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MATTHEWS SOFTBALL ASSOCIATION

 

 OFFICER & DIRECTOR DESIGNATIONS & DUTIES

 

2014

 

 

NOTE:  The duties listed below are intended to be a summary and are not meant to be all inclusive regarding the activities and responsibilities of the officers and directors of MSA.  Many of the positions will work hand and hand with other positions in the accomplishment of the associations objectives.

 

 PRESIDENT

 

The President shall be the chief officer of MSA and the overall operation and welfare of the association shall be the President’s responsibility.  The President shall supervise and direct the members of the Board of Directors in the accomplishment of their specific duties.  The President shall schedule all meetings of the association.  Decisions may be made by the President on issues not requiring a board vote

 

VICE-PRESIDENT

 

The Vice-President shall fulfill such responsibilities as the President shall delegate which are to include assisting the President in supervising the members of the Board of Directors in the accomplishment of their specific duties.  The Vice-President shall take an active roll in assisting committee heads in achieving their objectives.   The Vice-President shall be entitled to stand in for the President whenever the President is absent.

 

 

SECRETARY

 

The Secretary shall attend all meetings called by the President and shall render to each member of the Board of Directors a written report in the form of minutes of each meeting within forty-eight hours after the conclusion of the meetings.  The Secretary shall also maintain the MSA insurance policy and the associated claim forms.  Upon notification of an injury, the Secretary shall promptly forward a claim form to the injured member.  The Secretary shall be responsible for keeping records, forms, and templates used for association purposes. The Secretary shall also perform other such duties as may be assigned by the President or the Board of Directors. 

 

 

TREASURER

 

The Treasurer shall have custody of all money and securities and shall sign checks, keep necessary books of account and submit them together with all vouchers, receipts, records, and other papers to the President for examination and approval.  The operation of all concession stands shall be within the control of the Treasurer.  The Treasurer shall submit a financial statement and operating budget for the Board of Directors’ approval no later than January of each year.  It shall be the Treasurer’s responsibility to deposit all financial receipts to the association’s bank account.  Additional duties may be assigned to the Treasurer by the President or the Board of Directors.

 

PURCHASING AGENT

 

The Purchasing Agent shall be responsible for obtaining bids for the equipment, materials, and uniform needs of MSA.  Bids should be solicited from several vendors by January of each year.  The Purchasing Agent shall work closely with the entire board to ensure that the equipment, materials, uniform, and budgetary needs of the association are being met prior to registration for the Spring season each year.  The Purchasing Agent shall be responsible for checking out and keeping a file of the team equipment given to each Team Manager at the beginning of each season.  After the completion of each season, the Purchasing Agent shall collect within one week all equipment checked out and shall examine the equipment for purposes of inventory, wear and tear, and damage, and shall submit a report on any new equipment needs to the President and Board of Directors by the final meeting of the calendar year.  The Purchasing Agent shall also be responsible for working with the Director of Playing Fields to assess the needs for materials for keeping all fields in good condition throughout the year.  The Purchasing Agent, the Treasurer, and the President are the only officers or representatives of MSA authorized to make purchases on behalf of MSA.  The Purchasing Agent may perform additional duties as directed by the President or Board of Directors.

 

PLAYER AGENT

 

The Player Agent’s primary responsibility shall be the collective welfare of the girls participating in MSA.  The Player Agent shall ensure that each girl is given a fair assessment and treated fairly by all MSA officials at all times.  The Player Agent shall establish and supervise the player registration and assessment periods for each age division and will maintain a file of player registration transaction forms, certification of birth records (if required for any purpose), and team rosters.  The Player Agent shall prepare the draft rosters for each age group and will conduct the player draft with the assistance of the President, Vice-President and the Rec Coordinator. The Player Agent shall also be responsible for working with the Rec Coordinator, Travel Coordinator, and Coaching Coordinator on instructional clinics for the girls through out the year.  The Player Agent may perform additional duties as directed by the President or the Board of Directors. 

 

RECREATION COORDINATOR

 

The Recreation Coordinator is responsible for the operation and welfare of the girls in the Rec division.  The Rec Coordinator may or may not be a Team Manager within the Rec Program, but must be someone attuned to the specific needs of the Rec program.  The Rec Coordinator shall work with the Player Agent to schedule and conduct a fair draft for all age groups and shall work with the Purchasing Agent to ensure that the equipment needs of the program are met.  In all matters connected to the Rec Program, the Rec Coordinator shall act as a liaison between the President and the respective Team Mangers of each age group. The Rec Coordinator will be responsible for any “All-Star” Programs offered by the Rec League the association participates in.   The Rec Coordinator will work closely with the Player Agent, Travel Coordinator, and Coaching Coordinator on instructional clinics for the girls through out the year.   The Rec Coordinator will work closely with the President, Director of Playing Fields, and Web Site Coordinator in the scheduling of both practice and games for this program.    The Rec Coordinator may perform additional duties as directed by the President or the Board of Directors.

 

TRAVEL COORDINATOR

 

The Travel Coordinator will be responsible for the operation and welfare of the Travel Team Program.  The Travel Coordinator may or may not be a Team Manager within the Travel Program, but must be someone attuned to the specific needs of the Travel Program.  The Travel Coordinator will work closely with the President and Player Agent to determine each seasons individual coaching and player needs, number of teams, and tryout process and ensure that the overall mission of the association is met.  The Travel Coordinator will act as a liaison for Travel Team coaches and the various sanctioning bodies involved in Travel Ball including  knowledge of the processes involved in getting sanctioned.  This coordinator will work closely with the Purchasing Agent for the ordering of uniforms.   The Travel Coordinator will work closely with the President, Director of Playing Fields, and Web Site Coordinator in the scheduling of  practices for this program.    The Travel Coordinator will work closely with the Player Agent, Rec Coordinator, and Coaching Coordinator on instructional clinics for the girls through out the year.   The Travel Coordinator may perform additional duties as directed by the President or the Board of Directors.

 

COACHING COORDINATOR

 

The Coaching Coordinator will be responsible for the duties included in the attracting and recruitment, development, and retention of coaches and assistant coaches.  The Coaching Coordinator will be responsible for the scheduling of coaches meetings, coaching clinics, and coaching correspondence.  The Coaching Coordinator will work continuously at providing the association coaches with the tools they need to be successful in accomplishing the mission of the association.  The most important role of this position will be to seek out the talents and abilities of members and parents of the association and foster an inclusive environment that encourages participation and volunteerism.  The Coaching Coordinator will ensure that coaches are set up for success by providing proven methods and techniques established by the association over time.  The Coaching Coordinator will work closely with the President, Rec Coordinator, and Travel Coordinator in assessment of the associations coaching needs and the selection of coaches for the appropriate programs.  The Coaching Coordinator may perform additional duties as directed by the President or the Board of Directors.

 

DIRECTOR OF PLAYING FIELDS

 

The Director of Playing Fields shall be responsible for the planning, scheduling, and implementation of the materials and actions required to keep all playing fields in good condition throughout the year.  The Director of Playing Fields shall act as the liaison between MSA and the representatives of the institutions whose fields MSA is using for practices and league play. As such, the Director of Playing Fields will make recommendations to the Board as it relates to field improvements and modifications that will benefit the MSA Association and the institutions at which we play.   The Director of Playing Fields shall work with the Purchasing Agent, Treasurer, and President to ensure needs are met in a timely manner to keep all fields in good condition.  The Director of Playing Fields shall also work closely with the President, Rec Coordinator, Travel Coordinator, and Website Coordinator in the scheduling of practices and games.  The Director of Playing Fields may perform additional duties as directed by the President or Board of Directors.

 

WEB SITE DIRECTOR

 

The Web Site Director shall work with the officers and directors of MSA to ensure that all information pertinent to the association, teams, fields, scheduling, events, sponsors, documents, feedback, and administration are communicated accurately and in a timely manner on the MSA web site.  The Web Site Director shall act as the liaison between MSA and the Char-Meck Association Web Site director to ensure information is exchanged accurately and in a timely manner.  All maintenance of the MSA web site shall be the responsibility of the Web Site Director.  The Web Site Director shall work with the President, Rec Coordinator, Travel Coordinator, Director of Playing Fields, and the Char-Meck Association to prepare team practice schedules and game schedules.  The Web Site Director shall strive to ensure that all schedules are prepared in a fair manner and shall ensure posting of scheduling information and changes is completed in a timely manner.    The Web Site Director may perform additional duties as directed by the President or Board of Directors.

 

DIRECTOR OF MEMBERSHIP & COMMUNITY/MEDIA RELATIONS

 

The Director of Membership and Community Relations shall be responsible for the welfare of the greater MSA membership by ensuring that all members are given representation and the ability to voice any and all concerns to the President and Board of Directors.  This Director shall actively plan and initiate ways to increase annual membership by reaching out to the public-at-large in Matthews and the surrounding area.  This Director shall coordinate the duties of the “Team Moms” in disseminating information to player’s parents.   The Director of Membership and Community Relations shall be responsible for reaching out to the town administration, town commissioners, other community leaders, and the community of Matthews and the surrounding area to promote our organization and to seek out ways that MSA may make contributions to serve the greater good of our community.  The Director of Membership and Community Relations shall develop a list of media contacts and form with them a relationship to ensure that MSA is actively and accurately represented in all media.  This Director shall work closely with the Director of Sponsorships to plan and implement any fund raising efforts that are approved by the Board for the greater good of the association. This Director shall also work to ensure that MSA and all its representatives are acting as a model citizen and promoting and providing a safe and healthy environment for girl’s softball activities in the Town of Matthews.  The Director of Membership and Community Relations may perform additional duties as directed by the President or Board of Directors.     

 

 

DIRECTOR OF SPONSORSHIPS

 

The Director of Sponsorships shall be responsible for implementing and updating our league and team sponsorship packages and initiating ways to offer incentives that will result in an increase in sponsorships and fund raising from season to season.  The Director of Sponsorships will coordinate all methods of solicitation for sponsors and capital contributions to ensure that area businesses are approached and communicated with in a positive, professional manner.  This Director shall work closely with the Director of Membership & Community Relations to plan and implement any fund raising efforts and/or capital campaigns that are approved by the Board for the greater good of the association.  The Director of Sponsorships may perform additional duties as directed by the President or Board of Directors.