|
Volunteer Position Description
President
- Presides at league meetings and D5 meetings.
- Assumes full responsibility for the operation of the league
- Receives all mail, supplies and other communications from D5
- Ensures that the league personnel are properly briefed on all phases of rules, regulations, and policies of Little League Canada.
- Is the contact between the local organization and D5
Vice President
- Presides in the absence of the President.
- When possible attends D5 meetings with or in absence of President.
- Works with other officers
- Oversees and works with volunteers;
- Is ex-officio member of all committees and carries out such duties and assignments as may be delegated by the President.
Secretary
- Maintains a register of members and directors;
- Records the minutes of meetings;
- Is responsible for sending out notice of meetings and maintains a record of the league's activities.
Treasurer
- Signs checks co-signed by another officer or director;
- Dispenses league funds as approved by the Executive;
- Reports on the status of league funds;
- Keeps local league books and financial records;
- Prepares budgets and assumes the responsibility for all league finances.
- Prepares and files necessary documents to Sports BC for annual grant.
Director at Large
- Attends Executive Meetings;
- Provides an advisory role on administrative and baseball matters pertaining to the league and D5;
- May be requested to attend D5 meetings when possible;
Registrar
- Attend Registration Night obtaining paper registration and encouraging online registration.
- Inputting player registration and recording payment – works closely with Treasurer.
- Monitor and report online registration numbers and payment – works closely with Treasurer, VP and Division Coordinators.
Uniform Coordinator:
- Pre-season: check status of uniforms (league and allstars).
- In conjunction with the Division Coordinators organize and order uniforms.
- In conjunction with the Division Coordinators and Coaches, organize return and storing of uniforms.
- Pickup uniforms from supplier (ProStock in Burnaby)
- Time commitment: 15 hours
Trophy Coordinator
- In conjunction with Division Coordinators, Coaches and/or Executives, organize and order individual and champion trophies and medallions.
- Pick up trophies and deliver to Division Coordinators
- Time commitment: 2-3 hours
Development Program Coordinator:
- In conjunction with Coaches, Division Coordinators, Field Manager, and Treasurer plan and execute development clinics for Farm, Minors, Majors and Juniors divisions for both pre-season and season.
- Develop relationships with various baseball instruction providers.
- Time commitment: year round
Equipment Manager:
- Pre-season, order necessary equipment for all divisions.
- Organize distribution of equipment to coaches.
- Maintain appropriate level of equipment during season.
- At season end, organize, receive, sort and store equipment.
- Time commitment: Pre-season and season long
Field Manager:
- In conjunction with Division Coordinators, maintain field usage schedule.
- Inform Umpire Coordinator of schedule and playoffs.
- Organize Majors diamond fence set-up and take-down.
- Order and maintain sufficient supply of lime from the DNV.
- Maintain in good working condition liners, rakes etc and place orders with the Equipment Manager.
- Ensure the upkeep of all diamonds, fences, bleachers, batting cage.
- In conjunction with Equipment Manager, organize field house facility for storing of equipment.
- Time commitment: Pre-season and season.
Player Agent:
- Act as liaison between league and players and parents.
- Situations may include moving players between teams within and across divisions.
- Conduct player evaluations during season for possible movement.
- Time commitment: 25 hours (pre-season and season)
Safety Officer:
The role of the Safety Officer is to ensure the physical protection of the children involved with the Highlands Baseball League. The majority of this is achieved with good preventative processes in place.
- Ensure all adults involved with the League have submitted a Volunteer Form. This needs to be done each year for all League Officials, coaches, adult umpires, Field Maintenance, Managers, Scorekeepers and Concession Stand workers.
- Inspect all Volunteer forms to determine if there are any convictions or offensives that may put any children at risk. If there is a concern then a discussion needs to take place with the Highlands president and/or board to determine if any league actions or restrictions are required.
- Due to the traveling involved, the league may request that all All-star officials obtain a Criminal Record Check from the local police detachment.
- The field facilities should be regularly inspected for any potential hazards that could cause injury. Any such situations should be submitted to the grounds maintenance crew or the District of North Vancouver Parks Board so that it can be addressed.
- Time commitment: Pre-season about 20 hours; in-season minimal
Sponsorship Coordinator:
- Discuss the sponsorship and fundraising objectives with League directors before the season.
- Contact regular sponsors each Spring to confirm continuing sponsorship and secure contribution. Provide sponsors with basic information about HLL initiatives and schedules.
- Identify and develop potential new sponsorship and fundraising opportunities, as required.
- Coordinate sponsor signage and recognition on Opening Day and sponsor references on HLL website.
- Have sponsor’s recognition plaques prepared and delivered at end of season.
- Communicate with District Parks staff regarding sponsor signage opportunities.
Opening Day Coordinator & Committee:
1. Responsible for scheduling the Opening Day activities.
2. Coordinate with Photo Coordinator and M&M Foods for on-site barbeque
3. Coordinate tent/tables/chair/sound system
4. Purchase drinks/chips
5. Coordinate guest speakers/music/MC Opening Day
6. Contact Vendor's/Guest Speakers/Newspapers
7. Opening Day Program
8. Organize games/setup/field decorations and prizes
9. Recruit Parents and Coaches for help on day of
Pre-Season Evaluation Coordinator: new position
- Book gym space and time with North Vancouver Recreation Commission.
- Organize evaluations for player placement.
- Ensure baseballs (soft), bats, pinnies are available for evaluations.
- Organize coaches to evaluate.
- Tabulate scores and prepare overall rating on each player.
Scheduler: (new position – these duties can also be covered by Division Coordinator)
- In conjunction with other leagues, organize and develop league schedule for AA, AAA, Majors and Juniors.
- Time commitment: Pre-season and season.
Communications/Webmaster Duties
- learn all aspects of Techsys Web Appz - Website Content Management System - required to maintain the Website
- update website as requested by members of the league executive
- convert documents submitted for posting onto website into format usable by website (pdf files)
- keep website current removing out of date items as necessary
- writes and edits copy for placement on the website
- make recommendations to improve presentation & efficiency of the website
- During the pre-season, organizes and implements promotional messages through the schools and local newspapers as well as signage for registration.
- Time commitment:
a) Pre-season and season long: 30-60 minutes per week
b) Season – game scores: 30-60 minutes per week
c) Pre-season promotional matters: 4-5 hours
The ideal candidate for this position is:
- A highly organized individual with strong communication skills
- Has experience with WSYWIG website updating programs
- Has high speed internet and strong computer skills (Excel, Word, Outlook). Knowledge of HTML is an asset but not necessary
Umpire-In-Chief:
- Organize umpire clinic in pre-season through District 5
- Organize HLL umpire clinic either pre-season or during season.
- Act as referral point for Umpire Coordinators in the interpretation of rules.
- Attend Majors and Minors games when possible to encourage and work with umpires (ie. Positioning etc).
- Work with Umpire Coordinators in having an umpire evaluation system and providing them with names of registered umpires and which divisions they are qualified for.
- Ensure all coaches have a copy of the Official Regulations and Playing Rules and updating any changes to these rules.
- Answering questions related to rules from Umpires and coaches by quoting the rule book.
- Ensuring all coaches have a copy of the Official Regulations and Playing Rules.
- Ensure a consistent pay schedule based on other leagues in D5.
- Time commitment: Pre-season and season long
Umpire Coordinator: Majors, AAA, AA
- get schedule of games as soon as it is released; and schedule of playoffs when it is released
- keep on top of makeup games
- communicate with umps and determine general availability and special requests (i.e. some umps only want base)
- communicate with coaches to let them know you are ump coordinator and that they need to keep you in the loop (cancelled games, makeup games, playoff games, etc)
- schedule the umps, communicate, followup
- get feedback from coaches and make decision on how to feed back to kids
- when contacted by other leagues, try to get umps for them as well
- pay the umps - at end of season (or in mid-season as well) calculate amount owing, get cheques from league and distribute to umps
- Implement an evaluation system of umpires in conjunction with Umpire-In-Chief.
- Time commitment: Pre-season and season long
Head Coach:
- This job is perfect for the person who loves the game of baseball and enjoys teaching the skills to play!
- It requires a commitment of time, energy, patience, and some basic knowledge of the game.
- Other responsibilities include organizing and managing practices (2 or 3 during pre-season, and at least 1 per week once the games begin), games (1-3 per week), selecting Assistant Coaches for your team, helping at the Players Skills Assessment in February/March, participating in the Player Draft, attending the Coaches Clinic in March/April
- Time commitment: Pre-season and season long
Team Manager:
- Organize team roster with contact details.
- Circulate; obtain player medical forms.
- Ensure team Safety Kit is fully stocked.
- Organize “snack/refreshment” schedule for games.
- Promote, assist with, and encourage team families to help with Special Events.
- Communicate to parents on game and practice times and clinics.
- Communicate with other teams’ managers to cancel and make-up games.
- Communicate with Division Coordinator and Umpire Coordinator in the event of change in schedule.
- Communicate with Communications Coordinator on score of games for posting on website.
- Time commitment: Season long
Photo Day Coordinator:
- Establish the schedule for having the team pictures taken on a particular Saturday in mid-April, communicating that schedule to the families through email and webmaster.
- Be on hand to assist in orchestrating the team pictures and collect forms and fees.
- You will work with Team Managers to ensure information is dispersed timely.
- Time commitment: 20 hours
Majors Division Co-ordinator:
Pre-Season Responsibilities:
1. Obtain list of volunteers—coaches, assistants, managers, co-ordinators
2. Obtain list of player names and create teams use evaluations & NOT school-based
3. Using the computer system and in conjunction with coaches, assign players to teams and e-mail team lists to coaches
4. E-mail medical form information to coaches/managers (have managers check forms for missing info)
5. Coaches Meeting at start of season (hand out uniforms, equipment & schedule)
Scheduling:
1. Establish a schedule involving games between other leagues that might choose to interlock with HLL (e.g. Forrest Hills, Central); develop playoff format for HLL teams; collect results for standings for playoffs; co-ordinate schedule with umpire scheduler
Season Long:
1. Send reminders to coaches re: rules, dates for events, etc.
2. On-going communication between coaches, managers and league
3. Deal with rule questions as they arise throughout the season
Post-season:
1. Collect uniforms & equipment in conjunction with Uniform and Equipment Managers
2. Get feedback from coaches, parents, players
AA and AAA Division Co-ordinators:
Pre-Season Responsibilities:
1. Obtain list of volunteers—coaches, assistants, managers, co-ordinators
2. Obtain list of player names and create teams - use evaluations & NOT school-based, however, giving consideration where possible to “friend placement” requests
3. Using the computer system and in conjunction with coaches, assign players to teams and e-mail team lists to coaches
4. E-mail medical form information to coaches/managers (have managers check forms for missing info)
5. Coaches Meeting at start of season (hand out uniforms, equipment & schedule)
Scheduling:
1. Establish a schedule involving games between other leagues that might choose to interlock with HLL (Forrest Hills, NV Central); develop playoff format for HLL teams; collect results for standings for playoffs; co-ordinate schedule with umpire scheduler
Season Long:
1. Send reminders to coaches re: rules, dates for events, etc.
2. On-going communication between coaches, managers and league
3. Deal with rule questions as they arise throughout the season
Post-season:
1. Collect uniforms & equipment in conjunction with Uniform and Equipment Managers
2. Get feedback from coaches, parents, players
Farm Division Coordinator:
Pre-Season Responsibilities:
1. Obtain list of volunteers—coaches, assistants, managers, co-ordinators
2. Obtain list of player names and create teams: mix of schools, giving consideration where possible to “friend placement” request
3. Using the computer system and in conjunction with coaches, assign players to teams and e-mail team lists to coaches
4. E-mail medical form information to coaches/managers (have managers check forms for missing info)
5. Coaches Meeting at start of season (hand out uniforms, equipment & schedule)
Scheduling:
1. Create game schedule & playoff format (collect game results for standings)
Season Long:
1. Send reminders to coaches re: rules, dates for events, etc.
2. On-going communication between coaches, managers and league
3. Deal with rule questions as they arise throughout the season
Post-season:
1. Collect uniforms & equipment in conjunction with Uniform and Equipment Managers
2. Get feedback from coaches, parents, players
T-Ball Division Coordinator:
Pre-Season Responsibilities:
1. Obtain list of volunteers—coaches, assistants, managers, co-ordinators
2. Obtain list of player names and create teams: school-based and where possible giving consideration to “friend placement” request
3. Using the computer system and in conjunction with coaches, assign players to teams and e-mail team lists to coaches
4. E-mail medical form information to coaches/managers (have managers check forms for missing info)
5. Coaches Meeting at start of season (hand out uniforms, equipment & schedule)
Scheduling:
1. Create game schedule & Jamboree days
Season Long:
1. Send reminders to coaches re: rules, dates for events, etc.
2. On-going communication between coaches, managers and league
3. Deal with rule questions as they arise throughout the season
Post-season:
1. Collect uniforms & equipment in conjunction with Uniform and Equipment Managers
2. Get feedback from coaches, parents, players
|
