Introduction

The St. John’s Amateur Baseball Association (SJABA) operates under a structured governance framework designed to promote fair competition, protect player rights, and maintain team and league integrity.

This document contains all policies, rules, and provisions governing the operation and gameplay of the SJABA, including but not limited to player movement, roster management, playoffs, discipline, and league administration.

Governance, Authority, and Integrity

Good Standing Requirements

Teams and players must be in good standing to benefit from this policy.

League Integrity and Parity

All transactions must use league-approved forms and are subject to Board review and approval.

SECTION 1: Rosters, Eligibility, Player Rights, Player Movement

1.1 Eligibility, Rosters, and Participation

1.1 Roster Sizes

1. Junior: 21 Active Roster players
2. Senior: 21 Active Roster players

Any player under team control, who does not intend to participate in the upcoming season shall be designated as inactive. If a player intends to participate, but their team does not have space on the Active Roster or elects not to place the player on the Active Roster, the team must complete a trade or issue a release prior to the Pre-Season Draft.

1.2 Affiliation Rules

1. Junior-affiliated players are not required to occupy Senior roster positions.

1.3 Roster Submission

1. Initial Active Rosters are due at least one week prior to the Pre-Season Draft. Changes may be made to the Active Roster at any time until the Mid-Season Roster Freeze.
2. Final Active Rosters at the Mid-Season Roster Freeze. After this deadline, players may not be added to or removed from the Active Roster.
3. The Mid-Season Roster Freeze will occur approximately halfway through the regular season, typically in mid-July. The specific date shall be determined annually by the Board.

1.4 Playoff Qualification

1. Players must be on the Active Roster upon submission of the final roster.
2. There are no minimum game requirements.
3. Players must be a Resident of Newfoundland.
4. Players attending College or University are considered residents.

1.5 Emergency Call-Ups (Junior League Regular Season Only)

Where a default is imminent:

1. On-field coaches who are not rostered as players in the Senior League may be used.
2. 18U players registered in Minor Baseball on the Avalon Peninsula are eligible, with no positional restrictions.
3. If enough rostered players are in attendance, call-up players may not start but may be substituted into the game to play 1-inning once all rostered players in attendance have been used.
4. Fifteen-year-old players are prohibited.
5. Call-ups for Playoffs, including coaches, are prohibited.

1.6 Use of Ineligible Players

To identify an ineligible player, the opposing team must file a protest during the game. The process for filing a protest is as follows:

1. The coach asks the umpire for “time”.
2. Communicates they are filing a protest due to an ineligible player.
3. Umpires acknowledge protest.
4. The umpires shall report it to the Board for investigation via email.

The Board members on the email will be the President, Vice President, and League Director.

If a player is deemed ineligible and the team using that player has recorded a win, the result shall be overturned and recorded as a loss.

Notwithstanding the above, if the Board becomes aware of the use of an ineligible player up to 48 hours after the game, in the absence of a protest, the Board will investigate and render a decision on player status and the outcome of the game.

1.7 Draft System

1.7.1 Draft Timeline

1. Pre-Season Draft: Before the end of April
2. Effective Immediately, the Mid-Season Draft is eliminated.

1.7.2 Draft Structure

Teams may only draft in accordance with available space on their Active Roster. Any team seeking to create additional roster space must do so in compliance with Sections 1.1 and 1.3. All drafted players may not be released during their first season and must remain on their team’s active roster until at least the Mid-Season Roster Freeze.

1. The Senior Draft shall occur before the Junior Draft.
2. Players aged 16–22 enter the Junior Draft.
3. Players aged 23 and older enter the Senior Draft.
4. Undrafted Senior players shall automatically enter the Junior Draft and, if selected, become Rule 5 eligible the following year.
5. Each draft is limited to four (4) rounds.

1.7.3 Sixteen-Year-Old Players

1. If undrafted, they are not eligible for free agency.

1.7.4 Underage Draft Eligibility (Formerly Exceptional Player Status)

An under-aged (15-year-old) player must submit a written request to the Board at least two (2) weeks prior to the draft workout. The request must be accompanied by a non-refundable payment of $100, payable to info@stjohnsbaseball.ca. Prior to the draft workout, the Executive shall strike a committee to conduct a review for provisional approval.

1. If approved, the player must attend the pre-draft workout, where performance will be evaluated by the committee and, if required, a subject-matter expert.
2. If deemed draft-ready, the player may enter the Pre-Season Draft; however, the player must be selected within the first two rounds.

Failure to meet any standards of this process shall result in ineligibility.

1.7.5 Player Tenure Upon Acquisition

Effective immediately and Retroactive:

1. Drafted, traded, or signed free-agent players’ rights are held by their team for a minimum of three (3) years.
2. This tenure resets each time a player joins a new team within the league.

1.8 Player Rights

1.8.1 Right to Participate

Any player who meets the criteria set out in this document has the right to participate in the SJABA and is protected by the policies contained herein.

1.8.2 Right to Trade Notification

Teams must notify players of a potential trade before engaging in or negotiating any trade discussions with any other teams, whether initiating or receiving inquiries. Notification must occur directly between the player and their coach and must be provided in writing.

1.8.3 Right to One Trade Block

Once notified of trade discussions, a player may designate one (1) team they do not wish to be traded to. This designation remains in effect for the duration of the player’s tenure with the current team and may only be updated upon joining a new team.

1.8.4 Right to Request a Trade

1. Three (3) Years of Service:
   Players with three (3) years of service may submit a written request for a trade to their coach. The team shall be afforded a reasonable opportunity to repair the relationship or pursue a trade to obtain appropriate compensation. A player may request a specific destination; however, subject to the no-trade designation above, the team retains the right to trade the player to any team.
2. Less Than Three (3) Years of Service:
   Players with less than three (3) years of service are not entitled to a trade as a matter of right. However, provisions defined in section 1.8.5, may permit a player to seek a release. Therefore, prior to requesting a release from the Board under section 1.8.5, the player must first submit a written request to their coach to address the matter, thereby affording the team a reasonable opportunity to repair the relationship or pursue a trade to obtain compensation.

1.8.5 Right to Release

A release may only be requested from the Board after the process outlined in section 1.8.4 has been followed. After the completion of the season and prior to the start of the following season, subject to section 1.8.4, the player may submit a written appeal to the Board with supporting evidence declaring underutilized status requesting a release to re-enter the Pre-Season Draft. Rights to release are as follows:

1. Three (3) Years of Service:
   A player may submit a written request for release to the Board no later than one week prior to the Pre-Season Draft if no trade has been completed within thirty (30) days of the request. The team still has the right to trade the player after notification to the Board; however the release shall be automatically granted once the Pre-Season Draft begins.
2. Less Than Three (3) Years of Service – Irreconcilable Differences:
   If a player and their team experience irreconcilable differences—defined as a personal conflict that cannot be reasonably resolved through discussion, mediation, or other good-faith efforts—subject to section 3.4, the player may submit a written appeal to the Board requesting a release to re-enter the Pre-Season Draft.
3. Less Than Three (3) Years of Service – Underutilized Junior Player:
   SJABA is not a fair-play league. However, the SJABA Junior League has deliberately established rules to promote both participation and competitiveness, including the use of extra hitters and re-entry provisions. Accordingly, players are entitled to a reasonable level of participation in regular season games.
4. Positional players must appear in at least 50% of regular season games attended.
5. Pitcher-only players must appear in at least 25% of regular season games attended.

1.8.6 Right to Free Agency

Subject to section 1.7.3, draft-registered players who remain undrafted after the Pre-Season Draft shall become free agents and may sign with any team up to 48-hours after the Completion of the Pre-Season Draft. Once this window has closed, any unsigned player shall no longer be considered a free agent and must re-enter the Pre-Season Draft the following year.

1.8.7 Right to Rule 5 Draft

Senior-aged players not named to their Senior team’s Initial roster must enter the Rule 5 Draft each season.

1. If a player is not selected in the Rule 5 Draft, they will remain with their Junior Team.
2. If a player is selected in the Rule 5 Draft, their rights are held by the drafting team.
3. Selected Rule 5 Players and Draft Picks cannot be traded for value.

If a team selects a player in the Rule 5 Draft, the selecting team must possess and transfer the original draft value of that player in the following year’s draft as compensation to the team from which the player was selected.

1.9. Rules Governing Trades and Releases

1.9.1 Trade

1. Trades may include players and/or draft picks.
2. Draft pick trades may not extend more than two future seasons.
3. Financial compensation is prohibited.
4. All trades, including current league players must conclude within 48 hours after completion of the Pre-Season Draft.
5. 48 hours after the Pre-Season Draft concludes, all player transactions, including trades and releases are closed for the remainder of the year and shall remain closed until January 1 of the following year.

1.9.2 Release

1. Teams may not release after the Pre-Season Draft.
2. Players who qualify may request a release between January 1 and the Pre-Season Draft.
3. Released players may only re-enter the league through the Pre-Season Draft.

1.9.3 Release Compensation

Effective immediately, draft pick compensation for conditionally released players is eliminated.

1.10 Conduct: Tampering, Coercion, and Retaliation

To protect player rights, team integrity, and league parity, tampering, coercion, and retaliation related to trades, drafts, or releases are strictly prohibited.

1.10.1 Prohibited Actions

1. Players may not approach another team to request or influence a trade or a draft pick.
2. Teams may not approach other players to encourage a trade or a draft pick.
3. Teams may not discuss pending trades or draft picks with players not on their roster or instruct them to take actions influencing a trade or a draft pick.
4. Retaliation against any player, coach, or team for exercising their rights is prohibited.

SECTION 2: Regular Season & Playoff Rules

2.1 Regular Season

1. We follow Standard Baseball Canada Gameplay Rules for Regular Season play.
   • Any rule that deviates from Baseball Canada will be explicitly noted in this document.
2. The Junior League allows for optional extra-hitter and re-entry provisions. These rules do not apply to the Senior League.

2.2 Playoff Meeting

The SJABA Board will conduct a playoff meeting prior to the commencement of playoffs in each division.

2.3 Playoff Qualifying Teams

Four (4) teams qualify for the playoffs in each league and shall be ranked according to their record at the conclusion of the regular season.

Any tie in the regular season standings affecting playoff seeding (positions 1 through 4) shall be resolved in accordance with standard tie-breaking rules (e.g., head-to-head results, defensive runs per inning, offensive runs per inning, etc.).

In the event of a tie affecting the 4th and final playoff position:

1. If two (2) teams are tied, the tie shall be decided by a one (1) game wildcard scheduled by the Board to commence before the playoffs begin.
2. If three (3) or more teams are tied for the 4th and final playoff position, standard tie-breaking rules shall be applied to rank the tied teams.
   • Following application of the tie-breaking rules:

Any team(s) ranked below the top two (2) positions among the tied teams shall be eliminated from playoff contention. The remaining two (2) highest-ranked teams shall compete in a one (1) game wildcard scheduled by the Board to commence before the playoffs begin.

2.4 Playoff Schedule

2.4.1 Playoff Scheduling Authority

The integrity and timely completion of the playoffs shall take precedence over all matters. Playoff scheduling decisions, including game times and dates, shall be made exclusively in the best interests of St. John’s Amateur Baseball. External sports, events, tournaments, or activities not directly affiliated with SJABA shall not be grounds for rescheduling, postponement, or adjustment of playoff games.

2.4.2 Schedule

1. A two (2) day rest period is recommended following the final regular season game in each division (Senior and Junior) before playoffs begin.
2. The regular season for both divisions is not required to conclude simultaneously.
3. A one (1) day rest period is recommended between the Semi-Final and Final series in each division.
4. Final series in both divisions shall not conclude on the same day.

2.4.3 Game Times

2.5 Playoff Series Length

• Semi-Finals: Best three (3) out of five (5) series.
• Finals: Best three (3) out of five (5) series.

2.6 Playoff Eligibility

2.6.1 Roster Eligibility

1. All residents of Newfoundland, listed on a team’s Final Active Roster are eligible to participate in playoffs.
2. Active Rostered Junior-affiliated players are eligible to participate in Senior playoffs in accordance with league affiliation rules.
3. There are no minimum regular season game participation requirements for Active Rostered players.

2.6.2 Coaches / Managers / Call-Ups

Coaches, managers, and call-up players are not permitted to participate in playoff games unless listed on the Final Active Roster as players.

2.7 Playoff Umpires

Three (3) umpires are required for all games (Semi-Finals and Finals).

2.8 Playoff Mercy Rule

The ten (10) run rule after five (5) innings shall apply to all playoff games.

2.9 Playoff Curfew or Weather Interruptions

2.9.1 Semi-Finals – Weeknights

1. No curfew or start-time restriction applies to the first scheduled game, provided it begins prior to 9:15 PM.
2. No game shall begin after 9:15 PM and shall be rescheduled if unable to start by that time.
3. A game may extend beyond 11:00 PM only where it is reasonably expected that the game can be completed in a timely manner. Under no circumstances shall play continue past 11:15 PM (lights out at 11:30 PM).
4. Determination of whether play shall continue beyond 11:00 PM shall be made jointly by the Umpires and a Board Member or designate.

2.9.2 Suspended Games

Any playoff game that has commenced and is halted for any reason (including weather, light failure, curfew, or other interruption) shall be resumed and completed in its entirety from the exact point of suspension.

1. There are no “official games” in playoffs based on innings completed.
2. Games shall not be reset or replayed due to insufficient innings completed.
3. Umpires may be instructed to expedite play between innings where appropriate.

2.10 Playoff Series Rotation

No playoff series within the same division may advance more than two (2) games ahead of another concurrent series within that division.

2.11 Playoff Player Conduct

Player conduct during playoffs shall be monitored in the same manner as during the regular season. The Executive and Discipline Committee will issue immediate rulings on eligibility or suspension matters prior to the next scheduled playoff game to allow for appeal, where applicable.

2.12 Playoff Protests

Any protest during playoffs must be raised immediately before the next pitch is thrown. Play shall be suspended until a ruling is rendered by:

1. A Board Member or designate; and the Umpires.

Protests are permitted only on the application or interpretation of playing rules. Umpire judgment calls are not subject to protest. Protests as a result of a game ending play may be submitted after the fact, up to 24 hours after the completion of the game.

2.13 Playoff Age-Based Rules

1. Extra hitter and re-entry provisions in the Junior League remain available; however, their use is not mandatory.
2. Pitch Count Rules remain in effect.

SECTION 3: Pitch Count

3.1 Applicability & Oversight

SJABA follows Baseball Canada’s Pitch Count Policy as the baseline standard. Where SJABA deviates from Baseball Canada, those deviations are specified within this document.

View 2025 Baseball Canada Rules & Regulations

Summary of Pitch Count Thresholds by Age Group

Note: Rest begins at 00:00 of the following day and ends at 23:59 of each calendar day.

3.2 Last Batter

SJABA does not track “last batter” during gameplay. The pitch count recorded in GameChanger will be considered the official pitch count.

3.3 Ambidextrous Pitchers

3.3.1 Ambidextrous Pitchers: Each arm is subject to standard Baseball Canada Pitch Count Rules.

3.3.2 Interchangeable – Single Pitch Count: If a player pitches with both arms interchangeably in the same game, all pitches are cumulative across both arms, and standard rest requirements apply based on the total pitch count.

3.3.4 Separate – Individual Pitch Counts: If an ambidextrous pitcher uses only one arm at a time, pitch counts may be tracked separately for each arm. To qualify for separate pitch counts, the pitcher must be listed on the lineup and roster as separate designations (e.g., John Smith (L) and John Smith (R)). If this designation is not made, the pitcher will be treated as a single-entry pitcher and all pitches will be cumulative.

3.3.5 Modified Rest: If an ambidextrous pitcher reaches the 1-day rest threshold with one arm, the pitcher may pitch in the same game using the opposite arm, or may pitch on the following day using the opposite arm.

3.3.6 Rest Limits:

1. 2-Day or Greater Rest Threshold: If the 2-day rest threshold or greater is reached with either arm, the pitcher may not continue pitching in the same game or on the same calendar day using the opposite arm. The pitcher may however pitch on the following day using the opposite arm.
2. Consecutive Day Limit: Ambidextrous pitchers are not exempt from the three consecutive calendar day pitching limit, regardless of which arm is used or the total pitches thrown with either arm.

3.5 Coach Accountability

Pitch count violations will be addressed through the following escalating measures:

1. First Strike: Formal league-issued warning. Coaching staff must acknowledge the violation in writing.
2. Second Strike: One-game suspension for all coaches present.
3. Third Strike: Indefinite coaching suspension for the Head coach pending Executive review.

Strike counts reset annually. However, the Executive retains discretion to impose additional consequences where necessary. Suspensions apply to the league in which the violation occurred and must be served before coaching in any affiliated league.

3.6 Monitoring & Tracking

1. Coaches are responsible for maintaining their own dated pitch count charts.
2. Pitch counts recorded in GameChanger will be monitored by the Board.
3. Scorekeepers are not responsible for enforcement; however, they are encouraged to notify coaches, umpires, or the Board if a potential violation is observed.

SECTION 4: Gameplay Interruption - Weather and Other Conditions

4.1 Pre-Game Authority

Prior to the commencement of the pre-game home plate meeting, the Board reserves the exclusive authority to cancel or postpone a game due to weather, field conditions, infrastructure concerns, or other related factors.

4.2 Inter-Game Authority

Between scheduled games on the same date, the Board retains exclusive authority to determine whether subsequent games shall proceed. The cancellation of an earlier game does not automatically result in the cancellation of any later game.

4.3 Home Plate Meeting Authority

Upon commencement of the pre-game home plate meeting, authority for delay transitions to the officiating crew. Umpires may suspend or delay a game due to weather, field conditions, or safety concerns.

4.4 Cancellation Authority

Umpires may suspend or delay a game due to weather, field conditions, or safety concerns; however, only the Board has the authority to cancel a game outright.

SECTION 5: Field Maintenance, Volunteerism & Lockup Duty

5.1.1 Daily Maintenance

Before the start of the first game on any day, all field maintenance will be performed by paid staff employed by SJABA. If tarps are left on the field or bullpens prior to the first game, this is intentional and must be removed by both teams just prior to the start of the game.

5.1.2 Between Game Maintenance

If there are multiple games scheduled, both departing teams are responsible for the timely grooming of home plate, base paths, mound, and infield. The bullpens do not require grooming; however, tarps must remain on bullpen mounds at all times when not in use, including during gameplay.

5.1.3 End of Last Game Maintenance

The two teams leaving the field are responsible for ensuring all tarps have been replaced, including bullpen tarps.

5.2 General Debris

All teams are responsible for ensuring their dugout, or any amenity they use, is free of garbage and debris upon completion of their game or use of that space.

5.3 Lock-Up Duties

The Board, or an appointed delegate, will be responsible for locking all buildings at the field at the end of each evening. Any team that elects to remain and use the Joe Wadden Room or clubhouse is responsible for full lock-up of all buildings.

5.4 Non-Compliance

Non-compliance with any of the above may result in additional expenses incurred and increased registration fees the following season, or the loss of access to after-hours amenities such as the Joe Wadden Room and clubhouse.

SECTION 6: Pre-Season Draft Process

6.1 Draft Format

The SJABA Draft is intended to be conducted as an in-person league event with team representatives and prospective players in attendance. The draft may be live-streamed. If required, the draft may be conducted virtually or outside of a social event format at the discretion of the Executive. Draft results will be published publicly during or following its completion. Players selected will be contacted directly by the coach of the team that drafted them.

6.2 Draft Order

Each draft must conclude before the next draft begins. The Pre-Season Draft will occur in the following order:

1. Rule 5 Draft
2. Senior Draft
3. Junior Draft

6.3 Rule 5 Draft

1. All Rule 5 eligible players will be entered into the Rule 5 Draft.
2. Teams will select in draft order based on the previous regular season standings.
3. Teams have two (2) minutes to make a selection or pass. The Rule 5 Draft concludes once all teams have selected or passed on the available players.

6.4 Senior Draft

1. The Senior Draft will occur immediately following the Rule 5 Draft.
2. Teams will have five (5) minutes to make a selection.
3. The draft concludes once all eligible players have been selected, all teams have passed on the remaining players, or four (4) rounds have been completed, whichever occurs first.

6.5 Junior Draft

1. Any player not selected in the Senior Draft will automatically enter the Junior Draft and be Rule 5 draft eligible at the end of the season.
2. Teams will have five (5) minutes to make a selection.
3. The draft concludes once all eligible players have been selected, all teams have passed on the remaining players, or four (4) rounds have been completed, whichever occurs first.

6.6 Draft Summary

The SJABA Policies and Procedures Document will be published on SJABA social media platforms and websites and will be linked to the official Draft Registration Form. Coaches/Delegates are expected to ensure players are aware of these policies. All players are responsible for understanding the rules governing participation in the league, including those relating to player rights, team control following the draft, and free agent signings.

SECTION 7: League Communication Protocol

7.1 Authorized Communication Channels

Players are not permitted to contact members of the SJABA Board directly regarding scheduling, rule interpretations, or other day-to-day league operations related to competitive play or complaints related to league decisions. Team Delegates and Committee Members are the only authorized points of contact.

7.2 Exceptional Circumstances

In rare situations involving unavoidable circumstances, conflicts of interest, or confidentiality matters not related to day-to-day league operations, an individual may contact the Board directly. If the matter is deemed an exceptional circumstance, the Board will acknowledge receipt and follow up as appropriate. If the matter does not meet this threshold, the Board will not respond and the issue must be submitted through the proper communication channels outlined above.

This provision does not apply to reporting complaints regarding conduct or discipline, which may be submitted by anyone, at any time.

7.4 Team Accountability

Teams are responsible for ensuring that players on their roster follow the official communication protocol. Repeated violations by members of the same team may result in disciplinary action against the team and coach under the league’s discipline policies.

SECTION 8: Discipline Policy

St. John’s Amateur Baseball Association (SJABA) recognizes and references Baseball Newfoundland and Labrador’s (BNL) Team Conduct and Discipline Policy.

However, SJABA operates as an independent organization with its own membership and elected Board Members, responsible for its own governance.

Accordingly, any disciplinary action involving an SJABA member will be subject to review by the SJABA Executive and Discipline Committee, regardless of whether the incident occurred within SJABA competition or in an external league or event.

Following such review, the SJABA Executive and Discipline Committee will determine the appropriate outcome as it applies within SJABA competition. This may include recognizing, modifying, or extending discipline arising from external rulings.

Where conduct involves umpires, officials, or other participants operating within SJABA competition, and such matters are not expressly addressed within BNL’s discipline framework, the SJABA Executive and Discipline Committee will review the matter and determine the appropriate outcome within SJABA.

All disciplinary determinations made by the SJABA Executive and Discipline Committee regarding matters within SJABA competition are not subject to review by adjacent organizations whose governance or operations intersect with SJABA.

View Baseball NL Team Conduct & Discipline (PDF)

SECTION 9: Committees

1. Committees Overview

Committees may be created by the Executive to address specific matters of the Association. Each committee shall include at least one Board Member who shall serve as Chair and be responsible for ensuring the committee operates in the best interests of the Association and in accordance with the Executive’s intent in establishing the committee. The role of the Chair is to guide the process and maintain alignment with the Association’s objectives, not to control or determine the outcome of recommendations put forth to the Executive for review.

2. Discipline Committee

For matters relating to discipline, a Discipline Committee shall be established on an as-needed basis. The committee shall be chaired by a member of the Executive Committee (President, Vice-President, or Secretary-Treasurer). The Chair is responsible for coordinating the review process, providing relevant information, and guiding the discussion to ensure it remains aligned with the Association’s policies and objectives. The Chair shall not participate in voting on the committee’s recommendation.

The Executive Chair shall maintain a list of impartial individuals who may be appointed to serve on the Discipline Committee. From this list, the Chair shall appoint three individuals to serve on the committee. The Discipline Committee shall review the matter and provide a recommendation to the Executive Committee, which retains final decision-making authority.

3. Special Events Committee

The Special Events Committee shall be co-chaired by one Director (Operational or Administrative) and one member of the Executive Committee. The committee shall be responsible for coordinating activities outside of regular league play, including but not limited to tournaments, awards banquets, Hall of Fame inductions, and All-Star events.

4. League Development Committee

The League Development Committee shall be co-chaired by one Director (Operational or Administrative) and one member of the Executive Committee. The committee shall be responsible for identifying and developing opportunities to generate revenue for the Association outside of registration fees, government funding, and canteen operations, including but not limited to sponsorships, advertising, and digital or social media initiatives.

5. Scheduling Committee

1. Establishment: SJABA shall maintain a Scheduling Committee responsible for all scheduling matters in the Junior and Senior divisions.
2. Membership and Authority: Each Junior and Senior team shall appoint one representative to the Scheduling Committee. Appointment constitutes formal authority to make binding scheduling decisions on behalf of the team.
3. Eligibility and Conflict of Interest: Representatives may be players or coaches. Any individual who is simultaneously a player or coach and a member of the SJABA Executive shall not serve as a Scheduling Committee member (except as an impartial Executive Chair).
4. Role of Directors: The Junior Director and Senior Director shall serve as co-chairs of the Scheduling Committee. Their role is to facilitate meetings, resolve disputes, and report scheduling decisions to the Executive. Directors shall not impose scheduling changes except under emergency provisions.
5. Pre-Season Scheduling Requirements: Teams must identify known or anticipated conflicts during committee meetings, including major events, weddings, or availability issues.
6. In-Season Schedule Change Requests: Once the season has begun, all schedule change requests must be submitted to and reviewed by the full Scheduling Committee. Each request must include a proposed alternative or solution. Changes require approval by a majority vote.
7. In-Season Emergency Schedule Changes: Emergency requests must be submitted to the SJABA President. Requests deemed not to be emergencies shall be rejected.
8. Senior Division Scheduling Policy: Schedule changes for the Senior Division after the season begins are strongly discouraged. Senior teams are expected to manage player availability through the use of eligible Junior call-up players.

SECTION 10: Trades, Drafts, Submission Forms and Documents

This section outlines the process for trade submissions and access to trade and draft records, including past, present, and future transactions.

1. Trade Submission

As each organization operates both a Junior and Senior team, decisions made by one team may impact the other. As such, all trades impacting an organization must be approved by both the Junior and Senior team coaches. Confirmation of this approval must be provided within the Trade Submission Form.

Failure to obtain sign-off from both coaches may result in the trade being rejected by the Board of Directors. Trades that are not submitted through the Trade Submission Form will not be considered complete.

Trade Submission Form

2. Trade and Draft Tracker

All trades and draft picks will be recorded within a centralized tracking document. This document will be updated in two ways:

• Automatically through submitted trades
• Manually during the draft to reflect draft selections

For record-keeping purposes, any trades completed during the draft may be recorded in real time within the draft document; however, they must still be submitted through the Trade Submission Form at the earliest opportunity to ensure proper documentation.

Completed Trades & Draft Order Tracker

SECTION 11: Financial Management

1. Core Principle

All financial decisions made by the Executive Committee of the St. John’s Amateur Baseball Association (SJABA) must be responsible, transparent, and aligned with the best interests of the full membership base. All funds are to be used to support operations, and long-term stability for the league and its members as whole.

• The Executive Committee refers to the President, Vice President, and Treasurer, who are responsible for the management of all financial matters and ensuring compliance.
• The Board refers to board members who are not part of the Executive Committee.
• Delegates refer to team representatives who act on behalf of the membership base.

All parties identified play a role in financial oversight as outlined within this policy. Where undefined situations exist, such matters must be brought forward for review and approval.

3. Debt and Financial Commitments

The Executive shall not enter into debt agreements, secure financing, obtain a credit card, or commit SJABA to any form of financial liability beyond normal operating expenses without prior approval from both the Board and the Delegates.

Any such request must be supported by a formal financial proposal, including:

1. Clear rationale and purpose
2. Cost-benefit analysis
3. Risk assessment
4. Demonstrated benefit to the membership base

No debt, financing arrangement, credit facility, or comparable financial commitment shall be entered into, incurred, or approved retroactively under any circumstance.

4. Major Event Hosting

The Executive shall not commit SJABA to hosting major events (i.e. national tournaments) without prior approval from both the Board and the Delegates.

Any proposal to host such an event must include a formal event business plan, including:

1. Clear rationale and purpose
2. Detailed budget and financial projections
3. Cost-benefit analysis
4. Risk assessment (including potential loss scenarios)
5. Operational plan
6. Demonstrated strategic or financial benefit to the league

5. Third-Party Events and Facility Use

1. Where a third party seeks to use SJABA-controlled facilities (i.e. St. Pat’s) to host an event, whether approved directly by SJABA or permitted through external arrangements (i.e. municipal approval), SJABA shall not assume any financial risk associated with such events.
2. All direct costs incurred by SJABA—including but not limited to materials, staffing, equipment use, and facility-related expenses—must be fully reimbursed.
3. If SJABA participates operationally or administratively in the delivery of the event, it may enter a profit-sharing arrangement. However, participation in profit shall not imply acceptance of financial liability or exposure to loss.
4. Under no circumstances shall SJABA absorb, share, reimburse, or otherwise assume any financial loss associated with a third-party event.

6. Capital and Operational Expenditures

Recurring operational expenses that are consistent with historical yearly requirements (i.e. baseballs, umpires, clay, etc.) are permitted without additional approval, even if they exceed these thresholds, provided they are reasonably consistent with the approved annual budget and do not represent a material deviation from expected costs.

All expenditures must align with the capital or operational needs of the league and the principles outlined in this policy.