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Job Descriptions

Board Member Job Descriptions


President

Directs and leads the board and overall activities of the league.  Conducts monthly SSLL board meetings, and represents SSLL at monthly Little League District meetings.  Liaison between SSLL and the City of Sunnyvale, other leagues, District 44, and Little League International.  Responsible for the conduct of the league as chartered, in strict conformance with the policies, principles, rules and regulations of Little League Baseball.   Responsible for overseeing charter, insurance, corporate, legal, and financial and administrative filings.  Requires good communication skills, sound judgment, and the ability to influence, motivate and delegate. An ideal candidate will have experience in most levels and divisions, upon which to draw when making decisions.

President is an Officer Position


VP of Operations

Presides in the absence of the president, works with other officers and committee members, is ex-officio member of all committees, and carries out such duties and assignments as may be delegated by the president. A vice president may manage, coach or umpire, provided they do not serve on the protest committee. 

VP of Operations is an Officer Position.


Treasurer

The Treasurer receives all monies and securities, and deposits same in a depository approved by the Board of Directors.  Sign checks, cosigned by another officer or director (if required), and dispenses league funds as approved by the Board of Directors.  Reports on the status of league funds at each Board meeting.  Maintains local league financial books and records, and prepares budgets.  Prepares the annual budget, under the direction of the President, for submission to the Board of Directors at the annual meeting (the report shall also be submitted to Little League Headquarters).  Oversees activities of the Fundraising Director and is a member of any committees established to raise funds to finance the league.

Treasurer is an Officer Position.


Secretary

Maintain official record of Meeting Agendas and Minutes.  Attend each Board and General meeting and record attendees, summary of discussion, any motions that are made, and the result of votes.  Type up the draft minutes and distribute for review via email.  At the end of each season, compile all meeting agendas and minutes into a binder as an official record. May be asked to assist as a Post-Season Tournament Director, to help with Opening Day/Closing Day activities and other miscellaneous tasks. 

Secretary is an Officer Position.  


Safety Officer

Coordinates all safety activities including supervision of ASAP (A Safety Awareness Program) and responsible for ensuring the timely completion and submission of the Safety Plan prior to April 1st each year. Conduct field and facility inspections to ensure safe operation capabilities; first aid supply and distributions.  Coordinates reporting and prevention of injuries, injury record keeping.  Ensures safety in player training and safe playing conditions. Coordinates collection of all volunteer applications, volunteer application record keeping and performs background security checks and facilitates insurance claims. 

Safety Director is an Officer Position.


Player Agent

Responsibilities include (Regular Season, Post Season and Fall Ball) Set up Team Registration, selecting and maintaining player personnel, residency and age verifications, player info sheets/medical release forms.  Player placement (T-Ball and Pioneer Divisions).  Player Try-outs (Farm, Minor, Major and Junior Divisions), Player Draft.  Give rosters to Board President, Team Managers, Uniform Director, Snack Shack Coordinator, and Trophy Coordinator.  Solicit players for the Player Pool (Minor Division). Create sets of Player Eligibility Affidavit Binders (map, affidavits, signed medical releases, original and district-authorized photocopies of residency and age verification documents) for District 44 Administrator to verify and sign prior to giving to Team Managers. Promotions through outdoor banners, eNews, Sunnyvale Sun newspaper, etc. 

Player Agent is an Officer Position.


VP of Resources

The VP of Resources is responsible for overseeing and assisting with all aspects of any events and/or properties that are sold and provided by or on behalf of the league. This includes but is not limited to: opening/closing ceremonies, photo day, league pins, uniforms, trophies, social media, and yearbooks. This position will give updates on the aforementioned items at Board meetings on behalf of their respective committees. They work closely with Facilities Director, Fundraising Director, Webmaster, and the Team Admin Coordinator.

The VP of Resources is an Officer Position and reports to the President of the league.



Division Directors- Jr/Sr and Majors

Recruit, assist and support team managers at Jr/Sr. & Majors divisions.  After most players have registered, recruit team managers.  Help collect required volunteer forms for managers, coaches and TA’s.  Attend Division drafts and work with managers to support the teams they make. Assist Equipment Director in the distribution of team equipment at the start of the season and in the collection of the equipment at the end of the season.  Throughout the season communicate league activities to Jr/Sr & Majors managers. Clarify or explain rules for their divisions for player safety and game play and explain the process of managing teams, including setting up practices, opening day and closing day.  Remind managers of key dates and activities such as coaching clinics, player clinics opening day, and closing day.  Be visible to Jr/Sr & Majors families at league events; attend some practices and games.  Set a good example for appropriate parent behavior (per the Parent Code of Conduct).


Division Director- Minors

Recruit, assist and support team managers at Minors divisions.  After most players have registered, recruit team managers.  Help collect required volunteer forms for managers, coaches and TA’s.  Attend Division drafts and work with managers to support the teams they make. Assist Equipment Director in the distribution of team equipment at the start of the season and in the collection of the equipment at the end of the season.  Throughout the season communicate league activities to Minors managers. Clarify or explain rules for their divisions for player safety and game play and explain the process of managing teams, including setting up practices, opening day and closing day.  Remind managers of key dates and activities such as coaching clinics, player clinics opening day, and closing day.  Be visible to Minors families at league events; attend some practices and games.  Set a good example for appropriate parent behavior (per the Parent Code of Conduct).


Division Director- Farm

Recruit, assist and support team managers at Farm divisions.  After most players have registered, recruit team managers.  Help collect required volunteer forms for managers, coaches and TA’s.  Attend Division drafts and work with managers to support the teams they make. Assist Equipment Director in the distribution of team equipment at the start of the season and in the collection of the equipment at the end of the season.  Throughout the season communicate league activities to Farm managers. Clarify or explain rules for their divisions for player safety and game play and explain the process of managing teams, including setting up practices, opening day and closing day.  Remind managers of key dates and activities such as coaching clinics, player clinics opening day, and closing day.  Be visible to Farm families at league events; attend some practices and games.  Set a good example for appropriate parent behavior (per the Parent Code of Conduct).


Division Director- T-Ball and Pioneer

Recruit, assist and support team managers at Farm divisions.  After most players have registered, recruit team managers.  Help collect required volunteer forms for managers, coaches and TA’s SSLL Players Agents will create the teams; work with them to communicate parent or manager requests you receive, and to review and support the teams they make.  Assist Equipment Director in the distribution of team equipment at the start of the season and in the collection of the equipment at the end of the season.  Throughout the season communicate league activities to T-Ball & Pioneer managers. Clarify or explain rules for their divisions for player safety and game play and explain the process of managing teams, including setting up practices, opening day and closing day.  Remind managers of key dates and activities such as coaching clinics, player clinics opening day, and closing day.  Be visible to T-Ball & Pioneer families at league events; attend some practices and games.  Set a good example for appropriate parent behavior (per the Parent Code of Conduct).


Challenger Director

Challenger Director is also the Coach, Manager, Player Agent, Team Administrator, and Scheduler.

The Challenger team is for children with special needs, ages 5 through 22.  The Challenger Director takes care of all aspects for the team: Obtain fields for Sunday afternoon games, schedule the games with the other Challenger coaches, inform the players and parents of the schedule, collect and submit volunteer forms.  Obtain the uniforms and equipment.  Coordinate volunteers who are not parents of the players.  Arrive early to each game with equipment and to prep the field if necessary. 

NOTE:  Because the Challenger team is a traveling team and does not have regular use of the League fields, the team always has special circumstances.



Assistant Treasurer

Makes regular deposits of league funds in the depository approved by the Board of Directors.  Manages the bank for Snack Shack and coordinates with Board Members each week.


Coaching Coordinator

Represents coaches/managers in league; presents a coach/manager training budget to the board; gains the support and funds necessary to implement a league-wide training program.  Orders and distributes training materials to players, coaches and managers; coordinates mini-clinics as necessary. Helps implement www.LittleLeagueCoach.org as the manager-coach education program for the league.  Work with the president and vendor to schedule training for coaches and players.  Provide written and video content to coaches to help in their development (content available through littleleague.org, etc.). 

Coaching Coordinator is an Officer Position. 


Equipment Director

Procures stores and inventories all baseball equipment and uniforms for SSLL within the scope of the budget approved by the Board of Directors.  Ensures each team has the proper amount of equipment and that equipment is in safe condition.  Ensures that broken and/or damaged equipment is replaced immediately.  Maintains a record of equipment issued to each team and that inventory issued to each team is returned, cleaned and inspected for deficiencies, replacing any necessary equipment to be ready for next season.  


Field and Facilities Director

Provide access and maintenance to the fields, batting cages, and equipment for maintaining the fields.  Provide information on how to prepare and maintain the fields and provide field paint.  Provide access to equipment for maintaining the fields at De Anza, Farrel field and Cupertino Middle School.  Aid in maintaining the equipment for the batting cages and field equipment.  Clean and reorder sheds placing the mats, tarps, paint cart, and frames in their places to avoid damage.  Prepare fields for TOC and All Star tournaments and 8U tournament. 


Fundraising Director

Solicits and secures local sponsorships to support league operations. Collects and reviews sponsorship and fundraising opportunities.  Coordinates league sponsorship program including advertising on fields, website, yearbook, etc.  Organizes and implements approved league fundraising activities.  Coordinates participation in fundraising activities, including Hit-A-Thon.  Maintains records of monies secured through sponsorship and fundraising initiatives.  Work closely with Officers of the Board to bring League into a more visible role in the community, bring more community involvement into the league and promote the SSLL brand. 


Game and Field Scheduler

Schedule all regular season games for T-Ball, Pioneer, Farm, Minors and Majors Divisions. Give schedules to player agents.  Schedule all fields available for practice.  Work with interlock coordinator to schedule all regular season games for Farm, Minors and Majors.  Provide list of “blackout dates” due to school events such as open houses, music, grad nights, awards nights etc. Work with managers to reschedule games due to rain or other reasons.  Make sure schedules are updated and re-sent to all managers.  Schedule all Division practices. Schedule all Minors and Majors post season tournament games to finish prior to or on closing day. 


Snack Shack Coordinator

Maintains the operation of concession facilities.  Coordinates and manages the Snack Shack schedule and ensures that the Snack Shack is staffed with volunteers and can be open for all regular season games.   Responsible for the management of the concession sales at league events (ensuring it is staffed with volunteers).  Create and distribute Snack Shack procedures and training for volunteers.  Scheduling volunteers, through Team Administrators, to work the concession booth during all regular season games and league events (i.e. Opening/Closing Day); follow up with TA’s to ensure their team volunteers will attend their shift. Organize, tally and keep records of concession sales and purchases.


Snack Shack Buyer

Organizes the purchase of concession products.  Set menu and prices, shop, stock, and clean the Snack Shack throughout the season.  Collects and reviews concession related offers including coupons, discounts and bulk-purchasing opportunities.  This position requires about 2-4 hours per week and involves lifting heavy items such as cases of water bottles. 


Team Admin Coordinator

Coordinate between Team Administrators and SSLL Board.  Serve as intermediary for information flow between Board and TA’s as needed.   Order league pins (February).  Determine date and hold TA meeting (approx. one week before season opens), coordinate all necessary speakers (Safety Officer, Yearbook, Opening Day, Sponsors, Photo Director, Uniforms, Giants tickets etc.) and prepare TA packets (sample available).  Provide information to TA’s as necessary throughout the season.  


Umpire in Chief

Oversees the conduct of every league game in compliance with all rules and regulations and the recruiting, training and scheduling of league umpires.  Provides Umpire training, schedule umpires for all Farm, Minor and Major Division games.  Communicates to all SSLL umpires, training schedule and works with District Training umpires to provide further training as necessary.  Continue the recruiting process of youth umpires and adult volunteers and minimize the need to use the “umpire for hire” services.  Review umpire inventory and procure new or replacement equipment as necessary.  Communicate to the Mangers, rule interpretations as well as reminders about proper conduct if necessary.  Develop a working knowledge of the green book rules. Member of Protest Committee. 

This position does not require umpiring in games. 


Umpire Director

Schedules umpires for all Farm, Minor and Major Division games.  Works with the Game Scheduler to ensure there are appropriate number of umpires scheduled for all scheduled games and continues communication with scheduler throughout the season as the schedule changes often.  Maintains a record of all youth umpire schedules and works with the Treasurer to coordinate payment to youth umpires.  Responsible for umpire uniforms and equipment inventory in coordination with UIC, Equipment Director, Uniforms Director, and Treasurer.


Volunteer Director

The Volunteer Director is responsible for developing and maintaining a database of league members who volunteered services during the registrations.  Establish a committee to organize activities aimed at increasing volunteer participation (e.g. volunteer booth setups at all registrations, volunteer representative from each baseball team, etc) Coordinates with other Board and/or Committee members, as required, to identify volunteer needs for various tasks Solicits additional volunteers from the membership for recurring tasks and/or special projects (e.g. opening day ceremony, picture day, fundraising, etc.)  Compiles an end-of-the-year report on membership volunteer participation


Webmaster/Information Officer

The webmaster is responsible for all development and updates to the SSLL.org website based on information provided to him/her from responsible parties. Will work with most board positions in obtaining current content for the website.  This position is expected to take thirty minutes to two hours per week during the spring season; a bit less during fall ball and almost none between seasons. Ensure payment for the web site each year before 1/23 and ensure payment for the ssll.org domain renewal before 10/20/15. 


Yearbook Director

Create the yearbook for the spring season.  It is recommended that this position include a committee with 2 or more people, in addition to the Director.  Attend TA meeting to discuss yearbook requirements from TA’s.  Obtain quotes from printing vendors.  Coordinate gathering of photos from each team. Send periodic email reminders for parents to take photos.  Create yearbook pages for each team and pages for other items such as Opening Day, Umpires, Opening Day, Coaches, Sponsor Pages, Candid’s, etc. If there is no league photographer, this position may be required to take some pictures for pages in the yearbook.  Finalize and order yearbook 3 weeks before Closing Ceremonies, package and distribute yearbooks at Closing Ceremonies.