| Table of Contents 1.) Financial and Accounting 2.) Fund Raising 3.) Team Pictures 4.) Game Officials 5.) Guidelines For Rainouts 6.) Team Operating Guidelines 7.) Pitching Machine Rules |
1. The accounting
system should be an integrated system with the capacity of generating reports
needed for profit Income Statement and Balance Sheet.
2. All accounts
maintained by Decatur Dixie Girls Softball, Inc. shall be established in a
financial institution in which they will generate the maximum amount of
interest at the least cost.
3. Deposit slips
shall be made in duplicate, if that person is not the Treasurer, so he or she
retains one. The deposit slip shall be
marked boldly as to the source of the income (i.e. Registration, Concessions,
etc.).
4. Deposits are to be
made timely.
a. February Registration ‑‑----‑All deposits
are to be made within 48 hours after receipt, excluding weekends and holidays.
b.
Concessions ‑‑‑‑‑‑‑‑‑‑‑‑----‑‑All
deposits are to be made at least once a week.
c. Candy
Sales ‑‑‑‑‑‑‑‑‑‑‑----‑‑‑All
deposits are to be made within 48 hours after receipt, excluding weekends and
holidays.
d. Other revenues ‑‑‑‑‑‑‑‑‑----‑‑All
deposits are to be made within 48 hours after receipt, excluding weekends and
holidays.
5. The Concession person shall
maintain a petty Cash Fund which is adequate to cash checks for umpires
and concessions workers.[1] This fund shall be used as the sole
source of cash paid out. Anyone who
requests a cash reimbursement shall submit a paid receipt showing the
amount paid and the purpose. The
Concession person shall submit to the Treasurer the receipts for
reimbursement to replenish the Petty Cash Fund as needed.
6. Each Board Member
will be allowed a specific budget. This
amount shall be determined each year when the official operating budget is
passed. No Board Member shall exceed
their budget amount without approval.
The president shall have authority to approve excess expenditures up to
a maximum amount of $1000.00 per expenditure in emergency situations. It is the responsibility of each member to
know the amount of his or her budget balances.
7. Each year the
Board shall approve a list of vendors. A
credit account shall be established with these vendors only. The vendors will
be notified in writing who shall have authority to bind the organization for
any obligations.
a. Concessions
1.
Auxiliary
2.
President
3.
Vice‑President
4.
Any person
approved by the Board
b. Equipment
(Playing)
1.
Equipment
Manager
2.
President
3.
Vice‑President
4.
Any person
approved by the Board
c. Other Contracts
1.
President.
2.
Vice‑President
3.
Any person
approved by the President
4.
Any person
approved by the Board
8. Any item costing
in excess of $500.00 shall be purchased by sealed bid, unless the President
makes an exception with either the Vice‑President or Treasurer's
approval. All bids shall be submitted in
writing, in a sealed envelope, labeled "BID ENCLOSED", to the mailing
address of Decatur Dixie Girls Softball, Inc.
Each vendor will be notified of the bid opening and may attend. Bids will be opened at a Board Meeting and
read aloud.
9. The Treasurer at
each Board Meeting and each General Membership meeting will give a Financial Report. Written copies shall be given to each Board
member and fifty copies shall be made available to the general membership at
all General Membership meetings.
1. The Board shall
approve all fundraisers, products, and procedures.
2.
a.One
overall chairperson.
b.The
sales product will be given to each team mother (father) at the team parent
meeting, preseason.
c. Extras beyond the first handout will be
handled through team parent, and overall chairperson.
d.All
chairpersons will keep accurate records.
e.All
moneys are to be turned in by the team parent to the auxiliary chairperson who
will make the bank deposit within 48 hours of receipt.
f. Any items, which may
be returned to the vendor, are to be returned immediately for credit.
3. Instead of selling
candy (or other items), a parent, at time of registration, may elect to pay the
profit the Organization would make on those sales.
4. Prize Program
a. Three top prizes
will be given to the top 3 sellers (players across the DDGS League) of the
product.
b.Prizes
should be solicited as donations from area merchants. In the event prizes are unavailable through
solicitation, the Budget shall include sufficient moneys to purchase the
prizes.
c. As a general rule, Belles and Debs start
later than the other divisions, therefore, participation in fund raising is not
required.
1. Team pictures
should be taken prior to the season opener for each division.
2. The photographer
should furnish order forms for each player.
Order forms should be given to team parents at their pre‑season
meeting and given to the players at least 10 days prior to picture day. Order forms should be given to the
representative as each player has her picture made.
3. A representative
of the organization will be at the photographers' table to help check orders.
This person will keep money records for each team as well as log sheet of
individual orders.
4. Bids shall be
taken from local photographers and will be evaluated by the board. The bid will
be awarded to the photographer, who in the Board's opinion, will be in the best
interest of Decatur Dixie Girls Softball, Inc.
5. This is a service
of the organization and is not intended to be a substantial profit-making
venture for the league.
1. Umpires
a.Only
persons who have successfully passed the umpires test as administered by the
National Board shall be used by Decatur Dixie Girls Softball, Inc.
b.The
chief umpire with the approval of the Vice‑President shall have the
authority to grant an exception until such time as the Board can approve or
disapprove the action.
2. Scorekeepers
Refer to Decatur Dixie Girls Softball, Inc. General
Operating Rules No. G. 7 & 8.
Pay Rates[2]
a.Chief
Umpire – (scheduling) $4.00 per game
b.Game
Officials – as follows:
1. Sweetees $25.00
per game 1 umpire
2. Darlings $25.00
per game 2 umpires
3. Angels $25.00
per game 2 umpires
4. Ponytails $27.50
per game 2 umpires
5. Belles $27.50
per game 2 umpires
6. Debs $27.50
per game 2 umpires
b. Concession Workers
1. Lead-Operator $8.35 per hour
2. Worker $6.00 per hour
1. In the event of a
rained out game, the 1st team rained out shall be the 1st team rescheduled. Each team rained out shall follow in
order of rainouts.
2. Saturdays will be
the primary rainout reschedule date.
This will apply even if some teams played the preceding night or are
forced to play 3 games in one week.
3. No team will be
forced to play a double‑header.
Double‑headers will be
scheduled by mutual agreement of both managers.
If you agree to play a back‑to‑back double‑header, 15
minutes will be allowed between games.
The 15-minute time will start after the ending game time of the last
team in the double‑header ends.
3.
It may become
necessary to schedule some rain‑outs as the third game on Friday nights,
or other weekday nights after school is out (i.e. Team A may have one game
scheduled during a week and have two rain‑outs to make up. Team A may be scheduled to play on Friday and
Saturday, or two games on Saturday. This would make them play three games that
week). If a third game is scheduled on
any night, all game times will be moved up 30 minutes.
4.
Games may be
scheduled on Wednesdays as a last resort.
In this event, the game time will be 4:00 P.M.
6. Managers must
understand that if a game is rescheduled for any reason, it shall be considered
a regularly scheduled game and there will
be no effort made to reschedule or change any dates or starting times for
any reason.
7. It is understood
these guidelines are set forth before anyone knows who will be rained out. They are intended to be fair to everyone and
let the managers know when to expect to play any rainout games. It must also be understood that due to
circumstances beyond our control, some guidelines may have to be waived to
ensure that all games are played.
1.
Draft
There will be a
manager's meeting scheduled on draft night to verify each returning player's
age and to record all new team options, manager options, players returning to
the draft and players moving up early.
After this has been completed, there will be a one- (1) hour break
before the draft to enable the commissioners to work out the draft age parity
as fairly as possible.
2. Try‑outs
Your commissioner
will schedule try-outs by age group, as determined by the number of girls in
each age group.
3. Schedules
Practice
schedules will be completed and given to all managers no later than draft
night. All other schedules will be
distributed as needed.
4. Managers
Responsibilities
Managers are
responsible for the conduct of their coaches, players, parents and spectators
at all times. Any misconduct will be the
responsibility of the manager to correct as promptly as possible.
Managers are
responsible for all persons involved with their team showing respect for all
league officials and umpires.
Any items that
are not handled promptly or corrected may result in your being removed from
your position as a manager at any time during the season or subject to any
disciplinary action as determined by your commissioner.
5. Equipment Needs
It is the
responsibility of each manager to correctly outfit each player on their team
with the proper size helmets and catching gear.
To help
accomplish this goal, after your equipment has been issued and the draft completed,
the equipment manager will schedule a time to have the equipment room open for
the exchange of equipment. Each manager
may exchange any equipment they see necessary for equipment stocked in the
equipment room. All exchanges must be
for equipment stocked for your age group.
6. Practice Fields
Your Commissioner
will schedule game fields for pre-season practice. These should be completed by the draft. All other practice fields may be scheduled or
assigned as determined by your commissioner.
1. The machines
assigned to Ponytails, Angels and Darlings are never to leave the Aquadome
Field Complex. Adults only will be
allowed to feed the balls into the machine.
There can only be two adults and one girl inside the cage at any time.
The second adult will be available to help collect hit balls for the feeder.
All girls in the cage must wear a helmet at all times. Please use ONLY the pitching machine balls in
the machine.
2. The cages will be
available for use on Sunday and Wednesday on first come, first serve
basis. If conflicts arise, their use on
Sunday and Wednesday will be stopped.
Team usage on Sunday and Wednesday will be within time limits as stated
in G.1.b. of the General
Operating Rules.
3. After the regular
season begins, the machines will be scheduled for use on Saturdays only. Their use on Saturday will be confined to the
cages only. They will be assigned to
each team for a one-hour period. Only
one cage is to be used by a team at any time.
If game field is also scheduled, you may move machine to the field.
4. Each Manager will
be responsible for taking care of the machines.
Each machine will have a 100-ft. cord attached to it and will be
considered part of the machine. The Manager will also be responsible to maker
sure that the machine is properly stored and the storage area is locked when he
is finished. If the machine is passed
from Manager to Manager during the day, this responsibility reverts to the last
Manager using the machine that day.
5. Each Manager will
be assigned a key to the machine storage area.
He/she will be responsible for the whereabouts of the key at all
times. He/she will be required to return
the key to the league commissioner at the end of the season. if the key is
lost, the manager should inform the league commissioner immediately. Replacement keys will cost $5.00 and will be
a mandatory responsibility of the manager.
6. The game field
will also be scheduled at one-hour periods on Saturdays only.
7. During the week on game days, the
cages will be open on first come, first serve basis, except that teams
with games will have the first rights to the cages. If you are using the cage and a playing
team shows up, you must leave the cage for the playing team.
(revised Feb 2006)