POLICIES

BROOKLIN LADIES FUN BASEBALL LEAGUE POLICIES AND PROCEDURES

MANDATE

It is the purpose of this league to provide a fun and inclusive environment for women over the age of 19 to play softball in a recreational format.

PRESIDENT
Ongoing
  • Provide welcoming atmosphere for all players.
  • Ensure consistent communication with Vice President; consult and delegate duties as required.
  • Communicate league news/business to team reps.
  • Respond to any inquiries that arise via the league email, Facebook page or other avenues.
Pre-Season
  • Set up and chair pre-season executive meetings; generate and distribute agendas for these at least two (2) days prior to meetings. (first meeting usually takes place early to mid-February, second meeting early to mid-April).
  • Make contact with necessary service providers to engage for upcoming season (see "President Task Checklist" in files included on memory stick).
  • Plan and attend registration night. Collect late registration forms for new players until agreed upon date. Receive late registration forms from team reps for returning players on agreed upon date. Establish waiting list if necessary and place players accordingly.
  • Place players on teams in consultation with Vice President and Team Reps.
  • Choose appropriate schedule for the number of teams in the current season and distribute to team reps and umpire association (see "Schedule Templates" in files included on memory stick).
  • Plan and attend Welcome Night; introduce teams to league executive; generate excitement for upcoming season.
  • Ensure equipment is adequate and in good working order.
  • Make equipment and/or supply purchases as required; to be shared with Vice-President and Treasurer.
During Season
  • Organize distribution of team shirts.
  • Promote and model good sportsmanship.
  • Ensure team reps know how to set up/take down field equipment and direct them to review with team members; oversee completion of these tasks when necessary. First and Third bases are to be 60 feet from home plate with the outside of the base on the inside of the foul line, and Second base is 60 feet from both First and Third.
  • Assess field on inclement weather days (or delegate to an appropriate alternate) to determine if game(s) need to be cancelled; advise umpires as per contract.
  • Assist team reps in mediating any conflicts that arise between players as required.
  • Ensure equipment boxes are being maintained to ensure the longevity of equipment.
  • Communicate any game cancellations and/or rescheduling to the appropriate parties in a timely manner (see "Section VII - Regular Season Procedures, iii. Rain Games" for details).
  • Run either "Tournament Planning" or "Banquet Planning" committee and attend these committee meetings to contribute to the success of these events (see "Section XI - Tournament" or "Section XII - Banquet" for details).
  • Attend tournament and banquet and fulfill responsibilities outlined by planning committee.
  • Ensure each team has an up to date scorebook.
  • Ensure stats are recorded regularly throughout the season.
Post-Season
  • Do an equipment inventory with Vice President and assess needs for next season.
  • Set and chair end of season meeting.
  • Inform necessary parties of any changes to the executive following elections.
VICE PRESIDENT
Ongoing
  • Provide welcoming atmosphere for all players.
  • Ensure consistent communication with President; consult and share duties as required.
  • Communicate league news/business to team reps as required.
  • Stand in for President in her absence as required.
Pre-Season
  • Assist with planning and attend pre-season executive meetings (first meeting usually takes place early to mid-February, second meeting early to mid-April).
  • Make contact with necessary service providers to engage for upcoming season (see "President Task Checklist" in files included on memory stick).
  • Assist with planning and attend registration night. Assist in collection of registration forms as necessary.
  • Place players on teams in consultation with President and Team Reps.
  • Assist with planning and attend Welcome Night; introduce teams to league executive; generate excitement for upcoming season.
  • Ensure equipment is adequate and in good working order.
  • Make equipment and/or supply purchases as required; to be shared with President and Treasurer.
  • Develop and maintain substitute player list.
During Season
  • Assist with organizing distribution of team shirts as necessary.
  • Promote and model good sportsmanship.
  • Ensure team reps know how to set up/take down field equipment and direct them to review with team members; oversee completion of these tasks when necessary. First and Third bases are to be 60 feet from home plate with the outside of the base on the inside of the foul line, and Second base is 60 feet from both First and Third.
  • Assist team reps in mediating any conflicts that arise between players as required.
  • Ensure equipment boxes are being maintained to ensure the longevity of equipment.
  • Communicate any game cancellations and/or rescheduling to the appropriate parties in a timely manner as required (see "Section VII - Regular Season Procedures, iii. Rain Games" for details).
  • Run either "Tournament Planning" or "Banquet Planning" committee and attend these committee meetings to contribute to the success of these events (see "Section XI - Tournament" or "Section XII - Banquet" for details).
  • Attend tournament and banquet and fulfill responsibilities outlined by planning committee.
  • Ensure each team has an up to date scorebook.
  • Ensure stats are recorded regularly throughout the season.
  • Receive requests for substitute players from team reps and contact interested players in this regard as necessary.
Post-Season
  • Do an equipment inventory with President and assess needs for next season.
  • Assist in planning and attend end of season meeting.
TREASURE
Ongoing
  • Maintain up to date documentation on all transactions as they occur or soon thereafter. Templates for documentation will be provided on a USB key. Reports and supporting documentation will be kept on file for 7 years.
  • Ensure consistent communication with President and/or Vice President as necessary.
  • Provide input as to the feasibility of expenditures as they arise.
  • Provide cheques for expenses as required.
Pre-Season
  • Attend pre-season planning meetings and provide treasurer's report to ensure accountability with executive team and team reps.
  • Provide cheques as required to cover field permit fees, insurance fees, and umpire association fees.
  • Make equipment and/or supply purchases as required; to be shared with President and Vice-President.
  • Attend registration night and assist in collection of registration fees.
  • Make deposits of sponsorship and registration fees and provide receipts as required.
During Season
  • Promote and model good sportsmanship.
  • Ensure umpire fees are paid in a timely manner as per Umpire Association contract.
  • Sit on both the Tournament Planning Committee and Banquet Planning Committee to provide input on the budget for each; no further commitments are required for either committee unless the individual holding the Treasurer position so desires.
  • Ensure a float is available for the tournament if refreshment sales are to take place.
  • Reimburse individuals for expenses as required.
Post-Season
  • Ensure any outstanding payments are made and any outstanding debts are collected.
  • Deposit any cash on hand into league account.
  • Generate season end report to reconcile the books.
  • Attend end of season meeting and share final Treasurer report.
SECRETARY
Ongoing
  • Ensure meeting minutes are forwarded to President or Vice-President for approval prior to being distributed to executive committee within a week of meetings.
Pre-Season
  • Attend pre-season meetings and take notes to develop minutes.
  • Attend registration and Welcome Night and execute any duties as delegated.
During Season
  • Promote and model good sportsmanship.
  • Sit on both the Tournament Planning Committee and Banquet Planning Committee to take meeting minutes for each; no further commitments are required for either committee unless the individual holding the Secretary position so desires.
Post-Season
  • Attend end of season meeting and take notes to develop minutes.
TEAM REP
Ongoing
  • Provide welcoming atmosphere for team members.
  • Communicate league news/business to your team.
Pre-Season
  • Attend pre-season executive meetings and contribute to the planning of the upcoming season. (Usually one meeting in fall, one in winter, one in spring)
  • Attend registration night and provide assistance where necessary.
  • Collect registration forms and fees for returning players who are unable to attend registration night; submit to President or Vice-President on registration night or on agreed upon deadline for late registrations.
  • Attend welcome night and introduce new team members to team, executive, etc.
  • Provide assistance with ordering team jerseys and distributing on welcome night.
During Season
  • Distribute schedule and rules to all team members.
  • Promote and model good sportsmanship.
  • Provide mentoring whenever possible, and as necessary, for the purpose of skills development and instilling confidence in all players; encourage mentoring relationships whenever possible between players of different skill levels for the same purpose, as well as to promote team building.
  • Attend executive meetings and provide input on agenda items based on interest of team members.
  • Assess team attendance for each game and contact Vice-President if subs are required, preferably by noon the day prior to game day.
  • On game day, organize team lineup.
  • Teach team how to set up/take down field equipment; oversee completion of these tasks when necessary. First and Third bases are to be 60 feet from home plate with the outside of the base on the inside of the foul line, and Second base is 60 feet from both First and Third.
  • Turn on field lights when necessary. Key for lights is located in storage box (request combination from President or Vice-President if you do not already know it).
  • Mediate any conflicts that arise between players or between players and umpire; enlist the assistance of President and/or Vice-President as necessary. Follow discipline procedures as necessary (see Section XIV - Discipline for details).
  • Ensure own dugout is cleared after games, including return of equipment to storage boxes and the clearing out of any garbage. Lock storage boxes, ensuring combination faces out correctly to ensure ease of opening.
  • Communicate with team regarding cancellations due to weather; inform team of rescheduled games.
  • Join either "Tournament Planning" or "Banquet Planning" committee and attend these committee meetings to contribute to the success of these events.
  • Attend tournament and banquet and fulfill responsibilities outlined by planning committee.
  • Be responsible for keeping the team scorebook up to date by clearly tracking runs and homeruns. This is very important for regular season stats, particularly in the event of a tie breaker being necessary. *a spare book will be kept in the box at the diamond in case the team book is forgotten; make sure to note the date and team name clearly and make note in your own book that spare was used.
  • During regular season games, the rep of the winning team emails the score to the league email (brooklinladiessoftball@gmail.com) no later than Friday noon. Failure to do so will result in the game being designated a tie. Also accurately record and track homeruns for all players (subs included) and send those numbers with score for tacking purposes.
REGISTERED PLAYER
Ongoing
  • Demonstrate good sportsmanship and respect for all players; have fun!
  • Try your best and share skills and knowledge for self-improvement as well as the improvement of others.
Pre-Season
  • Ensure registration form and fee are submitted in a timely manner.
During Season
  • Ensure you are aware of game schedule and notify team rep(s) of any dates you are unable to attend (preferably by noon the day prior to a game if possible).
  • Arrive for scheduled games at least 15-30 minutes prior to start time.
  • Assist team reps with field set up. First and Third bases are to be 60 feet from home plate with the outside of the base on the inside of the foul line, and Second base is 60 feet from both First and Third.
  • Inform team reps of preferred positons and any positions that you would like to avoid. Be open to playing a variety of positions to allow fair play for all team mates. Respect the lineup created by team reps, and address any questions or concerns in a respectful manner.
  • Direct any concerns regarding umpire calls to team reps in a timely manner to allow them to address.
  • Assist with take down of equipment as required. Please treat equipment with respect to ensure longevity. Ensure dugout is left tidy and free of garbage.
Post-Season
  • Provide any feedback to team reps to be reported on at end of season meeting.
  • Attend Tournament and Banquet if possible.
  • Enjoy the off season!
Length of Terms for Executive Positions

The length of term for each executive position (President, Vice President, Treasurer, Secretary, Team Rep) shall be two (2) baseball seasons. A position may be held for consecutive terms should an individual decide to run again at the end of their term and win or be acclaimed, reverting back to the beginning of the two (2) year term. In the event that an individual cannot complete their full term in an executive position, a substitute may be appointed and will assume the length of the term for the individual they are replacing. All individuals sitting on the executive committee must be registered players.

Frequency of Elections

Elections for President, Treasurer, and Team Reps shall be held during odd numbered years, and elections for Vice-President and Secretary shall be held during even numbered years.

Election Procedures

Elections will take place during the tournament day and shall be delegated to a member of the tournament planning committee to organize. The person organizing will be responsible to distribute ballots to team reps prior to the tournament; team reps will ensure their players all have an opportunity to vote and hand the completed ballots back to the election organizer who will then tally the results. Candidates should submit their intentions to run two weeks prior to the elections at the latest to allow all members to be advised. Players who are unable to attend the tournament may cast their ballots and pass to team reps prior to the tournament to have their input count. Ballots will be tallied by the designated person and announced at the banquet.

Frequency of Meetings

There are typically three (3) meetings held by the executive committee per season: two (2) for pre-season planning (usually mid-February and mid-April), and one (1) for post-season review (usually early October).

Meeting Guidelines
  • An agenda will be generated by President and/or Vice-President and followed with basic time guidelines.
  • A 5 minute grace period will be allowed for latecomers, then meeting will start without them.
  • One person talks at a time to ensure all are able to hear the point being made; avoid side conversations and respect the person speaking.
  • Ideally if executive committee members wish to have items added to the agenda, they would have done so when the agenda was sent out prior to the meeting, however there are times when new business may arise after the agenda is set; new business will only be entertained if time allows.
  • Notes will be taken by the secretary (or designate if the secretary is not available or the position has not been filled) and distributed within a week following the meeting.
  • As much as possible, the next meeting will be scheduled at the end of the current meeting.
Rules for Voting
  • Each team rep gets one vote. In the event that a team has only one rep, that rep's vote will count as two.
  • Executive positions (President, Vice-President, Treasurer and Secretary) do not get votes unless there is a tie, in which case the President or designate will be the tie breaker.
  • Quorum exists when one rep per team casts a vote; votes can only be held when quorum is met.
  • If a vote is known in advance (and every effort will be made to do so), team reps may give their proxy to the President or Vice-President if they are unable to attend.
  • If an unscheduled vote arises during a meeting and quorum is not met, voting will be tabled until the next meeting or an online vote will be conducted following the meeting.
  • In the event that a team has no reps, that team's players will be polled on the issue and the majority decision will be that team's vote (this will count as one vote if the decision lands between 50-75% of team opinion and two votes if decision lands over 75% of team opinion).
League Sponsor

There will be one (1) sponsor for the entire league. Below is the sponsorship letter that is presented to the league sponsor at the beginning of the season and outlines what league sponsorship entails:

SPONSORSHIP LETTER


Thank you for your consideration of the League Sponsorship package of the Brooklin Ladies Fun League!
Our League is a non-profit, recreational softball league that plays in Brooklin at Cachet Park on Tuesday and Thursday evenings from May to September. Our membership includes 8 teams with over 100 members, giving opportunity to the Ladies of Durham Region to come out and have fun playing ball!

The following outlines what is included in your sponsorship, which totals $1500.00 (cheque made payable to Brooklin Ladies Fun League, let this letter serve as your receipt); payment due in two installments ($750 due on or about April 1, $750 due on or about July 1).

    • Business Name/Logo on the Arm of the shirts
    • Banner with Business Name/Logo to be posted at each game played
    • Business Name/Logo on Home page of the Brooklin Ladies Fun League website
    • Business Name/Logo on the 'Sponsors Page' of the BLFL website with Business information paragraph
    • Business Name/Logo on Facebook page of the Brooklin Ladies Fun League
    • Option for presentation table at year end Tournament in September
    • Teams will be strongly encouraged to meet post games at Shoeless Joe's for beverages and food!!

We hope that this presents an enticing opportunity for your business to be part of our community and grow through our membership. If you have any questions, please don't hesitate to contact us at brooklinladiessoftball@gmail.com. Looking forward to a great year!

Sincerely,
Name of Current President
President, Brooklin Ladies Fun League

At the time of the initial writing of this document (April 2015), our league sponsor is Shoeless Joe's Brooklin. As our league sponsor, they have offered us a rewards program to show appreciation for our patronage. Teams are encouraged to gather at Shoeless Joe's after games or for any special events they may schedule as a team (advance notice is appreciated for special team events whenever possible). At the beginning of each season, every team will receive a rewards card for every member; whenever a player makes a food purchase at Shoeless Joe's at any time (this can be when at the restaurant with family/friends not associated with the league as well), they are to present their rewards card and a portion of the amount spent will be banked for the team to use at a later date (ie. end of season celebration). It should be noted that these banked funds are to be used on an individual team basis, not at large league gatherings such as Welcome Night or the banquet. Funds may be carried over to the next season and team reps are responsible to check with the Shoeless Joe's manager or franchise owner to confirm the team balance and make reservations to make use of their funds.

Team Sponsors

There will be one (1 ) sponsor per team. Below is the sponsorship letter that is presented to team sponsors at the beginning of the season and outlines what league sponsorship entails:

SPONSORSHIP LETTER


Thank you for your consideration of the Team Sponsorship package of the Brooklin Ladies Fun League!
Our League is a non-profit, recreational softball league that plays in Brooklin at Cachet Park on Tuesday and Thursday evenings from May to September. Our membership includes 8 teams with over 100 members, giving opportunity to the Ladies of Durham Region to come out and have fun playing ball!

The following outlines what is included in your sponsorship, which totals $500.00 (cheque made payable to Brooklin Ladies Fun League, let this letter serve as your receipt); payment due on or about April 1.

    • Business Name/Logo on the back of the shirts
    • Banner with Business Name/Logo to be posted at each game team plays
    • Business Name/Logo on Home page of the Brooklin Ladies Fun League website
    • Business Name/Logo on the 'Sponsors Page' of the BLFL website with Business information paragraph
    • Business Name/Logo on Facebook page of the Brooklin Ladies Fun League
    • Option for presentation table at year end Tournament in September

We hope that this presents an enticing opportunity for your business to be part of our community and grow through our membership. We will contact you at a later date to obtain your logo or artwork to be included in the aforementioned benefits. If you have any questions, please don't hesitate to contact us at brooklinladiessoftball@gmail.com. Looking forward to a great year!

Sincerely,
Name of current President
President, Brooklin Ladies Fun League

Sponsor Recruiting

The President and/or Vice-President will be primarily responsible for recruiting sponsors, however any player within the league is welcome to suggest ideas or canvass for new sponsors if they are needed. In early February the President and/or Vice-President will contact the previous year's sponsors to gauge interest in returning by providing a copy of the sponsorship letter (adjusted to reflect the current year); if all are returning then no further contact will be necessary until sponsorship fees are due. If sponsors are required, local business should be canvassed first as well as previous sponsors, and a call should be put out to the league as well for input until sponsors are secured.

Registration Timelines and Process

Registration takes place mid-March (exact date to be determined each new season at the time of the first planning meeting). The date will be posted on the website and Facebook page as soon as it is determined and team reps will communicate it to their players as soon as possible.
While preference will be given to returning players, they have a responsibility to register in a timely manner if they wish to return for the current season. If they are unable to make it to registration night they are encouraged to submit their registration form and fee to their team rep prior to that date so it can be submitted on their behalf. There will be a grace period to accept late registrations until March 31 (this will remain the same each season). Returning players are to submit late registration forms to their team reps who will then forward those to the President on or about the late registration deadline. New registrations will be accepted by the President during this period as well.
Registrants will be accepted and placed on teams after March 31 only if space is available, otherwise a waiting list will be created. After March 31 returning players will be treated as new registrants; additionally, players who have previously been league members, but who have been absent from the league for three full seasons or more will automatically lose returning player status. All new registrants will be numbered according the order they are submitted and will be placed accordingly (the only exceptions that may be made in this regard are if specific positions are required, ie. pitchers, in which case they may be placed ahead of other registrants). This process is to allow adequate time to organize teams and order any jerseys necessary so they will be available prior to the start of the season.

Venue

The venue will be determined by the current executive committee based on what makes sense for it's members. Typically it has taken place in the President's home, however that may not always be possible so using the league sponsor (ie. Shoeless Joe's) is also an acceptable option. It is important to ensure that the date chosen works for the venue chosen.

Fee Schedule

Registrations for new players will be charged a fee of $100.
Registrations for returning players received on or before the registration date will be charged a fee of $100.
Registrations for returning players received after the registration date, but by March 31 will be charged a fee of $110.
Registrations for returning players received after March 31 but before the season begins will be charged $120. Cheques from new registrants will be held until placement is confirmed.
An administration fee of $10 for returned cheques will be charged.

Click here to download a copy of the registration form.

Duration

The regular season runs 18 weeks beginning the first full week of May and typically ending the first week of September. Each team plays at least one game per week on a Tuesday or a Thursday, but may play up to two games per week depending on the number of teams to be accommodated (this will be noted in specific schedule templates). Games start at either 7:00 pm or 8:45 pm and last approximately 90 minutes. Players are encouraged to arrive 30 minutes prior to game time to allow adequate time to set up (note: all players should familiarize themselves with proper base set up - First and Third bases are to be 60 feet from home plate with the outside of the base on the inside of the foul line, and Second base is 60 feet from both First and Third.), warm up and meet with the umpire prior to the game.

Schedule

Schedule templates will be available for a varying number of teams and will be passed on to the President and Vice-President on a memory stick to choose from depending on numbers following registration. To ensure fairness, teams will be rotated in their scheduling position from year to year; for example, the team in the first scheduling spot one year will be moved to the second scheduling spot the year after and all other teams will shift forward accordingly with the team in the last scheduling spot moving up to the first spot. Schedules will be saved for 4 years before being deleted from the files for quick reference.
The schedule is to be completed within one week of the teams being finalized and distributed to team reps so they are able to share with their players. A copy of the schedule is to be posted on the website as soon as it is completed and is also to be sent to the current umpire association as well as any interested sponsors. A copy is also to be kept in the equipment box.

Rain Games

We DO play in the rain and every effort should be made to groom the field to a playable condition before cancelling a game. Tools for this purpose will be kept in one of the equipment boxes.
If it has been raining during the day prior to a game, the President or her designate will assess the condition of the field by 5:00 pm at the latest to determine if it is playable. A game will be called due to rain if there is standing water on the field that is not able to be raked and filled in with sand, or if there are slippery conditions in the outfield that would pose a risk to players, or if there is lightning present.
If it begins raining during a game, the game will be called at the discretion of the umpire calling that game. Team reps are encouraged to communicate any concerns noted regarding field safety to the umpire.
When a game is cancelled due to rain, the umpire association must be notified ASAP so they can contact the umpire scheduled to call the game, and the contact person at The Town of Whitby must also be notified so our permit for that time slot can be cancelled. It should be noted that just because an early game is cancelled it doesn't necessarily mean the late game needs to be cancelled as well; there will be times when is will be apparent that both games should be cancelled, however there will also be times when a second evaluation may be necessary.
There will be Rain Out dates built into the schedule to make rescheduling cancelled games easier. As soon as a game is cancelled due to rain or for any reason other than forfeit it should be moved to the first available Rain Out date and the team reps for that game should be notified of the new date; this should also be made note of on the schedule posted on the league website.

Rules

The Brooklin Ladies Fun Baseball League follows the standard Ontario Softball Rules (each team will have their own copy and a copy will also be kept in one of the equipment boxes for easy reference) and also has a list of rules specific to our league. The rules will be reviewed and accepted at the first pre-season planning meeting each year and then posted on the league website. Each team rep will receive a copy and a copy will also be kept in one of the equipment boxes for easy reference. Rules will not be amended during the course of regular season; if a rule is noted as needing review it will be discussed at the end of season meeting and changed (if agreed upon) for the following season.

Stats

Team stats/standings will be tracked by either the President or Vice-President and will be posted regularly on the league website. The team reps for the winning team will be responsible for notifying whoever is tracking the stats of the final score for their game by noon on the Friday of the week that game took place. Failure to do so will result in that game being listed as a tie.
Points will be awarded as follows: 2 points for a win, 1 point for a tie, 0 points for a loss.
At the end of the season all points will be tallied to determine 1st, 2nd, 3rd places, etc. and will be used for scheduling the tournament. In the event of a tie in points between teams, the following process will be followed:

  • Games head to head will be compared
  • Runs for will be compared between the two teams
  • Most wins in the league
  • Run differential in the league will be compared (+/-)
  • Coin Toss will take place in the event that none of the above works
Documentation

The following documentation should be maintained and updated regularly:

  • League Contact List: to be updated during pre-season planning meeting(s) and distributed to all members of the executive committee and a copy will be kept in the equipment box; will be passed on to President and Vice President on a memory stick; files should be kept for 4 years before being deleted.
  • Team Lists: to be updated annually following registration (preferably during the first week of April) and distributed to team reps once finalized; teams will be organized as fairly as possible based on the self-rating system on the registration forms; files should be kept for 4 years before being deleted.
  • Rules: to be updated annually and posted on league website; a copy will be sent to team reps, the umpire association, and a copy will be kept in the equipment box; will be passed on to President and Vice President on a memory stick; files should be kept for 4 years before being deleted.
  • Schedule: to be updated as soon as possible once teams are completed; a copy is to be sent to team reps, the umpire association, and a copy will be kept in the equipment box; will be passed on to President and Vice President on a memory stick; files should be kept for 4 years before being deleted.
  • Treasurer Documents: Banking Summary is to be kept up to date as deposits and purchases are made; Income Statement is to be completed at the close of the season and presented at the End of Season Meeting; Expense Reports are to be completed to detail purchases and receipts are to be attached; templates for these documents will be passed on to the treasurer on a memory stick and records should be kept for a period of 7 years.
  • Equipment Inventories: to be updated at the beginning and end of the season and presented at the End of Season Meeting; a copy will be kept in the equipment box and any equipment added or discarded throughout the season should be noted on this form; will be passed on to President and Vice President on a memory stick; files should be kept for 4 years before being deleted.
  • Field Renewal Form: to be completed and submitted to The Town of Whitby annually in January; will be passed on to President and Vice President on a memory stick; files should be kept for 4 years before being deleted.
  • Certificate of Insurance Town of Whitby: this form will be sent to the President by the contact at The Town of Whitby and is to be forwarded to the contact at SPO to complete before returning to the contact at The Town of Whitby along with the Insurance Certificate that is provided by SPO; these two forms are both necessary for the Field Permit to be issued.
  • Field Permit: will be issued by The Town of Whitby once insurance forms have been submitted; this is an invoice, but will change due to rain games so it is recommended that only half the fee is paid at the beginning of the season and the remaining fee is paid towards the end of the season; this will need to be updated and reviewed with each change; a copy should be kept in the equipment box will be passed on to President and Vice President on a memory stick; files should be kept for 4 years before being deleted.
  • Insurance Claim Forms: at least 3 copies will be kept in the equipment box and should be replaced as they are used; will be passed on to President and Vice President on a memory stick; files should be kept for 4 years before being deleted.
  • Score Books: each team will have their own score book and be responsible to ensure the score for each game is kept accurately and reported for tracking stats; homeruns for each players who gets one must also be tracked throughout the season and reported to the person tracking stats at the end of the season; reps are responsible for ensuring that umpires sign their score book at the end of each game.
Substitute Player List

At the beginning of the season a list will be complied of all players who wish to be on the substitute player list and a member of the executive committee will be designated to manage the implementation of this list. As soon as team reps become aware that they will be in need of substitute players, they are to notify the individual managing the list. That individual will send out an email to all players on the list with the details of who is needed and for when. Players will be placed in sub positions in the order in which they respond and the team rep(s) in need will then be notified who will be covering. If a substitute player hits a homerun while playing for another team, the team reps for that team should make note of it in their score book to be passed along with the stats at the end of the season. If the substitute players are no longer needed for any reason, the team reps who requested the substitutes may contact them directly if their contact information is available, but if not they must ask the sub list manager to do so as soon as possible.

Forfeiture

A game will be considered a forfeit if a team does not have at least 8 players to play at game time. If this situation occurs the "winning" team will be awarded their 2 points for the win and 7 runs.

The Brooklin Ladies Fun League uses the services of DRUM Umpires at the time of this draft of Policies and Procedures. Each year the performance of/level of satisfaction with the umpire association will be reviewed at the End of Season Meeting. If there are no changes in the umpire association, they are to be contacted in March to renew the contract for each season. A copy of the contract will be saved in the President and Vice President's files for a period of 4 years. All terms of service are outlined in this contract. Should any changes in the umpire association occur, this section of the Policies and Procedures is to be updated accordingly.

The Brooklin Ladies Fun League provides the necessary equipment to outfit the field for our baseball games (bases, catching equipment, balls and bats, and helmets), equipment for grooming the field when necessary (shovel, rake), and immediate first aid items (first aid kit, ice packs). Players are to supply their own personal equipment (gloves, appropriate footwear). The aim is to have enough equipment for two fields to have enough equipment available at tournament time. It is expected that all players will treat this equipment with care and respect to ensure it's longevity. As noted previously in Section VII: Regular Season Procedures, vi. Documentation, there will be an equipment inventory kept to monitor it's wear and to ensure accountability.

The tournament usually takes place on the second Saturday in September and is planned by committee. One rep from each team (or a designated player if necessary) is expected to participate in this committee. To ensure consistency and reduce the amount of work necessary the committee is asked to make use of the following checklist:

TOURNAMENT PLANNING CHECKLIST
  1. Start planning first week of August (to take place second weekend in September)
  2. Persons to be involved:
    • President OR Vice President
    • Treasurer for budgetary purposes and transfer of funds
    • Secretary for documentation purposes - because Treasurer and Secretary are needed by both committees their expectations will be limited to their executive roles unless they choose to take on additional tasks/responsibilities
    • One rep per team
  3. Plan for elections
    • elections for President and Treasurer to take place during odd numbered years
    • elections for Vice President and Secretary to take place during even numbered years
    • term for each position is two years
    • nominations should be in one week prior to tournament
    • ensure nominees are willing to accept nomination
    • have ballots ready for voting at tournament
    • results to be announced at banquet
  4. Ensure appropriate number of diamonds booked (should be done at beginning of season once number of teams confirmed) - one diamond for 4 teams or less, twodiamonds for 5 teams or more
  5. Ensure umpires booked - 2 per game if possible
    • ensure payment is prepared
  6. Ensure there is the appropriate amount of equipment for number of diamonds being used and makes arrangements to obtain more if necessary
    • bases
    • balls
    • catching equipment
    • batting helmets
    • score books
    • first aid equipment
  7. Choose a schedule template appropriate to the number of teams playing in tournament and inset teams where appropriate after league standings have been determined (templates available in President and Vice President files)
    • distribute to team reps ASAP
  8. Arrange for refreshments to be sold at tournament
    • what will be purchased and who will do so?
    • who will be responsible for running refreshment stand (players, student volunteers?)
    • arrange for table, tent (Lori Williams has lent tent in past), cash box, float
    • arrange coolers and ice
  9. Arrange for lunch to be purchased by players
    • send out pre-order forms
    • decide who will place and pick up food order
    • communicate to reps when food will arrive and where it can be picked up
  10. Assign who will be responsible for set up and take down/clean up
  11. Arrange for porta potties (contact information in President/Vice President files)
  12. Decide if 50/50 draw will be done

The banquet is usually held on the last weekend of September or the first weekend of October. The date should be confirmed in advance with the venue (if it's Shoeless Joe's, they will usually be able to confirm pre-season when registration and welcome night are confirmed). One rep from each team (or a designated player if necessary) is expected to participate in this committee. To ensure consistency and reduce the amount of work necessary the committee is asked to make use of the following checklist:

BANQUET PLANNING CHECKLIST
  1. Start planning middle of August(to take place two weeks following tournament)
  2. Persons to be involved:
    • President OR Vice President
    • Treasurer for budgetary purposes and transfer of funds
    • Secretary for documentation purposes - because Treasurer and Secretary are needed by both committees their expectations will be limited to their executive roles unless they choose to take on additional tasks/responsibilities
    • One rep per team
  3. Confirm venue and DJ
  4. Get numbers attending to confirm food and cost per person
  5. Do up ballots for MVP, MIP, and Spirit Award and distribute to team reps prior to tournament (ballots to be filled out and handed in on tournament day)
  6. Confirm Season Winner, Tournament Winner, and Homerun Winner
  7. Decide on prizes, amounts and who will be responsible for purchasing (see attached list for suggestions) - get as many donations as possible!
  8. Order plaques for sponsors
  9. Invite sponsors to banquet for plaque presentation.
  10. Decide who will MC, who will manage prizes at banquet, who will do set up
  11. Choose two committee members to welcome guests and hand out drink tickets.
  12. Will there be competitive games for some of the door prizes?
  13. Decide if 50/50 draw will be done
  14. Create an itinerary for evening
Sample Banquet Prize List
  • Season Winner: Shoeless Joe's gift card @ $100/team
  • Tournament Winner: Shoeless Joe's gift card @ $100/team
  • Home Run Winner: Sport Check gift card @ $50
  • Total: $250
  • MVP (1 per team = 8): Multi Restaurant gift card @ $25 ($200)
  • MIP (1 per team = 8): Multi Restaurant gift card @ $25 ($200)
  • Total: $400
Door Prizes to be purchased
  • 1 ball bag (National Sports) @ $50
  • 1 LCBO gift card @ $25
  • 5 Tim Horton's gift cards @ $10 ($50)
  • 2 Landmark movie passes from Costco @ $25 ($50)
  • 1 Multi Restaurant gift card @ $25
  • Total $200
Donated Prizes Confirmed
  • 2015 Registration Fee
  • Bar Fridge (Shoeless Joe's)
  • Shoeless Joe's gift cards x 3 @ $25 each
  • 1 month free bootcamp $200 value (KimFitPro)
  • Gift Basket of some sort (Mitchell Lumber)
  • Unspecified donation (McTague)
  • Massage Certificate (BNHC)
  • Gift Basket (Global Pet Foods)
  • Jamberry Nails package
  • Epicure package
  • Starbucks basket
  • 2 league hats
  • 1 personal blender
  • 1 single serve coffee maker
Service Provider

The Brooklin Ladies Fun League uses the services of Slo-Pitch Ontario (SPO) as an insurance provider at the time of this draft of Policies and Procedures. The league's profile needs to be updated with SPO each year around the end of January. If the certificate is requested and payment sent at this time there is typically a discount offered.

Maintenance of Information

Once teams have been finalized, the team rosters need to be updated on the SPO website and activated in order to ensure coverage. Either the President or Vice President will need to complete these updates depending on the agreed upon division of duties. To complete the updates the designated person needs to log into the SPO website and select Brooklin Ladies Fun League; the list of teams will be at the bottom; click on a team then select Team Details; to remove players who have not returned, click on their name then click on remove player; to add a new player, click on the Add Player icon and an option will appear to input their name and do a search; if they have been registered with SPO previously their name will come up in a search and their information will need to be verified and the correct player chosen to be added if there is more than one with the same name; if the player's name is not in the system there will be an option to Create A New Member; click on that and fill in the necessary information; player information can also be edited by clicking on the Edit icon (team reps are listed as Team Contact or Secondary Contact); if a team rep steps down from that role but is still playing they will need to be removed from the roster then re-added in order to remove that role from their profile; once all team information has been updated the Send Email Notification icon needs to be clicked so that players receive notification to activated their accounts.

Making a Claim

If an injury occurs that requires more medical attention than can be provided by the first aid kit, or that may require medical attention in the future, an Incident Report is to be completed (as stated in Section VII: Regular Season Procedures, vi. Documentation, there will be copies available in the equipment box to complete) and a copy submitted to the President. The following procedures (as noted on the SPO website) need to be followed:

"Athletic Accident Claim Procedures
  • Complete an Incident Report within 24 hours of the accident and email, fax or mail to Slo-Pitch Ontario. This can be completed by the league, team or player. 
  • It is the responsibility of the insured to notify the SPO office of an injury and to request an Athletic Accident Claim Form within 30 days of the accident.
  • The insured player or parent/guardian shall fully complete the Claim Form.
  • For reimbursement of dental or medical claims, the insured shall have the attending dentist, physician or family physician complete the applicable portion of the Claim Form.
  • The insured shall submit the completed Claim Form to their League Executive for their signed certification.
  • The insured shall be responsible to forward the completed Form, along with any original receipts or estimates, to the SPO office for approval and processing to the insurance company.
  • The SPO office will add the Group Policy Number to the Claim Form prior to forwarding it to the insurance company.
  • For claims requiring a report from a doctor, chiropractor, osteopath, etc., the insurance company will forward the necessary forms to you upon receipt of the completed Athletic Accident Claim Form.
  • The SPO office will forward all completed Claim Forms, along with receipts/estimates, to he insurance company.
  • The insurance company will be in direct contact with the insured if anything further is required once the Claim Form has been received.

PLEASE NOTE: Some reimbursements have limits and/or caps. This is NOT a LOSS OF WAGE or INCOME POLICY.
Completed Claim Forms and receipts must be sent to:
Slo-Pitch Ontario Association
Attention: Claims 
7-8 Hiscott Street
St. Catharines, ON
L2R 1C6
 For more information or assistance, please contact the SPO Office by calling (905) 646-7773 or by emailing spoa@slopitch.org. 
All documentation for insurance claims will be kept in a folder in the President and Vice President's files and kept for a period of 4 years.

Partnership/Rewards Program

As part of our partnership with SPO, they share their partnership with National Sports and offer all league members a rewards program. After the league has been registered, a package is sent out to the league President or Vice President (whoever has been chosen to be the primary contact) that includes items such as: program package, the current SPO handbook, scorebooks, tote bags, and National Sports rewards cards for every player in the league. The rewards cards offer two promotions. $10 off a designated amount for the first purchase, and a member card that will bank a portion of every subsequent purchase towards future purchases for the league; this will be awarded in gift cards for the league and sent out to the primary conact after the end of the season (usually sometime in October).

While it is anticipated that the majority of players will follow all rules and conduct themselves with respect in all aspects of play, it is understood that there may arise, on occasion, an issue or issues that contravene the rules as set out by the Brooklin Ladies Fun League and discipline will be necessary. The following outlines the steps that are to be followed should a discipline situation occur:

  • Investigation Process: if a team rep observes behavior deserving of discipline, they are to speak to the offending player directly to issue the verbal warning and may ask that player to leave the game should it be warranted; the President and/or Vice President are notified; it is understood that team reps may not always be witness to incidents, and in those cases, any player who observes behavior that contravenes the rules is able to lodge a complaint with a player's team rep or the President and/or Vice president (if President or Vice President are the ones notified, the team rep[s] will be notified as soon as possible); the person receiving the complaint will speak to the offending player, complainant, and any others involved for informational purposes to determine if discipline is necessary, and if it is determined to be so, the appropriate action will be taken as outlined below; for a verbal warning the investigation may be done by team reps and for a written warning or expulsion the investigation must be done by the President and/or Vice President; reps may ask the President or Vice President for assistance at any time during this process.
  • First Offence: the player will receive a formal verbal warning (this may be given by the team rep, but the President and/or Vice President must be notified and a record kept on file for a period of 1 calendar year, then deleted should no further incidents have occurred)
  • Second Offence: the player will receive a written reprimand from either the President or Vice President, a copy of which will be kept on file for a period of 1 calendar year, at which time the player will revert back to first offence status if no further incidents have occurred
  • Third Offence: the player will be expelled from the league (notice of this will be given by President or Vice President) without refund and will be prohibited from re-joining the league for two full seasons; should a player return to the league after an expulsion, they will be on probation for a period of 1 calendar year, during which time they are to have no disciplinary issues, before returning to regular status
  • Should an ongoing pattern of disrespectful behavior be noted that is causing disruption to others' enjoyment in the league, a discussion of the executive committee may be called to decide to bypass the above steps and move directly to expulsion.

Interested in joining our league? send us an email to

info@brooklinladiessoftball.com