OAKVILLE A's REP & ELITE TEAM MANUAL

OAKVILLE A’s REP & ELITE TEAM MANUAL

Updated December 16, 2023

OAKVILLE A’s REP & ELITE TEAM MANUAL

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Table of Contents

Section 1 – Baseball Oakville Disclaimer 4

Section 2 - Oakville A’s Representative (Rep) Baseball Program Overview 5

2.1 Mission Statement 6

2.2 Long Term Athlete Development 6

2.3 Code of Conduct 8

2.4 The Outcome 11

Section 3 - Principles of Representative Baseball 12

3.1 Structure for the Representative System 12

3.2 Rep Streams 13

3.3 Rep Phases 14

3.4 Player Development Principles 14

3.5 Player Exposure 15

3.6 Player Training Principles 15

Section 4 – A Rep Team 17

4.1 Rep Team Selection 17

4.2 Running Tryouts 18

4.3 Late Registrant 18

4.4 Imports 19

4.5 Playing Up 19

4.6 Requirements for Number of Players 19

4.7 Rep Player Movement 20

4.8 House League, All-Star or SOBA Player Call - Ups 21

4.9 Rep Player Release Procedures 21

4.10 Player Registration and Rostering 22

4.11 Playing Time – Fair Play 23

4.12 Player Positions 24

4.13 OBA Classification 24

Section 5 – Coaches 25

5.1 Head Coach Selection Process 25

5.2 Assistant Coach Selection Process 27

5.3 Coach Removal 27

5.4 Parent/Coach Communication 28

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Table of Contents (Continued)

Section 6 – Safety and Conduct 30

6.1 Emergency Procedures 30

6.2 Injury Prevention 30

6.3 Harassment and Abuse 31

Section 7 – Parks and Equipment 32

7.1 Diamonds 32

7.2 Practices 32

7.3 Equipment 33

7.4 Uniforms and Jackets 33

Section 8 – Managing a Rep Team 35

8.1 Cash Flow Statement for Rep Teams 35

8.2` Umpires 37

8.3 Game Postponements 38

8.4 Rules and Protests 38

8.5 Ejections or Incidents 39

8.6 Discipline Committee 39

Section 9 - Tournaments 41

9.1 National Championship Tournaments 41

9.2 Baseball Oakville Tournaments 42

9.3 Tournament Convening 43

Section 10 – Summary of Key Dates 45

Appendices

A. Welcome to A’s Rep Baseball

B. Baseball Oakville Incident Report

C. Mosquito & PeeWee Age-Aligned US Tournament teams (to be inserted Summer 2016)

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Section 1 – Baseball Oakville Disclaimer

1. Athletes, their parents, coaches, umpires and volunteers should read and understand the Oakville A’s Rep

& Elite Team Manual (the “Manual”) as posted on the Oakville Minor Baseball Association (“OMBA” or

“Baseball Oakville”) website before participating in the Oakville A’s Representative (“Rep”) program.

Players, coaches, umpires, volunteers and parents are obligated to be knowledgeable and supportive of

these policies and procedures.

2. This Manual provides a framework from which the Board of Directors, VP of Rep, Rep coaches, athletes,

their parents, umpires and volunteers can best work together for the benefit of the overall program.

Although it is intended to be comprehensive in nature, there will inevitably be situations which occur, that

are not outlined in this handbook. Coaches, athletes, and parents should always use good common sense

in handling any situation.

3. The overall goal of Baseball Oakville is to deliver a full range of baseball programs for the residents of

Oakville, that:

A. Provide an opportunity for athletes to develop and achieve with teammates;

B. Create an understanding of the proper definition of a team - a collection of players united in the pursuit

of a common objective, and of which each player is an integral member;

C. Have an enjoyable season;

D. Provide experiences that balance fun, safety, individual athletic abilities and satisfaction from team

achievements;

E. Build character, self-esteem and personal confidence through performing as a team;

F. Assist all players to develop the skills and techniques of baseball; and

G. Develop and blend the particular skills of each individual into successful team play.

4. Baseball Oakville believes that everyone involved in youth sports has a responsibility to model healthy

behavior. Baseball Oakville strongly endorses the OBA standard that coaches, players, parents and

spectators should maintain a drug and alcohol free environment at all youth sporting events. Accordingly,

smoking, chewing tobacco or alcohol use at any Baseball Oakville sporting event or practice is prohibited.

5. Baseball Oakville strives to see that its objectives and values are expressed by everyone associated with its

programs. The operating principles that have been established are to be used to exemplify the spirit of

these principles in all we do.

6. Baseball Oakville reserves the right to modify, suspend or discontinue any guideline, rule or principle

outlined in this document based on a situation’s specific facts.

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7. Any decision or action taken in this documents is reviewable by the Board of Directors of Baseball

Oakville

Section 2 - Oakville A’s Rep Baseball Program Overview

Baseball Oakville has been providing quality baseball in Oakville since 1963. Baseball Oakville offers House

League, Select and Rep baseball programs for the youth of Oakville, from ages 4 to 21. Further information on

Baseball Oakville and its programs is available at www.baseballoakville.com.

Baseball Oakville operates the Oakville A’s, the official Rep baseball program in our community. The Oakville

A’s play in the Central Ontario Baseball Association (“COBA”). COBA is an official affiliate of the Ontario Baseball

Association (“OBA”), which is the official governing body for baseball in the province of Ontario, and recognized

as such by Baseball Canada.

The Oakville A’s operate teams according to a player’s age:

Age Series

Age

Junior Rookie Ball

7-8

Senior Rookie Ball

Minor Mosquito

Major Mosquito

Minor Peewee

Major Peewee

Minor Bantam

BEL (Bantam Elite)

14-15

Major Bantam

MEL (Midget Elite)

16-18

Minor Midget

Major Midget

17-18

Junior

19 -21

PLAYING BASEBALL FOR THE OAKVILLE A’S IS A DESTINATION, WITH OUR ALUMNI SHOWING THE

WAY TO COLLEGIATE OR PROFESSIONAL CAREERS. OUR ELITE NON-PROFIT PROGRAMS, FACILITIES

& COACHING EQUAL OR BEAT PRIVATE BUSINESSES SET UP AROUND ONTARIO WHICH PROFIT OFF

AN ATHLETE’S DESIRE TO EXCEL.

                     
 
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2.1  Mission Statement  
 
The Oakville A’s Rep baseball program will deliver an elite baseball development program for players. 
Elite will be defined by the:  
1.  Quality and depth of baseball coaching provided 
2.  Opportunity to train year round 
3.  Ability to compete against the best 
4.  Opportunity to develop in a competitive and supportive environment 
5.  Exposure received by a player to showcase their talent 
 
The outcome of our elite baseball development program will be to maximize the talent and opportunity for 
each of our Rep baseball players.  We strive to provide the best baseball environment available to an Oakville 
baseball player. 
 
2.2  Long Term Athlete Development 
 
Long-Term Athlete Development (“LTAD’) is based on sport research, coaching best practices, and scientific 
principles. LTAD expresses  these principles,  research,  and practices as 10  Key Factors essential to athlete 
development.  http://canadiansportforlife.ca/learn-about-canadian-sport-life  
 
To optimize the development of players, we need to take advantage of the best sport science and best practices 
in  coaching  and  training.  LTAD  does  this  by  codifying  important  elements  of  sport  science  and  coaching 
practices into the 10 Key Factors of LTAD: 
1.  Excellence Takes Time 
2.  Fundamentals 
3.  Specialization 
4.  Developmental Age 
5.  Trainability 
6.  Physical, Mental, Cognitive and Emotional Development 
7.  Periodization 
8.  Competition Planning 
9.  System Alignment and Integration 
10. Continuous Improvement 
The OMBA’s Rep Program will be following closely the advice Baseball Canada will provide on training athletes 
and baseball players. 
 

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From the Baseball Canada website - http://www.baseball.ca/eng_doc.cfm?docid=319

Long Term Athlete Development (“LTAD”) is a systemic approach being developed and adopted by Baseball

Canada to maximize a participant's potential and involvement in baseball. The LTAD framework aims to

define optimal training, competition and recovery throughout an athlete's career to enable him/her to

reach his/her full potential in baseball and as an athlete. Tailoring a child's sports development program to

suit basic principles of growth and maturation, especially during the “critical” early years of their

development, enables him/her to:

• Reach full potential

• Increase lifelong participation in baseball and other physical activities

The LTAD model is split into stages in which a player will move from simple to more complex skills and from

general to baseball related skills. For example, a beginner may start by learning basic throwing and hitting

actions and then once this has been mastered he/she will progress onto more advanced skills.

This framework will set out recommended training sequences and skills developments for the participant

from the Active Start stage (5 and under) to the Active for Live Stage (adult recreational). It will address

the physical, mental, emotional and technical needs of the athlete as they pass through each stage of

development.

Where has it come from?

A combination of recent research and the knowledge of coaches from around the world are being used to

write the LTAD model. The program will be sport-science supported and based on the best data and

research available. Our work will be based on the work of Canadian sport scientists, such as Istvan Bayyi,

and focuses on key, common principles of individual development, which many sports organizations

consider good practice in long-term planning for athletes.

Many leading sports stars have also attributed part of their success to participating in different sports and

activities at a young age by giving them a wider base of sports skills. Our goal will be to develop our players

to their maximum potential by training and enhancing all the athletic skills that contribute to their success.

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What will this mean for your child?

During your child's first few years of baseball, the emphasis will be on physical literacy. Time should be

spent learning the ABC'S of athleticism (Agility, Balance, Coordination and Speed) to teach them how to

control his/her own body. For this reason, your child may take part in exercises that do not look relevant

to baseball but are supporting their development. Games and other sports will teach your child to throw

the ball (basic hitting actions), catch it (hand-eye coordination), change direction and run properly. At each

stage the child will be trained in the optimal systems and programs to maximize his/her potential as a

ballplayer and as a long-term participant in sport.

What has this got to do with baseball?

Baseball Canada is looking to provide children with the all skills needed to take part in physical activity

throughout their lifetimes. We are looking further into the future than teaching the skills to win games or

tournaments tomorrow if it may have a detrimental effect on them taking part at a later age.

It is thought that taking part in baseball-specific training too early can lead to an early drop out rate, create

muscle imbalances and also neglect teaching the fundamental skills needed for most sports. In fact,

research shows that early specialization in most team sports results in these outcomes.

Research has also shown that it is during childhood that people are best at learning physical skills. For this

reason we are advising coaches and parents to teach transferable skills first that will allow your child to

become proficient in a number of different sports and therefore increase their chances of being physically

active throughout their lifetime. For example, if your child learns to catch and throw a ball successfully, an

avenue to take part in other ball sports is opened.

2.3 Code of Conduct

As a general rule, Coaches, Players, Parents, Umpires and Volunteers are expected to follow the guidelines

outlined below:

Coaches will:

• Treat all players, parents, coaches and umpires with respect and promote good sportsmanship at all

times

• Agree to fair play as defined herein

• Agree that fun and development is first and foremost

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• Not unduly criticize the umpires nor place blame on the umpires for any reason

• Encourage players in a positive manner and strive to suppress criticism

• Make the time to address concerns or conflicts expressed by players and / or parents

• Be cautious and safety-conscious in regards to all aspects of practices and games and will abide by

parents’ and / or physician’s limitations that may be placed upon a player

• Not give up on the team during a game

• Notify players and parents of any changes in practices, games or meetings in a timely manner

• Explain with a player and parents, in a timely manner, and prior to the fact, any changes that will

directly affect a player's role on the team

• Be responsible for maintaining control of the players during Baseball Oakville activities under their

control

• Notify the player's parents at the end of a practice/game of any pending disciplinary action by Baseball

Oakville or the Coach

• Be the one that confers with the umpires and/or officials when a dispute or question arises.

Head Coaches are:

• Responsible for the conduct of Assistant Coaches, players, parents and spectators. Upon request of the

umpires, the Head Coach may take whatever action is necessary to allow the game to continue;

• The Head Coach has the ultimate responsibility and accountability in the running of his team;

therefore:

A. A coach in Baseball Oakville must not be under the influence of alcohol prior to or during practices

or games, or while responsible for the transportation of players;

B. A coach may not use illegal drugs or smoke at any time while representing Baseball Oakville in any

capacity;

C. A coach must not use abusive or vulgar language in the presence of officials, players, parents or

spectators; and

D. A coach must not physically or verbally abuse any player, official, parent or spectator.

Players will:

• Realize that their coach will follow fair play and not equal play guidelines

• Treat all players, parents, coaches and umpires with respect and promote good sportsmanship

• Not criticize the umpires nor place blame on the umpires for any reason

• Attend all practices and/or games ready to participate at the agreed upon time unless unable to attend

due to conflicts, injuries or emergencies

• Remain in the dugout during games when not in the line-up and will ask the coach for permission if

they need to leave the dugout

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• Help maintain order and cleanliness of our dugout, by picking up any loose equipment and refraining

from any horseplay

• Leave the dugout neater than when they found it

• Maintain focus in the dugout during games and practices by requesting that friends and family speak

to them after the game

• Not ask a coach during a game or practice questions regarding playing time or position(s), but will ask

such questions in private either beforehand or after a game

• Be supportive of coaches and teammates at all times by offering positive comments and refraining

from making negative comments or placing blame

• Give their best effort at all times, exhibited by hustle (running on and off the field) and a positive

attitude whether in warm-ups, practices or games, whether winning or losing

• Treat personal and team equipment with respect at all times, placing items in the proper place and

position in the dugout

• Come to the coaches with any problems or concerns regarding conflicts with a teammate

• Obey instructions given by a coach (and parents helping) without having to be told twice, talking back

or arguing within reason

• Not throw a bat, helmet or any equipment at any time

• Not argue or talk disrespectfully to any coach at any time for any reason

• Not use profanity at any time

• Positively refrain from using alcohol or tobacco during any Baseball Oakville activity. In addition, will

not use performance enhancing drugs of any kind at any time.

• Maintain acceptable grades per parents' expectations and understand that the lack of satisfactory

progress is a reason for their parents to not allow their participation

• Adhere to the curfew during away games that is set by the coaches, that will be strictly enforced, and

will not bring visitors into hotel rooms when on road trips without permission from their manager

• Enjoy yourselves! The friends you make this year will last a lifetime and remember that success is not

only measured in wins.

Parents will:

• Treat all players, parents, coaches and umpires with respect and promote good sportsmanship

• Agree that fun and development is first and foremost

• Encourage players in a positive manner and strive to suppress criticism

• Not unduly criticize the umpires nor place blame on the umpires for any reason

• Support the players and coaches in a fashion which will allow them to achieve the above.

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Note: The penalty for unsportsmanlike conduct is under the jurisdiction of the umpires, officials and/or the

Head Coach. Any player, coach, parent or spectator who becomes an offender and is ordered from the playing

area, must comply immediately or the game is subject to forfeit.

2.4 The Outcome

The Oakville’s A’s Rep program will produce:

1. Teams and players that are well trained and developed

2. Teams and players that are well coached

3. Players and coaches that are well prepared to play or coach the game

4. Teams that play hard and fair, and its players are good competitors

5. Teams and players that show respect for their competition, umpires and parents

6. Teams that are difficult to play against because of the above

Section 3 - Principles of Representative Baseball

Representative baseball is, by its nature, more competitive than House League. The competition against other

communities and amongst players for a spot on the roster can be, at times, very intense. We believe that

healthy competition is good for both the individual and the team. It inspires top performance and, in the

appropriate environment, will allow the player to thrive on rising to the level of competition required and will

test their skills against the very best players.

While we encourage fostering a winning attitude, winning is one of several goals to be pursued. Others, no less

important, include: developing individual skills and talents; having fun; learning more about the game of

baseball; learning to be gracious athletes, win or lose; and developing a "TEAM" approach, which players can

take into their adult careers.

Teams are made up of a wide range of individuals with differing capabilities and talents. Each was selected for

the team because of a particular contribution which he/she can make to the team. All players deserve the

chance to become as good as they can be. This does not mean that all players must or will receive equal playing

time. It does mean that playing time for all players should be fair to the team and fair to the individual player.

3.1 Structure for the Representative (Rep) System

Three levels of organization make up the Representative Baseball System, including the Ontario Baseball

Association (OBA), the Central Ontario Baseball Association (COBA), and Baseball Oakville.

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Each year, Baseball Oakville shall delegate an individual(s) to represent Baseball Oakville on the COBA Board

of Directors and/or executive.

The OBA and COBA set the framework within which our Rep teams play.

In general terms, the OBA:

• Defines the appropriate rule modifications for each age group

• Determines the age series (Rookie Ball, Mosquito, Peewee, etc.)

• Oversees all tournaments and play downs

• Controls the registration and eligibility of players and coaches.

In general terms, the COBA:

• Makes local modifications to age series (Minor/Major) and selected rules and regulations (for league

play)

• Administers the regular playing schedule and preliminary playoff rounds.

Communities with teams in COBA include: Brampton, Burlington, Erindale, Milton, Georgetown, Mississauga

North (MNBA), Mississauga South (MSBA), Oakville, Waterdown and Mississauga Majors.

In general terms, Baseball Oakville:

• Provides funding for the operation of Baseball Oakville Rep teams (Oakville A’s);

• Determines how coaches and teams will be selected;

• Supplies umpires, diamonds, equipment and uniforms; and

• Deals with any aspect not specified by the OBA or COBA.

3.2 Rep Streams

Baseball Oakville has an integrated program at each cohort that starts at House League and finishes at Tier 1.

The Rep program will have two streams Tier 1 and Tier 2, with “Elite” programs at Bantam and Midget.

Tier 1 will be Baseball Oakville’s highest level of competition. Playing at this level is a commitment. Players

aspiring to play Tier 1 have made a decision to invest in themselves to maximize their talent and see where it

will take them.

Tier 2 is our feeder team to our Tier 1 club. As a cohort moves through the eleven (11) age series, a player’s

talent matures and skill sets develop. Today’s Rookie Ball Tier 2 player is likely a Tier 1 player in later years. To

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meet that upward movement of talent, Tier 2 will heavily emphasize individual player development, including

a greater exposure to positions.

The Tier 1 Head Coach and his staff at a particular cohort will be responsible for the cohort’s program goals

and execution in conjunction with Baseball Oakville’s VP of Rep.

3.3 Rep Phases

Baseball Oakville trains and develops it players based on the age of the player, rules of the game, field size and

experience.

Our Phase 1 (Machine Pitch ages) programs will include players in Minor and Major Rookie Ball.

Our Phase 2 (Small Diamond ages) programs will include players in Minor and Major Mosquito, and Minor and

Major Peewee.

Our Phase 3 (Large Diamond ages) programs will include players in Minor and Major Bantam, Minor and Major

Midget, and Junior.

Training and player development will be tailored to the age of our players.

3.4 Player Development Principles

A. Every coach at the Tier 1 and Tier 2 level is responsible for developing an annual development program to

be reviewed prior to October 31st.

B. The Tier 1 coach will work with the Tier 2 coach at the same age level to ensure consistency in development

and teaching models.

C. The Tier 1 and Tier 2 coaching staffs will work with the House League convenor at their age level to assist

in House League player development.

• Each season every Tier 1 team will use its coaching staff, and that of its Tier 2 team, to run two

player development clinics for House and Select League players of the same birth year.

• Where a House League program does not exist at an age level, those Tier 1 and 2 teams are

required to contact younger rep teams and arrange for their older players to assist (in pairs and at

least once per year) with a younger rep practice.

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• Baseball Oakville VP of Rep will let all coaches know which rep levels have no House League

obligations, and younger rep teams will arrange with the older coaches for older players to attend.

• Baseball Oakville VP of Rep and VP House League will together to establish the objectives for each

player development clinic.

The OMBA wants coaches who are interested in learning and improving themselves as baseball coaches. Our

A’s coaches will meet the standard established by OBA at a minimum. Baseball Oakville VP of Rep will also

provide training clinics annually for all Rep coaching staffs.

3.5 Player Exposure

For Phase 3 players we will not only deliver strong development and training programs but we will expose our

players to next level opportunities, which will include college and professional teams.

It is “okay” for our players to aspire to land a scholarship or be drafted - we will embrace and support a

player’s “dreams”

In June 2014, Baseball Ontario announced that four of its affiliated associations (Central Ontario Baseball

Association, Hamilton District Baseball Association, Toronto Baseball Association and the York-Simcoe Baseball

Association) had signed an agreement to form a new Midget Elite League (MEL) commencing with the 2015

playing season. The MEL agreement allows Minor or Major Midget aged players within the four affiliated

associations to try-out for any of the new MEL teams, without the need for a player release. Bantam Elite

League (BEL) was added for the 2016 season with an emphasis on broad training, exposure tournaments and

year-round development at the highest level.

3.6 Player Training Principles

A. Is fall baseball is mandatory for each team as they move into each Phase?

Phase 1

Phase 2

Phase 3

Practice

Yes

Fall baseball games and/or tournaments

Yes

B. Winter training is also mandatory for all rep or elite teams.

• Starting in early January, and not less than 90 minutes per week.

• Winter training and development plans will be included in the full year development plan submitted

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to Baseball Oakville VP of Rep.

• A minimum of 15 weeks of training.

C. The OMBA opened its own indoor training facility (the “Dugout”) on November 1, 2014.

• It is mandatory for each Rep teams to contribute a fixed amount per year for the right to a guaranteed

number of training hours to cover the facility’s cost of operations.

• Use of third party or private baseball training facilities will not be allowed.

Section 4 – Rep Teams

Head coaches are free to select players registered with Baseball Oakville subject to each player meeting the

residency, age restrictions and eligibility for the relevant age series. Players must be residents of Oakville or

an approved import.

Also, all players confirmed to an A’s Rep roster may not play in, or be signed to, an alternate baseball program

roster.

4.1 Rep Team Selection

All players will participate in a competitive draft. All players attending tryouts will receive a fair look for team

selection.

Players must:

• Tryout for the Tier 1 team first. Players not selected and cut from the Tier 1 team, will have the

opportunity to play for any Tier 2 team formed following selection of the Tier 1 team (the availability

of subsequent teams depends upon registration numbers and volunteers).

• Fully participate in not less than 2 tryouts to be considered for a team, with a notable exception: a

Head Coach can make up to five (5) player offers after the first tryout.

Head Coaches will:

• Not make statements at the beginning of tryouts which infer that there are only a few spots open or

that any player is assured a place on the team. In short, every spot on the team is open and must be

earned.

• Select players based solely on a player’s talent, dedication and coachability.

• Be sensitive to the player's self-esteem when cuts are made.

• Head coaches will help players by being as specific as possible about the areas where improvement is

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needed.

When cutting or offering a roster spot to a player, Baseball Oakville uses the system of calling each player away

from the broader group at the end of the tryout and speaking to both the player and their parent to either: (a)

inform the player they have made the team; or (b) inform the player that they did not make the team, thanking

the player for coming out to the tryout(s), and providing feedback regarding where the player needs to

improve.

4.2 Running Tryouts

The Rep team tryouts are held in September each fall with the locations for such tryouts being posted on the

Baseball Oakville web-site. All participants must be residents of Oakville or fit within the residency and

eligibility requirements listed below. For the purposes of conducting tryouts for Rep team selections, baseball

diamond locations are arranged yearly with Oakville Parks and Recreation.

There will be a $25.00 outdoor tryout fee for each player to offset the cost of field permits required for Rep

team tryouts. Each player wishing to tryout must register and pay the fee online at www.baseballoakville.com

before the first tryout. No cash or cheque payments will be accepted at the diamond.

As each player or their parent registers the player, a Welcome to A’s Rep Baseball Letter (refer to sample form

included as Appendix B) will be handed out. The Letter allows the Head Coach to communicate the program’s

goal and expectations.

The emphasis at the tryouts is on evaluating the player’s core skills. It is important that the Head Coach retain

a copy of the evaluation used for all player’s that participated in try-outs. The Tier 1 coach will run tryouts for

their cohort and may be joined by assistant coaches or Tier 2 coaches (once selected) once the placement of

that coach’s child (if applicable) has been made. It is preferable to run tryouts with neutral coaches assisting

where possible and to demonstrate neutrality when it comes to player selection.

Tier 1 coaches should not make any “cuts”. They should simply select their Tier 1 roster and then assist the Tier

2 coach in running tryouts for the selection of the Tier 2 roster(s). Tier 1 coaches should make themselves

available to parents and players selected for Tier 2 in case questions arise as to the developments areas

identified. There are NOT Tier 1 and Tier 2 tryouts which are run separately. All players tryout and then are

selected for the appropriate roster as it becomes apparent over the course of the tryouts. A player will not be

“cut” from Tier 1 and then be asked to come back for Tier 2. The player simply attends tryouts until the proper

roster is selected for their skill level. In the eyes of the OBA, there is no Tier 1 or Tier 2 --- all rep teams are rep

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teams and releases are not granted to players (or parents) who feel their athlete should have been selected

for a different rep level with Baseball Oakville.

4.3 Late Registrant

In the event a player seeks to play Rep baseball in Oakville following the completion of Rep team tryouts and

wishes to be considered for an open spot on a Rep team, arrangements will be made by the VP of Rep and

respective Rep team coaches to evaluate the player at an appropriate time and place.

4.4 Imports

Baseball Oakville will allow imports as set out below:

• Import players are typically for Tier 1 teams ONLY

• Tier 1 teams may take imports, if it makes their roster more competitive

• Tier 2 teams may take an import player(s) to complete the roster in compliance with the limits as

established by the ‘phases’ in Section 4.4 of the Rep Manual. The head coach of the Tier 2 team is to

notify the VP Rep of the number of imports they propose to select prior to making the offers

• Imports can only tryout/practice with an A’s team AFTER they have a release or permission to tryout

letter from their local association.

• The maximum number of imports allowed by Phase is:

- Phase 1: Two imports

- Phase 2: Four imports

- Phase 3: Six imports

• Once an import makes an A’s team, they will be treated the same as any other Oakville player and will

be grandfathered in for future seasons.

4.5 Playing Up

Except in the rare case where a Baseball Oakville rep team is not hosted at their age group, Baseball Oakville

generally does not permit playing above a player’s birth year. In exceptional circumstances, a player may be

rostered on a Tier 1 team of one age series higher than the player’s birth year if that player is considered

by the head coach of the higher series tier 1 as one of the top three (3) players on the Tier 1 team of the

older age series. Any such placement must be approved in writing by the VP of Rep.

4.6 Requirements for Number of Players

Each Rep team should carry the number of players as defined below. Tier 1 coaches for Phase 1 and 2 may

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consider 11 players as the minimum number so long as the Tier 2 club carries not less than 13 players, and the

Head Coach has received approval from the A’s Rep Committee.

Age Series

Phase

Minimum Number

Maximum Number

Junior and Major Rookie Ball

Minor and Major Mosquito

Minor and Major Peewee

Minor and Major Bantam

Minor Midget and Major Midget

Junior

Baseball Oakville’s roster deadline will mirror the OBA’s, which may be amended from time to time.

4.7 Rep Player Movement

These guidelines apply to player movement within the Rep system and are based on the OBA official rule

pertaining to Player Movement.

The position of Baseball Oakville is that any player movement will only be considered primarily for player

development or safety purposes. Player movement applies only when assisting teams are at equal age series

or one higher age series. Generally, such player movement would only be temporary in nature (i.e. player filling

spot for another who is on vacation, injury replacement, etc.)

Baseball Oakville does not support downward movement of players (i.e. from Tier 1 to Tier 2 or Tier 2 to House

League) after the team has been selected. A Head Coach who feels such player movement is justified or the

circumstances warrant such a move, must first discuss such circumstances with the VP of Rep. The VP of Rep

will then evaluate the situation and make a final decision.

Generally player movement is allowed up to the final OBA Player Carding deadline of June 30

(first deadline

is May 31

) of each season. After the roster finalization deadline, players may only move up temporarily to Tier

1 from Tier 2 or from House League/Select (carded players only) to Tier 2.

Player movement may be requested on a permanent basis (i.e. from Tier 2 to Tier 1), where serious player

injury has occurred or a player has moved out of town mid-season but not after the June 30th deadline. These

situations must first be presented in writing from the Head Coach to Baseball Oakville VP of Rep for

consideration.

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Whenever player movement is to occur, the following guidelines apply:

First contact is between Head Coaches of both teams before any contact or discussion takes place

with the parents or player concerned;

Head coaches should apply some variety in player movement (i.e. not always call on the same player);

and

Head coaches must strongly encourage all players to support the idea of movement as described

above. Accordingly, players should not be discouraged from moving.

4.8 House League, All-Star or SOBA Player Call - Ups

To be eligible to play in COBA league games or OBA/COBA sanctioned tournament games, all Rep players must

first be "carded" or registered with the OBA. All players must be carded before the first OBA tournament game.

Although OBA permits the carding of additional players until the player registration deadline of June 30

(first

deadline is May 31

), any additions or changes to team rosters must first be approved by Baseball Oakville.

OBA rules permit teams to call up House League players which have been carded to their team at any time

during the season or during playoffs. Teams are not restricted to the number of times they call up a properly

carded House League player. However, Head Coaches must respect that the called-up player's first

responsibility is to his House League team and Rep games must not interfere with the called-up player’s

ongoing responsibilities to their House League team.

Players registered with another Baseball Oakville Rep team in a younger age series may also be called up on a

fill-in basis, with the initial approval of the player's Head Coach and VP House League.

Players who are asked to attend a game should not be made to feel they are "forfeit insurance". On the other

hand, Head Coaches should not be routinely playing call up players at the expense of regular roster players,

except in the case of injury, discipline, etc.

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4.9 Rep Player Release Procedures

A player is expected to play for the Rep team representing the baseball association located in the city or town

the player lives in or where at least one of the player’s parents reside. Accordingly, for Oakville residents, it is

expected that they will play on an Oakville A’s Rep team. Importantly, once a player is carded as a Rep player

on a Baseball Oakville team, such player will require a written release from Baseball Oakville to play for another

Rep team in the event of a move, relocation, change in family situation or other circumstances.

To apply for a Rep player release, the following procedures are to be followed:

Player and/or the parent(s) shall request a release in writing from Baseball Oakville’s VP of Rep;

Baseball Oakville’s VP of Rep will in turn evaluate the request as follows:

• Identify the player and age series;

• Ensure the player attended Rep team tryouts;

• Consult with the Head Coach to determine if the player in question is qualified to play Rep on

a Baseball Oakville team.

If the Head Coach (or Head Coaches, if more than one team) agrees that the player in question would

not have been selected for a Baseball Oakville Rep team, they will advise the VP of Rep, who in turn,

will issue a written release to the “cut” player;

If the Head Coach (or Head Coaches, if more than one team) feels that the player in question is capable

of playing Rep, no release will be issued and the player will be requested to attend team practices

and/or events; and

Once a player receives a release, the release does not have to be renewed on a yearly basis (i.e. the

OBA accepts this release as permanent). If a player returns to Oakville, then the original release

becomes null and void.

Every effort will be made by Baseball Oakville to resolve any player releases within a fourteen (14) day period

from the time a player contacts Baseball Oakville regarding a request for a release.

4.10 Player Registration and Rostering

A player will be provided with a Rep A’s Player Offer Letter if an offer is extended to them. If the player is an

Oakville resident, they will be provided with 48 hours from the time of the offer to accept the offer by

registering online, and then making a $700 payment online by September 30

If the player is from outside of the Oakville community (an import), the player will be provided with 48 hours

from the time of an offer to accept the offer by registering, and making an immediate $700 payment online.

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For players joining a Rep team after the due date, all fees are immediately due and payable. When a player is

confirmed to a Rep team, it is understood that all fees associated with the Rep program are non-refundable.

To participate in the A’s Rep fall season and/or indoor practices, each player must first be registered with

Baseball Oakville. Players who have not registered are not permitted to participate in Rep team events. THERE

IS NO EXCEPTION TO THIS RULE.

Baseball Oakville Roster Rule: Once the Rep team has been selected, the team roster is to be provided to

Baseball Oakville’s VP of Rep for submission to COBA and OBA for registration and carding of the players. Other

than the Junior team, the team roster is to be submitted to Baseball Oakville’s VP of Rep by no later than

October 31

COBA and OBA Roster Rule: To be eligible to play in COBA league games or OBA/COBA sanctioned tournament

games, all Rep players must first be “carded” or registered with the OBA. All players must be carded before

the first OBA tournament game. Although OBA permits the carding of additional players until the player

registration deadline by June 30

, any additions or changes to team rosters must first be approved by the

Baseball Oakville VP of Rep.

4.11 Playing Time – Fair Play

Fair or “equitable” play will NOT mean equal play. All players are valued and given roles which are clear and

maximize their contribution when the game presents such opportunity.

At the Tier 1 level:

• Phase 1 players will average not less than 5 of 7 innings played in the field over the course of a season,

• Phase 2 players will average not less than 4 of 7 innings played in the field over the course of a season,

and

• Phase 3 players will not have a minimum requirement.

At any Tier 2 level the range in average innings played per game in the field, over the course of a season, from

the most to the fewest per player, will NOT be more than 33%. As an example, if the player on a particular

Phase 1 team with the highest average innings played per game is 6, that Phase 1 team could NOT have a player

with an average innings played per game less than 4.

Note: If a player sits three (3) entire straight OBA sanctioned games, the OBA rules permit a player release.

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4.12 Player Positions

At the Tier 1 level the coach will put players in a position(s) that will maximize the team’s and a player’s

performance. There is no guarantee that a player will play any particular position. At the Tier 2 level, the coach

will ensure that all players are exposed to not less than two (2) positions. The coach will use his discretion in

which games and innings, the player’s are exposed to the various positions.

4.13 OBA Classification

Oakville will field Tier 1 and Tier 2 teams. The Oakville A’s Tier 1 teams will usually classify at the OBA AAA level

and Tier 2 teams will play at the OBA AA or A level. An exception can be requested by a team from the VP of

Rep and in some cases a second Tier 1 or second Tier 2 may be created to fulfill local demand.

Attendance at COBA or OBA Championships is MANDATORY if invited.

Section 5 – Coaches

Coaches are critical to the successful development of our players, as athletes, team members and future

leaders of our community. Coaching also provides rewarding opportunities for adults to volunteer as leaders

and role models for our children.

5.1 Head Coaches Selection Process

Process & Privacy of Application

All coaching information and the very act of applying is personal and confidential and must be protected.

Distribution of information must be limited only to those involved in the selection process. The VP of Rep will

NOT disclose the identity of applicants to parents, coaches or Baseball Oakville members unless and until that

applicant is selected for a coaching role. It is understood that many parents or assistants fear applying may

send a message to the incumbent head coach unintentionally and the VP of Rep will hold said applications in

confidence. Criminal record information is kept by the Association and any issues are handled by the Board of

Directors.

Criteria

Coaches should be evaluated on the following basic criteria:

• NCCP Coaching Levels

• Supplemental coaching education

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• Coaching or playing experience, including other sports

• Player, parent and umpire performance feedback

• Complaints

• Coaching philosophy

• Practice and game philosophy

• Criminal record check

• References

• Practice organization

• Communication skills with the players, parents, and association

• Positive reinforcement of players

• Ability to commit time to other OMBA activities

• Ability to commit time to team

Other criteria specific to the division may be appropriate including development of coaches for future years

and should be determined by the Selection Committee.

Committee

The Board of Directors will set up a Selection Committee consisting of three (3) neutral members of Baseball

Oakville, including the VP Rep.

Application

The Selection Committee is responsible for distributing and collecting coaching applications and collecting all

evaluation and feedback documentation pertaining to all potential candidates.

The application form must be accompanied by a criminal record check to be eligible for consideration. All

committee members need to review all received applications and feedback documentation.

Interviews

The Selection Committee will meet with all potential candidates to expand their understanding of the

individual’s suitability and development needs. The Head Coach Selection Committee will meet to review,

discuss and agree on the candidate selection, communication plans to all candidates, and training

requirements.

The decision on coaching selection by the Selection Committee, once approved by the Board of Directors, is

final.

Communication

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The VP of Rep is responsible for communicating all results to coaching candidates once that age group has been

eliminated from provincial play in the concluding season. All candidates should be given feedback on their

strengths, development opportunities and training requirements.

Dates

• Application deadline - July 31

• Interviews completed - by August 21st

• Announcement of Head Coaches – once that age group has concluded provincial play for the season

5.2 Assistant Coaches Selection Process

Baseball Oakville VP of Rep, on the recommendation of the individual teams’ Head Coach, shall approve all

Assistant Coaches. To ensure the integrity of the player selection process during Rep team tryouts, the

recommendation and appointment of Assistant Coaches cannot occur prior to tryouts. Accordingly, no

Assistant Coaches, with children involved in Rep team tryouts for a specific age series, may be on the field

during the tryouts for the particular team until their child has been offered and accepted a roster spot.

Following the recommendation and appointment of Assistant Coaches, each Assistant Coach must provide a

Police Background Check or evidence of an application for a Police Background Check to Baseball Oakville VP

of Rep prior to December 31

. In the event an Assistant Coach has not provided a Police Background Check or

evidence of an application for a Police Background Check to Baseball Oakville VP of Rep prior to December 31

the Assistant Coach will be suspended from on-field events or other team activities (including winter training

or other practices) until the Police Background Check or evidence of an application for a Police Background

Check has been provided to Baseball Oakville VP of Rep.

It is also expected that Assistant Coaches will complete or be working towards achieving Regional Coach

Training under Baseball Canada’s NCCP before starting practices or winter workouts with their team.

In addition, one member of each coaching staff should have CPR and First Aid certification.

5.3 Coach Removal

A Head Coach, Assistant Coach or other team official may be removed at any time by majority vote of the

Board. Removal of a Head Coach, Assistant Coach or other team official will be considered upon evidence of

incompetence in or omission of, one or more of the following:

• General coaching and leadership abilities

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• Ability to teach baseball skills

• Handling or control of players

• Organizational and administrative skills

• Regular practices (as diamond time and weather conditions permit)

• Fair treatment of players

• Reasonable distributed playing time

• Demonstrated conduct on and off the field appropriate to minor sports programs

• Support of Baseball Oakville and the Town of Oakville

• Attendance of Head Coach and Assistant Coaches at team practices, games and other events

5.4 Parent/Coach Communication

Parenting and coaching are each difficult vocations. Understanding each other’s roles and following the proper

channels of communication will enable parents and coaches to effectively work together to provide a

meaningful experience for all players.

Head coaches of Baseball Oakville Rep teams are required to conduct a pre-season meeting to include all

players, and their parents. All items affecting the team should be addressed at this meeting including team

philosophy, expectations for players and parents, financial commitments, fundraising and an overview of the

team budget and team roles to be required throughout the season. Attendance is required of all athletes and

their parents at these meetings.

Coaches should communicate the following to parents:

• Philosophy of the coach, both generally and more specifically, where possible

• Locations and times of practices and games

• Expectations of the players and the team

• Rules around playing time and positions

• Team rules and repercussions for violations

• Injury and emergency medical procedures

• Expected team budget, financial commitments and the role of fundraising

• Role of parents in terms of volunteer help for the team and fundraising

Parents should notify the coaches of any health issues concerning your child. Please let coaches know well in

advance of any schedule conflicts.

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At the core of any good relationship is trust. It is important to understand there may be times when things do

not go the way athletes, parents, and coaches wish. There may be times when it is difficult for parents to

understand how playing time is allotted, why people are playing certain positions and strategy, among other

things. It is imperative that parents and athletes trust that the coaches are trying to do the right thing for the

team and all individuals involved. It is important to understand that the coaches are the ones with the team

on a daily basis in practice and games and therefore will make judgment decisions based on what they feel is

in the best interests of the team. Playing time, players’ positions, and strategy should be left to the discretion

of the Head Coach. However, if players and/or parents have a concern, please ensure it is discussed with the

Head Coach, prior to it becoming a major issue.

Evaluation

A Parent Feedback Form is posted on the Baseball Oakville website. It can be completed at any time during

the season. Parents are encouraged to complete the survey. This Form will aid in understanding areas that

require improvement as well as point out the strengths and positives of a Head Coach or an Assistant Coach.

Section 6 – Safety and Conduct

Providing a safe environment for practice and competition is a priority of Baseball Oakville for everyone

involved in its baseball programs. Every step is taken to ensure the safety and well being of all participants.

However, athletes and their parents must be aware that certain risks of injury are inherent in athletic

participation. Accidents ranging from minor to severe may occur. By registering their child to play baseball with

Baseball Oakville, the player’s parents or guardian is acknowledging the risks associated with playing baseball.

6.1 Emergency Procedures

For health related emergencies, parents should be notified as soon as possible. The Head Coach and/or an

Assistant Coach should inform the athlete’s parents as soon as possible, as to the type of injury, the extent of

the injury, what has been done to treat the injury, and whether further medical attention is necessary. It is

important to always err on the side of caution.

If an athlete has been taken to a doctor or hospital, parents should be informed of the exact location and phone

number. The purpose of the emergency medical form is so that emergency treatment can begin, if necessary,

until parents arrive.

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6.2 Injury Prevention

In an effort to provide a safe environment for all players, coaches, parents and spectators, please ensure the

following injury prevention steps are followed by all participants.

1. Be conscious of injury prevention by creating a safe environment for practices and games.

2. Document all injuries when they occur. Have all skin abrasions treated, no matter how minor.

3. All protective equipment should be in good order and worn for all practices, as well as games.

4. Warm up thoroughly before every practice and game.

5. Players should inform coaches when they are tired. That is the time when injuries are most likely to

occur.

6. Personal equipment (T-shirts, socks, supporters, etc.) should be clean. Skin infections start with dirty

equipment.

7. Never indulge in horseplay. You expose both your teammates and yourself to injury.

8. Learn the fundamentals of baseball. Players who know how to play are less likely to be injured.

9. Injuries can often be prevented by alert play

6.3 Harassment and Abuse

Baseball Oakville maintains a zero tolerance policy towards harassment, abuse and bullying of its players,

parents, Head Coaches, Assistant Coaches, Team Managers, and officials. Harassment, abuse and bullying can

takes many forms but generally can be defined as comments, conduct or gestures directed towards an

individual or group. Examples include: comments of a sexual nature, derogatory, demeaning or unwanted

comments regarding physical attributes, name calling, threatening, ridiculing, intimidating, isolating or hazing

of a player, parent Head Coach, Assistant Coach, Team Manager, or other official. Harassment, abuse or

bullying will not be tolerated by the OMBA as part of its baseball programs.

All complaints of harassment, abuse or bullying will be appropriately investigated and addressed with

necessary remedial measures implemented. Baseball Oakville participants who engage in harassing, abusive

or bullying behaviour are subject to disciplinary action, up to and including, removal from any or all Baseball

Oakville programs.

Coaches and parents are encouraged to keep a “two deep” rule and never be alone with a player on the field,

in the facility, in a car, in a hotel or elsewhere. SHOULD ANY REPORTS OR ALLEGATIONS OF MISCONDUCT

SURFACE, SAID REPORT SHOULD BE RELAYED TO THE VP OF REP, BOARD MEMBER OR ANY BASEBALL

OAKVILLE OFFICIAL IMMEDIATELY WITHOUT ATTEMPTING FIRST TO CONFIRM OR SOLVE THE ISSUE

PRIVATELY.

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Section 7 – Parks and Equipment

7.1 Diamonds

Each Rep team will be assigned a regular home diamond, game time and weeknight. It is the responsibility of

each Rep team to properly prepare their allocated diamond for each game, which will include raking and lining

the field and ensure there are no playing hazards. Any situation that may affect playing conditions, such as

diamond conditions and/or lights, should be reported to Baseball Oakville immediately and should be followed

up by the Head Coach the next morning so that issues can be raised with Oakville’s Parks and Recreation

department.

It is the responsibility of the home team to ensure that the home diamond is in playable condition.

Baseball Oakville VP of Rep is responsible for allocating each Rep team with diamonds for practices and games.

Any ongoing problems regarding diamond use should be brought to their attention. For details on arranging

diamonds for makeup games, see the section titled "Game Postponements"

AT NO TIME WILL ANY COACH CONTACT OAKVILLE’S PARKS AND RECREATION DEPARTMENT FOR A GAME OR

PRACTICE DIAMOND. IT IS ALSO PROHIBITED FOR ANY COACHES, PLAYERS OR PARENTS TO REMOVE SOIL, DIG

TRENCHES, ALTER OR OTHERWISE DAMAGE DIAMONDS IN ANY WAY, WITHOUT THE WRITTEN AND EXPRESSED

CONSENT OF THE TOWN OF OAKVILLE

7.2 Practices

Regular practice diamonds, days and times will be assigned by Baseball Oakville VP of Rep. Each Rep team

should fully utilize the allotted practice times and notify Baseball Oakville VP of Rep if the practice time conflicts

with an away game, tournament or other event, so that other teams might utilize the diamond for make-up

games or practices. If diamonds are available occasionally, practices can be rescheduled through the Baseball

Oakville VP of Rep. Rescheduled games and Baseball Oakville House league play and tournaments take priority

over extra practices.

With the limited availability of diamonds, all Rep team participants will have to do the best they can with the

facilities made available to the Rep teams, as will the remaining players and teams served by Baseball Oakville.

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7.3 Equipment

Each Rep team is responsible for the acquisition and expenses related to equipment that the team will require

throughout the year. Equipment that will typically be required includes bases, pitching rubbers, practice and

game balls, training equipment including a batting net, whiffle balls and a batting tee, catchers’ equipment and

team bats, if applicable, among other things determined by each Rep team. It is expected that any equipment

required for Rep teams will be funded through the team’s budget.

For COBA league home games and certain tournament games, each Rep team will ensure that they have

available two (2) game balls that are of adequate quality, as determined by OBA.

For any equipment provided by Baseball Oakville for use by Rep teams, any special requests for repairs or

replacement of equipment should be directed to Baseball Oakville VP of Rep.

7.4 Uniforms and Jackets

Rep team uniforms, including home and away jerseys, training shirt, one pair of pants, socks, hat and belt will

be sourced, ordered and supplied through Baseball Oakville. Requests for special sizing or

additional/replacement components should be directed to Baseball Oakville VP of Rep. As part of the uniform

fitting and ordering, each Rep team can choose to place orders for additional items (such as pitching jackets,

long sleeve shirts etc.) through a supplier selected by Baseball Oakville with the understanding that all uniform

expenses will be the responsibility of each Rep team and/or player/parent, as appropriate.

Uniform sizing for all Rep teams will take place at appointed times in November and all on-line orders are

expected by mid-December or a date provided by OMBA. Delivery of uniforms will take place by the end of

March.

Additionally:

• Rep uniforms are approved for carded players. It is up to the Head Coach to ensure that any call up has

a uniform for the team (i.e. borrowed from the absent player).

• Only Baseball Oakville approved uniforms and jackets are to be worn when representing Baseball

Oakville. A team jersey must be worn at all league games by all players and coaching staffs. A maximum

number of one (1) uniform for new coaches will be supplied by the league each year.

• No alterations or modifications to jackets or uniforms are allowed unless approved by Baseball Oakville

VP of Rep (i.e. tournament crest, coaching levels, umpire levels, etc.).

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• Sponsor logos may only be applied to Rep team “additional items” and not the team’s jersey(s).

Application of the logos can only be done by using Baseball Oakville’s selected official supplier. Sponsor

logos should also not be applied to Head Coaches’ or Assistant Coaches’ uniforms to ensure that they

are available for use in future years.

Note: No player shall be sized for a uniform until ALL player Rep fees, Registration fees and tryout fees are

submitted to Baseball Oakville.

Section 8 – Managing a Rep Team

8.1 Cash Flow Statement for Rep Teams

The purpose of a Rep team cash flow statement is to establish a sound financial record for team activities. To

finance each Rep teams’ budget, it is the responsibility of the Head Coach and/or Team Manager to determine

how the players and parents wish to finance the budget. Typically, a Rep team budget that incorporates winter

training expenses and the expenses for 3-4 tournaments, without significant travel and accommodation costs,

will approximate $12,000 with a slight increase for major US tournaments or Elite training in Phase 3 years.

Treasurer

Each team is to appoint a Treasurer from the parent group who will develop and maintain a cash flow

statement for the team. The Treasurer must be from a family that is not on the coaching staff. A fiscal year

begins on September 1

and ends on August 31

of the following year.

Approval and Reporting

A budgeted cash flow statement is to be completed and approved by the parent group of the team by October

. Once approved, the budgeted cash flow statement will be distributed to all parents and a copy will be

provided to the VP of Rep.

The cash flow statement will be updated during the fiscal year and distributed to all parents and a copy

provided to the VP of Rep. The Treasurer will maintain all receipts for cash inflows and outflows such that upon

request they can provide a copy of a source document.

Bank Accounts

The management and operation of the team’s bank account is to be handled by team parents/volunteers. To

ensure complete transparency to disbursements, access to team funds in a Rep team bank account should

require 2 signatures. Proper financial documentation through official receipts or logbook will also be kept up

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to date at all times and be available for review by Baseball Oakville, parents and players. Team purchases shall

be facilitated through the Head Coach and/or Team Manager only, in conjunction with the official suppliers of

Baseball Oakville.

Revenue Tools

Team Player Levy – Funds collected from players and/or parents to cover costs. A Team Player Levy is due no

later than seven (7) days after the team budget and Team Player Levy has been approved by the team.

Corporate Sponsorships – Rep teams are welcome to solicit donations from the corporate community, although

care should be taken to ensure that corporate sponsorships for Rep teams are not generated at the expense

of traditional corporate sponsors for Baseball Oakville and its House League program. Head Coaches and Team

Managers are asked to review Baseball Oakville’s sponsor list before soliciting sponsorships or approaching

potential corporate partners for sponsorships.

Fundraising – Rep teams can collect other funds from team fundraising efforts. This includes money generated

through event entry fee collection, t-shirt and memorabilia sales, car washes, group work, yard clean-ups,

candy sales, and restaurant promotions and other events designed to raise funds to support a Rep team.

Baseball Oakville encourages full or partial sponsorship of Rep teams in all activities provided that the primary

affiliation of the sponsor is not tobacco or alcoholic products. The above monies may be used to acquire

equipment for the team, pay for tournament fees, uniforms and additional items, winter training and other

training, umpire expenses, travel for tournaments, food, events and awards. Team funds should not be used

for team parties or gifts for coaches. ALCOHOL MAY NOT BE PURCHASED WITH THESE FUNDS.

Allocation of the sponsorship funds and team fundraising must be clarified at the Parents Meeting in advance

of any fundraising efforts.

Expenses

Expenses may include but are not limited to tournament entry fees, travel, winter training and other training

programs, additional uniforms/apparel, required and additional equipment, team events, player awards,

sponsor plaques or awards, team banners, sponsor cresting of uniforms, equipment abused, neglected, lost or

stolen, are the primary expenses of a Rep team and are the costs to be borne by the players and/or parents.

Year End Cash Balance

At the end of the Rep team season, subject to the approval of all players and/or parents, any excess funds will

carry forward to the following year’s team one level above so long as it is no more than $100. It is understood

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that in the event any funds over $100 are carried forward to the next season, any players/parents not returning

to the Rep team, will be paid their pro rata portion of funds in excess of $100.

Baseball Oakville is not responsible for any end-of-season budget deficit. Baseball Oakville will not reimburse

teams for any budget shortfall.

8.2 Umpires

Scheduling of umpires for games for Rep teams will be handled by Baseball Oakville. For any questions,

concerns or other issues with umpires, please contact the Umpire-in-Chief. Contact details for the Umpire-in-

Chief are available on Baseball Oakville’s website (www.baseballoakville.com) under the Umpires tab.

Umpire fees for regular season league games will be paid by the Head Coaches directly from either the umpire

fees provided by Baseball Oakville to each Rep team or from Rep team budgets. The fees for umpiring of

exhibition games will be the responsibility of each Rep team and funded from Rep team budgets.

Several points to note:

1. Games on the original league home schedule are the only ones that the Umpire-in-Chief and the

umpiring crews are aware of. Changes, cancellations or additions must be called into the appropriate

scheduler, with an adequate amount of time as necessary to schedule an umpire crew.

2. Umpires are to be in uniform and at the park at least 15 minutes before game time.

3. Any shortages of umpires, no shows or problems, should be reported immediately to the appropriate

scheduler and your respective convener.

Rep teams cannot arrange umpire crews individually by contacting umpires directly - always utilize the umpire

schedulers.

8.3 Game Postponements

All games by Rep teams are to be played as scheduled on the official league schedule, except where field

conditions are determined by the Head Coaches, umpires and/or other officials to be in an unplayable

condition. Official league games that are postponed due to weather are to be rescheduled and played within

10 days. The OMBA must approve all exceptions, with such approval to be facilitated through Baseball Oakville

VP of Rep.

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If the progress of any game is suspended due to weather, 15 minutes must elapse before an umpire and/or

official can terminate the game. Postponed or tie games are to be rescheduled and played within 10 days.

Baseball Oakville must approve all exceptions, as more specifically stated in the respective COBA/OBA rules

8.4 Rules and Protests

The rules followed by Baseball Oakville Rep system are as follows:

1. Official Rules of Baseball

2. Ontario Baseball Association (OBA)

3. Central Ontario Baseball Association (COBA)

4. Oakville Minor Baseball Association (OMBA)

An important rule for Rep teams, starting at the Minor Mosquito and above age group divisions, relate to

pitching counts for pitchers and pitching changes. The OBA has adopted a more stringent rule with regards

to pitching in tournaments, which may vary from COBA rules. In order to be abreast of these changes and be

prepared for tournament play, Head Coaches and Team Managers must carefully read the TOURNAMENT

RULES as outlined in the OBA rule book.

Regular season protests are handled by the COBA Protest Committee. To lodge a protest, the Head Coach

must inform the Home Plate Umpire and the opposing coach, at the time of the incident leading to the

protest, and the Head Coach must also inform the COBA Umpire-in-Chief the following morning with a written

protest and $50.00 submitted by registered mail the following day. In deciding to lodge a protest, Head

Coaches must remember that judgment calls may not be protested, only rule interpretations.

Any coach will be suspended a minimum of one (1) game for an ejection from a Rep game for any reason and

could receive further discipline from the OMBA Discipline Committee, if the coach’s actions are deemed to

justify a longer suspension.

8.5 Ejections or Incidents

Ejections or incidents as a result of harassment or abuse may be given to a Head Coach, Assistant Coach, Team

Manager or player with the following penalties imposed:

• Head Coach or Assistant Coach – A first ejection or incident will result in a one (1) game suspension. A

second offence will result in an indefinite suspension effective until required appearance before

Baseball Oakville Discipline Committee, comprised of a minimum of three members of the Baseball

Oakville Board of Directors.

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• Player – A first ejection or incident will result in a minimum one (1) game suspension. A second offence

will result in an indefinite suspension effective until a required appearance before Baseball Oakville

Discipline Committee, comprised of a minimum of three members of Baseball Oakville Board of

Directors. The attendance of the Head Coach is required at all player appearances before Baseball

Oakville Discipline Committee

8.5 Discipline Committee

The Baseball Oakville Discipline Committee will consist of one Baseball Oakville Board member designated as

the Chair and two other Baseball Oakville Board members, as appointed from time to time by the Chair.

The Baseball Oakville Discipline Committee will meet when an issue regarding the conduct of a Head Coach,

Assistant Coach, Team Manager, player or other Baseball Oakville member is brought before Baseball Oakville

Board by any member.

i. A member is defined as a member in good standing.

ii. An issue will be regarded as being brought before the Board if a complaint, in writing, has been

submitted to the Chair of the Discipline Committee of Baseball Oakville.

Upon being informed of an issue requiring a hearing, the Chair of the Discipline Committee will convene a

meeting as soon as possible, but not later than two weeks from the time of notification.

i. The respondent to a complaint(s) will be notified in writing of the requirement to attend the hearing

to address the allegations contained in the complaint. They will be further notified that failure to

attend may result in a binding action being levied against them.

ii. Complainant(s) will be notified in writing of the hearing. Complainant(s) may attend and state his or

her case or the Complainant(s) may have their written submission stand as their complaint.

iii. Witnesses and/or anyone who may bring value to the hearing will be allowed to attend. The Chair

reserves the right to limit participation to a reasonable number of people and to limit debate to a

reasonable amount of time, as determined solely by the Chair.

Any participation by a player in the Discipline Committee process should have a parent or guardian present, if

such player has not reached the age of majority.

After hearing all the evidence and conducting any necessary due diligence, the Discipline Committee will meet

in private to discuss the matter, compile their report and make their recommendation to the Board. The

Discipline Committees recommendation requires majority vote of the Board. The decision will then be

rendered.

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i. The decision will be rendered in writing and will be forwarded to the plaintiff(s), defendant(s) and the

Secretary.

ii. The Secretary will forward the decision to the President.

iii. The President will ensure that the decision is abided by.

Failure to abide by a decision of the Discipline Committee is in itself a reason for discipline, up to and including

removal from any Baseball Oakville programs, without further recourse by the respondent(s).

The respondent(s) has the right to appeal any decision by the Discipline Committee to the President.

An appeal is a submission in writing to the President of Baseball Oakville. As with all appeals, the appeal is only

valid if it contains new evidence not previously known to the Discipline Committee.

Section 9 – Tournaments

Each Rep team is permitted and encouraged to enter tournaments in outside communities plus any hosted by

Baseball Oakville. Participation in any tournament requires a copy of the Team Registration Form approved by

COBA at a minimum and often, by the OBA. To do this, all players and coaches cards must be signed and

submitted to the appropriate COBA registrar for the specific age group at least three weeks before the

tournament, where COBA approval is required and, at least five weeks before the tournament, where OBA

approval is required.

Head coaches and Team Managers are advised to apply as early as possible for tournaments to gain entry into

tournaments of interest. Each application will require a COBA permission form, a cheque for the entry and a

copy of the Rep team's registration form, approved by the OBA – often this can follow later, when applying for

early tournaments.

When tournament games conflict with COBA official league games, COBA LEAGUE GAMES MUST TAKE

PRECEDENCE. Normally, games can be rescheduled by working out an arrangement well ahead of time with

the opposing coaches. This should be done as early as possible in the season, so that rainout and other

rescheduled games do not contribute to a backlogged schedule at the end of the season, when injuries and

vacations can become an important factor in game outcomes.

PLEASE ADVISE YOUR COBA CONVENOR OF ANY RESCHEDULED GAMES.

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When considering applying to enter a U.S. tournament, several approvals may be required, including approvals

from Baseball Oakville, COBA and OBA. Requests should be made in written form and submitted to Baseball

Oakville VP of Rep. Baseball Oakville VP of Rep will process the request in order to obtain all the proper

approvals.

Head coaches and/or Team Managers must review the COBA/OBA insurance policies for U.S. tournaments well

in advance of applying for entry into a tournament in the U.S.

9.1 National Championship Tournaments

In order to reach a National Championship Tournament, a Baseball Oakville Rep team must first participate in

a Provincial Elimination Tournament. Head Coaches should be aware that once a Rep team is accepted into a

National Championship Tournament, the Rep team’s OBA classification will automatically become "AAA",

without consideration for the Rep team’s actual COBA standings, and Baseball Oakville will meet to determine

what level of financial support it can provide the Tier 1 team attending Nationals with special consideration to

the location, other assistance received from OBA or COBA, and the required mode of transportation.

Please make note that some of these amounts may have to be paid within 72 hours of winning the Provincial

Elimination Tournament.

With regards to the National Championship Tournament, there may be funds available from Baseball Oakville,

COBA, OBA and the host sponsor, to assist a Rep team in funding the costs of attending. Baseball Oakville will

evaluate its financial contribution on a per case basis.

***Note: Entry fees are due in to the OBA office no later than June 1st (to be confirmed). Should any Rep

team miss the deadline, they will NOT be allowed to participate, regardless of OBA penalties being covered

at the Rep team's expense.***

9.2 Baseball Oakville Tournaments

As an active baseball association in Ontario, Baseball Oakville will only convene Rep tournaments throughout

the baseball season when it is determined that there exists enough demand, devoted volunteers and available

fields.

A head convener would be selected to run a specific tournament. There will need to be a support staff

appointed to that convener, comprised of Head Coaches, Assistant Coaches, Team Managers and other

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volunteers from each Rep team. The tournament convener will hold a meeting with the support staff to discuss

the duties and obligations prior to the start of the tournament to ensure a well organized tournament for all

participants.

9.3 Tournament Convening

To assist Head Coaches and/or Team Managers in preparing to convene a Baseball Oakville sponsored

tournament, the following provides a summary guide to roles and responsibilities of the convener. Equipment

that will be required is likely to include bases, mound/pitching rubber, hammer, spikes (double bag), tape

measure, rake, cell phone, clipboard, pen/pencil, tournament schedule, OBA rules book, local tournament rules

(if applicable), and the head convener’s phone number.

Before Game 1

A photocopy of each team’s OBA registration sheet must be submitted (if not done ahead of time). The OBA

stamp and/or affiliated Association Registrar's signature must be present on the form. In addition, an

association permission form must also be handed in (if not done ahead of time). The player sign-in sheet must

be completed (note - one sheet can accommodate four teams). A minimum of the Head Coach and one

Assistant Coach must also be on this sign-in sheet. The player sign in sheet must then be compared to the OBA

registration sheet received. The OBA registration sheet, the association permission form and the player sign-

in sheet are to be kept and returned to the head tournament convener at the earliest possible convenience. If

there are players arriving after the start of game one (and possibly as late as the last game of the tournament),

their names must be printed on the sign-in sheet and this must be communicated to the head convener. When

the players arrive, they must first complete the sign-in sheet prior to playing.

Basic Requirements

Arrive approximately one hour prior to game time. Ensure the diamond is prepared. Greet each Head

Coach/Team Manager and distribute line-up cards. Conduct the coin toss. Inform the home team they are to

keep score and record pitch counts, if applicable. Provide the home team with the game sheet. Ensure the

home team is aware of pitch count rules and record requirements for pitch counts. Meet the umpires when

they arrive and inform the umpires of any rules or time limits they should be aware of. Provide two new balls

and one used ball to the umpires. Inform the umpires as to the team who is the home team for this game. Turn

the game over to the umpires. At the conclusion of each game, collect the game sheet from the home team,

ensure it is signed by both teams and collect the game balls from the umpires. Inform the head convener of

the game result for tournament update purposes.

Diamond Preparation

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The bases and mound (if not already there) should be measured accurately and secured at least one half hour

prior to the start of the first game. The bases and mound can be left down for the entire duration of the day

but must be removed at the conclusion of each day's last game. Each base should be double spiked with the

spikes secured on the outfield side or foul territory side of the base. For Oakville Park and River Oaks, there is

also a pitcher's mound tarp that should be removed at the start of each day and replaced at the conclusion of

each day. In cases of rain, please ensure the tarps are put down as soon as the umpire suspends the game. A

rake is required only for small cleanups around home plate, the mound and the bases in between each game.

Oakville’s Parks and Recreation department will have a schedule for the re-lining of the diamonds.

Schedule Changes

Due to weather conditions or the forfeiting of a team’s participation, the tournament schedule may change.

All Head Coaches, Assistant Coaches and/or Team Managers are to be made aware of the head convener’s

contact number and the tournament headquarters location, in the event the schedule requires changes.

Accident or Serious Injury

In case of injury, ensure the OBA accident report is completed (included in tournament package you receive

from the head convener). Inform the head convener immediately when the accident occurs.

Ejections

If there is an ejection during a game, ensure the umpire completes the OBA ejection form and that the ejected

player and/or Head Coach are made aware of the OBA rules governing ejections

Section 10 – Summary of Key Dates

Item

Section Reference

Date

Season Begins

After Labour Day

Tryouts

(1)

September 1 – 30

Player Rep Fee Deadline

(1)

3.4

September 30

Roster Deadline

(1)

4.10

September 30

Annual Development Program

Submission

(1)

4.10

October 31

Budgeted Cash Flow Statement

Deadline

(1)

October 31

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Police Clearance Deadline

(1)

5.2

December 31

OMBA Player Roster or Carding

Deadline

May 1

Final OBA Roster Deadline

4.7

June 30

Classification Deadline

June 30

Coaching Application Deadline

5.1

July 31

Actual Cash Flow Statement

Deadline

August 31

Coach Interview Deadline

5.1

August 21

Announcement of Head Coaches

5.1

A soon as age group is eliminated from

provincial play in prior season

Season Ends

Labor Day Weekend

Note:

(1)

Does not apply to the Oakville A’s Junior team. Tryouts are held earlier for BEL & MEL

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APPENDIX A

Welcome to A’s Rep Baseball

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APPENDIX B

Baseball Oakville Incident Report

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