Constitution
2008 CONSTITUTION
OF THE
NEWMARKET BASEBALL ASSOCIATION INC.
1. NAME
The name of the Association shall be the "Newmarket Baseball Association" or NBA.
2. OBJECTIVES
The objectives of the NBA shall be:
· to promote amateur baseball and sportsmanship through co-ordination and control of competition for members
· to sustain the growth of the membership
· to provide the premier baseball skill development program in the YSBA.
3. MEMBERSHIP
Membership shall be open to:
· all individuals from Newmarket and surrounding areas that have attained the age of four and have not attained the age of 22 as of December 31 of the registration year
· all parents of players who are properly registered and in good standing with the NBA
· all players who have attained the age of 18 who are properly registered and in good standing with NBA.
All members shall be entitled to attend, have voice and vote at any AGM of the NBA.
4. REGISTRATION POLICY
Newmarket residents and non-residents will be permitted to register on a first-come, first-served basis.
5. EXECUTIVE MANAGEMENT COMMITTEE (herein known as EMC)
5.1 Eligibility
Membership on the EMC shall be open to interested individuals.
5.2 Composition
The EMC shall be composed of:
President
Vice-President Senior House League Program
Vice-President Junior House League Program
Vice-President Representative Program
Vice-President Equipment and Diamonds
Vice-President Finance and Sponsorships
Vice-President Rules of Play and Umpiring
Vice-President Registration, Awards and Special Events
Secretary
Past President
Honorary Life Members
The EMC may appoint individuals to positions of Honourary Member of the EMC for outstanding a meritorious service to the NBA. These are non-voting positions.
5.3 Role
The EMC shall establish and monitor projects and programs as directed by the Constitution and bylaws of the NBA.
The EMC shall approve an annual budget including the establishment of registration, sponsorship and other rates.
The EMC shall have the authority to repeal, amend or introduce bylaws. All bylaws repealed, amended or passed shall be invalid, unless documented into the minutes of the EMC meetings.
No bylaw may circumvent any part of the Constitution.
The EMC shall have the authority to remove any member of the EMC by a unanimous vote of all other members of the EMC.
Once a member of the EMC is removed, he or she shall not be eligible to run for any position on the board of the NBA.
5.4 NBA Subcommittees
The EMC shall establish, via bylaw on an annual basis, subcommittees to assist the President and Vice-Presidents in the execution of their duties. These subcommittees shall be chaired by an EMC member and meet regularly as appropriate to their range of duties. Minutes from NBA subcommittee meetings shall be recorded and presented by EMC members at EMC meetings.
The President of the NBA shall be an ex-officio member of all NBA subcommittees.
The subcommittees shall submit reports and recommendations to the EMC and shall follow direction from the EMC for definite action to implement such recommendations.
The President shall appoint the EMC member who is to chair the Discipline Committee.
6. ELECTION OF OFFICERS
The election of the President shall only be from one of the outgoing EMC. The President shall not serve more than four consecutive terms as President.
All members of the EMC shall be elected at the Annual General Meeting with the exception of the Immediate Past-President and honorary life members.
Honorary Life Members are appointed at the Annual General Meeting upon the recommendation of the outgoing EMC.
Any one person may hold more than one EMC position.
7. VACANCIES
Vacant positions on the EMC may be filled by a majority vote of the elected EMC via secret ballot. The position of President must be filled from an existing EMC member.
Failure to fill the position of President in this manner will require the calling of a Special Annual General Meeting specifically for the purpose of electing a President from the membership at large.
8. MEETINGS
8.1 Annual General Meeting
The Annual General Meeting shall be held on the second Wednesday of October each year (or as near to that date as practicably possible). It is open to all individuals in the community with an interest in supporting the Objectives of the Association.
The meeting will be chaired by the outgoing President. An impartial elections officer will be appointed to chair the election of the new EMC. Reports shall be received from the outgoing EMC members relative to their areas of responsibility.
8.2 Meetings of the EMC
For all matters relating to the conduct of NBA meetings, Robert’s Rules of Order shall prevail.
EMC meetings will be held monthly.
The President will normally chair EMC meetings. The President may choose an alternate chair from the EMC board if they are unable to attend. If the President is not present due to unanticipated circumstances, a majority of those present will appoint a VP chair in their absence.
After processing through the appropriate subcommittee, all Association members may address or bring forth issues before the EMC, when tabled through the Secretary for the next meeting.
Approved minutes of the EMC meetings shall be recorded and posted publicly for the members of the Association.
All issues pertaining to each EMC member’s area of charge shall be tabled promptly and without reservation.
8.3 Notice of Meetings
Notice of EMC meetings must be given at least seven days in advance to all members of the EMC.
Notice of the Annual General Meeting must be given to the community at least two weeks in advance.
8.4 Voting
All motions must receive a clear majority to pass.
Each member of the EMC attending the meeting shall have one vote, except that the President will vote only to break a tie.
All attendees at the Annual General Meeting 18 years of age and older have one vote.
Any EMC member has the right to request a secret vote.
8.5 Quorum
A quorum for EMC Meetings shall be a simple majority of occupied EMC positions. In the case of one individual holding more than one EMC position, that individual shall be counted only once for the purpose of determining quorum.
A quorum for the Annual General Meeting is the President, at least two Vice-Presidents, and ten others.
9.0 FINANCES
The fiscal year of the Association shall be October 1st to September 30th. The Vice President Finance and Sponsorship shall present a financial report at the Annual General Meeting that has been internally audited by two members of the EMC or NBA Ssbcommittees who do not have signing authority.
The EMC shall approve a budget for the fiscal year including setting such charges as registration fees and sponsorship fees. All financial assessments shall be included in the bylaws.
10. AMENDMENTS TO THE CONSTITUTION
The Constitution may be amended at the Annual General Meeting. All motions to amend the Constitution must be submitted in writing to the Secretary of the NBA not later than two weeks prior to the Annual General Meeting.
Any motion to amend the Constitution must receive a majority vote of all those attending and eligible to vote.
11. YORK-SIMCOE REPRESENTATIVE TEAMS
11.1 Age Divisions
NBA will always seek to provide a Representative team or teams in all age categories whenever possible.
Rep teams will be formed according to the number of interested players and the availability of a qualified coach.
11.2 Manager Evaluation, Selection and Development
A Baseball Evaluation Committee (BEC) consisting of the President, the Vice President of Rep and two to three elected or appointed members of the NBA board shall have authority to structure and organize the rep program.
The BEC shall have authority to evaluate, develop, appoint or refuse managers and coaches.
The BEC shall contact all teams throughout the year for program evaluation.
The BEC shall present a program report to the EMC, based on team evaluation feedback and documented observations.
The BEC shall choose and post manager selections by September 30, 2007.
The BEC, on the recommendation of the individual team’s manager, shall approve coaches based on evaluating and grading the same criteria as manager.
Coaches must also have successfully completed the volunteer police screening process.
The BEC shall implement measures when problems surface during the season by offering feedback, support and resources to managers, before the final option of manager dismissal.
11.3 Player Selection
All players registered in the NBA shall have the opportunity to try out for representative teams. Players not residing in the NBA’s YSBA boundaries shall be governed as per YSBA regulations. All teams must have a minimum of twelve (12) players on their roster, if twelve (12) or more try out for that team.
11.4 Releases
Releases shall be granted promptly after a written request to the BEC signifying the reason for requesting the release.
All releases will be as per the OBA requirement.
11.5 Manager Removal
A Manager or other team official may be removed by majority vote of the Discipline Committee.
Revised AGM: 10-17-2007
NEWMARKET BASEBALL ASSOCIATION INC.
2008 BYLAWS
1. REGISTRATION
1.1 Principle
Costs will be determined annually based on projected expenses. Costs will be divided between the Houseleague system, the Select system and the Representative Team system, based on projected revenues and costs for each.
1.2 Fees
Fees for the 2008 season shall be as outlined below:
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Breakdown
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Fees
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T-Ball
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$ 75.00
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Junior Rookie
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$ 135.00
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Rookie
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$ 160.00
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Mosquito
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$ 170.00
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Peewee
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$ 180.00
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Bantam
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$ 190.00
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Midget and Junior
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$ 195.00
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Three or more players in the same family qualify for a $50 discount on the third and subsequent registrations.
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1.3 Surcharges
For the 2008 playing season, a surcharge of $115 per player (Rookie), $130 per player (Mosquito, Peewee, Bantam and Midget) and $130 per player (Junior) will be charged for all players selected to a Representative team, and will be due by June 1st.
For the 2008 playing season, a surcharge of $125 per player will be charged for all players selected to a Select team, and will be due by July 1st. The cost includes the purchase of a jersey and hat. The surcharge will be open for review as appropriate on a case-by-case basis.
1.4 Refund Policy
Refunds shall be given, less a 20% administration fee, if requested prior to March 31st.
Refunds shall be given, less a 50% administration fee, if requested between April 1st and May 31st.
Refunds shall not be given after May 31st.
All refund requests should be directed to the VP Registration.
2.0 SPONSORSHIP
2.1 Sponsorship Fees
Sponsorship fees for the 2008 season shall be set as follows:
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Breakdown
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Fees
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Rep Teams
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$ 1000.00 ($500 each)
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Select Teams
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$ 400.00
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Houseleague Teams
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$ 400.00
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All additional sponsorship should be reported to the Newmarket Baseball Association.
2.2 Additional Monies
Any additional contributions, monetary or in-kind, to the team from outside sources are to reported to the Newmarket Baseball Association on the team financial statements. Additional contributions are not to be considered as a sponsorship and no sponsor identification shall be permitted on team uniforms, helmets, bags, jackets, banners and/or related items. Tax receipts will not be issued.
3.0 DIVISIONS FOR ASSOCIATION PLAY
3.1 Houseleague
For 2008, the NBA shall have the following for Houseleague Divisions,
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T-Ball:
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Players turning 4 by May 1st or 5 prior to December 31st of the registration year (i.e. born in 2004 or 2003)
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Junior Rookie:
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Players turning 6 or 7 prior to December 31st of the registration year (i.e. born in 2002 or 2001)
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Rookie:
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Players turning 8 or 9 prior to December 31st of the registration year (i.e. born in 2000 or 1999)
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Mosquito:
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Players turning 10 or 11 prior to December 31st of the registration year (i.e. born in 1998 or 1997)
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Peewee:
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Players turning 12 or 13 prior to December 31st of the registration year (i.e. born in 1996 or 1995)
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Bantam:
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Players turning 14 or 15 prior to December 31st of the registration year (i.e. born in 1994 or 1993)
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Midget:
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Players turning 16, 17, 18, 19, 20 or 21 prior to December 31st of the registration year (i.e. born in 1992, 1991, 1990, 1989, 1988 or 1987)
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3.1.1 Any players playing more than four (4) games for a Rep team will be deemed on the Rep team, and will not be allowed to play houseleague (a tournament being deemed as one game).
3.2 York Simcoe Representative Teams
For 2008, the NBA will offer Representative teams in the following categories based upon registration numbers:
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Rookie
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Players born in 1999 or 2000
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Minor Mosquito
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Players born in 1998
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Mosquito
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Players born in 1997
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Minor Peewee
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Players born in 1996
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Peewee
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Players born in 1995
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Minor Bantam
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Players born in 1994
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Bantam
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Players born in 1993
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Minor Midget
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Players born in 1992
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Midget:
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Players born in 1991 or 1990
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Junior
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Players born in 1989, 1988 or 1987
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3.3 York Simcoe Select Teams
For 2008, the NBA will offer Select teams in the following categories based upon registration numbers:
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Mosquito
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Players born in 1998 or 1997
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Peewee
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Players born in 1996 or 1995
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Bantam
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Players born in 1993 or 1994
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Midget:
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Players born in 1992, 1991 or 1990
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The NBA may elect to field "dedicated" Select teams at the Mosquito, Peewee and/or Bantam 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 Houseleague 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. Houseleague
Any Player selected for a Dedicated Select team may not participate in any Houseleague 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 selected for a non-dedicated Select team must play Houseleague games on a continuing basis and must not have played more than four (4) games for a Representative team (a tournament being deemed as one game). Players continually missing Houseleague games will be deemed ineligible for the Select Team.
4.0 HOUSELEAGUE TEAMS
4.1 League Play
The NBA Scheduler will produce a schedule of play at least two weeks prior to Opening Day and after approval of the VPs Houseleague (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 for review and consideration.
4.2 Equalization of Teams / Movement of Players
Players shall be assigned to houseleague teams at their own age division. Players may be moved to other teams in the division to equalize play. Division Convenors shall work in conjunction with the Managers to select the most favourable transfer for the teams involved.
Equalization shall be made within two weeks of Opening Day for the player’s division. Only in extraordinary circumstances shall a player be asked to move after that date.
Any parent or guardian opposing any such move will be provided with a full refund, thereby removing the affected player from the NBA registration for that year.
All moves must be confirmed by the VP Houseleague.
4.3 Manager Selection
The Division Convenor 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 Baseball Level 1 (OCCP) technical and theory training.
4.4 Manager Removal
The Discipline Committee may remove a Manager or other team official under the authority of the VP Houseleague upon the advice of the Division Convenor and following a review. 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 will result in removal from the ballpark.
4.5 Championships
The preferred method for determining a houseleague division championship shall be a round robin tournament format. Where this is impractical, other formats will be used. In all cases, the VP Houseleague will approval 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 favouritism, 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 Baseball Level 2 technical and Level 1 theory training prior to the start of the season. Coaches must have completed Level 1.
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.
All Manager applicants shall receive an assessment of their interview if so requested. All Managers and Coaches are to be screened.
5.2 Non-Resident Player
Any player who has been rostered on an NBA representative team for four (4) consecutive years will be granted honourary residency status in their fifth year and will not be subject to the non-resident rules. However, the NBA must also abide by the York Simcoe residency rules which may supersede NBA specifications.
A letter of intent is required from both the NBA and the import player’s association outlining that the player will be permitted to play on the NBA team as chosen, and that the import player’s association will agree to provide a release for that player with the NBA.
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.
5.4 Tournaments
Any teams entering into more than four (4) tournaments are required to get approval from the BEC. YSBA Championship, OBA Playoffs, OBA Championships and Legion Tournaments are not counted in the team’s listings of tournaments.
5.5 Players Advancing to a Higher Series
Players from minor bantam to midget may play one series higher in an age category as per the OBA ruling on such matters.
6.0 SELECT TEAMS
6.1 Manager Selection
The VP Senior Houseleague 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 Baseball Level 1 technical and theory training. All Managers and Coaches are to be screened.
In appointing Managers, the VP Senior Houseleague 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 Senior Houseleague, on the recommendation of the individual team’s manager, shall approve Coaches. Managers and Coaches shall be nominated based on their organizational ability.
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 houseleague level, upon approval of the VP Registration. Players must play for the Select team at the level equivalent to their houseleague age level.
7.0 SUBSTANCE ABUSE
Inasmuch 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 zero tolerance 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: 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 (Houseleague or Rep).
Player Ejections/Incidents – First ejection/incident resulting in 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 (Houseleague 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 his or her 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 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 uniforms, inclusive of hats, jerseys, socks, belts, undershirts, pants and jackets must be approved by the VP Equipment and Diamonds.
11.0 DIAMOND ALLOCATION
All diamond times must be approved by the VP Equipment and Diamonds.
12.0 VACANT POSITIONS
In the event that any position is vacant on the EMC, all inquiries are to be directed to the Secretary. The Secretary 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 Secretary and the President.
EMC Minutes
Minutes from the EMC Meetings are available at the NBA Offices. Please call to make an appointment to review the Minutes
905-715-7566
