PROCEDURES
MANUAL
2008 STANDING
COMMITTEES
Executive
Committee
President John
Carney
First
Vice President Jason
Yovich
Second
Vice President Scott
Semmler
Secretary Tica
O’Brien
Treasurer Chris
Voss
Other
Standing Committees Chair
Budget
and Finance Committee Chris
Voss
Fields
Committee Mike
Gilbert
Financial
Management Committee Steve
Thamasett
IT
Committee Steve
Thamasett
Marketing
Committee Joe
Morice
Procedures
Committee Scott
Semmler
Protest
Committee Scott
Semmler
Rules
Committee Scott
Semmler
Tournament
Committee Sharon Sealock
Umpires
Committee Jason
Yovich
Approved: December
10, 1990
Amended: August 10,
1994
Amended: May 15,
1997
Amended: February
22, 1999
Amended: March 15,
1999
Amended: February
19, 2002
Amended: April 21, 2003
Amended: February 23, 2004
Amended: February
23, 2005
Amended: February
22, 2006
Amended: February
20, 2007
Amended: February 19, 2008
GENERAL OVERIEW OF
Adult softball, as played under
the auspices of the Sports Division of the Fairfax County Department of
Community and Recreation Services, is administered by and through Fairfax Adult
Softball, Inc. (FAS), a non-stock corporation registered in the State of
FAS
exists to promote the general welfare of the adult softball program within
FAS
EXECUTIVE OFFICERS
The executive officers of the Corporation shall be
the President, First Vice President, Second Vice President, Treasurer, and
Secretary. The powers and duties of the officers are enumerated in Article VI
of the FAS
Bylaws. In addition, the President has such powers as may be reasonably construed as
belonging to the Chief Executive of any organization. The order of succession of authorized
signatories and authorized chain of command is President, 1st Vice
President, 2nd Vice President, Treasurer, Secretary. (4/21/2003)
The President may appoint a
parliamentarian, who at all Board of Directors meetings shall ensure that the
Board acts in accordance with the designated rules of procedure and shall
interpret said rules.
The President may appoint a sergeant at arms, who at all
Board of Directors meetings, shall ensure members sign in, determine quorums,
restore order during meetings, and count all votes for, against, and
abstentions on any motion of the Board. (paragraph added 4/21/2003)
FAS STANDING COMMITTEES
The following are the
standing committees of FAS:
Budget and Finance Committee Procedures Committee
Executive Committee Protest Committee
Fields Committee Rules
Committee
Financial Management Committee Tournament Committee
Long-Range Planning Committee Umpire Committee
A) Each standing committee will have at a minimum three members.
B) Each member must be in
good standing with the corporation.
C) The President will appoint a chair for each standing committee.
D) The chair of each standing committee, or a designate thereof,
must ensure that official minutes are kept at each committee meeting, and that
a copy of those minutes is maintained at the FAS office.
E) Any time a committee meeting is scheduled, all committee members
should be notified at least one week in advance. The FAS staff under direction
from the committee chair handles this notification.
Budget and Finance Committee
The committee shall
include the Treasurer and the President. The committee shall meet in time to draft a
budget for the upcoming year, to be submitted in October to the Board of Directors for its approval in November. The budget shall contain a projected
income for the year and projected expenses. The submission should include
itemized justifications for each line item in income and expenditures, current
year actuals, and an educated estimate of the current year‑end balance of
funds.
Executive Committee
The powers and duties of the
Executive Committee are enumerated in the By-laws. The Executive Committee
shall report to the Board of Directors its action on any matters affecting the
affairs of the organization at the next meeting of the Board.
Fields Committee
It is the primary purpose of
this committee to provide FAS with a conduit by which it may keep track of
occurrences that affect playing fields within
This committee should submit
recommendations for field improvements to the Executive Committee as necessary
and should regularly monitor field use by organizations that use the same
playing fields that FAS does. If it is found that a field is being
underutilized by another organization, the Fields Committee should, through the
Executive Committee, attempt to secure that field for FAS use, if desired.
Financial Management Committee
The committee will conduct
audits to ensure that all internal processes adhere to established FAS
standards and to evaluate the effectiveness of these standards. An audit may be
performed on any procedure, process, system, or committee of FAS. Two types of
audits which may be performed are: (1) financial audit ‑ an audit of
all financial systems and records of the treasury; and (2) internal audit ‑
an audit of any procedure, process, system or committee acting on behalf of
FAS. The chair of the Financial Management Committee is not to be an executive
officer of the current year nor any person having received direct compensation
from FAS during the period being audited.
The Financial Management
Committee will:
A) Ensure a financial audit is performed by an independent public
accountant when deemed necessary by the Executive Committee and/or upon a new
treasurer assuming office.
B) Perform an internal audit. All information documents and
sources are to be made available to the Financial Management Committee upon
request.
C) Prepare a checklist for all audits addressing appropriate
aspects of the audit objectives to help ensure that essential items are not
overlooked.
D) Request the removal of any member of the Financial Management
Committee if a conflict of interest arises.
E) Hold a briefing with the executive officers before presenting
their audit report to the FAS Board of Directors. The ONLY purpose of
this briefing is to give the executive officers an opportunity to understand
the findings of the audit and to clarify any point(s) which may have been
misinterpreted. Under NO circumstances is the Financial Management
Committee to make any changes to their report at, or as a result of, this
briefing.
F) Have read their written report at the next regular Board
meeting. Copies of the written report must be made available to all Board
members.
The Financial Management
Committee will follow these general guidelines:
A) An audit is a cooperative effort between auditor and auditee to
compare practice and policy.
B) An audit is to be construed as beneficial, not punitive. In
pointing out both strengths and weaknesses observed during the audit, and
proposing reasonable recommendations that take into consideration urgency,
schedule, and resource limitations while maintaining audit integrity, the
confidence of those being audited is secured.
C) Observations outside the scope of the audit are noted to the
executive officers but do not become part of the audit.
D) Findings are based on objective evaluation of the performance of
procedures as defined by FAS.
IT Committee
The purpose of the committee is
to continually evaluate the IT resources required to facilitate the needs of
the program and to continue to improve the delivery of information and services
from FAS to our participants. The committee
will review currently used IT solutions and recommend necessary revisions. The committee will serve as a primary contact
for FAS staff for IT solutions.
The President will select the
chair of the committee from the Board of Directors. The balance of the committee shall be
compromised of Board members as selected by the chair. The committee meets when deemed necessary and
submits recommendations to the Board of Directors.
Long-Range Planning Committee
The purposes of the committee
are to evaluate the status and growth of the FAS program, establish goals and
objectives, and determine which activities should be pursued to satisfy the FAS
mission.
In establishing goals and
objectives, the committee shall consider the integrity of the program, number
of teams and potential growth, changes in technology, and the needs and
expectations of FAS participants. Plans
should provide a basis for setting priorities and be within the limits of the
FAS approved budget.
The President will select the
chair(s) of the committee from the Board of Directors. The balance of the committee shall be
comprised of Board members as selected by the chair. The committee meets when deemed necessary and
reports to the Board of Directors through the Executive Committee.
Marketing Committee
The purpose of the committee is
to plan and execute the conception, promotion, advertising, and implementation
of ideas and services that FAS has to offer the residents of
The President will select the
chair of the committee from the Board of Directors. The balance of the committee shall be
compromised of Board members as selected by the chair, and the FAS
Administrative Assistant. The committee
meets when deemed necessary and submits recommendations to the Board of
Directors.
Procedures Committee
The committee shall maintain
the Procedures Manual for use by Board members, league
coordinators, committee chairs, officers, and the FAS staff to ensure the
smooth and skillful operation of the program. The Manual may be amended as
necessary at any Board of Directors meeting. Note that the Manual is a
complement to the FAS By-laws and shall never supersede the By-laws, either
directly or by implication.
Protest Committee
The committee mediates protests
of playing rules and their interpretations, serving to resolve any such
questions or problems relating to Fairfax Adult Softball. Findings and
recommendations are to be submitted in writing within one week of receipt of
protest to the teams and/or individuals involved. The standing Protest
Committee shall consist of, but not limited to, a Chair (who may
be the Second Vice President), the Second Vice President, FAS members appointed
by the Chair, and a representative from the
applicable umpire association.
It is the responsibility of the
Protest Committee to act on all protests as expeditiously as possible and to
ensure those records of all decisions are always put in writing and kept on
file at the FAS office.
Protest
Appeals (added 2/24/2004)
Upon receipt of
a written appeal of a protest decision, the President (or if a conflict of
interest exists, then the next officer in the chain of command without a
conflict in the matter) shall conduct a thorough review of the protest with the
Protest Committee chair, reviewing all findings and documentation of the
protest and its ruling.
Rules Committee
The committee shall be chaired
by the Second Vice President. The committee is responsible for annual review
and preparation of the Handbook of
Guidelines and Procedures and Playing Rules. In
order to conduct an efficient and productive review process and subsequent
approval meeting, when the chair presents proposed rule changes to the Board of
Directors for their review, it shall be accompanied by a request that any
suggested revisions be submitted to FAS at least one week prior to the approval
meeting. Changes to the handbook must be accomplished in
time to afford their inclusion in the rulebook prior to Spring/Summer play. Further, the Rule Book, including all changes for the
upcoming season, must be approved by the Board of Directors prior to sending
out applications for the next year’s spring/summer season. The handbook must be published and available
to all umpires under contract with FAS in accordance with the stipulations of
such contract(s).
The suggested timetable for
action by the Rules Committee is:
|
DATE |
ACTION |
|
First FAS meeting after
Annual (Organizational) meeting |
Appoint Rules Committee |
|
As necessary through year |
Meet to review program-wide
rules and league addenda and consider revisions/additions. |
|
With mailing of Fall
applications |
Questionnaire to
Spring/Summer managers asking for suggestions about rule changes, additions,
etc. |
|
After Fall program ends (mailed with refund checks) |
Questionnaire to fall
managers asking for suggestions about rule changes, additions, etc. |
|
September |
Hold Rules
Committee meetings, as needed. |
|
October |
Hold Rules Committee meetings,
as needed. |
|
November |
Distribute first draft of
proposed rule revisions/additions to Board. |
|
December |
Bring final written
revisions/additions before Board for vote and
approve entire Rule Book with all changes. |
|
Following issue of Full Count |
Publish article about rule
changes. |
|
January |
Revise computer version of
handbook as voted on at the December Board of Directors meeting. |
|
Annual (Organizational)
Meeting |
Distribute Rule Book. |
Tournament Committee (revised
4/21/2003)
The committee is comprised
of all the league coordinators and a chair appointed by the President.
The committee is responsible
for organizing and planning FAS-sponsored tournaments, specifically the Early
Bird and Post-Season League Tournaments, as well as any additional tournaments
FAS may wish to conduct. This includes
but is not limited to; establishing the dates, format, cost, awards, and rules
for the tournaments, under the guidance of FAS staff. The committee should meet in early February
to plan for that year’s tournaments.
Tournament Organization (to be
published also as a worksheet for distribution to tournament directors):
A)
Obtain date and field information from FAS staff as allocated by the
Department of Community and Recreation Services.
B)
Applications
must be drawn up and should include the following:
1)
the dates of the tournament
2)
the type tournament being run (e.g. bracket, double-elimination); this
may be predetermined by FAS
3)
the cost per team to enter (covering umpire fees, trophy costs, and
administrative costs)
4)
the rules
governing tournament play (It is very important to advertise playing rules in
advance to avoid any problems come tournament time.):
a.
All tournament games shall be conducted under FAS rules
or under special rules distributed with tournament applications. Any special rules must be approved by the
tournament committee chair and cannot conflict with any signed umpire
contracts. Any such distribution will be
considered addenda to those rules in the FAS Handbook of Guidelines and Procedures
and Playing Rules.
b.
the consequence of no-show game forfeiture (options include: the team
forfeits out of the entire tournament; or the team loses just that game)
c.
the consequence of player ejection
d.
what roster is required and whether pick‑up players will be
allowed
e.
for bracket play: the tie‑breaking procedures to be used
f.
what happens if part of the tournament is rained out (in a bracket
tournament, the bracket play is first priority, which means the
double-elimination could be reduced to a single-elimination, or not held at
all; in a double-elimination tourney, the tournament may be reduced to
single-elimination, or completion of winners bracket only).
g.
how the tournament will be fielded: whether teams will be seeded
or drawn
i. Seeding teams: Teams are placed
into brackets according to their caliber of play. The teams are then (1)
distributed equally between all brackets or (2) in bracket play, placed in a
separate brackets for each caliber of play established; in double-elimination
play, the higher-caliber teams receive byes, if there are any, and teams are
placed so that the best team plays the worst team, the second-best plays the
second-worst, etc., until all teams have been seeded).
ii. Drawing teams: All teams are
placed in a hat and picked out randomly for each bracket.
h.
who will receive awards and what type of awards will be given
i.
name and contact information for tournament director(s)
j.
information about where to send the application and roster, and to whom
to make out the check
C)
Applications should be sent out at least four weeks prior to tournament date, giving approximately
three weeks’ notification. Deadline should be about five days prior to tournament.
D)
Upon receipt of applications, the tournament should be seeded or drawn
as advertised, the schedules composed, and notification provided to teams
so that they receive their schedule at least three days prior to tournament
time.
E)
Before notification of any schedules, the Tournament Committee chair
should approve and authorize the schedule.
F)
A copy of the completed schedule will be provided to the umpire
association and to the parks involved in the tournament and placed on file at
the FAS office.
G)
Tournament Day. The tournament director, or a designate, will:
1.
Be available at each field at all times so that any questions or
problems can be solved immediately.
2.
Conduct roster identity checks of all teams participating in all
post-season league playoff tournaments and randomly at other FAS-sponsored
tournament using an FAS-approved Roster Check Form, which includes each team’s
name from the tournament with space to document the time their roster was
checked and the number of approved rostered players. Every attempt should be made not to have
individuals check rosters where potential conflicts may exist; e.g.: teams
participating in the same tournament as the roster checker, teams participating
in the same tournament as the roster checker, teams participating in the same
division as the rosters checks, or teams where roster checker may be too
personally involved.
a.
Do not stop games to check rosters, but rosters must be checked during
the game, NOT before and NOT after. Wait
until the game starts, then sit in dugouts and make each player bring you their
original DMV, military, or passport photo identification. NOTHING else will suffice! If you accept a stack of ID’s from the
manager, be sure to match the face and name on the ID with the player (e.g.:
walk into a dugout after the game has started, and state the following: “batter
and on-deck batter, please go bat, the rest of the team, please bring me your
id’s.” It works great and doesn’t
disturb the flow of the game. Note: Have
an idea before going into the dugout of how many ID's you need to see. Check when the team is on defense as to how
many players they have.
b.
Players listed on the roster have until the end of the game to produce
their original photo ID. If they have to
go away from the park to get their ID and they do not return by the last out of
the game, then the game is a loss and they must show you the photo ID before
the start of their loser’s bracket game in order to continue play in the
loser’s bracket Failure to do so results in the manager/acting
manager and the non-rostered player(s) being ejected for the balance of the
tournament, and if that forfeit is the offending team’s first loss of a
double-elimination tournament, the team may continue playing in the losers
bracket.
c.
If a player shows their ID and their name is not on the roster or the
attached add form, then ask the manager if he can produce an “approved” add
form documenting him on the roster.
Failure to do so results in immediately stopping and forfeiting the game
in progress, the manager/acting manager and the non-rostered player(s)
immediately ejected for the balance of the tournament and possibly facing
additional disciplinary action, and if that forfeit is the offending team’s
first loss of a double-elimination tournament, the team may continue playing in
the loser’s bracket.
d.
You have to assume a player is “non-rostered” if they can show you no
proof.
e.
Make sure you see every players ID, those in the game and on the bench
if they ever plan to play. (The only
exception to seeing an approved photo ID is if you absolutely, positively know
the player personally BUT please limit these exceptions to absolutely necessary
incidents.)
3.
Be present at the end of the tournament to personally hand out awards
to winning teams in a ceremony.
4.
Ensure a Tournament Board (a large display of the tournament schedule
with teams, games, times, and advancement) is posted and kept up-to-date at
each field or complex.
5.
Ensure FAS is provided the tournament final standings within three (3)
days of tournament completion.
6.
Return all confidential information used in checking rosters to the FAS
office within three (3) days of tournament completion.
H)
FAS will:
1.
Ensure the tournament is documented photographically for the FAS Full
Count.
2.
Ensure either the winning team or the tournament director submits an
article for the FAS Full Count.
Umpire Committee
The First Vice President shall
chair the committee. The committee shall
meet with prospective umpire associations and individual contractors to
establish contracts for umpire services for the FAS program. The committee should begin negotiations for
new vendor contracts at least three months prior to the termination of existing
contracts. The committee is responsible
for handling problems arising between FAS and its contracted umpires. The committee is also responsible for
establishing procedures and guidelines for those umpires under independent
contract directly with FAS.
BOARD OF DIRECTORS
(See Article V of By-laws)
LEAGUE
COORDINATORS
A league coordinator will be
appointed to each league established by FAS. If more than six divisions exist
in any one league, additional coordinators may be appointed. The league
coordinator:
A) Shall act in an information/advisory capacity to teams in the divisions that comprise the league for
which the coordinator is responsible. The coordinator must
be available to answer any questions on subjects ranging from rule
interpretations to scheduling, and thus is responsible for staying well
apprised of events within FAS.
B) Shall hold a meeting, on a date determined in conjunction with the FAS staff, to
seed teams into divisions within the league. The invitees must include, but is
not limited to, the league coordinators of the previous year (should they exist.)
C) Shall attend the league Annual Meeting. The coordinator may
conduct the meeting for his or her league.
D) Shall be available to assist in organizing schedules and All
Star games (if applicable), to provide information about postseason play, and
to answer questions regarding the program.
E) May attend the regular monthly meetings of the FAS Board of Directors although league coordinators need not be
a director.
F) Shall serve on the Tournament Committee and
organize the postseason tournament for the divisions within the coordinator’s
purview. As such, the coordinator should act as tournament director and MUST be
present at all times during the tournament, or must appoint and publicize an
assistant tournament director. The league coordinator should ensure that an
article about the tourney is written for the FAS newsletter; photographs should
also be taken.
G) Be available to perform other duties
as directed by the FAS President in conjunction with the FAS staff to ensure
the smooth flow of the FAS program.
FAS ADMINISTRATOR
Approved
by Executive Committee and Submitted to Files 12/4/2000
Purpose
To provide leadership and guidance
under the direction of the FAS President on behalf of the FAS Executive
Committee, Board of Directors, and general membership in promoting and
implementing the Fairfax Adult Softball program. This is a permanent part-time
position with the option of full-time status at the discretion of the Executive
Committee (added 2/23/05.)
Scope
To
oversee and perform on a timely and professional basis administrative, financial, and computer database
duties; to oversee the FAS employees, FAS contracted umpires, maintenance
staff, and volunteers; and to serve as a liaison with program representatives
with whom FAS does business.
Duties and responsibilities
(including but not limited to):
A)
Administrative
1. Ensure that adequate staff is
available and responsive during posted phone and office hours.
2. Supervise other part-time staff;
coordinate daily office activities.
3. Ensure the recruitment,
organization, training, and scheduling of FAS umpires (added 2/23/05.)
4. Oversee field maintenance crew.
5. Be responsible for
the content and revisions to the FAS web site (ECM 7/2/2001.)
6. Serve as liaison to Park
Authority, Department of Recreation and Community Services, contracted umpire
associations, vendors, national softball organizations, FAS teams and members,
and other programs serving adult softball.
B)
Clerical: oversee correspondence, file, schedule umpires, and prepare a monthly
staff report to the Executive Committee and Board of Directors.
C)
Accounting/bookkeeping: financial reports, accounts payable and
receivable, payroll, and monthly, quarterly, and annual payroll taxes and
reports.
D)
Database management: maintain program databases (teams, managers,
players, fields, financials)
E)
Schedules: Prepare master field schedule for Spring/Summer, Mini, and
Fall programs, and pre- and post-season tournaments.
FAS ADMINISTRATIVE ASSISTANT
Approved by Executive Committee and Submitted to
Files 1/12/2004
Purpose
To provide clerical and
administrative support, and public relations leadership under the direction of
the FAS Administrator. This is a permanent part-time position with the option
of full-time status at the discretion of the Executive Committee.
Scope
Assist with administrative
and clerical tasks in the ongoing operation of the league and the FAS umpires;
produce a quarterly newspaper, to include soliciting and obtaining advertising
and maintaining mailing list; create and oversee fund-raising events; ensure a
creative and effective public relations program with businesses, media,
government agencies, and community leaders; other duties as assigned.
Duties and
responsibilities (including but not limited to):
A)
Clerical:
correspondence, filing, scheduling, customer service, coordination of
assignments with umpire association(s), maintaining FAS umpire files,
preparation of cash and credit card deposits, maintain players and volunteer
database, monthly staff reports to the Executive Committee.
B)
Newspaper (Full Count): solicit, collect, and
proofread articles; prepare articles, photographs, and advertisements for
publication. Solicit advertisers: establish advertising rates, publication
dates, and incentives.
C)
Fund-raising:
create, plan and execute formal fund-raising activities including coordination
with outside vendors and solicitation of incentives and prizes.
D)
Public
Relations: team solicitation through corporate contacts, media avenues, and
advertising; provide news releases to media; maintain public relations with
community businesses; keep advertisers, government agencies, and community
leaders informed about FAS program.
FAS CONTRACTORS
Approved by FAS Board of Directors on 2/23/2004
Purpose
FAS contracts individuals to
provide field maintenance duties and to provide umpires for its games under the
direction of the FAS Administrator.
Individuals are hired as independent contractors and are responsible for
the payment of all taxes associated with any payments received by contractor
from FAS, as well as providing their own liability insurance (umpires obtain
liability through the national association registration). Maintenance contractors agree to not hold FAS
responsible for any injuries incurred while in the operation of any of its
equipment and/or supplies.
Scope
A)
Field
Maintenance: FAS will contract to provide field maintenance duties on a regular
weekly basis to supplement the maintenance provided by the Fairfax County Park
Authority.
B)
Umpires: FAS will recruit, train, schedule, and manage
umpires who officiate FAS games.
Duties and
responsibilities (including but not limited to):
A)
FAS will ensure
the following for/of our field maintenance contractors:
1.
All infields are
dragged at least three times a week and additionally as required, weather
permitting (Tuesdays, Thursdays, and Sundays.)
2.
All infields are
prepared at least three times a week and additionally as required, weather permitting
(Tuesdays, Thursdays, and Sundays.)
3.
All outfield
foul lines are painted and maintained.
4.
Trash from each
field’s playing surface and surrounding area is removed at least twice a week
and additionally as required.
5.
Bases, pitching
rubber, home plate, and foul poles at fields are installed and/or repaired when
required.
6.
Inspection of
all fields at least twice a week for damages.
7.
A report of
inspection results and damages is made to FAS.
8.
Invoices are
submitted bi-weekly on Mondays to include an itemization of all work performed
by date, field, field condition, work performed, and number of hours worked to
be paid on a bi-weekly basis coinciding with the payment schedule of FAS
employees.
9.
All complaints
regarding field maintenance will be directed to the FAS office to be handled
initially between the FAS staff and the contractor, and if additional
support/assistance is needed, the appropriate chain of command will be the
Fields Committee Chair, the FAS President, and the FAS Executive Committee.
B) FAS will ensure the following of/for umpires
under independent contract directly with FAS (amended 2/20/07):
1.
Recruitment
FAS will recruit umpires each year through
advertisements on the Internet (e.g., FAS website and Craigslist) and local
newspapers publications (e.g., The Connection, The Times, The Examiner, and The
Washington Post). Annually, FAS will
hold an “Umpire Kick-off Meeting” to inform all umpires of the year’s goals and
initiatives.
2.
Agreement
FAS will require a signed officiating agreement is on
file for each contractor that includes:
a.
Umpire will
provide officiating services for FAS.
b.
Services shall
be performed only upon specific authorization by the FAS Administrator, or
other authorized FAS representative.
c.
Umpire will be
responsible for the purchase and wearing of his/her uniform and equipment
(official shirt and hat, belted pants/shorts, ball bag, clicker, and brush)
d.
Agreement for
the payment of the national association registration fee or written
verification that the fee has been paid for the current year.
e.
Invoices are to
be submitted weekly on Mondays in a form substantially equivalent to the FAS
Umpire Time Sheet. FAS will issue
payment monthly to coincide with the last pay period of each month.
f.
Umpire is aware
of disciplinary action that may including penalties/fees assessed to umpires
for the following (but not limited to):
1)
Failure to
appear for assignments
2)
Habitual late
arrival for assignments
3)
Return of
assignment with less than 24 hours notice
4)
Failure to be
appropriately attired
5)
Failure to report
game cancellations once arrived at field
6)
Failure to
report ejections or protests
7)
Unprofessional
behavior (i.e.: excessive use of cells phones, tobacco/alcohol use, unnecessary
banter with participants
3. Training
FAS, with assistance from members of the Umpire
Committee and ASA representatives, will annually conduct a comprehensive
training program for all umpires that will include playing rules and
on-the-field mechanics. Prior to the
beginning of the training program, the First Vice President will assess all
returning umpires to determine veteran or non-veteran status. All training sessions will be mandatory for
rookie and non-veteran umpires to ensure proper knowledge of officiating. Veteran umpires will be required to attend at
least one training session that will be tailored to veterans to discuss any
rules changes and serve as a review of on‑field mechanics.
4.
ASA
Championship Play
FAS encourages umpires interested in furthering their
umpiring knowledge and mechanics beyond the FAS umpire training to attend ASA
umpire clinics. FAS can recommend to ASA
those FAS umpire(s) that are qualified for post-season ASA championship play.
5.
Exam
Prior to officiating any game for FAS, all FAS
umpires must pass the annual umpire exam, which will be updated by the Umpire
Committee. Successfully passing the exam
involves answering 100 percent of the questions correctly. If an umpire incorrectly answers any
questions, they are required to correct those answers in order to attain a
score of 100 percent.
6.
Early Bird Tournaments
All rookie FAS umpires are required to officiate
games during at least one of the early bird tournaments. This provides an excellent environment to
integrate all aspects learned during the training sessions. Rookie umpires will be “shadowed” by a
veteran umpire that will provide on-the-field training and constructive
feedback.
7.
Scheduling
FAS will be responsible for assigning FAS umpires
games to officiate. Games will be
assigned monthly with at least one-week notification. Umpires will be responsible for notifying FAS
of their availability and confirming games they are assigned via their personal
URL. FAS umpires are solely responsible
for finding replacements for games they cannot officiate, not FAS.
8. Ratings
All umpires officiating FAS games should be rated by
both teams reporting scores on a 1 to 10 scale.
In addition, the FAS umpire committee will observe umpires to assist in
umpire ratings. FAS will regularly communicate
ratings to FAS umpires to provide an assessment of quality of their performance. As incentive for FAS umpires, FAS will award
umpires for superior performance and dedication.
9. Advocacy
FAS will serve as the focal point for all
umpire-related comments/complaints and strive for a balance that will best
benefit the whole program serving as both an advocate for the umpire and the
player. These complaints will be
directed to the FAS office to be handled initially between the FAS staff and
the umpire or participant(s), and if additional support/assistance is needed
for more severe incidents, the appropriate chain of command will be the 1st
or 2nd Vice President, the FAS President, and the FAS Executive
Committee.
C) FAS will ensure the following for/of our
umpire association contractors:
1. A signed contract is on file for each association.
2. Invoices are to be submitted no less than
monthly. FAS will issue payment within
15 days of invoice.
3. Disciplinary Action including penalties/fees may be
assessed to associations for the following (but not limited to):
a.
Failure to
appear for assignments
b.
Habitual late
arrival for assignments
c.
Return of
assignment with less than 24 hours notice
d.
Failure to be
appropriately attired
e.
Failure to
report game cancellations once arrived at field
f.
Failure to
report ejections or protests
g.
Unprofessional
behavior (i.e.: excessive use of cells phones, tobacco/alcohol use, unnecessary
banter with participants)
4. All complaints regarding umpires will be directed to
the FAS office to be handled initially between the FAS staff and the umpire,
and if additional support/assistance is needed for more severe incidents, the
appropriate chain of command will be the 1st or 2nd Vice
President, the FAS President, and the FAS Executive Committee.
POLICY STATEMENTS
AWARDS POLICY
Season Awards: FAS shall award 1st and 2nd
place team trophies in all divisions.
FAS shall award 1st place individual awards of short-sleeve
t-shirts for all spring/summer divisions, and long-sleeve t-shirts for all fall
divisions (amended 2/22/06). Awards are
available from the FAS office and teams have six months from the end of their
season to obtain them before FAS begins recycling them. The tournament
committee will determine tournament awards.
President’s
Award: Any team attaining a perfect
undefeated season in our spring/summer or fall seasons shall receive
recognition in the Full Count and a plaque presented at the organizational
meeting.
Spirit of Softball
Award: Any team not forfeiting a game in
a winless season in our spring/summer or fall seasons shall receive recognition
in the Full Count.
Volunteer of the
Year Award: The award shall carry the
title “Ron Bullock Volunteer of the Year.”
The Executive Committee shall vote to determine the recipient(s) by
considering nominations as presented by FAS staff. If warranted, more than one person may
receive this award in a single year, and a person may receive this award even
if they had received it in a prior year.
In the event the Executive
Committee does not approve a recipient from the staff nominations, the entire
Board of Directors will be presented with a slate of nominees to vote for the
recipient(s) (added 2/23/05.)
Volunteer
Recognition Awards: FAS shall honor its
volunteers yearly at a volunteer appreciation event (e.g. dinner, baseball
game, bowling.) In addition, those Board
of Director members who have attended a minimum of 60% (changed from 75%
2/23/05) of the meetings may be recognized with an individual award (e.g.
shirts). The FAS President may select
additional volunteers to receive any such individual awards.
CLERICAL POLICY
It is the policy of FAS that
the staff will:
A)
Send out the final copy of all correspondence sent on
behalf of FAS by staff, Executive Committee members, Board of Directors, League
Coordinators, Committee Chair, or others representing FAS in a communication. Persons may author and draft their own
communication, but staff is responsible for reviewing and distributing the
final copy (amended 2/19/08).
B)
Maintain a copy of all written communication authored on
behalf of FAS in the FAS files.
C)
Notify all FAS Board of Director and committee members in writing of
any meeting (regular, special, committee, etc.) at least one week in
advance of the meeting and should include an
anticipated agenda. Each member
will be provided with the minutes from the meeting.
D)
Take and prepare minutes for the Secretary’s signature for all Board of
Director meetings and disseminate such minutes to Board members within 10 days
of the meeting. (added 4/22/04)
E)
Take and prepare minutes for the Secretary’s signature for all
Executive Committee meetings and disseminate such minutes to Board members
before the next Board of Directors meeting that follows the Executive Committee
meeting. (added 4/22/04)
F)
Send each league coordinator a list of their teams including team name,
and manager and assistant manager name, address, telephone numbers, and email addresses.
G)
Contact the current manager of record to verify any proposed change to
the manager of record listed for a team.
H)
Document detailed procedures used to perform their
duties. This document shall be used in
their absence for daily function of the office.
I)
In the event of inclement weather, update the rain line
as necessary and it shall include the time of the update. On days of no cancellations, the rain line
shall announce the following message: “Fairfax Adult Softball field status
report. At this time, we have no
cancellations. This message will be
updated as necessary. Thank you.”
J)
Provide all new Executive Committee and/or Board of
Director members at the beginning of their term a packet of information to
include all pertinent contact numbers, By-laws, Procedures Manual, and a
Calendar of Events.
K)
Ensure that the current FAS Handbook of Guidelines
and Procedures and Playing Rules, Procedures Manual, and By-laws are
available for viewing on the FAS website.
L)
Mail spring/summer applications each year to all teams
participating in the prior year’s spring/summer and fall season. Mail fall applications each year to all teams
participating in that same year’s spring/summer season and the prior year’s
fall season. Applications should be
mailed to all military installations in an effort to provide competitive teams
for upper level divisions.
M)
Submit news releases and PSAs to local media to advertise
FAS registration dates, to search for competitive players and teams for our
leagues, and solicit umpires.
N)
It is the policy of FAS that electronic mail constitutes
proper notice in lieu of U.S. Mail. FAS
staff will make U.S. Mail available to any person so requesting. (added 2/23/2004)
O)
Ensures that tournament directors and umpires complete the FAS Injury
Report Form whenever Emergency Personnel arrive at a field in response to an
injury during FAS sponsored play. (added 2/19/2008)
Document Retention Policy
(added 2/19/2007)
It is the policy of FAS to
manage the electronic, physical, and financial information assets and the
proper disposition of records at the end of their lifecycle. Document
disposition includes not only destruction but also the selection and protection
of legal and historical records.
A) Electronic Information
1. FAS staff will backup their computer files including all
documents and the entire email history on a monthly basis.
2. FAS staff will backup their entire C drive at each year’s
end. Those CD’s are to be stored permanently
in the FAS office safe.
B) Physical Information
Files should be reviewed
annually. All documents should be
maintained for a period of not less than three (3) years. Documents of a legal or historical nature
should be maintained permanently; e.g. Board Meeting Minutes, Articles of
Incorporation, Bylaws, Property Deeds.
C) Financial Information
Files should be reviewed
annually. Financial records, including,
but not limited to, tax returns, bank statements, cancelled checks, annual
summaries of brokerage statements, employee payroll records, shall be
maintained for a period of seven (7) years.
Annual Financial Statements should be retained permanently.
DIVISION SEEDING POLICY (added 05/12/97)
Teams shall be placed in
divisions based on their competitive evaluation (Exception: Teams participating
in the Reston Leagues will be seeded based on their day of week
preference). This evaluation shall be
based on the following criteria:
• Previous year's
FAS record and statistics in accordance with their division's level of play;
• Head-to-head
competition with other teams within their division;
• Team's
performance in their respective play-off tournaments;
• Information and
criteria submitted on the team's application; and
• Other known information
about the team's level of play.
A committee of the appointed
league coordinator(s) and other members appointed by the President shall
organize divisions. League coordinators shall place teams in their respective
divisions based on the above criteria.
After completion of the
divisional setups, no team may change divisions without the approval of the
appropriate league coordinator(s). The Coordinator can seek additional help
in approving team switches. A team will not be seeded into a day of the week not listed
as one of their three priorities requested on the application, provided the
application has been completed in its entirety and includes the three requested
priorities for day preference unless explicit permission is given by the
manager. (Note: If the manager does not
give permission, then a full refund will be offered.)
FINANCIAL POLICIES
Accounting Policy
The Accounting Policy of FAS
shall be within the guidelines of general accepted accounting practices. It is
available upon request for review and comment at the FAS office.
Bid Policy
It is the policy of FAS to
solicit at least three bids on purchases expected to exceed $1,000 (added
2/23/05.)
Advertising Contracts Policy
It is the policy of FAS to
offer contract options for Rule Book advertising annually in October of each
year. Existing advertisers will be
given the right of first refusal of their existing contracted advertisement
locations provided they respond within thirty days of the first FAS notice for
contract renewal (added 2/23/05.)
It is the policy of FAS to
require payments for advertising contract options as follows (added 2/22/06):
A)
Manager’s Mailing List: Due
before list will be delivered.
B)
Mail-Out Inserts: Invoiced after
mailing is complete. Payment is expected
within 30 days from postmark of invoice.
A 1.5% per month (maximum 18% per year) late fee will be added to
invoices not paid within 30 days.
C)
Rule Book Advertisements:
Invoiced after Rule Book is printed. Payment is expected within 30 days
from postmark of invoice. A 1.5% per
month (maximum 18% per year) late fee will be added to invoices not paid within
30 days.
D)
Website Advertisements: Due
before posting of advertisement on the FAS Home Page.
Disbursement Policy
It is the policy of FAS to donate
$50 to a charity of choice in the event of death for any Director or Staff
member, or their immediate family (spouse, parent, sibling, child), to send
flowers not to exceed $50 to any Director or Staff member being hospitalized,
and to send cards whenever possible for bereavements, weddings, births,
surgeries, and hospitalizations (added 5/2/2005.)
Forfeit Fee Deposit Policy
It is the policy of FAS to
assess each team, through their division franchise fee statements, a refundable
forfeit fee deposit in an amount to be determined by the Board. If a team
forfeits one game, then one‑half of the forfeit fee deposit will be
forfeited to the FAS general fund. If a team forfeits another game, the other
half of the forfeit fee deposit will be forfeited to the FAS general fund. If a team is found guilty of fraud, the team’s
entire forfeit fee deposit will be forfeited to the FAS general fund.
Forfeits applicable to this fee
are only those in games during regular season play, make‑up games, and
league playoff tournaments (not buy-in tournaments), and when teams do not have
enough players to start a game at scheduled start time. Forfeits incurred due
to infractions of playing rules during the game or to procedures will not be
applied toward the forfeit fee deposit (e.g., illegal re‑entry
of a player results in a forfeit). Each team's remaining forfeit fee deposit
balance will be refunded within four weeks of season end.
Should
a team know in advance that they will be forfeiting a scheduled game, and are
unsuccessful in having that game rescheduled, the forfeit fee will be waived
provided the forfeiting team gives at least two (2) business days notice to FAS
staff. FAS staff will notify the
opposing manager saving their team a trip to the field and allowing them to record
the forfeit victory. Postponement of
game prior to scheduled start time because of rainout or field conditions will
rescind the forfeit. (new paragraph added 4/21/2003)
Franchise Fee Reimbursement
Policy
A) Reimbursements for Teams Not Playing Complete Season
1. If a team has received wins through forfeits
which resulted from the opposing team not having the required number of players
to begin a game, then that team may be eligible for reimbursement from FAS.
a.
The team must have gained more than three (3) wins by forfeit to be
eligible for a reimbursement.
b.
The team must submit their request for reimbursement in writing to FAS.
c.
The team's request for reimbursement must be verified by FAS staff.
d.
The team will be eligible for: A refund equal to the dollar amount paid
for umpires in their franchise fee for one game for each game won by forfeit
over three games.
e.
The reimbursement will be issued at the end of the playing season and
will be incorporated with the appropriate forfeit fee refund.
2.
If a team in the program has not played games as scheduled or
rescheduled, then that team may be eligible for a reimbursement from FAS.
a.
The team must not have played a game as scheduled or
rescheduled, through no fault of its own, in order to be eligible for a
reimbursement from FAS.
b.
The team must submit a request for reimbursement in
writing to FAS.
c.
The team's request for reimbursement must be verified by
FAS staff.
d.
The team will be eligible for a refund equal to the
dollar amount paid for umpires in their franchise fee for one game for each
game not played, in excess of two games, through no fault of its own. (amended 08/10/92)
e.
The reimbursement will be issued at the end of the
playing season and will be incorporated with the appropriate forfeit fee
refund.
B) Reimbursements for Teams Playing Games Without Proper Number of
Umpires
1.
Teams playing scheduled games without any umpires, or without the
required number of umpires present, may be eligible for reimbursement from FAS.
a.
FAS staff must document by day, date, time and field any games
where an umpire absence occurs.
b.
The team will be eligible for a refund equal to the dollar amount paid
for umpires in their franchise fee for the game.
c.
The reimbursement will be issued at the end of the playing season and
incorporated with the appropriate forfeit fee refund.
Late Open Program Payment
Policy
Teams registering in the Late
Open program may elect to split their franchise fee payment, with an initial
deposit due by the deadline date and the balance due at a later date established
by FAS. If payment of the second league fee installment is not made by the
established deadline, the team will be assessed a $60 late fee. If payment is
not made within seven days after the deadline, the team will be assessed an
additional $40 penalty. If all money is not paid within 14 days after the
original deadline, the team will be dropped from the program and, if possible,
replaced by a team on the waiting list. FAS will retain $100 of any money paid.
Purchase Order Policy
In order to maintain the
integrity of any line item within the budget, the individual purchasing that
item will be issued a purchase order by FAS staff in an amount NOT TO EXCEED
that originally allotted in the FAS-approved budget or in the relevant
division franchise fee statement. The person receiving the purchase order will
bear the responsibility for any charges exceeding the allocated purchase order
amount.
Refund Policy
A) Refunds for Franchise Fee for the FAS Program
1.
If a team rescinds its application prior to the established deadline, a
total refund will be given.
2.
A team that rescinds its application prior to the established division
seeding date but after the established
3.
deadline will be given a total refund minus a $50.00
administrative/processing fee.
4.
If a team rescinds its application prior to one month before their
season start, a total refund will be given minus a $100.00
administrative/processing fee.
5.
If a team rescinds its application between one month and two weeks of
the season start, they will be refunded 50% of their total franchise fee.
6.
If a team rescinds its application after two weeks prior to the
scheduled season start, NO refund will be given.
B) Refunds for FAS-Sponsored Tournaments
1.
If a team rescinds prior to two weeks before scheduled tournament, that
team will be given a full refund.
2.
If a team rescinds between one week and two weeks prior to the
scheduled start of the tournament, that team will be refunded 50% of the fee.
3.
If a team rescinds at one week to the start of the tournament, that
team will receive NO refund.
Reimbursement Policy
Any Board member requiring
reimbursement for expenses incurred while handling duties as assigned by their
position may receive an expense reimbursement upon submission of a written
requested accompanied by the appropriate receipts. Without receipts, no
reimbursement will be granted. Expenses
must be submitted within 60 days of the outlay and will be processed by FAS
staff within 30 days of receipt. Consideration
of request for reimbursement shall be in accordance with FAS By-laws. (amended
05/12/97 and 02/22/99 and 2/20/2007)
Returned Check Policy
A) Checks will not be accepted from any bearer whose checks to FAS
have failed to clear their financial institution within the past two years. A
"Do Not Accept" listing will be maintained at the FAS office. (amended 05/12/97)
B) Any bearer whose checks have been returned shall be invoiced the
amount of the check plus a $35.00 service fee and MUST submit the money owed
within four (4) working days, ONLY BY certified funds (i.e., cashier's check,
money order, cash). (amended 05/12/97)
C) A photocopy of the front of each returned check will be
maintained in the FAS files.
D) Only accounts that have paid in full, including penalty fee(s),
will be allowed to participate in any FAS program.
E)
FAS will request
its financial institution to redeposit returned items.
HEARING POLICY
(original 4/13/92; moved from Protest
Committee and added 2/23/04)
Procedures for
Hearings and Appeals.
A)
Upon
receipt of a written complaint, (amended 12/8/2005) FAS shall conduct a preliminary inquiry to determine
whether a hearing regarding the incident is appropriate. If sufficient evidence is obtained by the 2nd
Vice President, or his designee, from a thorough and complete investigation
with all parties involved, the 2nd Vice President may, unless a
hearing is requested, impose a penalty without a hearing. A
complaint may originate from:
1.
Any umpire/umpire
association under contract to FAS;
2.
Any FAS Officer;
3.
Any individual involved in
the FAS program holding a responsible position;
4.
The
B)
The
nature of the complaint may include:
1.
Conduct
of a manager, coach, team, team members, or spectators of a team on or off the
field of play;
2.
Conduct of an umpire or
umpires on or off the field of play from umpire associations under contract to
FAS.
C)
With
the exception of #F below, a complaint must be provided in writing to the FAS
office within 15 calendar days of the event.
D)
If, as a result of the
written complaint, a hearing is justified, notification of time, date, and
location of the hearing or board of inquiry shall be furnished to all
principals by certified mail not later than seven days prior to the scheduled
date.
E)
Membership
on the hearing panel shall consist of:
1. The 2nd Vice President
(Rules), or a designate appointed by the FAS President, as chair.
2. Not less than four FAS representatives, a
majority of who are members of the Board of Directors. Team managers may also be selected.
3. If the hearing involves an umpire-related
issue, one of the four FAS representatives shall be an umpire representative as
appointed by the 1st Vice President (added 2/23/05.)
F)
The
defendant will be provided a copy of the complaint and in addition to
responding to the complaint may provide a counter complaint. This must be done within one week of the
defendant receiving the written complaint.
G)
Each
side will provide a list of proposed witnesses and what the witness’ expected
testimony will be to the hearing chairperson by a day and time prior to the
hearing as specified by the chairperson.
The chairperson may limit the number of witnesses allowed to testify if
their testimony will be duplicative, hearsay or inapplicable to the issue at
hand.
H)
The
hearing panel will be provided a copy of the complaint, the response, if any,
and the witness lists prior to the hearing.
Panel members will not discuss this information with anyone except the
chairperson.
I)
Anyone
appearing before the hearing may be subject to disciplinary action. For example if the hearing is to determine
culpability for a fight that was started by one individual, if it turns out
that either manager was using non-rostered players, not only will the fighter
be subject to discipline but so will the manager who used a non-rostered
player. If the charge requires, the chair may grant another hearing on the new
issue.
J)
The
chairperson is responsible for maintaining for the FAS records a list of all
panel members, representatives, and witnesses giving testimony at the hearing.
K)
A
taped recording will be made of all testimony presented to the hearing panel
and the final decisions of the hearing panel.
These tapes will remain in the FAS records for at least one year and may
never be removed from the FAS office.
They shall be made available for listening to in the FAS office to
whoever may be required to hear any appeals.
L)
A
record of hearing results will be kept in the FAS office and made available to
the hearing panel so that they will know what precedents have been established.
M)
The
order of business for hearings shall be:
1.
The
hearing panel meets in closed session to review the complaint and FAS
guidelines, procedures, and playing rules.
2.
The
defendant (or his/her appointed representative) is permitted to sit in during
all testimony and must remain silent during other’s testimony.
3.
The
complainant (or his/her appointed representative) is permitted to sit in during
all testimony provided the hearing panel has heard the complainant’s
testimony. In the event the complainant
appoints a representative to sit in during testimony, the complainant forgoes
his/her right to sit in during any testimony.
4.
Testimony
is heard from the complainant(s) and his/her witnesses.
5.
Testimony
is heard from defendant(s) and his/her witnesses.
6.
The
chair may recall witnesses from either side.
7.
The
hearing panel shall grant relevant questions or statements from the
defendant/representative and the complainant/representative after initial
testimony is complete.
8.
After
all testimony, the hearing panel will meet in closed session to determine a course
of action.
9.
Penalties
shall be meted out in accordance with the Handbook of Guidelines and Procedures
and playing Rules.
10. Each side will be advised in writing
within 10 days of the conclusion of the hearing of all results.
N)
The
defendant may appeal the hearing panel’s course of action to the President (or
if a conflict of interest exists, then the next officer in the chain of command
without a conflict in the matter) who shall conduct a thorough review of the
hearing including but not limited to a review of all findings and documentation
of the originating complaint and resulting hearing committee investigation,
listening to the taped recording of the actual hearing, and conversations with
the hearing chair and each panel member.
The Executive Committee must approve any appeal decision which changes
the decision made by the hearing panel.
O)
Each side will be advised within 10 days of
the appeal result.
HUMAN RESOURCE POLICIES
Employee Selection
It is the policy of FAS that
employees are recruited, hired, and assigned on the basis of merit without
discrimination because of race, color, religion, sex, age,
handicap, or national origin. The employment practices have been, and
will continue to be, to ensure that all employees are treated equally; and that
no distinctions are made in rates of pay, opportunities for advancement,
upgrading, and promotion because of race, color, religion, sex, age, handicap, or national origin.
FAS wants to employ
high-quality, capable personnel for each position. Therefore, each employee
should have better-than-average qualifications. All employees are eligible for
rehire unless terminated by FAS. Each employee will be presented with a job
description which includes the purpose and scope of the position, the proper
chain of command, and duties and responsibilities for the position.
Hours of Operation (amended 03/15/99)
FAS will maintain daily office
hours from 10:00 a.m. to 5:30 p.m. Telephone and
customer service hours will be from noon
to 5:00 p.m. daily. The office is expected to be staffed at all hours of
operation. Employees will be allowed
one-half hour for lunch. In the event the office must be vacated for a
period of time, a note shall be left in a conspicuous place, as well as a
message left on voice mail.
Supervision
The Administrator will be the
supervisor for the FAS office and shall direct FAS volunteers. The
Administrator reports directly to the President.
Leave
A) Annual Leave (amended 1/12/98): Employees will be granted annual
leave for vacation and other personal reasons.
Leave will be earned on a biweekly basis according to the following
schedule:
Years
of Service Per Pay Period Per Year
Up to
3 4 hours 13 days
3 to
15 6 hours 19 1/2 days
15 and
over 8 hours 26 days
Annual leave may accumulate
throughout the year, with a carryover maximum of one hundred and twenty (120)
hours. Leave in excess of 120 hours will
be lost at the end of the calendar year if not used. A lump sum payment is permitted at time of
resignation for any unused annual leave balance provided the employee is not
discharged for cause, and provided the employee has worked a minimum of one
calendar year. Annual leave may be used
for whatever purposes the employee desires.
B) Sick
Leave: Employees will be granted four hours per pay period, up to a maximum of
thirteen days per year. No accumulation limit is imposed. No lump sum payment
is permitted for unused balances. Sick leave may be used for the care of
yourself or immediate family members or for the death of immediate family
members.
C) Compensatory Leave: Salaried employees will not be
eligible for compensatory time. Hourly employees may either receive
compensatory time on a 1:1 ratio or be paid their hourly rate of pay for actual
hours worked in each two-week pay period, not to exceed 80 hours. Compensatory
time shall be granted only when warranted by workload demands and authorized by
the immediate supervisor.
D) Jury Duty Leave: Employees may have time off with pay for Jury
Duty. Any money paid to the employee as a result of being a juror will be
reimbursed to FAS.
E) Maternity Leave: FAS extends a two-month maternity leave to
employees. Pay will be granted provided the employee has annual, sick, and/or
personal leave for the period of leave; otherwise leave will be under a leave
without pay status. Upon advice of physician, additional time may be granted.
F) Military Leave: Military leave (except two-week National Guard
Duty) is extended without pay but without loss of seniority or benefits.
Two-week National Guard Duty may be taken with only one week's pay.
G) Holiday Leave: FAS shall allow all employees the same Holidays
observed in accordance with the schedule adhered to by the
H) Liberal and Administrative Leave: When the County of Fairfax
declares liberal and/or administrative leave for government employees, FAS
shall grant all FAS employees the same leave.
Leave Records
All Annual and Sick Leave in
excess of two consecutive days must be approved by the employee’s
supervisor on the appropriate leave form in order to
receive compensation. Annual, Sick, and Compensatory leave requests must be
submitted the same number of days in advance of the leave as the number of days
requested. Emergency sick leave may be approved retroactively. Leave forms are to be filed in the employee’s
personnel file. Leave is to be posted in an appropriate record file and
maintained regularly.
Payroll
Employees shall be compensated
according to the approved pay scale and shall be paid on a biweekly basis. The
two-week pay period shall be from one Sunday to the second following Saturday.
Pay dates will be every other Thursday provided
employees submit their completed time and attendance report to the payroll
officer not later than the Tuesday following the end of the pay period. (updated 08/21/95)
It is not the policy of FAS to
make advances on salaries or loans to employees.
Performance Reviews
Employees shall be subject to
FAS Executive Committee review of performance.
Employees are to be given an annual performance evaluation on their
employment anniversary. New employees
are to be given a performance evaluation after six months and annually
thereafter on their employment anniversary.
(added 7/30/02). A written
review will also be made available to the employee and kept as a permanent
record in the employee's personnel file.
(added 02/15/94)
Fringe Benefits
A) Health/Dental Insurance: FAS shall provide employees with a
Family Health/Dental Insurance allowance for premiums not to exceed three
thousand dollars per year upon approval of presented receipts. Health/Dental
insurance payments shall be made not less than
monthly and will coincide with the last pay period of the month. An
employee becomes eligible for this benefit after a probationary period of
ninety (90) days, however, FAS will reimburse the employee for their first
ninety days of expenses once the probationary period has elapsed. (added
7/30/02)
B) Life Insurance: FAS shall provide employees with a Term Life
Insurance Policy at no expense to the employee equal to three times their
annual base salary up to a maximum of $100,000. An employee becomes eligible for
this benefit after a probationary period of ninety (90) days, however, FAS will
reimburse the employee for their first ninety days of expenses once the
probationary period has elapsed."
(added 7/30/02)
C) Workers Compensation: FAS shall
provide workers compensation as mandated by law.
D) Unemployment Insurance: Employees are
covered by State and Federal laws.
E) Automobile Allowance: Employees shall receive an automobile
allowance for job-related mileage as a reimbursable expense at the current Federal
Government rate (amended 2/19/2008), upon approval of presented receipts,
provided the employee is currently insured for the operation of a motor
vehicle. Job-related
business includes travel between the FAS office and a field, meeting, business,
or other job-related destination. FAS
business does not include commuting or personal errands. Only the mileage to the job-related
destination less normal commute will be reimbursed. Example #1: Person A lives 15 miles from the
FAS office. They drive directly from home to a job-related location, which is
35 miles from their home. They should
charge 20 miles each way or 40 miles on their expense report. Example #2: Person A lives 15 miles from the
FAS office. They drive directly from
home to a job-related location, which is 10 miles from their home. They should not charge any mileage since this
was less than a normal commute. Expense vouchers will be submitted no less
than monthly to coincide with the first pay period in each month.
F) FAS shall provide employees with a non-matching SIMPLE IRA, a
tax-deferred plan for retirement savings, and each eligible employee shall receive
employer contributions monthly totaling 3% (amended 2/19/2008) of his or her
total salary for that pay period. An employee becomes eligible for the benefit at their
one-year employment anniversary date.
Part-time Employees
A part-time employee as defined
by FAS is a permanent part-time hourly position
working at the minimum a 40-hour pay period (at least 20 hours per week), as
opposed to seasonal temporary employees. Part-time FAS employees are entitled
to the same fringe benefits as full-time employees with payments being shared
with the employee on a pro-rata basis with the exception of the automobile
allowance, which will be granted at a full-time status. Part-time employees
will receive a pro-rata share of holiday, annual, sick, and personal leave.
Seasonal Employees
A
seasonal employee as defined by FAS is a part-time hourly position working as
directed by the supervisor as the workload dictates. Seasonal employees are exempt from all
holiday, leave, and fringe benefits (with the exception of the automobile
allowance.)
FAS Personnel Involvement in Officer Elections
No paid FAS employee shall, by act of commission or
omission, discourage any person from or encourage any person to run for a
position on the FAS Executive Committee.
(added 08/21/95)
Termination of Employment
The FAS President, subject to the approval of the
Executive Committee, may discharge an FAS employee. Should termination be necessary, any employee who has completed a
six-month probationary period shall receive two weeks’ notice of such
termination. FAS expects two weeks' notice from an employee terminating of his
or her own accord. Note:
Exit Interview
An exit interview
offers FAS an opportunity to take a critical look at how we operate and how we
are perceived. Employees shall be
interviewed by their immediate supervisor prior to their exit using the FAS
Exit Interview Form. Should the employee
so request, they may have this interview with the President, or any other
Executive Committee member instead.
Human Resource Relations Policy (added 8/21/95)
Our corporation recognizes that
our most valuable resource is our employees and volunteers. Accordingly, we will always strive to create
a working environment that fosters excellence, stresses the positive, and
respects the basic rights of the individual.
A)
Equal Employment
B)
Employee or Executive Committee Member Complaints. It is the policy of FAS to provide a working
environment in which an employee or executive committee members feel free to
bring job-related complaints to the president's attention with confidence that
the matter will be resolved fairly, objectively, and promptly. Employees or executive committee members are
encouraged to bring any such matters to the attention of the president, orally
or in writing, with no fear of retaliation.
Employees should proceed only after briefing his or her supervisor
first. A response to the concern should
be made in a timely fashion.
C)
Quality of Work Life. FAS
encourages our employees to find the proper balance between their personal and
professional lives.
D)
Safe and Healthy Work Environment.
The use or possession of illegal drugs or alcoholic beverages in our
work place is detrimental to the safety and health of our employees,
volunteers, and customers. Accordingly,
the use or possession of such substances on company business or property is
forbidden. Any employee who violates
this regulation is subject to immediate termination.
E)
Participative Management. We
believe the only dumb question is the one which is not asked. Employees are encouraged to share their
ideas, suggestions and thoughts with any member of the Executive Committee. Empowerment gives us all the right to ask
"why" and ascertain if there is a better way to do the job.
F)
Constructive Feedback.
Development of individual employees is critical to the continued success
of our organization. Every employee
should receive semiannual performance evaluations so as to provide each
employee constructive feedback on his or her work, and the opportunity to
improve those areas needing improvement.
G)
Job Satisfaction. The most productive
and happiest employees are those who are satisfied with and challenged by their
work. Accordingly, if any employee
believes his or her current work assignment does not match their capabilities
and needs, that employee is encouraged to discuss the situation with his or her
supervisor to determine if an opportunity exists to enrich that work
assignment.
MEETING POLICIES
Meeting Policy
It is the policy of FAS to:
A)
Hold Board of Director meetings at least quarterly.
B)
Cancel meetings that cannot be held as scheduled and only reschedule
them to an alternative date with approval of the Board of Directors
(6-15-2004.)
C)
Hold Executive Committee meetings at their discretion.
D)
Follow Robert's Rules of Order parliamentary procedure for all regular
and special meetings.
E)
Open all regularly scheduled Board of Director meetings to FAS
participants. Participants who are not
members of the corporation may be excused at the presiding officer’s
discretion. (added 2/23/04)
F)
Allow participants an opportunity to address the Board with prior
permission from FAS. (added 2/23/04)
G)
Prepare written agendas for regular FAS meetings to include:
1.
Call to Order
2.
Roll Call (ensure quorum)
3.
Participants
4.
Approval of Minutes
5.
Treasurer's Report
6.
Officer's Reports
7.
Staff Reports
8.
Committee Reports
9.
Unfinished Business
10.
New Business
11.
Adjournment
Attendance Requirement Policy
Board of Directors: All Executive Officers, Directors, Committee Chairs, and
League Coordinators are encouraged to attend all regular and special meetings
of FAS, and each is expected to serve on at least one committee (standing or
other). Failure of any Director to attend two consecutive regularly scheduled Board of Director meetings
shall be considered cause for removal from office upon
majority vote of the Board of Directors.
Officers: Failure of any Officer to attend two
consecutive regularly scheduled executive committee meetings shall be
considered cause for removal from office upon majority vote of the Board of
Directors.
Election of Officers Policy
The nominating
committee shall provide guidelines to the election process. In lieu of any guidelines, the standard
format for the election of officers shall be a maximum 3-minute speech per
nominee, in alphabetical order with incumbent going last; to be followed by a
question and answer period at the conclusion of all speeches for that position.
Voting for election of officers will take place by ballot, unless
motioned by acclimation. Mail-in,
walk-in, electronically transmitted, and faxed ballots are acceptable and must
include the signature of the voter and a witness, and the date of the
signatures. They must be received by the
FAS office by close of business of the evening of the election and will be
given to the nominating committee chair prior to the election. Board of
Director members not attending at least fifty percent of the Board meetings
from the first meeting after the Annual Organizational Meeting where directors
are elected through the date of the meeting where officers are elected will not
be eligible to vote in the Election of Officers.
It shall be the policy of FAS
at its Officers Election meeting to vote in the following order for positions:
President, First Vice President, Second Vice President, Treasurer, Secretary (added
08/10/94, amended 02/22/99.) Prior to any voting, candidates for each
position will be permitted time to address the Board and answer questions. Candidates will not be privy to hearing their
opponent’s address to or question/answer session with the Board (added
2/24/04.)
It shall be the policy of
FAS at its Officers Election meeting to record and announce all vote results.
SCHEDULING POLICIES
Field Allocation Policy (added 08/21/95)
It is the policy of FAS that no
nighttime division shall be scheduled to play more than 25% of its regularly
scheduled league games on an unlighted field.
FAS is required to submit
requests for field space for each season’s practices, games and tournaments to
the Fairfax County Department of Community and Recreation Services who will
allocate space. FAS staff must obtain
tournament committee majority approval for any change to FAS allocated
tournament space.
Reschedule Game
Policy
The FAS website
includes a selection for reporting game results, umpire comments, and incident
reports. Additionally, the website
includes a selection to view division standings, schedules, game results, and
rescheduled game information. Teams are
expected to play games as scheduled. FAS
staff reschedules games as necessary due to rainouts, field problems, team
conflicts, etc. Rescheduled game
information is posted on the FAS website.
Postponed games are to be played as rescheduled and posted on the
website. Once posted, games may be
rescheduled using the following criteria:
A)
A regularly scheduled game may be rescheduled provided:
1.
both teams are in complete agreement to reschedule, and
2.
a mutually agreeable rescheduled date and time are
confirmed with FAS staff at least two full business days prior to the
originally scheduled game.
B)
A postponed game that has rescheduled game information
posted on the website may be rescheduled once again provided:
1.
Notice has been given by one of the team managers to FAS
staff within one week of posting the rescheduled information that their team
has a conflict, and
2.
Both teams mutually agree on a rescheduled date and
time, and confirmed by FAS staff at least two full business days prior to the
originally rescheduled game.
3.
In the event both teams cannot mutually agree on a
rescheduling at least two full business days prior to the originally
rescheduled game, the game schedule will stay as posted.
C)
A game which is
being conceded by 5 p.m. on game day, or by 5 p.m. on Friday for a Saturday or
Sunday game, will be rescheduled to a mutually agreeable date and time under
rainout procedures, if it could not have been played as scheduled due to rain
or field conditions. (added 4/21/2003)
Cancellation Policy
Two teams may agree to
cancel their game(s) without penalty of forfeit, however waive any opportunity
for game or umpire fee refunds as a result of the agreed mutual cancellation
provided:
A)
FAS is notified
not less than two (2) business days prior to scheduled game.
B)
The playing of
their game in no way can affect the standings as they pertain to the awarding
of division trophies or playoff tournament berths.
SECURITY/CONFIDENTIALITY
POLICY
As Fairfax Adult Softball
(FAS) employees and board of directors, we are all respected members of an
adult softball program with positions of trust and responsibility. As part of our responsibilities, we may have
access to documents, files, and systems that contain confidential player,
manager, team, and corporate information.
We respect the confidential concerns of our company, players, managers,
and teams. Because safeguarding this
confidential information is everyone’s job, all board and staff are required to
read and adhere to this policy statement.
Players, Managers, and
Teams
All players, managers, and
teams must have their personal (e.g.: address, phone number, email, residency
documentation) and financial information (e.g.: bank account, credit card
account) handled with respect. FAS
employees and executive committee members (ECM) may need access to player,
manager, and team information to meet their needs. Sharing of this information may at times be
appropriate in order to serve our players, managers, and teams. When staff and ECM access information it must
be handled in a careful and confidential manner (e.g.: access files only on a
need-to-know basis as necessary to fulfill the responsibility of the job, make
sure computer screen information cannot be read by unauthorized parties,
dispose of financial and personal information via the FAS paper shredder or
appropriate measures.) When sensitive
information is authorized by the FAS Administrator to leave the office (e.g.
rosters for checking during tournaments), it must be returned to the FAS
Administrator when the required task is complete.
Corporate
Confidentiality
As FAS board of directors
and employees, we may tell friends, acquaintances and others of the many good
things about our organization and the benefits our program. However, information about our procedures,
systems, or strategies is not public information and should not be shared with
outside parties without proper authorization.
It is as important for all of us to treat non-public information about
FAS with as much respect as we do player, manager, and team information.
Computer
Confidentiality
Because of the quantity and
sensitivity of data available by computer, computer security is a critical
concern at FAS. Employees are
responsible for the protection and proper use of FAS information systems and
resources. Access to corporate, player,
manager, and team information stored in the computers is to be respected. Employees shall not write down computer
passwords or share them with anyone.
Computer terminals will not be left unattended, and screen savers will
be used to avoid reading of unattended monitors. Computers will be shut down at the end of the
day. Outside diskettes, CD-Roms, or
other electronic media files shall not be used on FAS systems without the
permission of the FAS Administrator.
Vendor Confidentiality
Information concerning
contracts with vendors who perform services for FAS will not be shared by FAS
Staff and Board of Director members with outside parties without proper
authorization.
Physical
Security
The FAS office is expected
to be staffed during the business hours (from 10:00-5:30 Monday-Friday with
telephone and customer service hours from 12:00-5:00 Monday-Friday) and will be
locked all other times unless for a scheduled evening meeting or hearing.
If for any reason the office staff needs to vacate the office during business
hours, the office will be locked and a sign posted with an estimated return
time. The FAS Administrator and the FAS President will serve as emergency
contacts in case the building security personnel receives a request for office
entry outside of normal business hours.
Data
Security
Data will be classified into
the following categories: Personnel, financial, rosters, hearings, minutes, and
correspondence. Access to personnel data and financial data will be
restricted to the FAS Administrator and FAS Executive Committee. Access to roster data will be restricted to
the FAS staff. Hearing results, minutes, and correspondence will be
accessible by all BOD members and FAS staff.
FAS will store the following
in a secured and locked fireproof safe at the FAS office: Articles of Incorporation, Bylaws, Procedures
Manual, and computer passwords and back-ups (added 2/23/05.)