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Volunteer Descriptions

EXECUTIVE OFFICERS

President:

  • Conduct the affairs of the Local League and execute the policies established by the Board of Directors.
  • Present a report of the condition of the Local League at the Annual Meeting.
  • Communicate to the Board of Directors such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of the Local League.
  • Be responsible for the conduct of the Local League in strict conformity to the policies, principles, Rules and Regulations of Little League Baseball, Incorporated, as agreed to under the conditions of charter issued to the Local League by that organization.

  • Designate in writing other officers, if necessary, to have power to make and execute for/and in the name of the Local League such contracts and leases they may receive and which have had prior approval of the Board.

  • Investigate complaints, irregularities and conditions detrimental to the Local League and report thereon to the Board or Executive Committee as circumstances warrant.

  • Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof.

  • With the assistance of the Player Agent, examine the application and support proof-of age documents of every player candidate and certify to residence and age eligibility before the player may be accepted for tryouts and selection.

  • Delegate and oversee all committees and positions within all Board of Director roles.

  • Run all background checks for all Managers, Coaches, Volunteers, Adult Umpires, and any adult that comes in contact with players, or delegate this responsibility to an appointed individual prior to the start of the season.

  • Approve all Managers, Coaches, and Umpires to serve for the Season and Post Season.  After the approval is passed by a majority of the Executive Board, the President may appoint or deny any candidate without reason. 

  • Approve all Umpires for the season, under the recommendation of the UIC.

  •  Work with the Disciplinary Committee on all issues and investigations.  Make final rulings on outcomes and recommended disciplinary actions.

  • Coordinate all functions including Board Meetings, Annual Meetings, Opening Day Ceremonies, Picture Day, Special Fundraising functions, Family Fun Day, Challenger Committee, Closing Ceremonies, and Election.  The President may appoint or delegate a party to assist as he/she may see fit. 

  • Attend all District 57 meetings, events, and affiliations, and social events.

  • Conduct, review, and revise all League Constitution, By Laws, Local Rules, and Parent and Board Code of Conduct annually and as needed.

  • Coordinate and submit League Charters, Waivers, Special teams forms, Age Charts and Rosters to District and Little League International.

  • Approve or deny all league scholarships, based on criteria requirements.

  • Respond to all league inquiries, complaints, and issues.

  • Coordinate with the City on all affairs regarding maintenance, field assignments, and special needs.

  • Submit and maintain all records of special licenses and permits for all League events with the City, attend City meetings, and maintain good relations.

  • Work with the two other league Presidents on matters such as field assignments, combined teams forms, waivers and inter league transfers, maintain good relations and work as a team on decisions brought to District and LL International

  • Sit on a committee, with other League Presidents and District Administrator, to decide and recommend changes for the 13 District team (D57). 

  • Maintain league Boundaries, work with other Presidents to ensure and validate that the boundaries are correct and adjusted accordingly for PFLL.

  • The President has a moderate amount of public speaking requirements, must personify a positive and structured public appearance and representation of the BOD and player population. 

  • Must be able to problem solve and handle all issues and negative feedback for the betterment of the league.

  • Coordinate and direct the league Annual Meeting and Election, ensure that due process is followed and solicit as many new members as possible.  Look for replacements for positions that are projected to be vacant, solicit new candidates that will benefit the League.

  • Set a standard of professionalism for all members of the PFLL community. 

  • The President term is 12 months, starting at the fiscal year. 

Vice President - League Operations:

  • Perform the duties of the President in the absence or disability of the President, provided he or she is authorized by the President or Board so to act. When so acting, the Vice President shall have all the powers of that office.

  • Perform such duties as from time to time may be assigned by the Board of Directors or by the President.

  • Be responsible for securing needed supplies and equipment to run the Local League.

  • Be responsible for the proper issuance of such supplies and equipment and for the repair, cleaning, and storage thereof at the close of the season.

  • Develop, seek approval, and operate within a budget for the procurement of needed supplies and equipment for that purpose.

  • Be responsible for repair and improvement recommendations, other than normal maintenance, and supervise the performance of approved projects.

  • Coordinate all post-season tournaments with the assistance of the District Committee.

Vice-President- Jr/Sr League:

  • Oversee all aspects of the Jr./Sr. Division within the Local League.

  • Be responsible for regular season tryouts and Spring draft for the Jr./Sr. Division.

  • Be responsible for the scheduling of all regular season and play-off games.

  • Secure umpires. Umpires may be provided by an organization separate from the Local League.

Secretary:

  • Function as the Secretary as defined by the Little League Operating Manual.

  • Be responsible for recording the activities of the Local League and maintain appropriate files, mailing lists and necessary records.

  • Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors.

  • Maintain a list of all Regular, Sustaining and Honorary Members, Directors and committee members and give notice of all meetings of the Local League, the Board of Directors and Committees.

  • Issue membership cards to Regular Members, if approved by the Board of Directors.

  • Keep the minutes of the meetings of the Members, the Board of Directors and the executive Committee, and cause them to be recorded in a book kept for that purpose.

  • Notify Members, Directors, Officers and committee members of their election or appointment.

Treasurer:

  • Perform such duties as are herein set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board of Directors.

  • Receive all monies and securities, and deposit same in a depository approved by the Board of Directors.

  • Keep records for the receipt and disbursement of all monies and securities of the Local League, including the Auxiliary, approve all payments from allotted funds and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors. All disbursements by check must have dual signatures. 

  • Prepare an annual budget, under the direction of the President, for submission to the Board of Directors at the Annual Meeting.

  • Prepare an annual financial report, under the direction of the President, for submission to the Membership and Board of Directors at the Annual Meeting, and to Little League International.

Player Agent:

  • Function as the Player Agent as defined by the Little League Operating Manual.

  • Record all player transactions and maintain an accurate and up-to-date record thereof.

  • Receive and review applications for player candidates and assist the President in verifying residence and age eligibility.

  • Be the primary escalation point for Players/Parents concerns and/or issues.

  • Conduct the tryouts, the player draft and all other player transaction or selection meetings.

  • Prepare the Player Agent’s list.

  • Prepare for the President’s signature and submission to Little League International, team rosters, including players’ claimed, and the tournament team eligibility affidavit.

  • Notify Little League International of any subsequent player replacements or trades.

Safety Officer:

  • Function as the Safety Officer and Coaching Coordinator as defined by the Little League Operating Manual.

  • Be responsible to create awareness, through education and information, of the opportunities to provide a safer environment for youngsters and all participants of Little League Baseball.

  • Be responsible for the training and safety of the Players, Managers, and Coaches

  •  Develop and implement a plan for increasing safety of activities, equipment and facilities through education, compliance and reporting. NOTE: In order to implement a safety plan using education, compliance and reporting, the following suggestions may be utilized by the Safety Officer

    • Education - Should facilitate meetings and distribute information among participants including players, managers, coaches, umpires, league officials, parents, guardians and other volunteers.

    •  Compliance - Should promote safety compliance leadership by increasing awareness of the safety opportunities that arise from these responsibilities.

    • Reporting - Define a process to assure that incidents are recorded, information is sent to league/district and national offices, and follow-up information on medical and other data is forwarded as available.

Information Officer:

  • Function as the Information Officer as defined by the Little League Operating Manual.

  • Conduct all correspondence not otherwise specifically delegated in connection with said meeting and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.

  • Manage the league’s official home page

  • Assign administrative rights to league volunteers and teams

  • Ensure that league news and scores are updated on a regular basis

  • Collect, post and distribute important information on League activities including direct dissemination of fundraising and sponsor activities to Little League Baseball, district, public, league members, and media

Manager’s Representative:

  • Function as the Manager Rep Director for Pleasanton Foothill Little League as defined by the Little League Operating Manual

  • Manage the selection, interviewing, and nomination to the Executive Board a list of Division Managers and Coaches for the regular season teams as well as the post season All Star teams

  • Coordinate the annual Managers and Coaches meeting

  • Work with the Player Agent in conducting regular season player evaluations and draft

  • Work with the PCA Rep in the planning and conducting the annual PCA training

  • Work with the Training Committee in the planning and conducting of the training program for the Managers, Coaches and Players

  • Represent the interests of Managers and Coaches in the Local League

  • Act as the main point of contact between the Board and the Managers and Coaches

  • Coordinate the practice field schedule for all team.

  • Oversee the scheduling of all regular and play-off games by the master scheduler.

  • First point of contact to resolve issues between Managers, Coaches, Players, Parents, et al.

UIC:
The UIC performs such duties as are herein specifically set forth and such other duties as are customarily incident to the Office of Umpire-in-Chief or as may be assigned by the Board.

  • Develop and implement a progressive education program for umpires within the OLLB.

  • Make recommendations to the Board for the appointment of umpires.

  • Within the scope of his responsibilities, report to the Board all information affecting PFLL baseball operations and recommend courses of action on any area requiring a Board decision.

  • Make recommendations to the Board for the setting of the umpire fees.

  • Work in co-operation with the Treasurer who makes payments to the Umpires.

  • Work closely with the Managers in to provide the required umpires for all games of the PFLL

  • Perform such other duties as the President may, from time to time, direct.

Disciplinary Committee Chair:

  • Sits as an Officer and chairperson for all disciplinary issues throughout the season.

  • Investigates, interviews, and reports to the President the proposed actions for approval by the Board. 

  • Works with the VP, Managers’ Rep, Player Agent, and PCA if applicable. 

  • Answers to all complaints and filters all issues for the League. 

 
BOARD of DIRECTORS

Division Manager Reps (Juniors/Seniors, Majors, AAA, AA, A, T-Ball, and Challenger):

  • Division Manager Reps assist the Manager Rep Director in all facets of those responsibilities (see Manager’s Representative Director above).  In addition, the Division Manager Reps acts as a resource to the managers and coaches in their division.  They help with interpretation of the rules and regulations, resolve any conflicts, and assist with the managers' and coaches selection process.

Fundraising Director:

  • Responsible for planning and coordinating all fundraising activities for the League.  Strategize and implement fundraising plans to maximize fundraising dollars for the League.

Equipment Director:

  • Manages equipment supply of balls, bats, helmets, catcher’s gear, first aid kits, pop up nets, etc.  Takes inventory of all equipment during the off season.  Procures 3 bids from equipment supply companies.  Make a recommendation to the Board regarding budget and supplies copies of all 3 bids to the President and Secretary.  Purchase & collect new equipment and submit expense report to Treasurer for reimbursement.  Pack all team bags with necessary equipment by level.  Disperse equipment to all teams approximately one month prior to season.  Manage supply of game balls, necessary equipment and ice packs in the field sheds throughout the season.  Collect equipment from coaches/managers of all teams and deliver back to storage.  Remove equipment from bags and arrange on shelves in storage for easier inventory during the off season. 

Training Director:

  • Gain the support and funds necessary to implement a league-wide training program;

  • Order and distribute training materials to Players, Coaches, and Managers

  • Coordinate mini-clinics as necessary

  • Serve as the contact person for Little League and its Manager-Coach education program for the league.

Registrar:

  • Manage the online registration process and ensure that the league rosters are maintained on the site

  • Advertise registration to the community

  • Generate registration reports

  • Collect payment for all registration 

VOLUNTEERS

Special Events Coordinator/s:

  • Plan League’s Opening and/or Closing Day, Photo Day, or other special League events, not covered by fundraising.

Photo Day Coordinator:

  • Identifies a vendor, date, and location for Photo Day.  Assists on the day of pictures and makes a recommendation for a vendor for the following year.  Works with teams to organize volunteers. 

Legal Counsel:

  • Provide legal advice to the Board as necessary.  

Field Maintenance Coordinator:

  • Oversees teens working as Field Maintenance Crew, designs a work schedule, oversees payroll, and orders needed equipment for fields.  Makes recommendations for improvement.

Uniforms:

  • Prepares an inventory of all current uniforms, orders anticipated uniforms for both regular season and All Stars.  Makes recommendation for replacement of damaged uniforms and works to identify a competitive vendor for the League.  Projects upcoming needs for purchasing in advance of next season.  Gives a full report to incoming Uniform Coordinator regarding needs, experiences with vendor, and recommendations.

Scheduler:

  • The League Scheduler is responsible for scheduling all the Leagues games for the regular season and post season. He or she schedules T-Ball through the Majors division, and is responsible for the following:

  • Field usage requirements (T-Ball through Seniors and Big League)

  • Lighting schedule for Bernal fields

  • Practice field availability

  • Make up games scheduling and coordination

  • Monitoring field maintenance schedule

  • Working with the other Pleasanton Leagues to coordinate shared fields.

Snack Bar Coordinator:

  • Maintains the operations of the Snack Bar, organizes the purchase of supplies, manages the concession sales at League events, schedules volunteers to work shifts, organizes and keeps records of all concession sales and purchases. 

Trophy Coordinator:

  • Orders all trophies, medals, pins as needed throughout the season.  Selects vendors through quotes and presents to the Board. 

Merchandise:

  • Designs League logo, orders PFLL merchandise, recommends vendor, works within budget, presents proposal for increased budget if needed.  Attends all events for sales purposes, works with website to increase availability and sales for League. 

Hit-a-Thon Coordinator:

  • Organizes and coordinate the Hit-a-Thon fundraiser, typically held on the same day as the Family Fun Day.  Purchases and organizes all supplies needed for the fundraiser.  Communicates with the League regarding the fundraiser and promotes the event to maximize revenue generated from the event. 

Sponsorship Coordinator:

  • 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.

Post-Season Tournament Coordinator:

  • Plan, organize, and oversee all post-season tournaments the League hosts and secure volunteers for tournaments.  Duties include (but not limited to) inviting Leagues to participate, secure umpires and volunteers, create tournament schedule, purchase equipment and trophies, field prep, and secure all permits necessary.

Publicity Coordinator:

  • Organizes a schedule, deadline, and edits all incoming publicity for the League.  Works with local paper to ensure PFLL players are recognized. 

Team Parent Coordinator:

  • Conducts meeting of all Team Parents prior to Opening Day to discuss expectations & responsibilities of the Team Parents.  Discuss all season events with contact information and deadlines.  Provide all Team Parents with packets containing all the information discussed at the Team Parent meeting.  Communicates regularly with all Team Parents and distributes all pertinent information in a timely manner.  Be the Team Parents’ advocate to the Board, and to make known all comments, suggestions, or feedback from the Team Parents to the Board. 

Volunteer Clearance Coordinator:

  • Responsible for securing clearances for all League volunteers who are in direct contact with the players.  Works directly with the President and Managers’ Rep in collecting information and volunteer application forms to process for clearance. 

PCA Representative:

  • The PCA Rep is responsible for promoting the values and ethics of the Positive Coaching Alliance.  He/She conducts an informational meeting for the coaches and parents and the beginning of each season.  They also distribute and collect a player survey mid season and a parent survey at the end of the season.  He/She reviews the surveys and forwards the results to the manager reps and league officials.  Any PCA related issues are dealt with by the PCA rep and the Disciplinary Committee.