Board Descriptions

Board and Committee Position Descriptions

Updated Tuesday January 26, 2016 by Tustin Western Little League.

TUSTIN WESTERN LITTLE LEAGUE

BOARD DESCRIPTIONS

Roberts Rules of Order Article X

The Chair appoints all committee positions. The assembly body must approve the committee appointments, but does not appoint or nominate them. The chair is an ex-officio member of every committee. The Chair has the rights of other members of the committees but not the obligation to attend every committee meeting.

President
Tustin Western Little League Constitution Article VII

The President shall:

  • Conduct the affairs of the Local League and execute the policies by the Board of Directors. Files Charter, insurance, schedules and rosters.
  • Attends District Meetings.
  • Master of Ceremonies for TWLL events.
  • Handle all public statements in regard to the League.
  • Present a report of the condition of the Local League at the Annual Meeting.
  • Communicate to the Board of Directors such matters as deemed appropriate, and make suggestions as may tend to promote the welfare of the Local League.
  • Be responsible for the conduct of the Local League in strict conformity to the policies, principles, Rules and Regulations of Little League Baseball, Incorporated, as agreed to under the conditions of charter issued to the Local League by that organization.
  • 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.
  • Investigate complaints, irregularities and conditions detrimental to the Local League and report thereon to the Board or Executive Committee as circumstances warrant.
  • Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof.
  • With the assistance of the 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.
  • Shall not manage, coach or umpire

Robert’s Rules of Order

The President shall conduct all business meetings according to Robert’s Rules of Order and as written in Tustin Western Little Leagues “How Business is Conducted”.

The President is an ex-officio member of every committee and retains the rights of those members. The President does not have the obligation to attend every committee meeting.

The President appoints all managers, coaches, and umpire and committee positions. The assembly body must approve the appointments.

Vice President

Tustin Western Little League Constitution Article VII #3

The Vice President Shall:

  • Perform the duties of the President in the absence of disability of the President provided he or she is authorized by the President or Board so to act. When so acting, the Vice President shall have all the powers of that office.
  • Perform such duties as from time to time may be assigned by the Board of Directors or by the President.
  • Plan all phases of the following events with supervision of the President
    • Registration
    • Cap Night
    • Team Pictures
    • Opening and Closing Day Events
  • Assist with all levels of the draft
  • Assist with try-outs
  • Be a member of the nominating/ election committee for Board members and Major All-stars
  • Not umpire in their respective division
  • Not relieve any TWLL family from any league obligations without the expressed approval of the President or an approved motion by the Board of Directors.
  • Be a member of the Executive Committee, Manager Committee, and Auxiliary Committee.
  • Oversee Pancake Breakfast, Family Fun, and Candy Chairmen and keep President informed of committee progress.
  • Oversee Angels tickets sales and distribution by Team Mom Coordinator

Little League Rule I b

Vice President may manage, coach, or umpire provided they do not serve on the protest committee.

If there is more than one Vice President, duties shall be divided, as they deem fit and published for the general knowledge by the Board of Directors.

The Vice President will work with the League President and Treasurer to form a budget. The Vice President at no time may go over budget without the permission of the League President or an amendment to the budget has passed a vote by the assembly body. The Vice President will be held liable for any unapproved expenditures over the approved budget.

Treasurer
Tustin Western Little League Constitution Article VII 5

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 Board of Directors.
  • Receive all monies and securities, and deposit it in a depository approved by the Board of Directors. Auxiliary committees may not keep collected funds. They must turn over to Treasurer for deposit within three days of collecting. Any payables must be done in the usual and customary fashion, by League check.
  • Keep records for the receipt and disbursement of all monies and securities of the Local League, including the Auxiliary, approve all payments from allotted funds and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors. All disbursements by check must have dual signatures.
  • Prepare an annual budget, under the direction of the President, for submission to the Board of Directors.
  • Prepare an annual financial report, under the direction of the President, for submission to the Membership and Board of Directors, and to Little League Headquarters.
  • Act as liaison between Board of Directors and any outside financial agency.
  • Will notify President immediately of any discrepancy or concern in budgetary spending. Will notify Board of Directors at next regularly scheduled board meeting.
  • Maintain a supply of deposit slips and deposit bags at the snack bar.
  • Attend both registration and be prepared to take payments at that time.
  • Work closely with the Parent Participation Coordinator to ensure all billing statements are sent out and all monies collected.
  • Work closely with Sponsorship Coordinator to ensure accurate records of all families that have paid for sponsorships.
  • Will help in the collection of any outstanding debts due the League with help from the League President or designee.
  • Be a member of the Executive Committee and Auxiliary Committee

Secretary
Tustin Western Little League Constitution Article VII #3

The League Secretary shall:

  • Maintain a register of Members and Directors
  • Maintain files and records of all Little League activities
  • Record and distribute minutes of all meetings
  • Conducts correspondence
  • Obtains field use permits from TUSD for all league events, including registrations, Opening and Closing ceremonies, Pancake Breakfast/ Picture day/Family Fun day, regular season games, Fall Ball games, and all practice fields
  • Obtains permits for registration banners
  • Assist with election and All-star balloting
  • Notify all members of their election or appointment
  • Schedules and secures Board meeting’s location and time
  • Be a member of the Executive Committee

Tustin Western Little League Constitution Article VI #4

Notice of each Board meeting shall be given by the Secretary personally, electronically or by mail to each director at least three (3) days before the time appointed for the meeting to the last recorded address of each Director.

The Secretary will work with the League President and Treasurer to form a budget. The Secretary at no time may go over

budget without the permission of the League President or an amendment to the budget has passed a vote by the assembly body. The Secretary will be held liable for any unapproved expenditures over the approved budget.

Player Agent

Tustin Western Little League Constitution Article VII #3

The League Player Agent shall:

  • Receives and reviews applications for player candidates.
  • Assists President in checking residence, age eligibility and team rosters.
  • Maintains and updates complete player records.
  • Supervises the draft; records trades and replacements. Is responsible for contacting any player’s parents who may be considered a safety risk before draft night.
  • Responsible for try-outs.
  • Communicates with all Managers
  • Responsible for post-season awards.
  • Shall not Manage or Coach in the level where he/she holds this position or where he/she has children playing.
  • Responsible for helping umpire staff communicate with managers and coaches.
  • Any other duties necessary to insure the well being of the players of TWLL.

The Player Agent will work with the League President and Treasurer to form a budget. The Player Agent at no time may go over budget without the permission of the League President or an amendment to the budget has passed a vote by the assembly body. The Player will be held liable for any unapproved expenditures over the approved budget.

Minor Division Player Agents

The Minor Division Player Agents are assistants to the Major Player agent and will be responsible for their own division and assist the primary player agent when called on to do so.

Chief Umpire

  • Shall be responsible for the recruiting and training of umpires for all divisions.
  • Shall be responsible for compiling a list of volunteer umpires from parents, District 30 (Major Division Only), and Junior Umpires.
  • Shall be responsible for compiling a list of on-call umpires to replace no shows.
  • Shall be responsible for scheduling two qualified umpires prior to the start of the season for each regular season game and posting the schedule on the TWLL website with contact phone numbers and email addresses.
  • Shall be responsible for scheduling two qualified umpires for scrimmages, the City Tournament, and any special games as required.
  • Shall be responsible for dispute resolution during games to minimize protests and may delegate this responsibility to the Board Member of the Day when he/she is not present.

Umpire Committee

The Umpire committee may consist of 3 Directors and other appointed regular members. The League President is chairman of any such committee. Committee shall recruit, interview and recommend to the President appointments for umpires, including Chief Umpire and replacements. When appointed, the staff of umpires shall be under the personal direction of the League President, assisted by the Chief Umpire who shall train, observe, and schedule staff. Each director will have specific job duties and levels of play assigned to them. The Chief Umpire will report any committee member who does not fulfill those obligations to the League President as soon as possible.

The Chief Umpire and staff will provide a list to the League President of any person they feel is not qualified to be umpiring. The League President and Chief Umpire will notify person of decision. This person will be required to fulfill Parent Participation hours in an alternate manner.

The Umpire Committee or a majority should attend District 30 trainings and Umpire Meetings.

The Umpire Committee and the League President will do all that is possible to keep and foster a positive relationship with the District 30 Umpiring staff. This committee will keep the assembly body informed of any suggestions or problems.

The Umpire Committee will work with the League President and Treasurer to form a budget. The Committee at no time may go over budget without the permission of the League President or an amendment to the budget has passed a vote by the assembly body.  Any member of the Umpire Committee that approves any expenditure without the necessary permission will be held liable for such expenditures.

Protest Committee

Little League Rule 4.19 F

A committee composed of the President, Player Agent, Chief Umpire or designee, and one or more officers or directors who are not managers or umpires shall hear and resolve any protest including playing rules.

Little League Rule I b

Vice Presidents may manage, coach, or umpire provided they do not serve on the Protest committee.

All members to be appointed by the President dependent on the division of play that involves the protest. Representatives for player agents or Umpire committee may not serve on Protest committee if they manage, coach, or have a son/daughter playing in the division in question.

Team Parent Coordinator

Primary responsibility is to work closely with the League President and Communications Officer to ensure all information is relayed in a timely and efficient manner to Team Parents. Team Mom coordinator is also responsible for ensuring correct information is given to each team by their Team Parent in a timely and efficient manner.

Team Parent Coordinator shall:

  • Maintain a system that allows disbursement of materials written and otherwise between League Board and team families.
  • Will be responsible for forwarding all information and materials deemed necessary by the President and Communications Officer of the League to Team Parents.
  • Will check weekly that each Team Parent has picked up all materials. Coordinator, will contact Team Parent and or Manager if items are not being picked up and given to teams. If Team Mom coordinator becomes aware of a continual problem with a Team Parent that is detrimental to the communication process between the League and Team, Team Parent coordinator will notify League President immediately.
  • Will work directly with Communications Officer and Team Parents to ensure team roster information is correct. This information is turned into National Little League and must be reliable.
  • Will work directly with League President and District Administrator in acquiring Angel’s game tickets.
  • Will work with Team Parents in the ordering, money collection and disbursement of Angel tickets process.
  • To plan and carry out a process for disbursing team pictures and league directories to each team. Will work closely with Vice-President and Communications Officer to arrange details.
  • Will compile a “Team Parent” book for each team. Contents to be approved by each committee that is submitting work to be included. Will verify contents of book with League President and Communications Officer.

The Team Parent Coordinator will work with the League President and Treasurer to form a budget. The Team Parent Coordinator at no time may go over budget without the permission of the League President or an amendment to the budget has passed a vote by the assembly body. The Team Parent coordinator will be held liable for any unapproved expenditures over the approved budget.

Volunteer Coordinator

Primary responsibility is to facilitate a system by which the League ensures all parents are fulfilling their commitment to the Parent Participation Program.

  • Shall track all Parent hours.
  • Will ensure each team and snack bar have adequate blank obligation forms.
  • Will ensure motivators are reporting back their findings bi-weekly so any issues can be resolved quickly
  • Will work directly with the Treasurer to ensure all buy-out families have been recorder accurately
  • Will work directly with the Sponsorship coordinator to track all paid sponsorship families
  • Will work directly with each Team Parent to locate each team’s Manager, 2 team Coaches, scorekeeper, and Team Parent so they are accounted for early on.
  • Will direct any hardship cases to the League President
  • Will give the League Board of directors a mid-season report of outstanding families and an end of the year report of all outstanding families.
  • Will work closely with Field and Grounds Chair to ensure all families that have helped in any preseason field days are accounted for.
  • Will work closely with Umpire Committee to ensure all umpires are accounted for.

Parent Participation coordinator may not change the Parent Participation requirements for any family without the approval of the League President.

Parent Participation Coordinator will work with the League President and Treasurer to form a budget. The Parent Participation Coordinator at no time may go over budget without the permission of the League President or an amendment to the budget has passed a vote by the assembly body. The Parent Participation Coordinator will be held liable for any unapproved expenditures over the approved budget.

The volunteer coordinator is responsible for compiling the spreadsheet necessary for submitting background checks, once completed he/she will send to the league President for final submittal. Because there is sensitive information that needs to be collected like Social Security Numbers and Driver’s license numbers, the volunteer coordinator must be granted permission to any persons he/she delegates this assignment to.

Uniforms Coordinator

Primary responsibility is to help facilitate the acquisition and disbursement of all uniforms needed by the league to the appropriate teams.

Uniforms Coordinator shall:

  • Will research options the League has regarding styles, vendors and prices of uniforms and hats. Will present recommendations to the Assembly.
  • Will on approval of Assembly order all team uniforms; including All-star, hats, patches.
  • Will attend Cap Night.
  • Will have all Caps arranged by team and division for easy disbursement.
  • Will disburse all uniform jerseys to each team.
  • Will arrange with Sponsorship Committee and vendor to have specific sponsor names added to specific jerseys. All lettering to be approved by Sponsorship committee before going to vendor. Player names are not allowed on uniforms.
  • Will collect all outstanding uniforms at the completion of the baseball season.
  • Will secure an approved TWLL purchase order from the league Treasurer prior to placing any order. This will allow league Treasurer to notify Uniform Coordinator of any budgetary concerns.
  • Will on receipt of order verify correct amounts and types. Will notify Treasurer when completed order has come in.
  • Will try to resolve any issues with regard to purchase

Uniform Coordinator will work with the League President and Treasurer to form a budget. The Uniform Coordinator at no time may go over budget without the permission of the League President or an amendment to the budget has passed a vote by the assembly body. The Uniform Coordinator will be held liable for any unapproved expenditures over the approved budget.

Pancake Breakfast Coordinator

Primary responsibility is to run and operate a successful preseason event that is a positive experience for all. This is a fundraising event.

Pancake Breakfast Coordinator shall:

  • Will organize all aspects of the fundraiser with direct leadership coming from league Vice President.
    • Time
    • Date
    • Donation amount per ticket
    • Equipment rental
    • Food donations or purchases
    • Parent Participation workers
    • Ticket printing
    • Sanitation pickup
  • Will attend both registration dates personally or will send a representative. Preferably two people; one to sign up workers and one to sell tickets.
  • Will work closely with league secretary to secure proper permits for event.
  • Will work closely with school to guarantee prompt arrival of custodial staff.
  • Will work closely with league Treasurer so any payables are paid timely.
  • Will prepare a report stating all donations made to TWLL for Pancake Breakfast to the League President and Treasurer.
  • Will send out formal Thank-You notes to every organization that donated to this event.

Pancake Breakfast Coordinator will work with the League President and Treasurer to form a budget. The Pancake Breakfast Coordinator at no time may go over budget without the permission of the League President or an amendment to the budget has passed a vote by the assembly body. The Pancake Breakfast Coordinator will be held liable for any unapproved expenditures over the approved budget.

Snack Bar Coordinator

Primary responsibility is to maintain and operate a profitable fundraiser.

Snack bar Coordinator shall:

  • Oversee all aspects of the operation including the management of daily operations
  • Be responsible for the purchase and sale of all snack bar items
  • Offer multiple ways for League parents to fulfill their Parent Participation hours.
  • Staff the snack bar with individuals as he/she deems fit.
  • Produce a “Qualified Snack Bar Worker List” from this list workers will be chosen by the Snack Bar coordinator to fill shift when a League parent requests.
  • Produce a calendar stating when and which board members are responsible for closing the snack bar and depositing the funds from the day.
  • Work closely with the President and Communication Chair to ensure snack bar is open for all League functions.
  • Maintain an adequate supply of paper products and cleaning supplies for restrooms.
  • Maintain a system of tracking completed Parent Participation hours with the Parent Participation Coordinator.

Snack Bar Coordinator will work with the League President and Treasurer to form a budget. The Snack Bar Coordinator at no time may go over budget without the permission of the League President or an amendment to the budget has passed a vote by the assembly body. The Snack Bar Coordinator will be held liable for any unapproved expenditures over the approved budget.

Executive Committee

Tustin Western Little League Constitution Article VIII

The Board of Directors may appoint an Executive Committee which shall consist of not less than three (3) nor more than five (5) Directors;The League President will be responsible for assigning the members to the Executive Committee.

The Executive Committee shall advise with and assist the officers of the League in all matters concerning its interest and the management of its affairs and shall have such powers to render decisions out of the presence of the Board when it deems a need regarding rights of privacy. In no event will the Executive Committee have authority over the Board of Directors.

At any meeting of the Executive Committee, a majority of the total number of members then in office shall constitute a quorum for the transaction of business, and the act of a majority present at any meeting at which there is a quorum shall be the act of the Committee.

Any action taken by the Executive Committee shall be brought before the Board and stated in general terms of conflict and resolution.

Equipment Manager

The Equipment Manager shall:

  • Take an inventory of all existing equipment
  • Secure bids on needed supplies and equipment
  • Make a budget recommendation to the board
  • Receive and verify every order. Notify Treasurer of any discrepancies immediately
  • Form Team Bags for every team in the League
  • Purchase baseballs necessary for All-stars and Tournament games
  • Secure the return of all League equipment at the end of the season. All=star managers may keep their equipment until the end of all-star
  • Notify Board of any outstanding equipment

The Equipment Manager will work with the League President and Treasurer to form a budget. The Equipment Manager at no time may go over budget without the permission of the League President or an amendment to the budget has passed a vote by the assembly body. The Equipment Manager will be held liable for any unapproved expenditures over the approved budget.

Mangers Selection Committee

Tustin Western Little League Constitution Article IX #7

The Committee shall interview and investigate prospective managers and coaches including those for the minor League teams and recommend acceptable candidates to the President, for appointment and subsequent approval by the Board of Directors.

It shall, during the playing season, observe the conduct of the managers and coaches and report it’s findings to the President.

It shall, at the request of the President, investigate complaints concerning managers and coaches and make a report there of to the President.

The President will retain the right to appoint managers and coaches he/she feels competent even if it will conflict with the committee’s recommendation.

Auxiliary Committee’s

Tustin Western Little League Constitution Article IV #10

Shall consist of League Treasurer, Vice President, and President, and each individual Auxiliary Committee Chair.  (Candy, Family Fun Day, etc.)

The Committee shall coordinate the activities of the Auxiliary. It shall review and evaluate projects for raising money and disposition of profits, and make recommendations to the Board.

The Board of Directors shall approve in advance all projects and actions of the Auxiliary.

Tustin Western Little League Constitution Article XI

All income including Auxiliary funds shall be placed in a common league treasury, directing the expenditure of funds in such a manner as will give no individual or team an advantage over those in competition with such individual or team.

The Board shall not permit the contribution of funds or property to individual teams but shall solicit funds for the common treasury, therefore to discourage favoritism among teams and to endeavor to equalize the benefits of the Local League.

The Board shall not permit the disbursement of Local League funds for other than the conduct of Little League activities in accordance with the rules, regulations, and policies of Little League Baseball, Inc.

Building, Grounds, and Property Administrator

Shall oversee the Building, Grounds, and Property Committee. Shall work closely with the League Treasurer to form a Building, Grounds, and Property Budget.

Building, Grounds, and Property Committee

Tustin Western Little League Constitution Article IV

Shall be comprised of three (3) directors and other appointed regular members. This committee shall have one representative from each of the following areas at a minimum.

  • The Administrator
  • Player Agent
  • Manager
  • Umpire
  • Snack bar

The Committee shall investigate and recommend available, suitable sites and plans for development, including ways and means, the latter in cooperation with League Treasurer.  It shall be responsible for repair and improvement recommendations, other than normal maintenance, will supervise the performance of approved projects at the discretion of the Administrator, shall be responsible for the care and maintenance of the playing field(s), buildings and grounds and shall operate within the amount appropriated in the approved budget for that purpose.  This committee will not act without approval from the board on any issues.

Parent Party Chairman—Auxiliary Position

Responsible for coordinating all aspects of event.

Parent Party Chairman shall:

  • Have theme approved by Board of Directors
  • Handle the sale and manufacturing of tickets. All monies to be turned into League Treasurer within one week of receipt.
  • Schedule dates and people to sell tickets to the event
  • Make a recommendation to the Board regarding vendor and prices to use
  • Will secure a purchase order from League Treasurer for purchase of any merchandise. (TWLL may not ever purchase alcohol with any League funds whether reimbursed or not)
  • Work closely with Team Moms to get product to each family
  • Follow all Auxiliary guidelines regarding monies and approvals

While this is not a league-hosted event, the chairman may acquire Parent Participation hours for this position. The Chairman may have a co-chair, point amounts to be determined by the League President and Board.  Tickets for this event may be sold at the merchandise table as long as a separate container for collected funds is available.