Requirements
Requirements
Requirements
Equipment, Safety, Maintenance
of site
Rosters and Sign Ups Coaches and
Volunteers
Registration forms, Emergency Cards Code
of Conduct Accidents
The Budget
Ordering Inventory
Fields and Facilities
Non-Compliance Forms
Requirements
for Recreation Sponsored Activities
Some of the requirements may not apply to you.
For instance Men and Women's Softball purchase their own uniforms and
equipment, and therefore need not complete an inventory...skiing has no formal
organization, so the majority of the requirements will not apply The List of Requirements are: •1. A copy of current constitution and by-laws on file. •2. A copy of league rules and regulations on file. •3. A current roster of coaches and volunteers and a list
of officers. •4.A current roster of participants. Due before the start
of your season, (with I.D. Card
numbers) •5. A current schedule at the start of each season. •6. Date for beginning and end of the season on file. •7 A yearly financial report (optional)* •8. Minutes of meeting are available upon request. •9. A current inventory of supplies, etc. •10. An end of season report. •11. Dates and place your organization meets.
This information should also be made available to all parents or in the
case of adult activities, to all participants. * While this is optional, it is highly recommended that
your organization require an audit of the financial records at the end of each
year. Other generally accepted
accounting procedures would be the requirement of two signatures on checks and
having someone other than the treasurer balance the bank statement each
month.
Equipment,
Safety, Maintenance of Site
Each activity must have someone acting in the capacity of equipment
manager to insure that the proper safety equipment is supplied and maintained in
good order. (Helmets, face masks, shin guards, first-aid kits, pads etc )
The equipment manager must make sure that the proper sizes are
maintained.
Furthermore, the safety of
the site is of utmost importance. Anything
that needs to be repaired should be reported immediately to Superintendent of
Public Works (Joe Rossi) at 627-2000 or 627-7025 or to school authorities
(Thomas Jefferson School Fields, Washington School Field, TJ Gym, Lincoln School
Field or Morris Hills-Morris Knolls Fields.)
Officers and coaches must ensure that all safety regulations are being
followed by coaches, players and spectators.
(i.e. a “safe” on deck location, only players allowed in dugout,
spectators kept out of play area, etc.)
Periodically, coaches’ clinics and first aid courses will be available.
All coaches must make an effort to attend these classes.
Schedules must be submitted at
the beginning of each season. They
are necessary for many reasons. For
instance, the Maintenance Department needs to know when games are scheduled in
order to have the fields in playing condition. Also, the Commission will post
your schedule on our website. The public and parochial schools in the Borough distribute
fliers . The Commission will announce the dates and places on our website.
Call Boro Hall to have the dates and times posted outside the firehouse. A valid Sports Card is a prerequisite
for registration. :
Do not allow non-residents to
register for your activity unless you receive approval from the Recreation
Commission.
It is also important that a list of coaches and volunteers be submitted.
First of all, we will cover them in case of an accident that occurs while
they are engaged in the activity; secondly the insurance company insists that we
maintain a list of these people and most important, all coaches must be
certified through the Rutgers S.A.F.E.T.Y. clinic.
Also, the Borough holds a picnic to honor all volunteers each year, and
this list is helpful in that respect.
Registration Forms, Emergency Cards You must have a registration form and an Emergency card
from each participant. Coaches
should keep the Emergency Card with them during games.
The cards must travel with the team.
Rosters should be filed before the start of the first practice of the
season. If there is a reason the
roster will not be filed on time, the Recreation Director must be notified and
given a time line as to its submission. * Do not allow
anyone to participate without a valid ID Card.
The Commission requires the purchase of said card as a condition of
eligibility. Non-card holders are
therefore ineligible and the Commission will not assume any
responsibility for an illegal participant, not through accident Insurance nor
liability insurance of any kind. Anyone
who knowingly allows an illegal participant may find himself or herself
personally liable.
Interscholastic and youth sports programs play an important role in promoting
the physical, social and emotional development of children. It is therefore
essential for parents, coaches and officials to encourage youth athletes to
embrace the values of good sportsmanship. Moreover, adults involved in youth
sports events should be models of good sportsmanship and should lead by example
by demonstrating fairness, respect and self-control.
I therefore pledge to be responsible for my words
and actions while attending, coaching, officiating or participating in a youth
sports event and shall conform my behavior to the following code of conduct:
1.
I will not engage in unsportsmanlike
conduct with any coach, parent, player, participant, official or any other
attendee.
2.
I will not encourage my child, or
any other person, to engage in unsportsmanlike conduct with any coach, parent,
player, participant, official or any other attendee.
3.
I will not engage in any behavior
which would endanger the health, safety or well-being of any coach, parent,
player, participant, official or any other attendee.
4.
I will not encourage my child, or
any other person, to engage in any behavior which would endanger the health,
safety or well being of any coach, parent, player, participant, official or any
other attendee.
5.
I will not smoke or use drugs or
alcohol while at a youth sports event and will not attend, coach, officiate or
participate in a youth sports event while under the influence of drugs or
alcohol.
6.
I will not permit my child, or
encourage any other person, to use drugs or alcohol at a youth sports event and
will not permit my child, or encourage any other person, to attend, coach,
officiate or participate in a youth sports event while under the influence of
drugs or alcohol.
7.
I will not engage in the use of
profanity.
8.
I will not encourage my child, or
any other person, to engage in the use of profanity.
9.
I will treat any coach, parent,
player, participant, official or any other attendee with respect regardless of
race, creed, color, national origin, sex, sexual orientation or ability.
10.
I will encourage my child to treat
any coach, parent, player, participant, official or any other attendee with
respect regardless of race, creed, color, national origin, sex, sexual
orientation or ability.
11.
I will not engage in verbal or
physical threats or abuse aimed at any coach, parent, player, participant,
official or any other attendee.
12.
I will not encourage my child, or
any other person, to engage in verbal or physical threats or abuse aimed at
any coach, parent, player, participant, official or any other attendee.
13.
I will not initiate, encourage or
participate in a fight or scuffle with any coach, parent, player, participant,
official or any other attendee.
14.
I will not encourage my child, or
any other person, to initiate, encourage or participate in a fight or scuffle
with any coach, parent, player, participant, official or any other attendee.
____________ Initials _____________ Date
I hereby agree that if I fail to conform my
conduct to the foregoing while attending, coaching, officiating or participating
in a youth sports event I will be subject to disciplinary action, including but
not limited to the following in any order or combination:
1.
Verbal warning issued by a league,
organization or recreation official.
2.
Written warning issued by a league,
organization or recreation official.
3.
Suspension or immediate ejection
from a youth sports event issued by a league, organization or recreation
official who is authorized to issue such suspension or ejection by a recreation
official or youth sports organization.
4.
Suspension from multiple youth
sports events issued by a league, organization or recreation official who is
authorized to issue such suspension by a recreation official or youth sports
organization.
5.
Season suspension or multiple season
suspension issued by a recreation official or youth sports organization.
The Commission requires each activity to have an adequate supply of first
aid supplies on hand to treat accidents and emergencies. You are also urged to take advantage of any training that may
be extended to you.
Each sport should make sure that the play site is safe and that safety
equipment suitable for all participants is on hand and in good order. Care must be taken for the safety of spectators also.
Please use the enclosed forms to report accidents within 48 hours. We will send out insurance forms to the injured party as
soon as the reports are received. Make
sure each coach is given an ample supply of forms.
•We will not honor any claims for participants who do not hold a
current ID Card.
Each fall, every activity is asked to submit a budget for the upcoming
year. The budget should reflect an
honest evaluation of your needs for the upcoming season.
You should include the cost of league fees, equipment, first aid
supplies, safety equipment (helmets, etc that will fit all participants) and
other equipment needed to conduct your activity.
The Boro belongs to the Morris County Cooperative Pricing Council.
We must purchase from the vendors on the bid lists unless you can find
someone who will give you the same equipment for 20% less than listed.
You must be specific in your budget.
For example: If you state
you need 2 doz. softballs, you will be required to purchase the softballs on the
bid list. So if you want Dudley SB
12LND softballs, make sure you state that in your budget.
For items not on the list, you must get three prices and purchase from
the vendor with the lowest price.
The alternative to belonging to the MCCPC would be to prepare specs and
solicit bids for the equipment necessary for each sport. A very time consuming process to say the least.
The most efficient way to handle uniforms may be the following:
Find a uniform that you like and establish that it will be manufactured
for a long time in the foreseeable future.
At the end of each year, your inventory will establish which uniforms
must be replaced. Order the
replacements as needed instead of waiting until all the uniforms are in bad
repair and must be completely replaced.
It is important that your budget be filed in a timely manner.
Catalogs, bid lists, copies of purchase orders from the previous year,
etc. are available --just call the Recreation Director at 627-2000.
The Borough has enacted an ordinance covering how purchases are to be
handled. All Recreation Activities
are required to comply. 1. Requests are to be made on purchase order worksheets and
submitted to the Recreation Director who will then draw up a purchase order.
It must be approved by the Director (Dept. Head) and the Borough
Financial Officer and the funds encumbered. (Download
under forms on the Recreation Web Site. After the PO is sent out, please inform the Recreation
Director if it is necessary to make contact with the supplier (i.e. if shipment
is late, changes, etc) Also, do not call the supplier and make additions to the
PO. Either a new PO
must be drawn if new items are being ordered or changes to the existing PO must
be authorized. 2. If you pay for items out-of-pocket, or your organization
pays, submit a purchase order worksheet with the receipts attached.
It will be processed for payment. 3. Attached to each purchase order is a voucher that is
signed by the vendor and returned for payment.
It is approved by the Commission at its meeting (4th Tuesday of the
Month) and then the Council. (see
next page for examples ) 4. For items from Rockaway Hardware (Lime, etc) you may
sign for them and forward the pink copy of the invoice to the Recreation
Director . You should sign your
name and the name of your activity--for example: Joe Smith, Junior Babe Ruth. If these procedures aren't followed, the Boro will not be
responsible for payment. Do not exceed your budget--call the Recreation Director if
you need to know the balance in your account or if an unanticipated event
occurs. Cooperative Bidding Council--you must order from these
vendors if the items you desire are listed.
The only exception is if you can find someone who will sell us the item
for 10% less than the bid price. On
all items not on the bid sheets, you should get three quotes and order from the
vendor with the lowest price. Purchase order worksheets are included in the
“Forms” section of this handbook.
For orders over $1,000, outside the bid list, 3 quotes are required.
At the conclusion of the season, an inventory of uniforms, equipment and
supplies must be taken and submitted to the Recreation Director. The report should include purchase price, condition,
description, location of items, etc. An
inventory is a necessary tool in budgeting for the next season. It is also invaluable in case of fire or theft, etc.
Requests for the use of School facilities and fields are submitted each
Winter (Spring/summer) and Summer (fall/winter).
The Commission has control over the following facilities:
Smith Field (Jr. Baseball)
Heady Field/Memorial Park
Friendship field
Park Lakes
Donatoni Park
Centennial Park
All other facilities we use are with the permission of the following
agencies. (Please understand, that school activities are given
first priority at school sites.) Morris Hills
Regional District Board of Education. Morris Hills/Morris Knolls Track and playing Fields, Gyms,
etc Thomas Jefferson School playfields, gym and meeting rooms,
cafeteria, etc. Lincoln School Gym and Play field MOCESCOM (Morris County Educational Services Commission) Firemen’s Field The Borough of Rockaway (applications for use are made at
Boro Hall)
All applications for the use of school facilities and Fire
Department facilities*must be made through
the Commission via the Recreation Director. *Application for any facility where a Recreation Activity
is being held.
The Recreation Commission reserves the right to impose penalties for
non-compliance. These penalties may
include withholding funds, removing permission to use facilities or revoking
sponsorship of an activity. The
Recreation Commission and through the powers granted to it by the Mayor and
Council, have the authority to administrate and regulate the sports and
activities of Rockaway Borough. Registration, Rosters and Sign-Ups
Rockaway Borough Athletic
Code of Conduct
The Recreation Commission has adopted the
following Code of Conduct - effective July 2008
The Budget
Ordering
Inventory
Rockaway Borough Board of Education
Park School Fields and Gym
Rockaway Borough Fire Department
Rockaway Borough Community Center
Non-compliance