Board Positions
Elected Board Position Descriptions:
VP Administration
- Oversight of administration functions for the association
- Develop and implement administrative policies, procedures to enhance efficiency
- Work closely with Treasurer, President and Registrar to ensure effective operational and financial management
- Oversee the use of technology and systems to support administration and programing (RAMP, Website)
Vice President - Coaching
Recruitment of Coaches
- both house and rep working with VP Rep, VP House and VP Rookie
- establish level of technical help needed for individual coaches, pass info onto Technical Director
- Handle all parent complaints, establish avenues of communication between all parties and come to a resolution
Coaching Clinics
- Book venues, communicate with Baseball AB, VP House, VP Rookie, track and communicate with coaches on NCCP requirements, ensure all coaches have proper certifications
Coaches Meeting
- Run meeting, coordinate with VP of House, VP Rookie and Equipment and Uniform Coordinators to ensure all equipment and supplies are at the meeting
Coach Surveys
- Distribute and collect all coaching surveys at conclusion of season
- Communicate results to coaches and board
Attend Monthly Board Meetings
Vice President - House (11U - 18U)
Pre-Season
- Attend House League Meetings, YEGA and XXXX; Work closely with other association reps prior to season, scheduling of regular season games, tournaments, and playoffs.
- Attend SJP coaches meeting, help facilitate Coaches Draft
- Chair House League meeting(s) with Category Directors, VP of Coaching; ensure coaches are in place
- Arrange all communications pertaining to House League operations
During Season
- Communicate with Category Directors, Uniform/ Equipment Managers, Umpire Coordinator, and Facility Allocator to ensure successful operation of House League season
- Answer parent/ player/ coach inquiries, settle disputes
Post Season
- Report to the board all issues and challenges, bring forward recommendations
Ongoing
- Be financially responsible (maintain budget) for complete House League operation
- Attend and participate in board meetings, approx. 1 per month
Vice President - Rookie (5U - 9U)
Pre-Season
- Form teams, create schedule and arrange coaches, coordinating with VP Coaching, Facility Allocator, Equipment and Uniform Coordinator
- Attend SJP coaches meeting,
- Arrange all communications pertaining to Rookie League operations
During Season
- Communicate with Category Directors, Uniform/ Equipment Managers, and Facility Allocator to ensure successful operation of Rookie League season
- Answer parent/ player/ coach inquiries, settle disputes
- Organise and manage the Rookie Days weekend, with tournament and Rally Cap Skills sessions
Post Season
- Report to the board all issues and challenges, bring forward recommendations
Ongoing
- Be financially responsible (maintain budget) for complete Rookie League operation
- Attend and participate in board meetings, approx. 1 per month
Vice President - Rep and SEEBA
Evaluations
- Prior to tryouts ensure all coaches are contacted and have an understanding of process
- Book facilities
- Coordinate; labels, registration forms, volunteers, equipment,
- Ensure evaluation app is updated and ready to use
- Conduct parent meeting to explain process
Team Selection Meeting
- Book facilities, coordinate coach attendance
- Produce reports supplied by technical director
- Ensure all coaches have signed and understand the Rep Coach Code of Conduct and Responsibilities
- Distribute and collect (during season) Parent Code of Conduct
Pre/ Start of Season
- Coordinate uniform fitting, book facility, coordinate with Uniform Coordinator
- Confirm all teams have set up bank accounts and have a OFM in place
- Coordinate with VP of Coaching to ensure all coaches have proper certification
- Enter teams in tournaments
During Season
- Coordinate booking of all rep hosting materials
- Advertise to membership the ‘A’ Provincial teams and coordinate tryouts
- Follow up with any and all issues with rep teams/ coaches - coordinate with appropriate board members to resolve
- Attain raffle license(s) on team request
Conclusion of Season
- Conduct an exit meeting with coaches to discuss positives, negatives, and issues
- Produce a report to be presented to the board which includes; results, team issues, challenges, positives, and proposed changes moving forward
Ongoing
- Be financially responsible (maintain budget) for complete Rookie League operation
- Attend and participate in board meetings, approx. 1 per month
- Represent SJPMBA on the SEEBA Board, attend monthly meetings
Secretary
- In charge of sending out all correspondence of the association, to the members and executives via electronic mail
- Keeps a record of minutes for all Board meetings and special meetings
- Attend Monthly Board Meetings
- Arrange rental space for Board Meetings, Coaches meetings and other meetings to support programs
- Give notice of all meetings of the Board and the Members
Board Appointed Positions
House League Category Directors (11U, 13U, 15U and 18U)
Pre-Season
- Support Coach’s Draft, make schedules, assist with equipment and uniform distribution (Coaches Meeting), ensure information is distributed to parents via website and email.
During Season
- Answer parent/ player/ coach inquiries, communicate issues with board members, settle disputes
- Distribute info and attend any SJP events (Tournaments and Playoffs)
Post Season
- Assist in collection of equipment and uniforms
- Report to the board all issues and challenges, bring forward recommendations
Ongoing
- Attend and participate in board meetings, approx. 1 per month
- Represent the executive board
Rookie League Category Directors (5U, 7U and 9U)
Pre-Season
- Support the formation of teams and schedules, assist with equipment and uniform distribution (Coaches Meeting), ensure information is distributed to parents via website and email.
During Season
- Answer parent/ player/ coach inquiries, communicate issues with board members, settle disputes
- Distribute info and attend any SJP events (Rookie Days, Tournaments, etc)
Post Season
- Assist in collection of equipment and uniforms
- Report to the board all issues and challenges, bring forward recommendations
Ongoing
- Attend and participate in board meetings, approx. 1 per month
- Represent the executive board
Females in Baseball Director
- Working with VP Rookie, VP House and VP Coach, provide support to Female coaches and players
- Organize Female Camp
- Explore Baseball Alberta and Baseball Canada programs for Female players and coaches
- Explore Female leagues and tournament opportunities
Equipment Coordinator
- Organizes and inventories all equipment owned by SJP, including baseballs (reg and soft) tees, bases, bats, scorebooks, first aid kits and equipment bags.
- Purchases and replaces equipment within budget when needed.
- Ensure the teams have the proper level of equipment throughout the season
- Prepare equipment bags for all teams prior to the season
- Prepare equipment for Winter camp and Fall ball
- Coordinate with coaches of all levels for pick up and drop off of equipment
Jersey/Apparel Manager
- Orders all apparel for SJP to have prior to the start of the season
Orders hats for Rally cap players from Baseball Alberta when needed - Presents annual budget to SJP Board for approval for each season
- Coordinates with teams for pick up and drop off of Jerseys for regular season and Fall ball
- Set up AA apparel sizing and ordering of team apparel
- Sets up and coordinates apparel display during registration and photo day
- Responsible for tracking apparel sales and providing information and monies to SJP Treasurer.
Marketing Coordinator
- Develop and execute marketing for registrations to all programs
- Develop branding for all marketing and advertising materials
- Develop relationships in the community to promote programs and camps
- Working with the Social Media Coordinator to ensure a strong social media presence and brand
Photo Coordinator
- Book photographer for team pictures - to be taken in early May
- Books locations for photos (indoors or outdoors) depending on photographer and board requirements
- Attend photo days to ensure everything runs smoothly
- Create a schedule and coordinate information with all teams
- Receives and hands out photos from photographer to teams
Volunteer Coordinator
- Organizes volunteers throughout the season for SJP events using SignUpGenius (i.e. Diamond clean-up, Rally Cap Days, Year-End celebrations, etc.)
- Attends events to coordinate volunteers
- Tracks all the volunteers throughout the season and provides the list to Treasurer at end of the season
- Provide assistance to teams for tracking and providing volunteer opportunities
- Assist teams with coordinating tournament/hosting volunteers
- Coordinate volunteers for Casino (Every two years)
Social Media Coordinator
- Promotes SJP through Social media - Facebook, Twitter and Instagram on a close to daily basis (develop and maintain all relevant platforms)
- Work with team photo volunteers to collect weekly event photos and details
- Build social media network and engage membership
- Establish a content management system (for developing, sharing and publishing digital content).
- Works with Webmaster and all teams to compile photos of SJP events
- Selects and develops content in line with SJP goals and objectives
- Works closely with Marketing Coordinator to ensure consistent messaging and branding
