EGGSL Board Positions


The overall duties of each Board Member shall include, but is not limited to the following: attending monthly Board meetings; attending Committee meetings as assigned; supervising volunteers in snack bar 2-3 times per season (including winter league) as the “Board Member In Charge” (BMIC); switching days with another Board Member if unable to cover one’s shift; field maintenance; and volunteering for shifts at League events including, (but not limited to) assessment day, draft day, opening day, closing ceremonies, Friday Night Frenzy, Sizzling Slam Tournament, tournaments hosted by EGGSL, and tournaments hosted by CSD. Individual Board responsibilities include, but are not limited to:


A. President

1. Shall preside at all regular meetings for the League.

2. Shall establish and dissolve all Committees and will oversee all standing Committees.

3. Shall serve as League representative at all but is not limited to, Southgate Recreation and Parks, Cosumnes Community Services District (CSD), and Elk Grove Youth Sports Association (EGYSA) meetings.

4. Shall have general supervision of League affairs and countersign all checks and drafts.

5. Serves as an ex-officio member of all Committees, except Nominating and Protest Committees, and may call meetings of all Committees.

6. Shall prepare, with Webmaster (or other designated Officer),, League schedules for the regular season games.

7. Shall be the custodian of the League’s Articles of Incorporation, By-laws, and the League’s Policies and Procedures.


B. Vice President

1. Shall assist the President and shall act for (and in place of) the President in the event of the President’s absence or disability or at the President’s request. In the event of the President’s resignation, death, or removal, the Vice President shall assume the office of the President and serve for the remainder of the term.

2. Shall assist all Committee chairpersons and coordinate their activities.

3. Shall serve as the chairperson of the Audit Committee.

4. Shall serve as the chairperson of the League Rules Committee.

5. Shall serve as the League Commissioner for Winter League.

6. Act as the Publicity Manager.

7. Shall preside at all regular meetings for the League in the absence of President.

8. Shall coordinate the League’s Manager / Coach trainings for season.

9. Shall be the custodian of the League’s Manager / Coach database.

10. Shall be responsible for obtaining field permits for season practice and League games.

11. Shall, with Board approval, set dates and locations for the player draft. President or designee will preside over player selections at the draft.


C. Secretary

1. Shall keep a complete record of all proceedings of all League and Executive Board meetings and make such record of all League meetings available at the following regular League meeting.

2. Shall notify the Board, in writing, of all regularly scheduled meetings.

3. Shall preside over all regular and special meetings, in the absence of the President and Vice President.

4. May countersign checks and drafts.

5. Shall collect and distribute all mail picked up from the Post Office.

6. Shall, in addition, perform all other duties that are incidental to the office of the Secretary.

7. Shall obtain and distribute necessary registration flyers to the various schools in the EGGSL boundaries. The flyers should be distributed at least two (2) weeks before the first scheduled day for registration.

8. Shall be responsible for public announcements for player registration in local newspapers, school flyers, and EGCSD Activity Guide.

9. Shall schedule, supervise, and distribute League team pictures for spring and winter season, All Stars, and competitive teams (i.e. Thunder)..

10. If necessary, shall reserve a location for player registrations. Registration dates that are set by the Board will normally be held on three (3) Saturdays.

11. Shall create a ballot each year for the Board positions to be elected upon at the general meeting and shall work with the Webmaster to notify League members of the upcoming election.


D. Treasurer

1. Shall maintain adequate and correct books and accounts of the property and business transactions of the League (including spring and winter league, and competitive teams such as Thunder and All Stars). Upon the request of a Board member, the Treasurer shall permit the inspection of any or all of the books and accounts within five days after the request is made.

2. Shall promptly deposit all funds of the League in such financial institution as shall be designated by the Board.

3. Issues and signs checks in payment of League bills that is chargeable against an approved budget appropriation or other authorization by the Board. Such checks must be presented to the President or Secretary for countersignature.

4. Prepares financial reports, including an income statement of financial conditions, for presentation at all regular League meetings and at such other times as directed by the President. The income statement will be in detail and at a minimum display each source of income and amount, and category of expenditure and amount.

5. Shall, along with the Vice President, perform an annual audit of the books maintained by the Treasurer and present the findings in writing to the Executive Board before the regular August Board meeting.

6. Shall prepare a proposed annual budget to be presented to the Board for review by the regular

September Board meeting. The President may call special meetings of the Board to discuss the proposed budget and make necessary changes before the regular October meeting. The revised budget will be presented to the League membership for approval at the regular November League meeting.

7. With the assistance of the President and Vice President, shall fulfill federal, state, and local requirements related to, and for the purpose of, maintaining non-profit status and operations including the filing of annual information statements with the Internal Revenue Service and the Franchise Tax Board.


E. Registrar

1. Shall prepare a listing of all girls registered in each division. The listing will include player’s name, address, birthday, age, parental/guardianship information and assigned team. This information shall be furnished to NCSA and Greater Sacramento Softball Association (GSSA) the appropriate person responsible for to obtaining insurance coverage for Board Members, players and coaches during the League’s spring and winter league seasons, All Stars, and competitive teams.

2. Shall receive and distribute all players and coaches insurance cards for the League.

3. Shall keep a League register showing the names, addresses, and telephone numbers of the members of the Executive Board, managers, coaches, players, A.S.A. Junior Olympic Commissioner, NorCal Board members, and the Recreations Specialist of the Southgate and Elk Grove Parks and Recreation District.

4. Shall provide to NCSA’s Executive Board a current roster of League players, coaches, Executive Board members’ addresses and telephone numbers for the League’s spring and winter league seasons, All Stars, and competitive teams.

5. Shall be responsible for the coordination of late registrations. Late registrations are defined as any application for registration received after the last approved date for registration in January.

6. Shall create and maintain a waiting list of players who were not assigned to teams during the team formation meetings or who registered after the teams were formed.

7. Shall be responsible for processing all manual registrations, refunded registrations, and Board Member registrations.

8. Shall act for (and in place of) the Secretary in the event of the Secretary’s absence or disability.


F. Player Agents (Tball, 8U, 10U, 12U, and Majors divisions)

1. Shall conduct two mandatory meetings, pre-season and mid-season, with managers and coaches for the purpose of: Coaches/Managers Orientation and Risk Management, Safety, coach conduct, field maintenance training, and Coaching Fundamentals.

2. Shall conduct one mandatory meeting with managers and coaches for the purpose of: Ethics and League Rules review.

3. Shall provide managers/coaches with information regarding team organization, assessment day, draft day, opening day, League rules, Friday Night Frenzy, Sizzling Slam Tournament, selection of coaches for All Star teams, selection of All-Star players, and Coach /Manager responsibility for League uniforms, equipment, etc.

4. Shall be the main point of contact for coaches in their division.

5. Shall be responsible for obtaining information from coaches in their respective divisions.

These items include, but are not limited to: uniform orders, team name, names of assistant coaches, names of protected players, names of assessed/designated pitchers, names of sponsors, fees from sponsors, URL logos from sponsors to provide to Webmaster for website, assist any Board Member in the collection of any fees or payments of any kind, etc.

6. Shall organize and coordinate responsibilities during assessment day (i.e. provide assessment sheets to coaches with registered players which includes protected players, siblings, and tournament team players; provide a list of registered players to Uniform Manager for uniform try-ons; provide a check in sheet and hand out numbered stickers to players; set up pitching machines and cones; provide volunteers to run each station; warm up players beforehand, etc.)

7. Shall be responsible for team placement of any girls on the waiting list. In addition, any player trades must have President or Vice President authorization.

8. Shall coordinate with the President regarding the cancellation and rescheduling of games due to weather conditions, school field trips or school functions where the team would have less than eight players. The Player Agent will notify affected managers/coaches of the cancellation.

9. Shall be on the Committee that selects the All-Star managers/coaches, All Star player tryouts in each division with Board, approval and will coordinate the date, time, and location. The manager/coach selection meeting and player selection tryouts shall be held no later than the second Sunday of June of the current year. The Player Agents or designee (coach) are responsible for notifying all players of the tryout results.

10. Shall work with coaches in their respective divisions to form teams for the end of year “Blue/Gold Game”.

11. Shall be responsible for assisting the Equipment Manager in ensuring that all managers turn in their equipment no later than two weeks after last scheduled game.

12. Shall be responsible for coordination of, and Managers' relations within, their respective divisions.

13. Shall be the division's Manager and Coaches’ representative to the Board.

14. Shall be responsible for reviewing division standings with League Webmaster.


G. Equipment Manager

1. Shall complete a physical inventory of all League equipment by July of each year. A summary of the inventory will be presented in writing at the regular August League meeting.

2. Shall be responsible for ensuring that all equipment is kept in proper working order and is safe for use

3. Shall be responsible for proper storage of equipment.

4. Shall be responsible for issuing all equipment. A record will be kept of all equipment issued to managers/coaches including a detailed description, quantity, and replacement value to insure that the issued equipment is the same equipment that is returned at the end of the season.

5. Shall be responsible for ensuring that all managers turn in their equipment no later than two weeks after last scheduled game with the assistance of the Player Agents. Equipment is to be returned to the League at the League’s general meeting held at end of season.

6. Will provide an estimate of equipment needs in numbers and dollars to the Treasurer by the regular August meeting so that the Treasurer can include these estimates in the proposed budget for the upcoming season.

7. Shall purchase necessary equipment for the League.


H. Uniform Manager

1. Shall be responsible for ordering and issuing all uniforms provided by the League to team managers for the spring and winter league seasons and All Stars.

2. Shall keep records of all uniforms issued to managers including types, numbers, sizes, and other uniform information.

3. Shall be responsible for maintaining sponsorship information and collecting sponsor fees.

4. Shall be responsible for ordering and issuing t-shirts, trophies and sponsor plaques for the spring and winter league seasons, the “Blue/Gold” game, the Sizzling Slam Tournament, and any other League sponsored event as approved by EGGSL.


I. Event Coordinator

1. Shall recommend to the President the need for establishing Committees (i.e. fundraising, opening day, and other event Committees, as the League may warrant).

2. Shall work with the Volunteer Coordinator to find volunteers to serve, as needed, on Committees and at League events.

3. Shall work with the Snack Bar Coordinator to ensure Snack Bar availability meets the needs of special events including but not limited to Opening Day, Friday Night Frenzy, Sizzling Slam Tournament, any tournaments hosted by EGGSL, and Closing Ceremonies.

4. Shall coordinate all Committee activities and serve as an ex-officio member on all Committees, except for the Protest and Rules Committee.

5. Shall be responsible for all League event activities, including the solicitation of prizes, securing the location, coordination of decorations, food, drinks, and other necessary items and/or supplies.

6. Shall serve as the primary contact for vendors and partner agencies in regards to their participation in events, including but not limited to softball equipment companies, t-shirt and air-brush vendors, entertainment vendors, CSD in regards to using CSD trailer of pop-ups, tables, etc..

7. Shall provide an estimate of the costs of decorations, foods, drinks, and other necessary items for events including but not limited to Opening Day, Friday Night Frenzy, Sizzling Slam Tournament, Dinner Dance, Closing Ceremonies, Trophy Presentation Day, and Coaches Appreciation Dinner to the Treasurer by the regular January meeting.


J. Snack Bar Coordinator’s I and II

1. Shall work with the Volunteer Coordinator to schedule sufficient volunteers to cover Snack Bar open hours.

2. Shall inventory, price, and maintain Snack Bar stock.

3. Shall develop, post, and amend Snack Bar procedures as needed.

4. Shall work with the Treasurer to develop and maintain an operating budget.

5. Shall work with the Event Coordinator to ensure Snack Bar availability meets the needs of special events including but not limited to Opening Day, Friday Night Frenzy, Sizzling Slam Tournament, any tournaments hosted by EGGSL, and Closing Ceremonies.


K. Volunteer Coordinator

1. Shall work with the Webmaster to assure announcement of volunteer opportunities are sufficiently publicized. Use of Volunteer Management system is available.

2. Shall maintain record of all volunteers and determine if and when their League assistance time requirement has been satisfied.

3. Shall be the primary contact for volunteers.

4. Shall work with the Event Coordinator and the Snack Bar Coordinators to ensure sufficient coverage for the snack bar and special events including but not limited to Opening Day, Friday Night Frenzy, Sizzling Slam Tournament, any tournaments hosted by EGGSL, and Closing Ceremonies.


L. Umpire-In-Chief

1. Shall provide a listing of schools or clinics for umpires to attend annually.

2. Shall evaluate the skills and knowledge of the umpires.

3. Shall train and supervise all umpires and scorekeepers.

4. Shall create a budget and maintain the finances and related records for the umpiring crew.


M. Umpire Coordinator

1. Shall schedule all umpires for season games (both spring and winter leagues) as well as any other EGGSL games (i.e. Sizzling Slam Tournament).

2. Shall be primary contact for all umpires and scorekeepers.

3. Shall coordinate with the Registrar of any new umpires

4. Shall submit to the Treasurer umpire payment schedules

5. Shall work with teams to collect scores from every game and update the standings each week.


N. Field Maintenance Manager

1. Shall create a budget and maintain the finances and related records for field maintenance.

2. Shall oversee the condition and preparation of the fields with EGYSA President, EGCSD, and/or Southgate Recreation and Park (a.k.a. SRI).

3. Shall develop a plan for field improvement and maintenance.

4. Shall organize a field day for improvements, if required.

5. Shall coordinate fields for League playoffs and/or League tournaments.

6. Shall purchase new field equipment as needed (i.e. bases, pitching mounds, rakes, chalk, chalkers, etc.)


O. Webmaster

1. Shall be responsible for maintenance and update of the official League website, e.g., League games and/or tournaments, sponsor information, sending information email web blasts, etc.

2. Shall update the League’s website in accordance with Executive Board’s direction.

3. Shall create and maintain a budget for related expenses.

4. Shall coordinate the statistics for the League with the Player Agents.

5. Shall coordinate and maintain social media websites in accordance with the Executive Board’s direction (i.e. Facebook, Twitter, etc.)

6. Shall prepare, with the President, League schedules for the regular season games.


P. USA Commissioner

1. Shall be responsible for coordination of, and Managers' relations for, all League-sponsored competitive teams (i.e. Thunder and All Stars).

2. Shall be responsible for coordinating and selecting panel for competitive team coach with assistance from Player Agents.

3. Shall be the representative to the Board for all competitive teams housed within the League.

4. Shall create and maintain a budget for all competitive team related expenses.

5. Shall assist in conducting competitive team tryouts at all levels, (i.e., All Stars, 10U, 12U, 14U, 16U.)

6. Shall report all team and/or player changes made to the Registrar.

7. Shall be responsible for competitive team coach evaluations.

8. Shall oversee the collection of deferred registration payment for players.

9. Shall determine competitive team fees separately from recreation-ball fees. Fees may be adjusted up or down throughout the season for additions and deletions to the tournament schedule.

10. Shall assist in the recruitment, selection, and development of Managers and Coaches for the Recreational League.


Q. NorCal Representative

1. Shall attend all NorCal Girls Softball Association (NCSA) meetings, representing the League and report to the Board at the next regularly scheduled EGGSL Board Meeting.

2. In the event the NorCal Representative is unable to attend a NCSA meeting, the representative will send a proxy in their place. He/She shall perform other duties as prescribed by the Board.


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