SUMMERSIDE BASEBALL

2019 Annual General Meeting

SUMMERSIDE – The 2019 Annual General Meeting for Summerside Baseball has been set. Here is everything you need to know about the nomination process, meeting date and Board of Directors positions.

SUMMERSIDE BASEBALL ANNUAL GENERAL MEETING

Date: Sunday, October 27th 2019

Time: 9:30am

Place: Credit Union Place, Meeting Room #1

As per section 3.1 of the constitution, a call for nominations for open Board of Directors positions shall be put out at-least 2-weeks before the Annual General Meeting (AGM).

Open 2-year term positions:

  • President
  • Director of Finance

Open 1-year term positions:

  • Director of Administration (will become a 2-year position next season)
  • Director of Tournaments
  • Director of Ways & Means
  • Director of Scheduling
  • Director of Membership
  • Director of Programs & Development
  • Director of Inventory & Purchasing

Completing year two (2) of their 2-year term position:

  • Vice-President (Wes Echlin)

To submit your name or nomination, please send an email to info@summersidebaseball.ca and please include:

  • Application / Nomination for what position
  • Name of Applicant / Nominee

If there are positions where multiple people are interested, a vote by secret ballot will take place at the AGM. Nominations cannot be taken on the floor of the AGM. You MUST be present at the AGM to be appointed a position. If he/she wins the vote, they are named to that position, if he/she loses the vote, they do not receive a seat on the Board of Directors. You must be above the age of 18 and be a good standing member to vote at the annual general meeting. To review the open Board of Directors positions, please see below.

BOARD OF DIRECTORS ROLE DESCRIPTIONS:

PRESIDENT, Summerside Baseball

  • Responsible for chairing and attending and calling all meetings of the Association and Board of Directors.
  • Responsible for overseeing all Summerside Baseball Committees.
  • Responsible for overseeing the QEP Spring Community Clean-Up.
  • Responsible for overseeing all Summerside Baseball Social Media channels, website, and general inquiries email.
  • Responsible for ensuring the overall direction of the Board and its decisions are being implemented.
  • Responsible for appointing Members of the Board of Directors to create special committees such as Event Host Committees, hiring committees, discipline committees, etc.
  • Responsible for working with the General Manager to ensure all day to day Summerside Baseball Operations are being run correctly.
  • Responsible to act as the spokesperson and media contact for the association.
  • Responsible to act as the liaison between the City of Summerside and Summerside Baseball.
  • Responsible to act as the Summerside Baseball official representative and the voting person at any Baseball PEI meetings or events.
  • Responsible to act as one of two signers on all Summerside Baseball financial accounts.
  • Responsible for signing off on all inter-branch transfers and transfers in and out of the Association along with the Summerside Baseball Director of Membership or designate.
  • Responsible for the direction and implementation of all Summerside Baseball marketing initiatives and strategies.
  • Responsible for overseeing all inter-departmental activities including but not limited to: Finance, Administration, Tournaments, Programs & Development, Membership, Ways & Means, Scheduling, Inventory & Purchasing, etc.
  • Responsible for the Coordination of all Summerside Baseball Coaches & Managers Meetings.
  • Responsible for reviewing and providing suggestions on updates to the constitution each season.
  • Responsible for dealing with complaints from members
  • Responsible for overseeing any facility upgrades/improvements within Summerside Baseball.
  • Responsible for working with the Director of Membership to deal with neighboring communities when registration number issues arise.
  • Responsible for the delivery/enforcement of any Association, or Provincial or National memorandums/mandates to the Summerside Baseball Membership
  • Responsible for working with the Director of Administration on the application and securement of government funds and grants.
  • Other duties as required.

DIRECTOR OF ADMINISTRATION, Summerside Baseball.

  • Responsible for attending all General, Special, and Board Meetings.
  • Responsible for Preparing and preserving the minutes and records of all meetings.
  • Responsible for distributing all meeting minutes to all Board of Directors and any good standing members upon request.
  • Responsible for assisting the Director of Membership in the keeping of the registry of all members of the Association.
  • Responsible for the coordination and bookings of all association meetings.
  • Responsible for keeping and preserving all correspondence, contracts, and other important records and files.
  • Responsible for ensuring all team staff and Board of Directors submit criminal record cheques when requested. Must keep these on file for reference.
  • Responsible for keeping a record of annual changes in the Board of Directors, amendments to bylaws and other incorporating documents.
  • Responsible for checking and picking up the mail at the post office on a weekly basis and distributing the mail to the appropriate Director.
  • Responsible for being one of the three (3) signing Officers for the Association, along with the President and the Director of Finance.
  • Responsible for collecting all Applications for Volunteer, Job or other association positions.
  • Other duties as required

DIRECTOR OF FINANCE, Summerside Baseball

  • Responsible to Attend all General, Special, and Board Meetings
  • Responsible for paying all Summerside Baseball employees
  • Responsible for overseeing all financial operations that take part within Summerside Baseball
  • Responsible for having custody of all general funds and shall bank monies at a financial institution in the name of the Association.
  • Responsible for keeping an accurate account of all general income, expenses, and accounts payable and, with the assistance of the Director of Membership and Association staff, keep an accurate account of accounts receivable.
  • Responsible for reporting the general financial status that shall include monthly revenues and expenditures of the Association on a monthly basis to the Board of Directors at every monthly Board meeting for review and approval. Such a report should include sources of revenue and details of expenditures.
  • Responsible for having the financial records reviewed by a designated professional chosen by the membership at the Annual General Meeting and have independent financial statements prepared for and presented to the membership at the Annual General Meeting if requested.
  • Responsible for preparing a preliminary Annual Budget for perusal by the membership for the Annual General Meeting.
  • Responsible for review bank statements of the Association for the general account and report any discrepancies to the President and to the financial institution as soon as he/she notices.
  • Responsible for being one of the Signing Officers of the Association for all Association bank accounts along with the President and Director of Administration.
  • Responsible for being a custodian to the Post Office key and pick up Association mail along with the Director of Administration.
  • Responsible for keeping the association checkbook and writing out any cheques required once it has been approved by the President.
  • Other duties as required

DIRECTOR OF TOURNAMENTS, Summerside Baseball

  • Responsible for attending all General, Special, and Board meetings.
  • Responsible for the Direction and Coordination of all Summerside Baseball Tournament Operations including Scheduling, official rules, volunteer recruitment, press releases & marketing with the media, umpire assignments from the 15U “AA” division and below.
  • Responsible for updating the Summerside Baseball Tournament Facebook Page, and send the staff person in charge of Summerside Baseball’s social media with Tournament results and updates.
  • Responsible for applying for the Levy Accommodations funding. Must submit the application along with a full report to the levy committee upon completion of the Tournaments.
  • Responsible for submitting a tournament report following each tournament including its financials and any issues or notes to the Board of Directors.
  • Responsible for submitting an Annual Financial Report to the Director of Finance, breaking down each tournament’s expenses/revenue.
  • Responsible to be at each Tournament or appoint a Tournament Coordinator in the place of absence.
  • Responsible for assigning staff to operate the scoreboard and music/PA for each tournament game is possible.
  • Responsible for working with the PEIBUA Provincial Assignor in ensuring all 15U “AAA” and above tournament games are assigned with certified umpires
  • Responsible for working with the Vice-President on Sponsorship fulfillment and activation at Tournaments if required.
  • Other duties as required

DIRECTOR OF WAYS & MEANS, Summerside Baseball

  • Responsible for attending all General, Special, and Board meetings
  • Responsible in assisting the Vice-President with obtaining sponsorship for teams if requested.
  • Responsible for Informing all coaches and Managers of ALL association guidelines and policies each season.
  • Responsible for reviewing team fund-raising applications.
  • Responsible for reviewing and updating all association guidelines and policies each season and if necessary make recommendations to the Board of Directors on their specific department policies.
  • Responsible for ensuring teams are following all uniform and apparel guidelines.
  • Responsible for collecting team financial reports and presenting them to the President if required
  • Responsible for assisting the President and Vice-President in disciplinary matters.
  • Responsible for ensuring active sponsorship and contract deals in place are not being affected by a team or other membership activities or actions.
  • Responsible for submitting a season end report on any issues with Ways & Means throughout the season and which teams/members violated association policies.
  • Other duties as required.

DIRECTOR OF SCHEDULING, Summerside Baseball

  • Responsible for attending all general, special and board meetings
  • Responsible for all on and off-field scheduling for Summerside Baseball teams and events.
  • Responsible for working with the City of Summerside Programming & Scheduling Coordinator to book fields and secure Summerside Baseball time slots for the season.
  • Responsible for working with all Summerside Baseball team Managers and Coaches on scheduling bookings of all City of Summerside fields and Summerside Baseball batting cage at Queen Elizabeth Park (QEP).
  • Responsible for assisting all teams with finding field times for tryouts, games, practices and make up games.
  • Responsible for sending weekly schedules out to the Summerside Baseball coaches/managers’ email list (which he/she must create), the Summerside Baseball Board of Directors, the City of Summerside and all Summerside Baseball staff on the Friday of the week prior to that schedule.
  • Responsible for ensuring all teams are using time slots booked to them and not leaving field times open without notice to the Director of Scheduling.
  • Responsible for working with other user groups to secure additional field times for Summerside Baseball each season.
  • Other duties as required

DIRECTOR OF MEMBERSHIP, Summerside Baseball

  • Responsible for attending all General, Special, and Board Meetings
  • Responsible for the record-keeping and correspondence of all Summerside Baseball Members registration forms and information
  • Responsible for coordinating and overseeing the online registration system – RAMP and inputting ALL member registrations into the program.
  • Responsible for working with the Director of Finance to ensure payments of individuals are being made and that all registration money is being deposited into the Summerside Baseball bank account.
  • Responsible for providing the President with a post-registration report including, but not limited to membership numbers, revenue amount, etc.
  • Responsible for working with Members on payment plans if the Board of Directors has any in place for that season or approves any special requests.
  • Responsible for ensuring forms are being filled out properly by the Members.
  • Responsible for working with the President on all Player Transfers from within the Association and those coming from other associations.
  • Responsible for Collecting any late registrations from Members.
  • Responsible for any association refunds.
  • Responsible for enforcing the refund policy and late fee policy.
  • Other duties as required

DIRECTOR OF PROGRAMS & DEVELOPMENT, Summerside Baseball

  • Responsible for attending all General, Special, and Board Meetings
  • Responsible for the general oversight of Summerside Baseball Blastball, Pony and Jr. Mosquito programs.
  • Responsible for acting as the liaison between program members (parents) and Summerside Baseball Board of Directors
  • Responsible for overseeing Programs Staff while they are working on the field.
  • Responsible for the planning and implementation of practice plans and development strategies of the program sessions for the season.
  • Responsible for reviewing general Summerside Baseball information with the program members (parents) at the start of the season to ensure they are all on the same page.
  • Responsible for reporting any issues / disciplinary measures of program participants/staff to the President.
  • Responsible for recruiting and filling in Head Coach positions for all levels and divisions sanctioned by Summerside Baseball – Must have individuals approved by the board
  • Responsible for the general oversight of Player / Coach Development for Summerside Baseball
  • Responsible for the correspondence of all Summerside Baseball coaches clinics and ensuring all members are made aware of the information surrounding such clinics.
  • Responsible for ensuring that all Members are made aware of Baseball PEI clinics in the Prince County Area and working with Baseball PEI staff and executive to recruit Members to attend these sessions.
  • Responsible for planning development day/night clinic/camps for Summerside Baseball and instruct/oversee these clinics with the have the program staff.
  • Responsible for coordinating the Summerside Baseball winter camps and spring ID sessions.
  • Other duties as required

DIRECTOR OF INVENTORY & PURCHASING, Summerside Baseball

  • Responsible for attending all General, Special, and Board meetings.
  • Responsible for keeping the Summerside Baseball Clubhouse organized and clean. The Clubhouse must be cleaned at least once a month.
  • Responsible for keeping inventory records on all Summerside Baseball equipment, uniforms and other items owned by the association.
  • Responsible for the purchasing of any items for the association if approved by the Board of Directors.
  • Responsible to work with the Summerside Baseball Director of Finance to ensure all accounts used for purchasing are being paid.
  • Responsible for reviewing receipts and purchases made by other Board of Directors (at the permission of the Director of Inventory and Purchasing)
  • Responsible for distributing Summerside Baseball equipment, jerseys, and other needed resources to Teams at the beginning of the season.
  • Responsible for coordinating with Teams if they wish to borrow other resources for their respective Teams throughout the season and keep track of the inventory sign-in / out sheet at the Canteen.
  • Responsible for ensuring proper inventory documentation and the return of all equipment and uniforms at the end of the season.
  • Responsible for the replacement or fixing of any Summerside Baseball equipment item if broken before, during or after the season
  • Responsible for identifying and bringing recommendations to the Board of Directors on items that should be purchased each season.
  • Other duties as required.

To request further information on any of the above roles, please contact: info@summersidebaseball.ca

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Summerside Baseball is the governing body of minor baseball in Summerside, Prince Edward Island and surrounding communities. Growing the game since 1981. It is Baseball PEI’s largest association with 300 + players registered a season. Summerside Baseball offers Baseball Opportunities to children 4 years of age until 18 years of age. 

For more information on Summerside Baseball, visit www.summersidebaseball.ca or contact: info@summersidebaseball.ca

Summerside Area Baseball Association