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OGSL Board position descriptions

PDFs for download:

2007-08 President's Welcome Letter

2008 General Information

2008 Registration form

Volunteer Information form

SUMMARY OF THE OGSL BOARD OF DIRECTORS DUTIES

  1. President
    • Presiding officer of the Board of Directors and at all General Meetings.
    • Responsible for coordinating all League activities and oversees all phases of League operations. Executes policies and decisions made by the Board.
    • Represents the League in maintaining relationships and communication with other Girls Softball Organizations for Inter-league play rules/scheduling.
    • Represents the League with ASA, City of Oakland, and other external constituents.
    • Ensures League adheres to all ASA rules and processes for tournament play. Oversees the selection process and affairs for ASA tournament team coaches and players.
    • Responsible for Scheduling of all League games, regular monthly Board Meetings, and all official league events during term of office.
    • Oversees the Infrastructure Committee consisting of the Communications Coordinator, Player Agent, Field Services Coordinator, and Umpire-In-Chief.

  2. Vice President
    • Exercises the powers and authority, and perform the duties of the President in the absence, disability, or at the request of the President.
    • Serves as President-Elect for assuming the position of President in the following term.
    • Establishes quality control system for ensuring all volunteers (e.g. Coaches, Managers, Umpires, Board Members, etc.) perform their responsibilities to League and ASA standards.
    • Oversees the Recruitment Committee consisting of the Player Development Coordinator, and Coaches/Managers Administrator for leading the recruiting and training efforts for players and coaches.
    • Assists fundraising and sponsorship efforts with the Sponsorship/Fundraising Coordinator.

  3. Secretary
    • Keeps and distributes the minutes of all Board Meetings.
    • Keeps and maintains the official League records, including By-Laws, Policies and Rules, and Birth Certificates.
    • Ensures all proper recording and registration of the league with appropriate authorities.
    • Coordinates and ensures the league has appropriate Legal advice when necessary.
    • Serves as official Parliamentarian for official meeting conduct using Roberts Rules of Order.
    • Oversees the Services Committee consisting of Uniform, Photos, and Awards Coordinators.

  4. Treasurer
    • Prepares the operating Budget, based on data supplied by various committee chairpersons and submits to the Board for approval, no later than the first meeting in September.
    • Oversees management of all League funds including bank accounts and maintaining track of assets.
    • Maintains proper accounting records and promptly deposits all money received; pays bills according to approved P&L budget.
    • Submits complete financial report at the end of the league year to the Board.
    • Arranges for annual audit and submits all records necessary.
    • Files all Necessary State and Federal Tax and Information Forms.
    • Oversees the Budget Committee consisting of the Equipment Manager, and Sponsorships/Fundraising Coordinator.

  5. Player Agent
    • Represents the interests of each player and ensures that all actions taken by Managers, Coaches, Board or General Membership have considered the well being and welfare of the players.
    • Organizes and executes registration and team formation (via league assignment or draft).
    • Oversees annual registration process, including mail and in-person registration sessions.
    • Coordinates communication with assigned representatives from each of the following divisions (as needed and available): Fourteen (14) and under, Twelve (12) and under, Ten (10) and under, Eight (8) and under, and Seven (7) and under.
    • Generates, collects and maintains registration materials for each player in their respective divisions in strict confidence. Information can only be released with approval of the Board.
    • Documents all registration information using leagueÕs computer tools (database).
    • Collects registration fees and prepares registration deposits for treasurer.
    • Prepares registration materials for ASA insurance records.

  6. Umpire-in-Chief
    • Oversees the arrangement for and scheduling of umpires for all regular and make up games.
    • Hires and schedules qualified umpires for league games, ensures compensation within approved OGSL budgets.
    • Ensures that all umpires are ASA registered and promotes ASA umpire certification.
    • Schedules the umpiring clinic, which will include league policy, rules of the game, basic mechanics, testing and dress code.
    • Serves as final authority for Board on all Protests and ensures all Appeals decisions are made fairly regarding the rules of the game.

  7. Sponsorship and Fundraising Administrator
    • Responsible for soliciting and obtaining local business and corporate community sponsorships.
    • Co-ordinates with Communications Coordinator to secure advertisement on banners, newsletter, and Internet.
    • Develops, plans, directs and submits formal plan on all fundraising projects.
    • Obtains and distributes the sponsorship awards.
    • Works with each team to meet all fundraising targets.

  8. Managers/Coaches Administrator
    • Coordinates with Player Agent to recruit and register managers and coaches for all teams in each division.
    • Ensures all coaches and managers receive adequate training, ACE certification, and obtain all necessary tools to perform the responsibilities to meet the standards of ASA and the board..
    • Conducts a ÒWelcomeÓ meeting for all new Managers and Coaches. Responsible for the procurement of, and maintaining, league training materials.
    • Coordinates the registration of coaches / managers to ASA sponsored or other coaching clinics.
    • Acts as liaison between team managers and board of directors in non-player issues.

  9. Equipment Manager
    • Provides procurement, security, accountability and distribution of all equipment used by League teams only, in League play, including practices and tournaments, including: Softballs, Bats, Catcher's chest protectors, Catcher's mask with throat protectors, Shin guards, Helmets, Pitching machines, and Field Maintenance Items.
    • Maintains a written record of equipment, as defined above, owned by the League and/or owned by organizations, such as the Recreation and Parks Department, which is on loan to the League.
    • Develops and submits to the Treasurer a detailed budget, identifying the quantity and cost of equipment, as defined above that will be required to accommodate the enrollment projected by the Board.
    • Serves as the Safety officer for the league. Reports and acts to eliminate all potential safety hazards on fields and with equipment in all league sponsored activities.

  10. Communications Coordinator
    • Submits articles and advertisements to local newspapers and other media with regard to League affairs.
    • Coordinates all official electronic mail communications with the General Membership and maintains the official contact database of parents, volunteers, and players.
    • Publishes the newsletter and direct mail promotional materials.
    • Serves as Board liaison to Webmaster in coordinating and maintaining the league web site. Web site shall only include board approved material and items.
    • Responsible for all follow-ups to inquiries either via phone, fax, message machine, or Internet regarding league registration.
    • Manages all promotional and public relations activities on behalf of the board.
    • Manages the development of signs, banners, or other media authorized by the board for recruiting or league identity matters.

  11. Field Service Coordinator
    • Oversees the preparation of the playing fields prior to scheduled league games, including hiring and payment of field service personnel if adult volunteers are unavailable.
    • Coordinates use and maintenance of fields.
    • Ensures all teams are assigned fields for practice time and arranges availability.
    • Obtains permits for field use for all league matters. Serves as principle liaison with the City of Oakland Parks and Recreation department.
    • Shall advise equipment manager in timely manner when field service material is required.

  12. Uniform, Photos, and Awards Coordinators
    • Purchases and distributes necessary softball apparel in a timely manner for Players and Staff as approved by Board.
    • Responsible for the scheduling and distribution of individual and team pictures in conjunction with the Managers and Coaches Administrator and Team Managers.
    • Responsible for obtaining and distributing awards and plaques for league participants and Sponsors.

  13. Player Development Coordinator
    • Plans and coordinates all player development clinics (Fall Clinic, Pitching Clinic, Catcher Clinic, Coaches Clinics and Spring Training)
    • Coordinates all Division Try-outs, Player Assessments, and Tournament Team Selection Try-outs as determined by the Board.
    • Develops tools, aids, and materials for coaches to use for player skill instruction.
    • Maintains relationships with volunteer and professional coaches authorized by the league for clinics and instruction.
    • Ensures all player assessments are performed and administers evaluation records with the help of the coaches.

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    Copyright 2004-2005, Oakland Girls Softball League - P.O. Box 21296 - Oakland, CA 94620
    (510) 339-7268 - info@ogsl.org - Administrative Control Panel