A Year in the Life of
Rancho Buena Vista Little League
A practical guide to the operations
of Rancho Buena Vista Little League
PO Box 1142 Vista CA 92085
League Phone/Fax: 760-599-4024
League ID: 405-28-02
League Website: www.leaguelineup.com/rbvll
June 2007
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Table of Contents
Introduction to the League
League Overview
Governing Documents
Month by Month (recommended operations)
“The Way We Do Things Here”
Partnership with the Vista Optimist Club
League Finances
Fundraising
Charter Application and Insurance
Little League Waivers
Utilities
Field Maintenance
Volunteers
Player Registration, Placement, Tryouts, and the Draft
Uniforms
Scheduling
The Snack Bar
The League Program
In-season Events
Trophies
Appendix of League Documents
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BOD Roles and Responsibilities
Typical Annual Calendar of Events
2007 Constitution
2007 Local Rules
2006 City Tournament Rules
2006 AA Tournament Rules
2006 Winterball Rules
2007 Budget
2007 Sponsorship Listing
Typical League Waivers
Player Applications
Volunteer Applications
Tryout Form
Snack Bar Book
Snack Bar rules and regulations
Typical Manager Documents
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Introduction
Rancho Buena Vista Little League (RBVLL) was founded in 1994 when the
Vista National Little League was divided into two new leagues. The newly
formed Rancho Buena Vista Little League followed the standard Little
League constitution and organized following the standards and organizational
structure recommended by Little League International and the Little League
Operating Manual.
The league’s home fields are located at 600 3/4
Optimist Way and the league plays its games at the “Optimist Field of
Dreams” located on the property of the Vista Optimist Club, adjacent to
Shadowridge Park in Vista, California.
The league can be reached by
telephone at (760) 599-4024, by e-mail at rbvll.mailinglist@gmail.com, or via
the website located on the Internet at www.leaguelineup.com/rbvll.
Within the framework of Little League International, RBVLL is one of 8
leagues that comprise California District 70 (newly formed in 2007).
District 70 is one of 4 districts in California Section 6, and Section 6 is one
of 8 Sections in California Division 3.
California Division 3 is one of 8
representatives in Little League’s Western Region, which in turn is one of
the 8 United States Regions identified by Little League International.
RBVLL is identified as Little League #405-28-02 and any official
correspondence to Little League entities should include that identifier.
This guide hopes to provide a blueprint for annual success for future boards
of directors of RBVLL. The guide is organized in four parts: 1) An overview
of the league organization, 2) A month by month breakdown of activities
that should occur over the course of a single season and 3) A “how we do
things here” section that describes local league operations, describes
relationships with our partners, field and facility maintenance, and all the
other “little things” that need to be done to have a continued successful
program. The fourth and final section is a grand appendix that includes all
recent documents used by the league (all these documents are also included
on a CD attached to this guide).
This document is not intended to replace (or re-state) the operating manual
or the rulebook. It is the responsibility of each board member to read
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those official guidebooks and understand the core operations of a league as
established by Little League International.
Little League Pledge
I trust in God
I love my Country
I will respect its laws
I will play fair
And Strive to Win
But win or lose
I will always do my best
Field Location
RBVLL
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League Overview
Governing Body
RBVLL is governed by a board of directors, which is elected annually in
conformance with Little League guidelines and the league’s constitution.
The 2007 constitution defines the number of board members as 18, with one
seat reserved for a representative from the Vista Optimist Club. Per the
Little League Operating manual and the constitution, the newly elected
board is required to elect the following officers:
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President
Vice President
Player Agent
Treasurer
Secretary
Safety Officer
All other elected board members fill various roles in the operations of the
league.
Generally, board members fill these additional positions by
volunteering in an area that interests them, but formally, the President
appoints these other board members to specific positions. Some of these
positions include:
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Divisional Representatives
Umpire in Chief
Snack Bar Manager
Sponsorship/Fundraising Coordinator
League Information Officer
Equipment Manager
Field Maintenance Coordinator
Coaching Coordinator
Scorekeeping Coordinator
Game Scheduler
There are many other roles and responsibilities that exist for the successful
operation of the league. Most board members fill more than a single role on
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the board and volunteer for activities that occur during different parts of
the season. These include:
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Team Parent Coordinator
Opening/Closing ceremony Coordinator
Picture Day Coordinator
Casino Night Coordinator
Work day Coordinator
The league also takes advantage of volunteer assistance from many other
volunteers from within the league. These auxiliary members coordinate
many other activities of the local league. A successful board will solicit
members of the league membership who may possess unique skills and
professional knowledge that can be called upon to support the league. The
appendix contains a document with detailed information on each of these
positions, along with the time commitment required, and the method of
appointment to the position.
Governing Documents
RBVLL is governed by 4 documents:
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The
The
The
The
Little League Operating Manual
Little League Rule Book
RBVLL Constitution
RBVLL Local Rules (or bylaws)
The Little League Operating Manual (OM)
The “OM” is published annually and two copies of the manual are provided to
the local league after the league’s charter has been approved. It is strongly
recommended that the league purchase a minimum of one additional copy of
the OM for each board member. The manual is less than 100 pages long and
covers all basic Little League standards for the operation of the league
including: player eligibility, conducting tryouts, different draft options,
scheduling, and many of the intricate details of the league’s operations. It is
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each board member’s responsibility to read the OM and understanding the
guidelines established for the local league. Leagues may choose to operate
differently from the standards of the OM, but are required to submit a
waiver request to the Charter Committee in Williamsport, and have it
approved (waivers will be described in greater detail later in this document).
Current year manuals are normally published in December and it is the
League Secretary’s responsibility to order those additional manuals from
Little League Western Region.
The Little League Rule Book
Like the Operating Manual, the Little League Rule Book is published annually.
The league receives two copies of the rulebook for each team it charters.
The rulebook reiterates many of the same eligibility requirements contained
in the OM, but its primary focus is to detail the rules of play, which govern
the play of games. It is the responsibility of all umpires, managers, and
coaches to read and understand the rules of play. Like the OM, the league
secretary may order additional copies of rulebooks from Little League
Western Region as needed.
The RBVLL Constitution
The league constitution establishes the framework for the league’s
operational structure. It describes the incorporation of the league, the
elected positions on the board of directors, roles and responsibilities of
league officers, recommendations for committees, membership in the league,
and the annual election of the directors. This document remains on file at
District and Region headquarters and Little League strongly recommends
that a copy be kept readily available for the membership in large. RBVLL
policy is to keep a copy in the snack bar book to allow league members quick
access to its contents.
The Constitution is a “living document” but can only be changed by a vote of
the membership.
At the annual membership meeting, members vote on
approving the constitution for another year, or they may approve any
changes proposed by the board of directors for the upcoming season. If no
vote is taken on the constitution, the existing document remains in effect
for the upcoming season. In some cases, the board may choose to revise
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the constitution during the season. Revising the constitution requires the
calling of a special membership meeting to vote on the proposed changes.
The 2007 Constitution is included in the appendix.
The RBVLL Local Rules (or bylaws)
Little League uses the term “Local Rules” and “Bylaws” interchangeably, but
RBVLL calls this document the Local Rules. The local rules expire annually
and must be updated and approved by the board of directors. It is strongly
recommended that approval occur prior to registration for the spring season
because, at a minimum, the local rules must specify 1) The league’s age and
division breakdown, and 2) The league’s refund policy. Beyond those two key
provisions, the local rules also detail rules specific to the different divisions
of play at RBVLL as well as the method of selection of tournament team
players and coaches.
The local rules must be sent to District 70 administration prior to January
31, of the upcoming season, and District staff then sends the local rules to
Western Region for approval.
Little League gives the local league wide
latitude in how it conducts its minor division play, but it is far more stringent
regarding the majors division. Little League strongly recommends that the
less local rules, the better. Previous local rules are kept on file with the
league records in the office at the fields, and can be used for reference for
future boards. The 2007 local rules are attached for reference.
Role of the Parent
“The parents of millions of Little Leaguers combined with their children, league
officials, umpires, managers, coaches, and countless volunteer agencies
including sponsors, represent an imposing cross-section of our world. Parents
must take the initiative to make the local program successful. Little League is
not a club in which membership implies babysitting benefits and entertainment
privileges.
Practically speaking, Little League is an adult, volunteer work project
constructed, supervised, and assisted by parents who want to extend this
benefit to their children. The parent who shirks this responsibility cannot, in
turn, expect others to assume the burden.”
-2007 Little League Rulebook
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Month-by-Month Recommended Operations
July
In May of each year, the league membership elects a new board following
Little League guidelines. The new board in turn elects officers, and board
members volunteer for the different positions on the board. On July 1, this
new board assumes office and must begin preparation for the upcoming Fall
Season. The key activities for the month of July are:
1. Hold registration dates for the winter season. It is the Player Agent’s
responsibility to advertise for the upcoming season. Using information
and forms from past years, the Player Agent meets with the board to set
a fee structure for the winter season and includes it on the player
application.
2. Meet with local vendors and compare costs for uniforms for the winter
season.
3. (Optional) RBVLL may volunteer to host any of the various post-season
tournaments, including the District 70 Tournament of Champions or any
of the levels of All-Star tournament play.
August
In August, the winter season is fast approaching, all-star play is complete,
and many league members are on vacation.
Although this is one of the
slowest months of the year for the board, it is also the month that will
determine the success of the winter season. Key activities for the month
of August are:
1. The Player Agent establishes additional dates for winter ball
registration. The Player Agent also needs to review the number of
players registered and make a determination of the number of teams so
that uniforms can be ordered and schedules prepared.
2. Uniforms must be ordered for the winter ball teams.
3. The league scheduler should begin drafting a schedule based on the
expected number of teams.
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4. The Safety Officer must background check ALL volunteer applicants
using Little League provided background-checking organizations.
5. Coaching applicants should be interviewed, appointed by the President,
approved by the board, and then notified of their selection for the
winter season.
6. (Optional) Contact the other Vista leagues at Vista National Little
League and Vista American Little League to determine if the potential
exists for interleague play during the winter season.
September
September is the final month of the league’s fiscal year that runs annually
from October 1 through September 30. RBVLL typically begins the winter
season the Saturday following Labor Day. Historically, RBVLL has played one
game per week during the winter season with all games being played on
Saturdays (the fields are NOT available for use on Sunday per the lease
agreement with the Optimist Club). This is the month to close out the last
year’s business, and begin planning for the upcoming fiscal year.
Key
activities that should begin/occur in September:
1. Sign the annual lease agreement with the Optimist Club. This renewable
lease is signed by both the President and the Secretary and establishes
the terms of use for the upcoming season.
2. The Board, through a budget committee, develops a budget for the
coming year. Ideally this budget would be adopted prior to October 1.
Past year’s budgets are available for reference.
3. The winter season provides a golden opportunity for the training of board
members. Experienced board members should hold a walk through or
partner with new board members during both opening and closing shifts
to help train them for the upcoming spring season. Board duty during
winter ball is much slower paced and a good learning opportunity.
4. The scheduler publishes a game schedule and it is provided to the
managers at the winterball managers meeting.
5. The division reps coordinate with the scheduler to allot practice times to
the various teams.
6. Play begins for the winter season.
7. The league umpire in chief begins training sessions for the upcoming
spring season.
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8. Workdays should be scheduled to make any necessary repairs or
improvements.
Coordinate these activities with team parents and
managers to get lots of help.
October
October is a generally quiet month at RBVLL but training opportunities
abound for players, coaches, umpires and board members alike.
Traditionally, no score is kept during winterball games and a teaching
atmosphere is promoted for all game participants. With the fiscal year
underway, the board begins planning for the upcoming spring season.
1. By October 30 the board of directors should have an approved budget
for the coming season.
2. A copy of the league’s financial statements should be sent to District
Administrative staff as well as to the Optimist Baseball Committee.
3. Winterball play continues, as does the training of board members.
4. The Player Agent begins initial planning for spring registration
5. The Sponsorship Coordinator begins contacting the past year’s sponsors
and solicits sponsorship for the upcoming spring season.
6. The league adopts a tentative calendar of activities for the next 8
months
November
November marks the end of winterball and a rapid ramp up for the spring
season.
Spring registration commences while at the same time annual
maintenance is planned for the facility.
1. Winterball play usually completes its season the Saturday prior to
Thanksgiving.
2. The Player Agent schedules the first day of spring registration for the
last day of play of winterball. The Player Agent establishes the schedule
for registration days (recommend 4 dates) and begins notifying
prospective player candidates.
3. The fields coordinator schedules a clean-up day to close down the fields
for the 2-month winter break.
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4. The Board establishes a December deadline date for manager and coach
applications for the spring season.
5. The Player Agent schedules tryout dates.
6. The Treasurer contacts the league accountant to begin preparation of
the league’s taxes for the prior year.
December
December is not the quiet month that it would appear, as many activities
supporting the spring season must be completed. Board members all have
many holiday plans so the Secretary should poll board members to set
meeting dates that ensure having a quorum for all meetings.
Major
activities for the month of December include:
1. Submittal of the annual RBVLL charter to Williamsport. The Secretary
will receive this document in the mail, and the President and Secretary
are required to sign this document and return it to Little League
Headquarters along with payment.
2. The Local Rules committee completes the local rules for the spring
season and presents them to the board for approval. The Local Rules are
then sent to the District Umpire in Chief for approval.
3. The Player Agent continues processing player applications at scheduled
registration dates.
4. The Safety Officer runs background checks on all coaching applicants
prior to their consideration for spring Manager and coaching positions.
5. Uniform orders are placed for the spring season.
6. The sponsorship coordinator continues to contact prior year sponsors and
begins an outreach to new groups seeking league sponsorship.
7. The equipment manager and field coordinator inventory all league capital
to determine what, if any, things are needed for the upcoming season.
They order any additional items as required.
8. The league secretary orders manuals and patches for the upcoming
season.
“Little League baseball is very good, it keeps the parents off the streets”
-Yogi Berra
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January
The opening of the New Year sees the league off and running at full speed.
By this time, the Charter application MUST be approved. During the month
of January the board may need to meet as often as weekly to process all of
the activities that need to occur:
1. After reviewing the applications, interviewing candidates, and confirming
with the Safety Officer that they have cleared the required background
check, the Division representatives make recommendations to the Board
President for managerial and coaching appointments for the spring
season.
2. The President appoints Spring Managers and Coaches, and the board
votes to approve those appointments.
3. The Player Agent conducts player tryouts and schedules draft dates for
February.
4. The Treasurer submits completed taxes to District staff, together with
a league financial statement.
5. The picture coordinator begins contacting vendors to schedule “picture
day.”
6. The opening day committee begins planning for the season opening day.
7. Field workdays are scheduled to begin preparation of the fields for
opening day.
8. The coaching coordinator schedules/hosts a manager/coaching clinic.
9. The field coordinator attends a meeting with the City of Vista to apply
for the use of City fields for practice.
10. The Safety Officer submits the annual ASAP Safety Plan to District and
Headquarters
February
February begins the last hard push before the beginning of spring play.
Meetings are held with all of the various volunteer groups as the season is
just around the corner.
1. The Player Agent conducts the annual draft of Major and AAA players.
2. The Player Agent finalizes rosters in the AA, A, and T-Ball divisions.
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3. The President and Division representatives schedule pre-season meetings
with their coaching staffs to review rules, regulations, and
responsibilities.
4. The Team Parent coordinator schedules a meeting to review roles and
responsibilities of team parents. The Team Parent coordinator should
coordinate with the picture coordinator to incorporate the two activities
into a single meeting.
5. The equipment manager prepares team bags for all divisions of play for
distribution at all of the manager meetings.
6. The scheduler should complete the season schedule.
7. Division representatives coordinate the practice schedule at various
sites.
8. The Safety Officer continues to run background checks on any new
volunteer applicants.
9. Meetings are scheduled for all the various volunteer activities that occur
including snack bar workers, scorekeepers, umpires, and field
maintenance.
March
The begin of play marks the end of two months of hard work by the board
and its many volunteers.
The season typically begins the last week of
February or the first weekend of March.
The actual season start is
determined by the scheduler (in conjunction with the board) who accounts
for all other games that occur at the end of the season.
1.
2.
3.
4.
Opening day is held
Game play in all divisions begins.
Applications are accepted by District for all-star hosting candidates.
Planning begins for the annual Casino Night fundraising event.
“All I remember about my wedding day is that the Cubs lost a
doubleheader”
-George Will
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April
The season is in full swing, and other than working board duty around the
fields, the month of April provides a small lull for the board of directors.
The annual casino night fundraising dinner dance is held at the Shadowridge
Country Club and the Player Agent submits final rosters to the District, the
City of Vista and Williamsport either through the Little League data center
or e-mail.
May
The middle of May marks the beginning of league playoffs, while the end of
May marks the beginning of post-season play.
RBVLL’s Major and AAA
teams participate in the annual Vista City Tournament featuring the 3 Vista
Little Leagues.
The tournament host is rotated every three years with
RBVLL hosting in 2006, 2009, etc. The tournament host sets the schedule.
Also in the month of May, the Board of Directors begins planning for the
NEXT season.
1. The Secretary schedules the annual meeting of the membership.
2. The Secretary notifies all league members of upcoming meeting 10 days
prior to date.
3. The nominating committee seeks out prospective board candidates.
4. Per the Constitution the annual meeting is held and the incoming board is
elected.
5. In late May, the City Tournament begins in conjunction with VNLL and
VALL
6. The trophy coordinator orders trophies for closing ceremonies
7. The League hosts the Annual Adult Softball tournament/fundraiser
8. In conformance with the Local Rules, the Player Agent prepares all-star
ballots for all divisions. Player agent conducts voting by players for the
11/12 all-star team.
9. Lower Division Managers return their equipment to RBVLL
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June
June marks the end of the current board’s term of office. It also marks the
end of the regular season, and the start of the all-star tournament season.
1.
2.
3.
4.
5.
6.
7.
8.
9.
The Player Agent conducts the all-star selection meeting for all of
the all-star teams
The All-star manager committee interviews prospective candidates
for the various teams, recommends their selection to the board
president who presents the final selections to the board for approval.
All-star players and managers are announced no earlier than June 15.
All-Star practices begin no earlier than June 16.
The trophy coordinator finalizes order
Closing ceremony committee prepares for closing ceremonies, typically
held on the third Saturday in June.
Major/AAA Manager return their equipment
The field workday coordinator schedules a day to close down the
fields.
Current board’s term of office ends on June 30.
This chronological accounting of the season only represents the highlights
and core activities that the board is involved with. There is a myriad of
other activities that occur or that the board chooses to add for the
betterment of the league.
The “Field of Dreams”
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“The Way We Do Things Here”
The following sections describe some of the more important responsibilities
of the board. It describes how things have been historically done, and
hopefully draws on the successes (and pitfalls) of the past to help future
boards continue to succeed in running one of the most successful Little
League programs in existence. The local board should be innovative and
always seek ways to make RBVLL an even better environment for the
children and parents.
Partnership with the Vista Optimist Club
The fields used by RBVLL are situated on land owned by the Vista Optimist
Club. The Vista Optimist Club, led by Marty Miller, were instrumental in the
construction of the fields in 1999-2000 when the league moved to its new
permanent home at the “Field of Dreams.” Annually, RBVLL enters into a
lease agreement with the Optimist Club for a “no fee” usage of the field.
The league shares a partnership with the Club and works through the
Baseball Committee of the Optimist Club to conduct all business.
The
league has a responsibility to keep the club informed of the league’s fiscal
health and also to keep the club informed of the league’s schedule, field
maintenance issues, schedules, and other activities. The key to continued to
success is open communication between RBVLL and the Optimist Club
through a once per month meeting of the two group’s leaderships.
The
following activities are essential to a continued positive relationship with our
partners at the Vista Optimist Club:
1. Monthly, the RBVLL President and a second board member attend a
meeting with the Optimist baseball committee. At this meeting
the Optimist baseball committee will share any concerns that have
cropped over the past month and the RBVLL representatives
should be prepared to share:
a. A brief synopsis of current league finances
b. A calendar for the upcoming month
c. Any proposed field improvements
d. Any other matters that may interest both
groups
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2. In September of each calendar year, the annual lease agreement
between RBVLL and the Optimist Club expires.
The RBVLL
President, together with the Optimist baseball committee should
begin to prepare the new lease agreement for the coming season.
The Optimist Club prepares the annual update to the lease
agreement and delivers it to the RBVLL President. The RBVLL
President then takes the lease to the next board meeting to
receive approval to sign the lease.
The lease is signed by the
board president and the league secretary, as well as by two
representatives from the Optimist Club.
Beyond a lot of
traditional legal language the lease details two key provisions:
a. The Optimist Club is entitled to a single seat on
the RBVLL board of directors, filled by an
Optimist member of their choosing
b. The lease entitles RBVLL to the use of the
fields Monday – Saturday. Any request to use
the fields for games on Sunday needs to be
cleared through the Optimist Baseball
Committee prior to scheduling.
3. The Optimist Club, like Little League Baseball, is an organization
dedicated to volunteer activities to promote youth. To that end,
the members of the Optimist Club commonly donate time, money
and materials to the betterment of RBVLL. Further, there are
many Optimist members who possess unique skills that can be used
for the betterment of the facilities (electricians, concrete work,
general contracting, etc.). It is the league’s responsibility to
notify the Optimist Club of any upcoming workdays and to work
cooperatively with the Club to join efforts on any large-scale
projects. Further, any major project that is proposed by RBVLL
should be shared with the Optimist baseball committee prior to
being undertaken.
4. The Optimist Club annually provides team sponsorship and player
scholarships at RBVLL. Prior to the season start, the league
President should provide the baseball committee the appropriate
sponsorship forms, and the player agent should provide them with a
list of any players requesting scholarships.
The Optimist will
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provide the league a check once they determine their level of
contribution.
Simply, the Vista Optimist Club and RBVLL share a unique partnership that
promotes one of the finest youth baseball programs in the country. Both
groups work towards the same common goal of providing a healthful outlet
for the youth of our community to grow into productive citizens. The key to
that success is communication. Speak with our partners, share concerns,
and ask for help if necessary.
League Finances
RBVLL operates as a 501 (c)(3) non-profit corporation. In that regard, the
league is required to annually prepare a balanced budget and provide the
information to Little League. As part of the ongoing relationship with the
Vista Optimist Club, the league also provides a copy of the budget to the
Optimist Club to demonstrate the league’s fiscal health (a copy of the
2006/07 league budget is attached).
As a non-profit all-volunteer
organization, the league has benefited from experienced financial members
serving in the Treasurer position. With a recent rash of embezzlement
affecting regional youth sports organizations the league has implemented
procedures to ensure that all expenditures are clearly accounted for.
Banking
The league has banked continuously with Pacific Western Bank (previously
Community National Bank) for the past 5 years.
The branch office is
located at the corner of Shadowridge Drive and Longhorn Drive.
The
league keeps 3 accounts open: 1) The Operating Account, 2) the Snack Bar
account, and 3) a continually renewing certificate of deposit (which serves
generally as the league’s reserve). At the beginning of each season new
signature cards must be prepared for those board members who will be
signatory on the league’s checks. Those people typically are: 1) the Board
President, 2) the Snack Bar manager, 3) the Treasurer, and 4) the Player
Agent.
All league income and expenses are entered on the league’s
computer using “Quickbooks Pro.” Account and password information should
be passed from the outgoing board members to the new board members
during the transition period.
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Expenditures
Over the course of the season, many different people in the league will need
to spend money for various purchases, and many different vendors will need
to be paid for services.
Several of our regular vendors bill the league
directly, but others require payment in advance. For all major purchases,
the league does NOT pay State sales tax as a registered 501 (c)(3) nonprofit entity. To make major purchases, board members should deliver a
copy of our tax-exempt notification as well as a copy of our tax id number.
Board members have 2 options for purchases:
1. Pay for the items themselves and be reimbursed by the treasurer or
2. Bring an invoice to the treasurer and have a check drafted for the
amount of purchase.
If board members choose to pay for the item themselves they MUST:
1. Have advance board approval for the purchase
2. Provide detailed invoices for reimbursement
3. Identify the category for which the expenditure applies (fields,
uniforms, etc.)
In this case, the treasurer will reimburse the board member.
All checks written by the treasurer must be dual signed by another
signatory board member.
The Treasurer may set whatever payment
schedule they would like, but over the past several seasons a weekly payment
schedule has seemed to work most effectively.
Budget
In August of each season the Board should begin work on setting a budget
for the upcoming season.
The league’s fiscal year is from October 1 until
September 30, so a budget should be adopted by the start of the new fiscal
year. Past boards have been successful using prior year budgets to set the
baseline for the upcoming season. Through a budget committee, appointed
by the President, the Treasurer prepares a budget for the upcoming season.
That committee makes recommendations for any changes and then presents
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the budget to the board of directors for approval.
balanced.
The budget MUST be
At each subsequent board meeting (or monthly at a minimum) the Treasurer
should provide a report to the board on monthly expenditures and income,
and also report on the financial status relative to the established budget.
Fundraising
Perhaps the toughest job at RBVLL is that of the fundraising and
sponsorship coordinator. The position requires a person with excellent sales
skills, a penchant for asking for money, and ample time to work the phones
early in the season soliciting sponsorship. Fundraising takes on many forms
and all fundraising activities combine for more than 50% of the league’s
revenue. League/corporate sponsorship has seen a steady decline over the
past 2 seasons and it is vital that local businesses be actively pursued to
support the players of RBVLL.
Fundraising must begin with the first
registration dates in November and a continuous effort is essential
throughout the season. RBVLL fundraising takes on the following forms:
Candy Fundraiser
Together with spring registration, a candy fundraiser has been used over
the past 7 seasons. Using the vendor “Here comes Money” the league asks
player’s families to participate at their initial registration.
Families are
given the opportunity to purchase a box of candy for $40 and then sell the
candy, recovering their $40 expense. They are also given the option of
“opting out” of the candy sale and paying the league an additional $22 with
their registration fee. Either way, the league nets a $22 profit. Over the
past couple of years the league has received comments discouraging the
continued use of the candy sales, but the fundraising coordinator needs to
realize that this generates approximately $8,000 for the league.
This
fundraiser has traditionally been coordinated by the Player Agent as a
component of registration.
“Every day is a new opportunity. You can build on yesterday’s successes, or put its
failures behind and start over again. That’s the way life is, with a new game everyday, and
the way baseball is.”
– Bob Feller
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League and Team Sponsorship
Beginning in October the Sponsorship Coordinator should begin contacting
past season sponsors and soliciting their support for the upcoming season.
Using the prior season program, and other resources, the coordinator has a
built in list of prior sponsors.
Advertisements are also placed at the
registration tables and new sponsors are solicited during those days.
The league has many different levels of sponsorship to appeal to a wide
cross-section of the league membership.
The 2007 sponsorship form is
attached for review. Sponsorships range from a $1,500 league sponsorship
down to as little as $30 for a program sponsorship.
The most popular
sponsor options are the team sponsors. Each team in the league is given a
sponsor that is placed on the banner the team displays for the season.
These are in high demand, as are the requests for specific teams by those
sponsors. Of special note, the Vista Optimist Club is a league sponsor and
provides sponsorship for teams at every division.
Unless requested
otherwise, they always sponsor the major division Reds.
Casino Night
Discussed in a different section, this fundraiser is coordinated by a
volunteer committee.
Other Fundraising Activities
Over the years there have been other activities proposed including a
softball tournament, rummage sale, hit-a-thon, and many other things.
These ideas just need a champion, but raising money for the league is a full
time effort for the entire board.
The Charter Application and Insurance
RBVLL must renew its charter annually with Little League International.
Beyond registering the league’s team with the governing body, the charter is
also the insurance application for the league. The charter application is
mailed to the local league during November of the current year and must be
returned by December 31 of the current year.
Without an approved
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charter, the league does NOT have any insurance beginning on January 1.
The charter application will be pre-printed with the number of teams
chartered from the previous year – it will also come pre-printed with the fee
per team, as well as any additionally insured entities from the previous
season. Follow the steps listed below to ensure a swift approval of the
league’s charter.
1. The Secretary will receive the charter application in the mail, or the
President may have the charter application hand delivered at the
December President’s meeting.
2. Since you should have already had 3 registration dates, the Player Agent
should provide the President an estimate of the number of teams per
division for the upcoming season. The charter will come pre-printed with
the number of teams from the previous year, as well as any “additional
insureds” previously listed. Confirm that the projected teams and new
“additional insureds” agree with the application.
3. Change the number of teams if the Player Agent suggests a revision.
4. Compute the amount the league owes for charter fees.
5. Confirm the charter application lists all of the required additional
insured: Vista Optimist Club, City of Vista, the Vista Unified School
District and any other facilities used for practices.
6. Compute the additional fee required for the additional insured.
7. Check the application to see if the league has any credit on file from
prior years.
8. The President, Treasurer and Secretary review the fees owed and
complete the form. The Treasurer writes a check for the total fees
owed and mails the charter application in the included envelope.
9. The President and Secretary both are required to sign the charter
application, confirming that the league is in conformance with the Little
League child protection policy.
10. The Secretary sends the completed application to Little League
International in the provided envelope.
11. When the charter is approved the league will receive a notification of
insurance coverage in the mail. The Secretary will file the notice with
the league records.
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Little League Waivers
A waiver is a request to Little League to deviate from regulations listed in
the Operating Manual. Waiver requests are typically identified by the rule
that the league is requesting to be waived. Per the OM, the President is
required to submit waiver requests to the District, who then forwards them
through the proper chain of command. The President crafts the waiver
requests, adds supporting information, and then must include meeting
minutes that show the board approval of the waiver request.
The most common waiver request is known as a II (d) waiver request which
involves allowing players to play at RBVLL, who began their career as
residents in the RBVLL boundaries, and have subsequently moved outside the
boundaries. These waivers only need to be filed once in the player’s career,
and are so common that Little League has a pre-printed form available.
The second common waiver request is a II (g) waiver request that RBVLL has
submitted every year since 2002. Regulation II (g) states that a league
must draw its players from an area of no more than 20,000 population. The
2007 Congress has revised the rule and this waiver is no longer required.
Over the past several years, other waiver requests have been submitted to
address special circumstances. In all cases:




The President drafts the waiver request and presents it to the board
The board votes to approve the waiver request
The President submits the waiver request to the District Administrator
The league is notified by Little League that the waiver has been
approved/denied
Utilities
A map is included at the back of this booklet showing all utility shutoffs.
RBVLL gets its electricity from SDG&E and its phone/internet service from
AT&T. The water on site is from both the City of Vista as well as an onsite
well/pump, and trash pickup is handled by EDCO.
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Electricity
Because of our field lights, RBVLL has extremely high demand for electricity
when the season is underway. Lights should only be used on the fields when
the need is essential.
Lights should NOT be used for convenience for
workdays, sign-up days, or other special events. Although the lights are on
a timer, they should be operated manually to allow for better power
management. Unless an emergency arises, the lights should not be turned on
during the months of January, August, and December.
The switches to turn on the lights are inside the back room of the snack bar,
and fields can be turned on individually, if necessary. The large (majors)
field is Field “A” and the smaller (minors) field is Field “B.” To turn on the
lights simply flip the switches on. A loud pop will be heard as the electric
breakers kick into action.
At the completion of play, turning off the
electrical breaker #11 in the breaker panel turns off the lights. After the
breaker is flipped to “off”, it needs to be returned to the “on” position to
keep the timers running on the correct time.
The scoreboard switches are located above the light switches and the fields
can also be operated independently. The scoreboards are turned on/off
just like a light switch.
The parking lot lights are on a timer and are generally illuminated from 6:0010:00 nightly.
The timers for the field lights and the fuse box for all
electricity are located in the back of the snack bar,
Phone/Internet Service
In 2006 RBVLL added DSL Internet service. The service is connected to
the computer in the locked office. The computer should only be used for
legitimate league business and provides an access point to Little League
International’s website. The same is true for the phones – they should only
be used for league business. E-mail addresses have been created for several
board positions:
RBVLL website: rbvll.mailinglist@gmail.com
RBVLL Player Agent: rbvll.playeragent@gmail.com
RBVLL Treasurer: rbvll.treasurer@gmail.com
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Trash
During the season, the treasurer contacts EDCO and orders a twice-weekly
pickup. In the off-season and during winterball the pickup the treasurer
reduces the pick up to once per week. All trash is picked up from the
dumpster located in the main parking lot.
Gas/Water
Gas to the fields is supplied by SDG&E. The gas turnoff is located outside
the door of the boardroom, on the parking lot side of the boardroom.
Water is provided by on site pumps located at the fields. The turnoff for
all field water is located in the sidewalk between the minor and T-Ball fields.
Field Maintenance
Based on an agreement with the Vista Optimist Club, RBVLL employs Ralph
Cripe (Grand Arc Landscaping) to perform all maintenance on the grass areas
of the fields. He and his staff regularly mow, fertilize, edge and do all
necessary maintenance on the turf areas.
They also perform other
activities to keep the facility in top-notch shape. Ralph is on a week-toweek agreement with the league and he submits bills weekly. It is wise to
meet with Ralph on a regular basis to discuss current conditions and also to
set out a plan for long-term and deferred maintenance.
All other hard surfaces at the fields are the responsibility of the league
membership. It is prudent to schedule workdays prior to, and during, the
course of the season to prepare the fields for the upcoming season and also
to maintain the facility during the season. Prior to the season, managers
can be solicited to assist, and during the season different teams or divisions
can be scheduled for workdays.
In addition, the Optimists provide a landscape worker (named Lucio) who
maintains the slopes, trees, and other common areas of the facility. His
assistance with unique needs can be coordinated through the Optimist
Baseball Committee. The Optimist Club bills the league $200 per month for
his services.
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Volunteers
As previously noted, volunteers, beyond board members, are essential for
the success of the league. Volunteers fill vital roles in the success of the
league and perform needed work to keep the league running smoothly.
Umpires
Traditionally one of the hardest positions to fill at every Little League,
umpires are essential for the orderly conduct of the game. RBVLL over the
years has developed a tremendous umpire training program that has
developed some of the finest adult and youth umpires. Umpires are required
for all Majors and AAA games, as well as during the AA end of season
tournament
The Umpire in Chief is not required to be a board member. This person
must be well organized and must develop a training program, schedule
umpires for all games, provide in season guidance, and develop a budget for
equipment.
The new board of directors should make the appointment of an Umpire in
Chief their first order of business.
Scorekeepers
RBVLL has employed youth scorekeepers over the years. Like the umpire,
the scorekeeping coordinator must plan training sessions, schedule
scorekeepers for games, and present a budget to the board for their staff.
Snack Bar Workers
RBVLL requires all parents to work two, 2 1/2 shifts in the snack bar for
each child who plays in the league.
With typical league numbers, these
volunteers should be able to cover all shifts in the snack bar for the typical
season. Parents were given the opportunity to “opt out” of their snack bar
duty for the first time in 2007. For a $60 fee the parent was able to avoid
their snack bar duties and the board would employ other people to work
their shifts.
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Field Maintenance
Taking care of the facility is an on-going process. The Field Coordinator
should work with the division representatives to solicit help on field
workdays. In past years, RBVLL has scheduled specific groups of teams for
workdays and in 2007 entire divisions were scheduled. Whatever the field
coordinator elects to do, a minimum of 3 workdays are required to keep the
facility in first-class condition.
Player Registration, Placement, Tryouts, and the Draft
The Player Agent coordinates all facets of player registration, divisional
placement, tryouts, and the draft. The divisional placement of players aged
5-8 is detailed in the local rules while players aged 9-12 are placed based on
a tryout and draft selection process. Although Little League considers the
season to run from January through December, the new RBVLL board takes
office July 1, essentially making the “league” season run July through the
following June.
Fall (Winter) Ball registration
The winterball season, which Little League call the “Training and
Development” season is low key, requires no fundraisers, and sees about one
half of the registration numbers that the spring season sees. The Player
Agent typically advertises winterball registration during the last weeks of
the spring season and then schedules additional sign up dates during the
month of August. Players are placed on rosters randomly based on their
ages and the division they requested to play in. Rosters are prepared and
delivered to the winterball managers around the Labor Day weekend, with
games scheduled to begin the Saturday after Labor Day.
Fees are set
based on the actual costs for winterball uniforms and operations, with the
Player Agent recommending a fee structure to the board.
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Spring Registration
Spring registration typically begins during the last weekend of winterball
and the Player Agent schedules additional registration dates in November,
December, and January. There is an enormous burden on the Player Agent
to advertise dates, order fundraising candy, update the league forms, and
monitor/schedule the registration process.
In past years various forms of advertisement have been used. Ads have
been placed in local newspapers, flyers have been sent to local schools,
postcards have been sent to the homes of returning players, postings have
been made in local businesses, and ads have been placed in local movie
theaters. The player agent also sends postcards to all possible returning
players advising them of the dates.
The Player Agent once again recommends a rate structure for spring to the
Board. The fee structure is typically graduated with a lower rate set for
the younger players, due to lower uniform costs.
Spring registration dates require 6-8 board members on hand to staff all of
the stations. Those stations should include:
o
o
o
o
o
o
o
Welcome table with all forms required for registration
Birth date and residency confirmation
Tryout sign up and information for players age 9-12
Membership
Sponsorship
Volunteer sign up
Payment and final information
All registration conducted during the spring season must conform to all
guidelines listed in the Little League Operating Manual, rulebook, and RBVLL
Local Rules. Little League provides a Player Agent manual on their website
and District staff generally runs a morning class to brief any incoming player
agents on the “tricks of the trade.”
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Tryouts
Tryouts are coordinated by the Player Agent and are typically held over 2
weekends, giving players the opportunity to select a time that fits their preseason schedules. The Player Agent can solicit assistance from the board,
or from other area baseball coaches and older players to help with the onfield coordination of the tryouts. Any player wishing to be eligible for the
AAA or Majors division draft must participate in the tryout process.
Tryouts are conducted in groups of 4-6 players in 15-minute intervals over
the course of the day. The appointed managers (and coaches specified by
the player agent) are allowed to sit on the field to assess the player’s skills.
The day of the tryout, the Player Agent will supply a list of all candidates, in
order, to the managers, together with an assessment sheet. Candidates,
upon arrival, are provided with a “pin on” number to place on their shirt for
identification. At the appointed time, candidates work their way through
the following skill stations.
Generally following the suggestions in the
Operating Manual, players will:
o Catch 3 fly balls in the outfield and then throw to second base
o Field 5 ground balls at the shortstop position and then throw to first
base
o Play first base and field 5 throws from shortstop
o Bunt 1 pitch off of the pitching machine
o Receive 5 swings at pitches from the pitching machine (machine speed
set at 45 mph)
o After the 5th swing run the bases through 2nd base
The Draft
RBVLL follows draft plan “B” in the operating manual. Through 2007, the
RBVLL major division has remained a “vested” league with major division
players remaining with their respective teams throughout their Little League
career.
The Major Division draft is held the Monday night immediately following the
last tryout date. The Player Agent supervises the draft with any assistance
they deem appropriate. The less people in the draft room, the better! The
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draft is conducted in accordance with the operating manual with the last
place team from the prior year selecting first. See the operating manual for
all other draft considerations.
The AAA Division draft is held the Tuesday night immediately following the
last tryout date.
The AAA draft is also held in accordance with the
operating manual, although it generally follows draft plan “A” (See the
operating manual for full details).
If the league desires to conduct a player selection process differently from
those detailed in the operating manual, they can submit a waiver request
through the District Administrator.
Uniforms
The annual uniform budget is approximately $15,000 so the uniform
coordinator must take care to ensure that the league is getting the best
bang for their buck. The uniform coordinator is responsible for ordering
uniforms for:
1.
2.
3.
4.
Winter Ball – Should place order by mid-August
Spring Ball – Should place order by mid-December
All-Stars – Cannot place order until teams are selected
Board member clothing – Should place order in August after election
Vendors
RBVLL has traditionally ordered all of the player uniforms and All-Star
uniforms from “Sportabout”, located on Vista Way at Vale Terrace Drive in
Vista. In 2006 the league opened up the bidding, seeking other vendors who
wanted our business and used “Coach and Play” in San Marcos.
Vendors
seeking the league’s business regularly solicit the league. There are many
options available so an early start to researching these vendors is essential.
Board clothing has been traditionally ordered through Team Sportabout and
includes shirts and jackets. In 2007, board shirts were ordered through
Chick’s sporting goods at a significant discount. Both Sportabout, and Team
Sportabout have the artwork depicting the league logo in stock that can be
used for embroidering the board clothing.
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The learned advantage of using a local vendor is the opportunity to exchange
items that do not fit properly.
“Coach and Play,” charged the league
additional fees, but Sportabout has not charged the league. Sportabout
brings an expertise in fitting the different age groups that the league hasn’t
found with other vendors. The uniform coordinator or the team parent
should coordinate exchanges.
Winterball Uniforms
RBVLL traditionally orders only game caps and shirts for the winterball
program. For winterball the league has ordered shirts with team logos on
them and also has ordered shirts for all players with the same “Winterball”
logo on all shirts. The costs are similar for each so “what” to order is up to
the discretion of the uniform coordinator. Care should be taken to try and
mix and match colors of all teams in a division so that the teams don’t look
identical on the field.
Traditionally, the winterball teams are all “minor
league” teams from professional baseball. There are a lot of great team
names and great logos and hats that appeal to the players and parents.
Spring Uniforms
RBVLL traditionally orders shirts, caps, and pants for all divisions for the
spring season. In 2007 the board elected to only purchase caps and
“upgraded” full button Majestic jerseys for the majors division. The belief
was that the pants the league provided were lower in grade and most major
division teams traditionally purchased additional pants on their own. The
idea was met with great support from the major’s division teams and parents
and the costs were similar in nature. RBVLL has always required parents to
purchase matching socks, belts and undershirts.
The major’s division has a storied history of team names. In 2006 the
league contracted to its current 7 major teams: Braves, Indians, White Sox,
Red Sox, Padres, Reds, and Yankees. Be forewarned that any attempt to
change these names will be met with stiff resistance. In the minor divisions
the uniform coordinator is able to select any team names they so choose.
Care should be taken (as in winterball) to select team names based on
different uniform colors. T-Ball teams, and recently Single A teams, have
been given minor league names for the spring season.
At one time, the
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Single A division was given team names associated with the majors division –
i.e. Jr. Yankees, Jr. Reds, etc. But again, team name selection is completely
up to the discretion of the uniform coordinator.
All-Star Uniforms
RBVLL has used several different options over the past years.
They’ve
included vests over t-shirts, with the vest returned after each team
completed play. From 2003-2005 vests were issued to the teams and the
league purchased undershirts with matching numbers. The vests were
retired after the 2005 season. In 2006, the league purchased new “pro
style” jerseys for the 11/12-year-old team and also purchased Easton twobutton jerseys for all teams. Except for 2005, the league has always asked
the parents to purchase pants, socks, and belts etc. while only providing the
shirts and hats.
Because of the excitement surrounding all-stars, many
parents wish to purchase hats and windbreakers. Sportabout has always
provided the caps for the league and jackets can be purchased through them
as well.
The league usually orders 75 hats, and sells additional hats to
parents for the actual cost (about $15/hat).
Board Member clothing
RBVLL board members need to be recognizable to the membership so the
league typically purchases board shirts and board jackets.
In previous
years the league has purchased maroon or black polo shirts and jackets for
new board members through Team Sportabout.
Embroidery can also be
done through the same vendor. In 2007 the board purchased underarmour
coaching polos as well as athletic cut shirts for the female board members
who requested them.
"Whether your name is Lou Gehrig or Cal Ripken, Joe DiMaggio or Jackie
Robinson, or that of some youngster who picks up his bat or puts on his
glove, you are challenged by the game of baseball to do your very best day
in and day out.”
-Cal Ripken Jr.
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Scheduling
The scheduler is greatly challenged because our divisions often have uneven
teams. The league has purchased scheduling software that is loaded on the
league computer and works effectively with divisions that have even number
teams. There are also sample schedules in the operating manual for the
regular season, and through the LL website. The scheduler is responsible
for setting schedules for the regular season, winterball season, and the
practice schedules for the various facilities used throughout the City. Also,
every 3 years, when RBVLL plays host to the annual Vista City Tournament,
the scheduler is responsible for setting up the tournament schedule.
Regardless of what means are used (manual or computer program) the
following guidelines should help the scheduler in their planning.
Winter Season Scheduling
Typically there are far fewer teams at RBVLL for the winter season. A
typical winter season will see 4 majors’ teams, 4 AAA teams, and 2-4 teams
in the A/AA divisions. Because T-Ball enjoys exclusive use of the T-Ball
fields, they are not accounted for in this scheduling guideline. For the
winter season:
o Games are only scheduled on Saturdays
o Game times traditionally start at 9:00, 11:30, 2:00, 4:30, and
7:00
o T-Ball games are typically scheduled for 9:30, 11:00, and
12:30
o The season traditionally begins the Saturday after Labor
Day
o The season traditionally ends the Saturday before
Thanksgiving
o *Doubleheaders may only be scheduled for the majors
division
Spring Season Scheduling
The current number of teams for the spring season is 7 Majors teams, and 6
teams in the AAA/AA/A divisions. Again, T-Ball enjoys exclusive use of
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their fields so they do not factor in to the scheduling challenges, but they
typically field 6-8 T-Ball teams. For the Spring Season:
Games are scheduled Monday through Saturday
Weekday game start times are 4:30 and 7:00
Weekend start times are 9:00, 11:30, 2:00, 4:30, and 7:00
Typically one weekday is not scheduled with any games to
allow for the opportunity for rain make-ups. In 2006, this
off day was Friday (which hurt weekend snack bar revenue)
and in 2007 this off day was Monday.
o T-Ball games are typically scheduled for 9:30, 11:00, 12:30,
and 2:00
o
o
o
o
Tournament Scheduling
The number of Majors and AAA teams involved in the City Tournament is
determined by contacting the other Vista leagues.
The Official Little
League website has downloadable files for tournaments for up to 36 teams,
and should be used as a reference if it is determined that the tournament
will use the traditional double elimination format.
As the tournament
dwindles down to the final teams, all winners’ bracket games are typically
played at the host league’s fields.
Tricks of the Trade for Schedulers
Remember - all schedules must work backwards from your end date.
o For the winter, that means Thanksgiving
o For the spring, that means the start of the City Tournament
o Determine when the City Tournament will start and work
backwards to your season start
o Determine off days, spring break, and major school function
o Prior to 2007, RBVLL started the season as early as
February 15; in 2007 the season started the first weekend
in March and still provided a one-week break prior to Easter.
o In winterball, vary your start times for divisions. Allow the
younger division the opportunity to play some games under
the lights, while also forcing some of the older kids to play
the less favorable 9:00 games.
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o In winterball, MANY players are playing multiple sports. Do
not attempt to accommodate teams with bunches of soccer,
basketball, or travel ball players. Just set the schedule.
o For the spring season, AAA and AA play the majority of
their games on the smaller diamond and Majors and A play
the majority of their games on the larger diamond.
o During the weekdays, A/AA typically play the 4:30 games,
and Majors/AAA typically play the 7:00 games.
o On the weekends in the spring, you can again vary when
teams play so that the A and AA division aren’t forced to
always play the “early” games.
o A and AA teams should NOT be scheduled for 7:00 games,
even on the weekends.
o Set up your schedules using numbers for teams (M1 for
example) and then after proofreading the schedule replace
the numbers with the assigned names.
The Snack Bar
The Snack Bar at RBVLL generates nearly 1/3 of the league’s annual income.
It is also one of the finest snack bars, for a little league facility, anywhere.
It is a fully operational kitchen with multiple refrigerators and multiple
cooking locations. The exceptional management of the snack bar is integral
to the financial health of the league. Expectations of the customers are
high, based on the past management and operations of the snack bar. To
that end, there is extensive documentation included in the appendix that
describe the many different activities involved in opening/closing the snack
bar, running the cash register, as well as food ordering lists, and other
documentation.
The snack bar has been managed by individuals as well as teams, and has
enjoyed its greatest success when operated by teams of board members.
Those people split the responsibilities into the following jobs:
Snack Bar Manager
The snack bar manager is responsible for ordering all food from the snack
bar. The manager is also responsible for negotiating orders with the various
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vendors, and local retail establishments that provide stock for the snack
bar. The league currently has contracts with two primary vendors:
US Foods
Provides the majority of the frozen foods
Provides buns, chili, and other major stock items
Coca Cola
Provides syrup for the soda machine
Provides sports drinks and water
Provides cups/lids for the soda machine
The league also has a Sam’s Club account where candies and other smaller
volume items are purchased.
The Snack Bar Manager also controls the snack bar checkbook and is
responsible for paying all bills associated with the Snack Bar. Working with
the Treasurer, the manager keeps an appropriate amount of working capital
to purchase product, and regularly the Treasurer will transfer funds in to
the interest earning primary checking account.
Snack Bar Scheduler
In 2006 and 2007 the team parent coordinator assumed the responsibility
of scheduling snack bar workers.
They determine the number of shifts
required to cover the open days of the snack bar, and then coordinate with
team parents to assign volunteer shifts. The scheduler also assigns dates
for board hired workers to fill shifts as needed. The scheduler prepares
the available teen volunteer list and provides it to the team parents.
The scheduler is also responsible for the preparation of the snack bar book.
This book contains:
o
o
o
o
o
o
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The Snack Bar worker schedule
Volunteer listing
Board Member listing and Board Duty schedule
Game Schedule, including T-Ball games
Current year’s local rules
Copy of the current year’s constitution
37
o Current year rulebook
This book is kept on the counter in the snack bar and is readily available to
both parents and volunteers for quick reference.
Snack Bar Money
In 2006 and 2007, two board members counted the snack bar money on a
weekly basis and made deposits into the league accounts.
Following the
instructions in the snack bar manual, these counters reconcile the cash
register tapes and count the deposits for the week.
These people also
purchase rolls of quarters for the upcoming week and make change for
smaller bills.
These three jobs, and their descriptions, only cover a small portion of the
effort involved in operating the snack bar.
The snack bar manual is
attached to this document and board members should become very familiar
with the operations of the snack bar.
The League Program
The league has been fortunate to enjoy the work of Erik Casillas, a graphic
artist, over the past 5 seasons. His artwork and industry contacts have
helped deliver the finest Little League program anyone has ever seen. The
program contains team rosters, sponsor advertisements, schedules, and
other great information for the league members.
The programs have
become keepsakes for many people in the league over the years. . Every year
an attempt is made to deliver the program by the season start.
To
accomplish that, a board member must take the lead in gathering all of the
pertinent information and delivering it for layout and then printing. The
work for this should begin no later than January 1. Rosters and schedules
are typically not complete before February 15.
“Kids today are looking for idols, but sometimes they look too far... They
don't have to look any farther than their home because those are the
people that love you….. They are the real heroes.”
-Bobby Bonilla
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In-Season Events
There are several key in-season events that require carefully planning, and
require the efforts of teams of people (committees) to make them
successful.
Listed below, with suggested agendas, are these primary
activities for each season.
Opening Ceremonies
Probably the most exciting day of the season, opening day sets the tone for
the entire year. The most comments received on the event revolve around
the amount of time committed – the shorter, the better. The opening day
committee should begin their planning no less than 2 months in advance and
should prepare an agenda for the board to follow. There is so much going
on, it requires the effort of all board members for coordination. Some key
items that need to be handled in advance:
o Invitations to elected officials (the Vista Mayor annually
attends)
o Notification to adjacent homeowner’s associations
o Acquisition of a parking permit from the City of Vista for
Lupine Hills Dr.
o Coordination with the Optimist Club for the use of their parking
lot
An agenda needs to be prepared and typically includes the following:
o
o
o
o
o
o
o
o
o
o
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The parade of teams from the minor field onto the major field
Greeting by the league president
Introduction of current board members
Introduction of volunteer umpires
Introduction of District leadership
Introduction of dignitaries
Pledge of Allegiance
Little League Pledge
First pitch of the season
Concluding remarks from the board president
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The opening ceremonies committee is free to do whatever they feel will best
launch the season, but keep in mind that the most successful opening
ceremonies have been concluded in less than 45 minutes.
Cake and Cap Day
Cake and Cap Day is equally loved and scorned by the members of RBVLL.
But, it is one of the most important fundraisers of the entire season raising
approximately $4,500 annually. It is steeped in the league history. When
the league began, the event was held two weeks prior to the season start
and was the traditional day when players received their team hats.
In
short, each team is required to donate a cake to the league and then the
cakes are auctioned off to the highest bidder. It is a part of the league
history any decision to discontinue the event needs to account for a
different, equal revenue stream. Since 2005, cake and cap day has been
held immediately following opening ceremonies. It also has been divided into
two separate auctions – one for AAA/Majors, the other for AA/A/T-Ball.
Board members serve as auctioneers for the event and teams retire to the
adjacent park to enjoy their cake after winning a bid for one.
Picture Day
Just two board members – the picture coordinator and the team parent
coordinator, typically handle picture day. The day is scheduled to occur the
Saturday after opening day, but the coordinator can choose whatever day
they want. Photos should be planned for the daylight hours based on past
experience and are normally shot on the minor division field.
Casino Night/Dinner Dance
Planning for Casino Night should begin prior to the start of the season.
There is much to do and from 2005-2007 a non-board member (Alissa
Adams) has coordinated the dinner dance with assistance from other league
members and board members. Since the league’s inception this event has
been known as the “Dinner Dance” but in 2007 the decision was mad to
rename it “Casino Night” to spur new interest. This event is intended to be
another fundraiser for the league, but the profit margin is generally small.
Funds are raised from this event through silent auctions of gift baskets
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donated by the teams in the league.
schedule and coordinate:
o
o
o
o
o
o
o
The casino night coordinator needs to
Team gift baskets
Reservations at Shadowridge Country Club
Menu for the dinner portion of the evening
Reserving the casino company
The music (DJ) for the evening
Ticket printing and distribution
Record keeping of the silent auction items
It is recommended that casino night be scheduled for April (mid-season).
This is a fun-filled night for the adults and scheduling it too early or too late
tends to reduce the crowd. Not to forget, check with the sponsorship
coordinator to provide tickets for significant league sponsors who are
provided tickets to the event free of charge.
Closing Ceremonies
Closing ceremonies are similar to opening ceremonies with less formality.
The same core value holds true - the shorter, the better. There are few,
if any, dignitaries and in the past years the day has been treated as part
ceremony, part festival. More than 40 players will be ending their Little
League careers and usually more than one-half of the board leaves the
league. An agenda is an important item as well to help keep the event on
pace. This is the day that all awards are given to the players and typically
the various all-star teams are announced. At a minimum, the following items
should be on the agenda:
o
o
o
o
o
o
o
o
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All players meet with their teams on the major’s diamond
Board president thanks sponsors and all volunteers
Board president announces departing 12-year-old players
Division rep. or team manager calls up their players for trophies
Board president announces departing board members
Board president announces all-star managers
All-star managers announce all-star players
Board president thanks all and closes ceremony
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Trophies
Since 2004, RBVLL has ordered all trophies and participation awards from
“The Engraving Place” in San Marcos.
This business has been an annual
league sponsor and regularly provides discounted prices on post-season
awards. A single board member can coordinate the ordering of the trophies
and they should begin planning the order by the beginning of May. The
board of directors must make a determination as to “who gets what” but the
following lists the typical awards the league provides:
T-Ball – All T-ball and Single “A” players receive an actual trophy
AA – the 1st and 2nd place teams from the end of season tourney
receives trophies
AAA – prior to 2007, the top 3 finishers in the end of the season
tournament received trophies, as well as the top 3 finishers in the
regular season. In 2007, the season has been scheduled in two
halves and the top two finishers from each half, as well as the
overall league champion will receive trophies. (players only receive
one trophy, although their team may win more than one honor). All
other players receive participation awards.
Majors – The 1st, 2nd, and 3rd place team of each half receives
trophies as well as the overall league champion. As with the AAA
division, players only receive one trophy if they have multiple
accomplishments. All other players receive participation awards.
Participation awards
Over the years participation awards have taken on many different shapes
and sizes. Bobble head trophies, plaques, and plate-like trophies have all
been awarded. Seek the guidance of Kevin at the engraving place for ideas
for participation awards.
City Tournament Trophies
The host league is responsible for ordering trophies for places 1-4 in the
city tournament. Each league contributes 1/3 to the cost of the trophies.
“A life is not important except in the impact it has on other lives.”
-Jackie Robinson
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