1 NEW EGYPT GIRLS SOFTBALL LEAGUE BYLAWS October 1, 2016 ...
NEW EGYPT GIRLS SOFTBALL LEAGUE BYLAWS October 1, 2016 – September 30, 2017 (edited 12/12/16)
Board Members (duties and terms according to New Egypt Girls Softball League Constitution, dated October 1, 2016) President Jessica Tollefson Vice President Denise Bowen Secretary Dana Closson Treasurer James Morgan Joiner Player Agents Brittany Dzieciolowski & David Mench Safety Officers Matthew Nemeth & Matthew Harris (12/2/2017) Concessions Manager Stacy Mayle Registrations. Registration will be open to all players January 1, 2017 – March 1, 2017. The formation of teams will be scheduled for March 3, 2017-March 24, 2017 after which registration will be closed on March 1 and individual evaluations will take place. Teams will be limited to 15 players per team unless otherwise approved by the Board. Registration Fees/Dues. Registration fees will be $75 per player for the U3 division, $125 per player for the U4/5 & U6 division and $150.00 per player for the U8 division and above. The registration fee also includes the fundraising. Additional players in the same family can be registered at a reduced cost 2nd child - $125.00 3rd child - $100.00 Max per family will be $375. Any payments received after March 1, 2017 will receive a $25 late fee. No acceptance of any payments will be received after March 5, 2017, 11:59pm. Non-payment will result in not being rostered for the 2017 season. Refunds Due to the nature of our sport, no guarantees can be made regarding playing time, games played, team placement, schedules, etc. and no refunds of any kind will be made after March 5, 2017, with the following injury related exception: At the Board’s discretion, a discounted refund may be offered to a player that cannot participate in any league activities due to an injury, documented by a doctor’s note, based on the following formula: Injury related refund requests 1. 100% of registration fee until date that uniforms are ordered which is March 5, 2017. 1
2. After uniforms are ordered, 50% of the registration fee x percentage of games not played due to injury. Example, $100 registration fee, 8 games not played, due to injury, out of 12 scheduled games (66% of scheduled games) = 50% x 66% x $100 = $33.00 refund Late Fees and Other Fees. A $25 late fee will be imposed on any registration forms received after March 1, 2017 but before March 5, 2017. Checks returned to the league for insufficient funds will incur a $30 fee to the issuer to cover the bank fees charged to the league. Work Bonds. Each family is required to volunteer 2 hours of their time to the league for various duties that need to be performed for the league (ex: field maintenance, team parent, manager, coach, Opening Day, Player Appreciation Day, Gift Auction, etc.). Each family will be required to post a $75.00 work bond, check post-dated December 31, 2017. Upon completion of the 2 hour work requirement, work bond forms need to be filled out and signed off on by a league representative. A $75 work bond buyout is available upon request. This season we are asking that 1 hour of the 2 be donated to help work the concessions stand. Any family that does fulfill the work bond requirement of 2 hours will have their checks destroyed no later than September 2017. Any family who does not fulfill the work bond requirement of 2 hours will have their work bond monies deposited into the league’s general account by December 31, 2017. Equipment Bonds. Each Manager will be required to post a $250.00 team equipment bond check, post-dated July 1, 2017, in order to receive team equipment at the beginning of the season. Equipment bond checks will be destroyed at the July 2017 Board Meeting, upon return of all issued equipment, in undamaged condition. If all issued equipment is not returned, or returned in damaged condition, by June 30, 2017, the league has the right to deposit the equipment bond check. The exception will be made by the board only if the team is further participating in additional game and tournaments that have been board approved. An extension will be given to any manager who continues with tournament play; however they will be required to return all issued equipment within one week of the completion of the tournament or risk losing their rights to the return of the equipment bond. Fundraisers TBD- Toss a Ball – Description to follow on website Assignment of Managers, Coaches and Assistant Coaches. Upon evaluation of registration forms, the Board will generate a list of people who volunteered for these positions. Positions will be filled based on the number of teams expected to be drafted, number of positions available within the division the volunteers offer assistance to, prior experience as a softball coach, willingness to coach post-season, and any positive/negative feedback from prior season(s). The Board will limit assignment of managers, coaches and assistants to one adult per family per team. The Board has the ability to use their discretion in assignment of managers, coaches and assistants for the betterment of the league. 2
Requirements of Managers and Coaches. Each assigned manager and coach is required to: 1. Fill out a Babe Ruth Volunteer Form. Must be submitted no later than FEBURARY 24, 2017. 2. Successfully pass the Babe Ruth League Coaching Education and Certification Program at their own expense. Completion of program and copy of certificate must be completed and presented by March 1, 2017. 3. Submit to the Plumsted Township background check, at their own expense. All Background checks must be submitted by March 1, 2017. Player Draft. Player registration will be separated based on “league age”, as per Babe Ruth League rules. The player draft in each division may take place using one of two methods, depending on the Board’s direction and decision. 1. Method 1 - Teams will be drafted in each division strictly safety. Both that of the player and that of any player in whom she may be in contact with during the season. Secondary evaluations based by age and ability, ex. the U10 division will consist of two teams; one team of 9 year olds and one team of 10 year olds. 2. Method 2 - Teams will be drafted by mixing relative ages within the division. The manager’s and the assistants’ daughters will be the first players drafted to each team. Next, the Board will evenly distribute skilled pitchers and catchers amongst the teams. The remaining players will be distributed between the teams by making a conscious effort to draft teams that are relatively equal in abilities. 3. Coaches within the respected age division for that year and year previous (when available) will be invited to evaluate players for an evaluation to assess the overall safety and skillset of each player in order to draft players for teams. Player Assignment Requests. Parental requests for players to play in another age division other than their appropriate “league age” division must submit to a mandatory evaluation by Board members. After consideration, the Board will make a decision as to which division they feel the player will safely benefit the most from, without hindering the league as a whole. This includes, but is not limited to, the number of players on each team, safety issues, etc. Parental requests for players to be assigned to a particular team or a particular manager may be considered, however, the league is not obligated to honor any special requests. All decisions by the Board are final. U3 Division League age is for 3 year olds ONLY. This is to introduce the game. Fundamentals will be taught and the safety of the game all while maintaining a fun, high energy environment. Players will learn proper techniques on how to hold a ball and bat. Players will learn the beginning stages of hand and eye coordination while catching and hitting. Practices will typically be 2 days a week for 30-45 minutes. U4/5 Division League age 4 & 5 year olds ONLY. This is to introduce the game. Fundamentals will be taught and the safety of the game all while maintaining a fun, high energy environment. Players will learn proper techniques on how to hold a ball and bat. Players will learn the beginning stages of hand and eye coordination while catching and hitting. Practices will typically be 2 days a week for 30-45 minutes. 3
U6 Division. League age for 6 years of age. This is the first level for softball players. A fun atmosphere is maintained while working on skills. Players will not be participating in official games. It is a fun instructional league with emphasis on skill development. Batters will hit against coaches’ pitching. Players will learn to hit a moving ball, assist in a putout at a base. A Reduced Injury Factor (RIF) ball, i.e., a softer softball is used for U6 Ball. Players should feel comfortable with a ball thrown or hit to them and be able to protect themselves with their glove. There will be a minimum of two practices per week. Saturday morning practices may be scheduled. This division will schedule at least 3 games in the late May- early June part of the season. U8 Division. League age 7-8 years of age. This is a competitive league with scores and standings. This division is available to 6 year olds with at least one year of U6 division experience and based on a tryout basis and only if there are open roster spots available. Tryouts will be evaluated by at least one coach from current age group, one from advancing age group and at least one board member. A fun atmosphere is maintained while working on skills and players will participate in official games. It is a fun instructional league with emphasis on continued skill development. Batters will hit against the BLUE FLAME SPRING LOADED PITCHING MACHINE as suggested by Babe Ruth Headquarters. Players will learn to hit a moving ball, assist in a putout at a base and play with most of the basic Babe Ruth Softball rules. Players should feel comfortable with a ball thrown or hit to them and be able to protect themselves with their glove. Some Saturday morning games/practices may be scheduled. The rules according to the Babe Ruth League rulebook will apply. U10 Division. League age 9-10 years of age. This is a competitive league with scores and standings. 7/8 year old players may be permitted to play U10 based on a tryout basis and only if there are available roster spots. Tryouts will be evaluated by at least one coach from current age group, one from advancing age group and at least one board member. U10 teams play inter-league games against other NJ District 2 teams and will travel to other area towns for some of these games. The rules according to the Babe Ruth League rulebook will apply. There will be no coach pitch implemented after 4 balls to any one batter during her at bat as stated in the BABE RUTH LEAGUE Handbook. U12 Division. League age 11-12 years of age. This is a competitive league with scores and standings. Games are played by official Babe Ruth League rules. U12 teams also play several inter-league games against other NJ District 2 teams and will travel to other area towns for some of these games. The U12 division will be entered into a league with no less than 6 games allowing consistency in games both away and home. The rules according to the Babe Ruth League rulebook will apply when playing teams within our district. U14/16 Division. League age 13-16 years of age. This is a competitive league with scores and standings. Games are played by official Babe Ruth League rules. 16U teams play inter-league games against other NJ District 2 teams and will travel to other area towns for some of these games. The U14/16 division will be entered into a league allowing consistency in games both away and home. The rules according to the Babe Ruth League rulebook will apply when playing teams within our District.
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Tournament Teams. All Managers who volunteered for regular season play should be available to coach tournament teams. Managers and coaches for tournament teams will be selected by the Board. The Board will attempt to select one manager or coach per regular season team. Try-outs will be scheduled for any team that has more players interested in participating than spots available (15) per team. Eligibility of players will depend upon league age and availability to attend all practices and games that are scheduled for the tournament. A player can be eliminated from the selection pool based on availability alone. The objective of tournament teams is to select the strongest group of girls from the pool of candidates. Player evaluation should be done through an unbiased panel of Board members and managers/coaches. At no time may a player cross over rosters, a player in a younger age division may not participate in districts or higher. This will be handled on a case by case basis. Coaches Clinic. The Board will organize and make every attempt to host 3 coaches clinics which will be mandatory for all coaches and assistant coaches. Dates are TBD. Umpires. Babe Ruth Umpire Association has agreed to umpire all scheduled games for NEGS. There are no umpires for U8 r younger at this time. U10 games are $50/game. U12 and U16 games are $55/game. Maintenance of Fields. Plumsted Township has hired a landscaping company to maintain all recreation fields, which includes the NEGS softball fields and surrounding grounds. We will use (Ron Tabor) services, as there is no additional cost to the league for this service. Opening Day. Scheduled for Saturday, April 1st 2017. Rain date is scheduled for April 2, 2017. Board Meetings. Board meetings will be held at the convenience of the majority, at least one meeting per month. Additional Board meetings may be held on an “as needed” basis. If a board member misses 2 or more meetings it will be grounds for termination of position. The Board must have a 2/3 vote for removal. Board of Directors Terms of Service The Board of Directors shall have alternating term expiration years, based on the following groupings: A. President, Treasurer, Secretary (2017) B. Vice President, Player Agent, Safety Officer, Events Coordinator/Concessions Manager (open voting) Board of Directors Elections. This year, the league will accept nominations from May 1, 2017 –May 14, 2017 for the positions of President, Treasurer and Secretary, whose terms will be expiring on September 30, 2016. Board voting will take place on Player Appreciation Day through a ballot style vote. There will be a one vote per family cap, and votes will be placed anonymously at the concession stand during the Player Appreciation Day festivities. The ballots will be counted immediately after by all current, active board members. The present Board Members can submit their intent to continue in their present position, run for another position or resign. Intentions need to be made known by May 1, 2017. The transition of responsibilities will take place at the September/ October 2017 Board meeting.
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THIS SPACE INTENTIONALLY LEFT BLANK
These Bylaws were approved by the New Egypt Girls Softball League Board of Directors on November, 2016
_____________________________________ Jessie Tollefson President
Date _____________
_____________________________________ Denise Bowen Vice President
Date _____________
_____________________________________ Dana Closson Secretary
Date _____________
_____________________________________ James Morgan Joiner Treasurer
Date _____________
_____________________________________ Brittany Dzieciolowski Player Agent _____________________________________ Dave Mench Player Agent
Date _____________
_____________________________________ Matt Nemeth Safety Officer _____________________________________ Matt Harris League Liaison /Safety Officer
Date _____________
_____________________________________ Stacy Mayle Events Coordinator/Concessions Manager
Date _____________
Date _____________
Date _____________
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Board Members (duties and terms according to New Egypt Girls Softball League Constitution, dated October 1, 2016) President Jessica Tollefson Vice President Denise Bowen Secretary Dana Closson Treasurer James Morgan Joiner Player Agents Brittany Dzieciolowski & David Mench Safety Officers Matthew Nemeth & Matthew Harris (12/2/2017) Concessions Manager Stacy Mayle Registrations. Registration will be open to all players January 1, 2017 – March 1, 2017. The formation of teams will be scheduled for March 3, 2017-March 24, 2017 after which registration will be closed on March 1 and individual evaluations will take place. Teams will be limited to 15 players per team unless otherwise approved by the Board. Registration Fees/Dues. Registration fees will be $75 per player for the U3 division, $125 per player for the U4/5 & U6 division and $150.00 per player for the U8 division and above. The registration fee also includes the fundraising. Additional players in the same family can be registered at a reduced cost 2nd child - $125.00 3rd child - $100.00 Max per family will be $375. Any payments received after March 1, 2017 will receive a $25 late fee. No acceptance of any payments will be received after March 5, 2017, 11:59pm. Non-payment will result in not being rostered for the 2017 season. Refunds Due to the nature of our sport, no guarantees can be made regarding playing time, games played, team placement, schedules, etc. and no refunds of any kind will be made after March 5, 2017, with the following injury related exception: At the Board’s discretion, a discounted refund may be offered to a player that cannot participate in any league activities due to an injury, documented by a doctor’s note, based on the following formula: Injury related refund requests 1. 100% of registration fee until date that uniforms are ordered which is March 5, 2017. 1
2. After uniforms are ordered, 50% of the registration fee x percentage of games not played due to injury. Example, $100 registration fee, 8 games not played, due to injury, out of 12 scheduled games (66% of scheduled games) = 50% x 66% x $100 = $33.00 refund Late Fees and Other Fees. A $25 late fee will be imposed on any registration forms received after March 1, 2017 but before March 5, 2017. Checks returned to the league for insufficient funds will incur a $30 fee to the issuer to cover the bank fees charged to the league. Work Bonds. Each family is required to volunteer 2 hours of their time to the league for various duties that need to be performed for the league (ex: field maintenance, team parent, manager, coach, Opening Day, Player Appreciation Day, Gift Auction, etc.). Each family will be required to post a $75.00 work bond, check post-dated December 31, 2017. Upon completion of the 2 hour work requirement, work bond forms need to be filled out and signed off on by a league representative. A $75 work bond buyout is available upon request. This season we are asking that 1 hour of the 2 be donated to help work the concessions stand. Any family that does fulfill the work bond requirement of 2 hours will have their checks destroyed no later than September 2017. Any family who does not fulfill the work bond requirement of 2 hours will have their work bond monies deposited into the league’s general account by December 31, 2017. Equipment Bonds. Each Manager will be required to post a $250.00 team equipment bond check, post-dated July 1, 2017, in order to receive team equipment at the beginning of the season. Equipment bond checks will be destroyed at the July 2017 Board Meeting, upon return of all issued equipment, in undamaged condition. If all issued equipment is not returned, or returned in damaged condition, by June 30, 2017, the league has the right to deposit the equipment bond check. The exception will be made by the board only if the team is further participating in additional game and tournaments that have been board approved. An extension will be given to any manager who continues with tournament play; however they will be required to return all issued equipment within one week of the completion of the tournament or risk losing their rights to the return of the equipment bond. Fundraisers TBD- Toss a Ball – Description to follow on website Assignment of Managers, Coaches and Assistant Coaches. Upon evaluation of registration forms, the Board will generate a list of people who volunteered for these positions. Positions will be filled based on the number of teams expected to be drafted, number of positions available within the division the volunteers offer assistance to, prior experience as a softball coach, willingness to coach post-season, and any positive/negative feedback from prior season(s). The Board will limit assignment of managers, coaches and assistants to one adult per family per team. The Board has the ability to use their discretion in assignment of managers, coaches and assistants for the betterment of the league. 2
Requirements of Managers and Coaches. Each assigned manager and coach is required to: 1. Fill out a Babe Ruth Volunteer Form. Must be submitted no later than FEBURARY 24, 2017. 2. Successfully pass the Babe Ruth League Coaching Education and Certification Program at their own expense. Completion of program and copy of certificate must be completed and presented by March 1, 2017. 3. Submit to the Plumsted Township background check, at their own expense. All Background checks must be submitted by March 1, 2017. Player Draft. Player registration will be separated based on “league age”, as per Babe Ruth League rules. The player draft in each division may take place using one of two methods, depending on the Board’s direction and decision. 1. Method 1 - Teams will be drafted in each division strictly safety. Both that of the player and that of any player in whom she may be in contact with during the season. Secondary evaluations based by age and ability, ex. the U10 division will consist of two teams; one team of 9 year olds and one team of 10 year olds. 2. Method 2 - Teams will be drafted by mixing relative ages within the division. The manager’s and the assistants’ daughters will be the first players drafted to each team. Next, the Board will evenly distribute skilled pitchers and catchers amongst the teams. The remaining players will be distributed between the teams by making a conscious effort to draft teams that are relatively equal in abilities. 3. Coaches within the respected age division for that year and year previous (when available) will be invited to evaluate players for an evaluation to assess the overall safety and skillset of each player in order to draft players for teams. Player Assignment Requests. Parental requests for players to play in another age division other than their appropriate “league age” division must submit to a mandatory evaluation by Board members. After consideration, the Board will make a decision as to which division they feel the player will safely benefit the most from, without hindering the league as a whole. This includes, but is not limited to, the number of players on each team, safety issues, etc. Parental requests for players to be assigned to a particular team or a particular manager may be considered, however, the league is not obligated to honor any special requests. All decisions by the Board are final. U3 Division League age is for 3 year olds ONLY. This is to introduce the game. Fundamentals will be taught and the safety of the game all while maintaining a fun, high energy environment. Players will learn proper techniques on how to hold a ball and bat. Players will learn the beginning stages of hand and eye coordination while catching and hitting. Practices will typically be 2 days a week for 30-45 minutes. U4/5 Division League age 4 & 5 year olds ONLY. This is to introduce the game. Fundamentals will be taught and the safety of the game all while maintaining a fun, high energy environment. Players will learn proper techniques on how to hold a ball and bat. Players will learn the beginning stages of hand and eye coordination while catching and hitting. Practices will typically be 2 days a week for 30-45 minutes. 3
U6 Division. League age for 6 years of age. This is the first level for softball players. A fun atmosphere is maintained while working on skills. Players will not be participating in official games. It is a fun instructional league with emphasis on skill development. Batters will hit against coaches’ pitching. Players will learn to hit a moving ball, assist in a putout at a base. A Reduced Injury Factor (RIF) ball, i.e., a softer softball is used for U6 Ball. Players should feel comfortable with a ball thrown or hit to them and be able to protect themselves with their glove. There will be a minimum of two practices per week. Saturday morning practices may be scheduled. This division will schedule at least 3 games in the late May- early June part of the season. U8 Division. League age 7-8 years of age. This is a competitive league with scores and standings. This division is available to 6 year olds with at least one year of U6 division experience and based on a tryout basis and only if there are open roster spots available. Tryouts will be evaluated by at least one coach from current age group, one from advancing age group and at least one board member. A fun atmosphere is maintained while working on skills and players will participate in official games. It is a fun instructional league with emphasis on continued skill development. Batters will hit against the BLUE FLAME SPRING LOADED PITCHING MACHINE as suggested by Babe Ruth Headquarters. Players will learn to hit a moving ball, assist in a putout at a base and play with most of the basic Babe Ruth Softball rules. Players should feel comfortable with a ball thrown or hit to them and be able to protect themselves with their glove. Some Saturday morning games/practices may be scheduled. The rules according to the Babe Ruth League rulebook will apply. U10 Division. League age 9-10 years of age. This is a competitive league with scores and standings. 7/8 year old players may be permitted to play U10 based on a tryout basis and only if there are available roster spots. Tryouts will be evaluated by at least one coach from current age group, one from advancing age group and at least one board member. U10 teams play inter-league games against other NJ District 2 teams and will travel to other area towns for some of these games. The rules according to the Babe Ruth League rulebook will apply. There will be no coach pitch implemented after 4 balls to any one batter during her at bat as stated in the BABE RUTH LEAGUE Handbook. U12 Division. League age 11-12 years of age. This is a competitive league with scores and standings. Games are played by official Babe Ruth League rules. U12 teams also play several inter-league games against other NJ District 2 teams and will travel to other area towns for some of these games. The U12 division will be entered into a league with no less than 6 games allowing consistency in games both away and home. The rules according to the Babe Ruth League rulebook will apply when playing teams within our district. U14/16 Division. League age 13-16 years of age. This is a competitive league with scores and standings. Games are played by official Babe Ruth League rules. 16U teams play inter-league games against other NJ District 2 teams and will travel to other area towns for some of these games. The U14/16 division will be entered into a league allowing consistency in games both away and home. The rules according to the Babe Ruth League rulebook will apply when playing teams within our District.
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Tournament Teams. All Managers who volunteered for regular season play should be available to coach tournament teams. Managers and coaches for tournament teams will be selected by the Board. The Board will attempt to select one manager or coach per regular season team. Try-outs will be scheduled for any team that has more players interested in participating than spots available (15) per team. Eligibility of players will depend upon league age and availability to attend all practices and games that are scheduled for the tournament. A player can be eliminated from the selection pool based on availability alone. The objective of tournament teams is to select the strongest group of girls from the pool of candidates. Player evaluation should be done through an unbiased panel of Board members and managers/coaches. At no time may a player cross over rosters, a player in a younger age division may not participate in districts or higher. This will be handled on a case by case basis. Coaches Clinic. The Board will organize and make every attempt to host 3 coaches clinics which will be mandatory for all coaches and assistant coaches. Dates are TBD. Umpires. Babe Ruth Umpire Association has agreed to umpire all scheduled games for NEGS. There are no umpires for U8 r younger at this time. U10 games are $50/game. U12 and U16 games are $55/game. Maintenance of Fields. Plumsted Township has hired a landscaping company to maintain all recreation fields, which includes the NEGS softball fields and surrounding grounds. We will use (Ron Tabor) services, as there is no additional cost to the league for this service. Opening Day. Scheduled for Saturday, April 1st 2017. Rain date is scheduled for April 2, 2017. Board Meetings. Board meetings will be held at the convenience of the majority, at least one meeting per month. Additional Board meetings may be held on an “as needed” basis. If a board member misses 2 or more meetings it will be grounds for termination of position. The Board must have a 2/3 vote for removal. Board of Directors Terms of Service The Board of Directors shall have alternating term expiration years, based on the following groupings: A. President, Treasurer, Secretary (2017) B. Vice President, Player Agent, Safety Officer, Events Coordinator/Concessions Manager (open voting) Board of Directors Elections. This year, the league will accept nominations from May 1, 2017 –May 14, 2017 for the positions of President, Treasurer and Secretary, whose terms will be expiring on September 30, 2016. Board voting will take place on Player Appreciation Day through a ballot style vote. There will be a one vote per family cap, and votes will be placed anonymously at the concession stand during the Player Appreciation Day festivities. The ballots will be counted immediately after by all current, active board members. The present Board Members can submit their intent to continue in their present position, run for another position or resign. Intentions need to be made known by May 1, 2017. The transition of responsibilities will take place at the September/ October 2017 Board meeting.
5
THIS SPACE INTENTIONALLY LEFT BLANK
These Bylaws were approved by the New Egypt Girls Softball League Board of Directors on November, 2016
_____________________________________ Jessie Tollefson President
Date _____________
_____________________________________ Denise Bowen Vice President
Date _____________
_____________________________________ Dana Closson Secretary
Date _____________
_____________________________________ James Morgan Joiner Treasurer
Date _____________
_____________________________________ Brittany Dzieciolowski Player Agent _____________________________________ Dave Mench Player Agent
Date _____________
_____________________________________ Matt Nemeth Safety Officer _____________________________________ Matt Harris League Liaison /Safety Officer
Date _____________
_____________________________________ Stacy Mayle Events Coordinator/Concessions Manager
Date _____________
Date _____________
Date _____________
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