Golfmoor - (Evansville, IN) - powered by LeagueLineup.com

Bylaws / Rules

By-Laws

GOLFMOOR BY-LAWS

Article 1 - Organization Name

The name of the organization is Golfmoor Baseball Association of Evansville, Indiana.

Article 2 - Purpose

The purpose of these leagues is to provide local youth with valuable instruction in the fundamental skills and rules of baseball. Furthermore, the program seeks to build sportsmanship, teamwork, and self-confidence among participants. In addition to athletic development, the leagues aim to promote inclusivity, encourage healthy lifestyle habits, and strengthen connections within the community through positive engagement.

Article 3 - Members

Membership shall include all children, parents, coaches, volunteers, each member of the Executive Board, and General Board.

Article 4 - Meetings

Section 1: Meetings will be held on a monthly basis for a minimum of nine months out of the year or as specified.

Section 2: Annual meetings will be held in October and all annual reports will be given. Election of officers will be held at this time.

Section 3: The fiscal year shall run from October 1 through September 30.

Section 4: Quorum will be eight members or seven Executive Board members when a board vote is specified in these bylaws. The President is a voting member, however, shall not be counted in this quorum as he/she is an “ex-officio” member of all committees.

Section 5: A simple Majority (simply more than half) is needed to pass any motion unless specified differently in the motion. Abstentions are not counted as a no or a yes in a simple Majority.

Section 6: The President can call a special/emergency meeting at any time. The board shall be givennotice of the meeting via phone or email at least two (2) days prior to the meeting.

Article 5 - Officers

Section 1: All officers (both General and Executive) are expected to make all efforts to attend all board meetings but no less than 6 meetings, to assist with the general upkeep of the facilities, to work in some capacity during the annual all-star tournament and to work in some capacity in the fall festival booth.

Section 2: The Executive Board officers elected shall be President, Vice-President, Secretary, Treasurer, Safety Officer, Player Agent, and Information Officer.

• President: It shall be the duty of the President to preside at all meetings; to appoint all standing and special committees subject to the approval of his Officers; to be ex-officio member of all committees; to take necessary action to protect the interest of the association in any emergency that may arise between meetings; and to perform such other duties usually pertaining to the office of President.

• Vice President: It shall be the duty of the Vice President to assist the President in overseeing all events that occur within the association; to be the decision maker in the event the President cannot be reached; and to be willing to fulfill the office of President in the event that the sitting President can no longer hold the office.

• Secretary: It shall be the duty of the Secretary to keep the minutes of all business meetings; to keep an accurate record of all members present at each board meeting; to keep record of all roll-call votes upon request; to notify all members of the board meetings; and to perform such other duties as usually pertain to this office.

• Treasurer: It shall be the duty of the Treasurer to collect all funds from the other members of the association and disburse such funds upon order of the association; pay all bills and financial obligations of the association in accordance with approved policies and procedures; to submit a financial report to the board at monthly meetings; to submit an end of the year audited financial statement; to turn over to his or her successor all funds on hand, with a detailed statement of the same, together with all books, records, electronic files and equipment pertaining to the office. He or she shall perform such other duties as usually pertains to this office.

• Safety Officer: The Safety Officer coordinates all safety activities including supervision of ASAP (A Safety Awareness Program), ensures safety in player training, ensures safe playing conditions, coordinates reporting and prevention of injuries, solicits suggestions for making conditions safer, and reports suggestions to Little League International through the ASAP system.

• Player Agent: The Player Agent, together with the Division Commissioner, conducts annual tryouts and oversees player selection. They assist the President in verifying birth records and player eligibility, and they supervise and coordinate the transfer of players between divisions in accordance with Little League Baseball regulations. Separate Player Agents may be appointed to manage individual divisions within the league.

A Player Agent may not manage, coach, or umpire in the division they oversee unless either a separate Player Agent has been appointed for that league, or the local league has obtained explicit written permission from Little League International.

• Information Officer/Media Coordinator Board of Directors Position: The Information Officer is responsible for managing Golfmoor’s official website and social media presence. Key duties include:

o Overseeing the online registration process and ensuring league rosters are accurately maintained on the site

o Regularly updating league news, scores, and announcements

o Collecting, posting, and distributing important information about league activities to the public, members, and media

o Serving as the primary contact with Little League International regarding the use of the Internet for league administration and communication

o Acting as the league’s designated contact person via golfmoorinformation@gmail.com

o Promoting effective use of digital tools to enhance league operations and member engagement

The Information Officer should demonstrate enthusiasm for leveraging the Internet to improve league administration, share information, and create a more enjoyable and efficient experience for all participants

Section 3: The General Board of Directors elected are listed below. Each Director shall give a final report to the Board during the October meeting. Directors may appoint a Committee to assist with these duties. All Committee members must be approved by the Board with a majority vote. Each Director will be responsible for organizing and overseeing the work of their respective Committee.

• Director(s) of Concessions: The Director(s) of Concessions are responsible for managing all concession operations, including stocking inventory and ensuring smooth day-to-day functioning. Executive Officers will support the Director(s) by:

o Collecting all money at the end of each event

o Organizing signup forms for volunteers

o Establishing operational guidelines for concessions

o Overseeing proper shutdown procedures

• Division Commissioners:

o Evaluations and Drafts

▪ Organize and lead player evaluations and drafts for both the spring season and all-star teams, in coordination with the Player Agent and President.

o Scheduling

▪ Oversee practice scheduling along with field availability.

o League Rules

▪ Develop and enforce the rules governing their respective leagues.

o Player Management

▪ Maintain a list of alternate players for the spring season to fill vacancies caused by injury or other circumstances.

o Maintenance and Upkeep

▪ Oversee the maintenance and general upkeep of fields, buildings, and equipment to ensure safe and functional facilities.

o Collaboration and Support

▪ Work closely with coaches and parents throughout the year to assist with field maintenance and contribute in some capacity during the annual select tournament.

o Communications

▪ Serve as the primary point of contact for coaches, parents, and league officials. Provide timely updates on schedules, rules, and league activities, and address questions or concerns throughout the season.

• Director of Sponsorships & Fundraisers:

o Sponsorships: Seek sponsorships and donations from businesses and individuals in the Evansville area. Maintain the list of paid sponsors, coordinate banner creation, hang banners on appropriate fields, remove banners at the end of the fall season, and handle all other sponsorship-related duties.

o Fundraisers: Organize all fundraising activities, distribute and collect funds, and turn over all funds to the Treasurer. Select several fundraising ideas and present them to the board for a majority vote.

• Tournament Coordinator: The Tournament Coordinator is responsible for planning and managing the annual select tournament(s) in collaboration with the board and designated head coaches. All officers will serve as a committee to support the Tournament Coordinator in fulfilling these responsibilities.

o Key responsibilities include:

▪ Team Management: Recruit and register participating teams.

▪ Scheduling: Develop pool-play schedules and tournament brackets; communicate any schedule changes promptly to all coaches.

▪ Financial Oversight: Track team payments, collect funds, and submit them to the Treasurer; monitor gate receipts and official scorebooks.

▪ Tournament Operations: Serve as the primary point of contact for any issues during the tournament; schedule and coordinate workers as needed.

▪ Administrative Duties: Maintain accurate records and perform additional tasks related to the successful execution of the tournament.

• Fall Festival Booth Coordinator: It shall be the duty of the Fall Festival booth coordinator to plan and coordinate the menu and schedule volunteers for the annual Fall Festival booth. Duties may include: ensuring maintenance of the booth including equipment within the booth, ordering the products, ensuring the booth meets all regulations in order to participate in the Fall Festival, establish a work schedule and work with the Volunteer

Coordinator to solicit volunteers to fill the work shifts during the week.

• Director of Uniforms, Pictures, and Awards: The Director of Uniforms, Pictures, and Awards oversees all uniform, picture, and award-related operations for the league. This includes securing uniform samples and pricing for the spring, all-star, and fall seasons. After teams are drafted or selected, the director organizes team rosters and prepares league-specific spreadsheets for the uniform supplier. The director also works closely with the Treasurer to manage uniform payments and ensure timely distribution to teams. The director also coordinates all picture‑day activities during Opening Day. Responsibilities include working with the photography vendor to schedule team sessions, ensuring coaches and families receive picture information in advance, and managing on‑site logistics so teams move efficiently through their scheduled times. The director oversees the delivery and distribution of picture packages once they are completed.

In addition, the director is responsible for securing trophy samples and pricing for both the spring season and the annual all-star tournament. The director presents these samples and pricing to the board for majority approval, coordinates payment with the Treasurer, and oversees the distribution of team and individual trophies to the appropriate recipients.

• Director of Player and Coach Development:

o Oversee comprehensive skill development programs across all age divisions.

o Develop and implement coaching guidelines, standards, and training resources.

o Plan and lead player and coach clinics throughout the year.

o Coordinate optional specialized training sessions, including pitching, hitting, fielding, and speed development.

o Provide ongoing mentorship and support to coaches during the season.

o Ensure all coaching philosophies reflect league values of fairness, inclusivity, and growth.

Article 6- Coaching Positions

Section 1: Head coaches for all leagues are determined by the board. Head coaches may select only one (1) assistant coach prior to the draft. Special situations may arise that would require no assistant coaches to be chosen prior to the league's draft; special situations may include, but are not limited to, instances where there are not enough qualified assistant coach candidates or scheduling conflicts that prevent selection prior to the draft. A majority of the Executive Board of Directors will resolve any special situations related to the number of assistant coaches chosen prior to a leagues draft. If an issue arises with a coach, it will be handled by the Executive Board and the Commissioner of the coach’s respective league.

Article 7 - Spring and Fall Seasons

Section 1: The board sets signup dates, times, locations, and fees for both spring and fall. For each season, late signups are placed on an alternate list managed by each leagues Commissioner; alternates fill vacancies in signup order. An alternate list may or may not be maintained for either season, at the discretion of the league.

Section 2: Any single player may not sign up for more than one division of play within Golfmoor.

Section 3: The start date, number of games, and the end date for the spring and fall seasons will be determined by the Executive and General Board.

Section 4: An evaluation for Shetland, Pinto, Minor, and Major leagues will be held for the spring season. These evaluations will be used to rank each player’s skill level, which will be used during the drafts. Evaluations will be led and organized by the respective league Commissioner (with assistance from the Player Agent and President).

Section 5: Each spring, drafts will be held for Pinto, Minor, and Major leagues, while drafts for Shetland may or may not take place. Players who want to play up need to attend both evaluations.

Golfmoor evaluators focus on safety while assessing player abilities, and may place players in leagues that differ from those selected on the signup form.

Section 6: Teams for the spring season will be determined by the draft. Trades can be made during or immediately following the draft, but no trades can be made after the Commissioner closes the draft. The draft will be organized and led by the President and respective league Commissioner, with the Player Agent assisting in verifying player eligibility and ensuring fairness. Rookie teams will be chosen by the Board and Commissioner based on signup information and number of available players. Rookie teams will be formed to ensure an even distribution of age, skill level, and experience among all teams based on information provided at signup.

Section 7: Teams for the spring season will be formed from those players who have signed up during the allotted signup dates and times determined by the board. Spring season teams will consist of the number of players needed to field a team plus two additional players. Any remaining players will be selected in order during the draft.

Section 8: The fall season is strictly instructional; therefore, players may request a certain coach and an entire team from another organization may sign up and play. The Executive Board has the right not to allow a team to play.

Article 8 – Select & All-Stars

Section 1: For 6U-12U (if there are enough players, funding, and coaches), Golfmoor will support up to two Select or All-Star teams per age group. The board and coach(es) will decide the number of tournaments covered each year.

Section 2: Golfmoor will not field a 9-year-old Little League tournament team. This is because 9U and 10U teams play in the same District Tournament, which could cause problems between the two age groups. Unless there are not enough eligible players, all Little League rules must be followed when forming the 10, 11 and 12-year-old Little League teams.

Section 3: The President gathers head coaching candidates and submits them to the Board. The General Board discusses all-star head coaches, but the Executive Board makes the final selection through a simple majority vote. Head coaches are chosen after all all-star candidates have been selected. Each head coach chooses assistant coaches for their team, and every assistant coach must be in good standing with Golfmoor. Head coaches for designated select teams will be determined and voted upon in the annual October board meeting.

Section 4: Eligible Players 4(a): Only those players who have signed up and played at Golfmoor during the spring season are eligible to play on a Golfmoor all-star team. Exceptions to this rule will apply if additional players are needed to field a team and with the General Board’s Majority vote. Little League rules apply to Little League all-star teams. Non-Little League teams will follow the appropriate cutoff date and will not have boundary restrictions.

4(b): If a player or their parents are not in good standing with Golfmoor, the Executive Board can vote to not allow that player to participate in all-stars. If this action is deemed necessary, the board shall submit (in writing to the parents) the board’s intent at least 10 days prior to the vote. During this time, the player and/or parents, if they choose to, are allowed an opportunity to correct their standing with Golfmoor.

Section 5: Evaluations

5(a): An evaluation will be held for those players wishing to participate in the following age groups: 6U, 7U, 8U, 9U, 10U, 11U, 12U, 13U, and 14U. Players wishing to participate in all-stars must attend the appropriate evaluation(s).

5(b): Players are allowed to play up one age group. It is the responsibility of the parents to make sure each player evaluates for the appropriate age group.

5(c): Evaluations will be organized and led by the Commissioner of the respective league. The President, Commissioner and Head Coaches are the only individuals allowed to evaluate players. If a head coach cannot attend, they are allowed to appoint an assistant coach to fill in. The Player Agent will attend the evaluations to observe that the evaluations are conducted in a fair manner for the players.

Section 6: Selection

6(a): All-star selections will be held for all age groups. For those age groups that hold evaluations, the evaluation scores along with input from head coaches will be used to determine potential candidates for each age group. The President, Vice President, Player Agent, Commissioner and head coaches are the only individuals allowed to attend the selection. If a head coach cannot attend, they are allowed to appoint an assistant coach to fill in. All evaluation scores and selection discussions are to be kept confidential.

6(b): For ages 6 through 8, ten (10) players will be listed according to the evaluation and with the vote of the President, Commissioner and head coaches. These players make up the first ten

(10) players on the team. Three additional players will be selected according to the evaluation and with the vote of the President, Commissioner and head coaches. Once the all-star head coach is selected, he/she will pick from these three players to fill additional players.

6(c): For ages 9 through 12, ten (10) players will be listed according to the evaluation and with the vote of the President, Commissioner and head coaches. These players make up the first ten

(10) players on the team. Five additional players will be selected according to the evaluation and with the vote of the President, Commissioner and head coaches. Once the all-star coach is selected, he will pick from these five players to fill his team. A minimum of twelve players will be selected to the 9-12U teams.

6(d): For ages 13 through 14, nine (9) players will be listed according to the evaluation and with the vote of the President, Commissioner and head coaches. These players make up the first nine

(9) players on the team. Six additional players will be selected according to the evaluation and with the vote of the President, Commissioner and head coaches. Once the all-star coach is selected, he/she will pick from these players to fill any additional members of the team if any.

Article 9 - Golfmoor Disciplinary Code

Section 1: Golfmoor Disciplinary rules apply to board members, coaches, players, parents, umpires,and all other volunteers and spectators.

Section 2: All managers are responsible for the actions of themselves, their assistant coaches,players, players’ parents, players’ relatives and others attending games as fans of their team. These rules apply for all games on Golfmoor Baseball property, as well as on the properties of other baseball leagues or facilities where Golfmoor teams are participating.

Section 3: Any discussions that arise with an umpire or other coaches should be conducted in a calm, mature and professional manner.

Section 4: Managers, assistant coaches and players are not allowed to dispute a judgment call from an umpire. This includes out/safe calls and ball/strike calls.

Section 5: Should a parent or other relative of a team member become unsportsmanlike, the manager is expected to talk to the person and ask him or her to respect the rules of good sportsmanship.

Section 6: Should the manager of one team have an issue with a fan of a second team, the manager of the second team should resolve the issue with the fan. The manager of the first team should not engage the fan.

Section 7: The most important part of managing/coaching is to teach the values of team play, sportsmanship, fundamentals and ensure that all the children have fun. Spectator parents and other family members attending games or practices are expected to set the same example. Managers, coaches, parents and fans need to have a positive influence on our players and will be evaluated accordingly.

Section 8: Failure to follow these rules of proper conduct could lead to forfeiture of games and/or suspension, as well as a review of the manager’s status by the Golfmoor Executive Board. If a manager fails to abide by these rules of conduct, he or she will be subject to a minimum suspension of one game. A second infraction can lead to a permanent ban from managing or coaching at Golfmoor.

Section 9:

Keeping in mind that not all potential violations can be anticipated, there is no specific punishment assigned to a given violation. However, any of the following punishments may be assigned for any transgression listed in the Golfmoor Code of Conduct or for an act (or actions) that are deemed by the executive board to be not in the best interests of the league: warning (verbal or written), suspension (one game or multiple games), full-season suspension or lifetime expulsion.

The punishment will be communicated to the violator by the executive board, who will notify the entire board of the punishment by email. The violator has 24 hours to appeal the suspension, in writing, via email to the league president or secretary. A two-thirds vote of the Golfmoor Executive Board is required to overturn any disciplinary action.

Section 10: There are to be no confrontations on the field. This is a ZERO TOLERANCE RULE. Managers are to act as role models for the children at Golfmoor as well as the fans. Arguments and/or abuse are cause for ejection. An escalation of arguments is cause for suspension from all Golfmoor activities until review by the Golfmoor Executive Board. Anyone ejected from a game must leave the premise before play can resume.

Section 11: Multiple infractions by the same party will be brought to the board’s attention and could lead to permanent exclusion from managing and/or coaching duties. Any complaints by any manager, coach, or other parents about the umpiring in question are to be made in writing to the Commissioner and umpire-in-chief promptly after the subject game.

Section 12: Use of profanity (including directing it to any manager, coach, official, or representative of the league) will not be tolerated and is subject to immediate disciplinary action including suspension and possible expulsion from Golfmoor.

Section 13: Nobody will be allowed on the field of play, dugouts, or stands while in an intoxicated state at any time. “Intoxicated” can be defined as an odor or behavior issue.

Article 10 - Standing Rules

Section 1: Each head coach must attend an annual coaches’ meeting to review rules, discuss scheduling and other matters. This meeting will be scheduled by each league’s Commissioner or by the league President.

Section 2: The home team is responsible for preparing the field before the game, providing a scoreboard operator, and to clean up trash and store equipment afterward.

Section 3: All coaches will be subject to a criminal background check with information collected by league Commissioners prior to a team’s first practice.

Section 4: Unless approved by the director of concessions, no one under age 14 shall work in the concession stands.

Section 5: No one under age 16 shall operate trucks, cars, tractors, all-terrain vehicles or any other motorized machinery on Golfmoor property.

Section 6: A proposed budget must be approved by the membership at the beginning of the year.

Section 7: The President or Vice President must approve all purchases.

Section 8: Any purchase exceeding $500 must be approved by the Executive Board.

Section 9: President and Treasurer will be listed on the checking account and signature cards.

Article 11 - Park Rules

Section 1: Smoking, vaping, e-cigarette use, and the use of smokeless tobacco, is strictly prohibited on the fields and within 25 feet of the fields during all Golfmoor spring and fall games, all practices, and during the All-Star tournament.

Section 2: Alcohol is strictly prohibited on the field, concessions, or in the stands during all Golfmoor spring and fall games, practices, and during the All-Star tournament.

Section 3: Narcotic drugs or controlled substances are strictly prohibited on Golfmoor Park Property.

Section 4: Guns are strictly prohibited on the field, concessions, or in the stands during all Golfmoor spring and fall games, practices, and during the All-Star tournament.

Section 5: No pets (Unless marked as a Service Animal) are allowed during any Golfmoor games/practices/functions.

Section 6: Evansville Park Rules and Regulations apply in all other cases.