CMBA Board Roles/Responsibilities
Below is the CMBA Executive and Board of Directors Organizational Chart along with Roles and Responsibilities. Click on the Role to jump to the Responsibilities below.
President
The President shall:
- be the chief executive officer of the Association and as such shall exercise general supervision and administration over the activities and affairs of the Association.
- act as spokesperson for CMBA or appoint a member to represent the association when called upon to do so.
- is an ex-officio non-voting Member of all Committees.
- vote only when there is a tie, thus casting the deciding vote.
- call Board or Member meetings as needed, and coordinate with the Secretary an agenda for every meeting.
- attend and chair all General meetings of Members and of the Board, or as required delegate meeting chairman duties to a member of Board of Directors.
- present the report of the Board of Directors at the Annual General Meeting.
- decide all questions of order and conduct all meetings in a business-like manner.
- ensure the Board follows the bylaws of CMBA.
- ensure all board members or committees are active and have adequate support.
- ensure CMBA operates in a cost efficient and cost-effective manner by being accountable and aware of all budgets and expenditures.
- Will attend or appoint a designate to attend Baseball Alberta Annual General Meeting, zone meetings, and all applicable league meetings.
- sit as one of 3 members on the disciplinary committee chosen by the Board, when the need arises.
- facilitate short and long-term planning of the Association. Including Association programs, mission statements, development of plans, and implementation of said programs and plans
- be the signing authority for Association documents and contracts, and a signing authority of cheques along with the Treasurer.
- appoint Board Members with roles & responsibilities in alignment with association needs and be actively involved in the development of those roles.
- be responsible for the formulation of policies, programs, procedures, and bylaws governing the management of CMBA's business and affairs.
- ensure the control of CMBA documents as developed within the organization
- ensure that CMBA operates in accordance with its stated mission statement and primary objectives.
- perform such other duties as may be specified from time to time by the board of Directors or these By-laws.
Vice President
The Vice President shall:
- support the President in the day-to-day operation of the association and in the absence of the President, the VP would then assume the role of President.
- in the event that the President is removed, or steps down, the Vice President shall assume the role of President until an election of Executive for The Association can be completed.
- attend all General meetings of Members and of the Board, or as required, delegate meeting chairman duties to a member of Board of Directors in the absence of both President and VP.
- provide guidance and direction to the Board with regards to policies, procedures, and bylaws.
- be the Chair of Disciplinary Committee.
- document all incidents requiring disciplinary action against players and/or team officials.
- the point of contact for all injury reports. With the assistance of the treasurer, will coordinate any insurance payments or cost
- reimbursements through insurance as required.
- prepare Emergency Response Plans for CMBA facilities and fields
- oversee and assist the Scheduling & Umpire Directors.
- perform such other duties as may be specified from time to time by the board of Directors or these By-laws.
- perform duties as assigned by the President.
Secretary
The Secretary shall:
- attend board meetings.
- report directly to and perform duties assigned by the President.
- at the direction of the President, prepares or reviews, and distributes the agenda for all meetings.
- attend meetings of the Association and of the Board, keep accurate minutes of those meetings, including motions and actions with due dates required of specific members, and distribute to all Members a copy of the minutes shortly after the meetings.
- maintain accurate contact information for all Board Members.
- ensure the maintaining of Bylaws, policies, documentation, and Corporate Registry filings of the Association.
- take care of all correspondence to members, businesses, associations, public bodies and individuals when possible.
- ensure all notices are duly given in accordance with the provisions of the Bylaws or as required by law.
- have charge and conduct of all correspondence of the Board and the Association as directed by the President or Board.
- oversee CMBA’s annual newsletters or other correspondence(s) as directed by the Board.
- perform such other duties as may be specified from time to time by the board of Directors or these By-laws.
- have charge of the seal of the Society, which seal whenever used shall be authenticated by the signature of the Secretary and the President, or, in the case of inability of either to act, by the Vice-President.
- in the case of the absence of the Secretary, his/her duties shall be discharged by such officer as may be appointed by the Board.
- perform duties as assigned by the President.
Treasurer
The Treasurer shall:
- attend board meetings.
- be the receiver of all monies paid to the Association and shall be responsible for the deposit of same in whatever bank, trust company, credit union or Treasury Branch the Board may order.
- be responsible for the financial affairs of CMBA, including, but not limited to the preparation with the help of the Board of Directors a yearly operating budget, the dispensing of funds, the maintenance of proper records/accounts keeping as may be directed by the Board, or as may be required pursuant to the laws governing the Association
- ensure all financial reports of CMBA are audited as stated in the Bylaws
- present a full detailed account of receipts and disbursements to the Board whenever requested
- prepare for submission to the Annual General Meeting, a statement duly audited as set forth herein of the financial position of the Association and submit a copy of same to the Secretary for the records of the Society.
- act as a signing authority for CMBA
- monitor expenditures as compared to budgeted expenditures and recommend corrective actions when required
- file any financial statements, annual returns and forms required to maintain non-profit status or other necessary documents as required by the Society
- coordinate with Registrar in overseeing registrations, camps and clinics
- perform such other duties as may be specified from time to time by the board of Directors or these By-laws.
- the office of the Secretary and Treasurer may be filled by one person if any annual meeting. for the election of officers shall so decide.
- perform duties as assigned by the President.
Registrar
The Registrar shall:
- attend board meetings.
- organize and coordinate registration program.
- be responsible for registration of all CMBA members.
- coordinate with Treasurer in overseeing registrations, camps and clinics.
- maintain a record of team rosters (players and team officials) for all leagues and forward rosters to all Rep /Community coaches for submission to league governing bodies.
- process additions/deletions of players for team rosters.
- ensure all teams have fulfilled their financial obligations to the Association in relation to league registries
- annually coordinate the registration of players, teams and team officials for all teams with the Governing League(s), file the appropriate forms and pay the required fees to those leagues on such date(s) as defined by Body.
- perform such other duties as may be specified from time to time by the board of Directors or these By-laws.
- perform duties as assigned by the President.
Scheduling Director
The Scheduling Director shall:
- attend board meetings.
- work with Board Director(s) to coordinate facilities for camps, clinics, tryouts and evaluations.
- coordinate all CMBA diamond/facility requirements(games/practices/etc.) with the City of Camrose diamond scheduling representatives.
- be the main contact for Governing Leagues to facilitate team schedules
- facilitate schedules for submission to the Umpire Director
- be the main contact for team officials in the event of re-scheduling, cancellations or new scheduling of team events (practices/games, etc.)
- perform such other duties as may be specified from time to time by the board of Directors or these By-laws.
- perform duties as assigned by the President.
Umpire Director
The Umpire Director shall:
- attend board meetings.
- facilitate umpire schedules for games with the Scheduling Director
- be responsible for ensuring that there are umpires that are qualified to satisfy the demands of the Association.
- be responsible for organizing and booking of yearly umpire clinics.
- schedule and ensure umpires are present and qualified when and where requested. Umpires can only be requested by the President, Vice-President and Divisional Coordinators.
- make umpire schedules and keep track of payments for submission to the Treasurer in a timely manner.
- ensure teams have a list of scheduled umpires for their games along with contact info in the event of cancellations, or game time movement (any changes to game dates/times must be approved by the Scheduling and Umpire Directors)
- be responsible for the implementation and organization of an umpire mentoring program
- perform such other duties as may be specified from time to time by the Board of Directors or these bylaws.
- perform duties as assigned by the President.
Baseball Technical Director
The Baseball Technical Director shall:
- attend board meetings.
- work directly with the President of the association for the development and maintenance of programs including but not limited to:
- Coach mentorship/training programs for all levels (eg: clinics, camps, instructional material)
- Coach seasonal requirements for all levels (eg: programs, rules, expectations, handbooks, budgets)
- Player Long Term Development programs
- Player Tryout, Evaluation and Draft Program/Process as per the Player Evaluation Policy
- Post season Coach Evaluation program
- appoint and Chair the Coach Selection Committees for all Rep and Community levels in accordance with the Coach Selection Policy
- recommend the appointment of coaches to the Board for ratification.
- appoint Player Evaluation Committee Chairperson and Evaluation Committee Members for all Rep & Community levels in accordance with the Player Evaluation Policy.
- oversee and facilitate camps and clinics.
- provide direction to Divisional Directors and/or Coordinators.
- ensure post season evaluations of coaches are completed, review and report to the board evaluation findings.
- perform such other duties as may be specified from time to time by the Board of Directors or these bylaws.
- perform duties as assigned by the President.
Facilities Director
The Facilities Director shall:
- attend board meetings.
- oversee all facilities and fields within the use of the Association.
- plan and oversee the maintenance and purchasing of all outdoor field equipment.
- present the Board of Directors with all quotes for the purchase of new field equipment/facilities or quotes to maintain current equipment/facilities within the Association for Board approval.
- communicate and work with the City of Camrose facility representatives to achieve goals of upgrading any facilities.
- perform yearly inspections on facilities and equipment.
- inquire and pursue facility grants to be used for upgrades and/or maintenance.
- perform such other duties as may be specified from time to time by the Board of Directors or these bylaws.
- perform duties as assigned by the President.
Equipment Director
The Equipment Director shall:
- attend board meetings.
- prepare and submit the annual budget for equipment, uniforms and supplies as needed to the Board for approval.
- be responsible for the handling, storage, cleaning, maintenance and inventory of all CMBA equipment
- order equipment replacements, uniforms and supplies as needed and directed by the board.
- work closely with Sponsorship Director to ensure logos are placed on uniforms.
- ensure equipment is inspected for safety and meets regulatory specifications.
- ensure all equipment and uniforms are labelled “Property of CMBA” before it is released for use.
- organize equipment bags with supplies necessary for each team/coach.
- ensure all coaches sign for equipment bags, supplies and uniforms for all teams.
- maintain and document equipment and uniform inventory at end of season, prepare inventory report to present to the Board.
- maintain the equipment sheds and general area including the batting cages as required.
- supervise the storage and security of all field equipment.
- perform such other duties as may be specified from time to time by the Board of Directors or these By-Laws.
- perform duties as assigned by the President.
AAA Director (15U/18U)
The AAA Director shall:
- attend board meetings.
- oversee the day-to-day Operations of the Cougars AAA Baseball Program
- oversee the selection of the head coach for teams.
- oversee and create team budgets for the program
- oversee required documentation for all coaches (code of ethics, police checks, etc).
- perform a meeting with the parents and/or guardians of players attending tryouts/evaluations for all rep teams and give a summary of the selection process, criteria, brief season synopsis of teams, costs, etc. Be available to answer questions or concerns for this period.
- assist with player evaluations, tryouts and selections as required.
- relay rosters to website coordinator for updating on CMBA website
- act as the primary contact for parents/guardians, team officials for respective teams.
- ensure coaches are given adequate support, information, and mentorship with CMBA programs.
- provide the Registrar with team rosters along with team officials for review and tracking purposes and notify of any changes.
- if required, work with the Scheduling Director in preparing the field schedule as required for practices and games.
- ensure that all coaches and players abide by these By-Laws, code of conduct, policies, and programs of CMBA.
- when required, help with set up of games, tournaments or in season events if requested by teams.
- coordinate meetings of coaches when deemed
- present recommendations for suspensions of coaches, managers, or other team officials to the Board.
- prepare and submit a report to the Board, outlining positive and negative outcomes at season end for all programs and levels
- perform such other duties as may be specified from time to time by the Board of Directors or these By-Laws.
- perform duties as assigned by the President
AA Director (11U/13U/15U/18U)
The AA Director shall:
- attend board meetings.
- oversee the day-to-day Operations of the Cougars AA Baseball Program
- act as member of the Coach selection committee.
- oversee required documentation for all coaches (code of ethics, police checks, etc).
- perform a meeting with the parents and/or guardians of players attending tryouts/evaluations for all rep teams and give a summary of the selection process, criteria, brief season synopsis of teams, costs, etc. Be available to answer questions or concerns for this period.
- assist with player evaluations, tryouts and selections as required.
- relay rosters to web site coordinator for updating on CMBA website
- oversee the operation of Rep teams in all age divisions.
- act as the primary contact for parents/guardians, team officials for respective divisional teams.
- ensure coaches are given adequate support, information and mentorship with CMBA programs.
- provide the Registrar with team rosters along with team officials for review and tracking purposes and notify of any changes.
- if required, work with the Scheduling Director in preparing the field schedule as required for practices and games.
- ensure that all coaches and players abide by these By-Laws, code of conduct, policies and programs of CMBA.
- when required, help with set up of games, tournaments or in season events if requested by teams.
- coordinate meetings of coaches when deemed
- present recommendations for suspensions of coaches, managers or other team officials to the Board.
- prepare and submit a report to the Board, outlining positive and negative outcomes at season end for all programs and levels
- perform such other duties as may be specified from time to time by the Board of Directors or these By-Laws.
- perform duties as assigned by the President.
Sr. Community Director (11U/13U/15U/18U)
The Sr. Community Director shall:
- attend board meetings.
- attend governing league meetings as CMBA representative as required (eg: CUB League, ERRBL League, etc.)
- oversee the day-to-day Operations of the Cougars Sr. Community Baseball Program
- liaison between CMBA and governing leagues.
- act as member of the Community Coach selection committee.
- oversee required documentation for all coaches (code of ethics, police checks, etc).
- perform a meeting with the parents and/or guardians of players attending evaluations for all Community teams and give a brief summary of divisional setup process, criteria, brief season synopsis of teams, costs, etc. Be available to answer questions or concerns for this period.
- assist with player evaluations as required.
- create Community team rosters to be as equal as possible (coaching applicants must be taken into consideration).
- relay rosters to web site coordinator for updating on CMBA website
- oversee the operation of Community teams in all age divisions.
- act as the primary contact for parents/guardians, team officials for respective teams.
- ensure coaches are given adequate support, information and mentorship with CMBA programs.
- provide the Registrar with team rosters along with team officials for review and tracking purposes and notify of any changes.
- if required, work with the Scheduling Director in preparing the field schedule as required for practices and games.
- ensure that all coaches and players abide by these By-Laws, code of conduct, policies and programs of CMBA.
- when required, help with set up of games, tournaments or in season events if requested by teams.
- coordinate meetings of coaches when deemed
- present recommendations for suspensions of coaches, managers or other team officials to the Board.
- prepare and submit a report to the Board, outlining positive and negative outcomes at season end for all programs and levels.
- perform such other duties as may be specified from time to time by the Board of Directors or these By-Laws.
- perform duties as assigned by the President.
Jr. Community Director (Ralley Cap/9U)
The Jr. Community Director shall:
- attend board meetings.
- secure coaches for season.
- oversee the day-to-day Operations of the Cougars Jr. Community Baseball Program
- oversee required documentation for all coaches (code of ethics, police checks, etc).
- perform a meeting with the parents and/or guardians of players attending evaluations for both divisions. Provide a brief summary of divisional setup process, criteria, brief season synopsis of teams, etc. Be available to answer questions or concerns for this period.
- assist with player evaluations as required.
- relay rosters to web site coordinator for updating on CMBA website
- oversee the operation of Rookie and Rally Cap teams.
- act as the primary contact for parents/guardians, team officials for respective teams.
- ensure coaches are given adequate support, information and mentorship with CMBA programs.
- provide the Registrar with team rosters along with team officials for review and tracking purposes and notify of any changes.
- if required, work with the Scheduling Director in preparing the field schedule as required for practices and games.
- ensure that all coaches and players abide by these By-Laws, code of conduct, policies and programs of CMBA.
- when required, help with set up of games, tournaments or in season events if requested by teams.
- coordinate meetings of coaches when deemed
- present recommendations for suspensions of coaches, managers or other team officials to the Board.
- prepare and submit a report to the Board, outlining positive and negative outcomes at season end for all programs and levels
- perform such other duties as may be specified from time to time by the Board of Directors or these By-Laws.
- perform duties as assigned by the President.
- For 9U (Rookie) Division
- following evaluation process, create team rosters to be as equal as possible (coaching applicants must be taken into consideration).
- create teams based on number of registrants.
- create season schedule based on number of teams.
- contact other nearby associations, checking for entries to Rookie league.
- submit season schedules on to Scheduling Director.
- For Rally Cap Division
- following evaluation process, create teams based on player levels and number of registrants. (coaching applicants must be taken into consideration).
- create season schedule based on number of teams.
- submit Season schedules on to Scheduling Director.
- secure Rally Cap coaching books, and hats from Baseball Alberta
- deliver Rally Cap report Cards to all coaches
Marketing/Sponsorship/Fundraising Director
The Marketing/Sponsorship/Fundraising Director shall:
- attend board meetings.
- oversee fundraising committees.
- oversee gaming committees.
- maintain a control sheet to track ticket booklets and prepare raffle ticket report for the Treasurer for submission to Alberta Gaming.
- create Association fundraising/sponsorship packages and/or documents and acknowledgements.
- maintain the sponsorship signage at diamonds and performs repairs or replacement as required.
- seek, obtain, and prepare grant applications as approved by the Board of Directors.
- be responsible for developing and implementing a marketing and fundraising strategy.
- coordinates or directs any other fundraising event undertaken by The Association.
- contact prior year sponsors for the upcoming season and if necessary, ask the league Membership for leads for new sponsors.
- ensure sponsors' logos are in an appropriate file format and given to the Administrative Staff to ensure are placed on the website, uniforms, or facilities.
- ensure proper recognition for sponsorship.
- liaise with Treasurer/Administration to ensure payment of sponsorship fees.
- perform such other duties as may be specified from time to time by the Board of Directors or these bylaws.
- perform duties as assigned by the President.
Website/Media/Communications Director
The Website/Media/Communications Director shall:
- attend board meetings.
- serve as a communicator/facilitator for the Board of Directors.
- update and maintain CMBA website and social media accounts (eg: facebook, twitter, etc.) and keep information current
- coordinate all CMBA messaging and announcements including but not limited to registration dates, clinic and/or camp information, event information and notification of AGM to membership
- on behalf of the Association, prepares articles for the website.
- produce registration, clinic or camp information flyers and distribute them to local schools and public bulletin boards.
- write, solicit, and submit articles or advertisements to the local & outlying media outlets for the Association.
- monitor social media accounts to ensure all post and comments reflect a positive image of CMBA.
- promote our Association, players, special events, tournaments, etc. to local newspapers and other media outlets.
- perform such other duties as may be specified from time to time by the Board of Directors or these bylaws.
- perform duties as assigned by the President.
