These Policies and Procedures represent standards and practices approved by the KMBA Board of Directors.  These policies build upon the KMBA Bylaws.  The KMBA Bylaws take precedence over these Policies and Procedures in case of any discrepancies. The KMBA Bylaws outline the formation of an Operations Committee to oversee and execute the day to day operations of the association.  These policies and procedures that shall guide that committee.  These policies and procedures are approved by the Board of Directors and all changes must be presented to and approved by the board.

Financial Policies

Personal Expenses and Reimbursement - Volunteers

Personal Expenses and Reimbursement - Coaches

Team Finances - Budgets and Fundraising

Charitable Donations and Tax Receipts

Honorariums

Administrative Policies

Emergency Information

Police Checks

Tobacco Products, Alcohol and Drugs

Transport of players to games.

Alternative Programs

Players Playing at Specific Age Groupings

Rep Playing Time

Uniform Policy

Release Policy

Dispute Resolution and Discipline Process

Financial Policies

Personal Expenses and Reimbursement - Volunteers                 

Policy: That all requests for reimbursement of personal expenses on behalf of KMBA be submitted with receipts on the Request for Payment/Reimbursement form following these regulations:

  1. Volunteers need approval from the Associate Executive Director prior to incurring any personal expense less than $500.00 that requires reimbursement from KMBA that falls outside of an approved budget line
  2. Any expense which is in excess of $500.00 that falls outside of an approved budget line requires the approval of the Board of Directors at a regular board meeting

Procedure:

Reimbursement will be made once the Request for Payment/Reimbursement  form is completed with a receipt attached and submitted.

Personal Expenses and Reimbursement - Coaches                

Policy: That all requests for reimbursement of personal expenses on behalf of KMBA be submitted with receipts on the Request for Payment/Reimbursement form following these regulations:

  1. Coaches need their team budgets approved prior to incurring expenses
  2. Any expense which falls outside of the team budget must be approved by the Executive

Procedure:

Reimbursement will be made once the Request for Payment/Reimbursement  form is completed with a receipt attached and submitted.

Charitable Donations and Tax Receipts

Policy:

The Kitchener Minor Baseball Association is a not-for-profit organization. The association is given its mandate to operate from the City of Kitchener Community Services Department. As such KMBA is not able to give a “Charitable Tax Receipt” to donors/sponsors of funds to the association. However donors /sponsors of funds to the association may receive “Charitable Tax Receipt” through the City of Kitchener.

Procedure:

Part (A)

City of Kitchener Donation policy – explanation for clubs

Individual or business can choose to ask for a receipt from income tax purposes. A business could opt to use it as a business expense - higher %tage tax credit level than a donation. In this case, the cheque can be made payable to the club no matter what the amount.

If an individual or business does make a donation, it must be to the club with no reference to an individual or a team in the memo line.CRA sees this as personal benefit and will tax the recipient. When the donation is less than $500, it can be sent directly to the club. If over $500, it must be made payable to the City of Kitchener. Upon receipt, Finance will write a separate cheque to the club.

The city can issue a tax receipt to the donor in either case. If a Foundation or business requires a charitable number, the donation must be made payable to “the City of Kitchener”. While the city does not have a charitable number, CRA does allow our city to issue a tax receipt for our affiliated clubs because we have some level of "control" when donations are made under these circumstances.

Part (B) To receive a “Charitable Tax Receipt” the donor/sponsor will follow this procedure:

CITY OF KITCHENER

Donations - Made to City-Related Organizations

When the donation is made to a City-related organization, the policy to be followed for the issuance of a tax receipt is as follows:

  1. Donation of Cash
  1. An official receipt is issued by the Finance Department for all cash donations received from both individuals and businesses.
  2. If the donation is less than $500, the donation can be made directly to the organization. The organization should then forward to the City a list providing the donor(s) name, address, donation amount and proof of receipt (bank deposit slip, bank statement, etc.) The Finance Department will then issue an official receipt.
  3. If the donation is greater than $500, the donation must be made directly to the City specifying the organization to which the funds are to be used. The Finance Department will then issue an official receipt. As well, the Finance Department will issue a payment to the organization for the amount of the donation.
  1. Donation of Goods or Services
  1. An official receipt is issued by the Finance Department for donations of goods or services from a Business.
  2. An invoice marked "paid" must be submitted to the City in order to determine the value of the goods or services donated. The invoice must be approved by the organization receiving the donation. The invoice should then be forwarded to Finance and Finance will issue an official receipt.
  3. If no invoice marked "paid" is received, then no charitable receipt is needed because a donation of a good or service from a business is already a tax-deductible business expense. A letter of thanks should be sent from the City Department on behalf of the related organization receiving the donation to recognize receipt of the goods or services donated. The letter should specify what has been donated and the dollar value of the donation.
  1. Donation of Goods
  1. For donations of a good by an individual, an official receipt for tax purposes is issued by the Finance Department. A receipt(s) must be submitted to the City in order to determine the value of the goods donated. The receipt must be approved by the organization receiving the donation and then the receipt should be forwarded to the Finance Department. The Finance Department will then issue an official receipt.
  1. Donation of Services
  1. No official receipt for tax purposes is issued for the donation of a service by an individual.
  1. Donation of Artwork (or valuable goods)
  1. An official receipt for tax purposes is issued by the Finance Department for all donations of artwork or valuable goods.
  2. The value of the artwork or valuable good needs to be determined by an authorized appraiser. The appraisal must be authorized by the organization receiving the donation and then the appraisal should be forwarded to the Finance Department. The Finance Department will then issue an official receipt.
  1. Meals and Events
  1. If an admission cost includes a donation, then that portion of the admission is receiptable, unless the price of admission includes taking part in a lottery or draw for prizes that have more than a nominal value, in which case no part of the admission price can be considered a donation. If a receipt is lost, the City will re-issue a replacement receipt marked "Duplicate Receipt."

Honorariums

Policy: The Board of Directors will annually review the honorariums given out to volunteer positions within the organization.

Procedure:

  1. Honorariums will be included in the budget presented to the Board each year

Administrative Policies

Emergency Information

Policy:

Police Checks

Policy:

Tobacco Products, Alcohol and Drugs

Policy:

The Kitchener Minor Baseball Association promotes a healthy lifestyle.  Therefore, the association will follow the legislation of the Province of Ontario, the bylaws of the City of Kitchener, the Constitution of Baseball Ontario, as well as the health research that has been done with respect to the use of tobacco, alcohol and drugs.

Procedure:

  1. The coaches and managers will be informed of the policies regarding tobacco products, alcohol and drugs prior to each season.  It will be the responsibility of the coaches and managers to inform the players and parents of these policies.

  1. According to the articles laid out in the constitution of Baseball Ontario (Article P2-3), the following shall apply:

  1. Players and Coaches in uniform must refrain from using tobacco products at all times. Remove jersey and cap prior to smoking.  No smoking or chewing tobacco while in unform!
  2. Players must never be under the influence of alcohol at any time at any team function.  

Coaches in uniform must refrain from using alcohol at all times.  If in a public place (ie Restaurants, Hotels, etc), you must remove your jersey and hat before having a drink.

  1. The Smoke-Free Ontario Act effective January 1, 2015 states: Smoking is no longer allowed at publicly-owned outdoor sporting areas, spectator areas, sporting areas and public areas within 20 metres (65.6 Feet) of any point of the edge of the sporting or spectator area. 
            
  1. It is recommended that coaches, managers and players refrain from the use of alcohol prior to a practice or game with their respective team.

  1. Use of illegal drugs will result in a player/coach being suspended until KMBA convenes for their monthly meeting and determines an action.

NOTE:  Anticipate being suspended for the remainder of the season if you are a player and being dismissed from KMBA if you are a coach.

        

  1. Executive members, coaches, managers and players may be subject to sanction or removal if the policies with respect to tobacco, alcohol or drugs are abused.

Transport of players to games.

Policy:

The Kitchener Minor Baseball Association mandates that the transport of players to games and

tournaments be the sole responsibility of the parents, guardians, and/or caregivers.

Procedure:

  1. Coaches and/or managers should distribute a schedule at the parent meeting to all showing the dates of practices, games, and tournaments for the whole season.

  1. Coaches and managers of teams should NOT accept the responsibility of transporting any players who are not part of their own immediate family.

  1. Coaches and managers may transport another child if the parent of that child is also a passenger in the vehicle.

  1. Coaches and/or managers should make parents, guardians, and caregivers aware of the benefits that occur when a player has his/her own parent transport and remain to watch the player in action.

Alternative Programs

Policy:

Players are not eligible to register with the Kitchener Minor Baseball Association if they are signed with or currently playing with another team in the Province of Ontario or anywhere outside the Province of Ontario.

Procedure:

  1. This policy will become effective on October 1, 2009

  1. Any player who has previously signed with an alternative team or has played with another team in the Province of Ontario or anywhere outside the Province of Ontario may register with the Kitchener Minor Baseball Association once he/she has decided to leave that particular alternative program.

  1. An additional line shall be added to the registration form which states the following: “Are you currently playing on or registered with any other team elsewhere?” Yes No

Players Playing at Specific Age Groupings

KMBA recognizes that all players at any age level will vary in ability and skill. The association also recognizes that it is important for players to play with others at their own respective age levels. The association has implemented programs which include House League, Select, and Rep levels at AAA, AA, A that are aimed at meeting the many levels of ability and skill for anyone registering with the association.

Policy:

  1. Players will register for the programs administered by KMBA based on their year of birth.

  1. Players will only be rostered to play at their own respective age level throughout the baseball season.

  1. Players may be “call-ups“ to a division one level higher than the respective division in which they are currently rostered but only if it does not interfere with their particular team’s schedule. This is at House League, Select, and all Rep levels. The head coach should receive the request first and then must give approval for the “call-up” to occur.

  1. “Call-ups” should not be limited to one individual, but due consideration should be given to others on any respective team.

  1. The only division where an individual may play at an age level higher is at 8U. This allows a 7 year old to play 8U and remain the following year at the 8U level. When this occurs the parent is duly informed that this individual will remain at that age level/division for a period of two (2) years/seasons regardless of the successes or other circumstances that may occur during the two (2) seasons. The individual will move to the 9U division only when they reach the age level for that division. The 9U players will all be born in the same year where they will be/be turning 9 years old.

 

Rep Playing Time

Policy:

The Kitchener Minor Baseball Association promotes fair play amongst it’s athletes.  This policy is to identify the minimum playing time rules for players playing rep baseball for the Kitchener Minor Baseball Association.  Due to the competitive nature of the league these teams play in, fair play does not mean equal playing time.  Fair play means players must all play a minimum number of defensive innings during the playing season.

Procedure:

Minor Rookie to Maj Mosquito (based on 12 player roster)

       13 player roster - 60%.   14 player roster 55%

                OBA Championships

 

Note: Player can not sit full games at OBA Championships.

Note: Player must not sit for a full game in 2 consecutive games in tournaments, ICBA playoffs or OBA Championships.

 

Minor Peewee to Major Bantam (based on 12 player roster)

                13 player roster - 60%.   14 player roster 55%

Note: Player must not sit for a full game in 2 consecutive games in tournaments, ICBA playoffs or OBA Championships.

 

 

Midget

 

Note: A player brought onto the team exclusively as a pitcher or catcher may sit less that 50% of defensive innings provided this exception was identified to the player n writing prior to being selected to the team.

 

 

Note: Player must not sit for a full game in 2 consecutive games in tournaments, ICBA playoffs or OBA Championships.

Uniform Policy

 

A KMBA uniform consists of the following:

Rawlings Grey open bottom pant - item # Youth-YBP350MR, Adult-PP350MR

Rawlings Grey closed bottom pant – item # Youth –YBP150, Adult-BP150

Rawlings Grey Jersey -Kitchener on front and panther on sleeve, # on back - item # Youth-YBJ167, Adult-RBJ167

Rawlings Black/Blue Warm Weather Jersey - Kitchener on front. # on back - item # Youth-YROAD, Adult-ROAD

Rawlings Black Socks

Rawlings Black Belt

New Era fitted hat with Panther on front

Allisen Golden Rod Micro fibre short sleeve Tee

Allisen Golden Rod Micro fibre long sleeve shirt

 

Full uniform must be worn for all:

 

Out of Country Baseball Uniform consists of:

 

Out of Country Uniforms may be worn at Out of Country Baseball games ONLY.  – They may NOT be worn at any ICBA Regular Season or Playoff games, ICBA or OBA tournaments, or at any Exhibition games in Canada.

Teams may choose to wear their regular approved uniform as outlined above for Out of Country games rather than purchase the Out of Country uniforms.

 

Names may be added - team decision.

-lettering for names must be from approved supplier and follow OBA guidelines

 

Jackets are not part of uniform but KMBA mandates they be purchased from our approved supplier for consistency.

 

Hoodies, Shoes and bags are not part of the KMBA Panther uniform.

Ball Cap is considered a piece of safety equipment and the proper hat must be worn properly.  Player may be removed from games for illegal use of equipment if not worn as intended.

 

ALL PANTHER LOGO PRODUCT MUST COME FROM APPROVED KMBA SUPPLIER.

-  Integrity of the Brand

 

Coaches Uniform

-KMBA will no longer provide Coaches uniforms for free

-Coaches uniforms may be part of the team budget

                if added to the team budget it is for one complete uniform.  No extras.

-Coaches may purchase their own uniform

If any team wears any uniform that has not been approved by KMBA or if any team wears the Out of Country uniforms at any games other than out of country games, they will be subject to a fine of $500 and coaches will be subject to a 2 game suspension.  Upon notification to head coach, team will be given 72 hours to pay the fine.  If not paid within 72 hours, team will be suspended until fine is paid.

 

 

Release Policy

KMBA will only release players under 2 conditions

  1. The player attends the required number of tryout dates and does not make the AAA or AA team
  2. There is not a team at the  players age level.

Dispute Resolution and Discipline Process

To ensure fair and equitable resolution of all disputes and disciplinary matters KMBA follows a structured approach to receiving and resolving disputes or disciplinary issues.

The diagram in this policy outlines the process that will be followed. Key points:

  1. All complaints must be submitted in writing via the online complaints form to be eligible to be considered by KMBA representatives.
  2. The KMBA Parent Liaison will include anyone required in a resolution meeting in order to seek resolution.
  3. The KMBA Arbitration committee will be the final deciding entity and all decisions made by the Arbitration committee are deemed final.
  4. The KMBA Bylaws, the KMBA Policies and Procedures and the KMBA Code of Conduct will be the points of reference for all decisions.
  5. For any issues that have legal or child safety repercussions KMBA will bring in the proper authorities to take over the situation.