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 2 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”). 3 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 4 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 5 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