By-Laws 2021 Season

 

By-Laws 2021 Season

 
NEWMARKET BASEBALL ASSOCIATION INC.
2021 BYLAWS

 
 
1.  REGISTRATION
 
1.1        Principle
 
Costs will be determined annually based on projected expenses. Costs will be divided between the House League system, the Select system and the Representative Team system, based on projected revenues and costs for each.
 
1.2        Registration Fees
 
House League Fees for the 2021 year shall be as outlined below:
*Late fee applies after June 20th

 

1.3       Elite, Rep and Select Registration

Individual Player Elite, Rep and Select commitment fees are due by November 1st*  If a player’s fees are not paid by the required date, they will be considered to be not in good standing and may be removed from the team.  Rep and Select Fees include NBA Membership, YSBA/OBA Membership Surcharge, as well as the cost of two jerseys and one baseball cap.

 

Elite, Rep and Select team fees are due January 15th.*

*22U Rep Fees are extended
 

Individual Elite, Rep and Select Commitment Fees for the 2021 year shall be as outlined below:

 

Team Fees for Elite, Rep and Select for the 2021 Season are outlined below:

 

 

 
1.4        Refund Policy
 
House League:

Refunds shall be given, less a 20% administration fee, if requested prior to May 31st 

Refunds shall be given, less a 50% administration fee, if requested between June 1st and June 30th.
 
Refunds shall not be given after June 30th.  However, in the event of an injury the VP Registration will review each individual case.

 

Elite, Rep and Select:

The commitment fee paid for all Elite, Rep and Select teams is not refundable. 

All refund requests should be directed to the VP Registration.
 
NSF cheques will be subject to a handling charge of $45.00. 

 

 

2.0 SPONSORSHIP

 
2.1      Sponsorship Fees
 
Sponsorship fees for the 2021 season shall be set as follows:
 

 

  
All additional sponsorship should be reported to the Newmarket Baseball Association.

 
2.2      Additional Team Sponsorship
 
Provided a primary ($750) sponsor has been secured by NBA for a Representative or Select team, then that team may accept additional sponsorship contributions consistent with the following guidelines.  A committee of the President, VP Rep and one other executive member will have discretion to ensure compliance with these guidelines, and to provide additional specific guidance to teams that have additional sponsorship opportunities not addressed in these general guidelines:
 
2.2.1       It is important that the primary team sponsor be acknowledged at every opportunity throughout the season, display of the Logo Banner in a conspicuous location at every team event (including games, practices, tournaments), invitations to attend games and tournaments, team photos, recognition on a team website.  When recognition is being given for additional sponsors there should be an effort to maintain the status of the primary sponsor.
 
2.2.2         Although additional team sponsorships are administered by team coaches, managers and parents and not directly by the NBA, sponsors and others will naturally associate their contributions with the NBA and the reputation of the NBA and its members.  Coaches, managers and parents involved in administering additional team sponsorships should manage these contributions and the funds in a way that would do credit to the NBA and its members, and should be prepared to provide the NBA with full and complete information and documentation of these additional sponsorships and use of these additional funds at any time on the request of the President, VP Rep or VP Senior House League and Select.
 
2.2.3         Additional sponsor contributions, whether in money or in equipment or services, must not exceed $5,000 combined for a single season.  Where no primary sponsor has been secured for the team, then the first $750 in additional sponsor contributions must be remitted to the NBA and will be considered to be the primary sponsorship (this may be from one or more additional sponsors, who will receive the normal league recognition as league Rep or Select sponsors.)
 
2.2.4         The NBA does not have a charitable license and is not able to issue charitable tax receipts.  Receipts for contributions of $250 or more in money, equipment or service will be issued by the NBA on request by the team.  Requests should be made to the VP Finance.
 
2.2.5         All additional sponsor contributions must be accounted for on the team budget and financial summary provided to the VP Rep or VP Senior House League and Select on April 1st and at the end of the season.
 
2.2.6         In order to be consistent with the NBA focus on player development and training, the priority in spending additional sponsor funds should be on player development rather than on specialty apparel (i.e. very expensive jackets), or team trips not related to tournament play or development.   Teams should work to a guideline of 50% of additional sponsorship funds being allocated for player development, with a minimum of 25%.  Examples of direct player development include (but are not limited to):  field equipment, training clinics, special trainers, training facility use/rental, etc.)  
 
2.2.7         Additional sponsorship funds raised for a playing season will be treated as specific to that season’s team and should not be carried over into subsequent seasons.  Surplus funds in team accounts at September 30th of each season should be remitted to the VP Finance and will be treated as additional league revenue. 
 
2.2.8         Additional team sponsors may only have a logo on the team banner, to the side of the primary team sponsor’s logo.  Additional sponsors may not be direct competitors to the primary sponsor.
 
2.2.9         The NBA has the final approval on additional sponsors. 

These guidelines do not apply to normal team fundraising efforts.
 

 
3.0 DIVISIONS FOR ASSOCIATION PLAY

 
3.1      House League
 
For 2021, the NBA shall have the following House League Divisions,
 

 

  
3.1.1      Any players playing more than four (4) games for a Rep or Select team will be deemed on that Rep or Select team, and will not be allowed to play House League (a tournament being deemed as one game).
 
 

 

3.2          York Simcoe Representative Teams             
 
For 2021, the NBA will offer Representative teams in the following categories based upon registration numbers:
           

 

 
3.2.1     Rep and Select rosters shall be given to the VP Rep no later than April 1st. 

 
 3.3      York Simcoe Select Teams
 
For 2021, the NBA will offer Select teams in the following categories based upon registration numbers:

 

 

 
The NBA may elect to field "dedicated" Select teams at the 9U, 11U, 13U and/or 15U levels. The decision to field a dedicated Select team will be made based on a number of factors including but not limited to:

      a.     The number of House League teams registered per division to consider a dedicated Select team (8).
      b.     The availability of a Select loop to ensure a viable number of games available for a dedicated team
      c.      Ability of the NBA to find suitable coaching
      d.     Recommendation of the VP Sr. House league

Any Player selected for a Dedicated Select team may not participate in any House League games.  Any player on the dedicated team will be eligible for call up to a Representative team to a maximum of three (3) games.
 
Players missing 50% of more of their House League games will be deemed ineligible for their Select team playoffs, including SOBA’s.
 
3.4          York Simcoe Elite Teams

For 2021, the NBA will offer a York Simcoe Elite Team in the following division based upon registration numbers:

15U Elite– 2006
16U Elite –2005

18U Elite - 2003/2004

 
4.0 HOUSE LEAGUE TEAMS
 
4.1       League Play
 
The Scheduler will produce a schedule of play at least two weeks prior to Opening Day and after approval of the VP’s House League (Junior and Senior), it will then be forwarded to the Division Convenors.
 
Upon special request or due to special circumstances, players may be assigned to divisions outside their age group if deemed necessary to fulfil the requirements of a full roster, upon approval of the VP Registration. Any player wishing to play out of their own age group must submit a formal request in writing to the VP Registration to be deferred to the VP of Junior or Senior House League. 


4.2      Equalization of Teams / Movement of Players
 
Players shall be assigned to House League teams at their own age division. Players may be moved to other teams in the division to equalize play. Division Conveners shall work in conjunction with the Managers to select the most favorable transfer for the teams involved.
 
Equalization shall be made within three weeks of Opening Day for the player’s division. Only in extraordinary circumstances shall a player be asked to move after that date.
 
All moves must be confirmed by the VP House League (Junior or Senior).

 
4.3        Manager Selection
 
The VP of Junior House League and The VP of Senior House League shall select Managers and other team officials. Preference shall be given to Managers with a record of satisfactory performance in the NBA and to those with coaching training. Managers will be strongly encouraged to undertake Initiation Level (NCCP) technical and theory training. All head coaches are to submit their Police Vulnerable Sector Check (PVSC)  which is valid for 3 years, prior to the start of the season. 

 
4.4      Manager Removal
 
The Discipline Committee shall remove a Manager or other team official under the authority of the VP House League. This is an extraordinary event and shall be invoked rarely and for due cause.
 
Any Manager, Coach or Player will be ejected from a game for abusing an official of the NBA. Any threat by a Manager, Coach or Player to any NBA official will result in ejection from the game and suspension for the balance of the season. Any threat by a parent or guardian, or spectator, to any NBA official shall result in removal from the immediate area of the ballpark.

 
4.5        Championships
 
The preferred method for determining a house league division championship shall be a round robin tournament format. Where this is impractical, other formats will be used. In all cases, the VP of House League will approve playoff formats.
 
The NBA shall purchase and award annual and individual awards for these teams.
 
T-Ball will not play a competitive playoff. All players will receive an All Star award from the NBA.
 
Additional awards purchased by parents may be awarded but to avoid the appearance of divisional favoritism, may not be awarded as part of the Closing Day ceremonies.

 

 
5.0 YORK SIMCOE REPRESENTATIVE TEAMS

 
 5.1       Manager Selection
 
Managers shall have completed or be working towards achieving current Baseball Ontario technical and theory training as outlined on the Baseball Ontario website prior to the start of the season. Coaches must have completed Initiation Level Certification.  Rep coach’s certification fees will be refunded to a maximum of $150 per team, with receipts as proof of successful completion, by the VP of Finance.
 
Further to Section 11.2 of the Constitution, in appointing Managers, the Baseball Evaluation Committee shall weigh the following criteria:
 
·        Previous experience in baseball coaching
·        Practical and theoretical training in coaching baseball
·        Leadership ability
·        Demonstrated conduct, on and off the field, appropriate to minor sports programs
·        Ability to select players on the basis of playing ability and sportsmanship
·        Maintain membership in good standing
 
All Manager applicants shall receive an assessment of their interview if so requested. All Managers and Coaches are to have a valid Police Vulnerable Sector Check (PVSC) done within the past three years submitted to the NBA. Any fees associated with this check are the responsibility of the Managers and Coaches.


5.1.1  All teams are to have a certified Medical Trainer.

 

 5.1.2  The NBA President and VP of Rep and Select are not eligible to be managers of NBA Rep teams except where no other candidates have applied for the role for a team and it would be deemed detrimental to not field a team in that division.

 
5.2       Non-Resident Player
 
The Newmarket Baseball Association will follow the guidelines as set out by the York Simcoe Baseball Association and Ontario Baseball Association.
 
     
5.3      Manager Removal
 

A Manager or other team official may be removed by majority vote of the Baseball Evaluation Committee.
 
Removal of a Manager will be based upon observed, documented evidence of incompetence in or omission of, one or more of the following:
 
·        General coaching and leadership abilities
·        Ability to teach baseball skills
·        Handling or control of players
·        Organizational and administrative skills
·        Regular practices (as diamond time and weather conditions permit)
·        Fair treatment of players
·        Reasonable distributed playing time
·        Demonstrated conduct on and off the field appropriate to minor sports programs
·        Support of the NBA and the Town of Newmarket
·        Lack of fair and equitable player playing time.
·        Lack of collecting and remitting fees or monies owed to NBA
·        Not following the guidelines and recommendations as set out by the NBA

 
5.4       Tournaments
 
Any teams entering into more than four (4) tournaments are required to get approval from the NBA Board. YSBA Championship, OBA Playoffs, and OBA Championships are not counted in the team’s listings of tournaments.

 
5.5       Players Advancing to a Higher Series
 
No players will be allowed to play up a series from 9U to 13U.  Grandfathering must be approved by the VP of Rep and the NBA Board.  Grandfathered players are only eligible to try out in one series.

 

5.5.1 Players must attend a minimum of 2 official team tryouts.

 
5.6       Exhibition Games

On Opening Day, all Rep teams may play an inter-divisional exhibition game from 8U to 18U.  YSBA or exhibition games shall be allowed on this day.  Umpire costs will be paid by the NBA. 

Any team entering into two or more exhibition games during the season are required to receive approval from the NBA.  Umpiring fees for all exhibition games shall be paid by all teams.

 

Any pre or post season exhibition games not approved by the NBA will incur diamond fees and umpire fees payable by the team.
 
5.7       Manager’s Restrictions
 

 ·        Managers shall not open a bank account in the name of NBA, Hawks, or NBA Hawks without written approval from the NBA Board.

 ·        Teams with more than four coaches are required to have express written approval from the NBA Board.

·        Managers and Coaches uniforms are not to be subsidized by the players.

.        Managers and Assistant Coaches shall not visit or attend any other York Simcoe affiliated association members annual tryouts.

5.8      OBA Tournament Fees

Teams representing the NBA at the OBA Tournament will have the fees paid or refunded by the VP Finance.
For attendance to the OBA Eliminations NBA will cover 50% (excluding the Junior Team)


5.9 Manager and Parents Meetings

Manager and Parent meetings, from 8U to 18U,  will be comprised of a minimum of two members of the NBA Board if requested, one member of the Board being the VP of Rep. This meeting is to be held by May 1st.


5.10 Tryout Fees

Tryout fees are set at $20 per player.


5.11 Team Budget

Team Budgets, both draft and final, shall be reviewed by the VP of Rep or Select and the team shall not carry forward a surplus into the following year.


6.0 SELECT TEAMS
 
6.1       Manager Selection
 
The VP of Rep and Select  League shall select Managers and other team officials. Preference shall be given to Managers with a record of satisfactory performance in the NBA and to those with coaching training. Managers will be strongly encouraged to undertake Initiation Level technical and theory training. All Managers and Coaches are to have a current Police Vulnerable Sector Check (PVSC) submitted to the NBA.  Select coach’s fees will be refunded to a maximum of $150 per team, with receipts as proof of successful completion, by the VP of Finance. The NBA will not exceed the $150 for other incurred expenses.
 
In appointing Managers, the VP of Rep and Select shall weigh the following criteria:
 
          ·        Successful completion of screening process
          ·        Previous experience in baseball coaching
          ·        Practical and theoretical training in coaching baseball.
          ·        Leadership ability
          ·        Demonstrated conduct, on and off the field, appropriate to minor sports    programs
          ·        Ability to select players on the basis of playing ability and sportsmanship.
 
The VP of Rep and Select, on the recommendation of the individual team’s Manager, shall approve Coaches. Managers and Coaches shall be nominated based on their organizational ability.

6.1.1 Teams must have a certified Medical Trainer. This Expense will not be covered by the NBA

 

6.1.2  The NBA President and VP of Rep and Select are not eligible to be managers of NBA Select teams except where no other candidates have applied for the role for a team and it would be deemed detrimental to not field a team in that division.


 
 6.2       Player Selection
 
Open and publicized tryouts for selection to Divisional Select teams shall be held. Player selection shall be restricted to a minimum of 50% resident players for all divisions (East Gwillimbury residents are to be considered Newmarket residents). The team Manager shall select players based on skill and sportsmanship. All teams will have a minimum of twelve (12) players on their roster, if twelve (12) or more try out for that team.

 
 6.3       Manager Removal
 
A Manager or other team official may be removed by majority vote of the Baseball Evaluation Committee.
 
Removal of a Manager will be based upon observed, documented evidence of incompetence in or omission of, one or more of the following:
 
·        General coaching and leadership abilities
·        Ability to teach baseball skills
·        Handling or control of players
·        Organizational and administrative skills
·        Regular practices (as diamond time and weather conditions permit)
·        Fair treatment of players
·        Reasonable distributed playing time
·        Demonstrated conduct on and off the field appropriate to minor sports programs
·        Support of the NBA and the Town of Newmarket
·        Lack of fair and equitable player playing time.
 
 
6.4       Players Advancing to a Higher Series
 
Upon special request or due to special circumstances, players may be assigned to divisions beyond their age group if deemed necessary to fulfil the requirements of a full roster at the House League level, upon approval of the VP of House League.  Players must play for the Select team at the level equivalent to their House League age level.

 
7.0      SUBSTANCE ABUSE
 
In as much as the NBA wishes to maintain a drug and alcohol-free environment for its players and officials:
 
Managers, Coaches, Players and other officials shall remain free of the influence of alcohol or drugs while in the performance of their duties. Failure to comply will be cause for disciplinary action up to and including removal from the Association.
 
Managers, Coaches, Players and other officials of the NBA shall refrain from using tobacco products during the performance of their duties. Failure to comply will be cause for disciplinary action up to and including removal from the Association.

 
8.0      HARASSMENT AND ABUSE
 
8.1       Definition
 
The NBA wishes to maintain a zero tolerance policy towards harassment and abuse for its Managers, Coaches, Players and officials. Harassment and abuse takes many forms but generally can be defined as comment, conduct or gesture directed towards an individual or group. Examples include but are not limited to:  sexual, physical, name calling, threatening, ridiculing, intimidating, isolating or hazing of a Manager, Coach, Player or other official. Harassment and abuse will not be tolerated. Failure to comply will be cause for disciplinary action up to and including removal from the Association.
 
An incident is defined as any misconduct by a Player or Coach as described above which occurs prior to the commencement of the game and immediately after the game is completed.
 
8.2       Ejections/Incidents
 
Ejections/incidents as a result of harassment or abuse as defined in Section 8.1 may be given to either a Manager, Coach or Player with the following penalties imposed:
 
Coach Ejections/Incidents – First ejection/incident resulting in a one-game suspension. Second offence resulting in suspension effective until a required appearance before the Disciplinary Committee comprised of a minimum of three members of the Committee, one of which must be the Vice-President of the appropriate Division (House League or Rep).
 
Player Ejections/Incidents – First ejection/incident shall be the remainder of that game and a one-game suspension. Second offence resulting in a suspension effective until a required appearance before the Disciplinary Committee comprised of a minimum of three members of the Committee, one of which must be the Vice-President of the appropriate Division (House League or Rep). Coach representation is required at all player appearances before the Disciplinary Committee.

 
9.0      DISCIPLINE COMMITTEE
 
The Discipline Committee will consist of the Board member designated as the Chair and at least two other Board members as appointed from time to time by the Chair.
 
The Discipline Committee will meet when an issue regarding conduct is brought before the Board by any member.
 
        (i)          A member is defined as a member in good standing.
 
      (ii)          An issue will be regarded as being brought before the Board if a complaint in writing has been submitted to the Secretary, the President or the Chair.
 
Upon being informed of an issue requiring a hearing, the Chair will convene a meeting as soon as possible, but not later than two weeks from the time of notification.
 
     (i)          The defendant(s) will be notified in writing of the requirement to attend the hearing for the reasons stated in the complaint. They will be further notified that failure to attend may result in a binding verdict being levied against them.
 
    (ii)          The plaintiff(s) will be notified in writing of the hearing. The plaintiff(s) may attend and state their case or the plaintiff(s) may have their written submission stand as their complaint.
 
  (iii)          Witnesses and/or anyone who may bring value to the hearing will be allowed to attend. The Chair reserves the right to limit participation to a reasonable number of people and to limit debate to a reasonable amount of time as determined solely by the Chair.
 
Any participant in the Discipline Committee process may have a parent or guardian present if they have not reached the age of majority.
 
After hearing all the evidence and conducting any necessary due diligence, the Committee will meet in private to discuss the matter and render a decision.
 
     (i)          The decision will be rendered in writing and will be forwarded to the plaintiff(s), defendant(s) and the Secretary.
 
    (ii)          The Secretary will forward the decision to the President.
 
  (iii)          The President will ensure that the decision is abided by.
 
Failure to abide by a decision of the Discipline Committee is in itself reason for suspension, without further recourse by the defendant(s).
 
The defendant(s) has the right to appeal any decision by the Discipline Committee to the President in the form of a “President’s Appeal”.
 
A President’s Appeal is a submission in writing to the President of the Newmarket Baseball Association.
 
As with all the President's Appeals, the appeal is only valid if it contains new evidence not previously known to the Discipline Committee.
 
The President’s decision is final.

 
10.0      UNIFORMS
 
All Newmarket Baseball or Hawks apparel/equipment must be approved by the VP Equipment and Diamonds.

 
11.0      DIAMOND ALLOCATION
 
All diamond times must be approved by the Scheduler.

 

11.1      Tournaments

 

The NBA, EMC, Rep/Select or House League managers may elect to host tournaments.

The following conditions must be taken into account:  Diamond and umpire availability, washrooms, convenors and diamond manpower.

The series tournament convenor or chair shall submit a budget for approval by the EMC members.

 

12.0      VACANT POSITIONS
 
In the event that any position is vacant on the EMC, all inquiries are to be directed to the Administrator.  The Administrator will then redirect to the appropriate Board member with a copy provided to the President. Response or resolution of such inquiries should be copied to both the Administrator and the President.

 

12.1   At the first EMC board meeting after the AGM, the President shall fill the following positions by appointment: Administrator, Scheduler, and Elite Commissioner. 

13.0      POLICIES AND PROCEDURES