Policies and Procedures

ARTICLE 1 - CREED

Board members, coaches and officials of Chandler Girls Softball (“CGS”) will help all players understand the game of softball, respect the rules of the game, and always display good sportsmanship.  All individuals/participants will follow the CGS Code of Conduct.

ARTICLE 2 - PREAMBLE

This Policy Manual (“Manual”) may in no way supersede the CGS Bylaws. Unless otherwise specified, the Manual is to operate in conjunction with the United States of America Softball (“USA Softball) Rules and Procedures.

ARTICLE 3 - POLICY MANUAL

3.1 Mission Statement. Chandler Girls’ mission statement is to provide Chandler and its neighboring communities a positive and safe environment for girls ages 4-18 years of age an equal opportunity to play softball; to honor the game by encouraging good sportsmanship, teamwork, and physical wellbeing, while developing the fundamental skills of softball; and, to ensure that all players are treated as valued team members while building lasting relationships and having fun!

3.2 Description and Purpose. This Manual is intended to inform and guide those involved in the CGS program. The manual contains the policies and procedures adopted by the Board of Directors (the “Board”) and used in the operation and administration of the CGS program. Unless otherwise indicated, revisions may only be made by a majority vote of the Board. The Board will review the Manual every other year... CGS is an Arizona Section 501(c)(3) non-profit corporation organized for charitable and educational purposes. The purpose of CGS is to provide a recreational and family-oriented community softball program. In accomplishing this purpose, the Board shall:

• Assist the City of Chandler in providing an opportunity for players between the ages of 4  (at the time of registration) and 18 (at the time of registration and still in High School) to participate in a community recreational softball program.

• Set its fees as low as possible.

• Maintain a balanced budget.

• Take the necessary steps to ensure the safety of players participating in the program.

• Provide scholarships for players with financial need.

• Provide training for its coaches.

• Operate the league in a fiscally responsible manner.

• Provide liability insurance protection to its coaches and volunteers.

• Encourage a spirit of volunteerism among parents and players.

• Provide a proper and safe sports environment.

ARTICLE 4 - THE BOARD OF DIRECTORS

4.1 Board Purpose. The Board coordinates, oversees and sets policies and rules for the operation of CGS.

4.2 Board Membership.  A person must be 21 years of age, to be eligible to serve as a regular member of the Board. Prior to becoming a regular board member, a prospective board member will need to successfully complete a trial period in which they participate in all board activities (excluding participating in board votes).

  • After serving one season as a prospective board member, the board will vote (on the prospective board member at the beginning of the meeting to which they are eligible) whether or not to confirm each prospective board member (based on their level of participation in the previous season).  
  • The Board reserves the right to “fast track” a provisional board member to a full board member prior to the end of the “provisional” status. The board may do this by passing a motion unanimously.  In order to be fast tracked the provisional board member must at least meet the requirements in 4.3
  • Board members will receive one free registration per season. Board members can elect to use their registration as a scholarship or use it for light fees.

4.3 Member Requirements. Board members are required to

  • Attend at least 50% of the board meetings per season, notifying the President or Secretary for an excused absence when unable to attend. Unexcused absences from three meetings per term year may be cause for dismissal.
  • Shall be a contributing member to the organization to include field duty, participate on at least two committees (have a presence or volunteer outside of normal duties) or assume an identified leadership role.
  • Be familiar with the CGS rules, policies and playing rules.
  • Enforce league policies and rules.

4.4 Board Member |Nomination. Prior to any regular board meeting, a board member shall notify the league president of any person(s) interested and qualified to serve on the board.

4.5 Dismissal. Board members/Volunteers/Coaches may be removed from office, per the approved dismissal process, by a majority vote of the Board. The board member/volunteer/coaches in question must be notified in advance of the agenda item and shall have the opportunity to address the board at that meeting or, if unable to attend, may request that the action be proposed until their next meeting.

Meetings

4.6 Meetings. Throughout the season, the Secretary shall schedule meetings with the approval of the President. Conduct of the meeting shall be patterned after “Robert’s Rules of Order,” unless otherwise specified herein. Meetings are open to the public. Under certain circumstances (such as the discussion of sanctions), the President may close the meeting to the public. During the season, board meetings shall be scheduled on a regular basis. No meetings shall be held without prior twenty-four-hour notice to all board members. League organizational meetings are scheduled to explain the purpose of the league, disseminate and review league rules, distribute team shirts, equipment, schedules and information concerning the season. Board members may submit agenda items to the Secretary who will coordinate the agenda with the President; however, the agenda items must be submitted in writing one week prior to the meeting 

  • The President will conduct regular meetings to assure that priorities are addressed, and the League is properly administered.
  • The President shall determine priority and prepare the meeting agendas.

4.7 Quorum. Unless otherwise specified in this manual, a quorum shall be met whenever a majority of the voting eligible Board members are present (including at least one elected board executive).

Executive Board

4.8 Executive Officers.  Executive officers include the President, Vice President, Treasurer, and Secretary.  

  • Elections of league officers are held at the first meeting after the completion of the spring season. Officers serve a one-year term, beginning immediately after the election.
  • A person must be an active participating member of the Board for at least one year as an active full board member to serve on the Executive Board.

If two or more board members are of the same family or household only one may serve as an executive Officer.

4.9 President. The overall responsibility of the President is the operation and administration of the CGS program. The President shall preside at all meetings; approve all expenditures; be the custodian of the Corporation Book; be an ex-official member of all Boards; act as a liaison between the League and Chandler Community Service Department; and be an authorized signer on all expenditures and expenses in excess of $1,000.

·         Once a revision of the policies manual has been voted in the president will ensure the manual is updated and published on the website.

4.10 Vice President. The responsibility of the Vice-President is to assist the President in any matters delegated and substitute for the President whenever needed. The Vice-President shall assist the President with official duties as requested; perform, in the President’s absence, all duties that pertain to the office; oversee the Division Chairpersons;, act as the liaison between the League and the Chandler Community Service Department; and meet with Board members that have three unexcused absences from meetings or other potential disciplinary inquiries and follow the due process regarding their commitment to CGS.

4.11 League Secretary. The primary purpose of the Secretary, but not limited to, is to schedule regular board meetings and to record all official board activities. It is important to record attendance, decisions made, future required action items, who is responsible for the action item and when the item is due. The Secretary shall record and transcribe the minutes of all meetings; prepare and copy the minutes; distribute the meeting minutes at or before the next meeting for review and approval; notify members of unscheduled meetings; and assist in the drafting and mailing of official correspondence from the Board (all official correspondence must be on official CGS letterhead stationery).

4.12 Treasurer. The primary responsibility of the Treasurer, but not limited to, is to deposit all monies and disburse monies in accordance with CGS requirements. The Treasurer shall receive revenues and record in a cash receipt ledger; maintain separate categories, coinciding to the budget line items, to identify each source of revenue and payment of monies; prepare and manage the operating budget; handle all monies and submit deposits to the League’s account; present and provide monthly totals and annual totals to the Board; forward all invoices to the Board President for approval of payment; submit a written financial report at each board meeting; submit a written calendar year-end financial report; audit the books, along with the incoming Treasurer and President; and prepare and file all documents necessary funds to obtain USA Softball team registration, income taxes, and non-profit corporate status.

League Chairs

4.13 Sponsor Chairperson. The Sponsor Chairperson shall coordinate the mailing of sponsor letters and forms to previous season sponsors and prospective sponsors.

  • Collect sponsor fees.
  • Obtain correct name for printing on team shirts and plaques.
  • Send thank you letters, receipts (including the CGS Tax ID number) and team schedules to sponsors.
  • Report to the Board at each meeting regarding the status of sponsorship's.
  • Arrange for sponsor plaques including the engraved sponsor name and inscription.
  • Adhere place numbers on sponsor picture plaques (league standings only) and deliver team plaques to sponsors within a reasonable amount of time  

4.14 Picture Chairperson. The Picture Chairperson shall coordinate the taking of team pictures

  • Supply in writing each coach with the date, time, and place of pictures.
  • Be present while pictures are taken
  • Deliver picture packets to coaches 

4.15 Equipment Chairperson. The Equipment Chairperson shall purchase, repair and coordinate the storage of the League equipment.

  • Review and compare shops for the best price when purchasing new equipment.
  • Sign in and out equipment to coaches.
  • Submit a written equipment inventory to the Board at the transition meeting.
  • Stock the first aid box.
  • Shall ensure that trophies and/or plaques are ready to be distributed to players in advance of any elimination games.

4.16 Players Clinic Chairperson.  This is a skill-building players’ clinic held prior to the beginning of the season (time permitting). The clinic offers both an introduction to softball and a means for experienced players to fine-tune their skills. Parents and coaches are encouraged to participate in the facilitation of the clinic. Coach clinics are held prior to the beginning of the season and are mandatory for all coaches and/or team representatives. The CGS Recreational League (the “League”) is the main community program. After all players are registered, teams are formed based on age.  

4.17 Vendor Relationship Chairperson. The Vendor Relationship Chairperson shall develop and utilize a list of all current or prospective vendors interested in doing business with CGS and collect all vendor fees.

  • Schedule all vendors.
  • Ensure that the contract is signed between vendor and CGS.
  • Ensure all forms are completed and submitted timely within the City of Chandler’s guidelines.  

4.18 Schedule Chairperson. The Schedule Chairperson shall schedule all games for each playing division. Shall also distribute the schedule to the board for approval prior to the coach's meeting.

4.19 Division Chairpersons. Division Chairpersons are board members selected to oversee a specific division.  

  • Division Chairpersons may not be appointed to a division if the chairperson will be coaching a team or have a player in the assigned division.
  • Two Division Chairs shall be assigned to each division.
  • Division Chairpersons shall oversee the assigned division coaches, inform the executive board of any serious division issues, provide recommendations for resolving those issues, and provide division coaches all correspondence pertaining to the League and/or division functions.
  • The division chairperson shall serve as the player agent and complete the team draft prior to the coaches meeting.
  • Notify the executive board of incident and injury reports.

4.20 Registration Chairperson. The Registration Chairperson shall maintain registration with respect to adds, drops, transfers and replacements.

  • Monitor the League’s database of players, coaches and sponsors.
  • Confirm with players’ parents and/or guardians before dropping players from teams.
  • Update the Board on a regular basis concerning adds, drops and transfers for each team roster.
  • Forward late registrations to the Database Chairperson.
  • Monitor the waiting lists for possible team placements. The Registration Chairperson shall update the League’s database mailing list for all players.
  • Maintain and record all registrant, team and sponsor information.
  • Generate team statistics and team rosters for the computer draw.
  • Maintain and provide a report to the Player/Agent of All adds, drops, transfers and waiting list status throughout the season.
  • Prepare team rosters, labels and other data or reports requested by the President or League Chairpersons.

4.21 Website Chairperson. The Website Chairperson shall provide a means of communication for the Chandler Girls Softball League through the use of the Internet.

  • Maintain the site by providing the most recent and updated information available to the league
  • Keep the schedule, rules, events and handouts up to date.
  • Responsible for all updates for the Chandler Girls Softball League website within the approval of the Board.

4.23 Jersey Chairperson. Uniform chairs will work with the provider to order the amount/size of Jerseys; amount/size of coach’s shirts; amount/size of apparel. Uniform will need to provide the vendor the list of sponsors and verify spelling and names. Pick up uniforms and set up a handout time and location to disperse to teams. The Uniform Chair will collect the monies for any extra jersey ordered by the team. The Uniform Chair will work with the coach to order any needed size changes.

4.22 League Auditor. The League Auditor shall ensure that

  • All coaches have submitted a CGS background check and been approved prior to participating officially within the league. Assistant coaches are required to submit a background check if there is a possibility that they will be conducting team activities without the head coach present.
  • All players participating in the league are registered players. The League Auditor shall also keep the current League’s background check information; coordinate the background checks and utilize the applicable resources to check the backgrounds of the coaches within the League. The League Auditor shall generate and maintain a current list of all approved League coaches and assistant coaches, will conduct random game audits during the seasons, and may, from time to time, visit practices. The League Auditor will have the authority to remove any unauthorized coach or player from the field of play. The League Auditor shall also coordinate with the Database Chairperson to ensure that current team rosters are available.

4.23 Insurance Officer. Ensure Board Members, participants, team and other relevant insurance is kept current, which is prepared, and file all documents necessary to obtain and keep current USA Softball Liability Insurance.

4.24 Subcommittees. The Board may assign additional subcommittees as appropriate. Examples of subcommittees, include but not limited to:  

  • Opening Day
  • Equipment distribution
  • Coach’s clinic
  • Fundraising
  • Policy Manual Revision

 Umpire in Chief (Non-Board Member)

4.25 Umpire in chief. Shall be responsible for all rule interpretation and final rulings. Needs to be available approximately 1 hour before game telephonically.

  • Shall be responsible for training, certifications and background checks for umpires
  •  Work with the Umpire Liaison for coach and umpire issues
  • Bill the league for services and ensure compensation to contracted umpires
  • Ensure Umpires follow league code of conduct and regulations
  • Umpire assignments
    • One umpire per game for all regular season games
    •  Multiple umpires are allowed during regular season in the event the second umpire is training. (Board – Umpire Liaison will be made aware of umpires training.)
    • Semi-Final tournament games for 12U, and Upper divisions – 2 umpires
    • Championship games for 8U, 10U, 12U and Upper Divisions – 2 umpires

Field Duty

4.25 Field Supervisor Coordinator. The President or designee assigns Field Supervisors and Lead Field Supervisors to the playing fields for every regular season game. There should be a minimum of two Field Supervisors at the playing fields during league play. All board members must serve as Field Supervisors on a regular basis during the league season, unless otherwise indicated by the President. If a Field Supervisor cannot perform his or her scheduled field duty, it is the assigned Field Supervisor’s responsibility to:

  •  Help coordinate a replacement if needed. (Responsibility remains on the board member)
  • Notify the board so they are aware of the change.
  • The field supervisor book shall be kept up to date.

4.26 Field Supervisor Duties. When on field duty, Field Supervisors shall

  •  Enforce and adhere to all league rules as specified in this Manual.
  •  Starting Field Supervisors must be at the field at least 30 minutes prior to the start of the first game.
  •  All other Field Supervisors must be at the field 15 minutes prior to their assigned time.
  •  Must wear assigned board member shirts.
  •  Distribute and collect balls, scoreboards, timers and game cards and lineups.
  • Ensure that home team coaches pick up bases and mats at the end of the last game on the fields.
  • Return balls, timers, scoreboards, bases and mats to the shed area after the last game.
  •  Assist with league rule clarifications.
  •  Record win/loss as well as pitchers and catchers (for 10U, 12U, Upper Divisions) for each game in the field book (T-Ball does not get recorded).
  •  Record any disciplinary actions on the required form.
  •  In the event of injuries or incidents, ensure that responsible persons complete the Accident/Incident Report. In serious injuries, forward the original and a copy of the Accident/Incident report to the CYSA liaison as soon as possible. In the event of a minor injury or incident, forward the original report to the Division Chairperson.  An incident report is any problem on the field not related to injury. 
  •  If there is an incident send an email to the Division Chair for that Division by the completion of your shift/end of the day to ensure all Board members are aware of the incident.
  •  Field Supervisors clarify rules but do not override the decisions of umpires. Additional board members on the field and not on field supervision duty are to refer all league questions to the Field Supervisors on duty. Board members have no authority to change or alter rules for any reason during league play while on the field as a board member, coach, parent, interested person and/or Field Supervisor.
  •  Last Supervisor of the day will need to send a picture of the official scorecard to the Website Chair.

ARTICLE 5 - BOARD POLICIES

5.1 Decisions. All Board decisions shall be in writing.

5.2 Player Registration. The Registration Chairperson will select a registration start and end date for each season.

  •  Based on the number of registrants it will be decided the maximum number of registrants and teams
    • Number of Teams are decided based on the number of coaches and Pitcher/Catchers
  •         Registration can be closed prior to the end date if the maximum number of registrants was reached.
  •         Online registration will be provided, and the form will be created by the Registration Chairperson.
  •         Two walk-in registrations for Spring and One walk-in registration for fall will be provided.
  •         Players will be placed into the Division by birth year designated each year on the website.
    • Players may play up in division but may not play down. (Due to safety no exceptions can be made)
  •         A group of four players can register together but can contain no more than a total of 2 players that are designated as a pitcher or catcher. (Max per group = 1 pitcher & 1 catcher, or 2 – pitchers, or 2 – catchers.) The Board must verify all four-player requests (including coach combination requests) each season.
    • Sisters are placed on the same team only if signed up together and in the same age division.
    •  Coaches may not solicit players
  •         A sponsor may place a fifth player onto a team they are sponsoring; however, that fifth player may not be a pitcher or a catcher.
  •         Copies of birth Certificates for first-time players must be submitted upon request
  •         Participants must fill out the registration form honestly and precisely.
  •         If a Family would like to participate and cannot afford dues, they may request a scholarship.
    • First request will be full scholarship – request guardian use volunteer hours during that season. 6 Hours
    • Second request will be half scholarship – request guardian use volunteer hours during that season. 4 Hours
    • Third request is a partial Scholarship– request guardian use volunteer hours during that season. 4 Hours 

5.3 Late Registrations. When divisions are closed, participants may request to be placed on the wait-list.

  •         Participants must give Full Name, Date of Birth, Address, City, State, Experience, Pitcher or Catcher
  •         Participants will be added from the wait-list in order of
    • Date added to the wait-list
    • the league may decide to skip players based on Team/League needs

5.4 Player Transfers. Player requests for transfers within the same division must be submitted in writing to the Board stating the reason for the change and are addressed by the division chair. In the event that a transfer is granted, a player will be placed on a waiting list for the next available spot. Players requesting transfers between divisions are placed on the waiting list for the transferring division above any waiting list registrants that have not previously participated in the League. Players requesting a division transfer who drop from a team prior to team availability will be placed at the bottom of the transferring division waiting list.

5.5 Head Coaches. Must be 21 years or older. The Board must approve assistant coaches under the age of 21. Head coaches must also pass a background check, and complete sexual harassment training.

5.6 Coaches Selection. Coaches and assistant coaches are reviewed, evaluated and selected each season based on meeting and training session attendance, sportsmanship and attitude toward players, relationships with other coaches and umpires, and written complaints. A person may not be head coach to more than one team unless approved by the Board.

In the event the number of coaches exceeds the number of teams determined within a division,

  •         The preceding season’s coaches in good standing are selected first.
  •         The number of players tied to the coach
  •         Whether the coach has paid sponsor

The coach liaison will send Thank you letters including an explanation of the coach selection process and are sent to coaches who are denied coaching positions due to the selection process.

5.7 Background Checks. All head coaches (or assistant coaches who will be leading team activities) and board members are required to complete a background check by an independent third-party vendor. Board members, coaches or assistant coaches refusing to sign CGS’ Background Check Form are automatically denied a coaching or board member position within the League. CGS will stand behind the findings and decisions of the third-party vendor. Any appeals shall be directed to the third-party vendor. The choice of the vendor is at the discretion of the board and will be made prior to the spring season and background checks last entire year.

  •         It will be the coach’s responsibility to make sure any assistant coaches will have a background check. (Any adult potentially left alone during a league sanctioned event will need to have a background check)

5.8 Refunds. Requests for refunds must be in writing stating the reason for the refund. A full refund will be given up until the coach’s meeting. If a request is submitted after the coach’s meeting but before opening day, a refund will be processed upon request and with the treasurer’s approval.

5.9 Practices. Times and locations for practices are determined by the coach based on Team member and field availability.

  •         Field reservations are controlled by the coach and they are required to keep receipts for lights in the case the league requests them for reimbursements.
  •         Teams are limited to 3 organized activities per week: example 2 practices and 1 game.

5.10 Pictures. Team and individual pictures are included in the player registration fee and are scheduled as early in the season as possible. Board member pictures are also taken on this day.

5.11 Jerseys. Coach will need to pick up or make arrangements to pick up uniforms. Coach will hand out jerseys based on player size and not number requests. Coach will need to get all size changes to the Uniform chair prior to the deadline. Coach is responsible for any extra coach shirt over the allotted 3 shirts.

5.12 Complaints. Complaints must be submitted to the Division chair in written form. Upon receipt of a complaint, the Division Chair will summarize the complaint and leave names out when contacting the accused. The Division Chair will reach out to the accused in order to obtain their side of the story. The accused will have 48 hours to respond to the division chair. In some cases, appearances may be requested before the Board. Upon completion of the investigation, the division chair will make a recommendation either to the executive committee or to the board and then the board will decide on the appropriate action to take. After the Investigation is completed, the division chair shall forward the complaint to The Board shall render a decision... Complaints found to be valid by the Board are handled in accordance with the rules and policies outlined in this Manual. Board members and umpires are considered officials of the league and will be able to take appropriate action at the time of an incident.

5.13 Dismissal. All vendors, and contractors may be removed at will, per the approved dismissal process, by a majority vote of the Board. The vendor/contractor  in question must be notified in advance of the agenda item and shall have the opportunity to address the board at that meeting or, if unable to attend, may request that the action be proposed until their next meeting.

5.13 Drugs. Tobacco Products or Alcohol. Coaches, assistant coaches, scorekeepers, parents and board members shall not use or be under the influence of drugs, tobacco to include vaping products or alcohol at any time during practices, games or any official CGS meeting/event.  If the board, field supervisor or other participants observe a person under the influence of any of these products, they will request that person be removed and vacate the premises.

5.14 Weapons. Weapons of any kind are not permitted during practices, games or any official CGS event/ meeting.  If the board, field supervisor or other participants have the right to request the person carrying a weapon must remove the weapons for the safety of the children. The weapons must be removed from the premises at the time of the request.

5.15 Pool Play:  3 Pool Games (Random Draw)

Pool Play Rules: CGS Standard Rules apply (including substitution policy and 5-Run Ahead).

  •         Home will be designated by a coin flip at a central location 15 minutes prior to the game. (Board members are not going to seek out coaches).
  •         Home team occupies third-base dugout unless the dugout is occupied by a team that had previously played on the field.
  •         Games may end in a tie.
  •         Pool game standings will be posted on the website as soon as it is made available.
  •         If a team has four pool play games, only the first three games will count towards playoff seeding.

5.16 Tournament play. Tournament Brackets will be created at the beginning of the season and posted on the league website. Every division (except for T-Ball) will be seeded by pool play results into a Single Elimination Tournament.  The top two teams in 10U, 12U and Uppers will move into a double elimination bracket.

Tournament games will be seeded based on:

1)      Winning percentage

2)      Wins

3)      Average Runs Against

4)      Average Runs For

Home team is decided by the highest seed. For instance, seed 1 will always be home until they are eliminated. In the double elimination championship game the highest seed will be home, then teams will switch, for the “if” game a coin flip will decide the home team.

ARTICLE 6 – League Extended Services

6.1 Program Evaluations. Program evaluations may be optional and will be available on the League’s website and/or distributed to all coaches and players prior to the end of the playing season.

6.2 College Scholarship. Chandler Girls Softball will award a college scholarship to players per season in the amount of $500. The board will gather all applicants and vote by majority decision on scholarship recipients.

CGSL applicants will provide in a letter/email to the board. Number of Seasons played CGSL, Coaches played for, and any degree interests. How did CGSL impact your life? What is the scholarship use?

6.3 Awards. Individual Trophies will be awarded to T-Ball Players as the team's end their season. Individual awards will be awarded to all players upon completion of the team’s final Elimination game Exception:  1st and 2nd Place individual trophies will be awarded in lieu of medals for each bracket.

6.4 Equipment. Equipment Bags will be handed out at the beginning of the season and tracked by the equipment chair. If the head coach chooses to receive a bag, they will have to sign out and return all equipment after their last game of the tournament.

  •         Coaches are not to hold onto the equipment bags until the next season. Failure to return the bag may cause the coach not being asked to return as a coach.
  •         Coaches may also request more equipment based on league supply. I.E Hitting Nets, Tees, Face Masks, extra balls.

6.5 Clinics. Chandler Girls Softball provides free pitching and catching clinics that will be listed in TeamSnap and the website. The league also provides up to 3 paid clinics instructed by community resources outside of the league.