Board Position Descriptions

President:

•     He or she shall be the chief executive officer of the Corporation and shall, subject to the control of the Board, have general supervision, direction and control of the affairs and officers of the Corporation.

•      President is under the understanding that they are the main individual representing WJW at MBYFL meetings and will be voting at MBYFL meetings on behalf of WJW.

•     President is authorized to sign on checking account.

•       The President shall appoint special committees not otherwise provided for.

•         The President shall cast the deciding vote in case of a tie.

•       The President shall represent the organization at all monthly MBYFL meetings.

•   The President shall report to the board of directors and general membership any topics covered or discussed at said meetings or send someone in their place if President is unavailable and if allowed by MBYFL.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league in support of Watsonville High School (WHS); must participate in sign up/registration events/days as assigned.

• ·         Must be open to assisting other BOD’s where needed.

• ·         Must submit facility requests for fields.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  The transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies, and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

Vice President:

• ·         The Vice President shall assume the duties of the president in his/her absence.

• ·         The Vice President shall have all the powers of and be subject to all the restrictions upon the President.

• ·         The Vice President shall perform such other duties that are assigned to him/her by the President.

• ·         1st and 2nd Vice President shall have their work split evenly, as agreed upon the Vice President’s.

• ·         Vice President is authorized to sign on checking account.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  The transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies, and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

Secretary:

• ·         The secretary shall keep the minutes of all league meetings.

• ·         The secretary shall keep attendance records of meetings.

• ·         The secretary shall make copies of the minutes for every board member.

• ·         The secretary shall pass off minutes to the next appointed secretary.

• ·         The secretary shall keep appropriate current records showing the names and mailing addresses of any persons designated as BOD’s, coaches and/or league appointed volunteers.

• ·         The secretary shall maintain a current update of the bylaws for the organization.

• ·         Shall prepare books for certification.

• ·         Keep accurate rosters.

• ·         Keep track of votes regarding decisions made by BOD.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  The transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

Treasurer:

• ·         Shall be custodian of the funds, receive all monies, and make disbursements as approved by the executive board.

• ·         Shall have readily available the books and/or accounting records for any BOD or member of the public to inspect and/or review within 7 business days.

• ·         Shall provide a detailed financial report at all Board meetings.

• ·         Shall keep and maintain all accounts of liabilities, receipts, disbursements, gains, losses and/or other matters included in financial statements.

• ·         Keep tax ID updated.

• ·         Treasurer shall be the holder of the league checkbook, petty cash and bank card.

• ·         Shall preside at all meetings in the absence of the President and Vice President.

• ·         Shall prepare and submit all required tax reports and have all records verified through a certified accountant.

• ·         During home games, shall intermittently do cash pickups with another BOD from the gate, the concession and any other stand where sales are being made and both parties must verify amount of pick up by signing  tracking form for money pick up.

•  All proceeds from any functions of the WJW will be verified by two (2) individuals and signed for to verify amounts being transferred to the treasurer of said organization at the end of every event.

• ·         Shall monitor and attend to, within a week of purchase, all pre-approved reimbursements receipts, invoices, etc.  Must first verify that receipt, invoice, etc. has been cleared of payment before issuing reimbursement.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  Transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

League Advisor:

• ·         Represent the organization in all conflicts between parents, coaches or board members.

• ·         Attend all meetings regarding issues with parents and coaches or coaching staff with board members.

• ·         Help with resolving issues with parents, coaches or the organization that arise.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  Transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

Football Advisor:

• ·         The Football Advisor shall be in charge of football squad coaches and setting up fittings for all football players.

• ·         Work with the Treasurer to keep accounts for each football player on monies they owe.

• ·         Work with the Treasurer and Fundraising Officer to account for fundraising for each football player.

• ·         Serves as the liaison between the parents and the football coaching staff.

• ·         Organizes and/or ensures that coaches are aware of and attend all football coach meetings, clinics and/or training.

• ·         Responsible for protecting the interests of the children, especially as they relate to any dispute or problem.

• ·         Shall report any problems/concerns to the BOD.

• ·         Will work with parents and BOD’s to help work the duties of the chain gang, time keeper, scoreboard and announcer’s booth.

• ·         Fill in responsibility of Equipment Manager in their absence.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  The transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

Cheer Advisor:

• ·         The Cheer Advisor shall be in charge of cheerleading squad coaches and setting up fittings for all cheerleaders.

• ·         Work with the Treasurer to keep accounts for each cheerleader on monies they owe.

• ·         Work with the Treasurer and Fundraising Officer to account for fundraising for each cheerleader.

• ·         Serves as the liaison between the parents and the cheer coaching staff.

• ·         Organizes and/or ensures that coaches are aware of and attend all cheer coach meetings, clinics and/or trainings.

• ·         Organizes and registers competitions.

• ·         Attend all competitions.  If unavailable, another Board Member must be present in their absence.

• ·         Responsible for protecting the interests of the children, especially as they relate to any dispute or problem.

• ·         Shall report any problems/concerns to the BOD.

• ·         Work with Equipment Manager to ensure inventory of all cheer equipment.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  The transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

Communications Officer:

• ·         Shall conduct general correspondence for the BOD and the club committees.

• ·         In charge of updating and maintaining WJW website, Facebook page, and any other social media.

• ·         Produce mass communications in the form of emails, texts, letters, etc., to parents, coaches, board member, community partners, etc.

• ·         Serve as liaison for parents.

• ·         In charge of Public Relations for organization.

• ·         Communicate with all team parents.

• ·         Keep track of votes regarding decisions made by BOD.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  Transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

Safety Coordinator:

• ·         Maintain current health and safety regulations as required by county, state and federal regulations.

• ·         Follow up on all injuries.

• ·         In charge of all medical waivers.

• ·         Point person for clearance to practice/play.  Communicate clearly with Advisors and coaches.

• ·         In charge of finding and maintaining relationships with Medical Staff/EMT(s) at home and away games.

• ·         In charge of Security for home games.

• ·         Holder of insurance policy.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  Transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

Equipment Manager:

• ·         The football equipment manager is responsible for assigning gear in and out to each player and must follow equipment policy along with any other BOD. 

• ·         Must keep accurate records of all equipment.

• ·         Keep inventory of all football and cheer equipment.

• ·         Oversees facilities of the field.

• ·         Getting gear to away games for football and cheer.

• ·         Fill the responsibility of the Football Advisor, in their absence.

• ·         Reports to Police Department and/or proper agency any unreturned and/or missing equipment.

• ·         Must maintain good relationship with equipment distributor (e.g. Riddell) and must prepare and plan for equipment recertification in a timely manner.

• ·         Shall be responsible for the purchasing of new football and cheer equipment only upon submitting an estimated cost statement to the BOD.  Communicate with football and cheer advisor regarding needed equipment and/or recently ordered equipment.  The BOD shall reserve the right to approve or question any purchases deemed necessary.

• ·         Coordinate cleaning of equipment at end of season within 2 weeks of end of season.

• ·         In charge of collecting all gear within 2 weeks of the end of season and making sure that all equipment is signed back in by responsible party.

• ·         In charge of following up with all parents to collect all equipment.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  Transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

Fundraising/Volunteer Coordinator 1 & 2:

• ·         To ensure the work duties of the concessionaire booths & front gate are covered at each home game.

• ·         Supply the Treasurer with an accounting of any product or supplies.

• ·         Inventory of concessions and accessories.  Must balance inventory sheets and submit them to Treasurer.

• ·         In charge of assigning and overseeing volunteer hours.

• ·         Research and present ideas for fundraising to BOD.

• ·         Set prices for all aspects of sales/fundraising and present to BOD.  BOD must approve before presenting prices to the public.

• ·         Organize any/all fundraisers. Work with Cheer & Football Advisors.

• ·         Take lead in organizing special events, including Homecoming and End of the Season Banquet.

• ·         The BOD shall reserve the right to approve or question any purchases deemed necessary.

•   Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  The transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies, and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

Merchant Coordinator:

• ·         Supply the Treasurer with an accounting of any product or supplies.

• ·         Inventory of apparel and accessories.  Must balance inventory sheets and submit them to Treasurer.

• ·         In charge of all apparel, accessories, etc., pertaining as items for sale.

• ·         Research and present ideas for apparel purchase to BOD.

• ·         Set prices for all aspects of sales and present them to BOD.  BOD must approve before presenting prices to the public.

• ·         Work with Fundraiser Coordinator in organizing special events, including Homecoming and End of the Season Banquet.

• ·         The BOD shall reserve the right to approve or question any purchases deemed necessary.

• Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  The transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies, and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

Conditioning Coordinator:

• ·         Maintain current health and safety regulations as required by county, state and federal regulations.

• ·         In charge of first aid kit and be the point person to hold all children's medicines needed on the field.

• ·         In charge of fulfilling all medical forms needed for each child.

• ·         In charge of keeping and maintaining all medical conditions/allergies for each child.

• ·         In charge of keeping and maintaining OBL kids in form and updating parents daily if child needs to move up or down.

• ·         Be actively involved at all games, home or away, from the beginning to end of game times and at all practices; must participate in any and all fundraising events; must be at all volunteer work done by the league; including Firework Booth; must participate in sign up/registration events/days as assigned.

• ·         Must be open to assist other BOD’s where needed.

• ·         In the event of leaving the position for any reason, must transition the newly elected official into the position for a smooth transition into the duties, rules, regulations, policies, etc. of the league.  The transition period will usually be in December, after new elections.  If elections occur on a different month, transition period will occur for one (1) month following the election.

• ·         Abide by and enforce all rules, policies, and procedures, in an unbiased manner, set forth by MBYFL and the WJW organization.

NOTE:  For all of the positions listed above, these are general descriptions of main responsibilities that each individual position holds.  The descriptions are not limited to the items listed and can change.  Responsibilities may be added or subtracted and the responsible party must be able to uphold duties assigned.  For any questions, please contact board@watsonvillejrwildcatz.com.