Executive Duties



Appointments. The Board of Directors may appoint such other officers or agents as it may deem necessary or desirable, and may prescribe the powers and duties of each. Appointed officers or agents shall have no vote on actions taken by the Board of Directors unless such individuals have been elected to the Board by the membership or have been elected to fill a vacancy on the Board.


President. The President shall:

(a) Conduct the affairs of the Local League and execute the policies established by the Board of Directors.

(b) Present a report of the condition of the Local League at the Annual Meeting.

(c) Communicate to the Board of Directors such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of the Local League.

(d) 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.

(e) 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.

(f) Investigate complaints, irregularities and conditions detrimental to the Local League and report thereon to the Board or Execu­tive Committee as circumstances warrant.

(g) Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof.

(h) 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.


Vice President of Players/Coaches. This Vice President shall:

(a) Perform the duties of the President in the absence or disability of the President, provided he or she is authorized by the President or Board so to act. When so acting, this Vice President shall have all the powers of that office.

(b) Perform such duties as from time to time may be assigned by the Board of Directors or by the President.

(c) Represent coaches/managers in league;

(d) Present a coach/manager training budget to the board;

(e) Gain the support and funds necessary to implement a league-wide training program;

(f) Order and distribute training materials to players, coaches and managers;

(g) Coordinate mini-clinics as necessary;

(h) Serve as the contact person for Little League International.

(i) To attend any meetings called by the Local Board pertinent to the duties of the Vice President of Players/Coaches.


Vice President of Facilities. This Vice President shall:

(a) Maintain existing buildings/structures so that they are safe and functional.

(b) Work with the District of Central Saanich to develop and implement any new structures as requested from the Local League board of directors.

(b) Work with the Equipment/Safety manager to ensure the Local League has adequate baseball, training and safety equipment.

(c) Work with the Concession manager to ensure all concession equipment can be operated in compliance with all local health authority regulations.

(d) Assist the Scheduling manager to develop and implement the Local League playing/practice schedule along with the District schedule.

(e) To attend any meetings called by the Local Board pertinent to the duties of the Vice President of Facilities.


Secretary. The Secretary shall:

(a) Be responsible for recording the activities of the Local League and maintain appropriate files, mailing lists and necessary records.

(b) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors.

(c) The secretary shall maintain the roll of membership to qualify voting members.

(d) Keep the minutes of the meetings of the Members, the Board of Directors and the Executive Committee, and cause them to be recorded in a book kept for that purpose as well as provided to the Website manager for posting.

(e) Conduct all correspondence not otherwise specifically delegated in connection with said meeting and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.

(f) Notify Members, Directors, Officers and committee members of their election or appointment.

(g) Keep a current list of directors filed with the Canada Revenue Agency.

(h) Attend any meetings called by the Local Board pertinent to the duties of the Secretary.


Treasurer. The Treasurer shall:

(a) 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.

(b) Receive all moneys and securities, and deposit same in a depository approved by the Board of Directors.

(c) Keep records for the receipt and disbursement of all moneys 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.

(d) Prepare an annual budget, under the direction of the President, for submission to the Board of Directors at the Annual Meeting.

(e) Prepare an annual financial report, under the direction of the President, for submission to the Membership and Board of Direc­tors at the Annual Meeting, and to Little League International.

(f) Attend any meetings called by the Local Board pertinent to the duties of the Treasurer.


Registrar. The Registrar shall:

(a) Keep accurate records of the names, addresses and phone numbers of all players and volunteer members of the Local League.

(b) Maintain a file copy of the birth certificate and proof of residency of all players registered with the Local League.

(c) Submit the required documentation to the District and Little League Canada in a format acceptable to and prior to the deadline dates set by the aforementioned.

(d) Attend any meetings called by the Local Board pertinent to the duties of the Registrar.


Player Agent. The Player Agent shall:

(a) Record all player transactions and maintain an accurate and up-to-date record thereof.

(b) Receive and review applications for player candidates and assist the President in verifying residence and age eligibility.

(c) Conduct the tryouts, the player draft and all other player transaction or selection meetings.

(d) Prepare the Player Agent’s list.

(e) Prepare for the President’s signature and submission to Little League International, team rosters, including players claimed, and the tournament team eligibility affidavit.

(f) Notify Little League International of any subsequent player replacements or trades.

(g) Administer the divisional player pool.

(h) Attend any meetings called by the Local Board pertinent to the duties of the Player Agent.


Divisional Coordinators. The divisional coordinators shall:

(a) Collect all names of players from the Registrar once registration is complete.

(b) If applicable, arrange player evaluations of all children in your specific division for equitable team organization and select the date(s) and who will run the evaluations. Generally a division will require about 4 – 5 different stations.

(c) Once evaluations are completed, assist coaches in team selection process for equitable team organization.

(d) Distribute pertinent information to each team such as coaches/managers manuals, schedules, training aids, concession shifts as assigned by the Concession Manager.

(e) Act as point of contact for all managers, coaches and parents in your division. Send out information to team managers as required. If there is a dispute between parents, coach, etc. in your division, contact the Executive.

(f) Attend any meetings called by the Local Board pertinent to the duties of the Divisional Coordinator.


Equipment/Safety Officer. The Safety Officer shall:

(a) Be responsible to create awareness, through education and information, of the opportunities to provide a safer environment for children and all participants of Little League.

(b) Develop and implement a plan for increasing safety of activities, equipment and facilities through education, compliance and reporting.

(c) Attend any meetings called by the Local Board pertinent to the duties of the Equipment/Safety Officer.

NOTE: In order to implement a safety plan using education, compliance and reporting, the following suggestions may be utilized by the Safety Officer:

(1) Education – Should facilitate meetings and distribute information among participants including players, managers, coaches, umpires, league officials, parents, guardians and other volunteers.

(2) Compliance – Should promote safety compliance leadership by increasing awareness of the safety opportunities that arise from these responsibilities.

(3) Reporting – Define a process to assure that incidents are recorded, information is sent to league/district and national offices, and follow-up information on medical and other data is forwarded as available.


Scheduler. The scheduler shall:

(a) Work with the Vice President of Facilities to provide the District scheduler with the appropriate number of teams as well as diamond schedules available for use.

(b) Develop and implement the Local League diamond game/practice schedule. This schedule must be forwarded to the Website, manager, the Concession manager and the Umpire-in-Chief.

(c) Serve as the ongoing contact to arrange for diamond and batting cage bookings.

(d) Attend any meetings called by the Local Board pertinent to the duties of the Scheduler.


Umpire-in-Chief. The Umpire-in-Chief shall:

(a) Be the voice of and representative for all of the umpires. All issues and concerns on and off the field will be directed through you. Be responsible for the planning and execution of a successful season.

(b) The Umpire-in-Chief’s primary responsibility is to schedule umpires for the spring and tournament seasons. In addition, the Umpire-in-Chief must communicate effectively with the Local League executive, umpires, coaches, and parents as required.

(c) Facilitate a healthy, fun and educational environment for kids, coaches and parents; and inspire the principals of sport through the game of baseball.

(d) Work with Division Coordinator’s and coaches to establish needs.

(e) The Umpire-in-chief will oversee the umpires and will recommend improvements to the schedule insuring the umpires have the correct certification for the level of play.

(f) All umpires shall be given an equal opportunity to work. Any umpire not adhering to the schedule shall be disciplined by the Umpire-in-Chief.

(g) Work with the Treasurer to ensure prompt payment of umpires.

(h) A year-end report will consist of each umpires pay, the level that they umpired at, including position (base / plate), and missed games. This report shall be given to the Treasurer.

(i) Attend any meetings called by the Local Board pertinent to the duties of the Umpire-in-Chief.


Website Manager. The Website Manager shall:

(a) Set up and manage the league’s official website.

(b) Work with the Registrar to set up online registration and ensure the league rosters are communicated to Little League.

(c) Assign online administrative rights to other local volunteers;

(d) Ensure that league news and meetings are updated online on a regular basis;

(f) Collect, post, and distribute important information on league activities including direct dissemination of fund-raising and sponsor activities to Little League Baseball, Incorporated, the district, the public, league members, and the media;

(g) Serves as primary contact person for Little League if using Active Team Sports regarding optimizing use of the Internet for league ad­ministration and for distributing information to league members and to Little League Baseball, Incorporated.

(h) Attend any meetings called by the Local Board pertinent to the duties of the Website Manager.


Sponsorship/Fundraising Manager. The Sponsorship/Fundraising Manager shall:

(a) Solicits and secures local sponsorships to support league operations

(b) Collects and reviews sponsorship and fundraising opportunities

(c) Organizes and implements approved league fundraising activities

(d) Coordinates participation in fundraising activities

(e) Maintains records of monies secured through sponsorship and fundraising initiatives.

(f) Attend any meetings called by the Local Board pertinent to the duties of the Sponsorship/Fundraising Manager.


Concession Manager. The Concession Manager shall:

(a) Maintains the operation of concession facilities

(b) Organizes the purchase of concession products

(c) Responsible for the management of the concession sales at league events

(d) Schedules volunteers to work the concession booth during league events

(e) Collects and reviews concession related offers including coupons, discounts and bulk-purchasing opportunities

(f) Organizes, tallies and keeps records of concession sales and purchases.

(g) Attend any meetings called by the Local Board pertinent to the duties of the Concession Manager.


Uniform Manager. The Uniform manager shall:

(a) Work within the budget provided to ensure league uniforms are adequate in numbers and are in respectful condition.

(b) Be responsible for procurement of all uniforms, trophies and awards for the league.

(c) Coordinate sizing for tournament team uniforms.

(d) Attend any meetings called by the Local Board pertinent to the duties of the Uniform Manager.


50/50 Manager. The 50/50 Manager shall:

(a) Applies for the gaming licence from the BC Gaming Branch.

(b) Ensures proper procedures are followed in accordance with regulatory bodies including the BC Gaming Branch.

(c) Coordinates participation in fundraising activities.

(d) Collects and distributes winnings/proceeds to the appropriate persons.

(e) Works with the Treasurer to maintain records of monies secured through fundraising initiatives and submits appropriate reports to the BC Gaming Authority.

(e) Attend any meetings called by the Local Board pertinent to the duties of the 50/50 Manager.

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