ROY GAYLE PONY BASEBALL / SOFTBALL, INC.

CONSTITUTION
and
BY-LAWS
Plus Appendices

Approved: February 2011

 Summary of Changes

2011
Protest and Grievance Commissioner – Constitution Article (3)(A) and (B), pages 5-6. This
position was created to better handle resolution of ejections and protest and to chair the Rule
Resolution Committee.

End of Year Tournaments (Pony, Bronco, Mustang) – By-Laws Section (F) (4), page 15.
Clarification of seeding practices for the end of season tournaments.

Legal Bats – By-Laws Section (H) (29), page 19. Update to bat size specifications, to meet national
Pony Baseball/Softball association requirements.

Background Checks Policy & Procedure – Appendix A (Board Approved Policies), page 24.
Implements new guidelines and practices targeting abuse, molestation and other areas of interests
when conducting background checks and/or taking disciplinary action as a result of findings.

Signing Six (6) Members to New Franchises (Teams) - Appendix B (By-Laws Approved
Procedures); Draft Rules Section 11(A) and (B), page 41. Updates number of team members that can
be signed, providing adherence to prescribed option guidelines.

Volunteer Application Form – Appendix C (Approved Forms for Program), page 48. This new form
will be used to support revised background check policies and procedures.

Roy Gayle Teams Playing Outside Tournaments - Player Eligibility (B) (11), page 12. Any team
(only Roy Gayle league players) participating in tournament(s) outside of scheduled league play is
required to obtain pre-approval for participation, or it will be ineligible for park insurance coverage.

2012
Birthdate Change for 2012 Season – By-Laws (B)(2)(e), page 11. Placement guidelines to be
implemented when age cut-off changes to September 1 or before.

Hard-Shell Helmets on Coaches on the Field – By-Laws Section (H) (30), page 19. This new
requirement will affect the Mustang level and above.

Players in the pitching position in Shetland and Pinto – Player Eligibility (B) (10)(a), page 12.
Players shall wear a protective product to protect the heart and a face mask to protect the face.

Mouth Guards – Player Eligibility (B) (10)( b), page 12. All players shall use protective mouth
guards while in either a defensive or offensive position.

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Contents
CONSTITUTION.......................................................................................................................................
ARTICLE I: OFFICIAL NAME.....................................................................................................................
ARTICLE II: OBJECTIVE............................................................................................................................
ARTICLE III: GOVERNMENT - THE EXECUTIVE BOARD.............................................................................
ARTICLE IV: MEETINGS...........................................................................................................................
ARTICLE V: SPONSOR, MANAGER, COACH.............................................................................................
ARTICLE VI: MEMBERSHIP......................................................................................................................
ARTICLE VII: FINANCIAL POLICY.............................................................................................................
ARTICLE VIII: RULES...............................................................................................................................
ARTICLE IX: CERTIFICATE OF SANCTION................................................................................................
ARTICLE X: AMENDMENT.......................................................................................................................
BY-LAWS.................................................................................................................................................
A. AUTHORITY..........................................................................................................................
B. PLAYER ELIGIBILITY.............................................................................................................
1. Requirements..................................................................................................................
2. Age Requirements...........................................................................................................
a. Baseball Leagues.........................................................................................................
b. Girls Softball.................................................................................................................
c. “Play-up” & “Play-down”..............................................................................................
d. 2012 Rule.....................................................................................................................
3. No Fee = N0 Play.............................................................................................................
4. Maximum Number of Players..........................................................................................
5. Mandatory Play Rule........................................................................................................
a. Violations.....................................................................................................................
6. Disciplinary Action by Manager.......................................................................................
7. Practice Schedule Limitations..........................................................................................
8. High School Players.........................................................................................................
9. Last Date to Add Player...................................................................................................
10. Safety Rules – 2012 SEASON........................................................................................
a. Heart and Face Guards:...............................................................................................
b. Mouth Guards:..............................................................................................................
11. Roy Gayle Teams Playing Outside Tournaments..........................................................
C. LEAGUE STANDINGS............................................................................................................
D. CONDUCT OF PERSONNEL...................................................................................................
1. No Anger Outbursts.........................................................................................................
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 2. Good Sportsmanship.......................................................................................................
3. No Smoking.....................................................................................................................
4. Ejection of Adults.............................................................................................................
5. Player Ejection.................................................................................................................
6. Official Uniforms..............................................................................................................
7. Coaches on Field.............................................................................................................
8. Removing a Player from a Team.....................................................................................
9. Discipline not related to Baseball/Softball.......................................................................
10. Managing more than One Team...................................................................................
11. Appropriate Dress for Managers and Coaches.............................................................
E. PROTESTS AND GRIEVANCES..............................................................................................
F. SCHEDULE...........................................................................................................................
1. Scheduling Guidelines.....................................................................................................
2. Scheduling Parameters (Original Schedule)....................................................................
3. Scheduling Parameters (Make-Ups).................................................................................
4. End of Year Tournaments (Pony, Bronco, Mustang)........................................................
G. GAME PROCEDURE..............................................................................................................
1. Time Limit.......................................................................................................................
2. Number of Players Needed..............................................................................................
3. Curfew.............................................................................................................................
4. Authority for Starting/Stopping........................................................................................
5. Complete Game / Suspended Game................................................................................
6. 10-Run Rule.....................................................................................................................
7. 15-Run Rule.....................................................................................................................
8. Providing Balls.................................................................................................................
9. Procedures / Time Before & Between Games..................................................................
10. Time between Innings..................................................................................................
11. Line-up Cards...............................................................................................................
12. Game Result Cards.......................................................................................................
13. Press Boxes..................................................................................................................
14. Metal Cleats.................................................................................................................
15. Catchers & Head Gear..................................................................................................
16. Batting Helmets with Face Masks.................................................................................
17. On-Deck Batter.............................................................................................................
18. Contact at Bases..........................................................................................................
19. Direct Steal of Home....................................................................................................
20. Pitching for Each League..............................................................................................
a. Baseball........................................................................................................................
b. Softball.........................................................................................................................

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 21. Pitching in General.......................................................................................................
22. Pitcher Removed..........................................................................................................
23. Intentional Walk...........................................................................................................
24. Stealing Bases in Mustang...........................................................................................
25. One Foot in Batter’s Box..............................................................................................
26. One Offensive Time-Out per Inning..............................................................................
27. Field Use after a Forfeit................................................................................................
28. Infield Fly......................................................................................................................
29. Legal Bats....................................................................................................................
30. Hard-Shell Helmets on Coaches on the Field – 2012 Season........................................
31. Resuming a Suspended Game.....................................................................................
32. Pony Softball Pitching Distance....................................................................................
H. IN-HOUSE TOURNAMENT RULES..........................................................................................
I. UMPIRES..............................................................................................................................
J. PENALTIES, SUSPENSIONS, EXPULSIONS.............................................................................
K. ALL-STAR AND TRAVELING TOURNAMENT PERSONNEL.......................................................
L. MUSTANG AND MUSTANG GIRLS SOFTBALL PLACEMENT....................................................
M. DRAFT RULES..................................................................................................................
N. AMENDMENT...................................................................................................................
APPENDIX A: BOARD APPROVED POLICIES...........................................................................................
PERSONNEL POLICIES & PROCEDURES...................................................................................................
FINANCE POLICIES & PROCEDURES........................................................................................................
BACKGROUND CHECKS POLICY & PROCEDURE.......................................................................................
LIGHTENING SAFETY STANDARD.............................................................................................................
WEATHER CANCELLATION PROCEDURE..................................................................................................
SIMPLIFIED CHILD ABUSE/MOLESTATION................................................................................................
RISK MANAGEMENT PROGRAM...............................................................................................................
1. Background.........................................................................................................................
2. Purpose...............................................................................................................................
3. Definitions...........................................................................................................................
4. Policies on Child Abuse / Molestation..................................................................................
5. Examples of Abuse/Molestation..........................................................................................
6. Warning Signs of Abuse / Molestation.................................................................................
7. Allegations of Abuse / Molestation and Other Policy Violations...........................................
8. Volunteer Screening............................................................................................................
APPENDIX B: BY-LAWS APPROVED PROCEDURES...................................................................................
RULE EXCEPTIONS FOR SHETLAND LEAGUE...........................................................................................
RULE EXCEPTIONS FOR PINTO LEAGUE...................................................................................................
ALL STAR PLAYER (IN HOUSE) SELECTION PROCEDURES........................................................................
TOURNAMENT TRAVELING TEAM PROCEDURES......................................................................................

5
GRIEVANCE STATEMENT AND INFORMATION..........................................................................................
DRAFT RULES..........................................................................................................................................
APPENDIX C: APPROVED FORMS FOR PROGRAM....................................................................................

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 ROY GAYLE PONY BASEBALL/SOFTBALL INC.

CONSTITUTION

ARTICLE I: OFFICIAL NAME

The organization will be known as the ROY GAYLE PONY BASEBALL / SOFTBALL INCORPORATED,
sanctioned by Pony Baseball, Inc. of Washington, Pennsylvania, and registered and approved as a not
for profit corporation by the state of Illinois.

ARTICLE II: OBJECTIVE

ROCKFORD PONY BASEBALL, INC. shall be committed to providing organized baseball / softball
leagues to the youth of the community, 5 - 16 years of age. The mission of Rockford Pony
Baseball/Softball, Inc. shall remain constant: To encourage participating youth in their personal and
physical skill development, social interaction, and sportsmanship so that they will become mature
young adults. The Executive Board, staff, managers, coaches, umpires, parents and volunteers shall
realize that the winning of games is secondary to the attainment of athletic skills and to the
development of youth into responsible young men and women.

ARTICLE III: GOVERNMENT - THE EXECUTIVE BOARD

A. The operation of the program will be under the direct supervision of the Executive Board.

B. Executive Board Membership / Terms and Status: The Executive Board shall consist of
a minimum of twelve (12) members, the term of which shall be one (1) year, with automatic
reappointment for two (2) more terms, if Section C is complied with. Prospective Board
Members shall be brought to an Executive Board meeting and will be voted on at the next
meeting. Voting rights of a new member shall begin once Board approval is given.

C. Active Status Requirements: Every Board member must actively participate in at least 1
committee, and attend quarterly Executive Board meetings. In order to remain in good
standing, the member must attend 75% of the committee meetings and 3 out of 4 of the main
Board meetings. The 75% level of committee meeting requirements may be satisfied by
actively working on Tournament operations or in active fund raising participation (raffle, etc.).
Failure to reach the 75% level will result in forfeiture of the right to vote and/or hold office on
the Board. The Executive Board may remove a member at any time with a two-thirds (2/3)
majority vote.

D. Policy and Rules Voting Procedures: All matters of Policy (Constitution, and By-laws)
shall be reviewed in committee prior to being submitted to the full Board for action. The
Executive Board may vote to approve or deny the committee recommendations without
alteration. If the Executive Board denies, or wishes reconsideration of a change, it must vote
to return the proposal to committee, with any recommended modifications. The committee
will then reconsider the proposal and modify as recommended by the full board or table, and
allow the proposal to terminate. All rules sent back to committee must be modified and
resent to the full Executive Board by the next scheduled meeting, or the proposal will be null
and void.

E. Any Expansion Franchises added to the League shall be allowed only by a majority vote of the
Executive Board.

F. “Protest and Grievance Commissioner”: To better handle resolution of ejections and

protest, the following changes are proposed:

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 a. Duties of Commissioner are to be the focal point for protest and grievances.

b. All Protest and Grievances will come to this individual from all leagues within the
Organization

c. Position is to be appointed by the President annually, following the July elections.

d. Person shall not be a Manager or Coach within the organization.

G. Necessary committees shall be established by the Executive Board.

1. The Rule Resolution Committee is chaired by the Protest and Grievance Commissioner,
and at least two (2) Player Agents. (No appointee may be a Manager in the league at
issue.)
2. The Umpire Committee is a standing Committee.
3. The Player Agents are a standing committee with no less than one (1) Player Agent per
league.
4. The Grievance Committee is a standing committee. The Executive Committee acts as
the Grievance Committee.

H. A Park Manager or Managers will be hired and utilized to run the day to day operations of
the Park during the season. This shall be a paid position approved by the Full Board on a
yearly basis, at the January meeting. The Executive Committee, along with selected
specialists, shall interview and hire the Park Manager/Managers. The Park Manager(s) shall
report directly to either the President or Treasurer of the Full Board, all their activities and
hours worked. They shall direct inquires and questions to the proper person or persons
concerning any issues that arise requiring a decision or discipline. The Park Manager(s) may
not be a member of the Board; however, this person shall attend meetings to help with
operational issues.

ARTICLE IV: MEETINGS

A. A meeting of the Executive Board will be held each year between July 1 and July 31 for the
purpose of electing Executive Board officers.

B. Elected officers will make up the Executive Committee. The Officers are President, Vice
President of Baseball, Vice President of Softball, Secretary, and Treasurer. This committee
will meet approximately one time per month for the purpose of planning the agenda for
Executive Board meetings. The Executive Committee can make decisions between Executive
Board meetings that require immediate action.

C. The Executive Board shall meet at least once a month throughout the year to conduct the
business of the leagues. Additional meetings may be called by the President at his/her
discretion, or by the direction of five (5) Executive Board members.

D. A majority of the members of the Executive Board shall constitute a quorum at a meeting and
a majority vote of those present shall govern, except when otherwise specifically provided.

E. "Roberts Rules of Order, Revised" shall govern the proceedings of all meetings, except where
same shall conflict with the Constitution or By-Laws of this organization.

ARTICLE V: SPONSOR, MANAGER, COACH

A. Sponsors of competitive teams shall be required to furnish any uniforms and equipment for
the team. Equipment must conform to Official Pony Baseball/Softball Rules. Sponsors must
conform to the rules of the "Illinois High School Association", Pony Baseball/Softball, Inc., and
the Executive Board as to any rewards to a ROY GAYLE PONY BASEBALL/SOFTBALL, INC.
league player. The Executive Board reserves the right to reject any sponsor of a competitive

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 team who does not conform to the ideals of Pony Baseball, Inc.

B. Each sponsor reserves the right to select a manager for his team who must be approved by
the Executive Board.

C. Each manager must be approved by the Executive Board and must sign the Manager’s /
Coach’s Responsibility Statement before the opening day of each season.

D. Up to four (4) coaches may be selected by a Manger at the Shetland and Pinto levels, and
three (3) coaches may be selected at the Mustang, Bronco, and Pony levels.

E. All coaches must sign the Manager’s / Coach’s Responsibility Statement.

ARTICLE VI: MEMBERSHIP

A. Any youth meeting the requirements as to age and residence as set forth in Pony
Baseball/Softball, Inc. Rules, shall be eligible for participation in ROY GAYLE PONY
BASEBALL/SOFTBALL, INC.

B. The Executive Board shall have the authority to suspend, dismiss, or otherwise discipline any
Member, Manager, Coach, Player, Umpire, or other person whose conduct shall be considered
as detrimental to the best interest of ROY GAYLE PONY BASEBALL/SOFTBALL, INC.

C. Each Player Agent is in charge of running his/her league. Rule interpretation, problems or
questions about the league, league tournaments, player movement, player and manager
discipline, etc. are all items that each player agent must control within the limits of this
constitution, By-Laws, and Appendices. All exceptions to these rules must be brought to the
Executive Board. Questions or assistance can be obtained from the Executive Committee.
Some issues/rules/questions should be brought to the Board for the betterment of the
program.

D. The Player Agent shall, upon evidence of misconduct of any player, notify the manager of the
affected team. On minor infractions, the Player Agent shall, at his discretion, order the player
to miss the next league game played. Matters regarding more serious action shall be
reviewed by the Executive Board.

E. Each player shall, with his/her manager, parents, or guardians, sign an official
registration/medical release committing him/her to that team.

ARTICLE VII: FINANCIAL POLICY

A. The Executive Board shall decide all matters pertaining to the finances of the League.

B. Any member of ROY GAYLE PONY BASEBALL/SOFTBALL INC. cannot solicit business for
personal gain in the name of Pony Baseball/Softball.

C. No player will be required to work in more than two (2) fund-raisers on behalf of the entire
league.

D. Each team shall participate in league fundraisers to the best of their ability. Each manager is
expected to take the responsibility of distributing fund raising material, encouraging his team
members to participate as best they can, and having an organized system for collection of all
paperwork and money. The Finance Committee of the Executive Board shall meet after each
fundraiser to assess each team’s effort on that fundraiser. The manager of the team will be
suspended for two games if proper effort and organization is not evident.

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 ARTICLE VIII: RULES

"Official Baseball Rules" completely revised, as released through the offices of the Commissioner of
Major League Baseball, will govern play in these leagues with the exception of variations as approved
by the Executive Board.

ARTICLE IX: CERTIFICATE OF SANCTION

ROY GAYLE PONY BASEBALL/SOFTBALL INC. shall apply each year for a "Certificate of Sanction" as
provided by Pony Baseball/Softball, Inc.

ARTICLE X: AMENDMENT
This constitution, by-laws, or procedures may be amended or repealed by a two-thirds (2/3) vote of
the Executive Board present at any stipulated meeting so long as written notice of such proposed
changes shall be provided to each Executive Board member at least fifteen (15) days prior to the
meeting at which the proposed changes shall be submitted to vote.

2/16/2011 Robert Godare

Date President, ROY GAYLE PONY BASEBALL/SOFTBALL
INC.

2/16/2011 Cal Powers

Date Secretary, ROY GAYLE PONY BASEBALL/SOFTBALL
INC.

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 ROY GAYLE PONY BASEBALL/SOFTBALL INC.
BY-LAWS

A. AUTHORITY

ROY GAYLE PONY BASEBALL/SOFTBALL INC. shall be governed for all baseball
events by its Constitution and By-Laws, Official Rules of Pony Baseball, Inc., and the Official
Baseball Rules as released through the offices of the Commissioner of Major League Baseball.
In case of conflict, precedence shall be established in the above order.

ROY GAYLE PONY BASEBALL/SOFTBALL INC. shall be governed for all softball
events by its Constitution and By-Laws, Official Rules of Pony Softball Inc. and the USA
Softball (ASA rules). In case of conflict, precedence shall be established in the above order.

B. PLAYER ELIGIBILITY

A. Requirements
Any youth who wishes to play in the ROCKFORD PONY BASEBALL/SOFTBALL LEAGUES must:
be a legal resident of the area franchise approved by Pony Baseball, Inc. of Washington,
Pennsylvania; be of league age with a photo static copy of his/her legal certification of date of
birth in our files; have a Medical Release properly made out, signed, and in our files; not be
under suspension of any kind. If a player is released and/or re-assigned, his affidavit of re-
assignment must be approved and signed by his/her Player Agent and a copy in our files.

All rosters shall be posted for all teams in the program. This list shall be the official roster for
the team. Any player in uniform or playing in a game that is NOT on the official roster shall be
considered an ineligible player.

A player may only be added to a roster if approved by the Player Agent of the league or an
Executive Committee member. A player will NOT be covered by league insurance until the
player is officially approved.

B. Age Requirements

i.Baseball Leagues
Official League age is that age which is attained by a player prior to May 1 of the season in
question. League age for Shetland players is 5-6, Pinto players is 7-8, Mustang 9-10, Bronco
11-12, Pony 13-14, and Colt 15-16.

Any player who is 15 years old and in 8th grade at the beginning of the season may play in
the Pony League if a Colt League team is unavailable. Players in this age group on Pony
teams may not play the positions of pitcher or catcher.

All assignment exception to this rule must be addressed to Player Agents and must be
decided before the season starts.

ii.Girls Softball
Official League age is that age which is attained by a player prior to January 1 of the season in
question.

League age for Girls Mustang Softball is 8-9-10. Any 8 year old girl may choose to play either
Girls Mustang Softball or Pinto League. League age for Girls Bronco Softball is 11-12.
League age for Girls Pony Softball is 13-14.

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All assignment exception to this rule must be addressed to Player Agents and must be
decided before the season starts. NO player shall be allowed to “play up” into another
league.

iii.“Play-up” & “Play-down”

NO player shall be allowed to “play up” into another league.

A player may stay down in a lower level league instead of moving up if such request is
directed to the current league Player Agent and he/she allows this request. This provision is
written to allow players with documented disabilities to play in a league best suited to his/her
ability level.

iv.2012 Rule

Birth date Change for 2012 Season

a. Players age on or before September one shall determine their placement

within the league for the 2012 season and beyond.
b. Players listed on rosters for the 2011 season shall be allowed to play at
each division (excluding Shetland) for a two year period. If the age change
results in the players exiting a league too early or jumping to the second
year of a league, the player may elected to remain within the league for
two years or accept the placement with the new cut-off date and move
accordingly. This decision must be made prior May 31, 2011.
c. The age placement form shall be the method for this selection and must be
turned in prior to May 31, 2012 to be honored. Failure to meet this date
will require the player to be placed as a new player entering the league for
age purposes.
d. All new players that do not play during the 2011 season or signup after the
2011 season is complete will be subject to the September 1 date.

C. No Fee = N0 Play
No player is eligible for league play until his/her player fee, as established by the Executive
Board, is paid.

D. Maximum Number of Players

Each team in the Shetland, Pinto, Mustang, Girls Mustang Softball and Colt Leagues shall
consist of not more than eighteen (18) players. Each team in the Bronco, Girls Bronco
Softball, Girls Pony Softball and Pony League shall consist of not more than fifteen (15)
players.

E. Mandatory Play Rule

At all levels of play, it is required that you bat all players present. In Shetland, Pinto and
Mustang levels, no player may sit out more than 1 consecutive defensive inning. In Bronco
and Pony levels, no player may sit out more than 2 consecutive defensive innings.

i.Violations
First offense, manager shall be suspended from the next scheduled league game, game will
be a forfeit if offending manager's team won. Second offense, penalty will be determined by
the Rule Resolution Committee.

Any manager who tells a child NOT to attend a game, or who knowingly does not give game

12
information to a player shall be suspended for five games and his team will forfeit the game in
question. He shall also be brought before the Board for possible suspension from the
program.

F. Disciplinary Action by Manager

a. If disciplinary action, such as “benching” a player, must be taken by the
Manager during a game, the Manager shall immediately notify the opposing
manager, the umpire and the scorekeeper(s). The Player Agent shall be
notified (in writing) as soon as possible, but not later than twenty-four (24)
hours after completion of that game. Notification can be via email to the
League website address or hand-delivered to the Park Manager. Failure to
follow requirements will result in suspension of the manager for the next
scheduled or rescheduled game.

b. If disciplinary action is being considered against a player by the Manager at

other than game time, the Manager must notify the Player Agent in writing via
email to the League website before it is enforced. If a Manager takes
disciplinary action without League notification, the Manger will be suspended
for the next scheduled or rescheduled game.

G. Practice Schedule Limitations

a. Preseason practices may not exceed three per week, with a maximum practice time of 2.5
hours per session.
b. During the season, the combination of games and practices may not exceed 4 times per
week.
c. Practices prior to and or after, games may not exceed one (1) hour in length.

Failure to follow the rule will result in the Manager being suspended for 2 games or potential
removal by the Board.

H. High School Players

Any players who have rostered for any high school team will not be allowed to participate
(sign-up, practice, play or attend an meetings) until their high school team's season is
officially finished Players may sell Raffle tickets or collect pledges without violating their IHSA
Eligibility.

I. Last Date to Add Player

No player shall be added to any Pony, Bronco, Mustang, Pinto, Girls Mustang Softball, Girls
Bronco Softball, and Girls Pony Softball team roster after June 15th without Rule Resolution
Committee approval. No player shall be added to any Colt team's roster after July 1st without
Rule Resolution Committee approval.

J. Safety Rules – 2012 SEASON

i.Heart and Face Guards:

Players in the pitching position in Shetland and Pinto shall wear a
protective product to protect the heart and a face mask to protect the
face.

ii.Mouth Guards:
All players shall use protective mouth guards while in either a defensive or
offensive position.

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 K. Roy Gayle Teams Playing Outside Tournaments

Roy Gayle teams that participate in tournaments outside of Roy Gayle League activities MUST
obtain permission from the Board for such activities. The Manager of that team shall submit
the form “Outside League Tournament Play” prior to participation. The form details the
players that will be participating on the team, teams they are associated with, dates of the
tournament and any possible league interference.

It is the Board’s intent that any such team will be granted permission to play in outside
tournaments unless it affects the regular league play of our program. The form must be
submitted to obtain insurance coverage from the league for your tournament. All players
participating on the tournament team must be rostered Roy Gayle players in order for
insurance to be granted.

It should be understood that teams composed of only Roy Gayle players and receiving Board
permission will be covered by program insurance as if they were playing at Roy Gayle. Teams
using any non-Roy Gayle players will NOT be covered by park insurance.

C. LEAGUE STANDINGS
In the event there is a tie between teams in any of the Girls Softball, Mustang, Bronco, Pony, or
Colt Leagues, the following will determine the Tie Breaker:
1. Overall record by percentage
2. Head to Head
3. Coin Flip

D. CONDUCT OF PERSONNEL

A. No Anger Outbursts
All players must carry bats, headgear, and etc. back to the bench or dugout. All equipment
not in use must be kept out of the field of play. On no occasion shall equipment be thrown in
anger nor will vulgar language or gestures be tolerated. Violators shall be subject to ejection
from the game.

B. Good Sportsmanship
All personnel shall refrain from needling participating players. Good sportsmanship shall be
practiced at all times. Team managers shall be held responsible for the conduct of his/her
teams followers.

C. No Smoking
Smoking shall be prohibited on the playing fields or in the dugout area. Umpires shall give
one warning regarding a violation. Failure to comply or subsequent violations shall result in
automatic ejection.

D. Ejection of Adults
Any time that a manager, coach, or any other adult team personnel in the dugout or on the
field is ejected from a game, that team will be given a loss for that game. The game will be
played to its normal conclusion. For example, when a team manager is ejected, and his/her
teams actually wins the game as played, then both teams will be given a loss in the
standings.

Any manager, coach, player, or team personnel who are ejected from a league game for any
reason shall be automatically suspended from his/her team's next two officially scheduled
league games. Players who are ejected may appeal the second game of the suspension. The
parent of the player or the manager of the team must contact the Vice-President of Baseball
or the Vice-President of Softball by phone or an email may be sent to the Roy Gayle email
address.

14
A second offense by a manager, coach, or other adult team personnel during the same
season will result in a required meeting with the Executive Committee which may choose 0, 1,
or 2 games of suspension. The person involved cannot attend any game involving the related
team until the meeting. The Executive Committee might also recommend to the full
Executive Board person be removed from the program.

Umpires must warn any manager, coach, player or adult personnel that they need to “get it
under control.” The umpire might also confine the person to the dugout for the remainder of
the game. In such circumstances, if the person leaves the dugout without permission, they
will be automatically ejected.

If fans become unruly in the opinion of the umpire or umpires, the game will be stopped for a
period of up to ten (10) minutes. The umpire(s) will ask the Managers of the Teams to get
control of the situation. The Park Manager must be called to the area if any stoppage of play
occurs. The Park Manager will handle the fan(s) with the assistance of the coaches. If the
fan(s) refuses to leave, or the Mangers or Coaches refuse to act, AND in the opinion of the
umpires and the Park Manager the situation cannot be controlled due to fan behavior, then
the game shall be declared a forfeit. Adults ejected from a game must leave the area of the
game and cannot have contact with the umpires that day, otherwise additional suspensions or
removal from the program may occur. In addition, the contact portion applies to Manages
and Coaches.

Umpires shall complete an Ejection Card immediately following the ejection. That card should
be given to the Park Manager as soon as possible.

E. Player Ejection
Players who are ejected from a game are suspended from that game and the next
scheduled/rescheduled game. The position of the player that is ejected will be an automatic
out each time that player is scheduled to bat. A player who is ejected must sit out the second
game in uniform in the dugout. Players must sit out one full game in the dugout prior to
being eligible to play. The second game of a player suspension can be appealed. The
Manager of the team or the parent must send an appeal letter within forty-eight hours (48) to
either the Roy Gayle email on the League website or deliver a handwritten appeal to the Park
Manager. The appeal will be acted upon within 48 hours after it is received. If the appeal is
granted, then the second game suspension will be dropped; if not, then the player must sit
out the next game in the dugout in uniform or be subject to additional suspensions.

F. Official Uniforms
ALL players must wear approved uniforms in order to be permitted on the playing field during
league games. Players out of uniform may not play in a league game.
Shetland & Pinto players are encouraged to wear team uniforms, but it is not required.

G. Coaches on Field
Teams may have two (2) adult coaches on the base lines so long as dugout discipline is
maintained.

H. Removing a Player from a Team

If a player’s conduct is such that his/her manager feels that he/she should be removed from
the team, the manager should talk to his league/division player agent. The player agent
should obtain details and discuss the matter with the player’s parents. Reasonable effort
should be made to resolve the situation. If, after a reasonable attempt is made to work with
the player and/or his/her parents, the situation is not remedied, the player agent has the
ability to further discipline the player which may include suspension from one or more games
up to and including the players removal from the program. If the decision is made by the
player agent to remove the player from the program, Rule Resolution Committee approval is
required before the player is removed.

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 I. Discipline not related to Baseball/Softball
No Manager/Coach of any team shall discipline any player for activity not occurring during a
regular team activity (practice or game).

J. Managing more than One Team

A person may not manage more than one team during the season. A person may be a
Manager in one league and a coach in another.

K. Appropriate Dress for Managers and Coaches

Managers and coaches must be dressed appropriately during games. This requires a shirt,
with sleeves, preferably in team colors or close. If a hat is worn, it must be a team hat.
Shoes must be worn that are closed toe, i.e., no sandals, flip flops, etc. If a Manager or Coach
is not dressed appropriately, then they will not be allowed to go on the field.

E. PROTESTS AND GRIEVANCES

a. A manager may appeal the decision of the Umpire by submitting in writing with
all pertinent information. To be a valid protest, a written protest must be filed
with either the Park Manager or by emailing Roy Gayle via the internet address
found on the organization’s League website. A fee of twenty-five ($25) dollars
must be paid within the 48 hours for the protest to be reviewed. If the protest
is upheld fully or partially, the twenty-five ($25) dollars will be refunded. If the
protest is denied, then the twenty-five ($25) dollar fee will be forfeited; the
amount will be deposited in the Rockford Pony Baseball/Softball general fund.
The protest committee will review and render a decision on the appeal. That
decision shall be final. The Protest Committee is comprised of all Rule
Resolution Committee members; however, a minimum of three (3) members
must be present to rule on a protest. The three (3) members may not
represent the same team, nor be affiliated with either team involved in the
protest.

b. No Player Agent or Protest Committee may make a final decision that violates a
rule.

c. Protests may be made on misinterpretation of the rules or on the playing of

ineligible or illegal players. On rule interpretation protests, the manager or
acting manager must protest to the umpire in charge at the time of the
protested act.

d. In the event of the playing of an ineligible or illegal player, the protest must be
made within 24 hours of scheduled starting time of the game in question to the
League Player Agent who will render a decision. That decision shall be final.

e. Grievances as to the conduct of personnel, players, fans, umpires, game

conditions, faulty or dangerous equipment, etc., shall be made in writing to the
Executive Committee via an email to the Roy Gayle website or by giving a
completed form to the Park Manager. Grievances must be in writing and follow
the format and procedure approved by the Executive Committee. See the
section regarding Grievance procedures later in these rules.

F. SCHEDULE

A. Scheduling Guidelines
All games, including league, postponed, replayed, suspended, or exhibition games, must be
scheduled through the League Scheduling Agent. Games will be re-scheduled by the
Scheduling Agent for the next available date, usually a non-holiday Sunday. Failure to play
the make-up game on the rescheduled date will result in a forfeit.

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 B. Scheduling Parameters (Original Schedule)
Each team will play at least one game in every 7 day period with two being desired. No team
will play more than four games in any 7 day period. Every team will play on either Friday or
Saturday, unless the team has a bye. Scheduling Preferences will be followed as closely as
possible after the above conditions are met

C. Scheduling Parameters (Make-Ups)

No team will be forced to play on three games in three days until last two weekends of the
regular season. No team will be forced to play four games in a week until the last two weeks
of the regular season. Preferences will NOT be followed for make-up games. The ONLY reason
that games will be rescheduled is due to weather.

D. End of Year Tournaments (Pony, Bronco, Mustang)

The end of season tournaments will be based as follows. In leagues that have two Divisions,
(One Division leagues work similarly) play-offs will be done within each division. Team one
will play the last place team( unless there is an odd number of teams then team 1 gets a bye,
etc.), team two the next to last etc. The team winning the Division play-off will be crowned
that division champion and receive the first place trophy. The Manager of that team will also
be the All-Star Coach for the following year. If that Manager does not wish to take the All-star
team it shall go to the runner up in the Division. If that Manager chooses not take the team,
the remaining returning coaches wishing to take the team shall be placed in a hat a drawn at
random. This shall be completed at the Managers meeting in March of each year.

Seeding within your Division shall be as of the end of the regular season as determined by the
Board. In most cases this will be once you have completed all of your regular season games.
In rare cases when rainouts prohibit the makeup of games it shall be you’re standing on a
date determined to be the end of the season by the Board.

All end of the year tournaments (except Pinto) will play by usual league rules

G. GAME PROCEDURE

A. Time Limit
The time limit for all Colt, Pony, Bronco, Mustang, and Girls Mustang Softball, Bronco Girls
Softball and Girls Pony Softball games is two (2) hours. The time limit for all Pinto games is
one and one half hours (90 minutes). The time limit for all Shetland games is one hour and 15
minutes (75 minutes). The official starting time shall be announced by the umpire in charge.
No inning may start after the time limit has expired. An inning that begins prior to the
expiration of the time limit shall be completed. NOTE: IT IS THE MANAGER’S RESPONSIBILITY
TO CONFIRM THE START TIME WITH THE UMPIRE IN CHARGE.

B. Number of Players Needed

Teams may begin a game with eight players and an automatic out is recorded for the ninth
player position. If a team begins a game with 8 or more players and drops to 7 due to any
reason, then the game shall be declared a forfeit. After 15 minutes from game time start as
announced by the head umpire, if a team does not have at least 8 players, the game shall be
declared a forfeit.

This rule does NOT apply to Shetland & Pinto games.

C. Curfew
No inning of any Pony, Bronco, Mustang, or any Girls Softball league game shall start after
10:30 PM.

D. Authority for Starting/Stopping

The Park Manager shall have the final authority to determine the start of any game due to

17
weather conditions. The decision as to stopping play once a game has begun due to weather
conditions, darkness, etc., shall be made by the Park Manager in consultation with the
Umpires.

E. Complete Game / Suspended Game

If a game is called for any reason it is a complete game if the following inning specifications
have been met:

a. Colt, Pony, Bronco, Bronco Girls Softball and Girls Pony Softball: Five (5) innings have
been completed or if the home team has scored more runs in four (4) or four and a
fraction (4+) innings than the visiting team has scored in five completed innings.

b. Mustang and Mustang Girls Softball: Four (4) innings have been completed or if the home
team has scored more runs in three (3) or three and a fraction (3+) innings than the
visiting team has scored in four completed innings.

c. When the specification for a complete game has been met and the game is called, the
final score shall be the score of the last completed inning, unless the home team is batting
and has taken the lead then the final score shall be the score at the time the game is
called. When the required number of innings has not been completed, the game will be
suspended.

d. When a game is suspended, a game card must be turned in by the Home team with the
required information on it and "Suspended" written on it. (Required information includes
score, innings, pitchers of record, and "Suspended". This card must be turned in the same
day as the suspension

F. 10-Run Rule
If a team is leading an opponent by at least 10 runs after five innings (Bronco, Pony, Bronco
Girls Softball, Pony Girls Softball or after four innings (Mustang, Mustang Girls Softball) have
been played (4 ½ or 3 ½ respectively if the home team is ahead), the game shall be
terminated and the team in the lead shall be declare the winner.

G. 15-Run Rule
If a team is leading an opponent by at least 15 runs after four innings (Bronco, Pony, Bronco
Girls Softball, Pony Girls Softball) or after three innings (Mustang, Mustang Girls Softball) have
been played (3 ½ or 2 ½ respectively if the home team is ahead), the game shall be
terminated and the team in the lead shall be declare the winner.

H. Providing Balls
The home team in the Colt, Pony and Bronco Leagues Shall furnish two (2) new Official Pony
League baseballs. The home team in Mustang and Pinto Leagues shall furnish one (1) new
Official Pony League baseball to start the game. The home team should also provide 2-3 good
used balls to start the game.
The home team in all Girls Softball leagues shall furnish one (1) new softball that conforms to
Pony League specifications (COR) to start the game. All softballs shall also have raised
seams.
In all leagues, the home team shall replace lost or damaged balls with a good used ball
acceptable to the umpire in charge.

I. Procedures / Time Before & Between Games

There shall be NO on-field batting practice before any games at Roy Gayle. Warm-up before
the "official" warm-up period shall be limited to the outfield area. On the field pre-game
practice shall be limited. Each team will be permitted seven minutes warm-up/practice
between games. At no time shall the time between games exceed twenty (20) minutes
unless that would put the game starting before the scheduled start time.

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 J. Time between Innings
A maximum of two minutes will be allowed between innings. One warning will be given to
each team before the plate umpire will begin to call strikes or balls.

K. Line-up Cards
Prior to the start of a game, teams must exchange line-up cards. The cards must have the
entire roster listed with those not present crossed out. The cards must show first initial, last
name and player number. All pitching restrictions applicable to the team must be disclosed.

L. Game Result Cards

For all Colt, Pony, Bronco and Mustang games in softball and baseball, the Manager or
Representative of the WINNING team shall complete the approved scorecard and turn it in
under diamond 2 or to the Park Manager. If the card is not turned in by the time the Park
Manager leaves after the last game of the day (15 minutes after end of game) the game shall
be recorded as a loss for both teams. To be considered official, the card must be completely
filled out and signed by at least the winning Manager or his/her representative. This shall
include the names of the teams, final score, and a complete pitching record for both teams.

The game report card shall be turned in to the Executive Park Manager Board member on
duty (same day as game) who will sign it. The game report including pitching records for both
teams will then be official. The win will not become official until the above is completed. If
the game card is not received within 24 hours after the end of the game or the League Official
is not notified with the total results (team names, score, pitching record for all pitchers used
by both teams) the winning team will be given a loss. Failure to do the above may result in a
forfeit of the game and suspension of the manager.

The manager of the losing team should sign the game report card as well, but is not required
to do so. However, it must be made clear that once the game report card has been signed by
the Executive Board member on duty the day of the game, it is official.

Game results and League standings will be updated and posted once each week (minimum)
from May 15 (latest date) until the end of the season.

M. Press Boxes
Shall be manned by authorized personnel selected by a team manager or Executive Board
Member.

N. Metal Cleats
Metal cleats will be allowed ONLY in Pony & Colt Baseball Leagues.

O. Catchers & Head Gear

All catchers are required to wear head gear that has protection for the top of the head and
both ears.

P. Batting Helmets with Face Masks

All Girls Softball, Shetland and Pinto teams must use a batting helmet which includes a face
mask.

Q. On-Deck Batter
On-Deck Batter shall be required to stand to the back of the batter. If the batter is right-
handed, the on-deck batter shall stand in the third (3rd) base circle. If the batter is left-
handed, the on-deck batter shall stand in the first (1st) base circle.

R. Contact at Bases
Any runner involved in a play at home plate must avoid contact with the defensive player
within the catcher's domain. If runner slides, contact rule does not apply. If contact is
19
accidental, the runner may be called out. If contact by the runner is flagrant, the runner shall
be automatically out and shall be ejected from the game. If contact by the defensive player is
flagrant, the defensive player shall be ejected from the game. Flagrant collisions at other
bases are subject to automatic out and ejection. Flagrant contact shall be in the judgment of
the umpire. The safety of all players is the primary intent of this rule. NOTE: This includes no
jumping or hurdling of a player to avoid contact.

S. Direct Steal of Home

A direct teal of home is illegal if the runner proceeds to home on the pitch, or the return throw
to the pitcher, unless the throw is mishandled by the pitcher. Additionally, if a suicide squeeze
is attempted and the batter misses the ball and the runner continues to home and does, or
does not score, they are deemed to be stealing home and are officially out. A runner may
advance to home on an attempted pick-off at third base or on any other base runner. An
attempted pick-off is deemed to be the same as a passed ball with all runners free to
advance. Penalty: The runner shall be called out for stealing home. No ejections apply.

T. Pitching for Each League

i.Baseball

1. Colt pitching rules will be determined by the Executive Board prior to the start of the
season.
2. Pony, Bronco, Mustang Pitching –The table below gives an overview of the number of
pitches that will be allowed per day for each age group during the regular season.

League Age Pitches Allowed

per Day
13-14 95

11-12 85

9-10 75

3. Home Team will be official count. Both teams should verify the pitches per inning at
the end of each half-inning. Ignorance of the count is no excuse for breaking the rule.
Foul balls are pitches. Balls hit into play are also counted.
4. Pitchers do have the ability to finish a batter upon reaching their limit without violating
the limit.
5. Pitcher who violates the rule is an ineligible player. (The game is an automatic loss.
Team manager is suspended 1 game – pitcher cannot pitch for seven calendar days).
6. Pitch Counters need to use the official pitch count form.
7. Player may not move from the pitcher to catcher in the same game if he throws more
than 45 pitches.
8. The rest periods required during regular season are listed below.

Pitchers must adhere to the following Rest Requirements:

a. If a player (Pony & Bronco) pitches 71 or more pitches in a day, Mustang 61 or

more pitches in a day then three (3) calendar days of rest must be observed.
b. If a player (Pony Bronco) pitches 46 - 70 pitches in a day, Mustang (46 – 61) pitches
in a day, then two (2) calendar days of rest must be observed
c. If a player pitches 26 - 45 pitches in a day, then one (1) calendar day of rest must
be observed
d. If a player pitches 1-25 pitches in a day, no calendar day of rest is required before
pitching again.

20
 ii.Softball
1. A Girls Pony Softball pitcher shall not be allowed to pitch in more than seven (7)
innings per calendar day, nor more than ten (10) innings in a calendar week. The
calendar week begins on Monday at 12:01 AM. Pitching into the 4th inning constitutes
a need for a forty (40) hour rest. When a league tournament is played, the number of
innings per pitcher shall be reset to zero for the tournament itself.

2. A Girls Bronco Softball pitcher shall not be allowed to pitch in more than four (4)
innings per calendar day, nor more than seven (7) innings in a calendar week. Pitching
into the 4th inning constitutes a need for a forty (40) hour rest

3. A Girls Mustang Softball pitcher shall not be allowed to pitch in more than two (2)
innings per calendar day.

4. Pitching in games scheduled by Roy Gayle but played at other facilities shall count
toward the maximum innings counted for Pony Softball.

U. Pitching in General
Balks will be called on all pitchers without warning in Bronco, Pony, & Colt League. Umpires
should instruct pitchers as to their mistake after each balk call. Balks will be called in
Mustang, but no penalty will be assessed.

V. Pitcher Removed
During all Pony, Bronco, Mustang, Girls Mustang Softball, Girls Bronco Softball, and Girls Pony
Softball games, once a pitcher has been removed from the mound he/she is ineligible to re-
enter as a pitcher during that game.

W.Intentional Walk
A batter may only be walked by throwing four pitches outside of the strike zone. No
automatic walks are allowed.

X. Stealing Bases in Mustang

Runners may steal bases, but may not leave the base they are occupying at the time of the
pitch until the pitched ball has reached or passed the catcher. Runners may only steal second
& third base. No one can score on a passed ball or wild pitch. Once the pitcher has stepped
on the rubber with possession of the ball, runners who leave base before the pitched ball
reaches or passes the catcher shall be called out and the pitch shall be considered as a dead
ball. One warning per team per game will be allowed and the ball shall be considered dead.

Y. One Foot in Batter’s Box

Bronco, Pony, Colt, Girls Bronco Softball and Girls Pony Softball batters must keep one foot in
the batter’s box between pitches. Penalty for rule violation shall be a called strike.

Z. One Offensive Time-Out per Inning

No team manager or coach may have more than one time out when his team is at bat (per
inning) to confer with either a batter or a runner.

AA.Field Use after a Forfeit

If teams play on a diamond after a forfeit is declared, they must be off the diamond 30
minutes before the next scheduled game

BB.Infield Fly
The rule will be called in all leagues except Shetland and Pinto.

21
 CC.Legal Bats
Baseball: No bat greater than 25/8 inches in diameter or greater in length than 42
inches shall be used. Bats manufactured specifically for use in tee-ball play, shall
not be used when the ball is pitched by a player or coach. All bats must meet
specifications set forth by Pony Baseball / Softball.

DD.Hard-Shell Helmets on Coaches on the Field – 2012 Season

Roy Gayle Baseball/Softball will require the use of any such helmets, in levels
Mustang and above with the beginning of the 2012 Season

EE.Resuming a Suspended Game

If a game is suspended and resumed on another day, then the line-up must represent the
line-up on the day the game was suspended. Players not present on the original date are to
be inserted at the end of the line-up. Players absent on the make-up day will be skipped and
no out recorded unless these absent players bring the number of players present to less than
9. If less than 9 players are present rule, G (2) will be used Pitchers shall be limited only by
their present status concerning pitch count or innings. For example: If (1) they threw 65
pitches in the game, (2) the make-up is two weeks later and (3) that pitcher has not thrown in
the last 4 days, then they may be used up to their entire pitch count limit.

FF.Pony Softball Pitching Distance

Pitching distance for Pony Softball shall be 43 feet. All other distances are as outlined in the
Pony Regulations.

H. IN-HOUSE TOURNAMENT RULES

Pitching in all in-house tournaments is to follow normal game rules. Pitch count carries into
tournament play as in the regular season. In Softball, innings pitched resets but days of rest
must be observed.

I. UMPIRES
1. The selection, rejection, and suspension of all umpiring personnel shall be the responsibility of
the Umpire Committee.

2. The Umpire Committee shall keep the umpires advised as to the rules, rule changes, and
conduct expected of umpires.

3. Any umpire who has a conflict of interest may be re-assigned to another game if possible.

4. It is the Executive Board’s intent that each Bronco, Pony, & Colt League game will have two
(2) umpires and each Mustang game will have one (1) umpire.

J. PENALTIES, SUSPENSIONS, EXPULSIONS

1. The Rule Resolution Committee of the Executive Board or the Softball Committee of the
Executive Board shall assess any penalty for infractions of the preceding rules. Their
decisions regarding penalties, suspensions, or expulsion shall be final.

2. Any league personnel who are penalized may request a hearing before the Executive
Committee. The request for a hearing must be in writing and must be received via an email
to the Rockford Pony Website or by the Park Manager within twenty-four (24) hours of the
penalty assessment. The Executive Committee shall schedule the hearing within seven (7)
days after the request has been properly received.

K. ALL-STAR AND TRAVELING TOURNAMENT PERSONNEL

1. Each league, Mustang through Pony, in both baseball and softball, will form traveling
tournament teams for participation in selected tournaments. These teams will be by tryouts

22
 and will be completed by May 15 of each year. These teams will be allowed to participate in
at least two tournaments picked by the Board and the Tournament Team Managers in the
2010 Season, at Board Expense

2. Roy Gayle (in-house) All-Star Team selection and selection of All-Star Managers and Coaches
will be conducted following the Rule Resolution Committee’s approved procedures.

3. Tournament Traveling Team selection and selection of Tournament Team Managers, Coaches,
and Business Managers will be conducted following approved procedures.

4. Should any All-Star or Tournament team wish to practice at the park, the manager will need
to work with the Scheduling Agent (as to which diamond can be used), who will then work
with the Building & Grounds Committee.

L. MUSTANG AND MUSTANG GIRLS SOFTBALL PLACEMENT

Player placement from Pinto to Mustang shall be conducted according to the Rule Resolution
Committee’s approved procedures. Player placement in the Girls Mustang Softball league shall
be conducted according to approved procedures.

M. DRAFT RULES
Player drafts for all Girls Bronco Softball, Girls Pony Softball, Bronco, Pony, and Colt League teams
shall be conducted following the Rule Resolution Committee’s approved procedures.

N. AMENDMENT
These By-Laws, or any section thereof, may be amended or repealed by a two-thirds (2/3) vote of
the Executive Board at any meeting so long as notice of such proposed changes is given to each
Executive Board member at least fifteen (15) days prior to the meeting at which the proposed
changes shall be submitted to vote.

2/16/2011 Robert Godare

Date President, ROY GAYLE PONY BASEBALL/SOFTBALL
INC.

2/16/2011 Cal Powers

Date Secretary, ROY GAYLE PONY BASEBALL/SOFTBALL
INC.

APPENDIX A: BOARD APPROVED POLICIES

PERSONNEL POLICIES & PROCEDURES...............................................................................................22

FINANCE POLICIES & PROCEDURES....................................................................................................22
BACKGROUND CHECKS POLICY & PROCEDURE...................................................................................24
LIGHTENING SAFETY STANDARD.........................................................................................................25
WEATHER CANCELLATION PROCEDURE..............................................................................................26
SIMPLIFIED CHILD ABUSE/MOLESTATION - RISK MANAGEMENT PROGRAM.........................................27

23
 PERSONNEL POLICIES & PROCEDURES

Any person found stealing resources of any kind from the program will be permanently removed
from the program. If a majority of the Executive Committee members agree, police charges will be
filed.

Each year the Board shall set wage levels for all employees and umpires. These levels should be
approved by the Board by April 1 each year.

The Board shall maintain a salary structure for its hourly employees. (In General)

Concession Grounds

1st year Minimum wage Minimum + $1.00

2nd year +.25 per hour +.50 per hour

3rd year +.25 per hour +.50 per hour

4th year +.25 per hour Same as 3rd year

Subsequent years Same as 4th year Same as 3rd year

Umpires Pay & No-Shows – For all umpires, wages from the first two games of the regular season will
be held until the end of the season and paid with the last July check. In the event an umpire does
not show up for one game, he/she will be docked one game of pay. In the event an umpire does not
show for a second game, he/she will be docked another game of pay. In the event an umpire does
not show up for a third game, he/she will not be scheduled for any more games.

All employees of Rockford Pony Baseball/Softball will be at least 14 years of age. All 14 & 15 year
olds must submit a work permit before gaining employee status. No person will receive any wage of
any type until all required paperwork (e.g. tax forms) is completed and on file with the Treasurer.

24
 FINANCE POLICIES & PROCEDURES

Each year the Board shall approve an operating budget by March 1.

Board approval of bids shall be required for any specific job or vendors who will be paid more than
$5000 in a calendar year.

Bids must be requested from at least three vendors. Approval of bids shall be with the signature of
at least three Board members, one of which must be the President or Treasurer of the league.

Emergency items less than $250 not in the budget may be approved without Board approval by
gaining consent of at least two Executive Board members.

The program shall issue credit cards to: the Board President, Board Treasurer, Building & Grounds
chair, Head Groundskeeper, Concession manager, and any other personnel deemed in need by the
Board. Spending limits shall be fixed to the cards. Receipts for all credit purchases must be
submitted to the Treasurer.

The Roy Gayle program shall form a Player Fee scholarship fund. The total amount for the fund shall
be set by January 1 before each season. 50% of the fund shall be used for full scholarships to the
program (player fee). 50% will be used for partial scholarships of up to 50% of the league player fee.
Once the annual fund is depleted, Board approval is needed for any further grants. ($2500
recommended for 2007)

The program shall allow payment arrangements in order for parents and guardians to spread the
cost of the program over several months. At least 25% of the total fee is needed for signing up.
Payments after that will be expected on Apr 15, May 15, and June 15, with at least $20 paid on each
date.

ALL money/expense for the program and any All-Star/Tournament Team will be collected and be part
of the financial accounting of the League. All fundraisers held for the program or for these league
teams MUST be approved by the Board BEFORE any commitments for goods and/or services is made.
Individual teams may conduct fundraisers for their own support, but these fundraisers must also be
approved by the Board BEFORE any commitments for goods and/or services are made. (Approval
form on website).

Roy Gayle Pony Baseball / Softball Inc. shall make no cash payments for goods or services. All
payments will be either by check or credit card or automatic deduction from the program’s accounts.
Receipts shall be required for all reimbursements to persons acquiring goods or services for the
program.

NO outside vendors shall be allowed on Roy Gayle property or have access to its communication
system or database without Board approval. After Board approval is secured, the vendor must make
approximate payment to the program for the anticipated profit to the program. After sales are
completed, and a report is approved by the Board, a final payment will be accepted or
reimbursement will be made.

NO outside groups or individuals of any type will be allowed to solicit funds on Roy Gayle property

The Board shall maintain a list of all assets worth more than $100. A tagging and inventory system
shall be maintained.

25
 BACKGROUND CHECKS POLICY & PROCEDURE

UNDER NO CIRCUMSTANCES SHALL ANY PERSON WHO IS A KNOWN CHILD-SEX OFFENDER BE

PERMITTED TO HOLD ANY OFFICE OR POSITION WITH ROCKFORD PONY BASEBALL SOFTBALL INC.
ADDITIONALLY, ANY PERSON CONVICTED OF A CRIME INVOLVING OR AGAINST CHILDREN SHALL NOT
BE ALLOWED TO HOLD ANY POSITION IN THE LOCAL LEAGUE.
The Conduct Official as appointed by the Board Shall review background checks and
implements the following:

• Should re-state charges for the record.

• Should give the accused ample opportunity to respond.

• Could decide to take no further action.

• Could decide to draft a warning or letter of reprimand.

• Could decide on some other punishment, or to revoke all or part of the person’s Membership
privileges for a specific period of time, subject to appeal.

A vote for disciplinary action by the Executive Committee shall then be taken and action
implemented as decided.
Background checks will be completed for all Board Members, Managers, Coaches, and other
volunteers as designated. Local background checks will be conducted on all umpires prior to
their first official game. These checks shall be completed every year. All background checks
shall be completed as quickly as possible but must be completed prior to the start of the season
or if the individual joints the team late, the check shall be conducted before that person is
allowed to act as a program volunteer for Rockford Pony Baseball/Softball.

The individual must complete the volunteer form contained within the Child Abuse and
Molestation Risk Management Program Handout. Reason for disqualification from league
activities is defined as an attachment to the Child Abuse and Molestation Risk Management
Program Handout.

26
 LIGHTENING SAFETY STANDARD

The average lightening stroke is 6 miles long …..

The average Thunderstorm is 6 to 10 miles wide …..
The average Thunderstorm travels at a rate of 25 miles per
Hour ….
On average, thunder can only be heard over a distance of
3 – 4 miles, depending on humidity, terrain and other
factors ….

Once the leading edge of a thunderstorm approaches to within 10 miles, you are at immediate risk
due to the possibility of lightening strokes coming from the overhanging anvil cloud.

Many people rely on the “Flash/Bang” technique (the sound of thunder will take five seconds to
travel one mile) to measure their distance from lightening. You must be aware that, thunder can
only be heard over a distance of approximately 3 to 4 miles. By the time you hear thunder you are
already well within the reach of a lightning strike.

For this reason, Rockford Pony Baseball / Softball have purchased and are using a SkyScan lightening
detection system. This system is capable of detecting lightening up to 40 miles away. Therefore the
following response system is now in effect.

If Thunderstorms are predicted or appear to be forming the Park Manager will turn on and keep in
their possession the SkyScan detector. The detector will be set to maximum distance once
activated. No actions will be taken until the indicator shows a range of 8-20 miles. Once the 8-20
mile indicator is activated the following will be undertaken

8-20 miles all fields are alerted to be prepared to take cover in the dugouts. If the indicator
continues to indicate lightening at this distance for more than 10 minutes all
players must be pulled off the fields and placed in the dugouts.

3- 8 miles all play must be halted and players should take cover. Players should be ask to
move to their vehicles if possible, if not, shelter in the dugout away from fence.

0-3 miles Fields must be cleared and players are to take cover in vehicles if at all
possible. No one is to be near fence or on the field including coaches.

Once the games are halted they will remain so for at least 20 minutes from the last lightning strike
within the 3 to 8 mile indicator. Once lightening has moved into the 8-20 mile range and it’s
apparent the storm is moving away games can resume once the 20 minute period has elapsed.

Individuals not following the above procedures or refusing to take cover do so at their own risk. The
decision to cancel games remains within the authority of the Park Manager.

27
 WEATHER CANCELLATION PROCEDURE
The Executive Board shall make a decision regarding cancellation of games due to weather by 5:00
PM each weekday, by 8:00 AM on Saturdays, by 11:00 AM on Sundays. If there is no cancellation
message on the voice mail by this time, all persons should expect to come to the park and play.

All Umpires should wait until the times listed above before coming to the park.

It is still possible for games to be rained out due to weather after the times listed above.

It is hoped that all persons understand that we wish to play all games at the scheduled times, but we
want all players to play in safe conditions and we also wish to maintain our fields so that future
games are not put in jeopardy.

28
 SIMPLIFIED CHILD ABUSE/MOLESTATION
RISK MANAGEMENT PROGRAM

1. Background
Child abuse/molestation in the world of youth sports has received much media
attention over the past ten (10) years. A recent Sports Illustrated article and frequent
problems within the churches and schools have heightened this awareness.

The June 9, 2003 feature article in Forbes Magazine states “the next litigation gold
rush": child sexual abuse. Never mind the church – the Boy Scouts, day care firms,
and Hollywood may be next.” This article outlines disturbing litigation trends where
nonprofit organizations like sports organizations and their directors and officers can be
targeted as “deep pockets”.

Medical professionals state that the effects of child abuse can surface decades later
and often result in suicide, violence, delinquency, drug and/or alcohol abuse, and other
forms of criminality that are child abuse related.

There have been a number of multi-million dollar verdicts against coaches and
associations for sexual abuse over the past several years and at least one child has
been killed.

2. Purpose
The purpose of this program is to reduce the liability risk and related negative
publicity, expense, and trauma to the local sports organization and of course the
children they serve. The likelihood of such can be reduced by making the environment
unsuitable for the sexual predator and/or abuser.

This program will key in on the bare essentials of education, volunteer screening,
policies, and program administration. The intent of this program is not to be all
encompassing, but instead, to provide the framework of a basic workable program that
is more likely to be implemented by a group of volunteers with limited resources and
time. The simple framework of this program will not address all contingencies that
are likely to be encountered. Therefore, the materials in the conclusion section should
be available and consulted frequently.

3. Definitions
Child Abuse: Verbal abuse (ridicule or put-downs), physical abuse (any hurting
touching or excessive exercise used as punishment), emotional
abuse (threats to perform unreasonable tasks), and sexual abuse.

Sexual Abuse: Refers to a wide spectrum of interactions including rape, physical

assault, sexual battery, unwanted physical sexual contact,
unwelcome sexually explicit or offensive verbal communication,
coercive or expletive sexual contact, verbal sexual harassment,
and/or sexualized attention or contact with a minor.

Conduct Official: Single person within the league who is appointed by the board to
administer the Simplified Child Abuse/Molestation Risk Management
Program. The Conduct Official is responsible for education,
reviewing Volunteer Applications, checking references, conducting
criminal background checks, handling appeals from disqualified
29
 candidates, conducting investigations on allegations of abuse, acting
as liaison to local law enforcement, etc.

Volunteer: Citizens who perform the various functions entailed in the running of
a league without pay including league officers and directors,
committee personnel, coaches, managers, umpires, scorekeepers,
concession workers, etc.

Sexual Offender Registry Check (SOR):

SOR checks are currently available on the internet for free in 43
states. Each state determines its own definition of what constitutes
a sex offender. As a result, some states only list high risk (level 3)
sex offenders. SOR’s rely on a third party to input the information
and current media accounts indicate that SOR’s in many states are
more than 50% incomplete. SOR information only goes back to the
mid 1990’s in most states. SOR’s will never indicate other serious
criminal history such as murder, armed robbery, etc. For the
reasons listed above, a sports organization should not rely on a SOR
check. Instead, only a criminal background check (CBC) should be
used.

Criminal Background Check (CBC):

CBC’s will provide all misdemeanor and felony information (not just
sex offenses) that a sports organization many want to take into
account in the disqualification process. CBC’s show offenses that go
back a minimum of 7 years, but much longer in most cases. Also,
CBC’s do not rely on third parties to enter information into the
database as this happens automatically as part of the judicial
process. It is recommended that sports organizations use CBC’s in
the volunteer screening process instead of relying on the vastly
inferior Sexual Offender Registry checks.

4. Policies on Child Abuse / Molestation

Limit One On One Contact: It is this organization’s policy that no activities shall
take place involving one on one contact between a single, non-related league
volunteer and a child, if such activities can be practically avoided. Instead, a “buddy
system” is encouraged where two (2) adults should always be present during
practices, games, carpooling, and special events.

Prohibition of Sleepovers: All sports organization sanctioned team or league

sleepover activities are prohibited whether overnight parties or traveling to away
games. Exception: Teams traveling to far away tournaments can have sleepovers if
each child is either accompanied by his/her parent or is being supervised by two (2)
adults who are in each other’s presence at all times.

Touch Policy: Touch is acceptable only if it is “respectful and appropriate”. Some

experts have adopted a no touch policy, but most experts believe that “no touch” is an
over-reaction and is ultimately damaging in itself and not practical.

Verbal Conduct Policy: Inappropriate comments of a sexual nature and suggestive

jokes are prohibited.

Take Home/Pick-Up: Take home/pick-up of athletes by league personnel is strongly

discouraged because of the difficulty in limiting one on one contact between adult and
child (remember the Buddy System). Parent(s) should provide transportation for their
own children to and from scheduled events. The league will clearly outline the
expected start and end time for all events and communicate this with all parent(s).
Parent(s) should be instructed to make back-up plans in the event they can’t provide
transportation. If parent(s) can’t provide transportation they must communicate to the

30
 sports organization the name of the person(s) who are authorized to pick up the child.
Such policy will help to protect against potential abductions or being thrust into the
middle of any custody dispute.

Child Abuse Prohibition: All forms of sexual, physical, verbal and emotional abuse
are prohibited.

Name Distribution: The distribution of directories/rosters with names, phone

numbers, addresses, and pictures should be limited to persons on a “need to know”
basis.

5. Examples of Abuse/Molestation
Emotional Abuse: Yelling or making the following statements:

• You’re stupid;
• You’re an idiot;
• You’re an embarrassment;
• You’re not worth the uniform you play in; etc.

Physical Abuse: Besides the obvious examples of a coach hitting, kicking, throwing
equipment, or shaking a player, watch out for the following:

• Behaviors seem violent versus disciplinary;

• Training practices become abusive
• Fighting is encouraged or ignored;
• Illegal moves, often associated with injuries are encouraged;
• Coaches teach improper techniques or encourage conduct which
violates safety rules;
• Coaches allow athlete(s) to become physically or verbally abusive;
• Behaviors result in injures to athlete(s); etc.

Sexual Abuse: An adult may not improperly sexualize touch by fondling instead of
hugging (with permission), kissing, or seductive stroking of various body parts. On the
other hand appropriate touching can be used when a young child needs comfort,
reassurance, and support. Appropriate touch is respectful of a person’s personal
boundaries and comfort level, public (done in font of others and not secretly), and
nurturing (not sexualized).

• Misuse of power and authority;

• Misuse of love and affection;
• Manipulation or tricks:
∗ This is love;
∗ This is what you need to be a part of the team;
∗ This is what we do for initiation
• Grooming: desensitization that begins with appropriate touch, then the
touch change. Examples:
∗ You liked the touch before;
∗ What’s wrong? Don’t you trust me?; or
∗ courting (gifts, time, attention);
∗ romancing (talking of love or attraction);
∗ line (you’re special, I don’t usually do this sort of thing, you’re so
mature, you’re so attractive); or
∗ secrets (this is our special secret, others wouldn’t understand, you or
I would get in trouble)

31
6. Warning Signs of Abuse / Molestation
With some forms of abuse, there may be physical indicators (examples: with physical
abuse, bruises, welts, broken bones) or with sexual abuse venereal diseases, genital
swelling/soreness, difficulty sitting or walking, pain or itching when urinating or
defecating, stomach aches, pain/itching in genital area, and frequently unexplained
sore throats. But most often the effects of sexual abuse are less obvious. For
example, sudden shifts in behavior or attitudes when outgoing child suddenly builds a
protected, closed wall or a generally happy child becomes aggressive and angry or a
trusting child becomes fearful may be an indication of abuse. In sports, this can show
up as losing interest or wanting to drop out of sports or a sudden decline in ability or
functions.

Please note that no indicators or symptoms are absolute. Many of these could be
indicators of problems other than child abuse. However, if some of these things are
going on, consider them to be a red flag. One difficulty is that some signs are
ambiguous. Children may respond in different ways and some may show no sign at
all. Some indicators include:

• Disclosure by child. Most children won’t just come out and say they
have been abused, but instead, may hint at it.
• Observations, complaints, concerns, or allegations about league
volunteers.
• Attitudes/behaviors expressed on the part of an adult that may be
associated with inappropriate or abusive behavior (racist, poor sense of
athlete development, raging temper, extremely controlling, jealous,
hypersensitive, poor sexual boundaries, bullying, intimidating manner,
unrealistic or inappropriate training practices and risks, etc.)
• Unexplained/unlikely explanation of injuries.
• Extreme fear of a league volunteer;
• Extreme low self-esteem, self-worth;
• A child’s attachment to a coach/staff to the point of isolation from
others;
• A coach/staff with an interest beyond caring concerns, special interest in
a child (time, gifts, attention, obsession, unrealistic expectations)
• A child’s desire to drop out without a clear explanation, or without one
that makes sense;
• A child that misses a lot of practices or games with suspicious
explanations or excuses.

Despite increased sensitivity to abuse, there is still a tendency to blame the victims
instead of holding the person(s) accountable who:

• lost their temper;

• got a little out of control;
• were just having a dispute;
• misinterpreted the touch;
• is really a wonderful person; etc.

Listen to what the athlete is saying.

7. Allegations of Abuse / Molestation and Other Policy Violations

Point of Contact: The Conduct Official is the appropriate person to whom all reports
of child abuse/molestation should be reported. In the event that the Conduct Official is
the alleged abuser/molester, the report should be made to the President of the sports
organization.

32
Assessing the Seriousness of the Situation: It is useful to differentiate between:

Concern: When the person just needs to be heard and have some information
clarified.

Complaint: When the person needs you to listen and may or may not want action
taken if they feel you listened.

Allegation: Clarify if the allegation is:

• appropriate, but unappreciated act;

• inappropriate act, but not illegal act;
• illegal act that needs to be reported to law enforcement.

Disclosure: When the person tells you that abuse occurred or based on their actions
gives you reason to believe abuse has occurred.

The Conduct Official must take the appropriate action depending on where the
situation falls in the above mentioned categories.

Information Gathering:

Upon receipt of a disclosure of child/sexual abuse or of a policy violation the Conduct

Official should gather all pertinent facts in a fair, respectful, and confidential manner
and review with both the accuser and accused. All such disclosures must be brought
to the attention of the Board of Directors.

The Conduct Official must immediately report to the authorities when there is
reasonable cause to believe that physical abuse or sexual abuse has occurred. At this
point, the Conduct Official should never investigate, as this is the role of the law
enforcement authorities. Furthermore, allowing the law enforcement authorities to
investigate helps to shield the Sports Organization against potential lawsuits for
defamation of character.

Suspension/Termination: The findings of the Conduct Official should be reported to

the Board of Directors and all proceedings should be confidential. If the alleged abuser
or policy violator admits to the conduct, the Board can employ the most appropriate
punishment. If the alleged abuser or policy violator denies the conduct, the Board can
conduct further investigations (except when reasonable cause of physical or sexual
abuse exists that should be reported to the authorities) deemed necessary prior to
rendering any appropriate punishment or exoneration.

Remember, the alleged violations range from inappropriate, but not illegal behavior to
clear cut child/sexual abuse and the punishment must be tailored to the violation.

Suspension: Termination: Less egregious conduct on the part of the volunteer will
result in a written reprimand. If more than two (2) written reprimands are received in
a three (3) year time period, this will result in termination of the volunteer. Slightly
more egregious conduct will result in both a written reprimand and suspension. Upon
the second suspension in a three (3) year time period, the volunteer will be
terminated.

All volunteers are subject to immediate termination based on the disqualification

criteria outlined below.

Duty to Disclose/Immunity/Confidentiality:
All volunteers may be required by state law to report suspected cases of child/sexual
abuse. Any person(s) who makes or participates in the making of a good-faith report
of abuse/neglect, participates in the investigation, or in judicial proceedings shall in so
33
 doing be provided with complete and absolute immunity from civil liability.

The identity of the Volunteer reporting a case of suspected child/sexual abuse should
Disqualification Criteria
not be revealed. All records and reports concerning investigations and their outcome
are protected by various confidentiality laws. Unauthorized disclosure of such records
was found guilty following
is a a trial,offense
possible criminal entered a guilty
which plea, entered
could subject a no
the violator contest
to fines plea accompanied
and/or by the
imprisonment.

8. Volunteer Screening
Volunteer Application and Consent/Release Form: The attached application
entitled “Volunteer Application” must be completed, signed, submitted, and processed
on an annual basis before a volunteer will be allowed to work with athletes.
ntributing to the delinquency of a minor, providing alcohol to a minor, theft – if volunteer is handling monies, etc.
All volunteers who have regular access to or repeated contact with athletes must
complete the “Volunteer Application.” This would normally include all head coaches,
assistant coaches, managers, league administrators, umpires, etc. Refusal to comply
will result in immediate dismissal from the sports organization even if the volunteer
has been allowed to participate in the past.

The Conduct Official will review all such applications, will conduct a Criminal
Background Check, may conduct a follow-up interview to clarify questions, and will
decide whether or not the candidate is disqualified based on this information.

Criminal Background Check: After receiving the “Volunteer

Application”, the Conduct Official will conduct a Criminal Background

34
 Check with the selected vendor (ex: Lexis Nexus, Intellicorp or SSCI) and
will search records in all current and past counties of residence of the
volunteer. This procedure is confidential and only the Conduct Official
will have access the these records. The Conduct Official will decide
whether or not the candidate is disqualified based on the findings and
the predetermined disqualification guidelines that have been set in
writing by the sports organization.

Appeals: Candidate(s) disqualified due to an unsatisfactory Referral or

Criminal Background Check and/or other reason(s) will be given the
right to appeal upon written notification to the Conduct Official.
The Board will appoint three (3) board members to hear the appeal and
they will decide whether or not to uphold or overturn the decision of the
Conduct Official. As a compromise, the appeal committee may decide
to reassign a candidate to a more appropriate position or to place the
candidate under a probationary period. The results of all criminal
background checks and appeals will be kept confidential.

Acknowledgment Of Training: All volunteers who have been

accepted must read the Simplified Child Abuse/Molestation Risk
Management Program (Safe At First) and must agree to abide by the
rules.

APPENDIX B: BY-LAWS APPROVED PROCEDURES

RULE EXCEPTIONS FOR SHETLAND
LEAGUE……………………………………………………………………………………………..………………….……34
RULE EXCEPTIONS FOR PINTO
LEAGUE………………………………………………………………………………………………………….…………….
…..35
ALL STAR PLAYER (IN HOUSE) SELECTION
PROCEDURES………………………………………………………………………………………..…………36
TOURNAMENT TRAVELING TEAM
PROCEDURES…………………………………………………………………………………………………………..….37
GRIEVANCE STATEMENT AND
INFORMATION……………………………………………………………………………………………………………..
…..38
DRAFT
RULES……………………………………………………………………………………………………………………………
………………………………..…….40

35
 RULE EXCEPTIONS FOR SHETLAND LEAGUE

1. Players bat through entire batting order, even if they are not playing in the field during the
inning.

2. Base runners may advance to the next base until an outfielder gains control of the ball. If an
infielder gains control of the ball/ runners may advance at their own risk. Runner(s) cannot
advance on an overthrow.

3. All players must play at least 2 innings in the field with the exception of a shortened game.
All games will be 5 innings in length.

4. All innings are played the same: 3 outs or 3 runs.

5. All managers will play with 4 outfielders.

6. The home team supplies one new and one good used ball for each game. The home team will
also provide the hitting tee. Low impact balls are required for all games.

7. The pitcher will throw 3 pitches. If the batter fails to hit the ball, a hitting tee will be set up
and the batter will then hit off of this tee. When the tee is used, the pitching coach will stand
out of play – 3rd base side.

8. The batter can choose to hit off of the tee without being pitched to. It is encouraged that
coaches pitch to players.

9. On a 3rd pitch foul tip, the batter remains batting until he/she hits the ball or misses it. The
tee will be set up if the batter fails to hit the ball.

10. The home plate umpire will be a coach or manager from the hitting team. This coach will
assist the batter, keep the pitch count and set up the batting tee if needed.

11. The fielding team will have one manager or coach in the outfield. This coach will be
positioned behind 2nd base and between the left center and right center fielders. This coach
will instruct the fielders. Outfield coach is also the base umpire.

12. Being an instructional league, we do not keep score. Please tell your players the game is
either a tie or that everyone who plays the game is a winner. There are no losers.

36
 RULE EXCEPTIONS FOR PINTO LEAGUE

1. Players bat through entire batting order even if they are not playing in the field during the
inning.

2. Base runners may advance to the next base until an outfielder gains control of the ball. If an
infielder gains control of the ball, runners may advance at their own risk. Runner(s) cannot
advance on an overthrow.

3. All players must play at least 3 innings in the field with the exception of a shortened game.

4. All innings are played the same: 3 outs or 5 runs

5. All Teams shall use four (4) outfielders.

6. Pitching is from any distance up to 38 feet. Pitching shall be done by a coach or the manager.
For each at bat, a player will receive a maximum of 5 pitches. A foul ball on the 5th pitch will
continue the player’s at-bat.

7. Being an instructional league, score shall not be kept. Please tell your players the game is
either a tie or that everyone who plays the game is a winner, there are no losers.

8. The Home team supplies one new and one good used ball for each game and each ball must
have the Pony logo.

9. The Home team will supply the home plate umpire, while the Visiting team shall supply the
base umpire.

10. If necessary, one parent (in addition to coaches and manager) may be allowed in the dugout
to help maintain order.

11. All players must be 7 years old prior to August 1st of the current season to be eligible for play
in the Pinto League.

12. No defensive coach shall be allowed in the field of play while the ball is live.

37
 ALL STAR PLAYER (IN HOUSE) SELECTION PROCEDURES

All-Star teams at the Mustang, Bronco, Pony, Girls Mustang Softball, Girls Bronco Softball, and Pony
Girls Softball levels shall consist of at least one player from each team, and up to 18 players. Player
selection for All-Star team participation in the Girls Softball, Mustang, Bronco, Pony, and Colt
divisions shall be done in the following manner:

Each team manager will be asked to submit names of All-Star players from the team’s older age
group to the All-Star manager or Player Agent (by June 1). After receiving nominations, the All-Star
manager, together with the Player Agent, will select the All-Star team. The Player Agent will have
final choice in the selection process. A list of players NOT selected should be maintained so that
replacement players can also be selected where needed.

All Star competitions are for exhibition purposes and to highlight the athletic skill of all players
selected to the team. All players selected shall play a minimum of 3 innings per game. No pitcher
shall pitch in more than one inning in any one game.

All games in Mustang and Girls Mustang Softball shall be six (6) innings with a 2-hour time limit and
all games in Girls Bronco Softball, Girls Pony Softball, Bronco, Pony, and Colt will be seven (7) innings
with a 2-hour time limit. The10-run and 15-run rules are in effect for all games..

The All-Star Team Manager(s) of each league/division shall be the returning manager(s) of the
previous year’s team(s) with the best won-loss percentage. If this manager refuses the assignment
or is not a manager in the league/division, the returning manager of the previous year’s team with
the next best won-loss percentage shall be named. In the event of further refusal, manager(s) shall
continue to be named on the basis of the previous year’s best won-loss percentage until a manager
accepts. The All-Star manager shall pick the All-Star team coaches (up to three) from the list of
managers and coaches from his league/division.

The All-Star Managers for each league/division shall be announced during the annual Manager’s
Meeting in March.

38
 TOURNAMENT TRAVELING TEAM PROCEDURES

Emphasis on the Tournament Team is contrary to regular league play. The Tournament Team's first
objective is to win, thus there is no must-play rule at this level.

The Tournament Team Manager(s) of each league/division shall be the returning Manager(s) of the
previous year’s team(s) with the best won-loss percentage. If this manager refuses the assignment
or is not a manager in the league/division, the returning manager of the previous year’s team with
the next best won-loss percentage shall be named. In the event of further refusal, managers shall
continue to be named on the basis of the previous year’s best won-loss percentage until a manager
accepts. The Tournament Team manager shall pick the Tournament Team coaches from the list of
managers and coaches from his/her league/division.

The Business Manager of the Tournament Team shall be selected by the Tournament Team Manager
from the list of managers and coaches from his/her league/division. The Business Manager shall
handle all records for the Tournament Team, arrange all travel and lodging, and will be responsible
to the Executive Committee for complete record of team expenses. The Executive Committee shall
have sole authority as to the allotment of expense money for Tournament Team.

The Tournament Team Manager for each league/division shall be established prior to the start of
league play.

Player selection from Tournament teams shall be made by the Tournament Team Manager with input
from Player Agent and other managers of that league/division.

Parents of Tournament Team Players shall sign a separate Medical Release / Registration form before
they may practice or play with the team.

Any In-house Tournament Team playoffs will be the number of innings of a regular game for that
league OR two hours, whichever comes first. Games will consist of the best two out of three, unless
time is a factor, then the playoff schedule will be determined by the Board’s Vice-President and the
League Player Agent(s).

39
 GRIEVANCE STATEMENT AND INFORMATION

All grievances will be resolved through the Executive Committee.

Roy Gayle Baseball/Softball is an organization dedicated to the DEVELOPMENT of the player in ALL aspects
and winning a game is secondary to our main purpose. It is the Board’s intention to maintain control of all
games. Managers and umpires must SHARE this responsibility. Nothing that will happen in any game can
be an excuse for negative behavior, foul language, disrespect, and out-of-control behavior. Any individual
at the park who wishes to behave in this negative manner should leave the park (and perhaps the
program) immediately. We do not intend to tolerate it. It shall be the responsibility of the Board Members
at Roy Gayle Park to see to it that behavior standards shall be adhered to by all those involved with Roy
Gayle baseball.

Every Board Member, Umpire, Coach, Player, or Fan shall behave in a manner that will bring about fair play
and sportsmanship. Any person who does not follow or breaks any of the standards set forth shall have
his/her behavior brought to the attention of any Board Member. This can be done by any individual. If it is
felt that an infraction has occurred and warrants the action of the Board, the following steps need to be
taken.

A. After talking to the Park Manager and within 48 hours of the incident, a written complaint shall be
given to the Park Manager or emailed to the Roy Gayle Website. The complaint form can be
obtained from the Board Member and, when completed, needs to be returned to the President of
the Board.

B. Once the written complaint has been received by the President, he/she shall inform those accused
of the complaint and the content of the complaint.

The accused then has 48 hours to reply in writing concerning the complaint.

C. Unless an emergency exists, action on the complaint shall be taken up by the Executive Committee
within one week of the grievance reply.

D. Any action taken by the Executive Committee shall be by a simple majority vote. The Executive
Committee may decide any action to be taken, or may recommend action to the entire Board.

E. All parties involved shall be notified of all meetings and will have the right to be present at the said
meetings.

Infractions that can be brought to the attention of the Board for action
through grievance are:

A. Profanity - No person shall use profanity at any time.

B. No alcoholic beverages shall be brought onto the grounds at Roy Gayle Park.

C. No person shall be under the influence of alcohol or illegal drugs.

D. No illegal drugs of any kind will be permitted.

E. Incidents of Battery, Assault, or threats of such.

F. No person shall behave in such a way as to reflect negatively on the baseball program. Examples –
The throwing of equipment, belittling of players or managers, using racial remarks or terminology
that might cause alarm.
After hearing or reading the complaint(s), the following action can be taken by
the Executive Committee:

A. No action - Substantial evidence/information could not be obtained.

B. Written Reprimand - A formal written reprimand stating that there was a consensus that an
infraction had taken place. If two (2) written reprimands are given to the same individual within the
same season, a two game suspension shall take place. This will occur the first game after
notification.

C. One or more game suspensions - This will occur if the Executive Committee feels that this action is
justified. Examples: fighting, assault, and disorderly conduct.

D. Removal from the program for the season - This shall occur if the Board agrees that the
infraction(s) is serious enough to warrant such action. Removal cannot be decided by the Executive
Committee itself; but must be referred to the full Executive Board.

All Executive Committee decisions shall be given in writing to those involved. All decisions are final. All
such decisions will contain details of how and when a person may re-enter the program.

Any parent or fan who acts in a manner as to break the rules set forth shall be barred for one or more
games (as opposed to game suspension). He/she will not be allowed to stay on the grounds at Roy Gayle.
If this action is refused, the accused person shall be subject to arrest.

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 BRONCO & PONY BASEBALL
BRONCO & PONY GIRLS SOFTBALL
DRAFT RULES
FOR
ROY GAYLE PONY BASEBALL/SOFTBALL INC.

1. DRAFT DATES: There may be two draft dates for each season. The preliminary draft of players will
be held in the fall, at the close of the season (no later than October 30th). The secondary draft will
be in the spring (March) and will consist of try outs.

2. DRAFT DECISIONS: All decisions pertaining to the draft selection, automatics, placement, etc. shall
be decided by the Rule Resolution Committee at a Pre-Draft meeting. The draft shall be under the
direction of the Player Agent. Board Members shall assist the Player Agent in the different phases
of the draft.

Prior to the draft forms being distributed, a meeting will be held with parents explaining what it
means to be an automatic and what their expectations are. Automatics are signing with a team for
the entire time that the player will be in that league.

3. FALL DRAFT: The fall draft will be held for all players who completed move up forms to move up to
the next league.

4. SPRING PLACEMENT: The spring placement will be held for any players not currently within the Roy
Gayle organization or those who did not complete move up forms the previous year. This
placement will only take place if there is a need for additional players to fill team’s rosters. This
decision will be made by the league Player Agent in conjunction with the Rule Resolution
Committee.

5. SPRING PLACEMENT PROCEDURES: For any team with less than thirteen (13) players, put all older
player names in a hat (12-14). Flip coins to determine order. All teams draw names until they
reach 13. (Any team may waive this drawing and take its chances in open draft). Once all teams
have waived this drawing or are at thirteen (13) minimum, the drawing ends. All teams have the
option of having their team name placed into a hat to determine draft order. (However, if you place
your team name in the drawing and a player is available at a legal age you must select a player.)
The Draft continues until all players have been selected or all teams in the Draft having selected a
player(s) and now pass. All remaining names will then be put on a waiting list (player pool) and be
placed on teams as need arises in order from top of list. All applications to the League after the
spring placements will go to Bottom of the Player Pool List.

6. PLAYER POOL: Any player who does not go through either the fall draft or spring placement may
only be added to a team by entering the player pool as described in number sixteen (16).

7. PLAYER MOVEMENT: If an existing drafted player wishes to be removed from their present team,
they must have a waiver form signed by the existing or new manager of the team they wish to
leave. They will then be placed on the lowest finishing team from the previous season with the
greatest need for that age group. If more than one team has a need for a player, the teams will be
placed in a hat and the first team drawn has the rights to the existing player. Under no
circumstances can a player move to a team of their choosing unless extreme circumstances exist
and the rules committee and league player agent agree with the move. In order for an automatic to
leave a team, a waiver form must be complete and a detailed explanation must be submitted to
explain why such movement should be allowed since the team the player is on was picked by the
player and parents. This form and explanation must be submitted to the rules committee and the
player agent. If movement is allowed, it will be to the lowest finishing team from the prior year that
has a need for a player.

8. FALL DRAFT ORDER: The order of selection shall be determined by the position of the teams in the
won/loss column of league games of the previous season. In the event of a tie, see the "League
Standings" section of the Roy Gayle Baseball By-Laws. The last place team shall select first, next to
 last shall select second, etc. Newly franchised teams shall draft last beginning in the second round.

The draft selection will be preceded by the finalization of automatic selections as determined by the
Player Agent.

9. ROSTERS: A teams roster shall consist of a maximum of fifteen (15) players with no more than
eight (8) of one age group. All Roy Gayle players signing up for the draft will be drafted or placed
first on a team. In the fall draft, teams will have the option to pass after filling to twelve (12)
players. In the event all teams are at twelve (12) players and players remain yet to be drafted, the
Player Agent may require teams to go beyond twelve (12) - Example: If ten (10) teams are drafting
and five (5) players remain to be drafted, the ten (10) teams will be put in a hat. The first five (5)
teams drawn will each need to take one of the five (5) remaining players.

10. AUTOMATICS: Every existing team has permission to sign three (3) players to their team as
Automatics. Sons/daughters of managers shall be declared an Automatic to a manager’s team.
Siblings of players who will continue on a given team shall also be declared an Automatic to a
manager’s team. These Automatics SHALL count toward the team’s quota of Automatics.

Managers attempting to sign automatics should be respectful of the player’s present team and
manager. Please wait until after a team is released by their manager to talk to any player and
his/her parents.

Conditions for signed Automatics:

1. Copy of form must be turned into Player Agent.

2. The form must contain signatures of: Player, Parent, Manager, and Player Agent approval.
3. There will be no other automatics or considerations.
4. If a player signs with more than one team, the first one approved is binding. No trades will
be allowed that involve any other year. All trades must be Rule Resolution Committee
approved.
6. Teams who sign automatics and do not turn in move-up forms with the appropriate fee if
applicable, prior to the end of the playing season shall forfeit those automatic picks and the
players are to return to the draft process.

11. NEW FRANCHISES (TEAMS): All new franchises have two options. (Plan B must be approved by the
Rule Resolution Committee based on Number of players moving up, Number of teams, and Player
Agent recommendation.)
New franchises may only be formed if a franchise is available in the league in question. Each
league has a basic number of team slots or franchises which may be used. If none are available
then you must take over an existing team and proceed under existing rules

A. Sign six (6) players from lower league moving up.

1. Signatures include: Player, parent, manager, Player Agent approval.
2. Move up fees must be turned in with contract form
3. Begin draft at end of first (1st) round.
4. Must draft to 8/9 (as determined by Player Agent based on players available.)
5. Remaining players to come through spring placements (which means if you chose
plan A, it would be in your interest to ensure older players show.)

B. Sign six (6) players from outside Roy Gayle (even age players: 12 - 14)) and two (2) from
Roy Gayle as if an existing team.

1. Same as Plan A.
2. Same as Plan A.
3. Same as Plan A.
4. Draft as an existing team at the end of the first (1st) round before any plan A teams.

12. TEAM REPRESENTATION: Each team will be represented by the team manager and/or a designated
representative at the draft. If no representative is present, the Player Agent will appoint someone
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 to do the drafting.

13. SELECTION TIME: During the first two (2) rounds of the draft each team shall be allotted one (1)
minute to make their selections. During all following rounds each team shall be allotted up to two
(2) minutes each round to make their selections.

If a selection is not made during the specified amount of time, the team representative will be
allowed one (1) minute at the end of the round to make a choice. (If at this time a selection still has
not been made, the Player Agent will assign a player from those players still eligible.)

14. CONTRACT AND DEPOSIT: Prior to the end of the current season, and no later than August 1, all
players changing leagues for the next season who wish to continue at Roy Gayle must fill out a
contract form and return it with the Board set move up fee, in order to be eligible for the draft.
Failure to return the contract and deposit by the specified date, will result in the player’s ineligibility
for the fall draft. Players will then have to wait for spring placement.

15. DRAFT PARTICIPATION: Any eligible players not participating in the fall draft will not be allowed to
sign with a team. They must enter the Spring try-outs or the player pool. (The intent of this rule is
to eliminate players not entering the draft so that they can later sign with any team they choose. It
is also intended to prevent managers and/or coaches from recruiting players already assigned to
teams.)

16. ADDING PLAYERS: A team, which must add a player after the spring placements, shall select a
player from the player pool. Any team with fewer than fifteen (15) players may request players
from the player pool. When a player is in the pool, the Player Agent will assign the player to a team
based on the number of players on the team roster. Players shall be dispensed from the player
pool in the order they entered the player pool. After June 15th, no player can be added to the
roster, unless team rosters fall below twelve (12) players.

17. Player Pool must be exhausted before ANY team is allowed to pick up players outside of Rockford
Pony Baseball with consent of the Player Agent

With the Draft automatics in place, we will no longer accept ANY “considerations” at draft time.

After the Draft trades may be made between teams for ONE WEEK ONLY. All trades must be a ONE
for ONE player trade. All trades should be trades of players from the same round of the draft. NO
trades will be approved which involve future draft picks.

Each trade shall be completed with the consent of the Player Agent. Any trade that has not been
approved by the Player Agent is VOID.

Penalty for violation of draft rules will consist of forfeiture of the first game of the season with
manager being suspended for up to the first three games of the season.
 APPENDIX C: APPROVED FORMS FOR PROGRAM

• Registration & Medical Release for Tournament Team

• Game Protest Form
• Grievance Form (2 pages)
• Volunteer Application
• Outside League Tournament Play

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 ROY GAYLE PONY BASEBALL SOFTBALL
TOURNAMENT PLAYER REGISTRATION

PLAYER NAME__________________________________ PHONE ________________ CIRCLE: MALE or FEMALE

NICKNAME (if any) ______________________________________ DATE OF BIRTH _________________________

STREET ADDRESS _____________________________________________________________________________

CITY ________________________________________STATE ________________ZIP CODE __________________

PARENT INFORMATION

FATHER'S NAME ______________________________________ PHONE ______________________CELL PHONE _______________________

FATHER'S PLACE OF EMPLOYMENT ______________________________________ WORK PHONE __________________________________

MOTHER'S NAME _____________________________________ PHONE ______________________ CELL PHONE _______________________

MOTHER'S PLACE OF EMPLOYMENT ______________________________________ WORK PHONE __________________________________

If applicable
LEGAL GUARDIAN NAME__________________________________ PHONE _____________________ CELL PHONE ______________________

LEGAL GUARDIANPLACE OF EMPLOYMENT _________________________________ WORK PHONE _________________________________

MEDICAL INFORMATION
SPECIAL NOTE: Please indicate any special needs of the player being registered that would be necessary or helpful to know in
the event of an emergency (i.e. - allergies, special medications, other conditions that are vital to medical care.)

ALLERGIES: ______________________________________________________________________________________

OTHER MEDICAL INFORMATION: ___________________________________________________________________

____________________________________________________________________________________________________________________________

PARENT SIGNATURE _____________________________________________________________________

RELATIONSHIP _______________________________________ DATE ______________________________

As the parent of a player selected for the Tournament team I understand that the main
objective of the team is to win and that player development is now secondary. I know
that not all players will play every game – in fact some players may not play at all if the
manager so chooses.

I also understand that there may be additional costs involved. Some of these may be partial
uniform, travel, food, and lodging.

_____________________________________ _____________________________________ ________

Parent Signature Player Signature Date
OFFICIAL GAME PROTEST FORM
(Please note – Official protests can only be written in response to umpire interpretation of a
rule. Protests can NOT be filed on umpire judgment)

Your Team Name -

Your Name -

Game Information

League - Visiting Team - Home Team -

Date - Field - Start Time -

# of outs - inning - batter name - pitcher name –

Runner at 1st - Runner at 2nd - Runner at 3rd -

Home Plate Ump - Base Ump -

Describe the play –

Detail what the umpire called –

What is the specific rule you feel was incorrectly interpreted –

What do you feel the umpires’ call should have been? -

GRIEVANCE FORM – page 1 of 2
ROY GAYLE PONY BASEBALL/SOFTBALL INC.
Playing at RANDERSON-CARLSON SPORTS COMPLEX

COMPLAINT FORM

This side of this grievance form is to be completed and returned to a

Board member within 24 hours.

COMPLAINTANT'S NAME -

COMPLAINTANT'S TEAM -

ACCUSED'S NAME -

ACCUSED'S TEAM -

WITNESSES' NAMES -
-

COMPLAINT:

Explain what has been done, prior to this complaint, to resolve the
problem:

DATE COMPLAINT RECEIVED:

COMPLAINT RECEIVED BY:

GRIEVANCE FORM – page 2 of 2

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ACCUSEDS REPLY

DATE GIVEN TO THE ACCUSED

ACCUSED'S NAME ______

ACCUSED'S TEAM ______

REPLY TO COMPLAINT

EXPLAIN WHAT HAS BEEN DONE PRIOR TO THIS COMPLAINT TO RESOLVE

THE PROBLEM:

DATE ACCUSED'S REPLY RECEIVED:

ACCUSED'S REPLY RECEIVED BY:

50
 Roy Gayle Baseball / Softball - Volunteer Application – 2011
License#:_____________________________________State_____________
A COPY OF VALID GOVERNMENT ISSUED PHOTO
IDENTIFICATION MUST BE ATTACHED TO COMPLETE THIS Have you ever been convicted of or plead guilty to any crime(s):
APPLICATION. ☐Yes ☐No
If yes, describe each in full:
Name______________________________________ ______________________________________
Date_____________________ _____________________________________________________________
Address____________________________________________________________ Are there any criminal charges pending against you regarding any
__ crime(s) involving
City_ ____________________________ State_ or against a minor?☐ Yes ☐No
_________Zip__________________ If yes, describe each in full:
Cell Phone ________________________Business ______________________________________
Phone______________________ Have you ever been refused participation in any other youth
E-mail programs? ☐Yes ☐No
Address________________________________________________________ If yes, explain:
Date of _________________________________________________
Birth__________________________________________________________ _____________________________________________________________
Occupation_
_________________________________________________________ In which of the following would you like to participate? (Check one
Social Security # (mandatory upon request or with or more.)
LexisNexis)__________________ ☐League Official ☐Coach ☐Umpire
Employer__________________________________________________________ ☐Manager
__ ☐Other:_______________________________________
Address____________________________________________________________
_ As a condition of volunteering, I give permission for the Roy Gayle
Baseball/Softball (“League”) organization to conduct a background
Special professional training, skills, hobbies: check on me, which may include a review of sex offender registries,
________________________________ child abuse and criminal history records. I understand that, if
____________________________________________________________________ appointed, my position is conditional upon the league receiving no
Community affiliations (Clubs, Service Organizations, etc.): inappropriate information on my background. I hereby release and
____________________________________________________________________ agree to hold harmless from liability the local League, Incorporated,
Previous volunteer experience (including baseball/softball and the officers, employees and volunteers thereof, or any other person
year): or organization that may provide such information. I also
____________________________________________________________________ understand that, regardless of previous appointments, the League
Do you have children in the program? ☐Yes ☐No is not obligated to appoint me to a volunteer position. If appointed,
If yes, list full name and what level: I understand that, prior to the expiration of my term, I am subject
________________________________ to suspension by the President and removal by the Board of
Special Certification (CPR, Medical, Directors for violation of League policies or principles.
etc.):___________________________________
Do you have a valid driver’s license: ☐Yes ☐No Applicant Signature________________________________
Driver’s Date________________
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Applicant Name (please print or
type)_____________________________________

NOTE: The League will not discriminate against any person on the
basis of race, creed, color, national origin, marital status, gender,
sexual orientation or disability.

Local League Use Only:

Background check completed by league officer
_____________________________
on ______________________________.

System)s) used for background check (minimum of one must be

checked):
☐Sex Offender Registry ☐Criminal History Records
☐*LexisNexis

*Please be advised that if you use LexisNexis and there is a name match in
the few states where only name match searches can be performed you
should notify volunteers that they will receive a letter directly from
LexisNexis in compliance with the Fair Credit Reporting Act containing
information regarding all the criminal records associated with the name,
which may not necessarily be the league volunteer.

Only attach to this application copies of background check

reports that reveal convictions of this application.

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53
 Outside League Tournament Play
This form is to be used to detail tournament teams for outside league play. You
must submit this form prior to participation in the tournament. Failure to submit
the form or use of non-Roy Gayle rostered players will result in your team, not
being covered by Roy Gayle insurance for injury and liability.

Team Name: ________________________________

Manager: __________________________________

Coaches: _____________________ ______________________

______________________

Dates of outside tournament: _______________ _______________

_________________

Players on the team:

Player’s Name Team in League

1. __________________________
2. __________________________
3. __________________________
4. __________________________
5. __________________________
6. __________________________
7. __________________________
8. __________________________
9. __________________________
10.__________________________
11.__________________________
12.__________________________
13.__________________________
14.__________________________
15.__________________________
____________________________
____________________________
____________________________
____________________________
____________________________
____________________________
____________________________
____________________________
____________________________
____________________________
____________________________
____________________________
____________________________
____________________________
____________________________

Approved by: ________________________ Date: _______________________

Rejected by: ________________________ Date: _______________________

Reason for rejection:

_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________

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___

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