SBR Youth Softball League By-Laws

Sec. 1: The name of this association shall be the “Somersworth, Berwick, Rollinsford Amateur Softball Association”. (Hereinafter referred to as “SBR”)

Sec. 2: The principal operations of the SBR shall be in the towns of Somersworth, Berwick, and Rollinsford, but may extend into such areas as provided for by the State, Regional and National Headquarters rules and regulations of Babe Ruth League, INC.

Sec. 3: We are an organization formed for the purpose of overseeing an activity for girls youth softball, affiliated with the Amateur Softball Association, in the Somersworth, Berwick, Rollinsford school district area, to provide a training area for girl softball players, to promote good sportsmanship and the value of team-work and to provide the necessary financial support to carry on the needs of the organization. We are a non-profit organization.

Sec. 1: Active membership in this organization will be open to the following:

• Parents of team members
• Coaches of the league
• Interested residents of Somersworth, Berwick, Rollinsford school district area
• Board of Directors
• League officials
• Players

The voting membership shall consist of the Board of Directors, League Officials and Head Coaches only.

Sec. 1: The Board of Directors will be responsible for the following duties:

• Conduct all functions of the Organization
• Call meetings of the board.
• Approve proposals and budgets
• Enforce all policies adopted by the organization
• Appointment, evaluation or removal of any officers, committee members, or administrative appointees.
• Present to the voting membership any new laws or suggestions for the good of the Organization.
• Preform duties as a grievance committee with the power to act.

Sec. 2: The officers and Board of Directors shall consist of the following officers and other members as determined by the active membership at the League’s Annual Meeting and elections:

President: The President shall:

• Preside over all board meeting.
• Assure the league adheres to all rules, regulations and policies of Babe Ruth League, Inc.
• Approve all required paperwork submitted to Babe Ruth Headquarters
• Approve all non-profit applications for the state of NH and maintain the leagues good standing as a non-profit organization.
• Authorized to sign checks on behalf of SBR up to $100. Amounts of more than $100 require board approval.
• Appoint all committees and supervise the activities of these committees.
• Rule on all game protests and grievances in accordance with the Babe Ruth Rules, as amended by SBR local rules.
• Maintain the current by-laws.
• Keep copies of the meeting minutes for up to 3 years.
• Review all By-Laws with newly elected board members each year at the October meeting.
• Sign all roster and ID card applications
• Perform such other duties as may be prescribed by these By-Laws or by direction of the Board of Directors.

Vice President: The Vice President shall:

• Conduct the President’s duties in his/her absence
• In the event the President shall resign or be removed, the Vice President shall have all the powers and functions of the president until a new president shall be elected by the board of directors.
• Oversee all regular season and makeup game scheduling.
• Perform such other duties as may be prescribed by these By-Laws or by direction of the Board of Directors.

Secretary: The Secretary shall

• Keep minutes of all meetings
• Conduct all organizational correspondence
• Preserve all records and communications
• Notify the general membership of all regular and special meetings.

Treasurer: The treasurer shall

• Receive, hold and pay out all monies as specified in the by-laws
• Shall act as custodian of all financial records of the Organization
• Oversee and administer all accounts payable and receivable in a timely manner as directed by the board.
• Authorized to sign checks on behalf of SBR up to $100. Amounts of more than $100 require board approval.
• Pay recurring Association bills.
• Complete all non-profit applications for the state of New Hampshire and maintain the leagues good standing as a non-profit organization
• Obtain proper accident and liability insurance coverage for the protection of the league players and volunteers
• Complete insurance application
• Maintain records of injuries and incidents
• File claims with insurance companies.
• Shall offer an informal report of the financial condition of the Organization at each regular meeting
• Shall present a formal report of the financial condition of the Organization at the Annual meeting.

Equipment Manager: The Equipment Manager shall

• Responsible for the purchase and upkeep of all league equipment.
• Assign equipment at the beginning of the season to each coach
• Coordinate the return of that equipment at the end of the year.
• Inventory and replace equipment as needed during the year.
• Schedule the delivery and maintenance of the bathrooms.

Concessions Manager: The Concessions Manager shall

• Supervise the operation of the concession stand
• Coordinate ordering all food and related items for the stand.
• Train all team parents in the operation of the concession stand.
• Schedule teams to work in the concession stand
• Together with the treasure maintain the financial records of the concession stand

Field Maintenance Manager: The Field Maintenance Manager will be responsible for the maintenance, repair and improvements of the fields, buildings, dugouts and stands. They will also maintain the equipment necessary to accomplish this task throughout the year. They will schedule and organize both field cleanup days before the year starts and at the end of the year.

Directors/Representatives: (6U, 8U, 10U, 12U, 16U): Division Directors shall

• Conduct annual signup registration.
• Acts as an intermediary between the players, parents, coaches, and board of directors.
• Responsible for the creation and maintenance of optional rules for each division and member of the rules
• Presides over the draft/assignment to spring teams
• Coordinates the manager and coach selection for both spring team and summer tournament team for their division.
• Checks players eligibility

Umpires-in-Chief: The Chief Umpire shall

• Assign umpires to all league games for 10U division and higher.
• Be responsible for proper dress and conduct of the umpire
• Inform umpire of all local rules for each division

Web/Media Director: The Web/Media Director shall

• Maintain the upkeep of the league website as well as the social media sites.
• Update the calendar with practice and game schedule.
• Primary contact for the leagues online provider
• Maintain email database

Board Member: Board members shall

• Attend all regular and special board meetings.
• Fulfill any additional duties designated by the relevant organization or official of the Board.

Sec. 3: The board shall consist of no more than 20 members. All officers shall be considered members of the board.

Sec: 1: The organizational year will be from September 1 to August 31.

Sec. 2: This Organization will conduct meetings once a month excluding holidays, as needed. Meetings shall be held on the second Tuesday of every month.

Sec. 4: All scheduled meetings will be open to the public.

Sec. 5: Upon majority vote of the board of directors in attendance, the board can choose to go into a closed session. Closed sessions can be called when a good cause is shown. These causes can include but are not limited to the following

• Appointment, evaluation or removal of any officer.
• Disciplinary action against any team, player, coach or umpire.
• Consideration of any grievances.

Sec. 5: The President shall preside as the Chairman of the Board.

• The president will moderate all Board meetings.
• The president will bring a copy of the By-Laws to all meetings.
• The president will bring a copy of the local rules to all meetings.

Sec. 6: Written or electronic minutes shall be maintained by the Secretary or a substitute secretary at all board meetings.

This Constitution may be amended at any regular or special meeting by a majority vote of the board of directors, provided that the amendment had been proposed at the last regular meeting and that the proposed amendment voting date is announced. If enough members to not attend the meeting to get to a majority the vote can be tabled until the next meeting with a majority vote of the board members in attendance.

Each parent of each child on the softball teams will be expected to conform to the rules signed on the permission slips.

Sec. 1: Selection of managers

• Interested candidates will contact division director.
• Managers will be required to submit an application to the board.
• Candidates will be reviewed and evaluated based on, but not limited to, feedback received by the board, established league coaching criteria, and recommendation of the division director.
• Managers will be nominated each year.
• Managers will have to go through background checks
• Managers are encouraged to obtain Babe Ruth Coaching Certification.
• Summer team Managers must obtain Babe Ruth Coaching Certification.

Sec. 2: Selection of Coaches

• Managers will nominate up to two coaches.
• Coaches will be required to submit an application to the board.
• Candidates will be reviewed and evaluated based on, but not limited to, feedback received by the board, established league coaching criteria, and recommendation of the division director.
• Coaches will be nominated each year.

Sec. 3: Duties of the managers and coaches will include but not limited to the following:

• Have overall control of their team players during practices and games.
• Obtain a permission slip from their parent or guardian which allows them to participate in this activity before they are allowed to participate.
• The coaches will be responsible to obtain and have available medical release forms.
• Coaches and assistant coaches will read and abide by the League’s Coaches Code of Ethics found in the League’s policies.
• Appoint team parent. Team parent to work with Concession stand manager to train and schedule parents for appointed days for each team.

The Board of Directors shall appoint all committees unless otherwise ordered by the voting membership.

Sec. 1: Rules Committee:

• Rules Committee voting members shall consist of the President, Umpire-in-Chief, all Directors, and any assigned Board Members.
• Chair of the rules committee is Umpire-in-Chief, followed by the President, then eldest Director based on years on the Board.
• Non-Voting members include remaining board members and all coaches.
• All voting/non-voting members shall be invited to all meetings.
• Committee responsible for approving the rules for each division before the beginning of the season.
• Two mandatory meetings scheduled every year, one in March to discuss rule changes for the coming year, one in July to discuss any issues with the rules and any proposed changes to the rules for the next year.
• Other meetings can be called by any voting member of the board to discuss changes to the rules during the season. Meetings during the season can be held at a specific location or voting can be done through e-mail.
• On any votes, once a majority has been reached the rule will be updated.

Sec. 2: Fund Raising Committee:

• Fund Raising Committee voting members shall consist of the President, Vice President, Treasurer, Concession Stand Manager and any assigned Board Members.
• Chair of the committee shall be the Vice President, followed by the President, then Concession Stand Manager.
• Non-voting members shall include the rest of the board members.
• Committee responsible for all fund raising done for the league to include but not limited to team sponsorship, signs, concession stand sales, raffles, tournaments, and donations.

All Head Coaches will be appointed by the Board of Directors. Should the need arise to appoint a new coach; the position will be filled as soon as possible by the Board of Directors.

The officers for this organization shall be elected at the Annual Meeting of this Organization and will remain in office until the next Annual Meeting. If an officer resigns or vacates their office for any reason, the position will be filled by appointment of the Board of Directors subject to the approval of the voting membership at the next regular meeting.

All members of the organization are eligible to become an officer. It is strongly recommended that no member shall hold more than one office. It is strongly recommended that no member coach and be an officer.

Sec. 1: All funds received by the organization must be turned over to the Treasurer as soon as is reasonably possible.

Sec. 2: The President, Treasurer, Facilities Manager, and Concessions Manager of this Organization will be allowed to disburse or permit to be disbursed funds, without prior approval, not in excess of $100.00. Expenditures between $100.00 and $500.00 must be approved by the Board of Directors. Expenditures in excess of $500.00 must be approved by a majority of the voting membership.

Sec. 3: The Treasurer is authorized to establish and maintain a checking account in the name of the Somersworth, Berwick, and Rollinsford Amateur Softball Association.

Sec. 4: All checks disbursed in an amount over $500.00 must be signed by two officials.

Sec. 5: Any equipment that is needed shall be purchased by the Equipment Manager.

Sec. 6: The organization’s checking account will be audited yearly by a committee appointed by the Board of Directors. This audit will be performed prior to the Annual Meeting and audit findings will be reported at the Annual Meeting.

All meetings of this organization shall be governed by Parliamentary law as set forth in Robert’s Rules of Order Revised.

ASA Guidelines, as amended by the Rules Committee, shall be followed in determining team membership. An entry fee for all players will be determined prior to sign-ups.

Sec. 1: Team Selection and Draft for Spring League up through U12 division.

• Each team will have a minimum of 9 players and a maximum of 15 players.
• Before the draft managers will be assigned a team by the Director of the division.
• Manager’s daughters will be assigned to the manager’s team and will count as the first pick(s) for that team.
• The draft will be done each year using a blind draw system.
• Order of the draft will be determined by a number drawn from a hat.
• The director of the division will head up the draw. If he is also a coach his assistant will draw for him/her or the president will administer the blind draw.
• Each age group will be divided up and teams will pick one player at a time. The oldest girls will be picked first.
• Sisters shall be picked together and count as two picks unless parents request otherwise prior to the draft. If sisters are picked that team will skip the next round of the draft.
• All players will be assigned to a team.
• Coaches will be responsible to contact their players, set up practice time, and obtain all necessary forms from parents for the league.
• Coaches will assign one parent as the team parent. Team parents will be responsible to make sure the concession stand is covered during the days assigned to that team.
• Players joining the league after the draft will be assigned to the team with the least players first. If there is more than one team then the director of the division will make the decision on which team will get the additional player.

Sec. 2: Team Selection and Draft for Summer League up through age group U12

• Summer teams will be offered for 8U, 10U, and 12U divisions.
• Registration cost for summer ball will be determined by the division director.
• Girls who would like to play in the summer league will have to play at least half the spring season.
• All girls who play spring ball will be asked if they want to participate on a Summer League team.
• There will be one summer league team per division.
• The manager will be picked by the division director. If more than one person would like to manage the summer team, recommendations will be submitted to the board of directors and the manger will be determined by secret ballot. The manager will then pick one or more assistant coaches.
• Summer league tournament costs and uniform costs will not come out of the leagues spring monies. Coaches and parents are responsible for covering the cost of both either through summer registration fees or donations.
• All girls who wish to play summer ball must attend at least one tryout. Any exceptions shall be decided by the director of that division.
• Girls will be graded by current coaches or board members based on a ranking system. These rankings will be used to determine the members of the team.
• Summer team will be made up of 12-15 girls.
• Final decision will be left up to the manager of the team and based on skills, team work, attitude, ability to be taught, and need of the team. Manager’s decision is final.

Sec. 3: Team Selection and Draft for spring and summer league U16

• U16 will be the same as other age groups when SBR has enough players signed up to have a spring and summer team.
• If there are not enough players, the board will vote on a one year waiver to join with another town in order to have enough participation for both spring and summer leagues. The President of the league will work with and obtain permission from that town’s board of directors to join leagues for one year.
• If more than one team is created for the spring season at least one team will be part of the SBR league. At least one team will have the home field of Malley Farm and revenues from player registrations as well as sponsor’s monies will go to the SBR league. d. Summer teams will be under the purview of the other league and all decisions made by their Board of Directors. All monies for registrations and sponsors will go to that softball league.

Supplemental Rules will be in affect during the spring season for both 8U and 10U divisions. Creation, update, or removal of these rules will be the responsibility of the Rules Committee. Education and enforcement of the rules will be the responsibility of the directors of each division. Reporting of unsafe or unfair rules during the season is the responsibility of the managers of the teams.

Sec. 1: Rule creation, update or removal

• Rules will be formally reviewed by the committee before the start and at the end of each season.
• Rules can be updated, changed or added during the season, by the rules committee, to clarify field rules or to enhance the play on the field.
• Rule changes will be communicated to the managers and coaches of each division team by the director either in person or by email
• Rules will be enforced by the division director during the season

Sec. 2: Rule appeal reason

• Reason 1: Rule or absence of rule leads to an unsafe environment for players, coaches or observers
• Reason 2: Rule or absence of rule leads to an unfair advantage for one or more teams in the division

Sec. 3: Rule appeal process

• If a manager feels that a rule (or absence of a rule) provides an unsafe environment for the girls or an unfair advantage for one or more teams that rule should be brought to the division Director for review.
• The manager needs to provide in writing (or by email) how one of the listed reasons requires a rule to be added, removed or updated.
• Only the manager can bring up a rule for review during the season. Parents and assistant coaches are to bring their concerns to the managers.
• The director has 5 business days to bring the rule before the rule committee members with the managers concerns listed. It is the responsibility of the director to make sure all the members are contacted and given time to review the rule.
• Committee members will then have 48 hours to discuss and vote on the rule.
• Once a majority ruling has been made, the decision will be communicated to the manager. If a rule change has been made all managers will be informed of the decision.
• If the manager does not agree with the ruling and still feels the rule is unsafe or unfair then he can bring his concerns to the president of the league who will then bring the issue before the whole board.
• The board will discuss the merits of the rule and will vote to keep, remove or update the rule. The decision to keep or remove the rule will be final for the remainder of that softball year.
• Updates will be done by the director, taking into account the managers concerns, and presented to the board for a second and final vote. Vote will be to keep the updated rule or remove the rule from the books for the remainder of the softball year.
• All board decisions are final and cannot be appealed. Managers are encouraged to voice their concern and the concern of their players parents to the board during this process