1. STATEMENTS

Vision Statement of the Winchester Royals

It is the Vision of the Winchester Royals to be the most popular sports team in the Winchester, Virginia community and the most successful team in the Valley Baseball League, in terms of community support and games won.

Mission Statement of the Winchester Royals

It is the Mission of the Winchester Royals to provide active collegiate baseball players a memorable and enriching summer league experience that helps them develop both personally and professionally, and to provide Winchester, Virginia and surrounding communities a championship-caliber, family-oriented, hometown sports entertainment product.

2. BOARD OF DIRECTORS

BOARD OF DIRECTOR MEMBERS

In accordance to the Royals by-laws (Article II, 2.2), Board of Director members are elected yearly at the Royals Annual Meeting for 2 year terms. These members are then eligible to run for Executive Committee seats.

Nominations: The Nominations Committee is responsible for recruiting and evaluating candidates for Board members.  Board members outside of the committee who wish to submit potential candidates for the Board must submit a resume and bio of the person they recommend to the Nominations Committee.  All nominations must be submitted to the committee within 45 days of the Annual Meeting.  The Nominations Committee will review all candidates and present their recommended choices for Board members to the full Board by no less than the Monthly Board Meeting proceeding the Annual Board Meeting.  The Nominations Committee, when presenting their recommended choices, must also submit the bios of all candidates under consideration to the full Board by this same date.  The Board will then discuss and vote to accept a slate of candidates to join the full Board beginning within 7 days.  After this vote, the sitting Secretary must notify the incoming Board members of their acceptance within 3 days of the Board vote.

Board Contact Information: After each annual meeting of election of new Board members the Secretary must disburse a full Board contact list, including emergency contact information, to the full Board within one week of elections. 

New Board Members: Upon election of new Board members, the Secretary must disburse packets to these new Board members that contain all necessary information for onboarding.  This includes but is not limited to the Board and staff contact list, by-laws, policies and procedures, code of conduct, financial statements, and conflict of interest forms.  Code of conduct and conflict of interest forms must be signed by new Board members and copies given to the Secretary within one week after receiving their onboarding packets.

EXECUTIVE COMMITTEE

The Board of Directors is responsible for electing an Executive Committee from among its members.The Executive Committee is responsible to make decisions in representation of the Board of Directors and meet when deemed necessary. As outlined in the By-Laws (article and section), meetings of the Executive Committee may be called by the Chairman or by a majority of the members of the Executive Committee and should follow the guidelines set forth in the by-laws (article, section). The Executive Committee is made up of the following positions: President, Vice President, Secretary, and Treasurer, for a term life of one year.

Each seat on the Executive Committee has set responsibilities, but are not limited to the following:

PRESIDENT

• Serve as Chairperson of board meetings
• Be a member of the liaison committee with Parks and Recreation
• Be a member of the liaison committee with Shenandoah University
• Represent the Royal organization to the Valley Baseball League
• Support committees as needed between meetings
• Work with the General Manager and Head Coach, as needed, to ensure proper procedures

VICE PRESIDENT

• Perform roles of President’s in President’s absence
• Be a member of the liaison committee with Parks and Recreation
• Be a member of the liaison committee with Shenandoah University
• Serve as Chairperson of Board meetings in the absence of the President

SECRETARY

• Assist with scheduling and notification of meetings
• Keep attendance records for board meetings, including members and guest
• Keep minutes of all board meetings, including motions, seconds and votes
• Report minutes of previous board meetings for approval at each board meeting

TREASURER

• Chair the Financing Committee
• Maintain and monitor appropriate accounts with bank
• Maintain insurance and tax paperwork
• Monitor and maintain petty cash for the coaching staff
• Report any expenses that are close to or exceeding $1,000 for approval
• Prepare treasurer’s report for all Board of Director meetings
• Provide cash for post-game meals as needed for long distance games (Woodstock, New Market, Harrisonburg, Staunton, Waynesboro, Charlottesville, Covington)

Member At Large

• Shall be appointed by the Executive Committee and elected by the Board of Directors
• Duties shall be given by directive from the Executive Committee

3. COMMITTEES

FINANCE

• Chaired by the Treasurer
• Create the annual budget
• Maintain a log of cash counted after games and events
• Oversee financial activities of the Royal organization
• Ensure all taxes are submitted and filed with IRS to maintain 501(c) status
• Keep financial records for reporting and tax purposes
• Maintain financial reports for Concessions, Souvenirs, and other means of income. 

MARKETING & BRANDING

• Chair appointed by Board
• Create and uphold the voice of the Royals to the public
• Oversee online presence (Website and Social Media)
• Community Engagement
• Manage Logos, Fonts, Colors and Taglines for Royals
• Research and Develop products to sell online and in-person for Souvenirs
• Handing the balloting, creations, and awarding of Yearly Royal Awards

HOUSING

• Chair appointed by Board
• Market for host families and provide events that potential host families can come and have their questions and concerns addressed
• Provide players and host families a profile form to establish personalities, needs, and wants for housing pairings
• Reach out to the community for open position for player employment
• Plan, organize, and run the Welcome  Meeting, Host Family picnic, and Host Family Night
• Hold exiting meetings with Host Families 

SPONSORSHIPS

• Chair appointed by Board
• Market for host families and provide events that potential host families can come and have their questions and concerns addressed
• Provide players and host families a profile form to establish personalities, needs, and wants for housing pairings
• Reach out to the community for open position for player employment
• Plan, organize, and run the Welcome  Meeting, Host Family picnic, and Host Family Night
• Hold exiting meetings with Host Families

OPERATIONS

• Chair appointed by Board
• Oversee the Game Day Operations- before, during, and after games, ie, post game meals.
• Human Resources for Royals Employees
• Market for and oversee Volunteers
• Interview and bring on interns
• Interview and bring on Pointstreak operator, gameplay stream operator, and PA.
• Oversee the announcements of any cancellations, postponements, or changes to the games of the Royals, which would cover the public, team, and the employees.
• Transportation for Royals away games. Set an Ad-Hoc committee seasonally.

NOMINATIONS

• Chair appointed by Board
• Will accept and review Board of Director applications and those for the Executive Committee, and provide their recommendations.
• Create ballots for Annual Board Meeting for the Board of Directors to vote with.
• Tally and provide Secretary with voting results.

4.EMPLOYMENT

All employees of the Winchester Royals will adhere to the rules, policies, procedures and guidelines set forth in the  Royals Employee Handbook. Terms of employment, duties, and compensation shall be determined and present in each employees contract.

5.GENERAL MANAGER/COACHING/ATHLETIC TRAINER

GENERAL MANAGER

• Chair Housing Committee
• Assist in the hiring of Head Coach, Assistant Coaches, Athletic Trainer, and Scouts.
• Work with Coaching Staff to scout, recruit, and sign players.
• Collect Player Fees
• Keep Royals and Coaching Staff up to date on NCAA and VBL rules, regulations, and guidelines.

HEAD COACH

• Assist players and General Manager and Royals Board members in receiving required paperwork for player eligibility
• Recruit players eligible for Valley Baseball League (VBL) based upon current league and NCAA rules
• Work with Athletic Trainer for injury prevention, recovery and player support
• Organizing and running Royals Summer Baseball Camps

ASSISTANT COACHING

• Adhere to VBL/NCAA rules and regulations
• Adhere to the family friendly atmosphere of the VBL and Winchester Royals
• Follow the structure set forth by the Head Coach and General Manager

ATHLETIC TRAINER

• See to and attend to the medical needs of the players of the Winchester Royals to ensure the wellbeing of their health
• Adhere to the family friendly atmosphere of the VBL and Winchester Royals
• Represent Royals at VBL meetings during the season and at activities such as All-Star Game

6. BUSINESS

CONCESSIONS

Concessions shall be under the supervision of the Concession Manager who along with the Concession Staff will run the stand. All Staff of the Concession stand will adhere to the rules, policies, procedures and guidelines of the Royals Employee Handbook. Concessions shall be responsible for, but not limited to the following:

• Open Concessions for business 1 hour prior to game time
• Provide concessions to patrons of Bridgeforth Stadium until the Concession Manager deems necessary
• Serve with a smile and an appropriate attitude to all patrons
• Maintain a clean and safe workplace so to upheld the rules and regulations of the VDH
• Properly prepare, store, and serve items to patrons

SOUVENIRS

Souvenirs shall be under the supervision of the Souvenirs Manager who along with the Souvenirs Staff will run the stand. All Staff of the Souvenirs stand will adhere to the rules, policies, procedures and guidelines of the Royals Employee Handbook. Souvenirs shall be responsible for, but not limited to the following:

• Open Souvenirs for business 1 hour prior to game time
• Provide souvenirs to patrons of Bridgeforth Stadium until the Souvenirs Manager deems necessary
• Serve with a smile and an appropriate attitude to all patrons
• Maintain a clean and safe workplace so to provide an enjoyable experience for all patrons
• Organization, stock, and display merchandise so to properly display to the patrons

SUMMER CAMPS

Summer Camps will be organized, employed, and run by the Head Coach. All Staff of the Camps will adhere to the rules, policies, procedures and guidelines of the Royals Employee Handbook. Treasurer will be in-charge of collecting fees and along with the Head Coach creating camper information lists for emergency contacts, medical information, and insurances. Summer Camps shall be responsible for, but not limited to the following:

• Preparing the fields and facilities for campers each day
• Cleaning and maintaining the fields and facilities before, during, and after each camp
• Adhere to the agenda set forth by the Head Coach

7. AWARDS

Marketing & Branding Committee is responsible for creating the ballots and purchasing the trophies/plaques and having them ready prior to the last regular season home game. The following are brief descriptions of the awards:

FAN’S MOST POPULAR PLAYER

This award goes to the player voted on by the fans as the most popular player.

HUGH ERWIN SPORTSMANSHIP AWARD

Mr. Erwin was a dedicated and arch supporter of the Winchester Royals. The coaches select the candidate for this award and is based on the player’s hard work and leadership abilities.

JIM GALLAGHER PRESS BOX AWARD

This award is named after Jim Gallagher, who was a Royal supporter for a short time before losing his life in a plane crash. The candidate for this award typifies the same hard work as Mr. Gallagher. The winner of this award is voted on by the members of the Press Box.

LEW ZIRKLE OUTSTANDING PITCHER AWARD

Mr. Lew Zirkle was an outstanding supporter of the Royals, a member of the Board of Directors and filled many positions within the Royals organization. The coaches select the candidate for this award.

RYLAND CONNER MOST VALUABLE PLAYER AWARD

Mr. Conner was a Royal supporter and the Chairman of the Winchester Parks and Recreation Advisory Board. This award is named in his honor. This receiver of this award is selected by the coaches.

8. VOLUNTEERS

• Fans interested in supporting functions of the organization
• Represents the team professionally with community events and organizations

9. INTERNS

• Interns, an internship supervisor for the Winchester Royals, and the intern’s professor of record will work together to create a mutually beneficial experience that provides hands-on experience for the intern, and a valuable member of the Winchester Royal organization.
• Internships are for a fixed period of time that is designated in advance between the intern’s professor of record and Winchester Royals internship supervisor.
• Interns should become acquainted with the mission and general operating procedures of the Winchester Royals, as well as the expectations of the Royals’ internship supervisor. The intern’s duties should be clearly outlined by the supervising professional at the beginning of the internship. A brief description in writing that states the schedule and project(s) on which the intern will be working should be provided. 
• Interns are expected to perform their duties efficiently and to completion. They should take an active role in the internship by carrying out all assigned tasks to the best of their abilities, discussing with supervisors any difficulties or lack of understanding.
• Interns are not employees but students who are learning about the operations and programs of the Winchester Royals by helping with a variety of tasks. 
• In exchange for the volunteered services of the intern, the Winchester Royals will contribute to the student’s education by assigning constructive tasks, as well as offering guidance and constructive criticism. 
• If the Winchester Royals internship supervisor is dissatisfied with any aspect of the intern’s performance, he or she should first discuss the problem with the intern.  Un-resolved conflicts should be addressed with the student’s professor of record.
• All interns must abide by the Code of Ethics for the Winchester Royals as outlined in the by-laws, and represent the Royals with professionalism.