The following policies have been adopted by Gardner Parks and Recreation as a guideline for the department and for its patrons.  If you have any questions or concerns regarding the department policies, please contact Gardner Parks and Recreation at 913-856-0936 or at gprd@gardnerkansas.gov.

Late Registration Policy
All registrations are subject to availability and space is limited for all activities.  The last date to enroll is listed as the deadline date.  A $15.00 service charge will be applied to all late registrations. 

Refund Policy

Refunds or credits will be given when programs or classes are filled or cancelled by the Gardner Parks and Recreation Department, and on request when date, time or location changes by the department prohibit attendance.  Full refunds will be granted if request is made before the program registration is closed (register-by date). If cancellation is made after the program has begun, a pro-rated registration fee will be refunded unless otherwise noted by the program description.  Refunds are not possible once Gardner Parks and Recreation has paid instructors.

Exceptions: Refund requests in cases of medical or other such circumstances which prohibits participants’ involvement.

Approved refunds are to be returned via the same method it was received with the exception of cash. Cash payments are required to be refunded via check. Payments made by credit card will be refunded to the original card used at the time of payment. Expired or Invalid credit cards at time of refund will need to be refunded via check.  Please allow 2-4 weeks for refund by mail.

Return Check Policy
There will be a $30.00 charge on all checks returned from the bank to Gardner Parks and Recreation for the payment of services. We reserve the right to prohibit an individual from participating in a program until payment has been received in full by cash or money order.

Youth Scholarship Policy

The City of Gardner's Scholarship Assistance Program is designed to help lower-income households afford parks and recreation services that charge fees.  While fees are often charged to supplement direct costs associated with providing the service, the city does not want to exclude any Gardner youth resident from participating due to their inability to pay.  To ensure accessibility, fee waivers are available to all Gardner/Edgerton youth who wish to participate in instructional programs, sport leagues or obtain a pool pass. 

Scholarships will be granted to families based on those who are eligible for free and reduced lunch according to the Gardner Edgerton School District National Lunch Program income scale, qualify for food stamps, or are foster children.  Each youth may receive assistance for four programs per calendar year.  Scholarships for pool passes do not count toward the program waiver limit. 

Applicants must submit:
1.)  Either a school district approval verifying eligibility, an income statement for each adult family member (1040) and/or a Notice of Decision form from Social Services showing current food stamp and/or AFDC qualifications. 

2.)  A scholarship form, also available in City Hall at the Parks and Recreation Customer Service Desk, must be completed for each child annually, and must be signed by an adult member of the household. 

3.)  A registration form for each activity enrollment must also be submitted.  (Forms can be printed from the city website, picked up from the City Hall lobby, or by request, emailed.)  Scholarship requests will be confidentially reviewed by the Recreation Superintendent and may take up to two weeks for processing. Requests must be submitted at least one week prior to program registration deadline.  If request is made after the deadline, the late fee will apply. 

If a request is denied or if the applicant knows they do not meet the eligibility requirements, a hardship exception may be requested.  Hardship cases will be reviewed and should be explained in writing on the request form (scholarship form listed above).

Coaching Policy
The Gardner Parks and Recreation Department recognizes that without volunteer coaches, the program could not remain in existence.  Although the position is voluntary, it comes with a great deal of responsibility. The primary concern and responsibility of the Parks and Recreation Department is the safety of the children.

The volunteer coaching process will adhere to the following order of selection:
1. Returning coaches in the specific sport for Gardner Parks and Recreation.
2. Returning assistant coaches in the specific sport for Gardner Parks and Recreation.
3. Has previously coached a sport for Gardner Parks and Recreation.
4. Has previous coaching experience.
5. Submittal date of application.

If a volunteer is selected as a head coach, they will be put through a background check from a company called Protect Youth Sports. The results of this check are sent to and will only be seen by the Human Resources Department.  No one from Parks and Recreation will see the results.  Gardner Parks and Recreation will follow the National Parks and Recreation Association’s guidelines for credentialing volunteers. This document can be found on our website at www.gardnerkansas.gov. Failure to pass the background check will eliminate an individual from being a head coach for our Department.

It is the policy of the Gardner Parks and Recreation Department that no person shall, on the basis of race, color, creed, religion, sex, age, national origin, or disability be denied employment, be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program or activity.

Coaching Credits
At the completion of the coaching season, each coach will receive a credit if:
1. They have completed the entire season in good standing.
2. Returned equipment to the Parks and Recreation Department.

The credit will go under the coach’s name.  The credit amount will be based on the amount that the coach paid for their child/children’s registration.  If a coach does not have a child playing, the amount will be equal to the registration fee.  If the coach’s spouse or someone other than the coach is signing a child up for an activity and wishes to use the credit, they will need to let the office staff know the coach's name that the credit is under.  Credits can be used towards any activity registration or shelter reservation.  Excludes Senior Building reservations and ticketed events. 

Heat Policy
General Policy This policy applies to all youth sports leagues. It is to ensure the safety of all participants, coaches, officials, volunteers, and parents involved in the youth sports programs.

Procedures:  staff shall monitor the heat index each day of practices or games and update the rainout line. The heat index will be determined by referencing the National Weather Service website at www.weather.gov 30 minutes prior to game or practice time.
1. (Yellow Zone) Heat index of 81-96 degrees. In this range coaches are encouraged to take extra steps to protect their players by keeping them hydrated and keeping them seated out of the sun when they are not in the field of play.
2. (Orange Zone) Heat index of 97-104 degrees. Coaches still take same measures as in the yellow zone. Coaches need to keep their players well hydrated and out of the sun as much as possible at practices. In Baseball/ Softball catchers will be allowed to catch only two innings in succession.
3. (Red Zone) Heat Index of 105-110. Any on going or scheduled games will be reduced by 15 minutes. Coaches should shorten the practice time by 15 minutes. All actions taken in orange and yellow zones will also be required.
4. (Black Zone) Heat Index of 110 or higher. Games and practices will be cancelled until the heat index drops below 110. Notification will be given on the rain out line phone.

Enforcement:  the fields will be monitored and maintained during games by a facility supervisor to ensure the heat policy is enforced. The above policy is merely guideline and it is the responsibility of parents to make the ultimate decision as to the participation of their child when heat may be a factor, taking into consideration the age and physical condition of their child. Parents also have the ultimate responsibility to inform their child about the Heat Page 2 of 2 dangers of heat and need for protection, including sunscreen, proper clothing, and proper hydration.

Donations Request Policy
The Gardner Parks and Recreation Department is asked to support several organizations and events each year. In order for an organization to be considered for a donated item, applicants must comply with the following guidelines:
      *A donation request form must be filled out completely and emailed or mailed to the Gardner Parks and
       Recreation office.  Email to gprd@gardnerkansas.gov or mail to Gardner Parks and Recreation, 120 E. Main St.
       Gardner, KS 66030. Please click here for printable version of the donation request form.
      *Requests must be submitted at least two (2) weeks in advance of the charitable event date.
      *Monetary donation requests will not be considered.
      *The organization’s event must be benefiting a school or charitable organization or relative to the mission of the
       Gardner Parks and Recreation Department.
       *The organization must not have received a donation from the Gardner Parks and Recreation Department during
        the current calendar year.  A group or organization is eligible to receive only one donated item per year.
      *Once the money is allocated, no other donation requests will be accepted until the following year. Exceptions can
        be made on a case by case basis.

Fundraising Policy
Any individual or group wanting to charge admission for attendance to an event or sell an item or product at a park shelter or other City of Gardner facility must receive written consent from the Recreation Superintendent or Director and additional charges and fees may apply to the rental. The City of Gardner and the Gardner Parks and Recreation Department reserve the right to refuse rental activities that are not of good character, illegal, or may be detrimental to the facility.

Fee waivers may be granted in cases that meet the eligibility requirements.  Requests that do not meet the requirements will be determined on a case by case basis based on events and community fundraisers that are aligned with the Mission of Gardner Parks and Recreation.

Eligible Organizations:
1. Non-profits with 501(c)3 status.
2. Clubs and organizations that provide educational or community program opportunities that are open to the general public and who donate services.
3. Groups that have participated in the department in-kind service agreement.
4. City of Gardner departments who are utilizing rental space for official City of Gardner business.

In order for an application to be considered, applicants must complete the Waiver of Fee Request Form.  A refundable deposit may apply.  If an agency is a non-profit, a copy of their 501(c)3 must be attached.
Event must benefit the Gardner community and be relative to the mission of Gardner Parks and Recreation Department.

Fee waivers are granted at the discretion of the Parks and Recreation Superintendent and/or Director.

Reservation Policy
Shelters
The Gardner Parks and Recreation Department strives to establish, preserve and manage public parks and facilities that offer a variety of leisure opportunities to benefit and enrich the quality of life for the people of the community. 

Reservations can be made online or in person at the Parks and Recreation Customer Service. Reservations must be made and paid for 72 hours in advance. Reservations will not be accepted more than one year in advance of the exact date. 

NO reservation will be made or accepted until it is entered into the computer by the Parks and Recreation staff, the Waiver of Liability is signed, and all applicable fees are paid in full. (Please note:  No reservations will be made for park shelters after 12:00 p.m. on Fridays for the upcoming weekend. Staff needs adequate time to prepare shelters and be given assignments.)

All facilities are reserved on a first come, first serve basis.  Once a request is submitted, the applicant should contact Gardner Parks and Recreation Customer Service to make their payment. 

The person filling out the reservation agreement must be the responsible party for the function and must be present the day of the function.

Ballfields
The Gardner Parks and Recreation Department requires a deposit, due at the time the reservation is made, of $100 per date requested that is non-refundable but is transferable to the final bill.

Final invoice will be issued within 5 business days upon completion the event.  Final payment will be due no later than 7 business days upon acceptance of invoice.

In the event of rain, the Gardner Parks and Recreation Department will work closely with the renting organization to get the event in as scheduled or with as little delay as possible.  Options will be discussed prior to event if weather may appear to be an issue.  In the case of a complete rain-out, deposits will be refunded 100%.  In case of a partial rain-out, event will be billed based on how much of the event was completed.

The Gardner Parks and Recreation Department reserves the authority to cancel an event if weather conditions are poor or severe damage to playing fields will occur if event is played.

Once the event begins, if rain occurs and your organization wishes to purchase diamond dry, it can be purchased at $10 per bag.  There will also be a fee charged per man used to get the field(s) ready.  This fee will be $20 per man per hour. 

Vendor fee is $150.00 per vendor.

GPRD will provide a concession stand.  Outside groups are not allowed to run their own concessions or sell any other items.

The organization hosting the event will need to supply proof of insurance to the City listing the City of Gardner as an additional insured.

Senior Center
Parks & Recreation staff must approve the use of the building as well as confirm that the date and time are available.

The facility contract must be signed by renter.

All fees must be paid in full which includes the rental fee and deposit fee.

Reservations must be made 7 days in advance of rental date.

Any individual or group wanting to charge admission for attendance to an event or sell an item or product must receive written consent from the Director of Parks and Recreation or their designee, and additional charges and fees may apply to the rental.

Upon arrival at the Senior Building, it is the responsibility of the renter to do a thorough inspection of the building to look for any damage or unclean areas.  If anything is discovered, please call to the Parks and Recreation Customer Service Desk (913) 856-0936 and leave a message.  If damage is not reported, your reservation deposit may be withheld.

The deposit is refundable and persons who rent the building must allow up to two weeks for processing for the refund of the deposit if fees are paid with cash or check.  If fees are paid with debit or credit card, please allow up to 3 days for processing the deposit refund.  Senior Building key must be received back at the Parks and Recreation Customer Service office in City Hall to receive the deposit refund.  Key must be returned within one business day of rental.

Gardner Parks and Recreation Department reserves the right to forfeit the deposit and rental fee if the facility is not left to its requirements, damage has occurred, or any of the rules and regulations were broken. 

Reservation cancellations must be made at least 48 hours prior to the rental date or the rental fee and deposit will be forfeited.

Reservations may only be made up to one year in advance and must be approved by Parks and Recreation staff.

Senior Center Policies
A complete list of policies are located in the Senior Center contract. 

• Alcohol is not permitted.
• Decorations must remain on tables and not attached to any walls or tables with tape, glue or tacks, etc.
• Use of candles (except dripless, contained or battery operated), fog machines, glitter and confetti in any form are not allowed.
• Tables and chairs must be moved back to the standard arrangement of how they were found upon the start of the rental time.
• The renter must clear all tables of debris, pick up all trash, remove decorations and dispose of all food and trash.  Also trash receptacles must be emptied in the trash dumpsters behind the building.  Kitchen must be left in the order in which it was found and warming drawers must be turned off at end of rental. 
• Items may not be stored at the building overnight or prior to a rental date and time.
• Renters may start their rental no earlier and end no later than the time and date agreed to in the contract.
• The building key checked out to the renter must be returned to Gardner Parks and recreation within one business day of the rental date.