Belvidere Youth Baseball Inc.
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Board Job Descriptions

President (Executive Board):
Acting as Chief Executive Officer, the President directs the overall vision and goals of the organization through strengthening community relations, long-term planning, and organizational development. The President will preside over all board meetings, decisions, and processes, as well as preside over all organizational operations.

Vice President (Executive Board):
Acting as assistant to President, the Vice President’s duties will include, but are not limited to:
  • Direct oversight of both softball and baseball executive commissioners
  • Manages organization’s insurance policies and claims, as well as board member insurance policy
  • Oversees scheduling, rescheduling, and league tournament/playoff scheduling for all leagues
  • Initiates and handles all communication with grounds regarding field conditions and weather conditions to members
  • Coordinates pictures for all leagues
  • Coordinates registration dates, tryout dates, and draft/clinic dates for organization
Treasurer (Executive Board):
Acting as Chief Financial Officer, the Treasurer shall manage all financial information in the organization. Duties include, but are not limited to:
  • Prepare monthly and year-end financial documents
  • Prepare budgets for ensuing fiscal year during November/December
  • Manage all tax-related items, including non-profit certifications
  • Chair the budget committee
  • Coordinate all bank transactions with executive board supervision
Secretary (Executive Board):
Duties include, but are not limited to:
  • Record minutes from all board meetings, or other meetings as assigned
  • Manage all correspondence between board and organization members
  • Maintain electronic database of member information
  • Manage CMS (Content Management System) for website, and coordinate with website vendor on all changes with executive board supervision
  • Manages all league documents, including by-laws, with oversight of executive board
  • Manage criminal background check database of volunteers, board members, employees
Executive Baseball Commissioner:
Duties include, but are not limited to:
  • Acts as chief commissioner for baseball with oversight of all baseball league commissioners
  • Validates all pitching charts
  • Maintains up-to-date ground rules for all leagues
  • Maintains up-to-date coaches’ code of conduct
  • Presides over pre-season rules meetings for coaches and commissioners
  • Coordinates with Executive Softball Commissioner to order league trophies
Executive Softball Commissioner:
Duties include, but are not limited to:
  • Acts as chief commissioner for softball with oversight of all softball league commissioners
  • Maintains up-to-date ground rules for all leagues
  • Maintains up-to-date coaches’ code of conduct
  • Presides over pre-season rules meetings for coaches and commissioners
  • Coordinates with Executive Baseball Commissioner to order league trophies
Travel Program Coordinator:
  • Coordinates tournaments and schedule for all travel teams (PTT/FTT)
  • Coordinates try-outs and sign-ups for travel teams
  • Submits budget/financial data to board for travel program
  • Coordinates practice schedules with scheduling director, including winter practices
Marketing and Development Director:
Duties include, but are not limited to:
  • Maintains communication and relationships with current sponsors
  • Develops and exploring leads for new sponsors
  • Maintains an electronic database of sponsor information
  • Maintains, with board oversight, an updated sponsorship packet, pricing, and details
  • Manages all fundraising, special events, and related events
Player Agent:
Duties include, but are not limited to:
  • Serves as assistant to Marketing and Development Director
  • Responsible for advertising and reminders for website, schools, newspapers, etc. with board approval
  • May serve in administrative duties for special events, fundraisers, etc. as assigned
Legal Advisor:
Duties include, but are not limited to:
  • Advising Board of Directors on all legal matters
  • Drafting legal documentation
Equipment Manager:
Duties include, but are not limited to:
  • Distribution, collection, and upkeep of all equipment and gear
  • Purchasing of new equipment, with board approval
  • Ordering and distributing team uniforms
Scheduling Director:
Duties include, but are not limited to:
  • Scheduling all regular season, make-up, and playoff games
  • Scheduling of any league games
  • Scheduling all fall league games
  • Coordinates scheduling of practice facilities with all league/travel teams
Umpire Coordinator:
  • Training and hiring of all officials
  • Regular evaluation and coaching of all officials
  • Scheduling officials for all games (tournaments, leagues, make-up, playoffs)
Concessions Director:
Duties include, but are not limited to:
  • Managing day-to-day operations of concessions
  • Schedule and maintain staffing, all staff must be approved by board
  • Report financial information (receipts, expenditures, revenues) to treasurer
  • Maintaining ServSafe Certification, and all Health Department Regulations
Ice Cream Social Director:
Duties include, but are not limited to:
  • All planning and operations related to the Ice Cream Social
Building/Grounds Director:
Duties include, but are not limited to:
  • Maintenance of entire facility
  • Purchasing/maintaining inventory of all materials/supplies necessary for upkeep
  • Reporting needs/financial data to board
Fall League Commissioner:
  • Duties include, but are not limited to:
  • Oversees all operations of fall league
League Commissioners:
Duties include, but are not limited to:
  • Communication from coaches to board, and board to coaches
  • Communication regarding all schedule changes or rescheduled games
  • Presentation of trophies at playoff/championship games
  • Distributes sponsor plaques for respective leagues/divisions
  • Involvement and oversight in all registrations, tryouts, clinics, and draft per the Executive Commissioners and Vice President

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Board Job Descriptions