HomeMy WebLinkAboutV.2. CAPRA Administrative Procedures & Policies
South Bend Venues Parks & Arts
Administration, Policies and
Procedures Manual
Created for the Board of Park Commissioners May, 2007
Last Update April, 2018
Distribution List:
Available to all staff at the VPA SharePoint Data Share Hub:
Updated 2018
Administration, Policies & Procedures Manual Table of Contents
Venues Parks & Arts Board of
Commissioners:
Mr. Mark Neal President
Ms. Consuella Hopkins Vice President
Mr. Dan Farrell Member
Ms. Aimee Buccellato Member
Venues, Parks & Arts Administration
Aaron Perri Executive Director Jeff Jarnecki Deputy Director
Division Heads: John Martinez Maintenance Director
Jackie Appleman Experience Director
Jonathan Jones Recreation Director
Kimberly Williams Fiscal Director
Adam Miller Development Director
Matt Esau Marketing and Promotions
A. Descriptions
A.1. Park Law B. Parks B.1. History
B.2. List of Parks
C. Organization C.1. VPA Administration C.2. VPA Fiscal Operations
C.3. VPA Facilities & Grounds
C.4. VPA Recreation Division C.5 VPA Experience Division C.6 VPA Venues Operations
D. Policies D.1. General Policies 1000 D.2. Admin. Policies 2000 D.3. Marketing Policies 3000
D.4. Personnel Policies 4000
D.5. Public Safety/ Risk Prevention 5000 D.6. Financial Policies 6000 D.7. Program Policies 7000
D.8. Facilities Policies 8000
D.9. Volunteer Policies 9000
Introduction:
The City of South Bend’s South Bend Venues Parks & Arts Department states as its
Mission, “Venues Parks & Arts inspires a more livable South Bend for all, connecting us
to emotionally engaging experiences and to one another.” South Bend Venues Parks &
Arts makes certain that this ideal is compatible with the city’s overall planning effort as found in the city’s comprehensive City Plan and other community planning efforts.
Our venues aren’t only buildings, our parks aren’t only open spaces, and our programs
aren’t only for time that is “left over.” When utilized, these components of our city are
capable of offering quality experiences relating to one’s own needs, values and capabilities. This where we play, where we relax, where we experience, where we make
today happen.
With eyes towards progress, our efforts are aimed toward social equity, ecological
improvement, safety advancement, neighborhood and economic development, and health and wellness. Our department is committed to these five pillars reaching every
neighborhood and spanning every demographic. We use intentional strategies to create
meaningful change.
Aaron Perri, Executive Director from the 2017, VPA Annual Report
Section A – Descriptions
A.1 Park Law
A.1 Park Law
Municipal Code: Although this is not the complete collection of the City of South Bend’s Municipal
Code, these are the ordinances that are most often referenced for the South Bend
Venues Parks & Art’s operations. The complete body of the Municipal Code is
maintained by the City Clerk’s office, and for reference it can be accessed through the
internet at: http://www.municode.com/resources/gateway.asp?pid=13974&sid=14
CHAPTER 2 ADMINISTRATION
ARTICLE 4. EXECUTIVE DEPARTMENTS*
_________ *Editor's note: Section 3 of Ord. No. 7108-82 repealed former Art. 4 and enacted,
in lieu thereof, a new Art. 4 as herein set forth. The repealed article consisted of §§
2-20--2-23 and 2-25--2-27, which contained general provisions relative to executive
agencies and derived from: § 3 of Ord. No. 5390-72; §§ 1--4 of Ord. No. 5592-73; §
1 of Ord. No. 5794-75; § 1 of Ord. No. 5932-75; § 1 of Ord. No. 6193-77; and § 1 of Ord. No. 6722-79.
__________
Sec. 2-13. Departments established.
(A) The following executive departments are established to perform administrative functions required to fulfill the needs of the City's
citizens:
(1) Administration and Finance Department;
(2) Law Department;
(3) Public Works Department; (4) Police Department;
(5) Fire Department;
(6) Venues, Parks & Arts Department;
(7) Community Investment Department;
(8) Code Enforcement Department; (9) Building Department.
(10) Innovation and Technology Department
(B) In addition to functions statutorily provided, the administrative
functions of the departments of the City shall be as follows:
(1) Administrative and Finance Department: (a) Administrative matters;
(b) Fiscal matters;
(c) Purchasing;
(d) Personnel;
(e) License issuance; (f) City parking garages and parking lots;
(g) Human Rights Commission.
(2) Law Department: (a) Collection of overdue accounts receivable;
(b) Self insurance.
(3) Public Works Department:
(a) Engineering;
(b) Management of streets, including municipal services, parking, traffic control, and street lighting;
(c) Sanitation;
(d) Sewers;
(e) Waste water treatment;
(f) Waterworks; (g) Vehicle maintenance.
(4) Police Department.
(5) Fire Department.
(6) Public Parks Department:
(a) Parks: to include Zoos, Greenhouses, Playgrounds, Cemeteries, Recreation programs and centers.
(b) Century Center;
(c) Morris Performing Arts Center and Palais Royale;
(d) City parking garages;
(e) Cemeteries; (f) City streetscape and décor.
(7) Community and Investment Department:
(a) Redevelopment;
(b) Community development;
(c) Housing programs; (d) Economic development;
(e) Planning;
(f) Neighborhood development;
(g) License issuance;
(f) Historic Preservation Commission (8) Code Enforcement Department:
(a) Substandard buildings;
(b) License inspection and enforcement;
(c) Environmental code enforcement;
(d) Weights and measures; (9) Building Department:
(a) Building inspections and permits;
(b) Enforcement of building codes;
(c) Zoning inspection and enforcement;
(d) Board of Zoning Appeals administrative support; (e) Building trade licensing/registration testing and enforcement.
(10) Innovation and Technology Department
(a) Technology
(b) Business analytics
(c) 311 Customer Service Center
(C) A department head may establish, abolish or consolidate offices, divisions and bureaus within his department to permit the proper and
efficient operation of that department, subject to availability of
appropriated funds within the department and the approval of the
Mayor.
(D) A department head may supervise and coordinate the boards, commissions, authorities, departments, offices, divisions and bureaus
within his department except where prohibited by State law.
(E) No department head may delegate his duty to administer and supervise
his department, to issue rules or regulations as prescribed by law, or to
have the ultimate responsibility for the proper performance of the duties and functions vested in his department.
(F) Each department shall exercise such powers and perform such duties
and functions as are prescribed by law and as are directed by the
Mayor.
(Ord. No. 7108-82, § 3; Ord. No. 8246-92, § 1; Ord. No. 8393-93, § 1)
ARTICLE 5. BOARDS AND COMMISSIONS*
__________
*Editor's note: Section 4 of Ord. No. 7108-82 repealed former Art. 5 and enacted,
in lieu thereof, a new Art. 5 as herein set forth. Former Art. 5, which pertained to commissions, boards, departments and authorities, consisted of §§ 2-50--2-56 and
2-58--2-61 and derived from: § 3 of Ord. No. 5390-72; §§ 1--4 of Ord. No. 5645-
74; §§ 1--5 of Ord. No. 5689-74; §§ 1--3 of Ord. No. 5888-75; § 1 of Ord. No.
6365-78; § 1 of Ord. No. 6629-79; and § 1 of Ord. No. 6815-80.
__________
Sec. 2-58. Requirements of all boards, commissions and other entities.
(a) All boards, commissions, committees, and other entities having a
person appointed by the Mayor or the Common Council as a part of
their membership which is charged with governmental responsibility and which was created by operation of State or local law must comply
with the following requirements:
(1) File with the Offices of the City Clerk and the Mayor written
confirmation of the name of the entity; names of its current
members and by who each member was appointed; term of appoint of each member; names of the current officers; mailing
address; telephone number; facsimile number; email address;
official website if any; and the dates, time and location of all
regular meetings.
(2) File with the Offices of the City Clerk and the Mayor a copy of its meeting agenda at least forty-eight (48) hours prior to a
scheduled meeting consistent with its posting of the same for
Indiana Open Door Law compliance.
(3) File with the Offices of the City Clerk and the Mayor a copy of
the meeting minutes at least ten (10) business days following the
meeting held. All boards, commissions, committees and other entities filing minutes may file interim minutes, however once
such minutes are approved each such entity must file an accurate
set of minutes marked "Official" with the Offices of the City
Clerk and the Mayor in a timely manner.
(b) Any changes to a board, commission, committee or other entity governed by this section shall be reported to the Office of the City
Clerk within five (5) business days of the change taking effect.
(c) The Offices of the City Clerk and the Mayor shall keep on file all such
agendas and meeting minutes received pursuant to this section for
public inspection, but in no event shall such documents be maintained for a period longer than eighteen (18) months. Copies filed with the
Offices of the City Clerk and the Mayor are filed for informational
purposes only and shall not be considered official copies which are
required to be maintained by each such entity pursuant to the Indiana
Open Door Law.* __________
*State law references: Open Door Law, IC 5-14-1.5-1 et seq.
__________
(d) Compliance with this section shall be undertaken by the standing
committee having overall jurisdiction over such entity. (Ord. No. 8462-94, § 4; Ord. No. 9211-01, § III)
ARTICLE 7. BUDGETARY AND SALARY PROCEDURES
Sec. 2-86. Legislative findings. (a) The South Bend Common Council hereby finds that there is a need to
develop improved budgetary procedures which would clearly identify
requested appropriations.
(b) The Council therefore declares that the following budgetary
procedures shall govern the preparation of all budgets annually prepared for Common Council review.
(Ord. No. 6912-81, § 1)
Sec. 2-87. Proposed budget information.
(a) It shall be the duty of the City Controller to prepare a budget estimate for the ensuing budget year in accordance with applicable state law,
and provisions of this article.
(b) The City Controller shall file twelve (12) copies of the proposed
budget with the Chairperson of the Personnel and Finance Committee
of the Common Council at the time the budget ordinance is filed. (c) The following information shall be included within the budget book:
(1) Departmental budgets detailing departmental justifications for
budget line item requests. Each budget justification will include a
detailed description of the request, any requested personnel
changes, (position upgrades, position additions, deletions, etc.),
and reasons for any major increases or decreases from the prior year.
(2) Departmental budgets detailing requests by line item within the
four (4) standard budgetary object or expense classifications.
(3) Departmental budgets summarized by the four (4) standard
budgetary object or expense classifications: a. Personnel services. Includes direct labor costs of city
employees and related employee benefits.
b. Supplies. Includes fuels, stationery, general institutional
articles, etc. purchased and used by the City.
c. Other services and charges. Includes professional services, communication, insurance, utility service, rentals, and debt
service.
d. Capital outlays. Includes land, buildings, improvements,
machinery and equipment.
(4) Each Departmental budget will include a summary of the following information by line item:
a. Current YTD Expenditures,
b. Last year's actual expenditure,
c. Two (2) year's ago actual expenditures,
d. Departmental budget request and percent change, e. Final amount approved by Council and percent change.
(d) In addition to the budget book, the city controller shall provide five (5)
copies of the current staffing table to the Chairperson of the Personnel
and Finance Committee. The staffing table shall list all budgeted
positions and an indication of whether or not the position is filled or vacant.
(e) The City Controller shall also provide five (5) copies of the June 30
Chart of Accounts listing all expenditures for the current fiscal year.
(Ord. No. 6912-81, § 1; Ord. No. 7042-82, § 1; Ord. No. 8212-91, § 1)
Sec. 2-89. Statutory budget procedures.*
__________
*Editor's note: Section 3 of Ord. No. 8212-91, adopted Sept. 9, 1991,
renumbered former § 2-90 as 2-89 and added a new § 2-90.
__________ The Common Council and City Administration shall follow all other
statutory requirements regarding budget preparation as set forth by the
Indiana Code, as amended, and regulations of the State Board of Accounts.
(Ord. No. 6912-81, § 1)
Sec. 2-90. Final budget approval; report of City Controller.*
__________
*Editor's note: Section 3 of Ord. No. 8212-91, adopted Sept. 9, 1991,
renumbered former § 2-90 as 2-89 and added a new § 2-90.
__________
(a) The Common Council shall approve all departmental budgets by standard budgetary object or expense classification.
(b) The City Controller shall submit quarterly budget updates to the
Common Council and Mayor, within thirty (30) days of the close of
each calendar quarter, detailing all revenues received and expenditures
made by, and the financial status of, each department. (Ord. No. 8212-91, § 3)
Sec. 2-91. Ordinance required for new positions; notification of reclassification.
(a) No position shall be created for any employee, whether full- or part-
time, after the budget has been passed by the Common Council, unless an ordinance is passed by the Common Council approving such new
position(s) and its funding source(s). The Mayor shall be responsible
for filing such an ordinance for Council consideration. If said position
is created after the passage of the budget, and if an ordinance as
required by law has not been presented for Council consideration, the Mayor shall be considered in violation of this section.
(b) The Mayor shall give written notice to all members of the Common
Council and its attorney of all employee reclassifications.
Reclassification, for purposes of this section, shall mean any position
whose duties, and/or title, and/or salary or wages have been affected due to reorganization, updating job descriptions, consolidation or
expansion of positions. Said notification shall be given on a monthly
basis and should identify the funding change and funding source. If
notice is not received as provided by this section, the Mayor shall be
considered in violation of it. (c) Alleged violations of this section may be investigated by the Common
Council pursuant to IC 36-4-6-21.
(Ord. No. 6912-81, § 1; Ord. No. 7042-82, § 1)
Sec. 2-92. Salary ordinance procedures. (a) Any ordinances fixing the maximum salaries and wages of appointed
officers and employees of the City shall be governed by the following
rules and regulations:
(1) Each position shall be listed under the specific cost-center it is
listed under in the budget work sheets detailed by account. (2) Each position shall list its present salary or wage, and its
proposed salary or wage.
(3) All multi-funded positions shall include, by numerical footnote
reference, the amount and source of additional funding.
(b) There shall be no positions included in the salary ordinance that were not included in the budget ordinance or as passed by ordinance of the
Common Council during the preceding year.
(c) There shall be no "General Classification" sections within any
ordinance fixing the maximum salaries and wages of appointed
officers and employees of the City.
(d) Cost-center titles and position titles shall correspond with those listed in the budget work sheets detailed by account.
(e) All positions funded by federal revenue sharing shall include the
amount of such funding for each position.
(Ord. No. 7042-82, § 1)
Secs. 2-93--2-115. Reserved.
ARTICLE 11. PUBLIC PARKS*
__________
*State law references: Section 6 of Ord. No. 7108-82 repealed former Art. 11 and enacted, in lieu thereof, a new Art. 11 as herein set forth. Former Art. 11, "Parks
and Recreation," consisted of § 2-137 which derived from § 2-1 of the 1962 Code.
__________
Sec. 2-137. Adoption of applicable statute. The Public Parks Department shall operate under provisions of IC 36-10-4,
pursuant to IC 36-10-4-1(a).
(Ord. No. 7108-82, § 6)
ARTICLE 14. SPECIAL FUNDS*
________
*Editor's note: Section 9 of Ord. No. 7108-82 repealed former Art. 14 and enacted,
in lieu thereof a new Art. 14 as herein set forth. Former Art. 14, which consisted of
§§ 2-154--2-158 pertaining to sinking funds, derived from §§ 13-4--13-8 of the 1962 Code.
__________
Sec. 2-155. City development fund.
(a) A city development fund is created to be used to pay expenses incurred in promoting the betterment of the City including, but not necessarily
limited to, the following:
(1) Membership dues in local, regional, state and national
associations of a civic, educational or governmental nature which
have as their purpose the betterment and improvement of municipal operations.
(2) Direct expenses for travel, meals and lodging in conjunction with
City business or meetings of organizations to which the City
belongs.
(3) Expenses incurred in the promotion of economic or industrial development for the City including, but not limited to, meeting
room rental, meals, decorations, travel, awards, memorabilia.
(4) Expenses incurred in interviewing job applicants.
(5) Expenses incurred in developing relations with other units of
government.
(6) Other expenses of a civic or governmental nature deemed to be in the best interest of the City.
(b) Each year the City budget shall include separate sub-accounts within
the City development fund for the Mayor, the Common Council, the
Economic Development Department and other City entities or
departments, as deemed appropriate by the Common Council, appropriating the amounts to be expended under each sub-account
pursuant to subsection (a) of this section.
(c) Each year the City budget may also include monies for promotional
activities for the office of the Mayor, the Common Council, the
Economic Development Department and other City entities as deemed appropriate by the Common Council.
(Ord. No. 7108-82, § 9; Ord. No. 7768, § 1)
Sec. 2-156. Cumulative capital improvement fund.
A cumulative capital improvement fund is continued for purposes permitted under IC 36-9-16. It shall be funded and operated in accordance with
statutory requirements.
(Ord. No. 7108-82, § 9)
Sec. 2-160. General improvement fund. A general improvement fund is continued for purposes permitted under IC
36-9-17. It shall be funded and operated in accordance with statutory
requirements.
(Ord. No. 7108-82, § 9)
Sec. 2-166. Special events fund.
A special events fund is established to be used to receive monies and to pay
expenses related to the operation of special events sponsored or organized
by the City, including but not limited to the Ethnic Festival, the Winter
Celebration, and the World's Largest Garage Sale. Monies remaining in the fund at the end of the fiscal year shall not revert to the general fund. Any
monies remaining in the Ethnic Festival Fund shall be transferred into this
fund and remain available for the purposes so dedicated.
(Ord. No. 7108-82, § 9)
Sec. 2-167. Cumulative capital development fund.
(a) A cumulative capital development fund is established, to be used for
any purposes permitted under IC 36-9-16, for capital improvements;
for any purposes permitted under IC 36-9-16.5, for public ways and
sidewalks; for any purposes permitted under IC 36-9-26, for sewers; for any purposes permitted under IC 36-9-17, for general
improvement; for any purposes permitted under IC 36-8-14, for
firefighting building and equipment and police radios; for any
purposes permitted under IC 36-10-4-36, for parks; and forany
purposes permitted under IC 36-9-16-2 for public buildings and rights-of-way.
(b) Notwithstanding uses permitted under subsection (a) above, funds
accumulated in the cumulative capital development fund may be spent
for purposes other than those purposes stated in subsection (a),
provided that the purpose of the expenditure is to protect the public health, welfare or safety in an emergency situation which demands
immediate action. Funds may be spent under the authority of this
subsection only after the Mayor issues a declaration that the public
health, welfare or safety is in immediate danger that requires the
expenditure of money in the fund and files notice of such emergency declaration with the Board of Public Works.
(Ord. No. 7486-85, § 1)
Sec. 2-169. East Race Waterway promotional and development fund. (a) The East Race Waterway promotional and development fund is
established by a separate dedicated fund to be used to receive monies,
by way of donation. All sums of monies so collected and deposited in
said separate dedicated fund shall be used solely for the purpose of
promotion and developing the East Race Waterway. Monies remaining in the fund at the end of the fiscal year shall not revert to the general
fund.
(b) Any and all interest earned on the monies deposited in said dedicated
fund shall remain in the fund.
(Ord. No. 7886-88, § 1)
Sec. 2-170.2. Potawatomi Zoo nonreverting capital improvement fund.
(a) The Potawatomi Zoo nonreverting capital improvement fund is
established pursuant to IC 36-10-4-16.
(b) The increment increase of all admission fees charged to attend the Potawatomi Zoo established by the Board of Park Commissioners on
November 23, 1992, shall be deposited into this special fund.
(c) Funds may only be expended for capital improvements directly related
to the Potawatomi Zoo upon passage of a proper appropriation
ordinance by the Common Council. (d) Any and all interest earned on the monies deposited in this special
fund shall remain a part of the Potawatomi Zoo nonreverting capital
improvement fund.
(Ord. No. 8329-92, § 1, 12-14-92)
Sec. 2-170.3. Municipal Golf Courses nonreverting capital improvement
fund.
(a) The Municipal Golf Courses nonreverting capital improvement fund is
established pursuant to IC 36-10-4-16.
(b) The increment increase of all green fees for the use of Erskine, Studebaker and Elbel golf courses established by the Board of Park
Commissioners on November 23, 1992, shall be deposited into this
special fund.
(c) Funds may only be expended for capital improvements directly related
to the City's Municipal Golf Courses upon passage of a proper appropriation ordinance by the Common Council.
(d) Any and all interest earned on the monies deposited in this special
fund shall remain a part of the Municipal Golf Courses nonreverting
capital improvement fund.
(Ord. No. 8329-92, § 1, 12-14-92)
Sec. 2-170.4. Park and Picnic Facilities nonreverting capital improvement fund.
(a) The Park and Picnic Facilities nonreverting capital improvement fund
is established pursuant to IC 36-10-4-16.
(b) The increment increase of all charges for oven rentals, and the permit fees charged for the use of alcoholic beverages at various park
facilities established by the Board of Park Commissioners on
November 23, 1992, shall be deposited into this special fund.
(c) Funds may only be expended for capital improvements directly related
to the Park and Picnic Facilities maintained by the City upon passage of a proper appropriation ordinance by the Common Council.
(d) Any and all interest earned on the monies deposited in this special
fund shall remain a part of the Park and Picnic Facilities nonreverting
capital improvement fund.
(Ord. No. 8329-92, § 1, 12-14-92)
Sec. 2-170.5. Howard Park Ice Rink nonreverting capital improvement fund.
(a) The Howard Park Ice Rink nonreverting capital improvement fund is
established pursuant to IC 36-10-4-16.
(b) The increment increase of all charges for use of the Howard Park Ice Rink shall be deposited into this special fund.
(c) Funds may only be expended for capital improvements directly related
to the Howard Park Ice Rink upon passage of a proper appropriation
ordinance by the Common Council.
(d) Any and all interest earned on the monies deposited on this special fund shall remain a part of the Howard Park Ice Rink nonreverting
capital improvement fund.
(Ord. No. 8450-93, § 1)
Sec. 2-170.6. Recreation Department nonreverting fund. (a) The Recreation Department nonreverting fund is established pursuant
to IC 36-10-4-16.
(b) All charges for participation in designated and self-supporting
Recreation Department activities and programs and/or use of
Recreation Department facilities shall be deposited into this special fund.
(c) Funds may only be expended for capital improvements or activities
directly related to Recreation Department activities, programs and
facilities upon passage of a proper appropriation ordinance by the
Common Council; provided, however, that subject to the deposit into the Recreation Department nonreverting fund of the sufficient
revenues to support the same, the Park Department may, throughout
each fiscal year, make such budget adjustments as may be necessary to
operate the indicated programs and facilities.
(d) Any and all interest earned on the monies deposited in this special fund shall remain a part of the Recreation Department nonreverting
fund.
(Ord. No. 8750-97, § 1)
CHAPTER 12 ALARM SYSTEMS*
__________
*Editor's note: Ordinance No. 7645-86, enacted May 27, 1986, purported to amend
the Code by adding thereto a new Ch. 12, Alarm Systems, consisting of Article 1,
False alarm fees, §§ 12-1 through 12-6. For classification purposes, the substantive provisions of the ordinances are codified herein as Ch. 12 Alarm Systems, §§ 12-1
through 12-6, without Article 1 at the discretion of the editor.
Cross references: False fire alarms, § 13-60 et seq.
__________
Sec. 12-1. Definitions. Sec. 12-2. Response to alarm; determination of validity.
Sec. 12-2.1. Alarm agent duties.
Sec. 12-2.2. Alarm user duties.
Sec. 12-3. False alarm fines.
Sec. 12-3.5. False alarm user fees. Sec. 12-4. Automatic telephone dialing systems prohibited.
Sec. 12-5. Alarm silencer required.
Sec. 12-6. Penalties.
Sec. 12-1. Definitions.* __________
*Cross references: Definition of false fire alarm or call, § 13-61.
_________
The following terms, when used in this chapter, shall have the following
meanings: (a) Alarm agent means any person or entity, whether an individual,
partnership or corporation, who conducts a business of monitoring
alarm systems and whose actions would involve contacting the South
Bend Police Department or South Bend Fire Department for a
response.
(b) Alarm system means any mechanism, equipment or devise which is designed or used for the detection of an unauthorized entry into a
building, structure, facility or enclosed area or for alerting others to the
commission of an unlawful act or a fire within a building, structure
facility or enclosed area, or both, and which emits a sound or transmits
a signal or message when activated. (c) Alarm user means any natural person, firm, association, partnership,
limited partnership, sole proprietorship or corporation, which is in
control of any building, structure, or facility wherein an alarm system
is installed, operated or maintained.
(d) False alarm means the activation of an alarm system eliciting a
response by the police or fire department which is not in response to
actual or threatened danger to persons or damage to property. "False
alarm" also means the activation of an alarm system through
mechanical failure, malfunction, improper installation, or maintenance, or negligence of the alarm user or his employees or agents; but it does
not include alarm activation caused by violent conditions of nature or
other extraordinary circumstances not reasonably subject to control by
an alarm user or alarm agent.
(e) Keyholder means a natural person authorized by the alarm user to have and use a key to access the property where the alarm system is
installed and possessing the ability to silence or deactivate the
activated alarm system.
(f) Officer means a member of the South Bend Police Department or the
South Bend Fire Department. (Ord. No. 7645-86, § 1; Ord. No. 9423-03, § IV; Ord. No. 9482-04, § I)
Sec. 12-2. Response to alarm; determination of validity.
(a) Whenever an alarm system is activated in the City of South Bend
which results in an emergency response to the premises by the Police or Fire Department, the officer on the scene of the activated alarm
system shall inspect the area protected by the system and shall attempt
to determine whether the emergency response was required or was a
false alarm. It shall constitute a false alarm if the officer cannot inspect
the area protected by the alarm system because of a fence or other obstruction, and the keyholder fails to arrive at the premises within
fifteen (15) minutes of the officer's arrival.
(b) If the officer at the scene of the activated alarm system determines the
alarm to be false, the officer shall make a report of the false alarm,
notice of which shall be sent to the alarm user at the address of the premises, or at the known address of the alarm user, if different from
the premises address. If a false alarm requires the arrival of officers
from both Police and Fire Departments, the officers shall make reports
of the false alarm to both respective departments. The officer shall
remain at the location of the alarm for a maximum of fifteen (15)
minutes or until a keyholder or agent arrives at the premises or contacts the Department, except as provided in subsection (d) below.
If, after fifteen (15) minutes or after the key holder has notified the
officer of a time which he/she would arrive at the scene but has failed
to arrive during the time specified, and the officer at the scene has
determined that no emergency exists, based on a visual review of the premises, and has concluded that the alarm appears to be a false alarm,
the officer may leave the scene in order to respond to other public
safety matters.
(c) The Police Chief or Fire Chief, or his designee, shall have the right to
inspect the premises to which a response has been made and may cause such inspection to be made at any reasonable time after the
occurrence of a false alarm.
(d) No provision in this chapter shall interfere with an officer's ability to
respond to an emergency or crime.
(e) The Police and Fire Departments shall maintain records of all false alarms to which each department responds, and shall send notice of the
first false alarms to the user, so as to provide notice of the potential
imposition of a fine or a service fee as provided in this chapter. The
responding department is to note the name and telephone number of
the alarm agent on the false alarm notice. (Ord. No. 7645-86, § 1; Ord. No. 9423, § V; Ord. No. 9482-04, § II)
Sec. 12-2.1. Alarm agent duties.
(a) Alarm agents shall maintain current records for each alarm user who
employs the alarm agent's services. These records shall include the name, address and telephone number of the location where the alarm
system is installed, and the names, addresses and telephone numbers of
the primary and secondary keyholders, as well as any additional
keyholders, of that alarm user. If a building has multiple alarm systems
or sensors, the alarm agent shall maintain a copy of a blueprint, floor plan, or similar documents providing the zone locations of each system
or sensor. Such records shall be provided to the South Bend Police
Department or the South Bend Fire Department upon request.
(b) Alarm agents shall monitor twenty-four (24) hours per day every day
all of their installed alarm systems. (c) Alarm agents shall respond to alarm activations by immediately
contacting the appropriate department, police or fire, and ensuring that
a keyholder arrives at the premises where the alarm is activated within
fifteen (15) minutes. If the alarm agent cannot contact a keyholder, the
alarm agent shall take reasonable action to insure that an agent of the alarm user arrives at the premises with fifteen (15) minutes and shall
notify the police or fire department of the time at which an agent can
arrive.
(d) If the keyholder can substantiate a non-emergency reason for the alarm,
the alarm agent shall terminate the activated alarm. The alarm agent is
to contact the responding department to advise of termination of the alarm condition. If the responding department has not yet arrived at the
premises, the dispatching authority will accept the cancellation and not
issue a false alarm notice to the alarm user.
(e) Upon contacting the Police or Fire Department, alarm agents shall
provide the Department with specific information concerning the type and location of the alarm, including, if applicable:
(1) The type of alarm activated;
(2) Whether the premises is a residence or a business;
(3) The street address;
(4) Floor number; (5) The unit number or name;
(6) The room number or name;
(7) If a business, any possible name changes or vacancy; and
(8) Any other information reasonably needed to quickly locate the
emergency. (f) Alarm agents shall terminate the activated alarm with fifteen (15)
minutes of contacting the Police or Fire Department, unless additional
time is required by police or fire personnel.
(g) Alarm agents shall maintain valid alarm agent licenses according to this
section and chapter 4. (Ord. No. 9423-03, § VI)
Sec. 12-2.2. Alarm user duties.
(a) Alarm users shall maintain their alarm sites and systems in such as
manner as to minimize or avoid the occurrence of false alarms. (b) Alarm users shall make every reasonable effort to have a responder at
the alarm system's location within fifteen (15) minutes when requested
by a law enforcement agency in order to deactivate the alarm system
and provide access to the alarm site.
(c) Alarm users shall not activate an alarm system for any reason other than the occurrence of an event that the alarm system was intended to
report.
(d) Alarm users shall have a licensed alarm agent inspect the alarm system
after two (2) false alarms in a one-year period. The appropriate police
or fire department administrator may waive the required inspection if it is determined that a false alarm could not have been related to a defect
or malfunction in the alarm system. After four (4) false alarms within a
one-year period, the alarm user must have a licensed alarm agent
modify the alarm system to be more resistant to false alarms or provide
additional user training as appropriate. (e) Alarm users shall maintain at all alarm sites a set of written operating
instructions for their alarm systems.
(f) Alarm agents shall maintain valid alarm agent licenses according to
this section and chapter 4.
(g) Alarm users shall have current signage on their premises to indicate which alarm agent is responsible to respond to an activated alarm so
that the responding department can note the name and telephone
number of the alarm agent on the false alarm notice.
(Ord. No. 9423-03, § VII)
Sec. 12-3. False alarm fines.*
__________
*Cross references: Penalty for turning in or reporting false fire alarm, § 13-62.
__________
(a) Whenever an alarm user issues, causes to be issued, or permits the issuance of a false alarm, this section shall apply unless the alarm user
is a political subdivision as defined by IC 36-1-2-13.
(b) After an alarm user causes or allows the issuance of any combination
of three (3) false police or fire alarms, it shall be unlawful for the
alarm user to cause or allow the issuance of a false alarm. Each false alarm subsequent to the third false alarm shall constitute a separate
offense.
(c) The Police and Fire Departments shall maintain appropriate records of
all false alarms to which each department responds. After a department
responds to three (3) false alarms at a location on or after January 1 and before December 31 of any calendar year the department which
responded to the scene of an unlawful false alarm shall impose on and
collect from the alarm user a fine for that unlawful false alarm.
(d) False alarm fines shall be in the amount of one hundred dollars
($100.00) for the fourth false alarm and two hundred dollars ($200.00) for the fifth and each false alarm thereafter.
(e) All fines collected as a result of a false alarm call to the Police
Department shall be deposited in the Law Enforcement Continuing
Education Fund, Fund 220, and all fines collected as a result of a false
alarm call to the Fire Department shall be deposited in the Emergency Medical Services Capital Improvement Fund, Fund 288.
(Ord. No. 7645-86, § 1; Ord. No. 9423-03, § VIII)
Sec. 12-3.5. False alarm user fees.
(a) Whenever an alarm user that is a political subdivision as defined by IC 36-1-2-13 causes or allows the issuance of a false alarm, this section
shall apply.
(b) After three (3) false alarms at a location, the department which
responded to the scene of a false alarm shall charge the alarm user a
user fee for reasonable compensation for the cost of the department's response. The amount of the user fee shall be determined in the
manner prescribed in subsection (c).
(c) The Board of Public Safety shall calculate the average total cost of
each department's personnel, equipment, and overhead for each
response, and shall determine the amount of the user fee, which cannot
exceed the average cost. The Board of Public Safety shall redetermine the user fee on an annual basis.
(d) The user fees collected under this section shall be deposited in the same
manner as fines collected under section 12-3.
(Ord. No. 9423-03, § IX)
Sec. 12-4. Automatic telephone dialing systems prohibited.
(a) It shall be unlawful for any person to sell, offer for sale, install,
maintain, lease, operate, or assist in the operation of an automatic
telephone dialing alarm system over any telephone lines exclusively
used by the public to request emergency service directly from the South Bend Police Department or the South Bend Fire Department by
automatically dialing either department.
(b) The South Bend Police Chief or the South Bend Fire Chief, or their
designees, upon receiving knowledge of an automatic telephone
dialing system installed or operated in violation of this section, shall issue a written order to the owner, operator or lessee directing him or
her to disconnect and cease operation of the system within seventy-two
(72) hours of receipt of the order.
(c) Any automatic telephone dialing system installed prior to the effective
date of this section shall be removed within thirty (30) days of the effective date of this section.
(Ord. No. 7645-86, § 1; Ord. No. 9482-04, § III)
Sec. 12-5. Alarm silencer required.*
__________ *Cross references: Loud and raucous noises prohibited, § 13-57; noise
control, § 13-79 et seq.
__________
No local alarm system and no [other] alarm system shall be installed on any
premises in the City which does not have an operable automatic resetting device to silence the alarm audible sounder within thirty (30) minutes after
activation and to prevent the alarm sounding again as a result of the same
event that caused the original activation.
(Ord. No. 7645-86, § 1)
Sec. 12-6. Penalties.
(a) Any alarm agent who fails to comply with any of the provisions of this
chapter shall be fined one hundred dollars ($100.00) for the first
violation, payable to the Ordinance Violations Bureau, and two
hundred dollars ($200.00) for each violation thereafter. Each day that a violation is permitted to exist shall constitute a separate offense.
(b) Any alarm system installed, operated, or maintained in violation of this
chapter is hereby declared to be a nuisance and may be abated in the
same manner as nuisances are now or may hereafter be abated under
existing law.
(c) The remedies provided for herein shall be cumulative and not exclusive and shall be in addition to any other remedies provided by
law, including remedies provided in chapter 4 of this Code.
(Ord. No. 7645-86, § 1; Ord. No. 9423-03, § X
Chapter 19 TREES AND VEGETATION* __________
*State law references: Tree planting, IC 8-23-24-1 et seq.; planting seedlings, IC 14-
23-9-1 et seq.; shade trees and lawns in certain cities, IC 36-10-4-11.
Cross references: Mutilating, removing, cutting, etc., trees and shrubs in parks
prohibited, § 4-45. __________
Sec. 19-1. Definitions.
As used in this article:
(1) Board means the Board of Park Commissioners of the City.
(2) Maintaining means the trimming, use, care, cutting, pruning, spraying and preservation of trees, shrubs, vines, hedges and plants.
(3) Street center means all the untraveled portion of any street, boulevard,
avenue, parkway, thoroughfare, alley or other public highway lying
between the curblines of such street, boulevard, avenue, parkway,
thoroughfare, alley or other public highway. (4) Tree and lawn area means the land lying between the property line
and the curbline on each side of a public street, boulevard, avenue,
parkway, thoroughfare, alley or other public highway located within
the City, except such portion as may be covered by sidewalks or used
as a walkway. (5) Trees and shrubs mean trees, shrubs, vines, hedges and plants.
(Code 1962, § 38-1)
Sec. 19-2. Applicability of article limited.
The provisions of this article, except as otherwise provided, shall not apply to the sodding, seeding and maintenance of lawns or the maintaining,
planting and removal of trees and shrubs within the boundary or property
lines of the lots abutting upon the public streets.
(Code 1962, § 38-2)
Sec. 19-3. Posting or affixing materials to trees prohibited; exceptions.
(a) No person shall in any manner affix any poster or advertising material
of any kind to any tree or shrub in the tree and lawn area or within the
limits of the public streets.
(b) This section shall not prohibit the posting of local, state or federal government notices or orders of any court or any legal notices required
or authorized by law.
(Code 1962, § 38-3)
Sec. 19-4. Anchoring objects to trees or shrubs prohibited.
No person shall fasten any wire, rope, chain or cable to any tree or shrub in the tree and lawn area or within the limits of the public streets for the
purpose of anchoring any other structure or object in, on or adjacent to a tree
and lawn area or public or state highway within the City.
(Code 1962, § 38-4)
Sec. 19-5. Placement of guards during excavation or construction.
In the event of any excavation or construction the owner or contractor shall
place or cause to be placed around all trees and shrubs in the tree and lawn
areas or within the limits of any public street guards of a size and type
approved by the Superintendent of Parks, as will effectively prevent injury to the trees or shrubs.
(Code 1962, § 38-5)
Sec. 19-6. Stones, cement, building debris adjacent to trees.
(a) No person shall place or keep any stone, cement or other substance around any tree in a tree and lawn area or within the limits of any
public street which in any manner impedes the free entrance of water
or air to the roots of such tree or stunts the free growth of such tree.
(b) All building materials or debris shall be kept at least three (3) feet
from all trees and shrubs. (Code 1962, § 38-5)
Sec. 19-7. Electrical wires in contact with trees.
Any person owning, installing or maintaining any wires charged with
electrical current shall, whenever practicable, securely fasten the wires so that they will not come in contact with any tree in any tree and lawn area or
upon, along or within the limits of any public highway, park or other public
grounds within the City.
(Code 1962, § 38-6)
Sec. 19-8. Permit required for use of chemicals in vicinity of trees; fee.
(a) No person shall use or permit to be used any chemical for the control
of insects or diseases or for any other reason upon, or in the vicinity of,
any tree or shrub that is growing or planted upon, along or within the
limits of the public streets or the tree and lawn areas of the City without first obtaining written permission from the Superintendent of
Parks or his designee.
(b) No fee or charge shall be made by the Board for the permit.
(Code 1962, § 38-7)
DIVISION 2. PLANTING, TRIMMING AND REMOVAL
Sec. 19-9. Jurisdiction of Board of Park Commissioners.*
__________
*State law references: Powers of Board of Park Commissioners in certain cities, IC 36-10-4-9.
__________
The Board of Park Commissioners shall have the exclusive jurisdiction and
authority to do the following:
(1) order, control and regulate the sodding, seeding and maintenance of lawns and the maintaining, planting and removal of trees and shrubs
upon, along or within the limits of the public streets, tree and lawn
areas, parks and other public places of the City;
(2) order, control and regulate the removal of dead and diseased trees or
portions thereof, which constitute a menace to public safety and health wherever located within the City;
(3) adopt and enforce rules, regulations and specifications relative to
paragraph (1) of this section; and
(4) regulate and prescribe the terms and conditions upon which permits for
the maintaining, planting and removal of trees and shrubs shall be issued.
(Code 1962, § 38-12)
Sec. 19-10. Interference with Board employees.
No person shall in any manner obstruct or interfere with the agents or employees of the Board of Park Commissioners while engaged in carrying
out the provisions of this article or the orders issued by the Board.
(Code 1962, § 38-22)
Sec. 19-11. Unlawful to remove, destroy, spray, etc., City trees and shrubs without Board permission.
No person shall remove, transfer, destroy, spray or do surgery work upon
any tree or shrub located in any area over which the Board of Park
Commissioners has jurisdiction, without permission from the Board or its
designee. (Code 1962, § 38-23)
Sec. 19-12. Approval and permit required prior to planting any tree or shrub;
fee.
(a) No tree or shrub shall be planted upon or along any public street or in a tree or lawn area of the City until the tree or shrub and the place
where it is to be planted has been approved and a permit granted by the
Superintendent of Parks or his designee.
(b) No fee or charge shall be made for the permit.
(Code 1962, § 38-10)
Sec. 19-13. Prohibited species of trees.
No catalpa, soft maple, box elder, cottonwood, poplar, ailanthus, mountain
ash, horse chestnut, birch, mulberry, willow, Carolina poplar, basswood,
Chinese elm, nut-bearing trees or conifers, or any tree having weeping or
pendulous branches, shall be planted in any tree and lawn area or upon, along or within the limits of any public street.
(Code 1962, § 38-8)
Sec. 19-14. Prohibited species of shrubs.
No person shall sell or plant within the City the "berberis vulgaris," commonly known as the tall barberry, or the "berberis purpurea," commonly
known as the purple barberry.
(Code 1962, § 38-9)
Sec. 19-15. Authority of the Board to require maintenance of tree and lawn area by abutting property owners.
The Board of Park Commissioners shall have the right, power and authority
to:
(1) require the owners of parcels of land bordering on any public street of
the City to grade, sod, plant and maintain in proper condition the tree and lawn area and the street centers in front of the parcels of land; and
(2) require such owners to plant and maintain shade or ornamental trees in
such areas.
(Code 1962, § 38-14)
Sec. 19-16. Adoption of resolution showing necessity; procedure.
Upon the adoption of a resolution showing the public necessity of the
planting and maintaining of trees and sod, as set forth in section 19-15, and
the making and placing on file of an estimate of the cost thereof, the Board
of Park Commissioners may order such planting and maintenance, subject to the following procedure:
(1) Upon the adoption of the resolution, the Board shall give notice and
hold hearings, with the right of remonstrance and appeal in the same
manner provided for by the law of the State in case of street and
sidewalk improvements by the boards of public works of first-class cities.
(2) If the Board shall confirm such resolution after the hearings required,
the owners of such parcels of land shall be granted a period of sixty
(60) days after such confirmation to perform the required work at their
own expense. In the event of an appeal, the sixty-day period shall commence to run as of the date the confirmed resolution is sustained
upon appeal.
(Code 1962, § 38-15)
Sec. 19-17. Tree and lawn area regulations.
(a) Use. No tree or lawn area within the City shall be used for any purpose or in any manner other than the purposes and manner
provided in this article.
(b) Grade. The surface of tree and lawn areas shall be as nearly level as
practicable. Its grade shall be the top lines of the sidewalk and curb.
(c) Standards for planting trees and shrubs. No tree or shrub shall be planted in a tree and lawn area having a width of less than five (5) feet.
No hedge or shrubbery planted in the tree and lawn areas shall be
permitted to grow more than three (3) feet in height. All trees planted
in such areas shall be of healthy stock, not less than two (2) inches in
caliper, and the lowest limbs of such trees shall not be less than ten (10) feet above the curb and sidewalk. No tree shall be planted less
than thirty-five (35) feet from another tree. No tree or shrub in such
areas of street intersections shall be planted less than fifteen (15) feet
from the intersection of the curbs. No person shall plant trees within
six (6) feet of a fire hydrant or in such manner as to obstruct the view of any streetlight, traffic sign, signal device or street intersection.
(Code 1962, §§ 38-17--38-19)
Sec. 19-18. Trimming trees overhanging streets; notice; manner.
(a) All trees and shrubs which overhang a street within the City, whether located on tree and lawn areas or on the abutting lots, shall be trimmed
either by the Board of Park Commissioners or by the owners of the
abutting lots upon the order of the Board.
(b) The trimming shall be done within the period specified in the notice
given by the Board to the owners, as provided in section 19-21; provided, however, such period shall not be less than ten (10) days.
(c) Overhanging trees shall be trimmed so that there is a clear space of ten
(10) feet above the surface of the curb and in such a manner as not to
obstruct the view of any streetlight, traffic sign, signal device or street
intersection. (Code 1962, § 38-11)
Sec. 19-19. Removal of hazardous trees by property owner; order, notice;
emergency removal.
(a) Every owner of real estate within the City shall remove or trim any tree or shrub or any part thereof located on such real estate or in the
tree and lawn area in front of such real estate which may be dead,
diseased, unsightly, in a condition which is injurious or detrimental to
the public health and safety or the growth of adjacent trees or which
may project over the public street on which such real estate abuts in such manner as to obstruct the free passage of pedestrians and
vehicular traffic on such public streets.
(b) The Board of Park Commissioners shall have the power and the
authority to order and require such owner to remove any such tree or
shrub by first causing notice to be served on such owner in the manner
provided in section 19-21 not less than ten (10) days prior to the time designated in such notice for the removal or trimming of such tree or
shrub.
(c) In case of an immediate necessity for any such removal or trimming by
reason of storm or other emergency, such removal or trimming may be
done by the Board of Park Commissioners or its Superintendent of Parks, and no notice whatever need be given thereof.
(Code 1962, § 38-13)
Sec. 19-20. Work performed by City upon noncompliance with order;
assessment of costs; lien; foreclosure. (a) In the event abutting owners fail to comply with orders of the
Board within the period granted, the Board may perform such
work with its own forces and employees. The actual cost of such
work, which shall not exceed the above-mentioned estimate, shall
be assessed against the abutting lots of such owners. The Board shall notify such owners of the cost and assessment of such work.
(b) The cost and assessment shall constitute a lien on the abutting lots
and shall be payable, without notice, at the Office of the City
Treasurer at the next regular taxpaying time after notice has been
given of such costs and assessments. If such amount is not paid when due, it shall be enforceable by foreclosure in the same
manner as the assessments made for street and sidewalk
improvements in cities of the first class. The amount of such costs
and assessments shall become a part of the funds of the Board
when collected. (Code 1962, § 38-16)
Sec. 19-21. Service of notice; commencement of specified time period.
(a) All notices provided for in this article, except notices provided for
in section 19-16 for hearing on resolutions, shall be served upon any real estate owner who is a resident of the City by reading such
notice to him or leaving a correct copy thereof at such owner's last
known place of residence. If such owner is not a resident of the
City, then notice may be served by sending a correct copy thereof
by registered mail, addressed to such owner at his last known mailing address for personal delivery on suchowner, with a return
receipt. If the residence or address of such owner is unknown or
cannot be ascertained, then notice may be served by publishing
such notice once each week for two (2) consecutive weeks in a
daily newspaper of general circulation printed and published in the English language in the City.
(b) The period specified in the notice shall be deemed to commence
with the day following the date of the service of such notice, as
shown by return of service which shall be made on such notice or
by such registered mail return receipt or with the day following the seventh day after the last publication.
(Code 1962, § 38-20)
Sec. 19-22. Recovery of costs for work performed by City.
(a) If any owner of real estate fails to comply with the orders issued either by the Board or the Superintendent of Parks under the
provisions of this article, within the period of time specified in
such orders, except such resolutions, orders and notices as may be
issued under section 19-16, the work required by such orders may
be done by the Board with its own employees. (b) The Board shall keep an accurate account of the costs and
expenses of doing such work. The costs and expenses shall be
recovered and collected by a suit in the name of the City or by such
other action or procedure as provided by law, including, but not
limited to, the filing of a mechanic's lien. (Code 1962, § 38-21)
Sec. 19-23. Penalty.
In addition to the liability for cost as provided in section 19-22, upon
default of any owner to comply with any orders issued either by the Board or the Superintendent of Parks pursuant to the provisions of this
article, such failure shall constitute a violation of the provisions of this
article, and the owner shall be subject to the penalty as provided in
section 1-23.
(Code 1962, § 38-24)
Secs. 19-24, 19-25. Reserved.
DIVISION 3. RESERVED*
__________ *Editor's note: Former Div. 3, §§ 19-26--19-31, which pertained to an arborist's
license, was repealed by § 9 of Ord. No. 6998-81, enacted Nov. 9, 1981. The
repealed provisions derived from §§ 38-26--38-29 of the 1962 Code and § 19 of
Ord. No. 6721-79.
__________
Secs. 19-26--19-31. Reserved
ARTICLE 3. PUBLIC PARKS* __________
*Editor's note: Section 2 of Ord. No. 6998-81, enacted Nov. 9, 1981, renumbered
former Ch. 4, Art. 8, §§ 4-42--4-84 as Art. 3 of Ch. 19, §§ 19-36--19-78.
Cross references: Adoption of State law relative to public parks, § 2-137.
__________
Sec. 19-36. Definitions.
Unless otherwise expressly stated, whenever used in this article, the
following terms shall respectively mean and include each of the meanings
set forth:
(a) Bathing area: "Bathing area" shall mean and include any area maintained for the use of bathers, including, but not limited to, water
areas and land under water adjacent to the bathing beaches on Pinhook
Park Lane, St. Joseph River, swimming pools, or any other area
maintained or used for bathing areas, under the jurisdiction of the
Board. (b) Bicycle path: "Bicycle path" shall mean and include any path, road or
trail maintained for persons riding bicycles.
(c) Board: The word "Board" shall mean the Board of Park
Commissioners of the City of South Bend, Indiana, or the Public
Recreation Commission of the City of South Bend, Indiana. (d) Bridle path: "Bridle path" shall mean and include any path or road
maintained for persons riding on horseback.
(e) City: The word "City" shall mean the City of South Bend, Indiana.
(f) Controlled substance: "Controlled substance" shall have the same
meaning as set forth in IC 16-6-8-2, as amended from time to time. (g) Department of Public Parks or Park Department: "Department of
Public Parks" or "Park Department" shall mean and include the
Department of Public Parks of the City of South Bend, Indiana, or
such department of said City as may now or hereafter be under the
jurisdiction of said Board. (h) Footpath or trail: "Footpath" or "trail" shall mean and include any
path or trail maintained for pedestrians.
(i) Owner: "Owner" shall mean and include any person owning,
operating or having the use and control of a vehicle, animal, thing or
other property under a lease or otherwise. (j) Park: The term "park," unless specifically limited, shall be deemed to
include all parks, parkways, playgrounds, athletic fields, tennis courts,
golf courses, swimming pools, beaches, parking areas and other
recreation areas, museums, zoological and botanical gardens, places,
squares, circles, spurs, open places, boulevards, tree lawn areas, roads, waters and lands under water, and also entrances and approaches
thereto, docks and piers, channels and bridges in, leading to or
connecting such park or parks or parts thereof, which are under the
jurisdiction of the Board and such other rights and appurtenances as
the Board shall utilize whether the same be now or hereafter owned or acquired by the City in fee or otherwise, including all land under and
space above the ground.
(k) Park-street: The term "park-street" shall mean and include all street
property in the park for the full width thereof.
(l) Parkway: The word "parkway" as used herein shall include only such area as may lie within or between two (2) public streets.
(m) Permit: "Permit" shall mean and include any written authorization
issued by or under the authority of the Board for a specified park
privilege, activity or event, or permitting the performance of a
specified act or acts in any park or park-street. (n) Person: "Person" shall mean and include any natural person,
corporation, society, organization of persons, company, association,
joint stock association, firm or copartnership.
(o) Playground area: "Playground area" shall mean and include any area
maintained or designated as a playground area, including all territory under the jurisdiction of the Board.
(p) Police officer: "Police officer" shall mean and include any member of
the Police Department of the City of South Bend, or police officer
assigned to the Board, or appointed by the Board, as a park policeman,
or any other City employee sworn in as a peace officer by said City or said Board, pursuant to law.
(q) Safety zone: "Safety zone" shall mean and include any space within
any park or park-street so designated by the appropriate signs as a
safety zone.
(r) Unnecessary stopping: "Unnecessary stopping" shall mean bringing a vehicle to a complete stop on a road in a park other than at a parking
place, or other than in conformity with traffic regulations or other than
because of an emergency.
(s) Vehicle: "Vehicle" means and includes any device, conveyance, or
combination of conveyances, wheeled or without wheels, propelled, towed or unpropelled, that in, around, or on which a person or thing is
or may be carried; any moving support or container for the conveyance
of persons, animals, or bulky objects on land or water or in the air.
(Ord. No. 5544-73, § 1; Ord. No. 8112-90, § I)
Sec. 19-37. Construction and scope of article.
(a) Construction. In the interpretation of this article affecting parks, its
provisions shall be construed as follows:
(1) Any term in the singular shall include the plural;
(2) Any term in the masculine shall include the feminine and neuter; (3) Any requirement or provision of this article relating to any act
shall respectively extend to and include the causing, procuring,
aiding or abetting, directly or indirectly, of such act; or the
permitting or the allowing of any minor in the custody of any
persons doing any act prohibited by any provision hereof; (4) No provision hereof shall make unlawful any act necessarily
performed by any officer or employee of the Department of
Public Parks in line of duty or work as such, or by any person,
his agents or employees, in the proper and necessary execution of
the terms of any agreement with the Board;
(5) Any act otherwise prohibited by this article, provided it is not otherwise prohibited by law or local ordinance, shall be lawful if
performed under, by virtue of, and strictly in compliance with,
the provisions of a permit and to the extent authorized thereby;
(6) This article is in addition to and supplemental to all municipal,
state and federal laws and ordinances. (b) Territorial scope. This article shall be effective within and upon all
areas under the jurisdiction of the Board, and shall regulate the use
thereof by all persons.
(Ord. No. 5544-73, § 1)
Sec. 19-38. Property, drives, bridges and equipment.
No person shall injure, deface, displace, remove, fill in, raise, destroy or
tamper with any drive, path, walk, bridge or approach thereto; take up,
remove or carry away and asphalt, curb, flagstone, rock, stone, gravel, sand,
clay or earth; or make any excavation of any kind, name or nature; or cut, injure, mutilate, deface, displace, remove or destroy any wall, fence, shelter,
seat, statue, monument or other structure, building, post, railing, bench, seat-
platform, stand, tree guard, telephone, pipe or main for conducting gas,
water or wires, fuses, fuse box or switch boxes, or any hydrant, sewer, drain,
pipe, main, receiving basis, covering, manhole or vent forming a part thereof, or any appurtenance or appendage conforming therewith; or injure,
or deface, or destroy, or mutilate, or remove, or carry away, or displace, or
tamper with any property or equipment, real or personal, owned by the City
or under the jurisdiction, control or supervision of the Board, or appertaining
to the creation, control government, use or maintenance of any park or park-street; or injure, deface, displace, remove or destroy any sign, notice,
inscription, post or monument, erected or marked for any purpose, or any
milestone, danger sign or signal, guide sign or post, or any signaling device,
sanctioned, installed or placed by the said Board or by the Police
Department of the City of South Bend within any park or upon any park-street for the purpose of directing, restricting or regulating traffic,
establishing zones or giving information or directions to the public, or
interfere with any lamp, lamppost, gas or electric light apparatus, or light or
extinguish the light therein, or attach, string, adjust or suspend any wires or
similar object in, on or over any part of any park or park-street. (Ord. No. 5544-73, § 1)
Sec. 19-39. Trees, shrubs and grass.
No person shall, in any park or park-street, destroy, cut, break, deface,
mutilate, injure, disturb, sever from the ground or remove any growing thing including but not limited to any plant, flower, flower bed, shrub, tree,
growth or any branch, stem, fruit or leaf thereof; or bring into or have in his
possession in any park or park-street any garden or agricultural implements
or tools which could be used for the removal thereof; or pile or maintain any
material or debris of any kind against or upon the same; or attach any rope,
cable or other contrivance thereto; or set fire to any timber, tree, shrub, plant, flower, grass or plant growth, or suffer any fire upon other land to
extend into park land; or hitch any horse or other animal to, or leave the
same standing near enough to injure any tree, shrub, lawn or grassplot; or go
upon any lawn, grassplot or planted area, except at such times when
permission to do so shall have been given by the Board to the public. No person shall bring into or have in his possession in any park or park-street
any tree, shrub or other plant, or any branch, stem, flower or leaf thereof,
without permission from the Board.
(Ord. No. 5544-73, § 1)
Sec. 19-40. Prohibited acts.
(a) Littering rubbish, refuse. No person shall take into, carry through,
leave in or throw, cast, lay, drop or discharge into or on, or suffer or
permit any servant, agent, employee, person or animal in his or her
charge to take into, carry through leave in, throw, cast, lay, drop or discharge into or on any park or park-street any rubbish of any sort
including but not limited to ashes, dross, cinders, shells, fruit skins,
pasteboard, dirt, sand, oil, grease, clay, loam, stone or building
rubbish, hay, straw, oats, sawdust, shavings or manufacturing, trade or
household waste, vehicles or parts thereof as junk, old iron or other metal or objects made there from, or sick, diseased or dead animals,
organic refuse, or other offensive matter, including swill or brine. The
leaving, except in receptacles provided for refuse, or the leaving or
littering of newspapers or other papers in a park is prohibited. No
person shall throw, cast, lay or deposit any bottle or piece of crockery or any glass or glassware or any part thereof, or metallic or other
substance with sharp edges or projections in any park.
(b) Spitting. No person shall, in any park or park-street, spit upon any
walk, crossing, safety zone, structure, bridge, platform, stairway or
floor of any building. (c) Pollution of waters. No person shall throw, cast, lay, drop or discharge
into or leave in the waters used for bathing or waters in any park or in
any storm sewer or drain flowing into said waters, any substance,
matter or thing, liquid or solid, which may or shall result in the
pollution of said waters. (d) Discharging certain substances into drains and sewers. No person
shall discharge, directly or indirectly, into any opening, or into any
gutter leading into any sewer, receiving basin or drain, in or leading
into any park or park-street, any gas or vapor, or any substance which
may form a deposit tending to choke same, or any volatile liquid which will emit an inflammable vapor, or any steam or hot water
above one hundred (100) degrees Fahrenheit.
(Ord. No. 5544-73, § 1)
Sec. 19-41. Advertising.
No person, without written permission from the Board, shall distribute or display any flag, banner, sign or other matter for advertising purposes within
any park or park-street. No person shall display by means of aircraft, kite,
balloon, aerial bomb or any other device, any flag, banner, sign or any other
matter for advertising purposes above the surface of any park or park-street.
No person shall operate any musical instrument, or drum, or loudspeaker, amplifier or siren, or cause any noise to be made within any park or upon
any park-street for advertising purposes or for the purpose of attracting to
any exhibition, performance, show or other spectacle.
(Ord. No. 5544-73, § 1)
Sec. 19-42. Disorderly conduct.
(a) No person shall, in any park or park-street:
(1) Disobey an order of a police officer or any park employee
designated by the Board to give orders, or disobey or disregard
the notices, prohibitions, instructions or directions on any sign, including the rules and regulations of golf courses, swimming
pools, playground areas, recreation centers, shelter houses,
museums or zoological or botanical gardens posted on the
grounds or buildings or structures connected with or used for any
purpose under the jurisdiction, control, operation or supervision of said Board.
(2) Use threatening, insulting or abusive language.
(3) Do, engage in, or aid or abet any obscene or indecent act.
(4) Throw, cast or propel stones or other missiles.
(5) Solicit alms, subscriptions or contributions for any purpose. (6) Molest or annoy any persons.
(7) Interfere with, encumber, obstruct or render dangerous any part
of a park or park-street.
(8) Climb or lie upon any wall, fence, shelter, seat or other structure.
(9) Do any act tending to or amounting to a breach of the peace. (10) Use any sound amplification device audible more than twenty
(20) feet from the device without specific written permission
from the Board.
(11) Enter or leave any park except at established entrance ways or
exits, at established times; use, or gain admittance to, or attempt to use, or gain admittance to, any facilities or event in any park
for the use of which, or admittance to which, a charge is made,
without paying the charge of price fixed by the Board or its duly
authorized agent or officer.
(12) Engage in, instigate or encourage a contention or fight. (13) Do, aid, abet or assist in doing any act injurious to any person,
animal or property within any park or park-street.
(14) Dress or undress behind shrubs or other structures, or in any
place not designated by the Board for such purposes.
(15) Act as a crier, or advertiser, through the media of voice, public address system, amplifier, loudspeaker or other mechanical
device, in parks, park-streets or beaches.
(16) Appear in or upon any park or park-street while intoxicated or
under the influence of intoxicating liquor.
(17) Use mineral or metal detectors except by permit from the Board of Park Commissioners.
(b) No person shall engage in conduct or activities dangerous to himself or
others, or use the facilities and structures of the park for purposes other
than those for which they were intended. Such prohibited activities
include, but are not limited to: hang gliding, rappelling from towers, and any other use of trees, towers, or other structures for technical
climbing activities.
(Ord. No. 5544-73, § 1; Ord. No. 5642-74, § 1; Ord. No. 8112-90, § II)
Sec. 19-43. Gambling. No person shall play games of chance, sell fortunes or futures, participate in
the conduct of a lottery or use any slot machine, gaming table or instrument,
or bring into any park or have in his possession while there any implements
or devices commonly used, or intended to be used, for gambling purposes.
(Ord. No. 5544-73, § 1)
Sec. 19-44. Explosives, firearms, weapons and missiles.*
__________
*Cross references: Discharging firearms prohibited; exception, § 13-58;
fireworks prohibited; exception for licensees, § 13-59. __________
(a) No person shall bring into or have in his possession in any park or
park-street any firearm, gun, pistol, switchblade, hunting knife, dagger,
metal knuckles, chain, slingshot, bow and arrow, firecrackers,
torpedoes, fireworks or other missile-propelling or explosive devices, blowgun, any dangerous lethal instrument, harmful solid, liquid,
aqueous, effervescent, gaseous substance or other dangerous weapon
or substance while on or within a City park or park-street, except by
specific permission of the Board.
(b) Shooting or propulsion of any missile, pellet, shot, arrow, dart or other thing by means of any firearm, compressed air or gas propulsion
device, bow, slingshot or propelling device of any kind, nature or
description, into, upon, across, through or against, any lands, the air
above same or the waters or the lands below same, or any ways, walks,
buildings, structures, swimming pools, or the interior of any structures, shelters, buildings or facilities, owned or under the control, operation,
supervision or management of said Board, is prohibited, unless done
under a permit granted by said Board or within a regularly conducted
event authorized by, or conducted by, said Board or the Superintendent
of Parks and/or Recreation of the Department of Public Parks of the City of South Bend, Indiana.
(Ord. No. 5544-73, § 1; Ord. No. 8112-90, § III)
Sec. 19-45. Aviation.
No person, without permission of the Board, shall voluntarily bring, land or cause to descend or alight within or upon any park, any airplane, flying
machine, balloon, parachute or other apparatus for aviation. Voluntarily, in
this connection, shall mean anything other than a forced landing. Any
landing other than one caused by mechanical or structural failure of the
aircraft or any of its parts shall be deemed to have been made voluntarily, and this shall include landings by error or oversight, negligenceor failure to
comply with any Civil Aeronautics Authority regulations or rulings.
(Ord. No. 5544-73, § 1)
Sec. 19-46. Camping. (a) No person shall establish or maintain any camp or other temporary
lodging place, including a tent, vehicle, boat, or other artificial shelter,
within the park, without a permit from the Board or its duly authorized
officer and payment of a fee which, if any, may be set by the Board.
Such permit must be conspicuously posted at the campsite. (b) All campers and/or visitors shall abide by the camping rules authorized
and restrictions set forth by the Board as required conditions of the
area use.
(Ord. No. 5544-73, § 1; Ord. No. 8112-90, § IV)
Sec. 19-47. Park entrance fees; permits.
(a) Entrance, vehicle registration, rental and activity fees for the City
parks shall be as established by the Board, and shall be levied at those
times and for those activities and events as designated by the Board.
(b) All persons who take part in any specialized activities for which there is a fee, rental or admission and all persons using any park facilities or
engaging in any activity in any City park or park-street must abide by
the posted regulations adopted by the Board governing those activities
and/or facilities. No person shall be allowed within the confines of
those specialized activities or facilities without having first paid the fee, rental or admission charge.
(c) A permit to do any act shall authorize the same only insofar as it may
be performed in strict accordance with the written terms and
conditions thereof. Any violation of any law, ordinance, or rule or
regulation of the Board of any other City department by the holder of any permit of any term or condition thereof shall constitute grounds
for revocation by the Board or its authorized representative, whose
action therein shall be final.
(d) In the case of revocation of any permit, all moneys paid for or on
account thereof shall, at the option of the Board, be forfeited to and be
retained by the City; and the holder of such permit, together with his agents and employees who violated such terms and conditions, shall be
jointly and severally liable to the City of South Bend for all damages
and loss suffered by it in excess of money forfeited and retained; but
neither such forfeiture and retention by the City of the whole or any
part of such moneys nor the recovery or collection of such damages, or both, shall in any manner relieve such person or persons from liability
to punishment for any violation of any law, ordinance or rule or
regulation of the Board or of any other City department.
(Ord. No. 5544-73, § 1; Ord. No. 8112-90, § V)
Sec. 19-48. Meetings, exhibitions, parades, racing, etc.
(a) No person shall erect any structure, stand or platform, or exhibit any
dramatic performance, or the performance in whole or in part of any
interlude, tragedy, comedy, opera, ballet, play, farce, minstrelsy,
dancing, rock festival, musical concert, entertainment, motion picture, public fair, circus, juggling, ropewalking or any other acrobatics, or
show of any kind or nature, or parade, drill or maneuver of any kind,
or run or race any horse or other animal, being in or on or [attached] to
a vehicle, or race with another vehicle or horse whether such race is
founded on any stake, bet or otherwise, or hold any athletic contest, in any park or upon any park-street except by permit.
(b) The Board shall issue such permit, upon application, when it is
consistent with the proper use and protection of the park property as
set forth below; and refuse same when inconsistent with the proper use
and protection of the park property. (c) No person shall erect any structure, stand or platform, hold any
meeting, perform any ceremony, make a speech, address or oration, or
exhibit or distribute any sign, placard, notice, declaration or appeal of
any kind or description, in any park or upon any park-street except by
permit of said Board. (d) Upon application such permit shall be issued unless:
(1) The use for which the permit is sought is of a commercial nature;
or
(2) The location selected is not suitable because it is inconsistent
with one of the specialized park use areas such as skating rinks, ball diamonds, camping areas, athletic fields, landscaped areas,
or limited use areas, swimming pools or recreational areas, or
will unreasonably cause safety, crowd congestion, noise, or
traffic flow problems; or
(3) The date and time requested has previously been allocated by permit, or would obstruct and interfere substantially with park
use and enjoyment by the public; provided, however, that no
permit shall be issued for any unlawful purpose.
(e) Whenever a permit is denied because of a reason set forth in subsections (d)(2) or (3) of this Section, alternative suitable locations
or dates shall be offered to the applicant.
(Ord. No. 5544-73, § 1; Ord. No. 8999-99, § I)
Sec. 19-49. Picnics and outings. All persons conducting organized picnics or outings shall obtain permits for
the use of said park facilities in the parks designated for such purposes.
(Ord. No. 5544-73, § 1)
Sec. 19-50. Peddling, sales, photographs, etc.; concession contracts. No person shall in any park or park-street or to any person in any park,
exhibit, sell or offer for sale, hire, lease or let out any object or merchandise,
or any thing whatsoever, whether corporeal or incorporeal, tickets for
entertainments or other affairs of any description included, except under a
permit, or for advertising or commercial purposes take moving pictures or photographs within the limits of any park, or buy or sell or publish the
negatives thereof or the prints therefrom or exhibit such negative or prints in
public, or use pictures or photographs of any park, park-street or park
structure, perform any personal service for hire in any park or park-street
except under a permit, or otherwise than in accordance with the terms of such permit. Possession of objects or merchandise in quantities, packages or
containers customarily associated with peddling shall be deemed to be prima
facie evidence of exhibiting or offering for sale. Nothing contained herein
shall forbid or prevent said Board in its discretion, granting concession
contracts and privileges to any concessionaire or permittee on such terms and conditions as the Board may determine.
(Ord. No. 5544-73, § 1)
Sec. 19-51. Protection of animals.
No person shall within any park molest, kill, wound, trap, hunt, take, chase, shoot or throw missiles at, remove or have in his possession any feral
animal, reptile, bird, bird's nest or squirrel's nest, or remove the young of
any such animal or the eggs or young of any such reptile or bird, or
knowingly buy, receive, have in his possession, sell or give away any such
animal, reptile, bird or egg so killed or taken. (Ord. No. 5544-73, § 1)
Sec. 19-52. Fires; discarding lighted cigars, etc.
No person shall kindle, build, maintain or use a fire except in fireplaces
provided for the purpose or under special permit. Any fire shall be continuously under the care and direction of a competent person over
twenty-one (21) years of age from the time it is kindled until it is
extinguished, and no fire shall be built within ten (10) feet of any tree or
building, or beneath the branches of any trees or in any underbrush. No
person shall throw away or discard any lighted match, cigar or cigarette in any park or park-street.
(Ord. No. 5544-73, § 1)
Sec. 19-53. Boating.
(a) No boat or vessel shall be laid up, stored, repaired or placed for any other purpose on park land except by permit.
(b) The parking of any boat or trailer is prohibited except in areas
designated and marked for that use.
(c) All boat launching and landing is prohibited except where posted for
that specific activity. (d) No person shall launch or operate a boat on bodies of water under the
jurisdiction, operation or supervision of the Board except by permit.
(e) No person shall operate a boat propelled by sail or steam, naphtha,
gasoline, oil, alcohol, electricity, motor or engine, or row or paddle a
rowboat, canoe or raft in or upon any waters under the jurisdiction, operation or supervision of the Board unless able to control or handle
the same with safety to himself and other occupants thereof, or
otherwise than in a careful and prudent manner and at a rate of speed
so as not to molest, annoy, disturb or endanger the life, limb, property
or reasonable comfort or safety of another, or occupants of other boats; except the use of motorboats on Pinhook Lake is prohibited.
(f) Boating of any kind in a bathing area is prohibited.
(Ord. No. 5544-73, § 1; Ord. No. 8112-90, § VI)
Sec. 19-54. Fishing; protection of fish. (a) Fishing is prohibited in any waters under the jurisdiction of the Board,
except in those areas and during those times designated as fishing
areas by the Board.
(b) No person shall have in his possession or take or attempt to take any
fish in any such waters, except in such designated areas. (c) All anglers shall possess a current State of Indiana fishing license in
accordance with the laws, rules and regulations of the Indiana
Department of Natural Resources.
(d) No person shall at any time throw missiles at fish or place in any such
waters any piscivorous fish, poison or other substance injurious to fish. (e) All fish cleaning and disposal of remains is prohibited except in those
facilities designed and designated for such use. The selling, bartering
or donating of any fish or any parts thereof is prohibited on City park
property.
(Ord. No. 5544-73, § 1; Ord. No. 8112-90, § VII)
Sec. 19-55. Bathing.
(a) No person shall bathe, wade or swim in any waters under the
jurisdiction, control, operation or supervision of the Board except at
such times and in such places as designated by the Board as bathing areas.
(b) No person shall bathe, wade or swim, or appear in such bathing area
unless covered with a bathing suit.
(c) No person shall dress or undress in any park except in such places as
may be designated or maintained for such purpose. (d) The use of rafts, innertubes, air inflated plastic and other objects
intended to support persons, not approved by the United States Coast
Guard or United States Red Cross Water Safety Council, is prohibited.
(e) No food or beverage containers, wooden or metal objects or other
dangerous substances or things are permitted on the beaches adjacent to or in swimming areas, except for approved containers distributed
through the designated concessionaire of the Board.
(Ord. No. 5544-73, § 1; Ord. No. 8112-90, § VIII)
Sec. 19-56. Subsurface aquatic activities. No person shall participate in any subsurface aquatic activity requiring the
use of masks, artificial breathing apparatus, etc., (as in skin diving and scuba
diving), in any water under the jurisdiction, control, operation or supervision
of the Board, except by permit.
(Ord. No. 5544-73, § 1)
Sec. 19-57. Toy aviation; kite flying; model boating, automobiling or airplane
flying.
No person shall, in any park, engage in toy aviation [kite flying,] model
boating or model automobiling or model airplane flying, except at places designated or maintained therefor.
(Ord. No. 5544-73, § 1)
Sec. 19-58. Games.
No person shall, in any park or park-street, throw, cast, catch, kick or strike any baseball, swing or make use of any golf club, play golf, hit or putt golf
balls, tennis balls, footballs, basketballs, croquet balls or other objects, or
engage in any sport, game or competition, except in places designated or
maintained therefor.
(Ord. No. 5544-73, § 1)
Sec. 19-59. Animals at large.*
__________
*Cross references: Impoundment of dogs running at large, biting persons, § 5-
16. __________
(a) No person owning or being custodian or having control of any animal
shall cause or permit such animal to go at large in any park or park-
street. A dog or other pet may be brought into a park or park-street
provided that such animal is continuously restrained by a leash, not
exceeding six (6) feet in length. No pets, except seeing-eye dogs and hearing-guide dogs, are allowed in, upon or on buildings, golf courses,
playgrounds or bathing areas, swimming pools, stands, concert areas,
seats, seating areas, sundecks adjacent to swimming pools, areas where
food is purveyed, kept or prepared, on the nordic ski trails during the
winter sports season, or other areas designated by signs as prohibited areas.
(b) No person having the care of any dog or other animal shall permit such
animal to enter or drink the water of any drinking fountain or
swimming pool in any park except at places designated or maintained
therefor. (c) Any animal found at large may be seized and impounded or disposed
of pursuant to the laws and ordinances of the State or City of South
Bend concerning the disposal of stray animals on the highways or
other public places.
(Ord. No. 5544-73, § 1; Ord. No. 8112-90, § IX)
Sec. 19-60. Horses.
No person shall use, ride or drive a horse in any park unless authorized to do
so by the Board.
(Ord. No. 5544-73, § 1)
Sec. 19-61. Alcoholic beverages and controlled substances.
(a) It shall be unlawful for any person, while within any City park, to:
(1) Consume or possess any alcoholic beverage other than beer or
wine; (2) Consume, or possess an open container of, beer or wine at any
location other than:
Areas designated by the Board as picnic, dining or
concession areas, and then only with the written permission
of the Board;
With respect to beer, only, such areas at Elbel and Erskine
golf courses as designated by the Board, and with
conspicuous posting of beer regulations at both such golf
courses; (3) Sell, barter, trade or exchange an alcoholic beverage; except for
those authorized agents and employees of the Board at those
concession areas designated by the Board for such purposes;
(4) Possess a controlled substance;
(5) Be under the influence of alcohol or a controlled substance. (b) It shall be unlawful for any person to possess, or to be under the
influence of, an alcoholic beverage or controlled substance while
operating, or a passenger in, a canoe, boat, watercraft, motor vehicle,
or snowmobile.
(c) Employees and agents of the Board shall, while in the performance of their duties, be authorized and empowered to deny entrance to any
City park; or refuse to rent to or to allow the use of any park property
by, and physically remove from, any City park any person whom such
employee, agent or official believes to be under the influence of
alcoholic beverages or controlled substances. (d) These provisions shall be supplemental and subordinate to any and all
provisions of the State of Indiana relative to possession, consumption
and sale or exchange of alcoholic beverages and controlled substances,
and shall not serve to authorize or allow any actions relative thereto
which are not otherwise prohibited by the laws of the State of Indiana. In the event of a conflict between these provisions and those laws of
the State of Indiana, the latter shall, in all instances and particulars,
prevail and control.
(Ord. No. 5544-73, § 1; Ord. No. 8112-90, § X; Ord. No. 8581-95, § 1)
Sec. 19-62. Construction work.
No person or agency shall perform construction work of any kind or work
incidental thereto in any park without a permit or under a contract with the
Board.
(Ord. No. 5544-73, § 1)
Sec. 19-63. Traffic control and speed limitations.
(a) It shall be unlawful for any person to operate a vehicle in excess of the
posted speed limit. In those areas where no speed limit is posted, it
shall be unlawful to operate a vehicle in excess of twenty (20) miles per hour.
(b) When using parks or park-streets, all persons and vehicles shall heed
and comply with directions of any police officer and, unless otherwise
directed by a police officer, shall further comply with directions on
traffic signs along all routes and trails. (c) (1) Upon the Board's designation of a space for handicapped
parking, a sign shall be installed bearing the words:
"HANDICAPPED PARKING ONLY DISABLED LICENSE
OR PERMIT REQUIRED"
or similar language consistent with the State manual and specifications for uniform system of traffic-control devices, and
the official international wheelchair symbol or a reasonable
facsimile thereof.
(2) Any motor vehicle found parking in areas designated for the
exclusive use of mobility handicapped persons which does not bear a disabled veteran registration plate or a special registration
plate, or display a handicapped parking permit issued by any
State or municipality shall be fined fifty dollars ($50.00).
Continuing violations under this section shall constitute a
separate offense and be punishable by a separate penalty for each infraction.
(d) With respect to areas designated by the Board as parking areas, all
persons and vehicles shall comply with all directions and/or
regulations posted within such areas, including, but not limited to,
those concerning time limitations, use by mobility handicapped persons, etc., and with the directions of any park employee.
(Ord. No. 5544-73, § 1; Ord. No. 8112-90, § XI)
Sec. 19-64. Vehicle use restrictions.
(a) The laws of the State of Indiana regulating equipment on vehicles and vehicle operation shall apply to vehicles within any City park.
(b) No vehicle shall be operated within any park under the jurisdiction,
control or supervision of the Board except on roadways or off-road
areas expressly designated by the Board for vehicular traffic.
(c) Motorcycles, motorbikes, minibikes, snowmobiles or any other mechanically driven vehicles are prohibited in any area under the
control of the Board, except those areas that have been designated by
the Board for such usage.
(d) Vehicles constructed for or engaged in the carrying of merchandise
and trucks and trailers are prohibited from using any park, except under permit where necessary to make deliveries in such park.
Wherever service roads adjoin the main roadway to a park, such
vehicles are required to use the service roads set apart for such use. In
all cases such vehicles must enter such park from the nearest street
intersection or entrance, in the direction of traffic, and leave by the nearest intersecting street or exit inthe direction of traffic.
(e) No vehicle shall enter or leave any park except at established
entranceways or exits, and except at established times.
(f) No vehicle shall be left within park boundaries after the park has
closed. Any vehicle so left on park premises may be towed from the park without further notice to the owner or operator. The registered
owner shall be responsible for any towing fee incurred.
(Ord. No. 8112-90, § XII)
Sec. 19-65. Careful driving. No person shall, in any park, operate, drive or propel, or cause or permit to
be operated, driven or propelled, any vehicle recklessly or negligently or at a
speed or in such a manner as to endanger the life, limb, safety, comfort or
property of any person or persons.
(Ord. No. 5544-73, § 1)
Sec. 19-66. Restricted areas.
(a) Parking or operating certain vehicles. No person shall, in any park,
drive or operate a vehicle within or upon a safety zone, walk or any
part of any park designated or customarily used for such purposes. No
person shall ride a bicycle or motor-powered cycle in any park, except in places designated for such riding; but persons may push such
machines in single file to and from such places. No person may park
any vehicle on the south side of Wall Street where it is extended
through Potawatomi Park or on the north side of said Wall Street from
the shelter house entrance east to the first alley west of Ironwood Drive; or on the north side of Riverside Drive west from Michigan
Street to Lafayette Boulevard through Leeper Park; or on either the
east or west side of the north-south drive through Kennedy Park,
which is an extension of Bendix Drive or Eclipse Place, from
Westmore Street south to the park drive extension of Longley Avenue; or on the north side of the park drive in Kennedy Park which is an
extension of Longley Avenue. The boat ramp parking area at Veterans
Memorial Park shall have one-way traffic from west to east and no
person may park along the south side of the lot and the entire boat
ramp parking lot is restricted to automobiles with boat trailers attached.
(b) Sledding, skiing and skating. No person shall sled ride, ski or ice skate
within the park except in areas designated for such purpose.
(c) Parking vehicles. The parking of vehicles in any park area not
designated for parking is prohibited. (Ord. No. 5544-73, § 1)
Sec. 19-67. Driving instructions.
Instruction in operating automobiles or motorcycles is prohibited in parks
and park-streets at all times except by permit of the Board. No person who may not lawfully operate a vehicle within the State or City of South Bend
shall drive or operate a vehicle within any park or park-street.
(Ord. No. 5544-73, § 1)
Sec. 19-68. Obstructing traffic. No person shall cause or permit any vehicle to obstruct traffic in any park or
park-street, or to stop such vehicle except at those places specifically
designated or maintained for the purpose of stopping or parking, except in
cases of emergency.
(Ord. No. 5544-73, § 1)
Sec. 19-69. Parking at night.
No person shall, between 2:00 a.m. and 6:00 a.m., park a vehicle in or along
any park or park-street, except at places designated or maintained therefor.
(Ord. No. 5544-73, § 1)
Sec. 19-70. Towing; projecting articles.
(a) No person shall cause or permit a vehicle to be towed by another
vehicle in any park, except that in case of breakdown a disabled
vehicle may be towed to the nearest exit.
(b) No person shall operate or drive in any park a vehicle containing any person or object projecting or hanging outside or on the top thereof;
except that outdoor sports and recreation equipment such as fishing
rods, skis and boats, beach chairs, beach umbrellas, tent poles and
sleds may be carried on the rear of such vehicles or on a rack designed
for the purpose and attached to the top thereof; provided, that in all cases fastenings shall be secure and substantial, and, provided that
such equipment so carried shall in no case project more than twelve
(12) inches above the top, or on either side, or to the front of such
vehicle, and if same projects to the rear of such vehicle, same shall not
obscure the tail or stop lights or directional signals thereon, and a plainly visible red cloth shall be securely fastened to the rear extremity
of such projecting objects.
(Ord. No. 5544-73, § 1)
Sec. 19-71. Driving off pavement. No vehicle shall be operated or driven off the improved or paved roadways
of any park. Disabled vehicles may be driven off the roadway so as to
prevent obstruction of traffic, but no disabled vehicle shall be permitted to
remain in a park for a longer period than two (2) hours.
(Ord. No. 5544-73, § 1)
Sec. 19-72. Working on vehicles.
No person shall, in any park, clean, polish, grease, lubricate or make repairs
to any vehicle except those of a minor nature and then only in cases of
emergency. (Ord. No. 5544-73, § 1)
Sec. 19-73. Equipment on vehicles.
No person shall drive or operate a vehicle in any park not equipped as
provided by law or which may not lawfully be operated within the State. Use of any cutout, fitting, apparatus or device which allows its exhaust
gases to escape therefrom without first passing through a muffler or silencer,
or driving a vehicle emitting offensive quantities of smoke, oil, gas or
disagreeable odors, or use of any gong, siren or whistle on any vehicle not
operated by a public authority, is prohibited. (Ord. No. 5544-73, § 1)
Sec. 19-74. Parkways.
(a) Peddlers, vendors, hawkers, etc. No peddler, vendor, hawker or
huckster shall stop or remain on any part of the right-of-way or service roads or entrances.
(b) Turning. U-turns are prohibited except when specifically allowed by
an officer or by a traffic direction sign.
(c) Rate of speed. No person operating, driving or propelling any vehicle
shall proceed at a greater than maximum speed indicated by signs; but
in no case shall such maximum speed exceed twenty (20) miles per hour.
(Ord. No. 5544-73, § 1)
Sec. 19-75. Curfew.
It shall be unlawful for any person to remain in any park, golf course, playground, picnic [area], swimming area, pavilion, or any property under
the jurisdiction of the Board of Park Commissioners, either on foot or in
vehicles of any type, later than 11:00 p.m. local time, except by written
permit. Any person violating the curfew will be charged with trespassing.
(Ord. No. 5544-73, § 1; Ord. No. 6331-78, § 1)
Sec. 19-76. Penalties.
Any violation of any of the following sections shall be punishable by a fine
of fifty dollars ($50.00): 19-40, 19-42, 19-43, 19-46, 19-50, 19-52, and 19-
61. Any violation of any of the following sections shall be punishable by a fine of twenty-five dollars ($25.00): 19-45, 19-54, 19-55, 19-59, 19-60, 19-
64, 19-68, 19-69, 19-71, and 19-75. Any violation of section 19-41 shall be
punishable by a fine of twenty dollars ($20.00). Any violation of section 19-
72 shall be punishable by a fine of ten dollars ($10.00). Unless otherwise
provided in this article, any violation of any provision of this article shall be punishable by a minimum fine of twenty-five dollars ($25.00) and a
maximum fine of twenty-five hundred dollars ($2,500.00).
(Ord. No. 5544-73, § 1; Ord. No. 6236-77, § 4; Ord. No. 7992-89, § 5; Ord.
No. 8112-90, § XIII)
Sec. 19-77. Repeal of conflicting ordinances.
All ordinances, or parts thereof, heretofore adopted affecting the parks,
park-streets and public places of the City of South Bend, under the
jurisdiction of the Board of Park Commissioners, inconsistent with or in
conflict with the provisions of this article, insofar as same are inconsistent with or in conflict with this article, are repealed, but insofar as practicable
and possible, the provisions hereof shall be deemed supplemental to existing
ordinances not in conflict herewith.
(Ord. No. 5544-73, § 1)
Sec. 19-78. Severability and savings clause.
Each section, clause and part of this article shall be deemed severable from
all others and if any provision of this article is held invalid, such invalidity
shall not affect the validity of any other provision, part or portion of this
article, but the remaining portions shall remain in full force and effect. (Ord. No. 5544-73, § 1)
Sec. 19-79. Park and park program rule enforcement.
(a) The Board of Park Commissioners of the City of South Bend is
authorized to adopt rules and regulations for the conduct of patrons,
park program participants, spectators, and volunteers in the South Bend Parks and Park programs, to the extent they do not conflict
with this article or other ordinances or statutes.
(b) If the Park Superintendent determines that the safety of patrons and
of park employees and volunteers and park property require the
removal of an individual from a park(s) and/or park program(s),
he/she may do so by following the procedures set forth in IC 35-43-
2-2. The ban imposed by the Park Superintendent shall be for a maximum period of up to one (1) year for a first offense and three
(3) years for any subsequent offense.
(c) Any appeal of a ban by the Park Superintendent must be filed in
writing with the Board of Park Commissioners within five (5) days
after service of the ban.
(d) The Board of Park Commissioners shall set rules governing the
hearing of the appeal.
(Ord. No. 9685-06, § I, 7-24-06)
Section B – Parks
B.1 Park History
B.2 List of Parks
B.1 Park History
South Bend Venues Parks & Arts Board of Commissioners Howard Park was established by ordinance in 1879, creating the City of South Bend’s
first park in 1879. The first Park Board was created by the Common Council of the City
of South Bend in 1891. Under a special charter secured from the State Legislature in
1901, the Park Board was abolished and control to operate the park system was passed to
the Board of Public Works.
In 1910, the current South Bend Board of Park Commissioners was established under the
Indiana Code and an adoption of Indiana Code 36-10-4 (Parks Department in Certain
Cities) by the South Bend Common Council followed shortly afterwards.
In 1929, the State Legislature authorized the South Bend Common Council to adopt an
ordinance establishing the South Bend Department of Public Parks, defining its powers
and duties, and creating a taxing district for park purposes under the first class cities
legislation adopted in 1919 by General Assembly.
The Board of Park Commissioners is composed of four (4) members; not more than two
of them whom shall be of the same political party, appointed by the Mayor to four-year
terms. The Board has authority for:
1. Operation of the Department of Parks, i.e. user fees, special events, Master Plans, etc.
2. Adopting rules and regulations.
3. Acquiring and selling park land.
4. Adopting capital improvement programs.
5. Approving annual operating expenditures. 6. Selling bonds for capital improvement.
Past Park Commissioners & Terms in Office
1. Richard Elbel 1910-1937 2. F.O Winkler 1910-Deceased
3. Simon Greenbaum 1910-1913
4. George M. Studebaker 1910-1911
5. Dr. Edwin J. Lent 1910-1918
6. Horace L. Greene 1911-1915 7. Irwin Jackson 1913-1920
8. W.W. Ridenour 1912-1923
9. Carl D. Britton 1918-1920
10. George Olatner 1920-1927
11. Otis S. Romine 1920-1930 12. Ward L. Mack 1923-1929
13. George H. Wheelock 1927-1938
14. David Fishgrund 1929-1943 15. Wilson E. Freeman 1930-1934
16. John B. Sniadecki 1930-1939
17. William A. Freeman 1937-1941
18. Dr. James L. Wilson 1939-1947
19. Larry J. Bojevicz 1939-1945 20. Carl Gintz 1941-1948
21. Hugh L. Woolverton 1943-1949
22. Frank B. Klimek 1946-1949
23. Russell W. Koehler 1947-1948
24. Dr. James M. Wilson 1948-1949 25. George T. Koch 1949-1952
26. Maurice Tucker 1949-1951
27. Dr. Lorenze A. Rausch 1949-1954
28. Ben H. Drollinger 1949-1953
29. Alex J. Dlugosz 1951-1953 30. Charles A. VanDe Veire 1952-1967
31. Paul D. Gilbert 1953-1959
32. Stanley F. Kromkowski 1954-1957
33. Edwin S. Ehlers 1955-1967
34. Richard S. Kromkowski 1957-1969 35. Herbert R. Solbrig 1960-1963
36. James E. Beaudway 1964-1975
37. Richard J. Fell 1967-1977
38. Thomas F. Broden 1970-1977
39. Reginald R. Howard 1973-1976 40. James P. Considine 1976-1979
42. Gwen Stiver 1979-1997
43. Melvin L. Holmes 1980-1993
44. John L. Horvath 1981-1987 Deceased
45. Phillip C. Long 1988-1994 46. Fred S. Kahn 1988-1994
47. Jerome Perkins 1993-1997
48. Dr. Tom Kelly 1994-2011
49. Robert Henry 1994-2012 Deceased
50. Bob Goodrich 1997-2014 51. Garrett Mullins 1997-2015
53. Bruce Bondurant 2012-2015
52. Amy Hill 2011 - 2016
53. Mark O’Neil 2015 – present
54. Jim Farrell 2015 – present 55. Aimee Buccelato 2015 – present
56. Ms. Consuella Hopkins 2016 – present
The current Board of Park Commissioners is made up of the following members with the expiration dates of their term.
Aimee Buccellato Mark Neal - President
304 S. Twyckenham 112 W. Jefferson Blvd, Suite 300
South Bend, IN 46614 South Bend, IN 46601
Ph- 201-344-4112 Ph – 574-213-5563
Aimee@BuccellatoDesign.com mneal@bradleyco.com Appointed: March 16, 2015 Appointed: March 4, 2015
Term Expires: February 31, 2019 Term Expires: February 31, 2019
Consuella Hopkins – Vice President Dan Farrell 2217 Lincolnway West 110 Peashway St
South Bend, IN 46628 South Bend, IN 46617
Ph – 574-287-1040 Ph- 574-532-4118
Taxpro1040@att.net danfarrell0202@gmail.com
Appointed: October 16, 2016 Appointed: October 19, 2015 Term Expires: October 31, 2020 Term Expires: October 31, 2019
SOUTH BEND PARKS Chronological History of South Bend Venues Parks & Arts
1879 Ordinance passed to establish Howard Park as South Bend’s first park.
1891 City Council creates first Board of Park Commissioners.
1901 South Bend Board of Park Commissioners abolished by special legislature, put under of Board of Public Works. 1902 Leeper Park is established as South Bend’s second park.
1905 Potawatomi Park is established.
1910 Legislature changes establishing authority of parks to Board of Park
Commissioners. Current Park Board established. 1910 Herman Byer, appointed as first Park Superintendent. 1912 George Kessler develops boulevard system to connect city parks.
1912 A.E. Perly appointed Park Superintendent.
1916 Rum Village Park was acquired for $45,000.00.
1918 South Bend Board of Park Commissioners acquired Pinhook property from County Commissioners. 1920 Potawatomi Park used as a zoo.
1920 Studebaker golf course opens as South Bend’s first municipal golf course.
1922 South Bend’s first pool, the Harry Engman Natatorium opened in July.
1924 Ordinance passes to build South Bend’s first and only Greenhouse. 1925 The Albert Erskine golf course opens. 1937 Richard Elbel retired after serving 28 years on the South Bend Board of Park
Commissioners.
1938 Paul Hayes appointed Park Superintendent.
1939 Howard Park administrative building is completed as part to the W.P.A. program. 1941 Pierre Navarre Park opens at the location of the present day O’Brien Park. 1944 Lysly McNabb appointed Park Superintendent.
1950 Kelly Park established.
1951 Veterans Memorial Park established.
1954 Keller Park established. 1954 Bendix baseball park completed, it is now called Kennedy Park. 1954 Sorin park established.
1954 First comprehensive park master plan developed.
1955 South Bend Community School Corp. and the Park Department Recreation
Commission. 1955 Paul Boehm named first Recreation Director. 1956 Potawatomi Pool built for $153,000.00 and Bendix Pool built for $190,000.00
and opened in June.
1956 Potawatomi Band Shell built for $23,000.00 and Studebaker Proshop for
$42,000.00. 1957 Rum Village shelter house completed. 1957 Storyland Zoo opens at Rum Village. The children train begins operation in
Rum Village park.
Chronological History of South Bend Parks & Recreation
Department
1958 City’s first recreation center opens, donated by Federal Housing Authority.
1959 Park Department signs a 99 year lease with lzaak Walton to establish park. 1959 Beck’s Lake and subsequently LaSalle Park was purchased by the Park Department.
1959 Pierre Navarre cabin renovated at Leeper
1959 Navarre Park is named O’Brien Park, Lombardy Park is now named Navarre Park.
1960 Howard Park Maintenance Building is completed.
1960 Park Department signs lease with S.B.C.S.C. to build Studebaker on existing park. 1960 Voorde Park established, park fully developed in 1963.
1961 LaSalle Park established.
1961 Dutch Elm disease ruins thousands of city trees.
1961 Elbel Park purchased for $35,000.00, later to become Elbel Golf Course.
1963 Park Department sells $800,000.00 in bonds to develop Pinhook, Elbel and Voorde Parks.
1963 Park employees join union.
1963 Ella Morris donates funds for the Morris Conservatory. The Conservatory opens in
1964
1963 George Wheelock Park donated to Park Department. Wheelock Park leased to Izaak Walton.
1964 Pinhook beach opens.
1965 Elbel Golf Course opens at the cost of $550,000.00.
1966 National Guard Armory leased to the Park Department, later named the Newman
Center. 1966 Riverside Manor Park established.
1967 Ralph Newman retires after 19 years as Superintendent.
1967 Charles Van Deive named Park Superintendent.
1967 J.D. Oliver Park established.
1967 Muessel Ellison Trust Foundation donated funds for Tropical Garden Facility. 1968 Lasalle Recreation Center Opens.
1968 Leeper Park Tennis clubhouse is completed.
1968 Park Department begins the development of South Bend’s first “mini parks.”
1969 Teamster local #364 recognized as the bargaining agent for hourly employees.
1969 Fremont Park established. 1970 New county park system is being developed.
1971 Friends of the Zoo organized, later became the Potawatomi Zoological Society.
1971 Jim Seitz appointed as Park Superintendent.
1972 Bendix Recreation Center opened.
1972 Bendix Park and Pool changed to Kennedy Park and Pool. 1972 Boland Park established.
1973 For the first time, Park rules are now ordinances passed by the City Council.
1973 Paul Boehm retires after 18 years as Recreation Director. He is succeeded by Bob
Goodrich.
1973 Martin Luther King Recreation Center opens.
Chronological History of South Bend Parks & Recreation
Department
1973 First Ethnic Festival.
1974 Rum Village Nature Center opens. 1974 Arizona Desert House opens at the Conservatory.
1975 Bi-Centennial Park completed.
1975 Island Park completed.
1976 Pier Park completed.
1976 Boehm Park established in honor of Paul Boehm. 1976 Dean Johnson Park established.
1976 Belleville’s “Sheridan Field” is completed with lighting, dugouts and fencing.
1978 The 56 year old Engman Natatorium closes permanently.
1978 Park Department takes over “Ice Box” ice rink and develops partnerships with other
agencies. 1979 First Major Zoo renovation in 52 years at Potawatomi Zoo. Cost is $1.5 million.
1981 Storyland Zoo closes after 24 years of operations.
1981 Park Department hosts first annual Winter Fest
1982 Five Year master plan completed.
1982 Arthur Fredrickson donated money for establishment of a park. 1982 First Zool Tide at Potawatomi Zoo.
1984 East Race Waterway opens at the cost of $4.5 million.
1984 Fredrickson Park is established.
1985 Seitz Park is established.
1985 Coveleski Stadium bond and funding process begins for the $5.7 million project. 1987 Coveleski Stadium completed at the cost of $8 million.
1987 Fish ladder on East Race completed.
1987 Five year master plan completed.
1988 South Bend White Sox begin to play at Coveleski.
1988 Jim Seitz retires as Park Superintendent after 18 years. Karl Stevens named his successor.
1989 Pinhook Park beach closed permanently after 25 years of operation.
1989 St. Joseph County Vietnam Veterans Memorial established in Howard Park.
1991 Bob Goodrich retires
1992 Kids Kingdom is built at Potawatomi Park. 1992 Phil St. Clair is appointed Park Superintendent.
1993 Non reverting funds are established for the first time to create dollars for capitol
improvements.
1993 Study completed on possible merger of City-County parks, and establishments of
park districts. 1994 Leeper Park duck pond is renovated.
1994 Blackthorn Golf Course is opened. It is South Bend’s fourth municipal golf course.
1994 The “Moving Wall” came to Howard Park to honor Vietnam Veterans.
1994 Park Department restructured to include budgeted divisions within Park
Department.
Chronological History of South Bend Parks & Recreation
Department
1994 City’s first disc golf course opens at Rum Village.
1995 City’s first mountain bike trail and course opens at Rum Village. 1995 S.B.C.S.C. and Recreation Commission dissolves 40 year partnership with Park
Department.
1995 Recreation Division is entirely funded by the City Park budget.
1995 Park Department receives $900,000 grant to extend riverwalk.
1995 Park Department established “in house” Concessions Division. 1996 Irrigation system installed Studebaker and Elbel golf courses at the cost of
$750,000.00.
1996 Dean Johnson and Studebaker Parks are permanently closed due to construction of
schools.
1996 Boehm Park baseball facility is completed. 1996 Kaukema’s Courtyard playground is completed at Rum Village park.
1996 Gwen Stiver retires from South Bend Board of Park Commissioners after 17 years
of service.
1997 Karl Stevens Memorial Nursery established at Elbel.
1997 Park Department takes over city’s special events operation. 1997 Riverwalk completed at a cost of $1.2 million.
1997 The new $1.6 million Belleville Softball Complex opened in June.
1997 Leeper Park is designated a historic landmark by the Historic Preservation
Commission.
1998 Five Year Parks & Recreation Master Plan completed. 1998 $500,000 Buddy Bonds Community Center constructed at LaSalle Center.
1998 Recreation Programs TRU Soldiers, B.L.A.S.T., River City Basketball & “Kid’s
World” were established.
1998 Park & Recreation Department hosted the 25th annual Ethnic Festival.
1998 Park & Recreation Department and City of South Bend designated “Tree City USA” by the National Arbor Day Foundation.
1999 Belleville Softball Complex hosts its first amateur Softball Association National
Championship tournament.
1999 Karl Stevens Tree Nursery dedicated and opened April 6th.
1999 Potawatomi Zoo opens new alligator exhibit. 2000 O’Brien Administration and Recreation Center opened to the public.
2000 Kennedy Family Water Playground facility opened to the public.
2000 Belleville Softball Complex hosts the 2000 Women’s Olympic Softball team on
July 18th.
2000 Potawatomi Zoo opens new zebra exhibit and greenhouse. 2000 Potawatomi Zoo obtains American Zoo and Aquarium Association National
Accreditation.
2000 Erskine Golf Course celebrates its 75th anniversary.
2000 Parks and Recreation Department creates a new marketing division.
2001 Potawatomi Zoo opens new veterinary hospital.
Chronological History of South Bend Parks & Recreation
Department
2001 O’Brien Center awarded “Best New Park Facility” by Indiana Parks and Recreation
Association. 2001 Parks and Recreation Department creates first “Kid’s Triathlon” with 438 entries.
2002 O’Brien Skate Park opens in July.
2002 Belleville hosts an unprecedented two A.S.A. National Championship Tourneys.
2002 Indiana Parks and Recreation Association awarded City Parks Department with
Best Recreation Program for B.L.A.S.T., and best new facility for the O’Brien Skate Park.
2002 Parks and Recreation Department implements “Hearts ‘n Parks” program.
2003 Parks and Recreation Department website recognized by the National Recreation
and Parks Association as “Best of all Class III Cities in the United States.
2003 South East Neighborhood Park opens, replacing former Johnson Park. 2003 IPRA awards Park and Recreation Department “Best New Park Development” for
Southeast Park.
2004 Parks renovate the 32 year old Martin Luther King Recreation Center
2004 Great Lakes Region/NRPA Partnership Award for relationship between
Potawatomi Zoo and the Potawatomi Zoological Society. 2004 IPRA Essential Services award to Hearts N Parks program
2005 New O’Brien 7,500 sq. ft. Fitness Center opened at the O’Brien Center.
2005 The South Bend Parks and Recreation and the South Bend Rotary
partnership create the Friendship Station Playground.
2005 IPRA Outstanding Facility Award for the Martin Luther King Jr. Center renovation
2005 “Friendship Station” is dedicated and officially opens to the public in Belleville
Park
2005 Potawatomi Zoological Society provides the C.B. Hunting passenger train as a
permanent zoo structure. 200 The 80 year old Potawatomi Park Pavilion was completely rehabilitated to serve
as South Bend’s largest outdoor rental facility.
2005 IPRA Essential Services Award to the South Bend Parks and Recreation
Department for Promoting health & fitness through Parks & Recreation
2006 South Bend Swim Club implemented. 2006 New Maintenance Facility located at 1020 High St. is opened. The old
maintenance facility built in 1960 and located at Howard Park is demolished.
2006 Department of Natural Resources recognizes South Bend as Tree City USA
for the 10th consecutive year.
2006 Renovation of Pinhook Pavilion Hall completed. 2006 New lion exhibit is completed at Potawatomi Zoo.
2006 South Bend Parks & Recreation Dept. receives Award of Excellence from the
National Institute of Health and the Department of Health & Human Services
for the WeCan! Program, and is named one of the first “We Can!” cities in the
U.S.
2007 Completion of the 1.75 mile river walk along Riverside Drive. 2007 South Bend Botanical Society is formed to create a partnership with the South
Bend Parks and Recreation Department.
2007 South Bend Parks & Recreation Dept. receives accreditation from CAPRA
2007.
2007 IPRA Outstanding Service Award for Dedicated Service to I.P.R.A. 2007 Renovation of Leeper Park Tennis Courts completed and Grand Re-Opening.
2008 Potawatomi Park Universally Accessible Playground is built and opens to
the public.
2008 Women’s Olympic Softball Team returns to Belleville for an unprecedented
3rd time. 2008 Community Gardening group, in partnership, begins to use park property at
Potawatomi Park for growing of local food. Beginning of Community
Gardening.
2008 South Bend Parks and Recreation install their 5th water splash pad in the city
parks. Locations include LaSalle Park, Coquillard Park, King Park, O’Brien Park, and Southeast Community Park.
2008 Belleville Softball Complex host 10th and 11th A.S.A. National Championship
Softball Tournament and receives its 10th and 11th James Farrell Award for
Excellence as one of the best organized softball tournaments in the U.S.
2008 IPRA Awards for: Essential Service for Health & Fitness:Outdoor Awareness: Wildwood Studio
Nature
Outstanding Park Development: Potawatomi Park Universally Accessible
Playground
Outstanding Service Work: Susan O’Connor 2008 Presented by the City of South Bend – Excellence in Distinguished Public
Service Award – Phil St. Clair
2009 Creation of the Memorandum of Understanding with the newly formed
South Bend Botanical Society allowing the Botanical Society to operate and
maintain the Potawatomi Conservatories for the use of the community. 2009 Completion of the Five-year Master Plan Update (2009-2013)
2009 Completion of the Association of Zoo and Aquariums Accreditation for the
Potawatomi Zoo Howard Park Ice Rink celebrates fifty years of continuous
service.
2009 IPRA - 2009 Distinguished Lifetime Member Award, Susan O’Connor, South Bend Parks and Recreation Department
2010 Opening of the Otter Exhibit at Potawatomi Zoo
2010 Formation of the South Bend Parks Foundation
2010 Online registration added to the Department’s services
2010 IPRA – Park Professional of the Year award – Phil St. Clair, Director of the South Bend Parks and Recreation Department
2011 The South Bend Parks and Recreation begins a three-year study, creating new
strategies and integrating community resources to address obesity in children
ages 10-14 as a Beta Site with the Healthy Communities Research Group.
2011 Opening of the City Wellness program.
2011 Inaugural Blues and Ribs Fest at Howard Park in support of the Miracle Park concept.
2011 Renovation (Phase 1) to Coveleski Stadium begins
2011 New synthetic turf and field drainage installed at Coveleski stadium
2011 IPRA – The Indiana Outstanding Parks and Recreation Agency of Year – South
Bend Parks and Recreation Department 2011 South Bend Common Council – Resolution 4111-11, Honoring Phil St. Clair
for dedicated service as the longest serving Park Superintendent in the cities’
history.
2012 Substantial renovation of the Potawatomi Conservatories. The South Bend
Botanical Society manages daily programming, educational opportunities and awareness campaigns.
2012 Friendship Station at Belleville Park replaced
2012 First ADA designed splash pad installed at Potawatomi Park in partnership
with the St. Joseph Community Foundation and a local private investor.
2012 CAPRA five-year reaccreditation process completed. 2012 Digitizing of cemetery records begun with the Historic Preservation Society
and Notre Dame.
2012 Creation of the Active Youth Initiative (AYI) to further the impact of the
Healthy Communities Research Group’s work with South Bend.
2012 Renovation (Phase 2) to Coveleski Stadium begins. 2013 Entered into a Public/Private Partnership with the Zoological Society to manage
the operations at Potawatomi Zoo.
2013 The Graffiti Abatement Program created and operated by the Parks and
Recreation Department, receiving reports and resolving over six hundred sites
in 2013. 2013 Creation of a Deputy Director position for the Parks and Recreation
Department.
2013 Central mowing handles code citations, city-owned lots and Community Investment
properties
2013 Coveleski Stadium playing field renamed as Four Winds Field. 2014 First Country Fest
2014 Completion of the Five-year Master Plan Update (2014-2018)
2014 The City of South Bend’s Wellness Program receives a 3-Star Achieve WELL
Award from the Wellness Council of Indiana
2014 IPRA – Innovation Award – City Voice Partnership – Senior Fit.
2015 5 million dollar Park Bond secured for park updates and improvements
2015 The City of South Bend celebrates its sesquicentennial with SB150.
2015 Five-Year Master Plan for the City Cemetery is completed.
2016 Aaron Perri named Executive Director at Phil St. Clair’s retirement. 2016 IPRA – Creative Event Award – SB 150
2016 Newman Center transferred from the system and undergoes private renovation.
2017 South Bend Parks and Recreation restructured as South Bend Venues Parks &
Arts
2017 The Ice Rink and Howard Park and the Howard Park Recreation Center demolished for the Howard Park improvement.
2017 The Charles Black, Sr. Recreation Center closed for renovation.
2017 The Lodge building at Howard Park re-occupied.
2017 Two additional bonds secured, 5-million and 12-million dollars.
2017 My SB Parks & Trails system-wide improvement and development plan launched.
2017 IPRA – Creative Event Award – Best.Week.Ever.
Inclusion Program of Excellence – VPA Equity Analysis
B.2 LIST OF PARKS
Park Type and Park Acres
The Venues Parks & Arts System is made up of parks categorized into the “community,”
“neighborhood,” and “block” park types. There are a variety of “special” park types in
the system.
These distinctions, along with their related acreages as noted below.
Park Facility Acres District Park Type Totals
Bicentennial Park/Gwen Stiver .38 1 Block
Brownfield Park 2.7 1 Block
Freemont Park 2.00 1 Block
Kelly, Micheal Park 1.1 4 Block
LaSalle Landing Park (Memorial) 1.56 1 Block
Lincoln Plaza Playground 1.10 1 Block
McKinley Playground 1.10 4 Block
Morris Green Park .70 4 Block
Nakomis Park 1.94 4 Block
Park “A” (Portage) .4 1 Block
Parkovash 1.65 4 Block
Pier .50 2 Block
Ravina .40 3 Block
Seitz Park .30 4 Block
Shetterly Park 2.66 4 Block
Sorin Playground .55 4 Block
Westhaven 5.68 2 Block 24.72
Phillip St. Clair Park 43.65 6 Community
Boehm Park 30.00 4 Community
Boland Park 21.03 1 Community
Kennedy Park 38.56 2 Community
LaSalle Park (Charles Black) 39.80 2 Community
Leeper Park 25.72 1 Community
Northside Blvd Walkway 32.50 3 Community
Pinhook Park 42.69 1 Community
Potawatomi Park and Zoo 62.18 3 Community
Rum Village Park (and annex) 160 6 Community
Wheelock Park 72 1 Community 568.13
Coquillard Park (& school) 12.84 4 Neighborhood
Fredrickson Park 14.24 4 Neighborhood
Howard Park 11.49 4 Neighborhood
Keller Park 16.91 1 Neighborhood
Marshall Park 9.00 5 Neighborhood
Martin Luther King Park 6.00 2 Neighborhood
Muessel Park 17.26 2 Neighborhood
O’Brien Park 17.02 5 Neighborhood
Park Facility Acres District Park Type Totals
Ponader 10.38 Outside Neighborhood
Pulaski Park 6.32 2 Neighborhood
River Bank Plaza 5.50 2 Neighborhood
Riverside Manor 5.48 1 Neighborhood
Riverside Park 2.58 1 Neighborhood
South East Neighborhood Park 9.50 3 Neighborhood
Tarkington Park 10.96 4 Neighborhood
Veteran’s Memorial Park 16.11 3 Neighborhood
Governor Joe Kernan Park 4.00 4 Neighborhood
Voorde Park 14.00 1 Neighborhood
Walker Field Park 8.33 6 Neighborhood
Woodlawn Park 16.56 1 Neighborhood 227.88
East Bank Trail 1.10 4 Special
East Race Waterway 5.10 4 Special
Elbel Park and Golf Course 313.25 Outside Community/Special
Erskine Golf Course 120.00 5 Special
Fish Ladder & Hydro .16 4 Special
Stanley Coveleski Stadium 6.00 2 Special
Studebaker Golf Course and Park 23.94 3 Special 469.55
1,296.28
Park Types:
Block Park
Block parks are small sites containing limited amenities such as playgrounds. They generally serve only the immediate vicinity
Neighborhood Parks
Neighborhood parks serve local informal/unorganized recreational needs. They are
primarily walk-to facilities serving a community within a 0.5 mile walkable network.
Although they may offer substantial amenities, they are focused on the needs of nearby neighborhood.
Community Parks
Community parks often support organized programming with staff. They typically
contain facilities such as recreation centers, swimming pools or programmed athletic
complexes. These are major sites that draw a significant portion of users from outside the South Bend city limits. Community parks frequently generate revenue.
Special Parks
Special Parks are often unique features in the system or a component of the trail network.
They are frequently special purpose and do not meet the broader definition of a public
access public park or they have an otherwise limited focus of use.
Section C – Organization
C.1 VPA Administration
C.2 VPA Fiscal Operations
C.3 VPA Facilities & Grounds
C.4 VPA Recreation Division
C.5 VPA Experience Division
C.6 VPA Venues Operations
C. VENUES PARKS & ARTS ORGANIZATION
Who Is Responsible?
The following table helps in defining the roles of the Executive Director and the Park’s Board. South Bend Venues Parks & Arts Department, however, does not follow this chart fully, as there may be variations of the degrees of responsibility given to the Park Board & Executive Director for special projects or other agreed upon alterations.
TASK PARK BOARD PARK ADMINISTRATOR
Long-term Goals (more than 1 yr.) Approves Recommends and provides input
Short-term Goals (less than 1 yr.) Monitors Establishes and carries out
Day to day operations No role Makes all management decisions
Budget Approves Develops and recommends
Capital purchases Approves Prepares Requests
Decisions on building/renovations, leasing, expansion Makes decisions, assumes responsibility Recommends (could also sign contracts if given authority)
Supply Purchases Established policy and budget for supplies Purchases according to board policy and maintains an adequate audit trail
Major repairs Approves Obtains estimates and prepares recommendation
Minor repairs Policy should include amount that can be
spent without Board approval Authorizes repairs up to prearranged amount
Emergency repairs Works with administrator Notifies Board chairperson and acts with concurrence from chair
Cleaning and maintenance No role (oversight only) Sets up schedule
Fees Adopts fee schedule and guiding fee policies Develops fee schedule
Billing, credit and collections Adopts policy Proposes policy and implements
Hiring of Staff No role Approves all hiring
Staff development and assignment No role Established
Firing of Staff No role Makes final termination decisions
Staff grievances No role The grievances stop at the administrator
Personnel policies Adopts Recommends and administers
Staff salaries Allocates line item for salaries in budget Approves salaries with recommendations from supervisory staff
Staff Evaluations Evaluates only administrator Evaluates other staff
From: Park Board and Administrator Newsletter, Aspen Publishers, 1991
C.1 VPA ADMINISTRATION
The Executive Director serves as the administrative head of the Venues Parks & Arts
Department. The position oversees all directors of the VPA divisions (Facilities &
Grounds, Recreation, Venue Operations and Experience).
• The Deputy Director reports to the Executive Director. The Deputy Director is
responsible for the monitoring and analysis of the Department’s business functions
to ensure excellence and sustainability. The position has direct oversight of all
divisions and administrative units.
• The Operations Coordinator provides administrative support to the Executive
Director and serves as the liaison between the Executive Director and city
personnel and the community.
Executive
Director
Director of
Facilities and Ground
Recreation
Director
General
Manager of
Venues
Experience
Director
Deputy Director
Administration
and Finance
Operations
Coordinator
C.2 VPA FISCAL OPERATIONS
The Administrative and Finance Division of the South Bend Venues, Parks and Arts Department reports directly to the main city controller’s office, although is assigned to
duties directly related to the Department of Venues, Parks and Arts. The Director of
Finance heads the administrative and finance team and works under the Executive
Director of Venues, Parks and Arts. The Financial Director oversees the budget for the department, supervises the accounts
receivables, accounts payables, and also supervises the front office staff (Secretary, receptionist,
and payroll clerk).
* Fiscal Services – budget matters, collection and deposit of cash receipts paid to the department, and payment of invoices for services.
* Administrative support – oversees the “front office” staff; receptionist, secretary, and
payroll clerk.
VPA Executive
Director City Controller
Director of Finance
Office Manager Financial Specialist IV (Accounts Receivable)
Clerical Assistant
Financial Specialist
II (Accounts Payable)
Financial Specialist II (Payroll)
C.3 VPA FACILITIES AND GROUNDS
The Facilities and Grounds Division oversees the development and maintenance of the
city’s venues, parks and facilities. This includes downtown venues, aquatics facilities, plantlife and forestry, recreation centers and sports facilities.
Project Manager oversees the timelines and progress of projects outside the regular work
flow of the areas under facilities and grounds.
Administrative Assistant assists coordination of staff with the Director of Facilities and
Grounds; serves as dispatcher for jobs.
Forestry provides maintenance and care for all city trees and is the city’s first responders
for storm damage clean up.
• Tree crew/support staff - maintains trees for the City of South Bend located in
the tree lawn areas of the city.
• Horticulturalist designs, advises, implements and maintains all city landscaping.
Facilities and Systems oversees the skilled trades portion of the Facilities and Grounds
Division; start-up/operation/close of Ice Rink; start-up/operation/close of aquatic
facilities.
Director of Facilities and Grounds
Grounds &
Athletic Fields
Centralized
Mowing &
Cemeteries
Graffiti
Abatement
Facilities &
Systems
Water & Ice
Features
Venue
Maintenance
Operations
Downtown &
Fleet Forestry
Tree Healthcare
Prorgram
Horticulturalist
Clean & Safe
Project Manager Administrative Assistant
• Ice & Water Features - maintains the Howard Park Ice Feature, and the variety
of aquatics facilities in its inventory of facilities: Potawatomi Pool; Kennedy
Water Playground; and the Splashpads.
• Venues Maintenance Operations – oversees the maintenance of the city’s
venues including Morris Performing Arts Center and Century Center.
Grounds and Athletic Fields -
• Centralized Mowing – maintain mowed areas in all parks, assist code
enforcement with mowing citations, mow assigned street islands.
• Cemeteries - responsible for the proper maintenance of the cemeteries for the
City of South Bend. Grounds crews are responsible for the mowing and general
care of these properties.
• Graffiti Abatement – monitors and removes vandalism throughout the entire
city in coordination with the South Bend Police Department.
Clean & Safe
• Stockroom - keeping the stockroom well organized, purchase merchandise and
distribution to all outlying areas.
• Monitors safety and risk compliance
• Oversees cleaning personnel
• Develops and implements safety plans for facilities
• Monitors and updates on-site safety equipment
Fleet & Downtown
• Fleet - Regular scheduled maintenance, so employees will have access to safe,
well-maintained equipment and vehicles
• East Race/Plaza/Four Winds – maintains and monitors East Race, East Race Trail,
Downtown Plaza, and Four Winds Field.
C.4 VPA RECREATION DIVISION
Recreation Director leads the Recreation Division within the Department of Venues Parks
& Arts. Provides vision and management of programs, events and services offered in
community centers, golf courses, playgrounds, parks, athletic fields, schools, pools, fitness center, nature center, and other facilities. This position reports directly to the Executive
Director of Venues Parks & Arts.
• Administrative Assistant Supervisor – provides administrative support to the Recreation
Director and serves as the liaison between the Recreation Director and Recreation
personnel.
Recreation Director
Community Recreation
MLK Center
Charles Black
Center
Athletics
Byers Softball Operations
Leeper Tennis
Operations
Leagues
Programming
Concessions
Bounce Houses
& Climbing Wall
Instructional Classes
Youth Camps
Golf
Concessions
Maintenance
Pro Shop
Assistant Recreation Director
Rum Village
Nature Center Senior Programs Aquatics
Pools
East Race
Fitness &
Wellness
O'Brien Fitness
Center
Administrative Assistant Supervisor
• Recreation Centers – Martin Luther King Center & Charles Black Center are
neighborhood focused facilities providing programming, educational opportunities and
public meeting space.
• Athletics – staff provides programming for all ages in softball operations, tennis
operations, and sports leagues.
• Programming – staff offers recreational programs including bounce house and climbing
wall rentals, instructional classes for youth, seasonal camps and concessions at public
programs and facilities.
• Golf – VPA operates three golf courses from March – November. Golf staff are
responsible for the following operations at each location.
o League and Open Play Golf
o Golf Instruction & Lessons
o Maintenance
o Concessions
Assistant Recreation Director – provides support to the Recreation Director
• Rum Village Nature Center – shares naturalist expertise with the community through
programming and camps
• Senior Programs – provides programs, activities and trips to active older adults
• Custodial Operations of O’Brien Administrative Building
• Aquatics – includes operation of Potawatomi Pool, Kennedy Water Playground, East
Race
Waterway and instructional opportunities including lifeguard training/certification, aqua
aerobics, and learn-to-swim classes.
• Wellness & Fitness Programs – manages daily operations of the O’Brien Fitness Center,
group fitness classes, employee wellness benefits, CPR trainings
C.5 VPA EXPERIENCE DIVISION
The Experience Division uses integrated marketing, communications, fundraising, and
event programming to enhance the awareness of VPA resources and services. The
division houses the marketing, development and events arms of the department. Experience Division Director – leads the Experience Division within the Department of
Venues Parks & Arts. Provides vision and management of marketing, events and
development teams. This position reports directly to the Executive Director of Venues
Parks & Arts. Project Manager- acts as the liaison between VPA divisions and Experience staff
members to help coordinate project needs and workloads. Provides support to the
Experience Director.
Marketing Team– strategizes and implements ways to promote VPA programming, resources and events.
Experience
Director
Marketing Director
Graphic Designer
E-Media Manager
Communications
Coordinator
Development Director
Volunteer Coordinator
Community Relations
Events Director
Event Coordinator
Project Manager
Development Team - responsible for fundraising, data gathering, organizing volunteers and maintaining community relations and standards.
Events Team - Performs all duties necessary to host major events throughout the year.
Creates and implements family and community events with many free to the public.
C.6 VPA VENUES OPERATIONS
General Manager of Venues - oversees the operations of the Morris Performing Arts
Center, Century Center, and Palais Royale. This position reports directly to the Executive
Director of Venues Parks & Arts.
• Administrative Assistant - provides administrative support to the General Manager of
Venues
Financial Services Director - oversees the finances for all venues.
Ticketing & Events - responsible for finding appropriate shows for each venue throughout the year, provides booking services for venues, and ticketing and box office
services to events by selling tickets pre-show and staffing during shows.
Assistant GM: Century Center – on-site Century Center management
Venue Operations – oversees venue maintenance, housekeeping, event setup and
security.
Navarre Hospitality – an outside contractor providing food services
• Sales – working out contracts with clients and other tasks related to the sales of the
city’s venues.
• Food & Beverage – oversees the catering for private events and planning food and
beverage services for public events.
General Manager of Venues
Ticketing & Events Venue Operations Navarre (Outside Contract)
Food & Beverage
Sales
Financial Services Assistant GM -Century Center
Administrative Assistant
Section D – Policies and Procedures
D.1 General Policies 1000
D.2 Administration
Policies 2000
D.3 Marketing Policies 3000
D.4 Personnel Policies 4000
D.5 Public Safety/
Risk Prevention 5000
D.6 Financial Policies 6000
D.7 Program Policies 7000
D.8 Park Facilities Policies 8000
D.9 Volunteer Policies 9000
Manual Review/Revisions Checklist South Bend Venues Parks & Arts’ Administration, Policies and Procedures Manual should be reviewed annually. The following checklist has been developed to record
when and what revisions are made to each specific section of the manual and when the
annual audit of the entire section last took place.
General Policies (1000) Updates
Policy # Revised Date Policy Revised
Description of Change or Update to the policy
1010
2/15/06 Created – How to Use this Manual
1020 4/14/07 Created – Park Law
1070 6/14/06 Created – Quality Assurance
1030 6/12/07 Rolled into 1070
1040 6/12/07 Rolled into 1070
1050 6/12/07 Rolled into 1070
1060 6/12/07 Rolled into 1070
Annual Review 11/08
Annual Review 1/10
1040 3/12 Recreated as Nutrition Policy
Annual Review 2/11
Annual Review 9/12
1070 9/12 Rewording
Annual Review 1/14
Annual Review 5/16
6/17 All policies rebranded as VPA
Annual Review 4/18
General Policies- 1010
Accreditation Standard #: 1.4.2
Page 1 of 2
Subject: How to Use This Manual General Policies
Creation Date:
February 15, 2006
Last Approved Revision:
04/20/2018
Authority:
Informational
The Administrative Policy and Procedures Manual is a compilation of the policies by which South Bend Venues Parks & Arts and Board operate. To maintain its usefulness, it
must be updated and revised at regular intervals, concurrent with Board approval. The
most current approved policies are to be located on the VPA Data Share Hub, and are to
be accessible from all staff workstations. The manual is divided into 9 sections plus appendixes:
Category # Category 1000 General Policies
2000 Administration
3000 Marketing 4000 Personnel Policies 5000 Public Safety and Risk Prevention
6000 Finance
7000 Program Policies 8000 Parks & Facilities 9000 Volunteers
The category number indicates the beginning number of all policies within that category.
Each policy is numbered in increments of ten. The category title and number are located at the top of each policy. When subsequent policies are added they are assigned the next available number.
Each policy also has a section that contains the NRPA accreditation standard. If a policy
fulfills a standard, the standard number is indicated in the right corner of the policy.
All policies are formatted in the same fashion, and may include any or all of the
following sections:
A. Purpose
B. History C. Policy
D. Procedure & Responsibility
E. Definitions
The Purpose section will describe the reason or necessity for the policy’s existence, the History section will provide any pertinent background information if appropriate, the
General Policies- 1010
Accreditation Standard #: 1.4.2
Page 2 of 2
Policy section will describe the guiding beliefs or statements of commitment for South
Bend Venues Parks & Arts regarding the issue, the Procedure and Responsibility section will define who will do what to be in accordance with the stated policy, and finally the
Definitions section will be used to define any terms used within the policy for purposes
of clarity.
A checklist has been developed to record when and what revisions are made to a specific section of the manual and when the annual audit of the entire section last took place.
Each section will contain one form that is used for all of the policies in that section. A
sample follows:
Section 1000 Updates
Policy # Revised Date Policy
Revised
Description of Change or Update to the policy
The policy manual is to be systematically reviewed as needed annually and at least in
its entirety every five years by the Executive Director and the Division Heads of the
department. The policy manual shall be made available to all personnel. Policy Manual Distribution List
A copy of the Policy Manual should be found in each of the following locations, or in the
office of each of the following members of VPA Department staff as well as being available to all staff online.
STAFF
VPA Executive Director
VPA Fiscal Officer VPA, Experience Director Office Manager, O’Brien Administrative Office
VPA, Administrative Assistant
FACILITY
O’Brien Administration Offices South Bend Parks Maintenance Facility
General Policies - 1040 Accreditation Standard #:
Page 1 of 1
Subject: Nutrition Policy General
Creation Date: 3/22/12 Last Approved Revision: Authority: Department
Nutrition Policy for the Venues Parks & Arts Department
We, at the South Bend Venues Parks & Arts, will serve at our meetings and programs the
healthiest food choices we can as part of our Health and Wellness commitment to the
community.
General Policies - 1070 Accreditation Standard #: 3.3.4.4
Page 1 of 7
Subject: Quality Assurance General Policies
Creation Date:
11/14/06
Last Approved Revision:
4/20/2018 Authority: Department
F. Purpose – To create uniform standards and procedures to monitor and
evaluate the quality of the Department’s facilities, natural resource areas,
programs and services from the user’s perspective. This process runs in conjunction with the public survey and public evaluation policies described under policies 3420 – Surveys, and 3700 – Customer Service.
G. Policy & Responsibility B-1 Criteria in Regard to Facility Maintenance. Park Entrances:
Park signs
Signage should be visible from major access areas to the facility.
They should be free from obstruction from shrubbery and trees. Paint or stain surfaces should be acceptable quality and free from chipping or flaking. Wood structures should be checked for rotting
or weathering. Signs should be checked daily for vandalism.
Landscaping
Entrance areas to facilities should be maintained to standards. These include trimming of trees and shrubbery, weeding of flower beds, cuffing and trimming of grass areas.
Gate/Access Control
Gates and access areas should be locked and unlocked at
appropriate times established for each facility. Locks should be checked for wear and rust to insure proper locking. Gates should
be checked for tension, rust, or damage. Posts should be checked
for rust or rotting. Hinges of gates should be lubricated quarterly.
Roadways and Parking Lots
Roadways should be checked for potholes and cracks (if asphalt). Areas need to be checked daily for litter and broken glass. Grass
growing in asphalt areas should be removed. Areas that accumulate
dirt and debris should be cleaned as necessary and
recommendations should be made in regard to the cause of
accumulation. Painted surfaces need to be checked for quality and areas that are not visible need to be repainted. Accessible parking
General Policies - 1070 Accreditation Standard #: 3.3.4.4
Page 2 of 7
areas need to be visible with proper signage and free from obstruction. Litter
Area should be cleaned daily of all lifter. Trash should be picked
up along roadways adjacent to the entrance as well.
Buildings and Centers:
Standards in regard to this category include the exterior and interior of
all buildings operated by the Department. These include all centers,
pool bathhouses, concession stands, restrooms, storage buildings and offices. General Appearance
The overall appearance of the facility should be eye pleasing to all
visitors. General cleanliness of all areas needs to be acceptable.
These include windows and window seals, floor surfaces, walls, counter tops, and other areas. Paint Condition/Graffiti
All paint surfaces should be clean and free from chipping and
pealing. Walls should be free from graffiti, tape and other marks.
Record of last painting should be maintained on file, with color of paint documented for touch-up purposes. Signs
All exit and emergency signs should be in proper working
condition. Bulbs should be replaced when noticed or reported to
the facility supervisor. Directional and information signs should be in good condition and easy to spot and follow.
Restrooms
To a considerable extent cleanliness of restrooms reflects the level
of care provided for any public facility therefore special attention
must be given to this phase of maintenance. Restrooms are to be thoroughly cleaned daily, shortly after the beginning of the work
day, with repeated cleaning during the day as traffic may dictate.
Lavatories, bowls and urinals need to be thoroughly cleaned with
an approved detergent. Floors are to be mopped and disinfected
daily. Markings on walls and partitions should be removed when discovered. Dispensers should be filled often enough to avoid
depletion of supply. Trash should be disposed of when necessary
to insure receptacles do not overflow. Restrooms should be
inspected periodically to insure standards are met. Furnishings
General Policies - 1070 Accreditation Standard #: 3.3.4.4
Page 3 of 7
Furnishings include tables, chairs, desks, kitchen equipment game tables, etc. associated with the facility. Special notice should be given to the condition of these furnishings. Damaged furnishings
should be repaired or replaced. All items should be clean and in
good working order. Fabric upholstery should be cleaned with an
approved shampoo annually. Litter Interior and exterior areas of each facility should be checked
throughout the day for liter, especially broken glass or other items
which may propose a safety or health concern. Trash receptacles
should be emptied as necessary to alleviate spillage onto floor surfaces. Liners should be placed in receptacles when possible. Receptacles should be as clean as possible and disinfected
periodically.
Grounds Maintenance Mowing All grass areas shall be mowed according to the schedule for each
facility. Areas should be cleared of litter, rocks, glass. Trimming
and surface cleanup should also be checked after mowing has
occurred. Litter Area should be cleaned daily of all litter. Each facility should be
checked throughout the day for liner, especially broken glass or
other items which may propose a safety or health concern. Trash
receptacles should be emptied as necessary to alleviated spillage. Liners should be placed in receptacles when possible. Receptacles
should be as clean as possible and disinfected periodically.
Weed Control
Areas where weed control is necessary should be documented by
using a work order to Facilities and Grounds. Only certified personnel may spray weed control chemicals.
Curbs and borders
All curbs and boarders should be free of grass and weeds. Areas
should be checked for damage from vehicles and pedestrian traffic
and reported via the work order system. Curb cuts for the disabled should be free of obstructions and easily accessible to the
physically impaired.
Mulch
Areas that are mulched should be checked periodically for
replacement. Check for weeds and bare places. Shrubs/Hedges/Tree Condition
General Policies - 1070 Accreditation Standard #: 3.3.4.4
Page 4 of 7
Periodic inspection of shrubs, hedges, and trees is necessary to determine damage, disease or dying items. Trimming may be needed in areas based upon the landscape plan for the area. All
trimming shall be done by qualified personnel only. Overhanging
limbs on sidewalks and roadways should be trimmed as well.
Areas should be check for litter as well. Walkways Walkways need to be inspected for cracks, holes or uneven surf
aces. Edges should be even with the ground areas if at all possible
for a smooth transition from walkway to other areas. Overhanging
limbs and shrubs should be trimmed to not interfere with traffic. Athletic Areas
Condition of Infield
Infield areas need to be inspected for proper drainage, rocks or
stones, grass areas, and holes or worn areas. The pitcher’s rubber, base anchors and bases should be checked for proper installation and wear.
Turf Condition/Outfield
Grass in athletic fields should be mowed regularly as needed.
Facility supervisors should document when mowing occurred to verify mowing is occurring based upon the schedule. Areas of wear should be noted. Trim around fence areas should be checked.
Foul lime areas and warning tracks should be checked as well.
Dugouts/Fencing/Goals
Dugout areas should be inspected for damaged blocks, graffiti, bench damage and gate alignment All fences need to be checked
for sharp or jagged edges, loose areas at top or bottom, damaged
posts or rails, rust, and holes in fabric. All gates need to be checked
for alignment. Bleachers Bleachers need to be inspected for splinters or rotten wood,
missing bolts and nuts, and broken boards. Bleacher pads need to
be inspected for damage.
Litter/Trash Cans
Area should be cleaned daily of all litter. Athletic areas should be checked throughout the day for litter, especially broken glass or
other items which may propose a safety or health concern. Trash
receptacles should be emptied as necessary to alleviated spillage.
Liners should be placed in receptacles when possible. Receptacles
should be as clean as possible and disinfected periodically.
General Policies - 1070 Accreditation Standard #: 3.3.4.4
Page 5 of 7
Park Features Picnic Shelter/Tables Picnic shelters should be checked for splinters, rotting, graffiti, and
litter daily. Tables should be inspected for damaged boards,
splinters, rotting and graffiti as well. Concrete areas should be
swept daily and scrubbed with a detergent periodically. Tables should also be scrubbed with a detergent periodically also. Grills should be inspected for damage and cleaned by removing burned
material or food products. Lifter should be disposed of based upon
the above requirements. Benches Benches should be checked for loose, rotten or damaged boards. Inspection for loose or missing nuts and bolts should occur as well.
Playgrounds
A daily inspection should be performed in regard to all
playgrounds. In addition, playgrounds should be checked at least once a week using the Maintenance Checklist Form to formerly document inspection. Attention should be given to all items
equally in regard to the check list, especially areas that may pose a
safety concern to participants. Work orders should be prepared
immediately when concerns are evident. Emergencies should be phoned to Facilities and Grounds. Tennis courts
Tennis courts should be inspected for worn or damaged nets, stolen
or damaged center straps, leaning net posts, cracks in surface,
damaged fencing and gates, grass growing along edge of courts, proper signage and proper functioning lights if available. Courts
should be free of debris and litter. Inspect courts for evidence of
use by bikes, skateboards or roller blades.
Swimming Pools
Swimming pools, while in operation, should be inspected daily by the pool staff. In the off season, weekly inspections should be
made in regard to vandalism and other damage.
Concession Stands/Storage Rooms/Press Box
Requirements for these areas would be the same as any other
building. Special attention should be given in regard to vandalism and break-ins.
Water Fountains
Outdoor water fountains should be checked for damage and
workability. Heads should be cleaned using a disinfectant at least
once a weekly. Check for leaks and proper drainage. Lighting
General Policies - 1070 Accreditation Standard #: 3.3.4.4
Page 6 of 7
All outdoor lighting should be checked periodically to insure that fixtures are working. Aiming of fixtures should be checked to insure that areas that are a concern are being covered.
B-2 Criteria for Recreation Program Operations
Program Diversity/Development Staff Directed Activities In all programs the staff should be observed indulging in activities
as a demonstrator, leader, participant, etc. In Child Care programs
activities will encompass the 3 main developmental areas;
psychomotor, cognitive and affective on a daily basis. In this setting, programming schedules should allow children to select independent activities as a part of the basic program. Staff
members should be observed supervising these events at all times.
Non-directed Activities
In all programs where the staff is not directing the activity and it is instead self-directed, it should be clear to the participants where they may go for assistance, and there should be staff available for
this purpose.
Program Diversity
Recreation Centers (all age groups), preschool (ages 3-5) or seasonal camp/park programs are to develop a diverse and comprehensive activity schedule that offers balance between the
following program areas with attention given to both passive and
aggressive activities:
Education Instruction Athletics Games Leisure Special Events
Clubs Fitness Nature
The degree of compliance will be measured by the balance a site provides the participants based on this criteria.
Age Diversity
This criteria is in direct relation to the above Program Diversity
section and is determined by the frequency of programs designed
for a particular age group. Again “balance” of programming by age group is expected. Observable activities should be indicated on the
schedules that are suitable to the chronological age of a specific
group of children. All programs, during development, should have
a well-defined target user including an age profile. Geographic and Cultural Diversity
General Policies - 1070 Accreditation Standard #: 3.3.4.4
Page 7 of 7
Where ever possible, programs should be targeted to areas or portions of our community that might currently be less well served. A balance of programs across the community should include
accessibility to all regions and take into consideration different
needs and desires of different portions of our service area.
B-3 Staff In-Service Training Records
Documentation of courses, hours, and instructors providing
training be listed and filed on site for review and reference. Orientation Documentation All staff members must review job and City policy regulations. A copy of the orientation check list should be on file at the
employee’s work site.
Manuals
Employees will have access to the following: • Personnel Policies • Safety Policies
• Yearly Budget
• Master Plan
• Parks Administration, Policies and Procedures Manual • Facility Manual for their location Performance Appraisal
A copy of each active staff member’s performance should be kept
on file with their supervisor. Evaluations are to be completed by
the Executive Director by the evaluation date. Evaluation should include appraisal of customer service skills and incorporate
comments from surveys and public feedback where possible.
Staff Meeting
Staff meetings should be held as necessary to communicate
important information and to provide staff training.
Manual Review/Revisions Checklist
The South Bend Venues Parks & Arts’ Administration, Policies and Procedures Manual should be reviewed annually. The following checklist has been developed to record
when and what revisions are made to a specific section of the manual and when the
annual audit of the entire section last took place.
Administration (2000) Updates
Policy # Revised Date Policy
Revised
Description of New or Revised Policy
Manual Review/Revisions Checklist
The South Bend Venues Parks & Art Department’s Administration, Policies and Procedures Manual should be reviewed annually. The following checklist has been
developed to record when and what revisions are made to a specific section of the manual
and when the annual audit of the entire section last took place.
Marketing (3000) Updates
Policy # Revised Date Policy
Revised
Description of New or Revised Policy
3000
02/03/05 Created- History and Responsibility of the
Marketing Division
3110 02/10/05 Created - Marketing and Promotions – Logo Policy & Wearing Apparel
3120 02/10/05 Created- Marketing and Promotions – Advertising
3130 2/10/05 Created - Marketing and Promotions – Printed Pieces
3140 2/10/05 Created - Marketing and Promotions – Activity Guide
3150 2/10/05 Created - Marketing and Promotions – Web Site
3160 2/10/05 Created - Marketing and Promotions – Promotional Items
3210 2/10/05 Created - Media Relations – Media
Communications
3220 2/10/05 Created - Media Relations – Media Interviews
3230 02/10/05 Created - Media Relations – Weather Related
Closings/Cancellations
3240 2/10/05 Created - Media Relations – Public Information
3310 02/10/05 Created - Funding – Grants
3320 02/10/05 Created - Funding – Sponsorships
3330 02/10/05 Created - Funding – Fundraising
3400 04/12/05 Created - Market Research – General Statement
3420 03/12/05 Created - Market Research – Program Surveys and
Evaluations
3500 04/12/05 Created - Community Relations
3710 07/12/05 Created - Customer Service : Reception/Greeting Area
3150 08/10/05 Update to web contract policy
Policy # Revised
Date Policy
Revised
Description of New or Revised Policy
3700 05/02/06 Created - Customer Service - Statement
Annual Review 11/28/06
3230 12/10/16 Restructured
Annual Review 11/08
Annual Review 1/10
Annual Review 2/11
Annual Review 9/12
3110 9/12 Including video, now
Annual Review 1/14
Annual Review 5/16
3230 12/10/16 Restructured
6/17 All policies rebranded as VPA
3000 1/18 Retired as un-necessary
3130 1/18 Retired an un-necessary, further review
3140 1/18 Retired, transitioning to SPARK magazine, further
review
3710 1/18 Retired, further review possible
Marketing Policies - 3110 Accreditation Standard #:
Page 1 of 1
Subject: Marketing and Promotions – Logo Policy &
Wearing Apparel Marketing Policies
Creation Date:02/10/05 Last Approved Revision: 03/04/2016 Authority: Department
A. Purpose
To ensure consistency and branding in all products produced for and by the
department.
C. Policy & Responsibility
The South Bend VPA logo must be prominently displayed on all printed material,
internet/social media, video assets and merchandise created for and by the
Department including but not limited to: brochures, flyers, posters, print ads,
promotional items, etc. In addition, all wearing apparel produced for any South
Bend VPA employees must have the South Bend Parks VPA logo prominently displayed.
Marketing Policies - 3120 Accreditation Standard #:
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Subject: Marketing and Development – Advertising Marketing Policies
Creation
Date:02/10/05 Last Approved Revision: 6/29/16 Authority:
A Purpose
To maximize effectiveness, ensure quality, consistency and branding in advertising across all media and to adhere to any and all agreements made with program/event/facility sponsors and donors regarding advertising and
other promotional efforts.
C. Policy & Responsibility
The Marketing Division is responsible for Department wide advertising and
promotions.
Staff is encouraged to seek and utilize advertisement opportunities with the following guidelines:
C-1 All advertisement copy (print ads, television and radio
commercials, billboards, etc.) must be approved through the Director of Marketing prior to submission.
C-2 All print advertisement shall contain the South Bend VPA name
and logo.
C-3 The Marketing Division will retain copies of all ads produced for the Department.
C-4 The Marketing Division will review/request pricing for local
advertising opportunities and assist staff in getting the best rates and return for their advertising investment.
C-5 The Marketing Division, through its quarterly meetings, will create
an Annual Marketing Plan that will target and promote individual
programs and events based upon need and budget.
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C-6 The Annual Marketing Plan will always be available for staff to examine.
D. Procedure
D-1 Submit all print advertisement (newspaper, billboard) and electronic advertisement (radio, tv) to the Director of Marketing at
least one week prior to deadline date for review and approval.
D-2 Director of Marketing will make changes/corrections/suggestions or approval of all submissions in writing within 48 hours of submission.
D-3 If the Director of Marketing is unavailable a member of the
Marketing staff may provide review and approval.
Marketing Policies - 3150 Accreditation Standard #:
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Subject: Marketing & Development – Web Site Marketing Policies
Creation Date:
02/10/05 Last Approved Revision: 6/29/16 Authority: Department
H. Purpose
To ensure consistency, professionalism and branding on the website maintained by the South Bend VPA at www.sbvpa.org.
I. Policy & Responsibility
B-1 The Director of Marketing is responsible for communication to the public in regard to information to be posted to the website.
B-2 All modifications, including additions, changes or corrections
requested or submitted for the website should be reviewed by the
VPA Marketing Division. B-3 It is the responsibility of all staff to periodically check the
information posted on the web pages regarding their individual
operations to ensure its accuracy.
B-4 Any editorial copy to be included on the web site will be reviewed by the Executive Director.
B-5 Web calendars may have different responsibilities assigned than
normal website oversight.
B-6 Occasionally South Bend VPA will maintain additional websites or
special domain names for additional projects. These additional
websites may have different procedures for maintenance and
update, but the Marketing Director should have access to them and should be informed of creation, purpose and major updates.
Marketing Policies – 3160 Accreditation Standard #:
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Subject: Marketing & Development – Promotional
Items Marketing Policies
Creation Date: 02/10/05 Last Approved Revision: 6/29/16 Authority: Department
A. Purpose
To ensure quality, consistency, professionalism and branding on all
promotional materials, including but not limited to: shirts, jackets, caps, bags, pens, mugs, give-aways, etc. created for and by the Department.
B. Policy & Responsibility
B-1 All promotional pieces must have the South Bend VPA logo prominently displayed.
B-2 Certain limited retail items, with the Executive Director’s
approval, might be exempt from the logo requirement. B-3 Staff is to inform the Experience Director of the purchase of
promotional items. Occasionally, by consolidating such purchases,
the department can save funds.
Marketing Policies – 3210 Accreditation Standard #:
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Subject: Media Relations – Media Communications Marketing Policies
Creation Date:
02/10/05 Last Approved Revision: 6/29/16 Authority: Department
A. Purpose
To prevent duplication and ensure consistency, professionalism and branding
in regards to public service announcements (PSA), news releases, press conferences, media alerts, photo opportunities, etc. with broadcast and print and social media.
B. Policy & Responsibility
B-1 All news releases, press conferences, media alerts, PSA, photo
opportunities and all other requests for media attention shall be
coordinated through the Experience Director of VPA. Final
approval of all releases is subject to the Executive Director’s discretion.
B-2 All media communications shall be disseminated to media outlets.
Special interest groups may request individual releases, but will
not be placed on the media distribution list. B-3 The Experience Division will track all media communications and
interactions.
C. Procedure
C-1 The Experience Division will maintain a media distribution calendar for all programs and activities. Media communications will be initiated based on this calendar. Any additional items for
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media distribution will be submitted to the Marketing Director to be added to the upcoming schedules.
C-2 Staff will have the opportunity to proof all media communications
that pertain to their respective programs/events/facilities prior to
distribution. C-3 Staff will receive a copy of all submissions to the media that are
relevant to their operations.
C-4 With regard to press conferences, the Experience Division will determine if a news conference is appropriate or applicable for a
particular event and, if so, will work with the appropriate staff to
plan it.
C-4 Social media will be coordinated through the Marketing Division and will be used for outreach, education of the benefits of VPA
operations and promotion.
D. Definitions D-1 Public Service Announcement – A public service announcement
is an advertisement that appears in space and time donated by the
media for the public good. A formal definition is as follows:
An announcement for which no charge is made and which
promotes programs, activities or services of federal, state or
local governments or the programs, activities or services of
non-profit organizations and other announcements regarded
as serving community interest, excluding time signals, routine weather announcements and promotional
announcements.
Broadcasters (radio and tv) are required by the FCC to commit a
certain percentage of air time to public service announcements. Newspapers and magazines, however, are not required to provide
space for public service announcements and usually regard them as
filler. Because time and space allocated for PSAs is donated, a
sponsoring agency does not have any control over when, where,
how often, or even whether its message will appear.
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D-2 News Releases – A news release may be used to issue a statement, take a stand on a news development or issue, provide background or to supplement late breaking news. News releases are also used
to announce upcoming events and to invite press to cover them and
can be a very effective means of gaining needed publicity. News
releases should reach the media with enough lead time to make announcements at least two weeks in advance of an event or a registration deadline.
D-3 Media Alert – Media Alerts are used to notify the media of
upcoming events that reporters, photographers or film crews may wish to be present for. Media alerts are sent in lieu of a news release or in addition to a news release. If sent out in addition to a
news release, they are generally sent out much closer to the event
date.
D-4 Photo Opportunities – Photo Opportunities (Photo Op) are an opportunity for a photographer or film crew to capture photographs
or film for use as is or in conjunction with a related story.
D-5 Press Conference – A press conference is a meeting used to announce a major news event. The media are invited and are supplies with written materials and photographs. In addition,
letters to the editor and editorials are sometimes prepared and sent
to newspaper publishers.
Marketing Policies – 3220 Accreditation Standard #:
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Subject: Media Relations – Media Interviews Marketing Policies
Creation Date:
02/10/05 Last Approved Revision: 6/29/16 Authority:
A. Purpose
To provide direction for the Department employees regarding media requests
for interviews.
B. Policy & Responsibility
B-1 The Experience Division is the primary contact point for all media interaction.
B-2 The Executive Director will initiate media appearances and
interviews where applicable and appropriate.
B-3 Department personnel who are approached by a reporter or media representative for information are encouraged to take advantage of
the opportunity and shall respond as follows:
B-3.1 Basic Program/Facility Information: Supply the information, inform your immediate supervisor, then contact the Experience Director to let him/her know about
the interview
B-3.2 Major Department Issues: such as master plans, funding sources, policies or controversial issues – defer to the Executive Director, unless staff has been otherwise
instructed by the Executive Director.
B-4 The Experience Division will track all media appearances and interviews. The Experience Director must be informed of all such occurrences.
B-5 The Experience Division will have a Media Crisis Management
plan in place and departmentally available.
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C. Procedure
C-1 Determine what information the reporter needs
C-2 Provide the requested information if it is considered routine (see B-3.1).
C-3 If the request is more complicated, or you feel uncomfortable with
the topic, you may respond with “I’m sorry, but I’m not the best person to talk to about that issue. Let me put you in touch with my Supervisor/Executive Director.” The person who works closest to
the issue or issues under discussion will, in most instances, be the
person interviewed.
C-4 Inform your immediate supervisor of the interview, and then contact the Experience Director.
Marketing Policies – 3230 Accreditation Standard #:
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Subject: Media Relations – Weather Related
Closings/Cancellations Marketing Policies
Creation Date: 02/10/05 Last Approved Revision: 6/29/16 Authority:
A. Purpose
To establish policy guidelines for closings/cancellations and for the necessary outreach efforts due to weather related emergencies of South Bend Venue
Parks & Arts facilities, programs and events.
B. Policy & Responsibility
B-1 If South Bend Community School Corporation closes for weather
issues, all youth instructional classes will be closed. All classes
that use School property (youth or adult) are also automatically
cancelled.
B-2 Building or facility failures or safety concerns can cause
cancellations. Inability to plow, heating/cooling breakdowns or
hazardous environmental conditions are examples.
B-3 A travel ban issued for unsafe driving conditions by local government or emergency management agencies will cancel
Department programs.
B-4 The direct supervisor of a program or event may issue a
cancellation due to predicted or actual unsafe weather conditions, instructor illness or other uncorrectable operation concerns.
B-5 The Director of Golf and/or Course Superintendent is responsible
for decisions concerning temporary or all day closing of the
Courses. In making such decisions, due consideration will be given to the welfare of the general public and potential damage to
the golf course.
C. Procedure
C-1 When an event or program is determined to be cancelled, it is the supervisor’s responsibility to notify all the participants, any
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vendors, partners, or contacted agents to immediately inform them of the decision.
C-2 When it is determined to cancel a program, the supervisor will use
the Cancellation Call list to make the initial contacts.
C-3 When a program or event is cancelled, it is the responsibility of Experience Division to alert media outlets by using the
Cancellation Outreach List.
C-4 After hours or on holidays and week-ends, there will be a designated contact person by the Experience Division to handle the media outreach.
C-5 When cancelling a substantial community event, the supervisor
might required to use the Event Cancellation List. This decision will come from the Executive Director, the Deputy Director, or the Immediate Supervisor.
C-6 All Golf Course closures must be immediately reported to the
office of the Executive Director. D. Definitions
D-1 Cancellation Call List – The Executive Director, the Deputy
Director, the Recreation Director, the O’Brien Center and O’Brien Fitness Center desks, the Director of Maintenance, 311, Mayor’s
Office. These call lists need to be continually updated and
distributed.
D-2 Cancellation Outreach List – Standard media (T.V., radio contacts), Social Media (Twitter, Facebook, etc), and depending on
the size and impact of the event, the What’s Up mailing. These call
lists need to be continually updated and distributed.
D-3 The Event Cancellation List – Everything from the Cancellation List, plus all park staff, the complete Rec Trac email list, and the
City Department Heads. These call lists need to be continually
updated and distributed
Marketing Policies – 3240 Accreditation Standard #: 3.3.1
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Subject: Media Relations – Public Information Marketing Policies
Creation Date:
02/10/05 Last Approved Revision: 6/29/14 Authority: Department
A. Purpose
A definitive statement regarding the dissemination of public information
B. Policy & Responsibility
B-1 STATEMENT OF POLICY:
South Bend Venues Parks & Arts is committed to informing the
community and the local media of major events and activities
involving the department. All public information distributed is to be as clear and open as possible in keeping with the spirit and letter
of the Indiana Open Door Law and the Access to Public Records
Act.
B-2 The Experience Division of VPA is responsible for distributing timely and accurate information to the appropriate media
B-3 All State, local and other applicable rules and regulations will be
adhered to. Ex. Indiana’s Open Door Law and the Access to
Public Records Act.
B-4 In case of emergency situations, or crisis events, the procedures of
the Crisis Communication Plan (Policy 5030) will be used.
B-5 Not only should program/event information be distributed, but also the benefits derived from Venue Parks & Art’s activities should be
communicated to the community.
B-6 The Experience Division of VPA is responsible for assisting the
media in covering news stories by responding to questions as accurately, honestly, and openly as possible or directing media
inquiries to other department staff members as designated by the
Executive Director.
Development Policies - 3310 Accreditation Standard #:
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Subject: Funding – Grants Development Policies
Creation Date:
02/10/05 Last Approved Revision: 6/29/16 Authority: Experience
Division
A. Purpose
A-1 To establish guidelines for grant planning, application,
implementation, reimbursements and reporting. A-2 To ensure appropriate financial management of grant funds.
B. Policy & Responsibility
The Experience Division is primarily responsible for overseeing and
facilitating the grant writing process.
B-1 The Development Team will jointly search for new grants for both
the Department as a whole, as well as for individual programs/facilities/events.
B-2 Department staff is strongly encouraged to research grants for the
areas that they directly oversee.
B-3 All requests for grant funding to support any Department
program/facility/event must be submitted to the Director of
Development.
B-4 All grant requests will be reviewed and evaluated by the Director of Development, the Director of the Experience Division, and any
other interested party.
B-5 The Development Team will retain a copy of all grants written for
and by the Department.
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C. Procedure
C-1 Grants are evaluated based on feasibility, program need and
alternative funding sources.
C-1.1 Time table – sufficient time to complete the
application; grant timeline coincides with program/event timeline. C-1.2 The Department’s ability to meet the grant’s
specific requirements.
C-1.3 The Development Team’s established grant
schedule. C-2 After evaluation, the primary responsibility for the writing of the
grant will be determined by the Development Team, i.e.: the
interested party will write the grant, the Development Team will
write the grant, an approved outside party will write the grant, or a combination of the above.
C-3 A timetable for completion of the writing process will be assigned
by the Development Team.
C-4 All grants will be proofread individually by all parties of the Development Team. Any revisions will be approved by all parties
of the Development Team. All parties of the Development Team
will approve the final copy prior to submission.
C-5 When a grant has been secured, it is the responsibility of the staff member overseeing the program/facility/event to meet all the grant
requirements i.e.: completing paperwork, submitting required
forms, receipts, evaluations, etc., gathering data, required
purchases or procurements, etc.
Development Policies - 3330 Accreditation Standard #:
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Subject: Funding – Sponsorships Development Policies
Creation Date:
02/10/05 Last Approved Revision: 7/29/16 Authority: Experience
Division
A. Purpose
To provide department employees with appropriate procedures and policy
regarding sponsorships.
B. Policy & Responsibility
The Experience Division is primarily responsible for monitoring and
overseeing all sponsorships sought for by Venues Parks & Arts (VPA) and
acts as a clearing house for all sponsorships. This is to insure consistency in
proposals, avoid approaching the same potential sponsor too frequently and/or by multiple staff and to track total sponsorship contributions, and to promote,
develop, and maintain relationships with our sponsors.
B-1 The Development Team will actively search for sponsorships for
the Department as needed and for its own existing programs/events.
B-2 Staff are encouraged to seek sponsorships for the areas that they
directly oversee with prior approval of the Director of
Development.
B-3 The Development Team is available to assist in seeking and
securing sponsorships.
B-4 All sponsorship requests must be submitted to the Director of Development.
B-5 All sponsorship requests will be reviewed and evaluated by the
Development Team in conjunction with the appropriate Division
Head.
B-6 A monthly summary of sponsorships is generated by the Director
of Development and is available for review.
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B-7 A listing of all secured sponsorships will be maintained and made available by the Director of Development.
B-8 Any media sponsorships (newspaper, radio, television) will be
negotiated and managed in conjunction with the Marketing Team,
unless prior approval has been given.
C. Procedure
C-1 All sponsorship requests by staff members must be submitted to the Director of Development. C-1.1 All requests will be reviewed and evaluated by the
Director of Development and the Director of the
Experience Division.
C-2 After evaluation, the Director of Development will respond to the requesting staff member and the appropriate Division Head.
C-2.1 If the Director of Development decides to pursue
the request, a sponsorship strategy will be formed
and a copy of this will be forwarded to the requesting staff member and the appropriate Division Head.
C-3 All staff seeking sponsorship independent of the Development
Team for their program or event must first consult with the Director of Development to decide a course of action including
timeline, potential sponsors and possible sponsor benefits.
C-4 In order to maintain an active listing of all Department
sponsorships, a written notification of all sponsorships secured by staff must be made to the Director of Development.
C-5 When a sponsorship has been secured, it is the responsibility of the
staff member securing the sponsorship to meet all levels of
recognition as outlined in the sponsorship agreement.
Development Policies - 3330 Accreditation Standard #:
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Subject: Funding – Fundraising Development Policies
Creation Date:
02/10/05 Last Approved Revision: 6/29/14 Authority: Experience
Division
A. Purpose
To provide department employees with appropriate procedures and policy
regarding fundraising.
B. Policy & Responsibility
B-1 The Development Team will be responsible for the development, planning and implementation of fundraising initiatives throughout the year. The
fundraising initiatives will generate funds to be used to defray the expenses
of Venues Parks & Arts and will benefit a program/event/facility to be
determined by the Experience Division and the Executive Director.
B-2 Department staff are encouraged to pursue fundraising opportunities while
keeping the Director of Development aware of and up-to-date of
fundraising activities.
B-3 The Director of Development will maintain a list of all fundraising initiatives conducted by the Department.
B-4 The Marketing Division is available to assist in most aspects of fundraising
activities.
C. Procedure
C-1 In an effort to maintain a current listing of fundraising activities, any staff
member pursuing fundraising activities should communicate details of the
activities to the Director of Development.
C-1.1 Pre-event report should include the following information: event details (type, date, time, location); program/facility to benefit from fundraiser; any outside organizations partnering
on event.
C-1.2 Post-event report should include the following information:
attendance; amount raised; evaluation results.
Development Policies - 3400 Accreditation Standard #:
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Subject: Market Research – General Statement Marketing Policies
Creation
Date:04/12/05 Last Approved Revision: 6/29/16 Authority:
A. Purpose
An agency should have the ability to perform market research to determine
community needs and demands and be able to supply analyses for evaluating
its current services as well as for planning its future offerings to address those
needs. Developing user-profiles, identifying potential target markets, conducting market tests of new programs or concepts, and focus meetings
with other business or community groups are all components of this type of
research. Marketing research is identifying a need, examining ways to satisfy
it, and passing this information along to the appropriate parts of the operation.
B. Policy & Responsibility
B-1 There should either be a competent, trained person on staff, or the
department should utilize a fully-qualified consultant for marketing
research efforts.
B-2 It is generally the responsibility of the Executive Director of
Venues Parks & Arts to determine when specific marketing
research project needs to be completed for any particular park
operation, but it is the responsibility of the Marketing Division in conjunction with City’s Business Analysis team to see that some
type of ongoing evaluation of overall operations is continuously
underway.
B-3 Both special and standard market research analysis should be included in the periodic reports from the Experience Division to
the Executive Director and the Park Board.
C. Procedure
C-1 Provide a summary of data collected by both hard copy and web-collected surveys and evaluations.
Marketing Policies - 3420 Accreditation Standard #:
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Subject: Market Research – Program Surveys and Evaluations Marketing Policies
Creation
Date:03/10/05 Last Approved Revision: 6/10/16 Authority:
A. Purpose
Evaluating Department programs and services is vital to determining the level
of customer satisfaction. Evaluations also provide valuable feedback for
making changes or improvements to programs or services. In order to ensure
that information collected is relevant, reliable and valid, the following policy has been instituted.
B. Policy & Responsibility
B-1 All surveys, evaluations and other marketing research tools shall
be reviewed by the Experience Division before being administered.
B-2 The Director of Marketing shall be contacted before planning any
market research project.
B-3 Ongoing program evaluations shall be reviewed/revised on an
annual basis.
C. Procedure
C-1 The Experience Division will draft an evaluation form with the
Business Analyst and distribute to appropriate staff for their
review. C-2 Upon completion of the final evaluation form by the above group,
it is the responsibility of the program staff to distribute the
evaluation forms and return completed forms to the Business
Analyst. C-3 The Business Analyst will then compile all information and
distribute a report with recommendations for the appropriate staff
so changes can be made to future programs.
C-4 The program supervisor then prepares a list of recommended program changes based on the evaluation report and gives it to the
appropriate supervisory staff.
Marketing Policies - 3500 Accreditation Standard #:
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Subject: Community Relations Marketing Policies
Creation Date:
04/12/05 Last Approved Revision: 6/29/16 Authority:
A. Purpose
South Bend Venues Parks & Arts has a strong commitment to establishing
strong ties with the community and responding to its needs. Community
relations are the means to address concerns arising between the parks department and all of the segments of its service population. VPA should not only interact and utilize the many organizations that already exist in its
jurisdiction, it should be active in fostering new groups where there is a need,
and none already exist.
By establishing these links with the community, the agency can learn of needs, issues and opportunities before they become more difficult to manage.
By working to increase the communities understanding of the activities and
roles of Venues Parks & Art, public confidence can be increased, and
obstacles to future new ventures can be more easily overcome. B. Policy & Responsibility
B-1 A community relations plan should be formulated and maintained
by the Experience Division and periodically reviewed for possible
updating.
B-2 There should be a person on staff (Experience) who acts as the
primary point of interaction for community relations functions.
This person should have direct access to the Executive Director.
B-3 The functions of public information officer and of community relations coordinator for the department must be carefully
coordinated to act as a point of control for the dissemination of
information to the community and media.
C. Procedure
C-1 Member(s) of the Experience & Development teams will meet in a variety of organized forums to interact with individuals and groups
from the community.
Marketing Policies - 3700 Accreditation Standard #:
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Subject: Customer Service - Statement Marketing Policies
Creation Date: Last Approved Revision: 6/29/16 Authority: Department
A. Purpose
To provide clarification and confirmation through policy of the importance
and priority all department employees will exercise in relationship to our customers and customer service in general.
B. Policy & Responsibility
B-1 Staff, volunteers and interns will provide excellent customer service to all customers, external and internal as part of the shared
responsibility we all have for positive marketing of the South Bend
Venues Parks & Arts. All employees and the various agents of the
Department shall be courteous, informative, helpful and pleasant.
Constructive methods will be used for conflict management and mandatory training will be offered as needed.
B-2 Customer Service Training will be offered on an annual basis for
all employees including seasonal staff and volunteers. Experience
Division staff will be responsible for scheduling and offering training.
Manual Review/Revisions Checklist
The South Bend Venue Parks & Arts’ Administration, Policies and Procedures Manual should be reviewed annually. The following checklist has been developed to record
when and what revisions are made to a specific section of the manual and when the
annual audit of the entire section last took place.
Personnel Policies (4000) Updates
Policy # Revised Date Policy
Revised
Description of New or Revised Policy
4010
02/10/05 Created – Dress Code
4010 05/25/05 Revised - Dress Code
4010
06/15/06 Revised – Dress Code
Annual Review
11/28/06
4020
4/22/07 Created – Code of Conduct
Annual Review 11/28/06
4030
12/1011 Created – Background Checks
Annual Review 11/28/06
Annual Review 11/08
Annual Review 1/10
Annual Review 2/11
Annual Review 9/12
Annual Review 1/14
Annual Review 5/16
4010
3/17 Retired – for possible review
Annual Review 6/17 All policies rebranded as VPA
Personnel Policies - 4020 Accreditation Standard #: 4.1.1
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Subject: Code of Conduct (ethics) Personnel Policies
Creation Date:
4/22/07
Last Approved Revision:
03/10/15 Authority: Department
A. Purpose –
To establish a standard of behavior for the department’s staff for ethical conduct and responsible actions.
B. Code of Ethics:
Staff shall not abuse participants including: Physical abuse – strike, sank, shake, slap;
Verbal abuse – humiliate degrade, threaten;
Sexual abuse – inappropriate touch or verbal exchange
Mental abuse – shaming, cruelty Neglect – withholding food, water, basic care, etc.
Any type of abuse will not be tolerated and will be cause for immediate
dismissal.
1. Employees must use positive techniques of guidance, including redirection, positive reinforcement and encouragement rather than competition, comparison and criticism.
2. Employees respond to participants with respect and consideration and treat
all participants equally regardless of sex, race, religion and culture.
3. Employees will refrain from intimate displays of affection towards other in the presence of visitors and participants. 4. Staff must appear clean, neat and appropriately attired.
5. All employees shall remain drug free while acting within the scope of their
employment. The unlawful manufacture, distribution, or use of a controlled
substance on City Premises or while conducting City business is prohibited. 6. Profanity, inappropriate jokes, sharing intimate details of one’s personal life, and any kind of harassment in the presence of staff and participants is
prohibited.
7. Staff will portray a positive role model for youth by maintaining values of
respect, responsibility, caring and honesty. 8. The South Bend Venues Parks & Arts has a responsibility to add its leadership to that provided by the employee(s) at a public place where our
youth are mixed with others.
Personnel Policies - 4030 Accreditation Standard #: 4.1.1
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Subject: Background Checks Personnel Policies
Creation Date:
12/10/2011
Last Approved Revision:
03/10/15 Authority: Department
POLICY RE: Criminal History Checks The process of Background Checks are handled by the City of South Bend’s Human
Resources Department for South Bend Venues Parks & Arts. VPA receives the list of
approved candidates who have been vetted and do not directly interact with the
background check process nor receive summary reports.
VPA staff may not offer a position to a prospective employee or volunteer prior to
receiving criminal history check information. The candidate should receive this
information in writing both at the time they apply for the job via the job application and
announcement, and at the time employment has been extended.
Under Indiana Codes 5-2-5-1 and 5-2-5-5 et seq., local government employers can obtain
limited criminal histories on prospective employees (regular full time, regular part time,
seasonal and temporary) and volunteers. A limited criminal history includes information related to arrest, indictment, information, or formal charge against the prospective
employee, and must include the disposition of the action. However, if criminal justice
action (arrest, etc..) took place within the previous year, it will be reported regardless of
whether there has been any disposition.
Information obtained concerning a prospective employee’s or volunteer’s conviction for
one (1) of the following offenses can be used as grounds to not employ or contract with
the individual. These offenses may include, but are not limited to the following:
1. Murder (IC 34-42-1-1) 2. Causing suicide (IC 35-42-1-2)
3. Assisting suicide (IC 42-1-2-5)
4. Voluntary manslaughter (IC 35-42-1-3)
5. Reckless homicide (IC 35-42-1-5) 6. Battery (IC 35-42-2-1) unless ten (10) years have elapsed from the date the individuals was discharged from the probation, imprisonment, or parole, whichever is
later.
7. Aggravated battery (IC 35-42-2-1-5)
8. Kidnapping (IC 35-42-3-2) 9. Criminal confinement (IC 35-42-3-3)
10. A sex offense under IC 35-42-4
11. Carjacking (IC 35-42-5-2)
Personnel Policies - 4030 Accreditation Standard #: 4.1.1
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12. Arson (IC 35-43-1-1) unless ten (10) years have elapsed from the date the individual was discharged from the probation, imprisonment, or parole, whichever is later. 13. Incest (IC 35-46-1-3)
14. Neglect of a dependent (IC 35-46-1-4(a)(1) and IC 35-46-1-4(a)(2)) unless ten (10)
years have elapsed from the date the individual was discharged from the probation,
imprisonment, or parole, whichever is later. 15. Child selling (IC 35-46-1-4(b))
16. Contributing to the delinquency of a minor (IC 35-46-1-8) unless ten (10) years have
elapsed from the date the individual was discharged from the probation,
imprisonment, or parole, whichever is later.
17. An offense involving a weapon under IC 35-47 unless ten (10) years have elapsed from the date the individual was discharged from the probation, imprisonment, or
parole, whichever is later.
18. An offense relating to controlled substances under IC 35-48-4 unless ten (10) years
have elapsed from the date the individual was discharged from the probation, imprisonment, or parole, whichever is later.
19. An offense relating to material or a performance that is harmful to minors or obscene
under IC 35-49-3 unless ten (10) years have elapsed from the date the individual was
discharged from the probation, imprisonment, or parole, whichever is later.
20. An offense relating to operating a motor vehicle while intoxicated under IC 9-30-5 unless ten (10) years have elapsed from the date the individual was discharged from
the probation, imprisonment, or parole, whichever is later.
21. An offense which is substantially equivalent to any of the offenses listed in this
subsection in which the judgement of conviction was entered under the law of any other jurisdiction.
[An individual employed by the South Bend Venues Parks & Arts shall notify the
Department if during the course of the individual’s employment or volunteer service, the
individual is convicted in Indiana or another jurisdiction of any offense listed above.] Process for Implementation - Prospective Employees/Volunteers – City of South Bend
Human Resources
1. Notify applicant of criminal history check requirement via job/volunteer application,
posting, and verbally notify applicant during interview process. 2. Upon selection of employee/volunteer, implement criminal history check process as
follows:
a. Review job classification (
b. Implement appropriate type of criminal history check based on classification.
Types of Criminal History Checks
Personnel Policies - 4030 Accreditation Standard #: 4.1.1
Page 3 of 3
1. Limited Criminal History Checks: This shall be processed to the South Bend Police, and St. Joseph County Sheriff’s Departments and takes approximately 3-5 working days. These are free of charge.
2. Extensive Criminal History Checks: This process takes approximately
10-14 working days and costs incurred will be at the current rate.
c. Allow appropriate amount of time for completion of process. d. Complete all appropriate forms (see attachments B, C, D)
e. Notarize if appropriate.
[Notarization is available by at least one staff member in each Parks &
Recreation facility, or the Mayor’s office.]
Note: The South Bend Police Department Records Division and Indiana State Police do
not require any waiver or signature by the subject of the background check. There is an
exception for checks on juveniles, though there must be parental consent before the check can be made.
Manual Review/Revisions Checklist
The South Bend Parks and Recreation Department’s Administration, Policies and Procedures Manual should be reviewed annually. The following checklist has been
developed to record when and what revisions are made to a specific section of the manual
and when the annual audit of the entire section last took place.
Public Safety and Risk Prevention (5000) Updates
Policy # Revised Date Policy
Revised
Description of New or Revised Policy
5040
05/22/07 Created - Risk Management
5050 05/22/07 Created – Building Security
5070
05/22/07 Created - Handling Evidentiary Items
5080 5/22/07 Created – Disruptive Behavior
5050
07/03/07 Expanded and renamed policy
Annual Review 11/28/06
Annual Review 11/08
Annual Review 1/10
Annual Review 2/11
Annual Review 9/12
Annual Review 1/14
Annual Review 5/16
Annual Review 6/17 All policies rebranded as VPA
5040 2/18 Rework by Safety Committee
Risk Management - 5040 Accreditation Standard #: 4.2.5; 7.6.1; 7.6.3; 7.7; 7.8; 8.1; 8.2.3; 8.3.1; 8.4.2; 9.1; 9.2; 9.3; 9.4; 9.5; 9.6
Page 1 of 8
Subject: 5040 Risk Management Public Safety and Risk
Prevention Policies
Creation Date: 05/22/07 Last Approved Revision: 2/16/2016 Authority: Departmental
POLICY RE: Risk Management Plan STATEMENT OF RISK MANAGEMENT POLICY
The City of South Bend Department of Venues, Parks, and Arts (VPA) seeks to provide the safest
environment for all park visitors and the safest work conditions for its employees and volunteers; to protect VPA and the City against adverse financial consequences of accidental losses; to identify and prioritize risk
exposure areas and to identify remedies and alternatives to lessen these exposures; to develop and implement loss prevention plans to reduce accidents which may cause injury to the public or to employees; to reduce the frequency and severity of all property losses, and to process all accident and loss notices filed by and/or against VPA or the City.
PURPOSE
The purpose of this plan is to identify and define the safety and risk responsibilities of VPA personnel, and to be an outline for specific emergency, risk, and general safety management procedures. This plan and
associated procedures are implemented to protect all VPA personnel during routine and nonroutine activities by empowering them to identify, respond, and control hazards, both existing and unforeseen, and
manage all associated risks swiftly and effectively.
PHILOSOPHY
The responsibility for risk management, safety, and loss prevention is an essential component of the
success of Venues, Parks, and Arts.
VPA is committed to the safety of all guests, employees, and volunteers. When managing risk and potential losses, The City of South Bend and VPA have found no substitute for well-trained, capable employees and
volunteers, sound safety practices, and diligence in the safe operation of all programs.
When all employees and volunteers within VPA are aware that risk management, safety, and loss prevention is valued by the staff, desired attitudes will result in the performance of duties which allow VPA
to avoid or control risk within its areas of responsibility.
Finally, it is exceptionally important that the professional staff of Venues, Parks, and Arts become personally involved in risk management, or the goal of reducing risk exposure cannot be achieved.
Risk Management - 5040 Accreditation Standard #: 4.2.5; 7.6.1; 7.6.3; 7.7; 7.8; 8.1; 8.2.3; 8.3.1; 8.4.2; 9.1; 9.2; 9.3; 9.4; 9.5; 9.6
Page 2 of 8
INDEX
A. Goals and Objectives of Venues, Parks, and Arts. Pg. 3
B. VPA Safety Program & Considerations. Pg. 3
C. Responsibilities and Training. Pg. 4-6 D. Waivers. Pg. 6
E. Insurance. Pg. 7-8
F. Annual Review. Pg. 8
Risk Management - 5040 Accreditation Standard #: 4.2.5; 7.6.1; 7.6.3; 7.7; 7.8; 8.1; 8.2.3; 8.3.1; 8.4.2; 9.1; 9.2; 9.3; 9.4; 9.5; 9.6
Page 3 of 8
A. GOALS and OBJECTIVES
1. Provide guests with a quality experience in a safe environment, and protect all persons from undue risk and injury.
a. Identify hazards and assess risks. b. Respond properly and implement effective controls.
c. Manage existing controls and ensure effectiveness is maintained.
3. Use ordinary and sensible care to keep facilities and parks reasonably safe and secure.
4. Provide proper communication to affected persons of any identified hazards, risks, emergencies, and implemented controls.
5. Provide an expedient response by trained personnel to all incidents that may occur.
6. Provide equipment which is safe and well maintained for use by any intended persons.
7. Provide specific rules, procedures, plans, and policies which are relevant to individual programs, events, parks, facilities, and divisions.
8. Follow any rules, procedures, plans, and policies implemented by the City of South Bend.
B. VPA SAFETY PROGRAM & CONSIDERATIONS.
The VPA safety program in its entirety shall provide staff with specific information to best meet IOSHA and other federal, state, and local regulations, and such shall be posted or distributed for participant or
employee review. Rules, procedures, plans, and policies may be individually posted or part of an accessible operations manual. The safety program shall be be used as a guideline for related training of all employees
and volunteers. The safety program shall include the following:
a. Hazard and Risk Management plan and procedures. b. Emergency Management plan and procedures.
c. General Security plan and procedures. d. Personnel training requirements.
e. Regulated facility requirements.
A formal review of operational safety considerations, standards, and legal requirements shall be included in the planning stages of designing and operating new parks and facilities, renovating, repairing, or modifying
existing parks and facilities, and implementing or modifying personnel assignments. Operational safety considerations are as follows:
a. Maintaining an inventory of facilities and parks used for all VPA programs.
b. Conducting safety inspections of the conditions of all parks and facilities before opening/reopening.
c. Designating staff to be responsible for the safety of each event, park, facility, and/or division during their times of operation/occupancy.
d. Establishing staffing plans for all facilities involving routine and informal activities.
Risk Management - 5040 Accreditation Standard #: 4.2.5; 7.6.1; 7.6.3; 7.7; 7.8; 8.1; 8.2.3; 8.3.1; 8.4.2; 9.1; 9.2; 9.3; 9.4; 9.5; 9.6
Page 4 of 8
e. Developing controls for all activities where persons could be harmed or interfere with the activity, based on expected and maximum occupancy levels specific to each event, park, and
facility.
C. RESPONSIBILITIES and TRAINING.
The goal of the Department’s risk and emergency management and safety training is to develop and instill safety awareness in its employees. This awareness will enable them to recognize hazards they may be subjected to in daily operations and to take adequate and required precautions. This training cannot be
effective unless it is a continuous program. Educating employees and management through policies, procedures, and training is an essential part of VPA’s Risk Management Plan and safety program.
Indiana Occupational Safety and Health Administration (IOSHA) 29CFR 1910 and 1926 were referenced to provide the guidelines for avoiding hazards and reducing the risk of hazardous situations; those guidelines are used in developing the VPA safety and training programs.
Specific responsibilities for VPA staff, based on all applicable titles and regardless of their division, are as
follows: 1. The VPA Executive Director has the ultimate responsibility to implement this Risk Management
Plan for the Department of Venues, Parks, and Arts. Furthermore, the decision to close a facility or park due to an emergency event is the responsibility of the VPA Executive Director or their designee, if appointed.
2. Deputy Directors, Divisional Directors, Center Directors, Superintendents, and Supervisors have full authority and responsibility to take necessary and reasonable steps to maintain the safest
possible environment within their area(s) and division(s). It is important that a constant effort be
directed toward preventing incidents, accidents, and emergencies, and reducing liabilities in each of those respective areas by properly responding when they occur. As a result, the individuals in each
of these positions shall: a. Maintain a constant accounting of all personnel or guests under their supervision during
operating hours. b. Develop written employee work rules regarding hazardous tasks to minimize the possibility of
injury and property damage. c. Enforce the safety program, department policies, and any applicable rules, and guidelines and
take impartial disciplinary action against those participants or employees who willfully disregard them.
d. Set an example to those employees under their supervision, and give safety equal emphasis and weight with such factors as the generation of revenues, participant development, and
quality customer service. e. Actively identify and report safety hazards within assigned facilities, programs or services, and promptly review all accident prevention recommendations. f. Establish plans and issue directives to implement all necessary safety measures.
h. Conduct or assign training for each of their respective staff groups; Ensure that all employees are fully trained, and when necessary, retrained for the task they are assigned to complete.
i. Include risk and emergency management and safety training as part of the orientation requirements for each employee and volunteer position under their supervision. The individuals in each of these positions shall make certain that risk and safety management and
Risk Management - 5040 Accreditation Standard #: 4.2.5; 7.6.1; 7.6.3; 7.7; 7.8; 8.1; 8.2.3; 8.3.1; 8.4.2; 9.1; 9.2; 9.3; 9.4; 9.5; 9.6
Page 5 of 8
safety training is integrated into all staff training programs and is developed as a continuing effort in daily operations.
j. Maintain an up-to-date written record of training documenting the nature of the training, individual(s) conducting it, and those in attendance.
k. Center Directors and Facility Safety Coordinators shall be responsible for the decision to cease or cancel any normal operations or events at their facility or area in the event of an
emergency.
3. Program, Event, Volunteer, and Safety Coordinators are key to the successful implementation of this Risk Management Plan. The individuals in each of these positions have the responsibility for
the safe actions of employees and the safe operation and condition of equipment within their program and work areas. They have the full authority to enforce the provisions of this Risk
Management plan and shall:
a. Take responsibility for safe and healthful work conditions for participants and employees. b. Be accountable for preventable injuries, accidents, and liabilities caused by employees.
c. Make certain that all safety precautions are observed, including the use of proper safeguards for all activities.
d. Ensure employees and participants are instructed and understand the use and necessity of personal protective equipment on specific potentially hazardous tasks or activities.
e. Recommend the correction of deficiencies found in equipment, facilities, work procedures, rules and knowledge that adversely affect safety efforts.
f. Blockade areas considered to be hazardous to employees or participants, because of weather conditions, faulty facilities or equipment failures.
g. Assess emergencies, hazards, and risks when reported or identified, and coordinate and activate the appropriate response procedure and oversee until completion.
h. Implement training for each of their respective staff groups: Ensure that all employees are fully trained, and when necessary, retrained for the job they are assigned to do.
i. Liaise directly with outside governmental agencies and emergency personnel throughout the duration of any emergency response procedure.
j. Conduct and actively participate in monthly meetings Safety Coordinators to establish best practices and implement safety and risk plans and procedures.
4. Employees are required to exercise discretion in the course of their work to prevent injuries to themselves, to their fellow workers, and to the participants within programs. Employees shall:
a. Report all unsafe conditions and incidents and complete necessary documentation.
b. Keep work areas clean and orderly. c. Ensure parks, facilities, and equipment are safe to complete their tasks.
d. Attend training when assigned and maintain necessary certifications. e. Know and understand the hazards and risks to which they may be exposed and proper
procedures to eliminate the hazards or minimize the risks. f. Learn and follow all rules, procedures, plans, and policies that are in place.
g. Take an active interest and role in the practice and advancement of the safety program. 5. Volunteers are utilized for a wide variety of events and programs. Volunteers are required to
exercise discretion in the course of their responsibilities to prevent injury to themselves, other volunteers or employees, and to the participants in the programs. Volunteers should:
Risk Management - 5040 Accreditation Standard #: 4.2.5; 7.6.1; 7.6.3; 7.7; 7.8; 8.1; 8.2.3; 8.3.1; 8.4.2; 9.1; 9.2; 9.3; 9.4; 9.5; 9.6
Page 6 of 8
a. Report all unsafe conditions to supervisory staff immediately while making sure that facilities are safe in which to conduct programs.
b. Learn and observe the safety rules, procedures, and policies. c. Document all accidents and report them to supervisory staff.
d. Use personal protective equipment when required. e. Dress safely and sensibly.
f. Take an active interest and part in the safety program. g. Never operate a city-owned vehicle.
h. Read and sign a volunteer waiver statement before volunteering.
6. The VPA Safety Manager is responsible for the supervision and effectiveness of the VPA Risk Management Plan and Safety Program. The VPA Safety Manager shall:
a. Develop, conduct, and maintain comprehensive on-site facility/equipment audits.
b. Develop rules, procedures, plans, and policies concerning the safety and security of the Department.
c. Review all accidents, incident reports, and other safety-related issues and concerns as requested by personnel or the Executive Director, initiate investigation, and implement
appropriate corrective and preventive actions. d. Maintain a record of all documentation gathered regarding loss prevention and safety
concerns. e. Monitor all Department training operations and assist the staff in obtaining any required
training that is beyond the capabilities of VPA to conduct. f. Develop a training matrix to meet the requirements of employees and volunteers.
g. Ensure staff are instructed and fully understand their safety program responsibilities and are effectively performing their duties through regular follow-up.
h. Ensure that required safety and personal protective equipment for the Department is provided and sufficient.
i. Enforce the safety program and take disciplinary action by being impartial against those participants or employees who willfully disregard rules, procedures, plans, or policies.
j. Develop a risk management annual report, which includes safety statistics, corrective actions taken, a summary of staff training, a summary of recommendations, etc.
k. Regularly review the safety program and associated documents and update when necessary. l. Serve as liaison with City Legal Counsel when necessary.
m. Serve as liaison with City Safety & Risk Management when necessary.
7. The VPA Safety Committee shall assist the VPA Safety Manager in all safety aspects pertaining to the VPA Risk Management Plan and VPA Safety Program. See VPA Safety Committee Charter for
additional information. 8. The City of South Bend’s Director of Safety and Risk Management is responsible to provide proper guidance and assistance in the implementation of this Risk Management Plan. The Director of
Safety and Risk Management shall: a. Assist in the annual review of the purpose, policies, and procedures of this plan. b. Inform VPA of new standards, cases or procedures involving risk management.
c. Assist to provide training required by any regulating agency, the City of South Bend, and the Department for staff or volunteers.
Risk Management - 5040 Accreditation Standard #: 4.2.5; 7.6.1; 7.6.3; 7.7; 7.8; 8.1; 8.2.3; 8.3.1; 8.4.2; 9.1; 9.2; 9.3; 9.4; 9.5; 9.6
Page 7 of 8
D. WAIVERS.
A waiver is essentially a contract between two parties in which one agrees to forego pursuit of any legal claim in exchange for some benefit conferred by the other party. Indiana law allows the use of waivers and
will uphold them when the parties’ intent is expressed on the signed document. Thus, VPA is within its rights to use waivers, and may reasonably rely upon their enforceability.
1. The Department provides two primary waiver forms to be used for all appropriate programs:
a. Volunteer waiver statement.
b. Participant waiver statement.
2. Volunteers for an activity must complete a waiver for that activity. A person who frequently volunteers throughout the year for several different activities may use one form, making sure
activity names are listed separately on the form.
3. Although it is always more desirable to have each participant sign a waiver for each event, program staff may use one waiver form allowing multiple signatures for events or programs that will have a
large influx of participants over a short period. When this format of a “mass waiver” is incorporated into a program, it is imperative that the complete waiver language is at the top of each
signature page.
4. Children under the age of 18 years cannot sign waivers for themselves. Waivers for this aged participant must be signed by their parents before the activity or event.
5. Action Steps Required by VPA Policy:
a. Waivers must be planned into the registration or advertisement of the activity or event, and not
be an afterthought. b. All participants are required to complete waivers before their participation in any program
deemed high-risk, or with readily identifiable participants. c. As the degree of risk decreases, the participant pool becomes less distinct, and the majority of
participants are under the age of 18, VPA may redirect its efforts from obtaining waivers by making careful screens of employees and volunteers, and that all procedures implemented are
appropriate. d. Ensure that waiver forms are readily accessible in the event of an accident or injury by
retaining them on file for four (4) years.
E. INSURANCE.
1. Participants.
a. VPA does not hold insurance for its program participants. All participants are strongly urged to obtain their own insurance coverage before participating in any program or activity
sponsored by the Department. Neither the City of South Bend nor VPA can assume legal, financial obligation for its participants, as participation in any program sponsored by the
Department is voluntary. Any accidents incurred in transit to an event, spectating or
Risk Management - 5040 Accreditation Standard #: 4.2.5; 7.6.1; 7.6.3; 7.7; 7.8; 8.1; 8.2.3; 8.3.1; 8.4.2; 9.1; 9.2; 9.3; 9.4; 9.5; 9.6
Page 8 of 8
participating during an event, or returning to the place of residence after an event is the individual’s responsibility.
b. In a situation where a patron’s personal property is damaged, lost, or stolen, employees should
engage in the following steps:
- Contact City Police and request that a report is made. - Alert your immediate supervisor within 24 hours of the occurrence.
- If the patron wishes to make a claim, direct them to contact the South Bend City Legal Department.
- Never make statements that could be construed as an admission of liability or promise to pay.
2. Volunteers.
a. All volunteers are strongly urged to obtain their own insurance coverage before participating or volunteering in any program or activity sponsored by VPA.
3. Employees.
a. Employees injured in the course of their work duties with the City of South Bend are eligible
to receive workmen’s compensation. b. An employee using his or her personal vehicle in the performance of a job-related duty that is
involved in a vehicular accident does not receive insurance coverage by the City of South Bend. When using personal vehicles for VPA duties, the employee shall obtain their own
vehicle insurance coverage. The employee shall provide proof of coverage to the VPA Safety Manager in the event of a vehicular accident.
c. The responsibility for repair of the employee’s vehicle is borne by the employee or employee’s own insurance carrier.
F. ANNUAL REVIEW
This Risk Management Plan shall be reviewed on an annual basis by the City of South Bend Director of Safety and Risk Management and the VPA Safety Manager. The review shall include the modification of
work practice controls, the process of inspections, and risk reduction procedures for any new programs which are implemented.
Date of Last Revision: February 28, 2018
Park Security - 5050 Accreditation Standard #: 8.1, 8.2, 8.3, 8.5
Page 1 of 4
Subject: Park Security Public Safety and Risk
Prevention
Creation Date: 05/22/07 Last Approved Revision: 02/07/2016 Authority: Department
POLICY RE: Park/Facility Security Policies
POINT OF AUTHORITY The responsibility and legal authority for the enforcement of park rules, city ordinances,
Indiana state law and statutes shall be assumed by local law enforcement agencies.
The Executive Director, or his designated representative, shall serve as liaison to the City
of South Bend Police Department and shall maintain consistent communications with the
Chief of Police, Deputy Chief, Captain of the Uniform Division, and other staff as requested or designated by the Chief of Police.
SCOPE OF AUTHORITY
Pursuant to the authority and duties delegated to the South Bend Police Department by
Indiana Code 36-8-3-6, the City of South Bend relies on the officers of that agency for
enforcement of laws and ordinances on municipal property, including city parks and facilities.
The South Bend Venues Parks & Arts may utilize Park Ambassadors to patrol its parks
and facilities. A Park Ambassador’s duties include monitoring activity at the parks,
providing information and assistance to park patrons, reporting maintenance problems to
the Director of Facility & Grounds, and reporting suspected illegal activity to the City of South Bend’s Police Department.
Park Ambassadors may, if appropriate, ask unruly or trespassing patrons to cease
problematic behavior or leave a park site or facility. However, these Ambassadors do not
have the authority to take any further action in regard to such patrons other than to report the situation to the South Bend Police Department.
Ambassadors are not enforcement agents. They may not act in any manner (except as
stated above) to enforce laws or ordinances. Ambassadors employed by South Bend
Venues Parks & Arts are expressly prohibited from performing functions within the scope of authority normally assumed by the City of South Bend Police Department or
other local law enforcement agencies (Indiana State Police, St. Joseph County Sheriff,
Federal Bureau of Investigation, or Indiana Department of Natural Resources
Conservation Officers).
Park Security - 5050 Accreditation Standard #: 8.1, 8.2, 8.3, 8.5
Page 2 of 4
Any exceptions to these polices must be made on a case-by-case basis with approval from the Executive Director of VPA, and the Chief of Police, and must be in accordance with all applicable laws and ordinances.
EMERGENCY/INCIDENT CHAIN OF COMMAND
Crisis, catastrophic, emergency conditions, or other related incidents occurring on
department owned properties, or properties directly or indirectly affected by such incidents shall be immediately reported the Crisis Team Head – the Executive Director
of VPA. In his/her absence, the Deputy Director shall be notified. All department
personnel shall strictly adhere to the established policies and direction of law
enforcement and emergency personnel assigned to the incident, and shall provide
assistance, personnel, and equipment as requested, as spelled out in the Department’s Crisis Communication Plan, included in the appendix.
Call Out List Priority – Incident/Vandalism
1. Employee’s Supervisor
2. Division Director
3. On-call Foreman 4. Administrative Staff
Call Out List Priority – Major Accident
1. 911
2. Division Director or Administrative Staff 3. Employee’s Supervisor
Call Out List Priority – Emergency/Inclement Weather
1. Employee’s Supervisor
2. Division Director 3. Administrative Staff
TRAFFIC AND CROWD CONTROL
The Police department shall be given written advance notice of the event and shall be
consulted on issues related to public safety and special event management.
Special events or programs operated or sponsored by the department requiring the closure
of streets or alleys within the City of South Bend shall require advance administrative
approval of the Department of Public Works, and final approval from the Board of Public
Works. Approved road closures shall require advance written notice to the following:
Park Security - 5050 Accreditation Standard #: 8.1, 8.2, 8.3, 8.5
Page 3 of 4
City of South Bend Department of Public Works Traffic and Lighting
Street Department
Utility Department
Risk Management Department Office of the Mayor Police Department
Private organizations and non-profits groups who receive permit approval to conduct a
special event at a park property or facility shall bear all costs associated with crowd and traffic control. Such events shall be approved only after prior consultation with the South Bend Police Department to assess what security measures may be warranted to ensure a
safe event.
SECURITY TRAINING PROGRAM
The current policy of the department regarding personnel is all hiring and training for these VPA positions will be done with under the guidelines of the South Bend Human
Resource Department which include general safety and security training as part of all
staff orientation.
IN-SERVICE TRAINING PROGRAM – EMPLOYEES
In-service training or other department training shall be provided at a frequency to be determined by the Division Director (not less than seasonally), and shall include
instruction on building security and alarm systems, evacuation plans and procedures, and
communication with seasonal security personnel.
IN-SERVICE TRAINING PROGRAM – VOLUNTEERS
The use of volunteers for assistance with programs and special events operated by the
department is encouraged. All volunteers shall complete the required South Bend Venues
Parks & Arts Volunteer Waiver Statement before participation, and receive on site in-
service training pertinent to their tasks before beginning work.
GENERAL SECURITY
Park and facility security shall be provided on a limited year-round basis with an increase
during the warmer seasons, typically beginning in April and terminating in October.
Park Security - 5050 Accreditation Standard #: 8.1, 8.2, 8.3, 8.5
Page 4 of 4
During his period, Park Ambassadors may be assigned to provide additional support. As
conditions warrant (special events, holidays, etc.) additional security coverage may be contracted and assigned based on need.
It shall not be the responsibility of the department to provide additional security
personnel for events that may occur on park properties or facilities, but that are not
sponsored or conducted by South Bend Venues Parks & Arts. The department shall maintain a secure lock and key system to ensure the protection of
all facilities and park sites. Keys shall be issued to authorized personnel only, and will be
documented with a signed key inventory form. The individual site managers shall direct
the maintenance and operation of facility alarm systems. Priority call out lists and access code information shall be distributed to authorized personnel only.
DISRUPTIVE BEHAVIORS
The department has established policies and procedures regarding disruptive and
aggressive behaviors as detailed in the Facility Manual and by policy 5080.
EVIDENTIARY ITEMS
Department staff and security personnel shall receive training from the South Bend Police
Department on an as-needed basis. Training will be provided in an effort to ensure staff
does not intentionally or unknowingly, compromise a crime scene at a park site or
facility, or the integrity of evidentiary materials at the crime scene.
REPORTING PROCEDURES
Security personnel shall utilize the Daily Activity Report, Incident Report, and Report of
Accident for documentation. These reports shall be completed in accurate and complete
detail and submitted to the Superintendent of Operations at the conclusion of the shift.
BUILDING SECURITY All facilities will have a Facility manual that outlines specific security guidelines for their
operations. Additionally, the Department’s Safety inspections and risk audits provided
through the City of South Bend’s Safety and Risk Department shall address security
issues and document required actions, and action taken.
Page 1 of 7
Subject: Handling Evidentiary Items Public Safety and Risk
Prevention
Creation Date:
5/22/07 Last Approved Revision: 2/11/16 Authority:
Departmental
POLICY RE: Crime Scenes – Protecting the Area
The following should assist in the understanding of what physical evidence is, and how it
is used in a criminal investigation. With this knowledge it should be much easier to
identify and protect a crime scene.
What is a crime scene?
1. Any place where a crime has occurred or where any type of physical evidence is left
or deposited.
2. Almost anything can be evidence.
What can physical evidence do for a criminal investigation?
1. Identification
a. First step is to identify the evidence.
b. Drugs, arson accelerando, bloodstains are examples of evidence that have to
be identified.
2. Individualization
a. Demonstration that a particular sample is unique, even among members of the
same class; example, shoe print that has a cut in the heel.
b. Can also show that evidence came from a common source; example, broken
chrome off of a suspect vehicle. c. Personal identification; example, fingerprints, DNA and bite marks.
3. Reconstruction
a. Putting the pieces together to gain an understanding of past events from the
physical evidence; example, automobile accident.
What can physical evidence reveal?
1. Information on Corpus Delicti (body of the crime).
a. Tool marks, broken doors or windows, ransacked rooms and missing valuables are evidence that are needed to prove burglary.
b. A weapon, blood, torn clothing are all evidence that can be used in an assault
case.
Page 2 of 7
2. Information on the Modus Operandi (method of operation).
a. Many criminals have a particular method of committing a crime.
a. Items that are taken may be the same.
b. Items left at the scene.
3. Linking a suspect with a victim. a. This type of evidence is very important.
b. Especially true in violent crimes.
c. Blood, hairs, clothing fibers and cosmetics may be transferred from the
suspect to the victim.
d. Items found with the suspect may link the suspect to the crime scene - such as a knife with the victim's blood on the knife.
e. Victim's and suspect's clothing need to be protected for trace evidence.
4. Linking a person to a crime scene.
a. This is evidence left at the crime scene by the suspect. b. Examples are fingerprints, glove prints, blood, semen, cartridge cases, tool
marks, foot prints, tire tracks.
5. Disproving or supporting a witness' testimony.
a. Under stress a witness may not see things as they actually happened. b. Can help in proving if the victim is lying.
6. Identification of a suspect.
a. Main goal of physical evidence.
b. Fingerprints, DNA, bite marks.
7. Providing investigative leads.
a. Such as in a hit-and-run case, paint chips will show you the color of a car.
Crime Scenes that Parks & Recreation May Encounter
Because of the makeup of the park and recreation program, park employees may encounter or discover almost any kind of crime. The following will cover the most
common crimes.
1. Burglary a. Finger prints, tools either brought by suspect or used by the suspect, items left by the suspect, items moved by the suspect, footprints.
2. Assaults
a. Was a weapon used & where is the weapon? b. Protect clothing of victim, if the clothing is removed. c. Is there a scene? Blood spatter?
d. Did suspect leave anything?
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3. Robbery
a. Did suspect touch anything?
b. Did suspect leave anything?
c. Area of retreat by suspect.
4. Rape
a. Do not let victim take a shower or change clothing.
b. Clothing, if removed, should be protected and not moved if possible.
c. Did suspect leave any items?
d. If possible, victim should not drink anything.
5. Arson
a. Gas cans, matches, items left by suspect.
b. Do not walk around in burnt area if possible.
6. Murder/Suicides
a. Call for medics if there is any chance victim is still alive.
b. Do not move victim if at all possible.
c. Do not move any type of weapon, if possible.
d. On a hanging suicide, if possible, do not cut the ligature. e. If you have to cut the ligature, cut in the long section, not near knot.
f. Look for any suicide notes lying in the area.
g. Keep people as far away as possible.
h. Cover footprints/fingerprints, with a trash can.
Witnesses
1. Try to keep all witnesses at the scene, until the police officer arrives.
2. On the more serious crimes get the witnesses away from the crowd.
3. Keep witnesses separated if possible.
4. If a witness has to leave before police officers arrive, get their name – check identification. 5. If a parks and recreation employee should witness a crime:
- Stay calm.
- Immediately write down description of suspect or vehicles.
Subject: Handling Disruptive Behavior Public Safety and Risk
Prevention
Creation Date:
5/22/07 Last Approved Revision: 2/11/16 Authority:
Departmental
POLICY RE: Behavior Guidelines
Page 4 of 7
Facilities and programs under the authority of the Board of Park Commissions of the South Bend Venues Parks & Arts are intended for the recreational use and enjoyment of
residents of the City of South Bend and its guests. Selected programs and services are
available for individuals, groups and others which may be more specialized in nature.
This policy is intended to regulate participant’s conduct through consistency and to protect the rights of those participating in our programs and services.
South Bend Venues Parks & Arts abides by a zero-tolerance atmosphere with respect to
unwelcome and/or offensive behavior in facilities, programs and services. This includes
vulgar language and verbal abuse to our staff and participants. Conduct in these categories may result in ejection without addition warning.
Due to the unique nature of individual areas within the South Bend Venues Parks & Arts,
each facility, program, park, and service area may establish its own rules and regulations,
which shall augment this policy, and shall become the policy of said area. A copy of the regulations for an individual area or program shall be available upon request and usually
included in the Facility Manual for the place of that program or within the program
guidebook.
Rules of Conduct
1. Any behavior which is disruptive or which hinders use of South Bend Venues Parks & Arts programs or services is prohibited. This includes but is not limited to verbal or physical harassment or assault,
profanity, persons under the influence of a mind-altering substance, or fighting.
2. Animals, except those used to aid persons with disabilities, are not permitted in or on South Bend Venues Parks & Arts’ property.
3. The violation of federal, state, or local laws and ordinances will not be permitted by South Bend
Venues Parks & Arts or on its property.
4. Tobacco, alcohol, illegal drugs and all weapons, with or without a permit, are prohibited on South Bend Venues Parks & Arts property.
5. The sale of products or services is not permitted on South Bend Venues Parks & Arts property without
prior approval of the department.
6. Taking surveys, asking people to sign petitions, taking video or audio footage, distributing leaflets, and other similar activities must be approved in advance by the department.
7. Parents are responsible for the behavior and actions of their children while they are in department
facilities and participating in department programs and services. Children age seven and under must be accompanied by a parent or other responsible caregiver age eighteen or older at all times while on
department property, unless the child is participating in a department program or service that is supervised by department employees.
8. Harassment of any person on the basis of race, sex, color, ancestry, national origin, religion, or sexual
orientation is strictly forbidden. This includes unwelcome sexual advances or requests for sexual favors, and unwelcome and/ or offensive sexual comments.
Page 5 of 7
9. The use of roller skates, roller blades, bicycles, and other wheeled vehicles or toys is not allowed inside department facilities except as expressly permitted by the Department.
10. Sleds, skis, toy vehicles, or any piece of equipment must be approved by an appropriate staff member.
Dangerous or unsafe equipment is prohibited.
11. Speed limits must be adhered to while on South Bend Venues Parks & Arts property.
12. Designated parking is available at most South Bend Venues Parks & Arts sites. Parking in areas or spaces not designated as parking is strictly prohibited.
13. Unnecessary noise from vehicles, radios, equipment, or from another device or a person which disrupts
any participant’s ability to appropriately participate in a South Bend Venues Parks & Arts activity or facility is prohibited.
14. It shall be considered trespass if anyone is found after hours on South Bend Venues Parks & Arts’
properties that have established closing times. This rule extends to parking lots, playgrounds, surrounding walls, and fences, etc.
15. No one shall interfere or hinder any officer, agent, employee, or volunteer of the South Bend Venues
Parks & Arts while engaging in duties of his or her office or employment.
16. Participants shall not engage in any sport, game, activity, etc. on South Bend Venues Parks & Arts property in a rough or reckless manner as to endanger, injure or damage any person or property.
17. No one shall climb upon trees, plants, fences, walls, or other structures or property at South Bend
Venues Parks & Arts properties except such recreational equipment as may be installed by the department and/or intended for use by the public.
Disruptive Behavior
South Bend Venues Parks & Arts expects its staff to exercise good judgement and use sensitivity when intervening with participants whose behavior is interfering with other
patrons use or enjoyment of department facilities, programs, and services. In some cases,
participants are simply unaware that their behavior is disruptive and a few words from a
staff member are sufficient. Whenever these methods are ineffective, the following procedures may be followed in order to protect participants, department staff, and property.
1. The first contact with a participant should be a request to cease a specific behavior. If the participant
does not cease the behavior, the staff member will repeat the request and give a verbal warning that if the behavior does not cease or is repeated, the participant will be evicted from the property for the
remainder of the day. If the patron continues or resumes the disruptive behavior, the staff member will tell the participant to leave the property for the remainder of the day. Whenever possible, two staff
members should be present when a participant is told to leave the property. Note: Structured programs and services, i.e. Day camps, may have separate and distinct disruptive behavior policies defined and
in place.
2. Under extreme circumstances, disruptive participants may be suspended from South Bend Venues Parks & Arts’ property, programs, and or services according to the Sanctioning Guidelines set forth
below. Repeated or particularly severe behavior problems that seem to warrant harsher penalties
Page 6 of 7
should be referred to the appropriate supervisory staff member. If the participant is a child, the parent will be informed of this action in writing and the parent will be required to contact the appropriate
supervisory staff member before the child can be readmitted.
3. If a patron behaves in a violent or threatening manner, staff members should call the police
immediately.
Sanctioning Guidelines
Major Violations Assault, battery, intimidation, fighting, or other violence, theft, harassment, criminal
damage to property, extreme disorderly conduct, and repetitive or consistent negative
behaviors may be considered a major violation. In addition, other offenses that violate
the basic safe and civil atmosphere expected at Parks facilities, programs or services may
be considered to be major violations.
Minor Violations
Disruptive behavior, use of profane language, minor infractions of house rules, and other similar behaviors may be considered minor violations.
The following guidelines shall be used to determine sanctions for minor violations:
Minor aged participants (17 yrs & under): 0 days to 1 month suspension Adult aged participants (18 yrs & over): 1 day to 3 months suspension
In determining the appropriate sanction for a major or minor violation, the department
shall consider the age of the participant, the age(s) of the victim(s), the extent of damage to any property, and any other circumstances relating to the violation. If the department deems it appropriate, it may consider additional or alternative sanctions in special
circumstances.
Conduct Response Policy
The following procedures shall be used in addressing violations of parks policies:
1. At the time that South Bend Venues Parks & Arts staff becomes aware of the violation, staff shall address the violation with the offending participant. 2. Staff shall make an initial, on-site response to the participant, and shall complete incident reports.
3. When appropriate, the department may augment the staff on-site response according to the Sanctioning Guidelines set out above. The participant shall be notified of department sanctions delivery of the
suspension form.
4. If the participant does not agree with the on-site response or any additional department response, the participant may submit a written appeal to the department Executive Director within 10 days of the
Page 7 of 7
date of notification.
5. The Executive Director shall submit the appeal to the Board of Parks Commissioners for review; however, the board may delegate the appeal to an advisory council if the board determines that the
circumstances of the incident make the delegation appropriate.
6. Review of an appeal shall take place as an agenda item at a public meeting of the board or relevant advisory council. Upon review of an appeal, the board (or advisory council) shall take statements from
the participant, South Bend Parks VPA staff, witnesses, and other interested persons. The board (or advisory council) may uphold, repeal, or modify the sanction imposed by the department. The board
may, at its election, choose to review any matter heard on appeal by an advisory council.
Parental Responsibility Statement
Parents are responsible for the behavior and actions of their children while they are in
South Bend VPA facilities and participating in department programs and services.
Children age 7 and under must be accompanied by a parent or other responsible caregiver
age 18 or older at all times while on South Bend VPA property unless the program or service is supervised by a department employee.
Dropped-Off Children
Parents should be aware that staff supervision at any South Bend VPA facility or any pool may be limited. No child under the age of seven shall be admitted to these facilities without adult attendance.
Manual Review/Revisions Checklist
South Bend Venues Parks & Arts’ Administration, Policies and Procedures Manual should be reviewed annually. The following checklist has been developed to record
when and what revisions are made to a specific section of the manual and when the
annual audit of the entire section last took place.
Finance Policy (6000) Updates
Policy # Revised Date Policy
Revised
Description of New or Revised Policy
6020
5/22/07 Created – Fee Structures
6030 5/22/07 Created – Acceptance of Gifts
Annual Review 11/08
Annual Review 1/10
Annual Review 2/11
Annual Review 9/12
Annual Review 1/14
Annual Review 5/16
Annual Review 6/17 All policies rebranded as VPA
6020 2/18 Adjusted to match Master Plan
Fee Structures - 6020 Accreditation Standard #: 5.1.1
Page 1 of 4
Subject: Fee Structures Financial Policies
Creation Date: 5/22/07 Last Approved Revision: 4/20/18 Authority: Departmental
POLICY RE: Fee Structures for Departmental Programs Purpose of Fees
Fees and charges for recreation services are charged for four primary reasons. First, the
need to provide services without increasing taxes is self-evident and generally supported
City-wide. Second, the charging of fees promotes equity in that those who benefit from a recreation service pay for the service. Third, the charging of fees increases accountability
in government units creating entrepreneurial incentives and ensuring only needed services
are offered. Fourth and finally, the charging of fees generally provides for a positive
attitude on the part of users due to enhanced respect and esteem for the usefulness of the
service.
Park Law
Indiana Code, 36-10-3 (General Park Law) addresses the issues of fees for Parks and
Recreation Departments:
IC 36-10-3-22
Fees for particular activities; special funds; deposits; withdrawals Sec. 22. (a) Park and recreation facilities and programs shall be made available to the public free of charge as far as possible. However, if it is necessary in order to provide a particular activity, the board may charge a
reasonable fee.
and
IC 36-1-3-8(a)
Powers specifically withheld
(6) The power to impose a service charge or user fee greater than that
reasonably related to reasonable and just rates and charges for services. In determining a “reasonable fee”, or “reasonable and just rates and charges,” the cost of
operations, current market rate of similar services (both with the parks and recreation field
and in the private sector), and customer demand can all be evaluated.
Objective of Policy In establishing the department services pricing policy the Parks Board recognizes the need
to continue producing revenue from recreation services and facilities to meet the goals
established by the board in the strategic comprehensive plan. Since services and activities
are of differing value to those participating, the fee charged should reflect this objective and philosophy. The individual should be charged a fee relative to the benefits received
Fee Structures - 6020 Accreditation Standard #: 5.1.1
Page 2 of 4
and based on the value to the community, as well as be consistent with our cost recovery
model and goals. Fee/Pricing Definitions
For the purpose of establishing a method to determine fees and establishing prices for
recreation services, definitions of the components of the price-setting formula are
required. Direct Expense - Those expenses which can be attributed directly to the provision
of a specific recreation program or facility including, but not limited to, the cost of
part-time labor, services, utilities, transportation of participants, training, rentals,
operational (postage, flier copying, etc.) and other supplies. Direct expenses
include specific promotional expenses for the program, maintenance and repair as a result of activity, staffing, equipment and other costs associated with offering the
activity.
Indirect Expense - Those expenses identified as part of the cost attributed to the
provision of, or in support of a group of services which vary with the number of participants. Costs include primarily full time labor (with benefits) for supervision, observation, and conducting activities, registration and receipt processing, and
other costs such as general administrative and support labor positions. Examples
of these expenses include marketing and general department-wide promotion,
information dissemination, and other expenses of this type. Overhead Expenses - Those expenses necessary in the provision of services which
do not vary with the number of participants and are of such a nature that the amount
cannot be determined readily for each service, facility or group of services
including, but not limited to, office utilities, administration (management) costs, office operations, insurance, etc. These cost expenses include such items as payroll/personnel administrative, facility and/or park maintenance.
Cost Recovery/Subsidization Rate in General Fund
The Parks Board shall annually review the City’s recreation offerings and determine which of the following general cost recovery rate categories each group of programs falls under. The Parks Board shall make this determination after consultation with, and
recommendation by the VPA staff.
Level 1 (Zero to 50% cost recovery) Those programs, activities and events that are classified as Level 1 would expect to
recover very little, if any, funding from registration or participation. As a result, they
are fully subsidized by event/program budgets. These programs and events offer a
significant benefit to the community. Examples of Level 1 programs, activities and
events include park maintenance, community centers, open space and trails.
Fee Structures - 6020 Accreditation Standard #: 5.1.1
Page 3 of 4
Level 2 (50 to 80% cost recovery)
High demand services, activities and programs where fees are charged for individualized and specialized activities. These services largely benefit individuals and may have limited enrollment in order to provide a high-quality experience. A
sense of accomplishment and recognition are provided. A heavy factor for
determining cost will be market forces and comparative fees of competition for
similar or identical services. Examples of Level 2 services, activities and programs include adult sport leagues, art classes, trips and excursions, Kids World, etc.
Level 3 (80 to 110%+ cost recovery)
Those programs, activities and events that are classified as Level 3 would expect to
recover all direct and indirect expenses from registration or participation. In some instances, these programs, activities and events are also expected to be profitable.
While these programs and events still offer a significant benefit to the community,
they may be more commercial-facing and likely have great competition for similar
services or experiences within the community. Examples of Level Three programs, activities and events include our golf operation, O’Brien Fitness Center, Camp Awareness and certain special events.
Fee Establishment
With adoption of the department’s annual budget, each activity shall be defined into a cost recovery rate category. Department staff will determine the actual cost for the activity/service, apply the appropriate cost recovery rate for the activity and calculate a fee
to be charged under the guidance of the appropriate division head, deputy director and
executive director for the Board of Park Commissioners’ approval. Fees associated with programs, activities and events will be set after evaluation of comparable rates within the community as well as an understanding of market conditions.
Cost Recovery: Non-Reverting Fund
The non-reverting fund shall be maintained in order to offer services in a flexible manner. In using the non-reverting fund, City staff shall ensure user fees include the direct costs of service during start-up and low enrollment periods to include the cost of labor with benefits,
supplies, supervision and service costs which are incurred as a result of the activity or
service offered.
Non-Resident Fees
The South Bend resident makes a significant contribution to the financing and operation of
the South Bend Venues Parks & Arts Department as City property tax is paid whether or
not the individual participates or uses facilities of the department. The need to apportion
an equal amount of fee to non-residents so they may contribute toward the overall financing of the Venues Parks and Arts Department is necessary.
Fee Structures - 6020 Accreditation Standard #: 5.1.1
Page 4 of 4
Non-resident fees are the traditional vehicle used to create equity between those individuals
using Venues Parks and Arts Department activities who do not pay property tax and City residents. As a result, the Board of Parks Commissioners may approve a fee model where non-residents are charged a higher pay for participation or use. The Venue Parks & Arts
staff shall denote any proposed non-resident fees in their annual presentation to the Board
of Parks Commissioners.
Fee Assistance, Discounted Rates and Incentives
Fee assistance, rate reduction or special incentives may be used by the Department as part
of equity or special outreach initiatives to better serve underserved populations.
The Venues Parks & Arts Department desires to assist those families or individuals who
may not be able to afford the participation fee in order to allow all residents the opportunity to enjoy department programs, activities and facilities. Many programs are permitted to
draw from a scholarship fund or offer reduced rates under guidelines for this purpose.
Annually, a fee structure that may include, but be not limited to, assistance programs,
discounted pricing, reduced rates and group incentives shall be presented to the Board of Parks Commissioners for approval by the Venues Parks & Arts staff.
Acceptance of Gifts - 6030 Accreditation Standard #: 5.1.2
Page 1 of 1
Subject: Acceptance of Gifts Financial Policies
Creation Date:
5/22/07 Last Approved Revision: 03/16 Authority:
Departmental
POLICY RE: Acceptance of Gifts and Donations
South Bend Venues Parks & Arts will periodically receive major gifts in the form of property, stock, bonds, material, and equipment. The following procedures have been
developed to encourage donations but also to ensure that the gift is in the best interest of
the City.
Procedures:
• Donations must be approved by the VPA Executive Director and the Board of Park
Commissioners prior to accepting the gift.
• All gifts and donations will be accepted and acknowledged publicly at a meeting of the Board of Park Commissioners.
• Appraisals of gifts for tax reasons will be the responsibility of the donor.
• The Executive Director of VPA (or the Board of Park Commissioners at their desire)
will have a letter of acknowledgement prepared for the donor including the
contribution and the valued amount.
• All cash donations must be deposited with twenty-four hours of receipt.
Manual Review/Revisions Checklist
South Bend Venues Parks & Arts’ Administration, Policies and Procedures Manual
should be reviewed annually. The following checklist has been developed to record
when and what revisions are made to a specific section of the manual and when the
annual audit of the entire section last took place.
Program Policies (7000) Updates
Policy # Revised Date Policy
Revised
Description of New or Revised Policy
Manual Review/Revisions Checklist
South Bend Venues Parks & Arts’ Administration, Policies and Procedures Manual
should be reviewed annually. The following checklist has been developed to record
when and what revisions are made to a specific section of the manual and when the
annual audit of the entire section last took place.
Parks and Facilities Policies (8000) Updates
Policy # Revised Date Policy Revised Description of New or Revised Policy
8040
2/10/05 Created - Co-Sponsored Programs
Annual Review 11/28/06
Annual Review 11/08
Annual Review 1/10
Annual Review 2/11
Annual Review 9/12
Annual Review 1/14
Annual Review 5/16
Annual Review 6/17 All policies rebranded as VPA
Co-Sponsored Programs - 8040 Accreditation Standard #: 1.5.1
Page 1 of 2
Subject: Co-Sponsored Programs Parks and Facilities
Creation Date: 4/04/07 Last Approved Revision: 6/28/14 Authority: Departmental
POLICY RE: Guidelines for Co- Sponsored Programs
Situations will occur when the South Bend Venues Parks & Arts will become a co-
sponsor of programs that were not originated entirely within the department. The following are guidelines for entering into these ventures.
1. Program must be open to all residents of the South Bend community. The only
exceptions would be for specific program requirements. i.e. such as programs elementary age children.
2. A written agreement will be negotiated by department program coordinator and co-
sponsor representative.
3. Any funds collected and/or spent in the co-sponsored program must be channeled
through the South Bend Venues Parks & Arts fiscal accounts or clearly delineated in
a written agreement.
4. Sponsored groups which receive funds, equipment, supplies, or paid leadership from
the South Bend Venues Parks & Arts must also observe the following:
- No supplies or purchases shall be charged to the South Bend Venues Parks & Arts unless approved by a Division Director.
- All permanent equipment becomes the property of the South Bend Venues
Parks & Arts unless an exception is specifically included in the written
agreement. 5. Any agreements, policies, bylaws or operating rules of the co-sponsored program
shall be reviewed by department administrative staff and City attorneys and shall
include the specific powers, functions and tenure of the committee or the boards of
such program.
6. A department representative will serve on advisory boards or committees of the co-
sponsored program if it is more than a one-time event.
Co-Sponsored Programs - 8040 Accreditation Standard #: 1.5.1
Page 2 of 2
7. South Bend Venues Parks & Arts and the co-sponsor's logo and/or name must be included on all publications, flyers, news releases, banners, advertising materials,
posters, buttons, etc. The Experience Director should approve the promotional
materials prior to printing and distribution.
8. South Bend Venues Parks & Arts must be able to review and approve other sponsors that are obtained. (For example: The department may choose not to be affiliated with
a co-sponsor such as an alcohol, tobacco, or gambling business.)
9. Donations, monetary or other, must be completed before any publicity and promotion
is initiated. A signed agreement may suffice to begin promotional efforts.
10. As a co-sponsor, South Bend Venues Parks & Arts shall have the right to display
brochures, flyers and other information at the event site provided those items comply
with the other requirements provided for under a written agreement.
Manual Review/Revisions Checklist
South Bend Venues Parks & Arts’ Administration, Policies and Procedures Manual
should be reviewed annually. The following checklist has been developed to record
when and what revisions are made to a specific section of the manual and when the
annual audit of the entire section last took place.
Volunteer Policies (9000) Updates
Policy # Revised Date Policy Revised Description of New or Revised Policy
9040 6/11 Created – Volunteers -Background Checks
Annual Review 9/12
Annual Review 1/14
Annual Review 5/16
Annual Review 6/17 All policies rebranded as VPA
Background Checks - Volunteers - 9010 Accreditation Standard #: 4.1.3.4
Page 1 of 1
Subject: Background Checks - Volunteers Volunteer Policies
Creation Date: 15/06/11 Last Approved Revision: 6/28/14 Authority: Departmental
Policy RE: Background Checks – Volunteers
The policy for background checks for volunteers will follow the guidelines of the South
Bend Human Resources Department for regular employees (Policy 4020 – Background
Checks) Volunteer jobs will be categorized by job descriptions, usually as an intern position for
categorization, and will be subject to normal policies.