Policies

A = Affiliated

Village of Prairie du Sac

Village of Sauk City

Town of Prairie du Sac

Town of Roxbury

Town of Sumpter

Town of Mazomanie

NA = Non-affiliated

Village of Merrimac

Town of Merrimac

Town of West Point

Town of Troy

Town of Honey Creek

Fee Policy

This Fee Policy updates fees and charges set by the Sauk Prairie Recreation Commission (SPRC). The annual Fee Policy works in conjunction with the SPRC Budget, as approved by the Commission. SPRC uses a fee structure to set participant fees, an instructor pay-scale, and cost recovery guidelines.

Program Pricing Philosophy

SPRC provides a wide-variety of popular programs, ranging from free to fee-based programs like instructional classes and sports camps. Pricing involves careful consideration of all program expenses, to include fair and competitive program fees, wages for instructors, and sponsorships. When creating a program, special event, or camp for the SPRC, staff calculates an individual budget for each program during the planning phase. The program budget includes direct costs for the program (i.e., instructor fees, supplies, equipment, transportation, staff time invested in the actual, physical operation of the program and program prep, tickets, etc.). These direct costs are crucial to determining a program’s registration fee and minimum/maximum enrollment.

Programs do not cover indirect costs of SPRC (i.e., FT staff costs, electricity, heat, vehicle, insurance, etc.). These indirect expenses are considered the cost of providing service and are covered directly through municipal support.

Minimum/Maximum Enrollment

Determining the minimum/maximum enrollment is important to staying on track with each program’s budget. The minimum enrollment should always be the break-even point for each program; this means that all direct costs are covered when the minimum enrollment is met. Once minimum enrollment is exceeded, even by one person, the program then generates a positive variance. There are exceptions to this rule; for example, an SPRC staffer creates a brand-new program through a partnership with another agency and they are one person short of the minimum enrollment. If an SPRC staffer decides to run this program without the minimum, they must determine that the negative variance from doing so can be covered by revenue generated from other programs. Programs that continue to run with a negative variance should be re-evaluated and either cancelled or modified to meet the minimum.

Scholarship Policy

The Sauk Prairie Recreation Department is proud to offer a scholarship program administered by the Recreation Department. The program is designed for children who, without financial assistance, would not have the opportunity to participate in the Department’s youth activities and youth sports organizations in Sauk Prairie. This will help make programs more accessible by partially covering the cost of current registration fees for youth who qualify.

Use the link below for more information on how to apply for a scholarship.

Download Scholarship Application

Late Registration Fee Policy

At SPRC, we strive to provide high-quality programs that are well-organized and accessible to all participants. In order to meet staffing needs, order supplies, and finalize scheduling, it is essential that participants register by the published deadlines.

To support the timely planning and operation of our programs, a Late Registration Fee will be applied to registrations submitted after the posted deadline.

Late Registration Details

Standard Registration Deadline: Registration deadlines are typically 2-3 months after a program has opened. Reminder emails may be sent out, but our main source of advertisement is posting reminders on Facebook about registration being open.
Late Registration Period Begins: The following day after a program registration has closed. (Ex: Registration deadline is May 12th, the late registration period would be considered starting May 13th)
Late Registration Fee: $10 per participant + additional program equipment fees (Ex. Tshirt or jersey).
Fee Applies To: All eligible recreation programs unless otherwise note

Why Is There a Late Fee?

Late registrations often require additional administrative time and may impact  Staffing assignments

Facility scheduling
Equipment and supply orders
Program safety and participant experience

The late fee helps offset these extra costs and encourages timely registration by all participants. The late fee is non-refundable and is charged in addition to the standard program fee.

Refund Policy

In the event an adult or youth individual, or a team requests to “drop out” from a program or league at any time prior to, during, or after a program “season”, the following refund procedure will occur:

Administrative programming costs will require a portion of the program or league fee to remain within the SPCRD.

A) Before program/league start

Any participant requesting to “drop out” from a SPCRD program before the start of the program (practice or games) will forfeit $10 from their registration fee which may include supplies that have already been ordered for the program. The individual will be charged a unit price for the item (Ex. T-shirt). If this exceeds $10, the participant will be charged accordingly.
Any team requesting to “drop out” from a SPCRD adult league before the start of league play will forfeit 25% of the team registration fee.
Any participant requesting to “drop out” from a SPCRD member program will forfeit $15 from their registration fee. The remaining amount from the individual program’s fee to be reimbursed is at the discretion of the member program.

B) During or after program/league

Any participant requesting to be refunded after a SPCRD program has been completed will forfeit 100% of their registration fee.
Any team requesting to be refunded in a SPCRD adult league after the season has been completed will forfeit 100% of the team registration fee.
Any participant requesting to “drop out” from a SPCRD sponsored program will forfeit the $25/$45 fee to the SPCRD and $10 fee to SPSD. The remaining amount from the individual program’s fee to be reimbursed is at the discretion of the member program.

Severe Weather Policy

The purpose of the severe weather policy is to establish procedures on how to handle severe
weather situations in order to protect participants, spectators, and staff who are involved in a
department organized recreational activity or who are utilizing a department operated facility.

**If the Sauk Prairie School District cancels school for inclement weather or any other
cancellation reasons, all Recreation Department activities will be canceled.

WINTER WEATHER CONDITIONS
When the following weather conditions exist, Sauk Prairie Recreation may (at their discretion)
cancel, postpone, or reschedule any indoor or outdoor department organized recreational activity.

Cold Weather
- Combination of wind and/or temperature that is 25 degrees below zero or colder. (This information can be obtained from local weather channels, radio, or weather

related internet sites)

Icy or Sleety Weather Conditions
- When the National Weather Service has issued travel warnings
Blizzard or Other Snow Fall Conditions
- When the National Weather Service has issued local travel warnings
- When visibility for road travel is severely limited

SUMMER WEATHER CONDITIONS
When the following weather conditions exist, Sauk Prairie Recreation may (at their discretion)
cancel, postpone, or reschedule any indoor or outdoor department organized recreational activity.

Extreme Heat / Humidity
- When the National Weather Service has issued extreme heat / humidity warning.

A warning will be issued if there is a heat index of at least 105°F but less than
115°F for a period of 3 hours or more per day or if nighttime low temperatures are
above 80°F for 2 consecutive days

Lightning / Severe Thunderstorms
- When the National Weather Service has issued a severe thunderstorm warning for
  our areas
Tornadoes
- When the National Weather Service has issued a tornado warning for our areas

SEVERE WEATHER GUIDELINES FOR ACTIVITIES

National Heat/Humidity

Heat Index of 80-89 (Low to Moderate Risk)
- Proceed with scheduled outdoor activity. Monitor participants carefully for necessary

action. Encourage additional fluid intake.

Heat Index of 90-104 (Moderate Risk)
- Use caution. Fluid/Shade/Rest breaks should be taken every 20-25 minutes. Activity

should be modified for less exertion. Consider reducing program length.

Created March 2015, Revised July 2025

Heat Index of 105-114 (High Risk)
- Use extreme caution. Fluid/Shade/Rest should be taken every 15-20 minutes. Reduce

program length to no more than 60 minutes per class. Additional instructor breaks.
Consider cancelation of youth and senior programs of high exertion activities.

Heat Index of 115-130 (Very High Risk)
- We will cancel all outdoor activities

Lightning
These guidelines provide a default policy to those responsible or sharing duties for making
decisions concerning the suspension and restarting of practices and contests based on the
presence of lightning or thunder.

Assign instructor or coach to monitor local weather conditions before and during

practices and contests.

Evaluate an evacuation plan, including identification of appropriate nearby safe areas.
Criteria for suspension and resumption of play:
- A. When thunder is heard or a cloud-to-ground lightning bolt is seen, the leading edge of the thunderstorm is close enough to strike your location with lightning. Suspend play for thirty minutes and take shelter immediately.
- B. Thirty-minute rule. Once play has been suspended, wait at least 30 minutes after the last thunder is heard or flash of lightning is witnessed prior to resuming play.
- C. Any subsequent thunder or lightning after the beginning of the 30 minute count will reset the clock and another 30-minute count should begin.

Tornado

If outdoors, try to find the nearest permanent enclosed sturdy building to take cover in
Stay as far away from windows as possible and do not open them under any circumstances.
Get into a crouched position on the floor covering your head with your hands.
If there are not any buildings to take cover in, find a nearby ditch or depression in the

earth and lie flat in it, covering your head with your hands

Air Quality
Sauk Prairie Recreation staff monitors the air quality index (AQI) on an ongoing basis and will
make the following modifications to outdoor programs that cannot be relocated indoors:

AQI 100-150: Outdoor activities may be modified including decreased intensity and duration with more frequent breaks.\
AQI 151-200: Outdoor activities will be modified if they cannot be moved indoors.
1. Short Programs (less than 75-minutes): will be limited to light activities and increased rest periods if they cannot be relocated indoors.
2. Half day and full-day programs: may be moved indoors or postponed/cancelled if no indoor location is available. If relocated indoors, outdoor time will be limited to a total of one hour with light activities and increased rest periods
3. AQI 200 or more: Outdoor activities may be cancelled, and outdoor recreation facilities may close
4. If you or your child are sensitive to air pollution or smoke or have asthma, let us know so
  we can help modify the activity, and when in doubt do not participate.

NOTIFICATION PROCEDURES
In the event of inclement weather for a Recreation program, the department will use multiple
factors to determine if a program/activity will be cancelled or not. This can include using
national heat index guideline, tornadoes, air quality, field conditions, forecasted weather,
lightning, etc.

Morning activities may be cancelled up to ½ hour before a program begins and
A decision regarding evening events will be made no earlier than 2:00 pm on the day of the activity. Final decision will be made by 3:30 pm.
Notification will be on the website, Facebook, and an e-mail will be sent to all participants.