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BOARD MEMBER DUTIES

See Below Board Member Duties from our Constitution_and_ByLaws

Executive Board

President
  • Conduct the affairs of the ECASA
  • Execute the policies established by the Executive Board
  • Responsible for the conduct of the ECASA
  • Preside over all meetings of the Executive Board and General Membership
  • Attest to all orders upon the Treasury
  • Shall be an ex-officio member of all committees
  • Have the power to appoint such committees as he/she deems necessary
  • Attend or be represented at all of the monthly El Cajon Recreation Council meetings and report pertinent information to the Executive Board and Board of Directors
  • Responsible for in-season and post-season tournaments
    • Compile tournament information, presenting it to the Executive Board for approval, registering the league for tournaments
    • Involved in the presentation of tournaments to the Executive Board
  •  Signs checks in conjunction with the Secretary and Treasurer
    • President may not sign checks payable to himself/herself for reimbursement of expenses
  • Voting member of the Executive Board
    • The President’s vote shall determine a tiebreaker when votes are evenly cast
Administrative Vice President
  • In the absence of the President, the Administrative Vice President shall perform the duties of the President and attend all Executive Board and General Membership meetings
  • Oversees all the Administrative elements of the league and works directly with the Player Agent
  • Purchasing agent of uniforms and awards
    • Will secure a minimum of two bids for the purchases of League uniforms to present to the Board
    • Coordinates with League selected Uniform vendor to order, purchase and distribute all necessary softball wearing apparel for League play
      • All purchases are subject to Executive Board approval
  • Chairperson of the By-Laws and Policy committee and a committee member of the Rules and Protest committee
  • Voting member of the Executive Board
Operational Vice President
  • League Safety Chairperson, the League Insurance Agent, the Equipment Chairperson and the Field Maintenance Chairperson
  • In the absence of the President and Administrative VicePresident, to perform all of the duties of the President and to exercise all powers and restrictions as the President
  • Responsible for equipment maintenance, inventory management, distribution and collection of all league equipment and property
    • Submit an opening and closing inventory report to the Executive Board
  • Responsible for coordinating all safety issues with the Executive Board
    • The issues include the safety aspects of playing conditions, equipment condition, personal conduct, etc.
    • Responsible for obtaining insurance to protect the ECASA and its members in case of injury or accident involving ECASA activities
      • Recommend to the Executive Board other insurance coverage necessary to protect the ECASA, its’ members and its’ assets
    • All purchases are subject to the Executive Board approval
  • Member of the Budget and Finance committee
  • Voting member of the Executive Board
Treasurer
  • Receive and disburse all funds with the approval of the Executive Board
    • Keep an accurate account of the funds received and disbursed
    • Submit a financial report at all General Membership meetings
    • Provide the books of ECASA and other such documentation as requested for audit
  • Signs checks in conjunction with the President and Secretary
    • If two of the designated signers are related, one will not be included as an official signer and another member of the executive board will be appointed at the President’s discretion.
    • May not sign checks payable to himself/herself for reimbursement of expenses
  • Deposits all funds in the League bank accounts
  • Properly records all funds.
  • Have tax returns complete and filed in a timely manner
    • Shall remain in office until after the year-end audit
  • Chairperson for the Budget and Finance Committee
  • Voting member of the Executive Board
Secretary
  • Keep accurate records of the proceedings of the Executive Board and General Membership meetings
  • Make sure all Meeting Minutes are typed, distributed to all Board members
    • General Membership minutes posted to the website after approval at the next scheduled Board meeting
  • Responsible for the manager’s packet and correspondence to the general membership by use of flyers, bulletins and newsletters
  • Custodian of the By-Laws
  • Provide to the A.S.A. District Commissioner annually, the names, addresses, and phone numbers of the newly elected officers, a copy of the By-Laws, Policy and Procedures, and division supplemental rules
  • Signs checks in conjunction with the President and Treasurer
    • May not sign checks payable to him/her for reimbursement of expenses
  • Member of the Rules and Protests committee
  • Voting member of the Executive Board
Player Agent
  • Responsible for conducting registration, and all matters concerning the eligibility of league players
  • Liaison between the coaches and players
  • Preside over and conduct any and all meetings involving player distribution, drafts, tryouts, and replacements
  • Organizes draft night and the drafting of players
    • Confidentially maintains the waiting list and helps recruit players when needed
    • Present documentation of rules and guidelines to be followed during the drafting of players to the Executive Board for approval
      • Responsible for the enforcement of these rules and guidelines
    • Responsible for maintaining a complete and current file of all player information and registration
      • Player information shall be kept confidential and not released for reasons other than league business
  • Must approve all player transactions and conduct all procedures regarding player misconduct
  • Cannot manage or coach a team
  • Member of the By-Laws and Policy committee
  • Voting member of the Executive Board.
Concessions
  • Responsible for the operation and scheduling of the Snack Bar
    • Procurement of stock for resale with the prior approval of the Treasurer
    • Setting of Snack Bar prices
    • Ensure two Executive Board Members count the money in the snack bar at the end of each operating day
    • Coordinate with the other Concession Director for pricing of items sold in the snack bar so they are consistent between the two fields
    • Coordinate with the Umpire in Chief for the snack bar schedule
  • Prepare and maintain monthly inventory reports and will present the reports to the Treasurer
  • Voting member of the Executive Board
Concessions
  • Responsible for the operation and scheduling of the Snack Bar
    • Procurement of stock for resale with the prior approval of the Treasurer
    • Setting of Snack Bar prices
    • Ensure two Executive Board Members count the money in the snack bar at the end of each operating day
    • Coordinate with the other Concession Director for pricing of items sold in the snack bar so they are consistent between the two fields
    • Coordinate with the Umpire in Chief for the snack bar schedule
  • Prepare and maintain monthly inventory reports and will present the reports to the Treasurer
  • Voting member of the Executive Board
Fundraising Director
  • Responsible for coordinating all fundraising and sponsorship activities of ECASA
    • All fundraisers must be approved by the Executive Board prior to their execution
  • Coordinate picture day as needed throughout the year
  • Member of the Budget and Finance committee
  • Voting member of the Executive Board
Sergeant at Arms
  • Oversee actions of the Executive Board per the By-Laws and procedures adopted
  • Chairperson of the Rules and Protest committee
  • Committee member of the By-Laws and Policy committee
  • Execute all disciplinary actions ordered by the Executive Board
  • Voting member of the Executive Board
Website Director
  • Responsible for maintaining the League website for announcements and information
  • Ensure that the Website is current and meets the standards set by the Executive Board related to schedule and calendar information
  • Work with the Player Agent in the use of the Website to facilitate League registration
  • Updates website with current General Membership meeting minutes, Bylaws and League Rules
  • Responsible to grant or deny access to the website by requesting members, sponsors or community members
  • Voting member of the Executive Board
Umpire in Chief
  • Responsible for the hiring and scheduling of umpires for league games
    • Including all make up games
  • Ensures all umpires are USA certified
  • Has Veto power over umpires
  • Monitors umpires throughout the season
    • Shall fill out a report on any negative activity by an umpire and report to the umpire’s organization and the board
  • Responsible for scheduling team games
  • Receives all official protests and arranges meetings with umpires to discuss protests and other matters
  • Cannot manage or coach a team
  • Member of the Rules and Protest committee
  • Voting member of the Executive Board
Coaches & Clinics Director
  • Responsible for all player and coaching development throughout the year
  • Coordinate clinics for players and coaches
    • Clinics can be taught by the Coaches & Clinics Director or an outside coach can come out and conduct the clinic under the supervision of the Coaches & Clinics Director
  • Voting member of the Executive Board
Field Maintenance Supervisor
  • Responsible for the supervision and maintenance of the league’s playing fields
  • Maintain the fields including but not limited to:
    • issues of irrigation
    • grading
    • dragging
    • weed abatement
    • grass care (not provided by the school district)
    • fencing
  • Purchasing agent for:
    • chalk
    • bases
    • plates
    • pitchers plates
    • irrigation supplies
    • other materials related to field use
  • Safety officer relating to field use
  • Voting member of the Executive Board
Melody Field Maintenance Director
  • Responsible for maintaining the league’s playing fields
  • Maintain the fields including but not limited to:
    • issues of irrigation
    • grading
    • dragging
    • weed abatement
    • grass care (not provided by the school district)
    • fencing
  • Purchasing agent for:
    • chalk
    • bases
    • plates
    • pitchers plates
    • irrigation supplies
    • other materials related to field use
  • Safety officer relating to field use
  • Voting member of the Executive Board
Cactus Field Maintenance Director
  • Responsible for maintaining the league’s playing fields
  • Maintain the fields including but not limited to:
    • issues of irrigation
    • grading
    • dragging
    • weed abatement
    • grass care (not provided by the school district)
    • fencing
  • Purchasing agent for:
    • chalk
    • bases
    • plates
    • pitchers plates
    • irrigation supplies
    • other materials related to field use
  • Safety officer relating to field use
  • Voting member of the Executive Board

Board of Directors

Head Scorekeeper
Holds scorekeeper’s clinics for both fall and spring seasons to train scorekeepers for all teams. The Head Scorekeeper shall be responsible for scheduling and conducting the scorekeeper’s clinics at least ten (10) days prior to the start of the season to train scorekeepers for all teams. The Head Scorekeeper shall purchase and distribute the official scorebooks for all seasons including All Stars. The Head Scorekeeper shall be responsible for keeping a record of all game results and pitchers’ outs. The Head Scorekeeper shall work with the Webmaster to ensure that standings are kept current on the website throughout the season. The Head Scorekeeper shall work with the UIC to validate scorekeeping questions when protests are filed. Coordinates with Managers to make sure all teams are aware of reporting scores and pitching out procedures. Informs Operational Vice President of teams not reporting scores and pitchers outs within 24 hours of game time.
 
Past Board Member
The Past Board Members will assist the board of directors as necessary. He/she will report to the President.
 
Sponsor Chairperson
The Sponsor Chairperson is responsible for assisting the Fundraising director in finding Sponsors for each team in the league and for the purchase and delivery of sponsorship plaques. A team may get additional sponsors only after each league team has a sponsor. He/she will report to the Treasurer and Fundraising Director.
 
Team Parent Representative
The Team Parent Representative will be appointed by the ECASA President from among the team parents. He/she will coordinate the activities of the individual team parents and serve as a liaison for them with the Executive Board. He/she will also be responsible for the purchase of player trophies. He/She will report to the Administrative Vice President.
 
Divisional Representatives
A divisional representative will be elected by the managers of each league division subject to approval by the Executive Board. The divisional representatives will be present for all matters of concern of their division managers, to the Executive Board. They are responsible for dissemination of all information from the Executive Board to their division managers. It is mandatory that all divisional representatives attend all General Membership meetings.