1.1      Job Descriptions: 

 

4.4.1 President:  The President presides at league meetings, and assumes full responsibility for the operation of the local league.  The president must see to it that league personnel are properly briefed on all phases of rules, regulations, and policies of Little League Baseball.  The league president is the contact between the local organization and Little League Headquarters. The President is the liaison between the local Little League Board of Directors and the City by attending Recreation Commission and City Council meetings or seeing that the meetings are attended by suitable replacement members

Responsibilities:

·         Overall responsibility for the PTCLL program and co-signs all checks.·         Signs all Little League National forms and waivers on behalf of PTCLL.·         Maintains contact between PTCLL and LL Headquarters, Region, State and District.·         Chairs the Protest Committee if convened.·         Maintains 1 of 2 keys to the PTCLL Post Office Box (2543).·         Maintains a set of keys to the PTCLL Storage buildings.·         Maintains 1 of 5 keys to the PTCLL Office·         Maintains 1 of 3 keys to the confidential files 

4.4.2 VP – Baseball Operations:  The Vice President of Baseball Operations presides in the absence of the president; works with other officers and committee members; is ex-officio member of all committees and carries out such duties and assignments as may be delegated by the President.  The vice president accumulates data pertinent to the future needs of the baseball program and makes recommendations to the Board of Directors for action. 

·         Responsibilities·         Updates Baseball Operations Manual (Appendix 1)·         Serves as Member of Executive Board ·         Chairs the Competition Committee.·         Manages scheduling of practices and games...·         Provides oversight of Commissioners.·         Provides oversight of Equipment Coordinator. ·         Provides oversight of Coaching Coordinator.·         Serves as a member of the Strategic Planning Committee. ·         Manages the All-Star program including number of teams, registration with district.·         Serves as the President when the president is not available·         Maintains 1 of 5 keys to the PTCLL Office·         Maintains 1 of 3 keys to the Ring Room 

4.4.3 VP Administration:  The VP Administration oversees the general support of baseball operations in the synchronization of registration, records, publicity, fields and facilities, and player assignments to age divisions. The Vice President  works with other officers and committee members; is ex-officio member of all committees and carries out such duties and assignments as may be delegated by the President. The Vice President accumulates data pertinent to the future needs of the baseball program and makes recommendations to the Board of Directors for action.

 ·         Responsibilities: ·         Updates Administration Operating Manual (Appendix 2)·         Chairs the Administration Committee·         Serves as a member of the Executive Board·         Maintains PTCLL Policy Manual, Constitution and By-Laws·         Officiates Annual Elections and Chairs the Nominating Committee·         Officiates All-Star affidavits and balloting·         Coordinates registration of players and volunteers·         Provides oversight of Fields & Facilities Maintenance·         Provides oversight of Safety·         Provides oversight of Records ·         Provides oversight of Volunteer Coordinator/Committee·         Provides oversight of Information, Web Site and Publicity·         Maintains an understanding of the rules of governance as they are published in Peachtree City Little League Policy and Rules Manual, the National Little League Operations Manual, Little League Rules & Regulations book and PTCLL Constitution so as to provide counsel in particular in the course of Board discussions.·         Maintains 1 of 5 keys to the PTCLL Office and 1 of 3 keys to the league confidential files 

4.4.3.1  VP Business:  The Vice President of Business is responsible for the financial matters of concessions, special events, marketing and fund raising events and uniforms. The Vice President of Business works with other officers and committee members; is ex-officio member of all committees and carries out such duties and assignments as may be delegated by the President. The Vice President accumulates data pertinent to the future needs of the baseball program and makes recommendations to the Board of Directors for action. ·         Responsibilities:·         Updates Policy Manual (Appendix 3, 6, 11, 15-16, 18)·         Serves as Member of Executive Board·         Provides oversight of Concessions·         Provides oversight of Special Events·         Provides oversight of Marketing·         Provides oversight of Fundraising·         Provides oversight of Uniforms·         Serves on the Capital Improvements Work Group·         Maintains 1 of 3 keys to the PTCLL Office

4.4.4 Secretary:  The Secretary maintains a register of members and directors; records the minutes of meetings; is responsible for sending out notice of meetings and maintaining a record of the league's activities.  This position was combined with the Treasurer position in 2008.

 ·         Responsibilities:·         Recording of minutes of meetings·         Scheduling meetings and facilities·         Correspondence to the league including newsletter, publicity, web site and email updates.·         Serves on the nominating committee.·         Maintains league yearly calendar·         Maintains an understanding of the rules of governance as they are published in Peachtree City Little League Policy and Rules Manual, the National Little League Operations Manual, Little League Rules & Regulations book and PTCLL Constitution so as to provide counsel in particular in the course of Board discussions.·         Maintains 1 of 2 keys to the P.O. Box, 1 of 3 keys to the league confidential files,  and 1 of 5 keys to the PTCLL Office. 

4.4.5 Treasurer:  The Treasurer signs checks co-signed by another officer or director; disburses league funds as approved by the Board of Directors; reports on the status of league funds; keeps local league books and financial records; helps prepare budgets and assumes the responsibility for all local league finances.  This position was combined with the Secretary in 2008.

 ·         Responsibilities·         Updates Treasurers Operating Manual (Appendix 4)·         Maintains all financial records and provides financial reports each month to Board of Directors.·         Provides annual financial report to membership.·         Maintains US Postal permits.·         Files IRS reports.·         Cooperates with the Audit Committee annually·         Maintains 1 of 2 keys to the PTCLL has a post office box (2543) and 1 of 5 keys to the PTCLL Office.  

4.4.6 Information Officer (Website Director) : The Information Officermanages the league’s official home page at PTCLL.com; assigns administrative rights to league volunteers and teams; ensures that league news and scores are updated on a regular basis; collects, posts and distributes important information on League activities including direct dissemination of fund-raising and sponsor activities to Little League Baseball, district, public, league members and media.   ·         Responsibilities:·         Updates Information Operating Manual (Appendix 5)·         Maintains web site information regarding PTCLL including policies, schedules, teams, etc·         Conducts training sessions for teams desiring team web sites.·         Works in coordination with the Safety Officer to produce and distribute PTCLL issue photo ID’s to volunteers. 

4.4.7 Special Events Coordinator:  The Special Events Coordinator - coordinates the special events designated by the league.  Appoints subcommittee chairmen as needed, represents the special events committees at board of directors meetings.  

 ·         Responsibilities:·         Updates Special Events Operating Manual (Appendix 6)·         Team Picture program.·         Opening Day Festivities·         Braves Night program.·         Independence Day Parade Float·         Community events.·         Assists VP Baseball and Tournament Director in managing the hosting of the All-Stars Tournament 2009 to be held at the BSC in PTC. 

4.4.8 Coaching Coordinator:  The Coaching Coordinator is responsible for the training of players and coaches.  He maintains an evaluation program of managers, bench coaches and coaches.  He represents the managers and coaches at board of directors meetings.  Prepares the Training Program budget, orders and distributes coaching materials and player materials.

 ·         Responsibilities:·         Updates Coaching Coordinator Operating Manual (Appendix 7)·         Schedules Manager and Coaches training.·         Schedules player training.·         Schedules player evaluations.·         Orders and distributes coaching and players manuals.·         Maintains Manager and Coaches evaluation.·         Assist Commissioners in reviewing applications.·         Assist VP-Safety with background checks of coaches.·         Serves on the Ethics Committee. 

4.4.9 Commissioner:  There is one Commissioner for each playing level.  Commissioners are encouraged to name a Deputy Commissioner.   The Commissioner identifies volunteer Managers and Bench Coaches for his League.  He is in charge of player selec­tion, assists League Records Officer  in checking birth records and eligibility of players; serves as a member of the Board of Directors and generally supervises and coordinates the transfer of players to or from the minor leagues (if appropriate) according to provisions of the Regulations of Little League Baseball.  

 ·         Responsibilities:·         Updates League Operating Manual (Appendix 8)·         Nominates Managers and Coaches (in coordination with Coaching Coordinator) for board approval.·         Nominates Team Coordinators (in coordination with Volunteer Coordinator) for board approval.·         Conducts Try-outs in leagues requiring skill assessments in accordance with PTCLL Policy Manual.·         Assigns players to teams based on PTCLL Policy Manual.·         Conducts evaluations of managers, coaches and instructors based on standards established by the Coaching Coordinator.·         Administers their league based on policies PTCLL Policy Manual.·         Assist with the All-Star selection and registration process.·         Conducts league meetings as required.·         Schedules practices as directed by VP Baseball.·         Insures equipment is distributed, replaced and returned upon completion of program.·         Conducts playoffs when required by PTCLL policy.

4.4.10 Fields Manager:  The Fields Manager coordinates with the Recreation Department for repairs and maintenance of facilities based on feedback from the  Safety Officer, Commissioners and other League officials.  Coordination includes determining responsibilities between PTCLL and the Recreation Department for maintenance of turf, buildings, fencing, scoreboards and lighting of Braelinn and BSC fields.  The Facilities Manager chairs the long-range capital improvements committee. ·         Responsibilities:·         Updates Fields & Facilities Operating Manual (Appendix 9)·         Coordinate Spring and Fall Season volunteer workday.·         Submits Work Orders to Recreation Department·         Chairs the facility maintenance workgroup.·         Chairs the Capital Improvements workgroup. 

4.4.11 Equipment Manager:  The Equipment Manager chairs the Equipment Committee, which is responsible for all equipment and supplies required to operate the league.  The committee maintains an inventory list, orders equipment, repairs equipment, orders necessary equipment, distributes to teams, collects and inventories at the of the season all league equipment. (Sub-committees may be appointed as necessary to assist in carrying out these duties.)

·         Responsibilities·         Updates Equipment Operating Manual (Appendix 10)·         Chairs Equipment Committee.·         Maintains Inventory Controls.·         Repairs equipment during off season·         Order and distributes team equipment·         Orders, and maintains field maintenance equipment.·         Coordinate with vendors to have baseball equipment at registration.·         Prepares annual budget. PTCLL maintains its equipment at the middle pinwheel at BSC. The combination and the keys to the lock will be held by:  The President, the Equipment Manager and the Vice President of Baseball Operations. 

4.4.12 Uniform Coordinator:  The Uniforms Coordinator orders, distributes uniforms to teams, supervises the distribution and collection of All-Star uniforms, maintains the inventory of all league uniforms and chairs the Uniform Committee. ·         Responsibilities:·         Updates Uniform Operating Manual (Appendix 11)·         Prepares uniform budget.·         Obtains quotes from vendors for uniforms.·         Orders uniforms.·         Distributes uniforms.·         Distributes, collects and maintains All-Star uniforms inventory.·         Orders Little League patches. 

4.4.13 Umpire Coordinator:  The Umpire Coordinator solicits bids from possible umpire organizations, brings the bids to the Board of Directors for a decision, ascertains that the umpire group is knowledgeable of the Little League Rules (both national and local), schedules/cancels umpires for league games, and sees that payment is made.

 ·         Responsibilities: ·         Updates Umpire Coordinator Manual (Appendix 12)·         Negotiates contract with the umpire association and presents to the board for approval.·         Maintains PTCLL Modified Rules.·         Coordinates umpire assignments with Umpire Association.·         Investigates umpire problems.·         Holds rules clinic for managers and coaches.·         Holds scorekeeping clinics as needed.·         Coordinates protests with the Protest Committee  

4.4.14 Records Officer:  The Records Officer enters the player/family information from registration, provides the preprinted registration forms, maintains and administers the “late registration list” by coordinating spaces available with the VP Baseball, Commissioners, provides the try-out rosters, provides the information necessary prior to draft/team selection, records the player selections for teams, prepares the team rosters for Williamsport, prepares the mailing labels for newsletters and other mail-outs, provides the Commissioners with information necessary to run their leagues, provides data to other committees as needed, provides a player and money count from registration to the Treasurer for reconciliation. 

 ·         Responsibilities:·         Updates Records Administrative Manual (Appendix 13)·         Maintains the official PTCLL database using Board approved software·         Provides data to league members as needed·         Records all registration data and provides rosters each season·         Birth Certificate verification.·         Residence verification.·         All-Star District Birth Certificate Records File.·         League information for committee chairmen. 

4.4.15 Safety Officer:  The Safety Officer is responsible for the coordinating background checks of all volunteers with the Coaching and Volunteer Coordinator.  Is responsible for completing the yearly Facility Survey which is provided to the Facilities Manager and is included in the annual submission of the ASAP.  Conducts a yearly Lighting Audit, coordinates injury claims from players/volunteers with National Little League, disseminates information on First Aid kits, Bio Hazard kits, CPR, etc. to managers and coaches, coordinates efforts to improve the safety of our local program.

 Responsibilities:·         Updates Safety Procedures Manual (Appendix 14)·         Conducts Volunteer background checks in coordination with the Volunteer Coordinator.·         Coordinates with the Information Officer the creation and distribution of league issued ID’s·         Oversight of ASAP Program.·         Responsible for Accident Reporting.·         Coordinates emergency First Aid Services with PTC Fire Department.·