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Shawnee Sports Complex: General Rules

All Fields Must be Reserved to Be Used

Management reserves the right to create new or modify any of the above rules at any given time.

For emergency procedures please visit the Emergency Operations Plan at shawneesports.com.

In case of any emergency, please call 911.

Lost and found will be donated if not claimed in 30 days.

Rules of Conduct

Rules and Procedures for Addressing Disruptive, Prohibitive, and/or Combative Conduct at Shawnee Sports Complex

WHEREAS, the Kanawha County Commission (“Commission”) owns and operates the Shawnee Sports Complex (“Complex”), a public multi-sport recreational facility located in Institute, West Virginia; and

WHEREAS, the Commission recognizes that the fundamental purpose of the Shawnee Sports Complex is to provide a safe, orderly, and family-friendly environment in which children and adults may participate in athletic activities free from pressure, fear, intimidation, or hostility that undermines the integrity and enjoyment of the game; and

WHEREAS, it is the intent of the Commission that the Complex remain a facility that promotes sportsmanship, mutual respect, and community pride for all participants, spectators, and staff; and

 WHEREAS, the Commission declares that these rules and procedures are not intended to be punitive in nature, but rather preventative and protective—designed to preserve the integrity of youth and adult recreation, promote positive sportsmanship, and safeguard the right of all participants to enjoy athletic activities in a safe and respectful environment; and

WHEREAS, the Commission desires to ensure that all participants, visitors, sport officials, referees, and staff are provided with a safe, family-friendly, and respectful environment; and

WHEREAS, the Commission has observed an increase in disruptive, disorderly, and criminal behavior by certain individuals, including but not limited to fighting, public intoxication, offensive language, and other forms of misconduct; and

WHEREAS, the Commission finds it necessary and proper under W. Va. Code §7-1-3, et seq., to establish clear rules of conduct and an administrative process by which individuals may be temporarily or permanently banned from the Complex while ensuring appropriate due process protections;

NOW, THEREFORE, BE IT RESOLVED by the Kanawha County Commission as follows:

Section 1. Definitions

For purposes of this Resolution, the following terms shall have the meanings ascribed to them below:

• “Complex” means the Shawnee Sports Complex, including all playing fields, courts, buildings, sidewalks, parking areas, access roads, and any adjacent property owned, leased, or operated by the Kanawha County Commission as part of the facility.
• “Ban” means the temporary or permanent denial of access to the Complex and all associated property.
• “Temporary Ban” means a prohibition on access for a defined period of forty-five (45) days or less, subject to the hearing rights described herein.
• “Commission Hearing” means a proceeding before the Kanawha County Commission at a regularly scheduled meeting, during which the individual subject to a ban may present evidence and argument.
• “Individual” includes any player, parent, coach, official, spectator, vendor, or other person present at the Complex, whether participating in County-sponsored or privately hosted events.

Applicability to Private Events: 

These rules shall apply at all times, including during privately sponsored tournaments, leagues, rentals, or other events held at the Complex. The terms and conditions of this Resolution shall supersede any inconsistent rules or codes of conduct established by event organizers or permit holders. All users of the Complex are subject to these provisions regardless of the nature of their event or contractual relationship with the County.

Section 2. Prohibited Conduct

The following acts are prohibited on any portion of the Shawnee Sports Complex Property and shall subject violators to the ban procedures set forth herein:

• Use of obscene, offensive, or abusive language, including racial slurs, discriminatory language, or hate speech, or speech encouraging the harm of sporting participants;
• Disruptive behavior that interferes with events or activities;
• Being intoxicated or under the influence of alcohol or controlled substances;
• Use, sale, or possession of illegal drugs or controlled substances;
• Use of or possession of alcohol outside of designated areas, regardless of whether sold at Shawnee Sports Complex;
• Fighting, assaults, or attempts to engage in physical altercations;
• Threatening, intimidating, or attempting to attack referees, coaches, staff, or officials;
• Disorderly, disruptive, or criminal behavior; and
• Any conduct determined by County Staff or Law Enforcement to endanger public safety or interfere with facility operations.

Section 3. Authority to Issue Ban

A written ban from the Complex may be issued only by the County Manager or the Executive Director of the Shawnee Sports Complex.

No other employee, contractor, or volunteer is authorized to issue a ban under these rules and procedures.

Nothing in this policy shall limit the authority of on-site law enforcement officers or County personnel to immediately remove any individual whose conduct poses a threat to public safety or interferes with ongoing activities.

Section 4. Temporary Ban and Notice

Individuals engaging in prohibited conduct will be issued a temporary ban of forty-five (45) days.

 The written notice of ban shall include:

• The reason for the ban;
• The effective dates of the ban; and
• Notice of the individual’s right to request a hearing before the Kanawha County Commission.

Service of Notice:

Written notice shall be deemed delivered when personally served upon the individual, transmitted by electronic mail to the address provided by that individual or the applicable league or event organizer, or mailed by certified mail. Refusal or failure to accept delivery shall not invalidate the notice.

The Executive Director shall maintain written records of all bans issued under this policy, including the name of the individual, date of incident, summary of conduct, duration of ban, and any related hearing decisions.

Section 5. Request for Hearing and Due Process

1. If the Individual to be banned desires a hearing, he or she shall submit a written request to the Kanawha County Commission within ten (10) business days of receiving notice.
2. If no request is received within that period, the ban shall be deemed a final decision of the Commission.
3. Upon receipt of a timely request, the Commission shall schedule and hold a hearing within thirty (30) days.
4. Hearings shall be held before the Kanawha County Commission at a regularly scheduled meeting.
5. The individual may appear in person, present evidence, and be represented by counsel.
6. The Commission shall determine whether the ban is appropriate based on a preponderance of the evidence presented.
7. Following the hearing, the Commission may affirm, modify, or rescind the ban. The decision shall be final.

Section 6. Duration of Bans

Ban periods shall be based on the severity or recurrence of conduct, as follows:

The County Manager or Executive Director may impose a one-year or permanent ban immediately for conduct involving violent acts, threats toward officials or staff, or criminal, charges including any felony offense.

Section 7. Reinstatement of Privileges

Individuals subject to a permanent ban may, after a period of not less than two (2) years, petition the Kanawha County Commission for reconsideration of their status.

The petition shall include:

1. A written statement acknowledging the conduct that led to the ban and demonstrating genuine understanding of its impact;
2. Evidence of corrective action, such as completion of anger-management, conflict-resolution, or other behavioral programs, if applicable; and
3. Assurance of future compliance with these rules and the principles of sportsmanship.

The Commission may, in its discretion, rescind or modify the ban upon a showing of rehabilitation and good cause. The decision shall be final.

Section 8. Youth Participants

When conduct involving a minor results in consideration of a ban, the County Manager or Executive Director shall ensure that the minor’s parent or legal guardian is notified in writing of the incident and any resulting action.

The age, maturity, and circumstances of the minor may be taken into account in determining the appropriate duration or conditions of any ban.

Section 9. Enforcement

Any person found on Complex property while subject to a valid ban shall be deemed trespassing, and law enforcement shall be contacted immediately.

The matter shall be referred to the Kanawha County Prosecuting Attorney’s Office for review and prosecution as appropriate.

Section 10. Posting of Rules

A summary of these rules and conduct expectations shall be posted in prominent locations throughout the Shawnee Sports Complex, and a full copy of these rules/procedures shall be available on the official Shawnee Sports Complex website.

Section 11. Amendment of Rules

The Kanawha County Commission reserves the right to amend, modify, or repeal any portion of these rules and procedures as it deems necessary to promote the safe and effective operation of the Shawnee Sports Complex.

Any amendment shall be adopted by majority vote of the Commission at a regularly scheduled or properly called meeting and shall take effect upon adoption, unless a different effective date is specified in the motion or resolution approving the amendment.

Section 12. Severability

If any provision of this Resolution or its application to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications which can be given effect without the invalid portion, and to this end, the provisions of this Resolution are declared severable.

Section 13. Effective Date

This Resolution shall take effect immediately upon adoption and shall remain in force until modified or rescinded by subsequent action of the Kanawha County Commission.

Shawnee Sports Complex: Lightning Policy

Upon detection of lightning in the area (within a 10-mile radius of the lightning detection system located onsite at Shawnee)

The following protocol will be used:

1. 1. An audible alarm will sound from the detection system notifying the Complex that lightning has been detected in the area and to please take shelter. This starts a 30-minute countdown. Shelter is defined as cars for practices, games, and large events.
   2. Shawnee Staff / Tournament Staff / Event Staff will facilitate getting people off the playing fields and to their cars. (Buildings can be used in special circumstances but are not ideal for large events.) While the fields are being evacuated Director/Manager/Head Staff Member will pull up the lightning alert system to monitor the storm.
   3. Director/Manager/Head Staff Member will monitor and update the staff on the countdown clock and additional strikes via radios. THE AUDIBLE SIREN WILL NOT SOUND AGAIN UNTIL THE ALL-CLEAR MESSAGE.
   4. Every time lightning strikes within the 10 miles radius, the 30-minute clock will start over. Director/Manager/Head Staff Member is responsible to notify staff and event staff via radio to update attendees.
   5. Once the countdown clock ends, an audible alarm will sound notifying everyone that the lightning is ALL CLEAR. Staff will assist in resuming play.

Other Notes:
Each tournament and event can request a different radius for the detection software. Ultimately, Shawnee Management will approve or deny the request. The standard is a 10-mile radius.

Shawnee Sports Complex: Emergency Operations Plan

All Fields Must be Reserved to Be Used

The intent of this emergency plan is to outline the actions to be taken for “all hazards”. In the event of an emergency, the Facility Director or Designee needs to assess the urgency of the situation. If the hazard requires an immediate response the Facility Director or Designee needs to refer to this policy and exercise their judgment when taking action.

If the emergency is imminent, the Facility Director or Designee should contact 911.

Chain of Notification for all Emergency Situations:

1. 1. Contact 911 and the Facility Director or Designee (if not at the facility).
   2. Notify the affected staff on duty.
   3. Facility Director or Designee addresses the emergency until emergency responders
      arrive.

Facility Emergency Procedures:

Evacuations

Fire – Structural

1. 1. Evacuate staff and visitors away from building (possible sites include parking lot and outside playing fields. Remain at least 150 feet from the fire.
   2. Staff shall have all occupants evacuate the building. Assist all people who may need assistance in evacuating.
   3. Close all doors when leaving the building.
   4. If the fire is in the incipient (beginning) stage and trained to do so staff may be able to use a fire extinguisher to put the fire out.
   5. Bring emergency supply kit.
   6. Account for all staff and visitors (write down names and phone numbers).

Hazardous Material Internal

1. 1. Evacuate staff and visitors away from the building (possible sites include
      parking lot and outside playing fields).
   2. Bring emergency supply kit.
   3. Account for all staff and visitors (write down names and phone numbers)

Hazardous Material External

In the event of a chemical hazard that may affect the complex a Shelter In Place or an Evacuation may be requested.

1. 1. Clear facilities and fields.by use of warning systems.
   2. Staff and visitors shall either shelter in place or evacuate.
   3. For Shelter in Place people should go into the nearest building and follow shelter in place procedures.
   4. Close all windows and doors.
   5. Turn off any air handling unit such as an air conditioner or heater.
   6. Keep people away from doors and windows to the extent possible.
   7. Once sheltered keep the doors closed.
   8. Seal off doors with towels
   9. Monitor public radio or TV broadcast.
   10. Wait for the all clear.

Shelter in Place

Tornado/High Winds

When a tornado watch has been issued, all outdoor activities will be cancelled.

1. 1. Clear athletic fields.
   2. Notify Facility Director or designee.
   3. Shelter staff/spectators/players in designated areas. If necessary direct staff/spectators/players to lower ground.
   4. Bring emergency supply kit.
   5.  Account for all staff/spectators/players (write down names and phone numbers, if possible).

Hazardous Materials Outside

1. 1. Notify staff and visitors to gather in facility building.
   2. Turn off heating and air conditioning units.
   3. Bring emergency supply kit.
   4. Account for all staff and visitors (write down names and phone numbers).

Intentional Unlawful Act

1. 1. Seek safety.
   2. Call 911 if able to do so.

Active Shooter

During any active shooter or act of violence, event staff will have to use individual judgement as what to do first. The primary goal is to protect players and visitors with special emphasis on un-accompanied children. The primary actions are to run, hide, or fight. Staff and visitors will have to determine if evacuation (run), hide (shelter in place in a secure area) or fighting is the correct action. In an active shooter situation, only run from the complex if the location of the shooter/ assailant is known.

• • If the shooter / assailant is not in the immediate vicinity, run away from the sound of the gunfire or reported position.
  • If the shooter / assailant is on one of the fields, going inside to a secure lockable building may be used.
  • If the shooter assailant is in the building, hiding in a lockable secure area may be used.
  • When hiding, hide out of the assailant’s view. If necessary, block windows to prevent being seen.
  • Turn off lights and silence phones and other devices.
  • If running away from the assailant, do not collect belongings.
  • Call 9-1-1 when safe to do so.
  • If running outdoors and you cannot get away, find a place to hide with some form of protection; such as a brick wall, house, garbage dumpsters, trees or anything to hide you and give some protection.
  • As a last resort you may have to fight.
  • Each individual will have to make his or her decision on whether to engage the assailant in a fight.
  • Fighting should be a last resort option.
  • If the active shooter or other act of violence is not in the immediate vicinity of the complex:
    • Metro 9-1-1 will make notification to staff.
    • Staff will inform officials (coaches, referees etc.) of the situation.
    • Depending on advice from law enforcement or county officials a decision will be made depending on the perceived level of the threat on whether to suspend operations or not