Everman commissioners review draft youth baseball/softball policy, set registration timetable

The Parks & Recreation Commission on June 8 reviewed a draft Everman Youth Athletics (EYA) baseball and softball policy and set key next steps for registration, coach training and concession-stand upgrades.

City Manager reported that the city has consolidated parks accounts under the general fund and that a sports-sponsorship restricted fund for Johnson Park currently contains $6,333.70. He told the commission that while most program revenues must be deposited into the general fund, sponsorship funds may be held in a restricted capital account dedicated to park facilities. “Everything comes into the general fund,” he said, adding that sponsorships can be placed in a restricted fund for Johnson Park.

Why it matters: Commissioners are moving the long-running Everman youth athletics program from an association model to a city-run program. The policy under review covers how revenues, volunteer screening, coach training, safety rules and equipment will be handled — all of which affect access and cost for families.

Key decisions and operational steps

- Registration timing and fees: Staff proposed following a local peer city’s fee schedule (Crowley) and setting EYA prices about $10 below Crowley’s rates for the program’s first season. Commissioners directed staff to post the proposed fee schedule for a formal vote at the next meeting and to open registration on or about June 15 to begin collecting deposits and reserving spots.

- Residency: Commissioners debated whether resident pricing should be limited to city limits or extended to the Everman Independent School District boundary. The City Manager suggested referencing Everman ISD boundaries to reduce confusing differences for children who attend the same school but live just outside city limits. The commission left the question open for follow-up edits in the draft policy.

- Player placement: The commission agreed to a skills-assessment day for new players and for families requesting play-up/play-down, followed by a coach draft. Coaches may “freeze” up to five returning players on their rosters; players requesting to move divisions must submit requests at registration and be evaluated before the season.

- Coach vetting and training: The draft requires criminal background checks (excluding those with violent felonies, sexual offenses or patterns indicating unsuitability to work with children) and recommends a preseason coach clinic. The commission asked staff to require CPR/AED training and to provide online coaching resources and preseason scrimmages to better prepare new coaches.

- Financial assistance: Staff proposed a confidential application process and recommended using Tarrant County (HUD-aligned) income thresholds as an eligibility guide. Commissioners supported payment-plan options and case-by-case partial waivers but asked staff to draft clearer eligibility tiers and verification steps (W-2, paystub or documentation of public benefits) to avoid ad hoc exceptions.

- Concession stand and health-code work: The Johnson Park concession stand cannot legally operate until it is upgraded (three-compartment sink, mop sink, grease trap, hot-water plumbing). Staff said they are working with public works and contractors and hope to have concessions ready by fall; until then, the city cannot sell prepared food from the building, though licensed mobile vendors may operate at events.

- Cash handling and staffing: The commission endorsed camera-backed cash-counting, same-day night-drop deposits to the city safe, and funding for volunteer food-handler training (estimated $19 per food-handler and $80 for a food manager certification). Staff will continue to permit cash payments at City Hall for families who prefer not to pay electronically.

- Equipment and liability: Commissioners debated whether the city should supply helmets or other personal protective equipment or require parents to provide them. City staff will consult insurance counsel (TML/CML) to clarify liability and reporting obligations before committing to program-supplied helmets.

Quotes from the meeting

“Everything comes into the general fund,” City Manager said when explaining how revenues and sponsorships will be handled. A coach participating in the discussion recommended a skills-assessment day and a draft process to keep teams balanced and safe for players.

Next steps and timelines

The commission scheduled a follow-up meeting for Thursday at 6 p.m. to vote on the proposed fee schedule and finalize policy edits. Staff aims to open registration around June 15 so the program can collect deposits and begin assembling rosters; a multi-hour preseason coaches clinic (CPR/AED, first aid, and coaching resources) was tentatively planned for the summer, with August weekend dates discussed.

What was not decided

The commission did not finalize residency boundaries for resident-fee eligibility, a formal cap on financial-assistance awards, or whether the city will supply helmets and other personal equipment. Those open items will be resolved after staff obtains legal and insurance guidance and presents revised draft language at the next meeting.

The commission adjourned with the staff committed to returning a revised policy, a proposed fee schedule for vote, and cost estimates for uniforms, equipment and concessions.