Spring Stampede Guidelines - LeagueAthletics.com
Date Approved: September , 2014
Spring Stampede Guidelines CONTENTS
OVERVIEW TEAMS TEAM REQUESTS / SELECTIONS MANAGERS / STAFF TRY-OUTS / RECRUITMENT PLAYERS COSTS TEAM INCOME / FUNDRAISING / SPONSORSHIPS FINANCIALS TEAM DISBANDMENT
UNIFORMS SELECT TEAM COMMISSIONER SAFETY CODE OF CONDUCT LEAGUE ASSISTANCE COMMUNICATION SENIORITY POLICY GRIEVANCES SAYS AFFILIATION REVISION OF OPERATONAL GUIDELINES
OVERVIEW Mission: Through select fast-pitch softball, the Spring Stampede organization will develop our young community’s sportsmanship, self-respect, discipline, and personal responsibility. It is our goal and intention to develop and prepare our girls with the ultimate end of exposure to college opportunities. Our players will be matched to their skills in an atmosphere that encourages and promotes healthy competition, teamwork, and friendships. Organization: “Spring Stampede” is the only select softball organization which will operate and be sanctioned within Spring Area Youth Softball (SAYS), located in Spring, Texas. “Spring Stampede” will be governed by the by-laws of the Spring Area Youth Softball organization. These operational guidelines are intended to provide direction for the select softball program. Should any discrepancy exist between the by-laws of SAYS and the operational guidelines of the Spring Stampede, the by-laws and guidelines of SAYS shall prevail. SAYS is associated with and governed by Houston ASA. Participation in Houston ASA Championship is encouraged. Tournament participation is at the discretion of each team; however, each team is required to participate, on average, in one tournament per month to be considered in good standing*. In addition, teams in the 16U division and older, are required to participate in at least two college exposure tournaments within the season; as well as have player profiles on file with the Select Team Commissioner. A binder of the team’s player profiles shall be kept with the Select Team Commissioner. The Select Team Commissioner should be made aware of any roster changes, and the binder should be updated with new player profiles in a timely manner. *Note: Many teams take off August and/ or January, as such, August and January are considered “offseason”. However, teams should participate in a minimum of 12 tournaments, round robins or exposure events over the course of the season. Each team is required to remain active throughout the year. Spring Stampede Operational Guidelines
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TEAMS SAYS will allow only one team per birth year. In some cases, there will be up to 2 teams per age group. The following teams are slated to be part of the Spring Stampede organization for the 2014-2015 season, by order of seniority: 1. 2. 3. 4. 5.
Spring Stampede ’00 (14U) – manager Sherry Doolittle, 4th season Spring Stampede ’04 (10U) – manager Darla Temple, 2nd season Spring Stampede ’01 (14U) – manager Fred Rivera, 1st season Spring Stampede ’05 (10U) – manager Eric Hagebusch, 1st season Spring Stampede ’99 (16U) – manager Antonio James, 1st season
TEAM REQUESTS / SELECTIONS 1. The Spring Stampede select season will begin and end in mid-August. Generally, team formations and practices will begin in mid-August. 2. Current select teams seeking renewal should notify the select team commissioner or general board no later than May 30th. The team renewal and his/her year-end evaluation will be reviewed at the boards regularly scheduled June meeting. 3. All new Select team managers must be approved by the general board. Persons wishing to manage an S.A.Y.S. select team must submit a written proposal to the select team commissioner or general board. Request will be reviewed at the boards next regularly scheduled meeting. Any manager not granted a team by this process has the right to appeal to the general board in person at the next scheduled monthly meeting, if they so choose. 4. In the written proposal of the requesting manager, the manager shall confirm that the objectives and rules of conduct of the S.A.Y.S. league will be followed. The manager must describe his/her special qualifications for the position, identify proposed assistant coaches, and describe the program that will be offered. 5. Select team managers should have participated with S.A.Y.S. the previous year as a manager. Special exceptions can be addressed to the select team commissioner, but must be approved by the board of directors. 6. In selection of a team manager and/or assistant coach SAYS and Spring Stampede teams should not knowingly fill either position with a person who has: (a) been convicted of any felony, crime of violence, or crime against a person; (b) an arrest record for any offense involving sexual misconduct; (c) a documented or demonstrated history of drug or alcohol abuse; or (d) a demonstrated pattern of behavior that would have a detrimental effect on children. If an applicant has record of any of the above factors they must appear before the board of directors for approval.
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MANAGERS / STAFF There will only be one designated manager per team. Assistant coaches and staff are selected by the team manager and should be selected based on experience, rapport with players, and overall attitude towards the game of softball. Spring Stampede assistant coaches and staff should not have a ‘Win At All Cost’ attitude. Wins will be the product of hard work and good effective practices. Managers should discuss the commitment required for practices, games, and tournaments with their prospective staff prior to offering a position on the staff. If an individual is not willing to make the commitment and sacrifice as a member of the staff, the team should not make an offer. The staff will be defined as all coaches, assistant coaches, and those having supervisory roles in practices, games, scrimmages, or other team functions, on or off the playing field. Note: If a coach or any staff member is paid, the team must notify the parents. Manager Responsibilities: Ensure that the staff teaches players the fundamentals of softball in accordance with the Spring Stampede and SAYS missions. Provide support for SAYS workday to perform seasonal maintenance on the field which they play. Manage the behavior of all staff and parents during games and practices. Adhere to all aspects of these Operational Guidelines Be familiar with and adhere to the GHYSA and ASA sanctioned formats. When selecting team assistant coaches, the manager should also consider the following criteria:
Knowledge of the game. Ability to effectively teach softball to age-specific players. Coaching experience and coaching success. Ability to communicate effectively with parents. Amount and quality of past support provided to the Spring Stampede or SAYS. Ability to complete ASA ACE Certification and background check. Any previous written complaints or commendations from other coaches, parents, umpires, or other team or league members. Any other pertinent information regarding the individual's qualifications to serve in this capacity.
All assistant coaches and staff are required to be ASA ACE Certified the latter of February 1 of the current season OR 45 days after the team officially becomes part of the organization AND pass an annual background check as administered by ASA. Proof of this must be presented to the Select Team Commissioner.
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The staff will be representing not only the Spring Stampede organization, but also SAYS. They are responsible for the well being of each team member. All coaches will demonstrate proper demeanor while serving as a Spring Stampede/ SAYS representative. Failure to do so may result in probation and possible removal of the privilege of being on the field during games. The Select Team Commissioner reserves the right to suspend staff until a hearing by the SAYS General Board meeting. By vote, the Spring Stampede managers, along with SAYS Board of Directors reserve the right to remove any coach or manager from the team for cause. TRY-OUTS / RECRUITMENT The select teams will be comprised of players who have been evaluated and chosen in open or private tryouts. Players are to be chosen by the team manager and/ or coaching staff. The Spring Stampede organization will hold annual open tryouts for each division, per League and GHYSA/ Houston ASA guidelines. Tryout date(s) must be submitted and approved by the league. Private tryouts are at the discretion of each team manager. All teams are required to hold open tryouts. Each manager will determine the tryout process for his or her team, and the maximum number of players the team will carry, but the team will be required to carry a minimum of 9 players to remain in good standing.
Player selection is at the discretion of the manager/coaching staff of each team. If requested, managers of other Spring Stampede teams should assist in the selection process. The manager is responsible for advertising, recruiting, and setting the date for each tryout. The select team commissioner shall be available and present at tryouts for assistance and guidance. New teams should solicit his/her advice in how to hold a tryout to ensure organization and consistency.
Players should know that, from season to season, roster spots are not guaranteed and each player must tryout again during open tryouts. Any manager or staff may recruit players from outside programs at any time within GHYSA guidelines. Any dispute regarding player recruitment shall be brought to the immediate attention of the SAYS Select Commissioner for resolution. A select player MAY NOT be on the roster of two select teams at one time as this could make both rosters invalid. Please, review GHYSA guidelines for releasing and picking up players.
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PLAYERS When dealing with players, the Spring Stampede understands that there are various reasons for removing a player from a team, including:
Player/ family unable to fulfill time commitments Player/ family unable to fulfill financial commitments. Chronic behavioral and attitude problems by the player and/ or parents. If so, please, document.
It is each manager’s discretion when to release a player, but do so in a respectful way. Please, make sure that each player knows and understands the reason for release and what to work on to become a better player and/ or team mate. Managers may make changes to the roster, including asking players to leave, and replacing them with new players, if they feel it is in the best interest of the team. The manager should provide a roster to the SAYS Select Team Commissioner no later than October 1 st, but prior to any tournament game being played, along with proof of insurance. Player profiles (16U and up) should be submitted no later than November 1st. Each team should provide updated rosters when additions and removals are completed. COSTS All select team costs are the responsibility of the individual team and its members. Neither funds nor equipment will be provided by SAYS. Managers should consider costs which will include, at minimum: SAYS Annual Select Team Fees - $1,000, due annually, the first $500 to be paid September 1st or within one week of the first scheduled practice/meeting; and the second $500 due by the 1st day of February. Uniforms Umpire fees Tournament entry fees Insurance – Proof of insurance is due prior to any tournament play. Any association registration fees TEAM INCOME / FUNDRAISING / SPONSORSHIPS Commitment Fees will be designated and set by each select team. Monthly Dues will be determined and set by each select team. The amount of these fees should, at a minimum, cover any ongoing costs, such as: umpire fees and tournament entry fees. Fundraising will be completed at the discretion of each team but must be in compliance with these guidelines and SAYS league rules. Consult your select team commissioner if needed. Spring Stampede Operational Guidelines
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Hosting Tournaments: When hosting a fundraising tournament at S.A.Y.S., the following shall apply: The first tournament hosted by any particular team will be at a $250 charge to the team. Each team will be charged a $50 league fee for the second tournament, and this league fee charge will increase in $50 increments for each additional tournament. A $250 field / concession usage deposit and signed agreement will be required for any tournament. This fee must be received within 2 weeks of your request to secure your tournament date. It is each team’s responsibility to meet with league commissioner or treasurer and make deposit. Your signed agreement will lay out guidelines to follow in running the concession and use of field equipment and cleanup. $100 “One-day Round Robin” fee. Concession usage deposit and signed agreement required. Only youth fast-pitch softball tournaments will be allowed. All tournaments should be coordinated with the league UIC. All vendors must be county approved. Compliance with Concession Agreement is required for deposit return AND receipt of team proceeds from concession sales. Players and parents shall be required to participate equally in any fundraising, but many times that is not possible. If not, the players and parents should be properly credited by participation time compared to all others. Sponsorships can be acquired by each team under 501(c)3 tax designation of Spring Area Youth Softball. The name of the business, address, and amount of sponsorship must be designated on periodic financial reports (see below) provided to the league treasurer. The team should properly recognize the sponsor by the amount of donation. This can be anything from a 'Thank You' plaque, business name on team banner, etc... The team will receive 30% of any sponsorship received. The remaining 70% should be allocated to the individual player account. This information must be provided to the parents prior to the season beginning. Sponsor payments made by businesses shall be made payable directly to the team account. SAYS will provide the tax id number to use in designating the payment as a donation for tax purposes. SAYS will only provide evidence of cash donation to the team. The organization will not provide value to non-cash donations. FINANCIALS Each team will designate a treasurer. All financial transactions are at the discretion of each team, but must be in compliance with all 501(c)3 tax laws and be reported quarterly to the SAYS treasurer. The financial activity should be available for inspection to all parents and SAYS and its board of directors, when requested. If a request is made, the team treasurer will be given 48 hours to provide the information. Failure to comply will result in immediate suspension of any and all team activities and privileges until reinstatement by the board. Spring Stampede Operational Guidelines
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In the event a player is dismissed (for cause), or voluntarily leaves the team, there will be no refunds on team dues UNLESS they are prepaid, and in that case, a prorated portion of the prepaid amount will be refunded. This amount absolutely cannot include any fundraising money or any sponsorship money. These fiduciary duties, whether performed by the manager or a designee, should include: accurate bookkeeping, paying of bills, fund raising, and reporting, as required. Each manager shall develop a budget estimate prior to tryouts so that it may be determined how much money the team will need to support its activities for the upcoming season. With this budget the manager can determine commitment fees, monthly dues, and fundraising requirements for the team prior to tryouts. This information should be shared with all the parents of prospective players. Each manager shall open and maintain a checking account at Amegy Bank of Texas, 1000 Spring Cypress Road, Spring, Texas 77373, to be used exclusively for team financial matters. All fees, funds collected, and monies paid on behalf of the team should be handled through this account. The Spring Area Youth Softball League treasurer shall have viewing privileges on each select team account. Managers or team treasurers shall periodically provide reports to the parents of the team which consist of the status of the team financials (income/expenditures). At the end of the season should there be a surplus remaining in the account (not including individual sub-accounts), those funds shall be spent on the members of the team, or shall be divided equally among the players into their sub-accounts or carried over into team account for forecasted start up fees. However funds should be depleted if a team has not received approval for renewal from the board of directors per these guidelines. If at the end of the season, funds still remain in an individual player account, they may be (1) rolled over into the succeeding season for the same organization, (2) transferred to another nonprofit organization (checks written directly to them) if the player is not selected on a Stampede team that she is eligible to play on, or (3) to purchase softball equipment for the individual. If a player chooses not to return to the Stampede Organization, all remaining proceeds in an individual account will be non-refundable and will be credited to the team account. Upon closure of the season, the manager will submit a financial report to the SAYS Treasurer. TEAM DISBANDMENT In the event that a Spring Stampede team disbands, the other Spring Stampede managers of that age group will be given the opportunity to pick up players from the disbanded team. Should there be no Spring Stampede team in that age group, the Spring Stampede team at the next level will be given the opportunity to pick up the disbanded team players, provided the respective player possesses the ability to play at the next level.
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Also, all equipment purchased with team funds and a final report that shows that all funds have been properly depleted must be turned in by the manager to the league treasurer no later than 30 days from official notice of disbandment. Forecasted startup funds and/or any other team funds in the team account will be transferred into a league account. Failure to return equipment and/or final reporting will subject the management/staff of the team to legal action. UNIFORMS Every select team will wear the Spring Stampede uniform, approved by the S.A.Y.S. board and purchased from an S.A.Y.S. approved uniform vendor. The uniforms may consist of pants in white, navy, and/or gray; and jerseys in orange, white, and navy, with the Spring Stampede name and/ or logo on the front, when present. Select teams CANNOT affix sponsor names and logos to any uniforms mentioned above. SELECT TEAM COMMISSIONER The SAYS Select Team Commissioner duties will include, but are not limited to: They will be the liaison between all the teams and the “go to” person to assist with any questions. They will keep select teams updated on league activities and events. Work closely with the SAYS league field scheduler. They will assist the field scheduler with any needs for the teams, including: practice slots, tournament requests, etc. Work closely with league treasurer. They will report quarterly or monthly team cash activity; and the league treasurer will in turn annually provide tax reporting to the IRS. They work closely with the Spring Stampede to ensure that all teams and its players comply with the Spring Stampede guidelines. SAFETY Coaches should always have the players’ safety in mind, in regards to playing equipment, field conditions, travel, etc… Here are a few items to keep in mind: The catcher must wear a catcher’s helmet in accordance with appropriate ASA (or other association) rules that includes a mask with a throat protector or a hockey style helmet, a chest protector, and shin guards during play, practice, or warm-up. The batter, on-deck batter, and all base runners must wear protective headgear covering both ears and temples. It is highly recommended that all pitchers wear either a face mask or mouth piece. Players at the corners (1st and 3rd) are highly recommended to wear masks.
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CODE OF CONDUCT The Spring Stampede will follow the Spring Area Youth Softball Code of Conduct. All participants in SAYS activities (administrators, players, coaches, officials, and spectators) are expected to conduct themselves in accordance with the principles of good sportsmanship and appropriate behavior and will comply with all SAYS policies, rules, and procedures. This Code of Conduct applies to all practices, games, and any other SAYS and Spring Stampede sanctioned activities. Participants (staff, players, parents and team guests) will:
Exemplify behavior that reflects good sportsmanship, respect, courtesy, and a positive attitude. Maintain self-control at all times. Refrain from using abusive language or profanity, making humiliating remarks, gestures of ill temper, verbal or physical threats, and/or physical assault upon another player, coach, official, or spectator. Not engage in any behavior which would endanger the health, safety, or well-being of any player, coach, official, or spectator. Treat players, coaches, officials, and spectators with respect regardless of race, creed, color, national origin, sex, sexual orientation, religion, or ability. Follow field/facility rules and regulations, respecting at all times the property of others. Not use alcohol, illegal drugs or tobacco products, or carry any firearm or weapon during any event in which Spring Stampede is a participant. Respect Umpires: The umpire is in control of the game, and his or her authority must be respected. Address your concerns about any umpire to a coach of your daughter’s team. Your Daughter’s Coach: Let your daughter’s coach do his or her job as coach. Keep in mind that there is a difference between encouraging your daughter and coaching your daughter. If you would like to coach, talk to your daughter’s coach after a game. In most cases, he or she will be very willing to enlist your assistance and consider your input. Guests: Always remember you are responsible for the conduct of all guests you bring to any game or practice. Retain composure at all times and never leave their position in the field or on the bench to engage in a fight or altercation of any kind. Respect the integrity of judgment of umpires and accept their decisions without any argument. Any problems occurring during tournaments should be reported to the select team commissioner by email within 48 hours. If further action is required, the select team commissioner will contact the team manager to discuss.
Staff (practices and games) will: Exemplify behavior that is representative of being an adult, a coach, a member of the Spring Stampede, and a leader of young women.
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Demonstrate high ideals, good sportsmanship, and desirable attitudes in personal behavior and demand the same standards from his/her players. Be responsible for assistant coaches, players and fans representing their team. Remember that umpires have the right to remove coaches, players and fans for unsportsmanlike behavior or declare a forfeiture if coaches cannot control their supporters or players. Emphasize to his/her players and support personnel the importance of proper sideline behavior and the necessity of restraining from entering the playing field to engage in a fight or altercation of any kind. Cooperate with and assist the SAYS Board of Directors and League Commissioners in the planning, scheduling, and conducting of league activities. Utilize positive educational methods in coaching; giving all players an opportunity to develop and use initiative, leadership, and judgment. Pay close attention to the physical condition and well being of players; refusing to jeopardize the health of an individual for the sake of improving his/her team’s chances of winning. Conduct him/her self properly when raising a question about or discussing a call with an official.
All staff shall sign a Code of Conduct that clearly states behavioral expectations. Signing of the Code of Conduct shall be an indication that they understand participation with the Spring Stampede is a privilege and not a right, and that Spring Stampede and SAYS reserves the right to revoke those privileges at any time if behavioral issues arise and persist. Cheering: Teams are encouraged to cheer to support their players as long as the cheers are in good taste and are not derogatory to opposing players, coaches or umpires. Enthusiasm and encouragement to players is welcome and needed. Always show respect, however, to the players and spectators of the opposing team. Continuous yelling, and cheers or remarks designed to distract, demean, or embarrass an opposing player or coach, are unacceptable. Year-End evaluations: All staff may be subject to a year end evaluation that could include input from any and/or all of the following: Survey of player parents Review of team record On and off field behavior observed by members of the SAYS Board and other Spring Stampede Managers Input from other Spring Stampede managing peers LEAGUE ASSISTANCE In addition to managing and coaching their respective sanctioned select teams, managers will be asked to assist SAYS during league fundraising events, league coaches meetings, draft evaluations, camps, clinics, tournaments, etc. All select softball managers should help, or send team representatives to help, with these various events. Should your tournament schedule conflict the select team commissioner may be able to approve a buyout. Spring Stampede Operational Guidelines
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During non-league times of the year, the select teams will be required to do field maintenance, except for January and August; which are off months for select team. The team will be required to mow the outfield grass once a week, or as needed (during off season). They should also drag their field AND water as needed. Each team will be responsible for a field. A weekly fee of $50 will be charged to any team that doesn't maintain their field. The fee will increase in $50 increments for each offense. During the league season and pre-season practice period, every effort will be made to avoid scheduling conflicts between the teams. In the event of unavoidable conflicts, the following priorities will apply: a) League team games will take priority over select team practices; b) Select team practices will take priority over league team practices on Wednesday, Saturday and Sunday; and c) Pre-approved tournaments will take priority of fields Friday thru Sunday. COMMUNICATION It is required that each select team creates and maintains a website for indoctrination and communication purposes. Minimum website information should include: estimated dates for beginning and ending a season, expectation of time for practices and tournaments, and intentions to play major tournaments. SENIORITY POLICY Seniority of teams will be based on tenure with the park. If two teams have the same tenure, then the team that is in the older age group will be given seniority. This should only be applied when allocating practice times and/ or if a team requests the same weekend for hosting a tournament. GRIEVANCES Handling of all questions, concerns and problems always will be handled first on a team level. If a resolution cannot be agreed upon then the parent and coach should seek advice from the SAYS Select Team Commissioner. The final step would be to file a written grievance with SAYS. The SAYS General Board will try to resolve the issue with all parties' interests in mind. It is not the intent of the grievance process to manage or address day-to-day handling of teams, practice routine, lineups, playing positions, etc. These types of issues are the manager's decisions and must be handled between the manager, coach, player and/or parent(s).
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SAYS AFFILIATION The SAYS Board of Directors has the final authority regarding sanctioned select softball matters. The Select Team Commissioner is responsible for overseeing the select softball program. REVISION OF OPERATONAL GUIDELINES Any change proposals should be submitted via e-mail to the SAYS Select Team Commissioner. These will be reviewed and voted on by SAYS general board. Changes will take effect at the beginning of the succeeding season. If urgent in nature, the Spring Stampede Managers can request a general board vote to make immediate changes to the Operational Guidelines.
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Team Manager Approval Signatures for Stampede Guidelines 2014-2015: Spring Stampede '00 Manager Name (Print): _____Sherry Doolittle______________________ Manager Signature: ____________________________________________ Date: ______________
Spring Stampede '04 Manager Name (Print): _____Darla Temple______________________ Manager Signature: ____________________________________________ Date: ______________ Spring Stampede '01 Manager Name (Print): _____Fred Rivera______________________ Manager Signature: ____________________________________________ Date: ______________ Spring Stampede '05 Manager Name (Print): _____Eric Hagebusch______________________ Manager Signature: ____________________________________________ Date: ______________ Spring Stampede '99 Manager Name (Print): _____Antonio James______________________ Manager Signature: ____________________________________________ Date: ______________
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Spring Stampede Guidelines CONTENTS
OVERVIEW TEAMS TEAM REQUESTS / SELECTIONS MANAGERS / STAFF TRY-OUTS / RECRUITMENT PLAYERS COSTS TEAM INCOME / FUNDRAISING / SPONSORSHIPS FINANCIALS TEAM DISBANDMENT
UNIFORMS SELECT TEAM COMMISSIONER SAFETY CODE OF CONDUCT LEAGUE ASSISTANCE COMMUNICATION SENIORITY POLICY GRIEVANCES SAYS AFFILIATION REVISION OF OPERATONAL GUIDELINES
OVERVIEW Mission: Through select fast-pitch softball, the Spring Stampede organization will develop our young community’s sportsmanship, self-respect, discipline, and personal responsibility. It is our goal and intention to develop and prepare our girls with the ultimate end of exposure to college opportunities. Our players will be matched to their skills in an atmosphere that encourages and promotes healthy competition, teamwork, and friendships. Organization: “Spring Stampede” is the only select softball organization which will operate and be sanctioned within Spring Area Youth Softball (SAYS), located in Spring, Texas. “Spring Stampede” will be governed by the by-laws of the Spring Area Youth Softball organization. These operational guidelines are intended to provide direction for the select softball program. Should any discrepancy exist between the by-laws of SAYS and the operational guidelines of the Spring Stampede, the by-laws and guidelines of SAYS shall prevail. SAYS is associated with and governed by Houston ASA. Participation in Houston ASA Championship is encouraged. Tournament participation is at the discretion of each team; however, each team is required to participate, on average, in one tournament per month to be considered in good standing*. In addition, teams in the 16U division and older, are required to participate in at least two college exposure tournaments within the season; as well as have player profiles on file with the Select Team Commissioner. A binder of the team’s player profiles shall be kept with the Select Team Commissioner. The Select Team Commissioner should be made aware of any roster changes, and the binder should be updated with new player profiles in a timely manner. *Note: Many teams take off August and/ or January, as such, August and January are considered “offseason”. However, teams should participate in a minimum of 12 tournaments, round robins or exposure events over the course of the season. Each team is required to remain active throughout the year. Spring Stampede Operational Guidelines
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TEAMS SAYS will allow only one team per birth year. In some cases, there will be up to 2 teams per age group. The following teams are slated to be part of the Spring Stampede organization for the 2014-2015 season, by order of seniority: 1. 2. 3. 4. 5.
Spring Stampede ’00 (14U) – manager Sherry Doolittle, 4th season Spring Stampede ’04 (10U) – manager Darla Temple, 2nd season Spring Stampede ’01 (14U) – manager Fred Rivera, 1st season Spring Stampede ’05 (10U) – manager Eric Hagebusch, 1st season Spring Stampede ’99 (16U) – manager Antonio James, 1st season
TEAM REQUESTS / SELECTIONS 1. The Spring Stampede select season will begin and end in mid-August. Generally, team formations and practices will begin in mid-August. 2. Current select teams seeking renewal should notify the select team commissioner or general board no later than May 30th. The team renewal and his/her year-end evaluation will be reviewed at the boards regularly scheduled June meeting. 3. All new Select team managers must be approved by the general board. Persons wishing to manage an S.A.Y.S. select team must submit a written proposal to the select team commissioner or general board. Request will be reviewed at the boards next regularly scheduled meeting. Any manager not granted a team by this process has the right to appeal to the general board in person at the next scheduled monthly meeting, if they so choose. 4. In the written proposal of the requesting manager, the manager shall confirm that the objectives and rules of conduct of the S.A.Y.S. league will be followed. The manager must describe his/her special qualifications for the position, identify proposed assistant coaches, and describe the program that will be offered. 5. Select team managers should have participated with S.A.Y.S. the previous year as a manager. Special exceptions can be addressed to the select team commissioner, but must be approved by the board of directors. 6. In selection of a team manager and/or assistant coach SAYS and Spring Stampede teams should not knowingly fill either position with a person who has: (a) been convicted of any felony, crime of violence, or crime against a person; (b) an arrest record for any offense involving sexual misconduct; (c) a documented or demonstrated history of drug or alcohol abuse; or (d) a demonstrated pattern of behavior that would have a detrimental effect on children. If an applicant has record of any of the above factors they must appear before the board of directors for approval.
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MANAGERS / STAFF There will only be one designated manager per team. Assistant coaches and staff are selected by the team manager and should be selected based on experience, rapport with players, and overall attitude towards the game of softball. Spring Stampede assistant coaches and staff should not have a ‘Win At All Cost’ attitude. Wins will be the product of hard work and good effective practices. Managers should discuss the commitment required for practices, games, and tournaments with their prospective staff prior to offering a position on the staff. If an individual is not willing to make the commitment and sacrifice as a member of the staff, the team should not make an offer. The staff will be defined as all coaches, assistant coaches, and those having supervisory roles in practices, games, scrimmages, or other team functions, on or off the playing field. Note: If a coach or any staff member is paid, the team must notify the parents. Manager Responsibilities: Ensure that the staff teaches players the fundamentals of softball in accordance with the Spring Stampede and SAYS missions. Provide support for SAYS workday to perform seasonal maintenance on the field which they play. Manage the behavior of all staff and parents during games and practices. Adhere to all aspects of these Operational Guidelines Be familiar with and adhere to the GHYSA and ASA sanctioned formats. When selecting team assistant coaches, the manager should also consider the following criteria:
Knowledge of the game. Ability to effectively teach softball to age-specific players. Coaching experience and coaching success. Ability to communicate effectively with parents. Amount and quality of past support provided to the Spring Stampede or SAYS. Ability to complete ASA ACE Certification and background check. Any previous written complaints or commendations from other coaches, parents, umpires, or other team or league members. Any other pertinent information regarding the individual's qualifications to serve in this capacity.
All assistant coaches and staff are required to be ASA ACE Certified the latter of February 1 of the current season OR 45 days after the team officially becomes part of the organization AND pass an annual background check as administered by ASA. Proof of this must be presented to the Select Team Commissioner.
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The staff will be representing not only the Spring Stampede organization, but also SAYS. They are responsible for the well being of each team member. All coaches will demonstrate proper demeanor while serving as a Spring Stampede/ SAYS representative. Failure to do so may result in probation and possible removal of the privilege of being on the field during games. The Select Team Commissioner reserves the right to suspend staff until a hearing by the SAYS General Board meeting. By vote, the Spring Stampede managers, along with SAYS Board of Directors reserve the right to remove any coach or manager from the team for cause. TRY-OUTS / RECRUITMENT The select teams will be comprised of players who have been evaluated and chosen in open or private tryouts. Players are to be chosen by the team manager and/ or coaching staff. The Spring Stampede organization will hold annual open tryouts for each division, per League and GHYSA/ Houston ASA guidelines. Tryout date(s) must be submitted and approved by the league. Private tryouts are at the discretion of each team manager. All teams are required to hold open tryouts. Each manager will determine the tryout process for his or her team, and the maximum number of players the team will carry, but the team will be required to carry a minimum of 9 players to remain in good standing.
Player selection is at the discretion of the manager/coaching staff of each team. If requested, managers of other Spring Stampede teams should assist in the selection process. The manager is responsible for advertising, recruiting, and setting the date for each tryout. The select team commissioner shall be available and present at tryouts for assistance and guidance. New teams should solicit his/her advice in how to hold a tryout to ensure organization and consistency.
Players should know that, from season to season, roster spots are not guaranteed and each player must tryout again during open tryouts. Any manager or staff may recruit players from outside programs at any time within GHYSA guidelines. Any dispute regarding player recruitment shall be brought to the immediate attention of the SAYS Select Commissioner for resolution. A select player MAY NOT be on the roster of two select teams at one time as this could make both rosters invalid. Please, review GHYSA guidelines for releasing and picking up players.
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PLAYERS When dealing with players, the Spring Stampede understands that there are various reasons for removing a player from a team, including:
Player/ family unable to fulfill time commitments Player/ family unable to fulfill financial commitments. Chronic behavioral and attitude problems by the player and/ or parents. If so, please, document.
It is each manager’s discretion when to release a player, but do so in a respectful way. Please, make sure that each player knows and understands the reason for release and what to work on to become a better player and/ or team mate. Managers may make changes to the roster, including asking players to leave, and replacing them with new players, if they feel it is in the best interest of the team. The manager should provide a roster to the SAYS Select Team Commissioner no later than October 1 st, but prior to any tournament game being played, along with proof of insurance. Player profiles (16U and up) should be submitted no later than November 1st. Each team should provide updated rosters when additions and removals are completed. COSTS All select team costs are the responsibility of the individual team and its members. Neither funds nor equipment will be provided by SAYS. Managers should consider costs which will include, at minimum: SAYS Annual Select Team Fees - $1,000, due annually, the first $500 to be paid September 1st or within one week of the first scheduled practice/meeting; and the second $500 due by the 1st day of February. Uniforms Umpire fees Tournament entry fees Insurance – Proof of insurance is due prior to any tournament play. Any association registration fees TEAM INCOME / FUNDRAISING / SPONSORSHIPS Commitment Fees will be designated and set by each select team. Monthly Dues will be determined and set by each select team. The amount of these fees should, at a minimum, cover any ongoing costs, such as: umpire fees and tournament entry fees. Fundraising will be completed at the discretion of each team but must be in compliance with these guidelines and SAYS league rules. Consult your select team commissioner if needed. Spring Stampede Operational Guidelines
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Hosting Tournaments: When hosting a fundraising tournament at S.A.Y.S., the following shall apply: The first tournament hosted by any particular team will be at a $250 charge to the team. Each team will be charged a $50 league fee for the second tournament, and this league fee charge will increase in $50 increments for each additional tournament. A $250 field / concession usage deposit and signed agreement will be required for any tournament. This fee must be received within 2 weeks of your request to secure your tournament date. It is each team’s responsibility to meet with league commissioner or treasurer and make deposit. Your signed agreement will lay out guidelines to follow in running the concession and use of field equipment and cleanup. $100 “One-day Round Robin” fee. Concession usage deposit and signed agreement required. Only youth fast-pitch softball tournaments will be allowed. All tournaments should be coordinated with the league UIC. All vendors must be county approved. Compliance with Concession Agreement is required for deposit return AND receipt of team proceeds from concession sales. Players and parents shall be required to participate equally in any fundraising, but many times that is not possible. If not, the players and parents should be properly credited by participation time compared to all others. Sponsorships can be acquired by each team under 501(c)3 tax designation of Spring Area Youth Softball. The name of the business, address, and amount of sponsorship must be designated on periodic financial reports (see below) provided to the league treasurer. The team should properly recognize the sponsor by the amount of donation. This can be anything from a 'Thank You' plaque, business name on team banner, etc... The team will receive 30% of any sponsorship received. The remaining 70% should be allocated to the individual player account. This information must be provided to the parents prior to the season beginning. Sponsor payments made by businesses shall be made payable directly to the team account. SAYS will provide the tax id number to use in designating the payment as a donation for tax purposes. SAYS will only provide evidence of cash donation to the team. The organization will not provide value to non-cash donations. FINANCIALS Each team will designate a treasurer. All financial transactions are at the discretion of each team, but must be in compliance with all 501(c)3 tax laws and be reported quarterly to the SAYS treasurer. The financial activity should be available for inspection to all parents and SAYS and its board of directors, when requested. If a request is made, the team treasurer will be given 48 hours to provide the information. Failure to comply will result in immediate suspension of any and all team activities and privileges until reinstatement by the board. Spring Stampede Operational Guidelines
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In the event a player is dismissed (for cause), or voluntarily leaves the team, there will be no refunds on team dues UNLESS they are prepaid, and in that case, a prorated portion of the prepaid amount will be refunded. This amount absolutely cannot include any fundraising money or any sponsorship money. These fiduciary duties, whether performed by the manager or a designee, should include: accurate bookkeeping, paying of bills, fund raising, and reporting, as required. Each manager shall develop a budget estimate prior to tryouts so that it may be determined how much money the team will need to support its activities for the upcoming season. With this budget the manager can determine commitment fees, monthly dues, and fundraising requirements for the team prior to tryouts. This information should be shared with all the parents of prospective players. Each manager shall open and maintain a checking account at Amegy Bank of Texas, 1000 Spring Cypress Road, Spring, Texas 77373, to be used exclusively for team financial matters. All fees, funds collected, and monies paid on behalf of the team should be handled through this account. The Spring Area Youth Softball League treasurer shall have viewing privileges on each select team account. Managers or team treasurers shall periodically provide reports to the parents of the team which consist of the status of the team financials (income/expenditures). At the end of the season should there be a surplus remaining in the account (not including individual sub-accounts), those funds shall be spent on the members of the team, or shall be divided equally among the players into their sub-accounts or carried over into team account for forecasted start up fees. However funds should be depleted if a team has not received approval for renewal from the board of directors per these guidelines. If at the end of the season, funds still remain in an individual player account, they may be (1) rolled over into the succeeding season for the same organization, (2) transferred to another nonprofit organization (checks written directly to them) if the player is not selected on a Stampede team that she is eligible to play on, or (3) to purchase softball equipment for the individual. If a player chooses not to return to the Stampede Organization, all remaining proceeds in an individual account will be non-refundable and will be credited to the team account. Upon closure of the season, the manager will submit a financial report to the SAYS Treasurer. TEAM DISBANDMENT In the event that a Spring Stampede team disbands, the other Spring Stampede managers of that age group will be given the opportunity to pick up players from the disbanded team. Should there be no Spring Stampede team in that age group, the Spring Stampede team at the next level will be given the opportunity to pick up the disbanded team players, provided the respective player possesses the ability to play at the next level.
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Also, all equipment purchased with team funds and a final report that shows that all funds have been properly depleted must be turned in by the manager to the league treasurer no later than 30 days from official notice of disbandment. Forecasted startup funds and/or any other team funds in the team account will be transferred into a league account. Failure to return equipment and/or final reporting will subject the management/staff of the team to legal action. UNIFORMS Every select team will wear the Spring Stampede uniform, approved by the S.A.Y.S. board and purchased from an S.A.Y.S. approved uniform vendor. The uniforms may consist of pants in white, navy, and/or gray; and jerseys in orange, white, and navy, with the Spring Stampede name and/ or logo on the front, when present. Select teams CANNOT affix sponsor names and logos to any uniforms mentioned above. SELECT TEAM COMMISSIONER The SAYS Select Team Commissioner duties will include, but are not limited to: They will be the liaison between all the teams and the “go to” person to assist with any questions. They will keep select teams updated on league activities and events. Work closely with the SAYS league field scheduler. They will assist the field scheduler with any needs for the teams, including: practice slots, tournament requests, etc. Work closely with league treasurer. They will report quarterly or monthly team cash activity; and the league treasurer will in turn annually provide tax reporting to the IRS. They work closely with the Spring Stampede to ensure that all teams and its players comply with the Spring Stampede guidelines. SAFETY Coaches should always have the players’ safety in mind, in regards to playing equipment, field conditions, travel, etc… Here are a few items to keep in mind: The catcher must wear a catcher’s helmet in accordance with appropriate ASA (or other association) rules that includes a mask with a throat protector or a hockey style helmet, a chest protector, and shin guards during play, practice, or warm-up. The batter, on-deck batter, and all base runners must wear protective headgear covering both ears and temples. It is highly recommended that all pitchers wear either a face mask or mouth piece. Players at the corners (1st and 3rd) are highly recommended to wear masks.
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CODE OF CONDUCT The Spring Stampede will follow the Spring Area Youth Softball Code of Conduct. All participants in SAYS activities (administrators, players, coaches, officials, and spectators) are expected to conduct themselves in accordance with the principles of good sportsmanship and appropriate behavior and will comply with all SAYS policies, rules, and procedures. This Code of Conduct applies to all practices, games, and any other SAYS and Spring Stampede sanctioned activities. Participants (staff, players, parents and team guests) will:
Exemplify behavior that reflects good sportsmanship, respect, courtesy, and a positive attitude. Maintain self-control at all times. Refrain from using abusive language or profanity, making humiliating remarks, gestures of ill temper, verbal or physical threats, and/or physical assault upon another player, coach, official, or spectator. Not engage in any behavior which would endanger the health, safety, or well-being of any player, coach, official, or spectator. Treat players, coaches, officials, and spectators with respect regardless of race, creed, color, national origin, sex, sexual orientation, religion, or ability. Follow field/facility rules and regulations, respecting at all times the property of others. Not use alcohol, illegal drugs or tobacco products, or carry any firearm or weapon during any event in which Spring Stampede is a participant. Respect Umpires: The umpire is in control of the game, and his or her authority must be respected. Address your concerns about any umpire to a coach of your daughter’s team. Your Daughter’s Coach: Let your daughter’s coach do his or her job as coach. Keep in mind that there is a difference between encouraging your daughter and coaching your daughter. If you would like to coach, talk to your daughter’s coach after a game. In most cases, he or she will be very willing to enlist your assistance and consider your input. Guests: Always remember you are responsible for the conduct of all guests you bring to any game or practice. Retain composure at all times and never leave their position in the field or on the bench to engage in a fight or altercation of any kind. Respect the integrity of judgment of umpires and accept their decisions without any argument. Any problems occurring during tournaments should be reported to the select team commissioner by email within 48 hours. If further action is required, the select team commissioner will contact the team manager to discuss.
Staff (practices and games) will: Exemplify behavior that is representative of being an adult, a coach, a member of the Spring Stampede, and a leader of young women.
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Demonstrate high ideals, good sportsmanship, and desirable attitudes in personal behavior and demand the same standards from his/her players. Be responsible for assistant coaches, players and fans representing their team. Remember that umpires have the right to remove coaches, players and fans for unsportsmanlike behavior or declare a forfeiture if coaches cannot control their supporters or players. Emphasize to his/her players and support personnel the importance of proper sideline behavior and the necessity of restraining from entering the playing field to engage in a fight or altercation of any kind. Cooperate with and assist the SAYS Board of Directors and League Commissioners in the planning, scheduling, and conducting of league activities. Utilize positive educational methods in coaching; giving all players an opportunity to develop and use initiative, leadership, and judgment. Pay close attention to the physical condition and well being of players; refusing to jeopardize the health of an individual for the sake of improving his/her team’s chances of winning. Conduct him/her self properly when raising a question about or discussing a call with an official.
All staff shall sign a Code of Conduct that clearly states behavioral expectations. Signing of the Code of Conduct shall be an indication that they understand participation with the Spring Stampede is a privilege and not a right, and that Spring Stampede and SAYS reserves the right to revoke those privileges at any time if behavioral issues arise and persist. Cheering: Teams are encouraged to cheer to support their players as long as the cheers are in good taste and are not derogatory to opposing players, coaches or umpires. Enthusiasm and encouragement to players is welcome and needed. Always show respect, however, to the players and spectators of the opposing team. Continuous yelling, and cheers or remarks designed to distract, demean, or embarrass an opposing player or coach, are unacceptable. Year-End evaluations: All staff may be subject to a year end evaluation that could include input from any and/or all of the following: Survey of player parents Review of team record On and off field behavior observed by members of the SAYS Board and other Spring Stampede Managers Input from other Spring Stampede managing peers LEAGUE ASSISTANCE In addition to managing and coaching their respective sanctioned select teams, managers will be asked to assist SAYS during league fundraising events, league coaches meetings, draft evaluations, camps, clinics, tournaments, etc. All select softball managers should help, or send team representatives to help, with these various events. Should your tournament schedule conflict the select team commissioner may be able to approve a buyout. Spring Stampede Operational Guidelines
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During non-league times of the year, the select teams will be required to do field maintenance, except for January and August; which are off months for select team. The team will be required to mow the outfield grass once a week, or as needed (during off season). They should also drag their field AND water as needed. Each team will be responsible for a field. A weekly fee of $50 will be charged to any team that doesn't maintain their field. The fee will increase in $50 increments for each offense. During the league season and pre-season practice period, every effort will be made to avoid scheduling conflicts between the teams. In the event of unavoidable conflicts, the following priorities will apply: a) League team games will take priority over select team practices; b) Select team practices will take priority over league team practices on Wednesday, Saturday and Sunday; and c) Pre-approved tournaments will take priority of fields Friday thru Sunday. COMMUNICATION It is required that each select team creates and maintains a website for indoctrination and communication purposes. Minimum website information should include: estimated dates for beginning and ending a season, expectation of time for practices and tournaments, and intentions to play major tournaments. SENIORITY POLICY Seniority of teams will be based on tenure with the park. If two teams have the same tenure, then the team that is in the older age group will be given seniority. This should only be applied when allocating practice times and/ or if a team requests the same weekend for hosting a tournament. GRIEVANCES Handling of all questions, concerns and problems always will be handled first on a team level. If a resolution cannot be agreed upon then the parent and coach should seek advice from the SAYS Select Team Commissioner. The final step would be to file a written grievance with SAYS. The SAYS General Board will try to resolve the issue with all parties' interests in mind. It is not the intent of the grievance process to manage or address day-to-day handling of teams, practice routine, lineups, playing positions, etc. These types of issues are the manager's decisions and must be handled between the manager, coach, player and/or parent(s).
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SAYS AFFILIATION The SAYS Board of Directors has the final authority regarding sanctioned select softball matters. The Select Team Commissioner is responsible for overseeing the select softball program. REVISION OF OPERATONAL GUIDELINES Any change proposals should be submitted via e-mail to the SAYS Select Team Commissioner. These will be reviewed and voted on by SAYS general board. Changes will take effect at the beginning of the succeeding season. If urgent in nature, the Spring Stampede Managers can request a general board vote to make immediate changes to the Operational Guidelines.
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Team Manager Approval Signatures for Stampede Guidelines 2014-2015: Spring Stampede '00 Manager Name (Print): _____Sherry Doolittle______________________ Manager Signature: ____________________________________________ Date: ______________
Spring Stampede '04 Manager Name (Print): _____Darla Temple______________________ Manager Signature: ____________________________________________ Date: ______________ Spring Stampede '01 Manager Name (Print): _____Fred Rivera______________________ Manager Signature: ____________________________________________ Date: ______________ Spring Stampede '05 Manager Name (Print): _____Eric Hagebusch______________________ Manager Signature: ____________________________________________ Date: ______________ Spring Stampede '99 Manager Name (Print): _____Antonio James______________________ Manager Signature: ____________________________________________ Date: ______________
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