Board Position Descriptions

General Notes

• Board Members will be expected to attend at least 10 of 12 monthly meetings each year.
• Board Members are required to serve as Field Directors during the regular season and tournaments (5-6 times).

President

• Oversees the affairs of all elements of the League.
• As chief administrator, selects and appoints all managers, coaches, umpires and committees (subject to the approval of the Board).
• Represents the League in the District organization. This includes attendance at all district Meetings, etc.
• Presides at all League meetings, and assumes full responsibility for the operation of the League.
• Receives all mail, supplies and other communications from the Little League International, and the District.
• Oversees all Post-season tournaments hosted by HLL, both sanctioned and non-sanctioned
• Oversee and coordinate all scheduling with other board members, including but not limited to yearly calendar, opening day, scheduling of fields for all non-Little League uses.
• Oversee and coordinate with the League Information Officer all League Publicity campaigns, including but not limited to announcements, registration, clinics, seminars, articles, etc.
• Oversee all long-term development and planning.
• Conduct new director meeting and field director walk through at the fields before the season starts.

Vice Presidents of Baseball & Softball

• Presides in the absence of the President and carries out such duties and assignments as may be delegated by the President.
• Responsible for the coordination of all activities relating to baseball/softball year round.
• Coordinates and oversees all Division Directors activities, including but not limited to: making sure that equipment bags are distributed to and returned by managers in a timely manner; making sure that all uniforms and awards are distributed in a timely manner; making all managers, coaches, and parents aware of all meetings, local rules, and conduct expected at all practices and games.
• Coordinates with directors in preparing and proposing a list of all divisional Managers for Board approval and President's selection.
• Oversees all Manager/Coach activities.
• Coordinates with and assists the Player Agent and Division Directors in conducting all drafts and/or selection of all teams.
• Coordinates with the Safety Officer and Caretaker in making sure that all safety issues are addressed.
• Coordinates with the Safety Officer and the Player Agent to insure that all managers, coaches and players at all levels are receiving proper instruction.
• Assists the President in overseeing all Post-season tournaments hosted by HLL, both sanctioned and non-sanctioned.

Secretary

• Maintains a register of members and directors.
• Records the minutes of meetings, prepare in written format, and distribute via email.
• Provide copies of meeting minutes for each board meeting.
• Provide attendance roster for each board meeting.
• Maintain files of all board minutes, attendance rosters, meeting agenda’s, activities
• Create bulletin board visuals for field and define content material
• Prepare and maintain map of all fields
• Responsible for sending out notice of meetings (coordinates with President).

Treasurer

• Signs checks as directed by league constitution.
• Dispenses League funds as approved by Board of Directors.
• Reports on status of League funds.
• Keeps League books and financial records.
• Assumes responsibility for all League finances.
• Prepares and submits league tax returns, etc.
• Prepares budgets (and coordinates with each budget discipline regarding use of budgets).

Player Agents – Baseball & Softball

• Conducts annual tryouts (In coordination with VP Baseball/Softball).
• Responsible for player selection (conducts all drafts, coordinates scheduling of drafts with VP Baseball/Softball).
• Responsible for checking birth records and eligibility of all players.
• Supervises and coordinates the transfer of players between divisions, either up or down in age.
• Assume responsibility of prime coordinator of all player affairs, including but not limited to: sponsorship/player issues, financial or other family issues (including all issues of a delicate nature that need not be made public), etc.
• Responsible for conducting and coordinating all background checks of all volunteers to meet Little League guidelines, and keeping a log of all volunteers approved.

Safety Officer

• Coordinates all safety activities including supervision of ASAP (A Safety Awareness Plan).
• Ensures safe playing conditions.
• Coordinates reporting and prevention of injuries.
• Solicits suggestions for making conditions safer.
• Reports suggestions to Little League Headquarters through the ASAP program.
• Be responsible for Field Director scheduling and coordination.
• Obtain, update and maintain First Aid Kits throughout the Park.

Player Development Director

• Designs and implements training programs to improve players’ fundamental baseball skills, including hitting, pitching, fielding, and base running.
• Provides guidance and resources to coaches to help them effectively train and develop players
• Identify and nurture young talent, ensuring that all players have the opportunity to reach their full potential.
• Conducts regular assessments of players’ skills and progress, providing feedback and setting goals for improvement
• Ensures that all training and playing activities adhere to safety standards to prevent injuries.
• Maintains open lines of communication with parents regarding their children’s development, progress, and any concerns.
• Fosters a positive team environment that encourages sportsmanship, teamwork, and a love for the game
• Promotes the league within the community to attract new players and supporters.
• Coordinates additional All-Star practices, player development, and team activities. 

Coaching Coordinator

• Responsible for overseeing all programs and development opportunities relating to managers, coaches and players.
• Presents coach/manager training budget to the board.
• Coordinates with the VP's of Softball/Baseball and the Player Agents to schedule, conduct and monitor all clinics, seminars, or other development affairs.
• Prime contact with High School Varsity/Junior Varsity and Middle School coaches. Works with school coaches to tailor all development programs to act as a feeder programs to the schools.
• Responsible for monitoring and evaluating the development and progress of all managers and coaches in the League (coordinated with VP Softball/Baseball and Division Directors). Diligently works to continually teach managers and coaches correct basic player skills, as well as managerial skills.
• Institutes and updates all printed development vehicles, such as manuals, flyers, internet correspondence, etc. Responsible for making information available to all managers, coaches and players as appropriate.
  

Information Officer

• Manages the Leagues official home page at www.HollandLittleLeague.com as well as league social media.
• Ensures that League news and scores are updated on a regular basis.
• Works with Registration Director to maintain an accurate online membership database.
• Creates division schedules with input from Division Directors and VP's and uploads to website. 
• Create custom online forms for use as needed.
• Manage and maintain HLL Online Store, including ordering of items.
• Collects, posts, and distributes important information on League activities to Little League Baseball, district, public, league members and media, including monthly email newsletter.

Equipment Coordinator

• Responsible for the upkeep and maintenance of all player equipment.
• Coordinates with the Vice Presidents of Baseball/Softball and Division Directors to receive all equipment bags back from the managers at the end of the season (or the end of all-star season).
• Maintains an inventory of all equipment in each bag to ensure that all equipment is returned and that equipment which has exceeded its life expectancy is replaced.
• Inspects all equipment, removing damaged, worn, or unsafe equipment, and replaces with new equipment.
• Orders all new equipment.
• Maintains inventory of reserve equipment.
• Prepares all equipment bags for distribution each new season with size appropriate equipment for each division.
• Provides scorebooks and pitch-count books to appropriate teams.
• Coordinates with the Vice Presidents of Baseball/Softball and Division Directors to make sure that all equipment bags are distributed to managers by/on draft day for each league.

Uniform Coordinator

• Responsible for ordering and distributing all uniforms for players and managers, including the regular season, all-stars and other post-season teams to Division Directors. Will need the quantities, sizes, and colors for each team. Include copies of team order sheets for each manager so they can distribute to team.
• Work directly with uniform provider. Either our Registration Director or Information Officer will get all the uniform lists from our database. Work with uniform provider on the colors according to what team we were outfitting.
• Use team names that have been used in the past for Teeball and Minors as provider may already have screens made from previous years.
• Get samples of styles and sizes from uniform provider to display at in-person registration. Work at registration helping parents select the shirt sizes for each player.
• Coordinates with the Sponsorship Officer to ensure correct team colors and sponsorship logos are used.
• Once shirts are in, contact each director to set up a date and time to pick up uniforms. Can have them pick up at your home or at the fields if you want.
• Order the All-Star uniforms once those teams are formed near the end of the season.
• Responsible for ordering and distributing all trophies and medals for players to directors. Can order these right after the season starts so the directors can give them to their managers before their final game.

Umpire in Chief

• Responsible for the hiring, training, and scheduling of all umpires for baseball and softball.
• Coordinates with the Safety Officer to schedule all umpire training clinics, seminars, etc.
• Organizes and directs all training clinics, seminars, etc.
• Coordinates with the Vice President and Field Scheduling Coordinator to prepare all umpire work schedules.
• Work with website to update all work schedules online.

Sponsorship Manager

• Contact and maintain relationships with sponsors.
• Responsible for ordering and distributing sponsor plaques to sponsors at season completion.
• Responsible for ordering all sponsorship signs.
• Responsible for the coordinating of all sponsorship activities, including but not limited to: in-season team uniforms, scoreboard signs, outfield signs, bleacher signs, concession stand signs, restroom signs, post-season teams, and post-season tournaments.
• Coordinates with the Treasurer to make sure that all sponsorships are paid.
• Coordinates with the uniform officer to ensure correct team colors and sponsorship logos are used. You need to get list of sponsors, colors, logos, and team sponsoring to Uniform Officer 1 week before shirts are ordered.
• Coordinates with the Caretaker to make sure correct sponsorship signs are placed on buildings, scoreboards, etc in the park.

Registration Manager

• Responsible for setup of player database for current year.
• Manages the online registration process (coordinating, updating and maintaining on-line registration).
• Prepare forms and handouts for registration (registration forms, volunteer signup forms, contact list of directors, softball clinic, coaches and umpire clinics).
• Contacts all scholarship players regarding work details.
• Responsible for creating team rosters (coordinate with Player Agent, VP, and Division Director) after drafts and submitting to directors.
• Responsible for providing Uniform Manager with uniform report listing for each team.
• Ensures that league rosters are maintained on the Little League data center (coordinating, updating and maintaining League Rosters, submitting all League Rosters to Little League International).

Concession Manager

• Responsible for staffing the concession stand, including hiring the staff of paid teens to work in the stand and training the adult volunteers who can manage the stand.
• Make sure the stand is clean and money put away at the end of the night.
• Responsible for setting the work schedule each week for the kids and the adult volunteers.
• Responsible for ordering/purchasing what is needed to keep the shelves stocked.

Directors \ Commissioners (Softball/Baseball for T-Ball, Minors, Majors, Juniors, Seniors)

• The Division Directors \ Commissioners are responsible to run and organize their individual divisions (i.e. Jr., Major, Senior Minor, etc.) within Holland Little League (HLL). All Division Directors \ Commissioners work in conjunction with the Vice President of Baseball or Softball.