Officer Duties

PRESIDENT

APPLY FOR PERMITS - 

Early January, contact the business office, 508 883-1706 (the Athletic Director for the High School) or go on the town website.  Reserve the 3 fields for the softball season, which begins the Thursday before Memorial Day and ends the Thursday before Labor Day.  (A Bellingham resident MUST sign the permit)

OBTAIN/MAINTAIN INSURANCE - 

The president will be sure to obtain and/or maintain insurance on a yearly basis.

AUDIT BOOKS MONTHLY -

The president oversees the treasurer’s responsibilities, ensuring the bank account is accurate and funds are spent appropriately.

HEAD GRIEVANCES -

The president officially handles complaints from any team member.

HOLD A MINIMUM OF 2 GENERAL MEETINGS PER SEASON -

a.         The 1st General meeting is held for review of the rules and to answer any questions from league members. This meeting is usually held at LEAST 2 weeks before the 1st game and immediately following the 2nd sign-up.

b.         The 2nd General Meeting is held at the Banquet – Officers are elected at that time.

c.         The President shall read the Mission & Vision Statement at the opening of every meeting.

VICE-PRESIDENT

 PUBLICITY -

One month prior to sign-ups, ads need to be placed in the following places:   

1.     Milford Daily News

2.     Bellingham Bulletin

3.     The Woonsocket Call

4.     The Country Gazette

5.     Community Bulletin Board (at intersection of  Hartford Avenue & North Main Street)

6.     Cable Channel

 News note/press release should include:   

1.     Date, time, and location of league sign-up

2.     Cost

3.     Age limit (25+)

4.     Location of fields where games are played

5.     Day and time of games

f.                Out-of-town players are welcome, but Bellingham residents will have preference.

1.     Names and phone numbers of the contact person

 EXAMPLE OF PRESS RELEASE 

            BELLINGHAM WOMEN’S SOFTBALL REGISTRATION

             Registration for the non-competitive Bellingham Women’s Softball League will be held on XXXXXXXXX and XXXXXXXX. The general meeting will be immediately following the second registration. Registration will be held at the Bellingham XXXXXXXXXXXX from 6:00 to 7:30.

            To become a league member, women must meet two eligibility requirements. First, they must be at least 25 years of age by registration, and second, they must want to have fun. Remember, this is a non-competitive league! Nonresidents are welcome, although in case of a waiting list, residents will have preference. Registration fee is $50.00 for the season.

            Games will be played on Thursday nights beginning XXXXX and go through XXXXX with the annual banquet the following week. All games are played at the softball fields behind the Bellingham Middle School at 6:00 pm.

            For more information, call XXXXXX or XXXXXXXX.

 (Sign-ups are held on Thursday nights.  They can be held at a) Bellingham Public Library, b) North OR South Community Buildings, c) one of the Schools, d) Upper Town Hall, e) somewhere else in Bellingham.)

 COORDINATE PURCHASE OF NEW EQUIPMENT 

After the equipment is inventoried and damaged or worn equipment is discarded, order/purchase equipment as needed

COLLECT EQUIPMENT AT END OF SEASON 

Collect equipment immediately following the last game. Make arrangements at softball banquet for the transfer and storage of equipment during the off-season months.

 DISTRIBUTE EQUIPMENT AT THE BEGINNING OF THE SEASON

Have equipment ready the first night of softball and have a team member from each team sign a receipt accepting responsibility for the equipment.

 FUND RAISING (RAFFLES, ETC.)

Raffles are held two to three times a season (subject to change).

Tickets are sold for 2 consecutive weeks, with the 50/50 drawing held at the end of the second week’s game. (Again, subject to change)

Tickets are sold at:   1 for $1.00        3 for $2.00

TREASURER

 MAKE DEPOSITS AND WITHDRAWALS IN A TIMELY MANNER

League Bank Account is at:  Rockland Trust# XXXXXX

Tax ID #   04-XXXXXX

Venmo account: 

 KEEP ACCURATE ACCOUNTS OF ALL TRANSACTIONS 

Keep all receipts.  Shred any records over seven (7) years old.

Have records available for monthly review by president. (Or upon request)

COORDINATE PAYMENT INFO WITH SECRETARY  

Keep secretary updated with payments for recording purposes of waivers and payments.

PREPARE AN ANNUAL REPORT  

Keep a running ledger of withdrawals/ deposits/expenses. Provide to officers in a timely manner.

HEAD BANQUET COMMITTEE 

Schedule banquet meetings with team banquet reps early and often. The first meeting is usually in June.

SECRETARY

TAKE MINUTES AT MEETINGS 

Record information discussed at meetings and provide copies to all members.

UPDATE/PRINT COPIES OF THE RULES 

Update rules as needed; mail / email to every player & have copies available at games.

UPDATE TEAM LISTS 

Update player’s names/addresses/email from waivers. Change team name if needed. Add/change/ delete Officer’s names/phone #’s. Mail or email to every player.

UPDATE GAME SCHEDULES 

Change dates for new season. Schedule remains the same. Note raffle and banquet dates. Mail or email to every player.

 KEEP LIST OF EMAIL ADDRESSES CURRENT 

Update distribution list with current email addresses found on waiver.

 KEEP LIST OF TEAM CO-CAPT’S AND BANQUET REPS 

Once the teams vote and select them, update Roster.

 SIGN-UP SHEET/WAIVERS 

Always have blank forms available at games. Use these forms to update player information.

 COORDINATE INFORMATION AND UPDATING OF WEBSITE

Make game schedule and other pertinent information available to webmaster so she can keep the BWSL website up to date.  

WEB MASTER

 UPDATE WEBSITE

Work with the Secretary to make sure the BWSL website contains all pertinent information and is updated on a timely basis.

BANQUET REPRESENTATIVES

Each team should elect (or select) two members from their team to serve on the banquet committee.  These two players should be selected by the second game week.  Co-captains should notify the treasurer when the names are selected.