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THE BRANHAM HILLS GIRLS SOFTBALL
2023 Official League Policies and Procedures
www.bhgs.net
ARTICLE I - THE ORGANIZATION
SECTION 1: MISSION OF THE BRANHAM HILLS GIRLS SOFTBALL LEAGUE ORGANIZATION
a) The primary mission of Branham Hills Girls Softball League Organization is to give all girls,
regardless of race, color, creed, financial or playing ability, the freedom to have fun participating in
Branham Hills Girls Softball.
b) The League shall provide a life enriching ongoing program for the girls under the auspices of
Branham Hills Girls Softball as established by the Branham Hills Girls Softball Incorporation.
c) This irrevocable dedication is for the physical, mental, and social education, training, development,
and organization of girls and their adult volunteers.
d) Active participation in Branham Hills Girls Softball is specifically set forth in the current Official
League Policies.
e) The League Board of Trustees’ may allow play outside the Branham Hills Girls Softball Program.
SECTION 2: ESTABLISHMENT OF THE BRANHAM HILLS GIRLS SOFTBALL LEAGUE
ORGANIZATION
A) Branham Hills Girls Softball League is a nonprofit, educational organization, established, and
registered as a 501 (c) (3) corporation. Post Office P.O. Box 24854 San Jose, CA 95154-4854
B) The League name shall be “Branham Hills Girls Softball”.
C) Branham Hills Girls Softball League shall control all rights, interests, or titles whatsoever in
Branham Hills Girls Softball names, insignias, logos, or any of the rules and regulations of play as published
by the Branham Hills Girls Softball, a nonprofit California Corporation.
D) This League shall be permitted to copyright or register any Branham Hills Girls Softball names,
emblems, insignias and logos.
SECTION 3: LOCAL, STATE, AND FEDERAL LAWS APPLYING TO THE BRANHAM HILLS GIRLS
SOFTBALL LEAGUE ORGANIZATION
a) Branham Hills Girls Softball will maintain a League board that will act as the governing body in all
matters concerning Branham Hills Girls Softball and that includes, but is not limited to; that is all legal and
fiduciary aspects of BHGS. The league board may convene a seasonal board to assist with the running of
the league. The seasonal board will serve at the pleasure of the league board and will not have voting
privileges on BHGS legal, financial, personnel or institutional matters. Branham Hills Girls Softball League’s
League Board of Trustees shall be solely and personally responsible to ensure that the Branham Hills Girls
Softball League operates in exact accordance with any applicable local, state and federal laws, including, if
any, all taxation liabilities.
b) Before legally handling any community funds, by federal law Branham Hills Girls Softball League is
required: to adhere to all rules, bylaws, corporate papers, constitutions, or generally accepted concepts, all
of which is incorporated herein by this reference as though set forth in full shall conform to the Branham
Hills Girls Softball Constitution, the current Official League Rules and the current Official Playing Rules.
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SECTION 4: RULES
a) All rules of play used by Branham Hills Girls Softball will be as currently published, distributed, or
supplied by Branham Hills Girls Softball and shall supersede all other playing rules.
b) Specific rule options as approved in writing by Branham Hills Girls Softball may be instituted by the
League Board of Trustees.
SECTION 5: REGISTERING THE LEAGUE ORGANIZATION
a) The League Board shall establish with the United States Post Office, a Branham Hills Girls Softball
League Post Office Box that shall be used and maintained continually for all League Correspondences.
b) The League United States Post Office Box shall appear as the return address for all League
mailings.
c) Each year the League Board of Trustees will establish one public email address where all Branham
Hills Girls Softball League emails shall be received.
d) Each year prior to June 1st, the current League Board of Trustees is required to submit to USA
softball and the Union school district (or other authorized parties) the League Registration Fee for the next
season, the League Registration Form which includes the new duly elected Board of Trustees for the next
season, and an exact boundary map to the Office of Branham Hills Girls Softball.
SECTION 6: REGISTERING THE LEAGUE’S ORGANIZATIONAL NAME
a) The League’s checking account and any other financial instrument shall identify the entire Branham
Hills Girls Softball League name.
b) All printed materials including League logos when depicting a reference to Branham Hills Girls
Softball League shall be identified by utilization of the League name "Branham Hills Girls Softball, Branham
Hills Softball or BHGS".
SECTION 7: THE LEAGUE’S BOUNDARY
a) Branham Hills Girls Softball League may set its own boundaries or set them according to national
softball affiliations.
b) The League Boundary is that area established by the charter League Board of Trustees and
Branham Hills Girls Softball from which the League Board can legally register girls for Program
Participation.
SECTION 8: CHANGING THE LEAGUE’S BOUNDARY
a) If the Branham Hills Girls Softball League should desire a boundary change, a letter outlining the
reasons for the requested change will be submitted to Branham Hills Girls Softball Board of Trustees.
ARTICLE II - LEAGUE ADMINISTRATION
SECTION 1: THE MEMBERS OF THE ELECTED LEAGUE BOARD OF TRUSTEES
a) The authorized number of league trustees of this corporation shall be not less than two (comprised
of the President and Secretary) or more than six, with the exact number of directors to be fixed, within the
limits specified, by a resolution adopted by the League Board of Trustees. The number of trustees may be
changed by an amendment, within legal requirements, to the Articles of Incorporation or these bylaws. The
League’s Elected Board of Trustees will be comprised of those individuals filling the elected positions of
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President, Vice President, Secretary, Treasurer, and Player Agent(s). The remaining seasonal board
member may be filled either in the general election or by a majority vote of the league board. The number
of seasonal board members may be set by a majority vote by the League Board.
b) The President, or Treasurer will not be from the same family related by blood or marriage.
c) During their tenure of office, the elected officers are not required to have a daughter/granddaughter
who is actively participating in the Branham Hills Girls Softball.
d) Following the Branham Hills Girls Softball constitutionally required League election, the tenure of
office for the properly elected President, Vice President, Secretary, Treasurer, and Player Agent (s) is oneyear September 1st to August 31st of the current season unless otherwise stated.
e) The election of the board of trustees will take place no earlier than one month prior to the end of
the spring season and no later than May 31 each year. The current board will appoint a three-person
committee of the adults affiliated with the league to conduct the election. No member of the committee
may be a candidate for office. The election and date of election must be announced in a public manner to
all eligible voters at least 7 days prior to the election. An eligible voter is any adult with a registered player
in BHGS from the current season (the start date of the current season is Opening day of the Spring season)
and adults who are members within the league either by seasonal board, coach, or manager positions. A
registered current player is any player that has completed all the required registration materials. For the
election, the election committee may opt to 1) mail ballots to all qualified adults specifying the date the
ballots must be returned to the committee or 2) on a designated day in May, when all BHGS teams are
scheduled to play, ballots will be made available at the playing fields for a vote to be completed on that day
or 3) by email through a secure survey system. The election committee will have one ballot per adult, not to
exceed two ballots per family. Each designated adult may cast only one ballot. The election committee will
allow a write-in candidate for each position on the ballot. A simple majority of the votes cast will determine
the winner. In case of a tie vote, a run-off vote will be scheduled. Announcement of the run-off election
must be made. A good faith effort must be used to convey to all eligible voters that a run-off election will be
held. The date and time must be publicly announced and must be held within three weeks of the original
election. The election will be held when all BHGS teams are scheduled to play. If this is not possible, a
ballot must be mailed to all eligible households or by email through a secured system.
ARTICLE III - THE ELECTION PROCESS OF THE BRANHAM HILLS GIRLS SOFTBALL LEAGUE
BOARD OF TRUSTEES
SECTION 1: THE NOMINATING COMMITTEE
a) Prior to the end of the spring season, the current League Board of Trustees will appoint a
Nominating Committee of at least three persons, other than current Board Members.
b) The nominating committee may not consist of members of the same family.
c) The nominating committee will actively seek at least one qualified candidate for elected League
Board of Trustees positions: President, Vice President, Secretary, Treasurer and Player Agent - (s).
d) The Nominating Committee will establish the day, date, time, location/method of election.
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SECTION 2: PRE-ELECTION INFORMATION
a) The League Board of Trustees Secretary will make certain that this Pre-Election mailer or email is
distributed via United States Mail or email to the League’s Voting Membership on or before 10 days prior to
the end of the Spring season.
b) The pre-election mailer will include the names, phone numbers, and times to contact the members
of the Nominating Committee.
c) The League Board of Trustees will prepare the pre-election written mailer information to help obtain
candidates for each of the five Board Positions.
d) The pre-election mailer will include all pertinent facts about candidate eligibility requirements, a
brief description of the duties of each elected office and the necessity to attend Board meetings.
SECTION 3: ELIGIBILITY OF CANDIDATES FOR THE LEAGUE BOARD OF TRUSTEES
a) Any registered adult member of Branham Hills Girls Softball is eligible to run for a board position
whether or not they have a daughter or granddaughter et.al. in the league. A registered member is
classified as either a parent of a registered player, a coach, assistant coach, team manager, or
seasonal board member of the current season. Candidates are required to have served as either a
seasonal or executive board member prior to running for a trustee position. If a member with prior
seasonal or executive board service does not exist, receive or accept a nomination, then a regular
current member of the league may run for a trustee position.
b) A registered adult member with a player on scholarship is not allowed to run for or occupy a board of
trustee position until completing a season as a paying member. This is to avoid a possible conflict of
interest in league finances and personal gain. For example, a board member might be able to influence
the league to give their child a scholarship. This would be unfair to other players and families in the
league. By requiring the board members that are concurrently parents to be paying members of the
current season prior to running for office, the league ensures that every player has a fair chance to
participate. It also helps to ensure that the board of trustees are committed to the league and its
mission.
SECTION 4: THE OFFICIAL ELECTION BALLOT
a) Prior to the distribution of the ballot each season, the board approved Official League Ballot will be
mailed/emailed by the Nominating Committee to each parent and other adult League Member as stipulated
by the current League Board of Trustees.
b) Before the Election Ballots are mailed/emailed to the League Membership, the Nominating
Committee will present their proposed Election Ballot to the current League Board of Trustees for their
majority approval and/or additions/deletions to the Official Election Ballot.
c) After the Official League Election Ballot has been established by the current League Board of
Trustees, the Nominating Committee will mail via United States Mail or email to each qualified Branham
Hills Girls Softball League voter: A printed/electronic Official League Election Ballot containing the name of
the individual(s) seeking the office of: President, Vice President, Secretary, Treasurer, Player Agent (s) and
any other identified league Trustee.
d) The Official Election Ballot will provide a blank line under each office thereby allowing the voter to
write in an eligible candidate of their choice.
SECTION 5: VOTING OPTIONS
For voting by email:
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1) The League Board of Trustees will supply a list of all qualified registered adult emails to the
Nominating committee. Only valid emails at the time of the email distribution will be considered.
2) The Nominating committee will distribute ballots to qualified registered adults through a secure
emails survey system.
3) A secure survey will be disseminated clearly indicating the start and end date and time for voting.
4) Each qualified registered adult will have one vote. Email votes must be returned via the BHGS
registered email address (email address(es) of record) of the voter and will be verified by the election
committee.
5) Then after the close of the vote, the results will be reviewed by at least two of the nominating
committee. An official print out of the results will be generated, verified and signed by at least two of the
nominating committee.
6) The final results will be presented to each member of the League Board of Trustees.
For voting at the softball fields:
1) The League Board of Trustees will supply a list of all qualified registered adults to the Nominating
committee
2) The Nominating committee will distribute ballots to qualified registered adults and their names will
be checked off the list.
3) Ballots will be placed in a ballot box located in a convenient place at the fields.
4) Voting information will be disseminated at least seven days prior to the election and will clearly
indicate the start and end date, location and time for voting.
5) Each qualified registered adult will have one vote.
6) After the close of the voting, the three-member committee will tally the votes together and the
results will be verified by at least two of the nominating committee. An official print out of the results will be
generated, verified and signed by at least two of the nominating committee.
For voting by mail:
Voting Mailing Packets
1) Contains an information page about how to properly complete the voting process, the day, date,
time and location of the open count of the received "Vote by Mail Ballots", the Official Election Ballot or
Ballots, the Ballot Envelope, and the Voter’s Return Envelope will be placed in the Voter’s Election
Envelope.
2) To provide anonymity, on the bottom of the mailed Election Ballot the following similar statement
should appear: To validate each vote, on the back of your Ballot Envelope, please print your name, and
then sign in ink, place the Ballot Envelope in the "Voter’s Return Envelope" and mail before 7 days prior to
the end of the Spring Season.
3) To be in the ballot count all Official Election Ballots must be returned via the United States Mail to
the Branham Hills Girls Softball League’s United States Post Office Box prior to the specified date.
4) The voter’s return envelope will have the pre-addressed return address of the League’s established
United States Post Office Box.
5) On the outside bottom left corner of each of the Voter’s Election Envelope will be printed,
Important Branham Hills Girls Softball League Election Ballot. Please, return completed ballot 7 days prior
to the end of the Spring Season.
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6) On the outside bottom left corner of each of the Voter’s Return Envelope will be printed, Official
Election Ballot and signed sealed Ballot Envelope enclosed.
7) The League Board of Trustees Secretary together with a member of the Nominating Committee will
secure (during US Post Office hours) all the Voter Return Envelopes or the ballot box.
SECTION 6: THE LEAGUE’S ELECTION RETURN COUNT
1) The Nominating Committee will establish the date and time of the League’s Election Return Count.
2) At the League’s Election Return Count meeting, the Secretary will be present.
3) The Nominating committee and the League Secretary will count and verify the votes.
SECTION 8: TENURE OF OFFICE FOR THE LEAGUE BOARD OF TRUSTEES
a) The current League Board of Trustees will be responsible and remain bound to the duties of their
office, until a new League Board of Trustees as recognized by Branham Hills Girls Softball has officially
taken office. The President and Secretary will be responsible and remain legally bound to the duties of their
office, until a new League Board of Trustees is legally installed or the legal dissolution of the corporation.
b) Until there is a new League Board of Trustees recognized by Branham Hills Girls Softball, the
League Board of Trustees of record will be personally responsible for the safekeeping of all Branham Hills
Girls Softball League materials, assets, funds, equipment, field equipment, confidential lists, team rosters,
and all compilations acquired under the name of Branham Hills Girls Softball and/or the local Branham Hills
Girls Softball.
c) Before being relieved of their personal legal responsibilities for all assets of the Branham Hills Girls
Softball League, the current Branham Hills Girls Softball League Board of Trustees will submit at the first
meeting of newly legally elected League Board of Trustees, all legal and financial information, a complete
inventory of all Branham Hills Girls Softball League equipment taken at the end of the current playing
season which shall include all Branham Hills Girls Softball League assets, and a League Summary of
Revenues and Expenses for the recently concluded season September 1 to August 31.
d) The newly elected League Board of Trustees will be installed at the September Board meeting.
SECTION 9: LEAGUE BOARD OF TRUSTEES RESPONSIBILITIES
a) The League Board of Trustees will be responsible for overseeing and maintaining all aspects of the
corporation including all fiduciary and legal responsibilities. The League Board of Trustees will be
responsible for directing the corporations, keeping it a going-concern and adhering to the legal
requirements established by incorporation on the State and Federal level. The Branham Hills Girls Softball
League Board of Trustees will operate the Branham Hills Girls Softball League in compliance with the
Branham Hills Girls Softball Constitution, the Official League and Playing Rules of Branham Hills Girls
Softball, and all written directives from the League Board of Trustees of Branham Hills Girls Softball. The
League Board of Trustees will have sole responsibility for Branham Hills Girls Softball league.
b) The League Board of Trustees is responsible for the timely interviewing, screening, and
appointment of all League’s members, team staff, umpires and all other necessary committee members
each year.
c) By federal law, the League Board of Trustees is required each year to have every adult participating
in the League complete a current Confidential Adult Registration Form.
d) The League shall submit all Confidential Adult Registration Forms to Branham Hills Girls Softball for
verification.
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e) Before allowing any individual to be interviewed or considered for a team staff position, the League
Board of Trustees shall have written approval from Branham Hills Girls Softball of each volunteer adult’s
verification.
f) Each verified adult volunteer would be appointed by a vote of the Branham Hills Girls Softball
League Board of Trustees at a closed-door meeting. Any adult volunteer receiving one (1), no vote from the
League Board of Trustees will be able to participate. Any adult volunteer receiving two (2), no votes, will not
be able to participate, in the current season
g) A League Board of Trustees member, by requesting a simple majority vote of the board, may hold
discussion on the reason for a no vote. A second vote may be taken after the discussion.
h) The League Board of Trustees and all adult personnel are subject to a background investigation
and/or fingerprint verification to determine suitability for this sensitive community position. C.P.C #11105-2,
or equivalent penal code in the League’s state.
SECTION 10: THE CONSTITUTIONAL MEMBERSHIP OF THE LEAGUE’S BOARD OF TRUSTEES
Quorum
The presence, in person or by electronic device of a majority of current members of the Board of Directors
shall be necessary at any meeting to constitute a quorum to transact business, but a lesser number shall
have power to adjourn to a specified later date without notice. The act of a majority of the members of the
Board of Trustees present at a meeting at which a quorum is present shall be the act of the Board of
Trustees, unless the act of a greater number is required by law or by these by-laws.
Voting
a) The League’s Board of Trustees constitutional voting membership consists of the Vice President,
Secretary, Treasurer, and Player Agent(s) and any additional trustees. The President shall only vote on a
recall vote of a tie.
b) Beginning with their appointment the League Board of Trustees shall have a board vote. The
League Board of Trustees may be a simple majority vote, at any time change or negate any decision made
by the League Board of Trustees.
No other person than so stipulated in Article II, Section 1 (a thru c) will be allowed a League Board of
Trustees Member position.
Forfeiture
Any member of the Board of Directors who fails to fulfill any of his or her requirements as set forth in
Section 2 of this Article by September 1st shall automatically forfeit his or her seat on the Board. The
Secretary shall notify the Director in writing that his or her seat has been declared vacant, and the Board of
Directors may forthwith immediately proceed to fill the vacancy. Members of the Board of Directors who
are removed for failure to meet any or all of the requirements of Section 2 of this Article are not entitled to
vote at the annual meeting and are not entitled to the procedure outlined in Section 14 of this Article in
these by-laws.
Vacancies
Whenever any vacancy occurs in the Board of Directors it shall be filled without undue delay by a majority
vote of the remaining members of the Board of Directors at a regular meeting. Vacancies may be created
and filled according to specific methods approved by the Board of Directors.
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Removal
Any member of the Board of Trustees may be removed with or without cause, at any time, by vote
of three-quarters (3/4) of the members of the Board of trustees if in their judgment the best interest of the
Corporation would be served thereby. Each member of the Board of Trustees must receive written notice
of the proposed removal at least ten (10) days in advance of the proposed action. An officer who has been
removed as a member of the Board of Trustees shall automatically be removed from office.
Indemnification
Section 1. General
To the full extent authorized under the laws of the State of California, the corporation shall indemnify
any trustee, officer, employee, or agent, or former member, director, officer, employee, or agent of the
corporation, or any person who may have served at the corporation’s request as a director or officer
of another corporation (each of the foregoing members, directors, officers, employees, agents, and
persons is referred to in this Article individually as an “indemnitee”), against expenses actually and
necessarily incurred by such indemnitee in connection with the defense of any action, suit, or
proceeding in which that indemnitee is made a party by reason of being or having been such member,
director, officer, employee, or agent, except in relation to matters as to which that indemnitee shall
have been adjudged in such action, suit, or proceeding to be liable for negligence or misconduct in
the performance of a duty. The foregoing indemnification shall not be deemed exclusive of any other
rights to which an indemnitee may be entitled under any bylaw, agreement, resolution of the Board of
Trustees, or otherwise.
Section 2. Expenses
Expenses (including reasonable attorneys’ fees) incurred in defending a civil or criminal action, suit, or
proceeding may be paid by the corporation in advance of the final disposition of such action, suit, or
proceeding, if authorized by the Board of Trustees, upon receipt of an undertaking by or on behalf of
the indemnitee to repay such amount if it shall ultimately be determined that such indemnitee is not
entitled to be indemnified hereunder.
Section 3. Insurance
The corporation will purchase and maintain insurance (Director and Officer Insurance) on behalf of any
person who is or was a member, director, officer, employee, or agent against any liability asserted
against such person and incurred by such person in any such capacity or arising out of such person’s
status as such, whether or not the corporation would have the power or obligation to indemnify such
person against such liability under this Article.
Conflict of Interest
Section 1. Purpose
The purpose of the conflict of interest policy is to protect this tax-exempt organization’s (Organization)
interest when it is contemplating entering into a transaction or arrangement that might benefit the
private interest of an officer or director of the Organization or might result in a possible excess benefit
transaction. This policy is intended to supplement but not replace any applicable state and federal
laws governing conflict of interest applicable to nonprofit and charitable organizations.
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Section 2. Definitions
Interested Person. Any director, principal officer, or member of a committee with governing board
delegated powers, who has a direct or indirect financial interest, as defined below, is an interested
person.
Financial Interest. A person has a financial interest if the person has, directly or indirectly, through
business, investment, or family:
a. An ownership or investment interest in any entity with which the Organization has a
transaction or arrangement,
b. A compensation arrangement with the Organization or with any entity or individual with which
the Organization has a transaction or arrangement, or
c. A potential ownership or investment interest in, or compensation arrangement with, any entity
or individual with which the Organization is negotiating a transaction or arrangement.
d. A child on financial scholarship of the current season.
Compensation includes direct and indirect remuneration as well as gifts or favors that are not
insubstantial.
A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who
has a financial interest may have a conflict of interest only if the appropriate governing board or
committee decides that a conflict of interest exists.
Section 3. Procedures
a. Duty to Disclose. In connection with any actual or possible conflict of interest, an interested
person must disclose the existence of the financial interest and be given the opportunity to disclose
all material facts to the directors and members of committees with governing board delegated powers
considering the proposed transaction or arrangement.
b. Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and
all material facts, and after any discussion with the interested person, he/she shall leave the governing
board or committee meeting while the determination of a conflict of interest is discussed and voted
upon. The remaining board or committee members shall decide if a conflict of interest exists.
c. Procedures for Addressing the Conflict of Interest
1. An interested person may make a presentation at the governing board or committee meeting,
but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on,
the transaction or arrangement involving the possible conflict of interest.
2. The chairperson of the governing board or committee shall, if appropriate, appoint a
disinterested person or committee to investigate alternatives to the proposed transaction or
arrangement.
3. After exercising due diligence, the governing board or committee shall determine whether the
Organization can obtain with reasonable efforts a more advantageous transaction or arrangement
from a person or entity that would not give rise to a conflict of interest.
4. If a more advantageous transaction or arrangement is not reasonably possible under
circumstances not producing a conflict of interest, the governing board or committee shall determine
by a majority vote of the disinterested directors whether the transaction or arrangement is in the
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Organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity
with the above determination it shall make its decision as to whether to enter into the transaction or
arrangement.
d. Violations of the Conflicts of Interest Policy
1. If the governing board or committee has reasonable cause to believe a member has failed to
disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief
and afford the member an opportunity to explain the alleged failure to disclose.
2. If, after hearing the member’s response and after making further investigation as warranted by
the circumstances, the governing board or committee determines the member has failed to disclose
an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
Section 4. Records of Proceedings
a. The minutes of the governing board and all committees with board delegated powers shall
contain:
The names of the persons who disclosed or otherwise were found to have a financial interest in
connection with an actual or possible conflict of interest, the nature of the financial interest, any action
taken to determine whether a conflict of interest was present, and the governing board’s or
committee’s decision as to whether a conflict of interest in fact existed.
b. The names of the persons who were present for discussions and votes relating to the
transaction or arrangement, the content of the discussion, including any alternatives to the proposed
transaction or arrangement, and a record of any votes taken in connection with the proceedings.
Section 5. Compensation
a. A voting member of the governing board who receives compensation, directly or indirectly,
from the Organization for services is precluded from voting on matters pertaining to that member’s
compensation.
b. A voting member of any committee whose jurisdiction includes compensation matters and
who receives compensation, directly or indirectly, from the Organization for services is precluded from
voting on matters pertaining to that member’s compensation.
c. No voting member of the governing board or any committee whose jurisdiction includes
compensation matters and who receives compensation, directly or indirectly, from the Organization,
either individually or collectively, is prohibited from providing information to any committee regarding
compensation.
Section 6. Annual Statements
Each director, principal officer and member of a committee with governing board delegated powers
shall annually sign a statement which affirms such person:
a. Has received a copy of the conflicts of interest policy,
b. Has read and understands the policy,
c. Has agreed to comply with the policy, and
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d. Understands the Organization is charitable and in order to maintain its federal tax exemption it
must engage primarily in activities which accomplish one or more of its tax-exempt purposes.
Section 7. Periodic Reviews
To ensure the Organization operates in a manner consistent with charitable purposes and does not
engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted.
The periodic reviews shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable, based on competent
survey information, and the result of arm’s length bargaining.
b. Whether partnerships, joint ventures, and arrangements with management organizations
conform to the Organization’s written policies, are properly recorded, reflect reasonable investment or
payments for goods and services, further charitable purposes and do not result in inurement,
impermissible private benefit or in an excess benefit transaction.
Section 8. Use of Outside Experts
When conducting the periodic reviews as provided for in Article VII, the Organization may, but need
not, use outside advisors. If outside experts are used, their use shall not relieve the governing board
of its responsibility for ensuring periodic reviews are conducted.
SECTION 11: LOSS OF BOARD RESPONSIBILITIES
a) Any League Board of Trustees member failing to maintain the highest standards of Branham Hills
Girls Softball ethics, sportsmanship, holding a position in title only, using their position for personal gain,
found to be in violation of the Branham Hills Girls Softball Constitution or any published Branham Hills Girls
Softball League or Playing Rule, or written directive from Branham Hills Girls Softball, may be removed by
the majority vote of the League Board of Trustees.
b) The Branham Hills Girls Softball League Board of Trustees by a majority written vote for proper
cause may remove a member for missing three (3) unexcused regularly scheduled Branham Hills Girls
Softball League Board meetings.
c) Any four registered adult Board of Trustees(executive board) members of Branham Hills Girls
Softball that determines that the Branham Hills Girls Softball League Board of Trustees may be possibly
jeopardizing the Branham Hills Girls Softball Program by their unwillingness to comply with the Program
legal or fiduciary requirements as stipulated in the Branham Hills Girls Softball Constitution, and failing to
abide by the Official League and Playing Rules of Branham Hills Girls Softball may take action to remove
the Trustee(s). Branham Hills Girls Softball reserves the right to immediately remove any individual or
individuals, or entire groups, including members of the Branham Hills Girls Softball League Board of
Trustees by conducting a vote by the currently registered adults. A majority of the adults currently
registered with the league must participate in the vote following the same procedures as a board election.
d) If a vote is conducted by Branham Hills Girls Softball to remove the entire Branham League Board
of Trustees or to remove a number of League Board of Trustees members that would leave less than two
League Board of Trustees Members, an election by the majority of members must take place prior to the
League Board of Trustees removal vote to elect an interim President and Secretary. If the removal vote is
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successful, then the interim President and Secretary will immediately assume the responsibility for the
league. If the vote is unsuccessful, the interim President and Secretary will have no legal responsibilities.
e) Branham Hills Girls Softball shall retain the authority to elect a new Branham Hills Girls Softball
League Board of Trustee in order to protect and maintain the integrity of the Branham Hills Girls Softball
Program in the event of a removal.
f) If removed from the Branham Hills Girls Softball League by Branham Hills Girls Softball, the
Branham Hills Girls Softball League Trustees shall be required to submit all assets of the Branham Hills
Girls Softball League to Branham Hills Girls Softball immediately.
SECTION 12: INTEREST OF THE BOARD OF TRUSTEES
a) All Branham Hills Girls Softball League materials, assets, funds, equipment, field equipment,
community goodwill, confidential lists, team rosters, compilations acquired under the name of Branham
Hills Girls Softball and/or the Branham Hills Girls Softball League Organization’s name, are irrevocably
dedicated to the Branham Hills Girls Softball and/or the Branham Hills Girls Softball League Organization
under the sanction, auspices and direction of Branham Hills Girls Softball.
b) Neither any League Board of Trustee, nor any individual Director, Officer, or League Member of this
Branham Hills Girls Softball League shall give, dissipate, transfer, convey, hypothecate, loan, encumber
any assets, or items of personal property of this Branham Hills Girls Softball League, or of any League
team, of whatever nature or kind wherever the same may be located, to any individual or entity, whether
corporation, association, or individual without written League Board of Trustees approval.
c) All individuals shall immediately account for and release Branham Hills Girls Softball League’s
materials, assets, funds, equipment, field equipment, confidential lists, team rosters, compilations acquired
under the name of Branham Hills Girls Softball and it’s items of personal property to any properly elected
Branham Hills Girls Softball League Board of Trustee, or as directed in writing by Branham Hills Girls
Softball to any Branham Hills Girls Softball League Board of Trustees appointed by Branham Hills Girls
Softball.
d) All Branham Hills Girls Softball League materials, assets, funds, equipment, field equipment,
confidential lists, team rosters, compilations acquired under the name of Branham Hills Girls Softball and
all items of personal property given to the Branham Hills Girls Softball League are for the benefit and
continued use in the community as conducted under the sanction, auspices and direction of Branham Hills
Girls Softball.
e) The League Board of Trustees, as set forth herein in Article II, Section 1 (a) shall be jointly and
severally responsible for the professional accounting of the Branham Hills Girls Softball League’s assets
and items of personal property upon completion of their tenure of office.
f) The interest of any member of this Branham Hills Girls Softball League is the personal property of
the Branham Hills Girls Softball League and no member shall have any interest whatsoever in any of the
assets, playing fields or items of personal property held by this Branham Hills Girls Softball League
regardless of the time, or manner by which said assets or items acquired, unless a written contract exists
between a person and the Branham Hills Girls Softball League pertaining to a loaned item as approved in
writing by Branham Hills Girls Softball League Board.
g) Until there is a newly legally elected League Board of Trustees following the Branham Hills Girls
Softball Constitution, as recognized by Branham Hills Girls Softball or a League Board of Trustees has
been appointed by Branham Hills Girls Softball, members of this Branham Hills Girls Softball League are
jointly and severally responsible to account for, and release all materials, assets, funds, equipment, field
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equipment, confidential lists, team rosters, and compilations acquired under the name of Branham Hills
Girls Softball and/or this organization’s Branham Hills Girls Softball League name and items of personal
property as required herein above, to a new duly legally elected Branham Hills Girls Softball League Board
of Trustees, or a Branham Hills Girls Softball League Board of Trustees appointed by Branham Hills Girls
Softball, or to a representative appointed by Branham Hills Girls Softball.
h) In the event Branham Hills Girls Softball is required to file suit against any current or former
Branham Hills Girls Softball Board of Trustees, or any individual Branham Hills Girls Softball Board
member, officer, or other member of this Branham Hills Girls Softball League for the accounting, release,
and/or surrender of this Branham Hills Girls Softball League’s assets and items of personal property based
upon failure, refusal, or neglect of one or more of these members, Branham Hills Girls Softball and/or this
Branham Hills Girls Softball League shall be entitled, in addition to all other remedies available to them at
law, or at equity, to recover its actual attorney’s fees and cost of suit incurred as a result thereof.
ARTICLE IV - DUTIES OF THE LEAGUE BOARD OF TRUSTEES
The duties of the League Board of Trustees, as specified below, shall not in any way reflect the total duties
of the respective Board members or of the entire League Board of Trustees, as may otherwise arise to
operate the local Branham Hills Girls Softball League, or as directed by Branham Hills Girls Softball, by
virtue of written directives during the season, the Official Rules of Branham Hills Girls Softball, and the
Branham Hills Girls Softball Constitution. Each League Board member is elected by Branham
SECTION 1: DUTIES OF BOARD MEMBERS CONSTITUTIONALLY ELECTED BY THE GENERAL
MEMBERSHIP
THE PRESIDENT:
The Office of the President is obligated to follow and uphold the Branham Hills Girls Softball Constitution,
the Branham Hills Girls Softball League Rules and Playing Rules, and all written directives from Branham
Hills Girls Softball. The President in cooperation with the Secretary shall establish the agenda for all duly
noticed Branham Hills Girls Softball Board Meetings. When present, shall preside over all League Board
meetings. On League business that requires a League Board vote, after calling for a second vote, the
President will only vote when a tie still exists in the voting. Together with the other board members will help
organize and direct all Branham Hills Girls Softball League activities. The President is the Director in charge
of the ASA (or other affiliated) Program. In agreement with the elected Board is responsible for all volunteer
personnel and all Branham Hills Girls Softball League functions. The President shall immediately suspend
any individual(s) from further League participation for inappropriate adult behavior pending the outcome of
the entire Board’s action concerning this League matter. The President is responsible for all the Branham
Hills Girls Softball League assets, including all League equipment. After the Board has approved dispersion
of League funds by a Board vote, will countersign with the Secretary all Branham Hills Girls Softball League
Checks as so noted in the League Board Meeting minutes. The President will make certain that all
Branham Hills Girls Softball League purchases are done by a League check issued directly to the vendor
and never issued directly to any elected or appointed member, except for the reimbursement of Board
approved expenses, of the Branham Hills Girls Softball League Board of Trustees. May attend any and all
meetings involving the Branham Hills Girls Softball League with the only exception being that of the
General Election Nominating Committee Meetings. The President may become a team staff member and
shall be eligible for selection to tournament team participation.
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THE VICE PRESIDENT:
The Office of the Vice President is obligated to follow and uphold the Branham Hills Girls Softball
Constitution, the Branham Hills Girls Softball League Rules, the Branham Hills Girls Softball Playing Rules,
and all written directives from the Branham Hills Girls Softball. The Vice President shall immediately
suspend any individual(s) from further League participation for inappropriate adult behavior pending the
outcome of the Board’s action concerning this League matter. The Vice President with the other board
members will help organize and direct all Branham Hills Girls Softball League activities. The Vice President
is the liaison with the Union School district and will oversee the travel ball program and be the travel ball
director in the absence of a duly appointed Travel Ball Director. In the absence of the President will preside
over all Branham Hills Girls Softball Board meetings. The Vice President can sign League checks. Will be
present at activities of the Branham Hills Girls Softball League. If the Safety Director has not been
appointed by January 1st, the Vice President will be the interim Director of the League’s Safety Program
until the League Board appoints a Safety Director. The Vice President may be a team staff member and
selected to the travel program.
THE SECRETARY:
The keeper of all official records of the Branham Hills Girls Softball League. The Secretary shall take all
Board Meeting minutes, and the minutes of all general and special meeting of the Branham Hills Girls
Softball Board of Trustees. The Secretary will provide a copy of the written meeting agenda as established
by the President to every board member at each Branham Hills Girls Softball Board Meeting. The Secretary
will notice the attending Board Members, all Board motions and outcome of all Board votes or Board
motions, yea or nay. At the start of each Board Meeting will present the Board minutes from the previous
meeting to
League Board for Board corrections, Board additions and then Board approval. Will see that the all Board
members receive a written copy of the Board meeting minutes immediately after the Board has approved
the minutes and will post the minutes on the BHGS Google Drive. The Secretary will make certain that all
Branham Hills Girls Softball League purchases are approved by the League Board and payment is done by
a League check or League ATM issued directly to the vendor. Checks issued to League Board members
can only be for reimbursement of League Board approved expenses. On a monthly basis the Secretary will
submit a copy of the approved Board meeting minutes for placement in the League file as a matter of
public record. Will receive all Official incoming Branham Hills Girls Softball League information. The League
Secretary is responsible for maintaining all documentation including but not limited to the Official Branham
Hills Girls Softball Board and Team Insurance Registration Forms. The Secretary must ensure that these
forms are sent in a quick and precise fashion in order for the Branham Hills Girls Softball League and all
League Teams to be provided with all necessary insurances. The Secretary will send the Pre-Election
Information, which includes the names and numbers of the Nominating Committee via US Mail or email to
the League’s Voting Membership on or before May 1st. For this purpose, the League Secretary will furnish
to the Branham Hills Girls Softball League Board of Trustees a list of the names and mailing addresses of
record of all persons legally entitled to vote on or before May 1, of the current season. The League
Secretary should certify that the Voter’s List (to be used by the nominating committee) is correct, to the
date of May 1, of the current season. Will monthly update the League Voting Membership Roll, which will
include the exact mailing address of each and every League Voting Member. This voter list will be used in
the Branham Hills Girls Softball League’s "Vote" which will be held on or before June 1st of the current
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season. The Secretary will make certain that prior to May 21st, the nominating committee disseminates the
board approved Official League Election Ballot to the League’s voter membership.
THE TREASURER:
The Treasurer shall not be elected to more than three (3) consecutive terms of office. The Treasurer is the
League’s Chief Financial Officer. The first duty of the Treasurer is to make certain the League has a federal
tax identification number on file with the Internal Revenue Service as required by federal law. The Treasurer
has the ultimate responsibility for the finances of the Branham Hills Girls Softball League including the
timely preparation and submission of all local, state and federal tax forms. No one in the League
supersedes the financial authority of the Treasurer when it comes to the money matters of the League
relative to upholding common accounting principles and practices. The Treasurer will establish methods
by which standard accounting principles will be used by all League Members regarding any financial
transaction. The Treasurer with Board approval will establish the League Budget that will be followed
during the League Board’s term of office. The League budget must be approved no later than Nov. 1 each
year. The Treasurer will maintain the League checking account retaining all League checks in their
possession. The Treasurer will make certain that League checks are only authorized after the expenditure
have been pre-approved by the majority vote of the League Board of Trustees. If individuals are
compensated for officiating or scorekeeping or other League duties as established by the Board of
Trustees, the Treasurer must be notified of this fact in writing. Any individual receiving $600 or more from
the League for services will necessitate that the Treasurer file a 1099-MISC and summary form 1096 with
the Internal Revenue Service. In the Minutes of the Board meeting, the Treasurer will have the Secretary
note all League expenditure requests, the approval/disapproval of all non-budgeted expenses, the vendor
who will be receiving a League check, the check number being issued, and the exact amount of each
check being issued. This notation in the League minutes establishes full financial accountability to the
League’s Membership. The Treasurer is the responsible agent for all income, expense, invoicing, collection
of revenue and for the immediate depositing of all League funds in the one bank account of the League.
The Treasurer will submit to the Secretary a record of the deposit that describes in detail each item of that
deposit. Under no circumstances, will the Treasurer ever be a signor on the Branham Hills Girls Softball
League Account. In cooperation with the fundraising board member will be responsible for the timely
financial accounting of all fundraising products and the fund-raising monies generated. The Treasurer will
reconcile the Branham Hills Girls Softball League Account on a monthly basis and this reconciliation will be
part of their monthly financial report at each bi-monthly or monthly Board Meeting. The Treasurer will
guarantee that all the Branham Hills Girls Softball League’s finances are accurate, precise, and currently up
to date. The Treasurer will use the Branham Hills Girls Softball League Summary Statement of Revenues
and Expenses Form throughout their tenure or office.
Proper and timely use of this form will enable the Board to have a complete financial understanding of the
exact revenue status of the Branham Hills Girls Softball League.
THE PLAYER AGENT(s):
The Player Agent(s) is the representative of all girls in the League and as such, will be responsible to see
that all girls are treated in a respectful and just manner and for this reason should not manage, or coach
any regular season League team without League Board approval. Any charges of possible mistreatment
are thoroughly investigated by the Player Agent(s) and brought to the attention of the Branham Hills Girls
Softball League’s Board in writing. The Player Agent(s) shall immediately relieve any individual(s) from
further League participation for any inappropriate adult behavior pending the outcome of the Board’s
action concerning this League situation. The Player Agent(s) will supervise all player/adult registrations;
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keep possession of all confidential registration forms, and immediately tender all registration monies to
Branham Hills Girls Softball. The Player Agent(s) will guarantee that all information about girls and their
parents is kept strictly confidential. The Player Agent(s) will keep accurate records of all players that
information will be available at any duly called Board meeting. Will only release confidential information to
the duly elected Branham Hills Girls Softball Board after written notice has been received. The Player
Agent(s) will oversee all team selections and will make sure all decisions are in the best interest of the girls.
The Player Agent(s) for conflict of interest concerns may supply information, but may not participate in
team selections for a division, which they are managing or coaching. Immediately after the team selection
has been conducted will submit the completed Official Branham Hills Girls Softball Team Insurance
Registration Forms to Branham Hills Girls Softball. Before permitting any type of team activity, the Player
Agent(s) will make certain all the required Branham Hills Girls Softball Team Insurance Registration Forms
have been properly activated providing the League and each team with the necessary insurances. All late
registrants will be assigned to teams after being approved by the League Board at a duly noticed Board
Meeting. After careful investigation the Player Agent(s) will submit in writing to the League Board
information concerning the possible misuse of any girl; or parents notification of their daughter dropping
from a team. The Player Agent(s) will report any form of non-minor injury to any player at the next Board
meeting. Before the season starts, the Player Agent(s) should oversee one practice of each team and after
the season starts a few of each team’s games. The Player Agent(s) will make certain that the well-being
and proper treatment of every girl is vital in the actions of every team staff and all adults in the League.
During the playing season the Player Agent(s) has the League Authority to visit any team. The Player
Agent(s) with the support of the Vice President for the Branham Hills Girls Softball will conduct the Thunder
Selection Team Meetings. When the Official Branham Hills Girls Softball Thunder Team Roster is finalized,
the Player Agent(s) will submit these forms for the selected teams to the Secretary for the prompt
submission to Branham Hills Girls Softball and the Union School district. The Player Agent(s) is responsible
for the timely filing of all current Official Branham Hills Girls Softball Board and Team Insurance Registration
Forms. These forms must be sent by the Player Agent(s) in a quick and precise fashion in order for the
Branham Hills Girls Softball League and all League Teams to be provided with all necessary insurances.
SECTION 2: SEASONAL BOARD MEMBERS
a) The authorized number of seasonal board members shall be no less than three and may be
changed by majority vote of the league board.
b) The Seasonal Board shall consist of a minimum of a League/Safety Director, Umpire in Chief and
two Division Representatives. If a Division representative is not available for each individual division, then
an elected division representative may be responsible for all divisions with participants ages 10 years old
and under and one representatives for all participants 11 years old and over.
c) The Seasonal Board will be elected at the general election or by a simple majority of the League
Board of Trustees.
d) The term of office for the League board shall be September 1st to August 31st unless otherwise
stated.
e) The responsibility of the seasonal board shall exclusively pertain to softball operations and not to
any corporate matters.
f) The seasonal board may only vote on issues pertaining to the seasonal softball operations. The
League Board by a simple majority may change or override any decision made, which included a vote by
the seasonal board.
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SECTION 3: ELECTED BOARD MEMBERS FROM DIVISIONAL TEAMS
a) Division representatives shall be responsible for coordination all activities relating to their division.
b) Each Divisional Representative shall provide information to the League Board and Player Agent(s)
in determining teams, coaches and managers for their division.
c) Will make sure each team has a female team staff member and that a registered adult female is
present at all team activities.
d) The elected Divisional Manager Representative will not be required to have a
daughter/granddaughter who is actively participating in the Branham Hills Girls Softball.
e) As an elected seasonal Board Member, should hold a meeting of the division team managers prior
to the regular meeting of the League Board of Trustees to discuss information from the managers that
might possibly need League Board’s attention.
f) When necessary will hold a division manager meeting after the Board meeting to relate any action,
solutions, or directions given by the Board of Trustees.
g) Prior to April 15th, the Division Rep will meet will all the team managers in her division to outline the
Thunder team selection process that will be utilized.
h) The travel director will be the Division Rep for the travel program.
SECTION 4: DUTIES OF SEASONAL BOARD MEMBERS.
THE UMPIRE IN CHIEF:
A Voting Member with or without a daughter/granddaughter registered in the League for the current
season, appointed by the League Board. The only Official Interpreter of the Branham Hills Girls Softball
Playing Rules in the Branham Hills Girls Softball League. When necessary, the Umpire in Chief will provide
a written Protest interpretation as taken from the current Official Branham Hills Girls Softball Rulebook
(ASA) or a written rule clarification secured from Branham Hills Girls Softball to the League Board of
Trustees. The Umpire in Chief will direct the Branham Hills Girls Softball League’s Umpiring Program
including the ongoing training of all Branham Hills Girls Softball League umpires. Before the spring playing
season begins, the Umpire in Chief will conduct “Umpire Instructional Meetings” to help improve the
umpiring skills of the Branham Hills Girls Softball League umpires. Will only assign current Officially
Registered Branham Hills Girls Softball Umpires. When Officially Registered as a Branham Hills Girls
Softball Umpire, the Umpire in Chief will be eligible to officiate on an emergency basis. Any protested game
involving the Umpire in Chief will be determined by the League Board of Trustees with a vote. Will submit
the most qualified and available League umpires to help officiate at Branham Hills Girls Softball Approved
or Sanctioned Tournaments.
THE SAFETY DIRECTOR:
A Voting Member with or without a daughter/granddaughter registered in the League for the current
season. The Safety Director is in charge of the safety program for the Branham Hills Girls Softball League.
Prior to the allowing the start of the practice season or allowing any team to use a particular practice site,
the Safety Director will personally visit and approve each team’s practice site. After severe inclement
weather the Safety Director will never allow any practices or games to be held until the Safety Director has
personally approved all fields as being safe for use by the League teams. The Safety Director will attend a
pre-season coaches meeting for each division and advise each and every manager to complete an Incident
Report of any and all accidents or injuries. A copy of this Incident Report must be given to Safety Director
within 24 hours of the accident or injury. The Safety Director will advise any injured adult and/or the parents
of a player to immediately contact Branham Hills Girls Softball to begin the insurance claims process.
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ARTICLE V - LEAGUE MEETINGS AND ACTIVITIES
It is forbidden to gamble, smoke, consume alcoholic beverages, use profanity, make obscene jesters, or
have or use illegal drugs or weapons during any official League Team practice, League games or BHGS
events. Any League Board member can attend all meetings and/ or activities of the Branham Hills Girls
Softball League.
SECTION 1: GENERAL MEETINGS
a) General Meetings will be held at least once (1) or more during the spring season.
b) General Meetings allow the entire League Membership to attend a special meeting or event. Team
announcement, cap night, ice cream socials, and potluck parties are in the category of general meetings.
SECTION 2: NOTICED LEAGUE BOARD MEETINGS
a) “Noticed” League Board Meetings should be scheduled to occur at least once a month during the
off-season and may be scheduled more frequently during the season.
b) Email, facsimile, or US Mail of all regular “Noticed” Board Meetings shall notify league Directors
and any assigned seasonal board members at least seven (7) days in advance of every "Noticed" Board
meeting.
c) “Noticed” League Board Meetings are previously scheduled and publicly announced in writing,
“Noticed” to the League Membership.
d) “Noticed” League Board Meetings are to be held in a public place.
e) “Noticed” League Board Meetings are open to all interested League members.
f) Interested League members will have the ability to comment or present any proposal or say during
any Board meeting.
g) If the date of a scheduled "Noticed" League Board meeting changes, all League members need to
be notified in writing at least two (2) days in advance of every meeting date.
h) A published schedule of "Noticed" Branham Hills Girls Softball League Board meetings may be
used, provided that, if changes occur all interested League members are notified in writing as directed in
this section.
i) Parliamentary procedures, as found in Robert’s Rules of Order, Revised, are to be followed at all
League Board meetings, except as amended by the Branham Hills Girls Softball Constitution and by
written directives from Branham Hills Girls Softball.
SECTION 3: NON-NOTICED LEAGUE BOARD MEETINGS
a) Closed to all League members are all non-"Noticed" Board Meetings.
b) Regarding confidential League matters any League Director can call a Special Board Meeting.
c) All Special or Emergency Board Meetings and will be "Noticed" by phone contact, or Email, or
Facsimile, by the League Secretary. A concerted effort must be made to contact all league board
members.
d) Special Board Meetings need to be convened by the Branham Hills Girls Softball League Board to
address legal, confidential personnel or financial concerns.
e) Closed meeting can then be called, but a public notice of the meeting must be posted in a public
manner.
f) A majority of the league Board is necessary to hold a special board meeting.
ARTICLE VI - LEAGUE FINANCES
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SECTION 1: THE LEAGUE TREASURER
a) At the first meeting of the new duly elected Branham Hills Girls Softball League Board of Trustees,
the League Board shall authorize the League Treasurer to verify that the League’s existing Checking
Account has been properly reconciled from the previous season.
b) The League Treasurer will only allow the signers on the League account to be the League
Directors: The President and Vice President.
c) The Treasurer will make certain as required in the Branham Hills Girls Softball Constitution that all
Branham Hills Girls Softball League checks require the necessary signatures.
d) After Board approval at a duly called board meeting, the Treasurer will personally complete each
League check by filling in the date, the vendor’s complete name, the exact amount approved by board
action, and the written dollar amount. The Treasurer will enter League check information in the proper
check registry.
e) All funds donated, collected, raised, or appropriated by, or to Branham Hills Girls Softball League
will be deposited by the Treasurer to the one primary League Checking Account under the direction and
protection of the Branham Hills Girls Softball League’s Board of Trustees.
f) The bank must have cleared all funds before the League Board can allow any transfer to a
secondary League investment instrument.
g) Any Board Member, League member, League fundraiser, League asset holder, volunteer helper, or
any receiver of such Branham Hills Girls Softball League funds will be turned over to the Treasurer for
documentation and deposit and a written League receipt will be generated for all funds, items, products, or
Branham Hills Girls Softball League assets at the time such assets are transferred, or received. The
Treasurer will retain the original League receipt, a receipt copy will be given to the League Donor, and a
third receipt copy will be given to the Secretary to be kept for future financial records of the Branham Hills
Girls Softball League.
SECTION 2: THE BRANHAM HILLS GIRLS SOFTBALL LEAGUE FUNDRAISING GROUP
a) Prior to any team, or any other fundraising group forming, the group and it’s membership needs to
be authorized and approved by the Branham Hills Girls Softball League’s Board of Trustees.
b) The Board approved fundraising group will become a subcommittee of the legal Branham Hills
Girls Softball Board of Trustees fundraising director.
c) Any Branham Hills Girls Softball fundraising group shall be under the jurisdiction of the Branham
Hills Girls Softball Constitution, the current Official League Rules, and all directives of the League Board of
Trustees or the fundraising group cannot continue as an entity of the Branham Hills Girls Softball League.
d) Fundraising group membership must be approved by the majority action of the Branham Hills Girls
Softball League’s Board of Trustees.
e) Any Branham Hills Girls Softball fundraising group will deposit all funds into the League Treasury.
f) Fundraising groups will never open and operate a separate bank account from that of the
established League’s primary checking account.
g) Whenever active, the fundraising group Chair, once a month will make written financial reports and
written reports on all their activities to the Branham Hills Girls Softball League Board of Trustees.
h) The Branham Hills Girls Softball League Board of Trustees will govern all purchases, charges,
and/or disbursements made by the fundraising group with the League’s Board of Trustees authorization
being required prior to such acts.
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ARTICLE VII - PROGRAM MEMBERSHIP
SECTION 1: YOUTH MEMBERSHIP
The Branham Hills Girls Softball Organization is a nonprofit California Corporation and players shall be
females eighteen years of age and younger. Boys are ineligible to participate in the female divisions of
Branham Hills Girls Softball. The United States Government’s Title IX exemption is granted to Branham
Hills Girls Softball to cover the female Divisions of the Program because the female divisions are historically
only for females.
SECTION 2: SEPARATE GENDER DIVISIONS OF PLAY
Only girls are allowed to participate in the Branham Hills Girls Softball Program’s female divisions. These
divisions are Little Hitters 3 - 4yr old, 6U, 8U, 10U, 12U, 14-16U.
SECTION 3: PLAYER ELIGIBILITY
Player eligibility allows the registration of girls who are physically and mentally capable of participating
according to the current season’s Program Age charts.
SECTION 4: ELIGIBILITY FOR GIRLS WITH MEDICAL LIMITATIONS
a) Prior to their registration, the League Board of Branham Hills Girls Softball must approve all girls
with medical limitations.
b) Girls with medical limitations may be eligible to participate by their age in the correct Age Division
if: first (1) Written permission is given by a Medical Doctor and this information is in the possession of the
Branham Hills Girls Softball League’s Player Agent(s), and then (2) Approval of the Board of Trustees is
secured by a unanimous written vote agreeing that the medical limitation would not risk the safety of such
girl, or the safety of her potential teammates, and then, (3) A copy of the signed written medical permission
from the Medical Doctor for this girl along with the Board of Director’s written request signed by every
Board member requesting permission for this girl to participate in the Branham Hills Girls Softball Program
is sent to Branham Hills Girls Softball.
c) Written approval must be given by Branham Hills Girls Softball League Board and received by the
League Secretary prior to registering any girl with medical limitations in the Branham Hills Girls Softball
League.
SECTION 5: LEAGUE BOUNDARIES PLAYER RESIDENCE REQUIREMENT
When Branham Hills Girls Softball League is started, part of the definition of the Branham Hills Girls Softball
League is the establishment of the League's Specific Boundaries by Branham Hills Girls Softball. The
League's Boundaries reflects that area from which the Branham Hills Girls Softball League derives its
name. For example: The Branham Hills Girls Softball League boundaries would encompass the area known
as San Jose/Los Gatos, the city limits. Girls whose parents reside within the League Boundaries are eligible
to register their daughter to participate in the League. In this case the parents would have San Jose/Los
Gatos as part of their address.
a) Player eligibility allows the registration of girls whose parent or parents legally reside within the
Branham Hills Girls Softball established boundaries of the Branham Hills Girls Softball League.
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b) A girl will be deemed to reside within the League boundaries if: her parents are living together and
are residing within such League boundaries, or; if either of the girl’s parents reside within such boundaries.
The Union school district requires a majority of players be enrolled in a Union school district school as a
requirement for field usage.
SECTION 6: BRANHAM HILLS GIRLS SOFTBALL PLAYER REGISTRATION AND TEAM FORMATION
a) At the time of Branham Hills Girls Softball Registration, each parent or guardian is required to
immediately pay his or her daughter’s Branham Hills Girls Softball Registration Fee.
b) The team selection system was initiated to assure that teams in the upper divisions (10U, 12U and
14U) are well balanced. The buddy system will be used in the 6U and 8U division to attempt to allow
friends to play together on the same team.
1) Evaluation
● Each girl in the 10U, 12U, 14U (upper division) will be evaluated before the season team selection.
● Each girl will be evaluated for throwing, catching, fielding, hitting, base running and sliding.
● Players may be evaluated as pitchers or catchers.
● The BHGS board should choose not less than five (5) evaluators to rate the girls in each division.
● Girls will be scored on a scale of one (1) to five (5), with one (1) representing no experience and five
(5), representing proficiency.
● Any girl who is categorized as a designated pitcher/catcher (a girl who has pitched or caught 25%
in the previous season as tracked through the score books), a travel ball player will be so designated on
the evaluation form and will go into the selection at that designated position.
● The Player Agent(s) and division rep will tally the evaluation sheets and assign a composite score
for each girl. The composite score will be used for player designation in the selection.
2) Coaching
● Coaches/managers will be selected for all recreation ball divisions and travel ball.
● Coaches/managers will apply for a position by completing an adult volunteer form and submit it to
the board.
● All forms will be reviewed by the division rep and if necessary, by the board.
● The division reps will present a list of prospective coaches/managers for their division.
● The division rep will give a brief background/experience for each one and lead the discussion
about each coach/manager.
● Board voting: Each coach/manager name will be presented to the League board for a vote.
● Each League Board member has one vote, all votes will be by secret ballot.
● Any coach/manager receiving a unanimous vote will be assigned a team. If there are too many
coaches/managers with unanimous votes, the board will ballot all the unanimous coaches/mangers and the
top vote getters will receive teams.
● Any coach/manager receiving one (1) no vote, may be assigned a team after the voted
coach/manager have received a team.
● Any coach/manager receiving two (2) - no votes may not coach/manage.
● A coach may request a manager to be paired with for the season or a manager may request a
coach. These are the only two that may be paired before the selection process.
● The League Board will approve the pairing unless the pairing will cause an undo advantage for the
team. (i.e.: two travel ball players on a team or two travel ball coaches on a team).
● Each team staff will have at least a designated head coach and manager. All must be registered
and insured with the league.
3) Team Selection
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● The 10U, 12U, 14U (upper divisions) teams are compiled by the Player Agent(s) through the
evaluation selection process.
● The purpose of the selection process is to assure balanced teams. The league board may review
and make changes necessary to any team(s) to assure well-balanced teams.
● After evaluation and before the selection process any designated coach or manager may submit
information about any player they deem important to the Player Agent(s).
● The Player Agent(s) will compile all teams for the league and will strive to assure all teams are
balanced.
● The Player Agent(s) may request information on a player from any league source.
● The Player Agent(s) may request assistance in the team selection process on any division level.
Qualified assistance may be obtained from any impartial individual.
● Provisions may be made by the league board to accommodate handicapped or special need
players.
● Trading players is prohibited.
● Manager will call all team members and set up a first practice/meeting.
SECTION 7: BRANHAM HILLS GIRLS SOFTBALL ADULT REGISTRATION
a) By federal standards for all youth organizations, each year must require every participating adult to
complete a Confidential Adult Registration Form.
b) Every adult team staff member and umpire shall be approved by Branham Hills Girls Softball before
being an active participant in any Branham Hills Girls Softball League Activity.
c) Every current adult member must be at least one of the following: parent of a player currently
playing in the league, approved coach, assistant coach or manager, or an approved board member.
d) At the time of submission of the Official Branham Hills Girls Softball Confidential Adult Registration
Form, Branham Hills Girls Softball primary Team Staff Members must be at least twenty-one years of age
unless approved by the League Board.
e) All coaches/managers must be USA certified prior to the first practice of the season.
f) All head coaches and Assistant Coaches will be ACE Certified, background checked, Concussion,
Safe Sport, protocol certified prior to the start of the season.
g) All coaches must wear their USA coaches’ badges for all practice and games.
h) All managers will be ACE background checked, Concussion, Safe Sport
protocol certified prior to the start of the season.
i) All junior umpires shall be 12-14 years of age and senior umpires 15+ years of age. All Umpires
must be registered and insured.
j) A copy of each participating adult’s Official Branham Hills Girls Softball Confidential Adult
Registration must be submitted for each person at least sixteen years of age. Form shall be on file with the
League Secretary.
SECTION 8: THE LEAGUE PLAYER PARTICIPATION FEE
a) The Branham Hills Girls Softball League shall adopt a nominal League Player Participation Fee.
b) The Branham Hills Girls Softball League may request a League Donation in lieu of a League Player
Participation Fee.
c) The lack of a family’s ability to immediately pay the League’s Player Participation Fee in no way,
manner, or form shall restrict a girl from participating in the Branham Hills Girls Softball Program.
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d) The League Board shall provide Player Sponsorship documentation to the player’s parent(s),
thereby enabling the parents to secure the necessary funds for the appropriate financial support of the
League.
e) The Board of Trustees may establish installment payment arrangements to be made during the
season.
f) After parental volunteer efforts have been made, the League Board may institute deferment
payment considerations.
g) Prior to the registration dates, civic organizations within the community may be contacted to
provide the necessary participation funds for players whose proven family circumstances make it
impossible for the family to meet their financial obligation to the Branham Hills Girls Softball League.
h) In cases of confirmed need and approved by the League Board, it may also be necessary to help
supply scholarships for these girls.
SECTION 9: ADULT LEAGUE MEMBERSHIP - VOTING MEMBERSHIP
a) Players are not to be considered as League Voting Members.
b) The League’s adult voting membership shall include all parents or guardians of the registered girls
for the current spring season.
c) All League members shall have their names placed on the League’s Voters List maintained by the
League’s Secretary.
d) All League members may be required to present proof of identification when attending any League
meeting.
e) Before May 1, written criteria will be established as to whether these individuals will be allowed to
vote on an individual basis, or by some other method, such as: Board appointment, volunteer efforts, team
sponsorship, or as otherwise stipulated in the League’s written document of voter eligibility.
ARTICLE VIII - BRANHAM HILLS GIRLS SOFTBALL WRITTEN DIRECTIVES
All written directives from Branham Hills Girls Softball shall take precedence over previous published
information.
SECTION 1: DETERMINING LEAGUE BUSINESS
All League business shall be determined by a majority of the League Board Members present at a duly
“Noticed” Board meeting.
SECTION 2: THE LEGAL OPERATION OF THE BOARD
a) The Legal Action of the League Board of Trustees on any matter concerning League business shall
be considered final provided such actions and decisions are not in conflict with the Branham Hills Girls
Softball Constitution, the current Branham Hills Girls Softball League Playing Rules, or any written directive
from Branham Hills Girls Softball.
b) Other than the League Board of Trustees at League Board meetings no other individual will have a
vote or a voice at board meetings.
c) There shall be no Executive Committee or Executive Board with special voting or meeting
privileges.
SECTION 3: THE LEAGUE FUNDS
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Under Charitable Trust Laws, the members of each League’s Board of Trustees must require that all
League purchases be done under the guidelines of standard accounting principles.
a) To receive a League check(s) will require an approved check request form and submittal of a
receipt
b) League checks will be issued directly to the vendor. Proper financial accounting requires League
checks to be issued directly to the vendor. Checks issued to League Board members can only be for
reimbursement of League Board approved expenses. Issuing a check to a Board Member could possibly
be misinterpreted by the I.R.S. or the Charitable Trust Agency of the State as personal income received
from the League.
c) The League's Board of Trustees may establish a Petty Cash Fund in the amount of $ 100 to $750
for small incidental League purchases. The League Treasurer will replace funds from the Petty Cash Fund
by submitting receipts from the purchases. At a duly noticed board meeting, the Board would approve of
issuing a League Check to replace those receipted funds used from the Petty Cash Fund.
SECTION 4: LEAGUE ASSETS
a) All League assets will be utilized for the constitutional intent of the Branham Hills Girls Softball
Program or as directed in writing by Branham Hills Girls Softball.
b) Neither any Board of Trustees, nor any individual Director, Officer, or member of the League shall
dissipate, transfer, convey, hypothecate, destroy, or encumber any assets or items of personal property of
the League, or any team, of whatever nature or kind and whenever the same may be located - to any
individual or entity, whether individual corporation, association or otherwise, but shall immediately account
for and release the League's assets and items of personal property to any duly elected/appointed
succeeding Board of Trustees or to a representative as directed by Branham Hills Girls Softball.
c) The assets of the League are raised through the efforts of numerous volunteer adults and
registered girls over many years for the purpose of perpetuating the growth and development of the
Branham Hills Girls Softball League in their community.
d) All assets of the local Branham Hills Girls Softball League shall remain in the local community
under the direction of legally sanctioned Branham Hills Girls Softball Board of Trustees.
e) Assets raised by a Branham Hills Girls Softball League will never be dissipated or transferred for
any other purpose.
SECTION 5: CODES OF CONDUCT
a) All League Members are required to comply with the League Rules and Regulations of Branham
Hills Girls Softball.
b) All League Members shall follow all written League Policies as legally established by the League’s
Board of Trustees. League Policies shall not be in conflict with the Branham Hills Girls Softball Constitution,
the current Branham Hills Girls Softball Administrative Rules.
c) Any individual, any group, or any League Board Member or entire League Board, may be
immediately relieved of all League duties if found to be in violation of the Branham Hills Girls Softball
Incorporation, the Branham Hills Girls Softball League Administrative Rules and Playing Rules.
d) Failing to immediately comply with any written directive from Branham Hills Girls Softball, or the
abuse of League Legal Rights, or the possible misuse of the League's assets could result in program
suspension.
e) Removal of any person for improper behavior from an elected or appointed position requires a
majority vote of the League Board of Trustees utilizing a secret written vote at a closed Board Meeting.
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SECTION 6: CODES OF ADULT BEHAVIOR
a) The conduct of every League individual is to be maintained at a level that is consistently the finest
in citizenship, friendship, leadership, honesty and sportsmanship.
b) The complete protection of all girls is the responsibility of every adult League member. Nothing in
the League program should be a detriment to any girl.
c) The Board of Trustees will be responsible and will handle all adult League Member behavior
situations at all Branham Hills Girls Softball games or events.
d) When an adult displays inappropriate behavior during a game, practice or official league function,
the individual exhibiting the improper behavior will be directed by any Branham Hills Girls Softball
registered adult to remove himself or herself from the area. In a game situation they must be moved at least
200 feet from the team dugouts. Refusal may include forfeiture of the game.
e) In the case of continued inappropriate behavior by any adult during a Branham Hills Girls Softball
practice, game or event, and after a warning, a League Board Member may, if they feel it is in the best
interest and well-being of the girls, remove the adult from the field or event and may, if deemed appropriate
require the individual exhibiting this improper conduct be restricted from future attendance.
f) Any League Board member may immediately suspend any adult or player participation privileges if
it is in the best interest of the league. The event may then be presented to the league Board for final
determination.
g) Any individual who does not hold to the highest standards of the league, or is found by the League
Board to be immoral or conduct illegal actions shall immediately be relieved of any volunteer position in the
League. This person could also face possible loss of all League participation privileges for the season.
SECTION 7: CONFIDENTIAL RECORDS AND LEAGUE INFORMATION
a) By civil law, League member's names and addresses cannot be provided to anyone without the
advanced expressed written permission of each League Member or in the case of a juvenile, the girl’s
parents.
b) All League information must be carefully and thoughtfully protected from disclosure to anyone
unauthorized to have this information.
c) It is the League Board of Director's responsibility to inform all team adult leaders of the
confidentiality of all League information.
d) All League mail will be directed to: The Parent(s) or guardians of the named player to prevent
circumvention of the parent(s) authority.
e) Any materials printed or produced by the League for distribution to the general public of any kind
will never include player's names, addresses or telephone numbers except as necessary for use by their
team manager and annual handbook without permission from the legal guardians.
f) Copies of the Branham Hills Girls Softball Player Registration Forms, Branham Hills Girls Softball
Confidential Adult Registration Forms, Team Rosters, OFFICIAL BRANHAM HILLS GIRLS SOFTBALL
TEAM INSURANCE REGISTRATION FORMS, minutes of closed meetings concerning disciplinary action
and secret voting records concerning appointments of team staff, are confidential records and information.
g) All Branham Hills Girls softball records will be kept on file according to required laws. If not legal
precedent is set, and then all records must be kept in a safe, secure location available to the Branham Hills
League Board for at least two years.
SECTION 8: USE OF PROGRAM LOGOS AND CHARACTERS
a) Under penalty of law, no individual or group, other than the Registered League's Board of Trustees,
may use program emblems, the names of Branham Hills Girls Softball Programs, any of the program's
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Rules and Regulations, the intent or direction of any printed materials published by Branham Hills Girls
Softball or any League assets including confidential lists of members.
b) Any League's intention to use Branham Hills Girls Softball Program logos and program
characterizations, to reproduce or incorporate into a League name and/or use in any manner, including
application to apparel, must be approved in writing by Branham Hills Girls Softball. The League's Board of
Trustees will submit a letter stating the exact use of the Program logos or characterization when making a
request of Branham Hills Girls Softball for review.
ARTICLE IX - BRANHAM HILLS GIRLS SOFTBALL PLAYER INFORMATION
SECTION 1: VERIFICATION OF GIRL’S AGE
a) Each girl's Certificate of Live Birth, bearing the city, county, state or federal seal, will be verified by
the Player Agent(s), or other designated board member before placing the girl in the Team Formation
process.
b) Falsification of birth records to qualify a girl as eligible to play could cause removal of the player
from the team and will necessitate the removal of the responsible adult from the League.
SECTION 2: LEAGUE REGISTRATIONS
a) A Branham Hills Girls Softball League will never confine registration information, or limit the number
of girls to be registered in the League.
b) To give the opportunity for all the girls in the community to participate in Branham Hills Girls
Softball League, at least three (3) publicly announced Player Registrations would be held any time after
September 1st. Current players might be preregistered anytime.
c) All Branham Hills Girls Softball Leagues, by civil law, are required to provide the same registration
information to private schools as has been provided to public schools in the League Area.
d) The League should have registration information available throughout the entire community,
including public schools, private schools, libraries, churches, recreation departments and youth clubs.
SECTION 3: PLAYER REGISTRATIONS
a) Every eligible girl who registers prior to the start of regular season must be placed on a team.
b) No one may discourage, or disqualify any eligible girl from registering in the League.
c) Parents who register their girls are responsible to pay to Branham Hills Girls Softball, the current
year’s Branham Hills Girls Softball Registration Fee. The Board of Trustees will set the Branham Hills Girls
Softball Registration Fee for the entire season.
d) Each player's documentations of League residency will be verified to be sure that the girl resides in
the League's boundaries and is in fact eligible to participate.
e) Girls will only be allowed to register when the girls are physically able to participate with their team.
f) Girls playing in school sports will only be allowed to register when these players are in fact allowed
by their school to actually actively participate with a Branham Hills Girls Softball team.
SECTION 4: PLAYER WAITING LISTS
a) Player waiting lists will only be instituted after the start of regular season games.
b) After the start of the regular season when all teams in an age division have reached their maximum
roster of 14 girls, the Player Agent(s) will establish a player waiting list.
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c) The established waiting list of eligible girls will allow the Player Agent(s) to maintain each team’s
roster of 14 girls.
d) As a team’s roster drops below 14 girls, the Player Agent(s) with Board approval will assign a girl
from the player waiting list to the team needing to fill their roster.
e) When school players are eligible to participate with a Branham Hills Girls Softball team, the League
Board will assign these players to teams in such a manner as to possibly provide a better divisional team
balance.
SECTION 5: DETERMINING AGE DIVISIONS OF PLAY
a) After the final public registration, the Player Agent(s) will report to the Board of Trustees the
number of registered girls in each program age division. The Board of Trustees will determine to either
continue registration by establishing new registration days and locations, or establish the number of teams
in each division to be formed.
b) Following the last public player registrations, the League's Board of Trustees will determine the
divisions of play to be offered in the League. This decision is typically determined based upon the number
of players registered to play in the spring season and their program ages. The board will take into
consideration the influx of late registering players and set the individual team size to allow for this
occurrence.
SECTION 6: THE BRANHAM HILLS GIRLS SOFTBALL PROGRAM REGISTRATION FEE
The Branham Hills Girls Softball Registration Fee provides each player and adult team member in the
Branham Hills Girls Softball League with Excess Accident Medical Insurance and Liability insurance.
SECTION 7: INSURANCE ESTABLISHED PROGRAM AGE DIVISIONS OF PLAY
a) The Program Age Divisions of Play have been established by submission of Division Ages to the
insurance company.
b) The authority will be vested in the League's Board of Trustees validating other circumstances for
placing girls on teams other than within the established Program Age Divisions of Play.
1) PROGRAM AGE DIVISIONS OF PLAY FOR THE PLAYING SEASON.
● All Divisions
● January 1, 20xx to December 31, 20xx
● Experienced player by parent request and Board approval, for the safety of the girl may play up
one age division.
● Novice player by parent request and Board approval for the safety of the girl may play down one
age division.
SECTION 8: POST TEAM FORMATION
a) The team formation meetings will be held no earlier than third week in January.
b) The team draw method as outlined in the League Rules is the only authorized system of team
formation to be utilized in the Branham Hills Girls Softball Program.
c) The Player Agent(s) will preside at separate team formation meetings held for the Branham Hills
Girls Softball. The Player Agent(s) will have the final authority for team selection.
d) The Player Agent(s) will notify all League Directors about the League's Team Formation Meetings.
e) If the League has no assigned Player Agent(s), the Secretary will contact Branham Hills Girls
Softball League Board by EMAIL for assistance with League's Team Formation Meetings.
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f) The respective team coaches/managers shall attend their age division's team formation meeting to
help when needed.
g) The President and Vice President will attend the Team Formations.
h) The Player Agent(s) and Board will determine the number of teams in each division.
i) To allow for the addition of late registrants to teams, at the team formation meetings, team rosters
should be compiled with 10 to 11 girls per team.
SECTION 9: TEAM FORMATION WITH TEAM STAFF PLAYER
a) Before Team Formation, a manager who has a daughter(s) registered in the manager's division
shall inform the Player Agent(s) in writing of her daughter's full name(s), her daughter's birth date and; (1)
whether the manager wants to select her daughter to her team; or (2) place her daughter on another team;
or (3) have her daughter placed on any available team.
b) Sisters in the same division: (1) Provided the girls are in the same age division, sisters will always
be placed on the same team, (2) Sisters will be placed on different teams, when the Player Agent(s) has
received written notification from a parent requesting that her daughters be placed on different teams.
SECTION 10: TEAM BUDDIES
In the Branham Hills Girls Softball Program any two girls who are NOT BOTH either a pitcher, catcher, or
designated Thunder/Select player can "Team Buddy" provided the following rules are fulfilled.
a) If the two girls are experienced, or inexperienced, or one is experienced and the other
inexperienced the girls CAN "Team Buddy" and shall be placed on the same team in the 6U and 8U
division. (unless in the 8U division two experienced pitchers are on the same team, then one of the
experienced pitchers may be moved to another team to create parity). One buddy per player.
b) A girl in the upper divisions, 10U, 12U, 14-16U may have a “Team Buddy” if the girl joining the
league is new to the league and has not played girls softball in the past two years.
c) Provided the girls are in the same age division, the selected "Team Buddy" will be placed on the
same team as the girl requesting a "Team Buddy".
d) "Team Buddies" will be the same for both girls. i.e. Mary has Jane as her selected "Team Buddy"
and Jane has Mary as her "Team Buddy". No buddy chains allowed.
e) If both players are considered as either: a "Pitcher", or a "Catcher", or a "Thunder/Select Player ",
then these players COULD NOT "Buddy Up". Both players would be placed in the Open Draw.
SECTION 11: DESIGNATED PITCHERS
Although girls are placed as Designated Pitchers, this rule does not require that during the season these
girls will have to pitch. More precisely, Designated Pitcher means these girls have had previous experience
as a pitcher and have the potential to pitch for their team. Whether these girls actually pitch for their team
will be determined during the practice and playing season by her Team's Staff's coaching skills, and
through parental as well as player involvement.
a) All pitchers, including Tournament pitchers and Branham Hills pitchers, who have pitched in at
least twenty-five percent (25%) of the innings in the games, which they actually played during the previous
Spring/Summer or fall season, will be known as “Designated Pitchers”.
b) The League's Board of Trustees may assign any girl to be a “Designated Pitcher” who the Board
feels has the pitching potential allowing her to be further developed as a pitcher during the season.
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c) If it is known that a girl has been receiving special pitching training, or if a girl registers who is
known to have pitching skills, or a girl exhibits the necessary pitching skills during preseason training,
player clinics, or player workouts, these girls should also be considered as a “Designated Pitcher”.
d) Designated pitchers must be evenly distributed between the team in their division.
SECTION 12: THUNDER/SELECT PLAYERS FOR RECREATIONAL PLAY
a) The Thunder/Select designation will be applied to those players from the previous travel season,
which participated in a Branham Hills Girls Softball Thunder tournament.
b) Thunder/Select players must be evenly distributed between the recreational teams in their division.
Unless available to all teams, no designated Thunder/select pitcher and/or designated Thunder/select
catcher shall be placed on the same team. To designate a Thunder/select pitcher and/or catcher, they
must have played in one of those positions at least twenty-five percent (25%) of the innings in the games
during either the previous summer or fall travel season.
SECTION 13: COACH PARENT
a) During the Team Formation, the Player Agent(s) and the League Board will make every attempt to
make certain that each team has an equal number of Coach Parents.
b) A girl whose parent has been approved, as a coach by the League Board of Trustees would be
drawn to a team with their daughter as a Coach Parent.
c) In the Team selection, after the manager's daughter(s), sisters to the same team, and "Team
Buddies" have been placed, and then those girls with Coach Parent would then be placed. Note: It is
possible that sisters, or "Team Buddies" could have a Coach Parent.
d) The first girl with a Coach Parent will be placed on the first team needing a Coach.
e) A subsequent girl with a Coach Parent would be placed on the next team needing a Coach.
f) After all Coach Parents have been placed any non Coach Parent would then be placed.
SECTION 14: CONDUCTING THE TEAM FORMATION MEETING
PRIORITY IN WHICH GIRLS WILL BE Placed on Teams
● First, the manager would receive her own daughter.
● Second, the sister of a girl already placed on a manager’s team.
● Third, the "Team Buddy" of a girl already placed on a manager’s team.
● Fourth, a girl with a “Coach Parent.
● Finally, THE CHRONOLOGICAL ORDER IN WHICH PLACEMENT DURING TEAM FORMATION.
● First, Designated Pitcher", oldest to youngest.
● Second, "Designated Catcher", oldest to youngest.
● Third, "Thunder/Select Players", oldest to youngest.
● Fourth, "Oldest experienced", to youngest experienced.
● Last, "Oldest inexperienced", to youngest inexperienced.
Experienced players will be determined through an evaluation score (10U – 14/16U), the age of the player
and the number of years the player has participated in the league.
THE TEAM FORMATION MEETING
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a) The Player Agent(s) will have presorted all Player Registration Forms, making sure the oldest girl
registered is placed on the top continuing to the youngest girl registered.
b) For the 6U and 8U Divisions the Player Agent(s), Division Rep will compile teams.
c) For the 10U through 14/16U, the Player Agent(s) will create “player cards that will include:
1) The players name
2) Primary position played in the previous recreational season
3) Designated pitcher or catcher
4) Thunder/Select player and primary position played
5) Evaluation score
6) Age
7) Whether the player is first or second year in the division
8) Playing with a Buddy
9) Coaches/managers comment from previous season
d) The Player Agent(s) will formulate balanced teams in each division.
e) The Player Agent(s) may receive advice and comments from the Board and coaches and
managers.
f) If an error is discovered at any time during the Team Formation Meeting, the Player Agent(s), will
back up to the point of the error, and correct the error.
g) Within twenty-four hours after the conclusion of the Team Formation Meeting, if an error is
discovered the Player Agent(s), will contact the Board members that were present at the Team Formation
Meeting to help redraw that division from the point of the error.
SECTION 15: LEAGUE TEAMS
a) After a Legal Team Formation Meeting has been conducted teams will never be eliminated. Players
will never be dispersed to other teams, as this would negate the balance of League Teams, which was
established through the placement process.
b) In the case of girls drawn to a team without a Managing Staff, the Player Agent(s) will meet with the
parents of these girls. If after several parent meetings, there are no parents willing to participate in a Team
Leadership Role on behalf of their own daughters, the League will assign a coach to the team.
c) No girl may be traded, substituted, or transferred to another team or another Branham Hills Girls
Softball League during the season for any reason. Girls can never be transferred to other teams unless the
girls were placed in the wrong age division.
d) If a girl drops from a team and later in the season is able to participate, the player can only be
returned to their original team and only if the team roster allows. The Player Agent(s) may assign a new
player to the team to replace the dropped player.
e) In any divisions, in the best interests and for the safety of the girls, by approval of the League
Board of Trustees, girls may be transferred to a new division by the Player Agent(s).
f) The Player Agent(s) should attempt to maintain each team with a minimum of twelve (12) players to
avoid the possibility of game forfeitures.
SECTION 16: POST TEAM FORMATION
a) The Player Agent(s) will verify the accuracy of each Division’s Team, then the League’s Secretary
will submit to the insurance company, the OFFICIAL BRANHAM HILLS GIRLS SOFTBALL TEAM
INSURANCE REGISTRATION FORM for each League Team.
b) After being notified by the insurance company that the League’s OFFICIAL BRANHAM HILLS
GIRLS SOFTBALL TEAM INSURANCE REGISTRATION FORMS have been received and Team
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Accident/Medical and Team Liability Insurances have been activated for the playing season, then and only
then practice can begin.
c) To activate Team Accident/Medical and Team Liability Insurances for the season, all OFFICIAL
BRANHAM HILLS GIRLS SOFTBALL TEAM INSURANCE REGISTRATION FORMS, must be submitted to
Branham Hills Girls Softball.
d) Before any team can begin practice, the League President must make certain that the insurance
company has activated all Team Accident/Medical and Team Liability Insurances for the season and that all
teams have been notified.
SECTION 17: ASSIGNING LATE REGISTRANTS
a) After being approved by the Board at a duly noticed Board Meeting, the Player Agent(s) will assign
all late registrants to League teams. The Player Agent(s) may assign late registrants in any manner in order
to maintain parity among the teams.
b) Once the season has started, the Player Agent(s) will instruct the manager of any team receiving an
inexperienced girl, to give this girl special training which shall be a minimum of four (4) practices before
entering the inexperienced player into any game. In extreme cases after four (4) practices, if the manager
feels the safety of the inexperienced girl would be in jeopardy, the manager will provide a written statement
to the Player Agent(s) of this fact and statement as to when the manager feels this inexperienced girl will be
capable of participating in play.
ARTICLE X - OPTIONS ESTABLISHED BY THE BOARD PRIOR TO THE START OF THE SEASON.
SECTION 1: LAST NAMES ON UNIFORM
The Board may approve the last names of team members to be placed across the shoulders on team
Uniforms for the 10U, 12U, 14-16U. The first names or nick names of the girls will never placed on their
uniforms or team jackets.
SECTION 2: SOFTBALLS FOR LEAGUE PLAY
Insurance may require that certain balls be used in a given division. In non-designated ball requirements,
the Board will establish the Official Softball that will be used for League Play.
SECTION 3: BOARD ASSIGNMENT OF COACH TO A FIRST YEAR MANAGER
Prior to team formation, the League’s Board of Trustees may appoint a Board Approved Coach to the team
of a first-year inexperienced coach/manager or the Board of Trustees may allow the new first year
inexperienced coach/manager to select a coach from the list of Board Approved Coaches.
SECTION 4: FORMER PLAYER COACH
The League may allow the appointment of an eighteen year-old former softball player to the position of
coach in the Branham Hills Girls Softball.
a) TEAM STAFF HOLDING MULTIPLE TEAM POSITIONS: The Board of Trustees may allow
individuals to coach, or chaperone in more than one division at a time.
b) A team manager may only manage in one division at a time.
SECTION 5: THE SPRING SEASON TEAM STAFF
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a) Until a rostered female team staff member is present, players and rostered staff are not covered by
League Insurance. A registered adult female must be present at all BHGS practices, games and events.
b) An USA certified coach or manager must be present at all practices and games.
c) Each year the League’s Board of Trustees shall interview and evaluate every adult, eighteen years
of age or older, who has applied for the position of manager, chaperone, and coach.
d) All Team Staff will be approved by the League’s Board of Trustees by a written ballot vote. The
Four (4) Team Staff members shall be rostered for each team: the manager, the chaperone, and the two
coaches.
SECTION 6: THE TEAM MANAGER
a) All team managers will be at least eighteen years of age for all divisions.
b) As required by insurance, it is the manager’s responsibility to make certain that there is always a
rostered female member from the team staff at all team activities, including practices, games and any other
League team events. No team or individual practice, game, activity may take place without a registered
female adult physically present.
c) The manager will make certain that the team staff at all times is an appropriate role model of
Citizenship, Friendship, Leadership, and Sportsmanship for the girls.
d) The manager will instruct all girls to arrive on time and never early for practices or games and will
have a registered adult female present when the first player arrives until the last player leaves.
e) The team manager is in immediate charge of the girls, the coaches, and the team’s staff.
f) A manager may relieve a member of the Team Staff of their duties for a specified time.
g) A manager may petition the League’s Board of Trustees, to relieve a member of her Team Staff of
their duties for the remainder of the season.
h) The team manager will be the team contact for the parent(s) of the players.
i) Is responsible for all team activities, moderating the team’s practice routine, administering first aid,
and will be the disseminator of all Team and League information to the girls parents.
j) When necessary, the manager will see to the disciplining of the girls.
k) The manager will: Provide a copy to the Player Agent(s) of her team’s list of excused absences for
practices and games. Bring all player problems to the attention of the Player Agent(s) so the Board may
have knowledge of and be actively involved in player problems. Notify the Player Agent(s), of her intent to
bench a girl as a disciplinary measure or whenever the manager benches a girl for disciplinary measures
during a game. Notify the Player Agent(s), if a girl allegedly misses a practice or game because the player
was participating with another team (other than school).
l) During the season, the manager will see to it that sufficient attention is given to any girl who is
experiencing personal difficulties while under team authority. This situation must be made known in writing
to the Player Agent(s).
m) Before the season starts, the manager will use good judgment in establishing valid reasons for girls
to be excused from team activities. Written team rules will be given to each girl’s parents.
n) To enable each girl on the team to contribute to the team effort, each manager will schedule game
participation by all girls in a fair manner.
o) Prior to the start of each game, the manager shall give their starting lineup card, identification by
name and uniform number of all pitchers who have pitched during that week, and how many innings or
outs of pitching eligibility has been used, to the Plate Umpire.
p) The manager will accept total responsibility for the actions of her girls on and off the field and at all
events at which the girls are directed to remain together as a League team.
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q) Benching a Girl: During League play, a manager may bench a girl who is out of uniform. The
manager will notify the plate umpire of this fact prior to the start of the game. Before the game, the
manager will notify and give the opposing team manager and the plate umpire the name and number of the
benched player. In very extreme cases, after a game has started, the manager may bench a player as a
disciplinary measure provided the manager informs the plate umpire and the opposing manager, as to the
reason for this drastic action.
r) In conjunction with other team staff, the manager will be in charge of the team’s equipment and
uniforms.
s) All team and player equipment shall be placed in a safe area within the dugout as designated by
the manager.
t) It is each manager’s responsibility to keep team member’s address and phone numbers strictly
confidential and never allowed to be used by any individual or group. The manager may use this
information as necessary to communicate with the team. Failure to comply with this rule could warrant
possible civil legal action.
u) If the League has teams involved in fund-raising, the manager will be responsible for her teams
fund-raising product, player involvement and general sales effort.
SECTION 7: THE TEAM CHAPERONE(S)
a) The team chaperone(s) is an eighteen year old registered female member of the team who is
selected by the manager and approved by the Board of Trustees, to assist the team in all their activities
throughout the season.
b) As required by insurance, the chaperone(s) is responsible (when the manager is not available) to
make certain there is a rostered female adult staff at all team activities, practices, games and any other
league events.
c) The chaperone(s) attends all team practices and team activities and assists the manager with
maintaining order among the girls.
d) At all games, the chaperone(s) may sit in the team dugout area and will be available to assist the
manager with first aid, maintaining the batting order, insuring adequate supervision of the girls, and other
delegated team responsibilities as directed by the manager.
e) If directed by the manager the chaperone(s) may coach first or third base.
f) The chaperone(s) will make certain that all team cheers are in good taste and that the team cheers
are directed only to their own team.
g) A registered adult female must accompany players (6U – 10U) to the bathrooms.
SECTION 8: THE TEAM COACHES
a) The team coach is a female or male at least eighteen years of age who is selected by the League
Board of Trustees to assist the team manager in all team activities throughout the season Coaches will
honor the authority of the manager who is in immediate charge of the girls and the team’s coaching staff.
b) All coaches are under the direction of the team manager.
c) Coaches will defer all disciplinary action involving the girls to the team manager.
d) Each team will have a maximum of two (2) rostered coaches.
e) There will be a "Head Coach" and "Assistant Coaches" within the position of coach.
f) The team coach(es) will work in cooperation with the team manager to help in teaching the girls
learn and appreciate the game of softball.
g) At all times the coaches will maintain a demeanor that is the finest examples of Citizenship,
Friendship, Leadership, and Sportsmanship for the girls to experience.
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h) The coaches and manager together should pre-plan practice sessions to benefit all the girls.
i) All head coaches and Assistant Coaches will be ACE Certified, background checked, Concussion,
Safe Sport protocol certified prior to the start of the season.
j) All coaches/managers are required to wear their USA coaches badges for all practice and games.
SECTION 9: CLINICS, TEAM PRACTICE AND PRACTICE GAMES
When girls have been registered with Branham Hills Girls Softball, the Board of Trustees may conduct
special player clinic(s) for these girls provided this request is approved, in writing for insurance purposes,
by Branham Hills Girls Softball before such event is scheduled.
a) After being notified via the League’s email, that the League’s OFFICIAL BRANHAM HILLS GIRLS
SOFTBALL TEAM INSURANCE REGISTRATION FORMS have been received. Insurances have been
activated for the playing season practice can begin in February.
b) Until the playing season starts, teams (10U -14/16U) shall be allowed a maximum of three (3)
practices a week, which includes practice games. (6U – 8U) shall be allowed a maximum of two (2) The
week is Saturday through Friday.
c) Practice Games are to be scheduled by the League Umpire in Chief and then approved by the
League Board of Trustees.
d) A team practice will not exceed the length of the official designated division team game time.
e) As stipulated by insurance, practice games should be conducted with teams from the same age
division.
SECTION 10: THE PLAYING SEASON
a) After being notified via the League’s email by Branham Hills Girls Softball that the League’s
OFFICIAL BRANHAM HILLS GIRLS SOFTBALL TEAM INSURANCE REGISTRATION FORMS have been
received and Team Insurances have been activated for the playing season, the playing season can begin
on or after February 15.
b) LEAGUE GAMES, STARTING AND ENDING TIMES: When school is in session during the regular
season the League Board will schedule no more than two (2) games per week for any one team including
makeup games to allow for homework and school activities. Weekdays while school is in session,
scheduled games will start no earlier than 4:30 PM and end no later than 7:30 PM, Monday through
Thursday. Friday and Saturday games should start no earlier than 8:30 AM and end no later than 6:00 PM
for Branham Hills Girls Softball.
c) No person affiliated with BHGS may be present at Alta Vista softball fields prior to 4:00pm Monday
through Friday, or 8:00am on Saturday. For safety purposes all practices and games must immediately end
when any streetlight lights.
d) No official practices or games may take place at Alta Vista on Sunday without approval of the
Union school district.
e) All practice and games (excluding inter-league and travel games) must take place at Alta Vista.
f) All Spring season games, including makeup and play off games, will conclude on or before the end
of the first week in June.
g) League Liability insurances require that all Branham Hills Girls Softball games shall be officiated by
Registered Branham Hills Girls Softball Umpires.
h) When school is in session during the regular season the League will schedule no more than two (2)
games a week, including makeup games. Teams should be allowed a total of three (3) team activities
during a given week, Saturday through Friday. Example: two (2) games during a week and one (1) practice
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during that same week, or one (1) game and two (2) practices during the same week, or no games and
three (3) practices during the week. This allows girls the needed time for homework, school activities, and
family life.
i) League Team standings are established over the playing season by scheduled head-to-head
competition.
j) Tournaments or round robin play may not be used to establish League team standings as all the
efforts of the players and their team staff throughout the entire season would be negated.
SECTION 11: THE LEAGUE UMPIRE IN CHIEF
a) The Branham Hills Girls Softball Liability Insurance Policy stipulates that all individuals who will be
umpiring in the Branham Hills Girls Softball League must be registered for the season as a Branham Hills
Girls Softball Umpire before being allowed to officiate.
b) When officially registered as a Branham Hills Girls Softball Umpire, the Umpire in Chief will be
eligible to officiate on a need to basis.
c) Before scheduling any individual to officiate, the Umpire in Chief will verify the individual’s Branham
Hills Girls Softball Umpire Card and their registration identification number.
d) As required by the League Liability Insurance, the Umpire in Chief will make certain that umpires
protective safety equipment is worn at all times by every plate umpire. The required safety equipment
includes, face mask with throat protector, chest protector, shin guards and a protective cup for male
umpires.
e) The Umpire in Chief will establish a League Umpire Uniform and require the League umpire uniform
to be worn.
f) Will oversee the education and training of all umpires and future umpires, making sure all
individuals achieve the basic skills necessary for officiating before being given any real game assignments.
g) Will conduct scorekeeping clinics before the season starts, so all umpires, managers, and coaches,
have an understanding of scorekeeping basic principles.
h) Train and direct all Official League Scorekeepers.
i) Before the season starts, will meet with all team staff to discuss the playing rule options and
conduct a current Branham Hills Girls Softball Playing Rules Clinic.
j) Make certain that all inexperienced individuals begin officiating in the 10U Division before being
allowed to umpire in the more demanding and competitive upper divisions.
k) Will see to the continual education of the League umpires during the season.
l) Prior to the start of the season will establish in writing rules for all championship playoff games. Will
schedule playoff games.
m) Prior to regular season play, the Umpire in Chief will establish the "ground rules" for each field to
be used for League play.
n) Schedule the game assignments of all League umpires for all games.
o) When paying umpires, the UIC will supply the League’s Board of Trustees with all the necessary
information for umpire compensation. The Umpire in Chief will submit umpire payment vouchers to the
Treasurer.
p) Receive all playing rule protests in writing from the managers and determine the protest validity.
q) On each and every legal playing rule protest, conduct a thorough rules investigation and render an
unbiased decision based upon a factual interpretation of the Branham Hills Girls Softball Playing Rules.
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r) The Umpire in Chief is the only Official Field Playing Rules Interpreter for the League and will render
all Official Playing Rule Protest Decisions.
s) The Umpire in Chief is the only individual who may contact Branham Hills Girls Softball League
Board for guidance with playing rule interpretations and protests.
t) The Umpire in Chief may defer the decision on any protest to the League Board.
u) Any protested game involving the Umpire in Chief will be resolved by the League Board.
v) Will submit the most qualified and available League umpires to help officiate at Branham Hills Girls
Softball.
w) The Umpire in Chief will be certain all tournament umpires will be available and trained to officiate
during games.
SECTION 12: BRANHAM HILLS GIRLS SOFTBALL INSURANCES
a) Excess Accident/Medical and the Team Liability Insurance policy is only in effect for Branham Hills
Girls Softball Registered Teams as submitted to Branham Hills Girls Softball.
b) Activated Insurance includes team practice at practice field sites which have been approved by the
League Safety Director; participation in sanctioned fund-raising event; all League games scheduled by the
Umpire in Chief with teams from the same League and the same division; the League Board approved
activities of the Branham Hills Program; and all Branham Hills Girls Softball approved or sanctioned
tournaments.
c) All Branham Hills Girls Softball Accident/Medical Insurances are only valid when a female rostered
team staff member is present.
d) After being notified by Branham Hills Girls Softball that the League’s INSURANCE REGISTRATION
FORMS have been received and activated for the playing season, practice can begin on or after that date.
e) All OFFICIAL BRANHAM HILLS GIRLS SOFTBALL TEAM INSURANCE REGISTRATION FORMS for
League play must be submitted to Branham Hills Girls Softball no later than February 15th.
f) Activated Insurance coverage is from January 1, through December 31, for properly registered and
rostered team staff members whose names have been submitted on an OFFICIAL BRANHAM HILLS
GIRLS SOFTBALL TEAM INSURANCE REGISTRATION.
TOURNAMENT INSURANCES
a) Approved League Tournament Teams preparing for Tournament Play are under the jurisdiction of
the League’s Board of Trustees.
b) Accident/Medical insurance covers traveling directly to and directly from the Tournament with a
Tournament Team rostered female staff member, or with a Tournament Team rostered male member
accompanied by a female adult who is at least twenty-one years of age.
c) League Teams desiring to enter any Tournament will need the pre-approval of either the League
Board or BHGS Travel Director before entering any Tournament; and (1) All players must be registered with
Branham Hills Girls Softball for the current recreational season; (2) An OFFICIAL BRANHAM HILLS GIRLS
SOFTBALL TEAM INSURANCE REGISTRATION FORM must have been submitted to Branham Hills Girls
Softball; (3) All Tournament Teams will be under the direction of a registered female manager who is at
least twenty-one years of age; (4) A female rostered Tournament Team staff member must be present and
remain present at every practice of the Tournament Team.
INSURANCE SAFETY REQUIREMENTS
EQUIPMENT - All safety equipment must be stamped with the NOCSAE seal of approval.
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a) Catcher’s Mask/Helmet, Insurance mandates that, a catcher’s helmet that covers the entire head,
both ears and the temples, and girl must wear a facemask with a throat protector assuming the defensive
position of catcher. A face mask with a throat guard, a chest protector, shin guards with knee savers
should be worn by all girls when assuming the defensive position of catcher.
b) Batting Helmets - NOCSAE (National Operating Committee or Standards for Athletic Equipment)
approved batting helmets which cover the entire head, both ears and the temples, and have an affixed
chinstrap which will be attached and may be worn by the batter, the on-deck batter, all runners, and girls
coaching first or third until the girls enter their team dugout. Batting helmets must be kept in the best
possible condition and should not be stacked by pushing helmets together or sat upon.
c) Bats shall be clearly marked "Official Softball" by the manufacturer. Bats that have been found to
be potential dangerous by exhibiting characteristics unlike other bats will also be prohibited. No foreign
objects of any kind may be placed on bats for any purpose. No batter shall swing more than one bat at any
time and at any location. Softball bat safety needs to be exercised at all times by team staff and players.
Bats shall never be thrown or tossed by anyone for any reason. Bats shall be carried to the dugout and
then placed safely in the bat rack.
d) Shoes, safety cleats, and socks that cover the entire foot and ankle, Insurance requires that all
girls, and the team staff, must wear shoes that are entirely enclosed and socks that cover the foot and
ankle during all practices and games. All team members must wear safety cleats. Cleats will be rubber or
synthetic and no longer than 5/8" without coming to a sharp point, and shall have no sharp edges. Metal
cleats or spikes are forbidden.
e) Pitching Machines, shall only be operated by rostered team personnel after they have been trained
in the safe operation of the machine by an individual assigned to this duty by the League Board of
Trustees. No player shall be allowed to feed balls into the pitching machine and no batter at any time shall
be allowed to be closer than twenty-five feet from the pitching machine. When setting the machine to pitch,
no batter shall be permitted in the batting area until such time as all aspects of the pitching machine have
been adjusted and at least three balls have been delivered successfully directly over home plate.
f) Protective netting, must be placed in front of the pitching machine to prevent hit balls from
rebounding off the machine.
g) Sliding safety equipment, all girls who will be sliding will be required to have their parents provide
them with their own protective safety sliding gear.
FIELD REQUIREMENTS
a) The Playing Field - The entire playing field must be checked by the staff of both teams and the
game umpires prior to allowing the girls to enter the field area. It is the League’s responsibility to make
certain that all infields are made suitable and maintained in the best possible condition for the possibility of
sliding.
b) Dugouts - The League shall furnish the girls’ team benches in enclosed covered. Managers,
coaches, chaperones, and girls shall never sit in the opening of the dugout. Girls and the team staff sitting
in the dugout must remain at least three feet from the opening of the dugout. Any team member sitting in
the dugout opening will receive a warning. On the second warning for sitting in the dugout opening they will
be removed from the dugout and the game.
c) Team Benches - The bench should be within the dugout area, which is an enclosed protected area
with seating of a permanent type, located approximately behind first and third bases. Bench seating is
reserved only for team members who shall remain there while NOT participating in the game. Except when
defensively or offensively participating in the game, the girls will remain on the bench at all times.
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d) Backstop - The backstop fencing shall be of sturdy designs to stop foul balls, or balls that get by
the catcher.
e) The On Deck Circle - The Team Staff will designate a safe area as the on-deck circle. The team
staff will see to it that the on-deck circle is the only area used by all girls to take practice swings. All girls
will be taught to avoid the on-deck circle when occupied by staying at least ten (10) feet from this area at
all times. Only one bat shall be allowed in the on-deck circle.
f) Safety first base - Since there is a high potential for injuries at first base between the defensive and
offensive players, a solid double "Safety" first base must be used to lessen the occurrences of these type
of player injuries. On plays being made at first base the white 15"x15" section in fair territory would be used
by the defense and the adjacent 15"x15" section "the Safety Base" (usually orange in color) immediately
adjacent in foul territory would be used by the batter-runner. On a play at first base after touching the
safety base in foul territory the runner would then return to the white section (section in fair territory) of first
base.
g) Safety second and third base - The League must use some type of safety base system for second
and third base to help prevent sliding injuries. The first and third base bags shall be entirely within fair
territory. The second base bag shall be centered on second base. Second and third bases shall be 15
inches square, NOT less than three nor more than five inches thick, and filled with soft material.
PERSONAL PLAYER ITEMS
a) Jewelry, such as watches, rings, necklaces, earrings, all types of bracelets, except for medical alert
bracelets, will not be worn. For a girl to participate, pierced earring studs must be removed. Other
decorative type jewelry, which are judged by the umpire to be potential safety problems are prohibited to
be worn by girls involved in the game. A team warning will be issued by the umpire for violation of this rule.
Subsequent offenders on that team will be benched.
b) Sliding safety equipment, all girls who will be sliding should be required to have their parents
provide them with their own protective safety sliding gear. This includes gloves, elbow pads, kneepads,
protective sliding undergarments, and sliding pants.
THE COACHING THE BASES
a) A team member who is "Restricted in Mobility or Assisted in Mobility" will be allowed to coach
from within the first and third base coaches box.
b) Team members who are "Restricted in Mobility or Assisted in Mobility" will be assigned by the
Plate Umpire, to an area from which first or third base may be safely coached. This area shall be at a
sufficient safe distance to prevent injury to the girls participating in the game.
c) Players who are unable to participate in the game because of an injury, which restricts their
mobility, or an illness which prevents participation, or not participating in the game because of disciplinary
action will not be allowed to coach the bases.
THE LEAGUE SAFETY PROGRAM
a) An effective Safety Director is a crucial and essential part of the League, and it is their duty to
consider all aspects of safety conditions at all League fields and functions.
b) Prior to the start of the playing season, the Safety Director will conduct safety meetings with each
team and League umpires.
c) The League’s Board of Trustees shall appoint the Safety Director. Any time the Safety Director’s
position is vacant, the duties will be assumed by the League’s Vice President.
d) The Safety Director will be given a place on the agenda of all board meetings.
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e) The Safety Director through board action will establish which medical or emergency facility the
League will be utilizing during the season.
f) Prior to the beginning of the practice season, the Safety Director will meet with all managing
personnel in all program divisions and carefully explain the League’s Safety Program, give a map to the
emergency facility the League utilizes, and answer any questions concerning safety in the League.
g) The Safety Director shall make certain that adequate first aid kits and supplies are provided for
each team for minor first aid needs.
h) All League accidents and injuries will be investigated by the Safety Director. At each Board
meeting, the Safety Director will make a written report detailing the incident(s) and safety recommendations
pertaining to any and all recent League accident(s).
i) Upon a receipt of a written release, signed by a doctor or other medical practitioner, the Safety
Director will first inform the Player Agent(s) and the Board that an injured: player, umpire, coach, manager,
or chaperone under the care of a doctor or hospital, may again actively participate in all League activities.
SECTION 13: APPROVED BRANHAM HILLS GIRLS SOFTBALL LEAGUE TOURNAMENTS
a) Friendship Tournaments are hosted by League Board of Trustees desiring to provide a special FUN
event for all the girls of the neighboring Branham Hills Girls Softball Leagues. Friendship Tournaments
revive the true spirit of friendship in an event that is focused on the excitement in being part of a Branham
Hills Girls Softball Tournament.
b) Invitational Tournaments are hosted by League Board of Trustees providing a highly competitive
softball tournament venue. This is accomplished through tournament participation based on specially
selected Branham Hills Girls Softball League teams.
c) Open Invitational Tournaments allow any selected teams to participate that are Branham Hills Girls
softball Program Age Appropriate.
d) For liability purposes, all non-Branham Hills Girls Softball Teams participating will provide a current
valid Proof of Accident/Medical and Liability Coverage to the host League President with the Tournament
Entry.
e) The Host League may desire to purchase Accident/Medical and Team Liability Insurance Coverage
for all non-Branham Hills Girls Softball Teams. Contact Branham Hills Girls Softball for current tournament
insurance rates.
f) The amount of the tournament entry fee will be established by Branham Hills Girls Softball League
Board of Trustees.
g) All Tournament Entry Fees shall be retained by the Host Branham Hills Girls Softball League and
deposited in the Branham Hills Girls Softball League’s Checking Account.
h) Presentation of awards to be established by the host Branham Hills Girls Softball League Board of
Trustees.
i) The travel director should present to the League Board of Trustees a Request to Host/participate in
a Tournament Application at least thirty (30) days before the tournament date.
j) Date of tournament play should not be in conflict with any other previously approved or any
sanctioned Branham Hills Girls Softball Tournament in the area. Team participation is only for Branham
Hills Girls Softball League Teams as rostered for League Play.
k) Only Playing Rules as appear in the Branham Hills Girls Softball Rulebook shall be utilized.
l) Special League Tournament Rules may be submitted to Branham Hills Girls Softball to become
Official Rules of the Tournament.
m) Only Branham Hills Girls Softball Registered Umpires will be utilized in any Branham Hills Girls
Softball Tournament.
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SECTION 14: BRANHAM HILLS GIRLS SOFTBALL TOURNAMENTS
Branham Hills Girls Softball Sanctioned Tournaments shall be offered to all Branham Hills Thunder teams
complying with the Branham Hills Girls Softball Constitution, the current Official League and Playing Rules
of Branham Hills Girls Softball and following all written directives from Branham Hills Girls Softball League
Board.
a) All Branham Hills Girls Softball Tournaments depend on the Branham Hills Girls Softball League to
provide fields, facilities and host services for these events to be actualized.
b) Branham Hills Girls Softball may field teams in the 8U, 10U, 12U and 14U division and with
approval of the League Board may develop agreements with independent travel teams for upper divisions.
SECTION 15: LEAGUE ELIGIBILITY FOR THUNDER PARTICIPATION
a) The League’s Board of Trustees shall designate the league Vice President responsible for the travel
program. A travel director as the Thunder division rep will be designated by the league Board.
b) The League’s travel Registration Form and League registration fee needs to be submitted to
Branham Hills Girls Softball on or before June 1.
SECTION 16: PLAYER ELIGIBILITY FOR THUNDER SELECTION
a) Each player must submit one document of League residency will be verified to be sure that the girl
resides in the League's boundaries and is in fact eligible to participate in Thunder Competition.
b) Girls who have actively played in games with their Spring Branham Hills Girls Softball League Team
are eligible for Thunder Selection.
c) Tryouts will be held for all Thunder teams and all Branham Hills Girls Softball players from the
spring season will be eligible to participate.
d) The tryout selection committee will consist of the travel director, coaches from the teams and two
independent registered adult members of Branham Hills Girls softball. This committee will in a fair and
unbiased manner by their own personal judgment developed during the playing season, accept the
responsibility to give Thunder recognition to those deserving nine girls who they feel exhibited
extraordinary softball skills. The Thunder coaches will have the option of adding the remaining three girls to
their roster.
e) Girls who have actively played in Branham Hills Girls Softball in the previous season and are now in
high school and not participating in any other softball program may participate in the Branham Hills
Thunder program.
f) Team rosters for Branham Hills Girls Softball must be completed four weeks prior to the first
tournament
g) Girls outside the Branham Hills Softball league may be eligible to play on a Thunder team only if
there are not enough Branham Hills Girls softball players to fill the roster.
SECTION 17: PARENTAL FINANCIAL RESPONSIBILITIES
a) A registration fee will be determined by the Branham Hills Girls Softball League Board to support
each Thunder tournament team.
b) The Thunder Division Rep along with the coach/manager in each Age Division should establish a
projected Thunder team budget and submit the budget to the league Board for review and approval.
c) The team budget would take into account each team’s tournament entry fee, uniform costs and all
other possible team expenses that could be involved with the Thunder tournament team.
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d) The parents of players selected to any Tournament Team are required to cover their daughter’s
portion of the Tournament Expenses as applicable by Article VII Section 8.
SECTION 18: APPROVED THUNDER TOURNAMENT TEAM PRACTICES
a) Shall not begin prior to the first weekend in May.
b) The League Board with the travel director will approve team practice schedules.
c) All Branham Hills Girls Softball Division Travel practices will end by 6:00 P.M. on Saturday and 7pm
on weekdays.
d) No Sunday BHGS field use without prior district approval.
e) The Travel Director may permit practice games with teams from the same age division with other
Leagues, or associations, or clubs, or teams.
f) Failure to recognize their responsibilities to all the girls and the League Board of Trustees by NOT
following the expected intent of the rules could result in the entire team staff being relieved of their duties
by the League Board.
SECTION 19: BOARD APPROVAL OF EACH TEAM PRACTICE SCHEDULE AND TEAM RULES
a) The League’s Board of Trustees in conjunction with each Thunder Team’s Staff will use good
judgment in establishing each team’s practice schedule and Team Rules.
b) The Board or Travel Director will require each Thunder manager to provided the Board with a copy
of the Team Rules and the proposed team’s practice schedule.
c) The Board or Travel Director will review each team’s practice schedule and Team Rules before
approving that the practice schedule and team rules be given to the team parents.
d) There are many situations, which could arise which are valid reasons for players to be unable to
attend a team practice or practices. School, illness and prior established family responsibilities as made
known to the League Board through the Player Agent(s) are the most common and valid reasons for
excused team practice absence.
e) The Board of Trustees or Travel Director will make certain that each team adheres to the approved
practice schedule, player practice requirements and practice game regulations as has been established by
the League Board.
f) The League Board will approve practice schedules and the number of tournaments.
SECTION 20: PARENTAL SUPPORT OF THE TOURNAMENT TEAM
a) As mandated by Liability Insurance and as required by Branham Hills Girls Softball Tournament
Insurance Policy, any team staying overnight will be required to have the manager assign one female to be
responsible for the team.
b) A written team outline of what is expected of all team players and their parents during overnight
travel will be given to parent.
c) Each parent will be provided with a written copy of the League Board of Trustees approved
Thunder Team Rules and that Team’s approved practice schedule.
d) The manager or chaperone will secure the parent’s support in helping to get each and every player
to the scheduled team practices.
SECTION 21: FINANCES OF THE TOURNAMENT TEAM
a) The Travel Team’s Budget (s) has been established by the Board, the budget will be precisely
followed by the team’s managing staff.
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b) The Board of Trustees with the Travel Director may plan fund-raising to afford Tournament entry
fees under the guidelines of Article VI – Section 2
c) If it is determined by the Travel Director, the Team Staff, and Team Parents that the funds
necessary to cover the team’s expenses will be raised via fundraising efforts involving the team players, for
Insurance Protection of the girls and Liability Protection of the League, this special fundraising effort will
need to be approved in writing by Branham Hills Girls Softball League Board.
d) Once the tournament team’s budget has been established any additional tournament team
expenditures will need to be approved in writing by the League Board before any team money is spent.
e) Funds raised for a specific Tournament Team expense will be designated by the League Board to
be used for the approved tournament expense.
f) Each Tournament Team Staff is required to give a full written accounting of all team expenditures
to the League’s Board within a week after the conclusion of any tournament.
g) Any budgeted money used for non-approved expenditures will be required to be fully reimbursed
to the League by the individual travel team.
h) The tournament team staff does NOT have carte blanche in spending the girls’ team money.
SECTION 22: TOURNAMENT TEAM REQUIREMENTS
a) In Thunder Tournament Play, each team will begin tournament competition with a minimum of nine
players, one manager, one chaperone, and two coaches.
b) After the first Thunder tournament game, the managing staff consisting of one manager, one
chaperone and the two, three, or four coaches become the staff during that tournament.
SECTION 23: SELECTING A SECOND THUNDER TEAM FROM THE SAME DIVISION.
In order to give more opportunity to participate in Thunder Competition, the League may enter additional
Thunder Teams in the same age division. The decision to field a second team will be made by the League
Board.
Same USA Softball Team Designation (B-B or C-C designation)
a) Evaluations are held and all participants receive an evaluation score
b) Pitchers and catchers are assigned first, with team one receiving pitchers/catcher with an
evaluation score of top rank and fourth ranked and team two receiving the players with the second and
third ranked players. Each team requires two pitchers/catchers, if available. If only two pitchers or catchers
are available, one will be assigned to each team.
c) Remaining team players are assigned by evaluation ranking order, with the highest ranking player
to team one, then the second highest to team two and so on until each team has nine players. The coach
of each team may select the player of their choice from the remaining players to reach twelve players. Flip
of a coin determines who may choose first and is team one. To balance the teams and with the approval of
the board and both head coaches, the head coaches may exchange up to two players.
Multiple USA Softball Team Designation (B-C designation)
a) Evaluations are held and all participants receive an evaluation score
d) Pitchers and catchers are assigned first, with the B team receiving pitchers/catcher with an
evaluation score of first and second, Each team requires two pitchers/catchers, if available. If only two
pitchers or catchers are available, one will be assigned to each team.
b) The C team receiving pitchers/catcher with an evaluation score of third or fourth. It is required that
the C team have a tournament ready pitcher and catcher.
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c) Remaining team players are assigned by evaluation with the B team receiving the top players in
ranking order until nine players are assigned. The coach for B team may select three players of their
choice from the remain players. The remaining players are assigned the C team.
SECTION 24: REPLACING A SELECTED THUNDER TEAM PLAYER
a) A player may be replaced on a Thunder team if not in compliance with the Branham Hills Girls
Softball code of ethics.
b) Replacements of a Thunder Player will be made from a selection at an open try out following the
set tryout procedures.
SECTION 25: LEAGUE ELIGIBILITY FOR USA SOFTBALL A TEAM PARTICIPATION
Branham Hills Girls Softball MAY authorized A-Level travel program.
a) The League’s Board of Trustees shall designate a Program Director. This director will report to the
BHGS travel director.
b) The League’s travel Registration Form and League registration fee or deposit needs to submitted
to Branham Hills Girls Softball before any team begins practice.
SECTION 26: PLAYER ELIGIBILITY SELECTION
a) The boundary for is not restricted although must be in accordance of any school district’s policy of
overall proportion to total BHGS participation and neighboring residence requirements.
b) All girls from any neighboring league are eligible to tryout.
c) Tryouts will be held for all teams.
d) The BHGS Board will have final say on roster selection with input from the head coach of that
team.
SECTION 27: PARENTAL FINANCIAL RESPONSIBILITIES
a) Financial support of each tournament team in paying all necessary team expenses is the
responsibility of the parents of the girls.
b) A team budget will be generated and submitted to the board for approval. This budget sets the
parent’s fees for that season.
c) The team budget would take into account each team’s tournament entry fees, uniform costs,
training fees, and all other possible team expenses that could be involved with the tournament team.
d) The Travel Director is responsible to ensure that all of the fees collected are submitted to the
BHGS Treasurer with sufficient documentation for recording the purpose of the fee and tracking payments.
The payments may be scheduled out at specified intervals during a particular season.
SECTION 28: APPROVED TOURNAMENT TEAM PRACTICES
a) Practices are allowed at other locations as approved by the board as long as the team has
authorization to use those fields from the appropriate party or property official.
b) The Travel Director will approve team practice schedules subject to board approval.
c) All practices at Branham Hills’ fields will end by 6:00 P.M. on Saturday and 7pm on weekdays.
d) No Sunday BHGS field use without prior district approval.
e) Failure to recognize their responsibilities to all the girls and the League Board of Trustees by NOT
following the expected intent of the rules could result in the entire team staff being relieved of their duties
by the League Board.
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SECTION 29: BOARD APPROVAL OF EACH TEAM PRACTICE SCHEDULE AND TEAM RULES
a) The League’s Board of Trustees in conjunction with travel staff will use good judgment in
establishing each team’s practice schedule and Team Rules.
b) The Travel Director will require each team to provided the Board with a copy of Team Rules and
proposed team’s practice schedule.
c) The Board and Travel Director will review each team’s practice schedule and Team Rules before
approving that the practice schedule and team rules be given to the team parents.
d) The Board of Trustees and Travel Director will make certain that each team adheres to the
approved practice schedule, player practice requirements and practice game regulations as has been
established by the League Board.
SECTION 30: FINANCES
Once the Travel Team’s Budget has been established by the Board, the budget will be precisely followed
by the team’s managing staff and monitored by the Travel Director.
a) The Board of Trustees and/or Travel Director must approve of fund-raising plans to afford
Tournament entry fees, Tournament travel, accommodations, and team meals.
b) If it is determined by the Travel Director, the Team Staff, and Team Parents that the funds
necessary to cover the team’s expenses will be raised via fund-raising efforts involving the team players,
for Insurance Protection of the girls and Liability Protection of the League, this special fund-raising effort
will need to be approved in writing by Branham Hills Girls Softball Board.
c) The constitution mandates that the Treasurer will deposit all funds raised or donated for any
Tournament Team in the League Account.
d) Funds raised for a specific Tournament Team will be designated by the League Board to be used
only for the approved tournament expenses of that specific Tournament Team.
e) Once the tournament team’s budget has been established any additional tournament team
expenditures will need to be approved in writing by the League Board before any team money is spent.
f) The team staff does NOT have carte blanche in spending the girls’ team money.
g) Each Team is required to give a full written accounting of all team expenditures to the League’s
Board within a week after the conclusion of any tournament.
h) Any budgeted money used for non-approved expenditures by the League Board will be required to
be fully reimbursed to the League for the non-approved spending of the girls’ team monies.