Legacy Policies · Pacific Grove PONY Baseball and Softball

Constitution and By-Laws

Pacific Grove PONY Baseball/Softball Inc. This document was approved by the Pacific Grove PONY Board on August 12, 2023, and supersedes and replaces all prior versions.

Article I: Name of Organization

This non-profit mutual benefit organization shall be known as PACIFIC GROVE PONY BASEBALL/SOFTBALL, INC., hereinafter referred to as "Local League".

Article II: Objectives

A. The objective of the Local League shall be to implant firmly in the youth of the community the ideals of good sportsmanship, honesty, loyalty, courage, and reverence, so that they may be well adjusted, stronger and happier, and will grow to be good, clean, healthy, and trustworthy adults.

B. The Local League shall endeavor to live up to the motto of the PONY organization: "Protect Our Nation's Youth".

C. The objective shall be achieved by providing supervised baseball and softball instruction involving practice sessions and games (both competitive and non-competitive). The Managers, Assistant Coaches, Umpires, Board Members, volunteers, and others involved in the Local League in any capacity shall bear in mind that the winning of the game is secondary to the primary goal of the molding of future adults.

D. In addition, this corporation is formed for the purposes of performing all things incidental to, or appropriate in, the achievement of the foregoing specific and primary purposes. However, the corporation shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of its primary charitable purposes as indicated in Article III and Article XI below.

E. This corporation shall hold and may exercise all such powers as may be conferred upon a nonprofit corporation by the laws of the State of California and as may be necessary or expedient for the administration of the affairs and attainment of the purposes of the corporation. In no event, shall the corporation engage in activities which are not permitted to be carried on by a corporation exempt under Section 501(c)(3) of the Internal Revenue Code.

Article III: Government

A. The initial registered office mailing address of the corporation shall be P.O. Box 317, Pacific Grove, CA 93950.

B. The government of the Local League shall be under the direct supervision of the Board of Directors (hereinafter referred to as the Board or Board Members) led by the President.

C. The Board shall consist of an Executive Board and General Members.

The Executive Board shall consist of the President, Vice President, Secretary, Treasurer, Baseball Director, Softball Director, and Concessions Director.
General Members shall consist of:
1. Division Representatives (one for each Division in both baseball (Pony, Bronco, Mustang, Pinto, and Shetland) and softball (Pre-Rookies, Rookies, Minors, and Majors));
2. Equipment Managers (Baseball and Softball);
3. Field Improvements Director;
4. Sponsor Coordinator;
5. Webmaster;
6. Youth Umpire Liaison optional (if using/training youth umpires);
7. Umpire Liaison preferred, but not required (if not filled, Baseball/Softball Directors to fulfill duties);
8. Coach and Player Development Representatives (up to 2).
Other Member positions not listed above may be appointed by a majority vote of the Board. A listing of job descriptions for all Board Members shall be listed in an addendum to this document.
The City Recreation Director shall serve as an ex officio Member of the Board.
Committee Members shall be appointed by the President of the Board if no volunteers come forth. Volunteers for Committee positions need not be Board Members. The following Standing Committees shall be formed. Their function and membership shall be listed in Addendum A to this document.
1. Manager and Coach Selection Committee
2. Participant Safety Program (PSP) Committee
3. Fall Ball Committee
4. Field Planning and Improvements Committee
5. Finance and Budget Committee
6. Bylaws Committee
7. Rules and Regulations Committee
8. Website Committee (if needed)

D. Election of Board Members.

Annual Meeting. At the annual meeting to be held each August, the Board shall be elected to a one-year term (but are eligible for re-election) upon a majority vote of the voting Board Members present at the meeting (based on a quorum existing per Article IV.C below). Each Member shall hold office until the subsequent annual meeting.
Nominations for Board positions shall be made by:
1. Individuals who currently have children registered in the Local League,
2. Individuals who have children eligible to participate in the Local League during that Board's term of office, and
3. Adults who have volunteered and served the Local League as a Board Member, Manager, Assistant Coach, or umpire within the year previous to the election.
4. Individuals may nominate him/herself.
If the annual August meeting is not held or the Board Members are not elected thereat, the election of Board Members may be conducted at any regular or special meeting held for that purpose.

E. Vacancy.

Any Board Member may resign effective upon giving written notice to the President, Secretary, or the Board, unless the notice specifies a later time for the effectiveness of such resignation. If the resignation is effective at a future time, a successor may be elected at any time to take office when the resignation becomes effective.
Vacancies in the Board, including those existing as a result of a removal of a Board Member, may be filled by a majority of the remaining Board Members, even if less than a quorum (see Article IV.C below) exists. Each Member so elected shall hold office until the next annual meeting.
A vacancy in the Board shall be deemed to exist in case of:
1. the death or physical incapacity of a Member,
2. the resignation of a Member,
3. the removal of any Member to include Members who have been: declared of unsound mind by an order of the court; convicted of a felony; are under current felony indictment; or voted for removal for cause by the Board,
4. an increase of the authorized number of Board Members,
5. the Board failing, at any annual or special meeting of Members at which any Board Members are elected, to elect the full authorized number of Board Members to be voted on at that meeting.
No reduction of the authorized number of Board Members shall itself have the effect of removing any Board Member prior to the expiration of the Member's term of office.
Any Board Member, Manager, Coach, or person of responsibility while under felony indictment should voluntarily take a leave of absence from their PG Pony position or said person will be removed from their position by the executive board until legal issues are resolved.

F. All matters concerning the policy of the Local League shall be decided by a vote of the Board, and no motion shall be carried without a favorable vote from the majority of voting Members present at a duly constituted meeting or by published deadline via email.

G. Any Board Member who has three un-excused absences shall lose their voting power for his/her term. A Member is required to call or email one of the Executive Board Members in order to have an excused absence.

H. All Board Members, Managers, Coaches (game and practice) shall register and agree to a yearly background check. The Board reserves the right to remove a manager, coach or assistant coach if they are in violation of League policy.

I. All league-wide mail, flyers, notices, emails or correspondence must be reviewed by a minimum of two, preferably three Executive Board members prior to distribution to ensure information is in-line with league policy and agreed upon board action.

Article IV: Meeting

A. A meeting of the Board shall be conducted in August following Local League play of each year for reading of reports and the election of officers. A regular meeting shall be held on the third Thursday of each month unless otherwise announced. Additional meetings may be called by the President at any time or upon written request by at least three Board Members.

B. Notice of Meetings.

Notice of Regular Monthly Meetings shall be posted on the Local League website in accordance with Article IV.A above. If any changes to dates/times of the regular monthly meetings occur, notice shall be given at least two days in advance thereof to all Board Members and a notice posted on the Local League website, unless a waiver of such notice is received. Waivers can be granted by the President upon approval of four of the six Executive Board Members.
Notice of Other Meetings. Notice of all meetings, except regular monthly meetings shall be given at least two days in advance thereof to all Board Members unless a waiver of such notice is received. Waivers can be granted by the President upon approval of four of the six Executive Board Members.
Format of Notice. Notice of a meeting shall be given either in person, by phone, by overnight mail, by electronic mail, by website notice, or by other means of written communication. Phone numbers, mailing addresses, and e-mail addresses of Board Members appearing on the books of the Local League shall be used, or, if no such address appears or is given, then on the Local League website or an in-person attempt shall be made. Notice by overnight mail shall be deemed to have been given at the time a written notice is deposited in the United States mail, postage prepaid. Any other written notice shall be deemed to have been given at the time it is personally delivered to the recipient or is delivered to a common carrier for transmission, or actually transmitted by the person giving the notice by electronic means, to the recipient.

C. Quorum. A majority of the Board Members and a majority of the Executive Board Members shall constitute a quorum at any general meeting. A majority of Executive Board members shall constitute a quorum at any Executive Board meeting.

D. Voting.

If a quorum is present, the act of the majority of the Board present is equivalent to the act of the entire Board unless the act of a greater number is required by law, the Articles of Incorporation of the Corporation, or these Bylaws.
There shall be no proxy voting.
Elections need not be by ballot; provided however, that all elections for Board Members must be by ballot upon demand made by any Member at the meeting and before the voting begins.
In any election of Board Members, the candidates receiving the highest number of votes of the Members are elected. In case of a tie, a vote between the two tying candidates shall result.
If a majority of Executive Board members and a majority of General Board members respond by deadline of e-vote, then quorum has been established.

E. Adjournment.

Any meeting, whether or not a quorum is present, may be adjourned from time to time by a majority vote of the voting Members present.
It shall not be necessary to give any notice of the time and place of the adjourned meeting or of the business to be transacted thereat, other than by announcement at the adjourned meeting; provided, however, when any Membership meeting is adjourned for more than 45 days or, if after adjournment a new record date is fixed for the adjourned meeting, notice of the adjourned meeting shall be given as in the case of an original meeting.

F. Business Transacted. No business other than that stated in the notice shall be transacted at any meeting unless a quorum of Executive Board members and General Board members are present.

G. Action without Meeting. Subject to Section 603 of the California General Corporation Law, any action which, under any provision of the California General Corporation Law, may be taken at any annual or special meeting of Members, may be taken without a meeting and without prior notice if a consent in writing, setting forth the action(s) so taken, shall be signed and approved by the unanimous consent of the voting Board Members.

H. Robert's Rules of Order shall govern the proceedings of all meetings, except where it conflicts with the Constitution or By-Laws of the Local League. A three-minute time limit for discussion to address the Board shall be adhered to unless waived by at least three voting Board Members at a meeting. A Member in good standing may defer his or her three minutes to another Board Member. Robert's Rules of Order ↗

Article V: Membership

A. Player Members. Any child meeting the requirements of age and residence as set forth in the Rules and Regulations of Pacific Grove PONY Baseball/Softball, Inc. shall be eligible to compete for participation in the Local League and become a Player Member. Age waivers are only granted in the case of those children with disabilities as provided for in the Americans with Disabilities Act. Players who do meet current Pacific Grove PONY boundary guidelines, set by PONY Baseball/Softball are not eligible to play on All-Star teams. No dues or fees for Player Members shall be a prerequisite to participate in the Local League.

B. Any person, adult or child, with an active interest in the Local League, may be invited by the Board to become an associate or honorary, non-voting, Member of the Board.

C. Members (including children) shall perform any reasonable service required. Members need not necessarily be affiliated with any other organization or sponsoring group.

D. The Board, by a 2/3 vote at any duly constituted meeting, shall have the authority to suspend any Member thereof whose conduct is considered to be detrimental to the Local League.

E. The President shall, upon evidence of misconduct of any player, notify both the player's Manager and parents (if of minor age), within 24 hours of the act. The Manager shall appear with the player before the PSP Committee. The player's parents or guardians shall be advised of, and invited to attend, such meeting. See Pacific Grove PONY Baseball Duties of Board Members and Committees document (PSP Committee) for more information.

Article VI: Financial Policy

A. The Board shall decide all matters pertaining to the finances of the Local League and it shall place all income in a common Local League treasury, directing the expenditure of same in such manner that shall not give an individual or team an advantage over another as to equipment or training. See Pacific Grove PONY Baseball Duties of Board Members and Committees document (Finance Committee) for more information.

B. The Board shall not permit the contribution of funds to individuals or teams and shall solicit the same for the common treasury of the Local League. The above regulation is designed to discourage favoritism among teams and to endeavor to equalize the benefits of the Local League. This policy is in effect for regular season teams. All-Star and Fall Ball teams have the opportunity to solicit sponsorships and donations to defer costs if acknowledged by the board.

C. Purchase in excess of $2000 of any type of equipment and/or uniforms shall be preceded by a minimum of two bids unless otherwise directed by the board. A purchase order shall then be submitted and approved by the league representative. An exception can be made in the case of an emergency need. Emergency need must be approved by the President or Vice President, and the League Director (Baseball or Softball) or League Representative. No Board Member may personally profit from business dealings (e.g., equipment, uniforms, services, etc.) with the Local League, unless the business is won via a three bid minimum process.

D. Records.

The Local League shall maintain, in accordance with generally accepted accounting principles, adequate and correct accounts, books, and records of its business and properties. All such books, records and accounts shall be kept at a location(s) determined by the Board.
All books and records provided for under applicable California law shall be open to inspection of the Board Members and Membership from time to time and in the manner provided for under applicable California law.

E. Contracts. The Board Members, except as otherwise provided in these By-laws, may authorize any Officer(s) or Agent(s) to enter into any contract or execute any instrument in the name of and on behalf of the Local League. Such authority may be general or confined to specific instances. Unless so authorized by the Board Members, no Officer or Agent shall have any power or authority to bind the Local League by any contract or agreement, or to pledge its credit, or to render it liable for any purpose or to any amount, except as provided for under applicable California law.

F. Elected Treasurer shall maintain books and supervise accounts. Treasurer shall not be a primary signer on accounts. However, in the event of the absence of the President or Vice President, the Treasurer can authorize and execute payments for charges incurred by the league. The President, Vice President and Treasurer signatures are required on regular account. Concession Chair, President, Vice President, and Treasurer signatures are required for the concessions account. No single purchase over $2000 is allowed without approval from the Board, if that purchase was not previously approved in the yearly budget.

Article VII: Insurance and Bond

A. The Local League shall carry public liability insurance, from a source determined by the Executive Committee, with coverage for a combined single limit of at least $1,000,000.00 for all claims for bodily injury and property damage arising out of a single occurrence.

B. The Local League shall carry insurance, in an amount and from a source determined by the Executive Committee, bonding the conduct of persons who were, now are, or shall be Board Members, Committee Members, Managers/Assistant Coaches, or volunteers of Pacific Grove Pony Baseball/Softball, Inc., including their estates, heirs, legal representatives, or assignees in the event of their death, incapacity, or bankruptcy.

Article VIII: Rules

A. The Rules and Regulations of the Local League shall be adopted by the Board at a meeting to be held not less than one month prior to the first scheduled game of the season or by the December Board meeting. If no rule changes have occurred, then the league will operate under the previously approved rules.

B. Decisions by the Board (affirmed by a majority vote) take precedence over the current Rules and Regulations and must be recorded in minutes or in a document referenced in the minutes and posted to the website as necessary.

Article IX: Indemnification

A. Indemnification of Officers and Board Members

Each person who was or is a party or is threatened to be made a party or is otherwise involved in any action, suit, or proceeding, whether civil, criminal, administrative, or investigative (a "proceeding"), by reason of being or having been a Board Member of the Local League, or of any predecessor Local League, whether the basis of the proceeding is alleged action or inaction in an official capacity as a Board Member, shall, subject to the terms of any agreement between the Local League and that person, be indemnified and held harmless by the Local League to the fullest extent permissible under California law and the Articles of Incorporation, against all expense, liability, and loss (including attorneys' fees, judgments, fines, ERISA excise taxes or penalties, and amounts paid in settlement) actually and reasonably incurred or suffered by that person in connection therewith, except that amounts shall be payable in settlement of a proceeding only if the settlement is approved in writing by the Local League. This indemnification shall continue as to a person who has ceased to be a Board Member for acts performed while a Board Member and shall inure to the benefit of his/her heirs, executors, and administrators. Notwithstanding the foregoing, the Local League shall indemnify any such person in connection with a proceeding (or part thereof) initiated by that person only if the proceeding (or part thereof) was authorized by the Board. The right to indemnification conferred in this Article shall include the right to be paid by the Local League the expenses incurred in defending and proceeding in advance of final disposition to the fullest extent permitted by law, except that payment under this Article of such expenses in advance of the final disposition of a proceeding shall be conditioned upon delivery to the Local League of a written request for such payment and of an undertaking by or on behalf of the Board Member to repay all amounts so advanced if it shall be ultimately determined that the Board Member is not entitled to be indemnified.
Exclusions. Notwithstanding the foregoing or any other provisions under this Article, the Local League shall not be liable under this Article to indemnify a Board Member against expenses, liabilities, or losses incurred or suffered in connection with, or to make any advances with respect to, any proceeding against a Board Member:
1. as to which the Local League is prohibited by applicable law from paying an indemnity;
2. with respect to expenses of defense or investigation, if the expenses were or are incurred without the Local League's consent (which consent may not unreasonably be withheld);
3. for which final payment is actually made to the Board Member under an insurance policy maintained by the Local League, except in respect of any excess beyond the amount of payment under the policy;
4. for which payment is actually made to the Board Member under an indemnity by the Local League otherwise than pursuant to this Article, except in respect of any excess beyond the amount of payment under that indemnity;
5. based upon or attributable to the Board Member gaining in fact any personal profit or advantage to which not legally entitled;
6. for an accounting of profits made from the purchase or sale by the Board Member of securities of the Local League pursuant to the provisions of Section 16(b) of the Securities Exchange Act of 1934 and amendments thereto or similar provisions of any federal, state, or local statutory law; or
7. based upon acts or omissions involving intentional misconduct or a knowing and culpable violation of law.

B. Indemnification of Agents. A person who was or is a party or is threatened to be made a party to or is involved in any proceeding by reason of being or having been an agent of the Local League serving at the request of the Local League as an agent of another enterprise, including service with respect to Local League-sponsored events, whether the basis of such action is alleged action or inaction in an official capacity or in any other capacity while serving as an agent, may, upon appropriate action by the Local League and subject to the terms of any agreement between the Local League and that person, be indemnified and held harmless by the Local League up to the fullest extent permitted by California law and the Articles of Incorporation, against all expense, liability, and loss (including attorneys' fees, judgments, fines, ERISA excise taxes or penalties, and amounts paid or to be paid in settlement) actually and reasonably incurred or suffered by that person in connection therewith.

C. Indemnity Agreements. The Local League may enter into agreements with any Board Member or agent of the Local League providing for indemnification to the fullest extent permissible under applicable law and the Articles of Incorporation.

D. Subrogation. In the event of payment by the Local League of a claim under this Article, the Local League shall be subrogated to the extent of such payment to all of the rights of recovery of the indemnified person, who shall execute all papers required and shall do everything that may be necessary or appropriate to secure such rights, including the execution of such documents necessary or appropriate to enable the Local League effectively to bring suit to enforce such rights.

E. Non-exclusivity of Rights. The right to indemnification provided by this Article shall not be exclusive of any other right which any person may have or hereafter acquire under any statute, By-law, agreement, vote of Membership or disinterested Board Members, or otherwise.

F. Expenses as a Witness. To the extent that any Board Member or agent of the Local League is by reason of that position a witness in any action, suit, or proceeding, he/she shall be indemnified against all costs and expenses actually and reasonably incurred by him/her or on his/her behalf in connection therewith.

G. Separability. Each and every paragraph, sentence, term, and provision of this Article is separate and distinct so that if any paragraph, sentence, term, or provision shall be held to be invalid or unenforceable for any reason, its invalidity or non-enforceability shall not affect the validity or enforceability of any other paragraph, sentence, term, or provision of this Article. To the extent required, any paragraph, sentence, term, or provision of this Article may be modified by a court of competent jurisdiction to preserve its validity and to provide the claimant with, subject to the limitations set forth in this Article and any agreement between the Local League and the claimant, the broadest possible indemnification permitted under applicable law.

H. Effect of Repeal or Modification. No repeal or modification of this Article shall adversely affect any right of indemnification of a Board Member or agent of the Local League existing at the time of the repeal or modification with respect to any action or omission occurring prior to such repeal or modification.

Article X: Inspection

Rights of Inspection. Every Board Member shall have the absolute right at any reasonable time to inspect and copy all books, records, and documents of every kind and to inspect the physical properties of the Local League. Such inspection by a Board Member may be made in person or by agent or attorney and includes the right to copy and obtain extracts.

Article XI: Nonpartisan Activities

This corporation has been formed under the California Nonprofit Public Benefit Corporation Law (the "Law") for the charitable purposes described above, and it shall be nonprofit and nonpartisan. No substantial part of the activities of the corporation shall consist of the carrying on of propaganda or otherwise attempting to influence legislation. The corporation shall not participate or intervene in any political campaign on behalf of or in opposition to any candidate for public office.

Article XII: Dedication of Assets

The properties and assets of this nonprofit corporation are irrevocably dedicated to charitable purposes. No part of the net earnings, properties, or assets of this corporation, on dissolution or otherwise, shall inure to the benefit of any private person or individual, or any member, director or officer of this corporation. On liquidation or dissolution, all remaining properties and assets of the corporation shall be distributed and paid over to an organization dedicated to charitable purposes which has established its tax-exempt status under Section 501(c)(3) of the Internal Revenue Code.

Article XIII: Amendments

The Constitution and By-Laws or any section thereof may be amended or repealed by a 2/3 vote of the voting Board Members present at any duly constituted meeting; provided that written notice of such proposed changes, over the signature of the Secretary shall be mailed or emailed to each Board Member at least 15 days prior to the meeting at which time such proposed change shall be submitted to a vote.

Article XIV: Other Provisions

A. Annual Report to Membership. The annual report to Membership referred to in Section 1501 of the California General Corporation Law is expressly waived, but nothing herein shall be interpreted as prohibiting the Board from issuing annual or other periodic reports to Membership.

B. Construction and Definitions. Unless the context otherwise requires, the general provisions, rules of construction, and definitions contained in the General Provisions of the California Corporations Code and in the California General Corporation Law shall govern the construction of this document.

C. Fiscal Year. The fiscal year of the Local League shall be determined by resolution of the Board of Board Members.

D. By-Laws and Currency. These By-laws are the current By-laws of this Local League.

E. Spring 2026 Transitional Divisional Advancement Policy

Section 1.01: Scope and Application. This Divisional Advancement ("Play Up") Policy is a one-time transitional measure and applies only to players who are actively registered and rostered in the Pinto, Mustang, or Bronco divisions during the Spring 2026 season.

Shetland Exclusion: Players currently registered in the Shetland division during Spring 2026 are not eligible for advancement under this policy.
New Player Exclusion: Players who enter the PG PONY Baseball program after the Spring 2026 season are not eligible for advancement under this policy.
No Precedent: This policy shall not create a precedent for future seasons or cohorts and will not apply retroactively or prospectively beyond the Spring 2026 season.

Section 1.02: The Two-Year Residency Rule. Notwithstanding the April 30th PONY International age cutoff, an eligible player (as defined in Section 1.01) may request to advance to the next division (e.g., Pinto to Mustang, Mustang to Bronco, or Bronco to Pony) upon the completion of two (2) full seasons in their current division. This provision is designed to maintain grade-level cohort continuity for legacy members during the league's transition to new age-mandates.

Section 1.03: Maintenance of Continuity. Once an eligible player has been placed in a higher division under this one-time transitional policy, they shall be considered "aligned" with that cohort. They are permitted to advance to all subsequent divisions with that cohort through the completion of the Pony division, provided they continue to meet the standard two-year divisional residency requirement.

Section 1.04: Evaluation and Operational Guardrails. Final approval for advancement under this policy is contingent upon:

Mandatory Evaluation: The player must participate in the higher division's tryouts and receive a safety and skill clearance from the Player Agent and relevant Division Directors.
Space Availability: Placement is subject to roster capacity. Priority for roster spots will be granted to players who meet the standard PONY International age-cutoff requirements.

Addenda

Standing Committee Responsibilities
Board Member Position Descriptions / Responsibilities
Child Safety Policy / Background Checks
Zero Tolerance Policy

Registration Fee Refunds

Refunds for registration fees will be made as follows:

A full refund may be obtained if a request for refund is received by email to president@pgpony.org and treasurer@pgpony.org prior to 5pm the day before submission of the league uniform order to the uniform vendor (usually 4 weeks prior to the uniform distribution date). Confirm date with league president.
A partial refund may be obtained if a request for refund is received by email to president@pgpony.org and treasurer@pgpony.org after the uniform order has been submitted to the uniform vendor but prior to 5pm the day before opening day (opening day is usually the second or third Friday or Saturday in March). Confirm date with league president.
No refund may be obtained if requested after the above dates and times.
Refunds for registration fees that were made by a credit card will be less 5% to cover processing fees incurred by PG Pony.

Addendum A: Standing Committee Responsibilities

Manager and Coach Selection Committee. Review all candidates that have expressed an interest in managing/coaching. Identify additional possible candidates if needed. Committee meetings begin in January to select managers/coaches for the regular season and again in April or May to select All-Star managers/coaches for the post-regular season. The committee does not need to meet for Fall Ball managers/coaches selections if the managers/coaches have coached in a previous season and there is not more than one manager/coach applying for a team.
Participant Safety Program Committee. Review zero tolerance policy. Review background checks. Discuss potential issues and bring recommendations to the Board.
Fall Ball Committee. Create a schedule for Fall Ball, plan registration, and update the Board on progress.
Field Planning and Improvements Committee. Review plan for improvements, maintenance, and repairs required at all fields. Prioritize projects and ensure adequate budget is available. Prepare plan for field prep day.
Finance and Budget Committee. Review budget for upcoming year. Budget must be proposed at the November meeting and must be adopted by or before the December meeting. Invite those who may be interested in helping to write grants or brainstorm other fundraising efforts.
Rules and Regulations Committee. Review rules and regulations for baseball and softball and make recommendations for changes to the board.
Bylaws Committee. Review bylaws. Suggest updates, corrections, or other changes to the Board for review and approval as necessary. This committee may not need to be formed each year. Recommend By-Laws be reviewed every 4–5 years (minimum).
Web site Committee. Review options for upgrading the website as necessary. Ensure adequate budget is available if upgrades are necessary. This committee may not need to be formed each year.

Addendum B: Board Duties

The current descriptions of every board position are on the Board Roles page.

President (Executive Board)

Oversee the operations of the PG PONY Board
Preside over meetings of the Executive Board and General Board
Attend meetings called by the Regional PONY representatives to obtain general information and updates to rules, etc. for regular and post seasons
Assist Baseball Director and Softball Director with creating schedules for practices and games during regular and post seasons
Be an active part of the following committees: Budget, Rules, Field Planning and By-Laws (in years that this committee meets)
Attend or preside over other sub-committee meetings as needed or volunteered for
Assist with Player Evaluation days
Be the face and voice of public relations and special events unless otherwise delegated
Determine approval of scholarship requests and report such to Treasurer
Be prepared to step in and do any job, provide direction to any board member or volunteer
Oversee any/all disputes and be the final decision maker (if necessary) in such dispute resolution

Vice President (Executive Board)

Photo Day

Secure vendor (Shooting Stars 2009, Central Coast Photography 2006–2008)
Set date, schedule, etc. in conjunction with photo vendor
Coordinate photo day
Deliver photos to Representatives for distribution to Managers
Coordinate make-up day and distribution of make-up photos
Distribute Sponsor Plaques to Representatives to give to Managers for distribution to individual sponsors

Budget

Facilitate budget process with Treasurer each year in October
Budget is presented at November meeting

Port-A-Potties

Companies: Waste Management or may use alternate
Sites which need Port-A-Potties: Robert Down, Forest Grove and David Avenue schools
Port-A-Potties need combination locks; distribute combinations to all Representatives to distribute to Managers

Sign-ups

Coordinate with Webmaster PG Pony sign-ups for Spring Baseball and Softball (starting in December)
Set dates
Distribute flyer to local schools

Other duties

Organize clothing swap during field prep day
Assist with Spring baseball (Mustang and Bronco) and softball try-outs: bring doughnuts for helpers at try-outs; work table to distribute T-shirts and assist with parent questions, if needed
Assist President and Public Relations and Coordinating Special Events
Coordinate Pancake Breakfast with Kiwanis Club
Coordinate Good Ol' Days parade with Pinto Representative: sign up for parade around February, and make sure Pinto Representative has PG Pony Banner

Secretary (Executive Board)

Takes meeting minutes
Email minutes to Board at least one week prior to meetings for review; edits minutes
Facilitates posting of minutes, pertinent dates on website (works with Website Coordinator)
Provides written correspondence from PG Pony organization
Maintains email lists

Treasurer (Executive Board)

Pays bills in a timely manner
Proposes yearly budget with Budget Committee
Meets with President monthly to review state of budget
Maintains P.O. Box
Maintains accounts payable files (Insurance due January)
Present state of budget on a bimonthly basis to Board
Send any bills to parties owing PG Pony (e.g. sponsors)
Prepare and file Federal and State tax returns (due April 15 annually)
Prepare monthly income statement / balance sheet
Reconcile bank activity with "books"
Keep current the Raffle Certificate for PG Pony

Baseball Director (Executive Board)

Practice fields. Coordinates practice field availability with the City of Pacific Grove, Pacific Grove Unified School District and other organizations as needed. Most organizations require an annual field permit. Field permits should be secured by October 15th of the preceding year. Field practice times and availability are determined with the assistance of the Softball Director.
Baseball Team Uniforms (softball director does softball). Annually, obtains RFPs (requests for proposal) from at least two uniform vendors. The league supplies each player and up to three coaches per team. Places order and works with vendor to ensure uniforms are delivered 7 days prior to opening day. Supplied uniforms:
- Shetland: Tee-Shirt with sponsor name and hat.
- Pinto: Tee-Shirt with sponsor name, player number and hat.
- Mustang: One button shirt with major league team name, sponsor name, player number and hat.
- Bronco: Two button shirt with major league team name, sponsor name, player number and hat.
- Pony: Two button "jersey" with major league team name, sponsor name, player number and hat.
Manager selection committee. The board selects a manager selection committee annually. The Baseball Director chairs this sub-committee and oversees meetings and selection process. The Board of Directors vote on all managers approved by the selection committee. The board should approve managers 6 weeks prior to opening day (opening day is around mid-March).
Treasurer Audit Committee. Baseball Director serves on the annual treasurer's audit committee with Vice President, President, Secretary and Treasurer. Assists in creating annual budget.
Division Representatives. Assists division reps before the season starts, during the season and after the regular season ends (post season). Division reps look to the baseball director for guidance and advice on matters related to coaches, players, schedules, fields, etc.
Mustang, Bronco and Pony Division Draft. Coordinates annual draft and serves as chair during the draft meetings. Changes to draft policies and procedures are determined by the board based on input from league reps and the baseball director.
Intercity Participation. Coordinates intercity play with other communities with the help of PONY. Serves on the intercity rules committee and assists in creating the intercity schedule on an as-needed basis. PONY normally creates an intercity schedule for the Pony division; baseball directors normally create a schedule for Mustang and Bronco intercity play.

Softball Director (Executive Board)

Chair of Manager selection committee: help select Managers and Coaches at all levels
Notify Managers and Coaches of try-outs and start of season
Each Manager / Coach needs: equipment bag; key to Arnett; practice schedule; combination(s) for sheds and Porta-Potties; applications; field permits; supplemental rules specific for each league; uniforms. Notify start of tee ball (games at FG not available till after noon).
Field schedules: practice
Orders uniforms: works with Public Relations Coordinator to facilitate; needs sizes and styles including caps/visor choices
Attends CCS Board Meetings
Obtains blackout dates from school and city calendars and for game schedules
Field schedules: games
Facilitates All Star draft
Facilitate Division Representatives participation in PG Pony monthly meetings

Additional job descriptions were noted as coming soon.

Addendum C: Child Safety Policy

Pacific Grove PONY Baseball and Softball (PG PONY) Child Safety Policy: Criminal Background Checks. Last modified February 2013.

Purpose: PG PONY will utilize criminal background checks to determine if any youth sports volunteer has a criminal history that could jeopardize the safety and welfare of any child participating in any League on any team. Background checks and coaching certification will help to improve the quality of volunteers that serve the youth sports programs. This document describes the background check approach, disqualifying infractions (including in-season events) and the appeals process.

Description: Parents enroll their children in a league fully expecting that they will be safe from harm. Conducting a criminal background check (CBC) is one of several actions that youth administrators must take to protect their participants from abuse. A CBC is a manual or database search of state and/or local government files to determine if the individual applying to volunteer has had a past criminal conviction. CBCs for PG PONY volunteers will be performed through the Bonzi interface to backgroundchecks.com. In addition, softball volunteers will receive a second background check when they complete the ASA ACE Coaching Certification Program, which utilizes ChoicePoint, a Lexis Nexis company. CBCs will be conducted on all volunteers who have direct on-field contact with PG PONY youth participants. A CBC must be conducted before the volunteer is permitted to associate with children and must be done annually on all volunteers regardless of their position or the number of years they have been involved in the league. A practice or game can only commence if there is at least one volunteer who has successfully cleared a CBC.

Disqualification

A person will be disqualified and prohibited from serving as a volunteer for PG PONY if he/she has been found guilty of the following crimes. Guilty means the individual was found guilty following a trial, entered a plea of guilty or nolo contendere, entered a no contest plea accompanied by court's finding of guilty, regardless of whether there was an adjudication of guilt (conviction) or a withholding of guilt or the record has been expunged. This policy does not apply if criminal charges resulted in acquittal or dismissal.

All sexual offenses, regardless of the amount of time since the offense. Examples include, but are not limited to: child molestation, rape, sexual assault, sexual battery, sodomy, prostitution, solicitation, indecent exposure.
All felonies that constitute offenses against the person, regardless of the amount of time since the offense. Examples include, but are not limited to: murder, manslaughter, aggravated assault, kidnapping, robbery, aggravated burglary.
Any crimes involving children, regardless of the amount of time since the offense.
All offenses other than those against the person or sexual within the past 10 years require a mandatory appearance before the Participant Safety Program (PSP). Examples include, but are not limited to: drug offenses, theft, embezzlement, fraud.
All misdemeanors that constitute offenses against the person within the past 7 years. Examples include, but are not limited to: simple assault, battery, domestic violence, hit and run.
All misdemeanor drug and alcohol offenses within the past 5 years or multiple of such offenses in the past 10 years. Examples include, but are not limited to: driving under the influence, simple drug possession, drunk and disorderly, public intoxication, possession of drug paraphernalia.
Any other misdemeanor within the past 5 years that could be considered a potential danger to children or is directly related to the functions of the applicant. An example of this is theft if the person is handling money.

In addition, applicants will be disqualified if they have:

Been adjudged liable for civil penalties or damages involving sexual or physical abuse of children.
Been subject to any court order involving sexual abuse or physical abuse of a minor, including but not limited to a domestic order or protection.
Had their parental rights terminated.

For offenses listed in numbers 4–7, prior to the time period noted, PG PONY may consider accepting the applicant on a case by case basis. Careful consideration will be given to the nature of the offense, the rehabilitation of the individual, and the offense as it relates to the position being applied for and the potential risk to children.

Appealing Decisions

Any volunteer denied by PG PONY may request an interview/review by the PSP Sub-Committee. The vote of the committee regarding the appeal will be final.

How to Appeal

To appeal a decision, a person must file a notice of appeal. The notice of appeal must be mailed to the PG PONY President within 30 days of receiving the background check notification letter or email. A copy of the decision that is being appealed (e.g., the notification letter) should be included with the notice of appeal. In order for the notice of appeal to be accepted, it must include:

The full name and address of the appellant.
The name of the person, if any, making the request for an appeal on behalf of the appellant.
The address of the person making the request on behalf of the appellant.
The ground for the appeal (provide a detailed explanation of the appellant's objections to the decision; describe additional facts or factual errors in the decision).
The particulars relevant to the appeal (describe any background facts that relate to the appeal including how you are affected by the decision).
A description of the relief requested (what you want the Board to do at the end of the appeal).
The signature of the appellant or the appellant's representative.

The PSP Sub-Committee will meet within two weeks of receiving the appeal notification letter and will provide a response within one week after the meeting.

Handling of Information

The PG PONY PSP Sub-Committee will administer the process of background checks. The committee will be responsible for ensuring that all volunteers have successfully completed a CBC before they are allowed to have contact with children. All information received as a result of the screening and appeals process will be kept confidential. The results will not be disclosed to anyone other than the administrative staff of PG PONY and the PSP Sub-Committee. Should information be found that would prevent a volunteer from being accepted, the PG PONY President or designee will be responsible for issuing any required written notices to the volunteer in a confidential manner. The volunteer is responsible for taking appropriate action to have the results of the criminal check report corrected if they believe information was reported in error.

As appropriate, the PG PONY President or designee is also responsible for securing the results of the criminal background checks and appeals process in a safe and secure location, and keeping them for the time period required by law, or six years, whichever is greater. Should the background check indicate that a volunteer has criminal charges pending that fit the description of charges in our detailed infractions list, the volunteer will be rejected from coaching until there is a resolution of the charges. Should an approved volunteer subsequently have any criminal charges brought against him/her that are listed in the detailed disqualification list during their term of service to PG PONY, they will be required to immediately disclose the nature of the charges to the PG PONY President and their volunteer duties will be suspended until the successful completion of the appeals process or there is a positive resolution of the charges.

Non-waiver

Nothing in this policy shall be construed as a waiver or limitation of the discretion of PG PONY to disqualify an applicant for an employment or volunteer position when, in the sole opinion of PG PONY, such is in the interests of PG PONY or its program participants.

Addendum D: Zero Tolerance Policy

The Pacific Grove PONY (PG PONY) Zero Tolerance Policy addresses unsportsmanlike conduct and behavior (including but not limited to fighting) before, during and after any and all PG PONY baseball and softball games under the jurisdiction of PG PONY. It applies to all players, managers, coaches, board members, parents, relatives and fans attending any/all PG PONY baseball and softball games.

This policy prohibits any player, manager, coach, board member, parent, relative, or fan from making any contact, either verbal or physical, with any umpire, player, manager, coach, parent, relative, fan, PG PONY board member or official before, during or after any PG PONY baseball or softball games. Persons using obscene or abusive language (such as heckling, riding, or making uncomplimentary remarks) or engaging in any other antisocial conduct offensive to those around them will be asked to cease this conduct. The use of aerosol, gas, battery or electric operated air horns or the use of artificial whistles is prohibited. Fans that operate or use such devices shall be ordered by the designated home team to cease such operation immediately. If the offensive conduct persists, those involved will be subject to ejection from the ballpark and the premises and also subject to the adjudication as determined by the Participant Safety Program (PSP) Committee after review of the situation and despoilment.

When PG teams play one another each team is responsible for disciplining their fans. For intercity games played in PG, the home team shall be responsible for proper fan discipline. For intercity games played away, the PG team shall be responsible for disciplining their fans.

A team's manager is the only person who should have discussions with an umpire. The direct line path from the vehicle of the umpire to/from the field of play is sacrosanct and will not be violated under any circumstances. There is to be no obscene or abusive language or gestures directed to an umpire before, during or after a game. Nor is an umpire to be confronted or threatened by verbal comments or physical gestures or contact. During the game, only authorized coaches or uniformed persons are permitted on to the playing field.

Violation of this policy statement by any player, manager, coach, board member, parent, relative or fan will result in disciplinary resolution against the offending individual(s) and/or team. The action may result in removal from a game, a written reprimand, a short-term suspension, a long-term suspension, forfeiture of a game or games, cancellation of the remaining games in the season, or in the most severe instances, lifetime expulsion from PG PONY activities. In the event a violation occurs by any parent, relative or fan, the team who is supported by that parent, relative or fan may be disciplined as determined by the PSP Committee after review of the circumstances regarding any violation.

Honoring the Game is the centerpiece of the PG PONY baseball and softball programs. Players, managers, coaches, and board members must respect the rules and provide the decorum for the game. Any violation of this policy statement will result in swift and decisive disciplinary action as determined and warranted by the PSP Committee regarding the review of Game, Ballpark (including stands/bleachers and other areas for spectators), and on the Field incidents.

Any player, manager, coach, board member or party accompanying a team may be immediately suspended from the remainder of the game from the time of the rule infraction and subject to be disciplined by the PSP Committee if they:

Use profane language in any manner.
Make any unnecessary gesture(s) in protesting an umpire's decision or make any unnecessary gesture(s) to fans or opposing coaches or players. Only the team's field manager/head coach may ask for a clarification of a rule or discuss a situation with an umpire. The manager must be respectful, maintain control and ensure that focus on the game, as opposed to the umpire, is maintained. Shouting or yelling at an umpire is never permitted.
Throw bats or any other equipment in an angry manner or in protest.
Resort to unnecessary roughness on the playing field.

Appealing Decisions

Any player, manager, coach, board member, parent, relative or fan may request an interview/review by the PSP Committee. The vote of the committee regarding the appeal will be final.

How to Appeal

To appeal a decision, a person must file a notice of appeal. The notice of appeal must be in writing and mailed or emailed to the PG PONY President within 30 days of the incident. A description of the event that is being appealed should be included with the notice of appeal. In order for the notice of appeal to be accepted, it must include:

The full name and address of the appellant.
The name of the person making the request on behalf of the appellant.
The address of the person making the request on behalf of the appellant.
The grounds for the appeal (provide a detailed explanation of the appellant's objections to the decision; describe additional facts or factual errors in the decision).
The particulars relevant to the appeal (describe any background facts that relate to the appeal including how you are affected by the decision).
A description of the relief requested (what you want the Board to do at the end of the appeal).
The signature of the appellant or the appellant's representative.

The PSP Committee will meet within two weeks of receiving the appeal notification letter and will provide a response within one week after the meeting.

Non-Waiver

Nothing in this policy shall be construed as a waiver or limitation of the discretion of PG PONY to discipline a player, manager, coach, board member, parent, relative or fan when, in the sole opinion of PG PONY, such is in the interests of PG PONY or its program participants.

Summary of Steps to Reporting, Discovery, Discipline and Documentation

Reporting

All incidents need to be reported to the PSP Committee within 7 days, preferably within 72 hours of the occurrence, preferably in writing by email or submitting an Incident Report Form. Alternately, the reporting party may call an Executive Board Member or PSP Committee member to report an incident by phone. In that case, the in-person follow-up by the PSP Committee will be by someone other than the one who takes the phone report.

Discovery

There shall be two PSP Committee members present whenever dealing with face-to-face communications with parties involved in a reported incident, whether when gathering information or delivering written disciplinary action. The two PSP Committee members will then present their findings to the PSP Committee for review and decision. If further information is required, the Chair of the PSP Committee will follow up with the involved parties. The PSP Committee will provide a final report to the Executive Board.

Discipline

The PSP Committee will adopt the P.O.N.Y. rules as defined in the Zero Tolerance Policy, summarized below:

The PG PONY league officers (Executive Board) and/or the PSP Committee shall have the authority to suspend, discharge or otherwise discipline any player, manager, coach, umpire, board member or other person whose conduct is in violation of the Rules and Regulations of P.O.N.Y. Baseball, PG PONY Bylaws and Rules, and/or is considered detrimental to the best interest of PG PONY.
- Persons subject to such discipline shall have the right to meet with the PSP Committee (and/or Executive Board) as described in the Zero Tolerance Policy.
- In the event of such discipline involving a player, or other person under the age of 18, that person's parent(s)/guardian(s) shall be in attendance.
Persons, youth or adult, who refuse to comply with the rules of P.O.N.Y. or PG PONY, may be considered for disciplinary action.
Recognizing the difficulty of establishing specific penalties for a variety of violations of acceptable conduct, the PG PONY Executive Board or PSP Committee may impose the one which, in their opinion, appears to match the severity of the offense (as described in the Zero Tolerance Policy):
1. Verbal warning: The offending person may be advised by an Executive Board member or PSP Committee member verbally, at the time of the incident. This is only applicable if a disciplinary member is present at the time of the incident. If reported by another party, the Written Warning would be the first possible disciplinary action available.
2. Written warning: The offending person will be advised, in writing, of the offense, and further advised that repetition of the offense or followed by other offenses, shall result in a more severe penalty.
3. Suspension: The offending person shall be advised, in writing, that he/she has been suspended from all PG PONY league activity (practices, games, fundraisers, etc.) for a specific number of games or days.
4. Dismissal: The offending person is to be advised in writing that he/she has been dismissed from all PG PONY league activities for the remainder of the current year. Year is defined as November 1st to October 31st.
5. Barred: The offending person is to be advised in writing that he/she has been barred from present and future participation in all PG PONY league activities, permanently, or for a specific number of years.

Documentation

All written documentation of incidents and/or disciplinary action will be kept in a folder in a secured box (i.e., safety deposit box). At least two committee members and/or one Executive Board member will have access to the secured box.

Health and Safety Guidelines: 2021 Spring Season

The following document outlines our league's adopted policies regarding the additional health and safety guidelines for participation in the 2021 PG PONY Baseball and Softball Spring Season. These rules are taken from the Centers for Disease Control and the California Department of Public Health's best practices for the administration of youth sports.

We understand that things are changing rapidly within Monterey County, the City of Pacific Grove and Pacific Grove Unified School District. However, as a non-profit organization with volunteer Board of Directors, Managers and Coaches, it is in all of our best interest to operate as safely as possible and to follow the rules and guidelines set at the beginning of the season. Although other administrative bodies' rules may change, we will follow these rules through the end of the 2021 Spring Season to make everyone's participation as fun, safe and routine as possible.

Practice and Game Day Procedures

Team practice and game times will be spaced apart to allow for minimal interaction between arriving and departing groups.
Benches and routinely touched areas will be disinfected before and after use.
New baseballs and softballs will be provided for each game.
Bathrooms and porta potties will be locked when not in use and will be disinfected to the extent possible between practice or games.
Hand washing stations will be provided at all game sites.
Players and coaches will be required to utilize hand sanitizer as frequently as possible.

When signs of illness are present

Parent will immediately be contacted for immediate pick up.
Player will be asked to immediately put a mask on and gather belongings to wait in designated area.
Coach will wait with player, at a distance of 6 feet, with mask on, until parent picks up player.
Parent will be instructed to keep player at home until no signs or symptoms of illness for at least 24 hours without over-the-counter medication.
Parent should contact healthcare provider if illness symptoms persist at least 2 days beyond symptom onset.
All equipment and seating areas will be sanitized.

Daily site screening

The player should stand in a shaded area, away from direct sunlight. Point thermometer directly to the center of forehead about 1–3 inches away from person.
The temperature reading should be interpreted as it appears on the backlight screen: green is within normal range; yellow is the low-grade fever range (99.0–100.4); red is 100.4 or higher.
Temperature interpretation:
- Green screen: Temperature is within normal range. Proceed to Student Symptoms Check below.
- Yellow screen: Re-take temperature 3 separate times about 10–15 seconds apart with the student in a shaded area and with any head covering removed if applicable. If the screen is still yellow for at least 2 of the 3 total temperature checks, do Student Symptoms Check below. Consider having parent take student home if in question of illness symptoms, especially if student had recent illness and is still recovering.
- Red screen: Re-take temperature 3 separate times about 10–15 seconds apart with student in a shaded area and any head covering removed if applicable. If the screen is still red for at least 2 of the 3 total temperature checks, the student should go home regardless of whether they have other illness symptoms. Parent follow-up with child's healthcare provider recommended.
Visual check and student feedback regarding illness symptoms:
- No new: headache, chills, cough, sore throat, congestion (not related to allergy or asthma), new loss of taste or smell, difficulty breathing (not related to asthma), muscle or body aches, stomachache, diarrhea, or fatigue.
- If any symptom or child appears unwell, send home with parent/guardian. If student's temperature is within normal range (green backlight on thermometer) and they do not have the above symptoms, they may proceed to the practice or game.
Upon entering the site players must wash or sanitize their hands. Parents or caregivers should be strongly encouraged to monitor their children for signs of infectious illness every day. Students who are sick should not attend school in-person.

Masks

Masks should be multiple layers and fit properly over the entire nose and mouth.
Single layer buffs or gaiters are not permitted. It must be a mask.
If a player forgets his or her mask, one will be provided for them.
Masks do not have to be worn during competition, but it is strongly recommended.
Masks must be worn when not participating in the activity (e.g., on the sidelines and coming to and from an activity).
Masks to be worn by coaches, support staff and observers at all times, and in compliance with the CDPH Guidance for the Use of Face Coverings.

Equipment

No sharing of drink bottles and other personal items and equipment.
PG PONY will require each player to have his or her own helmet, glove, and bat. If the player does not have one or more of these items, the league will check out these items for individual use during the season to the extent possible. The league will be providing additional information on discounts through our partner Dick's Sporting Goods in the near future.
Catching equipment: The league will provide one or two sets of catching equipment per team. If your player is a catcher, we strongly encourage the purchase of your own equipment. Catching equipment will not be shared to the extent possible. If sharing does need to occur for player safety, the equipment will be completely disinfected prior to use by the next player. All team equipment will be sanitized before and after use by the team.

Team Activities

Mixing with other households prior to and post any practice or competition must strictly adhere to current gathering guidance. However, all teams must leave the facility immediately following the event. Gathering in the parking lot or outside the fields is prohibited.
Limit indoor sports activities (practice, conditioning) to comply with capacity limits (which shall include all athletes, coaches, and observers) indicated in current CDPH Gym & Fitness Center Guidance Capacity.
Associated indoor activities for the team (e.g., dinners, film study, batting cages) are prohibited given evidence that transmission is more likely to occur in these indoor higher risk settings. Individual families may participate in these activities outside of the team structure at their own risk.
Teams must not participate in out-of-state games and tournaments; several multistate outbreaks have been reported around the nation, including California residents.

Limitations on Observers

Limit observation of youth sports (age 18 years and under) to immediate household members, and for the strict purpose of age-appropriate supervision. This includes observation of practice and competition. Limit number of observers to ensure physical distance can be maintained, reduce potential crowding, and maintain indoor and outdoor capacity limits.
Observers maintain at least 6 feet from non-household members.
To the extent possible, parents in the upper divisions are encouraged to drop off players at practice and then return to pick up the player without leaving their vehicle.

Limitations for Inter-Team Competitions and Tournaments

Inter-team competitions, meets, races, or similar events are permitted to occur only if (a) both teams are located in the same county and the sport is authorized in the Tables below; or (b) teams are located in immediately bordering counties and the sport is authorized in both counties in the Tables below.
- The county-based authorizations outlined in the Table below apply to the locations/counties in which the teams, schools, clubs, leagues, and similar organizations are functionally based (e.g., where the players reside, where facilities are located, etc.).
- Local Health Departments to be notified of any cross-county competitions within their jurisdiction and reserve the right under their own discretion to deny the competition at any time in their jurisdiction. Teams participating in cross county competitions will follow the more stringent rules if the participating teams are coming from counties that may be at different case rate thresholds.
Teams adhere to current CDPH Travel Advisory recommendations when determining travel for competition in neighboring counties.
No tournaments or events that involve more than two teams to occur. Exceptions may be made, with authorization from the local health department where the event is being held and each of the local health departments where teams originate from, for sports where individual competitors from multiple teams are routine such as: track and field; cross-country; golf; skiing/snowboarding; tennis; swimming/diving/surfing; biking and equestrian events.
Only one competition, per team, per day maximum to be played.

Physical Distancing

Participants will maintain at least six feet of distance between sport participants and others to the maximum extent possible, including when on the sidelines.
Maintain at least 6 feet of distance between coaches and participants and facilitate physical distancing between participants to the maximum extent possible. League will provide appropriate indicators to assist players with where to sit.

Informed Consent

Due to the nature and risk of transmission while participating in Outdoor High-Contact and Moderate-Contact sports, information regarding risk has been provided to all parents/guardians of minors participating in PG PONY, and parents have signed an informed consent indicating their understanding and acknowledgement of the risks indicated herein in order to participate.

Screening

Prior to each practice or game, each player and coach will participate in the following health screening protocol:

Temperature check. If the temperature is above 100.3, the individual may not participate in the event, but may return showing a negative COVID-19 test or after a 24-hour period showing no fever without taking any medicine.
Asked a series of health screening questions including:
- Have you or your immediate family been exposed to someone who has a positive COVID-19 diagnosis in the past 14 days?
- Are you or your immediate family suffering from any of the following: sore throat, fever, or persistent cough?
- Have you or your family traveled outside of the State in the past 14 days?

If a player or coach answers yes to any of the health screening questions, the player may not be allowed to participate in the activity until the coach speaks to the parents of the player. For our younger players, a parent may need to be present during the health screening protocol.

Testing and Travel

As a moderate contact sport, testing is not required to participate, however, parents and players should get a PCR test if they are showing symptoms of COVID-19.
We understand that recreational travel is the right of everyone. Our league asks, however, that if a family is planning to, or has traveled outside of the county or state, that they inform their coach and follow the CDPH's guidelines for testing and quarantining before returning to their team.

Hygiene and Equipment Sanitation

When equipment is shared during an activity, participants perform hand hygiene (wash hands with soap and water or use an alcohol-based hand sanitizer) before play, during breaks, at half time, and after the conclusion of the activity. Balls or other objects or equipment can be touched by multiple players during practice and play if the above hand hygiene practices are followed.

Limitations on Mixing by Participants

PG PONY understands that players will be participating in other extra-curricular activities and groups. As an organization, we cannot prevent that. However, we are strongly encouraging the participation by athletes and coaches during practice and competition to one team within the same sport. For example, your player may be part of a soccer or dance program and our PONY program. That is acceptable. However, we ask, as has been the standard pre-pandemic practice, that players not participate on two baseball or softball teams while in season. This season, participating on multiple baseball or softball teams during the Spring 2021 season is not allowed.
For larger teams, we will limit exposure by forming smaller training groups during practices for drills and conditioning.

Travel Considerations

Carpooling for members of a team may pose a greater risk. To mitigate COVID-19 transmission risk during group travel, employ universal masking, physical distancing, and windows to remain open the full duration of the trip when feasible.
Plan for proper communication of all travel rules, protocols, and expectations to everyone in the travel party. When feasible, teams should aim to travel and play the same day to avoid overnight stays.
Travel by private car limited to only those within the immediate household.

Should a Player or Family Member Be Diagnosed with COVID-19

If a player or immediate family member is diagnosed with COVID-19, it is the responsibility of that family to immediately contact your team's coach to alert them of the positive test. This information will be kept confidential, however, the fact of the positive test, but not the individual testing positive, will be used to alert the rest of the team in accordance with CDPH and Monterey County Health Department directives.
Team members exposed should follow CDC guidelines regarding COVID-19 exposure.
Should more than one member of a team test positive, activities for that team will be suspended until all members of the team have followed CDC and CDPH guidelines regarding multiple positive tests within a group.
PG PONY will utilize Monterey County health directives regarding contact tracing should the need arise.
Our league will adhere to the current 14-day quarantine rule with Medical Professional's note allowing return to group activities for the player or coach to be allowed to participate in league activities.
Additionally, should a member of the player's family test positive, the player will be required to quarantine and return with a doctor's note that includes the negative test series and doctor's permission.

Returning to Sports After Infection

No one with symptoms of COVID-19 or who is in isolation or quarantine for COVID-19 is permitted to attend practices or competitions.
Anyone with symptoms of COVID-19 should consult their physician for testing and notify their coach, athletic trainer and/or school administrator of their symptoms and test results.
Youths recovering from COVID-19 will have different paths to return to sports based on the severity of their illness. See the American Academy of Pediatrics Interim Guidance on Return to Sports for additional guidance for more serious infections.

Vaccination of Eligible Households

Sports participants, including coaches and support staff, are strongly encouraged to be vaccinated once eligible, as vaccines will protect residents and reduce the likelihood of transmission from infected persons to others.

Are We Allowed to Play? Yes!

Youth and adult recreational sports permitted by current tier of county: in the Substantial Tier (Red), outdoor moderate-contact sports are permitted, including badminton (doubles), baseball, cheerleading, dodgeball, field hockey, gymnastics, kickball, lacrosse (girls/women), pickleball (doubles), softball, tennis (doubles) and volleyball.

Outdoor moderate-contact sports (red tier) can be played in the purple tier with an adjusted case rate equal to or less than 14 per 100,000 under the following conditions. Implement and strictly adhere to informed consent. Additional general guidance that should be implemented to the greatest extent possible and is required or strongly encouraged: face coverings (during play), physical distancing (during play), hygiene and sanitation, limitations on mixing by participants, and travel considerations.