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POLICIES AND PROCEDURES
for the Clifton Park Baseball League
as amended January 6, 2008
Section 1. General Purpose.
The general purpose of the Clifton Park Baseball League Policies and Procedures Manual ("Manual") is to set forth the policies and procedures of the Clifton Park Baseball League, Inc. ("League"), which have been adopted by the League’s Board of Directors (hereinafter referred to as the “Board”). All persons associated with the League are required to follow the policies and procedures of this Manual. Violations should be brought to the attention of the League’s Code of Conduct Review Committee. This Manual will be available to all members of the Board of Directors, Activity Directors, Head Coaches and any other person requesting a copy. This Manual supplements the League’s and By-Laws ("By-Laws") and nothing herein is intended to conflict with the By-Laws. Should any conflict arise, the provisions of the By-Laws will take precedence over this Manual. This Manual is an attempt to define standards and rules for the operation of the League.
However, situations will arise that are not covered by this Manual. Any situation not clearly defined by the rules included in this Manual should be referred to the Board.
Section 2. Code of Conduct
The League has adopted a Code of Conduct (“Code”), which is attached as Appendix B. Any situation not clearly defined by the Code of Conduct will be subject to review by the Board. This Code shall apply to all activities of the League and all participants. This policy will be displayed at the fields and circulated to all parents and players.
Section 3. Concession Stand Work and Field Maintenance
As of January 6, 2008, the League has adopted a policy of hiring workers and supervisors to staff the concession stands. As such, the League no longer requires parents of players to work in the concession stands during the Rec seasons, although the supervisors may request assistance from parents during periods of peak demand at the stands. Persons wishing to apply for the concession stand worker and supervisor posiitons are invited to contact the Parents' Auxiliary Commissioners.
It remains League policy that field maintenance is the responsibility of the parents or legal guardians of all players. Failure of a parent or legal guardian to participate may result in the player being ineligible to participate in League activities. Field Maintenance schedules will be determined by the Commissioner of Fields and Facilities. It is the responsibility of Division Directors, Head Coaches and Team Parents to provide a field maintenance work force when requested by the Commissioner of Fields and Facilities.
Parents of All Star and travel players are responsible for concession stand work and field maintenance during the post season. This includes parents of players on teams that will not be playing games at Clifton Park. A concession stand and field maintenance schedule for all All Star games will be developed by the Parent's Auxiliary, Commissioner of Fields and Facilities and Division Directors as soon as possible after the dates of tournaments are known and the All Star teams and Head Coaches have been selected.
Section 4. Registration
The dates for registration will be determined by the Board, but will generally be in January and February. As soon as possible after the dates have been selected and the League has made arrangements for a location for Registration, the Board will publicize the dates of registration and may mail a registration notice to all players who that participated in the League the previous year. The form to be used at Registration will be approved by the Board. It is the League’s intent to move to an on-line/internet registration process.
Eligibility to register to play in the League shall be determined by the player's age and domicile. No registration will be accepted until it is determined that the player is domiciled within the applicable league boundaries. Questions regarding eligibility will be referred to a member of the Board. At least one member of the Board will be present at all times during Registration.
Section 5. Assignment of Players to Divisions
All properly registered players will be assigned to divisions based on their age. The League shall have the following divisions:
5 year old – Cal Ripken T-Ball Division
6 year old – Cal Ripken First Pitch Division
7 year old – Cal Ripken Bantam Division
8 year old – Cal Ripken Intermediate Division
9 year old – Cal Ripken A Division
10 year old – Cal Ripken AA Division
11 & 12 year old – Cal Ripken AAA Division
11 & 12 year old – Cal Ripken Majors Division
13, 14 & 15 year old –Babe Ruth AAA Division
13, 14 & 15 year old –Babe Ruth Majors Division
16 year old – Mickey Mantle Division
17 year old – Connie Mack Division
16-19 year old – Senior Babe Ruth Division
No player will be allowed to play in a division above the division to which they would be assigned based on their age. A player's "baseball age" is that player's age as of July 31 in the year the season is being played. This date will change to April 30th in 2006. Players will be allowed to play in a division below the division to which they would be assigned based on their age if the player's parent or legal guardian consents and both of the affected Division Directors and the Vice President of the Cal Ripken Division and/or the Vice President for the Babe Ruth Division approve of the action.
Section 6. Regular Season
A. Teams.
The number of teams in each division will be determined by the Division Director for each division based on the number of players that have registered for his or her division. Teams should have no more than 15 and no less than 12 players, but the optimum number of players per team is 12.
B. Coaches.
It is the Division Director's responsibility to recruit appropriate Candidates for Head Coach positions for the Regular Season. The Division Director will compile a list of all persons who are interested in being a Head Coach in his or her division. The list will consist of all individuals who have indicated an interest in being a Head Coach on the registration form or who has expressed an interest in being a Head Coach. Head Coach candidates will be evaluated every year. Selection as a Head Coach one year does not ensure selection as a Head coach the following year. In other words, being a Head Coach is not an entitlement.
The Division Director will score each Head Coach candidate using the following criteria:
(1) Knowledge of Baseball. Up to 3 points.
(2) Prior coaching experience. 1 point for each season that he or she has served as a Head Coach or as an Assistant Coach in the League, provided that no candidate may receive more than 3 points.
(3) Leadership. 1 point if he or she has demonstrated an attitude, which is consistent with the League’s Coach’s Philosophy and has followed the League’s Code of Conduct.
(4) Service to the League. 1 point for each season that he or she has served as a member of the Board or as an Activity Director, provided that no candidate may receive more than 5 points.
(5) Assistance with Field Maintenance. Up to 3 points
If the Division Director is not aware of a candidate’s experience in any of these categories, he or she will determine this by having a discussion with the candidate and/or talking to people who have knowledge of the candidate’s experience.
The Division Director will determine the total score of each Head Coach candidate and compile a list showing all persons who requested to be a Head Coach and their scores. The Division Director will indicate on the list the candidates who he or she recommends for Head Coach positions, giving preference to those with the highest score. If the Division Director selects a candidate with a lower score than a candidate who is not selected, the Division Director should state their reasons for the selection. The list of candidates will be provided to the Board for the Board's approval. If the Board rejects a candidate, a replacement will be determined by the Board in consultation with the appropriate Vice President and the Division Director.
No person will be allowed to be a Head Coach for more than one team associated with the League. Failure to submit identification for purposes of background check will disqualify any coach for selection. All Head Coaches and Assistant Coaches must comply with the League’s Coach’s Philosophy and Code of Conduct which are attached as Appendix A and B.
C. Player Ratings.
In order to have a fair draft and to promote parity between teams in a division, Head Coaches are required to rate every player on his or her team at the end of each season using a rating system devised by either the Vice-President of the Cal Ripken Division or the Vice President for the Babe Ruth Division. Ratings will be provided to the Division Director and either the Vice-President of the Cal Ripken Division or the Vice President for the Babe Ruth Division. Ratings are not to be provided to any person other than Head Coaches, Division Directors or the Vice President of the Cal Ripken Division or the Vice President of the Babe Ruth Division. Any coach who does not hand in ratings from their recreation team will not be eligible to be an All-star coach.
D. Tryouts.
There shall be no tryouts for the 5 through 10-year-old divisions.
Tryouts for the 11/12 year old Majors divisions will be held in the Spring. Procedures to be used for such tryouts will be determined by the appropriate Division Director with the approval of the Vice President for the Cal Ripken Division. Notification of tryouts will be done by newspaper publication and by notifying each eligible player. In order to be eligible for being drafted in the Majors, a player must try-out or be excused from trying out for medical or religious reasons. Provided, however, that an 11 year old who played in the Majors and who registered to play in the League prior to the draft being held, shall be grand fathered into the Majors division as a 12 year old.
E. Player Drafts
It is the policy of the League that player drafts are intended to create teams of equal ability.
There will be no drafts for teams in the 5, 6 and 7 year old divisions. Team rosters will be determined by the applicable Division Directors for these age groups with the approval of the Vice President of Cal Ripken. To the extent practicable, drafts for all other divisions should take place no later than the last day of March. The Division Director will determine the number of teams in the division based on the number of available players by second week of March. The Division Director will mark on separate slips of paper a designated team number for each team. For example, if there are 8 teams, the teams will be designated 1 through 8. The papers identifying the team designations will be placed in a holder and each Head Coach will choose one, which will designate that Head Coach’s team. The head coach who chooses the number 1 will make the first selection and he or she will be followed in sequence by the remaining head coaches. After each Head Coach has selected one player, the Head Coaches will reverse the order for selecting coaches. In other words, if there are six teams in a division, the Head Coach who had the sixth pick will then have the seventh pick. Only the appropriate Division Director, Head Coaches and members of the Board are allowed to attend the draft.After the draft is complete, the Division Director will advise the Vice President of the Cal Ripken Division or the Vice President of the Babe Ruth Division as to the names of each player on each team in his or her division within one week of the draft. No player trades are permitted, without consent of Division Director and the Vice President of the Cal Ripken Division or the Vice President of the Babe Ruth Division. Trades are discouraged.
The child or children of Head Coaches will be assigned to their parent's team. The Division Director, in consultation with all Head Coaches, will determine the place in the draft where the Head Coaches must choose their child, based on the child's rating. No other players may be protected.
All players who sign up will be drafted. For players who sign-up late, the Division Director will assign each player to the team that would have had the next pick in the draft or place them on a waiting list.
After the draft is complete, the Head Coach will select 2 assistant coaches and 1 alternate coach who must be approved by the Division Director and the Board.
The division draft and discussions held during the draft are to be kept confidential by all individuals who attended the draft and will not be disclosed to any other person. Only the result on the process may be disclosed. Anyone violating this rule may be denied a position as a Head Coach in a subsequent season and may be referred to the Code Of Conduct Review Committee for appropriate action.
F. Game Schedules
Once registration numbers dictate the number of teams in a division, the Division Directors will prepare a preliminary game schedule and submit it for approval to the Vice President of the Cal Ripken Division or the Vice President of the Babe Ruth Division no later than the second week of March.
By the end of the third week in March, the Vice President of the Cal Ripken Division and the Vice President of the Babe Ruth Division shall provide the game schedules of each division to the Board. The Board will review the number of games scheduled for each division and make any changes that it deems appropriate. Head coaches shall provide their team’s schedule to every player on his or her team and the Umpire-In-Chief and Executive Vice President no later than March 30th for all upper quad divisions (Cal Ripken AAA and Majors, Babe Ruth AAA and Majors), and by mid-April for all lower quad divisions. The Vice Presidents will provide all schedules to the Presidents of the Parent's Auxiliary by mid-April and the Umpire-in-Chief as outlined above.
League play will generally start the last weekend in April unless the Shenendehowa Spring vacation ends that weekend, in which case games will start the Monday after the last weekend in April. Field usage for fields 7, 8, 9, 10, 11 and 14 shall be determined by the Vice President of the Cal Ripken Division and field usage for field 12 and 13 shall be determined by the Vice President of the Babe Ruth Division subject to review by the Board.
G. Team Practices
To the extent practicable, teams should practice at least 2 times per week during the month of April. Teams should also practice during the regular season if possible.
The Vice Presidents of the Cal Ripken and the Babe Ruth Divisions will determine available practice fields and divide them up between the various divisions. Division Directors will determine the fields available to their division and ensure that an equal number of practice fields are available to each team in the division.
H. Travel Teams.
The League shall permit the establishment of travel teams with board approval. Team rosters may be 12-15 players. Division Directors and Head Coaches of that division shall determine travel team(s) rosters. Try-outs will be encouraged. The Head Coach of a travel team shall be nominated by the division director and approved by the Board. Assistant Coaches shall be selected by the Head Coach and then approved by the Board. All costs associated with these teams shall be the sole responsibility of the players on the team including uniforms, umpires, baseballs and other travel related fees or costs. As per Cal Ripken and Babe Ruth policies, a travel team is not automatically the post season All-Star team for any division and the creation of any All-Star team must follow selection process in section 7.
I. Batting Cages and Pitching Machines.
A sign-up sheet will be located in the garage of the upper quad and at the concession stand at the lower quad. Each sheet will have one-hour time slots for each day of the week. There are two cages available at the upper quad and two cages at the lower quad which have been designated “A” & “B.” A new sign-up sheet for the following week will be posted every Saturday at Noon. From Noon on Saturday until 6:00 PM on the following Monday, coaches can only sign up for one (1) one-hour time slot, on a first come, first serve basis. At 6:00 PM on Monday, coaches will be allowed to sign up for any time slots that remain, without any restrictions. Coaches are requested not to sign up for a time slot unless they intend to use it.
At the upper quad, the cage closest to Babe Ruth Majors field has been designated “A” and the one closest to the Field 14 has been designated “B.” Batting cage “A” is designated for use by Babe Ruth Teams and Batting Cage “B” is designated for use by the 11/12 year old teams.
When using the pitching machines, both speed dials should be set to “1” before turning the machine on. The speed can then be increased gradually after the machine warms up. Turning a cold machine too high initially will cause unnecessary wear and tear on the motors. While using the machines, appropriate safety procedures should be used at all times. When finished using the machine, turn off the pitching machine and lights and lock the garage door. The area around home plate in the cage must be raked after each use.
J. Umpires
Only youth umpires will be used in the A and AA division. "Blue shirts" and youth umpires will be used in the AAA and Majors division of Cal Ripken. “Blue shirts” will be used for all games in the Babe Ruth Division.
Youth umpires should not be scheduled to work a game in which they are related to a coach or a player. Further, it is the league’s preference that youth umpires not be scheduled to work a game in the division in which they play or in which they are related to a coach or a player. It is also the league’s preference that “blue shirts” not be scheduled to work a game in which they are related to a coach or player nor in a division in which they are related to a coach or player.
The Umpire-in-Chief will meet with Division Directors, Head Coaches and Assistant Coaches prior to the start of the Regular Season to explain procedures.
Comments about the overall performance or attitude of umpires will be made to the Umpire-in-Chief and the Executive Vice-President. Coaches will not make any such general comments directly to youth umpires unless offered as constructive criticism. This does not preclude coaches from discussing specific calls with youth umpires in a manner consistent with the League’s Code of Conduct (Appendix B).
K. Equipment and Uniforms.
In September, the Equipment and/or Uniform Activity Directors will conduct an inventory and determine the needs for the following year in consultation with the Vice Presidents of the Babe Ruth and Cal Ripken Divisions. This information will be provided to the Vice President for Finances/Treasurer.
For the regular season, equipment will be provided for use by each Head Coach no later than April 1. The Head Coach who is assigned any equipment must acknowledge receipt of such equipment on a form approved by the Board and shall be personally responsible for the return of such equipment.
All equipment will be returned at the conclusion of the regular season, unless the Head Coach has been designated as an All-Star Coach, in which case, the equipment may be kept until the conclusion of the All-Star season when it is to be returned.
Head Coaches in the Babe Ruth Division are responsible for ensuring that uniform shirts are returned at the conclusion of the Regular Season.
L. Division Playoffs
The Bantam and Intermediate divisions may have playoffs at the end of the regular season to determine a Division Champion. There will be playoffs in A, AA, AAA, and Majors Cal Ripken Divisions of the League as well as Babe Ruth Divisions. The Division Director with approval of the Board will determine the format and rules of the playoffs.
Awards may be provided to the players in the division if there are funds available.
M. Division Closing Ceremonies
Each Division will have a closing ceremony at the end of the regular season. The nature of the closing ceremony will be determined by the Division Director with the approval of the Vice President of the Cal Ripken Division or the Babe Ruth Division. Plans for the Closing Ceremony should be finalized by June 1. League funds, if available, will be used for each division closing ceremony.
Section 7. All-Star Season
A. Eligibility
Only players who played in at least one half of the regular season games in the division that year and who played in the Clifton Park Baseball League the previous year will be eligible to be selected for an All-Star team. Furthermore, effective March 6, 2005, additional eligibility/participation criteria for All-Star tournament teams are:
1. For 2005, any player wanting to compete on a team representing the league in a state or regional tournament, in a World Series, or at the Cooperstown Field of Dreams tournament must play spring recreation baseball and in all-stars, if selected. Players must play in a minimum of 50 percent of recreation games.
2. For 2006 and beyond, any player wanting to compete in any of the above-mentioned tournaments would be required to play spring recreation baseball the previous season, as well as in spring recreation ball and all-stars, if selected, in the current season. Players must play in a minimum of 50 percent of recreation games.
The board of directors will hear requests for exemptions on a case-by-case basis.
Players must commit to attend all practices and all games. In order to determine each player's eligibility, all players will be provided an eligibility form by a date to be determined by the Division Director. The form will ask players to indicate whether they are interested in being considered for All-Star play and whether they will commit to attending all practices and all games. Forms should be returned to the Head Coach by a date to be determined by the Division Director. Players who do not return the form to their Head Coach by the deadline will not be eligible for selection to All-Star teams. In general, obligations other than baseball will result in ineligibility of a player for All-Stars, but individual circumstances may warrant exceptions to this rule. Such exceptions will be allowed only with the approval of the Division Director and the Vice President of the Cal Ripken or Vice President of the Babe Ruth Division.
B. Teams
There will be no All Star teams in the 5 or 6-year-old divisions. Post-season sluggers teams at seven-year-old level will be on limited basis.
Teams in the 8-year-old division will be of equal ability and eligible for All-Star play in tournaments held at Clifton Common and capital district area as well as tournaments beyond immediate area sanctioned by Cal Ripken. Teams in the 9-year-old division and above will be eligible to participate in Cal Ripken District play as well as travel tournaments and travel leagues during the recreation, post season and fall baseball season.
For the 9-year-old division, two All-Star teams of equal ability will be selected. More teams can be selected if there is interest and play in area invitational tournaments. If necessary by Cal Ripken Rules, there will be a playoff between these two team to decide who represents the League in the Cal Ripken district tournament.
For the 10 year old division, there can be two equal teams or one A and one B team. This will be decided on an annual basis by the Executive Board after input from 10-year-old division coaches through the division director. Under the A and B team system, the A team would represent Clifton Park in District tournaments. This rule will not prevent this or any division from creating more All-Star teams if a sufficient number of players and coaches are interested in participating in invitational tournaments in the area.
For the 11/12-year-old division, an 11 year old and a 12-year old All Star team will be selected to represent the League in District tournaments. This rule will not prevent the creation of additional All Star teams if a sufficient number of players and coaches are interested in participating in invitational tournaments.
For the 13,14, and 15-year-old division, a 13 year old, a 14 year old and a 14 year old All Star team will be selected to represent the League in District tournaments. This rule will not prevent the creation of additional All Star teams if a sufficient number of players and coaches are interested in participating in invitational tournaments.
C. Selection of Coaches
All-Star Head Coaches, except in cases where the League is hosting a World Series, will be determined by a vote of all of the Head Coaches in the division and the Division Director. If the Division Director also is a Head Coach, he or she will only have one vote. If there is a tie, the Division Director will select the Head Coach, except that the Division Director cannot select himself or herself as the All-Star Head Coach. Then, the Vice President of the Cal Ripken Division or the Vice President of the Babe Ruth Division would make the decision. Any coach who does not hand in ratings from their recreation team will not be eligible to be an All-star coach. No All-Star Head Coach selection will be final until the Board approves it.
In cases where the League is hosting a World Series, the Board shall select the Head Coach at a time to be established by the Board
First priority for All-Star assistant coaches will be given to Regular Season Head Coaches. The assistant coaches will be selected by the All-Star Head Coach and must be approved by the Division Director and the Board.
D. Selection of Players
All Star teams will have between 12 and 15 players. For all home tournaments at the regional level or above, the number of players on a team will the maximum allowable which is usually 15 players.
Head Coaches in the division and the Division Director, if he or she is not a Head Coach, will vote for the top nine players in each division. The nine players receiving the most votes will be on the team. The Head Coaches in the division and the Division Director, if he or she is not a head coach, will then vote for the next top players in each division. Any player receiving a vote will be eligible to be selected jointly by the All-Star coach and the Division Director with input from the Head Coaches. The selection process, and discussions held during the process, will be kept confidential by all individuals that participate in the selection process and will not be disclosed to any other person. Only the result of the process may be disclosed. Anyone violating this rule may be denied a position as a Head Coach in any subsequent season and maybe refereed to the Code of Conduct Committee.
E. Fees
Players on an All-Star team shall be responsible for all of the costs associated with the team. The Head Coach of the team shall submit a budget for his or her team to the Board for its approval on a date to be determined by the Vice President for Finance/Treasurer. No team expenses shall be incurred prior to receiving Board approval.
F. Tournaments
The League will seek to host as many district tournament games as can be assigned by the Cal Ripken or Babe Ruth District Administrator. District games have priority for use of fields over all other games.
All Clifton Park invitational tournaments shall provide that each team participating in its tournaments shall play no less than 4 games.
Division Directors for 8, 9 and 10 year old division and above are encouraged to host Invitational or Cal Ripken tournaments.
Division Directors for Clifton Park host tournaments should determine the schedule for games no later than June 21 and provide the schedule to the Parent's Auxiliary.
Teams may participate in any other invitational tournament with the consent of the Division Director and the Vice President of the Cal Ripken or the Babe Ruth Division.
G. Equipment.
An All-Star coach who was not a regular season Head Coach may request equipment and shall be responsible for the equipment in the same manner as described in Section 6.
Section 8. Fall Baseball
A. Registration. Registration forms for Fall Baseball should be made available to all registered players in the League no later than June 1. The Fall Baseball Director should distribute the forms to Division Directors for distribution to all players before the Regular Season is over. Forms should be available on-line and announcements of registration at concession stands and on the League’s web site by June 1. Registration will be open through a date to be determined by the Board.
B. Selection of Coaches. The Fall Baseball Director, in consultation with the Vice President of the Cal Ripken Division or the Vice President of the Babe Ruth Division will select Head Coaches. Preference will be given to interested parents who have not had the opportunity to be a Head Coach previously, but have worked as assistant coaches. Preference also will be given to parents of the older players in a combined age group. The Board must approve all Head Coaches and assistant coaches. Failure to submit identification for purposes of background check will disqualify any coach for selection.
C. Teams. Teams will be made up by the Fall Baseball Director, the Vice President of the Cal Ripken Division and the Vice President of the Babe Ruth Division with the goal of creating equal teams. There is no draft for Fall Baseball.
D. Equipment. Equipment will be provided to each Head Coach no later than September 1st. The Head Coach will sign for the equipment on a form approved by the Board and shall be personally responsible for all equipment he or she receives.
E. Uniforms. Uniforms will normally consist of a shirt and hat and will be determined by the Fall Baseball Directors, with approval of the Board.
F. Fees. The Board shall establish a registration fee, which may be higher for players who do not meet the eligibility requirements of the League for the regular season
