Wilsonville Youth Sports, Inc.

Baseball Program

Policies & Procedures Manual

Revised 1/2/2006

OVERVIEW

Purpose

To provide recreational and competitive baseball programs for kids 5 - 14 years of age, and instill principles of good sportsmanship, camaraderie and an overall appreciation for the game of baseball while providing each player with professional, positive and constructive leadership.

ORGANIZATION

Town Leagues

The Town Leagues play exclusively in Wilsonville unless the coaches make arrangements to schedule friendly games with similar teams in neighboring communities.  This rarely happens at the T-Ball (5-6 year old) level, and occasionally happens at the Rookie (7-8 year old) level.

At the end of the regular season, some Rookie kids may be invited to participate on a team that enters some tournaments in other cities.  Participation on this team is purely voluntary. The Rookie League Commissioner, taking into account the child’s skill level and their willingness to participate, carries out the selection of this team based upon input from the coaches at that level.

Junior Baseball

 Wilsonville will play in the Clackamas County Junior Baseball Association.  The County tries to form leagues that are made up of teams somewhat equal in strength and ability. 

At each age division there are three levels.  In order of highest skilled to lowest skilled they are Federal, American, National.  Depending upon the number of teams an area has, there are set guidelines as to the minimum number of teams that must be fielded at each level.

All levels play between 14-16 league games.  In addition to league games, there are weekend tournaments that can be entered for additional cost, and if the team does well in league, they may qualify for county and state tournaments that are paid for by WYS.  WYS does allow an amount for each team to enter one weekend tournament.  The number of practice games, or tournaments a team wants to add to their schedule is up to the commitment of the team.

Operation Guidelines

The rules and regulations of the WYS JBO baseball program shall be governed by the National High School Federation Rule Book, except as otherwise indicated in the Junior Baseball of Oregon Handbook or WYS Baseball Program Policies and Procedures Manual.

REGISTRATION INFORMATION

Boundaries

The boundaries for the programs provided by WYS are defined by the Wilsonville High School boundaries.  If you reside in an area that will have you attending Wilsonville High School (as listed on the West Linn – Wilsonville School District  Web-site  http://www.wlwv.k12.or.us/News/FactsAndFigures/Boundaries.asp ), then you are eligible to participate in WYS programs.  Kids wishing to participate in WYS programs outside those boundaries, must petition the WYS Board for approval to participate.  All player(s) requesting to participate in WYS baseball program that need a waiver must be pre-approved by the WYS Board before the waiver process is completed.  The Baseball Leadership Group (BLG) makes recommendations to the WYS Board regarding approval.

Waiver Policy

In addition to adherence to WYS boundary policies, there are occasions when a waiver will be required to meet standards as set forth in the Junior Baseball of Oregon (JBO) handbook.   The player/team waiver form must be completed and approved by the appropriate individual(s) for the following:

• Medical release
• Team roster, if requirements are not met
• Player moves between teams
• Any other conditions where the player or team is not in compliance with the rules as set forth in JBO handbook

Registering

The easiest way to register is online with your credit card. Please go to www.leaguelineup.com/wys and follow the registration instructions.  You may also mail in your registration after printing out the completed registration from the website.. The registration form must be filled out completely and by completing the online form, you are consenting to abide by the player/parent agreement and to allowing your child to participate.  League profiles are available online assist in selecting the appropriate league for your child.  Registration questions can be answered on the website, or by leaving a message at 503-638-3778, and someone will get in touch with you.

Late Registrations

Applications postmarked after February 22^nd, 2008 require a late-registration fee of $10.00 and the child may be put on a waiting list pending space.  If your child cannot be placed on a team, you will receive a full refund.  Our goal is to prevent teams from becoming too full and diminishing the participant’s experience.

Waiting List/Team sizes/Participation Levels

While it is the goal of the baseball program to have every child who wishes to play be able to participate, issues regarding team size and skill levels impact the ability to form teams.  A waiting list will be used for keeping track of kids when we are short players or coaches to form additional teams. Priority for team placement will be based upon the receipt of the completed registration form and registration fees. In the event we have to refuse participation due to registration levels or lack of coaches, the latest registrations for the levels impacted will be the kids at risk of being turned away. To reduce your chances of being unable to be placed on a team register early.

If for some reason, your child cannot be placed on a team, you will receive a full refund.

REFUNDS:  Refund requests must be communicated in writing to the address the registrations are sent to.  Late fees are non-refundable unless your child isn’t placed on a team.  Deadlines and percentages of refunds are:

   Requests received by            Registration Fee Refunded   

   February 29th, 2008                   100%

   April 1st, 2008                      50%

   After April 1st, 2008             0%

Scholarships

Scholarships shall be approved by the Director of Baseball and shall be reviewed by the WYS Board.  All requests for baseball scholarships shall be in the form of a letter attached to the registration form along with a completed WYS Financial Assistance form.  It is the policy of Wilsonville Youth Sports, Inc. neither to discourage scholarships nor to discriminate against those who apply for them. 

Outstanding Uniforms or Equipment

Kids who have outstanding uniforms or equipment from any WYS sports may not be able to participate in further WYS sports until such uniforms or equipment is returned or paid for.

PLAYING LEVELS/DIVSIONS: (Ages are as of August 1, 2008)

Town Leagues

Little travel.  Season runs from April to mid-June, except rookie tournament team(s) which go to mid-July.  Some games may be scheduled with neighboring cities. 

The focus at these age levels is to expose the kids to the game and rules.  Winning is secondary.  During the course of the year each kid should get an opportunity to play every infield position.  Do not always put your best players in the key positions and your worst players in the outfield.

T-Ball (5-6 year olds/Kindergarten)

Players do not try out; these teams are divided as evenly as possible by the Baseball Director, T-Ball Commissioner and team coaches.  Kids will bat off Tees and some coach pitch. Introductory program for the kids.  45’ Bases. 

Rookies (7-8 year olds, and possibly 9 year olds if it’s their first year/1^st & 2^nd Graders)

Players do not try out; these teams are divided as evenly as possible by the Baseball Director, Rookie Commissioner and team coaches. Eight year olds are divided evenly amongst the teams. Kids will bat using coach pitching. 60’ Bases.

Junior Baseball

Travel is required.  Two weeknight games with optional tournaments on the weekends.  Season runs from early April to late July.

Midget Division (9-10 yr. olds/3^rd & 4^th Graders)

Any youth whose birth date is on or after August 1, 1997, is eligible for participation in Wilsonville Junior Baseball for the 2003 season.  Players in the 4th grade can play as long as they are still eleven (11) years old by August 1, 2007.

·         60’ Bases

·         Pitching from 45’

·         Five inning games

Junior Division (11-12 yr. olds/5^th & 6^th Graders)

Any youth whose birth date is on or after August 1, 1995, is eligible for participation in Wilsonville Junior Baseball for the 2003 season.  Players in the 6th grade can play as long as they are still thirteen (13)  years old by August 1, 2007.

·         70’ Bases

·         Pitching from 50’

·         Six inning games

Senior Division (13-14 yr. olds/7^th & 8^th Graders)

Any youth whose birth date is on or after August 1, 1993, is eligible for participation in Wilsonville Junior Baseball for the 2003 season.  Players in the 8th grade can play as long as they are still fifteen (15) years old by August 1, 2007.

·         80’ Bases (90’ for Federal level)

·         Pitching from 55’  (60.5’ for Federal level)

·         Seven inning games

LEADERSHIP AND GOVERNANCE

Baseball Leadership Group

The Wilsonville Youth Sports, Inc. Board of Directors ensures that the baseball program is operating under proper leadership and established policies that guide league operations.  League operation and direct oversight is provided by the Baseball Director and the Baseball Leadership Group.

The Baseball Leadership Group is comprised of the Baseball Director, five league Commissioners and the JBO representative (see below).  The Leadership Group is responsible for maintaining and ensuring adherence to the baseball program’s Policies and Procedures.

Baseball Director

The Board of Directors of WYS, Inc. shall elect a volunteer Baseball Director to oversee the operations of the league for a period of two years.  The Baseball Director oversees all league operations, and ensures adherence to the baseball programs policies and procedures, JBO Rules, and WYS, Inc. policies and procedures.  The Director is a voting member of the Baseball Leadership Group.  In addition, the Director shall be responsible for oversight of the following:

·         The Head coaches of all teams

·         Ensuring all coaches applications and contracts are received

·         Ensuring all appropriate league forms are handed out

·         Ensuring all appropriate league forms are turned in to the affiliated leagues

·         Addressing grievances amongst teams, coaches and parents

·         Addressing grievances with the affiliated league as they arise

·         Recruiting volunteers to serve on the Baseball Leadership Group.

·         Conduct regular Baseball Leadership Group meetings in open, public settings using written agendas that include opportunities to solicit public input.

·         Providing guidance and leadership for hands-on volunteers.  This responsibility calls for a Director with past experience in JBO or equivalent operations.

·         Reporting status of league operations to WYS, Inc. Board of Directors.  Baseball Director (or an appointed representative) should maintain regular communication with WYS Inc. Board, and attend WYS, Inc. meetings for this purpose. 

·         Oversee the annual review and update of the baseball programs policies and procedures manual.

·         Communicate with the registrar regarding registration issues.

·         Oversee the development of the annual budget for the baseball program.

Commissioners (5 positions)

One Commissioner will be appointed for each of the five playing levels, Senior, Junior, Midget, Rookie and T-Ball. Responsibilities include:

·         Recruiting volunteers and new baseball leadership group members.

·         Communicate league expectations to coaches, parents and players.

a.      League rules, player rosters

b.      Practice & game schedules

·         Assist with distribution of uniforms/equipment to players

·         Player evaluation and team selection process.

·         Field preparation.

·         Fundraising.

·         Represent WYS program.  Lead by good example.

·         Help to resolve conflicts between parents, coaches, and players.

·         Tournament support.

JBO Representative (1 position)

One representative to maintain communication with Clackamas County Junior Baseball Association and the Junior Baseball of Oregon association.  Responsibilities include:

·         Attending monthly CCJBA meetings

·         Reporting CCJBA and JBO issues at the monthly Baseball Leadership Group meetings

·         Fill in for the Baseball Director as needed

Decision Making

The Leadership Group will exercise proper judgment while carrying out day-to-day operations of the league.  Decisions that establish new policies or procedures deviate from established policies and procedures, approval of new commissioners and the JBO representative, require a vote of the Group to execute. 

• Each member of the Leadership Group may cast one vote on any issue. 
• A quorum shall be at least five members of the Leadership Group.
• A motion shall be passed or defeated by a majority of those members of the Leadership Group voting at a meeting where a quorum has been established.

Terms and Election of Baseball Leadership Group:

Baseball Director:

Term & Candidacy

1.      The term of the position is for two years.  Current Directors can be re-elected at the end of their term and there shall be no maximum number of terms served.

2.      The voting for the position occurs and the Director’s term starts in September of Odd-numbered years.

3.      Candidates for the position can self-nominate at the Baseball Leadership Group meeting in July or August of the election year.

4.      All candidates must be known by the August Baseball Leadership Group meeting.

5.      Candidates may nominate themselves for the Director’s position as well as any one Commissioner position in July or August, however if they are elected as the Baseball Director, they are no longer considered a candidate for the Commissioner position.

6.      Declared Candidates shall submit an application to the WYS Board by the August meeting.

7.      The Baseball Director may be a head coach during their term.

Election Procedure

1. Candidates must attend the August and September Baseball Leadership Group meetings to be considered for the position. A candidate may be excused from a meeting due to illness or being out of town, but should notify the Baseball Leadership Group in advance.
2. At the August meeting, all Candidates will have the opportunity to make a statement to those in attendance as well as to field questions regarding their candidacy.  Follow-up questions may be requested in September.  Voting shall be held in September, at the Baseball Leadership Group meeting.
3. Voting for the position shall be open to the following persons who are in attendance at the Baseball Leadership Group meeting.
   1. All current members of the Baseball Leadership Group, including the outgoing Baseball Director.
   2. Any person who was the HEAD COACH of any WYS Sponsored Baseball Team during the preceding baseball season.
   3. Any person who has attended no less than four (4) of the preceding six (6) Baseball Leadership Group meetings.  Meeting attendance shall be verified by records kept by the current Baseball Director.
   4. There shall be no absentee or proxy voting.
4. Voting shall be by secret ballot.  Ballots will be read at the conclusion of the vote by the current Baseball Director.
5. Immediately following the first vote, in the event there are more than two candidates, a re-vote will be held between only the two candidates with the largest share of the cast votes to determine the primary nomination for the position.  The top two candidates will be forwarded to the Board of Wilsonville Youth Sports as the primary and secondary nominees.  The candidate with the largest share of the cast votes will be forwarded to the Board as the Committee’s primary nominee for the position to be confirmed at the next Wilsonville Youth Sports Board meeting.  If the Board declines to confirm the primary nominated Director, than the Board will immediately vote on the secondary nominee.  In the event the Board declines to confirm either nominee, a re-vote at the committee-level shall be held as soon as possible.
6. In the event of a tie, a re-vote shall be held between those receiving an equal-share of the votes.  If the vote remains a tie, then another re-vote is held, with votes cast only by the current members of the Baseball Leadership Group.
7. The incoming Baseball Director shall begin transition efforts as soon as they have been officially confirmed by the Board of Wilsonville Youth Sports, Inc.

8.   In the event the Baseball Director retires, is terminated by the Board or is otherwise unable to complete their term, the JBO Representative shall assume the responsibilities of the Director until a new Director can be elected via the same procedure outlined in items 3 through 7.  A replacement vote shall be held as soon as possible, but no later than the month following the departure of the current Director.  Candidates shall declare themselves, and the vote for the replacement shall be held in the same meeting.

Commissioners and Junior Baseball of Oregon Representative:

Terms & Candidacy

1. The term of all positions is for one year.  Current position holders can be re-elected at the end of their term and there shall be no maximum number of terms served.
2. All incumbent candidates must be voted on every election cycle.
3. The voting for the positions occurs and terms start in September.
4. Candidates for the positions can self-nominate at the Baseball Leadership Group meeting in August or September.
5. Commissioners may not head coach a team at the level they are commissioning for.  The JBO Representative may head coach at any level in the program.
6. Candidates may nominate themselves for the Director’s position as well as one Commissioner position, or the JBO Representative position in July or August however, if they are elected as the Baseball Director, they are no longer considered a candidate for a Commissioner position.
7. The secondary nominee for the Baseball Director’s position may also be a candidate for Commissioner and Junior Baseball Representative positions.  If they are elected to a Commissioner or JBO Representative position, and also are confirmed as the Baseball Director, they will relinquish their Commissioner or JBO Representative position.  A vote shall be held at the next Baseball Leadership Group meeting to fill the vacancy created by their confirmation as Baseball Director.

Election Procedure

1. Voting for Commissioner and JBO Representative positions shall take place after the election of the Baseball Director, at the same meeting, in years where that position is up for election.
2. At the August or September meetings, all Candidates will have the opportunity to make a statement to those in attendance as well as to field questions regarding their candidacies. 

2.   Candidates must attend the August and the September meeting to be considered for the position. A candidate may be excused from a meeting due to illness or being out of town, but should notify the Baseball Leadership Group in advance.

3. Voting for the positions shall be open to the following persons who are in attendance at the September Baseball Leadership Group meeting.

1. All current members of the Baseball Leadership Group, including the current Baseball Director.
2. Any person who was the HEAD COACH of any WYS Sponsored Baseball Team during the preceding baseball season.
3. Any person who has attended no less than four (4) of the preceding six (6) Baseball Leadership Group meetings.  Meeting attendance shall be verified by the current Baseball Director.

4. Voting shall be by secret ballot.  Ballots will be read at the conclusion of the vote by the current Baseball Director
5. The candidate with the largest share of the cast votes is elected to that position.
6. In the event of a tie, a re-vote shall be held between those receiving an equal-share of the votes.  If the vote remains a tie, then another re-vote is held, with votes cast only by the current members of the Baseball Leadership Group.
7. In the event a commissioner or JBO Representative retires, is removed or is otherwise unable to complete their term, the current Baseball Director shall assume the duties of that commissioner until a replacement is appointed by the Baseball Director.

Baseball Volunteers

The Leadership Group shall recruit volunteers to staff the remaining positions required to carry out league operations.  These positions might include, but are not limited to the following:

Equipment Coordinator:

·         Purchase needed equipment for association’s baseball teams.

·         Distribute equipment to baseball teams.

·         Keep accurate records of baseball equipment checked out at start of season, and checked in at the end of season.

·         Record and submit to board a complete equipment inventory at the end of the season.

Uniform Coordinator:

·         Purchase needed uniforms for association’s baseball teams.

·         Distribute uniforms to baseball teams.

·         Keep accurate records of uniforms checked out at start of season, and checked in at the end of season.

·         Record and submit to board a complete uniform inventory at the end of the season.

Umpire Coordinator:

·         Organize and distribute information about clinics for umpire participants and coaches.

·         Schedule an umpire or umpires for each game.

·         See that umpires are paid according to board expectations.

·         Report to the Baseball Leadership Group about umpires at the monthly meeting.

Fundraising Coordinator:

·         Oversee any fundraising efforts to ensure that they conform to this association’s policies.

·         Send out sponsor letters to all potential sponsors and follow up on sponsors.

·         Send out receipt and thank you to those who are sponsors or make donations.

·         Report to the Board about any fundraising projects

Tournament Coordinator:

·         Oversee selection of tournament dates and levels that will be hosted

·         Develop the budget and entry fees for the tournaments

·         Develop the tournament brochure and coordinate information dissemination

·         Collect entry fees from eligible teams

·         Develop tournament rules, brackets and other appropriate information

·         Work with umpire coordinator to get umpires for the tournaments

·         Work with equipment manager to have appropriate supplies for tournaments

·         Work with the concessions coordinator to insure that they are ready

·         Coordinate with appropriate County/State groups for tournaments requiring such coordination

Concessions Coordinator:

·         Work with the tournament coordinator in providing concessions for tournaments

·         Coordinate necessary supplies and vending needs for the concessions

·         Coordinate volunteers to work the concessions stand

·         Make sure Health Department compliance is taken care of

TEAM SELECTION PROCESS

 

Town Leagues:

In Town Leagues, supporting ages five through eight, (generally) the teams are not determined by skill-level.  No evaluations take place, and parental requests for specific coaches, or placement for carpooling arrangements are accommodated as best as can be.  Team formation usually begins with the list of coach volunteers. Those that are selected to coach meet and assist in assigning players to teams based upon any special requests, and the goal of trying to make the teams as even as possible by not placing all the older kids on some teams, and the younger ones on others (eight year olds will be divided evenly among the teams). 

 

At the end of the regular season, some Rookie players may be invited to participate on a team that enters some tournaments in other cities.  Participation on this team is purely voluntary. The selection of this team is Chaired by the Rookie League Commissioner, taking into account the child’s skill level and their willingness to participate, the Rookie Commissioner and Rookie coaches will meet and select the players.  The Rookie Commissioner and Baseball Director will select the coaches of the Rookie tournament team.

 

 

Junior Baseball:

Junior Baseball of Oregon sets the general “matrix” for the number of teams to participate at each skill level within each age group, based on the total number of teams at that level.  Any deviation from the County matrix must be reviewed and approved by a majority of the Baseball Committee. (Example: 1 Federal, 3 American, 2 National verses 1 Federal, 2 American, 3 National).  The total number of players assigned to each team will be determined by the Commissioner at each level, the Baseball Director and the Skills Assessment Coordinator.  Every attempt will be made to create teams of 12 players, but the roster size may need to be adjusted to reflect the number of registrants and number of teams.  We will attempt to have every child who wants to play get to play.

 

Based on their skill assessment results (see the Skills Assessment Process section) the Players are are assigned to a Federal, American or National team as outlined below.

 

Protect Player Confidentiality: The Director, Commissioners and Coaches are never to disclose player’s evaluation ratings nor the position in which a player was drafted.

 

Federal Level Team Selection 1^st (if there are enough participants to warrant a Federal Team):

The 9 players with the highest scores in the Federal skills evaluation process will automatically be selected for the Federal level. If there is a tie at the low end of the evaluation scores the Federal coach will select which player from the tied group to place on the team as the 9^th player.  The Federal coach will then have the opportunity to choose from the next 6 highest evaluated players to complete a roster of 12 players.  If there is a tie at the 15^th evaluation level, the coach may select from any of the players within that tied group.  Tied players not selected by the Federal Coach will be placed in the pool of players to be drafted at the next level below Federal, which may be American or National depending on the judgment of the team selection committee.

 

American Level Team Selection 2^nd:

If there are only enough players for one team in the American level, the draft will follow the same format as the Federal level.

 

If there are enough players for more than one team at the American level, the selection will go to a serpentine draft. The draft will be conducted in two phases.  First, players are listed from highest to lowest score with the first 18 (2 teams) or 27 (3 teams) players included in the draft.

 

If there is a tie involving the 18^th or 27^th player then any player with the same tying score is included in the American selection and the coach’s will draft from all players including the “tied” players. Once one player is selected from the “tied” group then the rest of the tying players will be placed in the second phase of the draft.

 

For the second phase of the draft, the next 12(2 teams) or 18 (3 teams) players are listed from highest to lowest and the coaches conduct a serpentine draft until each roster is complete..  Any players not selected in the second phase of the draft will be placed in the pool for the National level.

 

Team selection will be by a serpentine draft with numbers drawn from a hat to determine which coach will pick first. Serpentine is defined as:

 

Round 1: Coach 1 will select first, then coach 2 will select.

Round 2: Coach 2 will select first, then coach 1 will select

Continue selection rounds until all players are selected for that round.

 

In a serpentine draft, a coach’s child will be assigned as the second round draft pick for that team, and the coach will not get another selection in that round.

 

 

National Level Team Selection3^rd:

National team selection will be a single phase, serpentine draft of all remaining players

 

Post Draft Movement:

Immediately after the draft player adjustments may be made between the coaches (if both agree) to balance teams or fill positions. Upon leaving the draft meeting the roster is final and no player movement is allowed.

 

 

Player movement during the season:

If a team drops below twelve active players due to injury or other circumstances, the Baseball Director and level commissioner shall work with the team head coach to determine a course of action. 

 

Possible solutions are the bringing up of a player from a lower level, transferring a player from another team at the same level, or recruiting a new player to fill the spot. 

 

Items for consideration in decision making:

• Team playoff eligibility
• How far the season is along
• Availability of players from other teams for movement
• Impact on player being moved and their development
• Impact on the team losing the replacement player
• Keeping teams balanced 
• Player/parent input regarding possible movement
• Any other factors that the Baseball Director deems worthy

 

 

 

 

 

SKILL ASSESSMENT PROCESS

 

Town Leagues: No skills assessment

 

Junior Baseball:

The Junior Baseball program is separated into three age divisions: Midget (9-10 year olds), Junior (11-12 year olds), and Senior (13-14 year olds).  Within these age divisions are different skill levels and time commitments: Federal, American, and National.  All registered 9 through 14-year-old players will be required to participate in the skill assessment process.

 

Purpose:

The Skills Assessment Process applies to all players who wish to play JBO baseball as part of the Wilsonville Youth Sports organization.  The goal of the assessment process is to insure that each player is placed at the level of play (i.e., National, American, Federal) that matches their skill level. It is also the goal of the Wilsonville Baseball Leadership Group to insure that all players have been assessed as fairly as possible.  Accordingly, the following skill assessment process will be utilized.

 

Logistics:

The skills assessment Coordinator (i.e., the baseball Director or a person selected by the Director) is responsible for managing the overall skills assessment process for all three divisions to insure the policies are properly followed.  Outlined below are the broad skill assessment process policies.  For situations that arise that are not addressed by the policies, the Coordinator is authorized to make decisions consistent with the spirit of the policy.  Any decisions made outside of the polices must be reported to Baseball Director within 48 hours and to the Baseball Leadership Group at the next Leadership Group meeting.

 

Two Evaluation Sessions, and one make up sessionwill be Held:

 

First Session- All players and each division will have its own evaluation time.  The players will go through a series of stations designed to demonstrate and assess basic skills.  

 

Make Up Session- A makeup session for any player who missed the first one.  Sessions one and the make up session  will strive to use the same skill assessment activities.

 

Second  Session – .  For each age division (Midget, Junior, Senior) players with the highest scores in the first  or make up session will be invited to  try out for the Federal team.  The Federal skill assessment session may include additional activities not used in previous sessions. Note: Depending on the number of teams being formed in a division, this evaluation may actually be for an American level team.

 

All remaining players will participate in the second session that may include additional activities not used in previous sessions.  The second session will serve as an additional opportunity for skill assessment to help place players at the appropriate skill level.

 

 

The Make Up and Second sessions  may be held on the same day.

 

 

Players wishing to play-up at a higher age level must petition the Baseball Director prior to the player evaluation sessions.  Petitioning to play up does not guarantee the child will be placed at the higher level.

 

Players may request to play at a skill level that is lower than their actual skill level by:

 

1.      National level.  If a player only wants to play at the National level, they must indicate this when they check-in for the skill assessment or provide the request in writing to the Baseball director prior to the evaluation session.

 

2.      American level.  No action necessary – simply don’t attend the Federal level evaluation session.  Players with the top eighteen evaluation scores must play at either the American or Federal level.

 

 

 

 

COACH SELECTION PROCESS

1.       All head coach and assistant coach candidates must submit written applications to the WYS Sport Director no less than 2 weeks prior to player evaluations.  The Sport Director shall submit all applications for formal criminal background checks to an agency approved by the WYS Board.  If a candidate has been screened by any other WYS sport within the last 12 months, the Sport Director may choose to forgo the background check.

2.       The Sport Director shall form a Coach Selection Committee (CSC), comprised of 5 individuals who are deemed knowledgeable, capable and willing to review, interview and rank coaching applicants.  If the Sport Director is a candidate for a head coaching position at the level or age group being selected, they will not participate as a member of the CSC. IN LIGHT OF THE PRESSING NATURE OF THE COACH SELECTION PROCESS, IT IS ASSUMED THAT CSC MEETINGS AND INTERVIEWS WILL TAKE SCHEDULING PRECEDENCE OVER OTHER YOUTH SPORT ACTIVITIES.  CSC MEMBERS MUST AGREE TO THIS SCHEDULING PRIORITY OR THEY MAY NOT BE CONSIDERED FOR PARTICIPATING ON THE CSC. 

3.       The Sport Director shall submit the composition of the CSC to the Board of Directors of WYS, for independent review and approval.  If the Board does not approve of a particular member of the CSC, the Baseball Director shall appoint a new member to the CSC to fill the rejected member’s position. 

4.       The approved CSC shall review all of the applications received and discuss any known or discovered criminal issues and also consider any documented issues related to prior experience inside WYS.   Based on those discussions, some coaches may be immediately disqualified from further consideration. 

                     i.            If a candidate is disqualified, they will be notified by the CSC.

At this point, all Tee-Ball head coaches, Rookie head coaches and Junior Baseball assistant coach applicants that passed a criminal background check and were not disqualified for other reasons, are approved by the CSC.  See Town League Coach Selection below.

5.       The CSC will ask all candidates a standard list of questions and may also ask specific ones targeted at resolving any questions about an individual’s past coaching experiences.

6.       The CSC will schedule and conduct panel interviews with all head coach candidates.  Interviews may be scheduled at any time and location agreed upon by the majority of the CSC.  Upon completion of the interviews, the CSC shall rank the candidates within each age level in descending order.  Members of the CSC shall determine an appropriate ranking process and the criteria to be used to determine a candidate’s rank. 

7.       The Wilsonville Youth Sports Board of Directors shall review the coach evaluation and selection process to determine that all required steps were followed.

8.       All head coach candidates shall attend player evaluations and develop their own information about specific players, in order to facilitate their selections in the team formation draft.

9.       Coaches are assigned to teams.  Higher ranked coaches are given preference within each age group over those who are ranked lower.

10.   A player draft is then held according to the Team Selection Process as outlined in the WYS Baseball Policies. 

11.   Players and Parents are notified.

12.   After completion of the Evaluation and Selection Process the Wilsonville Youth Sports, Inc. Secretary will maintain the coach applications and files.

All coaches and assistants shall sign the WYS Coaching Contract as well as any coaching applications required by CCJBA.

Town League Coach Selection:

Tee-ball and Rookie head coaches shall be selected by the Baseball Director and the Commissioners for those levels from the pool of applicants passed on by the Coach Selection Committee.  If there are insufficient applications initially received from the CSC, then the Baseball Director and level Commissioners shall actively seek out qualified applicants to insure each team has a head coach.

The Rookie Tournament team head coach shall be selected via a solicitation of volunteers and a vote of the Rookie head coaches.  The Rookie commissioner shall break any tie votes.

GRIEVANCE AND DISPUTE RESOLUTION PROCESS

The proper order to voice concerns is as follows:

1. Team Coach
2. Level Commissioner
3. Baseball Director
4. Baseball Leadership Group
5. WYS Dispute Resolution Committee
6. WYS Board of Directors

The WYS Board currently has a subcommittee developing formalized process to resolve disputes.  This committee is working to design a process that will address all programs under the WYS umbrella.

Certain associations that WYS is affiliated with have their own rules of contact and courses of discipline that will be taken into consideration in dealing with disputes and behavioral issues.

Until the final guidelines are issued, the WYS Baseball Leadership Group and/or the WYS Board of Directors may impose disciplinary actions on players, parents, fans and coaches for improper behavior, disregard of game rules, or other conduct contrary to the philosophies of this organization.  This may include improper actions and behaviors not specifically mentioned in a written code.

APPENDIX I

SKILLS ASSESSMENT GUIDELINES

Communication to Parents

1.      The Baseball Leadership Group will strive to effectively communicate key policies and decisions to players, parents and coaches.

2.      A copy of the Skills Assessment Process and Guidelines, and Team Selection Process will be made available to each player during the walk-in registration, on the WYS website and at the skill evaluation check in station.

Independent Skill Evaluators:

In order to attain a high level of objectivity in the player evaluation process, the following hierarchy will be used in securing evaluators.  The hierarchy reflects that there may not always be funding available to pursue the first option and the remaining options are subject to being able to recruit volunteer assistance. 

1.      Hire skill evaluators who (preferably) are not affiliated with Wilsonville Youth Sports (WYS).

2.      Volunteers who do not coach WYS teams  or have a child  at the level being evaluated.

3.      Volunteers who do not have a child playing at the level being evaluated.

4.      Volunteers who do not coach at the level being evaluated.

5.      Volunteers knowledgeable about baseball.

·         The skill Coordinator and the respective baseball division Commissioner are responsible for ensuring the volunteers have adequate baseball experience to fairly and independently assess the players’ skill.

Skill Demonstration Stations & Scoring

·         The Coordinator is responsible for ensuring that each respective division Commissioner design the skill demonstration stations, present their design to the Baseball Leadership Group for review and approval, and post the plan on the WYS website for players to review.  Commissioners will attempt to include drills that allow for both subjective and objective evaluation (e.g. speed on base paths, ability to hit targets with thrown ball). Fielding, catching, throwing, and batting are the general areas evaluated. 

·         Each station will have 1 to 4 evaluators.

·         Only the following individuals will be allowed into the skills assessment area:  Skills Coordinator, members of the Baseball Leadership Group, a member of the WYS Board if assigned by the Board to observe the skills evaluation, approved head coaching candidates (see the Coach Selection guidelines), the skill evaluators and the personnel running the skill stations.  The players will not be allowed to have anyone (e.g., parents, friends) on the field.

·         The skill assessment scores will be kept confidential.  The Baseball Director or Skill Coordinator will collect the players scores from the evaluators.  They will not be given to parents, players or coaches.

·         Once the scores are collected they will be provided to the Team Selection Committee for tallying.  The Team Selection Committee will keep the scores confidential – including not sharing them with other members of the Baseball Leadership, parents, players, or the public.

·         The Team Selection Committee will assign each player to a level (i.e., National, American, Federal).  The coaches in that division will then select teams using a serpentine draft.  The coaches doing the drafting will be provided the evaluation scores for those players (and only those players) in the pool they are drafting from.  See the Team Selection section for additional information on how teams are formed.

Missed Assessment Session:

If a player is unable to attend an assessment session, then the player will contact the Coordinator to determine how to receive an Assessment that the Team Selection Committee can use to place the player at the proper level.  Outlined below is the recommended process.

If a player registers for baseball after the group skill assessment sessions have been completed and the teams formed, then the player will be placed on a team at the highest level at which the player qualifies pending space.  If there is not an opening at this level the Baseball Director and level Commissioner, will determine where to place the late registering player.  A player who has already been placed on a team will not be moved down to make room for a late registering player, however they can be moved up (if the player and his legal guardian agree to be moved up).

In order of preferred method:

1. The player will go through a short physical skills assessment demonstration (similar to the skill tests used on Assessment day) with an objective individual to be determined by the Coordinator.  This individual will provide a written assessment to the Team Selection Committee.

2. The Baseball Commissioner for that age group will interview the player, player’s parent(s), and other Coaches who have coached the player – about the player’s skill level and make a written report to the Team Selection Committee.

3. The Coordinator will provide a written skill assessment to the Team Selection Committee based on whatever information is available to the Coordinator.

Mis-Calibration of Skill Level:

1.      If after the second week of practice, the player’s coach believes there was a significant mis-calibration of the player’s skill level, the Coach - upon discussion with the player’s parents, can ask the Team Selection Committee to re-evaluate the player. Given the logistical and organizational difficulty that arises from moving players between teams once formed (e.g., keeping the number of players per team balanced, moving coaches if their child is moved, disruption to a teams cohesiveness) - this changing of teams is rarely expected to happen and is subject to availability of space in the players “correct” division.

APPENDIX II

Rookie Rules

1.      Bat the entire roster during the game.

2.      Games are five innings or maximum of two hours.

3.      Five run rule per inning, except last inning is unlimited runs.

4.      If you have a large lead, don’t run up the score.

5.      Everyone will play at least three innings per game defensively.  At least two innings of this will be an infield position.  Catcher does not count as an infield position.  A player may not play the entire game in the infield.

6.      Each batter will receive five swings and a maximum of eight pitches.  A foul ball on the last swing/pitch, results in an extra pitch.  A bad pitch by the coach counts as a pitch and a player swinging at a terrible pitch counts as a swing.  Pitching must be overhand. 

7.      No variations to any portion of rule #6.  It causes too much confusion and complaining by the coaches and parents.

8.      The pitcher will be the primary umpire. The first base coach will be the secondary umpire if the pitcher cannot see the play. Defensive coaches and parents should not yell out the call (they may not make the same call as the offensive coaches resulting in confusion to the kids).

9.      Defense can have a maximum of two coaches on the field (behind the infield).

10.  Ten players on the field defensively.  Four in the outfield.  Outfielders must be on the outfield grass (i.e., they cannot play in so close that they look like extra infielders).  The infielders cannot be more than six feet in front of the baseline (i.e., give the weak hitters a chance and teach correct positioning to the players).

11.  Sliding is okay.  No shorts.

12.  Recommend that kids wear cups, critical for catchers.

13.  No extra bases on overthrows.  No extra bases on infield hits.  Extra bases only allowed when the ball is in the outfield.  Play stops when the ball reaches the infield.

14.  No base stealing, no leadoffs.  If the runner is hit by a batted ball they are out, unless the defensive player touches the ball first (e.g., bounces off the second baseman into the runner).

15.  These rules will be used in the Wilsonville intra-league tournament.

16.  If non-Wilsonville teams come to Wilsonville us, they will play by Wilsonville rules.

Pitching

Coach pitching will be used the entire regular game season.  Coaches can use the pitching machine for practice.  Machine pitching is typically used in the post-season tournament games.  Post-season practices will utilize the pitching machine.

APPENDIX III

Tee- Ball Rules

Basic Rules and Procedures for T Ball Games

BATTING

1. Games will consist of 4 innings or 1 ½ hours, whichever comes first.  No new inning will start unless the game can be completed in the allotted time.
2. Each team will bat all their players every inning.
3. When a player is tagged out, forced out or pops out, he/she will return to the dugout and not run the bases.
4. Scores, outs, or player statistics will not be kept.
5. Players will not lead off of their base.
6. There will be no base stealing.
7. Coaches are encouraged to pitch from their knees and toss the ball either underhand or softly overhand.  A batter will have three swings at a coach pitched ball.  If the batter is unable to put the ball in play the tee will be brought back in and the batter will have one attempt to put the ball in play.  If the player is unable to put the ball in play the batter is out.
8. Throwing a bat will result in the batter being called out (remind them each time up to bat if they have a problem with this)
9. Once the batter makes contact with the ball, the ball must travel at least 6 feet beyond the tee in order to be considered a live ball.  It is recommended that the coaches chalk a six foot arc, from baseline to baseline, to remove any doubt about a live baseball.

FIELDING

1. Teams can have as many adult “helpers” in the field as they feel are necessary
2. Teams may have up to 5 infielders and 4 outfielders on the field at any given time.
3. A parent should be behind the plate as an umpire.
4. Children MAY play the catcher position if they want; it is not required that there be a child behind the plate.
5. There shall be a player next to the coach in the “pitching” position.

GENERAL PROCEDURES

1. The important concepts to be taught during T Ball are very basic positioning and proper techniques for running, throwing, catching and hitting the ball. While all sports contain some competitive nature, T Ball is about learning a great game. It is about working with young children and teaching them the values of teamwork, discipline, hard work and physical fitness. Any and all efforts during games should be directed at this goal.
2. All parent helpers are encouraged to be involved with their teams. This involvement should, at all times be positive and constructive. If there are parents who are not acting accordingly, it is the coach’s responsibility to correct them and/or ask them to leave the field. IF anything like this happens, please call the commissioner IMMEDIATELY.
3. Rain Outs- We will generally follow the rain out schedule for Memorial park Fields. You can attain rain out information by calling 638-3778 and listening. If that number says Memorial Park is unplayable, call the Tee-Ball Commissioner to determine if Wood Middle School fields are still playable.
4. Coaches should arrive at the field at least 20 minutes prior to game time.
5. Bases should be 45’ apart.
   
   

APPENDIX IV

FIELD USE/SCHEDULING POLICIES

Field Locations and Usage Guidelines:

Memorial Park:

Fields are reserved from the first of April through the end of June. When adult softball season starts on July 5th, we need to stay out of their way

Boones Ferry Primary:

The two fields there are exclusively for T-ball teams

Wood Middle School:

There are three fields there with bases all set at 60’ and will be primarily for softball.  Most softball games will be held there instead of Memorial Park.  Some baseball may take place there if scheduling requires it, but this is a last resort.  Other groups reserve the soccer and football fields for use.

Wilsonville High School:

Absolutely NO baseball teams should be on the softball fields FOR ANY REASON during the entire softball season (WYS and HS). The softball fields are the two in front of Boeckman Creek Primary nearest the road. The fields will be shared between the high school teams and our leagues. Once softball season is over, contact the high school for the proper application and approval PRIOR to using the fields, and coordinate the schedule with WYS.  If a manager, or coach disregards this policy as set by the high school, that person may be barred from further application to any high school facility.  If the problem persists, the entire league could be barred.  WE DO NOT WANT THIS TO HAPPEN!  This is the high school’s policy, and we are expected to enforce it.  The committee members do not want to be “playground cops”, so we expect you to respect the policy.

Fields sizes:

Boones Ferry Primary            45’ bases                    Levels: T-Ball only

Wood Middle School               60’ bases                    Levels: Softball: 8U-14U

High School                             60’ bases                    Levels: Softball: 8U-14U

Memorial Park  #1                   60’ & 70’ bases           Levels: Baseball: rookie, midget & junior

Memorial Park #2                    60’ bases                    Levels: Baseball: rookie, midget

Memorial Park #3                    60’, 70’, & 80’ bases   Levels: Baseball: all

Memorial Park #4                    60’ & 70’ bases           Levels: Baseball: rookie, midget & junior

Memorial Park #5                    70’ & 80’ bases           Levels: Baseball: junior & senior

Field Preparation-Games:

The Parks & Recreation department will be handling all field preparation at Memorial Park.

At the end of each game take the time to fill in the holes around the batters box.  If it rains, these turn into puddles. 

Lights:

The city no longer allows us to schedule lights on an interactive basis.  The lights will be scheduled

for Friday night on fields 3 and 4 from the end of April until the middle of June (subject to change).

Field Schedules:

Regular season schedules will be out by the end of April for most leagues and at that time a relatively stable schedule will be issued. Prior to that time, the schedule will be only available in two week increments.  Weather and team conflicts will regularly cause changes in the schedule. Do not assume that the schedule is current, always check with the field schedule coordinators.

In case of conflicts, priority goes Federal, American, National with regular season games taking priority over practice games, you may get bumped.  Occasionally a field gets double scheduled. It’s not intentional.  Be a class act, look around, “that field seems to be free” and work it out as adults.  Kids are watching.

Rainouts:

The city Parks and Recreation department will call all Memorial Park rainouts, no exceptions.    The rainout number is 503-638-3778.  If a field is listed as rained-out DO NOT GET ON THE INFIELD or attempt to make it playable.

Field or Umpire Cancellations:

It is the responsibility of the manager to reschedule and/or cancel fields and umpires as necessary.  Please cancel as quickly as you know you need to.  This allows a field to be opened up for the next team that needs one. There is always someone on a waiting list. 

Standard policy is that if an umpire shows up, and there is no game, they still get 1/2 pay.  So help us not waste this league money.

APPENDIX V

Uniform/Equipment Policy

Uniforms:

All league issued uniforms are the property of WYS and may not be modified or changed without the approval of the WYS Baseball Leadership Group.

Equipment:

All league issued equipment is the property of WYS.

Accessories:

Additional items related to the sports (i.e. windbreakers, personal bat bags, tournament tops, team parties, etc.) are the responsibility of each team and must comply with the values and mission of Wilsonville Youth Sports.

All league issued uniforms and equipment MUST be returned in the conditioned received (allowing for normal wear and tear) to the uniform and equipment coordinators within two weeks after your last game.  Team managers will be responsible for any lost equipment and non-issued uniforms and may be charged an appropriate replacement fee for missing items.  If part of the uniforms issued to players is lost, the players will be responsible for the replacement value.  Be sure to document their receipt and return of issued uniforms.

Items expected to be returned at end of season:

Baseball Equipment

All levels:                                 All equipment must be returned, including used balls.

Baseball Uniforms

T-Ball & Rookie:                      Return all unused/unassigned shirts/uniforms/hats.

Kids and coaches keep their hats & shirts.

Midget, Junior, Senior:            Uniforms for Midget/Junior/Senior are now the property of the player.