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Ashburn Girls Softball League
Bylaws
May 2007
Table of Contents
Rule 3. General Conduct Of League Personnel
Rule 7. Cancellations and Reschedules
Rule 9. Games Played and Playoff Procedures
Rule 10. Tournament Team Responsibilities
Rule 11: AGSL Summer Program Guidelines
General Operation of AGSL
As stated in Article II of the Constitution of the Ashburn Girl's Softball League (hereinafter referred to as AGSL), the purpose of this organization is to teach the fundamentals of softball, sportsmanship, and participation in team sports.
Provided that no disciplinary action is in effect, every girl present shall participate in the field every complete game as defined by the AGSL Local Rules. All players not under disciplinary action shall bat in the rotation established by the Head Coach at the start of the game, regardless of their fielding status. Exceptions to this rule are:
a. Official games shortened/canceled by an umpire's decision because of rain, darkness, or other occurrences.
b. Injury to a player during a game or a player having to leave a game for personal reasons.
c. Disciplinary measures on a player taken by the Head Coach: The Head Coach of the team may suspend a player from participating in a game for failure to attend practices, cursing/swearing, insubordination, unsportsmanlike conduct, or other misconduct. Suspension of a player due to an incident before the start of a game must be preceded by written notification to the President of the league prior to the start of the scheduled game. If, for any of the reasons stated above, a player is removed from a game prior to participation for the minimum innings defined per AGSL Local Rules and batting at least once, or if a player is ejected from the game by the umpires, the incident must be reported in writing and within 24 hours to the President of the League.
Rule 3. General Conduct Of League Personnel
All league Personnel are expected to exercise proper conduct and basic good manners during all league activities. Any incident involving misconduct or any other serious matter should be reported in writing. Oral comments will be accepted and acted upon. The written complaint should be forwarded to the President or a Board Member of the League for proper action. Depending upon the nature of the complaint, the Board of Directors will take action to resolve the matter in accordance with Article III, Section 2, of the AGSL Constitution.
Either parent or guardian prior to any player participation in practices or games must sign a registration form for minors. A new form must be submitted each season. Registration will be performed at such times and at such places deemed appropriate by the Board of Directors.
The AGSL is organized in the following divisions. The decision to actually provide such divisions is the responsibility of the Board of Directors based primarily on the number of participants.
a. 8U— 5 years old, but not yet 9 years old by December 31 of the year prior to the current season.
b. 10U—9 years old, but not yet 11 years old by December 31 of the year prior to the current season.
c. 12U—11 years old, but not yet 13 Years old by December 31 of the year prior to the current season.
d. 14U—13 years old, but not yet 15 Years old by December 31 of the year prior to the current season.
d. 18U—15 years to 18 years old as of December 31 of the year prior to the current season
(Must also be in High School).
Team selections are accomplished as follows:
a. Designated Players.
1. Head Coach - Daughter(s) only.
2. Assistant coaches - Daughter(s) only. NOTE: One recognized coach (“Assistant Coach”) other than the Head Coach will be allowed per team for player designations. This coach may only designate his own daughter(s) as a designated player(s). The Assistant Coach's daughters shall be designated the third round and the Head Coach’s daughter the first round.
(Note: If the Head Coach’s daughter is a returning player from the previous Spring Season, she is designated a “retained player” and does not need to be drafted. Therefore the Head Coach can select another girl in the first round.)
The player(s) will count as the team's selections for the specific round in case of sisters. All sisters must be picked in consecutive rounds unless the parent requests they be on separate teams as long as the designated player(s) remain on the team, no other coach's freeze will be allowed. (Note: In order to be considered a recognized coach, they must commit to attend at least 75% of the team's practices and 75% of the team's games to be considered a valid coach.)
The intent of the designated player rule is to assure that Head Coach's and recognized coach's (on the team roster) daughter(s) may automatically be placed on a team, and also, to hold all other designated player assignments to a minimum. The Board of Directors through the Player Manager is responsible for the enforcement of this rule.
b. Sister Rule. All sisters are placed on the same team, if in the same age division, unless separate teams are requested by the sisters.
c. Retained Players. A Spring Season player returning for another Spring Season in the same division will be placed on the team previously played on, unless she requests, not to be put back on that team. If she chooses not to return to her former team, she is assigned to a team as described in paragraph (d) below.
d. New Players. New players are placed on teams as described in AGSL's Player Draft Procedures.
Rule 7. Cancellations and Reschedules
The Director of Field Operations schedules and reschedules all games. Once a game has been scheduled or rescheduled, changes can be made only under the following conditions:
- The Director of Scheduling may direct games to be played on alternative dates due to special school functions (i.e. Eighth Grade Prom, Graduation, etc.). Rescheduling will be made as far in advance as possible.
- All other games will be played on the scheduled or rescheduled dates. Games may be canceled at assigned game time or called during the game by the home plate umpire. These games can be canceled only for inclement weather or unsuitable or unavailable fields. If a game is canceled or called before it is an official game, the home team Head Coach shall notify the President within 24 hours. Failure to do so may result in forfeiture based on decision by the Board of Directors.
All laws and rules of the game are authorized by the Amateur Softball Association (ASA) and/or Babe Ruth (BR) official Rules to be determined by league participation with ASA or Babe Ruth and shall apply in all cases, except as amended by the modifications recommended by the Rules Committee and adopted by the Board of Directors. Exceptions shall be in writing and published as AGSL Local Rules.
Rule 9. Games Played and Playoff Procedures
The number of games each division will play in the regular season and the method of determining division champions will be decided by simple majority vote of all present at a general membership meeting prior to the start of each season.
Rule 10. Tournament Team Responsibilities
The AGSL supports a tournament program under the name of the Ashburn Shooting Stars. The AGSL is responsible for the management of the Tournament program. The AGSL Director of Tournament Teams is responsible to coordinate and facilitate the tournament program. The guidelines below detail the responsibility of the Board, the Director of Tournament Teams, and the Tournament Team head coaches.
- The Tournament Team season will run from September – August.
- Teams will be required to hold tryouts every year.
- Tryouts will be advertised in the local newspaper. The ad must appear at least two weeks prior to the scheduled tryout date. Tournament Team head Coach will be responsible for advertising the tryout.
- No ads for players are allowed to appear in any publication after July 15th for an existing team. It is the responsibility of each head coach to ensure that all ads are removed
- Each girl who participates in a tryout must complete an AGSL registration form prior to participating. This form serves as an insurance release form
- The designated head coach must provide the Tournament Director with ten (10) completed player registration forms and payment for the new season no later than September 15th
- Each age division of Ashburn Shooting Stars is restricted to no more than two teams. For any reason that an exception by the AGSL Board of Directors is made because of unusual circumstances to allow more teams within the same age division the teams will use the “Ashburn Shooting Stars” name but will be differentiated by a color: Gold, White, Black or Gray.
- AGSL must approve Head Coaches and Tournament Teams prior to the start of the Tournament season each year. The AGSL Board reserves the right to release a head coach, if it is in the best interest of the AGSL.
- Each Tournament Team player will be required to complete an AGSL registration form for both the fall and spring seasons. (The Tournament Team is responsible for ensuring the AGSL registration fee is part of the Team’s budget. Each Tournament Team player will be required to pay the AGSL registration fee for each season (fall and spring). The fall registration fee will be due October 1st; and, the spring registration fee will be due March 1st. Late fees will not apply to Tournament Team players. However, girls are not allowed to begin play until they have submitted their registration. These fees will be collected by the team head coach and be provided to AGSL as a complete team package.)
- Tournament team players must meet and adhere to the same code of conduct as AGSL house players.
- Head coaches and tournament team members shall agree to abide by the AGSL Board and agree that all Board decisions are final.
- All items for discussion, change, consideration, etc. Shall be submitted to the Tournament Director. The Tournament Director shall forward this information to the AGSL Board along with his/her recommendation. The AGSL Board shall remain the Ultimate decision maker in regards to the operation and management of the AGSL Tournament program.
- Perspective Tournament Team head coaches will be required to submit a resume and letter of intent to the Tournament Director.
- Head coaches are required to live in Loudoun County. AGSL Board may grant exceptions to this rule. Exception requests must be submitted in writing to the Tournament Director, who will forward to the board with his/her recommendation for consideration.
- The Tournament Director will review perspective head coach’s resumes and submit a recommendation to the board for approval along with all resumes and letters of intent of all applicants. The AGSL Board will make the final selection.
- Selection of assistant coaches is the responsibility of the head coach.
- Tournament Team coaches must meet and adhere to the same rules and regulations as the AGSL house league coaches.
- Tournament Coaches are expected to attend meetings as called by the Tournament Director.
- Tournament Team Director will provide the Board of Directors with a full team roster and list of coach’s names and contact information, including full name, current address, home phone number and e-mail address.
- Tournament Teams will be responsible to provide all of their uniforms.
- Uniform logos and colors will be in accordance with the guidelines defined in Attachment 1.
- No modifications to the uniform guidelines (Attachment 1) will be allowed without written approval from the AGSL Board.
- Team banners (and all formal illustrations, graphics, brochures, flyers, letterhead, etc.) must contain approved Shooting Stars and AGSL logos.
- The league will reimburse back to each Tournament Team 75% of the collected AGSL registration fees. The fall fee will be reimbursed Oct. 15th and the spring fee March 15th. (This is for established Tournament Teams.)
- For new Tournament Teams, the league will initially provide the following equipment. This equipment will be provided in lieu of the fall fee reimbursement. (New Teams will not received any reimbursement the first season of their existence.)
- AGSL shall equip each new tournament team
- The head coach of a new team and Director of Equipment can elect to purchase new equipment or issue equipment from the tournament program inventory.
- The Tournament Team head coach shall approve any catcher’s gear that is issued to any tournament team. Due to the number of games played by the Tournament Teams and the skill level of tournament pitchers, the provided catcher’s equipment needs to be of a higher quality than what is traditionally provided to the house program.
- A head coach may substitute any listed equipment for different equipment of similar value.
- The head coach shall assume full responsibility for all equipment provided by the AGSL.
- The head coach shall assume responsibility to size equipment properly.
- The head coach shall assume the responsibility to replace worn and damaged equipment when needed.
- Any additional equipment will be purchased by the tournament teams from funds raised by the Tournament Team and will become the property of AGSL.
- Any substitutions must be agreed to by the Director of Equipment, Treasurer and head coach in order to take place.
- The Equipment Director may loan any tournament head coach equipment out of inventory at any time providing this does not impact the house program.
- With the exception of one dozen balls and an advanced hitting net, the following equipment may be issued to a new head coach from the tournament program equipment stock or can be purchased new
- Each head coach is required to submit an inventory of all equipment at the end of March to the Director of Equipment.
- AGSL will provide insurance for each Tournament Team.
- AGSL will consider each Tournament Team as a league team and will provide access to the training equipment, services and facilities as they would any other AGSL team.
- The league will provide practice and game field slots to the Tournament Teams as follows:
- During league practice season – one weekday and one Saturday slot
- During league season – two weekday slots between Monday – Thursday
- Use of fields for Sunday afternoon games
- Additional slots as available
- Post league season – Tournament Director will be responsible to acquire fields through the AGSL Director of Fields and Scheduling
- Tournament Teams cannot allocate field slots to other teams or organizations
2 - Chest Protectors
2 - Padded ball buckets
2 - Sets of shin guards
1 - Case of Ice Bags
2 - Catchers helmets
2 - Sets of knee savers
1 - Bat rack
2 - Dozen practice balls (one dozen must be new)
1 - Dozen Wiffle balls
1 - 1st aid kit
1 - Jugs net
1 - Advanced hitting tee
- Each team will be responsible for all of their team operating expenses.
- Each team will be responsible for all of their fundraising activities.
- The head coach of each team is required to submit a fall operating budget, in the format defined in Attachment 2, to the Tournament Director by Oct. 1st. and a spring operating budget in the same format by December 1st. The Tournament Director will be responsible to provide this information to the AGSL Board for review. If the budget is updated, the new budget will be submitted in the same manner as the original
- Bank statements with copies of canceled checks are to be mailed by the bank directly to the AGSL PO Box.
- All payments are to be made by check – check cards are not to be used (can be held by the coach for the purpose of electronic account access).
- The AGSL Treasurer will be listed as an authorized signor to each Tournament Team Bank account.
- Each head coach will be responsible for the team checking account.
- The AGSL Treasurer may review the Tournament Team’s budget and/or bank statements at any time.
- Any AGSL Board member with full knowledge of the AGSL Board shall also be permitted to review all financial data for any tournament team.
- Each head coach shall submit monthly financial statements in the format defined in Attachment 3, showing all deposits and expenditures to the AGSL Treasurer no later then February 1st, all account activity for September 1st through December 31st of the prior calendar year is due, and no later then October 1st all account activity for January 1st through August 31st of the calendar year is due.
· The board reserves the right to modify or add guidelines on an as needed basis.
ATTACHMENT 1 - Uniform Guidelines
These guidelines are in the Tournament Handbook.
ATTACHMENT 2 - Sample Budget
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Cost |
Cost per Unit |
Comments |
Date Paid |
Amount Paid |
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Gym Fees |
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Gym Fees - January (4 sessions 3 hrs / session) |
$00.00 |
$0.00/hr |
Gym location |
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League Registration |
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Team ASA Registration |
$00.00 |
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League Fees |
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LLGSL Fall League Fee |
$000.00 |
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Metro Spring League Fee |
$000.00 |
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Tournaments |
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Date – Name -Location |
$000.00 |
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Uniforms |
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Uniform costs |
$000.00 |
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Miscellaneous |
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Pins |
$000.00 |
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Banner Cost |
$000.00 |
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AGSL Fee - Fall |
$00.00 |
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AGSL Fee - Spring |
$00.00 |
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Total Operating Costs |
$0000.00 |
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Per player cost |
$000.00 |
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Sponsor Summary |
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Uniform Sponsors |
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Sponsor name |
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Banner Sponsors |
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Sponsor name |
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Shirt Sponsors |
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Sponsor name |
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Photo Sponsors |
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Sponsor name |
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ATTACHMENT 3 - Sample Checking Account Register
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Bank Statement Date |
Date |
Check Number |
Checked Issued To |
In Payment Of |
Invoice Number |
Amount of Check |
Amount of Deposit |
Balance |
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Deposit sponsor check |
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$000.00 |
$0000.00 |
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### |
Cheers Sports |
Fall Uniforms |
#### |
$000.00 |
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$0000.00 |
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LLGSL |
Halloween Tournament Registration |
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$000.00 |
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$000.00 |
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### |
AGSL |
Fall League Registration |
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$000.00 |
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$000.00 |
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Rule 11: AGSL Summer Program Guidelines
The AGSL will sponsor a summer program known as “The Pride.” The program is designed to accommodate girls who played in the house league that current spring who want to play at a more competitive level. This developmental program will provide “house” girls an environment to increase their skills in the sport of fastpitch softball.
- Summer team season will run from May 1st – August 15th. League games shall take precedence over summer team games
- Teams will be required to hold tryouts every year. All players from the previous year will be required to tryout. Tryouts may be held starting on the 1st Sunday in May. These tryouts will not interfere with any scheduled league games or practices.
- Tryouts information may be handed out to the AGSL coaches anytime during the spring season.
- Recruiting or advertising for players outside of AGSL is prohibited. Exceptions may be granted and will be reviewed on case-by-case basis
- Girls who tryout/play for the summer team must have played in the AGSL spring season in the year the team is forming. Exceptions may be granted and will be reviewed on case-by-case basis. Before an exception will be considered the coach will need to show that there were not enough AGSL players to field the team
- At a minimum the summer team must be made up of 9 AGSL players from the spring season. If a minimum number of AGSL players are not reached then there will not be a summer team in that age group. No exceptions to this rule will be permitted.
- There will only be one team within each age division. The board may approve additional teams within an age division.