Executive Board:
Administrator: General management of Association, preside at board meetings, oversee budgets, responsible for outreach.
• Oversee the Executive board and statisticians
• Call and Conduct all Executive Board meetings
• Form and work with the various committees
• Oversee & Assist with Spring & Fall games and meetings schedules
• Run coaching and coordinator ELV league meetings
• Set up committees and delegate work load
• Assist in problem meetings and questions
• Work with umpire assignor
Fall Ball Administrator: General management of all Fall Ball activities
- Plan and organize evaluations
- Conduct the draft
- Oversee the Fall Ball board
- Determine upcoming rules and go over any rule changes
- Make the game and playoff schedule
- Communicate with the umpire assigner and statisticians
- Order metals and balls needed for completion of season
Secretary: preside at board meetings, oversee insurance for the Association, record minutes at meeting, send minutes and notices to board members.
The Secretary shall keep a complete record of all meetings of the Association and of the Board; serve all notices required our By-laws; shall keep a complete record of all business of the Association, keep all approved minutes in a minute book, and send out copies of minutes, and make a full report of all matters and business pertaining to his/hers office to the members at the annual meeting. They shall make all reports required and perform such other duties as may be required of him/her by the Association or by the Board.
Secretary roles and responsibilities:
1) role call and minutes at all meetings, general and executive meetings.
2) organizational meetings time commitment the same if org rep as well.
3) the three coaches meetings (April, May, and June) are not just 1 hour meeting, but typically 4-5 hours when to attend all levels and some repetitive.
5) also a board member, so on the roster, rules, stacking, and protest committee. Roster meeting is 3-4 hours one time. Rules committee is less than 8 hours per year, typically 2-3 sessions about 2 hours each. Protest and stacking are on add needed basics.
6) had been back up to treasurer for second signature.
7)adhoc responsibilities, like taking money during all-star tournament meeting, ordering/picking up all-star or fallball shirts, ordering/picking up trophies, etc.
Treasurer: preside at board meetings, keep financial records of Association, bank deposits, bank reconciliation, player refunds, budgets.
The Treasurer shall be the custodian of the permanent funds and securities of the Association; shall keep or cause to be kept a full and complete record of all receipts and disbursements; shall pay out money upon the approval of the Board and with the joint signature of the Administrator; shall deposit all moneys and other valuable effects in the name and to the credit of the Eastern Lehigh Valley Softball League in such depositories as may be designated by the Board of Directors; shall present a report of receipts and disbursements at each meeting of the Board; and shall present a yearly financial summary at each annual meeting.
Treasurer roles and responsibilities:
1) Pay all bills - work directly with the umpire assignor on fees
2) organizational meetings time commitment the same if org rep as well.
3) the three coaches meetings (April, May, and June) are not just 1 hour meeting, but typically 4-5 hours when to attend all levels and some repetitive.
5) also a board member, so on the roster, rules, stacking, and protest committee. Roster meeting is 3-4 hours one time. Rules committee is less than 8 hours per year, typically 2-3 sessions about 2 hours each. Protest and stacking are on add needed basics.
6) Prepare financial information for meetings
7) Prepare a budget for upcoming season and make a recommendation for league fees
8)adhoc responsibilities, like taking money during all-star tournament meeting, ordering/picking up all-star or fallball shirts, ordering/picking up trophies, etc.
Statistician's: One for each level of the following: 2/3rd Advanced, 4th/5th Grades, 6th/7th Grades, 8th/9th Grades American Division, 8th/9th Grades National Division and Senior's.
The duties of the League Statistician include collecting and recording all scores. Publishing up-to-date standings on a weekly basis, the rescheduling of games and umpires, the recording of umpire no-shows and complaints, and the scheduling of umpires for all playoff games and all-star games. The League Statistician shall act as the umpire liaison for the league or age level, will be responsible for the scheduling of all playoff games and shall have the sole authority for ruling upon cancellation of games for non-weather related purposes.
Statistician roles and responsibilities:
1. Report all scores to league website as reported by winning head coaches after each game or within 24 hours of game.
2. Keep stats on all pitchers as reported by head coaches to be used in the following season roster committee meetings.
3. Field any questions from coaches or parents and consult with board
members for clarification on difficult issues or rule interpretation
4. Contact umpire assignor including head coaches via email to change games for rain or other statistician approved changes.
5. Keep standings for age level based on nightly scores.
6. Prepare age level playoffs brackets and contact umpire assignor for appropriate number of umpires
7. Field any umpire complaints or observations and pass them along if necessary to umpire assignor or board members if necessary.
8. Statistician is a board position at age level assigned.
9. Attend age level meetings
10. Constant communication via email or phone or website with coaches at age level assigned.
11. Facilitate at stacking committee meetings by providing information needed to evaluate teams.
Volunteer Coordinators and/or Appointed Positions:
At Large Board Members: Should a Board member assume the additional duty of statistician an additional Director shall be elected from the membership. Also can be past board member and long term League Representative.
Website Coordinator: Manage website, work with board members to review website design when needed.
Social Media Coordinator: responsible for updating Facebook, Twitter, etc..
Roster Committee: Shall be comprised of 5 independent non affiliated members. Members of the Executive Board who have no organizational affiliations shall be members of this committee. They will review all Minor and Major rosters for the purpose of determining whether a potential stacking situation exists. This review must be conducted and completed within four days of the roster submission date. Should a potential stacking situation be identified the organization representative will be notified and will have the opportunity to address the committee and explain the composition of their rosters. This meeting(s) will be held on the Sunday following the submission of the rosters and a decision will be rendered and forwarded to the Executive Board prior to April 1. The Roster Committee will review and approve all Junior and Senior Rosters.
Territory Committee: The League Territory Committee shall consist of three (3) Board members and four (4) members to be selected at the January meeting each year. The league Territory Committee will rule upon all territory disputes. Should any committee member have a conflict of interest on a matter that comes before the committee, the League Administrator will appoint an alternate member for the purpose of deliberating upon that matter. The League Administrator shall call and conduct all territorial dispute meetings. He/She shall not have a vote at any of these meetings.
Protest Committee: Shall consist of five (5) members and two (2) alternate members, to be selected at the January meeting. The Protest Committee will rule on all protests. The League Administrator shall act upon the validity of the protest, call, and
conduct all protest meetings within three (3) days of the protest. He/She shall not have a vote at any of these meetings. In the event any committee member shall have a conflict of interest in any matter that comes before the committee, the League Administrator shall appoint an alternate committee member for the purpose of deliberating upon the matter.
Rules Committee: Meet with a variety of coaches and other board members before the season starts to go over any rule changes and adjustments. Should also meet with the same group after the season to see how the rules worked out and see if anything should be discussed to change in the future. Meet with Fall Ball Administrator to go over rules and see if we want to test some new ideas.
