POLICIES

The Policies are a set of rules for the youth league complex as the by laws are rules for the board that runs the youth league.  If you would like, as in the By Laws section, you may go to a specific policy below. These policies are to be followed in addition to the by laws.

POLICIES -- ARTICLE I General Policies

A.        If lighting is sighted or thunder is heard all fields should be cleared immediately.  The fields should stay cleared for at least ten minutes after the final sighting.

B.         All injuries should be reported to the sports commissioner, vice president of administration, and the president of the Youth League.

C.        All parents, players, coaches and board members are to always abide by the Youth League by-laws.  Namely good sportsmanship.

D.        On Sundays, activity at the Youth League shall not begin prior to Noon.  The exception being tournaments and special events.

E.         Coaching is a volunteer position appointed on a year-to-year basis by the commissioner of that sport. 

F.         Coaching concerns and complaints which are brought to the attention of the sports commissioner are handled in the following fashion: 

1)         The commissioner checks out the complaint.

2)         If the commissioner determines the complaint is valid, the commissioner then speaks to the coach. 

3)         The coach will be told that if the undesired action continues, his/her responsibilities will be cut back (i.e.: a head-coach would become an assistant coach.  If the coach in questions is an assistant coach at the time of the complaint, the commissioner along with the head-coach will speak to the individual.)

4)         If the commissioner determines that the situation does not improve and the person’s responsibilities are cut back, they will at that time receive a written warning from the Youth League Board.  The letter will state the complaints, the steps taken up to the current date, the cut back which they are being given, and the consequences which will occur is the situation persists (i.e. their coaching position being terminated). 

G.        Coaching staff, players, board members and officials are to refrain from using tobacco products during games and practices within the confines of the athletic field. 

H.        Any athlete, coach or official injured while playing a game or practicing at the Youth League complex which results in an open bleeding wound must leave the field of play until the bleeding is controlled and stopped.  Disposable latex gloves, which are located in the “First Aid Kits”, MUST be worn by any person who attempts to aid in the wound care.  Any uniform soiled with blood must be replaced prior to re-entry into the game. 

I.          Other league’s by-laws and guidelines may govern teams, which compete against organizations other than the OVYL.  Players who are interested in participation on such a team are not guaranteed a position nor are they guaranteed playing time.

POLICIES -- ARTICLE II Board Member Policies and Guidelines

A.         Always keep the children’s best interest in mind. 

B.         Follow all Youth League by-laws and policies. 

C.        Attend the monthly General Meeting of the membership. 

D.        Achieve a level of UNITY for the entire Youth League. 

E.         Report any injuries to the Vice President of Administration. 

F.         Report any situations that may impact the Youth League to the President. 

G.        Make sure the building is locked prior to leaving the premises, or verify with someone else that they will lock prior to leaving. 

H.        Be a link between the administration of the Youth League and the coaches, parents and children. 

I.          Three bids should be obtained for major purchases (uniforms and anything in excess of $250). 

J.          Purchase orders are to be obtained, from the treasurer, prior to placing an order. 

K.        Any purchase over $100 should be discussed with the treasurer.  All purchases that exceed $500 should be brought to two Youth League general meetings for discussion and vote.  Any purchase less than $500 should be brought to one meeting.   

L.        The VP of Operations shall have the authority to spend up to $1,000 per project without other approval.  If the cost is between $1,000 and $2,000 the item needs to be brought to one meeting for discussion and vote.  If the cost is more than $2,000 or more the item needs to be brought to two meetings for discussion and vote.  If a situation arises in which immediate action is necessary, the above procedures may be waived.  However, at least 7 board members must approve the expense. 

M.       The commissioners will provide a budget for their sport after the completion of registration, not less then one month prior to the start of the sport.  The budget is to show the projected income, expenses, and any profit or loss expected for that given season. 

N.        The first quarter of each year, the voting members of the Oley Valley Youth League will vote on up to five members of the current senior class to receive a “Senior Award” (typically a $50 gift certificate from Schuylkill Valley Sporting Goods).  It will be preferred that one senior from each of the five sports offered be chosen; however, that is not necessary.  The process of determining the recipients of the Senior Award (including verified overpayments) is as follows: 

1)         The board reviews a list of graduating seniors.

2)         The senior must have participated in one of the five sports at the Youth League.

3)         The senior should contribute in a sport at the high school level.

4)         His/Her continual service and participation at the Youth League is taken into consideration.

5)         The board then votes upon which five seniors are to receive the sports awards.

6)         The identity of the seniors is kept secret until officially announced by the school

POLICIES -- ARTICLE III Petty Cash Policy

A.        Petty cash in the amount of $100.00 may be issued to any board member who makes purchases on behalf of the Youth League. 

B.        At the beginning of each year, it is the responsibility of the board member to complete a check request form for the petty cash and submit it to the treasurer. 

C.        Receipts of all purchases are to be kept.  If the receipt does not clearly indicate what was purchased, please write the item on the receipt. 

D.        When the petty cash is close to or depleted, complete a check request form in the amount of the receipts.  The receipts should be attached to the check request form.  Turn in the request to the treasurer and he/she will issue you another petty cash check if one is needed. 

E.         All outstanding petty cash and receipts should be turned into the treasurer at the end of your sport’s season or by the beginning of December of the year the check was issued, which ever is sooner.

POLICIES -- ARTICLE IV Purchase Order Numbers

A.        In order for the treasurer to have an accurate picture of the Youth League’s finances, a purchase order number system is used.  When placing an order with a vendor, who will bill the Youth League, you must give them a purchase order number. 

B.         Each year the secretary submits a letter to all the Youth League vendors.  The secretary notifies them of who currently has authorization to make purchases on behalf of the Youth League.  Also the letter reviews our policy for purchase order numbers – which is that we will not issue a check for a bill that does not have a purchase order number on it. 

C.        To get a purchase order number you need to contact the treasurer.  You need to tell the treasurer what you are purchasing, from what vendor, and the approximate cost.  The treasurer will then issue you a purchase order number, and send you a copy of the purchase order if time allows. 

D.        There may be times when you need to purchase something quickly or you are unable to reach the treasurer.  Although sufficient time should be allowed before making the purchase, you can make the purchase then get the information to the treasurer as soon as possible. 

E.         Using purchase orders helps to keep the Youth League from being falsely charged for items.  Also having the purchase order on the bill enables the treasurer to pay the bill on a timely basis.   

POLICIES -- ARTICLE V Registration

A.        Beginning 1 January 2000, the cost for registration for teeball, softball, baseball’s instructional, minor and major leagues, field hockey, soccer and basketball will increase to $40 per child per sport (subject to change without prior notice).  For those who volunteer to be a head coach or assistant coach, a credit of $5 per child being registered will be given.  The registration fee only is waived for board members. 

B.         Fund-raising donation or profit from sales will be a minimum of $30 per child registered with the Youth League per sport (subject to change without prior notice).  If you can not sell all the of the fund-raiser items, you will be expected to pay the difference in cash between your profit and $30 to reach the minimum goal (example: you sell enough candy to profit $20, you will pay the Youth League $10 in donation to reach the $30 minimum goal for fund-raising).  Board members are expected to donate or raise a minimum of $30 per child. 

C.        It is expected that the parent(s) will volunteer a minimum of 3 hours in the concession stand per child per sport.  If the parent(s) chooses not to volunteer in the concession stand, a donation in the amount of $20 (subject to change without prior notice) can be made – per child per sport – with a maximum of $40 or 6 hours per family per season.  For those who volunteer to be a head coach and no more than two assistant coaches per team, the volunteer/monetary commitment will be waived. 

D.        Baseball – City/County League, Jr. Legion and Legion Leagues

1)         Registration is $100 per child

2)         The Youth League will provide a uniform (shirt and hat) to all registered players.  If additional items are required (pants, socks, cleats, etc.) it is the parents’ responsibility to provide what is required.

3)         These teams will participate in the Youth League’s fund-raiser with a requirement to raise or donate a minimum of $30.

4)         The 3 hours volunteer commitment per child or $20 concession stand donation per child (maximum 6 hours or $40 per family) is expected. 

E.         Registration refunds are available only if a child decides not to play within 30 days of the final registration date

1)         The refund will be for the registration amount, the fund-raiser donation (if one was made) and the concession stand donation (if one was made)

2)         If a late registration fee was paid, but still decides not to play within the 30 days of final registration, the late fee will not be refunded

3)        The treasurer will make sure the fund-raiser has been settled before a check can be cut

4)         The treasurer will mail the check to the parent of the child after fund-raiser is cleared and a second signature on the check is obtained   

POLICIES -- ARTICLE VI Sport Policies and Age Requirements

A.        Tee ball

1)         The children must be in kindergarten or first grade to play

2)         The Youth League will provide a uniform (shirt and hat) to all registered player - if additional items are required (shorts, socks, cleats, etc) it is the responsibility of the parent to provide what is required 

B.        Softball

1)         For the minor league, the children must be 8, 9 or 10 before August 1^st

2)         For the major league, the children must be 11, 12, 13 or 14 before August 1^st

3)         The Youth League will provide a uniform (shirt and hat or visor) to all registered players – if additional items are required (pants, socks, cleats, etc.) it is the responsibility of the parents’ to provide what is required

4)         There will be tournament teams for – 10&U, 12&U, 14&U, and 16&U if numbers allow.  Girls must meet age requirements by January 1^st for tournament teams.

a)         The girls will try-out for the tournament teams

b)         The tournament teams will receive an extra shirt

c)         The tournament teams will participate at all softball tournaments held at the Youth League for their age group

d)         The Youth League will pay for the tournament teams to participate in two outside tournaments

e)         The tournament teams can do additional fund-raising to participate in additional outside tournaments – the money raised will be kept and monitored by the treasurer

f)          The parent(s) of the tournament team players will be expected to volunteer additional time at the tournaments so they may be run successfully (a minimum of 2 hours). 

C.        Baseball

1)         For the instructional league the children must be 8 years old by August 1^st

2)         For the minor league the children must be 9 or 10 years old by August 1^st

3)         For the major league the children must be 11 or 12 years old by August 1^st

4)         For Jr. Legion and City/County the children must be 13, 14 or 15 by August 1^st

5)         For Legion the children must be 16,17 or 18 by August 1^st

6)         The Youth League will provide a uniform (shirt and hat) to all registered players – if additional items are required (pants, socks, cleats, etc.) it is the responsibility of the parent to provide what is required

7)         There will be tournament teams for the minor and major leagues

a)         The tournament teams will participate at all baseball tournaments held at the Youth League for their age group

b)         The Youth League will pay for the tournament teams to participate in one outside tournament

c)         The tournament teams can do additional fund-raising to participate in additional outside tournaments – the money raised will be kept and monitored by the treasurer

d)         The parent(s) of the tournament teams players will be expected to volunteer additional time at the tournaments so they may be run successfully (a minimum of 2 hours).

e)         The Youth League will not pay for tournament for the City/County, Jr. Legion and Legion teams  

D.        U8 Soccer

1)         The children must be 5, 6 or 7 years old by August 1^st or entering kindergarten

2)         The Youth League will provide a uniform (shirt only) to all registered players – if additional items are required (shorts, socks, cleats, etc) it is the responsibility of the parent to provide what is required 

E.         Soccer

1)         Available to U9 through U14 for boys and U9 through U19 for girls

2)         The teams are individual age groups as follows:

a)         U9 – must be 8 before August 1^st;  

U10 – must be 9 before August 1^st;

U11 – must be 10 before August 1^st;  

U12 – must be 11 before August 1^st;  

U13 – must be 12 before August 1^st;  

U14 – must be 13 before August 1^st;  

U15 – must be 14 before August 1^st;  

U16 – must be 15 before August 1^st;  

U17 – must be 16 before August 1^st;  

U18 – must be 17 before August 1^st;  

U19 – must be 18 before August 1^st

3)         The Youth League will provide a uniform (shirt only) to all registered players – if additional items are required (shorts, socks, cleats, etc.) it is the responsibility of the parent to provide what is required

4)         There can be one tournament team per age group

a)         The children will try-out for the tournament (A) teams

b)         The tournament teams will participate at all soccer tournaments held at the Youth League for their age group

c)         The Youth League will pay for the teams to participate in one outside tournament

d)         The teams can do additional fund-raising to pay for additional outside tournaments – the money raised will be kept and monitored by the treasurer

e)         The parent(s) of the tournament teams players will be expected to volunteer additional time at the tournaments so they may be run successfully (minimum of 2 hours). 

F.         Field Hockey

1)         The children must be in third through sixth grade to play

2)         The Youth League will provide a uniform (shirt only) to all registered players – if additional items are required (shorts, socks, cleats, etc.) it is the responsibility of the parent to provide what is required

3)         Tournament teams vary on the number of girls signed up

a)   The tournament teams will participate at all hockey tournaments held at the Youth League

b)   The Youth League will pay for the tournament teams to participate in one outside tournament

c)   The tournament teams can do additional fund-raising to pay for additional outside tournaments – the money raised will be kept and monitored by the treasurer

d)   The parent(s) of the tournament teams players will be expected to volunteer additional time at the tournaments so they may be run successfully (a minimum of 2 hours). 

G.        Basketball

1)         The children must be in first through sixth grade to play. Boys can play from first through 8th grade.

2)         The Youth League will provide a uniform (shirt only) to all registered players – if additional items are required (shorts, socks, shoes, etc.) it is the responsibility of the parent to provide what is required  

POLICIES -- ARTICLE VII "Playing Up"

A.         Participation in any Youth League program is limited to minimum age and/or grade requirements as stated in each program’s guidelines.  There are two exceptions to this.  The first being if the sport’s commissioner, with input from other qualified sources, determines that the child should play outside of their bracket for safety reasons.  The other is if the sport’s commissioner determines that the number of players in an age bracket require a child/children to “play up.”  No other exceptions will be made without board approval.  Parent requests are not permitted and will not be entertained. 

POLICIES -- ARTICLE VIII Park Rules

A.          No profanity or fighting

B.          No alcoholic beverages or any drink in glass bottles

C.          No one is allowed in the park after 10:00 p.m.

D.          Pets are not permitted on Youth League property.

E.          Speed limit is 5 mph

F.          Park at your own risk

G.         No scooters, in-line skating, biking, etc. during scheduled activities on Youth League property.  

POLICIES -- ARTICLE IX Use of Facilities

Requests for the use of facilities must be submitted to the Commissioner of the sport for which the facility will be used, must be approved by the commissioner and/or the board of directors.  The following guideline must be followed:

1.         The organization making the request must carry insurance and provide a certificate of insurance to the Oley Valley Youth League prior to the event.

2.         The organization must include one participant from the Oley Valley School District.

3.         The use must NOT conflict with ANY other Youth League activity and must be scheduled with the commissioner of that sport.

4.         A fee of $50 per day, paid prior to the event, will be assessed for each scheduled activity at the facility.

5.         Additional fees may be assessed if employees of the Oley Valley Youth League are needed for the scheduled activity.  Fees are decided on and approved by the OVYL Board of Directors.  

These Policies, Statements and Rules amended by Majority Approval 4 April 2001.

A request to amend these policies needs to be brought to discussion at one Youth League General Meeting and voted on by Majority Approval at a second General Meeting. 

The By-laws, Policies and general Youth League information booklets are to be kept by each board member and passed along to their replacement at the time of a change.  These booklets are vital to the proper operation of the Oley Valley Youth League, Inc.