Saratoga Little League

Saratoga Little League Board of Directors

Overview:

This document outlines each of the Board of Directors Position for the current year and the responsibilities associated each position. All of the Board Positions listed shall have the right to vote on SLL Board issues.

Board Meeting Attendance:

It is the responsibility of each Board Member to attend each and every Board Meeting (generally held on the first Wednesday of each month). If a Board Member misses three (3) Board Meetings they are subject to disqualification from the Board. Each Board Member must provide an informed representative in his/her place in the case that he/she cannot attend a Board Meeting.

Description Of Board Positions:

1. PRESIDENT The President of the League 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 League.

d) Conduct the Local League in conformity to the policies, principles, rules and regulations of Little League Baseball Incorporated, as agreed to under the conditions of the 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 of Directors as circumstances warrant.

g) With the assistance of the Division Commissioners and Player Agent, 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.

h) Conduct the opening and closing day Ceremonies.

i) Represents Saratoga Little League at district level meetings.

j) Chair all Board Meetings.

k) Coordinate with the city of Saratoga appropriate baseball field for League play.

l) Present to the Board cost associated with securing baseball field for League play.

m) Coordinate with Division Commissioner in responding to player-related complaints, disputes and concerns, in the division in which the player agent's child participates.

n) Vote in case of a tie.

2. VICE PRESIDENT the Vice President shall:

In case of the absence or disability of the President, and provided he/she is authorized by the President or Board so to act, the Vice President shall perform the duties of the President. When so acting, shall have all the powers of that office, and such other duties, which may be assigned by the President of Board of Directors.

a) Create the opening day schedule. Coordinate and oversee opening day activities.

b) Prepares the Leagues season's/ playoffs schedule and team playing schedule.

c) Prepare and coordinate the annual calendar. Update the calendar as necessary and distribute. Coordinate upcoming events with monthly newsletter committee for distribution.

d) Implementation and updating of required Volunteer positions, presenting them before the board for approval.

e) Vote on matters before the Board.

3. TREASURER the Treasurer shall:

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 President of Board of Directors.

a) Receive all monies and securities, and deposit in a depository approved by the Board of Directors. Pays bills and balance bank statements.

b) Keep records for the receipt and disbursement of all monies and securities of the Local League. Approve all payments from allotted funds and draw checks thereof in agreement with policies established by the Board of Directors.

c) Oversee and manage umpire Paymaster.

d) Prepare and submit an annual budget, under the direction of the President, to the Board of Directors and be responsible for the proper execution thereof.

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.

f) Present to the Board annual registration fee proposal.

g) Oversee and manage annual tax filing.

h) Coordinate methodology with Business/Fundraiser Agent to effectively collect monies from fundraisers.

i) Vote on matters before the Board.

4. SECRETARY the Secretary shall:

Perform duties as specifically set forth and such duties, in addition to such other duties as are customarily incident to the office of Secretary or which the President or the Board of Directors may assign.

a) Be responsible for recording the activities of the Local League and maintain appropriate files, mailing lists and necessary records.

b) Give notice, of all regular board meetings to the Board of Directors, and the local league. Reserve and coordinate the monthly meeting location.

c) Responsible for any communication between the Board of Directors and the league.

1. Returning messages within 24 hours from Saratoga Little League Hotline. (All calls will be directed to appropriate departments of the League).

2. Oversee and manage Webmaster Committee.

d) Oversee and manage Registration Committee.

1. Be responsible for preparing and distributing sign-up flyers.

2. Conducts registration signups.

3. Coordinate and reserve the registration banner with the city of Saratoga.

e) Be responsible for maintaining a player and parent membership roster.

f) Keep the minutes of the meetings of the Members, the Board of Directors and Executive Committee, and record in a book kept for that purpose and provide to IT Director for Web access.

g) Shall 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.

h) Notify Members, Directors, Officers and committee members of their election or appointment.

i) Vote on matters before the Board.

5. PLAYER AGENT the Player Agent shall:

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors.

a) Receive and review applications for player candidates and assist the President in checking residence and age eligibility.

b) Provide Player Lists to Division Commissioners and assist with try-out preparation.

c) Prepare and summarize all player evaluations from tryouts for the draft(s).

d) Conduct, with the assistance of Farm & Tball Commissioner's, team formation and assignment process for all teams with equality and fairness of the game as the major objective.

e) Record all player transactions and maintain an accurate and up-to-date record thereof.

f) Establishes and holds player development clinics. (Example: Hardtke school).

g) Establish and holds managers and coaches clinics. (Example: AL & Al school).

h) Prepare the Player Agent's list.

i) Prepare for the President, signature and submission to Littler League Headquarters team rosters, including player' claimed, and tournament team eligibility affidavit.

j) Notify Little League Headquarters of any subsequent player replacements or trades.

k) Coordinate with Division Commissioners in responding to player-related complaints, disputes and concerns, except for the division in which the player agents' child participates.

l) Administer to managers by way of division commissioners' player evaluation surveys, prior to closing day.

m) Administer to parents by way of team reps. manager and coaches' evaluation surveys, prior to closing day, and make available on closing day.

n) Conduct with the President All-Star/Tournament team selection meetings with assistance from Division Commissioners.

o) Prepare for the President's signature All-Star/Tournament Team eligibility affidavit.

p) Vote on matters before the board.

6. SAFETY OFFICER: The Safety Officer Shall:

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors.

a) Be responsible to create awareness, through education and information, to provide opportunities for a safer environment for kids 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. This includes generation of a comprehensive Safety Manual.

c) Be responsible for recommending the insurance program for the Local League and for maintaining the insurance policies approved by the Board.

d) Be responsible for processing all claims against the Local League, which are protected by insurance.

e) Establish and coordinate with Equipment manager before the season and periodic spot checks throughout the season of equipment, specifically batting helmets.

f) Make recommendations to improve any unsafe field conditions, both for players and spectators.

g) Be responsible for Volunteer background checks to assure all Volunteers adhere to Megan's Law as outline by Little League Headquarters.

h) Chair the Code of Conduct Committee to review filings with it.

i) Maintain a confidential list of Code of Conduct offenders and provide feedback to the Board when Managers and Coaches are selected at the beginning of the year.

j) Vote on matters before the Board.

7. FUNDRAISER AGENT The Business/Fundraiser Agent shall:

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors.

a) Coordinates, contacts and solicits former business sponsors, new business and commercial/corp. and sponsors for Little League donations.

b) The coordination with the Treasurer of thank you letters and tax certificates to sponsors.

c) Defines, organizes and conducts the fundraiser (s) for the year. Supervise the Hit-a-Thon.

d) Coordinate methodology with Treasurer to effectively collect monies from fundraisers.

e) Organizes and conducts the Logo merchandise sales stands fundraisers during the year.

f) Responsible for the purchase and distribution of Commercial sponsor's trophies and plaques.

g) Coordinate closing day ceremonies BBQ fundraiser, fun day. Oversee Closing day volunteer committee.

h) Oversees Banner Committee.

i) Oversee and manage any concerns by the Snack Shack leaseholder.

j) Vote on matters before the Board.

8. FIELD COMMISSIONER The Field Commissioner Shall:

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors.

a) Seek and secure additional practice fields for all divisions.

b) Distribute established practice field schedules to each team for practice days and times with the commissioners of each division.

c) Is responsible for the maintenance and improvements to all fields and the surrounding area.

d) Oversees and manages the Field Volunteer maintenance committee and the Field Improvements committee.

e) Oversees and manages paid field Maintenance Contractors and companies.

f) Be responsible for appointing a field commissioner for each field, who will have the responsibility for the maintenance and preservation of the assigned field.

g) Determine the person that shall be responsible for the field preparation prior to games being played, and recruiting other able-bodied assistants for fieldwork.

h) Vote on matters before the Board.

9. UMPIRE-IN-CHIEF The Umpire-in-Chief Shall:

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors. The Umpire-in-Chief shall also in coordination with the Field Commissioner, Safety Officer, and Equipment Manager maintains the safety of the fields, equipment and playing conditions.

a) Be responsible for recruiting, evaluating, training and selection of all umpires.

b) Responsible for administrating the umpire organization including youth umpires and the direction of junior coordinators. Oversees all Umpire related content for the league website Umpire section to be sure information is accurate and useful.

c) Be responsible for ascertaining and assuring that all playing operations are conducted in accordance with the rules and regulations of the Local League and Little League Baseball, Inc.

d) Representing the Local League at all District 12 umpire meetings and report back to the board.

e) Communicating new rulings to the Umpires, Managers and Coaches.

f) Coordinate with Equipment Manager to insure that the proper uniform in code and safety is provided to all umpires.

g) Vote on matters before the Board

10. PUBLICITY DIRECTOR The Publicity Director Shall:

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors

a) Oversee and manage Database & Handbook committee. Prepare and coordinate with team reps accurate league roster directory book

b) Oversee monthly newsletter committee.

c) Responsible for communicating league related information with local newspaper.

d) Responsibility for distributing fliers to public and private schools prior to registration, for registration.

e) Vote on matters before the Board.

11. EQUIPMENT MANAGER The Equipment Manager Shall:

a) Be responsible for the purchase, distribution, maintenance and return of all equipment, including all players, umpires and scorekeepers.

b) Be responsible for the purchase and distribution of the uniforms for the teams, tournament teams and umpires.

c) Be responsible to maintain a proper inventory of safe equipment as required replacing unsafe or defective equipment through out the season.

d) Be responsible for recommending and setting equipment safety standards with the Safety Officer.

e) Oversee end of the year Trophy committee.

f) Oversees and manages Team Representative Coordinators.

g) Vote on matters before the Board

12-16. DIVISION COMMISSIONERS: Majors Commissioner, AAA Commissioner, AA Commissioner, Farm Commissioner & T-Ball Commissioner The Commissioners shall:

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors

a) Be present at registration to supervise and answer questions associated with proper division.

b) Conduct with the assistance of Player Agent appropriate player tryouts and makeup tryouts.

c) Conduct with assistance from Player Agent and President the player draft if applicable.

d) Conduct the formation of teams with the assistance of the Player Agent if applicable.

e) Receive and review applications for player candidates and assist the President and Player Agent in checking residency and age eligibility.

f) Assist Player Agent with player trades and draft pull-ups.

g) Encourage managers and coaches to attend organized coaching clinics.

h) Develop system with managers to collect game information.

i) Keep accurate records of game scores and innings pitched for each game, post standings weekly.

j) Keep abreast of player-related issues including roster changes, vacancies, long-term injuries, etc. and communicate immediately to Player Agent.

k) Observe the conduct of Managers and Coaches during practices and games throughout the season.

l) Investigate all complaints and concerns of play, in your division. Commissioners have the authority to settle disputes, but may request assistance from Player Agent, Chief Umpire or President.

m) Majors Commissioner to coordinate and assist in interlocking schedule with other leagues.

n) Vote on matters before the Board

17. TOURNAMENT DIRECTOR

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors

a) Oversee and manage Tournaments sponsored by the Saratoga Little League.

b) Validate affidavits to confirm child is in District 12 LL.

c) Keep official records of games and e-mail the results to the District 12 rep.

d) Design and order merchandise for sale-tournament shirts, hats, visors and fan ware for the adults and coaches

e) Organize volunteers to participate in tournament responsibilities.

f) Attend meetings for district tournament directors.

g) Act as or assign an Official Scorekeeper.

h) Coordinate Ceremonial & Pre/Post Game Procedures

i) Confirm Players are properly equipped.

j) Vote on matters before the Board

18. IT DIRECTOR The IT Director shall:

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors

a) Be responsible for the upkeep of the Saratoga Little League Web Site to include the following:

a. Registration Notices and Forms access

b. Safety Notices and Forms access (including Code of Conduct)

c. Email form forwarding for above

d. Current Schedules and Scoring for all Divisions

e. Timely notification of Rain Delays and field conditions

f. Password protected access for BOD Meeting Minutes and BOD notifications

g. Provide a two-year plan to allow Credit Card Transactions for Registration and Fundraising in the future.

h. Notification of Fund Raising Activities.

b) Vote on matters before the Board

19. VOLUNTEER DIRECTOR The Volunteer Director shall:

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors

a) Generate a listing of all Volunteer jobs prior to Registration with specific responsibilities.

b) Assign Volunteers to their requested positions and confirm their involvement.

c) Send letter of non-compliance to Volunteers that do not participate according to their job responsibilities that request the Volunteer "Opt-Out" payment.

d) Vote on matters before the Board

20. TRY OUT COORDINATOR The Try Out Coordinator shall:

Perform duties as specifically set forth and such duties, which may be assigned by the Player Agent.

a) Have Try Out sign up time schedules available for the Team Commissioners during Registration.

b) Have pre-printed post cards (provided by the Secretary) available for Commissioners to have parents fill out during Registration. Mail cards out in December.

c) Field phone calls from parents to change requested or assigned Try Out times.

d) Oversee and manage approximately 18 volunteers to: call parents to remind of Try Out times, work with the Coordinator to assist the Commissioners for two days of Try Outs.

e) Compile and print Try Out Evaluation Books with each child's name listed for Managers to access players Farm through Majors.

f) Once Try Outs are completed (including "make ups"), collect Evaluation Books from all division Managers and present to Player Agent for "Serpentine Draft".

g) Vote on matters before the Board

21. REGISTRAR the Registrar shall:

Perform duties as specifically set forth and such duties, which may be assigned by the President or the Board of Directors

a) Oversee the preparation and distribution of sign-up notifications/flyers.

b) Coordinates and reserves the registration banner with the City of Saratoga.

c) Secure the facilities for conducting Registration sign-ups.

d) Organize and manage the activities of registration workers.

e) Work with the Treasurer on the collection of walk-in registration fees including buy-outs, potential City imposed field maintenance surcharges, etc. and on the reimbursement of payments for appropriate cases of non-participation.

f) Vote on matters before the Board.

22. PAYMASTER the Paymaster shall:
In addition to performing duties that may be assigned by the President or the Board of Directors, the Paymaster shall:

a) Work with Umpire-in-Chief to maintain records of participants in paid umpire program.

b) Design and implement a "time card" system for recording the fulfillment of duties as paid umpires.

c) Be responsible for the budget of the paid umpire program and the issuance of appropropriate payment for services rendered by the participants in the paid umpire program.

d) Vote on matters before the Board.

23. HEAD SCOREKEEPER the Head Scorekeepr shall:
In addition to performing duties that may be assigned by the President or the Board of Directors, the Head Scorekeeper shall:

Oversee and direct all league volunteer scorekeeping positions to ensure scorekeeper training and consistency. There will be 4 divisional scorekeepers and at least one scorekeeper per team in Farm, AA, AAA, and Majors divisions, for a total of approximately 40 volunteers.

b) Recruit Division and Team scorekeepers

c) Compile prior year player statistics for player evaluation and formation purposes. Work with Tryout coordinator and Division Commissioners to determine relevant information. Distribute statistics accordingly.

d) Develop and deliver scorekeeping training

e) Work with interlocking league scorekeepers as necessary.

f) Establish mechanisms and timetables to collect and post scores and Division standings on semiweekly basis.

g) Work with sports reporters to provide box score information

h) Identify key player statistical information and develop collection and repository systems for purposes of evaluating all star selection processes. Leverage available technologies as much as possible. Also to be used as basis for next year player formation (see item c).

i) Assist Tournament Director with Tournament Scorekeeping duties

j) Vote on matters before the Board.

Success Factors:

Leadership and managerial organization to direct activities of 40 individuals

Written and verbal communication skills

Understanding of baseball rules and scorekeeping technique

Energy and commitment to support this critical function through the 2005 season.

Summary:

Participation is the Saratoga Little League Board is not a responsibility that should be taken lightly. Each and every member can directly influence the outcome of a child's experience in baseball. We all must work together to make sure this experience is a positive one.