Board Duties

MVGSA Board Member Positions and Responsibilities

It is vital for our league to have a strong, positive, active Board of Directors, willing to work together for the good of all the girls in the league. The following is a general overview for each position on the MVGSA Board. All positions require attendance at board meetings, attendance at special meetings called by the President, participation at registration, opening day, tryouts, and closing day for both winter and spring seasons. There are also committees that may meet during the season that you may volunteer for (i.e. budget, rules, opening day, etc.).
It is imperative that each board member understands the responsibilities of their position. If you have an idea that does not fall under your position, then you must contact the person whose position it does fall under. You must do this prior to taking any action.

President - Presides over board meetings, establishes committees, has general supervision of League. It is preferred that any candidates for this position, have served a minimum of one year on the MVGSA Board to be eligible. (Should no current, eligible Board Members elect to run for this position, then it shall be open to the public.) Attends ASA and City of Murrieta meetings as required. This is a non-voting position.

Immediate Past-President - Appointed not an elected position. Helps current President transition into the position with guidance as to outstanding issues, current goals. Acts as an advisor to the Board for past procedures and issues.

Administrative Vice-President - Plans and organizes Opening and Closing Day Ceremonies. Seeks bids for the purchase of League awards. Seeks bids (2 minimum) and oversees team photo schedules and delivery. Attends ASA meetings as required.

Operational Vice-President - Is the liaison with the City of Murrieta for field allocation, lights and special functions. Plans and arranges for practice and game fields. Submits to the Board the practice and game schedules two weeks prior to the start of the season. Organizes field availability and oversees with Divisional VP’s tryouts. Attends ASA and City of Murrieta meetings as required.

Divisional Vice-Presidents - Five positions - one for each division: T-Ball, 8-under, 10-under, 12-under, and Upper division. In their division: Secures coaches for each team. Oversees coaches; sees that they have and understand rules and by-laws of the League and are abiding by them, have adequate equipment, practice times, etc. Ensures coaches are notified of any and all discipline actions, decisions, information and to distribute all schedules, scorebooks, newsletters, etc. to each coach. Oversees any clinics in their division.

Team Coordinator - Organizes team parents and sees that they are up to date with League functions and activities. Holds team parent meeting for winter, spring season to let them know of their responsibilities. Seeks bids (2 minimum) and oversees production, ordering of correct sizes, delivery and distribution of team uniforms, while keeping within approved budget as established and approved by the Board. Helps to coordinate team parent involvement in fund-raisers, concession stand and other events.

Publicity Director - Produces and distributes League newsletters and registration fliers to all schools within Murrieta. Updates and maintains email address list for all players. Submits news items to local papers.

Secretary – Records and distributes board meeting minutes. Arranges board meeting schedule and location and notifies members of upcoming meetings. Maintains Leagues correspondence (mail) and message phone line. Responsible for disclosing all disciplinary actions and concerns forms filed against any individual brought before the Board. Maintains all completed concern forms and all discipline actions. Maintains master league insurance policy. Creates seasonal list of players and teams to be distributed to all players.

Treasurer - Receives and deposits all money for the League. Keeps a financial record of all receipts and disbursements. Provides an Annual projection report at the beginning of the year (prior to Spring Ball) and presents updated financial reports at each board meeting. Arranges an annual audit of MVGSA financials and has tax returns complete and filed. Attends ASA meetings as required.
Player Agent – Is the liaison between coaches and players if issues arise. Organizes draft night and the drafting of players. Confidentially maintains the waiting list, helps recruit players when needed. Creates fliers for tryouts and coaches draft night. Creates coaches package. Maintain, reviews and submits to President all scholarship applications. Attends ASA meetings, as required.
Membership Coordinator - Schedules and oversees League registration for all seasons. Reviews all registration forms to see that they are filled out completely and all players are paid in full. – Register all players with ASA and insurance in accordance with ASA’s instruction.

Fundraising Coordinator – Recommends, plans and oversees all fund-raisers. Creates fliers for distribution to parents explaining what funds will be spent on during that season.

Snack Bar Coordinator - Coordinates purchasing supplies for concession stand and scheduling teams through team parents to work the concession stand. Pulls Health Permit with the city.  Sets up own committee to help with duties.

Sponsorship Trustee – Seeks and secures Corporate sponsorships by contacting local businesses, working with coaches on finding sponsors through families on their teams for team sponsorship. Responsible for ordering sponsor plaques, placing sponsor signs at games and giving complete information to Webmaster for posting on MVGSA web site.

Umpire-in-Chief – Responsible for obtaining and assignment of ASA Certified umpires at all games and assures that they are familiar with League rules. Receives written protests (forms a committee for all protest/concern forms) to decide outcome.

Equipment Manager - Purchases, maintains and controls all equipment. Maintains check out list of all equipment during the season and responsible for checking all equipment back at the end of the season. Maintains an inventory of all equipment and presents this to the Board prior to the start of Spring Season listing all equipment that will need to be repaired and/or replaced prior to the end of Winter Ball (giving the Board 2 bids for such repairs and/or replacements).

Tournament/ALLSTAR Coordinator – Responsible for planning and organizing end of season tournaments and Summer Bash. Responsible for obtaining bids (2 minimum) for awards and contracting with vendors for Summer Bash. Coordinates all ALLSTAR activities. Acts as liaison between ALLSTAR teams and Board. Holds ALLSTAR team parent/Board member meeting. Works with other Board members, as necessary, to complete tasks. Presents Board with ALLSTAR tournament entry options, for approval. Attends ASA meetings as required.

Head Scorekeeper - Holds scorekeeper’s clinics for both winter and spring seasons to train scorekeepers for all teams. Coordinates with Divisional VP's to make sure all teams are aware of reporting scores and pitching out procedures. Informs Vp's of teams not reporting scores and pitchers outs within 24 hours of game time.

Web Master - Updates and oversees web site. Updates all standings for all divisions within 24 hours of game time.

(revised) June 2008