Athletic Field Use Policy


Jefferson County Parks & Recreation Commission
Athletic Field Use Policy

Purpose Statement
The Jefferson County Parks & Recreation Commission (JCPRC) has established this policy to ensure fair and organized access to athletic fields for all user groups, including teams, leagues, and the general public. This policy regulates field use, scheduling, and maintenance while promoting safety, equitable access, and responsible usage of public resources.

1. Definitions
• Youth Sports Organization (YSO): A local nonprofit sports organization that serves youth participants and meets JCPRC criteria.
• Organized Field Users: Organizations or groups requesting field use for structured, scheduled activities.
• General Public: Individuals or groups not affiliated with a structured sports organization but seek to rent fields when available.
• Commercial Users: A for-profit organization. Refers to user groups that rent athletic fields to hold private camps or programs which turn a profit for their own gain.
• Non-Profit Status: Organizations with 501(c)(3) designation that serve a community or youth sports purpose.
• Fall Season: Mid-August through the end of October.
• Spring Season: March 15 through mid-June.

2. Priority Group Classifications
Athletic field permits are issued in the following order of priority:
1. Jefferson County Parks & Recreation Commission (JCPRC) Programs
2. Jefferson County Schools
3. Recognized Youth Sports Organizations (YSOs)
4. Organized Field Users
5. General Public
6. Commercial Users

3. Criteria for Youth Sports Organizations (YSOs)
To be recognized as a YSO and qualify for priority field use, an organization must:
• Be established and demonstrate growth for at least three (3) years.
• Provide a statement explaining how their recognition benefits the community.
• Hold a valid 501(c)(3) non-profit status.
• Be affiliated with a local or national sports organization.
• Must background check all coaches and volunteers that have care of custody of minors (see Exhibit D – Background Check).
• All coaches must sign a Coaches Code of Conduct (see Exhibit C – Coaches Code of Conduct).
• Provide practice and game schedules to JCPRC before field use begins.
• Have successfully transitioned through leadership or board changes.
• Submit a formal request for recognition in writing and present it at a JCPRC board meeting for approval.

4. Commercial Users
• Inform Commercial User how to become a YSO. (see item #3)
• Provide information on how to develop a program under JCPRC as an instructor or Contract Partner (forward inquiry to Deputy Director).

5. Athletic Field Request Procedures
• User groups can create a MyRec “Organization” accounts by using this link:
o https://jeffersoncountywv.myrec.com/info/household/login.aspx
• Requests submitted before the official submission period will be declined.
• Field assignments will be based on availability, priority classification, and past compliance with JCPRC policies.
• JCPRC and Youth Sport Organizations may develop field use agreements to determine duration of use and fees.

6. Athletic Field Use Rules & Regulations
• Fields are available for general public use when gates are unlocked and not reserved.
• Paid renters have priority access over drop-in users.
• Trash disposal is required; teams must clean up after games and practices. Please be sure all trash makes its way to a trash receptacle or dumpster.
• No unauthorized field modifications (lining, dragging, etc.).
• Vehicle use on athletic fields is strictly prohibited.

7. Code of Conduct
• Fields are strictly for sports and athletic activities.
• No dog walking or allowing pets off-leash on fields.
• Respect scheduled times—unauthorized field use is prohibited.
• No alcohol, smoking, or illegal substances on park property.

8. Disciplinary Actions for Policy Infractions
Violations of field use policies may result in:
• Warnings for first-time or minor infractions.
• Fines or additional fees for repeated offenses.
• Suspension of field privileges for serious or repeated violations.

9. Insurance Requirements
All user groups, except the general public, must maintain the following insurance coverage:
• Commercial General Liability: Minimum $2,000,000 per occurrence and $2,000,000 general aggregate coverage.
• Commercial Automobile Liability: If applicable, minimum $5,000,000 combined single limit (bodily injury and property damage).
5
• Workers’ Compensation: If applicable and as required by law, Employer’s Liability coverage of at least $1,000,000.
• Additional Insureds: JCPRC (“Jefferson County Parks and Recreation Commission, 235 Sam Michaels Lane, Shenandoah Junction, WV 25442”) must be listed as an additional insured on all policies.
• Certificates of insurance must be submitted before field use, with a 30-day cancellation notice requirement.
• General Public renters must sign the Facility Rental Disclaimer when booking a rental.

10. Facility Rental Fees
• Fees may vary based on field type, size, duration of use, required maintenance, organization status, etc.
• Athletic Field Use payments
o YSO’s may split their balance into two separate payments and may follow the payment schedule above.
o All other groups must pay in full at time of reservation for athletic field use.
• Fees for all groups are based on a per hour rate.
• Additional fees apply for field lighting, lining, and maintenance services, etc.
• See Exhibit E – Facility Rental Fees

• 11.1 Transition Period for Current Youth Sport Organizations (YSOs)
To ensure fairness and consistency in field use fees across all user groups, JCPRC will implement a three-year transition period for current, recognized Youth Sports Organizations (YSOs) that
historically paid either a flat fee or a per-player fee. These organizations will be gradually moved to a standard per-hour field use fee structure, aligning with the pricing model applied to all other user groups, unless a YSO and the JCPRC Board mutually agree in writing to alternative terms for the YSO's field use, which terms shall include maintenance and upkeep of the field and fees for use. Otherwise, effective January 1, 2029, the current fee structure shall apply to all Youth Sport Organizations.

12. Field Rest, Recovery, and Maintenance
• Fields undergo scheduled maintenance and rest periods to prevent overuse.
• Field closures for rest and recovery will be communicated in advance.
• Certain athletic fields may require extended periods of rest or field rotation plans to ensure viability of fields.
• All field maintenance is performed by JCPRC Parks maintenance staff (see Exhibit A – Field Maintenance Agreement).
• JCPRC reserves the right to close fields for maintenance at any time without notice.
• Aeration, seeding and fertilization will occur during the day so it will not impede existing athletic field rentals.

13. Inclement Weather & Cancellations
• Decisions are made by 3:00 PM on game/practice days.
• Notifications will be sent via email, text alerts, and social media.
• In extenuating circumstances, JCPRC management can cancel field use at any time, weather related or not.
• No refunds for cancellations; JCPRC will work with groups and individuals to reschedule if availability exists.
• In the event of inclement weather occurring after park staff have left for the day, the league or team contact may cancel their practice or game and should notify JCPRC to discuss potential rescheduling options.

14. Field Exchanges & Subletting
• Fields cannot be subleased to other teams or organizations.
• Any field schedule changes must be approved by JCPRC.

15. Equipment Storage
• Storage of team or league equipment must be approved by JCPRC.
• Unauthorized storage of items on fields or in park facilities is not permitted.

16. Concessions & Food Trucks
• All vendors must comply with city, county, state, and federal food service laws.
• Food operations require a Concession Stand Agreement (see exhibit B – Concession Stand Agreement) approved by JCPRC.

17. Contact Information
• In case of emergencies, contact 911.
• Non-Emergency numbers:
o Jefferson County Police Non-Emergency, 304-725-8484.
o Jefferson County Community Center 304-728-3207 (during normal business hours or Monday through Friday, 8am-5pm).

18. Athletic Field Inventory
James Hite Park
25-45 Hite Rd, Kearneysville, WV 25430
Leetown Park
56 Jefferson Orchard Rd, Kearneysville, WV 25430
Multi-Purpose Field
Fastpitch
Softball

Sam Michaels Park
235 Sam Michaels Lane, Shenandoah Junction, WV 25442
Field A: 60-foot bases, skinned, lights
Field B: 60-foot bases, skinned
Field C: Multiple options
o 60-foot bases for little league baseball and regulation softball
o 65-foot bases for adult slow pitch softball
o 70-foot bases for 50/70 baseball
o 90-foot bases for regulation baseball

South Jefferson Park
4095 Leetown Rd, Summit Point, WV 25446
Saunders Field: softball, skinned, no lights
Theresa Shillingburg Field: tee ball, grass infield
Bayliss Field: baseball, skinned, dirt mound, dirt infield
Memorial Field: baseball, dirt mound, dirt infield, skinned, 200’ outfield
Turner Field: baseball, grass infield, lights, dirt mound, 200’ outfield
Rudolph Field: softball, dirt infield, no mound
Hooper Field: baseball, 90’ bases, grass infield, dirt mound, 315’-320’ outfield
Soccer Field: best for U12 and under

Final Notes
This policy is subject to periodic review and updates to ensure fairness, safety, and efficiency. All user groups and individuals utilizing JCPRC athletic fields must adhere to these guidelines. Failure to comply may result in penalties, fines, or revoked access.
For more information or to submit a request, visit: https://jeffersoncountywv.myrec.com/info/household/login.aspx, or contact JCPRC Offices at 304-728-3207 during normal business hours of M-F, 8a-5p.



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