Community Use of Facilities Manual

Community Use of

Facilities Manual

DEPARTMENT OF PARKS & RECREATION TABLE OF CONTENTS

Contacts and Introduction ……...………………………………………………………………... 3

Policy …………………………….………………………………………..……….……………. 4

Responsibilities ………………………… ...……………………………………….……………. 5

Insurance and Fees ………………...…………………………………...…..……………………. 6

Facility Assignments ……………………………..…………………………….…………………7

Tournaments …………………………………..…………………...…….……………………… 8

Centers and School Use ……………………….…………………………….…………...……… 9

Concession Permit Policy………………...…………………………….…………....…………. 10

Field Maintenance Guidelines …………………...... …...………………..……………………. 13

Field Closings …………………………………………...………...…………………………… 15

Field Light Procedures …………………………………………....……...…………………….. 16

Park Rules ……………………………………………………………………………………… 16

Tailgating Policy ……..……………………………………...……….………………………… 19

Facility Addresses ……..………………………………………………………………………. 20

Advertising and Sponsorships ...……………………..………………………………………… 21

PARKS AND RECREATION CONTACTS

Parks Administrator: Alister Perkinson 757-259-5370 [email protected] Facilities Coordinator: Stephanie DeBord 757- 259-5395 [email protected] Park Operations Manager: Kyle Loving 757-645-7095 [email protected] Centers Administrator : Carla Brittle 757-259-4171 [email protected] Park Ranger: 757-592-1665

James City County Recreation Center: 757-259-4200

Abram Frink Jr. Community Center: 757-887-5810

Field Status Hotline: 757-259-3237

MUSCO Field Lighting: 877-347-3319

Warhill Sports Complex Staff Park Attendant: 757-592-0497 Park Supervisor: Kristen Hamill 757-634-4515 [email protected] Park Supervisor: Grace Terry 757-209-1330 [email protected]

INTRODUCTION The James City County Department of Parks & Recreation (the “Department”) offers seasonal facility use agreements to 501 c community organizations (hereinafter referred to as “Group” or Groups”) whose activities are recreation in nature. The purpose of this manual is to outline the procedures, regulations, and facility use priority for the permitted use of James City County facilities. Due to the demand for these facilities, it is imperative that all groups abide by the policies and guidelines set forth in this manual. When considering groups for seasonal facility use agreements, priority is given to those groups that serve the greatest number of James City County residents. This is especially true in situations where the Department receives applications from several groups of like discipline.

Facilities may include but are not limited to Department, James City County (“County”), and Williamsburg James City County Public School (“School”) fields, gymnasiums, tracks, courts, pools, concession stands, parking lots and offices (the “Facilities” or “Facility”).

James City County, Virginia Policy Number Page 1 of 24 Department of Parks and Recreation C-3 P O L I C Y/P R O C E D U R E S Supercedes Date Issued November 30, 2016 February 1, 2009 SUBJECT: Seasonal Facility Use Agreements AUTHORIZATION

PURPOSE: To establish the criteria and requirements for community organizations to attain seasonal facility use agreements for use of Department facilities.

GOAL: To promote a variety of recreation opportunities for County residents.

POLICY: To apply for a Seasonal Facility Use Agreement, a group representative must submit:  Roster of at least 25 participants with their home and email addresses listed  Roster consisting of 51% or more James City County/Williamsburg residents  Copy of Insurance naming Department as co-insured  Proof of 501 c status  Name of Board representative who will serve as group’s primary contact  Copy of Scholarship Application

Department staff will consider requests when all conditions are fully met. Acceptance will be based on space availability, number of existing groups offering similar program, availability of resources, and Department budget constraints at time of request. If scheduling conflicts exist, priority will be given to the organizations serving the most County residents. The Director will make the final recommendation for seasonal facility use agreements. All agreements will be considered annually for renewal based on completion of requirements and adherence to Department rules, regulations, agreements, and policies. Use of the County Attorney approved agreement template is required for each organization.

APPLIES TO: Director. RELATED POLICY: CAPRA 1.7.1

RESPONSIBILITIES OF THE DEPARTMENT 1. The Department shall issue a “Facility Assignment” to Group based on availability and Group size. Group shall receive second priority behind the Department for use of Facilities. Facilities will not be assigned until all required information is submitted along with a written schedule from the Group coordinator. 2. Within budget limitations and in accordance with Department policies, the Department may provide concession stand and/or building usage during regular season play. When two or more groups request use of the same concession facility, a schedule will be created by the Department to fairly allocate the space. 3. The Department shall provide space on the Department website and in the two Department community centers for Group contact information and registration dates, as space allows. 4. The Department may offer to Group training programs such as coaches training, disability training, and youth training as requested. Fees may apply. 5. The Department shall work with the Group to reasonably improve Facilities within Department resource limitations. 6. The Department shall provide Facilities for team meetings, training sessions, and board meetings as space allows. 7. The Department may provide use of County equipment to include goals, A/V equipment, benches, scoreboards, etc. as available and at no charge. Lost or damaged equipment shall be replaced at Group’s expense.

RESPONSIBILITIES OF GROUP 1. Group shall not restrict participation on the basis of race, color, religion, creed, national origin, gender, gender identification, sex or disability. 2. Group shall either have a registration policy that is open to all regardless of past participation or an open try-out to fill slots. 3. Group volunteers and employees shall refrain from the use of alcohol, tobacco and other drugs while on County or School property. 4. Group shall request their seasonal Facility Assignment, in writing, to the Department during the annual renewal process. Group shall adhere to all facility request procedures established by the Department. Group shall submit in writing any changes to the original request within designated timeframes. Failure to do so may result in immediate suspension of Facility use. 5. Group shall adhere to their Facility Assignment. 6. Requests for additional Facility use shall only be considered when this Agreement is reviewed for annual renewal. During the season, groups that expand the number of teams will not be given additional Facilities or time unless there are vacant Facilities available. 7. Group shall designate one point of contact for all communication and correspondences with the Department. 8. Group shall submit volunteer hours by June 1 each year to the Parks Administrator. 9. Group shall provide a representative to serve on the Customer Focus Team and

attend quarterly meetings to discuss facility issues. 10. Group shall report all maintenance issues and damage within 24 hours to the Department. 11. Group shall confine participant vehicles to designated roadways and parking areas. 12. Group shall leave Facilities in as good as or better state of cleanliness as upon arrival. 13. Group shall return all issued keys/security cards within one week of the close of each season. 14. Group shall notify Department of any Facility cancellations so lights can be adjusted. Failure to comply may result in light charges. 15. Group shall complete a tournament application and pay associated fees if requesting to host a tournament. Established group tournaments shall have priority over new tournaments for field assignments. 16. Groups shall obtain written approval from the Parks Administrator prior to completing any alterations or enhancements to Facilities and prior to storing equipment at Facilities. The County is not responsible for any damage to equipment or structures placed on County property. Community members are permitted to use any improvement, structures, or unsecured equipment on County property. 17. Group shall email participants the Community Group Survey. 18. Group shall comply with the James City County Code of Ordinances and with all Department rules and regulations. 19. Group shall comply with Virginia’s child abuse and neglect mandated reporting law, Va. Code §63.2-1509. 20. The Board of Directors for Group affirms that all coaches, staff, and employees are appropriately supervised and trained and are qualified to instruct youth and other vulnerable populations, including having successfully completed criminal and child protective services background checks to the satisfaction of the Board of Directors for Group.

INSURANCE AND FEES A. Group shall provide liability insurance coverage of $1 million naming JAMES CITY COUNTY as an additional insured and shall submit a copy of the certificate of insurance to the Department. B. Group shall hold the County of James City, Virginia, harmless for any injury to its members, employees, volunteers, or property arising from the use, enjoyment, installation or maintenance of Department, County, and School facilities. C. Any fees charged for programs held on site shall be approved in advance by the Department Director. D. Group shall pay a facility usage fee per Group participant. Resident participants shall be charged $15 per season per sport or activity and nonresident participants shall be charged $25 per season per sport or activity. Group is responsible for submitting their roster and the appropriate check to the Department at the beginning of each season. If additional participants are added during the season, the organization is responsible for sending a check to the Department for the appropriate fee.

FACILITY ASSIGNMENTS Facility Assignments are issued through an annual renewal process by the Department. Facility Assignments are issued after a request has been submitted, approval has been granted, all required documents are received, fees are paid and insurance requirements are met. A request does not automatically constitute approval. Schedule submissions are required for verification and to ensure that facilities are being used as designated. Schedules must be submitted at least one week prior to commencement of use and records must be kept updated with the Department. Facility Assignments are issued based on priority for groups as identified under the priority group classifications section of this document. Requests should be similar to your most recently approved request. Groups that reduce in size should expect to see a reduction in facility use. Please note that school facilities may take up to six (6) weeks for an approval and that all approvals are subject to cancellation for school events.  Any group found using County or School facilities without a valid Facility Assignment and Seasonal Facility Use Agreement may result in disciplinary actions.  Facility Assignments cannot be shared with any group who does not have permitted use from the Department. Two groups permitted by the Department can work together to share space but must notify the Department of any agreements.  If a group needs additional hours or needs to relinquish unused time after the initial allocation is issued, the organization must request the additional time through the Parks Operations Coordinator for approval.

PRIORITY OF FACILITY USE The County is the responsible agency for scheduling and permitting all County and School facilities. The Department will schedule in a manner that provides priority access to youth and protection from overuse. Due to the limited number of facilities available, historical use and group size will be considered in establishing priority between groups. Local needs will be reviewed before facilities are assigned to groups outside of the community. James City County cannot guarantee the same space each year to groups. Returning sports tournaments to James City County will be granted facility use prior to any regular season use.

PRIORITY GROUP CLASSIFICATIONS The order of priority for Facility Assignments and rentals is as follows: 1. James City County sponsored events/ Williamsburg tourism events 2. Groups with a Seasonal Facility Use Agreement 3. James City County Schools 4. City of Williamsburg Parks and Recreation 5. Rentals

PRIORITY ALLOCATION FORMULA

To resolve a discrepancy between two organizations of the same priority, the following allocation formula will be used to determine the amount of facility use that will be allocated to each group. Facility use will be allocated within each priority use group based on the percentage of verifiable James City County residents registered within that group in relation to the total number of all registered County residents participating in that particular activity.

Each organization will submit rosters showing the number of James City County residents who have registered and paid. Verification of residency will be established by providing the Department with participant addresses.

Example: Baseball Group A has 450 James City County residents. Baseball Group B has 300 James City County residents. Baseball Group C has 150 James City County residents. The total number of James City County residents registered in all three organizations is 900. 450 divided by 900 equals 50%. Group A would receive 50% of available field space for that season. 300 divided by 900 equals 33%. Group B would receive 33% of available field space for that season. 150 divided by 900 equals 17%. Group C would receive 17% of available field space for that season.

TOURNAMENTS / SANFORD B. WANNER STADIUM A Tournament Application is required for all: (1) tournaments; (2) any event held in a James City County school gymnasium with over 100 people in attendance; and (3) for the use of Sanford B. Wanner Stadium. A tournament is defined as four or more multiuse fields that are rented for more than four hours at any James City County location. Once an application and deposit is submitted to the Department’s Facility Coordinator, a response will be given within five business days. Event coordinators may submit applications 12 months in advance of the scheduled event; exceptions may be made for recurring events at the discretion of the Director of Parks & Recreation. Charges for field prep, port a johns, and/or additional staffing will be charged to the renting group if necessary. The County reserves the right to determine if a reservation will be considered a special event based on the planned activity. The Sanford B. Wanner Stadium is designed to host specific school regular and post season games along with community tournaments and special events. A Memorandum of Understanding between the County and the Schools specifies priority use by the Schools for home games for certain sports. Since Wanner Stadium is a specialized facility, it is subject to separate rental procedures, rules and fees. It allows for additional time to be requested due to inclement weather or special circumstances related to game preparations. All other non-Wanner Stadium uses will follow regular use reservation procedures by requesting a Tournament Application. For a Tournament Application, please visit: http://jamescitycountyva.gov/1314/Forms-Publications

FACILITY MODIFICATIONS Requests to modify, resize, add multiple field use, or improve any County field or facility shall be submitted, in writing, to the Department. No temporary or permanent structures or equipment shall be erected at any facility unless previously approved, in writing, by the Department and such permanent structure or equipment is dedicated for community use. Submission of a request to modify or improve a facility does not constitute approval. Approval, if granted, will be provided in the form of a written document and will outline the scope of the modification as approved. Adding fields to a facility without permission will result in disciplinary actions which may include termination of your Seasonal Facility Use Agreement. Modified fields for multiple use will be billed to the group.

GYMNASIUM USE  Players, coaches and parents are restricted to the gym and restrooms immediately adjacent to the gyms while using school and recreation center gymnasiums.  Groups are responsible for the conduct of parents, spectators and children. Please keep people out of hallways, stages, classrooms, storage area, etc.  Groups must keep off of other recreation center and school equipment and will be held responsible for any damages.  Any damage must be reported immediately to the Park Operations Manager.  All exterior doors must remain locked and should not be propped open.  Before leaving, please make sure all areas are clean and secured with lights turned off before arming the building (if needed).  Groups must be out of the building 15 minutes before the school closes to allow custodians time to set alarms.  Sharing assigned school access cards is strictly prohibited.

POOL USE  Groups using the weight room must be under the supervision of a coach and are limited to no more than 10 at a time.  Groups using the swimming pool will be required to obtain a swimming pass/card for each individual.  All swimmers must swipe their individual card for building entry.  Indoor conditioning space will be given to groups if space is available. Groups may not take over public spaces for group exercises.  Storage space for swim groups will be granted if pool deck space is available. Groups are responsible for providing their own storage bins and for securing the items. Items may be requested to be moved in between seasons.  Groups may not leave their bags in the locker room – they must be taken out to the pool deck.  Groups are not allowed access to the family locker room.  Clothing and shoes must be worn while entering and exiting the facility.  Minors must be supervised by a coach while in the locker rooms.

 Groups with less than swim swimmers per lane may be asked to combine into fewer lanes in order to open space for recreation center pass holders.

CHARITABLE EVENT CRITERIA Rental fees will be waived for groups hosting a charitable event that meets the following criteria:  Single day event  Space available  Benefits a local, individual, or national cause  Proceeds are allocated for a charitable purpose  Group must obtain all required permits Rental fee waivers include waiver of fees for concessions/vendors/food trucks but do not include waivers for cleaning charges for use of Wanner Stadium (set rate depending on activity) and do not include staff charges for after hour or school custodial fee.

CONCESSION PERMIT POLICY

Pursuant to County Code sec. 16-18, the Department may issue permits to operate concessions in County parks. Permits for concessions shall be classified as Seasonal, Single Day or Tournament/Special Event and shall be issued in accordance with the policy defined below. Priorities for concession permits shall be given to County operations and groups with a Seasonal Facility Use Agreement. Permits shall be awarded in a fair and impartial manner based upon meeting procedure and application guidelines. All qualified applicants are eligible to apply.

Permits for concessions shall be issued under one of the following classifications: A. Seasonal Permit. Under this classification, a permit represents a formal agreement whereby the Department allows a group to operate a concession for a specific period of time, usually a recreation activity season. Formal provisions may include, but are not limited to, user fees, hours of operation, location, type of concession, items to be sold, purpose of concession and insurance coverage.

B. Tournament/Special Event Permit. Under this classification, a permit represents a formal agreement whereby the Department approves an association, organization or other vendor to operate a concession for a specific event. Formal provisions may include, but are not limited to user fees, hours of operation, location, type of concession, items to be sold, purpose of concession and insurance coverage.

C. Single Day Use Permit. Under this classification, a permit represents a formal agreement whereby the Department allows a group to operate a concession for a single day, usually a recreation activity practice or games. Formal provisions may include, but are not limited to, user fees, hours of operation, location, type of concession, items to be sold, purpose of concession and insurance coverage. Permits will not be issued when seasonal permits have been issued to approve affiliate organizations for the same time period and area of park.

CONCESSION APPLICATION PROCEDURE

Application for a concession permit shall be submitted on the proper form (see Concession Permit Application) to Parks Administration. The application procedure for each concessionaire classification is as follows: A. Seasonal Permit. The Concession Permit Application must be submitted to Parks Administration 30 days prior to start of season. B. Tournament/Special Event. The Concession Permit Application must be submitted to Parks Administration no later than seven days prior to the desired time of operation. C. Single Day Use Permit. The Concession Permit Application must be submitted to Parks Administration no later than seven days prior to the desired time of operation.

RULES AND REGULATIONS GOVERNING CONCESSION PERMITS

All concessionaires are subject to the following provisions, including additional regulations specified in the permit agreement. A. Compliance with all County park property and facility rules and regulations. B. Compliance with all provisions stated in the permit. C. The concessionaire shall be considered an independent contractor and neither the concessionaire nor any employees or volunteers shall, under any circumstances, be considered employees of the County, and the concessionaire shall execute a form provided by the Department indemnifying and holding the County harmless from any and all claims, suits, damages, costs and expenses arising out of, or in any way relating to, concessionaire’s operation of the concession facility. D. The County shall not be liable for any damage caused by power failure, flood, fire, explosion, theft or vandalism to persons or properties in the space used by the concessionaire. All personal property upon the premises shall be at the risk of the concessionaire and the County shall not be liable for any damages, losses or theft thereof. E. The concessionaire shall furnish all labor, services, materials, supplies and equipment necessary to maintain the operation of concession. All workers shall be neatly and cleanly dressed. F. All concessionaires must obtain and post in a prominent location all applicable permits and licenses required by government agencies to prepare and sell the merchandise approved therein. G. Any non-approved concessionaire will be excluded from park property and subject to trespassing charges. H. A Certificate of Insurance for $1,000,000 naming James City County as an additional insured shall be due no later than 30 days before the event. I. Concessionaires shall adhere to all state, federal and local laws and regulations. J. The concessionaire shall place one sign identifying themselves as the operator. No other signs or advertisements shall be allowed upon Department Property except as shall be approved in writing by the Director or designee. The Department, through its agents, shall have the right to remove, at the cost and expense of the concessionaire, any sign or signs that are erected on the premises without consent. K. Concessionaires shall locate on the park/facility site within the area specified in the permit.

L. The concessionaire shall not permit garbage or other refuse to accumulate in or about any of the buildings, or other areas occupied by the concessionaire, except in suitable covered garbage receptacles. The Department will be responsible for the removal of rubbish, trash and garbage provided that the concessionaire accumulated such trash at given points and at given times under the direction of an authorized representative of the Department. M. All portable concession units must be removed from park premises within two days after the season has ended. N. Any modifications to the facility must be approved by the Department Director in writing and shall comply with building code. The cost of modifications shall be the responsibility of the concessionaire. O. The Department will furnish electricity, water and sewer in such locations where these utilities now exist. All requests for use of these utilities or any special needs must be made in writing to the Director listing specific needs. The Department will not furnish telephone service in any location except where public phones are installed as a regular accommodation for park patrons. P. The Director or designee may periodically review the concessionaire’s compliance with the criteria needed for the issuance and continuance of the permit. Q. A concession permit shall not be transferred, subcontracted or assigned by the concessionaire unless approved by the Director. Names, addresses and telephone numbers of all individuals assigned to operate the concession shall be provided on the Concession Permit Application or otherwise made known to the Director in writing. Ultimate responsibility for the conduct of said operators rests with the approved concessionaire. R. Upon termination of the permit or because of lapse of time or upon termination for any other reason by the Director, the concessionaire shall remove all goods, personal property, chattels and fixtures belonging to the concessionaire and shall leave the premises in the condition in which they were received, reasonable wear and tear expected. In the event said goods, personal property, chattels, and fixtures are not removed within three days from the expiration termination of the concession permit, the concessionaire shall be deemed to have abandoned such property. S. The Director or designee shall approve all merchandise to be sold, and all items offered for sale shall meet or exceed the requirements of the Federal Institutional Meat Purchase Specifications, Virginia Department of Agriculture Regulations, Federal Food, Drug and Cosmetic Act and the Federal Wholesome Meat Act. If items sold are determined by the Director to be in violation of any federal, state, or local law or regular or undesirable or unwholesome to the public, the concessionaire shall immediately cease offering such items to the public. T. Concessionaires shall pay the appropriate rent fee for designated concession areas before setting up. U. Only gas grills are permitted in parks. V. Once vehicles have been used to unload or load, they shall be returned to a designated parking area. W. Concessionaires are not allowed to tape, tack, nail, etc., any items to walls, poles, etc. Vendors must come prepared with standalone signage.

TERMINATION OF PERMIT The Director may terminate in writing the concession permit that is in violation of the permit agreement or in violation of any local, state or federal laws, regulations or ordinances. Appeal of the termination shall be directed to the County Administrator within 10 days of receipt of the written notice of termination of the permit.

PERMIT FEES A fee will be charged for the operation of concessions within County parks and facilities. Fees may be waived for events conducted/sponsored by James City County. All concessionaires are required to complete and submit an application.

HEALTH PERMIT Organizations who wish to sell food or beverages are required to contact the Williamsburg/James City County Health Department to verify permitting requirements for intended concessions. For more information, please consult Williamsburg/James City County Health Department at 4095 Ironbound Road, Williamsburg, VA 23188, 757-253-4740.

FIELD REST AND RENOVATION

An annual rest and renovation program is scheduled at all sites to maintain field sustainability. The Deparmtent attempts to accommodate user groups but, ultimately, the health and safety of the user and the condition and playability of the fields take priority. This may require the closure of fields or facilities, denial of use of a field, and/or alternate sites for use.

Facility Closings for Field Improvements and Maintenance Timeline

James City County Recreation Center MU 1 and 2 6/6-8/7 Hornsby Middle School MU 1, 2 and 3 6/6-8/7 Matoaka Elementary School MU 1 and 2 6/6-8/7 Warhill Sports Complex All Grass Soccer Fields 6/6-8/7

BASEBALL FIELD MAINTENANCE GUIDELINES

The Department appreciates the efforts of groups to assist in the maintenance of fields and play areas. Groups should follow the standards set forth by the Department for maintenance and future projects. The following guidelines are for day-to-day operations. Any projects or maintenance items not included in these guidelines shall require written approval from the Department. 1. After each game: a. One team will rake and fill in holes on pitcher’s mound and home plate. b. Other team will rake and fill in holes at 1st, 2nd and 3rd base. c. Each team will be responsible for picking up trash in dugouts. 2. Quick dry needs to be used sparingly. If you have to use more than two bags at a time, then the field is too saturated to play on.

3. Leagues should check the County Field Status Hotline (757-259-3237) when weather conditions dictate a call regarding field conditions. If the hotline states that fields are closed for the day, then they cannot be used. 4. When prepping fields for play the following methods should be used: a. Puddle pillows for intermediate wet areas. b. Pumps used for heavy water areas. c. Raking for damp areas. d. If sweeping, squeegee or rake is used water or mud should be pushed into dirt infield, NEVER towards grass areas. 5. Please remind players not to dig holes in grassy areas with cleats that cause ruts, mud and areas for water to puddle. 6. Lining of infield areas will be done with only line powder or field approved paint. 7. Report any broken equipment or field issues to the Park Operations Coordinator.

ARTIFICIAL TURF RULES AND REGULATIONS

 NO food, of any kind, (i.e. gum, soda, juice or sports drinks, sunflower seeds, etc.) is allowed on the turf fields. Water is the only approved drink allowed on the turf fields.  NO spiking or anchoring of goals, corner flags, benches or field markers  NO animals of any kind on the turf fields  NO chairs or tents are allowed on the turf fields

SAFETY INFORMATION

 All coaches should walk the field and surrounding areas prior to use. A potential hazard must be reported to the participants and opposing teams. Report any unsafe conditions to league officials and the Parks & Recreation Department.  No field should be used when it has been closed by the County.  Groups are responsible for making sure participants/parents drive and park in a safe and legal manner. Access should always be available for emergency vehicles and neighbors should not be blocked from accessing their own homes.  Children should never be dropped off in dangerous areas, i.e. crossing a busy road to reach the field.  Groups should provide specific safety guidelines to participants and parents, and should train all coaches on how to deal with accidents. Basic first aid should be available onsite.  Serious injuries shall be reported to the Department within 24 hours or by the next business day.  Groups shall call 911 to protect the safety of participants and staff in imminent danger at County facilities.

FIELD CLOSINGS DUE TO WEATHER The Department operates a schedule that minimizes the damage to fields based on use and time of year. If fields need to be closed on weekdays, a decision is made by 1 p.m. and the Sports Field Status Hotline (757-259-3237) is updated. If conditions deteriorate into the evening league or group officials will make the determination. On weekends, the Department will make a decision and update the hotline by 8 a.m. Field conditions dictate playability and it is expected that users will modify their use if conditions warrant. The Department will make every attempt to allow play of all athletic games when and where they are scheduled. The following criteria will be used by County staff members, who are responsible for the use of athletic fields, to determine whether a field is not playable for scheduled practices, games and tournaments:  The presence of standing water on any part of the playing surface makes a field unplayable (i.e. areas of the field where there is visible standing water and little chance of it drying out in time for play).  One-half inch of rain or more that has fallen in the last 24 hours and very dry conditions and/or high heat and wind are not forecast which would evaporate the rainwater before game time.  Steady rain is falling and the rain is not forecast to stop soon and conditions such as high heat and wind will not be present which would evaporate the rainwater before game time.  Ground that clings or cakes to shoes or cleats.  A field that does not provide adequate footing (i.e. loose turf moves or comes out in clumps).  The turf is not in its growing season and playing on it would cause long-term damage to it (i.e. if at the end of fall season or during winter season playing on the turf would cause damage that could not be repaired until the late spring).  An excessive amount of rain or snow one to two weeks prior to an event.  Two inches or more of snow that has fallen in the last 24 hours (as snow melts into the turf, it may cause the turf to become over saturated).  A field that is covered with snow.  A field that is frozen including turf frozen below the top layer  Less than 80% of an area of a field is covered with turf.  Type of activity to be played on the field would damage the field due to field conditions.  Standing water present in the infield mix areas that cannot be removed without causing damage to the field.  An impression of a footprint ¼” or more that is left due to excessive moisture in the soil while walking on the area. Groups shall by accept and adhere to determinations made by the County to close fields or facilities. Groups who use County fields and facilities are expected to assist in protecting their participants and fields during periods of rain or inclement weather. It only takes one practice or game to destroy a field that is not ready for play. Groups are responsible for any damages caused to a field by playing in questionable weather. This includes damages done trying to dry out the field such as digging ditches, raking mud into the fencing, pushing water into the outfield/grassy

15 areas or excessive application of a drying agent. Violations may result in cancellation of your Seasonal Facility Use Agreement and/or other disciplinary measures.

INDOOR FACILITY CLOSINGS If Schools close early or all day, all Department programs held in Schools and community recreation centers are canceled, and the buildings are closed. If Schools open late, community recreation buildings will open late but Department programs held in Schools will continue as scheduled. If adverse weather conditions occur after the normal School day ends, cancellation decisions will be made by appropriate staff and information will be placed on the Field Status Hotline.

FIELD LIGHTS The MUSCO Control Link system works well and provides flexibility to change lighting schedules and it allows the County and School system to save on the cost of electricity. As with any system, it is only effective if used properly. Any league or group official, coach or team manager can turn off their scheduled field lights. Light schedules can be reviewed online at http://www.control-link.com. Our expectation is that groups turn lights off when they leave early or cancel practices/games. Groups that repeatedly leave lights on past time or do not turn off lights when not using them will have their light schedule removed after two warnings. Lights cannot be extended at any location past 11 p.m. To turning off lights:  Call MUSCO Control Link at 1-877-347-3319.  Tell them the user code: partners and the password: partners1  Tell them the location and specific field you are at and what you need (off or extend time, not past 11 p.m.)  If you have any problems, please call 757-592-0497 and speak to the Park Attendant on duty. Keep in mind that attendants generally only work until 10 p.m.

PARK RULES/ORDINANCES (all facilities) 1. Consumption or possession of alcoholic beverages, open or previously opened or other controlled substances, is prohibited. No one under the influence of a controlled substance is allowed on James City County property. 2. Posting, distributing, circulating or displaying advertisement to include banners and signs or other promotional material requires approval from Parks & Recreation. 3. Selling or renting any goods, articles, privileges, commodities or services whatsoever or soliciting for any purpose in any, recreational facility is not allowed unless permission is obtained from Parks & Recreation. 4. All groups are required to pick up their own trash and place in appropriate trash or recycling containers. 5. Vehicles must be parked in designated parking areas only. Vehicles cannot remain in park overnight. No vehicles of any sort are permitted inside multiuse field area.

6. Parents must supervise children at all times to ensure proper use of space and equipment. 7. Animals, except Service Animals as defined under the Americans with Disabilities Act, are not permitted within 50 feet of athletic fields, sport courts, playgrounds, or any other designated facilities. Owners must remove all animal waste. At the Warhill Sports Complex and Wanner Stadium pets are not permitted inside fenced field areas. 8. Single free-standing canopies, tents and other types of portable shade structures up to 16’ x 16’ are permitted in designated areas of parks. Tents are not permitted inside fenced field areas at the Warhill Sports Complex and Wanner Stadium. 9. Hitting golf balls, javelin throwing, remote controlled aircraft or performing any activity on athletic fields that is detrimental to sports turf or hazardous to other park users is not permitted. 10. Rental of facility space does not entitle participants to free use of other program areas. 11. Renter agrees to pay for all damages to property and for any other charges that may be incurred as a direct result of their use. 12. Equipment or material drop-off times must be coordinated in advance, no vehicles are allowed in restricted areas. 13. Music or noise in violation of the County’s Noise Ordinance (audible at 50 feet) is prohibited. 14. Gambling and other forms of games of chance are prohibited. 15. The use of tape or other adhesive products, staples, tacks or nails on doors, walls, windows, ceilings and turf is not permitted. 16. Parks & Recreation will need to approve any equipment (goals, practice equipment, etc.) requested to remain onsite. 17. Smoking, including the use of E-cigarettes, is not permitted within 25 feet of athletic fields, sport courts, playgrounds, bleachers, pools, rinks or any other designated facilities. 18. James City County reserves the right to stop/prohibit use at any time if any of the above rules are violated.

CODE OF CONDUCT It is the commitment of James City County’s Department of Parks & Recreation to ensure that all facilities are free from negative, aggressive and inappropriate behaviors, and that the environment is geared toward providing high quality programs, services and facilities in an atmosphere of respect, collaboration, openness, safety and equality. All complaints of negative, aggressive and inappropriate behaviors within County facilities will be taken seriously and followed through to resolution. Protection from negative, aggressive, and inappropriate behaviors extends to management, fellow employees, subordinates, customers, program participants and patrons (terms used interchangeably throughout this policy). It is the policy of the Parks & Recreation Department to practice appropriate measures when handling patron misconduct. Acts of violence, disrespect for authority, un-sportsmanlike conduct, misuse or abuse of equipment and facilities, and use of foul language or gestures will not be tolerated. In keeping with that policy, all patrons within County facilities including but not limited to the Warhill Sports Complex, James City County Recreation Center and school facilities will be expected to adhere to this Code of Conduct when participating in programs,

17 taking advantage of services or using facilities. The Department reserves the right to remove patrons from facilities or programs via suspension or other means deemed appropriate by the County. The following are considered unacceptable behaviors:  Activities that infringe on the rights of participants or staff.  Destruction of facility materials, equipment, furniture and grounds.  Conduct or language that disturbs other participants.  Inconsiderate or discourteous behavior toward participants or staff.  Infractions against facility policies regarding loitering, sales or solicitation.  Vandalism or littering in facilities or on their grounds.  Violation of any federal, state or city laws and ordinances.  Any malicious behavior a reasonable person would find unprofessional, disturbing and harmful to their physical/mental health.

DISCIPLINARY ACTIONS The County reserves the right to cancel or suspend Seasonal Facility Use Agreements and/or facility permits for games, practices and other uses based upon violations of the County Code, Park rules and regulations, or this manual. Additionally, organizations and groups may be penalized and permits and/or user agreements may be revoked or forfeited for the following reasons:  Any unacceptable behavior as listed, but not limited to the Code of Conduct  Excessive trash  Consumption of alcohol or illegal substances

JAMES CITY COUNTY TAILGATING POLICY

Tailgating is an opportunity for park patrons to gather and prepare for athletic competitions in a fun, festive and safe environment. Tailgating is defined as parking in a designated location/area and consuming food and nonalcoholic beverages. The space allotted for tailgating will be limited to one group no larger than a 10-foot x 10-foot area. Groups who wish to tailgate and are conducting activities or extending outside a 10 x 10 area must reserve space and fill out a special event permit at least one month in advance of the activity.

Regulations: 1. Tailgating activities are only permitted during scheduled special events, games and tournaments and only during normal park operating hours. 2. Tailgating may only occur in designated areas of the following parks: a. Sanford B. Wanner Stadium along the line of parking spaces that runs from the dumpster to the last space before the service road entrance just past the playground and the parking lot D from the space closest to the maintenance area to the entrance to the Warhill fields. Setup can be in the grass over the sidewalk. b. Warhill Sports Complex Multiuse parking area in the grass between the basketball courts and the multiuse fields. c. Warhill Sports Complex in the baseball parking area along the back row from playground to field #5. Setup can be in the grass just over the sidewalk. d. James City County Recreation Center on the back row from the playground to the curve. 3. Alcohol is prohibited at all times in the parks. 4. Grilling is allowed if fires are in above ground, enclosed containers only, gas grills only, and all flames extinguished before leaving your area. 5. Tailgating may only occur in the grass areas near parking spaces, but not in parking spaces. Recreational activities are not allowed in the parking areas. 6. Persons acting in a disruptive, disrespectful or disorderly manner may be asked to leave the premises or subject to citation. 7. All spaces are first come, first serve; once tailgating areas are full no more tailgating will be allowed. 8. Open flame fires, including fire pits, are prohibited. 9. No sales activities or solicitation is allowed. Concessions are arranged with groups renting fields and will be housed in specific concession areas. 10. Garbage cans are limited; you must bring your own garbage bags to contain garbage in your individual area. Properly dispose of garbage in area dumpsters, or if possible, take with you. 11. The safety and security of personal property is the sole responsibility of its owner; please do not leave personal property unattended. 12. Generators, propane heaters, propane powered equipment or any electrical device that requires an electrical cord extending outside of 10 x 10 foot area is not allowed.

FACILITY ADDRESSES

Warhill Sports Complex / Sanford B. Wanner Stadium 4900 Stadium Road, Williamsburg, VA 23188

James City County Recreation Center 5301 Longhill Road, Williamsburg, VA 23188

Abram Frink Jr. Community Center 8901 Pocahontas Trail, Williamsburg, VA 23185

Jamestown High School 3751 John Tyler Highway, Williamsburg, VA 23185

Warhill High School 4615 Opportunity Way, Williamsburg, VA 23188

Lafayette High School 4460 Longhill Road, Williamsburg, VA 23188

Hornsby Middle School / Blayton Elementary School 850 Jolly Pond Road, Williamsburg, VA 23188

Toano Middle School 7817 Richmond Road, Toano, VA 23168

Berkeley Middle School 1118 Ironbound Road, Williamsburg, VA 23188

Matoaka Elementary School 4001 Brick Bat Road, Williamsburg, VA 23188

Norge Elementary School 7311 Richmond Road, Williamsburg, VA 23188

Stonehouse Elementary School 3651 Rochambeau Drive, Williamsburg, VA 23188

Clara Byrd Baker Elementary School 3131 Ironbound Road, Williamsburg, VA 23185

DJ Montague Elementary School 5380 Centerville Road, Williamsburg, VA 23188

ADVERTISING AND SPONSORSHIPS

WJCC Schools’ Electronic Flyer Process Williamsburg-James City County Public Schools sends eflyers directly to parents rather than through hard copy student distributions. The school division has contracted with Peachjar to provide this service and to manage the eflyer platform. Peachjar provides a flyer management system that sends school-approved eflyers directly to parents’ inboxes and provides a platform to post those eflyers online. Now, parents can easily find and view flyers on any device and take action immediately to sign up for activities and events.

To request flyer approval, follow the steps below. Once approved, your flyer will be emailed to all parents and posted online. Paper flyers from outside organizations will no longer be distributed.  Visit peachjar.com  Register as an Enrichment/Community Org. (account type)  Upload your flyer for approval

Your flyer will be automatically submitted to WJCC Public Schools. School Division staff will review the material and approve or deny based on the below referenced policy.

Peachjar charges a fee for this service that is typically much less than the cost to copy and deliver paper flyers to each school. Non-profit organizations that host completely free events and do not entice participants to join a fee-based program are eligible for free postings. If your non-profit organization fits these criteria please contact Peachjar’s Enrichment Department at 1-858-997- 2117 ext. 130 or [email protected].

Following School Board Policy KF, approval will be granted only for materials from governmental organizations and from nonprofit community organizations regarding activities directly related to the instructional program of the Williamsburg-James City County School Division. Approval will NOT be given for materials that:  are likely to cause substantial disruption of, or a material interference with, school activities;  endorse or encourage the use of alcohol, tobacco or any illegal substance or illegal action;  endorse or encourage any violation of the Standards of Student Conduct; and/or  are obscene, profane or defamatory.

Eflyers approved for distribution will automatically indicate their source and will include the following statement: “These materials, and the activity described herein, are not sponsored or endorsed by the Williamsburg-James City County School Board.”

Division resources (e.g. paper, PA announcement, email, website, social media, etc.) may not be used to publicize outside activities or initiatives unless the program is co-sponsored by WJCC or a WJCC school.

James City County Parks & Recreation Department Community Organization Banner Sales Program Policies, Terms & Conditions

The James City County Parks & Recreation Department’s Community Organization Banner Sales (COBS) program allows organizations that have a valid Seasonal Facility Use Agreement, lease agreement or other written agreement on file with the Department to raise revenue to support their recreation programs through the sale of banners that are displayed at select County athletic facilities. Community organizations must submit their request to participate in the COBS program between November 1 and November 30. The Department will notify community organizations by December 31 if they have been approved to participate in the program for the upcoming calendar year. The fee to participate in the COBS Program is 10% of the price for which each banner is sold. The 10% fee applies to all banners that are sold. Fees will be remitted once or twice annually, depending upon the duration of the community organization’s season(s). Payment dates will be specified in the community organization’s acceptance letter. Failure to pay fees will result in exclusion from future participation in the COBS program until outstanding fees are paid in full. Community organizations participating in the COBS program are responsible for ensuring that banners sold are in compliance with the Department of Parks & Recreation’s policies, terms and conditions, as detailed below. If a banner is deemed to be non-compliant then it will be taken down and the community organization will be notified in writing. A new banner can take its place but must be in compliance with all policies set forth in this document.

Banner Specifications  Banners must be made out of heavyweight vinyl suitable for outdoor use (minimum 13 oz. weight). All four sides must be hemmed or stitched.  Banners should have six or more grommets to ensure secure attachment to fencing.  Banners must all be the same height at a location. The dimensions shall be determined by the Department based on the location, and will be specified in the COBS program acceptance letter.  The Department is not responsible for costs associated with design and production of banners.  Banners that are ready to be displayed can be delivered to the Warhill Sports Complex (call ahead to 757-634-4515 to schedule your drop-off time) or mailed to Parks & Recreation, Attn: Kristen Hamill, 5340 Palmer Lane, Suite 1A, Williamsburg VA 23188. The Department shall maintain a list of accepted banners, their location and duration of display.  Banners will be hung in their specified location by the Warhill Sports Complex’s Operations Manager or designee within one week of delivery.  Rogue banners that appear on County athletic fields and are not on the Department’s list of accepted banners will be removed.  If the Department determines that a banner is in poor physical condition, it reserves the right to require the banner to be replaced. The community organization will be notified in writing, and a deadline to replace the banner will be indicated. If a replacement banner is not provided by the deadline, the current banner will be removed and no refund will be issued.

 From time to time, the Warhill Sports Complex’s Operations Manager or designee may rearrange banners to enhance their appearance or accommodate additional banners. At the conclusion of a community organization’s season, the Warhill Sports Complex’s Operations Manager or designee will take down the community’s banners and return them to the organization.

Advertising Policies • Advertising is accepted on the premise that the merchandise and services offered are accurately described and are available to customers at the advertised price. Deceptive advertising and advertising that does not conform to this standard will be rejected. • Advertisements are accepted on the representation that the advertiser is properly authorized to promote the subject matter. • Advertisers must obtain all necessary permissions for use of logos, art, photos, etc. In the event that a banner includes a photograph or testimonial, the Department reserves the right to require a release from the individual represented. • Advertisements for “900” numbers must include the cost per minute in large, bold print. • It is understood that the Advertiser will fully indemnify and hold harmless the Department and James City County against any judgment, costs, expenses, or disbursements incurred by reason of claim or suits for libel, violation of privacy, plagiarism, or copyright infringement based on the content or subject matter of such banners. • The Department and James City County are not responsible for theft of or damage to banners.

Advertising for the following is prohibited: • Political advertisements of any kind • Advertisements containing an endorsement by a political figure • Advertising of any tobacco products or alcoholic beverages • Goods/businesses/services inappropriate for promotion to a family audience • Entities that practice or promote activities in violation of federal, state or local laws • Entities whose mission or goal is in conflict with James City County’s mission or best interests

Termination • The Department can terminate any banner advertisement or community organization’s participation in the COBS Program at any time should they cease to comply with this policy. • A warning letter will be sent via certified mail to the community organization to make them aware of the reason(s) that participation may be cancelled. The warning letter will contain a date by which the community organization must comply with the issue(s) outlined in the letter. • If a decision to cancel is made, a cancellation letter will be sent via certified mail to the COBS participant. • COBS participants may request cancellation of their banner agreement. Requests must be in writing. No refunds will be issued for banners cancelled at a community organization’s request.

JAMES CITY COUNTY PARKS & RECREATION FACEBOOK PAGE

Groups may request to have an informational post on their Facebook page shared on the Department’s Facebook page.

1) Posts should be of interest to the general public, such as when and how to sign up for soccer. Posts specific to a small audience, for example cancellation of today’s 10U soccer practice, will not be shared on the Department’s page. 2) Posts relating to an event that is a fundraiser cannot be shared on the Department’s page. 3) Posts that are primarily congratulatory in nature will not be shared on the Department’s page. 4) Posts must be from a group’s official Facebook page, not an individual person’s page. 5) If possible, posts should include a photo or other image. 6) Because the County limits how many items can be posted daily, requests to share a post should be sent at least two days in advance of the desired date for posting. 7) The Department reserves the right to not share a post for any reason. 8) Groups should not post information directly on the Department’s Facebook page.

For more information about social media, contact Julie Northcott-Wilson at 757-259-5412 or [email protected].