Softball League Policy

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PURPOSE: Warren County Park District (“WCPD” or “Park District”) is committed to providing clean, well maintained, and safe facilities for the use of park customers. While WCPD intends to provide players and coaches with a great playing experience, this requires balancing the high demand for use. The purpose of this policy is to ensure equitable access to park facilities while promoting organized activities that are compatible with WCPD’s mission. It also is intended to ensure safety and balance the needs of other park users, athletic Organizers, event participants, and the community. Athletic events must be compatible with WCPD Rules and Regulations and must not compromise the unique features of the Armco Park Softball Complex (Complex).

SOFTBALL COMPLEX: The Armco Park Softball Complex features four lighted softball fields with synthetic turf infields and natural grass outfields, designed to accommodate softball of all types and baseball for youths 12 and under. The fields can accommodate base paths of up to 70 feet. The complex also features a concession stand.

The Complex season is generally April through October. The complex is open for league play on league days from 5:00pm until 15 minutes after the last game concludes.

During league sessions, the Complex is generally reserved for WCPD-organized league play on Mondays, Tuesdays, and Thursdays, and made available for rental on Fridays, Saturdays, and Sundays. The Complex can also be rented on Mondays, Tuesdays, and Thursdays outside of WCPD-organized league sessions.

FEES, DEPOSITS, AND DEADLINES

League pricing is as stated in the Civic Rec online registration portal, accessible through the WCPD website.

A 20% non-refundable deposit is due and payable upon team registration. (Note: 20% deposit option does not work on mobile devices due to a limitation of the software.)

League fees and all required documents are due seven calendar days before the first scheduled game of the session. Teams that do not pay league fees and submit all required documents in advance of this deadline will be removed from the league and will not play in that session.

At the time of deposit submittal, a Team Manager may, at their option, authorize WCPD to keep credit card information on file and charge the credit card for the balance of fees 21 calendar days before the first day of the scheduled event. Credit card authorization forms will be kept in a locked file drawer at the WCPD office, or in a secure online database, and any Organizer may request WCPD to shred or delete their credit card authorization at any time. Managers assume all risk associated with submitting credit card information to WCPD.

In the event that a credit card on file is declined, or a credit card charge is disputed, or check returned unpaid, the reservation will be suspended and WCPD will attempt to contact the registrant to resolve the situation. If an alternative valid form of payment is not received by WCPD within two business days of the initial attempt to contact the registrant, the registration will be cancelled. An additional $30 administrative fee will be required to reinstate registration in the event of a returned check or disputed credit card charge.

Payments may be made by credit card (by phone or in person at the WCPD office), check (by mail or in person at the WCPD office), or cash in person at the WCPD office (be sure to obtain a reciept). Payment must be received by WCPD before the applicable deadline to avoid cancellation – WCPD is not responsible for mail delays. WCPD office hours are 9:00am to 4:00pm Monday through Friday except legal holidays.

REQUIRED DOCUMENTS

Participant Waiver of Responsibility Form – The Team Manager shall sign the Participant Waiver of Responsibility form and obtain signatures from all team members and provide the form to the Park District at least seven days before the first scheduled game of the session.

TERMS AND CONDITIONS

Unscheduled and/or unauthorized use of the Complex is NOT PERMITTED.
WCPD’s contracted concessionaire is the exclusive concession provider at the Softball Complex. No person shall solicit donations, sell, or solicit for sale any article, privilege, or service within the park unless properly licensed and in possession of a special permit issued by WCPD, with payment of applicable fees.
All other areas of the park close at dusk unless otherwise specifically authorized in advance by WCPD. Team Managers shall notify event participants to exit the park via the Greentree Road gate only after dusk.
Team Managers shall cooperate with Park District staff to: 1) Ensure the safety, security, and orderliness of participants; 2) Direct event participants to comply with applicable laws and WCPD rules and policies, and 3) Facilitate communication between WCPD staff and team leaders and participants.
Team Manager shall complete and cause each participant to sign a general Participant Waiver of Responsibility Form specifically naming WCPD and releasing WCPD and all appointed officials, employees, and volunteers from all claims resulting from any injuries or other outcomes sustained while participating in the event.
Participants also release WCPD, its elected and appointed officials, employees, and volunteers from any and all claims resulting from the cancellation, suspension, delay, or closure of the Complex for any reason.
In the case of inclement weather, WCPD will use the following criteria for closing any field(s): standing water, saturated fields, and any unsafe playing conditions. Damages to athletic fields beyond normal wear and tear are subject to restitution.
WCPD will endeavor to contact Team Managers with notification of field closures due to inclement weather no later than 3:00 p.m. on weekdays and 8:00 a.m. on Saturday, Sunday, and holidays.
It is the responsibility of the Team Manager that all players comply with Park District Rules and Regulations, the Softball Complex Rules of Conduct, and League Rules
WCPD staff reserve the right to ask anyone behaving disruptively and/or violating applicable law or WCPD rules or policies to leave the Park. Failure to comply with such a request will be treated as trespassing and reported to the Warren County Sheriff’s Office.
Due to the synthetic turf, metal cleats are strictly forbidden. Team Managers are responsible for ensuring metal cleats are not used. Violation may result in a $500 fine plus restitution for damages.
League teams are responsible for paying umpires (cash only).
Concession services or availability of concessions are not guaranteed. Absence of any or all concession services shall not be grounds for a refund.
WCPD is not responsible for pumping water off of or removing snow from fields.
WCPD does not charge extra for lighting, and the adequacy of field lighting is not guaranteed. Early event termination due to a complete failure of the lighting system may qualify Managers for a pro-rated refund, less deposit, based on hours of playing time lost.

Failure of score boards, public address systems, or other systems that do not preclude play from occurring shall not be cause for any refund.

No person shall direct a WCPD employee other than that employee’s supervisor or higher-level manager. No person shall be physically or verbally abusive towards any WCPD employee.

CANCELLATION: If a participant makes a false statement of material fact, has knowingly omitted a material fact in an application, submits incomplete or inaccurate information, fails to submit information in a timely manner, or fails to comply with applicable law or WCPD rules/policies, WCPD reserves the right to eject the participant and/or cancel the event and retain any deposits and fees paid.

Participants acknowledge that the facility may be rendered unusable or otherwise unavailable due to circumstances beyond anyone’s control, including but not limited to flooding, fire, natural disaster, other acts of God, criminal acts, or acts of war or terrorism. If the event of cancellation by WCPD, an attempt will be made to reschedule. If the event cannot be rescheduled, a proportionate share of fees will be refunded. WCPD shall not be liable for consequential damages, including but not limited to, other costs incurred in connection with the event, lost profits, and/or lost business opportunities.

Fees are not refunded for no-shows. Cancellation of registration is subject to the following conditions and fees:

Notice of cancellation shall be provided to WCPD in writing by the registrant.
If notice of cancellation to WCPD is made more than seven calendar days prior to the start of league play, WCPD will retain the 20% non-refundable deposit; any other fees paid will be refunded.
Notice of cancellation to WCPD that is made less than seven days prior to the first date of the scheduled event will result in no refunds being due or granted.
Deposits are non-refundable and are not transferrable to other sessions.
A proportionate share of fees, except for the 20% non-refundable deposit, will be refunded if WCPD cancels an event and is unable to reschedule. 20% deposits are only refunded in extraordinary circumstances where WCPD cancels the event and the reason for cancellation is reasonably foreseeable and fully within WCPD’s control. Deposits are not refunded in the event of weather cancellations or other unforeseen events or circumstances. WCPD will provide eligible refunds within 30 days of cancellation.
Disregarding a WCPD field closure order will result in no refund and assessment of a $500 fine per closed field used.
Upon request and approval by WCPD, funds eligible for return under this policy may be credited toward a future event or fee.

INCLEMENT WEATHER / UNSAFE FIELD CONDITION: The Armco Park Softball Complex features synthetic turf infields, but the outfields are natural grass. To ensure player safety and to protect the playing fields from damage, the following protocol will be used when inclement weather affects field conditions. The Park Operations Manager or designee will assess safety and playability on the fields.

Rain – In the event of rainfall prior to or during an event, the fields will be assessed to determine the following:

Has the field exceeded its water holding capacity?
Are there areas of standing water?
At what rate are the fields draining?
What is the anticipated weather forecast?

Lightning – Play must be suspended in the event of lightning in the area and may not resume until 30 minutes after lightning ceases.

Snow – In the event of snowfall prior to or during an event, the fields will be assessed to determine the following:

Is there accumulated snowfall on the fields?
What is the anticipated weather forecast?
Once the snow has melted, how wet are the fields?

If a half inch of rainfall occurs within 24 hours of an event, or two inches or more up to three days prior to an event, or if any snowfall occurs within 24 hours of an event, or accumulated snowfall is present prior to an event, the Park Operations Manager or designee will determine if conditions are:

Playable: Rain/snowfall did not impact field condition. Play can occur on that field.
Unplayable and Delayed: Rain/snowfall impacted field condition. Play may be delayed. Delay will be in 1-hour increments and determined by the Manager or designee when play may resume.
Unplayable and Cancelled: Rain/snowfall severely impacted field condition and all play will be cancelled on that field for the day. The next day, the field will be reevaluated to determine its status.

Cold Weather – In the event of frost or frozen soil prior to or during an event, the fields will be assessed to determine the following:

Is the ground frozen or has frost accumulated on the fields?
What is the anticipated weather forecast?
Once the ground has thawed or frost has melted, what is the condition of the fields?

If the ground is frozen within the week of an event OR if frost occurs within 24 hours of an event, the Park Operations Manager or designee will determine if conditions are:

Playable: Frost or frozen soil did not impact field condition. Play can occur on that field.
Unplayable and Delayed: Frozen soil/frost impacted field condition. Play may be delayed. Delay will be in 1-hour increments and determined by the Manager or designee when play may resume.
Unplayable and Cancelled: Frozen soil/frost severely impacted field condition and play will be cancelled on that field for the day. The next day, the field will be reevaluated to determine its status.

WCPD is not responsible for pumping water off fields or removing snow from fields.

If field quality affects the ability to provide safe playing conditions, the Park Operations Manager or designee will assess the safety and playability of the fields.

Field Condition - The Park Operations Manager or designee will inspect the fields to determine whether they are showing significant wear. If the fields are showing significant damage from play before or during an event, the Park Operations Manager or designee may close the affected field.

Extreme Heat or Cold – WCPD will not close the Softball Complex in the event of extreme heat or cold, except where frost or frozen soil impacts field conditions as defined above, or when the extreme heat/cold presents an unacceptable risk to WCPD employee safety. Considerations of participant safety and the decision to cancel an event due to extreme heat or cold are the responsibility of the participants themselves.

Disregarding a WCPD delay order will result in no refund and assessment of a $500 fine per closed field used.

LEGAL COMPLIANCE

Team Managers shall follow all local, state, federal laws, and WCPD rules and policies applicable to the use of WCPD facilities and the activities emanating therefrom.