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USA SOFTBALL

OF

TENNESSEE

HANDBOOK

2020



WELCOME TO

USA SOFTBALL OF TENNESSEE

INTRODUCTION:

This handbook is designed to assist you with the operational aspects of our organization. USA Softball of Tennessee has a great history of providing the absolute best softball program for our players, coaches, teams, umpires, and our commissioners and umpire-in-chiefs.

The USA Softball of Tennessee Incorporated is a 501C4 not for profit organization. While we realize that not everything will be included, it is our hope that the information contained herein will assist you as you represent the organization. The corporate bylaws are on file in the State Office and can be obtained from the State Commissioner upon request. If you have any questions along the way, please don’t hesitate to call upon any Officer or the State Commissioner at any time.

Welcome to the best softball organization in the world. We are happy to have you as part of our family. This booklet is intended only for the sole use of an USA Softball of Tennessee officer and may contain information that is privileged, confidential, or protected from disclosure under applicable law. Any release or reproduction without the express written consent of the USA Softball of Tennessee is strictly prohibited.

PURPOSE:

To promote amateur softball within the boundaries of the State of Tennessee at all age levels, men and women, boys and girls, and in all classifications of play;

To promote all phases of amateur softball in youth, church, industrial, fraternal, civil, and commercial organizations;

To conduct well organized and operated invitational, qualifying, district, state, regional, and national tournaments in all divisions;

To be represented in all divisions on a regional and national level;

To provide assistance, when determined possible by the State Commissioner, to all State champions who advance to national tournaments;

To provide geographic districts that will benefit member teams and umpires with a limited amount of travel; and

To be a member of USA Softball.

BOARD OF DIRECTORS:

The Board of Directors for USA Softball of Tennessee shall be comprised of the President, Vice-President, State Umpire-In-Chief, Deputy State Commissioner and one At-Large Representative. No Board Member, District or Deputy District Commissioner, JO Commissioner, Umpire-In-Chief, JO State Commissioner, or State Commissioner shall hold a position with any competing softball organization. Such action will result in the said person(s) being removed from the USA Softball of Tennessee organization. These officers of our organization are elected by a majority vote of the body. The State Commissioner shall appoint a Secretary to record meeting minutes and the position of Secretary is appointed on an annual basis. Any Officer may be removed at any time by the State Commissioner with or without cause. All officers must complete a Volunteer Agreement and complete a USA Background Check on an annual basis.

DISTRICT / DEPUTY DISTRICT COMMISSIONERS: (ADULT/JUNIOR OLYMPIC)

The position of District Commissioner or Deputy District Commissioner is a voluntary position appointed by the State Commissioner on an annual basis. Any Commissioner is subject to removal (in accordance with the removal provisions of the USA Softball of Tennessee By-Laws and the USA rules and regulations) if he/she is absent from three (3) consecutive meetings.

Duties/Responsibilities:

The duties and responsibilities of the Commissioner shall include, but not be limited to, the following:

▪ Act as the governing body on rules and regulations governing the Association’s programs. These rules and regulations must not be in any violation of any USA Softball of Tennessee guidelines;

▪ Rule over teams and USA Softball Championship Play in his/her District with appeals going to the State Commissioner;

▪ Set up and operate his/her District association including Championship Play tournaments and to ensure that Championship Play is administered in accordance with current USA Softball guidelines;

▪ Host a minimum of two tournaments within your District annually;

▪ Verify birth certificates, rosters and fees;

▪ Utilize the official game ball as determined by the State Commissioner for all Championship Play in his/her District;

▪ Purchase awards package(s) as determined by the State Commissioner;

▪ Be on-site, or have prior approval by the State Commissioner to name a replacement to be on-site for any Championship Play in his/her District;

▪ Prepare and submit all reports and finances in accordance with the Association’s guidelines;

▪ Establish the date(s) and site(s) of his/her Tournaments prior to the Winter Meeting each year;

▪ Collect all funds from team and or umpire registrations and send to the State Commissioner the required fees and paperwork within the announced timeframe;

▪ Have one vote on matters to be presented/ recommended to the governing body of the Association;

▪ Make contact with every team in his/her District to promote and offer the USA program and make certain that all teams are totally aware of USA Softball and the Association’s rules and regulations, especially covering player’s eligibility, team rosters, playing rules, tournaments, and fees;

▪ Be consistent with all other Commissioners within the framework and guidelines established by USA Softball and the Association;

▪ Scheduling of all Championship Play in his/her District according to the USA and Association guidelines, and the notification to the participating teams;

▪ Coordinate the scheduling of umpires for Championship Play in his/her District with the District Umpire-In-Chief;

▪ Payment of all operational expenses within their District;

▪ Attending or requesting a proxy for all meetings. Proxy requests must be submitted in writing prior to the meeting;

▪ Utilize the current approved scheduling format for all Championship Play;

▪ Meet with groups such as churches, parks & recreation departments, companies, PTA’s, private league organizations, schools, etc to promote USA Softball;

▪ Work closely with the Umpire-In-Chief to ensure a successful operation in his/her District;

▪ Provide leadership and training for all teams in his/her District;

▪ Assist teams, leagues, players, coaches, etc when requested to do so;

▪ Ensure that all USA tournaments are insured through RPS Bollinger Insurance;

▪ Represent the best interest of USA Softball of Tennessee and USA Softball in their area.

DISTRICT/DEPUTY DISTRICT UMPIRE-IN-CHIEFS:

The District and the Deputy District Umpire-In-Chief is a voluntary position appointed annually by the State Commissioner upon recommendation from the State Umpire-In-Chief. Any Umpire-In-Chief is subject to removal (in addition to the removal provisions of the USA Softball of Tennessee Incorporated By-Laws and the USA Softball rules and regulations) if he/she is absent from three (3) consecutive meetings.

Duties/Responsibilities:

The duties and responsibilities of the Commissioner shall include, but not be limited to, the following:

➢ Act as the governing body on rules and regulations governing the Association’s

programs. These rules and regulations must not be in any violation of any USA Softball of Tennessee or USA Softball guidelines;

➢ Encourage the organization of umpire’s associations on the local level;

➢ Standardize the mechanics, rules, and regulations on a District level with appeals being determined by the State Umpire-In-Chief;

➢ Enforce the rules of the standard umpire uniform;

➢ Assign umpires to District tournaments as needed, with the selections being approved by the State Umpire-In-Chief;

➢ Assign umpires, as needed, to all tournaments within the District;

➢ Provide leadership and training for all USA registered umpires within the District;

➢ Work closely with the District Commissioners to ensure a successful operation in their District;

➢ Prepare and submit all reports and finances according with the Association’s guidelines;

➢ Establish the date(s) and site(s) of his/her Clinics and Schools annually and provide such information to the State Commissioner and State Umpire-In-Chief;

➢ Promote the Association and USA Softball in any way possible;

➢ Have one vote on matters to be presented/recommended to the governing body of the Association;

➢ Attempt to make contact with every umpire in his/her District to promote and offer the USA program and make certain that all umpires are totally aware of USA Softball and the Association’s rules and regulations;

➢ Be consistent with all other Umpire-In-Chiefs within the framework and guidelines established by USA Softball and the Association;

➢ Attending or requesting a proxy for all meetings. Proxy requests must be submitted in writing prior to the meeting;

➢ Adhere to and promote the rules and regulations policy adopted by the Association for Umpires;

➢ Meet with groups such as churches, parks & recreation departments, companies, PTA’s, private league organizations, schools, etc to promote the USA Umpire program;

➢ Assist umpires and Commissioners when requested to do so;

➢ Represent the best interest of USA Softball of Tennessee USA Softball in their area.

COMMITTEES:

The Board of Directors along with the State Commissioner shall appoint commissioners and umpire-in-chiefs to committees on an annual basis. The President shall appoint the Committee Chairs. The State Commissioner shall appoint the Ethics Committee and Chair of this Committee. This Committee is the only Committee with the exception of the Board of Directors that can make disciplinary recommendations to the State Commissioner.

GENERAL STANDARDS OF CONDUCT:

The positions of Commissioner, JO Commissioner and Umpire-In-Chief in the USA Softball of Tennessee association are held in high regard and the persons filling these positions should represent the association and USA Softball in the utmost professional manner. These positions must be members of their communities and in good standing.

INDIVIDUAL PLAYER REGISTRATION

The USA Softball of Tennessee association registers travel teams and leagues of less than 4 teams individually. The registration process is as follows:

The team goes to and follows the steps as outlined in the registration process. Once the team has entered the information and downloaded the required photos, the State JO Commissioner will verify the birth certificates. They will then forward the payment. The individual cards will be shipped from the National Office. You should encourage teams to complete this process as early as possible.

The registration cards (2 per individual) include the individual’s name, address, age. date of birth, photograph, and proof of insurance. This individual (all inclusive) registration and insurance is good through the current season. The cost for registration is listed on the website and is included in the USA Softball of Tennessee fee schedule released by the State Commissioner on an annual basis.

TEAM REGISTRATION:

One very important responsibility of the District Adult/JO Commissioner and the Deputy Commissioner is to register teams. You will need to meet with recreation departments, private leagues, and teams in order to accomplish this. The maximum fee that may be charged for team registration is set by the State Commissioner. When you register a team, you send the State Office the full amount. The District will receive a portion of each registration fee for operational purposes. You are responsible for any and all taxes related to monies retained. When a team registers with you, you should provide them with a current year membership card that states the name of the team, their hometown, and division of play and classification. They should also receive a current year rulebook, scorebook and other materials as provided by USA Softball and or USA Softball of Tennessee. This is a great time to let the teams (our customers) know that they are important to our organization and for you to provide them with your contact information as well as our website address. Once you have registered the team you should remit the fee and required team information to the State Office within thirty days or when requested. Please make all checks payable to the organization.

UMPIRE REGISTRATION:

One very important responsibility of the District and the Deputy District Umpire-In-Chief is to register and train umpires. You will need to meet with recreation departments, private leagues, and umpires in order to accomplish this.

The maximum fee that may be charged for umpire registration is set by the State Commissioner on an annual basis. A refund will be sent to the District for operational monies for your District. You are responsible for any and all taxes related to monies retained. When an umpire registers with you, you should provide them with a current year umpire manual as well as any other materials as provided by USA Softball and or USA Softball of Tennessee. This is a great time to let the umpires know that they are important to our organization and for you to provide them with your contact information as well as our website address, and any and all training information. Once you have registered the umpire you should remit the fee and required umpire information to the State Commissioner as quickly as possible.

TOURNAMENTS:

The District Commissioner, District JO Commissioner, or any person or group, with approval from the District level, may host a USA Softball tournament. All USA Softball tournaments must be sanctioned. The sanctioning request must be submitted to the State Commissioner a minimum of 7 days prior to the event. The assessment fees per JO team and per Adult team is set by the State Commissioner on an annual basis. This fee provides liability and accident insurance on every USA Softball sanctioned tournament. The proceeds excluding sanction fees, tournament website fees and or assessment fees will be retained by the host. In addition to the above listed guidelines, all teams and umpires must be registered with USA Softball or register on-site in order for the insurance to be in effect. If the tournament is considered Championship Play (teams may advance to the next level of Championship play) then the USA Softball rules as listed in the current year USA Softball guide must be adhered to. If the tournament winners do not advance, the host may alter the rules of play. Championship Play is considered Qualifying, State, Regional, and National Tournaments. All State Tournament sites are selected by the

State Commissioner or awarded on a rotation basis as determined by the State Commissioner.

The brackets for all Championship Play must display the USA Softball of Tennessee logo. The local District officers must be present at all times during State Tournaments unless prior written authorization has been granted by the State Commissioner or Deputy State Commissioner.

ORGANIZATIONAL CHART:

The USA Softball of Tennessee organizational chart is distributed annually at the Winter Meeting. The staff members of the organization are the State Commissioner, Deputy State Commissioner, JO State Commissioner, and State Umpire-In-Chief. The Deputy State Commissioner would assume the authority and responsibility of the State Commissioner in his/her absence.

HALL OF FAME:

The USA Softball of Tennessee implemented a Hall of Fame in 2006. Nominees are submitted through each District to present to the Hall of Fame Committee. The Committee will select individuals from the nominees for induction at the annual Hall of Fame Banquet to be held during the Annual Meeting. The categories include: Player-Manager-Team-Umpire-Commissioner-Meritorious Service. Those selected for induction will be notified by the State Commissioner and invited to the Banquet for the induction ceremonies. The individual’s photo and a bio will be included in our State Booklet and/or on our website.

SOFTBALLS:

Each State Tournament Host shall provide the necessary quantity of softballs (as approved by the State Commissioner) for all State Tournament play. Please contact the State Commissioner for ordering instructions. Any Host that does not utilize and/or pay for the approved softballs in Championship Play in a timely manner will be subject to appear before the Ethics Committee or the Board of

Directors and may receive disciplinary action up to and including removal from their position with the organization.

AWARDS:

The USA Softball of Tennessee State Commissioner will approve the name of the company in which awards for State Tournaments will be purchased for the following season. All State Tournament trophies and awards are provided by the Host Commissioner. The number of awards per tournament is decided by a majority vote of the Commissioners and Umpire-In-Chiefs at the Winter Meeting. The awards are ordered by the Host Commissioner and shipped to the Host Commissioner who is solely responsible for prompt payment to the company. Any Host who does not remit payment for the trophies in a timely manner will be subject to appear before the Ethics Committee or the Board of Directors and may receive disciplinary action up to and including removal from their position with the organization.

ADULT/JO TEAM CLASSIFICATIONS:

The local District Commissioner or District JO Commissioner classifies all teams/players within his/her District. The State Commissioner is responsible for all team classifications and may re-classify a team/player when he/she feels that it is in the best interest of the program. Teams have the right to appeal their classification. The Classification Code and process for appeal may be obtained from the State office. A Classification Committee is appointed annually by the State Commissioner.

The policies and procedures will be updated as needed and every effort will be made to get the information out to you as quickly as possible. The current Handbook is on file in the office of the State Commissioner and will be made available to any USA Softball of Tennessee officer upon request.

We wish you the very best in your representation of our great organization and the staff of USA Softball of Tennessee is available to provide assistance to you upon request.

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USA Softball of Tennessee, Inc.

James K. Ellis

State Commissioner

4131 Bradford Lane

Johnson City, Tennessee 37601

Phone: 423-747-9883 ~ Fax: 423-282-9883

Email: EllisJMHA@

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