Board duties

General Notes:

  • Board Members will be expected to attend at least 8 of 10 monthly meetings each year (no meetings in July or August).
  • Board Members will be encouraged to do everything possible by computer, e-mail, etc.  Microsoft Word is the most popular vehicle for this purpose, as it can be e-mailed and opened by just about anyone.  It will also make it easy to transfer all work by one member to successors, other board members, etc.

*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).
  • Officer with whom Little League Headquarters maintains contact.
  • Represents the League in the District organization.  This includes attendance at all district Meetings, etc.
  • Strives to have first hand knowledge of the regulations under which Little League operates.
  • Authorizes the annual application for charter, and binds all members of the League to faithfully observe the regulations.
  • Takes an active role in gaining support and winning friends for the league program.
  • 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 Headquarters, and the District.

In ZLL, the President shall oversee the activities of the following membership positions:

  • Zionsville Sports Alliance Liaison.
  • Boy’s and Girl’s Club Liaison.
  • Challenger Team(s) Coordinator.
  • Zionsville Parks Board and Eagle Township Parks Board Liaison.
  • Any other positions requested by the President and approved by the Board.

*(Executive) Vice President:

  • Presides in the absence of the President.
  • Coordinates efforts of other committee members.
  • Is ex-officio member of all committees.
  • Carries out such duties and assignments as may be delegated by the President.

In ZLL, the Executive Vice President shall:

  • 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.
  • Is the Zionsville Community Schools’ Liaison (coordinates with the school athletic directors or other persons as needed).
  • Coordinates all Team Parent Meetings and Manager’s Meetings.
  • 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.

In ZLL, the Vice President shall oversee the activities of the following membership positions:

  • Publicity Coordinator(s)
  • Long Term Development Coordinator
  • Any other positions requested by the Vice President and approved by the President and the Board.

Note: The Little League suggests that separate vice presidents may also be selected to oversee individual divisions within the League, and if so, one Vice President should be selected to preside in absence of the President. In ZLL this has been done, hence the term “Executive” Vice President designation to denote the person who presides in the absence of the President.

*Secretary:

  • Maintains a register of members and directors.
  • Records the minutes of meetings.
  • Responsible for sending out notice of meetings (coordinates with executive Vice President).
  • Issues membership cards.
  • Maintains a record of league’s activities.

In ZLL, the Secretary shall oversee the activities of the following membership positions:

  • Assistant Secretary
  • Any position requested by the Secretary and approved by the President and the Board.

*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.

In ZLL, the Treasurer shall oversee the activities of the following membership positions:

  • Concession Stand Operator(s)
  • Any other positions requested by the Treasurer and approved by the President and the Board.
  • Prepares and submits league tax returns, etc.
  • Coordinates infra-structure fund with Lion’s Club.
  • Prepares budgets (and coordinates with each budget discipline regarding use of budgets).

*Player Agent:

  • Conducts annual tryouts (In coordination with VP Baseball, VP Softball and Player Development Board members).
  • Responsible for player selection (conducts all drafts, coordinates scheduling of drafts with Executive VP).
  • Responsible for checking birth records and eligibility of all players.
  • Supervises and coordinates the transfer of players between Leagues, either up or down in age.

In ZLL, the Player Agent shall:

  • 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 as log of all volunteers approved.
  • Manages the online registration process (coordinating, updating and maintaining on-line registration).
  • 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).

Note: Little League suggests that player agents may be selected to oversee individual divisions within the League. In ZLL, these are call League Commissioners, who also assist the VP’s and Player Development Board members of baseball/softball.

In ZLL, the Player Agent shall oversee the activities of the following membership positions:

  • Assistant Player Agent(s)
  • Data Input Coordinator(s)
  • Background Research Officer
  • Any other positions requested by the Player Agent and approved by the President and the Board.

*Safety Officer:

  • Act as, or oversee activities of, Lion’s club Liaison.
  • Coordinates all safety activities including supervision of ASAP (A Safety Awareness Plan).
  • Ensures safety in player training.
  • 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.

In ZLL, the Safety Officer shall:

  • Responsible for Chairing the scheduling committee, which is responsible for the scheduling and coordinating of all games and practices of all park fields, including but not limited to: practices ands games for all pre-season, in-season, in-season “travel,” post-season, and fall ball programs.
  • Institute an appropriate Time Schedule/Plan for addressing all critical safety issues identified in the ASAP and coordinating with the Treasurer, VP Maintenance and Lion’s Club Liaison to ensure that all safety issues are budgeted for and resolved in a timely manner.
  • Be responsible for Officer-of-the-day coordination.
  • Attend all Managers Meetings.
  • Obtain, update and maintain First Aid Kits throughout the Park.
  • Be responsible for maintaining the League Lightning Detector.

In ZLL, the Safety Officer shall oversee the activities of the following membership positions:

  • Assistant Safety Officer
  • Assistant Field Scheduling Coordinator
  • Local Rules Coordinator
  • Scorekeeping Coordinator(s)
  • Scorekeeping Officer(s)
  • Any other positions requested by the Safety Officer and approved by the President and the Board.

*Information Officer:

  • Manages the Leagues official home page at zionsvilleLL.org.
  • Manages the online registration process (In ZLL, this is done by the Player Agent).
  • Ensures that league rosters are maintained on the Little League data center (In ZLL, this is done by the Player Agent).
  • Assigns administrative rights to league volunteers and teams (ZLL does not do).
  • Ensures that League news and scores are updated on a regular basis (ZLL does not post scores unless it is part of a news article).
  • Collects, posts and distributes important information on League activities to Little League Baseball, district, public, league members and media

In ZLL, the Information Officer shall:

  • Be responsible for the updating all phone service messages and information.

In ZLL, the Information Officer shall oversee the activities of the following membership positions:

  • Web Site Coordinator
  • Phone Service Coordinator
  • Any other positions requested by the Information Officer and approved by the President and the Board.

Vice President of 12 and under Baseball:

  • Serves on Scheduling Committee.
  • Responsible for the coordination of all activities relating to 12 and under baseball year round.
  • Prepares and proposes a list of League Commissioner candidates for Board approval and President ‘s selection. Coordinates and oversees all League Commissioner 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 are distributed in a timely manner; making all managers, coaches, team moms, and parents are aware of all meetings, local rules, conduct expected at all practices and games, roles of all people expected in keeping Lion’s Park clean, work parties, concession stand assignments, safety items, board member positions and current board members, membership positions currently filled and/or unfilled, etc;
  • Prepares and proposes a list of all 12 and under baseball Managers for Board approval and President’s selection. Oversees all 12 and under Manager/Coach activities.
  • Coordinates with and assists the Player Agent and League Commissioners in conducting all drafts and/or selection of all 12 and under baseball teams.
  • Coordinates with the Safety Officer and VP Maintenance in making sure that all safety issues are addressed.
  • Coordinates with the Coach/ Player Development Officer and the Player Agent to insure that all managers, coaches and players at all levels are receiving proper instruction.
  • Coordinates with the Scheduling Coordinator for scheduling of all practices and games.
  • Coordinates with the Safety Officer, Commissioners, and Managers in executing all national rules and in developing and executing all local rules.
  • Assists the Special Events Coordinator in overseeing all Post-season tournaments hosted by ZLL, both sanctioned and non-sanctioned.
  • Assists in coordinating all fall league activities with Coach/Player Development Officer.
  • Involved in the District planning of the President’s Cup tourney, including attending all District Meetings, etc.

The Vice President of 12 and under Baseball shall oversee the activities of the following membership positions:

  • League Commissioners
  • Managers
  • Any other positions requested by the VP 12 and under Baseball and approved by the President and the Board.

Vice President of Softball:

  • Serves on Scheduling Committee.
  • Responsible for the coordination of all activities relating to softball year round.
  • Prepares and proposes a list of League Commissioner candidates for Board approval and President’s selection. Coordinates and oversees all League Commissioner 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 are distributed in a timely manner; making all managers, coaches, team moms, and parents are aware of all meetings, local rules, conduct expected at all practices and games, roles of all people expected in keeping Lion’s Park clean, work parties, concession stand assignments, safety items, board member positions and current board members, membership positions currently filled and/or unfilled, etc;
  • Prepares and proposes a list of all under softball Managers for Board approval and President’s selection. Oversees all Manager/Coach activities.
  • Coordinates with and assists the Player Agent and League Commissioners in conducting all drafts and/or selection of all softball teams.
  • Coordinates with the Safety Officer and VP Maintenance in making sure that all safety issues are addressed.
  • Coordinates with the Coach/ Player Development Officer and the Player Agent to insure that all managers, coaches and players at all levels are receiving proper instruction.
  • Coordinates with the Scheduling Coordinator for scheduling of all practices and games.
  • Coordinates with the Safety Officer, Commissioners, and Managers in executing all national rules and in developing and executing all local rules.
  • Assists the Special Events Coordinator in overseeing all Post-season tournaments hosted by ZLL, both sanctioned and non-sanctioned.
  • Assists in Coordinating all fall league activities with Coach/Player Development Officer.
  • Involved in the District planning of the District League schedules for all ages 13 and over, including attending all District Meetings, etc.
  • Involved in the District planning of the President’s Cup tourney, including attending all District Meetings, etc.

The Vice President of Softball shall oversee the activities of the following membership positions:

  • League Commissioners
  • Managers
  • Any other positions requested by the VP softball and approved by the President and the Board.

Vice President of 13 and over Baseball:

  • Serves on Scheduling Committee.
  • Responsible for the coordination of all activities relating to 13 and over baseball year round.
  • Prepares and proposes a list of League Commissioner candidates for Board approval and President’s selection. Coordinates and oversees all League Commissioner 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 are distributed in a timely manner; making all managers, coaches, team moms, and parents are aware of all meetings, local rules, conduct expected at all practices and games, roles of all people expected in keeping Lion’s Park clean, work parties, concession stand assignments, safety items, board member positions and current board members, membership positions currently filled and/or unfilled, etc;
  • Prepares and proposes a list of all 13 and over baseball Managers for Board approval and President’s selection. Oversees all 13 and over baseball Manager/Coach activities.
  • Coordinates with and assists the Player Agent and League Commissioners in conducting all drafts and/or selection of all 13 and over baseball teams.
  • Coordinates with the Safety Officer and VP Maintenance in making sure that all safety issues are addressed.
  • Coordinates with the Coach/ Player Development Officer and the Player Agent to insure that all managers, coaches and players at all levels are receiving proper instruction.
  • Coordinates with the Scheduling Coordinator for scheduling of all practices and games.
  • Coordinates with the Safety Officer, Commissioners, and Managers in executing all national rules and in developing and executing all local rules.
  • Assists the Special Events Coordinator in overseeing all Post-season tournaments hosted by ZLL, both sanctioned and non-sanctioned.
  • Assists in coordinating all fall league activities with Coach/Player Development Officer.
  • Involved in the District planning of the District League schedules for all ages 13 and over, including attending all District Meetings, etc.
  • Involved in the District planning of the President’s Cup tourney, including attending all District Meetings, etc.

The Vice President of 13 and over Baseball shall oversee the activities of the following membership positions:

  • League Commissioners
  • Managers
  • Any other positions requested by the VP 13 and over Baseball and approved by the President and the Board.

Coach/Player Development Officer of Baseball:

  • Serves on Scheduling Committee.
  • Responsible for overseeing all programs and development opportunities relating to managers, coaches and players in the baseball program.
  • Coordinates with the Executive VP, VPs of Baseball and the Player Agent 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 Baseball and League Commissioners). 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.
  • Coordinates and oversees all Fall Baseball Programs.

The Coach/Player Development Officer of Baseball shall oversee the activities of the following membership positions:

  • Coach Development Officers
  • Player Development Officers
  • Fall League Coordinators
  • Individual Development Specialists
  • Any other positions requested by the Coach/Development Officer of Baseball and approved by the President and the Board.

Coach/Player Development Officer of Softball:

  • Serves on Scheduling Committee.
  • Responsible for overseeing all programs and development opportunities relating to managers, coaches and players in the softball program.
  • Coordinates with the Executive VP, VPs of Softball and the Player Agent 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 and League Commissioners). 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.
  • Coordinates and oversees all Fall Softball Programs.

The Coach/Player Development Officer of Softball shall oversee the activities of the following membership positions:

  • Coach Development Officers
  • Player Development Officers
  • Fall League Coordinators
  • Individual Development Specialists
  • Any other positions requested by the Coach/Development Officer of Softball and approved by the President and the Board.

Vice President of Maintenance:

  • Responsible for the maintenance and upkeep of Lion’s Park.
  • Coordinates with the Executive VP to schedule spring cleanup, fall cleanup and any other workdays that may be necessary.
  • Responsible for organizing and overseeing all work parties.
  • Negotiates outsource maintenance agreements and contracts and coordinates with Treasurer to make sure contracts are kept up to date and all invoices paid.
  • Coordinates with the Safety Officer, Treasurer and Lion’s Club Liaison to address all critical safety issues identified in the ASAP in a timely manner and in accordance with the Time Schedule/Plan issued by the Safety Officer.
  • Coordinates with the Lion’s Club Liaison to address all maintenance issues identified by any member of either the Zionsville Little League or the Lion’s Club.
  • Create, update and maintain a complete inventory of all field equipment.

The Vice President of Maintenance shall oversee the activities of the following membership positions:

  • Maintenance Officers
  • Any other positions requested by the Vice President of Maintenance and approved by the President and the Board.

Equipment Coordinator:

  • Responsible for the upkeep and maintenance of all player equipment.
  • Coordinates with the Vice Presidents of Baseball/Softball and League Commissioners to receive all equipment bags back from the managers at the end of the season (or the end of all-star season or fall league).
  • Cleans equipment bags and equipment.
  • Maintains an electronic 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, removed 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.
  • Coordinates with the Vice Presidents of Baseball/Softball and League Commissioners to make sure that all equipment bags are distributed to managers by/on draft day for each league.

The Equipment Coordinator shall oversee the activities of the following membership positions:

  • Equipment Officers
  • Any other positions requested by the Equipment Coordinator and approved by the President and the Board.

Uniform Coordinator:

  • Responsible for ordering and distributing all uniforms for players and managers, including the regular season, all-stars and other post-season teams.
  • Coordinates with the sponsorship officer to ensure correct team colors and sponsorship logos are used.

The Uniform Coordinators shall oversee the activities of the following membership positions:

  • Assistant Uniform Officers
  • Any other positions requested by the Uniform Coordinator(s) and approved by the President and the Board.

Special Events Coordinator:

  • Responsible for coordinating, planning, and directing all of the opening day events.
  • Responsible for coordinating, planning, and directing all team picture taking, etc.
  • Responsible for coordinating, planning, and directing all of the Community Day events (end of year thank you to all sponsors). This event shall be coordinated with the Sponsorship Coordinator.
  • Acts as Tournament Director for all post-season tournaments hosted by ZLL, both sanctioned and non-sanctioned.
  • Coordinates with outsource groups (either those under contract or those donating to the ZLL).
  • Coordinates with the Treasurer to ensure that all contracts kept up to date and all invoices paid.

The Special Events Coordinator shall oversee the activities of the following membership positions:

  • Opening Day Officers
  • Community Day Officers
  • Assistant Tournaments Directors
  • Tournament Field Technicians
  • Any other positions requested by the Opening Day Coordinator and approved by the President and the Board.

Umpire Scheduling Coordinator:

  • Responsible for the Hiring, Training, and scheduling of all umpires for baseball and softball.
  • Coordinates with the Executive Vice President to schedule all training clinics, seminars, etc.
  • Organizes and directs all training clinics, seminars, etc.
  • Coordinates with the Executive Vice President and Field Scheduling Coordinator to prepare all umpire work schedules.

The Umpire Scheduling Coordinator shall oversee the activities of the following membership positions:

  • Umpire In Chief (Note; The Umpire-in-Chief will be involved in upgrading the District umpiring staff, the individual league umpire staff, and the scheduling of intra season tournaments and district tournaments. This activity will be coordinated with the Executive VP.
  • Any other positions requested by the Umpire Scheduling Coordinator and approved by the President and the Board.

Sponsorship Coordinator:

  • Responsible for the Coordinating all sponsorship activities, including but not limited to: in-season team uniforms, scoreboard signs, concession stand signs, restroom signs, post-season teams, 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.
  • Coordinates with the VP maintenance to make sure correct sponsorship signs are placed on buildings, scoreboards, etc in the park.
  • Assists the Special Events Coordinator in coordinating, planning, and directing all of the Community Day events (end of year thank you to all sponsors).

The Sponsorship Coordinator shall oversee the activities of the following membership positions:

  • Assistant Sponsorship Coordinators.
  • Any other positions requested by the Sponsorship Coordinator and approved by the President and the Board.

Fund Raising Coordinator:

  • Responsible for the coordinating, planning and directing of all fund-raising activities.
  • Coordinates with the Treasurer to make sure that all funds are secured.
  • Coordinates with all other board members, league commissioners, managers, on all fund raising activities.

The Fund Raising Coordinator shall oversee the activities of the following membership positions:

  • Assistant Fund Raising Coordinators.
  • Any other positions requested by the Fund Raising Coordinator and approved by the President and the Board.

Assistant Board Members:

  • Assist a designated board member in fulfilling that person’s board member tasks.
  • Attends board meetings.
  • Performs all tasks as directed by the designated board member.
  • Votes on board issues presented to the board at board meetings only in the absence of the designated board member.