Save the Date for the Clarington Baseball Association Annual General Meeting!
Date: October 21, 2024
Time: 7:30 PM
Location: Garnet B. Rickard meeting room
Join us for our Annual General Meeting where some key positions are up for nomination! This is your chance to get involved and help shape the future of Clarington Baseball.
The following positions are available.
• President
• Treasurer
• Secretary
• Director of Rep/Elite/Select
• Director of Marketing & Communication
• Director of Junior House League & BlastBall
• Director of Equipment & Uniforms
To nominate yourself or someone else, send an email to [email protected] with:
• Nominator’s name, email, and phone number
• Nominee’s name, email, and phone number
• The position they’re being nominated for
Nominations close at 11:59 pm on October 11. All nominees will be contacted to confirm their acceptance.
|
Role
|
Current Number of Nominees
|
|
President
|
1
|
|
Treasurer
|
1
|
|
Secretary
|
1
|
|
Director of Rep/Select/Elite
|
2
|
|
Director of Marketing & Communication
|
1
|
|
Director of Junior House league and Blastball
|
2
|
|
Director of Equipment and Uniforms
|
1
|
Last updated October 7 7 a.m.
Agenda and By-Law updates will also be shared 10 days prior to the AGM.
Come out and have your say! Let's keep growing this sport together - see you at the AGM!
Not sure what one of the roles entails? Here's a breakdown of each role currently up for nomination.
TREASURER
Responsibilities
• Keep full and accurate accounts of all financial matters (accounts receivable and payable,receipts, etc.)
• Report monthly to the Executive the current financial status
• Deposit all monies or other valuable effects to the credit of the association in such bank or banks as may from time to time be designated by the CBA.
• Disburse the funds of the CBA under the direction of the CBA Executive and established budgets, including payment of honorariums, reimbursements (e.g. coaching clinics), tournament costs (e.g. convenor) and umpire fees
• Establish accounting expectations for coaches/teams annually, participate in ongoing coaching meetings/communication to ensure compliance
• Uses accounting software to assist with the in and out of funds - creating reports for individual categories (equipment/registration/umpires etc.)
• Be one of the signing officers
• Ensure EOBA Insurance has been obtained for the association members (e.g. players, umpires, etc.)
• Has an assigned CBA laptop
• Has a dedicated CBA email address
• Affiliations with all directors, establish and report on the compliance of coaches.
• Meets with Coaches to communicate policies/procedures/templates/expectations
• Specific tasks relating to community bank accounts and coach/team expenses
Coaches/Managers meeting October - after AGM
Topics for discussion:
bank accounts
fundraising
expectations
budgets
Contact info for coaches and managers
Coach’s clinics, reimbursement rules
Monthly submissions of expense items
Financials Managers meeting in January
submitting scores
tournaments
fundraising
Managers meeting in April
financials - All expenses will be done on a monthly basis
items/receipts must be in by the 25th of each month to be processed
SECRETARY
Responsibilities
• Attend all meetings of the Executive recording all of the facts and minutes of such meetings
• Maintain minutes of meetings and provide Executive & Directors with a copy of the minutes
• Be custodian of all books, recordings, contracts and order documents belonging to the association
• Facilitate general correspondence from the public to the appropriate board member(s) and keep on track of all such correspondence
• Give all notices, bulletins etc. to the Executive regarding any business pertaining to them
• Ensure every member of the board has access to current copies of the: Constitution, By Laws and playing rules, committee terms of reference, policies and procedures
• Coordinates activities and documents for the Annual General Meeting
• If Secretary is not present, someone to be appointed at meeting to take the minutes
• Be one of the signing officers
• Has an assigned CBA laptop
• Has a dedicated CBA email address
DIRECTOR OF Elite/Rep/Select
Responsibilities
• Organizes fall tryouts for following season
• Directs the operation of the Elite, Rep, and Select programs
• Solicit coaches and coordinate coaching selection process
• To liaise with coaches/managers in regular coach’s meetings
• Report on activities at Executive meetings
• Coordinate, with the Equipment Manager, acquisition/allocation of appropriate equipment for teams, establishing as needed standard equipment lists and budgets
• Supports the development of Coaches and Players in the Rep, Select, and Elite programs with the Director of Coach and Player Development through coordination of clinics, development days, other activities
• Ensures coaches have proper accreditation in Baseball Canada courses
• Attends the EOBA AGM as a representative of CBA
• Plans and hosts the annual end of season Awards Night for all divisions
• Has a dedicated CBA email address
Affiliations
o Rep Coaches
o Treasurer
o Director of Scheduling
o Director of Marketing & Communication
o UIC
Committee Sits on
o Release Committee
o Coach Selection Committee
DIRECTOR OF COMMUNICATIONS, MARKETING & SPONSORSHIP
Responsibilities
• To actively seek new sponsors for the association
• To be a liaison with sponsors
• Ensuring payment is made by liaising with Treasurer
• Maintain a list of sponsors (active, past, present) including those for Rep/Elite teams
• Provide sponsor links/logos and advertisements through CBA webpage, social media
• Bring forward proposals, feedback to the Executive to support sponsorships and relationships with sponsors
• Advises on the Executive on branding and recognition of brand (e.g. through use of logo, colours, banners, corporate products)
• Develops and deploys standard messaging and responses through social media, web and other platforms
• Assists in the development of materials for public consumption (e.g. advertisements, flyers, recruiting tools, AGM materials, media posts)
• Coordinates attendance and displays for events, such as Sport & Leisure fairs
• Report to board on branding and public feedback
• Has a dedicated CBA email address
Affiliations
o All program Directors
DIRECTOR OF JR. HOUSE LEAGUE & BLASTBALL
Responsibilities
• Directs the operation of BlastBall/Tball/4 Pitch programs (comprising ‘Jr. House League’)
• Create and distribution schedules to coaches
• Create teams with assistance from Director of Registration
• Solicit coaches sufficient to support all teams
• Provides information/direction and support to Jr. House League coaching, and families
• Assists with the coordination of Player and Coach Development activities for Jr. House League (e.g. skills workshops for coaches)
• Work with Director of Equipment and Uniform to order Jersey
• Hold pre-season meeting for coaches, providing key information and support for the season
• To liaise with coaches
• Report on all Jr. House League activities at Executive meetings
• Plans and hosts the annual end of season Awards Night for all divisions
• Has a dedicated CBA email address
Affiliations
o Jr House League Coaches
o Treasurer
o Director of Scheduling
o Director of Communications, Marketing and Sponsorship
o Registrar
DIRECTOR OF EQUIPMENT & UNIFORMS
Responsibilities
• Ensure sufficient supply of equipment to operate all divisions
• Purchase equipment as required in accordance with approved budgets
• Work with Directors to dispense and collect league equipment each season
• Maintain records on equipment, state of equipment, and its disposition
• Evaluate League equipment at the end of each session and arrange for repairs as required
• Arrange for sale/disposal of worn out or unnecessary equipment
• Reports on equipment to the CBA Executive
• To solicit quotations for uniforms by providing necessary information to prospective providers, following established procurement rules and procedures
• Recommends to the Executive the vendor(s) for provision of uniforms
• Ordering of new shirts, hats, etc. for all divisions and coaches
• Assists in facilitating the distribution of uniforms for each season
Affiliations
o Director of Elite/Rep/Select
o Director of House League
o Director of Jr House League
o Director of Marketing and Communication