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.
For a complete copy of this handbook (Activity Coordinators) please contact the Recreation Commission at 973-627-2000