Administrative Policies

Please refer below to our Langley Rep Fastpitch Adminstrative policies and procedures.

If you have any questions or suggestions please send them to langleyrepfastpitch@gmail.com

Administrative Policies

Grievances and Conflict Resolution

Please follow the 24 hour rule – a situation or incident that occurs during the game and or practice that has provoked an adverse emotional response or a hostile situation the parent should wait at least 24 hours after the fact before addressing it. Please contact the head coach at that time.

If you feel there is no resolution please send an email in confidence, to langleyrepconflicts@gmail.com to start the communication on this matter that needs to be addressed.

We have a team of non-player parents on a committee that will review any required conflict resolution. This can consist of but not limited to

  • Player to player conflict
  • Player to coach
  • Coach to player
  • Coach to parent
  • Coach to coach
Criminal Record Checks (CRC)

All coaches, managers, or any person who will have access to personal information of players or have any contact with an athlete in the dug out or on the field, are required to fill out and have completed a CRC annually. These CRC’s are due by October 15th, 2018. If you have not completed it by October 15th, 2018 or advised the committee of a reason why it hasn’t been completed (Eg; finger print required) you will not be able to practice with the team until complete.

Insurance - On Field Coaches

Only those names on the CASA are allowed in the dugout or on the field during game play. If you aren’t on the CASA then you aren’t not permitted in the dugout or on the field.

Volunteer Commitment

Each family is committed to volunteering 4 hours throughout the year (September to August) otherwise the volunteer commitment cheque of $150 which was written in the off season with a post-dated date of June 30th, 2019 will be cashed in July. There are many opportunities to volunteer in these great organizations. One way is for your athlete to give back in Mentorship as an option. If you have any questions on volunteering please reach out to your respective volunteer coordinator

NL – Sharon Dickens at sharalys@telus.net

LFA – Stefanie Eastcott at lfavolunteerco@gmail.com

Uniforms

Uniforms are not supplied by the association, must be purchased by the team or individual players. If it’s a team purchase, please make sure this is part of your budget.

MVP Athletics is the official supplier for Fusion and Xtreme.

A Fusion uniform consists of navy pants, red socks or pre-approved stirrups with white socks, red or navy belt, red or blue Dryfit and red cleats. Along with the approved jersey and helmet from MVP.

An Xtreme uniform consists of black pants, white or black socks or pre-approved stirrup socks, green white or black belt and white or black Dryfit and black cleats. Along with the approved jersey and helmet from MVP.

Any variation of this uniform needs to be approved by the rep committee before October 31st, 2018. There is no grandfathering.

All girls are to wear the same colored socks, belt and Dryfit. It is the team decision on what they consider their “Home” jersey and what they consider their “Away” jersey. Please note some tournaments will require both jerseys.

Clothing and promotional items with our logos are available at the online store at various times throughout the year. Ordering items outside of this, without prior approval from the rep committee is not allowed. If there are any items you wish to add, or any feedback, contact the rep committee. Socks will be in stock in-store this season and MVP has assured us that pants will be available 24-48 hours after you order if they are not in stock.

Team Bank Accounts

Each team should have a dedicated bank account. All team bank accounts must be dual signer accounts. Coaches cannot be signator. Bank accounts must be brought to a balance of under $100 by July 31st unless you are attending Nationals or Westerns then it will be August 31st. Bank statements for July 31st or August 31st are to be provided to the rep committee with your year- end budget.

Corporate Sponsorship
We would encourage Corporate Sponsorship whenever possible as it can be very lucrative to the team as well as shows a level of community spirit. That being said we do have to keep in mind that we are representing a brand with Fusion and Xtreme and we should refrain from any sponsorship that would show these brands in a negative light. If you are unsure of a sponsor’s suitability please feel free to reach out and we can help you make that decision.
Fundraising

Fundraising can come in many forms and some teams choose to fundraise, some choose to just have parents write cheques and some teams choose to have a variation of both. Please discuss this at your first parent meeting once you have a general understanding of the budget and the financial commitment for the season. Some ideas for fundraising – if you are looking for any other ideas or you have a great fundraiser please reach out to the rep committee.

  • Purdy chocolates
  • Pub night/Poker night (see below)
  • Shake a can
  • Krispie Kreme donuts
  • Bagging groceries at Super Store
Pub Nights & Poker Nights
These two fundraisers require additional approval as it could affect our Gaming License and the ability for all teams to have these effective fundraisers in the future. If you are having a Pub night please reach out to your respective Presidents, Trevor for NL and Jeff for LFA as you will require the appropriate Gaming license to hold these nights. Please plan appropriately as it can take up to a week to acquire the license. For a pub night to have 50/50 you need a class D license which can be found at https://www2.gov.bc.ca/gov/content/sports-culture/gambling-fundraising/gambling-licence-fundraising/class-d?keyword=class&keyword=d and there is a $10 cost. For a Poker night your respective President MUST fill out the appropriate Gaming license which is a class license B gambling event license this will cost you $25.00 information can be found here https://www2.gov.bc.ca/gov/content/sports-culture/gambling-fundraising/gambling-licence-fundraising/class-b. You will have additional paperwork once you have completed your Poker night to complete.
End of year refunds to parents

You cannot return fundraised money to a parent. Any contributed monies from parents is all that can be refunded to parents. For example, you collect $200 cheques from a parent for October, November and December the total you are allowed to give back to a parent is $200 x 3 months. Fundraised monies should be spent first or used to purchase team equipment at end of year.

Association Registration Refunds

Registration fees, prior to January 31st, are refundable with a $50 administration fee. There are no refunds after January 31st.

Tournament Refunds

Please be respectful to those associations that have planned a tournament and you registered for but are now not able to attend. Please provide as much notification as possible to their Tournament Director and accept the possibility that you will not receive a refund. Cancellation fees may apply.

Social media communication from coaches to athletes

All social media communication ie texting, snapchat should not be individualized. All chats should be a group message. Further social media policies are still being worked on.

Operational Policies

Field cancellation – Game day

If you are going to cancel a league game due to weather please as a general guideline notify the other coach within 3 hours of start time.

Then text Paul (UIC) to cancel the umpires at 778-384-6081. If umpires show up as you didn’t cancel, your team will be billed for this game.

Once the game and umpire has been canceled please email our Field Coordinators

NL – Rachel at charronfamily@shaw.ca

LFA – Erika & Chantal at lfafields@gmail.com

Field maintenance

We rely on teams to rake and set up prior then rake and clean up after each league game. Coaches will be provided with Sea-can key, if you have games scheduled at Yorkson. The  Sea-can will be stocked with lime, bases, string, hammers and golf cart with a drag mat.

If, at anytime, you find that something is broken, not there or running low to please email out Field Equipment Coordinators.

NL – Ryan Stene at ryan.rjequipment@gmail.com.

LFA – please email operationslfa@gmail.com

If you break something, own up to it! Just think if you arrive after something has been broken and it wasn’t reported how frustrating it is to complete field set up. If you are breaking open the last bag of lime email the above so that it can be replenished for the next team.

As a suggestion set up 2 families from the team on a rotation to set up and clean up for each game as many hands make light work.

Practice Fields

Practice fields are assigned to teams by request and availability. Please email the corresponding field coordinators:

NL – Rachel at charronfamily@shaw.ca

LFA – Erika & Chantal at lfafields@gmail.com

The field allocations are shared so there is usually something available, but please give as much lead time as possible when requesting practice fields.

 

Batting cages

Times for NL teams will be assigned to you once you request times with Daniel at battingcagemanager@nldiamondsports.ca. Please remember that sunflower seeds are not allowed. And again, if something needs tending to or it got broken please let Daniel know.

Times for LFA teams will be assigned to you once you request times with LFA cage at lfacagebookings@gmail.com. Keys will be handed out by them if approved.

Please be respectful of other team’s times by not starting to show up too early and coming into the cages as well as when your time is over please be respectful of the next team coming in after you.

Team equipment

Any equipment purchased from team funds remain as part of the team assets. When a team ages out or collapses all equipment is to be returned to the association to be re-purposed.

Travel Permits

For all tournaments held out of the province, a travel permit must be obtained from Softball BC. Here is the link for the form and instructions on the application process. https://softball.bc.ca/memberships/48/insurance

Lower Mainland Softball Committee - Performance Bond

To participate in the Lower Mainland Softball league each team is required to submit 3 Performance Bond cheques (dated April 1, 2018) made out to the Lower Mainland Softball Committee in the amounts of $50.00, $100.00, $150.00 as per the policy below. These are paid by the applicable association. If we have a team that is failing to abide with the policy set out by LMSC, we will require the monies to be paid back to the applicable association. The intent of this policy is to insure all teams play all games in all districts, and ensure proper notice is given so associations can effectively manage umpires and field resources. These cheques will be held and shredded upon the completion of the season unless a self addressed, stamped envelope is provided at the interlock meeting. Incidents which may result in the cashing of these cheques would be less than 5p.m. the previous day notice of cancellation, insufficient reason for cancelling a game or repeated cancellations or failure to post scores and cancellations. e fields. For more information on this policy please click here.

Districts, Provincials, and Lower Mainland Cup

All Fusion teams are to attend Provincials. All Xtreme teams are to attend Districts, if required, then Provincials if they qualify. Provincial and District entry fees are paid or will be reimbursed, to the team, by the applicable association. This also applies to the Lower Mainland Cup.

Pick-ups for tournaments

Before going outside of our program to pick up any players for tournaments or league games you should be inquiring within our program first for available players. Fusion should reach out to our Xtreme teams and our Xtreme teams should reach out to our House/Rec teams first.

First Aid Kits
Every team is to have their own first aid kit that comes to every practice and game. These can be purchased by a company of the team’s own choosing. Trauma Tech has put together a recommended Sport first aid fit for us at a cost of $85 + GST. Please contact them at 604-662-7740 or their website is www.traumatech.com
Practice facility bookings - Gyms

Off-season gym times are booked in advance and assigned to teams by seniority, and requests.

Off season gym times run from the week after Thanksgiving until Spring Break – usually with December off.

Elementary school gyms are primarily offered to younger groups and cost is covered 100% by the association.

Middle school gyms are available but along with, TWU, and the Fieldhouse at LEC come with an additional cost that is the responsibility of the team.

Please note, that gym times are available during the season as well, this cost is 100% team borne. Contact Brenda at mark-bren@shaw.ca