Berthoud Park and Recreation Policies and Procedures The following Parks and Recreation Policies and Procedures are implemented to help the Parks and Recreation staff formulate a well-organized, fair and fun recreational environment for all to enjoy. 1. Registration will be open to the public for a one month period. 2. All activity registrations will be based on age with the exception of Youth Basketball, grades will be used. The age cutoff is the age of the participant on the first program start date. For leagues this would be the first possible practice date. For instructional programs, this will be the first date the program meets. 3. Documentation for proof of age and grade level may be requested at any time. 4. Deadlines will be strictly enforced to ensure management efficiency, safety and quality of the programs. 5. Space is limited! Not everyone is guaranteed a spot in the program so register early. 6. No team registrations! Parks and Recreation only accepts individual registrations on a first come first serve basis. 7. If there are not enough numbers for certain age groups, the recreation department may choose to combine age groups. Leagues may be combined based on a 2 year differential to ensure safety and quality of programs. 8. The Recreation Department cannot guarantee a program will run until registration has ended and participant levels have been determined. 9. Based on registration numbers, participants may not be able to participate in the program in which they are registered. 10. After the registration deadline, late registrations will be taken only if there are spots available. If the program is full, a wait list will be kept and the first person on the wait list will be called if a roster spot becomes available. 11. After the monthly registration period ends, a $5 late fee will be added to all registrations. 12. For Little Strikers, Little Dribblers, Little Lombardi’s, Little Sluggers and T-Ball, late registrations will not be taken after the program start date. 13. Before the activity season starts, all players are encouraged to attend the player evaluation, in which the players participate in a series of drills to be used to determine skill level to evenly distribute onto teams. 14. A coaches meeting will be held after selection night for: team rosters, practice schedules and game rules. 15. There will be NO Team, Friend or League Requests allowed. 16. Participants must play in their age/grade level, we do not allow participants to play up. (Unless of low registration numbers refer to policy # 7) 17. Coach’s kids will automatically be put on their team along with one assistant coach’s kid. a. Each coach is allowed one assistant coach. 18. Any late registrations after evaluation day or any participant who does not show up to evaluation day will be placed on teams in a random order. 19. Uniforms for any late registration may not be delivered by the first game. 20. Only Parks and Recreation Department Staff have authority to switch or move players from teams. Coaches do not have the authority to switch a player to a different team, regardless of the reason to do so. 21. Coaches are volunteers and have no authority to guarantee roster positions on team, certain practice days and times or take registration. a. All registrations, team rosters, practice days and times are created through the Parks and Recreation office staff only. 22. After teams are selected, coaches will call players to let them know of their team and practice time. 23. Cancelled games due to weather are not guaranteed to be rescheduled. Parks and Recreation will attempt to reschedule games; however this is not a guarantee. 24. All coaches must get a background check & concussion training done before coaching. (Provided by Rec Dept.) 25. Program fees are subject to change. Weather Policy When possible, cancellations for program sessions and games will be updated on the weather cancellation line and posted on social media. Parents are also able to sign up to receive text or e-mail notifications from Berthoud Parks and Recreation regarding cancellations. If thunder or lightning becomes evident during a Berthoud Parks and Recreation outdoor program, league or event, participants should immediately take cover in a building or vehicle. Should lightning, thunder or heavy rains persist after 20 minutes, the session is considered cancelled. If conditions have cleared, the event may continue. Do not allow children to take cover near metal fencing. Weather Cancellations For all weather cancellation inquiries, please call the Berthoud Parks and Weather cancellation line at 970-622-2524. Weather conditions change quickly and the weather cancellation line is the most up-to date tool for cancellations. Residents can also sign up to receive text message alerts regarding weather cancellations to programs. When classes become cancelled in Thompson School District for any reason, all Berthoud Parks and Recreation programs utilizing their facility space are considered cancelled as well. Outdoor Programs The instructor/program coordinators are responsible for determining weather and conditional cancellations based on the Berthoud Parks and Recreation Weather Policy above. In the absence of thunder or lightning, recreational programs may meet during periods of light rain. As a parent, if you feel that conditions are not suitable for your child to participate, do NOT send your child to the program. Programs and leagues organized by Berthoud Parks and Recreation are recreational in nature and do not penalize participants for absenteeism. Please note that refunds are not issued for absences. Outdoor Leagues For soccer, baseball, softball and flag football programs, the head coaches determine weather and conditional cancellations for practices unless the Berthoud Parks and Recreation Department deem the fields to be unplayable for practice or there is lightning and thunder present. If the fields are unplayable or there is lightning and thunder in the area, the program director will notify the coaches of practice cancellations and update the weather cancellation line. For games, the site supervisor and referee(s) will determine cancellations. If a game becomes cancelled more than 30 minutes before the start time, the program director will updated the weather cancellation line and call all head coaches, who in turn contact players. Facilities Events, programs and leagues offered by Berthoud Parks and Recreation are subject to change at any time. Many programs take place at Thompson School district facilities and are subject to unavoidable school district schedule adjustments. Participants and coaches will be notified of schedule changes in advance whenever possible. Every attempt will be made to reschedule cancelled dates within the parameters of the program. When classes become cancelled in Thompson School District for any reason, Berthoud Parks and Recreation programs utilizing their facility space are considered cancelled as well. Makeup Dates All games and/or instructional program meeting dates cancelled due to weather are not guaranteed to be made up. Berthoud Parks and Recreation will make every attempt to reschedule the cancelled event but cannot guarantee it. All makeup dates for league games are communicated to the head coach as necessary throughout the season and all schedules are updated on the town website. Head coaches will communicate the rescheduled information to all players. Forfeited games and coach cancellations are not rescheduled. .