COLLINS HILL BASEBALL. Collins Hill Athletic Association. Operations Guidelines. Ver: 13

Transcription

1 COLLINS HILL BASEBALL Collins Hill Athletic Association Operations Guidelines Ver: 13

2 Collins Hill Baseball Operational Guidelines Table of Contents Chapter 1 ORGANIZATIONAL OVERVIEW... 4 Mission... 4 Organization... 4 Leagues... 4 Seasonal Play... 5 Revision of Operational Guidelines... 5 Money Management... 5 Income Generating Activities... 5 Expense Approval... 8 Chapter 2 BASEBALL BOARD... 9 Board Structure... 9 The Baseball Board shall consist of the following elected positions... 9 The Baseball Board may also consist of the following appointed positions... 9 Roles & Responsibilities... 9 Baseball Director... 9 Baseball Assistant Director Baseball Communications Coordinator Baseball Fundraiser/ Sponsorship Coordinator Baseball Purchasing Agent Baseball League Manager League Coordinators Team Mom Coordinators Travel Ball Coordinator Travel Ball Coaches Additional Volunteers Elections & Appointments

3 Meetings and Events Voting Rights Community Support Chapter 3 ANNUAL CALENDAR CHECKLIST December January February May June August September October Chapter 4 PLAYER REGISTRATION Registration Fees Registration Dates Registration Process Refunds Chapter 5 COACH SELECTION & RESPONSIBILITIES Application Process Selection Process Background Checks Code of Conduct Year-End evaluations Responsibilities Chapter 6 REC PROGRAM PLAYER SELECTION PROCESS Reserved Players / Frozen Coaches Player Evaluation Tryouts Player Drafts Player Notification Chapter 7 ALL-STAR SELECTION PROCESS Overview Eligibility Player Selection Process Coach Selection Coach s Responsibility

4 Registration Fees/Sponsor Money/Fundraising Chapter 8 TRAVEL BALL GUIDELINES Overview Eligibility Coaching Selection Process Travel Coach Criteria: Background Checks Financial Management/Registration Fees./Sponsor Money/Fundraising Error! Bookmark not defined. Chapter 9 JUNIOR COACH PROGRAM Overview Eligibility Responsibilities Selection & Training

5 Chapter 1 ORGANIZATIONAL OVERVIEW Mission Collins Hill Baseball at Collins Hill Park will develop the baseball skills of our youth and teach them the spirit of good sportsmanship. We will encourage healthy competition by providing a safe, fun, learning oriented environment for the children of our community to play baseball. Organization Collins Hill Athletic Association is a not-for-profit organization. All monies raised from registration fees, fund raisers, sponsors, etc. shall be placed into a Collins Hill Athletic Association General Fund. Any expenses required to run the day to day operations will be funded through this account, and require only the CHAA President and CHAA Treasurer to sign. However at the end of each season, all remaining profits shall be allocated to improving Collins Hill Park or supporting the needs of Collins Hill Baseball. Collins Hill Baseball will be governed by the by-laws of Collins Hill Athletic Association. These operational guidelines are intended to provide direction for the baseball organization. Should any discrepancy exist between the by-laws of CHAA and the operational guidelines of Collins Hill Baseball, the laws of CHAA shall prevail. Leagues The organization will have 8 leagues that will be supported based on the ages of the boys as set forth in the Dixie Youth/Dixie Boys guidelines, and will support a Travel Baseball program for those who desire playing at a higher level of competition throughout the season. Pre-T T-Ball Pee Wee Minor Major Pony Senior Travel Field 6 Field 6 Field 7 Field 3 Field 1 Field 2 Field 2 Field 1,2,3 Ages 3, 4 Ages 5, 6 Ages 7, 8 Ages 9, 10 Ages 11, 12 Ages 13, 14 Ages team per age group for 9U - 14U Exceptions may be made, but must be approved by a majority vote of the baseball board. Ages will be determined by the child s age on May 1 of the year immediately following the season to be played. (i.e.: each player will play a Fall and then a Spring season with his current age group.) 4

6 Seasonal Play Spring Season shall begin in February and end in May. This season will end to align with Dixie Youth All-Star tournaments. Opening day for Spring season is the first Saturday of March Fall Season shall begin in August end prior to Halloween Opening day for Fall season is the first Saturday following Labor Day weekend. The number of teams per league shall be determined based on capacity of that field, and/or the need to share those fields with other sports associated with the CHAA program. Each season shall have a postseason tournament that all teams will qualify for based on participation in the regular season. Teams shall be seeded based on final records for that season. Revision of Operational Guidelines Per the by-laws of CHAA, annual elections for the Baseball Board shall occur as required. Upon being elected, the Collins Hill Baseball Board shall review the Operational Guidelines and revise them as necessary. This includes rule changes, and changes in policy. In order for the rules to be approved, the changes must be approved by a majority of the voting members of the Baseball Board. Money Management Income Generating Activities Registration Fees Registration fees shall be set in accordance with CHAA guidelines as a non-profit organization. Fees shall be used to offset all costs associated with running the league. All excess funds that remain at the end of the season shall be used to improve the Collins Hill Park facilities, replenish the equipment inventory, or to support Park Partnership projects. All non-county residents are required to pay a mandatory out of county fee. This fee is determined by and imposed by Gwinnett County Parks and Recreation. This fee affects both Recreational and Travel players. Collins Hill Baseball shall provide scholarships to families, if they are unable to afford the registration fee. This must be approved by a majority vote of a committee of the CHAA Baseball Director and two other Baseball Board Members as appointed by the Baseball Director. Fundraising Each Spring, a profit generating Collins Hill Baseball fundraising event(s) shall be held. Spring fundraising event(s) shall include a park jamboree and/or a family night at a Gwinnett Braves professional baseball game 5

7 Jamboree (i)a park wide jamboree including inflatables, games, food, and vendors, will be held during a typical Saturday game. 6 (ii)the jamboree can take place midseason to take advantage of typical warmer weather. (iii)chaa will purchase merchandise (t-shirts, cups, coolers, wristbands, etc) that will be sold to family and friends. (iv)merchandise sold by players will help raise additional fundraising money. (v)collins Hill Baseball will provide multiple incentives to reward players with high merchandise sales. The Collins Hill Baseball Board will notify families of incentives and how they will be distributed. Family Night at the Gwinnett Braves (i)the Baseball Board will determine the date of Family Night based on Gwinnett Braves available home games. (ii)registration fees for all age groups, both recreational and travel, will include two tickets for each currently registered and active player with CHAA. (iii)additional tickets sales by Collins Hill players will help raise additional fundraising money. (iv)gwinnett Braves will provide multiple incentives to reward teams and/or players with high ticket sales. The Collins Hill Baseball Board will notify families of incentives and how they will be distributed. (c)fundraisers shall be optional in the Fall season if there is a budget shortfall, and the money collected would be needed to fund the baseball season. (a)the Baseball Board will determine necessary Fall fundraising events as needed (d)should a team choose to have a fundraiser to offset team expenses (team banner, pants, trophies, team party, etc.), these funds shall be set aside for use by the team, and should not be deposited into an individual s personal account unless being reimbursed for expenses they incurred on behalf of the team. Sponsorship (a)all sponsorships, Recreational and Travel, will fall under the same policies concerning banners and plaques. Sponsorship is optional, but highly recommended as an avenue for teams to raise money for additional expenses. (b)sponsorship levels

8 FRIENDS AND FAMILY SPONSORSHIP LEVEL - 90/10 Level Amount Team Reimbursed 1000 $ $ $ $ $ $ $ $ $ $ CORPORATE SPONSORSHIP LEVELS - 75/25 after banner and/or plaque Team Level Amount Banner Plaque Reimbursed Platinum $ fields 1 plaque $ Golden $ fields 1 plaque $ Silver $ fields 1 plaque $ $ fields 1 plaque $ $ plaque $93.75 NOTE: All banners for sponsors will be 46 unless banner is provided by sponsor. Collins Hill Baseball obtains the right to approve all sponsors and their banners. (a)procedures (i)team Mom will be responsible for obtaining information from the sponsor, collecting the check and providing to CH Baseball Sponsorship Coordinator. (ii)ch Baseball Sponsorship Coordinator will check to see if all forms and information are correct and collect money. CH Baseball Sponsorship Coordinator: 1.Enters the information in an Excel Spreadsheet provided by CHAA, and provide the Team Mom coordinator with the same. 2.Forward the money to the CHAA Treasurer; provide name of the League, Team Name, Head Coach s name, and the amount to be credited for reimbursement. 3.Order and provide Team Mom with banners and/or sponsor plaques for all levels. 4.To maintain the correct information and provide the best possible service, no team, coach, team mom or sponsor will bypass any of the procedures set. 7

9 (iv)sponsor Payment: All Sponsor payments made by local businesses shall be made payable directly to Collins Hill Baseball or CHAA Sports. If required, the establishment will provide the CHAA tax id number to use in designating the payment as a donation for tax purposes. Should a parent, friend, family member, or coach choose to sponsor a specific item/event for the team (team banner, pants, trophies, team party, etc.), and pay for it directly, this item shall not be considered a sponsorship by the park, but a good deed by a volunteer, and as such will not need to go through the Collins Hill Baseball account. (v)sponsorships are not required but recommended. Sponsorships could be required if there is a budget shortfall, and the money collected would be needed to fund the baseball season. Expense Approval All expenses greater than $2500 must have the approval of the Baseball Director and a ranking member of the Executive Board of CHAA. All checks signed by anyone on behalf of the Collins Hill Baseball at Collins Hill Park must bear one (1) of the following signatures. Any of the following will be considered acceptable: President of CHAA, Vice President of CHAA, and Treasurer of CHAA. Team Reimbursement Recreational Ball: All recreational baseball teams will be reimbursed upon the submission of receipts and/or quotes for team related expenses. Travel ball will receive total due all at once. Team Reimbursement Travel Ball: Due to the complexity and variation in team related expenses, each team will be required to maintain its own checking. The park will pay for any uniforms cost that the REC teams would have received. Each team will be given 1 dozen baseballs, and 8 games of umpire fees. 8

10 Chapter 2 BASEBALL BOARD Board Structure The Baseball Board shall consist of the following elected positions Baseball Director (Elected Position) Baseball Assistant Director (Elected Position) Baseball Communications Coordinator (Elected Position) Baseball Fundraiser (Elected Position) Baseball Purchasing Agent (Elected Position) The Baseball Board may also consist of the following appointed positions Baseball League Coordinator League Coordinators Team Mom Coordinator Travel Ball Coordinator Travel Ball Coaches Additional Volunteers (a)other positions such as but not limited to, Sponsorship Coordinator, All Star Coordinator, League Coordinators, Tournament Director or Project Volunteers can be filled with the remaining "at large" board members or volunteers as deemed necessary by the Baseball Director. Roles & Responsibilities Each member of the board shall be responsible for ensuring that Collins Hill Baseball is run as safely, smoothly and effectively as possible. There will be times where a board member will be asked to be a Field Monitor, and must be present at the park to represent Collins Hill Baseball. The Field Monitor must be present to see that all lights are turned off at the end of the evening. In addition, each member shall have specific responsibilities that include but are not limited to the following: Baseball Director This position shall govern all activities related to Collins Hill Collins Hill Park. This includes: - Overall coordination of the baseball calendar - Oversight of the player registration process - Oversight of the coaching selection process - Representation of Collins Hill Baseball at any organizational events (i.e.: Dixie Youth, GGBL, etc.) unless delegated to another Baseball Board Member - Overall management of the Collins Hill Baseball finances - Oversight of the Baseball portion of the CHAA web site - Oversight of the execution of each Spring and Fall season for Collins Hill Baseball 9

11 10 (a)qualifications-in order to be Baseball Director, a person must have been a CHAA Baseball Board Member (elected or appointed, and includes League Coordinators) at some point. This rule will ensure the person coming in has at least some experience with the workings of the park. Baseball Assistant Director This position shall be the backup to the Baseball Director, and shall assume responsibilities for portions of the Baseball program that the Baseball Director may need assistance with. The primary responsibility will be to support the execution of each baseball season, create baseball game schedules, update game scores, notify umpires and concessions of any scheduling changes, allocation of Field Times to League Coordinators/Travel Ball, and ensuring that all elements of the program are supported appropriately. Baseball Secretary: This position will be the recording arm of Collins Hill Baseball. Responsibilities will include: - Taking notes at any meetings of the Baseball Board, and ensuring Action Items are documented - Distributing minutes of each meeting to facilitate communication and ensure all people understand their follow-up items and deliverables - Assist with the Player Registration Process for both Collins Hill Baseball and DYB ensuring all databases are current in support of the baseball draft, and all paperwork is submitted to DYB. - Assist with the draft process to ensure all players are placed on teams. - Support the All- Star selection process & documentation with any associated organizations (Dixie Youth) - Assist the Baseball Director with any non-financial administrative items that may arise Baseball Communications Coordinator Responsible for website information Responsible for school flyer creation, approval, printing, and distribution Responsible for updating all website related information except for game schedules and score updates Assist with the player evaluation and draft process for Collins Hill Baseball Baseball Fundraiser/ Sponsorship Coordinator Oversee and manage all activities associated with Fundraising - Ensure sponsorship money is collected from each team. - Coordinate volunteers to handle fund raising and sponsorship collection Assist with the player evaluation and draft process for Collins Hill Baseball Baseball Purchasing Agent Oversee all equipment related items (baseball, batting tees, catcher s gear, chalk, string, base plugs, dig out tool, scorebook, combination locks, scoreboard light bulbs, etc) - Take inventory of all equipment on hand, and ensure it is in good working order - Ensure sufficient supply of equipment for each season, and order replacements as necessary. - Manage the delivery and collection of equipment at the beginning and end of each season. - Coordination of a Collins Hill Work Day, where coaches, parents, and volunteers come to the park and perform required field maintenance. Select uniform vendor Provide

12 uniform expenses to Director for budgeting Order uniforms and distribute Responsible for equipment distribution Collect and return deposit checks Assist with the player evaluation and draft process for Collins Hill Baseball Baseball League Manager Act as focal point for all League Coordinators request for information - Communicate all Local League Rule and calendar related information to all coaches - Ensure all League Coordinators act ethically and in accordance with Coaches Code of Conduct. The main point of contact for all League Coordinators League Coordinators It is not required these positions be voting members of the Baseball Board, They will manage the execution for each season for their respective leagues. Their responsibilities include - Run tryouts - Support player selection process - Act as first point of contact for all questions related to their league - Recommend rule changes for specific leagues Report to League Manager Team Mom Coordinators Responsible for managing team related events and communicating with Team Moms for each team at Collins Hill Park and ensuring teams are supporting the appropriate administrative items. Coordinate with photographer Review photos prior to distribution to Team Moms - Facilitate Communication with Team Moms for all of the following: Fund Raising, Picture Day, Opening Day Ceremony - Coordinate volunteers to handle picture day and uniform order delivery. Travel Ball Coordinator Act as focal point for all Travel Coaches request for information - Assign field times to all coaches - Represent Collins Hill Collins Hill Park at all GGBL meetings - Communicate all GGBL rule and calendar related information to all coaches - Coordinate all Collins Hill sponsored tournaments including but not limited to USSSA, GGBL. - Coordinate Tryout Day for all Spring travel teams. - Ensure all Travel Coaches act ethically and in accordance with Coaches Code of Conduct. - Make recommendations with regard to coaching selection. -Schedule field times to Travel Ball coaches Travel Ball Coaches In order to be considered for a Travel Ball Head Coaching position the applicant must have been a Head Coach or Assistant Coach at Collins Hill for at least 2 seasons, with one of those seasons having been no less than 12 months prior to the season in which they are applying to coach. 11

13 Additional Volunteers Additional volunteers are encouraged to participate in the Collins Hill Baseball program. These volunteers are not voting members of the Baseball Board, but will act in support of the Baseball Board. Assistance is needed for the following items each season: - Field Maintenance - Spirit Wear Coordinator (Select Vendor, set prices, etc.) - Opening Day Coordinator - Picture Day Coordinator Scheduling Coordinator These positions will be represented by the appropriate board member at Baseball Board meetings. Elections & Appointments Elections shall be held in accordance with CHAA by-laws and shall run 1 full year, encompassing 2 complete seasons (Spring and Fall of the same year). Should any board member resign during the course of the season, the Baseball Director has authority to appoint a replacement to that position with a majority vote from the CHAA Board of Directors. Meetings and Events The Baseball Board shall meet regularly, to ensure all matters associated with Baseball are being addressed in a timely fashion. Collins Hill Baseball shall be represented at all CHAA events by a member of the Collins Hill Baseball Board. Minutes for each meeting will be taken and made available to the board within 2 weeks of the meeting date. Minutes shall be distributed to all Collins Hill Baseball Board Members and copied to the CHAA Executive President and Secretary. Voting Rights Each elected member of the Collins Hill Baseball board shall have 1 vote with regard to all matters relating to these Operational Guidelines and any other issue that may require oversight by the Baseball Board. Community Support In the event that there is insufficient support for the growing Collins Hill Baseball program, the CHAA Executive board may vote to delay and/or cancel a specific season. The scope of effort will require a significant amount of support from the community, and we must have the assistance to run the program efficiently. 12

14 DIRECTOR ASST. DIRECTOR FUNDRAISER PURCHASING COMMUNICATIONS Chapter 3 ANNUAL CALENDAR CHECKLIST December January December Setup meeting with Softball Board Select Import Dates for Spring Season Select Uniform vendor (by 1st week of Dec) Select Umpires (by 1st week of Dec) Determine Registration fees for Spring Season Send Registration information to CHAA Secretary (by 2 nd week of Dec) Ensure on-line registration is ready for Spring Registration Create spring registration announcement flyers Get registration announcement flyers approved (by 4 th week of Dec) blast from CHAA Database announcing registration George Pringle for permit to practice on school grounds Select picture vendor (Softball Board) Select Fund Raising events Select League Coordinators (by 4 th week of Dec) Order Baseball Board and League Coordinator shirts and caps (by 3 rd week of Dec) Order Equipment January Get registration flyers printed (by 1 st week of Jan) Get registration flyers distributed to schools 1 week before walkup registration (by 2 nd Schedule Walkup registration Reserve Dicks Sporting Goods, Public Library, or RSP Football Pressbox for Walkup Practices start for GGBL Teams Meet with League Coordinators Close on-line registration Evaluations last Saturday of January Order Equipment 13

15 DIRECTOR ASST. DIRECTOR FUNDRAISER PURCHASING COMMUNICATIONS February May February Evaluations (Rain Makeup) first Saturday of February Finalize # teams Select Coaches Order Equipment Final merge of On-Line & Walkup registrations Pre-tryout coaches meeting Handout tryout sheets & practice schedules Coaches Umpire Meeting Spring Tryouts Spring Draft Send school grounds practice permit to coaches Order Uniforms Rec. Ball Practice Starts Finalize game schedules Team Mom Meeting Hand out uniforms Park Workday Send out of county fees to county Opening Day Team Pictures March April No Games scheduled during Spring Break Pay Dixie Youth fees All-Star nominations & Selection Rec. Ball Season ends Rec. Ball Playoffs GGBL Season ends May 14

16 DIRECTOR ASST. DIRECTOR FUNDRAISER PURCHASING COMMUNICATIONS June August June Pick Fall registration date GGBL Post Season All Star Practice Starts T-Ball/P/Wee/Minor/Major/Pony/Senior All Stars Begins Select Travel Team Coaches Get registration announcement flyers approved Get registration flyers printed Get registration flyers distributed blast from CHAA Database announcing registration July Select Fall Picture vendor Select Fall Uniform vendor blast from CHAA Database Open Fall Registration Select Travel Ball tryout date blast from CHAA Database announcing travel ball tryout Run ads in AJC and GDP announcing travel ball tryouts Conduct travel ball tryouts August Finalize # teams Select Coaches Order Equipment Notify Coaches George Pringle for permit to practice on school grounds Close on-line registration Final merge of On-Line & Walkup registrations Pre-draft coaches meeting Handout tryout sheets & practice schedules Fall Draft Send school grounds practice permit to coaches Order Uniforms Rec. Ball Practice Starts (Week school starts) Finalize game schedules Team Mom Meeting 15

17 DIRECTOR ASST. DIRECTOR FUNDRAISER PURCHASING COMMUNICATIONS September October September Send out of county fees to county Hand out uniforms Team Pictures Park workday Coach/Umpire Meetings Opening Day (Sat. after Labor Day) October End of season Rec. Ball tournament (end before Halloween) 16

18 Chapter 4 PLAYER REGISTRATION Registration Fees Registration fees shall be set in accordance with CHAA guidelines as a non-profit organization Fees shall be used to offset all costs associated with running the league. All excess funds that remain at the end of the season shall be used to improve the Collins Hill Park facilities, replenish the equipment inventory, or to support Park Partnership projects. All non-county residents will pay an out of county fee to be determined by Gwinnett County Parks and Recreation A $5 fee per player will be given to Executive Board for Insurance and background checks of all coaches. Registration Dates Spring Registration will be determined by the CHAA Baseball Board. It shall be consistent with the need to start practices around the beginning of February, and games the first Saturday of March. Fall Registration will be determined by the CHAA Baseball Board. It shall be consistent with the need to start practices around the start of school year, and games the Sat. after Labor Day. Registration Process Announcement of Registration dates shall occur at least 14 days prior to registration. Announcement methods may include school mailings, newspaper announcements, web page messages, and/or blasts. On-line registration shall be the preferred method of registration. For those without internet access, there will be at least 1 walk-up registration to be held at a location with Public Access. Registration shall be closed when each team is considered to be full by the Baseball Director, or no later than 1 week prior to tryouts. Should teams not be filled after tryouts, late registration will be allowed for up to 1 week after practices begin. A late registration fee will be charged for all registrants Payment Method On-Line registration shall accept major credit cards Walk-up registration shall accept cash and check only. Refunds Refunds shall only be allowed for Medical purposes, and a letter from a registered physician shall be required for verification purposes. 17

19 18 Other refunds may be provided prior to the start of the season at the discretion of the CHAA Baseball Director. No refunds shall be given upon the start of the regular season games.

20 Chapter 5 COACH SELECTION & RESPONSIBILITIES Application Process Coaches shall express interest by contacting the baseball director. Coaches that have been awarded a team should express interest at the end of the season coached that they desire to coach in the upcoming season. Thirty days prior to the first walk up registration for a given season the Baseball Director shall send out an from the list of record announcing that applications for coaching for the upcoming season are now being accepted. The link for the coach s application will be opened at that time on the CHAA web site. All coaches must apply via the application form on the CHAA Baseball web site. Selection Process All applications shall be reviewed by the CHAA Baseball Director for consideration. Upon developing a complete list, the coaches list shall be reviewed with the Baseball Board. If there are more coaches than teams, the Coaching Selection Criteria shall be as follows: 19 Has the individual coached for Collins Hill Baseball before, and if yes: Has there been negative feedback regarding the coaches behavior, knowledge, or approach? (Complaints about playing time or position placement in travel ball shall not be deemed valid as these are at coach discretion). Has the coach/team demonstrated poor performance? Did the coach fail to demonstrate a commitment to the players and/or park? If there is no reason NOT to give a coach a team, then prior coaches shall be given priority based on the following selection criteria: 1. Seasons as a Head Coach in the respective league 2. Seasons as a Head Coach at Collins Hill Park (Collins Hill Baseball) 3. Seasons as an Assistant Coach at Collins Hill Park (Collins Hill Baseball) 4. Seasons as a Head Coach at another park 5. Consecutive seasons as Head or Baseball 6. Assistant Coach For new coaches, review of the applications and interviews with the Baseball Director and /or Asst. Baseball Director, or other members of the Collins Hill Baseball Board may be required prior to selection. Upon completion of interviews, the Baseball Director, will compile a list of recommended coaches for a particular league (including Travel Ball). That list shall be voted on by the Baseball Board. Should there be disagreement among the board; the Collins Hill Baseball

21 director shall hold the tiebreaking vote. Should a prospective coach choose to appeal not being awarded a team, it may be escalated to the Collins Hill Baseball President for review. Notification will be provided to volunteers per the timelines associated with the Baseball Calendar. Background Checks All coaches, including assistants shall be subject to background checks. Should background checks reveal any information that may be considered an issue, the Baseball Board reserves the right to reject coaching applications Code of Conduct All coaches shall sign a Code of Conduct that clearly states behavioral expectations. Signing of the Code of Conduct shall be an indication that they understand coaching is a privilege and not a right, and that Collins Hill Baseball reserves the right to revoke those privileges at any time if behavioral issues arise and persist. Year-End evaluations All coaches may be subject to a year-end evaluation that may include input from any and/or all of the following: Survey of player parents Review of team record On and off field behavior by members of the Collins Hill Baseball Board Input from coaching peers Responsibilities Teach players the fundamentals of baseball in accordance with the Collins Hill Baseball mission. Provide support for Collins Hill Park workday to perform seasonal maintenance on the field which they play Perform field prep as required if they are home team and have the first game of the day for weekend schedules. Manage the behavior of all assistant coaches and parents during games and practices Adhere to all aspects of these Operational Guidelines Be familiar with and adhere to the modified Dixie Youth/Baseball format played at CHAA. 20

22 Chapter 6 REC PROGRAM PLAYER SELECTION PROCESS Reserved Players / Frozen Coaches Coaches shall be allowed to reserve 2 players/freeze 2 coaches at each age group as follows Teams will be given opportunity to select players when their selection number comes up in the draft in order to get the same number of players as the other coaches based on the ranking of the players by all coaches. Player Evaluation Tryouts League Coordinators for each league will be responsible for running their tryouts. Tryouts shall be held a minimum of 4 weeks prior to the start of the season. Tryouts will consist of at a minimum Hitting, Running, Throwing, and Fielding evaluations. All players are required to participate in a tryout for their age group. Players in all leagues except Pony/Senior will be required to play with their age group unless a valid medical excuse is presented with a doctor s note. However, Players can always play up into the next higher age group. Should CHAA Baseball program be unable to field a Senior program, 15 year old players who have not yet entered 9th grade will be permitted to play with the understanding that they are ineligible for all stars. Player Drafts Each league will have a player draft within 1 week of the tryout. Each draft must have their League Coordinator and all CHAA Baseball board members present during the process. If a Head coach does not attend a draft, an Assistant coach can select players for the Head coach. The Assistant coach s son is automatically a frozen player for the team. If a team coach (Head or Assistant) does not attend the draft, the draft will be rescheduled. Baseball Board members will not select players for missing coaches. Baseball Board has the option of selecting a new head coach in place of missing head coach. Draft Procedure shall be as follows: Draft order shall be determined by pulling numbers from a hat. Odd numbered rounds shall begin with the first team on the list, and even numbered rounds beginning with the last team on the list. Each team will be given one pick per round, with reserved players counting toward a coach s pick in each round according to their ranking by all the coaches. Only players who participated in the tryout may be selected. When all players who tried out have been selected, coaches will revert to pulling the remaining players who did not try out from a hat until all players are selected. 21

23 Due to the number of reserves allowed at Collins Hill Park, we will only allow trading of one player. There is too much risk of coaches stacking a team. Collins Hill Baseball will try to honor requests by parents to have siblings play on the same team, however; this cannot be guaranteed. Player rosters will be submitted to the league secretary for submission to Dixie Youth/Baseball, and for ordering uniforms Player Notification All coaches shall notify their players within 3 days of being drafted. Should they be unable to reach those players within 1 week, they shall be awarded a replacement player. Replacement players will be selected from a waiting list if one exists, or permitted to recruit a player who falls within their age group if one does not exist. 22

24 Chapter 7 ALL-STAR SELECTION PROCESS Overview For the All-Star tournament teams, it is our intent to field the best teams possible to represent Collins Hill Park. CHAA Baseball Program will participate in the Dixie Youth/Boys/Majors Baseball All-Star program, CHAA Baseball will conform to all requirements of the DYB organization. Eligibility The Collins Hill Baseball Board will determine the number of All-Star Teams for each league. The following process will be used by all Leagues to select Players and Coaches. The following qualifications must be considered: The player s baseball skills and abilities. The player s attitude as an All-star player represents CHAA. These players are placed in a variety of high-pressure situations, and must be capable of demonstrating good sportsmanship at all times. All nominees are expected to have excellent attitudes. A player with a poor attitude can be omitted. The availability of the player to participate in all games and complete the schedule of All-Star games. If a player has not participated in at least 80% of the regular season games, he is not eligible for all stars. Player Selection Process On or before April 1 each Head Coach will nominate up to 5 players (coaches can nominate less than 5) from his team who he deems are advanced players and would represent Collins Hill well in the All-Star season. Coaches are encouraged to limit their nominations to players who they feel are deserving All-Star candidates. The League Coordinator will collect and distribute the list of nominated players to the Baseball Board and to all coaches who will make every effort to observe these players during the month of April. Nominated players will be ed an information letter from their League Coordinator informing them that their son/daughter has been nominated as an All-Star candidate. Parents of these All-Stars will be asked to commit playing All-Star baseball on or before the April 15th. Players must be nominated and parents must respond to the League Coordinator to be eligible for All-Star play. 23

25 Each league may have up to two All-Star teams. For leagues with 8 or more teams, two divisions will be formed with no more than 7 teams per division. A single All-Star team will be created from nominated players within each division. For leagues with one division (7 teams or less), two All-Star teams can be created from nominated players within the league. Each head coach will submit an assessment score for EACH nominated player to the League Coordinator (a spreadsheet will be provided) on or before the coaches meeting. The assessment score will be a single score of 1-5, with 1 being the lowest and 5 being the highest score. Each nominee will be scored based on the pool of nominated players, not against the entire pool of Rec (non All-Star) league players. The eight players per division with the highest combined points total will automatically be elected to the division All-Star team. Each Head Coach will be allowed the opportunity to fill out his team by selecting 4 additional players. For leagues with one division and two All-Star teams, Head Coach for the 2nd team, the B team, can select any All-Star Nominee after the Head Coach of the A team has completed player selection. Selected All-Star Head Coaches will have 1 week to confirm and round out his team. Coach Selection The following qualifications must be considered: The Coach s baseball knowledge The Coach s attitude. As an All-Star coach, coaches are placed in a variety of highpressure situations, and must be capable of demonstrating good sportsmanship at all times. Coaches are expected to have excellent attitudes. The availability of the coach to participate in all practices, games, and complete the schedule of All-Star games. Prior to April 15th the League Coordinator will collect and distribute a list of coaches interested in coaching All-Stars and communicate the intent to all coaches in the league. The week of April the 23rd and on or before April 30, there will be a mandatory All-Star Coaches meeting. During this meeting: All-Star coaches will be determined by a vote from all Head Coaches and ONLY Head Coaches. The selected coach must receive more than 50% of the votes. If no coach receives more than 50%, Coaches will vote again between the two coaches with the highest number of votes. The Collins Hill Baseball Board will have final approval of Head Coaches and will have final decision of any ties. For leagues with two All-Star teams, the coach with the highest votes will coach the A team (more experienced players) and the coach with the next highest number of votes will coach the B team (less experienced players). 24

26 Collins Hill Baseball will refer to the A team as the Green Team and the B team as the White Team. However, uniform colors can be any combination of green, white, black, and silver. Coach s Responsibility Coaches must be willing to volunteer their time to coach a team. Only head coaches are eligible to be elected/selected. Elected all-star coaches can choose the remaining staff from head and assistant coaches within the league. Coaches may only coach one team. If two or more of his children are selected as All-Stars, he must commit to one team. There will be a mandatory Head Coaches Meeting on at Rock Springs Park Press Box. Coaches are not to open checking accounts or order uniforms/equipment prior to this meeting. Registration Fees/Sponsor Money/Fundraising Each player shall be required to pay All-Star all fees related to Uniform, Equipment, and Tournament Entry fees. The fee is set by the All Star Head Coach. CHAA does not require any registration fee nor does it provide any funding to All Star teams. CHAA will provide baseball field time with lights if necessary for All Star team to practice. Any activities, awards, or equipment funded outside the All- Star registration by fundraising or sponsorship activities shall be split equitably among the parents of the players on the team. Any additional fund-raising done by the players of the team must be reported to the CHAA Baseball Director, and all money must be raised by the players by selling promotional items, or other fund raising techniques. All money raised must be spent on team related activities, awards, or equipment. 25

27 Chapter 8 TRAVEL BALL GUIDELINES Overview In order to provide a higher level of competition for those players who desire to play at that level, CHAA will support a Travel Baseball program. A travel players and any coach must be registered in Collins Hill Athletic Association YouthLeague database. Any coach ever in the dugout MUST be registered in YouthLeague as a volunteer coach. Any coach not registered will not be allowed on field. Eligibility Each coach shall have the right to set the eligibility requirements for their team except for the following: All players who comply with the age requirements of a particular team are eligible to tryout for that team. Each team must have a majority of its players from the Collins Hill Cluster. Player Selection Process: Travel Teams for each age group will be chosen via the following methodology: CHAA shall hold a tryout day in the month of July (JUNE?). Tryouts shall be announced and advertised to ensure the general public is aware of the tryouts. Each Travel team will carry a minimum of 12 players Each travel coach will determine the tryout process for his team. Player selection is at the discretion of the head coach of each team. Coach s decisions are final, and shall only be reviewed by the CHAA Baseball Director & Travel Coordinator. Upon finalizing the roster for his team, each coach shall notify the players who made the team personally by the last Sat. in July, and those names shall be posted on the CHAA web site no later than August 1. Should the team roster not be full after the first tryout, or at the time players are announced, the coach may request a second tryout, where players may be asked to tryout a second time, or open it to additional players. That coach is responsible for advertising, recruiting, and setting the date for that tryout. Coaches may make changes to the roster, including asking players to leave, and replacing them with new players, if they feel it is in the best interest of the team. It is recommended that this be reviewed with the CHAA Baseball Director & Travel Coordinator prior to doing so. 26

28 Coaching Selection Process Previous Travel and/or All-Star coaching experience preferred. Must have coached baseball at Collins Hill Park. Must have a plan for player development, especially for the 13U and 14U teams as they will be going to the high school from there. Must have a travel budget prepared which includes practice facility costs, uniform expenses, equipment costs, umpires, and projected tournament participation. Must be player focused and of the highest moral character. Must provide strong references. If the candidate has been banned from or asked not to return to any local youth sports organization, they will not be considered for a travel coaching position. This includes being the head coach or any other part of the coaching staff.. Coaches interested in coaching a travel team for their age group should express interest to the CHAA Baseball Director & Travel Director NO LATER THAN THE THIRD SUNDAY IN JUNE, and ideally at the end of the Spring Baseball season. Interviews for Travel Coaching positions will be conducted 1st week of July. Those chosen for the head coaching position can field a team in the Fall of 2013 should they choose to do so. Travel Coach Criteria: Our goal is player development and to be one of the top high school feeder programs in Gwinnett County. Previous travel and/or All-Star coaching experience preferred. If you are coaching your son, grandson, nephew, etc., the player must be a part of the Collins Hill Cluster. Each team must have a majority of its players from the Collins Hill Cluster. Coaching candidates without children but with strong coaching ability who live in the Collins Hill cluster can also apply. Each coach: Must have a plan for player development. Must have a travel budget prepared which includes practice facility costs, uniform expenses, equipment costs, and projected tournament participation. Must be player focused and of the highest moral character. Must provide strong references. Background Checks If the candidate has been banned from or asked not to return to any local youth sports organization, regardless of sport, their application will not be considered for any travel 27

29 28 coaching position. This includes being the head coach or any other part of the coaching staff. Anyone applying for a head coaching position, please have your prospective assistant coaches complete a volunteer coach application. The deadline to submit your application is Sunday, June 24, Interviews will be conducted the week of July 2nd. Please submit your completed applications to Baseball Director and Travel Coordinator

30 Chapter 9 JUNIOR COACH PROGRAM Overview In addition to continued player development and skills, Collins Hill Baseball sponsors a Junior Coaching Program. Junior coaches are young adults who have played baseball at Collins Hill Park and are interested in learning the skills to help coach and mentor other young players in the Collins Hill baseball program. Junior coaches must be registered in Collins Hill Athletic Association YouthLeague database. Eligibility Must be age 13 and up. Must have played or be playing baseball or softball in the Collins Hill Cluster. Must maintain at least a B average and be of strong moral character. Available to coach at least 2 days/week (Games & Practices). Contact head coach if emergency arises and you will not be able to attend. Must have 3 letters of recommendation from teachers, coaches, or community leaders they may have worked with. Attend all announced Training Meetings. Excellent communication skills. The ability to be flexible and to improvise when needed. Responsibilities Support the head and assistant coaches. This may include, but is not limited to: Setting up for games. Always participating with enthusiasm Practice & Games. Being respectful of coaches, umpires, parents, etc. at all times. Serve as a role model and mentor by being on time and having a positive outlook A strong desire to help the players on your team have a great experience. Encourage the players! Be an asset to your team. Use your strengths and skills to help the players on your team to be the best they can be. To inspire and motivate others to believe in the CHAA mission. Responsible and Reliable Be your real self and above all HAVE FUN! 29

31 Selection & Training All applicants must submit a Jr. Coach Application by:. One Jr. Coach will be selected per team in the Pee Wee or Minor programs. Hiring of new Jr. Coaches may all also take place throughout the season as deemed necessary. All activities and past experiences at CHAA will be reviewed during the selection process. An interview will be conducted with the Junior Coach Program Director and Baseball Board Members. The Jr. Coaches will be mentored by the coaches they are assigned to and will receive a training schedule that is determined by their age and experience level. The Jr. Coach will be evaluated at the beginning of the season, after which a specific list of training criteria will be established to help them grow as a coach. An evaluation will also be conducted at the end of the season. Based on their evaluation, the Jr. Coach will either be asked to continue in the program or be released. The training list will include but not be limited to: Coaching and improving baseball skills and knowledge. Interpersonal skills & effectively communicating with players and parents. Professionalism in all aspects of their position. Becoming a mentor and good example to the younger players. 30

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