slow-pitch open league (two nights per week-tuesday/thursday) slow-pitch open league (one night per week-friday only)

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1 MEMO TO: FROM: DATE: January 31, 2018 SUBJECT: INTERESTED ADULT SOFTBALL PARTICIPANTS Aubrey Clayton, Operations and Program Supervisor - Sports SPRING ADULT SOFTBALL LEAGUES REGISTRATION PROCEDURE: Team registration for the Adult Softball Leagues will be accepted Monday, February 26 through Thursday, March 1 from 8 a.m. to 5 p.m. at the Cary Parks, Recreation and Cultural Resources administrative office, 316 N. Academy St., now located on the third floor. Team registration form and team fee will be due at the time of registration. Teams may also register on-line during the registration period. If you are a new team or have not registered on-line before please contact Tracey.Hedgpeth@townofcary.org prior to the team registration period for more information. The registration process is as follows: Feb 26-Mar 1 - Submit registration form and payment for team fees (i.e. $450/$325). Rosters do not have to be submitted with registration. Monday, Mar 19 at 5 p.m. - submit initial roster and all non-resident fees to the Cary Parks, Recreation and Cultural Resources office at 316 N. Academy St. Church league rosters must have pastor's signature. See page 4 for instructions on submitting your roster by fax or . Teams will be assessed a $10 per business day for initial rosters that are not submitted by the Mar 19 deadline. Rosters must have a minimum of eight names with authentic signatures and appropriate nonresident fees in order to avoid the late fee. Church teams must also have the pastor signature to avoid the penalty. Teams will not be allowed to participate if roster is not submitted by 5 p.m. on the day of their first game. General Information: Teams may elect to estimate non-resident fees and pay both during registration. The roster deadline is March 19, set so that team captains have an opportunity at their first practice to secure all required player signatures. This should assist captains in obtaining authentic signatures on the roster. The following divisions will be offered: Men s Church League Coed Open League Men s Open Men s Open C (only) slow pitch league for regular attendees/members of churches slow-pitch open league slow-pitch open league (two nights per week-tuesday/thursday) slow-pitch open league (one night per week-friday only) Separate divisions may be formed according to the number of team entries accepted. Attached please find information sheets, team registration form and a roster/waiver form. Please complete and submit the registration form and the appropriate team fee at the time of registration. If you have any questions not addressed in this packet, please contact your league administrator: aubrey.clayton@townofcary.org Women s Slow Pitch Softball League: The women s softball league will be offered with games being played on Tuesday and Thursday nights in July and August. Individual and team registration will be offered. For more information please contact Aubrey Clayton at or aubrey.clayton@townofcary.org. Senior Softball Leagues: Leagues are offered in the spring and fall with 50 and Over and 60 and Over divisions. Individual registration is accepted (no team registration). For more information please contact Kirk Matthews at or kirk.matthews@townofcary.org.

2 CARY PARKS, RECREATION & CULTURAL RESOURCES DEPARTMENT 2018 SPRING SOFTBALL LEAGUE Team applications will be processed on the basis of the priorities listed below. Applications will be screened by the staff of the Cary Parks, Recreation and Cultural Resources Department. Teams will be notified the week of Mar 5 if their application is not accepted. The league will take as many teams as conditions will allow. PRIORITIES: A. Returning Teams - All Cary Residents: Teams that were affiliated with the Town of Cary softball program in 2017 and have at least 75% of players who were members of that team roster in 2017 and all members are Cary residents. Additions to the roster during the season must also be Cary residents. B. New Team - All Cary Residents: Teams desiring to enter the program in 2018 for the first time, which have eight or more players, all of whom must be Cary residents. Additions to the roster during the season must also be Cary residents. C. Returning Teams and New Teams - Combination of Cary Residents and Non-Residents. Teams with eight or more players whose composition is made up of both Cary and non-cary residents will be placed in priority on the following basis. 1. Teams with the highest percentage of Cary residents will have the highest priority. 2. Returning teams will be given priority over new teams when the percentage of nonresidents is equal. 3. In all other situations where ties exist concerning percentage of Cary residents, priorities will be determined by the time and date the entries are received in the Athletic office. NOTES: A. Reference to priority C. If teams are excluded from the program due to a lack of available spaces, players added to the roster must maintain the Cary-non-Cary percentage declared on the original registration form. (The Cary resident percentage may change upwards but not the non-residents.) B. Each team roster must have no less than eight (8) players. C. Eligibility: Players must be at least 18 years old as of January 1, 2018 to be eligible to participate in the program. Exception: Players must be at least 16 years old by January 1, 2018 to participate in Church B or C league or Coed C league. D. (Church only) Churches that enter more than one team must submit separate rosters for each team. TEAM ENTRY APPLICATION: All information requested on the team registration form and team roster must be provided. No application will be accepted unless it is accompanied by the team fee. Entries will be accepted at the Sports Office, 316 N. Academy St., 8 a.m.-5 p.m., Monday, February 26 through Thursday, March 1. FEES: Team Registration Fee: Men s Church, Coed & Men s Open $450 per team Men s Open C (Friday) $325 per team Non-Resident Fee: Late Roster Fee: $25 per person (non-refundable) $10 per business day

3 Individual registration will not be accepted. Registration is for teams only. If you do not have a team, call (919) to be put on the Individual Interest List for the Coed and/or Men s Open or C leagues. This list is made available to captains who need additional players. Team Fee must accompany team entry application. NO EXCEPTIONS. The check should be made payable to the Town of Cary. Please submit one check per team. Teams will be assessed a $10 per business day for initial rosters that are not submitted by the March 19 deadline. Rosters must have a minimum of eight names with authentic signatures and appropriate non-resident fees in order to avoid the late fee. Church teams must also have the pastor signature to avoid the penalty. Teams will not be allowed to participate if roster is not submitted by 5 p.m. on the day of their first game. WAIVER: The waiver is included as part of the Team Roster form. All players must sign the roster or waiver to participate. No waivers will be accepted at the field. PRACTICE SCHEDULE: Teams will be given a practice schedule with assigned practice times after registration. Practices are tentatively scheduled to begin the week of March 12. ROSTER CHANGES: The initial roster deadline is Monday, March 19 at 5 p.m. The last day to make roster changes is Monday, May 7 at 5 p.m. No roster changes will be accepted at the field. You must submit rosters/individual waivers in person at the Town of Cary Parks, Recreation and Cultural Resources administrative offices (located inside Town Hall at 316 N. Academy St), Mon-Fri from 8 a.m.- 5 p.m., by fax or by . Please see next page for information on submitting your roster by fax or . OPENING OF PLAY: Tentatively scheduled for the week of March 26. LEAGUE NIGHTS OF PLAY FIELDS Men s Church Tue/Thu Thomas Brooks Park Men s Church Tue/Thu Middle Creek Park Coed Mon/Wed Thomas Brooks Park Coed Mon/Wed Middle Creek Park Men s Open Tue/Thu Thomas Brooks Park Men s Open Tue/Thu Middle Creek Park Men s Open C Friday Bond Park/Thomas Brooks Park Games will be scheduled on the nights listed and at the locations as listed if there are enough teams to form leagues. Leagues will not rotate between Thomas Brooks and Middle Creek Parks. If there are not enough teams registered for a league those teams will be encouraged to join a similar league at different location or different night of play. Separate divisions will be formed within the same league if possible, depending on the number of teams and the relative strength of the teams in the league. CAPTAINS MEETING: A brief captain s meeting for all team captains will be held on Wednesday, March 14, 6 p.m. at the Bond Park Community Center, Dogwood Room. A representative from each team should attend this meeting.

4 ROSTER AND INDIVIDUAL WAIVER SUBMISSION BY OR FAX Team Rosters Teams wishing to submit their initial rosters by fax or may do so by following the procedure below. Faxes or s received after 5 p.m. on the roster deadline date will be subject to the $10/business day late roster fee. Teams will not be allowed to participate if roster is not submitted by 5 p.m. on the day of their first game. Each person on the roster must submit all of the requested information (complete address, at least one contact phone number, date of birth and residency status) and sign the liability waiver. Persons that have not signed the liability waiver should not be listed on the initial roster. Team captains may fax their rosters to (919) The balance for any non resident fees associated with the initial roster submission will be applied to the team s account. The captain will receive an invoice and instructions on logging on to the team account and paying the balance on-line. The captain may request to pay over the phone and should indicate that by replying to the invoice. If you choose to pay by phone staff will contact you within one business day to collect any applicable non resident fees. Please provide your best contact phone number in the reply. Payment for these fees must be made by Visa or MasterCard. Team captains may scan and their rosters to adult.rosters@townofcary.org. The balance for any non resident fees associated with the initial roster submission will be applied to the team s account. The captain will receive an invoice and instructions on logging on to the team account and paying the balance on-line. The captain may request to pay over the phone and should indicate that by replying to the invoice. If you choose to pay by phone staff will contact you within one business day to collect any applicable non resident fees. Please provide your best contact phone number in the reply. Payment for these fees must be made by Visa or MasterCard. Non payment of non resident fees will result in forfeiture of games. Team Captains are responsible for paying any non resident fees associated with your initial roster submission. When you submit your initial roster please indicate how you would like to handle the fees for addition of any non residents after the initial roster submission. The choices are listed below. 1. You may pre-pay fees if you are certain of the number of non residents that will be adding (keep in mind that non resident fees are non refundable). 2. We can contact you to take payment for any non residents that add after the initial roster submission. 3. We can contact the participant directly to take the payment. If you choose this option please make sure to inform the participants of the non resident fee. Team rosters faxed or ed anywhere other than the options listed above are not considered official rosters and may be subject to the $10/day late roster fee. Individual Waiver Additions (after initial roster submission) Individuals wishing to add to a team roster may submit their waiver by fax or by following the procedure below. Waivers must be on file in the administrative office prior to 5 p.m. on the day of the first game/match the individual participates in. Waivers ed or faxed after 5 p.m. are not official and will result in forfeiture of any game/match the individual participates in. Individuals adding to a team may fax their waivers to (919) Individuals are responsible for paying any applicable non resident fees. Staff will contact you by phone within one business day to collect to collect those fees. Please provide your best contact phone number on the cover sheet or your fax. Payment for these fees must be made by Visa or MasterCard. Individuals may scan and their waivers to adult.rosters@townofcary.org. Individuals are responsible for paying any applicable non resident fees. Staff will contact you by phone within one business day to collect to collect those fees. Please provide your best contact phone number in your . Payment for these fees must be made by Visa or MasterCard. Non payment of non resident fees will result in forfeiture of games. Individual waivers faxed or ed anywhere other than the options listed above are not considered official waivers and may result in forfeiture of games.

5 2018 SPRING SOFTBALL TEAM REGISTRATION FORM TEAM NAME: TEAM REPRESENTATIVE: ADDRESS: (As you want it to appear on the game schedule) (All correspondence will be mailed/ ed to this person) City Zip TELEPHONE: (H) (W) (cell) ( ) ASSISTANT COACH: TELEPHONE: (H) (W) (cell) ( ) Teams will be placed into appropriate leagues by the Sports Staff. League Preference: Men s Church (Thomas Brooks) Tue/Thu Men s Church (Middle Creek) Tue/Thu Men s Open (Thomas Brooks) Tue/Thu Men s Open (Middle Creek) Tue/Thu Coed (Thomas Brooks) Mon/Wed Coed (Middle Creek) Mon/Wed Men s Open C Fri New Team Returning Team If a returning team, please indicate prior league finishes: Season Team Name League Finish Team Fee: = $ (Church/Coed/Men s Open B/C) $ (Men s Open C) Roster & Non resident fees due by Mar 19 Total Number of $25.00 each = $ Total Attached $ NON-RESIDENT DECLARATION (This will be used if teams are turned away based on lack of space availability - see page 2 of memo.) The maximum number of non-residents on my team roster will be. The minimum number of total participants on my team roster will be Signature of Team Representative Date ***************************************************************************************************************************** OFFICE USE ONLY Date Rec'd Time Clerk Receipt # Amount

6 Captains, Please complete this form for your adult league softball team. This information will assist staff in assigning teams to appropriate divisions if two divisions can be offered within the same league. 1) Please rate your team s skill level below compared to other recreation league softball teams. Please provide an honest assessment! Very weak Average Very strong 2) If two divisions are offered within the same league, where should your team be assigned? Upper division Lower division 3) If you selected lower division in #2 above for your team, please provide a brief explanation for your request to be placed into the lower division. 4) If your team has not played in a Cary league in the last 2 years, but has played in another league, please describe the league in which your team played? How did your team do compared to the other teams? Team Name: Captain s Name: Circle your league: Coed-Thomas Brooks (Mon/Wed) Coed-Middle Creek (Mon/Wed) Men s Church-Thomas Brooks (Tue/Thu) Men s Church-Middle Creek (Tue/Thu) Men s Open- Thomas Brooks (Tue/Thu) Men s Open- Middle Creek (Tue/Thu) Men s Open-C (Friday only)

7 CARY PARKS, RECREATION & CULTURAL RESOURCES DEPARTMENT ADULT TEAM ROSTER SPORT: TEAM NAME: LEAGUE: By completing the information requested below and signing my name on the signature line, I represent to the Town that I have and understand the warning and liability release set forth on the lower portion of this form. Rosters will not be accepted at gyms, fields or any Town of Cary facility other than the Parks, Recreation and Cultural Resources administrative offices (316 N. Academy St., 3rd floor). Player s First & Last Name (Print & sign) *Dated Added/Dropped (staff use only) Physical Address (including city & zip code) Residency Status 1 Signature: City/State/Zip: Work/Cell: Contact Information & Date of Birth 2 Signature: City/State/Zip: Work/Cell: 3 Signature: City/State/Zip: Work/Cell: 4 Signature: City/State/Zip: Work/Cell: 5 Signature: City/State/Zip: Work/Cell: 6 Signature: City/State/Zip: Work/Cell: 7 Signature: City/State/Zip: Work/Cell: 8 Signature: City/State/Zip: Work/Cell: 9 Signature: City/State/Zip: Work/Cell: 10 Signature: City/State/Zip: Work/Cell: I certify that I have investigated the information given above and found it to be correct to the best of my knowledge. (Church League Only) I certify that the players listed on this roster regularly attend services at the church named above: (Manager s signature) (Pastor s signature) WARNING, LIABILITY, RELEASE AND ACKNOWLEDGMENT AND ASSUMPTION OF RISKS I understand that participation in this recreational program involves risk of injury. These risks include collision with other players, being hit by the ball, falling to the ground/floor or into a fence/wall, scratches, bruises, etc. I further understand that before participating in this program I should consult a physician for advice. By signing this form I acknowledge all risks of injury and death and affirm that I am willing to assume responsibility should injury or death result from them. I also agree to follow all rules and procedures of the program and to follow the reasonable instructions of supervisors of the program. Furthermore, in return for the opportunity to participate in this program, I agree for myself, and for my heirs, assigns, executors and administrators to waive any legal rights I may have to seek payment of any kind from the Town, its employees or its agents for bodily injury or death resulting from this program and to release those parties from any liability for damages resulting from my injuries or death. This waiver and release applies to injuries from all causes and includes all payments or legal remedies I might be entitled to from the Town, its employees or its agents. I also understand that no insurance coverage is provided by the Town of Cary. This agreement may be executed by facsimile signatures or by signatures transmitted by electronic mail or other electronic means (including copies of original signatures on Portable Document format (PDF), and may be delivered by facsimile, electronic mail or other electronic means. Such facsimile signatures or signatures transmitted by electronic mail or other electronic means shall be enforceable as original signatures to bind the player hereto and such execution and deliver shall be considered valid, binding and effective for all purposes.

8 CARY PARKS, RECREATION & CULTURAL RESOURCES DEPARTMENT ADULT TEAM ROSTER SPORT: TEAM NAME: LEAGUE: By completing the information requested below and signing my name on the signature line, I represent to the Town that I have and understand the warning and liability release set forth on the lower portion of this form. Rosters will not be accepted at gyms, fields or any Town of Cary facility other than the Parks, Recreation and Cultural Resources administrative offices (316 N. Academy St., 3rd floor). Player s First & Last Name (Print & sign) *Dated Added/Dropped (staff use only) Physical Address (including city & zip code) Residency Status 11 Signature: City/State/Zip: Work/Cell: Contact Information & Date of Birth 12 Signature: City/State/Zip: Work/Cell: 13 Signature: City/State/Zip: Work/Cell: 14 Signature: City/State/Zip: Work/Cell: 15 Signature: City/State/Zip: Work/Cell: 16 Signature: City/State/Zip: Work/Cell: 17 Signature: City/State/Zip: Work/Cell: 18 Signature: City/State/Zip: Work/Cell: 19 Signature: City/State/Zip: Work/Cell: 20 Signature: City/State/Zip: Work/Cell: I certify that I have investigated the information given above and found it to be correct to the best of my knowledge. (Manager s signature) (Church League Only) I certify that the players listed on this roster regularly attend services at the church named above: (Pastor s signature) WARNING, LIABILITY, RELEASE AND ACKNOWLEDGMENT AND ASSUMPTION OF RISKS I understand that participation in this recreational program involves risk of injury. These risks include collision with other players, being hit by the ball, falling to the ground/floor or into a fence/wall, scratches, bruises, etc. I further understand that before participating in this program I should consult a physician for advice. By signing this form I acknowledge all risks of injury and death and affirm that I am willing to assume responsibility should injury or death result from them. I also agree to follow all rules and procedures of the program and to follow the reasonable instructions of supervisors of the program. Furthermore, in return for the opportunity to participate in this program, I agree for myself, and for my heirs, assigns, executors and administrators to waive any legal rights I may have to seek payment of any kind from the Town, its employees or its agents for bodily injury or death resulting from this program and to release those parties from any liability for damages resulting from my injuries or death. This waiver and release applies to injuries from all causes and includes all payments or legal remedies I might be entitled to from the Town, its employees or its agents. I also understand that no insurance coverage is provided by the Town of Cary. This agreement may be executed by facsimile signatures or by signatures transmitted by electronic mail or other electronic means (including copies of original signatures on Portable Document format (PDF), and may be delivered by facsimile, electronic mail or other electronic means. Such facsimile signatures or signatures transmitted by electronic mail or other electronic means shall be enforceable as original signatures to bind the player hereto and such execution and deliver shall be considered valid, binding and effective for all purposes.