Board Position Descriptions

General Notes:

• Board Members will be expected to attend monthly Board meetings during the year.

President:

• Oversees the affairs of all elements of the League.
• As chief administrator, selects and appoints all managers, coaches, umpires and committees (subject to the approval of the Board).
• Represents the League in the District organization. This includes attendance at all district Meetings, etc.
• Presides at all League meetings, and assumes full responsibility for the operation of the League.
• Receives all mail, supplies and other communications from the Little League Headquarters, and the District. 
• Oversee and coordinate all scheduling with other board members, including but not limited to yearly calendar, opening day, scheduling of fields.
• Oversee and coordinate with the Publicity, Fundraising, and League Information Officer all League Publicity campaigns, including but not limited to announcements, registration, clinics, seminars, articles, etc.
• Oversee all long-term development and planning.

Vice President:

• Responsible for the coordination of all activities relating to baseball.
• Coordinates and oversees all Board Member activities, including but not limited to: making sure that equipment bags are distributed to and returned by managers in a timely manner; making sure that all uniforms and awards are distributed in a timely manner; making all managers, coaches, and parents aware of all meetings, local rules, and conduct expected at all practices and games.
• Coordinates with Board in preparing and proposing a list of all divisional Managers for Board approval and President's selection. 
• Coordinates with and assists the Player Agent and President in conducting all drafts and/or selection of all teams.
• Coordinates with the Safety/Training Officer  in making sure that all safety issues are addressed.
• Coordinates with the Coaching Coordinator to insure that all managers, coaches and players at all levels are receiving proper instruction.
• Orders trophies

Secretary:

• Maintains a register of Board Members.
• Records the minutes of meetings, prepare in written format, and distribute via email.
• Provide copies of meeting minutes for each board meeting.
• Provide attendance roster for each board meeting.
• Maintain files of all board minutes, attendance rosters, meeting agenda’s, activities
• Responsible for sending out notice of meetings (coordinates with President).
• Responsible for securing facilities for meetings

Treasurer:

• Signs checks as directed by league constitution.
• Dispenses League funds as approved by Board of Directors.
• Reports on status of League funds.
• Keeps League books and financial records.
• Assumes responsibility for all League finances.
• Prepares and submits league tax returns, etc.
• Prepares budgets (and coordinates with each budget discipline regarding use of budgets).
• checks mailbox regularly and distributes mail.

Player Agent:

• Conducts annual tryouts (In coordination with Pres. and VP) for minors/majors
• Responsible for player selection (conducts all drafts, coordinates scheduling of drafts with Pres. & VP).
• Responsible for checking birth records and eligibility of all players.
• Supervises and coordinates the transfer of players between divisions, either up or down in age.
• Assume responsibility of prime coordinator of all player affairs, including but not limited to: sponsorship/player issues, financial or other family issues (including all issues of a delicate nature that need not be made public), etc.
• Responsible for All-Star player selection
• 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 International.

Farm Director:

• Responsible for player placement on all farm division teams (Tball, Coach Pitch, Machine Pitch)
• Responsible for finding Managers/coaches for all farm teams (coordinates with Board Selection Committee)
• Responsible for checking birth records and eligibility of all farm players
• Supervises and coordinates the transfer of players within the Farm division.
• Assume responsibility of prime coordinator of all farm player affairs, including but not limited to: player issues, financial or other family issues(including all issues of a delicate nature that need not be made public), etc.
• Helps organize player clinics

Safety/Training Officer:

• Coordinates all safety activities.
• Ensures safe playing conditions.
• Coordinates reporting and prevention of injuries.
• Solicits suggestions for making conditions safer.
• Reports suggestions to Little League Headquarters.
• Responsible for overseeing all programs and development opportunities relating to managers, coaches and players.
• Institutes and updates all printed Safety materials, such as manuals, flyers, internet correspondence, etc. Responsible for making information available to all managers, coaches and players as appropriate.
• Obtain, update and maintain First Aid Kits
• Responsible for conducting and coordinating all background checks of all volunteers to meet Little League guidelines, and keeping a log of all volunteers approved. .

Information Officer/Webmaster:

• Manages the League's official home page at ctvll.org
• Manages the online registration process (coordinating, updating and maintaining on-line registration).
• Ensures that League news and scores are updated on a regular basis.
• Collects, posts, and distributes important information on League activities to Little League Baseball, district, public, league members.
• Prepare forms and handouts for registration (registration forms, volunteer signup forms, contact list of directors, players clinic, coaches and umpire clinics).
• Responsible for setup of player database for current year.
• Responsible for creating team rosters (coordinate with Player Agent, VP, and Division Director) after drafts.
• Ensures that league rosters are maintained on the Little League data center (coordinating, updating and maintaining League Rosters, submitting all League Rosters to Little League International).
• Schedules

Equipment Director:

• Responsible for the upkeep and maintenance of all player equipment.
• Coordinates with the Vice President  to receive all equipment bags back from the managers at the end of the season (or the end of all-star season).
• Maintains an inventory of all equipment in each bag to ensure that all equipment is returned and that equipment which has exceeded its life expectancy is replaced.
• Inspects all equipment, removing damaged, worn, or unsafe equipment, and replaces with new equipment.
• Orders all new equipment.
• Prepares all equipment bags for distribution each new season with size appropriate equipment for each division.
• Provides scorebooks and pitch-count books to appropriate teams.
• Responsible for ordering and distributing all uniforms for players and managers, including the regular season, all-stars and other post-season teams. Will need the quantities, sizes, and colors for each team.
• Work at registration helping parents select the shirt sizes for each player.
• Have uniforms available for distribution at Team Parent meeting.

Umpire in Chief:

• Responsible for the hiring, training, and scheduling of all umpires for baseball.
• Coordinates with the Safety/Training Officer to schedule all umpire training clinics, seminars, etc.
• Organizes and directs all training clinics, seminars, etc.
• Coordinates with the Vice President and Field Scheduling Coordinator to prepare all umpire work schedules.

Fundraising Director:

• Contact and maintain relationships with sponsors. 
• Responsible for ordering all sponsorship signs.
• Responsible for the coordinating of all sponsorship activities, including but not limited to:  scoreboard signs, outfield signs, concession stand signs.
• Coordinates with the Treasurer to make sure that all sponsorships are paid.
• Coordinates with the Fields and Grounds Director to make sure correct sponsorship signs are placed on buildings, scoreboards, etc in the park.
• Sets up team pictures with photographer and coordinates dates and times.

Publicity Director:

• Oversee and coordinate with the President,  Fundraising director, and League Information Officer all League Publicity campaigns, including but not limited to announcements, registration, clinics, seminars, articles, etc.
• Places signage and newspaper ads for league registration dates

Concessions Director:

• Responsible for staffing the concession stand, including training the adult volunteers who can manage the stand.
• Make sure the stand is clean and money put away at the end of the night.
• Responsible for coordinating any special Snack Shack functions such as BBQ's, etc.
• Responsible for coordinating with Purchasing Director in ordering/purchasing what is needed to keep the shelves stocked.

Purchasing Director:

• Works with the Concessions director with ordering/purchasing what is needed to keep the shelves stocked.
• Purchases and provides budget/pricing for all items offered for sale at the Snack Shack
• Purchases, picks up and delivers goods.

Coaching Coordinator:

• Oversees all Manager/Coach activities.
• Coordinates with the Safety/Training Officer and the Player Agent to insure that all managers, coaches and players at all levels are receiving proper instruction.
• Responsible for coordinating all coaching clinics, training, and handles communication with the Coaches/Managers

Fields and Grounds:

• Maintain scoreboards--repairs, maintenance
• Manage watering and fertilizing of fields
• Organize preparation of fields for the season and special events
• Ensures all garbage cans are emptied on a regular basis