Chippewa Valley Raptors Inc., League Handbook
 

As a large 501(c)3 non-profit organization governed by bylaws and run by a bord of directors it is crucial that the Chippewa Valley Raptors document and follow the rules set forth in our bylaws.  Please see below for a snapshot of our current handbook.  The below section of our handbook great for potential players to gather knowledge of the Chippewa Valley Raptors, our structure and upcoming season at a glance. 

Chippewa Valley Raptors League Handbook

Purpose, Mission and League Management

Purpose:  The corporation is organized exclusively for non-profit purposes subsequent to section 501 (c)(3) of the Internal Revenue Code. The purpose of the corporation is:

• To identify and select athletes with ability and potential for success in a more competitive level of play and emphasizes continued development of recreational players in knowledge and skill.
• Create in our athletes a sense of sportsmanship, respect and teamwork (for both our teammates and opponents), to promote social, emotional, and physical development, along with assisting the participants in building self-confidence, self-esteem, and self-discipline that will extend far beyond the diamond into their daily lives.
• To promote, organize and support these athlete’s development and preparation for and during, national and international competition.
• To engage in any other lawful activity which may hereafter be authorized from time to time by the Executive Board of Directors, provided, however that the purposes for which the corporation is formed shall at all times be consistent with Section 501(c)(3) of the Internal Revenue Code, as it now exists or as hereafter amended.

Mission/Philosophy: The mission of the Raptors Softball Program is to mold our teams into not only great athletes, but also great young women.  Our dedicated coaches and volunteers will facilitate our athletes’ growth through stepwise development of high-level softball skills, instilling core life values of character, integrity, confidence, hard-work, self-esteem and sportsmanship.  Our teams will promote our values both on and off the field.  It is also our goal to help create memories that will last these young women throughout their life.

League Management: The Chippewa Valley Raptors Organization consists of an Executive Board of Directors to covers the affairs of the league, and a General Board of Directors to assist in operation of the league.  Together these Boards will be responsible for all activities and decisions made within the league.  Please see below for more information on our Boards.

Executive Board of Directors - The purpose of the Chippewa Valley Raptors Executive Board of Directors is to govern the affairs of the corporation. The Executive Board has final decision-making power for ALL Chippewa Valley Raptors Inc. affairs and decisions to ensure the organization continues to advance towards future plans and objectives. Executive Board members are volunteers and favoritism for their participation on the Executive Board.                                                                 

The Executive Board of Directors is composed of the directors listed below:

• Tara Shilha - President/Co-Founder
• Stephanie Hoyle - Vice President
• Conni Jevne - Secretary
• Scott Shilha - Treasurer/Co-Founder
• Doug Forrest - Executive Board Advisor/Co-Founder
• Russ Stacy - Executive Board Advisor
• Ryan Zwiefelhofer – Executive Board Advisor

General Board of Directors - The purpose of the Chippewa Valley Raptors Inc. General Board of Directors is to help the Executive Board of Directors operate the corporation, to enforce all policies and procedures as established in the bylaws and assist in managing the operational affairs of the corporation. General Board members are volunteers and shall receive no compensation or favoritism for their participation on the General Board. 

The General Board of Directors is composed of the directors listed below:

• All Executive Board Members
• All Team Head Coaches
• Tournament, Events, and Travel Coordinator(s)
• Sponsorship\Fundraising Coordinator(s)
• Fan Gear Coordinator(s)
• Recruitment Coordinator(s)
• Social Media Coordinator(s)

For more information about our Executive and General Board of Directors you can review our bylaws located at www.chippewavalleyraptors.com/ourbylaws.

Website and Communication

League Website: The Raptors have created a website that encompasses all the information you need as a parent, player, or coach.  Our website is located at www.chippewavalleyraptors.com and includes all documents you may need including liability forms, sponsorship forms, tournament schedules and team information.  On the website you will also find links to our Fan Gear page, Electronic Registration and any special announcements pertinent to the league.  Due to its central location www.chippewavalleyraptors.com is our main means of league wide communication.  Please check it regularly for updates.  

Team Communication:  All individual team communication will be done via SportsEngine.  SportsEngine is a very helpful tool for posting reminders and practice/game schedules on a team-to-team basis and allows all Raptors teams to utilize one platform for communication.  Once parents and players are connected, they will receive updates via email and/or text message.  SportsEngine has an app for both android and Apple iOS that is very user friendly.  If you need help or would like more information about SportsEngine please reach out to your head coach and/or the Raptors Communications Coordinator.

Facebook: To show our team spirit and gain a broader fan base the Raptors have built a Facebook site.  On this site you will find fun pictures of Raptors tournaments and Events.  We also utilize Facebook messenger as a secondary communication tool.  Our Facebook site is managed by the Board of Directors and all content (pictures/advertising) must go through a Board Member prior to being uploaded.  Since our Facebook site is live and interactive, we ask that you refrain from making ANY negative comments.  If you are experiencing issues, please work them out with your coach or reach out to our Public Relations Coordinator for prompt resolution.

Participation

Teams: In the upcoming season the Chippewa Valley Raptors will attempt to field a team at each age group (8U, 10U, 12U, 14U, 16U, 18U).  The number of teams fielded could change each year based on need and registration numbers.  Every effort is made to place all registered and committed player on a fielded team.  Teams will be made up of at least 10 players but will be no more than 13 unless approved by the Executive and General Board of Directors.  Players will be offered a spot per division (8U, 10U, 12U, etc).  Exact team placement may be determined after a few practices are held.  Player team placement is determined by multiple factors to find a perfect fit, where players can get as much play time as possible in their preferred position at the competition level suited for the individual.  If there are any concerns about player placement, please send them to info@chippewavalleyraptors.com or speak with a Raptors Representative on try-out day.

Age Qualifications: Teams will be established in 5 age classifications: 8U, 10U, 12U, 14U, and 16U/18U. A player of a younger age classification may play in an older team classification, but the player of an older classification may not play in a younger classification, as per League, State and National rules. All player movements must have written justification presented to the Executive and General Board and are based on various factors including but not limited to skill level, maturity, commitment, etc.

League Fees and Equipment

League Fees: Our Fee for the upcoming Season will be determined and communicated at the time acceptance letters are send.  Fees include 2-3 fall/winter tournaments/events 5-6 summer tournaments, a player uniform and USA Softball membership.  League Fees are used 100% to cover team operations and are covered in more detail below.

A non-refundable deposit of $175, which is part of your full registration fee, will be due upon acceptance to a team.  Please note…without a deposit payment the Raptors will not purchase a uniform for your daughter or include her in any fall and/or winter activities/tournaments and may result in a loss of roster spot.

Due to a lack of volunteers for our fundraising events and Summer Raptors Rumble Tournament, the Raptors MAY be requiring a $250 check that would be held until a specified number of volunteer hours have been completed.  This decision along with an exact number of hours will be determined by our parent meeting in September.

In order to accommodate to varying financial situations the Chippewa Valley Raptors have multiple payment plans available at the time of electronic registration for the season.  These are available for electronic payment and Venmo options and include multiple configurations and add-ons.

All payments MUST be set up and made electronically via the Chippewa Valley Raptors website or Venmo. NO CASH OR CHECK payments will be allowed unless previously discussed and agreed upon by the Treasurer.

**If none of the payment options will work financially, please contact the Treasurer to make other arrangements.

Travel Softball is very expensive.  In order to keep our Registration Fees low the Raptors have made the following decisions on what will be included with your registration. Each paid player will receive at least....

• 10U-18U (2 Jerseys ,2 Pants, 2 Pairs of Socks, 1 Belt).  8U (1 Jersey, 1 Pant, 1 Pair of Socks, 1 Belt).  All Players will receive a new uniform each year.
• USA Softball Membership (Needed to participate in USA Softball Tournaments and provides extra liability insurance coverage for your player if there is an emergency).  All Players will receive this membership.  Coverage runs from September 1st to August 31st of the season year.
• Helmet (Customized with Raptors Logo and Player Number).  All first-year players will receive a helmet.  After your initial helmet is purchased, we ask players to re-use it each year until it no longer fits or is broken.  Once your player is outgrown their helmet a new one will be included for the upcoming season.
• Bat Bag (Customized with Raptors Logo and Player Number on it).  All first-year players will receive a bat bag.  If another bag is needed it will be at the players Expense.
• 2-3 Fall/Winter Ball Tournaments and/or events.
• 5-6 Summer Ball Tournaments 

Possible Expenses, Winter Training and Commitments

Possible Expenses: Any equipment that is deemed as necessary by USA Softball General Rules and Regulations and/or the Chippewa Valley Raptors must be purchased at the players expense.  This includes but is not limited to Face Mask, Bat, Glove, Practice Clothing, and Cleats.

Being a travel softball organization, roughly half of our tournaments will not be in the Chippewa Valley.  In these cases, our travel coordinator will reserve blocks of hotel rooms for our league.  Although the Raptors will reserve the room block, it is the responsibility of each family to pay for their own lodging along with meals during travel including players meals.

Winter Training Program: 

The success of our fundraising activities allows the Raptors to offer Winter Training at a reduced cost for Raptors Families.  The winter training program costs are recalculated each year and are charged at a largely reduced rate to Raptors players.

Hitting/Defense/Pitching/Catching
The Raptors have partnered with Turn 2 Athletics to provide our players an in-depth skills training program to strengthen their game.  Turn 2 training typically consists of the following but may change based on registered players.

• Indoor Training by professional training staff at Turn2 Athletics in Eau Claire, WI
• Non-Pitchers/Catchers: 2 Hitting Sessions & At least 1 Defensive Session per month with an opportunity for more if our sessions are not full.  Most sessions are 1 ½ hours long and available multiple nights a week and some weekends.
• Pitchers/Catchers: 2 Hitting Sessions & At least 1 Defensive Session per month along with 1 pitching and/or 1 catching session per month with an opportunity for more if our sessions are not full.  Most sessions are 1 ½ hours long and available multiple nights a week and some weekends.

Speed & Agility
The Raptors work with Darrin Kelly, a certified athletic trainer out of Marshfield Clinic for our Speed & Agility program.   Throughout the winter months Raptors players will be tested both physically and mentally as they become more agile and increase speed through this 16-week program.  

*With the Raptors financial contribution to the winter training program, these sessions are provided to Raptors players at roughly a 90% discount from regular priced individual sessions over a six-month period.  Please take advantage of the savings and extra training.

Possible Commitments: Throughout the year the Raptors will plan a variety of different clinics and team building activities.  We highly encourage every player attends these activities.

Mandatory Commitments:  There are a few meetings throughout the season that are mandatory for parents/guardians and or players to attend.  These meetings are held for informational and organization purposes.  Exact Dates will be released well in advance of the meeting, but the below schedule can be used as an estimate…

• September – Parent Meeting (mandatory for parent/guardian please no players)
• December – Uniform Try-On Day (mandatory for players)
• January/February – Picture Day (mandatory for players) there are NO MAKEUP DAYS for team pictures.

Expectations and Grievances

Players Commitment & Code of Conduct:  Travel Softball requires a lot of dedication and commitment.  This letter is to ask for your commitment to the Chippewa Valley Raptors. Below is a summary of the Raptors Player expectations set forth so every young lady within the Raptors organization can become the best player and team member possible.  Please read the Player Commitment & Code of Conduct below.

Player Commitment & Code of Conduct

There is joy in winning, but pride develops in doing your best whether winning or losing. This pride is known as team spirit, and that will be remembered and cherished more than the team's record.  In order to be the best Teammate and overall person I can, I promise the following....

• I promise to arrange my schedule so that I can come to practice regularly and on time, and to participate in scheduled games and tournaments. If I am going to be late or cannot attend, I promise to call my coach personally.
• I promise to work hard at practice to improve my softball skills and my understanding of the game.
• I promise to be coachable; I will give my coaches or trainer my full attention. When my coaches or trainer are talking, I will stop talking, keep my ears open, and my eyes on the coaches. I will not distract others during the practice session.
• I promise that if I have an issue to discuss with my coach, I will do it in private at a time the coach and I agree on - - not during a game.
• I promise to do whatever is asked of me on the diamond, without complaining, for the good of the team.
• I promise to always encourage, and never to criticize my teammates or opponents - - at practice, during a game and at school.
• I promise to always hustle, and never to quit, until the game is over.
• I promise to come to each game and practice, on time, well rested, and with a commitment to my coach and team.
• I promise to practice at "GAME PACE" and treat practice just like a game.
• I promise to respect my parent/guardian and realize the time and commitment that has been made in their lives for me to play travel softball.
• I promise to Lead by Example on and off the field.
• I promise to not transfer blame or make excuses.  I will learn from my mistakes and get better.
• I promise to accept my role on the team.  If I do not like it, I will work harder to change it.  I understand playing time is earned in practice and on the field.
• I promise to stay in the field or dugout during games and practices.  If anything is needed outside of the field or dugout, I will ask my coach for permission to leave.
• I promise to refrain from the use of alcohol and/or any illegal controlled substance/drug.
• I promise to always have a positive attitude and have fun.

Parent/Guardian Commitment & Code of Conduct: Parents play a huge role in the development of a successful softball player. Your role is every bit as important as that of the coaches, and every bit as difficult. Below is a summary of the Raptors Parent expectations set forth so your player can become the best athlete and team member possible.  Please read the statements and Parent/Guardian Commitment & Code of Conduct below.

1. During all games, parents are asked to respect the bench area as the coaches’ and players’ domain. Unless there is an emergency, parents should never enter the bench area without permission from one of the team coaches.

2. During all games, players are asked NOT to leave the bench area to visit with friends or family. In the event of a special circumstance or emergency, make the coach aware of the situation first. Your child's participation in the Chippewa Valley Raptors Inc. travel ball program will require a significant contribution of your time and effort. Parents can contribute many things to support their child, team, and the program.

Parent/Guardian Commitment & Code of Conduct

As a Parent/Guardian, I pledge support for my Player in meeting the Player Commitment.  In order to help my player, succeed and help the Chippewa Valley Raptors continue to build a positive program, I promise the following...

• I understand this program requires a commitment to practices and games that will involve evenings and weekends. I know the other players and coaches are counting on my child’s full participation. 
• I will guide my child in proper management of time and responsibilities related to schoolwork, family expectations, and chores to provide minimal, if any, interference with the team’s schedule and commitments.
• I will make sure my child is on time to all team activities and will reach out to others on the team for help if needed.
• I understand participation in my child’s school teams, activities, plays, field trips, etc. will not affect their standing in this program.
• I understand that playing time is at the coaches’ discretion.
• I understand my child’s participation in another sports team outside of school would very well conflict with this program and could cause their removal from the team.
• I will be a positive role model for my child and encourage sportsmanship by showing respect and courtesy, and by demonstrating positive support for all players, coaches, officials and spectators at every game or practice.
• I will not engage in any kind of unsportsmanlike conduct with any umpire, coach, player, or parent such as: booing and taunting; refusing to shake hands; or using profane language or gestures.
• I will praise my child for competing fairly and trying hard.
• I will help my child to learn the right lessons from winning and losing, and from individual accomplishments and mistakes.
• I will encourage my child to communicate with their coach regarding a problem before I contact the coach.
• I will never question, discuss or confront a coach at a game, and will take time to speak with the coach at an agreed upon time and place and without any players around. This discussion will take place at least 24 hours after the game or time of situation.
• I will refrain from coaching my child or other players during games and practices.  Your comments detract from what the coach is doing and interfere with the development of player/coach relationships. 
• I will stay out of the dugout and playing field during practices and games.  I will make every effort to ensure my player has everything needed prior to practice/game time (water, equipment, etc.)

Coaches Expectations and Rights:

Coaches' Responsibilities include:

• Comply with and enforce all Chippewa Valley Raptors Inc. rules policies.
• Know all and comply with all league and tournament rules.
• Treat all players in an equitable and fair manner.
• Demonstrate good sportsmanship, self-control, and proper behavior.
• Ensure the good sportsmanship and proper behavior of team players, assistant coaches, parents, and spectators.
• Attend all league meetings and functions.
• Arrange to have an alternate attend any required functions (e.g., coaches’ meetings, etc.) that he/she is unable to attend.
• Assure that all players receive appropriate playing time.
• Teach the players to have fun and enjoy competition.
• Help the players to develop a healthy, competitive attitude toward winning and losing.
• Assess individual player’s strengths and weaknesses and create a developmental plan to help each player improve in the areas of concern.
• Encourage and compliment players; use only constructive criticism.
• Care for the equipment that is issued to them. If any equipment is lost or damaged, coaches should report the problem to the Executive Board of Directors. Return all issued league equipment in good, clean condition.
• Attend any coaches’ clinic arranged by the Chippewa Valley Raptors Inc.
• Participate in team photographs.
• Schedule field time for practices.
• Recruit parent volunteers as necessary.

Coaches' Rights include:

• To be treated with respect by players, parents, volunteers, umpires, league, officials, and the Chippewa Valley Raptors Inc. Executive and General Board of Directors.
• To be made fully aware of the rules and policies under which they must function.
• To have access to necessary safety equipment and practice fields.
• To expect full cooperation from parents when they are asked to assist.

Grievances: Prior to any action being taken on a grievance Chippewa Valley Raptors Inc. requires the 24-hour rule starting from the moment the altercation took place. Travel Softball is a competitive sport and the organization understands that there are at time, calls that you don’t agree with. We require the 24-hour cool down period to give everybody involved time to cool down prior to documenting the grievance. After the 24-hour period the person lodging a complaint is required to first address it with the head coach of the team. If a coach or parent is unable to resolve the situation, the coach or parent must notify the Raptors PR Coordinator.

Practices and Tournaments

Team Practices: Team Practices are crucial for the continued advancement of your player and are held during the current Season and a select number of months prior to the season as determined by the Executive and General Board.  Each team will have at least one practice per week.  All practice Dates, Times, and Locations are determined the respective teams coaching staff and are mandatory for all players unless otherwise excused.  Team Practices will be posted in SportsEngine along, so please download the app.  In order to get the most out of our practice time, all players need to show up on time and ready to hit the field.  Any time spent getting dressed and/or finding equipment takes away from field time.  All practices are expected to start and end on time.  Please work with your coaching staff for practice information.

Open Gym: Open Gym will take place outside of the season and, although highly encouraged, are not mandatory.  Open Gym times and locations will be determined by the General Board of Directors and will be set for the entire league.  Open Gyms will be led by Raptors coaches and parent helpers but may not be as structured as a team practice. 

Tournaments: Outside of any unforeseen circumstances that Raptors will attempt to schedule at least 4 tournaments for each 8U and 16U/18U team season, possibly more if able.  Each 10U, 12U, and 14U team will be scheduled for at least 6 tournaments per season.  If a national berth is made, the national tournament will be in addition to the scheduled tournaments and may require extra funding by players for participation and gear.  This will be discussed in detail on a team by team basis if they make a national tournament. 

On game day all players are asked to be at the tournament location and ready for play at least 1 hour prior to game time unless otherwise directed by your coaching staff.  Tournaments can be very long with multiple games played in a day.  Please plan accordingly for meals, water, snacks, etc.  If you need any information on travel or tournament planning, please contact our Tournament and/or Travel Coordinator.

Sponsorships

Sponsorship: On the onset of each new season the Chippewa Valley Raptors, a 501(c)(3) non-profit seek sponsorships for the upcoming year.  These Sponsorships help cover registration, tournament fees, uniforms, equipment, training facilities, team building activities and travel costs that allow Raptors players to compete at the highest level of fastpitch softball with great gear and facilities.  There are many costs associated with Travel Softball and our league fees only cover a small percentage if it.  In order to cover the rest, we work very hard at getting corporate sponsors.  Our sponsorship flyer can be found on www.chippewavalleyraptors.com and contains many different options for sponsorship.  Any player, parent, coach, family member etc. can find sponsors and we are very thankful for any level of sponsorship they can provide.  Without sponsorship we would have to raise our league fees yearly to cover our every growing expense.  We highly encourage all players to ask and present a sponsorship form to local businesses.  This not only benefits our league but is a great learning experience and life lesson for every player.  All sponsors will receive recognition in some way based on their sponsorship amount.  Please see our sponsorship form on the website or contact our Sponsorship Coordinator for more detailed information.

Fundraisers

Calendar Raffle: The Raptors organization will be going into their fourth year of holding a calendar raffle.  This is our main fundraiser and allows us to provide players with new equipment and discounted items like Winter Training.  Our calendar raffle takes place in August with calendar sales starting mid-May.  All players are asked to sell at least 20 calendars but encouraged to sell as many as possible.  Players earn prizes and gift cards based on the number of calendars they sell.  The Raptors pay out nearly $9000 in raffle winnings and over $8000 in prizes to players selling calendars every year.

Meat Raffle: The Raptors organization will be going into their fifth year of holding a meat raffle.  Our meat raffle is held in the Loopy Dome at Loopy's Bar and Grill in Chippewa Falls.  Our meat raffle typically takes place in February/March and is a great time for both parents and players.  Multiple Prizes are raffled off in addition to meat, candy, and beverages.  More information will be shared in the September parent meeting on our upcoming meat raffle.

Bingo: Every year the Raptors organization has an opportunity to raise money for our organization and help Hallie Girls Softball by working 2-3 Bingo nights at the KC Hall in Chippewa Falls.  This is a great time for some team building for the players and education on volunteering by participating in selling Bingo Cards, Concessions, and handing out prizes.  Bingos are typically held in June and July.  More information will be out in 2024 on our upcoming bingo events.

 Contact List

Use the contact information below for any questions you may have.

Raptors Website: www.chippewavalleyraptors.com

League Email: info@chippewavalleyraptors.com

Mailing Address: Chippewa Valley Raptors, S8181 South Road, Mondovi, WI 54755