P a g e 1 CORPORATE BOARD OF DIRECTORS 1. Chairman of the Board: a. Keeper of Records i. Deeds, Articles of incorporation, by-laws insurance policies, articles of exemption, corporate seal, etc. b. Voting i. Has no voting privilege at board of directors meeting by can vote at general meetings. 2. President: a. Meetings/Programs i. Arrange location, time, content and duration of all board and general meetings and is the only person authorized to call for meetings except as may be deemed necessary by the chairman or someone appointed by the president. Leads all awards and special programs. b. Insurance i. Submits bids for insurance to cover liability at all times during the year, insurance to cover property both real and personal and errors and omissions policy. c. Extent of Authority i. Has the Authority to make major decisions without board approval, but in no case cannot obligate the association or commit to any agreements over Six (6) months or approve any spending over $500.00. d. Voting i. Has a vote at board meetings only in the event of a tie (tie breaker only) and has a vote at all general meetings.
P a g e 2 3. Vice President: a. Presidency: i. Assumes the duties of president at meetings if the president is unable to attend. May assume the office in the event of a vacancy of the president. b. Registration: i. Sets dates with the board assistance and prepares the following forms to be approved by the board: 1. Registration Forms 2. Coach Protect Forms 3. Draft Sheets for both coaches and the master s c. Records: i. Prepare record and file all forms and/or documents in the appropriate location. This applies to all registration, coach protects, draft forms and birth certificates. d. Player Draft: i. Correlates and serves as chairman at player draft and verifies all team assignments. e. Communication: i. Must provide all division managers, umpire commissioner, treasurer, program cord and president with hard copies as needed or required. f. Extent of authority: i. Has the Authority to make mid-range decisions but must have board approval for most actions G.B.A Business. This is the only person that can add or subtract players to/from teams. g. Voting:
P a g e 3 4. Secretary: a. Secretary i. Maintain and record minutes at all board of director meetings, general and special meetings as call by the president or appointed person. ii. Shall provide a written agenda to each board meeting no later than 2 days prior to meetings. iii. Will also reject any agenda request NOT submitted at least 4 days prior to the said board meeting. b. Elections: i. Acts as chairperson for the entire election process and includes the nomination board(s),ballots, voting distribution and return/turn-in as well as the entire counting and/or tally process. ii. Will choose any/all parties/person needed for the secure, proper and safe election process. c. Publicity: i. Take care of newspaper, radio and T.V. ads for sign-ups public information releases (as approved by the president) to local newspaper, radio or television stations. d. Extent of Authority: i. Has mid-range to major authority under direction of the President, but in no case can make decisions that will commit this association or authorize any spending over $250.00. e. Voting: i. Has a Vote at all meetings.
P a g e 4 5. Treasurer: a. General Fund: i. Collect and deposit all monies/funds that have been verified by a minimum of two (2) persons, one of which must be a board member obtained form all sources. ii. Must keep & maintain records of all money art transactions and submit bills to the board of directors for approval of payment except regular monthly bills (i.e. water, gas, phone, internet or the like and electric.) b. Snack Bar: i. Collect and deposit all monies obtained from the snack bar and keep records of all monetary transactions and pay all bills required for the operation of thereof. c. Budgets: i. Require of the following departments or positions a budget due by December 1 st of each year: Vice President, Umpire Commissioners, Snack Bar Manager, Equipment Manager, and Grounds & Maintenance, sponsors, uniform manager and program coordinator. d. Taxes: i. Insure all proper documentation and records and submit to a paid tax preparer in a timely manner and c.c. the President. All tax documents for local, state and federal governments are filled in accordance with all laws. A copy is to be filled at the G.B.A. office and one is to the chairman of the board. e. Extent of Authority: i. Has Mid-range authority to major but in no case can they commit G.B.A. to any contract without board approval nor can they approve more than $500.00 for payment not obligate the association for any period. ii. Insure that all checks have two (2) Signatures. f. Voting: i. Has a Vote at all meetings.
P a g e 5 6. Umpire Commissioners: a. Rules i. Correlates all playing rules-g.b.a. amended rulers for all divisions and insure that all coaches, managers, division managers and umpires obtain a copy of said rules and insure amended rules and any other rules adopted by the association are distributed as required. 1. All must be approved by the division managers and the President with board approval prior to publication. b. Umpires: i. Obtain and organize umpires for all games and oversee that all rules are adhered to. ii. Keep and maintain pay reports and submit weekly to the treasure for payment. iii. All umpires are paid weekly (Saturday) except for tournaments which are paid at the end of each day. iv. Insure that umpires are certified or have attended an approved clinic. c. Field Supervisor: i. Oversee all games played and settle all disputes on the spot if no protest filled. d. Protest: i. Serve as chairman and organize a protest committee consisting of the Division Managers and at least one other board member and yourself to settle all protest. 1. If not available within time restraints the umpire commissioners may make the decision based on G.B.A. Amended rules first, then any other as they apply. e. Extent of Authority: i. Has Mid-range authority. Cannot commit G.B.A. to any contract or make any decisions to pay any amount over $250.00 except the umpire payroll. ii. Has the authority to call games due to rain or other reasons as necessary for the safety or the players. iii. Can eject Umpires, Coaches Parents, Players and Board members from a game. f. Voting:
P a g e 6 7. Division Managers: a. Teams: i. Maintain a team roster for all leagues within your division of all players, managers, coaches, and assistant coaches. b. Meetings: i. Correlate locations, dates and times and act as chairman at all coaches meetings (3) three per year and or clinics as needed. c. Player Draft: i. Act as a Vice Chairman at the draft. 1. Will act as chairman and set/correlate try-outs or evaluations if requested. d. Rules: i. Assist with setting all playing rules (G.B.A. amended) ii. Insure all coaches receive a copy of the amended rules prior to the start of the season. e. Managers: i. Recruit all managers/coaches for all teams in your respective divisions. ii. Insure that all managers/coaches adhere to and abide by all code of conduct rules. f. Disputes/Conduct: i. Maintain records for all managers/coaches and report any violations to the board for disciplinary actions. ii. Settle all disputes on the spot if able and submit to the protest committee all protest of which you are to be on. iii. Submit disputes by managers, umpires, parents, players or board members to the board for all violations of rules, code of conduct violations or G.B.A. by-laws. g. All-Stars: i. Board is to assist in selection of all-star coaches but the final decision is the division managers. ii. Maintain the all-star list and assist with the all-star selection and setup and correlate all-star try-outs. iii. Correlate all all-star games as needed for each league. h. Extent of Authority: i. Has minor authority. Cannot commit G.B.A. to any contract or approve any spending over $ 100.00 most authority is as outlined above. i. Voting:
P a g e 7 8. Scheduling: a. Schedules: i. Correlate and organize all teams play dates, times, field location for all teams in all divisions/leagues in regular league play as well as set all schedules for all-star games, tournaments, and championship games. ii. Must reschedule any and all games forfeited or cancelled for any reason. iii. This is the only person authorized to schedule, reschedule or make any changes whatsoever including any bi-games or conflicted games. iv. Must approve any game changes between coaches and or managers. b. Conflicts: i. All scheduling conflicts must be taken care of at the first available date. This also applies to reschedules. c. Notification: i. Must notify the umpire commissioner of any scheduling changes or reschedules A.S.A.P. ii. Must also advise the league manager and president of any such changes. iii. Must submit schedules to the following person(s) prior to finalization: Programs Coordinator in a timely manner for the program book, all division managers, umpire commissioners and the league president. d. Extent of Authority: i. Has minor authority. Cannot commit G.B.A to any contract or approve any spending over $100.00 ii. This is the only person authorized to schedule make up games or change any games for any reason whatsoever. e. Voting: i. Has a Vote at all meetings.
P a g e 8 9. Sponsors: a. Sponsors: i. Correlate and obtain sponsorships and maintain great relations with all sponsors. b. Advertising: i. Obtain sign ads, team sponsors, program book ads, parent ads and corporate ads as well as field ads/sponsors. c. Extent of Authority: i. Has minor authority. May not commit G.B.A. to any contract or obligate the association to any long term commitment. ii. All letters to or for sponsors or to obtain sponsors or grant must be approved by the league president or the board of directors. iii. Must submit a budget to the treasure by December 1 st of each year and should include the annual sponsor B.B.Q and any special events associated with the sponsor position. d. Voting:
P a g e 9 10. Equipment Manager: a. Equipment i. Maintain all equipment, Keep up repairs on all equipment; obtain approval of board to purchase new equipment as needed. b. Storage: i. Obtain and oversee storage of all equipment during the off season. c. Inventory: i. Maintain an updated list of equipment owned by the association with description and derail numbers if available. ii. Maintain inventory control list. d. Records: i. Maintain and update an inventory assignment log or record. e. Purchasing: i. Submit a budget to the treasurer by the 1 st of December of each year. ii. Obtain a minimum of three (3) bids for any/all purchases. iii. Check in and sign for all deliveries of athletic equipment. iv. All purchases are to be approved by the board.(this includes the purchases of baseballs/softballs as needed for the season and/or any special events or tournaments.) f. Extent of Authority: i. Has minor Authority, may not commit the association to any contract or binding commitment. ii. May not authorize or purchase in excess of $100.00. g. Voting:
P a g e 10 11. Uniform Manager: a. Uniforms: i. Maintain list of teams needed for the issuance of uniforms. ii. Distribute all uniforms on a date as set by the board. iii. Insure quality of all uniforms. b. Inventory: i. Maintain a complete inventory control list and set selling price for parent orders. ii. Maintain storage for any excess uniforms or offer for sale at end of season at a discounted price. iii. Obtain and maintain storage containers for use of uniform storage. c. Purchasing: i. Submit a budget to the treasure by the 1 st of December of each year for the purchasing of all uniforms needed for the season and all-star and all special events. ii. Obtain a minimum of Three (3) bids for all purchases. iii. Check in and sign for all deliveries of uniforms or special purchase items. d. Extent of Authority: i. Has minor Authority, may not commit the association to any contract or binding commitment. ii. May not authorize or purchase in excess of $100.00. e. Voting:
P a g e 11 12. Grounds & Maintenance: a. Buildings: i. Correlate and maintain all buildings in approved conditions. ii. Submit Minimum of Three (3) bids for board approval for all improvements, repairs, and maintenance cost. b. Grounds: i. Correlate and maintain all fields, fences, backstops, and dugouts. ii. Submit for board approval all improvements, repairs and maintenance cost. iii. Organize work parties and act as chairman for clean-up days. c. Equipment: i. Maintain maintenance records on all equipment in good working order. ii. Insure that all equipment is in a safe operating condition. d. Inventory: i. Maintain an up to date list of all buildings and equipment owned by the association including serial and VIN numbers as required by law. 1. This includes any/all equipment in the snack bar. ii. Must also keep on hand supplies needed in the daily operation of the association. e. Clean-up days & Major Projects: i. Schedule dates, times and type of work to be accomplished and correlate and organize major project committees for all major projects. f. Extent of Authority: i. Has Mid-range author but can t commit G.B.A. to any contracts, either short or long term. ii. May not authorize spending over $250.00 without the approval of the board or the president if within limits. g. Purchasing i. Must obtain Three (3) bids for the purchase of any all maintenance to buildings or equipment also includes repairs and supplies or parts. ii. Must submit a budget by December 1 st of each year to the treasure for approval by the board. h. Voting:
P a g e 12 13. Program Coordinator: a. Program Book: i. Correlate and lay-out the program book. ii. Organize and correlate all data, I.E. Schedules, rosters, ads and sponsors information is received by the due dates as requited in order to arrive at the printer on time. iii. Design cover and submit to the board for approval. iv. Obtain Three (3) bids for printing of the program book and submit for approval to the board. b. Team Parents: i. Keep team parents informed of upcoming events. ii. Obtain and maintain a list of the team parents in order to distribute team pictures. c. Scorekeeping: i. Schedule and organize a score keeping clinic before the start of the season and offer to any and all interested persons. d. Pictures: i. Obtain bids (3) from photographers, present to the board for approval. ii. Correlate and organize the event and schedule teams if needed. iii. Pick up and deliver as required. e. Trophies: i. Obtain bids (3) from trophy vendors or shops. 1. Present to board for approval along with any samples. ii. Determine the number of categories with the board. 1. This will be places: i.e. 1 st only or 1 st -3 rd iii. Pick-up and deliver as required 1. The division managers should be distributing at the awards ceremony. f. Purchasing: i. Obtain three bids (3) and submit to the board for approval for the purchases of pictures, trophies or awards and printing cost of the program book and other special purchases. 1. Must submit to the treasurer by December the 1 st of each year a budget which shall include all the above costs. g. Extent of Authority: i. Has minor authority. ii. Cannot commit G.B.A. to any commitments or contracts without board approval. iii. May not purchase or approve spending in excess of $ 100.00. h. Voting:
P a g e 13 14. Fundraising: a. Fundraising: i. Correlate and organize all fundraising events and work with the program coordinator to organize all such events. ii. Determine fundraising events and submit to the board for approval. b. Purchasing: i. Purchase, pick-up and deliver all items to all parties all items for the fundraising event (the team parent for each team). ii. Insure that all proper reports are filed as required. iii. Must submit a budget to the treasure by December 1 st of each year. c. Extent of authority: i. Has minor authority. ii. Can t commit G.B.A. to any contracts or long term commitments. iii. May not purchase or approve spending over $100.00 without board approval. d. Voting: ASSISTANTS: Any board member may obtain a non-voting assistant to help in their assigned duties. You appoint the individual as your assistant manager BUT must notify the board prior to the appointment. They don t have a vote and can t sign any document for you.