Alaska Quakes Baseball Club: Policies

Background Checks


Obtaining and Reviewing Records/Privacy

  • A National Criminal Index (NCI) and Sex Offender search is required of every volunteer once in their tenure with the AQBC.

  • Beyond what is available to the general public, only the Executive Board may obtain and review the NCI and SO records.

  • Rapsheets.com will serve as the investigating agency for the AQBC. The Board may obtain similar services from another vendor if advantageous to the Club.

  • Persons found to have committed a crime either with or against a minor will not be allowed to serve as volunteers of the Club.

  • Persons found to have committed crimes of fraud, embezzlement or stealing will not be allowed to serve as Team Managers of Team Treasurers.

  • Persons found to have committed crimes involving drugs or alcohol within the last ten years will not be allowed to drive vehicles owned or rented by the Club or its member teams.

  • Reviews are conducted on a “case by case” basis. The AQBC board may disallow the services of any volunteer. The decision of the Board is final.

  • NCI and Sex Offender searches should only be performed with a current volunteer application giving permission to conduct search. However, if the Executive Board becomes aware of information, by any means whatsoever, that a volunteer, has been convicted of or plead guilty to any crime involving or against a minor, the Board may conduct an NCU and SO search to confirm the accuracy of the information. Upon confirmation of a conviction for, or guilty plea to, a crime against or involving a minor, the Board shall not permit the individual to participate as a volunteer.

  • Normally, a committee of two AQBC Board members will review NCI and SO records. The President and/or full Board may also review NCI and SO records.


Payment
  • AQBC may reimburse teams for the cost of background checks.


Registration Fees & Forms


Establishment of Fee


  • The Executive Board is responsible for establishing Registration Fees.

  • Registration fees should be established to cover administrative expenses of the Club and to maintain one years operating budget in the General Fund.

  • Players should not be allowed to practice until required registration fees have been paid.

  • Players should not be allowed to participate in fundraising activities until required registration fees have been paid.
  • Registrations fees are to be collected for each travel event and are not annual in nature.

  • Club and Team treasures may bill for registration fees.


Payment
  • Registration fees must be paid by parents and not from proceeds related to fundraising, sponsors or grants.

  • After paying one full registration fee, parents having more than one player a member of the Club will be entitled to a 50% discount for additional registrations.


Grant, Sponsor & Fundraising Revenues


Ownership

  • All grant, sponsor, and fundraising revenues are the property of the AQBC.

  • Parent contributions become the property of the AQBC once received.


Fundraising
  • The Executive Board must approve fundraising activities.

  • Fundraising activities may be either clubwide or teamwide in scope.

  • Fundraising revenues can be credited to individual players provided all participants are afforded the same opportunity.

  • Unused player fundraising credit may be “rolled” into a new year.


Sponsorships
  • Sponsor revenue may be either clubwide or teamwide in scope.

  • Sponsor revenue may remain with the team that generated the funds.

  • Sponsor revenue must benefit all players within the scope equally.

  • Sponsor revenues cannot be used as fundraising credit.

  • The Executive Board may refuse any sponsor revenue whether clubwide or teamwide in scope.


Grants
  • Grants must be clubwide in scope.

  • The Executive Board must approve all grant applications.

  • The Executive Board must approve disposition of grant revenues.


Team Travel
  • Teams must request permission to travel.

  • The Executive Board approves all team travel request.

  • Travel request must include; Destination, itinerary, budget and roster.

  • Team travel that interferes with Little League baseball will not be approved.



Volunteers
  • The Executive Board approves Volunteers.

  • Volunteers must complete a volunteer application giving the Club permission to conduct a background check.

  • Managers, Coaches, Team Treasurers, Team Secretaries, Board Members are volunteers of the Club.

  • A volunteer application is not required for fundraising or other incidental work for the club or a member team.


Bookkeeping
  • Only approved volunteers may handle team and/or club funds.

  • The Executive Board may dismiss a volunteer who fails to handle team and/or club funds appropriately.

  • Teams are required to maintain an accurate accounting of revenues and expenses.

  • Teams are required to use Board approved bookkeeping system.

  • Teams are required to keep receipts for expenses.

  • The Executive Board must approve all equipment/material expenses over $1,000.

  • Signers on Club and/or team banking accounts may not sign checks to themselves.


Professional Services
  • The Executive Board must approve the use of any professional services including but not limited to; Attorneys, Accountants/Bookkeepers and Advertising Consultants.