ELECTION TIME HAS COME...and here your vote really counts!!!! Nominations Open on May 13, 2009, so get yours in quickly to your Commissioner or Vice-Commissioner.  Open positions are described below:

Vice-Commissioner C-Division (1 year)

Vice-Commissioner D-Division (1 year)

Sergeant at Arms (2 years)

Treasurer (2 years)

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VICE-COMMISSIONER 

Duties:

1. In addition to the following specified duties, is also responsible for the general duties and responsibilities outlined in Article 5, which includes attendance at meetings.

2. Participate in Executive Committee projects.

3. Represent the interests of the participants in their respective divisions.

4. Work towards increasing participation in their division by assisting in the recruitment of new teams and new individual players. 

5. Serve on the Classification, Scheduling, Code and Bylaws Committees. 

6. Make recommendations as to the classification of teams, and help to identify any “elite” players, with the goal of achieving fair and balanced level of play within the League. 

7. Are present during at least part of all League games in their division so that the participants can communicate with them in person.  Check in with each Team’s Manager or Team Representative before leaving the field.  If unable to attend any or all games on a particular day, may make prior arrangements with another Officer to undertake the above duty that day.

8. Upon being informed that any League games have been cancelled, immediately call all the Team Managers in her division to inform them.

9. As needed, collect ballots, paperwork and payments from teams and individual participants in their division and turn it in to the appropriate Board member, Coordinator or Committee Chair in a timely manner. 

10. With the assistance of the Secretary and Treasurer, ensure that all players on each team in their respective division(s), who are listed on the host venue’s roster (if any such roster exists), have also filled out and signed a Participant Waiver (PW) form and paid any applicable fees. Report any such violation to the Board via email within one business day of learning of the violation.

11. With the assistance of the Secretary, inform the team managers in their respective division(s) of any players who need to complete and sign their PW forms and remind them that those players are ineligible for League play until their PW forms are completed and signed. 1

2. Make copies of all completed/signed PW forms from their respective division(s) and give the originals to the Secretary and copies to the Commissioner as well as the Vice Commissioner(s) of the other division(s).

13. Keep copies of all teams’ PW forms on file at the playing fields so that player eligibility can be checked at any time.

14. Have on hand at all League games: blank forms, extra copies of the League Rules, Code, Policies and Bylaws and a copy of the League’s insurance policy.

15. Assist the Advisory Election Coordinator with the advisory election process for her division(s).

16. In the case of the absence of the Commissioner, answer and clarify any Rules or Policy discussions.

17. In the absence of the Commissioner, act as the Commissioner to help settle any disputes or issues that may arise on the playing field, unless her team is involved in said dispute, in which case the next available highest ranking Officer will be called upon.

18. Do not interfere with the umpires in the settling of disputes unless requested to do so by game officials (umpires, scorekeepers) or by a manager or assigned acting manager of an involved team.

19. Work with the Commissioner and the other Vice-Commissioner(s) in the drafting of the yearly Calendar of Events.

20. Assist the Commissioner as necessary. 

21. All VCs shall act as Co-Clinic Coordinators unless another League participant(s) is/are nominated, qualified and willing to run the Clinics.  

Special Vice Commissioner Duties specific to each Division

1) The A, B and/or C Division Vice Commissioner also:

a) Coordinates the Opening Ceremonies. In the absence of the Commissioner, acts as MC at this event, or may appoint an MC if the Commissioner is unavailable or does not wish to MC herself.

b) Acts as the Play Day Coordinator unless another League member is nominated, qualified and willing to do so.

c) Serves as the Coach of her Division’s All Star team at the League’s annual All Star Game & Picnic.2) The D

Division Vice-Commissioner also:

a) Coordinates the End Of Year Party/Ceremony. In the absence of the Commissioner, acts as MC at this event, or may appoint an MC if the Commissioner is unavailable or does not wish to MC herself.

b) With the Commissioner, acts as the Recruitment Coordinator unless another League participant is nominated, qualified and willing to do so.

c) Serves as the Coach of her Division’s All Star team at the League’s annual All Star Game and picnic. *******************************************************************************************

TREASURER

Duties:

1. Participates in Executive Committee projects.

2. Shall be the Chief Financial Officer in charge of and with responsibility for all funds collected directly by or on behalf of the League or its committees, unless said committees decide, with the approval of the Commissioner, to have their own Treasurer.

3. Shall cause all such funds collected directly by or on behalf of the League or its committees to be speedily deposited in the League's name in such bank as directed by the Executive Committee.  The Treasurer shall cause such bank to send account statements directly to the League’s PO Box.

4. In collaboration with the Secretary, shall cause all annual fees and paperwork required to maintain legal status as an incorporated nonprofit organization to be properly submitted by applicable deadlines.

5. Shall cause the filing and payment of all taxes and any applicable paperwork to be properly submitted to the California State Franchise Tax Board and to the Internal Revenue Service by the applicable deadlines.

6. Keeps and maintains adequate and correct accounts of the League's properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains and losses.

7. Maintains a double-ledger accounting system in compliance with the requirements of State and Federal nonprofit corporation requirements.

8. Receives and gives receipts for monies due and payable to the League from any source whatsoever.

9. In general, performs all duties incident to the office of Treasurer and such other duties as may be required by law, by the Articles of Incorporation of the League, or by these Bylaws, or which may be assigned to her from time to time by the Board of Directors.

10. Shall pay out League funds on the order of the Executive Committee or Board as certified by the countersignature of the designated Executive Committee member on a League check, or draft, promissory note, money order or other form of monetary collateral for such ordered payment. 

11. Under no circumstances shall the Treasurer provide or accept "pre-signed" and/or "blank" checks in violation of this accounting control.  Furthermore, original receipts must be provided to the Treasurer for authorized reimbursements and record keeping.

12. Presents suggested Team League and Participant fees (if any) to the Executive Committee for approval within three months of the registration deadline for the Summer session and by the second Wednesday of October for the following Spring session.

13. Shall provide at each Board meeting a brief and current financial report (indicating receipts and disbursements, and both the previous and current balance on hand) as well as performance against the Projected Annual Budget.  Such financial report and budget performance and any and all other related financial activity up to date within two (2) weeks shall be provided to the Secretary in written form at the time of the meeting so that it may be included in the minutes of each regular Board meeting.

14. Shall provide a complete written financial report and a draft of the Projected Annual Budget to be presented to the Board prior to the drafting of the next year’s Calendar of events.   Acts as the Fundraising Coordinator unless another League participant is nominated and willing to do so.

15. Directly oversees the Fundraising and Sponsorship Development Coordinators.

16. With the assistance of the Vice Commissioner(s) and Secretary, ensures that all participants and teams have paid all applicable fees.

17. Informs the Commissioner and Vice-Commissioner(s) if a team’s or player’s check has bounced, and also informs the owner(s) of the bounced check(s).

18. Informs the team or player that her and/or her team are ineligible for League play if the amount of the bounced check, plus any applicable bank fees and a nominal League-imposed fee, have not been paid within two weeks via cash, cashiers check or money order. This may be communicated verbally but shall also be verified by emailed or mailed correspondence.

19. Immediately informs the Commissioner, Secretary and Vice-Commissioner(s) when a team or player has made-good on any bounced check, fee, fine or any other debt to the League.  This may be communicated verbally but shall also be verified by emailed or mailed correspondence.

20. Is the official point of contact for any accountant whom the League may hire.

21. Checks the League’s PO Box at least once a week and more often when required.

22. Ensures that payments are made in time for the League’s PO Box, website hosting, domain name;

23. Ensures that the League’s annual ASA registration and liability insurance are paid and updated by January of each year. 

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SERGEANT AT ARMS 

Duties:

1) In addition to the following specified duties, is also responsible for the general duties and responsibilities outlined in Article 5, which includes attendance at meetings.

a) Participates in Executive Committee projects.

b) Assists the League Commissioner as necessary.

c) Serves on the Classification Committee if needed.

d) Oversees and organizes elections in even numbered years unless is running for office, in which case the Executive Committee will designate someone else to serve as Election Committee Coordinator.

e) Ensures that all League property is safely stored.

f) Keeps a League Property Log that lists the location of all League property such as banners, decorations, tables, equipment, etc.

g) Shall provide at each Board meeting an updated copy of the Property Log.

h) Maintains order at meetings and when necessary, utilizes a modification of or exact parliamentary procedures outlined in Roberts Rules of Order.

i) Acts as the Charitable Activity & Community Service Events Coordinator unless another League member is nominated, qualified and willing to do so.

j) Unless another board member volunteers, takes on the duties of the Secretary in the event that the Office is vacant until the appointment and ratification of a new Secretary.

k) Takes minutes at meetings in the temporary absence of the Secretary. Follows through on all minutes-related duties as described in the section 6.01.11 “Secretary Duties.”