The following positions, due to their sensitive nature, must be filled by board members.
Equipment Chairman and Purchasing Agent
All Year (20+ hours)
- Responsible for filling equipment bags
- Keeps up to date on inventory
- Gets quotes and orders new equipment
- Ensures we have enough stock in the equipment room
- Responsible for handing out and receiving equipment bags from team managers
- Available on equipment nights
Registrar
All Year (Heavy workload)
- Recommends registration rates to board for approval and sets dates
- Makes up flyer for distribution to schools in EBBA area
- Sends out registration info to last year’s players by email
- Responds to parents queries/emails
- Contacts newspapers about info on registration dates
- Inputs all player and coach registrations
- Recommends if additional registration dates are needed
- Recommends number of teams per division
- Receives all money from registration, competitive and uniform deposits
- Hands in report to treasurer on number of players registered/money received
- Records all player placement on teams and maintains rosters
Schedule Director and Park Assignor
February-April (10 hours)
- Makes up practice schedule for all team
- Books batting cage
- Teams will contact the schedule assignor to book extra practice times or to reschedule game
Rec Department Liason
All Year (15 hours)
- Liaison with the city
- Books diamonds for the season, tournaments and playoffs
- Books meeting rooms and gyms for EBBA meetings and events
- Reports any safety or damage issues of the diamonds to the city
Cash Calendar Director
(5 hours)
- Get licensing
- Make suggestions about the amount to be printed and price
- Have calendars printed
- Handout calendars
- Organize collection of calendars and money
- Draw winners and notify treasurer to mail out cheques
- Write up year end report for municipality
Election Chairman / Membership Chairman
August-September (4 hours)
- Sets date for election meeting
- Finds/books location
- Sends out information to all members concerning the Annual General Meeting
- Writes up an agenda
- Ensures a list is made up of all members
Website Director
All Year (10 hours?)
- Ensure website is kept up to date
- Post articles at request of board members, coaches, etc.
Website Administrator
All Year (10 hours)
- Administer website, documents and calendars
- Add new users, delete old
Colman Day Conveners
May-July (10+ hours)
- Set date to have Colman Day (book with scheduler)
- Find door prizes (work with Sponsorship Chair)
- Select (with Conveners help) the Managers and Coaches for the day
- Determine how many players from each team and how they are to be selected
- Determine if you will be giving anything out to the players
- Make up program for the day and take to printers
- Ensure you have enough volunteers for the day
- Make up report for Treasurer
Communication and Publicity Director
All year (10 hours)
- Provide timely information emails to all parents regarding league activities and functions
- Notify press regarding league functions
Police Checks
January-May (3 hours)
- Ensure returning coaches have signed ‘status quo’ declaration
- Ensure new coaches complete police check
- Submits paperwork to police for verification and pick-up when complete
The following positions may be filled by members of EBBA
Little Sluggers Director
January-July (Jan-April 2 hrs week, May-July 4 hrs week)
- Confirm Little Sluggers uniforms are ordered
- Attend board meetings March-July
- Plan and organize program details
- Field parent questions and/or concerns
- Find volunteers to help each week
- Organize equipment
- Set up/break down each week
- Run weekly program (manage kids and volunteers)
T-Ball Director
February-July (Jan-April 4 hours week, May-July 6 hours week)
- Ensure T-Ball (and Little Slugger) uniforms are ordered through Tim Horton’s
- Organize the T-Ball program format, set dates, etc
- Field emails from parents
- Select (recruit) coaches and volunteers
- Organize equipment
- Run weekly program
- Order awards and Rally Caps
House League Conveners
April-end of season (varies-20+hours)
- 1st line of contact with teams in their division
- Keeps standings on Website
- responds to parents inquiries/emails
- Tries to resolve any problems before contacting President
- Attends (or has board members attending) all playoff games
- Sets up the schedule for playoffs and sends to teams (if LDBA convener)
- Ensures there are bases, volunteers and game balls for all games
- Ensures the Awards Director (or LDBA) has the awards ordered
- Rookie –
- Mosquito –
- Pee Wee –
- Bantam –
- Midget/Junior –
House League Chairman
January–April (6 hours)
- Finds Managers/Coaches for all teams and brings to the board for approval
- Sets up meeting for all house league divisions
Batting Cage Director
April-End of season (6 hours)
- Assembles and dismantles batting cage
- Maintains cage (remove weeds, work on batters box, etc.)
Draft Day Director
April-May (10 hours)
- Oversees evaluations
- Sets date and location for draft
- Oversees all aspects of the draft
Coach's Technical Advisor
All Year (20 hours - 5 hrs prep and meeting, the rest assisting at practices)
- Set standardized practice routines and drills
- Be available to assist all division coaches
- Provide assistance at practices on request
Clinician
All year
- Organize Coaching clinics
- Organize Pitching clinics
- Help out coaches with questions or problems
Volunteer Appreciation Event
July-September (4 hours)
- Sets date and location of event
- Makes all arrangements necessary for event
Sponsorship Chairman
November-April (10+ hours)
- Responsible to send out letter before Christmas to last year’s sponsors
- Finds new sponsors and donations (For incentives and Colman Day)
- Sends out tax receipts and plaques to all sponsors at the end of the season
- Ensures money is received from all sponsors
- Hand in report to Treasurer with Sponsors names and money received
Fundraising
April-August (5+ hours)
- Presents different fundraising possibilities to board
- Ensures players receive fundraising info
- Oversees collection and distribution of fundraising items and money
Team Building Day / Picture Day Director
May-June (12 hours)
- Set day for event
- Make up newsletter to be handed out to players
- Make up schedule for teams to have pictures taken
- Follow up with managers so they know the procedure for that day
- Determine what incentives you would like to use and present to board for approval
- Hand in report to treasurer
- Contact photographer
- Ensure all teams receive their pictures
Graphics (Handbook) Director
December-April
- Ensures all info is received and entered in the Manual
- Ensures file is loaded onto web site
- Ensures file is given to Communications Director to be emailed to all parents
Concessions
May–End of season (see below)
- Creates shopping list/ Purchases Food / Ice / Inventory (including driving; shopping; packing van; packing coolers; setting up site etc) ~ 6 hours for each event - couple hours each day (ie. Friday, Saturday, Sunday)
- Prep Food and Money if required (ie. go to the bank; cut onions; fill ketchup bottles etc) ~ 2 - 3 hours for each event
- Logistics required for every event (ie. contacting volunteers; bbq scheduling; truck and trailer scheduling; worrying) ~1-2 hours
- Packing up the site / putting food away / inventory / cleaning utensils / site clean up ~ 2 - 3 hours for each event
- Counting Money, updating spreadsheet, clearing receipts ~ 1 hour
- Year End Report / Final Tally of Inventory / Final Tally of Money ~ 1 hour
First Aid Kits
January-February (7 hours)
- Go through all first aid kits and get ready to hand out
- Order supplies as needed
Colman Day Assistant
April-July
- Assists the Colman Day Director with planning and all other areas of Colman Day
Uniform Director
March-April, August (15 hours)
- Informs purchasing agent of uniform status and needs
- Ensures all competitive uniforms are ready to hand out
- Organizes uniform room
- Sets uniform hand-out and return dates
- Collects deposit checks, holds them, and returns them when uniforms are returned
Grant Application Director
Year round (hours dependant on number of grants applied for)
- Presents possible grant avenues to board
- Completes grant applications and follows through with all information necessary
House League Tournament Director
May-August
- Organizes house league tournaments setting dates and divisions
- Contact person for prospective teams
- Supervises games
Umpire In Chief
All Year
- Sets up umpire clinics
- Handout and collect back umpires equipment
- Orders any new umpire equipment
- Recruits new umps
- Make recommendations of any umps advancing to a higher level
- Go to games and evaluate how umps are performing
- Ensures all umps have information on dress code
- Recommend how many umps needed (from registration numbers)