Purpose

The purpose of this policy is to define the steps taken in case of forecasted or actual rain which may cause the Club fields to be closed.  This rainout policy only applies to games.  Practices affected due to rainouts will simply be cancelled and not rescheduled.   The Fields Coordinator is responsible for monitoring weather forecasts and invoking the Rain Out Policy whenever rain is forecast for a weekend (Saturday / Sunday or Both).

Policy

Tuesday of a Week for Which Rain Is Forecast

By 4:00 pm on Tuesday of a week for which rain is forecast, the Field Coordinator will announce the implementation of the Rain Out Policy via email.

Initial Communication

Email will be sent to all Scheduling Coordinators, the Referee Coordinator and the Webmaster.  Separate emails will be sent to each affected team manager and scheduling coordinator.

• If a close match (+/- 30 mins) to the existing home time changed to a BSC Turf Field, email will simply state the change and Team will be expected to play within this time slot
• If no close match can be found, email will urge them to move game to an “away” turf field if possible
• If no close match can be found, email will include at least one possible move option (if available) to a BSC Turf Field

Reschedules onto BSC turf fields will be offered based on proximity to the original starting time.  For example, if two teams were scheduled for Murray, one at 12:00 pm, one at 8:00 am and 11:00 am is available at Franklin, the team scheduled for 12:00 pm will receive the first offer on the time.

• For cases where the time difference is the same, the higher age group team will be offered the spot first.
• Where both the time and the age group are the same, the team in the higher playing bracket will be offered the spot first.

Friday, If the Park and Rec Department Closes Grass Fields

On Friday, if the Burlingame Parks and Recreation department closes the fields for the entire weekend, the following policy will be implemented.

Initial Communication

By 3:00 pm, the Field Coordinator will announce to the Webmaster and Referee Coordinator that the fields have been closed for the weekend.

• The Webmaster will update the BSC website, announcing the fields have been closed for the weekend.
• TReferee Coordinator will cancel all scheduled games on affected fields.

• The Communications Director will email this information to all Team Managers, Coaches and Scheduling Coordinators.
• The Fields Coordinator indicate that all referees for any games scheduled on grass have been cancelled and these games will not be played.
• The Fields Coordinator will list any remaining available times on BSC Turf Fields which may be booked for games.

By 6:00 pm, any teams requesting to book games into the remaining open slots must have confirmed their intention.

• Only Scheduling Coordinators may make the bookings, and bookings must be made via email by 6:00 pm on Friday Night.  Emails must be addressed to the Fields Coordinator and Referee Coordinator
• Games will be scheduled on a first come, first served basis
• Fields are only considered booked once referees have been confirmed.  For games where referees who cannot be confirmed by 8:00 pm, the game will be cancelled without penalty
• For games confirmed by the team (by 6:00 pm), but later cancelled, the Team account will be charged for referee fees +$100 (to be added to the scholarship pool).  No-shows on game day will be subject to the same penalties.

NOTE: No additional scheduling will occur after 6:00 pm

Friday, If the Park and Rec Department Leaves Field Closure to the Discretion of the BSC

On Friday, if the Burlingame Parks and Recreation department does not close the fields but leaves field closure to the discretion of the BSC, the following policy will be implemented.

Initial Communication

By 4:00 pm, the Field Coordinator will announce to the Webmaster, Referee Coordinator and Communications Director that the fields may close for the weekend and that the Club has been given control of that determination.  This email will also include any available times on BSC Turf Fields.

• The Webmaster will update the current field conditions to “may close – 8:00am – 11:00 am KO’s will be determined by 9:00 pm”
• The communication director will send an email to Coaches, TM’s and Scheduling coordinators with the possible cancellation schedule.

Booking Games into Remaining Open Slots

By 6:00 pm, any teams requesting to book games into the remaining open slots must have confirmed their intention

• Only Scheduling Coordinators may make the bookings, and bookings must be made via email by 6:00 pm on Friday Night.  Emails must be addressed to the Fields Coordinator and Referee Coordinator
• Games will be scheduled on a first come, first served basis
• Fields are only considered booked once referees have been confirmed.  For games where referees who cannot be confirmed by 8:00 pm, the game will be cancelled without penalty
• For games confirmed by the team (by 6:00 pm), but later cancelled, the Team account will be charged for referee fees +$100 (to be added to the scholarship pool).  No-shows on game day will be subject to the same penalties.

NOTE: No additional scheduling will occur after 6:00 pm.

Confirming Game Status

By 9:00 pm, the first email regarding game status will be sent to Team Mangers, Coaches and Scheduling coordinators.

The Remainder of the Weekend

For the remainder of the weekend, the Field Coordinator will be responsible for verifying field conditions and communicating field status to the Club (either directly or through the Communications Director).  Emails regarding field status will be sent to the Team Managers, Coaches and Scheduling Coordinators.  The webmaster will also be included in the emails so that the website can be updated as conditions change.