CBA Documents (Updated following AGM October 2020)
Clarington Baseball Association Board of Directors
The Executive of the Clarington Baseball Association [CBA] Board of Directors shall be comprised of the following voting positions and their duties.
DUTIES OF THE EXECUTIVE
The President shall be responsible for the overall operations of the Association as outlined and directed by the Executive; he/she shall chair all executive meetings, if present. The president shall have signing authority.
The Vice-President shall act in place of the President in his/her absence. They will perform such duties from time to time prescribed by the board and / or the president. The vice-president shall have signing authority.
The Secretary shall record the minutes of Executive meetings; he/she shall be responsible for preparation of all meeting agendas, receipt of and coordination of all correspondence for any matter to be taken to the Executive and communicating meeting dates/times to all board members and all parties having business at a meeting of the Executive/AGM. Records shall include the annual compilation of the effective Constitution, Board Members directory, Terms of Reference for all Committees, Minutes from each meeting of the Board or Executive, Minutes from meetings of Committees, Financial reports, public statements/media articles/advertisements and other records of the Board for the year. The Secretary shall have signing authority.
The Treasurer shall manage and record all financial matters (accounts receivable and payable) of the Association; he/she shall issue, upon request any receipts for monies received and shall issue cheques, as per the Constitution and with approval of the Executive, for accounts payable; he/she shall provide a detailed year-to-date financial statement for each meeting of the Executive; he/she shall prepare a proposed Budget for approval by the Executive at the November meeting. The treasurer shall coordinate and provide records to facilitate the annual financial audit, and routine bookkeeping. The treasurer shall have signing authority.
The Registrar shall be responsible for the accurate recording of all players, coaches & coach “police check” or Offence Declaration and officials for the CBA. They will ensure all registration monies have been collected and liaise with the treasurer to ensure monies are deposited into the CBA bank account. Only data from the registrar shall be used for official association communication.
Director of Sponsorships
The Director of Sponsorships shall be responsible for actively seeking and maintaining a strong relationship with sponsors for the association. Securing financial obligations of sponsors, delivery of sponsor memorabilia.
Director of Marketing & Communications
The Director of Marketing & Communications shall be responsible for all official association communications to external parties.
Director of Scheduling
The Director of Scheduling shall be responsible for scheduling of all games, practices and events for the association. The Director liaises with the Municipality of Clarington to ensure appropriate permits are obtained.
Director of Rep
The Director of Rep will assist the Rep managers and coaches in dealings; correspondence and OBA Rosters with the EOBA and OBA. The Director of Rep will be responsible for receiving release requests on behalf of the CBA and bringing them forward to the executive as per “Article 13” of our constitution and notifying the parent(s) accordingly (e.g. provision of the Release or notification of the reason for not providing the Release).
Director of Select
The Director of Select shall be responsible for the day-to-day operation of the Select baseball program within the CBA, and shall recommend to the Executive any policy changes regarding the operation of the Select program.
Director of House League
The Director of House League shall be responsible for the day-to-day operation of the House League baseball program within the CBA, and shall recommend to the Executive any policy changes regarding the operation of the House League program (e.g. team creation, volunteer coordination, etc.).
Director of Jr. House League
The Director of Jr. House League shall be responsible for the day-to-day operation of the T-Ball / 4-Pitch baseball program within the CBA, shall recommend to the Executive any policy changes regarding the operation of the T-Ball / 4-Pitch baseball (e.g. team creation, volunteer coordination, etc.).
Director of Blastball
The Director of Blastball shall be responsible for the day-to-day operation of the Blastball baseball program within the CBA, shall recommend to the Executive any policy changes regarding the operation of the Blastball baseball (e.g. team creation, volunteer coordination, etc.).
Other Board Positions
The CBA shall appoint elected executive members, and seek volunteers from the general membership to support the following board positions.
DUTIES OF OTHER BOARD POSITIONS
The Umpire-in-Chief shall be responsible to train and supply umpires for all scheduled regular, tournament and play-off games within the jurisdiction of the CBA. They shall ensure all umpires have an understanding of approved association rules and attend appropriate Baseball Ontario clinics. When applicable, he/she shall review and approve umpire submissions for payment. The Umpire-In-Chief reports to the Executive. This position includes an honorarium set by the Executive in September of each election year (e.g. the Executive sets the amount prior to the election of the next Umpire-in-Chief that will receive it).
Director of Player & Coach Development
The Director of Player & Coach Development brings forward to the board suggestions, strategies and initiatives to strengthen the skills of players and coaches. Leads approved initiatives and
chairs committees identified by the board with an aim to improve player/coach skills in the
Director of Equipment
The Director of Equipment shall be responsible for all association equipment, including but not limited to inventory, budgeting and ordering of new equipment, allocation and delivery. All requests for association equipment must be made through the equipment manager. Purchases
will be authorized by the equipment manager and/or the Executive in accordance with the approved operating budget set by the executive. Detailed inventory shall be maintained and reported to the Executive annually or upon request.
Director of Uniforms
The Director of Uniforms place and track orders for all uniform needs of the association, following established procurement policies and procedures. Ensure the timely distribution of uniforms.
Director of Winter Workouts
The Director of Winter Workouts coordinates Rookie, Mosquito and Peewee workouts March through April of each year, including securing supporting resources (e.g. equipment, helpers, etc.). This position works in conjunction with the Director of Player & Coach Development.
Director of Picture Day
The Director of Picture Day coordinates all aspects of the team pictures including but not limited to photographer(s), event location and team schedules. Following the event, ensure the timely distribution of picture packages to the various league Directors (e.g. Director of House League).
The Tournament Coordinator organizes all aspects of tournaments to be hosted by the CBA, including but not limited to permits, field schedules, communications/marketing, fee collection, event staffing and concessions.
CBA Board of Directors & Committees
1. The CBA shall appoint elected executive members, and seek volunteers from the general membership to support the role of ‘Chair’ and ‘members’ to committees needed for the appropriate management and strategic initiatives of the association.
2. Each Committee shall be governed by a written Terms of Reference, approved by the Executive.
3. The following are standing Committees of the CBA:
[Vice President, Chair, member(s)]
[Vice President, Chair, UIC, member(s)]
[Vice President, Director of Rep, Chair, member(s)]
Coaching Selection Committee
[Membership determined annually by the Board of Directors]