The next SVLL Board & Volunteer meeting is Monday, March 1, 2010, at Grays Park Community Hall.  The meeting is scheduled to start at 7:00pm.  All executive, coordinators, and coaches for the 2010 season are encouraged to attend this meeting as we work towards building a great 2010 season.

Executive

President	Graham Randell	batmom74@telus.net
Vice President	Andrew Froese	andrew@vonrosencreative.com
Secretary	Chris Hutchcroft	chris@hutchcroft.com
Treasurer	Steven Chang	s_chang64@hotmail.com
Registrar	Jill Jukes	j.jukes@shaw.ca
Player Agent	vacant
Head Coach	Brian Perry	bperries@hotmail.com
Safety Officer	JJ Smith	jsasmith@telus.net
Umpire-In-Chief	Richard Rickard	richard@compuwork.net

Division Coordinators

Majors	Ian Logan	ialogan@shaw.ca
Minors	JJ Smith	jsasmith@telus.net
Rookies	David Perri	david_perri@vancity.com
T-Ball	Chris Hutchcroft	chris@hutchcroft.com
BlastBall	Caitlin Bigsby	cbigsby@telus.net

Coordinators

Concession Manager	vacant
Concession assistant shopping	Darnelle Moore
Construction	Brian Perry
Equipment	Shane Smith
Fundraising	vacant
Fun Day	Leeann Froese
Groundskeeper	vacant
Movie Night	Jas Sangha
Newsletter & Program	Andrew Froese
Photographer	Gil Gatchalian
Photo Day	Seagrin Worster
Scheduling	Steven Chang
Scorekeeping	vacant
Social Night	Jas Sangha
Sponsorship	Linda Williams
Umpire Scheduling	Sara Cabral
Web Site	Chris Hutchcroft

If you are interested in filling any of the vacant roles, please contact any member of the South Van Little League Executive.

Little League International provides some great resources for running a league.

• Tips For Running A Successful League

The roles and responsibilities of the South Vancouver Little League volunteers are outlined here. See the Board listing on the left for who is currently filling the positions. 

President

• Run the monthly board meetings.
• Leader of the league and sets league direction.
• Interface to District & National Little League.
• Appoint and present all managers and coaches to the board for approval.
• Help run the All Star selection meetings with the Player Agent and the respective Division Directors.
• Member of the protest committee.
• Interface to Parks Board pertaining to fields and facilities.
• Help out wherever needed.
• Delegate duties as needed.
• A president may manage, coach, or umpire, provided he/she does not serve on the protest committee, nor serve as tournament team manager or coach.

Vice President

• Interface to District & National Little League.
• Interface to the Director at the Parks Board.
• Special projects such as field changes or new requirements from Little League.
• Run the monthly board meetings if the President is not available.
• Help out wherever needed.
• A vice president may manage, coach, or umpire, provided they do not serve on the protest committee.

Vice President, Player Development

• In cooperation with the Head Coach, Player Agent, and Division Managers coordinate the South Vancouver Player Development Program and assist in implementing it in all divisions.
• Prepare budget for player development and submit for approval to Treasurer and Executive.
• Coordinate all Player Development Clinics with assistance of the Head Coach.
• Coordinate facility requirements for player clinics.
• Define (as necessary) and present operating instructions to board for approval.
• A vice president may manage, coach, or umpire, provided they do not serve on the protest committee.
• Help out wherever needed. 

Secretary

• Take and publish meeting minutes.
• Make all room and field reservations.
• Manage the South Vancouver telephone, change the message on phone as required.
• Check regularly for messages and respond or pass on messages and issues as needed to others.
• With Registrar coordinate publicity for registration.
• Publicity for the AGM board election meeting.
• Work with Registrar during sign up periods and enrolment.
• Coordinate with Program Coordinator and Registrar for the Season Program for Opening Day handout.
• Coordinate with the Head Coach the All-Star coaching and draft process.
• File and manage the Criminal Record clearances.
• Order the player trophies, home run champion trophy, and alumni medals for distribution at closing ceremonies.

Treasurer

• Responsible for all of the league’s finances (bank accounts, CD’s, etc.).
• Pay all the league’s bills.
• Monitor the league’s post office box as most mail is for the Treasurer.
• Help the Umpire Director with the umpire’s chequing account.
• Produce an end of year financial statement.
• Interface to tax return preparer.
• Budget projection and tracking.

Player Agent

• Lead person for signups ­and drafts.
• Lead person for tryouts.
• In charge of player selection.
• Get data with all player info from Registrar.  This is to build draft roster and submit to Little League National.
• Manage all of the draft meetings.
• Responsible for eligibility of all players (age, residence, waivers, etc).
• Handle drops, additions, and injuries.
• Coordinate the transfer of players to or from the Minor Leagues according to provisions of the regulations of Little League Baseball.
• Responsible for waiting lists - Blastball, T-Ball, Rookies, Minors, and Majors.
• Responsible for player fill process in Majors.
• Deal with any other player issues during the season including disciplinary actions.
• Handle the All Star voting and selection process.
• Help run the All Star selection meetings with the President and the respective Division Directors.
• Member of the protest committee.
• The player agent must not manage, coach or umpire in the division over which he/she has authority, unless the local league has received explicit written permission to allow this from Little League Baseball International Headquarters.

Head Coach

• Coordinate and schedule all managers and coach training sessions and facilities needed to do so.
• Work with Safety Officer to ensure all coaches/managers have adequate safety training.
• Coach selection - leads interviews with prospective coaches and reports on interviews to the executive with recommendations for executive to decide upon (at both House and Tournament (All Star) levels).
• Coordinate player development programs and facilities with the VP Player Development, Player Agent, and Division Coordinators.
• Assist Managers and Coaches with their teams at both in house level and Tournament Level, in order to ensure coaches are knowledgeable and capable.
• Recruit and present to the President a recommended slate of managers and coaches.
• Organize tryouts, and participates in running of drafts.
• Set up and runs manager’s meetings and manager training issues.
• Solicit applications for and present recommendations for All Star team managers and coaches to the Board following all general and division operating instructions.
• Participate in All Star team selection process at all levels (Rookie through Majors).

Umpire in Chief

• Serve as Chief Umpire in all respects.
• Sit as member of league Executive Committee.
• Maintain roster of active umpires, including contact info, availability, skill level, experience, and preferences.
• Handle umpire training and observes umpires on the field as often as possible in order to encourage them and to coach them so as to improve their skills.
• Coordinate umpire scheduling for only the Majors division, unless able to delegate this to an Umpire Coordinator.
• Advise Umpire Coordinator to ensure that umpires are assigned appropriately and that all umpires have equal opportunities.
• Work with District 6 UIC on interlock rules and issues.
• Serve as a member of any protest or disciplinary committee, at all levels.
• Look after umpire apparel and protective gear and work with the Equipment Manager to acquire whatever may be needed.
• Participate in district post-season tournaments (the All Stars).

Safety Officer

• Generate the safety training for managers, coaches, board members, etc.
• Produces and updates the safety manual and handle distribution.
• Work with Head Coach and arranges training to make sure all managers and coaches meet first aid requirements.
• Enforcement of safety issues.
• Handle all injury reporting and forms.
• Coordinate all safety activities.
• Ensure safety in player training and ensure safe playing conditions.
• Coordinate reporting and prevention of injuries.
• Solicit suggestions for making conditions safer.
• Report suggestions to South Vancouver executive in writing.

Registrar

• Set registration dates for the new season.
• Coordinate Registration times and have assistance at various community Centers for registration (Killarney, Kensington, Champlain Heights, Bonsor, etc.).
• Responsible for collecting registration papers, volunteer papers, medical papers and storing them in safe place to protect privacy of players and parents.
• Pass on the appropriate contact information for players and their parents to Division Coordinators and Player Agent as required for drafts and tryouts.
• Keep an accurate record of teams that players participating in.
• Recommend to Division Coordinators and Player Agent the number of teams in each house division needed.
• Maintain and be sure that all new and previously registered players at SVLL are within SVLL Boundaries, and direct those who are not to appropriate people.
• Work with the Executive to be sure of accurate representation of the number of players in SVLL.
• Registration signage.

Sponsorship Coordinator

• Coordinate sponsorship drive.
• Solicit new and regular sponsors.
• Maintain and develop sponsorship board to be displayed at the main field.
• Assign sponsors to teams based on donation, history of sponsor, and team availability.
• Keep Executive apprised of sponsorship donations and events.
• Coordinate with Fundraising Coordinator on fundraising ideas.

Equipment Manager

• Handle all equipment issues for team play.
  • Game balls
  • Team setups (helmets, balls, bats, catcher’s gear, etc.)
  • T-Ball tees
  • Umpires’ gear for field boxes
  • All Star teams gear
• Prepare equipment budget for the season, including tournament play.
• Handle purchasing of all equipment.
• Arrange equipment distribution.
• Handle collection of all gear at season end.
• Handle all uniforms for T-Ball thru Majors, All Star teams, and umpires.
• Purchase and distribute Blastball non-returnable shirts and hats.
• Purchase hats, socks, replacement jerseys, belts, pants etc. for T-Ball through Majors.
• Purchase and distribute T-Ball through Majors reusable jerseys, pants and belts, and non-returnable hats and socks.
• Purchase and distribute All Star reusable jerseys, belts and pants, and non-returnable hats and socks.
• Prepare a budget to present to the Treasurer and Executive for approval.
• Coordinate and handle collection of all reusable SVLL owned uniforms and equipment.
• Keep an accurate inventory of equipment, uniforms, and all SVLL gear in stock.

Construction Committee

• Organize and lead building of mounds on community park fields.
• Organize and lead fence parties (both put up and take down).
• Interface to Parks Board for community park field maintenance.
• Provide coverage for T-Ball and Rookie field maintenance, as well as additional fields permitted to SVLL from the Parks Board.
• Coordinate field preparation for all games and practices.
• Handle general field and facility maintenance.
• Organize work parties as deemed necessary.
• Work with Parks Board and City to ensure adequate irrigation of fields.

Scheduling Coordinator

• Gather division specific requirements such as number of games and tournament type and size.
• Coordinate with the Division Coordinators scheduling requirements for practice and games, and is the main contact person for scheduling issues of games and practices.
• Handle all game schedules and field assignments for Blastball through Majors as needed. Game scheduling may not be needed if District runs Minors or Majors or we are involved in an inter-league schedule.

Majors Coordinator

• Handle all aspects of Majors Division.
• Recruit and present along with the Head Coach to the Executive a recommended slate of managers and coaches for House League baseball.
• Organize tryouts, and participate in running of drafts.
• Organize and run managers meetings and manager training issues along with the Head Coach.
• Define (as necessary) and present operation instructions to Board for approval.
• Organize and run tournaments during the season for the division, or assist in having teams play tournaments in other parks.
• Ensure teams have adequate equipment and everything needed is in shed. Coordinate with Equipment Manager if things are needed.
• Handle general well being of division.
• Watch out for and report all player issues to Player Agent.
• Present recommendations for All Star team managers and coaches to the Board (along with Head Coach) following all general and division operating instructions.
• Participate in All Star team selection process.
• Recruit an Umpire Scheduler for the division or serve as Umpire Scheduler if unable to recruit this position.
• Liaise with Coaches of teams in the division and make sure all is running smoothly and fairly.
• Liaise with individual Team Parents to be sure all is running smoothly and efficiently.

Minors Coordinator

• Handle all aspects of Minors Division.
• Recruit and present along with the Head Coach to the President a recommended slate of managers and coaches for House League baseball.
• Organize tryouts, and participates in running of drafts.
• Organize and run managers meetings and manager training issues along with the Head Coach.
• Define (as necessary) and present operation instructions to board for approval.
• Organize and run tournaments during the season for the division, or assist in having teams play tournaments in other parks.
• Ensure equipment is in good condition and located at the park. Coordinate with Equipment Manager if things are needed.
• Handle general well being of division.
• Watch out for and report all player issues to the Player Agent.
• Present recommendations (in concert with Head Coach) for All-Star team managers and coaches to the Board following all general division operating instructions.
• Participate in All-Star team selection process.
• Recruit an Umpire Scheduler for the division or serve as Umpire Scheduler if unable to recruit this position.
• Liaise with coaches of teams in the division and make sure all is running smoothly and fairly.
• Liaise with individual Team Parents to be sure all is running smoothly and efficiently.

Rookies Coordinator

• Handle all aspects of Rookies Division.
• Recruit and present to the President a recommended slate of managers and coaches, in concert with the Head Coach, for House League.
• Organize tryouts, and participate in running of drafts.
• Organize and run managers meetings and manager training issues along with Head Coach.
• Define (as necessary) and present operation instructions to board for approval.
• Organize and run tournaments during the season for the division, or assist in having teams play tournaments in other parks.
• Ensure equipment needed is in good condition and at the park. Coordinate with Equipment Manager if things are needed.
• Handle general well being of division.
• Watch out for and report all player issues to the Player Agent.
• Present recommendations (in concert with Head Coach) for All-Star team managers and coaches to the Board following all general division operating instructions.
• Participate in Al- Star team selection process.
• Recruit an Umpire Scheduler for the division or serve as Umpire Scheduler if unable to recruit this position.
• Liaise with coaches of teams in the division and make sure all is running smoothly and fairly.
• Liaise with individual Team Parents to be sure all is running smoothly and efficiently.

Concession Manager 

• Manage and organize the concession from February to Closing Ceremonies and any later tournaments.
  • Special events during season: opening ceremonies, T-Ball Jamboree, closing ceremonies, all-star tournaments.
• Ensure safe storage, preparation, and serving of all drinks and refreshments.
• Cleaning up and cleaning.
• Meet with the health inspector in late February to gain annual health permit.
• Stock and supply all non-perishable food items ahead of opening ceremonies.
• Prepare price lists and menus.
• Draw up the rosters for parent volunteer helpers, 2 per game, on an equal basis.  Note that T-Ball parents only need to fill one game per season on the roster. Distribute roster to teams.
• Have concession open 30 minutes prior to game time for all game at South Memorial Park.
• Person designated to run barbeque should have Food Safe.
• Duties to be delegated
  • Pop can returns.
  • Making of candy bags.
  • Shopping; bulk of shopping to go with person holding account.
  • Pick up and prepare hot dogs from Buy-Low on Saturdays.

Fun Day Coordinator

• Fun Day takes place after Closing Ceremonies on the last day of the season, and typlically goes to about 4pm.
• Arrange the games and activities for Fun Day, such as carnival games, dunk tank, bouncy castle, face painting, etc.
• Arrange the prizes if needed for the games.
• Arrange food such as popcorn, candy floss, ice cream, etc.
• Arrange the tickets for games.
• Coordinate volunteers to run games and activities.
• Coordinate funding with the Treasurer.

Web Site Coordinator

• Manage the content on the league web site(s).
• Manage the league internet assets (web site hosting, domain name registrations, etc.).
• Post game schedules to the web site.
• Post game scores in a timely manner to the web site.
• Manage access to the web site(s).
• Work with the Photographer to post photos to the web site.
• Post events and meetings to the web site calendar.

Team Parent

Each team in every division needs to have a Team Parent to fill the following duties:

• Coordinates activities of the team such as assigning uniforms, obtaining additional items and sizes as needed, communications, etc.
• Communicates with coaches regarding their style in operating the team, preference in assigning duties, etc.  Liaises with coaches regarding absences, player availability, league news, etc.
• Obtains player data from the registrar/coach and confirms phone numbers, email addresses, and parents’ names with each family.
• Communicates all upcoming games, practices, events and team news to all families.  This can be done by way of a website that all parents can access.  All families should provide an email address that they access regularly – phone calls are needed for urgent team news (changes to schedule, etc) or those who do not use email.
• Collect funds from parents as needed for team events, tournaments, equipment (such as undershirts), coaches gifts, etc.
• Assigns volunteers for Concession, Field Setup and Tear-Down, Scorekeeping, Pitch Count, Snack in a systematic manner so that all families have the opportunity to participate in the team duties.  This fosters a sense of sharing and community among the team and families – all parents are expected to participate.  Requests for parent preferences can be included.
• Provides back up for team duties as necessary – be ready to take over any duty where a parent does not show or assign another parent as soon as possible.   Follow up with absent parent and have them select a new duty or trade with parent who replaced them.  Always be ready to provide a snack if that is not present – check with parents at beginning of the game.
• Ensures umpires are present before game time or follow up with Umpire Coordinator.
• Coordinates team events/functions such as teambuilding activities (non-baseball activities, parent-player games) and end of season party.
• Coordinates or assigns a team volunteer for the league fundraising drive (chocolates, etc).
• Collects uniforms at the end of the season, returns deposits to parents once uniform is returned
• Organizes team for Opening Ceremonies, Photo Day, Closing Day, Tournament Ceremonies, etc.
• Distributes team goodies and trophies at Closing Ceremonies and other league special events.
• Overall, ensures the team operates efficiently and does other related team duties and information collection that are not coaching related.
• During the season attends monthly board meetings (first Monday of the month) or ensures attendance of parent representative from the team. This allows us to have a strong communication base with our members, and allows our member parents to have more input in league structure, administration rules and communication.