[HISTORY: Adopted by the Recreation Department of the Town
of South Hadley as approved 1-12-2015. Amendments noted where applicable.]
A. Mission statement. The mission of the Recreation Department is to
provide a wide range of recreational programs and activities through
the utilization of tax dollars and self-support.
B. The Recreation Commission is a seven-member panel of South Hadley
residents that makes policy and advises the Recreation Director on
many different issues relating to recreation in the Town of South
Hadley. Members of the Recreation Commission are appointed by the
Selectboard for a three-year term of office. The Commission meets
monthly with the Recreation Director to accomplish its goals. Any
resident of the Town of South Hadley is encouraged and invited to
attend any of these meetings.
C. These policies and procedures are intended to support the Recreation
Director in his/her everyday tasks. The Recreation Commission reserves
the right to rule on anything not specifically covered in this document
and/or vote to change/suspend a policy based on a specific situation
it will discuss.
A. To play in a Recreation Department sponsored youth sports league,
participants must turn five years of age by the qualifying date to
be a kindergarten student in South Hadley. Currently, that date is
August 31 as of the current school year.
B. All participants must be able to furnish a copy of the child's
birth certificate if one is required and/or requested.
C. Recreation sports are open to any child who resides in South Hadley
or attends South Hadley public schools.
D. Children residing in neighboring communities may join a sports league,
provided their Town does not offer a comparable program and/or there
is a need for participants in a South Hadley league.
A. Players are not permitted to play up a division for South Hadley
recreational sports leagues. The exceptions to this policy are if
a coach is needed in a specific division and/or the league need players
to have a team. South Hadley does not move players up based on size
and/or ability level unless that activity includes a posted evaluation
or tryout.
B. South Hadley recreational leagues are split up by grade, with age
minimums/maximums.
C. Most travel sports leagues have specific age/grade requirements that
must be followed; however, the Recreation Department can set more
stringent guidelines when appropriate.
A. The age requirement for Recreation Department summer programs will
be set based on the focus and requirements of each specific program
and is specified in the Summer Program Guide.
B. For programs with roster limitations, residents and school choice
students of South Hadley will be given the first opportunity to register
for programs if they register by the established deadline. After the
deadline, anybody can register for these programs until the programs
are full.
A. Adult programs are open to any participant who is in good standing
with the Recreation Department and meets the age requirement of that
specific activity. "Good standing" refers to having all dues paid
on time and an individual who has not been suspended from another
South Hadley sports league.
B. There will be nonresident fees associated with each event to be set
by the Director. These fees will be based on the total cost, popularity
and availability of the program.
C. Any team that has more than three nonresidents on its roster at any
point during the season will fall into the nonresident fee category.
A. Registrations shall be taken during the posted registration hours
and registration periods.
B. Registration periods are typically advertised in the school newsletters,
the Town Reminder, on the Recreation Department website, local cable
access channel (TV-15), social media, local newspapers and on the
Recreation Office bulletin board.
C. A parent/legal guardian must sign the registration form for anyone
under the age of 18.
D. There will be a waiting list for anyone signing up after the posted
registration date if that sport or activity has reached full enrollment.
Additionally, if an activity reaches full enrollment when there is
no closing date (an activity with capped enrollment), then a waiting
list will be started. Participants will come off the waiting list
on a first-come, first-served basis.
A. Players are permitted to play for multiple Recreation Department
sports in the same season, provided tryouts are not required for either
team they are playing on. In the case where a sport has a tryout option,
that player will be permitted to play on the tryout team, provided
they make it onto the tryout team. If a tryout is not required and/or
a player does not make the tryout team, that player can then play
in two sports in the same season.
B. Any player who registers and plays tackle football for the Recreation
Department will not be permitted to play another Recreation Department
sport during the Fall season due to the time demands.
A. The Recreation Department will sponsor sports that are "in season."
B. If space is available and it is feasible for the Parks Department
to prepare the field, the Recreation Department will allow "out of
season" sports to compete; provided they meet the requirements as
set forth by the department and pay any applicable fees.
A. Any outside group wishing to use a playing field must fill out the
necessary forms and receive written permission from the Recreation
Department.
B. Recreation and School Department activities have the priority for
field use and scheduling.
C. Any group wishing to use a school building must have permission from
the School Department through its facility use procedures.
D. Any group not affiliated with the Recreation Department must pay
a fee for usage of the fields/athletic facilities. This fee has been
set at $25 per day the field is used. Additional fees may be charged
as necessary to cover staff expenses associated with that event.
E. The Parks Department Superintendent, the School Athletic Director
and the Recreation Director will meet to determine the opening and
closing dates for Town fields. The Parks Department Superintendent
has the ultimate authority over when to open or close the fields due
to inclement weather.
A. The Recreation Director and/or Recreation Commission will set the
registration fees based on the cost for each program and the needs
of the Recreation Department.
B. Financial waivers are available for those who need financial assistance. The criteria for receiving a financial waiver are listed under §
350-11, Financial waiver policy.
A. Any child who qualifies for free school lunch will have 100% of his
or her registration fee waived if he or she fills out the necessary
form(s).
B. Any child who qualifies for reduced school lunch will have 50% of
his or her registration fee waived if he or she fills out the necessary
form(s). Anyone meeting this qualification wishing for a 100% waiver
must show further specific hardship to be approved by the Recreation
Director.
C. Payment plans are available for those requesting one. Payment must
be completed before the season begins.
D. Anyone not meeting the aforementioned qualifications who would still
like to apply for a financial waiver must appeal to the Recreation
Director. Guidelines that will be used in this situation will be recent
job loss, disability or other similar financial hardship.
A. All staff, volunteers and coaches will be selected by the Recreation
Director.
B. All staff, volunteers and coaches must receive a CORI check as Massachusetts
law dictates.
C. It is highly recommended that all coaches become NYSCA (National
Youth Sports Coaches Association) certified and/or have a sport-specific
certification from a group like US Lacrosse, USA Football, etc.
D. The Recreation Director may make it mandatory for certain members
of the staff, volunteers or coaches to have the following certifications
based on the demands of that program: CPR, first aid, concussion (NFHS
and/or CDC).
E. The Recreation Director will set the wages for staff based on a study
of other communities and the approval of the Town Administrator.
A. The Recreation Director will select the coaches for all Recreation
Department teams.
B. The criteria used for selecting coaches will be their coaching and/or
playing experience, behavior, and knowledge of the game.
C. Anyone who would like to appeal the selection of a coach by the Recreation
Director may bring his or her concerns to the Recreation Commission
through written notification to both the Director and Chair of the
Recreation Commission.
Any participant of a CYO basketball team is not eligible for
participation in any winter Recreation Department basketball league.
The following guidelines will be followed for the purpose of
selecting team members for Recreation Department tryout teams:
A. An independent panel (selected by the Recreation Director) will be
utilized for any tryout where players will be "cut" from the team.
The coaches will not have any authority over selecting the team.
B. The panel will be given criteria defined by the Recreation Department
to select players. Some of the criteria will be the player's
skill, attitude, hustle, position, coachability and the number of
players on a team. Grade, size and team role may also play a part
in the decision-making process.
C. The prospective coaches of the team will be invited to view the tryouts.
The coaches will not be actively engaged in the tryout process or
have any interaction with the players or panel.
D. The coaches may prepare a list of players they would select and submit
it to the panel for its consideration.
E. The selection panel will have the final determination regarding the
players chosen for the team and will submit the list of players that
were chosen to the Recreation Department.
F. The Recreation Department will e-mail the participants who attended
the tryouts, informing them of their status on the team by 9:00 p.m.
on the next available business day.
A. Any player, coach, parent, spectator or official is subject to the
Recreation Department's Code of Conduct. It is the expectation
of both the Recreation Department and Recreation Commission that the
safety of all participants, coaches, spectators, officials and employees
be paramount. Deviations from this policy will not be permitted.
B. If anyone is found to be in violation of the Code of Conduct, he
or she will be suspended by the Recreation Director. The length/severity
of the suspension will be based upon the severity of the offense,
number of previous offenses/behavior and any other mitigating factors.
C. Suspensions may be appealed to the Recreation Commission. The suspended
individual must send a written request to the Recreation Commission
five days prior to its next meeting to request to be on the Recreation
Commission agenda. The suspended individual will be given an opportunity
to plead his or her case before the Commission and will be subject
to any questions the Commission may have. Following this meeting,
the Commission will determine if the suspension shall be reduced or
rescinded.
A. I will provide positive support and encouragement for any player,
coach, official, and employee when attending or participating in any
South Hadley Recreation Department activity.
B. I will encourage good sportsmanship at any game or practice.
C. I will place the emotional and physical well-being of any participant
ahead of any desire to win.
D. I will demand a sports environment that is free of drugs, tobacco
and alcohol and refrain from their use at all youth sports events.
E. I will do my very best to make youth sports fun for any child.
F. I will insist that any event will be safe and healthy and I will
not be involved with any altercations (verbal or physical) with any
other parents, spectators, coaches or officials.
G. I will not coach or yell instructions at players, coaches or officials
from the sidelines.
H. I will use any social media in a respectful fashion when referring
to my Recreation Department team or activity. Name calling and threats
made to opposing players, teammates, coaches or officials will not
be tolerated and can result in suspension and/or removal from the
team.
A. Alcohol is not permitted at any Recreation Department youth sport
game or event. An "event" is defined as any mandatory team function
where youth players are in attendance. These include but are not limited
to practices, games, team dinners, fund-raisers, banquets and post-season
parties. Coaches and adults have a significant impact upon the lives
of young participants and consuming alcohol at team events gives them
the impression that drinking is acceptable in this environment.
B. Any person violating this policy will be removed or ejected from
the activity and will be subject to further disciplinary action from
the Recreation Commission. Any coach who consumes alcohol before or
during a team event will be removed from his or her coaching position
and may be suspended from coaching in the future.
C. Alcohol is permitted at Recreation Department youth sports fund-raisers
where player participation is voluntary. An example of this is a golf
tournament benefiting a specific activity. While there may be youth
players in attendance, parents are aware that alcohol will be consumed
at this event and it is their choice to put their children in that
environment.
A. Tickets for bus trips are provided on a first-come, first-paid basis.
The Recreation Director will set the release date for all tickets/events
and he/she may set a pre-sale date for South Hadley residents based
on the popularity of the program.
B. Fees.
(1) Deposits (50%) may be accepted for any trip; however, the full balance
must be paid 30 days prior to the trip or by the specific date set
at the time of registration.
(2) Nonresident fees will be charged at the discretion of the Director.
C. Cancellation policy.
(1) The Recreation Department may cancel the trip within seven days of
the trip due to lack of enrollment. Any trip may be cancelled at any
time due to weather, natural disaster, etc.
(2) Any registrant may request a full refund 21 days prior to the trip.
(3) Any registrant requesting a full refund within 21 days of the trip
will only receive a refund if he or she can be replaced by people
on a waiting list or other interested parties. If he or she cannot
be replaced, he or she will not receive a refund and is responsible
for the tickets.
D. Each registrant with more than one person attending the trip must
provide a group leader who is responsible for the group. Each group
leader must provide a list of attendees when they register for the
trip and any information that is required.
E. All participants must act appropriately when they are on a Recreation
Department sponsored trip. Any person who violates this policy will
be barred from attending any future events. Inappropriate behavior
includes but is not limited to:
(1) Swearing, offensive remarks, etc.
(5) Alcohol abuse and disruptive behavior.
A. In conjunction with the Village Commons, the Recreation Department
will run a concert series on the Town Common.
B. The dates, times, and number of acts each year will be determined
by the Recreation Director and the Summer Concert Committee.
C. The Director may appoint a committee to assist him/her with the selection
of bands, recruitment of sponsors and/or administration of the concerts.
Residents of the Town of South Hadley are encouraged to join this
volunteer committee.
D. It is highly recommended that 1/2 of the acts have a direct connection
with the Town of South Hadley. This refers to current residents, alumni
of South Hadley High School, etc.
E. The same act cannot play in two consecutive years unless there are
extenuating circumstances which are approved by the Recreation Director.