NEWBERG BASEBALL BY-LAWS 

MEMBERS OF CAL RIPKEN & JUNIOR BASEBALL ORGANIZATIONS

Modified and Adopted: November 10, 2019 

ORGANIZATION 

The name of this organization shall be Newberg Baseball (aka, “The League”), which is organized as an Oregon non­profit in accordance with the Oregon Non­Profit laws. In accordance with 501(c)(3) of the Federal Internal Revenue Code, the league shall operate exclusively as a non­profit educational organization. This league is affiliated with Babe Ruth League, Inc., a New Jersey corporation and the Junior Baseball Organization, an Oregon corporation. 

Babe Ruth League, Inc.(Cal-Ripken) is an organization formed to provide an opportunity for youths from ages 5-16 to participate in an organized baseball experience. Newberg Baseball will use the Cal-Ripken format for grades K-4.

Junior Baseball of Oregon, Inc. (JBO) is an organization formed to provide an opportunity for Oregon youth from ages 8-16 to participate in an organized baseball experience.  Newberg Baseball will use the JBO format for grades 3-8. Newberg Baseball is a member of the Westside Youth Baseball association. WSYB serves under the umbrella of JBO which is independent of any popular nationwide baseball organizations like "Little League", and governs separate districts such as the WSYB within Oregon. 

 

GOAL 

Keeping baseball FUN, especially in the early stages of youth baseball, is a primary concern of Newberg Baseball. It is the goal of the Newberg Baseball that each participant will not only learn the basics of the game, but will also have fun and experience a high level of excitement and love for the game. Additionally the league will instruct the youth of the community ideals of good sportsmanship, honesty, loyalty, courage, and reverence, so they may be finer, stronger, and happier youths.

 

MEMBERSHIP 

Membership shall be from the area governed by the League which consists of the boundaries established by the National Cal Ripken Organization and Westside Youth Baseball Association. At a minimum this area will include the boundaries of the Newberg School District, with the addition of St. Paul School District. Any player candidate that resides within these boundaries shall be considered eligible to participate in the league. The area may extend into areas as provided by the State, Regional, and National Headquarters rules and regulations.

  • ELIGIBILITY​: Any person interested in active participation to effect the goals of this league may apply to become a member.
  • MEMBERSHIP CATEGORIES​: The League shall have four categories of members.

Descriptions of these will follow in a separate section.

  1. Board of Directors
  2. Regular Members
  3. Player Members
  4. Honorary Members

 

LEAGUE ORGANIZATION

The Newberg  Baseball (the League) shall be governed by a board of elected officers (the Board of Directors).

  • The League shall have Coordinators to coordinate and manage the weekly/monthly tasks necessary to operate the league.
  • The League shall consist of six (6) Divisions as follows:
    • T­Ball – generally comprised of players in grades PK-1 (No Tryouts)
    • Rookie – comprised of players in grades 1-2 (No Tryouts)
    • Minors – comprised of players in grades 3-4 (Tryouts)
    • Minors JBO
    • Junior JBO
    • Senior JBO
  • All players besides Tball and Rookie will be assigned to a division after tryouts.
  • The Board shall meet a minimum of ten (10) times per year on a general schedule of once per month. Meetings will be on the 2nd Sunday of the month at 6pm or as deemed necessary by the President.

 

BOARD OF DIRECTORS

The Board of Directors shall be composed of adult members and shall consist of the positions and committees: 

  • President
  • Vice President / JBO Rep
  • Player Agent/Registrar
  • Secretary
  • Treasurer
  • Scheduler
  • Equipment/Uniform Coordinator
  • Field Maintenance
  • Coach Development
  • Game tracker
  • Tournament Coordinator

Non-voting positions

  • Fundraising
  • Concessions Coordinator
  • Fan gear
  • Sponsorship

 

  • The number of Board members shall be no less than five(5) persons and no more than fifteen (15) who shall be elected at the annual meeting by the active members of the league.
  • The Board of Directors shall have the full authority to direct the property, affairs, and activities of the Association. No board member shall receive any salary or compensation for services rendered.
  • Coaches and/or Team Representative, although not members of the Board of Directors, are encouraged to attend any regularly scheduled meetings of the Board of Directors and participate.
  • The Terms of the Board of Directors will be two years, unless there are exceptions approved by the Board of Directors. 
  • The members of the Board of Directors shall be elected at the annual meeting of the general membership determined by vacancies created by term limits, resignations, or terminations.
  • Elections will be held on the 2nd Sunday of the month of October. Parents will be notified about the election in September. The date, time and place will be announced.
  • Prior to the election vote for Board of Director members, nominations shall be made by any General Member in good standing. Nominations must be seconded by another General Member. (Note: Board members may make and second nominations.)
  • If for personal reasons a Board member cannot fulfill his/her term of office, he/she must notify the President and the Board will attempt to replace the person vacating the office within a reasonable period of time. If this attempt should become unsuccessful, the Board shall share in the duties of the vacated office.
  • If unable to attend a scheduled Board Meeting it is the responsibility of the Board Member to contact the President prior to the meeting. If no contact is made for two consecutive meetings at the third meeting a replacement could be elected for that Board position with approval of the remaining Board Members.

 

MEETINGS AND BUSINESS OF THE BOARD OF DIRECTORS

  • The Board of Directors shall meet the 2nd Sunday of every month, and the location to be determined by the Board at the previous meeting, unless otherwise notified.
  • A quorum of this Board of Directors shall consist of at least 5 of the voting members. However, if less than such a number of Directors is present at the meeting, a phone call or electronic communication can constitute a quorum.
  • The President of the Association does not have a vote on any issue before the Board except in instances resulting in a tie. The President shall then have the authority to vote to break the tie. Any Board member acting as President takes on the responsibility of that office and loses their vote.
  • A motion is passed by a majority vote of those Board members present. Proxy votes shall be in writing and can be in an electronic format.
  • A special or emergency meeting may be called by the President at any time he/she deems necessary. However, it is necessary that quorum be present before voting on any issue.
  • Meetings are open to any interested member of the Association, except meetings involving suspension or termination of membership and team drafts. This includes coaches, assistant coaches, custodial parents or guardians, or players and player members.
  • In the event of a vacancy on the Board of Directors, the vacancy may be filled by a two­-thirds(2⁄3) vote of the remaining Directors. No additional vote is given to the Board member holding two positions.
  • The Board of Directors shall be authorized to remove from office any Director who fails to fulfill the responsibilities of the Board or the objectives of the League. The Director shall be removed in two­-thirds(2⁄3) of all Board members vote for his/her removal.
  • Definition of Meetings​:
    • Annual Meeting:​­ The annual meeting of the members of the League shall be held no later than the last day of October in each year for the purpose of electing officers, directors, and members.
      • Notice of Meeting​­ Notice of each meeting of the members shall be mailed or emailed to each member at the last recorded address at least ten(10) days in advance announcing the place, time, and purpose of the meeting.
    • Regular Meetings:​­ Unless otherwise announced regular board meetings will take place on the second Sunday of the month throughout the year, except July which will be TBD.
    • Special/Emergency Meetings:​­ A special or emergency meeting may be called by the President at any time he/she deems necessary. However, it is necessary that quorum be present before voting on any issue. No additional business will take place other than that specified in the notice of the meeting.
    • Rules of Order:​­ Robert’s Rules of Order shall govern the proceedings of all meetings except where same conflicts with the Constitution and Bylaws of the League.
    • Fiscal period for Newberg Youth Baseball is October-September.  Any member may request a copy of the financial statements by contacting the Treasurer or President.

DUTIES OF THE BOARD OF DIRECTORS ​

  • The By­Laws shall be the governing instrument of the Board of Directors and the League.
  • Establish and modify as necessary League By­Laws and Policies (By­Laws shall be adopted by a majority vote of the Board).
  • Establish and adopt other rules and procedures as necessary for the running of the League.
  • Determine the roles, responsibilities, rules and procedures for Board members, Division Representatives and League Coordinators.
  • Appoint Division Representatives and League Coordinators from those nominated by the General Members.
  • Direct and support Division Representatives and League Coordinators.
  • Initiate, promote, and participate in the annual fund­raising events.
  • Determine the agenda for the annual meeting of the general membership.
  • Prepare all applicable annual reports for the annual general membership meeting.
  • Establish and modify as necessary registration, try­out and player team placement rules and procedures.
  • Establish and modify as necessary Rules and Procedures for drafting teams.
  • Establish and modify as necessary Coaches, Player and Parent Disciplinary and Complaint Procedures.
  • Review and approve the Coaches Handbook and any related League documents or procedures.
  • Determine fees for player registration and sponsorship, approve all fundraising activities and approve League expenditures.
  • Approve budget and operational expenses for the year.
  • Approve the League schedule.
  • Select uniforms.
  • Select regular season and All­-Star coaches or establish a procedure for that selection.
  • Select All­-Star teams or establish a procedure for All­-Star team selection.

 

Calendar of Events

August

  • Review previous season budget and treasurer's report
  • Fall ball review

September

  • Nomination of Board members for new season

October

  • Election of Board of Directors

November/December

  • Rule changes
  • Coach recruitment and training

January

  • Player registration
  • Mail out sponsorship letters

February 

  • Tryouts for JBO
  • Tryouts for Cal-Ripken Minors
  • Mail out sponsorship letters

March

  • Team rosters complete
  • Players notified of team before Spring break
  • ALL coaches meet with Coach Coordinator
  • Coach informs Communication Director of team parent rep
  • Fundraiser

April 

  • Flower Sales fundraiser
  • Regular season games and tournaments set
  • All Star coach applications due and reviewed
  • All Star tryouts

May 

  • All­ star games and tournaments set

June

  • Cal Ripken Day

July

  • JBO season wraps up

 

DUTIES OF THE PRESIDENT

  • Preside over all meetings and present a report of the condition of the League at the annual meeting.
  • Communicate to the Board of Directors meeting agendas prior to the meeting and coordinate all correspondence with the Secretary
  • Call for special or emergency meetings of the Board.
  • Request any other permits needed for the operation of the Baseball program.
  • Request field­ use permits by (date to be determined) for use of the fields during the regular and All Star season for the year.
  • Investigate complaints, irregularities, and conditions detrimental to the League and report thereon to the Board as circumstances warrant. Keep of log of all such investigations.
  • Establish, with the approval of entire Board, the times and locations of sign­ups.
  • Oversee regular season play.
  • In cooperation with the Treasurer prepare and submit an annual budget to the Board of Directors and be responsible for the execution thereof.
  • Attend all Northern Oregon State Board Meetings or assign another Board Member.
  • Attend the sign­ups established for the players. In cooperation with the player agent, examine the application and support proof­ of­ age documents every player candidate and certify residence and age eligibility before the player may be accepted for team selection.
  • Oversee the assignment of players to teams by attending any/all draft meetings.

DUTIES OF THE JBO REP/VICE PRESIDENT

  • Chair all meetings of the Board of Directors in the absence of the President.
  • Attend Westside JBO league meetings
  • Attend the sign­ups established for the players. 
  • Oversee the assignment of players to teams by attending any/all draft meetings.

DUTIES OF THE SECRETARY

  • Keep accurate records of all meetings of the Board Directors and general membership.
  • Update and maintain rule changes.
  • Arrange for the annual team pictures.
  • Prepare all correspondence regarding Association business.
  • Assist player agent with keeping accurate accounts of player age verification, medical releases, insurance records, and pertinent information regarding all players.
  • Work closely and communicate with the President and player level coordinators. To insure all paperwork is filled out to the best of their knowledge.
  • Organize paperwork for the sign­ups with Player Agent.
  • Work closely with President to make sure all information has been sent to Babe Ruth organization and Westside JBO.
  • Coordinate and maintain league background check records.
  • Maintain player, coach, and volunteer lists that are up to date and can be accessed by others for communication purposes.
  • Attend the sign­ups established for the players.

DUTIES OF THE TREASURER

  • Maintain accurate electronic records of all moneys received and spent by the Association with hard copy backup.
  •  Provide a treasurer’s report to be given at each monthly meeting of the Board of Directors.
  • Prepare a financial statement to be presented at the Annual General Membership meeting.
  • Do the Association banking.
  • Prepare, submit and maintain all required IRS filings.
  • Attend the sign­ups established for the players.
  • Establish fundraising/sponsorship/concession committee. 
  • Assist committees during season and events. 

DUTIES OF THE FUNDRAISER/SPONSOR COORDINATOR

  • Maintain accurate records of all fundraisers.
  • Submit a list of all current fundraisers at the Annual General Membership meeting.
  • Coordinate efforts to obtain sponsors.
  • Maintain accurate records of all current sponsors.
  • Provide sponsor with a written agreement form to be signed and dated by both the sponsor and the Sponsor Coordinator.
  • Provide all sponsors a letter of thank you and when applicable a plaque with team picture.
  • Provide the Treasurer a list of all sponsors so that a receipt for tax purposes will be sent to the sponsors.
  • Oversee sponsor signs getting made and delivered to teams.

DUTIES OF THE PLAYER AGENT/REGISTRAR

  • Attend the sign­ups established for the players.
  • Oversee the assignment of players to teams by attending any/all draft meetings.
  • Collect from the Secretary copies of all sign­up sheets for playing level.
  • Serve as spokesperson for coaches and players.
  • Oversee the operation of teams within their playing level making sure the goals of the Association are being achieved.
  • Attend and assist in the practice for all playing levels (just to check in occasionally).
  • Settle disputes within the playing level as much as possible.
  • Notify all parties involved, including the Babe Ruth League, Inc., of any subsequent player replacements or trades.
  • Serve as spokesperson for coaches and players.

DUTIES OF THE FIELD COORDINATOR

  • Recommend maintenance needed on playing and practice fields during the year, (December to December), and present these recommendations to the Board of Directors as a whole.
  • Communicate with those maintaining the collection of garbage and the cleaning of the facilities.
  • Apply in writing or by phone for permission to do any work on fields that requires permission of the school districts.
  • In cooperation with the ­President establish the time and dates for all field maintenance work sessions and to assign work crews where necessary.
  • Arrange for the purchase of needed materials or the rental of needed equipment.
  • Teach ALL coaches how to prepare home game fields for use, and break down and store equipment at end of day.
  • Serve as the contact for coaches and volunteers to work with when field needs come up and need to be addressed.
  • Facilitate coordination with the High School, CPRD, and JBO to coordinate between the programs use of fields. 

DUTIES OF EQUIPMENT /UNIFORM MANAGER

  • Be responsible for the inventory of equipment and uniforms which are the property of the Association.
  • Be responsible for the purchase of new equipment and the maintenance or replacement of equipment as needed.
  • Be responsible for issuing and collecting equipment to the coaches at the beginning and end of each season.

DUTIES OF THE GAME SCHEDULER/UMPIRE COORDINATOR

  • Create and maintain league game schedule
  • Recruit and register Umpires at all levels for each season.
  • Receive head coach feedback to help evaluate umpire performance.
  • Establish an Umpire clinic sponsored by the Association each year.
  • Serve as spokesperson for Umpires.
  • Act as lead for dispute resolution and rule interpretation between coaches and Umpires.
  • Be responsible for communicating between the Board of Directors and the Umpires.
  • Oversee the operation of Umpires at each level making sure the goals of the Association are being achieved.
  • Be responsible for the inventory of equipment and uniforms which are the property of the Association for umpires.
  • Be responsible for the purchase of new equipment and the maintenance or replacement of equipment as needed for umpires.

DUTIES OF THE COACH COORDINATOR

  • Recruit and register coaches and assistant coaches for each season.
  • Receive head coaching applications by January of each year and present them to the Board of Directors for consideration and voting approval.
  • Create and maintain coaches handbook.
  • Establish a coach’s clinic sponsored by the Association each year and review coaches handbook yearly to be given out prior to tryouts.
  • Be responsible for communicating between the Board of Directors and the coaches of their playing level.

DUTIES OF THE CONCESSION COORDINATOR

  • Maintain the operation of the Association concession stand including the ordering of any and all needed supplies.
  • Be responsible for any keys for the operation of the concession stand.
  • Report to Board of Directors monthly during the season on the finances of the concession stand.
  • Supply the Treasurer with all needed receipts for keeping financial records.
  • Be responsible for making up the schedules for each team working the concession stand.
  • Maintain a first aid box in the concession stand. 

COMMUNICATION/WEBSITE DIRECTOR

  • Update Newberg Youth Baseball website and Facebook page
  • Act as Community Contact Rep (see roles below)
    • Attend meetings of the School Board, Parks Bureau and any other community organizations reporting back to the Board of Directors all information received from such meetings.
    • Act as liaison between the Board of Directors and all community organizations communicating the concerns and opinions of the Association
    • Report back to the President or Vice President.
    • Attend the sign­ups established for the players. 
  • Act as Parent Coordinator/Volunteer Coordinator (see roles below)
  • Serve as spokesperson for parents representing parents concerns.
    • Be responsible for communicating between the Parents and the Board of Directors and the coaches of their playing level.
    • Oversee the operation of teams within their playing level making sure the goals of the Association are being achieved.
    • Help with the coordination efforts with the Team parent pertaining to fundraising information.
    • Help with the Concession Coordinator and Team Parent in the operation of the Concession Stand.

COACHES

Coach Selection: Coaches for each level will be determined after tryouts are completed and before the appropriate draft commences. Anyone who is interested in coaching can access an application from the league website (newbergbaseball.com). Coaches will be selected from the applicant pool and approved by the Board. In the case of a surplus (i.e. more coaches for a certain level than there are teams), the board will prioritize selections based on past performance, prior involvement with the league (including attendance at events such as Coaching Clinics), and finally, through an interview with appointed Board Members who are not involved (as a coach or parent) at the particular level in question. In an instance where there are more teams than coaches, the draft will continue as planned with knowledgeable Board members (without a conflict of interest) drafting teams. All applicants will be required to complete a League Background check.

 

DUTIES OF THE COACHES

  • Work to achieve the goals of this Association.
  • Teach the techniques of baseball play, stressing the importance of skill development, teamwork, and sportsmanship.
  • Learn and follow the rules of Newberg Cal Ripken and Junior Baseball Organizations as played by the Association.
  • Be responsible for the recruitment and selection of assistant coaches.
  • Be responsible for the conduct of their players, assistant coaches, and custodial parents.
  • Assist the League in the distribution and collection of uniforms and equipment.
  • Help maintain equipment issued to his/her team.
  • Maintain accurate records during the playing season according to the protocol established by the Newberg Cal Ripken and Junior Baseball Organizations.
  • A Head coach or Assistant Coach MUST be present at all practices and games.

DIVISIONS

  • An objective of the League is to have each participant play in the most appropriate Division based on the participant's’ skill level. Any deviations (keeping down or moving up) from these age groups must be approved, in writing, by the Board.
  •  To support operations of the league and facilitate communications, Division Representatives shall be appointed by the Board. Nominations for appointment shall be made by any Active League Member.
  • Division Representatives shall be Active League Members.
  • At any time the Board may elect to replace a Division Representative.
  • Division Representatives term shall be for the duration of one (1) year.

TEAM SELECTION/PLAYER PLACEMENT

  • Teams in the Newberg Cal Ripken and Junior Baseball Organizations (JBO) shall be determined by a “Player Placement Draft” in accordance with the Draft Rules and Procedures. All divisions will be redrafted every year. 
  • Tryouts are required for any player wishing to be drafted onto a team. Participants who are unable to participate in a tryout due to a league approved conflict/sickness/injury will be given a score by the board in a closed (executive) session before teams are formed. Any unapproved absence will result in the player being assigned a score at the Board’s discretion. 
  • We will form teams according to the predetermined WSYB matrix. If the Board believes that there is sufficient reason (lack of players, competitive level of current players, etc.) to apply to Westside to play out of matrix (known as an “exemption”) the Board will vote on the issue before a decision is due to WSYB. 
  • Draft Procedure (All Levels): All players are ranked in order from highest score to lowest score based on their tryout evaluations. The scoring list is confidential and is distributed to coaches no less than 48 hours prior to the appropriate draft. N.B. Any person who shares the Player Evaluation scores with someone who is not an approved coach will be removed from their role as coach and unable to coach for one calendar year or unless reinstated by the Board. 
    • JBO draft rules: At every level the Federal team will be darfted first based on the evaluation scores of the players who indicated interest (either by attending the federal tryout or marking, “interested in the Federal team” on the player application/registration form). 
    • At every level in which we have more than one team (i.e. two Senior American teams) we will host a draft which includes all involved head coaches at given division and level, and specifically appointed Board Members (appointed by the President). Teams will be drafted equally.
    • Player selection will be guided primarily by the Player Evaluation scores and positional needs of each team.
  • Cal Ripken Addendum: Coaches are able to choose any player they desire at any point during the draft. Each team is allowed two coaches, and each coach will choose their son(s) or daughter(s) in a round pre-determined by the board members facilitating the draft according to the score the player received during tryouts. Prior to the draft, coaches will draw numbers for the order in which they choose, and the draft will be a snake draft (1, 2, 3, 4, 5, 5, 4, 3, 2, 1, 1, 2 etc.).
  • Tee Ball & Rookie teams shall be selected based on requests, schools attended and geographical considerations.
  • Any request for exceptions to the above player placement procedure must be made in writing to the Board on or before the last day of tryouts.

 

PLAYER CONDUCT

Any player who is facing disciplinary action from either school or the police shall not participate in any practices or games until the matter has been settled and the Board feels that the player faces no threat to any other player.  The player in question may attend tryouts if accompanied by a parent or legal guardian. There is a “No Tolerance Policy” concerning drugs or alcohol.

 

All players are responsible for conducting themselves in an appropriate manner on and off the field and around the playing area.  Unacceptable behavior shall include, but are not limited to, the use of tobacco, alcohol, drugs, poor sportsmanship, inappropriate language, or any other actions or behavior determined to be injurious or hostile to the interests of NJBO.  Coaches shall have the authority to suspend any player who willfully violates the rules and guidelines of NJBO. The Board has a “No Tolerance Policy” concerning drugs and alcohol.

 

In the event of a violation of player conduct guidelines by any player, the following steps shall be taken as needed to resolve the problem:

 

  • The Coach will try to resolve the problem by speaking with the player
  • If the problem is still unresolved then the Coach shall speak to the parents to see if they can help resolve the issue
  • If the problem still exists then the Coach shall notify the Player Rep.  The Player Rep will meet with the Coach, player and parents to try to resolve the issue.  If not, then the Player Rep will bring the issue to the Executive Board
  • The Coach may suspend the player or recommend dismissal of the player to the Player Rep
  • The Executive Board shall perform formal dismissal of any player.  Before dismissal occurs, a hearing shall be conducted with the Coach and board.  The player’s parent(s) and the player may attend this meeting and have the opportunity to present their case.  Each side may call witnesses to support their case
  • Dismissal of a player shall require a majority vote of the Executive Board

 

PROCEDURES TO AMEND BY­LAWS AND APPROVED BY­LAW AMENDMENTS

  • The By­laws of the Association may be amended and reviewed annually in November at Board approved designated date, time, and location. Such amendments shall require an affirmative vote from a majority of the eligible voters present at the meeting.

DISSOLUTION

All assets of this Association upon dissolution shall first pass to a 501C3 non­profit youth organization. Such disbursement of assets shall have an approval of a majority of the Board of Directors at the time of the dissolution.