Huron Valley Youth Baseball and Softball League CONSTITUTION, BY-LAWS & POLICIES

Transcription

1 Huron Valley Youth Baseball and Softball League CONSTITUTION, BY-LAWS & POLICIES 1. Constitution Article I Name Article II Object Article III Sites of Principal Operations Article IV Powers Article V Membership Article Vl Officers Article Vll Directors Article VIII Standing Committees Article IX Meetings and Quorum Article X Amendment 2. By-Laws Article I Officers Article II Standing Committees/Positions Article III Board Membership Article IV HVYBSL Membership Article V Expulsion Article VI Fees Article VII Parliamentary Authority Article VIIl Amendment Article IX Order of Business Article X Rules for Leagues Article XI Affiliate Organizations Article XII Equity of Sports Article XIII Policies 3. Policies Refund Policy Draft Policy Team Color or Naming Policy Field Reservation Policy Game Make Up Policy Code of Ethics Policy Liability Policy Equipment Policy Registration Policy Record Keeping Policy Fundraising Policy Head Coach Policy Board Member Reimbursement Policy Revised January 2013 Page #1

2 1 - CONSTITUTION Article I The name of the organization is the Huron Valley Youth Baseball and Softball League (HVYBSL). This organization has operated in the past in part or in entirety under the names of Huron Valley Youth Athletic Association (HVYAA), Hi White Youth Athletic Association (HWYAA), Milford Youth Baseball and Softball Association (MYBSA), Milford Youth Baseball Association (MYBA) and Milford Youth Athletic Association (MYAA). Article II The purpose for which the HVYBSL is organized is to develop and operate youth sports programs. HVYBSL is a nonprofit community based organization with the goal of giving the children of our community a safe and wholesome place to play while teaching them life skills through sports. Article III The HVYBSL shall operate within and in the general geographic region of the Huron Valley School District in Michigan. Article IV The HVYBSL shall have the following powers in addition to the powers expressly or implicitly conferred on it by law. A. To make and enforce rules and regulations to govern itself on a local basis B. To develop and operate within a budget as adopted by its executive board of directors Article V- All parents of children registered in an HVYBSL programs are considered general members of the HVYBSL. Coaches, sponsors and actively participating volunteers shall also be considered as general members. Membership may be revoked or denied from any persons or business for any reason if so determined by majority vote of the executive board of directors. Reasons for exclusion or expulsion shall not infringe upon that person s equal rights given to all citizens by local, state and federal laws. The HVYBSL shall not discriminate based upon age, sex, gender, national origin, race or religion. Article VI HVYBSL will hold elections each year in September. The Executive Board of the HVYBSL will consist of the following Officers: A. President Overseen by the Executive Board B. Vice President Overseen by the Executive Board C. Past President Overseen by President and Vice President D. Treasurer Overseen by President, Vice & Past President E. Commissioner of Baseball Overseen by President and Treasurer F. Commissioner of Softball Overseen by President and Treasurer G. Commissioner of Travel and Tournament Teams Overseen by President and Treasurer H. Commissioner of Instructional and Fundamental Ball Overseen by President and Treasurer I. Communication Director overseen by President and Commissioners Revised January 2013 Page #2

3 Article VII -A Vice President shall be nominated and elected each year to serve a one year term. The succeeding year he/she shall serve as President for a one year term. The succeeding year after the term as President he/she shall serve as Past President for a one year term. If a Vice President departs prior to becoming President, a new Vice President must be nominated and elected by the remaining board. The Past President will assume the position after serving a one year term as Vice President followed by one year term as President. If a situation arises where there is no Past President available due to departure after his presidency, the board can choose to nominate a person who has already served a full term as President who may be willing to come back to act in the position of Past President. A person serving as Past President cannot serve in this position until at least one year serving as Past President or President. A. President is limited to a total of 3 total years in this position, including any and all years already served as President of one of the leagues HVYBSL has previously operated under. B. Commissioner of Softball and Commissioner of Travel & Tournament Teams will be elected in odd numbered years and serve for a term of two years. C. Commissioner of Baseball and Instructional Commissioner will be elected in even numbered years and serve for a term of two years. No Executive Board members may serve in the same position for more than 4 consecutive years. There is no limit to the number of years any person can serve on the board in different positions. Only Executive Board members shall be able to make motions and vote on issues pertaining to league policy at regular board meetings. All HVYBSL general members are able to attend and provide input at regular board meetings. All HVYBSL general members in good standing are able to attend the annual meeting for election of officers in September and nominate and vote for Executive Board officers. The new officers terms shall be effective immediately following the election. Article VIII HVYBSL will have standing committees chaired by Executive Board members, or by any Executive Board approved general league member. Committee chairs will be charged with meeting the goals and objectives of the chaired committee and reporting monthly to the overseeing Executive Board member or to the board as a whole. Committee chairs are responsible for the line item in the budget pertaining to their committee. Committee chairs may not exceed the line item value in the budget without approval by the Executive Board of Directors. Committees may be added or deleted by a vote of the sitting Executive Board as needed. Revised January 2013 Page #3

4 Article IX HVYBSL will hold an annual meeting each September to elect new Executive Board members. General meetings shall be held at least monthly or as determined necessary by the Executive Board. A quorum requires 50% of the voting Executive Board members either in attendance or present via a conference call during a Board meeting. Votes on motions may be cast via or proxy for Executive Board members who are not able to attend or conference into a meeting. Meetings shall be conducted by the HVYBSL s current President and follow Robert s Rules of Order. Article X The HVYBSL s Constitution and By Laws may only be amended by a vote of not less than 2/3 majority of all current Executive Board officers. HVYBSL s policies, procedures and general business items may be amended by at least a 50% majority of Executive Board members present at a regularly scheduled board meeting. Revised January 2013 Page #4

5 2 - BY-LAWS By-Laws may be amended anytime by an adoption vote by the Executive Board members. The Administrative Assistant must make By-Laws available at all HVYBSL meetings and By-Laws must be made available to all Executive Board members either sitting or newly elected. When By-Laws are amended, the Administrative Assistant must make those new By-Laws available to all Executive Board members before the next meeting of the Executive Board. The By-Laws of this organization will be posted on the HVYBSL web site. Article I Officers duties, nomination and election procedures, and installation proceedings are detailed in this article. The annual elections to the Executive Board will take place at the Annual Meeting of the HVYBSL in September. The date and purpose of the meeting shall be posted at least 30 days in advance The current (outgoing) President will preside over the annual elections. If the President is not in attendance, the Past President will preside. If neither of those members are present, an executive will preside in the order as listed in Article VI of the HVYBSL Constitution. Executive Board members terms shall expire as soon as the election of the September annual meeting has concluded. The Executive Board members will fill vacancies as they may arise between annual meetings. Executive Board members elected to fill vacancies will serve out the remainder of the position term they fill. The election of Executive Board members will be the first action of the September annual meeting. Any league member in Good Standing who wishes to have his or her name on the ballot need only submit a written request to the HVYBSL Administrative Assistant no later than ten days before the vote is to be taken or be nominated by any sitting Executive Board member at that meeting. The Administrative Assistant shall determine if an individual meets the requirements to run for office. Voting will be conducted by secret ballot if more than one candidate exists. Each position will be voted on separately in descending order as listed in Article VI of the HVYBSL constitution. The ballots shall be counted by both the current and Past Presidents and current Treasurer. If there is a tie vote for a contested position, there will be a second ballot after each candidate has been given 2 minutes to state why he should be elected. If fewer candidates are running for positions than are currently available, then no vote need be taken, the candidate must only be nominated and approved by sitting Executive Board. Elected Executive Board members will be determined and the results of the balloting must be announced immediately following the election. If no qualified candidates Revised January 2013 Page #5

6 are available, the board can leave positions open until qualified candidates are found. The decision of the election by the board shall be final and binding. Outline of Duties Executive Board Members duties include full voting rights. Succession will occur in the order of listing in Article VI of the HVYBSL Constitution if needed: A. President It shall be the duty of the President to preside at all meetings of the HVYBSL and perform all duties usually pertaining to this office. The President will become the Past President following his year term in office. He will oversee the Executive Board to ensure they are managing their committees, being fiscally responsible and will provide leadership to the HVYBSL as a whole. B. Vice President If the President is unable to attend or leaves the board, the Vice President will preside over meetings and business of the HVYBSL, and perform all duties usually pertaining to this office until the President becomes available again. The Vice President will become President after a one year term in office. If the Vice President takes over before March 1 for the coming season, this will count as a complete year term as president of HVYBSL and he will become the Past President the following year. The VP will oversee a minimum of one committee, providing leadership to the HVYBSL. C. Past President The Past President will offer advice to the board in an advisory position and help to maintain a continuity of leadership on the Executive Board. He will handle all reporting as needed between the HVYBSL and the national organizations with which the league is affiliated. The Past President will oversee a minimum of one committee, providing leadership to the HVYBSL. D. Treasurer The Treasurer shall receive and safely keep all funds of the HVYBSL, and pay out the same only on order of the President. The Treasurer also provides an annual report of the past year s receipts, disbursements and makes a proposal for future years committee budgets. The Treasurer will oversee a minimum of one committee, providing leadership to the HVYBSL. E. Commissioner of Baseball The Commissioner of Baseball shall manage all aspects of baseball and the baseball league directors and each committee he is charged to oversee. The Commissioner of Baseball will oversee a minimum of one committee, providing leadership to the HVYBSL. Revised January 2013 Page #6

7 F. Commissioner of Softball The Commissioner of Softball shall manage all aspects of softball and the softball league directors and each committee he is charged to oversee. The Commissioner of Softball will oversee a minimum of one committee, providing leadership to the HVYBSL. G. Commissioner of Travel and Tournament Teams The Commissioner of Travel and Tournament Teams shall manage all aspects of these teams he is charged to oversee. He will act as liaison between HVYBSL and the KVBSA and any other travel leagues our teams participate with. The Commissioner of Travel and Tournament Teams will oversee a minimum of one committee, providing leadership to the HVYBSL. H. Commissioner of Instructional and Fundamental Ball The Commissioner of Instructional and Fundamental Ball shall manage all aspects of tee ball and the Instructional and Fundamental league directors and each committee he is charged to oversee. The Commissioner of Instructional and Fundamental will oversee a minimum of one committee, providing leadership to the HVYBSL. I. Communications Director- The Communications Director shall keep the league website up to date and facilitate mass communications to the league families. He will also oversee a minimum of one committee, providing leadership to the HVYBSL. Article II Committees and their responsibilities shall be determined by the Executive Board. The Administrative Assistant shall keep the minutes of all the proceedings, give notice of all meetings in advance, notify all Executive Officers of elections, provide names of the newly elected and perform all such duties as the position may require. Committees and sub committees are to be chaired by Executive Board Members or at times by non Executive Board Members overseen by Officers and/or other pertinent committees. League Directors of Age Divisions shall be considered a committee chairperson. League Directors will: Provide communication to coaches to and from the board; Monitor and mentor of coaching skills and conflicts; Manage player movement within his league; Actively review, approve and at times develop schedules and standings for their own league; Make recommendations to the Rules and Field Maintenance Committees. League Directors shall be appointed by the Commissioners as needed. Revised January 2013 Page #7

8 Article III Executive Board members in good standing, rights, privileges and duties of Executive Board members and removal proceedings are detailed in this article. Executive Board members shall all have the right to vote either in person or via conference call or via proxy. The President shall only vote to break ties or to enter his or her opposition to a vote into the permanent HVYBSL record. No Executive Board member has the power to veto or overrule duly approved proposals and amendments made by the HVYBSL board. Resignation provisions and expulsion provisions: Executive Board members may resign at any time in writing to the President in advance or in person or at a scheduled meeting. Executive Board members can be censured by other Executive Board members for acting in a manner unbecoming of a league official. Censure must be brought to a vote by motion and seconded and passed by at least a 2/3 vote of the present board. Censure would last for a period of 1 month during which time the censured Executive Board member will lose his voting rights but must continue to attend meetings and handle all the duties of his position. Executive Board members may be expelled due to these reasons: A. Executive Board member does not attend a minimum of 75% of scheduled meetings or misses two consecutive scheduled board meetings without prior approval by President or acting President. B. Executive Board member does not chair at least one or more committees or neglects their duly assigned committees. C. Executive Board members can be removed for being convicted of illegal or immoral activities. D. Executive Board members can be impeached by a sitting board member, seconded by another board member and then removed from the board by a vote of no less than two thirds of the entire Board. Executive Board members can provide services or products to the league if a minimum of two other competitive bids are reviewed by a minimum of three other Executive Board members. Article IV Membership of HVYBSL in good standing are described in this article. The Membership of HVYBSL shall consist of only the following persons who shall be Members in Good Standing of the HVYBSL: Revised January 2013 Page #8

9 A. Parents or legal guardians of any participant in any of the athletics sponsored by HVYBSL B. Current Sponsors of HVYBSL C. Current Executive Board Members of HVYBSL D. All current coaches within the HVYBSL E. Persons who have already volunteered time and services in a minimum manner for a period of service of at least one year. F. Umpires-in-Chief of HVYBSL G. Managers of all athletic activities sponsored by HVYBSL. Members in Good Standing shall mean any Member described above who has paid all fees, charges and dues set by the HVYBSL Executive Board 30 days prior to the Annual Membership Meeting, and who has not been disciplined, censured or expelled from the HVYBSL within the last three (3) years or longer if specified by resolution of the Board regarding a specific individual. Only Members in Good Standing shall have the benefits and privileges of HVYBSL Membership which includes, but is not limited to, the right to attend HVYBSL meetings, vote in HVYBSL elections and hold position as an HVYBSL Executive Board member. HVYBSL membership shall be limited to all paid registrations; however, the Executive Board may in its sole discretion and by annual resolution include other individuals. All rights, privileges, benefits and interests of a Member are nontransferable and forfeitable as provided herein. Article V Expulsion from the HVYBSL is described in this article. The President or his or her appointee and at least one additional HVYBSL Board member shall investigate all complaints or grievances by and against any individual or individuals for misconduct, including violations of HVYBSL Code of Ethics Policies. If it is determined that reprehensible misconduct was committed by the individual or individuals, such individual(s) shall be banned from the HVYBSL for a period of time to be determined by, voted on and accepted by a majority of the Executive Board at the next meeting. If the misconduct is not reprehensible misconduct the Board in its discretion may impose any appropriate sanction in proportion to the misconduct, with a majority vote of the Executive Board. Reprehensible Misconduct shall include but not be limited to: Revised January 2013 Page #9

10 A. Verbal or physical threats and/or physical violence against managers, players, umpires, concession stand operators, parents, or any HVYBSL member. B. Possession of any alcoholic beverage or controlled substance (as defined by Michigan Law) on the premises of the athletic fields or wherever HVYBSL events are taking place. A league member, who is expelled from the HVYBSL, will also simultaneously be expelled from the Executive Board. Article VI Fees, scholarships, league surplus and insurance are described in this article. Fees for participation within house leagues shall be set by the Executive Board each year based on annual anticipated costs of running the league, including predefined surplus each year. Need-based scholarships for house leagues will be given to persons exhibiting need as determined by Presidents, all Commissioners and Treasurer. Each case shall be documented in writing to the league, but kept private among officers as a courtesy to involved families. Volunteering will be a requirement of scholarship recipients. Scholarships will not be granted for travel teams, when a suitable age house team option exists. Scholarships can be granted for participation on house tournament teams. The HVYBSL must maintain a general account surplus of not less than $5,000 per year to cover any unexpected or seasonal start-up expenses prior to the next year revenue stream. The HVYBSL must maintain appropriate levels of insurance. Article VII Roberts Rules of Order shall be the parliamentary authority on all matters not covered by the Constitution and By-Laws of this HVYBSL. Article VIII Amendments to the By-Laws and their adoption are described in this article. Submission must be in writing by any interested party to an Officer prior to meetings or made by a sitting Officer, either in person or via conference call, notice (if any) is required, and vote required for adoption. Refer to comments on Article X of the Constitution. Article IX.The usual order of business for all meetings is as follows: A. Call to Order, by the presiding Executive Board President B. Roll Call C. Reading of the minutes of the previous meeting a. (Followed by questions and a vote for acceptance of the minutes). D. Officer s Reports Revised January 2013 Page #10

11 E. Unfinished Business F. Reports of Committees G. New Business H. Open Discussion I. Adjournment Written agendas based upon the previous month's meeting notes and new business shall be submitted during the next month. The meeting agenda will be made available for all Executive Board members prior to the meeting. Meeting notes will be submitted either electronically or in hard copy as needed to Executive Board members following each meeting for the express purpose of making necessary revisions and corrections prior to the next month s meeting. Article X House League Rules and Travel Requirements are described in this article. See individual league rules as kept by Administrative Assistant and made available on the league web site. HVYBSL Travel teams will consist of players who qualify by: A. Living within the Huron Valley School District B. Attending Huron Valley Schools. C. Having played previously at least 1 year of house baseball or softball in the HVYBSL or one of its preceding leagues. D. Travel teams may have a maximum of 2 players for teams of 11 or 3 players for teams of 12 or more who do not meet the above requirements. Article XI HVYBSL is associated with National Organizations described in this article. The Executive Board may choose to associate with one or more National Organizations over time. A majority vote of all directors will be necessary to approve affiliation with a national organization. We are currently a member of the Babe Ruth Association. Article XII Equity between baseball and softball and house league and travel leagues. The intent of the HVYBSL is to provide a varied experience for all skill levels, while being a league that focuses on providing the best possible experience for its house players first. Revised January 2013 Page #11

12 Conflicts between baseball and softball or house and travel will be resolved by the appropriate Commissioner or by the League President. The Board will exercise oversight to ensure that all parties are being treated fairly and equitably. Article XIII A description of Policies as well as the creation and enforcement is described in this article. By a majority vote, the Board may adopt Policies for the running of the HVYBSL. Policies are subordinate to the Constitution and By-Laws of the HVYBSL. Revised January 2013 Page #12

13 3 POLICIES Refund Policy Requests for refunds must be submitted to the board in writing to: P.O. Box 67, Highland, MI, or through our registration provider. Requests submitted & received prior to the draft will receive a full refund, less a $25 administration charge (draft dates will be posted on the web site). Draft Policy For participating leagues, the draft will proceed as follows: All head coaches (or their designees) shall randomly pick a number to determine draft order. A specified number of players may be protected from the draft by individual head coaches. The current year's policy for protection of players will be posted a minimum of 2 weeks prior to the draft date. Protected players must be identified prior to the start of the draft. Coaches are encouraged but not required to attempt to select players from the same school or general geographic area. Drafting of players will proceed from randomly selected lowest number to high number. Once all coaches have drafted players, the draft order will reverse from highest to lowest. This shall continue until all players have been picked. If there is still room in the division once drafting has completed and a player or players register late, he or she will automatically go to the next team in line to pick, until all team positions have been fully filled. There is no obligation to honor parent requests, but these requests may be listed for the coach s review for the draft. Siblings will be kept together on the same team whenever possible. Team Color or Naming Policy The league shall have pre selected team names/ colors for each division. Returning team coaches in the same division will have first right to keep their team name and color. If no returning coach has protected their team name and color, coaches will select team names in reverse order of the draft selection. Practices Practice times, days and fields will be assigned by the master scheduler. Each team will be assigned a specific number of practices dates and times. Teams are allowed to hold non mandatory practices at any time during the season, but they must not disrupt other teams practice, games or league maintenance in doing so. Revised January 2013 Page #13

14 Field Reservation Policy The hours of the Huron Valley fields are as follows: All Fields Mon Fri 5:00 pm 9:00 pm Sat 9:00 am 9:00 pm Sun Closed for field maintenance & open to the public unless games are scheduled. The Johnson Elementary, Kurtz Elementary, Country Oaks Elementary, White Lake Middle, Muir Middle, Oak Valley Middle, Jay Cee Field in Central Park, Janowski Memorial Park, Duck Lake and Highland fields can officially be reserved and used for practice by the HVYBSL baseball/softball teams starting in late March each year unless otherwise notified by the league field master scheduler. Until April 1, the Duck Lake fields will be closed to practice to allow time to prepare them for the season. Coaches and players must be courteous to the public as they are representing the league while on the fields. Milford High School fields will be reserved for Travel and 16U house baseball games and practices. Game Make Up Policy Make-ups will be prescheduled on the master schedule handed out before the beginning of the season. HVYBSL Code of Ethics Policy Coaches Code of Conduct I Agree To Exercise model sportsmanship 100% on and off the field. 2. Speak with parents about their athletes whenever it is mutually convenient. 3. Respect my athletes as individuals. 4. Encourage my athletes to have a winning attitude through perseverance and hard work. 5. Keep up-to-date on coaching strategies. 6. Help each athlete realize his or her full potential. 7. Place school and family relationships above all other activities. 8. Recognize performance as more important than winning or losing. 9. Develop leadership skills with all my athletes. 10. Enforce the team rules 11. Avoid the use of tobacco and refrain from being under the influence of alcohol during practices or contests. 12. To secure a consent form for each of my players and present to league director during the first week of practices. Revised January 2013 Page #14

15 Athlete Code of Conduct I Agree To Attend every practice and contest, unless I inform the coach in advance of my absence. 2. Give support and show respect to my teammates. 3. Emphasize academics and family over athletics. 4. Express myself intelligently and appropriately. 5. Work hard in practice. 6. Practice sportsmanship at all times. Winners don t brag and losers don t make excuses. 7. Strive to be a positive influence in the way I talk and listen to my teammates, parents, and coaches. Parent Code of Conduct I Agree To Accompany my children to as many orientation and informational meetings as possible. 2. Accept the authority of the coach to determine strategy and player selection. 3. Avoid the use of tobacco and refrain from being under the influence of alcohol during practices or contests. 4. Help my children follow the athlete s code of conduct, team agreements and rules. 5. Encourage my son or daughter during the contest and leave the coaching to the coach. 6. Ensure that my children attend all scheduled practices and contests. If my child is not able to make a scheduled practice or contest, they will be responsible for contacting the coach in advance. 7. Provide only supportive comments to coaches, officials, and players of all teams. 8. Show enthusiasm, interest, and support for my child. 9. Work closely with all program personnel to guarantee academic as well as athletic experiences for my child-athlete. 10. Help my players coach in whatever way I can to make the season better for all players on the team. 11. Get coach all required documents and information when and as requested. Liability Policy Huron Valley, its Executive Board, Managers, Coaches, Umpires, Huron Valley School Personnel, Officials from the Village of Milford and Highland Township Officials shall not be held liable for actions taken in the course of carrying out the business of Huron Valley Youth Baseball and Softball League. Revised January 2013 Page #15

16 Parental permission for participation shall be acquired for all players. The parents or legal guardians shall assume all risk and hazards incidental to the conduct of the activities and transportation to and from the activities sponsored by HVYBSL. Furthermore, the parents shall release, absolve, indemnify and hold harmless the Activity, Sponsor(s), Huron Valley Youth Baseball and Softball League Executive Board Members, Huron Valley School Personnel, Officials from the Village of Milford Highland Township, any or all of them. Parents shall give permission to take the child to the doctor or hospital in case of injury. Equipment Policy House, Tournament and Travel Teams shall receive appropriate League and Division Specific equipment appropriate to their level and age classification of play. Teams may raise funds to donate for purchase of new or upgraded equipment; such equipment shall remain the property of HVYBSL. Teams will be responsible for upkeep, lost, stolen, or damaged equipment. Normal wear and tear is acceptable; evidence of abuse will result in team being charged for replacement. Equipment shall be returned to Equipment Manager within 5 working days of the end of the team s season, cleaned and organized. Practice equipment purchased through the donation of funds shall remain property of HVYBSL and controlled by the Equipment Manager(s). All equipment shall remain on HVBSL fields for use by HVYBSL Members except by special written permission by the HVYBSL President and Equipment Manager(s). Equipment purchased by the coach or a parent must be identified. Registration Policy Tournament and Travel Team Coaches and Managers shall obtain from participants a completed and signed participation forms before any participant may participate in a tryout, any practices, travel play or tournament play. No participant may participate in travel play or tournament play until all required funds are paid in full. Team Registrations must be turned over for inspection prior to the start of the season and within 24 hours of request to the appropriate Commissioner requesting an accounting of the team s roster. All team records indicating participants, tryouts, tournament play, travel play, including most importantly beginning and ending budgets shall be surrendered to the HVYBSL Treasurer for review and archiving within two weeks of the of team s season end. Record Keeping Policy Tournament and Travel Team Coaches and Managers shall maintain accurate and up to date financial records for all team business. All team expenditures shall be recorded to include, but not limited to, amount spent, product or service purchased, amount paid. All funds received shall be recorded to include, but not Revised January 2013 Page #16

17 limited to, the amount received, received from, received for, copy of cash receipt if applicable, check number, payee, date received. All monies received, including registration, fundraising funds, donations, sponsorship fees, shall be deposited in team s HVYBSL s account under team s name for accountability. Fundraising Policy HVYBSL recognizes Tournament and Travel Teams may need to engage in fund-raising activities. Fund-raising activities shall be done only to support uniform purchases and of that teams participation in tournaments including tournament fees, travel costs, meals and lodging. Activities shall not compete with the fund-raising activities of the full HVYBSL. All fund-raising activities shall be in good taste, reflect positively on the participants and on HVYBSL, and provide a healthy, growth-oriented opportunity to the participants. Teams raising funds shall establish an account or may use the HVYBSL business account through the HVYBSL Treasurer. The deposit of funds and the dispensing of all funds shall be done by check or with a debit card so as to provide an accounting of all expenses. The records of the team must be turned over for inspection, within 24 hours of request, to the Commissioner of Travel & Tournament Teams or to the Treasurer and must provide an accurate accounting of the team s budgets. Any balance of funds at the end of the team s season shall be: returned to the team members, spent for the benefit of the team, or donated in the name of the team to HVYBSL for the purchase of new equipment, for park improvements, or other activities to benefit the HVYBSL members or transferred to the team the following year. The team shall make an accounting of its revenue and expenses to HVYBSL Commissioner of Travel & Tournament Teams and the Treasurer within 2 weeks of season end to be reviewed and recorded at the next board meeting. Head Coach Policy Head Coach Responsibilities During Season: 1. Follow all safety rules. 2. Maintain all equipment. Report broken and or lost equipment to Equipment Manager for proper replacement. 3. Supply list of players selected to the All Star team to League Director on a date specified by Opening Day. 4. Head coaches and assistant coaches must have thorough knowledge and understanding of all rules used in their respective leagues. 5. Head coaches and assistant coaches must maintain team order and discipline on the fields and benches at all times. 6. Strive to teach good sportsmanship to players at all times. Harassment of the opposing team will not be tolerated. This includes any chants or cheers that are overtly distracting to the opposing team. Revised January 2013 Page #17

18 7. The intent of the regular season is to teach the players how to play multiple positions and increase their knowledge of the game. Final standings in competitive divisions are determined by playoff results at the end of the season. 8. Inform spectators to maintain sportsman-like attitudes and that undue harassment of players or umpires will not be tolerated and may result in ejection and/or game forfeiture. 9. Please remember with the inclusion of our travel divisions, our umpires are NOT perfect and will make mistakes. These mistakes should be discussed in a proper, adult manner, appropriate for the given level of play. Prolonged vocal discussion/harassment will not be tolerated and may result in ejection of offending individuals. All dismissals will be reviewed by Commissioners and Presidents and additional suspensions will be levied. For Each Game 1. Complete a line-up and exchange line-ups with opposing team approximately 10 minutes prior to the start of the game. 2. Head coach is the only person who can discuss the rules with the umpire(s) before and during a game. 3. Both coaches must complete and sign umpire play slip before each game, and can add comments on umpires after the game. 4. Winning head coach shall notify the League Director of the score within 24 hours via or text or enter score on league website if instructed. Any score not reported before the next game will count as a tie. (Rules relating to the score do not pertain to Rookie, Tee Ball or Fundamentals, we do keep score, but do not record standings) 5. Each head coach will ensure that after completion of the game, their respective side of the field (bench and spectator area) is cleaned of any trash and is responsible for emptying the trash can on their side of the field. 6. Visiting teams will be responsible for filling in holes at plate, pitcher area, and around the bases. 7. The home teams will be responsible for any last minute adjustments to the field, making sure the pitching rubber and bases are at the correct distance and if any obstacles need to be removed from the playing field to the beginning of the game. 8. Pass on all necessary special information from league director and the league. After Season Turn in all equipment with proper inventories as specified by Equipment Manager. Board Member Reimbursement Policy: Executive Board and Committee Chairmen members children may be reimbursed for registration fees in part or in full. Board members and committee Revised January 2013 Page #18

19 chairpersons who have contributed significantly to the league may request reimbursement of their registration fees by submitting the appropriate form to the Treasurer prior to the end of the season. The executive board shall review and approve or deny requests based upon contributions to the league. Members will be responsible for all fees above those charged for the appropriate house league for children playing on any league travel team. Executive Board and Committee members must pay up front for their children to play and if approved, will be reimbursed in July for the preceding year, assuming the Executive Board and Committee member is in good standing in July and has fulfilled all of their obligations. Revised January 2013 Page #19