Silver League Softball

Procedural Manual

Section 20 – Task Chart for Scheduling Activities

Revised: 3/1/2026 Text marked with this same color identifies material associated with that revision date in the approved source.

October

  1. Deadline for Rule changes and By-law changes (Oct.1) .
  2. Select Treasurer, Secretary, Field Representative, Web Administrator, Banquet Chairman, Umpire in Chief, Sponsor Representative and Equipment Manager.
  3. Assign one (and only one) individual to work with uniform vendor
  4. Review next year's registration form
  5. Discuss next year's budget as submitted by Treasurer
  6. Reserve banquet facility for next year’s banquet
  7. Appoint Rules Committee Chairman, and assign members per Procedure Manual to be ready to vote at Dec. Board meeting.
  8. Appoint By-law committee chairman.
  9. Appoint Audit committee chairman and assign members to be completed before Nov. Board meeting.
  10. Review Procedure Manual
  11. Finalize all player ratings

November

  1. Review prior fiscal year’s budget. Discuss and finalize budget for upcoming fiscal year.
  2. Propose budget for upcoming fiscal year
  3. Discuss and/or finalize next year's registration form
  4. Reserve a site for the General Meeting
  5. Complete and submit audit for Board review and approval
  6. Appoint Procedure Manual chairman and committee, for approval at Jan. Board meeting.
  7. Start discussion on rule changes, if ready.
  8. Finalize vendors for uniforms and equipment.

December

  1. Compose letter from President to be emailed, posted on web site, and/or mailed.
  2. Mail letters to sponsors for upcoming season. Add a deadline date.
  3. Finalize next year’s registration form and open registration window.
  4. Conduct Board vote on By-Law changes (2/3 majority needed for approval).
  5. Decide on any marketing to be used.
  6. Finish discussion and vote on next year’s rule changes.
  7. Start contacting managers for next season.

January

  1. Finalize rule changes to be presented at the General Meeting.
  2. Prepare agenda for the General Meeting.
  3. Verify sponsors and recruit new sponsors as needed.
  4. Order any equipment that might be needed for the upcoming season.
  5. Vote on rule changes if not done at the Dec. Board meeting.
  6. Discuss Procedure Manual changes and vote on them.
  7. Identify managers for the upcoming season.
  8. Insure there is adequate umpire staffing for the upcoming season.
  9. Reapply for Articles of Incorporation with the State of Ohio in 2031.
  10. Confirm schedule for registration reminders (e-mail Feb. 1; text message Feb. 15).
  11. Confirm schedule for email with General Meeting and By-Law change info to be voted on (Feb.1)

February

  1. Discuss rule changes at the General Meeting
  2. Vote on any By-Law changes at the General meeting.
  3. Contact veteran players that have not yet registered.
  4. Order hats for the year
  5. Make sure all inquiries regarding response to advertising have been managed
  6. End registration

March

  1. Record special requests by applicants or sponsors
  2. Decide on number of teams in each division
  3. Recruit managers
  4. Division Reps to submit proposed schedules for Board review and approval.
  5. Schedule pre-draft and draft dates, times, and locations
  6. Prepare uniform order (shirt sizes and numbers) after drafts have been completed.
  7. Order scorebooks.

April

  1. Order uniforms - shirts and hats if not previously ordered (April 1st)
  2. Schedule managers meetings
  3. Schedule umpire meeting
  4. Print rule books
  5. Finalize Division schedules

May

  1. Start Season

June

  1. Advertise and recruit candidates for Board positions
  2. Prepare handouts for ballots, and banquet
  3. Nominate Vice-President candidates
  4. Hall of Fame committee meetings
  5. Hall of Fame nominations due by June 15th
  6. Take team pictures
  7. Vice-President to establish screening committee for Hall-of-Fame selections

July

  1. Gather nominations for Division Representatives
  2. Conduct Spirit Award nominations
  3. Compile player ratings (Each manager and two (2) players for each team)
  4. HOF Selection Committee submits list of nominees to Election Committee by July 15th.

August

  1. Order shirts for League Champions and Tournament Champions. Person in charge of ordering uniforms should do this as they have the required information.
  2. Order plaques for sponsors, League Champions, Hall of Fame inductees, and President
  3. Vice-President should order plaque and get $50 gift certificate for outgoing President.
  4. Finalize and schedule printing of Player Directory
  5. Finalize Banquet committee
  6. Elect Vice-President and Division Representatives
  7. Division Reps. should establish a five (5) person committee to review/adjust player ratings

September

  1. Make sure Championship shirts and plaques are completed one week prior to the banquet
  2. Make sure all sponsors have received their plaques and a directory
  3. Make an alphabetized list of those attending the banquet to be used at check in
  4. Gather suggested rule changes
  5. Finalize evaluation dates
  6. Assemble rules committee
Download approved PDF document PDF document (.pdf)