Ballard Little League

Board Member Roles & Duties
Posted Oct 13, 2016

President. The President shall: (a) Conduct the affairs of the Local League and execute the policies established by the Board of Directors. (b) Present a report of the condition of the Local League at the Annual Meeting. (c) Communicate to the Board of Directors such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of the Local League. (d) 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. (e) Designate in writing other officers, if necessary, to have power to make and execute for/and in the name of the Local League such contracts and leases they may receive and which have had prior approval of the Board. (f) Investigate complaints, irregularities and conditions detrimental to the Local League and report thereon to the Board or Executive Committee as circumstances warrant. (g) Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof. (h) With the assistance of the Baseball and Softball Player Agents, examine the application and support proof-of age documents of every player candidate and certify to residence and age eligibility before the player may be accepted for tryouts and selection. (i) Conduct criminal history checks for volunteers. (j) Select all managers and coaches for regular season teams, all-star teams, and second season (summer league) teams. (k) Represent the Local League in all District matters and meetings. (l) Secure sponsors for teams and assure that sponsorship fees are paid. (m) Manage all-star selection process with the assistance of the Player Agents. (n) Serve as tournament director for Jamboree and the Major Baseball Tournament of Champions. (o) Organize and supervise District all-star tournament hosted by Local League, as assigned by District 8.

Vice Presidents. The Vice Presidents shall: (a) Perform the duties of the President in the absence or disability of the President, provided he or she is authorized by the President or Board so to act. When so acting, the Vice President shall have all the powers of that office. (b) Perform such duties as from time to time may be assigned by the Board of Directors or by the President. (c) Propose a plan for player retention and recruitment prior to the start of registration; (d) With the player agents, organize volunteers to carry out retention and recruitment action items, such as distribution of registration materials, advertisement of registration, direct calls to players, etc.; (e) Conduct tryouts and player assessments (f) Recruit managers and coaches for recommendation to the President. (g) Represent the Local League in all interleague meetings for their respective divisions.

Secretary. The Secretary shall: (a) Be responsible for recording the activities of the Local League and maintain appropriate files, mailing lists and necessary records. (b) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors. (c) Maintain a list of all Regular, Sustaining and Honorary Members, Directors and committee members and give notice of all meetings of the Local League, the Board of Directors and Committees. (d) Keep the minutes of the meetings of the Members, the Board of Directors and the Executive Committee, and cause them to be recorded in a book kept for that purpose. (e) Conduct all correspondence not otherwise specifically delegated in connection with said meeting and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed. (f) Notify Members, Directors, Officers and committee members of their election or appointment. (g) Reserve meeting rooms for regular and annual meetings of the Board of Directors. (h) Send approved minutes to District 8 administrator each month.

Treasurer. The Treasurer shall: (a) Perform such duties as are herein set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board of Directors. (b) Receive all monies and securities, and deposit same in a depository approved by the Board of Directors. (c) 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. All disbursements by check must have dual signatures. (d) Prepare an annual budget, under the direction of the President, for submission to the Board of Directors (e) Prepare an annual financial report, under the direction of the President, for submission to the Membership and Board of Directors at the Annual Meeting, and to Little League Headquarters.

Player Agents. The Player Agents shall: (a) Record all player transactions and maintain an accurate and up-to-date record thereof. (b) Receive and review applications for player candidates and assist the President in verifying residence and age eligibility. (c) Conduct the player draft and all other player transaction or selection meetings. (d) Prepare the Player Agent's list. (e) Prepare for the President's signature and submission to Little League Headquarters, team rosters, including players' claimed, and the tournament team eligibility affidavit. (f) Notify Little League Headquarters of any subsequent player replacements or trades. (g) Participate and monitor all tryouts and player assessments.

League Registrar. The League registrar shall: a) Monitor all registrations, whether online or otherwise, reporting to the President and Board as necessary b) Correct and update any erroneous registrations, including issuance of refunds in the case of erroneous online registrations and/or with the assistance of the League Treasurer if necessary. c) Assist the Vice Presidents of each division in allocating players and otherwise assisting the League Player Agents as needed.

Safety Officer. The Safety Officer shall: (a) Be responsible to create awareness, through education and information, of the opportunities to provide a safer environment for youngsters and all participants of Little League Baseball. (b) Develop and implement a plan for increasing safety of activities, equipment and facilities through education, compliance and reporting. NOTE: In order to implement a safety plan using education, compliance and reporting, the following suggestions may be utilized by the Safety Officer: (1) Education - Should facilitate meetings and distribute information among participants including players, managers, coaches, umpires, league officials, parents, guardians and other volunteers. (2) Compliance - Should promote safety compliance leadership by increasing awareness of the safety opportunities that arise from these responsibilities. (3) Reporting - Define a process to assure that incidents are recorded, information is sent to league/district and national offices, and follow-up information on medical and other data is forwarded as available.

Director of Field Maintenance. The Director of Field Maintenance shall: a) Act as the chief maintenance liaison for the League and any entity, including the City of Seattle, from which the League rents fields, including training any and all field maintenance volunteers in accordance with the leasing entity’s guidelines. b) Perform other field duties as determined by mutual agreement with the Board of Directors.

League Information Officer. The League Information Officer shall: (a) Manage the League's web site; (b) Manage the online registration process (if available); (c) Collect, post and distribute important information on League activities including direct dissemination of fundraising and sponsor activities to Little League Baseball, district, public, league members and media; (d) Serve as primary contact person for Little League regarding optimizing use of the Internet for league administration and for distributing information to league members and to Little League Baseball.

Coaching Coordinator. The coaching coordinator shall: (a) Serve as the contact person for Little League and its manager-coach education program for the league; (b) Present a coach/manager training budget to the board; (c) Gain the support and funds necessary to implement a league-wide training program; (d) Order and distribute training materials to players, coaches and managers; (e) Remind and encourage all managers and coaches to attend District 8 offered coaching clinics; (f) Record attendance of managers and coaches at clinics; (e) Coordinate mini-clinics as necessary.

Umpire in Chief. The chief umpire shall: (a) Present an umpire training and equipment budget to the Board of Directors; (b) Coordinate training of volunteer umpires; (c) Investigate complaints by and about volunteer umpires; (d) Investigate complaints related to disputed games and report findings to the President.

Equipment Manager. The Equipment Manager shall: (a) Keep an inventory of all equipment owned by the Local League; (b) Manage the purchase, distribution and storage of equipment; (c) Present an equipment budget to the Board of Directors; (d) Manage the access to the storage locker; (e) Replace and dispose of unsafe equipment; (f) Assure that all equipment is in good condition and meets Little League standards.

Fundraising Chair. The Fundraising Chair shall: (a) Recommend fundraisers to support the financial solvency of the Local League; (b) Plan and carry out the concessions for the Spring Jamboree and the Tournament of Champions; (c) Plan and carry out the concessions for the all-star tournament hosted by the Local League; (d) Schedule volunteers to help at concessions; (e) Coordinate other fundraisers (if approved).

Parent Rep Coordinator. The Parent Rep Coordinator shall: (a) Assure that each team has a parent rep; (b) Distribute written responsibilities of parent reps to managers and parent reps; (c) Organize parent rep meeting prior to start of regular season games; (d) Distribute Local League news to teams through parent reps.

Field Maintenance Coordinator. The Field Maintenance Coordinator shall: (a) Assure that each team or division has appointed a field maintenance volunteer; (b) Conduct training regarding care and maintenance of City fields; (c) Distribute any written instruction or training from the City of Seattle Parks Department;

Uniform Manager. The uniform manager shall: (a) Keep an inventory of all uniforms owned by the Local League; (b) Manage the purchase, distribution and storage of uniforms; (c) Present a uniform budget to the Board of Directors; (d) Manage the access to the uniforms; (e) Replace and dispose of unusable uniforms; (f) Assure that all uniforms are in good condition and meets Little League standards

At Large Board Member, Position 1. The At Large Board Member, Position 1 shall: (a) Plan and carry out special events, such as league picnics, team pictures (b) Assist President in the planning and operation of Spring Jamboree, Major Tournament of Champions and District All Star tournament hosted by Local League.

At Large Board Member, Position 2. The At Large Board Member, Position 2 shall: • Secure and schedule fields for practices, regular season games, tournaments and other league activities • Coordinate interleague baseball and softball schedules with other leagues and/or District