GOAL SANDY CAL RIPKEN BASEBALL Modified and Adopted December 17, 2010 Keeping baseball FUN, especially in the early stages of youth baseball, is a primary concern of Babe Ruth League s Cal Ripken Division. It is the goal of the League that each youngster who plays Sandy Cal Ripken Baseball will not only learn the basics of the game, but will also have fun and experience a high level of excitement and love for the game. MEMBERSHIP Membership shall be from the area governed by the League which consists of the boundaries established by the National Cal Ripken Organization. At a minimum this area will include the boundaries of the Oregon Trail School District. LEAGUE ORGANIZATION The Sandy Cal Ripken Baseball League (the League) shall be governed by a board of elected officers (the Board of Directors). The League shall have Coordinators to coordinate and manage the weekly/monthly tasks necessary to operate the league. The League shall consist of five (5) Divisions as follows: Major 70 comprised of players 10, 11 and 12 years of age; Major 60 comprised of players 9, 10, 11 and 12 years of age; Minor comprised of players 8, 9, 10 and 11 years of age; Rookie comprised of players 6, 7 and 8 years of age; T-Ball generally comprised of players 5 and 6 years of age. Each Division shall have a Division Representative appointed by the Board. The Board shall meet a minimum of ten (10) times per year on a general schedule of once per month. 1 P a g e
BOARD OF DIRECTORS SANDY CAL RIPKEN BASEBALL The Board of Directors shall be composed of adult members and shall consist of the positions of President, Vice President, Secretary, Treasurer, Athletic Director, Umpire Coordinator, Field Maintenance Coordinator, Fundraiser/Sponsorship Coordinator, Concessions Coordinator, Apparel Coordinator, Community Contact Representative, Parent Coordinator and Team Mom Coordinator. At no time are spouses allowed to serve as executive board members during the same year. Spouses are welcome to attend any/all meetings that are open to the public, but will not be appointed as board members with voting rights. The Board of Directors shall have the full authority to direct the property, affairs, and activities of the Association. No board members shall receive any salary or compensation for services rendered. Coaches and/or Team Representative, although not members of the Board of Directors, must attend any regularly scheduled meetings of the Board of Directors, and their participation is encouraged. The Terms of the Board of Directors will be two years, unless there are exceptions. The members of the Board of Directors shall be elected at the annual meeting of the general membership determined by the following schedule: On odd numbered years, the general membership shall elect the office of President, Treasurer, Concession Coordinator, Community Contact Representative, Parent Coordinator and Team Mom Coordinator. On even numbered years, the general membership shall elect the office of Vice-President, Secretary, Athletic Director, Fundraiser/Sponsorship Coordinator, Umpire Coordinator, Field Maintenance Coordinator, and Apparel Coordinator. Elections will be held on the first Sunday of the month of November. Parents will be notified about the election in October. The date, time and place will be announced. If for personal reasons a board member cannot fulfill his/her term of office, he/she must notify the President and the Board will attempt to replace the person vacating the office within a reasonable period of time. If this attempt should become unsuccessful, the board shall share in the duties of the vacated office. 2 P a g e
If unable to attend a scheduled Board Meeting it is the responsibility of the Board Member to contact the President prior to the meeting. If no contact is made for two consecutive meetings at the third meeting a replacement could be elected for that Board position with approval of the remaining Board Members. Prior to the election vote for Board of Director members, nominations shall be made by any General Member in good standing. Nominations must be seconded by another General Member. (Note: Board members may make and second nominations.) MEETINGS AND BUSINESS OF THE BOARD OF DIRECTORS The Board of Directors shall meet the first Sunday of every month, and the location to be determined by the board at the previous meeting, unless otherwise notified. A quorum of this Board of Directors shall consist of 51% of the voting members. The President of the Association does not have a vote on any issue before the board except in instances resulting in a tie. The President shall then have the authority to vote to break the tie. Any board member acting as President takes on the responsibility of that office and loses their vote. A motion is passed by a majority vote of those board members present. Proxy votes shall be in writing. A special or emergency meeting may be called by the President at any time he/she deems necessary. However, it is necessary that quorum be present before voting on any issue. Meetings are open to any interested member of the Association, except meetings involving suspension or termination of membership. This includes coaches, assistant coaches, custodial parents or guardians, or players and player members. DUTIES OF THE BOARD OF DIRECTORS Initiate, promote, and participate in the annual fund-raising event. Determine the agenda for the annual meeting of the general membership. Prepare all applicable annual reports for the annual general membership meeting. Establish and modify as necessary League By-Laws and Policies (By-Laws shall be adopted by a majority vote of the Board). 3 P a g e
Select regular season and All-Star coaches or establish a procedure for that selection. Establish and modify as necessary Rules and Procedures for drafting teams. Select uniforms. Determine fees for player registration and sponsorship, approve other fund raising activities and approve League expenditures. Approve the League schedule. Select All-Star teams or establish a procedure for All-Star team selection. Review and approve the Coaches Guide and any related League documents or procedures. Establish and modify as necessary Coaches, Player and Parent Disciplinary and Complaint Procedures. Establish and modify as necessary registration, try-out and player team placement rules and procedures. Determine the roles, responsibilities, rules and procedures for Board members, Division Representatives and League Coordinators. Appoint Division Representatives and League Coordinators from those nominated by the General Members. Direct and support Division Representatives and League Coordinators. Establish and adopt other rules and procedures as necessary for the running of the League. The By-Laws shall be the governing instrument of the Board of Directors and the League. EXECUTIVE COMMITTEE Business can be done by approval of the Executive Committee of the Board of Directors. The Executive Committee shall consist of the President, Vice-President, Secretary, 4 P a g e
Athletic Director, and Treasurer. The duties of the Executive Committee shall be as follows: Select time and place of emergency meeting for the Board of Directors. Executive Committee can approve with majority vote expenditures up to $500.00 without approval from the Board of Directors. Any business conducted by the Executive Committee must be accomplished with the majority vote of the Committee. DUTIES OF THE PRESIDENT Preside over all meetings Call for special or emergency meetings of the Board/Executive Board. Request any other permits needed for the operation of the Baseball program. Request field-use permits by (date to be determined) for use of the fields during the regular and All-Star season for the year. Coordinate all correspondence with the Secretary. Arrange for the annual team pictures. Establish, with the approval of entire board, the times and locations of sign-ups. Oversee information from the Athletic Director, Umpire Coordinator, Parent Coordinator, Concession Coordinator and Fundraiser/Sponsorship Coordinator. Attend all Northern Oregon State Board Meetings or assign another Board Member. Oversee the assignment of players to teams by attending any/all draft meetings. DUTIES OF THE VICE-PRESIDENT Chair all meetings of the Board of Directors in the absence of the President. Assist the President in his/her duties. 5 P a g e
Oversee information from the Field Maintenance Coordinator, Team Mom Coordinator, Community Contact Coordinator and the Apparel Coordinator. Establish field schedules for all home games and practices. Oversee the assignment of players to teams by attending any/all draft meetings. DUTIES OF THE SECRETARY Keep accurate records of all meetings of the Board Directors and general membership. Prepare all correspondence regarding Association business. File and keep accurate accounts of player age verification, medical releases, insurance records, and pertinent information regarding all players. Work closely and communicate with the President and player level coordinators. To insure all paperwork is filled out to the best of their knowledge. Organize paperwork for the sign-ups with Athletic Director. Work closely with President to make sure all information has been sent to Babe Ruth organization. Coordinate and maintain league background check records. DUTIES OF THE TREASURER Maintain accurate electronic records of all moneys received and spent by the Association with hard copy back up. Provide a treasurer s report to be given at each monthly meeting of the Board of Directors. Coordinate the delivery and cleaning of the field porta-potties. Prepare a financial statement to be presented at the Annual General Membership meeting. 6 P a g e
Do the Association banking. SANDY CAL RIPKEN BASEBALL Prepare, submit and maintain all required IRS filings. DUTIES OF THE ATHLETIC DIRECTOR Recruit and register coaches and assistant coaches for each season. Receive head coaching applications by February of each year and present them to the Board of Directors for consideration and voting approval. Establish a coach s clinic sponsored by the Association each year. Serve as spokesperson for coaches. Be responsible for communicating between the Board of Directors and the coaches of their playing level. Oversee the operation of teams within their playing level making sure the goals of the Association are being achieved. Be responsible for the inventory of equipment and uniforms which are the property of the Association. Be responsible for the purchase of new equipment and the maintenance or replacement of equipment as needed. Be responsible for issuing and collecting equipment to the coaches at the beginning and end of each season. Attend and assist in the practice for all playing levels. Oversee the assignment of players to teams by attending any/all draft meetings. Collect from the Secretary copies of all sign-up sheets for playing level. Settle disputes within the playing level as much as possible. Facilitate coordination with the High School and JBO Coaching Staff to coordinate between the programs. 7 P a g e
DUTIES OF THE FUNDRAISER/SPONSOR COORDINATOR Coordinate efforts to obtain sponsors. Maintain accurate records of all current sponsors. Provide sponsor with a written agreement form to be signed and dated by both the sponsor and the Sponsor Coordinator. Provide all sponsors a letter of thank you. Provide the Treasurer a list of all sponsors so that a receipt for tax purposes will be sent to the sponsors. Submit a list of all current sponsors at the monthly meetings thus promoting business for those sponsors. Maintain accurate records of all fund raisers. Submit a list of all current fund raisers at the Annual General Membership meeting. DUTIES OF THE CONCESSION COORDINATOR Maintain the operation of the Association concession stand including purchase of any and all needed supplies. Be responsible for any keys for the operation of the concession stand. Report to Board of Directors monthly during the season on the finances of the concession stand. Supply the Treasurer with all needed receipts for keeping financial records. Be responsible for making up the schedules for each team working the concession stand. Maintain a first-aid box in the concession stand. 8 P a g e
DUTIES OF THE UMPIRE COORDINATOR Recruit and register Umpires at all levels for each season. Receive head coach feedback to help evaluate umpire performance. Establish an Umpire clinic sponsored by the Association each year. Serve as spokesperson for Umpires. Act as lead for dispute resolution and rule interpretation between coaches and Umpires. Be responsible for communicating between the Board of Directors and the Umpires. Oversee the operation of Umpires at each level making sure the goals of the Association are being achieved. Be responsible for the inventory of equipment and uniforms which are the property of the Association. Be responsible for the purchase of new equipment and the maintenance or replacement of equipment as needed. DUTIES OF THE FIELD MAINTENANCE COORDINATOR Recommend maintenance needed on playing and practice fields during the year, (December to December), and present these recommendations to the Board of Directors as a whole. Communicate with those maintaining the collection of garbage and the cleaning of the porta-potties. Apply in writing or by phone for permission to do any work on fields that requires permission of the school districts. Establish the time and dates for all field maintenance work sessions and to assign work crews where necessary. Arrange for the purchase of needed materials or the rental of needed equipment. Prepare home game fields for use, and break down and store equipment at end of day. 9 P a g e
DUTIES OF THE COMMUNITY CONTACT REPRESENTATIVE Attend meetings of the School Board, Parks Bureau and any other community organizations reporting back to the Board of Directors all information received from such meetings. Act as liaison between the Board of Directors and all community organizations communicating the concerns and opinions of the Association. Report back to the President or Vice President. DUTIES OF THE APPAREL COORDINATOR Maintain the operation of the Association Apparel including purchase of any and all needed supplies. Report to the Board of Directors monthly during the season on the finances of the apparel. Supply the Treasurer with all needed receipts for keeping financial records in a timely manner. Communicate with those maintaining the collection of apparel. DUTIES OF THE PARENT COORDINATOR Serve as spokesperson for parents representing parents concerns. Be responsible for communicating between the Parents and the Board of Directors and the coaches of their playing level. Oversee the operation of teams within their playing level making sure the goals of the Association are being achieved and work with the Athletic Director. Assist Athletic Director and Coaches in reporting back to the Board Members regarding any information pertinent to Coaching Staff. 10 P a g e
Help with the coordination efforts with the Team parent pertaining to fund raising information (i.e. Candy, Car washes, etc.) Help with the Concession Coordinator and Team Parent in the operation of the Concession Stand. COACHES Those individuals desiring to coach may obtain an application from the President or Athletic Director at any time and return it to the Athletic Director by the date designated on the application. The Board of Directors will be responsible for reviewing all applications and voting for each season s coaches. Coaches and assistant coaches must be 18 years of age or older. All applicants will be informed of the choices of the Board of Directors. DUTIES OF THE COACHES Work to achieve the goals of this Association. Teach the techniques of baseball play, stressing the importance of skill development, teamwork, and sportsmanship. Learn and follow the rules of Sandy Cal Ripken Baseball League as played by the Association. Be responsible for the recruitment and selection of assistant coaches. Be responsible for the conduct of their players, assistant coaches, and custodial parents. Assist the Athletic Director in the distribution and collection of uniforms and equipment. Help maintain equipment issued to his/her team. Maintain accurate records during the playing season according to the protocol established by the Sandy Cal Ripken League. A Head coach or Assistant Coach MUST be present at all practices and games. 11 P a g e
DIVISIONS An objective of the League is to have each participant play in the most appropriate Division based on the participants skill level. Any deviations (keeping down or moving up) from these age groups must be approved of, in writing, by the Board. To support operations of the league and facilitate communications, Division Representatives shall be appointed by the Board. Nominations for appointment shall be made by any Active League Member. Division Representatives shall be Active League Members. At any time the Board may elect to replace a Division Representative. Division Representatives term shall be for the duration of one (1) year. TEAM SELECTION/PLAYER PLACEMENT Teams in the Major 70, Major 60, Minor and Rookie Divisions shall be determined by a Player Placement Draft in accordance with the Draft Rules and Procedures. All participants eligible to play in the Major 70, Major 60, Minor and Rookie Divisions shall try out and be placed in accordance with the Player Placement Draft except for returning Major 70 players. Participants not trying out will be assigned to a team in the lowest eligible Division by means of a random draw. If during the first two weeks after completion of the draft it is determined that the placement is inappropriate based on skill level of the Participant, the Participant s coach and Division Representative, may petition the Board in writing for the Participant to be reassigned in accordance with League Rules and Procedures. Tee Ball teams shall be selected based on requests, schools attended and geographical considerations. Any request for exceptions to the above player placement procedure must be made in writing to the Board on or before the last day of try outs. 12 P a g e
PROCEDURES TO AMEND AND APPROVED BY-LAW AMENDMENTS The by-laws of the Association may be amended and reviewed annually in November at Board approved designated date, time, and location. Such amendments shall require an affirmative vote from a majority of the eligible voters present at the meeting. DISSOLUTION All aspects of this Association upon dissolution shall first pass to a non-profit youth organization. Such disbursement of assets shall have an approval of a majority of the Board of Directors at the time of the dissolution. Adoption of the Amendment This amendment to Bylaws, consisting of preceding twelve pages, has been adopted at the general meeting of Sandy Cal Ripken Baseball held on December 5, 2010. Amendment to Bylaws approved by: Christopher Hutchings Director and President / CEO Chris Campbell Director and Treasurer / CFO Ryan Sparks Director and Vice President Lisa Wright Director and Secretary Bryan Britton Director and Athletic Director 13 P a g e