The mission of the Hutchinson Girls Fastpitch Softball Association is to provide a safe, challenging, and enjoyable environment in which girls can develop and enhance their skills as athletes in preparation for lifelong activities.

 Values: fun, competitive, community involvement, sportsmanship, team work, discipline, respect, game knowledge, commitment, skill building and opportunities.

 Hutchinson Fastpitch Association

Organization Bylaws (amended 11/14/2019)

www.hutchinsongirlsfastpitch.com

Mission Statement:

The Hutchinson Fastpitch Association (HFA) is a non-profit organization dedicated to promoting fastpitch softball in the community of Hutchinson.  We facilitate our athletes’ growth through skill development, competition, discipline, and good sportsmanship. 

Board of Directors:

The Hutchinson Fastpitch Association will be composed of seven voting board members. Board members shall not be members of the same family.  Board members will serve for a term of two years, with three or four new or re-elected members every year.  If a board member wishes to serve two consecutive terms they may, but no more than two consecutive terms can be served by a member unless no new candidates come forward.  New board members will be seated in June.  New members will be elected/selected at the annual parents meeting by majority vote if needed by parents in attendance.  In the event of a vacancy mid-term, the parent with the next highest number of votes from the election conducted at most recent parent meeting will be offered the position.  Members of the board shall select the board roles annually.

Roles:

●  President – facilitate meetings, establish agenda, Crow River League representative, public relations

●   Vice President – Serve as President when necessary

●  Equipment Manager – update spreadsheet, pass out and collect equipment, notify board with equipment needs

● Secretary – rosters, coaches background checks and concussion training, meeting minutes, registration, (digital files)

●  Treasurer – finances, submit tax exemption status, renew non-profit status with the Secretary of State

●   Player/Coach Development establish & provide player and coaching tools for skill, character, and coaching development and act as a liaison for our coaches. This will be a board team effort, with at least three members involved.

●   Fundraiser – serve as contact for fundraisers as needed (board approval)

●   Web Master – update and maintain website

●          ●    Team Selection Committee – will place players on appropriate teams based on evaluation scores, team placement in prior years, and previous coach feedback

Board Meetings:

Meetings will be held once per month or as deemed necessary by the board. Meeting date, times, and location will be posted on the association web site (www.hutchinsongirlsfastpitch.com) and are open to the public. Any non-board member in attendance at the meeting may address the board at the beginning or end of the meeting, but not during.

Volunteers:

The HFA is comprised of all volunteer officers, coaches, and committees.  The board will determine the need for committees and other volunteer opportunities.  Parental participation is encouraged.  It is the position of the association that all volunteer services are provided for no fee.  Expenses will be approved by the board and reimbursed by the association.

Coaches:

All coaches will be volunteers and approved by the board.  In the instance that there are numerous coaches interested in the same position, coach applicants will have a personal interview with the HFS board, and the board will conduct a vote. If a board member is interested in coaching, he or she will not be present at the opposing applicant’s interview or vote for that position, but can vote for other coaching positions.

Selection criteria include, but is not limited to:

- Previous coaching experience in fastpitch softball

- Attendance and active participation in coach and player clinics

- Feedback from previous coaching evaluations (when available)

- Adherence to the guidelines and policies of HFA

- Commitment to the Coaches Code of Conduct

- Time availability to the team

- Playing experience (softball, baseball)

- Other positive experiences working with youth

- Interview results

A member of the HFA Board will contact coaches with the results of the process. Head coaches will choose their own assistants and submit to the committee for approval. There is a maximum of one head coach and two assistant coaches per team. Any coach whose continued participation is deemed detrimental to the welfare of the association or any player may be removed from the team upon a simple majority vote of the HFA Board.

All coaches (head and up to two assistants) must complete and pass a background check and concussion training.  The head coach must complete ACE certification. The head coach must submit these forms to the board secretary before the first practice. The assistant coach(es) must submit these forms to the board secretary one week after being named.  If a coach does not comply, he or she is not allowed on the field (practice or game) until the paperwork is submitted to the board secretary.  The board will reimburse any costs incurred.

Each year the board will approve a gas mileage reimbursement for all head coaches for away games.  The rate will be determined by the current IRS reimbursement rate. There may be a maximum reimbursement allowed per head coach that is less than the actual mileage based off of finances. The mileage reimbursement form will be given to all head coaches prior to the first game, and must be returned to the board secretary by the end of season coaches’ meeting.

Teams:

The association will be composed of the following:

●       10U (third & fourth graders at registration time)

●       12 year and under 12U (fifth and sixth graders at registration time)

●       14 year and under 14U (seventh and eighth graders at registration time)

●       16 year and under 16U (ninth and tenth graders at registration time)

●       18 year and under 18U (eleventh and twelfth graders at registration time) 

The Team Selection Committee will select teams based on player evaluations – outlined below (if there are enough players to field more than one team). 

A single 16U/18U team will compete in additional tournaments and out-of-league games based on the ability to schedule.  If there are more than one team at this level, the team chosen as the Tier 2 team, will play strictly in the Crow River Fastpitch League and any tournaments they qualify for.

Player Evaluations:

 It is mandatory that all players attend tryouts. Failure to do so could affect team placement. Tryout dates will be announced on the website. An alternate tryout date may be offered at the discretion of the Hutchinson Fastpitch Association Board. Tryouts are closed for observation.

Skills will be rated and ranked based on predetermined criteria. To ensure consistency in scoring and fairness in determining a player’s rank, the evaluator(s) for a given skill will be the same for all the players within the age group being compared. Pitchers and catchers may have additional skill sets evaluated. As with the other skills, the evaluator(s) for a given pitching or catching skill will be the same for all the players within the age group being compared.

All players will be evaluated on the following skills: hitting, infield, outfield and base running. Catchers will be evaluated on receiving, throwing and fielding. Pitchers will be evaluated on speed, accuracy and form.

Tryout scores are handled in a confidential manner. Players may receive a summary of their evaluation by submitting a request in writing to the Hutchinson Fastpitch Association Board. Scores of any players will not be shared with anybody other than the player and/or parents of said player.

Players missing tryouts may be placed on teams following those who have attended tryouts or have been evaluated, provided there are open roster spots available. Players that do not attend tryouts with their established age group on their designated date cannot be considered a lock. The Team Selection Committee will determine the best placement for each player based on the compiled evaluation scores.

Team Selection Process:

1.      Scores will be decided by a blending of both days’ averages. (If a player chooses to miss a day, their one day will supply their score.)

2.      Pitchers/Catchers will have a separate evaluation day just for pitching/catching, but will be required to attend other two evaluations.

3.      Evaluation rankings WILL NOT be posted, but will be available to individual player/parents if requested.

4.      Team compilation: at least 4 spots will be reserved on each Tier 1 team for 2 pitchers/2 catchers (because we build teams off these two positions.) 7 total spots will be confirmed in the fall, and remaining spots filled at winter/spring evaluations. All teams will be decided upon based on number of sign-ups, and will be placed, finally by the HFA board based on overall scores.

The Team Selection Committee will work together within the available pool of players to determine the best possible teams. This process continues until all players have been placed on a team. The Team Selection Committee can make changes to the pool of available players based on pitching/catching needs or anticipated roster sizes. A coach not willing to cooperate with the team selection process may be required to step aside from the volunteer coaching assignment. The Team Selection Committee reserves the right to move players between age groups or level and make discretionary selections from outside the designated pool of overall ranked players, if a sound softball reason exists. 

Registration:

The board will determine registration fees on an annual basis. Each year the registration timeline will be posted on our website. A non-refundable deposit prior to evaluations will be expected, with the remaining player fee to be paid by posted deadline in the spring before the season. Due to team selection and setting of schedules, if an interested player registers after the registration deadline, the player’s participation must be board approved, and a late fee of $25 will incur. 

The Hutchinson Fastpitch Association is only able to offer full registration refunds prior to announcing teams. Registration fees cover many expenses for the players, including our evaluators, and are paid once we announce teams; therefore we cannot refund player registrations after we announce the teams. No refunds will be given after the final team selections with the exception of a medical condition. We realize there may be unique circumstances that may merit a refund, these instances should be brought to the board by the individual player/family and voted on by the board. 

Grievances:

All concerns and grievances concerning team selection or board policies should be brought to the attention of the HFA Board and not the coaching staffs.  All concerns and grievances regarding team expectations, philosophy, and playing time should first be brought to the head coach of that team.  If the issue is not resolved adequately, the head coach or parent may bring the grievance to the board at the next board meeting.  If it is an egregious situation that must be attended to immediately, bring it to the attention of any board member immediately to be addressed.  It is the intent of the board to resolve all issues to the satisfaction of all parties.

Harassment Policy: 

It is the intent of the association to protect all players and coaches from any form of harassment, and will not tolerate threatening, abusive, or improper behavior from players, coaches, or families. Any improper behavior should be reported to the board. The board reserves the right to remove any players, coaches, or fans from any or all association events. 

Financial:

The Hutchinson Fastpitch Association’s financial stability is primarily based on its registration fees, fundraising events, and the generosity of local donations.  The board shall determine the registration fees each year to cover expenses and defray costs.  The board may promote fundraising activities as it deems necessary.

Code of Conduct:

Each participant (player, coach and parent) in the Hutchinson Fastpitch Association is held to a Code of conduct. Parents are asked to sign theirs before the season starts. Players should be informed of theirs during a pre-season meeting. Coaches agree to theirs at a coaches meeting before the season starts. Each of them can be reviewed below. 

Parents Code of Conduct

In my words and actions, I pledge:

• To remember that the game is for the players and not the adults.
• To remember youth play softball for fun. I will accept any mistakes as part of their learning process as they are playing for their enjoyment, not mine.
• To encourage my daughter to have fun and teach them that striving to win is more important than a victory.
• to be a positive role model for my daughter and encourage sportsmanship by showing respect, courtesy, and positive support to all players, coaches, and officials.
• To let the coaches coach my daughter and refrain from yelling instructions from the stands.
• To not question, discuss, or confront the coaches during the game.
• That if I disagree with a coach’s decision, I will take time to speak to the coach after the game or at a time/place agreed upon and attempt to resolve the matter amicably. I then may choose to address the issue with the Hutchinson Fastpitch Association Board.
• To recognize the value and importance of the volunteer coaches for giving of their time and effort to provide a safe and fun environment for my daughter to play ball.
• That I will understand and respect the differences between parental roles and coaching roles. While as a parent responsible for my daughter’s development, I will leave the coaching to the coach.
• To accept that players will have different field positions and spend time on the bench as softball is a team sport.
• That I will demand a sports environment that is free from drugs, tobacco, and alcohol and will refrain from their use at all games.
• That offensive, unsportsmanlike behavior such as profanity, obscene gestures, taunting, or any other offensive language or behavior from parents, players, or spectators is not acceptable under any conditions.
• That I will encourage my daughter to take ownership and be responsible for her softball experience.

Players Code of Conduct

As a Hutchinson Fastpitch Association player, I pledge that I will:

• Practice good sportsmanship by treating all players, coaches, parents and officials with respect and dignity.
• Be honest, fair and do the right thing.
• Display good sportsmanship in victory and defeat.
• Do my best to be at all practices and games. I understand that improvement comes from practice and I may need to practice on my own to improve and have more fun.
• Be on time for all practices/games and I will notify my coach if I cannot attend.
• Ask my coach questions if I don’t understand or I need help.
• Accept the decisions of officials without demonstrating inappropriate actions such as arguing, unsportsmanlike gestures or language.
• Not use profanity and understand that I will be warned after first offense. At the discretion of the coach, I can be suspended from play for the remainder of the current practice, current game or for the following game.
• Assist with equipment, bases, and cleanup at the end of each game and practice.
• Represent the Hutchinson community, my team, my coaches and myself. I will conduct myself in a way that enhances our reputation and character on and off the field.

Coaches Code of Conduct

As a Hutchinson Fastpitch Association coach, I pledge to:

• Treat players with dignity and respect regardless of their athletic ability.
• Promote honesty, fairness, teamwork, sportsmanship, and responsibility. Foul language will not be used or tolerated.
• Use positive motivation and reinforcement, and encourage positive thinking by using positive talk with all my players.
• Encourage players to try their best and to practice at home when possible and will reward effort where possible.
• Set performance goals that are divorced from all won/loss records or individual statistics. Basis will be on the fundamentals of the game and the abilities of my players.
• Give my players a chance to play different positions and show that they have improved.
• Learn the rules of our league, division, all standards of conduct, and the fundamental practice skills necessary for player success. I will explain to my players that respect for the game and the standards of conduct are required in both winning and losing.
• Not permit offensive, unsportsmanlike behavior of any kind by my coaches, players or fans towards the umpires, the opposing coaches or other players.
• Not challenge judgment calls by the umpire. It is proper to challenge the interpretation of a rule, with proper documentation of the rules. If I challenge a call, I will proceed in a courteous, non-confrontational manner.
• Understand that players may not be removed from my team without the consent of the Hutchinson Fastpitch Association.
• Clearly communicate my coaching philosophy to the players and parents, which will include my expectations, practices, and player commitments.