residents/Non-Town Leagues must provide:

• Certificate of Liablility naming the “Town of East Fishkill” as Additional Insured, worded exactly as it appears on the attached SAMPLE.

Any organization/person utilizing a Town facility must provide, in addition to what is listed above, any and all pertinent information upon request. Organizations that do not meet all of the requirements will not receive a field allocation, but may be allowed to receive fields for use under the hourly rates or as outlined in the Fee Schedule adopted by the town of East Fishkill, providing they meet requirements regarding liability insurance.

Notice of Non-Use of Field

Any organization/person that has been allocated fields or facilites and does not intend to use them according to the agreement., shall notify the Recreation Office by submitting form EFR-108. Failure to comply with this non-use of a field/facility procedure may result in revocation of allocated field(s) and future scheduling. No-shows who did not notify the Recreation Department by submitting form EFR-108 will be subject to a penalty fee.

Permit/Agreement Cancellation

The Town of East Fishkill Recreation Department reserves the right to cancel the use agreement/allocation of any Town field/facility at their discresion.

Inclement Weather

The Town of East Fishkill Recreation Department reserves the right to close any field/facility due to inclement weather. Be aware that if organizations use the field/facility during inclement weather, you and your organization will be held responbsible for any and all damages that may occur as a result of such use including repair costs and lost revenue due to prolonged closure. It is the user group’s responsibility to call the Field Closing Number, 845-223-1301, to verify field closures.

Lightening/Thunder Policy

Outdoor events will immediately cease at the first sign of thunder or lightening for a period of thirty (30) minutes after the last thunder or lightening strike before play can be resumed. All groups are responsible for adhering to this policy.

Subletting and Assignment of Athletic Fields

At no time may an organization or individual sublease their assigned fields to other user or groups.

Alcohol Policy

Alcoholic beverages are strictly prohibited on any and all town property including fields and facilities.

Community Center, Pavilions, Tents

Fee is due at time of request, to be submitted with the Facility Use Request Form, EFR-110

See further details below.

Field Rental

Fee is due at time of request, to be submitted with the Facility Use Request Form, EFR-102.

Payment Method

Cash or Check made payable to the “Town of East Fishkill”

Concessions

Leagues are prohibited from selling food or beveages on Town fields/facilities. All concessions are contracted by independent vendors. Special considerations may be made upon request.

Neighbors

Consideration for neighbors adjacent to and adjoining Town property is appreciated.

Site Specific Field Use

Some sites may have restricted use due to the location of the athletic fields, neighborhoods, or limited parking. Additional site specific measures may be added related to these facilities. Check your permit for specific instructions. This includes, but not limited to, the need for additional porta-johns, trash bins, dumpsters, traffic control, etc.

Mass Assembly

Mass Assembly is defined by any group of 1,000 patrons or more. A special Mass Assembly permit is required and may be obtained from the Town Clerk’s Office.

Field Rest and Renovation

Field rest and renovation programs may be scheduled to maintain field sustainability. The Recreation Department does attempt to be flexible in accommodating user groups however, ultimately the health and safety of the user and the condition and playability of the fields take priority. This may require the closure of fields/facilities, denial of use, or alternate site assignment if necessary.