Membership Meeting Agenda
Guilford Community Center
Monday – September 9, 2013 at 7:30pm
Introduction
Guilford Little League Baseball and Softball is currently going through a major transformation.
Each year a new generation of players, coaches and families join GLL and each year new opportunities present themselves to the youth in our community. This year happens to be a year that will see a lot of change to the executive board. Eight of the nine executive board positions will be open in October at our Annual Meeting.
We have also seen new sports and programs in our community. Lacrosse has run a few successful seasons and AAU baseball is in Guilford as it is with many other communities around Connecticut and the country. The new board will need to work alongside these other programs in order for GLL to continue to be successful.
The agenda for the September meeting is attached. The September meeting and meetings this winter will focus on big items such as the Board composition, league structure, competing programs, and baseball/softball operations.
Please join us in the Community Center on Monday, September 9 at 7:30pm.
Regards,
Steve Bioty
GLL Secretary
Agenda
1. Meeting Open Mark D
2. Board Composition Mark D
a. Special Committee Meeting Summary (Aug 12)
b. Vote to Members:
i. Change Board Position
ii. Add Operations Committee
3. Board of Directors Mark D
a. Open Board Positions
b. Nominations Committee
c. Timeline / Next Steps
Board Position / Status in October / Currently Held By / Reason for Opening1 / President / Open / Mark Donovan / Not seeking re-election
2 / Vice President / Open / Brent Sowers / May run for President
3 / Secretary / Open / Steve Bioty / May run for VP
4 / Treasurer / Jeff Ulrich / Jeff Ulrich / n/a
5 / Player Agent* / Open / Mark Vail / Not seeking re-election
6 / Baseball Coaching Coordinator / Open / Jeff Letourneau / Not seeking re-election
7 / Softball Coaching Coordinator* / Open / New
8 / Fields / Safety / Open / Open
9 / Umpire in Chief / Open / Jeff Hahn / Not seeking re-election
* A proposal to the membership will include the addition of a Softball Coaching Coordinator position and combining the Softball and Baseball Player Agent positions into one Player Agent position.
4. Fall Ball Issues Commissioners
a. Baseball/TBall
b. Softball
5. Any Other Business All Members
Attachment
Executive Board Job Descriptions
President
The President shall:
a) Conduct the affairs of the Local League and execute the policies established by the Board of Directors.
b) Present a report of the condition of the Local League at the annual meeting.
c) Communicate to the Board of Directors, such matters as deem appropriate, and make such suggestions as may tend to promote the welfare of the Local League.
d) 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 the Local League by that organization.
e) 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 as may have received and prior approval of the Board.
f) Investigate complaints, irregularities and conditions detrimental to the Local League and report thereon to the Board or Executive Committee as circumstances warrant.
g) Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof.
h) With the assistance of the Player Agents, examine the application and supporting 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.
Vice President - Boys & Girls
The Vice Presidents shall:
a) Be responsible for managing any and all fund raising activities.
b) Be responsible for designating the use of the fields by the divisions, i.e., Farm, Minor, Major, etc.
c) Be responsible for mediating problems within their respective division.
d) Be an ex-officio member of all committees.
e) Supervise all Commissioners in their respective division.
f) In case of the absence or disability of the President, and provided he is authorized by the President or Board so to act, the Vice Presidents shall perform the duties of the President, and when so acting shall have all the powers of that office.
Secretary
The Secretary shall:
a) Be responsible for recording the activities of the Local League and maintain appropriate files, mailing lists and necessary records.
b) 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.
c) 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.
d) Keep the minutes of the meetings of the Members, the Board of
e) Directors and the Executive Committee, and cause them to be recorded in a book kept for that purpose.
f) Shall conduct all correspondence not otherwise specifically delegated in connection with said meetings and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.
g) Notify Members, Directors, Officers and committee members of their election or appointment.
Treasurer
The Treasurer shall:
a) Perform such duties as are herein specifically set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board of Directors.
b) Receive all monies and securities, and deposit same in a depository approved by the Board of Directors.
c) Keep records for the receipt and disbursement of all monies
d) and securities of the Local League, including the Women's Auxiliary, approve all payments from allotted funds and draw checks.
e) Be a member of the Budget Committee.
f) Be responsible for providing a financial report at the President's request and at the annual meeting.
g) Be responsible for completing the application for the Guilford Community Fund grant.
h) Be responsible for submitting the financial statements to Williamsport as required.
Player Agent - Boys and Girls
The Player Agents shall:
a) Record all player transactions and maintain an accurate an up-to-date record thereof.
b) Receive and review applications for player candidates and assist the President in checking residence and age eligibility.
c) Provide the Vice Presidents with a list of players eligible for transfer to or from the minor leagues according to provisions of the Regulations of Little League Baseball.
d) Prepare a roster of registered players by division
e) Prepare for the President's signature and submission to Little League Headquarters, team rosters, including players' claimed, and the tournament team eligibility affidavit.
f) Prepare for -the Presidents signature the notification to Little League Headquarters of any subsequent player replacements.
Director of Safety, Fields & Maintenance - Boys & Girls
The Directors of Safety, Fields & Maintenance shall:
a) Supervise the maintenance of all playing fields, fixed field equipment, and spectator areas.
b) Submit the schedule of games being played at each field to Guilford Parks & Rec. and the Athletic Director at Guilford High School as appropriate.
c) Act as the liaison between their respective division and the Guilford Park & Rec. and the Athletic Director at Guilford High School.
d) Ensure that all appropriate safety precautions are followed and that safe environments exist at all games and practices.
e) File the necessary paperwork with Williamsport in the event of an accident or injury in their respective division.
f) Be responsible for inspecting all playing equipment before it is distributed to the coaches.
Umpire in Chief - Boys & Girls
The Umpires in Chief Shall:
a) Be responsible for training, scheduling, and paying umpires for all games.
b) Coordinate a pre-season clinic for all umpires.