The City of Evanston’s Parks & Recreation Department has a rich tradition of providing quality leisure – based facilities, programs and services to the community. Throughout its history, the Parks & Recreation Department has actively worked to meet the recreational needs of its residents. The demand for recreational opportunities has grown at a more rapid pace than the Parks & Recreation Department’s ability to provide quality parks and facilities to house these programs. Due to the limited resources, the Parks & Recreation Department has instituted and efficient, fair, and transparent system for managing their sports fields.

The Parks & Recreation Department has created a Sports Affiliate Program. The program establishes a fair, equitable, and cost-effective system in which to manage our limited sport field resources and administer reservations at the Parks & Recreation Department.

Benefits of the Sports Affiliate Program

For the Parks & Recreation Department:

• Allows for an efficient response to requests for facility space from outside organizations.
• Supports the Parks & Recreation Department mission of creating and fostering partnerships.
• Ensures that tax-supported facilities are assigned and utilized in a manner that is aligned with the Parks & Recreation Department’s mission, vision, and values.
• Provides the Parks & Recreation Department with vital information concerning organizations that have access to its facilities in order to assure compliance with use requirements.

For the Community:

• Defines a clear system for how groups can gain access to Parks & Recreation Department resources.
• Ensures that the use of tax-supported facilities is fairly distributed among the various user groups.
• Sets top priority for relationships between Parks & Recreation Department and user groups that
  enhance recreational opportunities available to Evanston residents.
• Establishes limits on facility use by groups to ensure facilities are protected from overuse and to
  provide access to the general public.

Sports Affiliate Program Structure

The Sports Affiliate program has been established to effectively manage and protect the department’s facilities and sports fields while maximizing the benefits to Evanston residents. Organizations that do not meet the requirements into the program will still have the ability to request use of the department’s facilities, but will be required to follow the same procedures, policies, and fees as set for the general public.

Affiliate Organization (No fee)
This category is reserved for organizations that closely match the Parks & Recreation Department in mission and objectives, serve the community similar to the Parks & Recreation Department, or are able to participate in a partnership that is mutually beneficial. Examples include other Evanston government entities through intergovernmental agreements, Evanston area educational institutions through facility sharing agreements, or non-profit corporations with a long-standing history in the community. These organizations provide an avenue for the Parks & Recreation Department to meet its mission and enhance the recreational opportunities to the residents of Evanston by working together.

Affiliate Organization (Reduced fee)
These organizations provide and actively promote non-competitive recreation opportunities available to Evanston residents without any pre-qualifications, other than age. They must demonstrate annual participation levels with at least 75% of this participation coming from Evanston residents. These organizations must be non-profit corporations (registered with the State of Illinois as a 501 c(3) for operating with a volunteer board of officers). In addition, these groups or organizations must possess liability insurance in excess of one million dollars aggregate and be willing and able to name the City of Evanston as additionally insured.

Becoming Part of the Sports Affiliate Program

Participation in the Sports Affiliate program is open to any organization as long as they meet the program criteria. In order to participate in the program, an organization must first complete and submit a Sports Affiliate Program Application with the required documentation. This application and accompanying information serves as the basis for determining if an organization will be accepted into the Sports Affiliate program.  If you are interested in receiving the link to the online form please email misaacson@cityofevanston.org to request the application.

Acceptance into the Sports Affiliate Program

Not all organizations that apply to be part of the Sports Affiliate program may be accepted. Possible reasons for being denied participation in the program are incomplete applications; organizations that do not meet the requirements outlined in the program structure; organizations that provide similar services to those already provided by the Parks & Recreation Department or existing Sports Affiliate member organizations. Additionally, groups who have been placed in the program in the past, but have failed to live up to the expectations set by the program may be denied. There is no guarantee that groups will automatically be accepted into the program, even if they have participated in past years. Organizations accepted in the sports affiliate program must reapply every three years. Organizations not participating in the Sports Affiliate program are still welcome to apply for use of park or facility space

following the guidelines set for the general public.

Review Process for Acceptance into Sports Affiliate Program:

1. Complete application and supporting documentation will be initially reviewed by Parks & Recreation staff.
2. Organizations will be notified in writing whether they are approved to move to Parks & Recreation Board review or denied.
3. Organizations that were approved by staff will then be reviewed by the Parks & Recreation Board for final approval.
4. Organizations will be notified in writing if they received final approval and are designated for the calendar year as a Sports Affiliate of the Parks & Recreation Department or denied.
5. Approved Organization will need to reapply for Sports Affiliate status three (3) years after their initial approval year.

Advantages of Participation for Organizations
The Sports Affiliate program is designed to provide qualified organizations specific benefits for participation

• Priority scheduling before the general public for facilities.
• Reduced fees for use of Parks & Recreation Department facilities.
• Access to non-City owned or operated recreation facilities that the Parks & Recreation Department
  manages or schedules on another party’s behalf.
• Ability to store supplies and /or equipment in pre-approved outdoor locked storage containers. The
  approved storage containers will be provided by the organizations.

Expectations of Sports Affiliate Organizations
In order for an organization to have and keep the above benefits, they will be expected to adhere to the terms of the program and Parks & Recreation Department expectations. Some of these expectations include:

• Demonstration and /or documentation of compliance with all terms outlined.
• Designation of two persons to serve as organization representatives to work with department staff to coordinate the organization’s use of Parks & Recreation Department facilities; communication of organization representative changes.
• Compliance with Parks & Recreation Department General Use Ordinances in the City Code.
• Timely payment of required fees or charges.
• Communication to your participants regarding Carry-In/Carry-Out program to reduce waste in the parks.
• The results of Criminal Background and Sexual Offender check being conducted by the organization for all staff and volunteers having contact with minors must be submitted to the Parks & Recreation Department.
• Present before the Parks & Recreation board about the status of their organization in non-renewal
  years.
• Provide a current general liability insurance certificate naming the City of Evanston as additionally insured.
• Provide yearly participant statistics with supporting documentation.

Sports Affiliate Fees

2024 Rates:

• $10/ Hour per field for Grass Fields and Baseball/Softball Diamonds
• $30/ Hour per field for Athletic Turf Fields
• $10/ Hour Per Tennis Court
• Room Rentals for affiliate business at City of Evanston Community Centers will receive a 50% discount on rental fees. Security deposit required.

Field Use fees and room discounts are subject to change annually at the discretion of the Parks & Recreation Department.

Indoor Facilities Available to Affiliate Participants

Participants in the Sports Affiliate program are eligible to reserve rooms in Parks & Recreation Department facilities for a reduced rate. Each community center has specific rental applications, security deposit requirements and other separate rules and regulations that must be followed. The rules and regulations will be communicated to organizations when rental contracts or permits are issued and are designed to protect the facility, user, and the Parks & Recreation Department. Affiliate status does not guarantee facility room use. Availability will be based on the schedule and staffing of each individual center.

Guidelines for Facility Use

Facility Use and Allocation Standards
The Sports Affiliate program recognizes the importance of having an equitable system for managing the use of Parks & Recreation Department facilities. Parks & Recreation Department facilities are available not only to Sports Affiliate organizations but also to the general public through Parks & Recreation Department sponsored activities or on their own in accordance with the City Code. With this in mind the Sports Affiliate program sets forth the following standards in regard to the use and permitting of the community parks, centers, and specialized facilities:

• The Parks & Recreation Department has a responsibility to provide open space for free play and community access apart from organized activities. As a result, the Parks & Recreation Department will work to assure that a portion of open hours are dedicated to public use and are not permitted for any outside activities.
• No reservations will be made at areas under construction when doing so places undue hardships on the Parks & Recreation Department and users of the property, or poses safety concerns that are not realistically manageable.
• The Parks & Recreation Department reserves the right to temporarily close facilities when unsafe conditions exist including but not limited to, weather, overuse wear, special events, unforeseen emergencies, etc.
• Sports Affiliate organizations will not be able to request City of Evanston facility use for any other purpose than their own. If an organization reserves the use of facility space for an organization or group outside of their own they may forfeit affiliate status.
• The following is the order by which facility use will be prioritized:

1. City of Evanston programs and special events
2. District 65 requests
3. Sports Affiliate group requests
4. Evanston residents / Evanston based organizations / District 202
5. Non-resident / Non-resident based organizations

Submitting Requests For Facility And Athletic Field Use
Organizations submit facility requests to the designated Parks & Recreation Department staff member. Sports Affiliate organizations need to submit their field requests by deadlines detailed in communication between the organization liaison and the Parks & Recreation staff. Late requests will be permitted only if the space has not been permitted prior to the deadline.

The Parks & Recreation Department does not typically permit athletic fields to any organization or individuals before March 15 or after November 15 of each year; these dates may be subject to change based on the decision of City of Evanston staff.

When requesting use of facilities, organizations must note set-up, tear-down, or clean-up time required as part of the reservation. Organizations are required to leave the facility in the condition in which it was found which includes cleaning up any materials and replacing furniture and/or equipment back in its original location. Carry In/Carry Out rule applies to all facilities—indoor and outdoors.

Notifying Parts And Recreation Staff Of Nonuse Due To Weather Issues
If an organization is forced to cancel field use due to a weather related issue they must notify Parks, & Recreation staff via the available online form within 14 days of the occurrence. These cancellations include the field closures issued by the City of Evanston parks department. Any cancelation notices submitted outside of that window may not be honored.

Participant Safety
Sports Affiliate organizations should visually inspect the facilities they are using and equipment they are working with before the start of each activity. Organization representatives need to familiarize themselves with the location and operation of emergency exits, restrooms, first aid kits and AED machines. If something appears unsafe, the organization representative must notify the Parks & Recreation Department and take actions that will ensure user safety.

Once the activity has ended, an organization representative stays on site until all participants have left the facility. Special care is to be taken with minors who are only released to parents, guardians, or other> responsible parties designated by their parent or guardian.

City of Evanston staff may close athletic fields and other outdoor areas due to current weather conditions to protect both the park and the participants. Whenever possible, staff will inspect field and make a decision on whether temporary closure is warranted. Because weather conditions can change rapidly and if a City of> Evanston staff member is not available, individual organizations make the decision on whether or not to continue play with keeping the safety of the participants and facilities in mind. Sports Affiliate organizations are required to abide by the Parks & Recreation Departments Wet Field Policy and to have safety policies in place to address outdoor safety concerns such as thunder and lightning.

All accidents and incidents, no matter how minor they appear, need to be addressed and reported. If an accident occurs during an organization’s use of a City of Evanston facility, the organization leader on site needs to act calmly, promptly, and efficiently to take care of the situation. If a Parks & Recreation Department staff member is on duty at the facility, organizations can request their assistance in providing First Aid. If a Parks & Recreation Department staff member is not present, organizations should to the best of their abilities respond to the situation, calling for help from ambulance or police as necessary.

The City of Evanston has a strong policy against any form or type of discrimination and harassment by, among, or to its affiliate organizations. Discrimination and harassment can be defined as any behavior that is disrespectful and causes discomfort to another person, be it physical, verbal, visual, or sexual. Organizations are responsible for their (and their employees’, volunteers’, and subcontractors’) own actions/conduct, and must never engage in discrimination and harassment.

Whenever the City of Evanston deems it reasonably necessary for security reasons, the City of Evanston may conduct at its expense, criminal background checks of Sports Affiliate Organization staff or volunteer, including fingerprinting and DCFS authorization. Sports Affiliate Organization shall reassign immediately any such individual who, in the opinion of the City of Evanston, does not pass the background check or fails the drug testing.

Questions About This Guide

This guide was created for organizations that are interested in using Parks & Recreation Department facilities and sports fields on a regular basis with the process of applying for and becoming a member of the Sports Affiliate program. It is also designed to serve as a resource for current Sports Affiliate members on Parks & Recreation Department policies and procedures. This guide is not an exhaustive list of every benefit and/or expectation associated with the program. Organizations should refer to their individual written agreements or consult with the department liaison for clarifications. If you have questions about information in this guide, contact the Parks & Recreation Department via the information below:

Margaret Isaacson, Conservation and Outdoors Division Manager
Parks & Recreation Department
City of Evanston
2100 Ridge Ave, Evanston, IL 60201
847-866-5056
Email: misaacson@cityofevanston.org