Little League® Eastern Region Headquarters: Region News

Many local Little League programs tend to "rest" in the Fall.  Sure, there is the "Second Season" of Training and Development, but since most people associate baseball and softball with Spring and Summer, interest in the local league naturally wanes when the weather gets cooler.  However, the Fall can set the tone for the entire coming season.  The groundwork for success (or lack of it) of a season can often be found in how well (or how poorly) the league conducts its operations during this time of the year.  The keys, as with much of Little League, are proper communication and application of Rules, Regulations and Policies.

Notice of Election:

Many local Little Leagues utilize the LLB/LLSB Sample Constitution (if your league does not, I highly recommend that the board review its current constitution and look towards adopting the Sample), which was written with the specific purpose of giving a local league a document that conforms to Robert's Rules of Order, State Laws, Federal Laws and Little League Rules, Regulations and Policies.

In a local league and its constitution, written notice of the election (Annual Meeting) is delivered to ALL Regular Members (also defined in the league's constitution) in good standing, at least 10 days before the election.  The process is by mail, unless an alternate process has been approved by the membership (not the board) in advance of the Annual Meeting.  The notice includes the date, time and place of the Annual Meeting.

Election Day:

Usually, the best time to hold the election is the last week of September.  This is because the fiscal year for Little League Baseball, Incorporated, starts on October 1st of each year.  Electing a board in the spring or summer is allowed, but results in a "lame duck" board being in control for an extended period of time, until the fiscal year starts.

Election Day Procedures:

• Determine if a quorum is present.  If not, the election cannot take place.
• Membership should be limited to those who qualify as volunteers.  Leagues having difficulty obtaining a quorum usually consider all parents to be members.
• Appoint an election Chairperson.
• Ratify the Membership and Membership list for those present, by election.
• Determine how many people will serve on the board of directors.  The number must be at least the number listed in the constitution.  Must be a minimum of seven (7) - President, VP, Treasurer, Secretary, Player Agent, Safety Officer and League Info. Off.
• The nominating committee presents its report on those who have agreed to serve.  Nominations are not by position.
• Nominations are opened to the floor.  Any Members is eligible for nomination.
• Nominations are closed by vote of Membership.
• Every Regular Member receives one ballot.  Voters list names of eligible candidates in the number previously determined.
• Nominees must receive 51% of the vote to be elected.
• New Board is announced.  Membership votes to approve the results of the election.
• New Board meets to elect officers from among its number.  Establish meeting dates for the board.

First official responsibilities: Notfiy the District Administrator, Regional Headquarters and International Headquarters, by mail , of the election results.  At this time, the Board of Directors should also appoint a committee to conduct the background checks of board members and other volunteers who provide regular service to the league or have repetitive access to, or contact with, players and/or teams - LLB recommends the board to appoint the President and two other individuals to handle the background checks.  These two individuals may be on the board or from outside the board.

Membership:

There are two types of members: Regular Members and Player Members.  This section will focus on Regular Members-those usually defined as eligible to vote at the Annual Meeting and other general membership meetings.

Regular Members automatically include, by definition, all current managers, coaches, volunteer umpires, board members, officers of the board and any other member recognized as volunteers within the league.

One of the worst mistakes any league can make is to define its membership as all of the parents in the league.  Think of it the same way as any parent/teacher organization in a school.  Simply having a child in the school does not mean you are a member of the organization.  You must DO SOMETHING to be a member-even if it's simply to pay the annual dues.  The registration fee paid for a child to participate in a local league does not include dues for being a regular member.

A league that includes all of its participants' parents in membership is inviting problems such as:

• The single parent of four children in the league could charge the system is unfair, and he/she should have four votes.
• Which parent gets to vote?  If both get to vote, the single parent above has an even more compelling argument of unfairness.
• The normal quorum of a meeting is one-third of the members.  In a league with 200 participants, this could result in more than 400 eligible members, requiring more than 132 members to be present before any business can be conducted.  If it is conducted, the election could be challenged.

WINTER SEASON:

This is when a local Little League starts gearing up for the season.  Supplying the proper paperwork to the distrit administrator, Regional Office and International Headquarters is critical at this time.

Officers Meet with DA and District Staff:

It is vital that the local league officers meet with the district administrator and his/her staff at this time.  Plans for the coming year need to be discussed.  This is when the new officers and directors learn what the district administrator's role is, and the limits of his or her authority.  The boundaries of the local league should be reviewed and discussed, to ensure no other leagues in the area overlap those of other chartered Little League programs.  

Review Constitution:

If a local league wants to change its constitution, it will need to follow the proper procedure for amending it. (Sample LL Constitution available under Region Documents).  Any changes must be approved by teh Membership (not just the board) and the Regional Office, in writing, before the amendment is put into effect.  A draft of the proposed amendment can be sent to this office before or after the membership approves it.  However, it is recommended that the proposal be approved by us before it goes to the membership.  If your league's constitution cannot be located, simply call our office and we can review your permanent file to locate a copy and distribute.  The constitution, as well as any league document of a general nature, must be made available to any member upon request. 

Local Rules, Ground Rules and By-Laws:

The local rules, ground rules and by-laws for any local league should be brief and are developed, maintained and approved annually by the league's board of directors and are not considered part of the constitution.  No local rule/by-law can conflict with Little League rules, regulations or policies.  They also don't re-state any existing Little League Baseball rule, regulation or policy, as this invites conflicting interpretations.  These local rules/by-laws expire each year (unlike the constitution, which governs the league meetings, etc.) unless amended following the proper procedure.

Umpires:

A local league now begins the process of screening and qualifying umpires for the next season.  Notices around town, in the paper, etc., help bring out interested adults.  It is a fallacy to assume that paying umpires will result in better umpiring.  Some of the dangers and considerations in paying ANYONE for service normally rendered by a volunteer are:
1. Worker's Compensation laws
2. Internal Revenue Service regulations
3. State income tax regulations
4. Little or no control over paid umpires in an association

Acceptable forms of compensation used in a local league could be: pins, plaques, jackets, T-shirts.  Or they allow teh umpire to use a set of equipment for two or three years as a volunteer, then own it.

Player Membership Drive:

This is one of the major events in any year for a local league.  An aggressive membership drive can help to keep the league growing, and can keep it financially successful.  Check out these suggestions:
The notice of registration should include the following:
- Clear information on dates, times and places
- Information on boundary area
- Who: boys and girls, ages, etc.
- Programs offered: baseball, softball, challenger
- Information on birth record needed (not a photocopy).  This must be an original or government-certified copy of an official birth record. (After examination and registering, teh document may then be returned to teh parents, but the parents should be reminded that it will again be required should the youngster be selected for teh league's tournament team).
- Information on acceptable proof of residence
- How to contact league personnel for more information

How does a local league announce registration?  Direct mailing to last year's parents, flyers distributed in schools, newspaper, radio, television announcements, posters, billboards and emails.

**A free registration promotion kit is available at www.littleleague.org

Registration Day - Part 1:

The first step is for the parent to produce identification showing that their legal residence is within the boundaries on a map (map indicates the actual approved boundary area of the league).  Some documents could be a driver's license, income tax records, voter identification card, utility bill, etc.  All acceptable proofs of residence can be located within the rulebook.

*Remember, your league MUST NOT accept any player of any age into a division if the player does not legally reside in the league boundaries, or does not qualify for an exception under Regulation II (d) or Regulation IV (h).

If the birth document is not available, the league has the parent obtain one from teh Bureau of Vital Statistics in teh state in which the child was born.  If still not available, follow the procedure on the policy statement regarding birth documents to obtain a Statement in Lieu of Birth Certificate.  **A notarized copy of a birth certificate is NOT acceptable.  A Notary Public does NOT have the authority to verify the authenticity of documents from teh Bureau of Vital Statistics.

Next, the parent should fill out a Registration Form and Medical Release Form.  These forms can also be located under Region Documents.

Registration Day - Part 2:

The Tryout/Draft System should be explained to the parent.  Second, the budget for teh previous year is explained to the parent, even if he or she was not involved in the league.  The parent has a right to know where the money was spent, and often has no idea how much it costs to operate a Little League for an entire year.  Third, the league can explain teh budget for the coming season: where the league expects the funds to come from - and in what percentage - based on previous experience (fund-raisers, sponsorships, game collections, registration fees, concession income, etc.).  If the parent knows he or she is getting a good value for his/her dollar, they will be willing to pay a reasonable fee.  If the league feels it necessary to charge a registration fee, it may do so.  Remember, payment of a fee must not be a prerequisite for participation (Regulation XIII). 

Fund-Raising Ideas:

One of the best ways to raise funds is through sponsorships.  However, sponsorships of a team does not give the sponsor any rights in the operation of, or the outfitting of, any particular team.  Remember that sponsor names/logos on uniforms or fence signs should not offend community standards.  Fence sign advertisements are a good way to raise funds, but keep in mind the fence signs must meet local ordinances and codes for advertising.  Any advertisement connected with a local Little League must not violate Little League policies regarding tobacco or alcohol.  Other ideas for fund-raising include Decal Day, garage sales, bake sales, program sales, ad sales, picnics, parties, dances, etc.

Equipment:

All equipment used in games and practices must meet Little League standards and specifications for the intended division.  It is NOT necessary that equipment have the Little League Trademark affixed.  However, the league is assured that equipment meets Little League specifications if teh Little League trademark is affixed.

Volunteers and Background Checks:

A local league is required to have all board members, managers, coaches and other volunteers or hired workers who provide regular service to teh league or/and who have repetitive access to or contact with players or teams annually fill out the Little League Volunteer Application and provide a government-issued photo ID.  Additionally, the leauge is required to conduct a background, National Sex Offender Registry Check and/or State Sex Offender Registry Check upon these individuals.  The league will then be required to sign a statement of agreement on its committment to do such upon the charter application.

Appointments (Managers, Coaches, Umpires):

This is a critical time of year for a local league...regarding the appointment and selection of managers/coaches/umpires for the upcoming season.  The first step is for a committee to seek and screen those willing to serve.  The next step is for the president to appoint managers, coaches and umpires at his/her discretion.  The final step in the appointment process is for the board of directors to approve or disapprove that appointment.  No person can manage, coach or umpire without the president appointing and the board approving the appointment.  A president and/or board of directors SHOULD NOT give a reason to a person if he/she is not re-appointed or re-approved as a manager, coach or umpire for the coming season.  No manager, coach or umpire has tenure, regardless of the years of service.

Clinics and Educational Programs:

The final step before a local league before Spring begins is to ensure that the volunteers in the league are properly trained.  The best way is to take advantage of Little League's extensive training programs.  All local league volunteers from board members to managers/coaches to umpires have a chance to receive training and education right here at our Regional Center.  All clinic information, including registration materials, can be located in other stories on this website.


See you in the next edition of "Corey's Corner" which will cover the Spring season in a local Little League...which has even MORE detail, policies, practices and suggestions...as the Spring months are crucial to a local league.  This edition will be published and posted in late February  Best wishes to y'all!!!