Vista American Little League: Board of Directors Position Information

Tuesday, May 14
Board of Directors Information

The local league Board of Directors, elected from and by the adult members of the league, is responsible for the day-to-day operations of the league within the rules, regulations and policies of Little League. This board does not have the authority to alter, suspend or change any of the rules, regulations or policies of Little League.

However, wide latitude is given to this board in many areas of operation so that the local needs of the community may be met. For instance, the local league board of directors is entirely responsible for choosing a method for selection of Tournament Teams (or "All Stars").

Annually, the regular membership of each Little League is required to meet and elect the board of directors. Following the election, the board of directors meets to elect its officers from within the newly elected board. The officers required are: president, vice president, secretary, treasurer, player agent, and safety officer and coaching coordinator (Information officer recommended but not required).

The board may adopt such rules and regulations for the conduct of its meetings and the management of the league as it may deem proper. The board has the power to discipline, suspend or remove any director or officer or committee member of the league, subject to provisions of the local league constitution.

Members of the local league board of directors, particularly the officers, should not be involved as members of other boards when such membership may cause a conflict of interest.

BELOW ARE BRIEF EXPLANATIONS OF SOME OF ROLES and RESPONSIBILITIES

President

  1. Conduct the affairs of the Local League and executes the policies established by the Board of Directors.
  2. Appoints managers, umpires and the committees to act on behalf of the league.
  3. Assumes full responsibility of the operation of the local league.
  4. Attends district meetings and knows the regulations under which Little League operates.
  5. Authorizes the annual application for charter.
  6. Presides over all league meetings.
  7. Be responsible for the conduct of the Local League in strict conformity to the policies, principles, Rules and Regulations of Little League Baseball, Incorporated, as agreed to under the conditions of charter issued to the Local League by that organization.
  8. Point of contact between the local organization and Little League Headquarters.
  9. Must have signature on file for second signature on checks.
  10. Responsible for league representation at City Park and Rec and District meetings.
  11. Permanent member of grievance/ disciplinary committee

Vice President

  1. Presides in the absence of the president.
  2. Works with other officers and committee members as need.
  3. Responsible for League game schedules and VALL League database & applications.
  4. Is ex-officio member of all committees and carries out such duties and assignments as may be delegated by the president.
  5. Must have signature on file for second signature on checks.

Secretary

  1. Maintains a register of members and directors.
  2. Responsible for recording the activities of the Local League and maintain appropriate files, mailing lists and necessary records.
  3. Responsible for sending out meeting notices and records the minutes of meetings.
  4. Conducts all correspondence not otherwise specifically delegated in connection with League meetings and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.
  5. Must have signature on file for second signature on checks.
  6. Member of grievance / discipline committee.

Treasurer

  1. Perform duties as are customarily incident to the Office of Treasurer
  2. Receive all monies and securities, and deposit same in a depository approved by the Board of Directors.
  3. Keep records for the receipt and disbursement of all monies and securities of the Local League, including the Auxiliary, approve all payments from allotted funds and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors.
  4. Ensures all disbursements by check have dual signatures.
  5. Prepare an annual budget, under the direction of the President, for submission to the Board of Directors at the Annual Meeting
  6. Dispenses league funds as approved by the board of directors.
  7. Keeps local league books and financial records.
  8. Prepares budgets and assumes the responsibility for all local league finances.
  9. Responsible for parent reimbursement of Snack Bar deposits.

Player Agent(s)

  1. Advocates for VALL players.
  2. Record all player transactions and maintain an accurate and up-to-date record thereof.
  3. Conduct tryouts, player draft and all other player transaction or selection meetings.
  4. Responsible for player draft meetings.
  5. Organizes All-Star applications, assists with tracking All-Star selections.
  6. Assists president in checking birth records and eligibility of players.
  7. Serves as a member of the board of directors of the local league.
  8. Oversees the transfer of players to or from the Minor league according to provisions and regulations of Little League Baseball and VALL By-laws.
  9. Creates and implements the pool player rotations for the Juniors division.

Safety Officer

  1. Coordinates all safety activities.
  2. Ensures safety in player training.
  3. Ensures safe playing conditions.
  4. Coordinates reporting and prevention of injuries.
  5. Reports suggestions to Little League Headquarters through the league president.
  6. Prepares and submits Annual Safety Plan to Little League
  7. Responsible for Volunteer background checks and compliance.

There are also MANY supporting ROLES within each league's Board.  Each League determines which are needed.  Some of them are outlined below:

Division Representatives (6 possible positions) T-Ball, Farm, AA, AAA, Majors and Juniors

  1. The contact between managers and the board of directors, thus bringing any concerns of managers to meetings and any concerns of board to managers.
  2. Keeps managers informed of any events and changes made.
  3. Makes sure managers are fully aware and follow Little League rules and VALL Bylaws.
  4. Handles any needs a team in his/her division may have.
  5. Assists managers with team complaints or problems.
  6. Member of grievance/ disciplinary committee. (when action is in specific division)

Snack Bar Coordinator(s)

  1. Possible position for more than one person.
  2. Manages the operation of the League Snack bar (includes pre-season set up and post season take down)
  3. Should be available most Saturdays.
  4. Creates and maintains all related scheduling & re-scheduling of teams and parents at the snack bar.
  5. Double checks all nightly deposits and turns the funds to the Treasurer for deposit.
  6. Ensure the league maintain a food service license 
  7. Ensures proper stocking levels for food and supplies

Sponsorship / Fundraising

  1. Solicits local businesses for sponsorship money for the season.
  2. Initial contact for previous sponsors and sponsors throughout the season
  3. Ensures sponsorship banners are posted and plaques are delivered to local sponsors.

Equipment Manager

  1. Assigns all equipment to divisions representatives for manager distribution.
  2. Maintains good quality of equipment and shops for needed equipment.
  3. Keeps an ongoing inventory of equipment in storage.
  4. Organizes and runs the equipment disbursement and retrievals
  5. Organizes and runs equipment inventory day.
  6. Provides end of season inventory and equipment lifecycle status.

Umpire in Chief

  1. Appoints all umpires.
  2. Duties include umpire training, scheduling and attending district umpire meetings
  3. Must be able to being available on Saturdays and for evening games.
  4. Responsible for recruitment of Jr. Umpires and the associated training.
  5. Permanent member of grievance/ discipline committee.

Groundskeeper

  1. Responsible for the care and maintenance of the playing field(s), buildings and grounds.
  2. Duties include ensuring the fields are in good playing condition and repairs of the fields and grounds are accomplished in a timely manner.
  3. Heads a field committee that will organize and execute a weekly/ regular maintenance plan for all fields in use.
  4. Organizes pre-season preparation for field maintenance for tryouts.
  5. Responsible for field chalk orders and propane refills.
  6. Responsible for field fence layout and overseeing installation.
  7. Responsible for coordinating cart maintenance and repair.

Purchasing Agent

  1. Oversee the purchasing of uniforms for regular and all-star play.
  2. Responsible for regularly stocked equipment (Baseballs – Practice, Game and Tournament)
  3. Reviews upcoming purchasing information with board for final approval.
  4. Organizes uniforms for teams and ensures replacements orders are placed as needed.
  5. Provides point of contact for all league purchases.
  6. Provides monthly purchasing report.
  7. Assist in preparation & purchasing for field capital improvements.

Information Officer/Web Administrator

  1. Updates and maintains leagues website.
  2. Ensures league news and scores are updated on a regular basis.
  3. Serves as primary contact person for Little League and active.com regarding optimizing use of the Internet for league administration and for distributing information to league members and to Little League International.
  4. Possess the knowledge and skill necessary to manage the website for league administration.
  5. Has access to League database, for disbursement of E-mail and phone calls.
  6. Posts Opening/closing day details, picture and hit-a-thon details.
  7. Sends out notification on field closures.
  8. Helps with Publicity if needed.

Events Coordinator

  1. Plans events such as Opening Day, Picture/ Hit-a-thon, Closing Day ceremonies, and all other league wide events.
  2. Heads the Events Committee/ makes recommendations to entire board.
  3. Assist with the budget outlines for the events.
  4. Assist with member scheduling on event days.

Team Parent Coordinator

  1. Compile a database of all the Team Parents and Managers email addresses.
  2. Informs team parents of their duties when accepting the position of a team parent (lower divisions, parents new to the league).
  3. Send correspondence to ALL teams throughout the season informing them of League Activities.
  4. Distribute League handouts, pictures, Padre tickets, etc.
  5. Assist the Snack Bar Coordinators in making a snack bar duty schedule for all the teams in the league.

Coaching Coordinator

  1. Represent coaches/managers in league.
  2. Present a coach/manager training budget to the board.
  3. Gain the support and funds necessary to implement a league-wide training program.
  4. Order and distribute training materials to players, coaches and managers.
  5. Coordinate mini-clinics as necessary.
  6. Serve as the contact person for Little League and its manager-coach education program for the league.


Monday, February 11