San Dieguito Youth Softball

Board Members

San Dieguito Youth Softball League 2008-09 Board Member Job Descriptions

President

Ultimate responsibility for performance of the Board and League.
Arrange for management and storage of League records and files.
Fill Board vacancies by making recommendations to full Board per by-laws
Facilitate transitions to new Board members by arranging for handoff of job descriptions, records, contacts, etc.)
Review bank statements to provide a check on League finances.
Develop and maintain League master calendar.
Ensure that Board and League comply with by-laws.
Pursue grant requests with County and City.
Attend (with Umpire In Chief) City field allocation meetings.
Represent the League at ASA functions and conferences.
Register league's All-Star teams for tournaments.
Appoint and work with Memorial Day Tournament Director.
Work with Fall Ball Commissioner (Vice President)
Appoint standing committee members.
Obtain league liability policy.

Vice President

Filter Parent complaints and suggestions.
Create and manage a "parent liaison" system for league parents.
Obtain and distribute lineup forms, score books and score reporting forms.
Follow-up on action items from Board meetings, assisting and supporting other Board members in their activities.
Fall Ball Commissioner
Work with other Board members to arrange for player registration, team formation, uniforms, coaches, umpires, fields and other leagues insurance and fees.
Create game schedule, including contact with other leagues
Assist Other Board members with overload of responsibilities.

Secretary

Arrange for procurement and distribution of sponsor plaques.
Arrange all aspects of team photography for Spring, Fall, and All-Stars, including selection of Photographer (subject to Board Approval), scheduling, etc.
Record and maintain in a chronological binder of Minutes of Board meetings, including motions, calculations, and action items.
Distribute Minutes, Meeting Notices and Draft Agendas one week prior to each Board meeting.
Create and maintain a roster of Board members, including contact information. Team Mom Coordinator
Prepare and distribute Team Mom binders.
Coordinate Team Moms.
Key for P.O. Box

Treasurer

Pay bills, make deposits, and track transactions according to an established chart of accounts.
Reconcile League checkbook
Prepare monthly financial reports and budgets as required by the Board.
Coordinate with Player Agent all player registration fees.
Arrange for the League's professional CPA accountant to file reports as required by the IRS and Franchise Tax Board.
Manage League P.O. Box and distribute mail to department heads.
Create Budgets for All-stars, Snack bar, Uniforms and Equipment
Oversee Snack Bar

Snack Bar Coordinator

Responsible for management of the Snack Bar including ordering, staffing, health department compliance, financial reporting, etc.
Arrange for the snack bar to be adequately stocked with food and non-food inventory.
Recommend equipment purchases and vendor relationships to the Board for approval.
Arrange staffing, using volunteers to the greatest extent possible.
Keep track of buyout fees, service time, and arrange for refunds as appropriate.
Maintain the snack bar and all equipment in a clean, safe, hygienic condition in compliance with Health Department requirements..
Track and Report financial results in coordination with the Treasurer. Monthly report, net & gross.
Arrange for turnover or deposit of daily receipts.
Create and maintain internal controls to avoid "shrinkage."
Establish pricing with Vice President and Treasurer.

Umpire in Chief

Work with Coaching Coordinator to arrange coaching clinics.
Create and distribute practice schedules for Spring, All-Star, and Fall ball seasons.
Create and distribute game schedules for Spring and Fall ball seasons.
Create and distribute playoff brackets for Spring and Fall ball seasons.
Create brackets for Memorial Day Tournament.
Work with League President and Fields Commissioner to secure adequate field time for the League's practices, games, and tournaments.
Distribute rules of play (League/ASA) and arbitrate disputes arising there from. Make sure to give to Coaches Commissioner for Coaches Books.
Distribute list of banned equipment at the start of each season and provide to Coaches Commissioner and Website Commissioner for distribution.
Arrange for Inter-League play.
Contract for Umpires and arrange for their compensation for Spring, Fall, and the Memorial Day Tournament.
Coordinate Youth Umpires for 8U program.

Player Agent

Create annual Registration on website with Web Commissioner (Spring, Fall, All-Star)
Maintain current database of all Players (Spring, Fall, All-Star) for 3 years
Maintain voicemail greeting on League info line.
Prepare and email Player Evaluation link to coaches with Coaches and Web Commissioner.
Based on coach availability, field time availability, and other factors, work with the Board to establish an appropriate goal for the number of teams and players.
Coordinate Draw Day
Download Registration Forms and create a current player list for the given season indicating player ratings, fee payment status, etc.
Arrange with Coaches Commissioner for League coaches to participate
Arrange meeting times and spaces with Publicist.
Suggest team formation guidelines for Board discussion.
Track Registration Payments on the current database.
Maintain league insurance policy through ASA.
Input all individual players into ASA insurance database.
Create all-star pictures insurance cards in ASA database.
Make recommendations to Board regarding scholarship requests.
Arrange for collection of all player registration payments with Treasurer.

Coaching Coordinator

Identify, select, screen, and assign coaches and assistant coaches for all teams.
Arrange for background checks as required by ASA.
Arrange for Division Reps - chosen from the coaching pool.
Arrange for ASA background checks and Certification of coaches.
Arrange for and implement a training program for league coaches.
Arrange for player clinics before and during the Spring season.
Ensure that coaches complete Player Evaluation Forms on line.
Supervise the coaching staff and provide for evaluation and discipline.
Advise coaches of ranking and draft meetings.
Ensure coach attendance at All-Star tryouts.
Distribute, email and evaluate coach evaluation forms from parents.
Prepare Coaching binders one week before coaches meeting.
Arrange for and chair coaches meeting at the start of each season.
Disseminate and reinforce the league's "coaching philosophy."

Fields & Safety Coordinator

Prepare fields for all games, practices, and tournaments
Recommend for Board approval contracts for outside services (eg: Clausen Fields)
Maintain the League's relationships w/City of Encinitas
Maintain and install sun protection in dugouts.
Maintain batting cages i.e., netting, matting plates and pitching rubbers.
Arrange for re-keying of snack bar and equipment room and distribution of keys in August of each year.
Purchase (with Board approval) and maintain field maintenance equipment, including bases, field maintenance tools, chalk, etc.
Advise Web Commissioner and coaches of field closures as they occur.
Advise coaches of their responsibility to set up fields for practice.
Manage and adjust field light timing schedule.
Periodically inspect fields for potential safety issues and work with the City to resolve.
Maintain first-aid kit (with Freeze Paks) in equipment room.

Equipment

Ensure that the League has an adequate supply of safe, approved playing equipment including bats, balls, helmets, catching gear, pitching machines, etc.
Maintain an accurate monthly inventory of League equipment and distribute list at monthly Board meetings.
Arrange for distribution and pickup of team equipment and keys (equipment room & field boxes) with check off list of equipment in bags with coach's signatures.
Arrange for disposal of old equipment.
Maintain CSP storage room in a safe, clean, organized condition.
Annually evaluate all equipment and make a detailed recommendation to the Board concerning the need for new equipment, including recommended vendors and pricing.
Collect, clean, and store All-Star uniforms and helmets at the end of each season with Uniform Commissioner.
Obtain and distribute lineup forms, score books and score reporting forms.

Fundraising

Identify, pursue, close, and collect donations from League sponsors for Spring, All-Star, and Fall seasons.
Work with Uniform Coordinator regarding team assignments and uniform colors.
Create and maintain a spreadsheet to track actual and potential Sponsors.
Recognize Sponsors
Thank you letter (co-signed by League president) with tax information
Banners
rrange Sponsor recognition on banners and ensure periodically being hung properly.
Create fundraising projects to meet Board-approved monetary goal.
Work with Website Coordinator to provide website recognition and links for sponsors.
Assist Special Projects Commissioner on Opening Day with Fundraising, silent action gifts and activities.

Uniforms

Arrange for ordering, timely delivery, and distribution of uniforms and coaching shirts for Spring, All-Star, and Fall seasons.
Obtain multiple bids from uniform vendors a provide recommendations for uniform purchasing for Board approval.
Maintain an accurate monthly inventory of Uniform apparel and distribute list at monthly Board meetings.
Maintain adequate stock and inventory of SDYS apparel and spirit wear for sale in snack bar.
Arrange for purchase and sale of "Spirit Wear."
Coordinate with Fundraising Director for sponsor and uniform color assignments.
Communicate deadlines for sizing information to coaches.
Arrange for Coach shirts and Board Member shirts.

Publicity

Arrange Board Meeting Places
Public announcements; e.g., registration deadlines for Spring, All Stars, and Fall seasons.
Create, copy, and distribute registration flyers to schools
Coordinate with Webmaster to post current League information
Put up registration banners at proper times and locations to draw attention to the League's registration activities.
Maintain database of recent League players (last 2 years).
Write and post monthly newsletter on website.
Arrange for registration information booth at CSP during Fall Ball season & tournament.
Arrange for Memorial Day Tournament banner to be posted on Flag poles during tournament.

Website

Develop and maintain League website.
Arrange for on-line registration for Spring, All-Star, and Fall seasons including fee payments, buyout fee payments, and processing.
Arrange for outside resources as required for creation/maintenance of the website.
Post current seasons, league schedules, all-star schedules and snack bar schedules.
Collect and post game results and standings with assistance from Division Representatives.
Maintain field condition status notice so that players, parents, and coaches can see if the fields are open or closed.
Create and maintain links to League sponsors.
Create and maintain on-line survey forms for coach evaluations, player evaluations, etc.
Maintain current photo page on website
Create Coaches and Players Evaluation links with Player Agent and Coaches Commissioner.

Special Projects

Arrange Opening Day and Closing Day ceremonies including City Permits.
Arrange for league participation in Encinitas Holiday Parade.
Arrange for League (not team) trophies including Closing Day tournament, Memorial Day tournament, All-stars, and Wofford Award.
Arrange for Fall ball Tournament trophies.

Non-Board Positions:
If Board can not find a suitable candidate for these positions, then the VP must assume responsibility of the positions.

Division Representatives

Collect game results from division coaches and provide to webmaster for posting.
Advise coaches of field closures.
Chair regular (Monthly?) coaches meetings.
Attend Board meetings as required.
Advise Coaches Commissioner or VP of any problems in their Division that might arise.

All-Star Coordinator (Open)

Collect nominations for coaching
Schedule and create agenda for tryouts - manage the day (schedule, staffing, arrange for evaluators)
Create, print, and distribute player evaluation forms in advance of tryouts.
Fill out evaluation forms in advance with player names
Supervise player registrations and payments
Decide which tournaments to enter and make recommendations to the board by the 15th of March.