District 4

Tips for Running a League

Leagues may all have slightly different needs when it comes to their timelines, but the timeline has the same components for everyone regardless of when they play their seasons. An organized approach to duties and paperwork will make life easier for everyone. Always keep in mind that the more people involved, the better organized a league must be. In the long run, when more people carryout the duties, the easier it is for everyone and your league will have more people "invested" in the success of the league.

Additional Resources:

 

August

Little League World Series - 7 divisions of play

Establish an audit committee to review finances for the year, review Season End Financial Tips

Appoint a Nominating Committee for upcoming election

Send out Notices of Annual Meeting / Election of Officers - Notification of Members

Prepare Annual Financial Report for upcoming Annual Meeting - Sample Financial Statement

Review Constitution: Board submits any proposed changes to SE Region prior to Annual Meeting

Prepare Fall Ball Schedules

Send out year-end survey to parents to see where you need to improve

 

September

Review the components for the annual meeting

Prepare Absentee Ballots; Make available to members

Election Day and Local League Election Procedures

  • Present State of the League
  • Present Annual Financial Report
  • Present Budget
  • Nominate new members; Membership approves all members
  • Membership sets the number of board positions for the coming year
  • Membership Ratifies Constitution
  • President appoints Election Chairperson
  • Election of Officers

Submit ratified and signed Constitution to SE Region

Board meets to determine who holds league positions from the elected board

Update Officers with Little League through Data Center

Upload new player/volunteer data from the fall season to the Little League Data Center to remain properly insured.

 

October

Submit Year-End Financial Report to SE Region and to Little League Headquarters

Review Boundary - Does it meet your needs

Schedule Board Training with Local District Administrator

Create Marketing Plan - Marketing Resources

Select Fundraising Projects - Fundraising Guide

Contact Potential Sponsors - Sponsorship Best Practices

Consider starting a Challenger Program

 

November

Charter and Insure for Next Season - Insurance coverage ends midnight December 31

Once Insurance has been paid, the Local League may print a copy of their Certificate of Insurance from the Little League Data Center.

Submit Split League Format (through Data Center) paperwork and Common Pool Draft Request (if operating as a Split League)

Start Background Checks for next year - JDP (previously First Advantage) year starts November 1

Prepare your ASAP Plan and Complete your Facility Report - submit starting January 1

Review Local By-Laws and Ground Rules - submit to DA by December 31

 

December

Conduct Early Registration

Have a Happy Holiday!

 

January

Submit ASAP Plan

Registration

Attend League Officials Clinic at SE Region

Renew Georgia Incorporation Status - Due April 1

Keep up with waiver requests - requests must be approved by Board and documented in minutes

  • Use the SE Region Online Waiver Submission process. Request access through your DA or SE Region.

Board approves by vote all managers, coaches, umpires, other volunteers: document in minutes

  • Complete Background checks on all volunteers - JDP Portal
 

February

IRS Tax Filing Due February 15 (leagues with fiscal year October 1 - September 30)

  • Non-profits who fail to file their IRS Tax Reports 3 years in a row, lose their Non-Profit Status

Announce Tryout Schedule

Conduct Drafts

Create Schedules - Sample Schedules

Complete League Paperwork

Verify all Waiver Requests have been submitted prior to Opening Day

 

March

Opening Day

Review "How to Discipline a Member" found in your league constitution

April 2: ASAP plans for leagues must be approved for the District Incentive credit

  • Upload Player and Volunteer rosters/data

April 16: ASAP must be submitted for League Accident Insurance credit

  • Upload Player and Volunteer rosters/data
 

April

Request Nominations for the Southeast Region Awards program from parents and players

Request Nominations for the Little League International Awards program from parents and players

Upload any additional player or volunteer data not previously uploaded

 

May

Enroll Tournament Teams

Submit the Compliance form if not entering tournament teams

Selection of Tournament Teams

Make any changes to the number of teams in your Charter online through Data Center

Review the Tournament Resources

 

June

June 1 - All leagues/teams must be chartered, all fees paid, all waivers and paperwork approved

June 1 - May announce tournament teams and begin practice

Prepare Tournament Affidavits and Paperwork for District Staff verification

Georgia Special Games for Rookies and Sandlot Divisions

 

July

State Tournaments

Region Tournaments