HHYL By laws
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HAMILTON HEIGHTS YOUTH LEAGUE, INC.
Chambersburg, Pa.
RULES, REGULATIONS AND POLICIES
1.00 Administrative Policy
1.01.1 The local league (Hamilton Heights Youth League) will seek membership in the Chambersburg Suburban – Nellie Fox League (CS-NFL) and will be bound by the rules and regulations of that organization. Should any of the local league’s rules be in conflict with the CS-NFL rules, including supplemental rules precede as follows:
Those of a general nature will be discussed by the Officers and the Board. If determined not to conflict with local league standards or objectives, CS-NFL rules shall prevail.
Those of a specific nature will be presented by the respective Division Manager(s) to the Board. The Board shall review and determine whether to uphold, temporarily revise, or revise local league ruling.
1.01.2 Should the rules and regulations or conduct of the CS-NFL reach a point where there is a serious conflict – serious defined as a gross deviation from local league objectives to the point where player member’s attitudes or values may be strongly influenced – proceed as follows:
Nature of conflict will be presented by the President to the Board of Directors for review. The Board shall determine if a serious conflict exists and if further action is required
If further action is required, a three member panel made up of the President, the Board Chairperson and one other member of the Board shall present the case to CS-NFL Board for discussion and resolution.
Should no action be taken or resolution presented by the CS-NFL Board to the satisfaction of the three member panel before the start of the season, the panel shall call for a general meeting. The President shall then present all details concerning the conflict to the general membership. The general membership will decide by 2/3 vote, either to dissolve respective division(s), membership to CS-NFL or to remain in CS-NFL and continue efforts for a resolution.
1.01.3 Apart from 1.01A and B, all divisions involved in CS-NFL play shall follow rules and regulations utilized by the CS-NFL. Supplemental division rules usually developed shall also be adhered to by the respective division.
1.02 The local league will seek membership in and/or form playing leagues for age groups or divisions for baseball or softball provided by the CS-NFL (i.e. Baseball Pinto 5 – 6 year olds or Softball Mustang 9 – 10 year olds. See 3.03)
1.03 All managers, committee chairpersons, officers, board members and other persons must make a sincere effort to keep up-to-date on league policies and activities. This can be accomplished by regular attendance at meetings and by maintaining and familiarizing oneself with all rules and regulations of the local league. It is each person’s responsibility to maintain current of these rules. Failure to adhere to the rules due to missing a meeting in which the rule was discussed is not excusable. Each person must take it upon himself to find out the issues discussed at any missed meeting.
1.04 A list of names, addresses and telephone numbers of all active members will be kept on file by the Secretary and a copy retained by the Vice President of Baseball and Vice President of Softball.
1.05 The President in cooperation with the League Secretary and the Vice President of Baseball and Vice President of Softball will publish a booklet yearly of player members and active members and their phone numbers. For details refer to section 18.05. Delete 1.05
1.06 It shall be the responsibility of any person having knowledge of these rules or constitution of the local league to report any infractions to the Vice President of Baseball for baseball infractions or Vice President of Softball for softball infractions who will take appropriate action in accordance with section 8.00.
1.07 The loaning of league property to others for use outside the local league must have the approval of either, the President and the Vice President of Baseball or the Vice President of Softball plus one other board member. Any loan of property will be handled in writing with a list of items loaned, signed and dated by the league representative and the loanee. Items will be inventoried upon return by the league representative and signed and dated. If any damages, other than normal wear and tear, to loaned equipment are found it will be the responsibility of the loanee to replace/repair loaned equipment.
1.08 Revisions to the rules, regulations and policies or to the constitution of the local league shall be requested in writing using available revision form – Attachment I. Revisions may be requested by league officials only. Completed Attachment I will then be reviewed by league officers, who will attach their comments and present to the board for review and approval. Approved revision signed by the President, will be given to the League Secretary who will revise the revision
2.00 Registration
2.01 Time, date and place of registration will be determined at the January league meeting. The League Secretary will have this information placed in the local newspaper, twice, prior to registration dates and place a flyer in the local schools at least one week prior to registration dates.
2.02 The registration fee shall be determined annually by the Board at their January meeting. Failure to pay the fee, as determined on a case by case basis, will not prevent a child from participating in local league activities. Registration will not be permitted without written permission by a parent/guardian.
2.03 Coordination of registration is the responsibility of the Secretary, the Vice President of Baseball, and the Vice President of Softball. They shall utilize the registration form (attachment III); volunteer assistance form (attachment IV); and fee receipt form ( attachment V) to complete registration. Sufficient information shall be posted and enough materials made available to handle registration proficiently. Assistance by other league officers will be given as needed. The President, or in his or her absence, the Vice President of Baseball and the Vice President of Softball shall be present to greet registrants and answer any league questions that may arise. Insurance information will be part of the information posted as noted above.
2.04 The Board will establish a registration deadline each year at their January meeting in cooperation with league officers. Any player desiring to participate in league activities must be registered. The President has the authority to allow registration after proposed league deadline but before suburban deadline on a case by case basis in order to complete team rosters to a maximum of 14 players (15 for divisions fielding 10 players). No other exceptions shall be permitted without board approval. Any approved registrant is not eligible to play until they have been rostered for at least 7 days.
2.05 Registration fees may be refunded if a player member withdraws from the league prior to the first scheduled practice of his or her team. Refund of fee is also approved for those players cut from a team or is a team cannot be fielded due to a lack of players in that division. Any other exceptions will be handled by the League President and Treasurer.
2.06 There are no official rules of boundary of registration, however, as a courtesy parents should be encouraged to register player in their own community. If a player was previously registered in another community, a release shall be acquired from the parent and respective community officials prior to registration in local league or vice versa.
3.00 Levels of Play and Tryouts
3.01 As noted in HHYL’s Constitution, every effort possible shall be made by the HHYL officers and the Board to provide level of play for the youth of all ages in our community.
3.02 The HHYL shall strive for registration in all divisions of the CSL or similar organized league play. For divisions not available in an organized league, the local officers and Board shall make an effort with other area communities to provide same for respective divisions. When there is sufficient interest and participation generated in these divisions, the local league, with other communities will strive for formation and registration of respective in an organized league such as the CSL.
3.03 Based on availability from registration, a team or teams shall be formed in the following levels of play:
Baseball Ages
Instructional 5 – 6
Pinto 7 – 8
Mustang 9 – 10
Bronco 11 – 12
Pony 13 – 14
Colt 15 – 18
Softball
Instructional 5 – 6
Pinto 7 – 8
Mustang 9 – 10
Bronco 11 – 12
Pony 13 – 14
Colt 15 – 18
Note: In accordance with CSL regulations, any player from a community’s whole roster from the next lower level will be eligible as floaters. There will be no change in pitching rules as a result of this change. The idea is to make sure games are played. Floaters are no eligible to become pitchers.
3.04 The number of players per team will be limited to 14 for those divisions fielding 9 players and 15 for those fielding 10 players. Every effort should be made to limit teams to 2 – 3 players above the minimum for play. Fielding extra teams in each division is an acceptable alternative to overloading teams.
3.05 Try – outs shall be scheduled prior to registration and the date and time will be posted at the registration. Tryouts shall be held at least one week prior to the first general meeting to allow for player selection.
3.06 When there are two teams in a division, beginning at the Bronco Level, try – outs will be held to determine the player’s that will be selected for the American League or the National League per the CSL-NFL rules.
3.07 When there is one team in a division above the Bronco Level it will be determined by the Manager and the Vice President of Baseball for baseball teams or Vice President of Softball for softball teams if the team will be registered for the American League or National League. If there are more than 8 players of the oldest eligible age (i.e. 12 year olds at the Bronco Level) that team is required to field an American League Team per CS-NFL rules.
3.08 Due to a shortage of players, should it become necessary to delete a team, the board, on a case by case basis shall resolve. If no solution can be achieved, the team with the fewer players returning shall be dissolved and players assigned per 4.00.
4.00 Team Assignments
4.01 Except where otherwise approved in section 3.00, players will be assigned to team rosters in accordance with these paragraphs by the Secretary and the Vice President of Baseball and the Vice President of Softball.
4.02 Players from the previous year will be assigned to the same team previously rostered unless:
Previous team is dissolved due to lack of registrants to fill the team roster. In this case the player becomes a new player.
Due to age or if the player is selected to play at the American Level.
Parent manager or assistant manager; brother/sister situation would have priority.
Parents request reassignment. Request for a reassignment would be handled as a new registrant, but only after approval of the Board. Sufficient reason for the request must be made to the Board by the Parent and /or league officer. For overall fairness to the other player and the league, this rule must be upheld. A decision must be made and all parties notified prior to the first practice.
4.03 All brother and sister combinations competing in the same division will be assigned to the same team unless specifically requested otherwise by the parent or guardian.
4.04 Any manager will have his son/daughter or other family member assigned to his/her team unless requested otherwise by the manager. This applies to a managers assistant (limit 1) already listed at league meeting prior to team assignments.
4.05 If a player’s parent is a team sponsor, the player will be assigned to that team if practical.
4.06 Upon completion of team assignments, but before the March general meeting, managers may exchange players on a one for one basis. This will be handled by the Vice President of Baseball or the Vice President of Softball who in turn shall notify the League Secretary of the respective changes. Any other exchange request that may arise will be handled on a case by case basis by the Vice President of Baseball or the Vice President of Softball and the President, but in no case shall an exchange be made without parental consent.
4.07 The remaining registrants will be placed on team rosters using the draft/evaluation system described below; this only applies if there is more than one team per division. The Vice President of Baseball, Vice President of Softball, and the League Secretary shall determine the dates and alternate dates for evaluations and shall post the dates at the registrations. Evaluations will be completed prior to the March general meeting to allow for team assignments. Evaluations will be done by respective team managers and assistants using Attachment VI – evaluation form and will be done on the honor system. Managers and or assistants caught trading information will be subject to disciplinary action by the Board. The Vice President of Baseball/Vice President of Softball will be present at their respective evaluations or send another league officer or Board Member in their place to monitor and coordinate evaluations. As much assistance as needed should be acquired to ensure evaluations are handled quickly and proficiently.
Players in each division shall be evaluated in 5 areas of play using a numbering system of 1 thru 5 – 5 being the highest rating. The 5 areas of play will be: fielding a ground ball, fielding a fly ball, throwing, batting, and running. (See Attachment VI)
The Vice President of Baseball/Vice President of Softball or alternate will assemble players by divisions with respective managers/assistants. One player at a time will be evaluated in all areas.
The number of times a player will be evaluated in each area is as follows:
a. Fielding a ground ball – 3
b. Fielding a fly ball – 3
c. Throwing – 3 to bases designated
d. Batting – 5 pitches
e. Running – 1 (to first)
When evaluations are completed in each division, the respective managers/assistants will give forms to the Vice President of Baseball for baseball evaluations or Vice President of Softball for softball evaluations or their alternate.
The Vice President of Baseball or Vice President of Softball respectively will take all forms, by division and multiply the sum of scores for each player by 4 to acquire total score. The Vice President of Baseball or Vice President of Softball respectively will then call a meeting of all managers and the President to draft players onto teams using last years standings as follows; Lowest team – First pick; Next team up – Next pick. After each team in that division has one player, the choice reverts back to the lowest team again and so on until roster are complete or available players are exhausted. Should sisters/brothers be in same selection, the respective manager need not select both at once. He/she may stagger selections, but must keep track of his/her selection status so remaining brother(s)/sister(s) are on the same team, double/triple selections by any manager is not permitted. The president will serve as a mediator as necessary. Any problem not resolvable here shall be presented to the Board for resolution per 3.04.
Vice President of Baseball for baseball and Vice President of Softball for softball will then inform the Secretary of player team assignments who in turn will complete team rosters in preparation for the general meeting.
The Vice Presidents will then destroy the evaluation forms.
Should there be any parental objections to the evaluation, respective managers will draw so noted players names from a selection box again in relation to previous year’s team’s standings.
4.08 Upon completion of team assignments, the Secretary will publish the names of the regular and player members in the HHYL Booklet.
5.00 Practices
5.01 At the March HHYL meeting, the Secretary will assign the practice times to each team. Normally, each team will be assigned a practice field for one weekday plus one two hour period on Saturday. The Saturday time periods will be as follows: 9am – 11 noon; 11 noon – 1 pm; 1 pm – 3 pm; 3 pm – 5 pm; & 5 pm to 7 pm if needed.
5.02 Assigned practice times are effective immediately upon assignment and continue until the first week of the regular season unless the Secretary notifies the managers differently.
5.03 Once the season begins, any practice sessions on the HHYL fields must be scheduled through the Secretary on a day – by – day basis and are subject to immediate cancellation should the need arise to schedule a regular season game in that time period (e.g. to reschedule a rained out game).
5.04 No managers will attempt to hold a practice on a HHYL field without first scheduling the session with the Secretary. Any conflicts will be resolved at the discretion of the Secretary based on who has properly scheduled the practice session.
5.05 Each manager, prior to practice, will be issued appropriate keys by the league president at a league meeting and recorded. Designated league officials (equipment manager etc.) will also be given appropriate keys and may retain keys as long as they hold position. Managers will return keys per 11.03.
6.00 Playing Schedules
6.01 The division representative of the CS-NFL is responsible for arranging a game schedule. Home games will be scheduled to coincide with the practice periods and fields assigned to that team by the Secretary. For example, if a team has been assigned the Kensington Field on Mondays and the Hamilton Heights School back field at 12 noon on Saturdays, then the available times for home games will be those same periods. Saturday time periods for game times will vary from the practice times as follows:
Practice Time Game Time
10 am – 12 noon 9am – 12 noon
12 noon – 2 pm 12 noon – 3 pm
2 pm – 4 pm 3 pm – 6pm
4pm – 6 pm 6 pm – finish
6.02 To reschedule a game, the affected manager will request, from the Secretary two possible make – up dates. Upon receiving those dates, the manager will immediately contact the manager of the visiting team to reach an agreement, the manager will notify the Secretary and the unused date will be available for reissue to another manager.
6.03 Scheduled or rescheduled games always have priority over practice sessions. If it is necessary to cancel a practice session, the Secretary will notify the affected manager. The Secretary’s decision is final.
7.00 Field and Game Rules
7.01 Playing rules, including supplemental rules developed by each division, of the CS-NFL shall be followed by players, managers, coaches, and spectators. The only exception being that each player member, except those at Colt and Pony, must play at least 6 defensive outs and bat at least once in every game. (Refer also to 1.00)
7.02 A manager may, for disciplinary reasons, suspend a player from play one game at a time and is not required to abide to the provision in 7.01, provided disciplinary action is discussed with the Vice President of Baseball or the Vice President of Softball and the CS-NFL player agent and they concur with the action. This does not override or restrict CS-NFL rule on the suspension.
7.03 Use of physical violence or abusive language, by anyone, on the field or in the spectator area is forbidden.
7.04 The possession and/or consumption of alcoholic beverages or illegal drugs on any field, dugout or spectator area is absolutely prohibited. Any manager, umpire, player or spectator who is visibly intoxicated shall be required to leave the field and spectator area before any play is begun or continued.
7.05 No manager, coach, or spectator may berate or cause embarrassment to a player while on the field or in the dugout area.
7.06 Any player member or regular member caught vandalizing the fields or equipment shall be subject to disciplinary action by the Board. In addition, as decided by the Board member will be reported to the civil authorities.
7.07 No manager, umpire, player, or spectator may smoke tobacco product on the field or in the dugout area during any game or practice. Any smoking must be done in the spectator area.
7.08 Spectators are not allowed in the dugout area or the field.
7.09 Managers, umpires, and players must wear shirts or shoes during games.
7.10 Player’s and substitutes shall remain in their teams dug out area unless participating in or preparing to enter the game. The "on deck" batter may warm up in the on deck circle. The bats, helmets, balls, catcher’s gear and any other equipment will be located as to not cause a player to approach the "on deck" area to reach said equipment.
7.11 Home team managers are responsible to ensure that the field equipment is properly stored after a game or practice; field policed and kept clean; and field is properly lined and bases placed for the game.
7.12 Violation of the rules or any league policy shall be reported to the respective Vice President and action taken as necessary in accordance with section 8.00.
8.00 Grievances – Violations
8.01 As noted in 1.06, it is the responsibility of any regular member to report infractions of league’s rules and policy to the respective Vice President. This also applies to violations of CS-NFL rules since the league plays under these rules.
8.02 For the benefit of all we should try to keep an open mind and heart, make an honest effort at keeping communications open for resolutions and remain conscious to the feelings of others, so as not to offend as much as humanly possible.
8.03 Any grievance between parent – manager – coach shall first be discussed with the team manager and an honest attempt to resolve shall be made. In the event that the grievance cannot be resolved, it shall be referred to the respective Vice President, who will meet (communicate) with persons involved and attempt to resolve. When all efforts fail, problem shall be presented, by persons involved and the respective Vice President to the Board for resolution.
8.04 Procedure for violation of rules policy shall be:
Report occurrences to the respective Vice President or President in his/her absence that will record details available and continue to do so throughout the resolutions.
Should the occurrence be of a less sensitive nature or first time playing rule violation such as 7.01, or 7.07 the Vice President may choose to resolve, otherwise;
The Vice President with assistance from other league officers or Board Members shall verify validity of the occurrence. Verification must be by investigation resulting in facts. There shall be no disciplinary action taken based on hearsay. This may be statements by 2 or more persons actually witnessing during investigation; or admission by persons involved. Documentation must be made.
After verification and gathering of facts, person(s) involved will be asked to appear before the Board. Occurrence shall be resolved and any disciplinary action deemed necessary by the Board shall be given. Should a player member be involved his or her parent/guardian must be present, along with the team manager, if asked by the Board.
Should the person(s) involved refuse to appear before the Board, the Board shall rule on facts gathered and communicate the resolution to the person(s) involved.
Record of events shall be given and retained in league file by the league Secretary.
No one person will ever be responsible for disciplinary action of another person.
8.05 All disciplinary actions will be administered per the Hamilton Heights Youth League Disciplinary
policy. Appendix A.
8.06 With regard to league policy or duties of appointed officers, chairpersons, managers, etc.;
If anyone so noted neglects stated duties or violates league policy or the Constitution set forth,
the Board of directors shall be responsible to review the circumstances and take appropriate actions.
9.00 Tournaments
9.01 Rostered or all – star type teams may request the local league in post – season tournaments. Rostered teams will normally be managed by current team manager unless he/she desires not to, then the assistant would have the option. All – star type teams will usually be managed by one of the division managers desiring to enter such a team. Should there be more than one manager requesting entry of such a team under the provision of 9.04, they may chose to co-manage or let league officials decide. Anyone requesting entry under provisions of 9.04 must do so no later than the June league meeting.
9.02 The managers for tournament teams will be entirely and solely responsible for organizing all facets necessary to participate in any tournament. Player selection per 9.03. This doesn’t negate any provisions of these rules, regulations and policy.
9.03 Player selection for rostered teams will be the manager’s responsibility in accordance with tournament rules. All-star player selections will be by the manager, but he or she will contact that player’s team manager first. Parent/guardian permission is required prior to any registration.
9.04 Any fee required for entry in post-season tournament may be paid by the HHYL pending Board approval. Some guidelines would be:
Limit entry to one team per division or age group
Limit entry to one post season tournament
Limit expenditure total to $200.00 for tournament play
Monies in treasury, after such expenditure, is sufficient to conduct league business.
9.05 Any entry beyond as described in 9.04 shall not be limited, but managers remain solely responsible and fees for entry shall not be paid by the league.
9.06 Players in post-season play may retain league uniform for use, however if used for more than one tournament or as prescribed in 9.04, the player/parent becomes responsible for any damages.
10.00 Uniforms
10.01 Every effort should be made by the HHYL to see that each player on each team has a full uniform which will include a hat, shirt, and pants. Delete: Pants
10.02 Hats will be provided by HHYL and shirts will be ordered new for each season by the uniform manager. A fee will be set at the January meeting for the cost of the shirts, and the cost will be added to the cost of registration. The uniform pants will be ordered on an as needed basis as determined by the uniform committee and approved by the Board. The Uniform committee shall be comprised of two board members and the equipment manager. Delete: Highlighted sentence.
10.03 Uniforms, as needed and approved by the Board will be ordered and prepared by the Uniform Manager so that teams may receive them during the sessions in April. Distribution and return processes will be decided by the Uniform Manager thru the various managers.
10.04 During the season, the player and his/her parent shall care for the uniforms. They are to be used for local league play only and not abused and are to be returned clean. Obvious neglect will cause for compensation by the parent/guardian to the league, taking into consideration the age and condition of the uniform. Delete: 10.04
10.05 The uniform committee will inventory uniforms at the end of each season using supplement to Attachment VII. Conditions and markings (Identification Number) shall be checked and recorded. Those needing repair/replacement shall be sorted out and recorded on Supplement Attachment VII for the appropriate division/team storage box/bag. Uniform Manager is then responsible to see that these items are replaced and returned to the appropriate division/team storage box/bag. Uniform Manager is also responsible to see that a replacement item is marked with an Identification Number and that proper documentation, Attachment VII and supporting documentation.
10.06 Uniforms distributed to team managers at the beginning of the season shall be recorded on Attachment VIII by the Uniform Manager and signed by both the Uniform manager and the team manager. Team managers are responsible for distribution of the uniforms and are responsible for collection of the uniform pants at the end of the season. Team hats and t-shirts will remain with the player members. Date and place of return shall be determined by the Uniform Manager.
11.00 Playing Equipment
11.01 Playing equipment shall consist of all league items used during the course of play, which shall include bats and the like; uniforms; and umpires equipment and bases. All aspects concerning these items are under responsibility of the equipment manager.
11.02 Equipment manager shall see that each item of equipment is inventoried and recorded on the appropriate equipment sheet. (Refer to Attachments VII, VIII, IX, X) All items shall be numbered using a permanent marker or other acceptable method.
11.03 Team playing equipment listed on Attachment VIII should be kept in equipment bags by divisions. Attachment VIII will also be used for turnover of equipment to team manager, who then becomes responsible for the equipment care. Storage of equipment bags will be decided by league officers. All team equipment, including first aid kits, and storage keys noted under 5.05 shall be returned at the end of season. Arrangements for return to be determined by equipment managers. Keys will then be returned to the President.
11.04 Equipment Manager shall see that each team equipment bag contains the minimum number and type of equipment needed for division play. Minimum required as follows:
1 dozen (12) new balls for all divisions except pony and colt to receive two dozen (24) new balls.
1 dozen (12) practice balls
2 approved bats of various sizes in accordance with the division playing rules.
Catcher’s gear (1 each) Helmet/face mask for respective division, shin guards (1 pair), chest protector and glove.
6 Batting helmets of various sizes as determined by respective division.
1 counter
First aid supplies: First aid kit shall include large band aids (knee size), regular band aids, 4 x 4 gauze pads, 1 inch tape, and 2 chemical ice packs.
Concession buildings shall have a first aid kit: ice packs as a minimum.
One rule book for each team
One scorebook
Note: All balls shall be returned as noted under 11.03.
11.05 Any extras above requirement in 11.04 may be distributed and recorded on Attachment VIII; kept as spares and recorded on the spare equipment sheet attachment IX; or the league officers or Board may decide to give to a needy organization or auction off or give to local members. Items donated will be recorded in the league minutes.
11.06 Equipment manager shall keep on hand, during season play a minimum of 2 dozen balls of each type used; first aid supplies; and 1 box of chemical ice packs. Team managers should replenish needed items by contacting the Equipment Manager. Any other item needing replaced or repaired shall be reported and given to the Equipment Manager by the team manager. The Equipment Manager will inspect the item to record findings on Attachment VIII. Replacement items should first be taken from spares and records updated. If none exists in spares and Equipment Manager deems necessary, item will be purchased by the Equipment Manager under guidelines of section 17.00.
11.07 Field equipment under responsibility of the Equipment Manager will be the umpire equipment and bases. Each field will have:
Set of bases (1 set)
Chest protector
Mask
Shin guards (1 set)
Brush for home plate
The equipment manager shall ensure that these items are kept up and repaired/replaced as needed. Items will be inventoried each year by the Equipment Manager and recorded on the Field Equipment Sheet (Attachment X). Storage of these items will be such that they are in close proximity to the field during the season and as decided by league officers during the off season. Access shall be afforded each team manager during the season.
11.08 All equipment except uniforms covered under 10.00, will be inventoried and inspected by the equipment manager in the off-season. Items needing repaired/replaced shall be set aside and so noted on the appropriate equipment sheet. Equipment Manager will then prepare a list of items that need repaired or replaced and present to league officers and the Board for review and spending approval, however Board approval is not required for expenditures as noted in 17.07.
11.09 Equipment records, including uniform, for previous and present year will be retained by the Equipment Manager. Any other records from years past should be turned over to the league Secretary and kept for five years.
12.00 Sponsors
12.01 Local businesses or community groups may sponsor a team. Possible sponsors should be approached by the President or another individual so designated by the league officers.
12.02 Sponsorship fees shall be determined each year by the Board at their end of the season Board meeting in August-September so there is sufficient time to contact sponsors and prepare uniforms for the next season.
12.03 Sponsored teams will bear the name of the sponsor as the team name and contain the sponsor’s name on the back of their shirts. Manager will also use sponsors name when scheduling and reporting scores to the local newspaper.
12.04 New uniform shirts will be purchased annually with the sponsors names placed on the back.
12.05 Sponsors shall receive a letter and/or certificate of appreciation, signed by league president, as soon as possible after securing sponsorship(s). In addition, as decided by league officers, using guidelines of 17.00, the sponsors may receive some other token of appreciation at season’s end. This may be, but is not limited to, a trophy, team picture, etc. A post season sponsor’s dinner may even be considered but must be approved by the Board. All items should be presented in person to the sponsor by the President and sponsorship assistant.
13.00 Buildings and Grounds
13.01 The Field manager is responsible for maintenance of all local fields, buildings, and associated equipment. A field committee, consisting of two board members and the Field managers shall keep abreast of leagues needs and improvements. They shall also provide officers and board with expenditure requirements, donation possibilities, and co-coordinate work efforts as necessary.
13.02 League equipment/ items under Field Managers will be those used in the preparation and maintenance of the playing fields and associated buildings and grounds. This will include, but is not limited to; line markers, dragging equipment, mowing equipment, etc.
13.03 These items will be maintained by the Field Manager and stored in the building provided at close proximity to the field(s) during the season. Storage, other than provided, during the off season will be decided by the league officers.
13.04 Building and grounds non-consumables will be numbered and recorded the building and grounds equipment sheet, and shall be inventoried and inspected during the off-season in preparation for next season. Any equipment in need of repair/replacement shall be noted on the building and grounds equipment sheet and a list of these items prepared and presented to league officers and the Board for review and spending approval. However Board approval is not required for expenditure noted in 17.07.
13.05 The Field maintenance Manager will ensure that the playing fields are kept in a safe and ready condition for play other than the required by the team manager. Some items would be:
Field policing and emptying trash cans weekly or as needed.
Upkeep on fences, bleachers and buildings, etc.
Heavy work such as mowing, trimming etc. on fields.
13.06 Until such time that the league can purchase its own mowing equipment the Field Manager will prior to the March meeting place the mowing job out on bids. The Board will select a mowing company from the returned bids at the March meeting.
14.00 Awards
14.01 Team membership fees to the Chambersburg Suburban League normally cover the purchase of any trophies or other awards. The HHYL will contribute an amount not to exceed the CSL team membership fees toward the purchase of trophies or other awards to divisions not playing in that league. No other HHYL monies will be contributed toward awards or trophies without Board approval.
14.02 On a case by case, as approved by the Board, the league may contribute to a special recognition of a team’s play during the season. This will be by special request to the Board by the team’s manager. The amount however shall not exceed $ 5.00.
15.00 Food Services
15.01 In order to provide refreshments and food for spectators and players and as a source of income, the league shall establish concessions at each league field under the direction of the Concessions Manager. The Concessions Manager, with league assistance, should acquire 1 or 2 assistants to help organize operations at the various fields.
15.02 Concessions Manager shall see that the concession building/stands at each league field is stocked and manned for each regular and post season game played. The Concessions Manager and his or her assistants will:
Contact local food service companies for supplies of items to be sold and purchased as needed.
Set up prices for each item and establish a system for marking and display.
Establish a system of volunteers to adequately man each concession and provide instruction as necessary with the cooperation of team managers and mothers.
Ensure that each concession has enough money to conduct each day’s business and make arrangements for return at days end. The keys will be picked up at Hamilton Heights Market, Keys and any monies collected, including the hat money, will be dropped off at the Hamilton Heights market after the game.
Ensure that each concession is kept clean and equipment maintained. Each non-consumable item shall be numbered and recorded on Concessions Equipment Sheet.
Establish a record keeping system in cooperation with the Treasurer.
15.03 Prior to the March League meeting each year, the Concessions manager and his/her assistant(s), shall inventory stock and inspect condition of concessions and associated equipment. Concessions manager will then prepare a report for the March League meeting concerning supplies needed and repair/replacements needed to start the season. League officers will review along with the Board, who will approve allotment to begin the year’s operation.
15.04 After the season begins income generated will be used to replenish supplies and operating monies. Any income generated over and above what is required for operating expenses will be deposited into the league treasury by the Treasurer. Weekly turnover between the Concessions Manager and the Treasurer is recommended. Refer to 17.06 for alternative financial handling.
15.05 Team managers are responsible to obtain a key to the concessions stand from the Hamilton Heights Market and see that the concession stand is clean, locked and that the key is returned to the Hamilton Heights Market. Any other arrangements will be decided by the Concessions Manager and league officers.
15.06 At the close of the season, the Concessions Manager and assistants will inspect concessions to ensure that the concessions and associated equipment are clean and properly prepared for off-season storage. All monies will be turned over to the Treasurer and the Concessions Manager will prepare a final report for end of season league meeting.
15.07 Hat money collected by home team manager is to be given to the concession attendant who will see that it is given to the Concessions Manager in the bag provided and as stated in 15.03. Hat monies will be recorded by Concessions Manager and turned over to league Treasurer, as arranged, for deposit in the league treasury. Concession attendant should remind manager of the home team about collecting hat money if not done by the third or fourth inning. If there is enough help in the concession stand, one person can leave and collect money if so desired.
16.00 Fund Raising
16.01 HHYL is a non-profit organization totally dependent on the community for financial support. Fund raising projects provide a major source of income and the league officers shall use every possible resource available to continue the fund raising efforts.
16.02 The number and frequency of these fund raisers shall be limited and controlled so that the community is not overburdened. They shall be carefully chosen and spaced to achieve the best yearly results.
16.03 The league thru its officers and Board shall establish a fund raising committee. They shall from a volunteer community, approach the person best suited to chair this committee. The chair shall be named the Fund Raising Manager
16.04 The Fund Raising Manager with his/her committee shall develop and coordinate fund raising projects in co-operation with league officers and with approval of the Board.
16.05 Any fund raisers using the name of HHYL shall have monies deposited in the league’s treasury only except as approved by the Board for a specific fund raiser. An example would be: an exceptional league team is capable and is either permitted or invited to participate in a regional/national tournament. Under these approved circumstances, fund raisers may use the HHYL name and will not be required to turnover monies to the league’s treasury, however, any monies over and above what is required for expenses shall be deposited in the league’s treasury.
16.06 After approval, expenditures and receipts for fund raisers will be handled as deemed necessary by the league Treasurer.
16.07 Status reports on fund raisers will be given by the Fund Raising Manager at regularly scheduled league meetings unless problems arise, in which case, the chairperson shall request a special meeting of league officers and Board. Special meetings will be set up by the league Secretary.
16.08 The Fund raising Committee should coordinate publicity and communications with the cooperation of the Secretary, Fund Raising Manager and team mothers.
17.00 Finance Administration
17.01 As defined in the Constitution, league finances shall be under the direction of the Board and administered by the league’s officers.
17.02 There shall be one common league Treasury established in the form of a checking account at a local bank. Criteria for deciding on which bank will simply be the one that offers the best interest and services with minimum requirements and charges. HHYL, Inc. will be the only acceptable title used for the league accounting system. The league’s financial year shall be from January to December to accommodate tax report filing, which shall be performed as required by the Treasurer. Also the HHYL’s tax exempt status shall be maintained, as required by law, by the treasurer.
17.03 A savings account should also be considered by league officers, on the advice of the Treasurer, based on monies in the checking account and amount needed to cover operating costs. No risk Treasury Notes or the like should also be considered should the Treasury reach a level where such a venture would be possible. Before such a venture is undertaken, the President and Treasurer shall prepare a report for review and approval by the Board.
17.04 League accounting including expenditures, receipts, and record keeping will be handled by the Treasurer. All expenditures from the league’s accounts will be check only. The signature card for the league’s account shall contain the name of the Treasurer, President, and Vice President only unless otherwise approved by the Board. This will also hold true for the savings account and all monies withdrawn from the savings account will be placed immediately into the checking account for any and all business conducted.
17.05 Any monies generated by fund raisers, sponsors, concessions, registration, etc. will be given to the league Treasurer and be deposited in the league’s account as soon as possible, but in no case should this time exceed one week. Arrangements by committee chairperson/department managers and the Treasurer shall be made to ensure compliance.
17.06 The only exception to 17.02, 17.04, and 17.05 will be concessions. Should concessions reach a level of business where transactions within guidelines defined becomes burdensome, the Treasurer and Concessions Manager may, with Board approval establish a second checking account for conducting concessions business only. The account will be under HHYL Concessions. Concessions Manager will be responsible for the account and only the Concessions Manager’s and Treasurer’s names will be on the signature card. At the end of the season, the account will be dissolved and all monies transferred to the league’s main account.
17.07 Any league expenditure required above $50.00 must be approved by the Board, but only after review by league officer’s deems expenditure is necessary. Board approval will not be required for:
CSL participation fee
Expenditures at start of season for hats, balls, rulebooks, and scorebooks
17.08 A status report on the league’s treasury will be prepared and presented by the Treasurer at the monthly league meeting. A brief report on the balance will also be given at the general meeting. Status report will cover expenditures, withdraws, deposits, and balance as a minimum.
17.09 At the close of the season, the Treasurer will prepare a detailed written report of the league’s financial activities for the year and give to the Board Chairperson. The report should include department breakdown, income generated, and status of the accounts. All league business should be concluded for this report and if not, so noted. Report should be completed for fall Board meeting.
17.10 HHYL is a community youth organization that should remain thrifty and wise in financial matters not only to prepare for and meet yearly operating costs, but also to plan for future expansion/improvements. In addition to the year end audit review by the Board as noted in 17.09.
17.11 In addition to monitoring and review of 17.09 & 17.10, the Finance Committee, consisting of the President and two board members, shall periodically monitor league financial activities and make recommendations/forecasts necessary to ensure a sound treasury.
18.00 Public Relations/Publicity
18.01 Because the HHYL is a non-profit organization, publicity/public relations costs will be kept to a minimum. Most public relations will be limited to fund raising, registration notifications, and special post-season playoff tournaments.
18.02 Any expenditure for publicity in the local newspaper or printings, other than registration notification, shall be reviewed by league officers and if deemed necessary must be approved by the Board unless expenditures less than approved in 17.07.
18.03 Where possible, communication of events, should be handled at general meetings or via team phone calls coordinated by the Head Team Mother/Father – league Secretary will notify Head Team Mother/Father who in turn will call respective team mothers/fathers who in turn call mothers/fathers of the team members. Posters, etc. needed for various reasons should be made by league volunteers at cost of the materials only, where feasible.
18.04 Contacting local businesses for donations to help keep expenses down should be strongly encouraged but should be monitored so as not to overburden community support. Money donations are not encouraged directly, but approaching a business to help pay for cost of new fencing, etc. in return for advertising or exposure is encouraged and should be supported.
18.05 Booklet noted in 1.05 will contain, as a minimum, the names and phone numbers of Board members, officers, department managers, committee heads, team managers – assistants – players, and team mothers. This booklet may be sold to regular members or distributed free of cost, but, as a minimum, it shall be distributed free of cost to the above named volunteers. Team Mothers shall be acquired by the respective manager and name and phone number given to the Secretary. Booklet should be started as soon as team assignments are complete and volunteers known. Efforts should be made to have booklet typed, copies made, and put in booklet form by staff of volunteers before considering to have published by a local firm.
18.06 Team pictures and individual pictures may be offered each year by the league at a cost set by league officers. Pictures will be scheduled by league Secretary with team managers and team mothers/fathers in May so that they will be ready by June. Local photographers should be approached and best price/quality combination contracted.
18.07 Need for volunteers, including team mothers/fathers will be communicated at the March general meeting to all regular members present. Voluntary Solicitations Form should be used at registration and at years end. Volunteers should be approached by league officers as to interest for upcoming year.
19.00 Umpires
19.01 Umpires for all regular games at the Instructional, Pinto, and Mustang Leagues will be volunteers from the regular members. Managers at the Bronco, Pony, and Colt Leagues should provide the Treasurer with the number of home games prior to the start of the regular season. HHYL will pay for plate umpires at the above listed leagues. HHYL Board will approve the amount per game each year at the April league meeting.
19.02 Team managers are responsible for acquiring umpires for there teams games. Exception is the girl’s softball at the Bronco, Pony and Colt levels will be scheduled through the CSL division representative. Umpires for post season play will usually be handled by CSL player agent in cooperation with the local league.
19.03 League officers should establish an umpire – in – chief position and be filled by an experienced league umpire capable of training/upgrading league volunteer umpires acquired by team managers or otherwise
19.04 Local league umpire – in – chief shall check on area clinics available for umpires and give details, including dates to league officers. League officers will communicate and encourage attendance by all, if review of said program indicates it to be worthwhile.
19.05 As an alternative and additionally, league officers should establish local training sessions for all umpires, but especially those members who have limited or no prior experience. The umpire – in – chief with an experienced umpire or manager in each division will develop and organize these sessions. Prior to instituting, it shall be presented to league officers for review and approval. Some considerations would be: scrimmage game with experienced umpires guiding new ones; rule books and supplemental rules on hand; pitching/batting strike zones used; etc.
19.06 Only new umpires attending approved clinics noted in 19.04 and 19.05 prior to season start will be permitted to umpire season games unless umpire – in – chief and an experienced league umpire verifies satisfactory.
19.07 League officers shall acquire each year, for the umpire – in – chief, at least one rule book for each division, plus they will try to acquire one umpires handbook for all the training/upgrade sessions. This should be done prior to the March general meeting but no later than April 1.
19.08 Each league umpire will be asked to review playing rules, including supplemental rules, and should be acquired from respective managers who should make at least one book available. Each umpire should review rule book for one week, at least and pass on to other umpires assisting same manager.
19.09 Field ground rules should be established by league officers at the March league meeting. Umpire – in – chief, with the assistance from the Field Manager(s), will post ground rules in a conspicuous place at each field – preferably a sign attached to fencing in plain view of all.
20.00 Safety/Accidents
20.01 The Vice President of Baseball/Softball shall be responsible to see that the HHYL adheres to good, sound safety practices and shall perform periodic inspections to ensure compliance. Developing good safety habits makes for a better time to be enjoyed by all.
20.02 The Field Managers along with the team managers, will ensure that the playing field is in proper condition for play, as best can be achieved. This includes removal of safety hazards, such as glass, from the playing fields and spectator areas.
20.03 The Field Managers shall see that the buildings/fencing are properly maintained as to not present any safety hazards such as protruding nails, boards, or broken fencing. He/she shall also ensure that the stands/bleachers are secure and in sound condition.
20.04 Team managers are responsible to see that their players follow good safety practices before, during and after the ball game to ensure their own well being and that of the spectators. This includes, but is not limited to, wearing of safety gear during practice and games; caution when swinging bats around people; and throwing the ball around during off field warm-ups.
20.05 All persons at the ball games are expected to be courteous and safety conscious. Trash, particularly bottles and cans, should be placed in the proper receptacles provided. No hanging or climbing on league property shall be permitted and spectators shall remain off the playing field at all times. The Vice President of Baseball/Softball should post these and other basic rules at each field.
20.06 First aid kits and ice packs, provided to each manager, shall be at every game and the concessions building shall maintain a supply of first aid items such as deemed appropriate by the Equipment Manager and Vice President of Baseball/Softball.
20.07 Any injuries incurred by a player or spectator or regular member during the course of practice or a game shall be reported to the Vice President of Baseball/Softball as soon as possible by the team manager or person(s) involved. Details of the occurrence shall be provided at that time.
20.08 Any property damage incurred at the HHYL fields, during the season, shall be reported to the Vice President of Baseball/Softball. This includes the Hamilton Heights Elementary School and any contracted services equipment used on the local fields. Team managers and/or person(s) involved shall be responsible to provide details of the occurrence. Team managers shall also report property damage incurred at other fields if HHYL players or regular members are involved.
21.00 Members
21.01 Members shall be defined as any player over the age of 18 and the parents of any player who within the previous 12 months has completed registration to play baseball with the Hamilton Heights Youth League.
21.02 Registration shall be deemed completed upon submission of a signed completed registration form along with the appropriate fees and acceptance of the same by a member of the Board of Directors.
22.00 Meetings and Voting
22.01 There shall be an annual meeting of Members of the League at such place and time as determined by the Board of Directors. Notice of time and place of the annual meeting shall be given through publication and/or mailings to the Members, not less than 10 days prior to the date of the meeting.
22.02 Any Member is eligible to be nominated to the Board of Directors.
22.03 Nominations will be accepted at the August Board meeting with elections being held at the September Meeting.
22.04 Newly elected Board Member’s and officer’s terms will take effect on September 15th following the election.
22.05 The term of office for all officers shall be for three years beginning September 15 following the elections.
22.06 All officers shall be eligible for re-election.
22.07 In the event of the death, resignation or inability to perform the duties of office for any reason by any officer, the Board of Directors shall elect a replacement for such officer.
22.08 At the September Board Meeting any outgoing Officer will provide the Board of Directors a report showing the amount of property owned by the League; an up to date Treasurer’s report; and any and all reports, applications, keys, and any other appropriate paperwork that the incoming Officers may need to be effective.
23.00 Board of Directors
23.01 The Board of Directors shall include:
Elected Board (three-year term)
President
Secretary
Treasurer
Board Members (6)
Life Members
Vice President of Baseball (1 year term)
Vice President of Softball (1 year term)
Appointed League Officials (one year term – appointed by the president and approved by the Board of Directors)
Vice President of Baseball
Vice President of Softball
League Secretary
Equipment Manager
Field Maintenance
a. Kensington Heights
b. Hamilton Heights
Fundraising manager
Publicity Manager
23.02 The Board of Directors shall meet on a monthly basis at the Kensington Heights all purpose building or in inclement weather at the Hamilton Heights School. The meetings will be held on the second Monday of each calendar month. The meeting will commence at 7:00 PM. 5 members of the Board of Directors will constitute a quorum for transacting business at a meeting. All actions of the board will be by a majority vote of the Board Members present.
23.03 The Board of Directors will have the authority to suspend, discharge or otherwise discipline any manager, coach, player, League Official, umpire or other person whose conduct is in violation of the CSL Code of Conduct, or violation of HHYL By – Laws.
23.04 Any adult (person 18 years of age or older) who is suspended, removed or otherwise disciplined by the Board of Directors shall have the right to appeal such action to the Board of Directors at a regular or special meeting called for the reason of a disciplinary review.
24.00 Duties and Responsibilities
24.01 Provided below are briefs on various positions duties and responsibilities. For details refer to body of Rules, Regulations, and Policies under the appropriate article(s).
24.02 Board of Directors
Administration of league business/activities
Resolution/disciplinary action as required
Sponsor fee – establish
Set registration deadline/fee
Specific/general CSL conflicts
Loaning of league property
Revisions to Rules, Regulations, and Policies and Constitution
24.03 President:
Reside at league/general meetings
Represent league in CSL or other organization
Oversee registration
Moderate at player draft meeting
Player refunds
Sponsorship/donation handling
24.04 Vice President of Baseball/ Vice President of Softball:
Preside in the absence of President
Violation/Infraction handling
Safety/Accidents
Insurance acquisition
Registration of players
Player assignment/draft
24.05 Secretary:
League records/administrative functions
Registration of players
Scheduling of meetings and master field schedule
24.06 Treasurer:
League treasury/finances
Refunds
Filing of appropriate tax forms and exempt forms
24.07 Equipment Manager:
Playing and umpire equipment control and acquisition
Equipment maintenance and storage
24.08 Field Manager:
Building and grounds equipment control and acquisition
Equipment and grounds maintenance
Equipment storage
24.09 Concessions Manager:
Concession equipment control and acquisition
Concession equipment maintenance
Concession operations (See 15.02)
24.10 Uniform Manager:
Uniform maintenance and acquisition
Inventory and control of uniform pants
24.11 Team Manager:
Draft selection/evaluation
Team equipment transportation and care
Field preparation/policing
Team discipline/actions/instruction
Hat money (home team only)
24.12 Fund Raising Manager:
Fund raiser development and coordination
Cooperation/communication with the Treasurer and Secretary
24.13 Publicity Manager: (May be handled by Secretary)
Team/individual photo coordination
Notification/flyers – community coordination
League booklet preparation and publication in cooperation with the team managers and Secretary
24.14 Umpire in Chief:
Paid umpire acquisition
Volunteer umpire training and development
24.15 Team Mothers:
League business/activities communications and assistance in cooperation with the Head Team Mother, team manager, and Secretary.
Assist team manager with team activities/communications
Schedule team player’s parents to concession stand duties
HHYL Proposed disciplinary process
This policy is being written to assure equal disciplinary actions for any infractions that occur while attending HHYL functions. This policy is written to apply to any parent, player, coach/manager, or league official while attending HHYL baseball or softball games or practices.
1st offense of minor infractions – verbal warning
2nd offense of minor infraction – written warning
3rd offense of minor infractions – one game suspension
4th offense of minor infraction – suspension for season
Minor infractions include but are not limited to:
Use of obscene or offensive language toward any parent, guardian, player, coach, umpire, league official, or any other member of the public while attending any HHYL function.
Any action that intimidates any parent, guardian, player, coach, umpire or league official.
Unsportsmanlike conduct toward any parent, guardian, player, coach umpire or league official.
Using tobacco products while coaching/managing any HHYL game or practice
Verbal abuse of any parent, guardian, player, coach, umpire or league official.
Purposely damaging any HHYL equipment or property of HHYL.
a. Person responsible will also be held monetarily responsible for the damage.
Any verbal altercations with any parent, guardian, player, coach, umpire or league official during a game or practice.
1st offense of "0 tolerance" offense – permanent suspension from any and all HHYL events for life, and law enforcement will be notified.
"Zero Tolerance" infractions include but are not limited to:
Any physical altercation that involves any coach, player, parent, or league official.
Stealing of any merchandise, donations, money, or equipment from any HHYL facility.
Any inappropriate contact with any child by any coach, player, umpire or league official.
Being under the influence of any drugs or alcohol while transporting players to or from games or practices.
Consuming alcohol or being under the influence of drugs or alcohol while coaching or managing any practice or game.
Physically disciplining any player.
Appendix A
HHYL BASEBALL REGISTRATION FORM
Hamilton Heights Youth League
PLEASE PRINT P.O. Box 1337, Chambersburg, PA 17201
PLAYER NAME________________________________________________________________________________________
(FIRST) (MI) (LAST)
ADDRESS_____________________________________________________________________________________________
(STREET) (TOWNSHIP)
DATE OF BIRTH ______ - ______ - __________ AGE AS OF MAY 1, 2008 ___________________ I/P/M/B/P/C
(MO) (DAY) (YEAR)
League Use OnlyTEAM YOU PLAYED FOR LAST YEAR ___________________________________________________________________
SCHOOL ATTENDING _______________________________________________________ GRADE ___________________
NAME(S) OF PARENT(S) ________________________________________________________________________________
HOME PHONE ____________ - ____________________ SECONDARY PHONE __________ - ___________________
INSURANCE CARRIER (MEDICAL) ______________________________________________________________________
PLEASE LIST NAMES OF ANY OTHER IMMEDIATE FAMILY MEMBERS PLAYING:
1._________________________________ 2.___________________________ 3. ____________________________
IS YOUR PRIMARY COMMITMENT TO HAMILTON HEIGHTS YOUTH LEAGUE? YES or NO (Circle One)
IF NO, WHERE IS YOUR PRIMARY COMMITMENT? _______________________________________________________
************************************************************************************************ FOR LEAGUE OFFICIALS ONLY
REGISTRATION FEE: $30 (one player) _________or $50 (two players) ___________ or $60 (Family) _______________
(Check if Paid)
BIRTH CERTIFICATE VERIFIED FOR FIRST TIME REGISTRANTS _____________________(INITIAL)
FUND RAISING: PACKET RECEIVED ______________ DONATION MADE ($50 per player or $100.00 per family if
you choose to not participate)
PLEASE CIRCLE UNIFORM SHIRT SIZE YS YM YL AS AM AL AXL XXL
***********************************************************************************************
PLEASE READ AND SIGN FORM
I/WE, the undersigned, being the parent/guardian of the above child understand and agree that the responsibility for all medical and/or hospital treatment resulting from injury during play shall be that of the parent/guardian and that the league shall not be held responsible.
SIGNATURE(S) _______________________________________ DATE __________________________
EMAIL ADDRESS ___________________________________________________________________________
SEE OTHER SIDE – VOLUNTEER INFORMATION
HHYL SOFTBALL REGISTRATION FORM
Hamilton Heights Youth League
PLEASE PRINT P.O. Box 1337, Chambersburg, PA 17201
PLAYER NAME________________________________________________________________________________________
(FIRST) (MI) (LAST)
ADDRESS_____________________________________________________________________________________________
(STREET) (TOWNSHIP)
DATE OF BIRTH ______ - ______ - ___________ AGE AS OF JANUARY 1, 2008 ____________ I/P/M/B/P/C
(MO) (DAY) (YR)
League Use OnlyTEAM YOU PLAYED FOR LAST YEAR ___________________________________________________________________
SCHOOL ATTENDING _______________________________________________________ GRADE ___________________
NAME(S) OF PARENT(S) ________________________________________________________________________________
HOME PHONE ____________ - _________________________ WORK PHONE __________ - _________________________
INSURANCE CARRIER (MEDICAL) ______________________________________________________________________
PLEASE LIST NAMES OF ANY OTHER IMMEDIATE FAMILY MEMBERS PLAYING:
1._________________________________ 2.___________________________ 3. ____________________________
IS YOUR PRIMARY COMMITMENT TO HAMILTON HEIGHTS YOUTH LEAGUE? YES or NO (Circle One)
IF NO, WHERE IS YOUR PRIMARY COMMITMENT? _______________________________________________________
************************************************************************************************ FOR LEAGUE OFFICIALS ONLY
REGISTRATION FEE: $30 (one player) _________or $50 (two players) ___________ $60 (Family) ____________
(Check if Paid)
BIRTH CERTIFICATE VERIFIED FOR FIRST TIME REGISTRANTS _____________________(INITIAL)
FUND RAISING: PACKET RECEIVED ______________DONATION MADE ($50.00 per player or $100.00 per family if
you choose to not participate)
PLEASE CIRCLE UNIFORM SHIRT SIZE YS YM YL AS AM AL AXL XXL
***********************************************************************************************
PLEASE READ AND SIGN FORM
I/WE, the undersigned, being the parent/guardian of the above child understand and agree that the responsibility for all medical and/or hospital treatment resulting from injury during play shall be that of the parent/guardian and that the league shall not be held responsible.
SIGNATURE(S) _______________________________________ DATE __________________________
EMAIL ADDRESS ___________________________________________________________________________
SEE OTHER SIDE – VOLUNTEER INFORMATION
HHYL FALL BASEBALL/SOFTBALL REGISTRATION FORM
Hamilton Heights Youth League
PLEASE PRINT P.O. Box 1337, Chambersburg, PA 17201
PLAYER NAME________________________________________________________________________________________
(FIRST) (MI) (LAST)
ADDRESS_____________________________________________________________________________________________
(STREET) (TOWNSHIP)
DATE OF BIRTH ______ - ______ - _______ AGE AS OF January 1, 2008 ___________________ 7-8/9-10/11-12/13-14
(MO) (DA) (YR) (Girls) 15-18
AGE AS OF May 1, 2008 _____________________ League Use Only(Boys)
SCHOOL ATTENDING _______________________________________________________ GRADE ___________________
NAME(S) OF PARENT(S) ________________________________________________________________________________
HOME PHONE ____________ - _________________________ WORK PHONE __________ - _________________________
OCUPATION(S) OF PARENT(S) __________________________________________________________________________
INSURANCE CARRIER (MEDICAL) ______________________________________________________________________
PLEASE LIST NAMES OF ANY OTHER IMMEDIATE FAMILY MEMBERS PLAYING:
1._________________________________ 2.___________________________ 3. ____________________________
IS YOUR PRIMARY COMMITMENT TO HAMILTON HEIGHTS YOUTH LEAGUE? YES or NO (Circle One)
IF NO, WHERE IS YOUR PRIMARY COMMITMENT? _______________________________________________________
************************************************************************************************ FOR LEAGUE OFFICIALS ONLY
REGISTRATION FEE: HHYL Spring Players $10 (one player) _________or $20 (two or more players) _________
BIRTH CERTIFICATE VERIFIED FOR FIRST TIME REGISTRANTS _____________________(INITIAL)
***********************************************************************************************
PLEASE READ AND SIGN FORM
I/WE, the undersigned, being the parent/guardian of the above child understand and agree that the responsibility for all medical and/or hospital treatment resulting from injury during play shall be that of the parent/guardian and that the league shall not be held responsible.
SIGNATURE(S) _______________________________________ DATE __________________________
EMAIL ADDRESS ___________________________________________________________________________
HHYL VOLUNTEER FORM
NAME___________________________________________ PHONE NUMBER _______ - _____________
PLEASE CHECK THOSE AREAS WHERE YOU WOULD BE WILLING TO OFFER ASSISTANCE
|
THERE IS NO OBLIGATION |
************************************************************************************************
GENERAL LEAGUE ASSISTANCE
BUILDINGS & GROUNDS: Manager ________ Assistant Manager ________ Field Crew _________
CONCESSIONS: Manager ________ Assistant Manager _________ Helper _________
EQUIPMENT AND UNIFORMS: Manager _________ Assistant Manager ________
FUND RAISING COMMITTEE __________ TEAM REPRESENTATIVE __________
EVEN THOUGH YOU MAY NOT BE ABLE TO COMMIT TO ONE OF THESE POSITIONS MAYBE WE COULD USE YOUR KNOW HOW OR EXPERIENCE TO HELP WITH A SPECIFIC PROJECT OR TASK. PLEASE LIST ANY TRADE EXPERIENCE OR KNOW HOW YOU WOULD BE WILLING TO HELP US WITH:
COACHING/UMPIRING
TEAM MANAGER ___________ ASSISTANT MANAGER _________ BASE COACH ___________
BASE UMPIRE ___________ HOME PLATE UMPIRE _________
Please check for: Baseball________ Softball__________ Child’s Team Only _________
Prefer ages 12 and older __________ 12 and under _________
IF YOU CHECKED ANY OF THE ABOVE POSITIONS, PLEASE NOTE ANY EXPERIENCE YOU’VE HAD:
LEAGUE OFFICERS
OUR LEAGUE OFFICERS ARE NOMINATED AND ELECTED BY GENERAL MEMBERSHIP VOTE. OFFICERS ARE TYPICALLY ELECTED THE YEAR PRIOR TO TAKING OFFICE. THIS ENABLES THEM TO FAMILIARIZE THEMSELVES WITH THE DUTIES. BOARD MEMBERS ARE APPROVED FOR 3 YEAR TERMS. IF YOU WOULD BE INTERESTED IN ANY OF THESE POSITIONS, PLEASE MARK THE APPROPRIATE SPACE BELOW.
BOARD MEMBER __________ PRESIDENT ___________ VICE PRESIDENT/BASEBALL ___________
VICE PRESIDENT/SOFTBALL __________ SECRETARY ___________ TREASURER ___________
OTHER SPECIALIZED EQUIPMENT/SKILLS YOU COULD PROVIDE:___________________________________________
________________________________________________________________________________________________________
CHAMBERSBURG SUBURBAN LEAGUE
OFFICIAL ROSTER
COMMUNITY: HAMILTON HEIGHTS TEAM:
NAME AGE BIRTHDATE PARENT NAME/PHONE
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NAME HOME PHONE CELL/WORK
| MANAGER: | |||
| ASSISTANT: |
HAMILTON HEIGHTS YOUTH LEAGUE, INC.
P.O. BOX 1337 CHAMBERSBURG, 17201
January 9, 2008
<Team Sponsor Representative>
<Returning Team Sponsor>
<Address>
Dear <Team Sponsor>
On behalf of the Board of Directors and Staff of the Hamilton Heights Youth League (HHYL), I would like to thank you for your generous contribution and support of the HHYL as a Team Sponsor for the 2007 baseball/softball season. Contributions for team sponsors account for approximately 20% of the revenue in support of the league operating budget, and allow us to continue to serve the youth of our community.
During the 2005 season we registered approximately 250 players, representing approximately 180 families in our community, and fielded 19 teams (13 baseball and 6 softball). With the recent expansion of the Hamilton Heights Elementary School, we anticipate another successful year.
We look forward to your continued support of the youth in our community. If for some reason you do not plan to renew your team sponsorship this year, please notify Tim Ebersole (Phone 729-0291), President HHYL, immediately (no later than January 31, 2008). One of our Board Members will contact you in early February to see if you received this information and to answer any questions you may have at that time.
Enclosed are two copies of this year’s Team Sponsorship Agreement. Please sign and return one copy of the agreement with your sponsorship payment (make check payable to Hamilton Heights Youth League) on or before March 1, 2008 (uniforms will be ordered in March). Also complete and return the sponsor information form (see below). We will try to accommodate stated preferences, if possible. Please use the self addressed stamped envelope to return all requested information.
Also enclosed is a copy of the "HHYL Newsletter" for your information. Your team photo plaque and game schedule will be delivered as soon as they are available. We will also place your business name on our website (www.hhyl.org) as an additional advertisement opportunity. We would like to express our gratitude for your support of the youth that we serve. If you have any questions or concerns, please do not hesitate to give us a call.
Sincerely,
HHYL Board of Directors
__________________________________________________________________________________________________
TEAM SPONSOR INFORMATION FORM
Team Sponsor representative: Name _____________________________________ Phone Number __________________
Address __________________________________________________________________
Team Name Requested _______________________________________________________________________________
(PLEASE PRINT EXACTLY AS YOU WISH IT TO APPEAR ON THE UNIFORM)
Team Preference: _________No Preference
_________Same Team as Last Year
_________Prefer Baseball (Boys)
_________Prefer Softball (Girls)
_________Other (Please Specify)
Preferred Age Group ____5-6 ____7-8 ____9-10 ____11-12 ____13-14 ____15-18
COMMENTS: _____________________________________________________________________________________
Hamilton Heights Youth League
TEAM SPONSOR AGREEMENT
It is hereby agreed that the HAMILTON HEIGHTS YOUTH LEAGUE, INC. which is a federally tax exempt (501C-3)
organization formed for the development of community youth through organized baseball/softball, agrees to organize, equip, and
supervise a team to be known as: ____________________________ in consideration of the sum of $300.00 to be paid by the
(Team Name Requested)
sponsor_________________________________________________________________ on or
(Sponsor’s Name and Address)
before March 1, 2008. Said team shall be entitled to participate in authorized Chambersburg Suburban League activities during the
2008 season.
(Year)
It is mutually agreed that payment of the above amount shall satisfy all obligations and responsibilities on the part of the Sponsor, and that no liability is assumed by the Sponsor for any risks and hazards incidental to participation in the league by the players, volunteer leaders and workers, spectators or others associated with the league.
The Sponsor agrees that selection of players for the team and of managing and coaching personnel to direct the team shall be the sole responsibility of the properly designated league officials.
League officials agree to:
Notify said sponsor, within 48 hours, upon receipt of notification that their tax-exempt status has been changed or cancelled.
Use said Sponsor’s name on team game jerseys, and with regard to all team notices or correspondence throughout the season.
Provide said Sponsor with, as a minimum, a team photo-plaque.
____________________________________ ________________________
(League President) (Date)
____________________________________ ________________________
(Team Sponsor Representative) (Date)
HHYL Policies and Procedures on Criminal Background Checks
1. In order to protect the youth of HHYL, a criminal background check and child care check is mandatory for all Head Coaches, & Assistant Coaches, over the age of 18. An "official" Assistant Coach is any coach designated by the head coach as an Assistant or any coach who will be alone with players, or responsible for a team during a game or practice. Background checks are mandatory for all new volunteers starting February 2007. A new background check will be required after an absence of at least one year.
2. A written authorization form allowing HHYL to order an individual criminal background check is required by HHYL and it is the responsibility of the candidate for the coaching position the "Applicant", to fill out the HHYL background check form and return it as follows: All forms must be returned two weeks prior to the start of the first practice of the season. Failure to provide a background check form by the deadline will disqualify the applicant from consideration for their coaching position.
3. The Board of Directors shall appoint a three (3) member committee, the Background Check "Committee", to administer all background check procedures. The Committee shall be made up of three board members with one member being the current Board President and the other two selected by a vote of the Board. The designated Board Member shall receive the completed background check authorization forms and forward any violations to the Background Check Committee. The Committee shall determine if any individual does not meet the HHYL minimum standards for coaches and Board members using the following criteria as a guide:
1. Individuals found to be guilty at any time of the following crimes will not be accepted for coaching positions within the department. Guilty means the coach was found guilty following a trial, entered a guilty plea, entered a no contest plea accompanied by the court’s finding of guilty, regardless of whether there was an adjudication of guilt (conviction) or a withholding of guilt. This policy does not apply if criminal charges resulted in acquittal or dismissal.
a. Aggravated assault, aggravated battery, murder, attempted murder, robbery, attempted robbery, or other felonies involving extreme violence.
b. Sex offenses such as sexual battery, attempted sexual battery, lewd or lascivious acts, soliciting lewd acts, indecent exposure, or any other crime of a sexual nature.
c. Crimes involving obscenity or pornography.
d. Extortion, kidnapping and attempted kidnapping.
e. Manslaughter and vehicular homicide.
f. Sale or distribution of a controlled substance.
g. Any crime against children.
2. An individual found to be guilty of the following crimes within the past 10 years immediately preceding his/her coaching application will not be accepted.
a. Felony involving possession or use of a controlled substance.
b. Burglary
c. Felony possession of a concealed firearm or weapon.
d. Felony assault or felony battery, such as assault or battery of a teacher or law enforcement officer.
e. Forgery or uttering a forged instrument.
f. Prostitution or solicitation of prostitution.
3. An individual found to be guilty of the following crimes within the past 5 years immediately preceding his/her coaching application will not be accepted.
a. Misdemeanor possession of a controlled substance or drug paraphernalia.
b. Misdemeanor possession of a concealed weapon.
c. Assault or battery.
d. Resisting arrest with violence.
e. Felony domestic violence.
f. More than one criminal offense that is drug or alcohol related, or more than one driving while under the influence (DWI) conviction
g. Any Misdemeanor conviction that may indicate a lack of integrity and/or character of an Applicant.
4. Should any pending charges described in 1 through 3 be uncovered, or should any of the above charges be brought against an Applicant during the coach’s season, the Applicant shall be suspended from serving as a coach unless and until such time as the charges have been cleared or dropped and he/she is reinstated by a majority vote of the Board of Directors.
5. The Background Check Committee shall notify the affected Applicant that a disqualifying entry was reported on the criminal background check and determine if the Applicant chooses to withdraw their name from consideration or request a review by the full Board of Directors. If a review is requested, a "Special Meeting" of the Board of Directors will be called and the affected Applicant will be notified of the meeting date and time. The Board of Directors will review the disqualification to determine if any exception should be granted. A full written disclosure of the criminal background history may be made to the Board of Directors as part of the review process and the Applicant is encouraged to attend the special meeting and provide any additional information as he/she chooses. The decision by the Board of Directors shall be final and will be based on a majority vote of the board members in attendance at the special meeting.
6. All information obtained in response to the criminal background check or disclosed in the review process shall be kept confidential and not disclosed or discussed outside of the review process. In the event the Applicant feels a mistake has been reported in their criminal background check, it is the Applicant’s responsibility to contact the reporting agency and resolve any issues. HHYL and its members are not responsible for errors or omissions that may be reported on background checks. The Background check committee of HHYL shall maintain all authorizations and records or reports in a confidential manner.
7. The Committee is also responsible for securing the written results of the criminal background checks in a safe and secure location, and keeping them for the time period required by law, or three years, whichever is greater.
8. The Board of Directors will be responsible for selecting a reporting agency or other method to conduct the criminal background checks. The minimum check required will include a search of the Registered Sex Offenders/Sexual Predator Database, and a state-wide criminal background check search, in the state of their residence for the past 12 months.
9. Should any member of the Committee be the subject of review, the President will appoint an alternative member to the Committee.
Hamilton Heights Youth League
VOLUNTEER BACKGROUND CHECK
AUTHORIZATION FOR RELEASE OF INFORMATION
__________________________________________________________________
YOUR FULL LEGAL NAME (PRINTED)
______________ - __________ - ____________________
social security number
____________/__________/____________________
date of birth
______________________________________________________________________________
home address
_____________________________ _____________ _________________
city state zip code
Have you had a background check done by HHYL in the past: Yes No
List mailing addresses below if you have lived in Pennsylvania for less than 7 years: ________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
As a condition of volunteering, I hereby give permission to Hamilton Heights Youth League (HHYL) and its agents to conduct a background check on me which may include verification of my address(es) and Social Security number, as well as review my sex offender registries, child abuse and criminal history records. I understand this check will determine, in part, my eligibility for appointment to a volunteer position within HHYL. I understand that approval of this application is a prerequisite to my assignment to any volunteer position within HHYL that has oversight of or repeated contact with children under the age of 18. I also understand and agree that HHYL may conduct random background checks on any volunteers including me, in subsequent years of their tenure as HHYL volunteers without having to obtain additional permission.
I hereby authorize the aforementioned information to be obtained either in writing or via telephone in connection with my volunteer application. HHYL, its officers, and members of its board of directors and any other persons, firms, or organizations providing or receiving information or records in accordance with this authorization are hereby released and held harmless from any and all claims of liability for compliance. Such information will be held in confidence in accordance with HHYL’s guidelines.
________________________________________________ _______________________________
Signature: Date:
Return form to: HHYL
PO Box 1337
Chambersburg PA 17201.