Board Member Responsibilities (Updated Aug. 2015) I. Executive Board Members II. Regular Board Members

Transcription

1 Board Member Responsibilities (Updated Aug. 2015) I. Executive Board Members II. Regular Board Members

2 I. Description of Roles & Responsibilities for Redondo Sunset League EXECUTIVE BOARD Duties of the Board President are defined as: To preside over all meetings To serve as the Chief Executive Officer of the League To assure that all rules, policies and principles of the league are observed and enforced. To break any tie vote. To call Executive Board meetings as needed. To coordinate an agenda for every meeting. To communicate and work with the City of Redondo Beach, RBUSD, ASA and Pony National representatives towards the goal of providing the best supervised youth baseball and softball possible. To manage the Officers of the association and ensure that all duties of the Executive Board are completed in a timely fashion. Is an ex-officio member of all league committees To perform such other duties as the Executive Board prescribes. To assist the Commissioner set up, organize, and conduct coach looks, and drafts for baseball and softball Set and move toward long-term goals to ensure: strength of league with full working knowledge of admin plan Set directions and goals for the league, league activities and ensure resources are available and ensure the league is fiscally sound. Ensure fairness and integrity of league Ensure strategic plan is in place Measure performance against strategic plan. To participate in all league functions To actively recruit players to join Redondo Sunset. Is chairperson of the master plan committee and recruits board and regular members for the committee Serve BMOD shifts as needed

3 Duties of the Board Vice President are defined as: To preside over all meetings in the absence of the President To direct and coordinate all Administrative functions of the league To coordinate and direct all Operational functions of the league To work with the commissioners of baseball and softball to ensure all coach clinics and trainings are schedule To participate in all league functions To actively recruit players to join Redondo Sunset Serves on the master plan committee Coordinates efforts of other committee members Is ex-officio member of all league committees To help coordinate all scheduling with other board members, including but not limited to yearly calendar, opening day, scheduling of fields To help coordinates all Team Parent Meetings and Manager's Meetings To help oversee and coordinate with the Secretary all League Publicity campaigns, including but not limited to announcements, registration, clinics, seminars, articles, etc. Serves on scholarship committee with Player agent, Softball and Baseball Commissioners and Treasurer Is chairperson of the opening day committee and recruits board and regular members for the committee Serve BMOD shifts as needed To perform duties as assigned by the President

4 Duties of the Board Treasurer are defined as: To receive and collect all funds including collection of funds from registration, concessions on a regular basis. To make timely deposits in cooperation with the President or Vice President To dispense all bills and charges under the direction of the board. Assumes responsibility for all League finances. Coordinates all snack bar operational issues with the snack bar manager and committee Obtains and deposits checks of delinquent snack bar volunteers in a timely manner To maintain the financial status of the association. To provide a full report of receipts and expenditures, deposit balances, and financial condition at each regular meeting of the Executive Board, and at the annual membership meeting. To organize records for filing tax returns and all forms required Maintain non-profit status and report all filings to the board. Correspond with League CPA or tax advisor Arrange for tax filing To procure and manage the insurance for league with Executive Board approval. To participate in all league functions Assists with organizing and planning for all League fundraisers. To actively recruit players to join Redondo Sunset. Is chairperson of the financial committee and recruits board and regular members for the committee Serves on scholarship committee with Executive VP, Softball and Baseball Commissioners and Player Agent To work BMOD shifts as needed To perform duties as assigned by the President.

5 Duties of the Board Player Agent are defined as: Represents the interests of all players and is primary responsibility Ensures legitimate player birth dates and residence within league boundaries Ensures and assists all background checks for coaches and on field parents are completed before draft dates Insures all players are treated fairly with regard to the league philosophy Represents players at all meetings involving discipline Investigates allegations of misconduct by any League official Meets with all parties of any conflict Organizes committee formation for rules violations Makes recommendations to the Board for suspension of coaches, and or players Confirms All star eligibility of all players Helps organize and recruit volunteers for player evaluations (In coordination with VP Baseball, VP Softball and Player/Coach Development Committee Board members). Responsible for player selection (participates in all drafts, coordinates scheduling of drafts with Executive VP). Supervises and coordinates the transfer of players between Leagues, either up or down in age. Assume responsibility of prime coordinator of all player affairs, including but not limited to: player issues, financial or other family issues (including all issues of a delicate nature that need not be made public), etc. Serves on scholarship committee with Executive VP, Softball and Baseball Commissioners and Treasurer Makes sure all safety issues are addressed Is chairperson of the player/ coach development committee and recruits board and regular members for the committee To work BMOD shifts as needed To perform duties as assigned by the President

6 Duties of the Board Secretary: Maintain the record books in which the bylaws, standing rules, and minutes are entered Record any amendments to bylaws, standing rules and minutes To prepare and agenda with the coordination of the President for each Board meeting. To have the current record books on hand at every meeting. Schedule the board meetings with the coordination of the President Record the minutes and vote result during each meeting and send copy to board members with in 2 days of prior meeting. To notify all Officers of the association of Executive Board Meetings. Oversee and coordinate with the Board all League Publicity & Marketing campaigns, including but not limited to announcements, registration, clinics, seminars, articles, etc. Manage and coordinate all league communications for both softball and baseball commissioners including website updates, Flier, Banners. Manage and oversee the coordination and organization of all league related projects, activities, special events, tournaments, volunteers with the commissioners, President, League VP s and Exec. Board. Maintains a register of members and directors. Maintains a record & calendar of league's activities. Ensures with Registrar that website is updated and maintained Helps to determine and Assign volunteers for league activities and duties Ensures that League news is updated on a regular basis Collects, posts and distributes important information on League activities to league families. Coordinates with web master any update to the league site. To participate in all league functions To actively recruit players to join Redondo Sunset Is the chairperson of the rules committee and recruits board and regular members for the committee To work BMOD shifts as needed To perform duties as assigned by the President.

7 Duties of the Board Baseball Commissioner are defined as: To serve as a communicator/facilitator between the Executive Board and the Divisional VPs Managers/coaches in their respective divisions. Responsible for the coordination of all activities relating to baseball year round- Coordinates and oversees all baseball activities, including but not limited to: making sure all managers, coaches, team moms, and parents are aware of all meetings, local rules, conduct expected at all practices and games. Prepares and proposes a list of all baseball Managers for Board approval and President's selection. Oversees all baseball VP s/manager/coach activities. To suggest and enforce rules, policies, and procedure changes as established by the board. Responsible for overseeing player selection (Participates in and coordinates scheduling of drafts). To preside over all meetings of team managers. To oversee the schedule of all games, make ups, Tournaments, and practices for their respective league using field game/practice schedules from the Registrar/President. To serve as the focal distribution point for league/division equipment, pictures, trophies, fundraiser, newsletters and other items, which need to be distributed to each team. To direct the Divisional VP s in the procurement of managers and registered coaches for each team of the league/division. Oversee all Baseball fundraising opportunities and communicate with VP s/managers regarding fundraising tournaments, fundraisers to benefit the baseball program including the post-season; All Stars. To provide the following information to each VP/manager/coach in the league: o A) Redondo Sunset rules for the respective division o C) Team roster with parent names, address, and phone number o D) Schedule of games and tournaments o E) Schedule of practice fields o F) Medical releases o G) List of coaches in the respective league/division and phone numbers To participate in all league functions To actively recruit players to join Redondo Sunset. Coordinates with the VP s to insure that all managers, coaches and players at all levels are receiving proper instruction. Oversees the coordination of all fall league activities with the Registrar. Supervises and coordinates the transfer of players between divisions, either up or down Assume responsibility of prime contact of all player affairs, including but not limited to: player issues, financial or other family issues (including all issues of a delicate nature that need not be made public), etc. Ensure that all safety issues are addressed Oversee all long-term development and planning including Player Development Serves on scholarship committee with Executive VP, Player agent, Softball commissioner and Treasurer Oversee All Star season including the all star application process and all-star selection with VP s and managers. Identify all all-star tournaments and it is encouraged that as many all-star teams as possible attend the same tournaments Is a member of the rules committee Is the chairperson for the baseball tournament committee and recruits board and regular members for the committee To work BMOD shifts as needed To perform duties as assigned by the President.

8 Duties of the Board Softball Commissioner are defined as: To serve as a communicator/facilitator between the Executive Board and the Divisional VPs Managers/coaches in their respective divisions. Responsible for the coordination of all activities relating to softball year round- Coordinates and oversees all softball activities, including but not limited to: making all managers, coaches, team moms, and parents are aware of all meetings, local rules, conduct expected at all practices and games. To recruit age group VP s and to provide a list of age group VP s for approval by the board. Prepares and proposes a list of all softball Managers for Board approval and President's selection. Oversees all softball VP s/manager/coach activities. To suggest and enforce rules, policies, and procedure changes as established by the board. Responsible for overseeing player selection (participates in all drafts and coordinates scheduling of drafts). To preside over all meetings of team managers. To oversee the schedule all games, make ups, Tournaments, and practices for their respective league using field usage schedules from the Registrar/President. To serve as the focal distribution point for league/division equipment, pictures, trophies, fund- raiser, newsletters and other items, which need to be distributed to each team. To direct the Divisional VP s in the procurement of managers and registered coaches for each team of the league/division. Oversee all Softball fundraising opportunities and communicate with VP s/managers regarding fundraising tournaments, fundraisers to benefit the baseball program including the post-season; All Stars. To submit, for board approval, a list of managers and registered coaches in the league/division. To provide the following information to each VP/manager/coach in the league: o A) Redondo Sunset rules/asa for the respective division o C) Team roster with parent names, address, and phone number o D) Schedule of games and tournaments o E) Schedule of practice fields o F) Medical releases o G) List of coaches in the respective league/division and phone numbers To participate in all league functions To actively recruit players to join Redondo Sunset. Ensure that all safety issues are addressed. Coordinates with the VP s to insure that all managers, coaches and players at all levels are receiving proper instruction. Oversees the coordination of all fall league activities with the Registrar. Supervises and coordinates the transfer of players between divisions, either up or down Assume responsibility of prime coordinator of all player affairs, including but not limited to: player issues, financial or other family issues (including all issues of a delicate nature that need not be made public), etc. Serves on scholarship committee with Executive VP, Baseball Commissioner, Player agent and Treasurer Is chairperson of the Alfred Garcia Tournament committee and recruits board and regular members for the committee To work BMOD shifts as needed To perform duties as assigned by the President.

9 II. Description of Roles & Responsibilities for Redondo Sunset League REGULAR BOARD Duties of the Board Equipment Manager are defined as: To solicit bids and purchase all team uniforms and league issued equipment. There should be a minimum of 3 bids on annual uniform orders. Supervise, inventory and maintain all practice and game balls as well as batting cage balls, pitching machines and tees. Oversee the distribution of all league issued equipment and uniforms and making sure that equipment bags & uniforms are distributed to managers in a timely manner for regular and post-season teams including All Stars. Responsible for the upkeep and maintenance of all player equipment. Coordinates with the League Commissioners to receive all equipment bags back from the managers at the end of the season (or the end of all-star season or fall league). Maintains an electronic inventory of all equipment in each bag to ensure that all equipment is returned and any equipment that has exceeded its life expectancy is replaced. Inspects all equipment, removed damaged, worn, or unsafe equipment, and replaces with new equipment. Prepares all equipment bags for distribution each new season. Is a member of at least one Standing committee Works BMOD shifts throughout the season To perform duties as assigned by the President and the Board Specific task timeline: Solicit bids for team uniforms. (Sept 31 st ) Inventory and solicit bids for equipment. (Jan 1 st ) Order team uniforms. o Regular season (Jan 28 th ) o All star (May 1 st ) o Fall Ball (Sept. 1 st ) Receive and distribute team uniforms. o Regular season (Feb. 15 th ) o All star (May 15 th ) o Fall Ball (Sept. 1 st ) Inventory and order league apparel (Jan. through May) o Hats o Shirts/sweatshirts

10 Duties of the Board Field Manager are defined as: Manage and coordinate all care and maintenance of the playing fields. Recommend changes and or upgrades to the facility. Inventory all field equipment/tools. Inventory and purchase all necessary chalk, fuel, fertilizers and materials needed to maintain the fields. Plan, organize and supervise field prep day. Manage equipment and field set training. Coordinate equipment repair Coordinates with the Executive VP to schedule spring cleanup, fall cleanup and any other workdays that may be necessary. Negotiates outsource maintenance agreements and contracts and coordinates with Treasurer to make sure contracts are kept up to date and all invoices paid. Coordinates with the Board to address all critical safety issues identified in the ASAP in a timely manner. Coordinates with the Board to address all maintenance issues identified by any member of League/Board. Recruits volunteers to help with maintenance projects Is a member of the master plan committee Works BMOD shifts throughout the season To perform duties as assigned by the President and the Board

11 Duties of the Snack Bar Operations Manager are defined as: Maintain all aspects of the concession stand Orders all supplies as necessary Establish the menu. Coordinate with the treasurer when additional supplies and equipment is needed for purchase Submit concession receipts and deposits and provide treasurer with detail of all transactions Insure the concession stand is manned at all times and coordinate volunteers with Team Parent Coordinator (TPC) and the Executive Secretary Ensure that all volunteers that have completed their shifts are given returned checks in a timely manner Schedule all regular maintenance Alert Treasurer or Executive Board for equipment emergencies Inventory and purchase necessary approved items Coordinate snack bar hours with the league scheduler Coordinate cleaning and maintenance. Coordinate the BMOD schedule Is chairperson of the Snack bar committee and recruits board and regular members for the committee Works BMOD shifts throughout the season To perform duties as assigned by the President and the Board

12 Duties of the Board Registrar are defined as: Coordinate the league registration process and update and maintain the association s database. Set up of registration, soliciting volunteers to work registration with detailed instructions for all volunteers Distribute and collect all registration, medically release and background check forms for players and coaches Maintain League website and online presence Organize all league E-blast communications under the direction of the President or Executive Board Answers or relays all league inquiries Is chairperson of the Technology committee and recruits board and regular members for the committee Assists with coordination of all League fundraisers Works BMOD shifts throughout the season To perform duties as assigned by the President and the Board Specific Tasks Set up online registration (Sept. 1 st ) Set up walk up registrations (Sept. 15 th ) Update and hang banners (Oct 1 st.) Print and distribute school flyers (Oct 1 st ) o Must be approved by RBUSD o Banner location must be approved Upload all players to data base (Jan 15 th ) Confirm and coordinate Registration fees with treasurer by division (Sept.) Distribute registration numbers by division weekly (Oct through Jan) Scholarship request (Oct. through Jan.) Prepare tryout evaluation forms (Jan. 1 st ) All star collection Fall Ball Registration Team names, and team moms along with their phone numbers to each member of the board. To maintain accurate team rosters, and report to the board any time a player is dropped from a roster for any reason. Maintain and distribute current Team Parent roster for the league

13 Duties of the Board Scheduler are defined as: Coordinate with President and Commissioners along with the RBSD and City of Redondo Beach; the scheduling of the playing fields for both the Spring and Fall Seasons Schedules are to be set up in line with established board policy and will take into consideration all league teams and will include pre season and regular season games as well as practice schedules Communicate the schedule to all appropriate personnel including but not limited to: Baseball and Softball commissioners, umpires in charge (UIC), Snack Bar manager and Executive Secretary Reschedule and communicate all make-up games and coordinate field reservation accordingly Participate in all league functions Actively recruit players to join Redondo Sunset Is a member of at least one Standing committee Works BMOD shifts throughout the season To perform duties as assigned by the President and the Board Specific Tasks Arrange umpires for all league scheduled games including the following: o Practice games o Regular season games o Tournament games o All Star games Fall Ball games Due first week of February Prepare league game schedules o Practice games o Regular season games o End of season Tournament Prepare and publish Practice schedules o Batting cages o Field usage (dirt & grass) Upload schedules to the web site

14 Duties of the Board Team Parent Coordinator are defined as Responsible for coordinating and planning of team parent meeting Responsible for all communication between the League, team managers and team parents Responsible for coordinating, planning, and directing all team pictures Assists with communication and organizing volunteers for all Tournament Directors for all tournaments hosted by League, both sanctioned and non-sanctioned. Coordinates with outsource groups (either those under contract or those donating to the League). Coordinates with the Treasurer to ensure that all contracts kept up to date and all invoices paid. Works BMOD shifts throughout the season Is a member of the fundraising committee To perform duties as assigned by the President and the Board To actively recruit players to join Redondo Sunset. To participate in all league functions

15 Duties of the Board Assistant Commissioners (Baseball / Softball) are defined as: ***Division of responsibilities from Commissioner roles and responsibilities can be redistributed or delegated to Asst. Commissioners. Assists the commissioner with execution of all baseball / softball program initiatives Direct point of contact for Registrar, parents, players Disseminates critical information to league families about upcoming tournaments, fundraising opportunities, volunteer opportunities, clinics, Fall Ball program, Special Events, Team mom responsibilities, All Star opportunities, clinics, workouts and all aspects of communication coming from the baseball program. Supports the baseball commissioner on all operational, logistical, planning and communications aspects of the baseball program including tournaments and fundraising Is tournament director or assistant director for all tournaments Assists in organizing and planning of hit a thon fundraiser Speaks at all Team Parent Meetings and coordinates Manager's Meetings. To participate in all league functions. To actively recruit players to join Redondo Sunset. Is a member of the rules committee (baseball assist comm) Works BMOD shifts throughout the season To perform duties as assigned by the President and the Board

16 Duties of the Board Divisional Vice Presidents are defined as: Pony, Bronco, Mustang, Pinto, Shetland, Tee Ball, U14, U12, U10, U8, U6 Handle all divisional issues Confers with the commissioner and or assistant commissioner on divisional issues Coordinate try-outs and play up/down requests. Recruits divisional managers submits manager names for board approval to the commissioner Coordinates league communication to managers on a regular and timely basis Prepare player list for draft Conduct Division Draft meeting Conduct Division All Star meeting(s) Conduct season manager meetings (at least 2) Ensure managers adhere to code of conduct, divisional rules (regular and playoff season) and philosophy of the league. Should observe divisional games regularly Ensure all managers receive team equipment Cannot change rules Can make rule change recommendations to the Commissioner Refers player/ manager discipline issues to player agent Distribute league player development training to coaches and managers. Be responsible for getting divisional managers to get all players to attend League clinics. Be the first point of contact for all divisional questions and issues Resolve all divisional rule conflicts and protests under the direction of the commissioner Organize any protests committee and announce decisions Ensure that all safety issues are addressed To actively recruit players to join Redondo Sunset. To participate in all league functions. Assist with all League tournaments Assist with all League fundraising efforts Ensure all division teams participate in Hit A Thon fundraiser Is a member of at least one Standing committee Works BMOD shifts throughout the season To perform duties as assigned by the President, Commissioner and the Board

17 Duties of the Board Sponsorship Coordinator are defined as: Responsible for the Coordinating all sponsorship and fundraising activities Secures all major sponsors for fields, cages, snack bar and cargo container Secure outfield and walkway banners Coordinates with the Treasurer to make sure that all sponsorships are paid. Coordinates with the field manager to make sure correct sponsorship signs are placed on buildings, scoreboards, etc. in the park Coordinates with all other board members, league commissioners, managers, on all fund raising activities Recruits major donors Coordinates with commissioners on all star fundraising To actively recruit players to join Redondo Sunset. To participate in all league functions. Assist with all League tournaments Is a member of the fundraising committee Works BMOD shifts throughout the season To perform duties as assigned by the President, Commissioner and the Board

18 Duties of the Assistant Field manager are defined as: ***Division of responsibilities from Field Manager roles and responsibilities can be redistributed or delegated to Asst. Manager(s). Manage and coordinate all care and maintenance of the playing fields Recommend changes and or upgrades to the facility Inventory all field equipment/tools Inventory and purchase all necessary chalk, fuel, fertilizers and materials needed to maintain the fields Plan, organize and supervise field prep day. Manage equipment and field set training. Coordinate equipment repair Recruits volunteers to help with maintenance projects Coordinates with the Executive VP to schedule spring cleanup, fall cleanup and any other workdays that may be necessary. Negotiates outsource maintenance agreements and contracts and coordinates with Treasurer to make sure contracts are kept up to date and all invoices paid. Coordinates with the Board to address all critical safety issues identified in a timely manner. Coordinates with the Board to address all maintenance issues identified by any member of League/Board. Is a member of at least one standing committee Works BMOD shifts throughout the season To perform duties as assigned by the President, Field Manager and the Board