T&C ZERO TOLERANCE POLICY
Please remember that T&C is not a public park. Please make sure that your out of town guests are aware of this policy! At the T&C Optimist Complex, visitors are expected to observe the Zero Tolerance Policy, which prohibits: Violence-Physical or Verbal, Alcohol, Weapons, Noise Makers, Tobacco Products (ALL Types including E-Cigarettes/Vaping), Littering, Pets (Leashed and Unleashed), Tailgating, Onsite cooking, this includes all T&C parking lots (T&C’s permit does not allow public cooking or preparation of foods outside of our concessions). No oversized vehicles including campers.

This Zero Tolerance Policy applies to all visitors for every event attended at the complex. Any patron violating these policies will result in a warning to correct and/or asked to leave the T&C property.

Refunds are processed only after the refund request form has been completed.  The refund request form is located on the Contact T&C Webpage.

If T&C is unable to place the registrant on a team or a camp/clinic is cancelled a full refund will be processed by T&C. A refund request form is not required

No refunds are given to decal orders, yard sign orders, uniform orders, or donations.

Seasonal Sports Refund Policy

There is a ten percent (10%) administrative fee deducted from the full registration price from all refunds at any time unless otherwise stated in the registration.  If a request for refund is made after tryouts/team placement, a 25% admin fee is deducted. There are no refunds after games begin.

Camp/Clinic Refund Policy

There is a ten percent (10%) administrative fee deducted from all refunds at any time.  If a request for refund is within one week of the start date, a 25% fee will be deducted.

Injury Refund Policy

Season-ending injuries that occur within the first 2 weeks will be considered on a case-to-case basis. A doctor’s note may be required.

People should not bring their pets to T&C Sports when coming to our facility for sports play.  The City of Austin has a right of way for the hike and bike trail that runs through T&C Sports which allows for walking pets only along this cement trail. There are no pets allowed anywhere outside this cement trail.

T&C strives to provide a safe environment for our kids and families. Due to continued parking violations impacting the safe flow of traffic through our parking lots, T&C Sports has contracted with a towing service to remove vehicles parked in no parking areas.

Vehicles in tow away zones marked by painted hash marks, fire lanes, disabled parking without permits, hindering egress or ingress, areas marked as no parking, and any other causes identified by T&C as a risk. This will apply to all parking lots at T&C Sports.

EMERGENCY, INJURY, LOST CHILD & CONTACTS

Emergency access addresses – We have a physical address for each entrance into T&C. In the event of an emergency and medics/authorities need to be called, please use the appropriate address. Please note the following:

Fields 3-6, Miracle League, 31-36: 13300 Morris Road, Austin, TX 78729
Fields 11-15, 20-28: 13450 Briarwick Drive, Austin, TX 78729
Fields 1-2, 7-10, main office: 9100 Meadowheath Drive, Austin, TX 78729

If a child is injured and needs immediate assistance please call 911 with the location. Maps are provided in the concession areas.

In the case of a sprain or broken bone, it is sometimes faster for the parents to load the injured player into a private car and proceed to the nearest emergency facility.

If a child is lost, please contact a Commissioner On Duty (COD). They are often in a golf cart, and they will assist in locating the child.

ACCIDENT – INCIDENT REPORTING

Any time there is an accident or incident on campus, a coach or T&C official should complete and submit this Incident Report

The form can be returned by one of the following methods:

Email the T&C Sports Office at office@tandcsports.org
FAX: 512-331-7462
Mail address:
9100 Meadowheath Drive
Austin, TX 78729

CONCUSSION PROCEDURES
Keeping your child healthy and safe is always a top priority. See below for information to help you recognize, respond to, and minimize the risk of concussion or other serious brain injury. It is something we all need to be aware of every season.

Concussion Signs & Symptoms
FAQs on Concussion Baseline Testing
Fact Sheet for Athletes
Fact Sheet for Parents

Our complete Lightning Policy can be found here

These Inclement Weather Guidelines applies for all activities at the T&C Sports Campus.

Monitoring weather conditions is the responsibility of game officials, coaches, tournament directors and organization administrators. Everyone should be aware of the potential dangers posed by different weather conditions and work together to keep players, coaches, officials, spectators and other visitors as safe as possible.

Updated weather and field closure information (including lightning delays) can be found on the Field Status page

Lightning and Thunder
The Town & Country Sports Complex is now monitored by the Perry Weather warning system. (see Lightning Policy for full lightning delay procedures)

Severe Storms
Severe storms can produce high winds, heavy rain, hail, lightning, thunder and tornados. If a severe storm approaches the T&C Campus, the safety of the players and spectators must be the number one priority for coaches and officials and may require that all activities be suspended while shelter is sought. In the event the on-field activities are suspended; everyone must vacate the field immediately and seek appropriate shelter.

Hot Weather

T&C Sports recommends using Wet Bulb Globe Temperature (WBGT) as the primary measurement for outdoor heat safety. WBGT readings are available on our website via the Perry Weather system. Please see the chart below to activity recommendations based on different temperature ranges.

Parents have the ultimate responsibility for the safety of their children. You must always defer to the parents’ judgment if they choose to remove their children from an outdoor activity. Parents should  always remove their child from play if they feel it is unsafe for any reason.

No weather guideline can guarantee total safety, but the following steps can help avoid hot/cold weather-related incidents. Above all, use your common sense and error on the side of safety.

• Encourage your players to acclimate to the heat prior to even the first practice.
• Take Frequent Water Breaks – Every 10 to 15 minutes or more frequent during game play.
• Take longer breaks and get the kids into some shade.
• If a player asks for water or a break they get it. No questions asked.
• Reduce the amount of high intensity drills etc. that you are doing in practices in high heat. Adjust your practices accordingly.
• Encourage your players to hydrate well before and after practices & games.
• Make sure you are monitoring your players during the practices & games. Players have different tolerances.
• If possible, bring water, Gatorades, ice/cool towels with you for your players or find someone who may be able to help with this.
• If you ever feel it is an unsafe situation, you should stop immediately.

T&C is an association of volunteers and our sports are delivered and coached predominantly by volunteers. However, coaches should check the field conditions, weather and local radar before every practice, game, and other outdoor activity.

Cold Weather
Like heat, cold weather can become a player safety factor. Field conditions will be affected by freezing rain, sleet and snow. The ground may become frozen and unsafe for play. The weather and temperature* should be monitored frequently. Players should be allowed to dress in appropriate clothing to accommodate colder temperatures. The following adjustments are recommended

* Temperature means the wind chill index or the ambient temperature if no wind is present (you should use the lower of the two temperatures for this purpose). Players should be allowed to dress in appropriate clothing to accommodate colder temperatures.

Additional Clothing:
Allowable Additional Clothing
• Long sleeve shirt, sweatshirt, jacket (must be worn under jersey so referee can see number)
• Long pants, tights, leggings, sweatpants
• Gloves or mittens
• Stocking caps without straps
• Headbands, ear warmers
• Additional socks (under uniform socks)

The following items present a safety hazard and should not be allowed to be worn during games:
• Hooded sweatshirts and hooded jackets
• Earmuffs
• Scarves

ABUSE AND MOLESTATION POLICY

STATEMENT OF POLICY:
Professionals, employees, and volunteers of The Optimist Club of Town and Country Round Rock; Town and Country Optimist Foundation & or The Miracle League at Town and Country organization shall not engage in sexual abuse, sexual harassment, sexual misconduct, physical abuse, and/or emotional maltreatment of children, youth and adult.

Persons in a role of leadership, with children, youth, and adults shall include all employees & volunteer staff, who have a direct or indirect contact with the same who participate in any activities or events sponsored by Town & Country organization.

DEFINITIONS:

1. Sexual abuse: Sexual abuse means unwanted physical conduct of a sexual nature, sexual contact or sexualized behavior and may include, by example, touching, fondling, other physical contact and sexual relations. Child/youth/adult sexual abuse is the sexual exploitation or use of same for satisfaction of sexual drives. It includes but is not limited to: (1) incest, (2) rape, (3) prostitution, (4) any sexual intercourse, or deviant sexual conduct with fondling of a child, youth, or adult in the program or at sponsored activities.
2. Sexual Harassment: Sexual harassment is any unwanted sexual advance or demand, either verbal or physical that is reasonably perceived by the recipient as demeaning, intimidating or coercive. Sexual harassment must be understood as an exploitation of a power relationship rather than as an exclusively sexual issue. Sexual harassment includes, but is not limited to, the creation of a hostile or abusive working environment resulting from discrimination on the basis of gender. 3.
3. Sexual Misconduct: Sexual misconduct means a chargeable offense.
4. Physical abuse: Any act of omission or an act that endangers a person’s physical or mental health. This definition includes any non-accidental physical injury caused by a caretaker. Physical abuse may result from punishment that is overly punitive or inappropriate to the individual’s age or condition. In addition, physical abuse may result from purposeful acts that pose serious danger to the physical health of a child, youth or adult.
5. Emotional Maltreatment: Persistent or extreme thwarting of a child’s youth or vulnerable person’s basic emotional needs (such as the need to feel safe and accepted.)

Implementation:
Professionals, employees and volunteers shall be provided a copy of this policy and shall receive training information to assist in the implementation of this policy.

Making a Complaint:
Persons who have knowledge of possible violations of this policy by Professionals, employees and volunteers should report to appropriate supervisors and administrators. The administration will take action in investigation, reporting, due process, and take action to seek justice.

Introduction:
It shall be the policy and covenant of Town & Country, to do everything in our power to prevent physical, emotional or sexual abuse against children, youth and adults involved in our operations and with any event sponsored by the Town & Country. We are aware of our legal responsibilities, and the need to comply with those responsibilities, we will go beyond those responsibilities when necessary to act justly in the best interest of those who have been abused or those who are most vulnerable to abuse.

Scope:
This policy and its provisions shall apply to all employees and volunteers who have any direct and indirect contact with children and/or youth and/or adults who participate in any activities or events sponsored by Town & Country.

Screening for Volunteers or Staff:
Careful screening is one way to prevent the abuse of children, youth and adults. Screening calls for careful gathering and review of information in search of persons who can provide safe and caring supervision in a safe environment.

1. Prior employment or acceptance as a volunteer or paid staff person, the event coordinator or Administrator in charge of an event or program shall direct each prospective worker to complete the application/consent form. By signing the form, the applicant will give the Town & Country organization permission to contact references and perform necessary investigation to complete the review of the application.
2. Town & Country shall facilitate a screening check with the appropriate agency.
3. The Administrator shall request references.
4. The leader shall receive the completed forms and reports and review them. If any of the reports raise questions about the fitness of the applicant, the leader should disapprove the application and notify the applicant. Town & Country reserves the right to turn away any persons for volunteer or paid service.
5. If the applicant (either volunteer or paid) is found to have been in any activity in which the applicant abused or exploited children, youth, or adults, the applicant will not be hired/approved. Any conviction of a crime against children, youth, or adults shall disqualify any applicant.
6. Results of screens shall be kept confidential.

Reporting Incidents:

1. When the necessity of reporting occurs, the protection of children, youth, and adults must be paramount.
2. Reporting: Immediately upon receipt of an allegation of violation of policy the leader of the Organization involved shall be notified.  The leader shall notify the insurance carrier.  The leader shall notify the Crisis Management Team.  The leader or Crisis Management Team will facilitate reporting to the SRS and/or law enforcement agencies, as appropriate according to State and Federal reporting guidelines.
3. The person against whom an allegation has been made “Respondent” will immediately be suspended from working with children, youth, adults.
4. If a minor is involved, that person’s parent (s) guardian (s) shall be notified of the alleged violation of policy by a person designated by the Crises Management Team.
5. When the Respondent is not certified or is certified through the proper procedures, the Crises Management Team shall assist the investigation of the complaint and the process to use to work through the complaint. This may include assistance with legal and public relations issues as well as interviews necessary for the investigation of the complaint. Decisions of resolution shall ultimately rest with the Board of Directors.
6. The Crisis Management Team will determine who needs to be interviewed to determine the nature of the alleged violation and its impact. All Conversations shall be documented including such things as (but not exclusive of) date, time, place, and names of person or persons involved. In addition, the substance of the conversation shall be documented with the person interviewed shall be asked to review notes for accuracy and actions taken by the Crisis Management Team of Certification Authority are to be documented.
7. If a formal complaint is made, the Crisis Management Team shall provide the respondent with a copy of the complaint.
8. Those making the allegations (“Complainant”), the parent (s), guardian (s) of any minor involved, the Respondent, and any result of the investigation and final decision of the Certification Authority. In all cases all documentation shall be retained in a confidential, personal file.
9. The Crisis Management Team will determine when and with whom information needs to be shared. If investigations or allegations of abuse should come to the attention of the media, a response shall come from a spokesperson.
10. It be the goals of the Town & Country to provide supportive care to both Complainant and the Respondent, and to restore such persons to wholeness. Supportive care can include the procedures of the criminal justice system and appropriate counseling referrals.
11. If the Complaint should desire to appeal the decision of the Crisis Management Team Board, Legal Council will be consulted. The Crisis Management Team will be made up of the Club’s President, President Elect & Immediate Past President

T&C CONFIDENTIALITY AND PRIVACY POLICY
Protecting the privacy of T&C’s members is the utmost importance. We are dedicated to our members, and we must also be mindful of individual’s privacy preferences.

Volunteers are required to maintain confidentiality regarding all member information obtained while volunteering in any role for Town & Country. The information is not public knowledge and is viewed as property of T&C. T&C Volunteers are strictly prohibited from disclosing, sharing and/or making use of any member information provided, posted or contained in T&C’s member database – Sports Illustrated Play to any unauthorized outside party and/or third party during their volunteer role and after said role has ended. All T&C Volunteers, T&C employees, T&C board members, and T&C sports board members are also bound by the same policy and are permitted users of member information. When registering in T&C’s registration portal through Sports Illustrated Play, you consent and indicate your acceptance of this Policy.

T&C does not release any personal information about our members that is contained in and/or collected from T&C’s Sports Illustrated Play registration portal to unauthorized outside/third parties. T&C does not sell, or trade your personal information. T&C’s Volunteers, T&C employees, T&C board members, and T&C sports board members may contact and utilize our members information to perform their role, including but not limited to information for background checks, coach training/certification and information required for pass cards (see below). Before any information is released, T&C’s Volunteers, T&C employees, T&C board members, and T&C sports board members and T&C players are all bound by T&C’s confidentiality and privacy policy.

Upon termination or resignation, a volunteer may begin working for a competitor or starting a business, and gain competitive advantage by exploiting confidential information about T&C’s operations or trade secrets, or sensitive information such as customer/client lists, business practices, upcoming products, and marketing plans.

The Volunteer/Employee acknowledges that T&C shall or may in reliance of their duty provide Volunteer/Employee access to trade secrets, customers and other confidential data and good will. Volunteer/Employee agrees to retain said information as confidential and not to use said information on his or her own behalf or disclose same to any third party.

T&C will work with our parent sports organizations to protect our member’s information and establish procedures for safeguarding our member information. However, T&C cannot be responsible for how that data is handled by the parent organizations and each family should carefully review the privacy policy for each parent organization for the sports their children participate in.

T&C Sport Rules:

Pony: http://www.pony.org/home/default.asp
Official Major League Baseball Rule Book: http://mlb.mlb.com/mlb/downloads/y2013/official_baseball_rules.pdf
CTYFL: http://www.ctyfl.org/home.php
CAYSA: http://www.caysa.org/
STYSA: http://www.stxsoccer.org/
Got Soccer: http://home.gotsoccer.com/
CTYLA: http://www.ctyla.org/
CAPLAX: http://www.caplax.org/
Kidsafe: http://www.sportssignupinfo.com/forms/KidSafePlus_Online_Background_Checks.pdf
We encourage you to read the privacy policy of every website that you visit. T&C cannot control the collection of information and cannot be responsible or liable for the policies or actions of third parties.

T&C’S RECYCLING PROGRAM INFORMATION
We will also have two 8 yard recycle bins to collect bigger recyclables (broken down cardboard items) and emptying of the single use bins. The large 8 yard bins will be located at the main-Meadowheath and North-Briarwick lots.

We very much appreciate your cooperation in responsibly recycling.

The following are acceptable items for the bins:

Paper
Newspaper
Cardboard/boxboard (shipping, shoe, cereal and food boxes)
Empty containers made of plastic, metal, aluminum or glass (soda cans, water bottles, glass bottles, soup cans, and plastic containers)

The following are items NOT allowed for recycling:

Construction materials
Furniture
Appliances
Oil, oil rags, oil filters
Industrial or hazardous chemicals/materials
Tires
Fluorescent tubes or light bulbs
Medical waste
Radioactive materials
Dirt, sand, landscape or yard waste
Dead animals
Automotive batteries
Any items which will not fit inside the container/bin
Any items that would get stuck in the container/bin
Any items left outside of the container/bin

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