Roles and Responsibilities for Board Members
Roles and Responsibilties by Board Member Position
Many of the board members have more than one role and more duties than are listed
President
The President shall be the chief executive officer of the Corporation and shall be responsible for the day to day operations of the Corporation. In addition, he or she shall perform such other duties as may be determined from time to time by the Board of Directors. The President shall preside at all meetings and meetings of the Board of Directors. The President shall assume responsibility for supervising the business of the Association, enforcing the rules and Bylaws of the corporation and delegating such duties as may be necessary to execute this responsibility. The President shall hold the official papers of the Association including the Bylaws. The President shall also be the Zimmerman Girls Fastpitch Association representative and attend monthly meetings. In addition, he/she will assume responsibility for all actions of the Association.
- Oversees the registration process for ZGFA
- Responsible for reviewing State and National tournament requests
- Liaison with ZGFA High School Varsity Fastpitch program
- Responsible for overseeing Treasurer on all financial matters of the ZGFA
- Manage coach selection
Vice President
The Vice President, if any, shall perform such duties as may be determined from time to time by the Board of Directors. The Vice President shall be vested with all powers of and perform all the duties of the President in the President’s absence or inability to act, but only so long as such absence or inability continues.
- Organizes coaches’ selection committee and conducts selections.
- Assists Tournament Director
- Assist in the registration process for ZGFA
- Assist in coordinating off season camps and clinics dedicated to player development
Manage coach selection
Secretary
The Secretary shall attend all meetings of the Board of Directors and any committee thereof, and keep the minutes of such meetings, give notices, prepare any necessary certified copies of corporate records, and perform such other duties as may be determined from time to time by the Board of Directors. The Secretary shall, as soon as possible after meetings of the membership and the Board of Directors, prepare minutes to be distributed for review and approval at the following meeting, and shall also assume additional responsibilities delegated by the Board of Directors.
- Responsible for mass email blasts
Treasurer
The Treasurer shall have charge of the corporate treasury, receiving and keeping the monies of the Corporation, and disbursing corporate funds as authorized. The Treasurer shall maintain bank accounts for the corporations funds; shall maintain appropriate records of the receipt and disbursement of corporate funds; shall file documents and returns which may be required of the corporation; shall pay all bills as approved by the Board of Directors; shall make oral or written reports of the receipts and expenditures at each Directors meeting and shall submit a written report at the annual membership meetings. The books of the corporation shall be available for inspection by any Director at any reasonable time. The Treasurer shall also be responsible for overseeing any additional responsibilities delegated by the Board of Directors.
- Organize scholarship criteria
- Manages P.O. Box
Concession/Fundraising Coordinator
- Maintains the operation of concession facilities
- Organizes the purchase of concession products
- Responsible for the management of the concession sales at league events & tournaments
- Schedules volunteers to work the concession booth during league events & tournaments
- Collects and reviews concession related offers including coupons, discounts and bulk- purchasing opportunities
- Organizes, tallies and keeps records of concession sales and purchases
- Solicits and secures local sponsorships to support league operations
- Collects and reviews sponsorship and fundraising opportunities
- Organizes and implements approved league fundraising activities
- Coordinates participation in fundraising activities
- Maintains records of monies secured through sponsorship and fundraising initiatives
- Responsible for other duties as assigned by the President or Vice President
Travel Director/Fall Ball Director
- Oversee travel team league (liaison for school and league schedules)
- Responsible for organizing the tryout process (evaluators, process, time) with President and Vice President
- Coordinates and manages team selection for Travel teams with board members
- Attend all Suburban League Meetings as needed
- Coordinates tournament participation as needed
- Work with player and coaches on development activities
- Oversee Fall Travel team league
- Responsible for organizing the fall tryout process (evaluators, process, time) with President and Vice President (if deemed necessary)
- Coordinates and manages team selection for Fall Travel teams with board members
- Coordinate with Apparel Coordinator for team uniform sizing and order
- Attend MMFL Fall League Meetings as needed
- Responsible for other duties as assigned by the President or Vice President
Clinics Coordinator
- Responsible for requesting and scheduling gyms and fields for all clinics
- Liaison with constituencies that control the gyms and fields (Community Ed / City)
- Responsible for running clinics
- Works with the Volunteer Coordinator to find volunteers for the clinics
- Responsible for other duties as assigned by the President or Vice President
Field/Umpire Coordinator
- Responsible for requesting and scheduling fields for all games and practices.
- Liaison with constituencies that control the fields (Community Ed / City)
- Liaison with Board/coaches in the event of weather-related cancellations
- Responsible for scheduling umpires for all games
- Responsible for other duties as assigned by the President or Vice President
Tournament Coordinator
- Responsible for management, registration, and promotion of the ZGFA
Tournaments
- Organizes and chairs tournament committee
- Work with the Volunteer Coordinator for home tournament
- Responsible for publicizing all tournaments and other events that are sponsored by the Association
- Responsible for all aspects of the tournament including but not limited to: procuring facilities, procuring teams, procuring umpires, merchandise, and those things necessary to make the tournament successful
- Responsible for other duties as assigned by the President or Vice President
Equipment Coordinator
- Responsible for maintaining the inventory of the Association
- Report on an annual basis to the membership the state of our equipment
- Make recommendations to the quantity of equipment needed for the coming season
- Collect and inventory all equipment at the end of the year
- Purchases, issues, and collects equipment and supplies
- Responsible for repair, maintenance, and storage of equipment
- Educates players, parents, and coaches on proper equipment usage
- Responsible for other duties as assigned by the President or Vice President
Apparel Coordinator
- Coordinate the purchase of team uniforms
- Responsible for annual uniform selection for in-house/travel teams and coaches
- Track uniform needs and numbering for all teams
- Coordinate uniform sizing at tryouts and arrange make-up sizing for players who missed the tryouts
- Order team uniforms to ensure arrival prior to start of season games
- Coordinate the design, purchase, and sale of team logo clothing, gear, and accessories with board approved retailer
- Responsible for other duties as assigned by the President or Vice President
Website Administrator
- Maintains ZGFA website
- Oversees the registration process for ZGFA
- Maintains databases with information regarding players, coaches, and teams to support ZGFA
- Assist coaches and administrators with website management
- Work with all other members to accurately and timely update the website
- Responsible for email blasts to notify members of all ZGFA related information to tryouts, clinics, ZGFA opportunities, etc.
- Responsible for maintain social media posts, i.e. Facebook, twitter, etc.
- Responsible for other duties as assigned by the President or Vice President
Volunteer Coordinator
- Responsible for and ensure volunteers are assigned for all clinics, camps, tournaments etc.
- Responsible for email blasts to notify members of volunteer opportunities.
- Responsible for staffing concession stands
- Assist with concessions during ZGFA tournaments
- Responsible for other duties as assigned by the President or Vice President
In-house Director
- Oversee all In-House teams
- Coordinates and manages team selection for in-house teams
- Organize In-House games
- Coordinates tournament participation as needed
- Work with player and coaches on development activities (hitting / pitching clinics)
- Responsible for other duties as assigned by the President or Vice President
Coaching Coordinator
-Review coaching applications for prospective coaches
-Interview prospective coaches (this can be a team effort if desired)
-Present applicants to the board in the board meeting or through email for approval
-Prepare and present at the mandatory coaches meeting in the spring this meeting to include compliance items, building practice plans, discussing mentor program, how fields and umpires are assigned and allocated.
-Discuss MN Softball website and current software platform for the association
Board Member at Large (Non-Voting Member)
- Responsible for duties as assigned by the President or Vice President
- Assist other Board positions as needed
- Responsible to attend meetings
A. Other positions and duties will be added/deleted as needed, based on the need of the Association.