Hollister Heat TRAVEL BALL Rules and Policies

Hollister Heat TRAVEL BALL Rules and Policies (Hollister Heat Travel Ball = HHTB Hollister Heat Board of Directors = HHBD) Section 1. Authority All rules and regulations will be based on ASA, Nor Cal, and Hollister Heat Travel Ball (HHTB) Team rules, with Nor Cal superseding ASA, and Hollister Heat superseding Nor Cal. Hollister Heat Board of Directors (HHBD) reserves the right to add to, amend, or modify the Hollister Heat Travel Ball policies at any time. Section 2. Disciplinary Action The President may immediately suspend any person with a serious enough charge against them to warrant such action; The HHBD will hold a special meeting to discuss matters of concern. Persons who fail to comply with all rules and regulations set forth in these rules and policies or who falsify any records or applications are subject to disciplinary action. Every effort will be made so that any decisions will not be at the expense of players. It is the responsibility of MANAGERS and COACHES to inform all players and parents of the rules. If there is an issue that needs to be addressed with a manager, coach, or parent, a letter must be submitted in writing to the President or Vice-President. At which time, it will be brought to the board s attention and the board will discuss what type of action will need to be taken. Section 3. Manager Selection & Responsibilities A) Any adult interested in being a Manager of a HHTB team is required to submit a formal letter of application to HHBD. The letter will include a proposed schedule of tournaments and approximate HHTB fee to be charged for the season, which will include a breakdown of tournament fees, cost of uniform, cost of coach s uniform, and any associated costs. (1) All members participating at practices or games are required to complete the ASA ACE Certification. B) HHBD will approve and assign all managers to the appropriate HHTB teams. (1) Division A team managers will be selected at the October Board meeting prior to the intended season. A letter of intent to manage a Division A HHTB team shall be due on October 1st. (2) Division B team managers will be selected at the April Board meeting. A letter of intent to manage a Division B HHTB team shall be due on April 1st. (3) Fall Division team managers will be selected at the August Board meeting. A letter of intent to manage a Fall Division HHTB team shall be due on August 1st. a) Two weeks prior to the due date, Hollister Heat will send, via email, information about the need to submit coach s letters for the upcoming season. Revised Fall 2011 Approved 8/2011 Page 1

C) Managers must follow all guidelines contained in this document. D) Selection of managers will be based on: (1) Integrity (4) Knowledge of the game (2) Conduct (5) Ability to motivate the players (3) Experience E) The manager is expected to practice the highest ethics and standards in the selection of coaches and players. The manager's goal shall be to assemble and develop a competitive team to represent the Hollister Heat in post-season play. (1)Drug/Alcohol Policy: Mangers and coaches are strictly prohibited from consuming alcohol or drugs during any, and, all official team functions while the players are under their authority. This includes having the odor of an alcoholic beverage or drugs on your person while responsible for the players. a) Any violation of the above drug and alcohol policy will result in an immediate suspension. Re-instatement will be subject to Section 3. Disciplinary Action as outlined above. b) Any future requests to manage/coaching of a Hollister Heat team (travel or recreation) will be left for review by the existing HHBD. F) Managers will select qualified coaches for their team. The HHBD must approve selected coaches. Only ACE certified and board approved coaches may participate during games and practices. G) A letter of Intent to Withdraw will be required if a Manager, after being granted a HHTB team, is no longer interested in or is unable to fulfill the position. This letter shall be submitted in writing to the Hollister Heat President, Vice-President and Travel Ball Coordinator. H) It is the responsibility of the Manager to keep the HHBD informed in a timely manner of any problems, issues, or concerns that may arise during the travel season. This will include, but not be limited to, any issues involving players, parents, or the coaching staff. Any issues or concerns shall be submitted in writing to the Hollister Heat President, Vice-President and Travel Ball Coordinator. (1) If the manager fails to notify the HHBD disciplinary action may be taken. (I)Managers shall attend the monthly Hollister Heat Board Meetings during the duration of the Travel Ball season to provide a report to the HHBD. Revised Fall 2011 Approved 8/2011 Page 2

Section 4. Team Selection A) Based on interest Hollister Heat Board will select the number of travel teams per division, (18U), (16U), (14U), (12U), (10U), (8U). Team 1 and team 2 in each age group. This will be contingent on number of players at scheduled try-outs. (1) Team 1 managers will select their team first. Team 1 teams must adhere to Hollister Heat and ASA B eligibility requirements. (2) Team 2 managers will select their team second. Team 2 teams must meet all Hollister Heat and ASA B or C eligibility requirements. B) The HHBD, working with the managers, will set one weekday and one weekend day / date for tryouts. Try-outs will be announced via e-mail and flyers posted at least 5 days prior to the events date. (1) Players and parents will be notified of the (tentative) basic team commitments prior to, or at, tryouts. a) Financial entry fee b) Number of tournaments planning to attend c) Amount of practices per week (2) Division A team tryouts may begin in November. (3) Division B/C team tryouts will be held in the final month of the Hollister Heat Rec. season (late April or early May) and team selections will not be made until after the Hollister Heat Spring Rec. season has been completed. a) Summer Travel Ball teams must complete championship play on or before August 10th. (4) Fall Division team tryouts will be held after summer Travel Ball teams have completed tournament play. a) As per the ASA recommendation: Players are advised to try-out for the age division they will be eligible for the following summer season. (5) Additional tryouts may be scheduled if needed for either summer or fall Travel Ball Teams. C) All players may be allowed to move up an age division if drafted by that manager. The drafting of the players will be by age division, starting with the oldest age division moving to the youngest age division. D) Maximum recommended Travel Ball team rosters will be 13 players. E) Additional players for National Competition: If necessary additional players may be added for National competition with prior board approval ONLY. A letter with the names of the added players and reason why it is necessary will need to be submitted to the Travel Ball Coordinator and the HHBD. Revised Fall 2011 Approved 8/2011 Page 3

Section 5. Player Control A) If a player quits a Travel Ball team, she may be ineligible to play on future Hollister Heat Travel Ball teams. A letter of explanation will be required to the Hollister Heat Board for eligibility on future Travel Ball teams. B) The only way a player can be suspended or removed from a team is by HHBD approval. A letter of explanation addressed to the HHBD, detailing why this action is necessary, will be required by the manager. C) There is NO minimum playing time guaranteed for any player on any Hollister Heat Travel ball team. D) Hollister Heat 14u, 16u and 18u Travel Teams may allow for high school ball to finish, before selecting team. Section 6. Player Eligibility A) Division B/C Teams (1) Must adhere to all ASA B requirements. (2) Must attend 1 of the scheduled try-outs. (3) Must be in good standing with the league. B) Division A Teams (1) Must adhere to all ASA A requirements. (2) Should attend 1 of the scheduled try-outs. (3) Must be in good standing with the league. Exceptions: Division A teams do not have to select from their own age group prior to selecting younger players, nor do all participants need to be selected to the team. The idea of a Division A team is to form the most competitive team possible. Players must still play up in the fall to prepare for the coming year. Division B/C try-out requirements may be waived if all eligible attendees of the original advertised tryouts have been selected by that team. Revised Fall 2011 Approved 8/2011 Page 4

Section 7. Team Uniforms A) The Travel Ball Coordinator will design a basic travel ball team uniform, and then he/she will present it to the HHBD for approval. (1) Uniforms shall consist of two (2) jerseys, black pants (not included in travel fee), 2 pairs of socks and visor (if requested by the Team Manager). (2) Uniform numbers will be assigned by the Travel Ball Coordinator on a seniority basis by consecutive HHTB years played. B) The Travel Ball Coordinator will order uniforms. Uniforms will be ordered early in the season to ensure that all teams receive matching uniforms. Uniforms will be sold to the Travel Ball teams at cost. (1) Additional Hollister Heat Travel Ball Team Logo Gear will be available for ordering through the Travel Ball Team Coordinator. Additional Hollister Heat logo gear should not be printed or ordered without prior approval from the Travel Ball Coordinator and, if necessary, HHBD approval. C) All Travel Teams are expected to match and coordinate with travel team colors. Players are expected to use only the uniforms that are furnished. Section 8. Team Equipment A) Hollister Heat will provide equipment to each travel team that will be signed out by the Manager. It will be the responsibility of the Manager to ensure all equipment is returned to Heat Equipment Manager at the end of the travel season. B) All players are required to wear the appropriate safety equipment at all times. C) HHTB teams will be required to replace any lost or damaged equipment above and beyond normal wear and tear. D) All equipment bought by the team Manager with HHTB team funds becomes the property of Hollister Heat Travel Ball program. E) No team refunds will be issued until all HHTB issued equipment has been returned in proper working condition (above and beyond normal wear and tear). Section 9. Tournaments A) Managers will decide on which tournaments to attend. (1) HHBD shall have final authority to revoke a tournament. B) It is encouraged that all HHTB teams attend 2 tournaments at the same time, if teams are playing under the same classification. (A/B 10U, 12U, 14U, 16U & 18U) Revised Fall 2011 Approved 8/2011 Page 5

Section 10. Financial Responsibility. A) The HHBD has the final approval of fee to be charged and tournaments proposed. B) There will be one Travel Ball account that will be held by the Travel Ball Coordinator. Managers will be responsible for keeping a second register to avoid discrepancies. (1) The Travel Ball team account s statement will be sent directly to the Hollister Heat P.O. Box 315, and will be provide to the Travel Ball Coordinator by the League Treasurer as it arrives. (2) HHBD requires that 2 signatures be on all checks written from the accounts. (3) The Hollister Heat Treasurer must have signature authority on the account along with the Travel Ball Coordinator, HHBD President or Administrator. C) End of season closure: All teams will be expected to end with a zero balance account. (1) Any end of the season player reimbursements shall not exceed $50.00, and may be as little as $0. (2) Any HHTB team funds used for an end of the season party shall not include the purchase of alcohol. D) Team financial statements must be provided to all team parents on a regular basis. Monthly statements are recommended. The Travel Ball Coordinator will send out statements to all travel team parents via email provided at registration, or as requested. E) HHTB team accounts will be reviewed by the financial committee on a monthly basis. Section 11. Scholarships A) Travel Ball Team scholarships will be reviewed by the HHBD on a case by case basis. (1) A letter to request a scholarship must be submitted to the HHBD within one week of being selected for a HHTB team. (2) All scholarships will be limited to the initial travel team start up fees or a lesser portion of the fees for that season. a) Submission of a letter of request does not guarantee a scholarship will be awarded. B) All scholarships monies will be pulled from the HHTB account reserves if available. C) No refunds or reimbursements will be issued to scholarship recipients. Revised Fall 2011 Approved 8/2011 Page 6

Section 12. Fundraising/Sponsorship A) Fundraising/sponsor requests are meant for the sole purpose of enabling our HHTB teams an opportunity to purchase additional uniform equipment and accessories during the HHTB season, as well as financial preparation for National competition. (1) Any additional player equipment (helmets, bags, cleats, mask, clothing, etc.) may be acquired by sponsors and fundraising. (2) All additional items may be ordered through the Travel Ball Coordinator, and must have approval prior to placing the order. B) Sponsorships: Teams seeking sponsorships must use the HHBD approved sponsorship letter prior to seeking funds. (1) Teams seeking donations from our league sponsors will need to get HHBD approval prior to contacting the potential sponsor. All HHTB team representatives shall communicate who they are planning on approaching to seek donations. HHBD must approve all literature distributed by teams. C) National Competition: The HHBD allocates a monetary donation annually to its travel teams participating in National competition. This amount is to be divided amongst all teams competing in national play; however the amount given to any one team may not exceed $500.00. (1) Any National fees distributed will be limited to the fees per player, allocated by the team manager. (2) In the event the team no longer attends Nationals all fundraising monies shall go back to the HHTB account. D) Refunds/reimbursements of any none used fundraising and sponsorship monies are not to exceed $50.00. (1) End of the season party reimbursements shall not exceed $300.00. Revised Fall 2011 Approved 8/2011 Page 7