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Hillside Little League

Hillside Little League

Board Position Descriptions

Hillside Little League's Board of Directors consists of the following positions. The duties of each position are listed so current/prospective office holders can review the list for guidance in carrying out the duties of each position. Individuals can hold simultaneous positions throughout the year but ideally each position will be held by one individual throughout the year.

President | Vice President | Secretary | Treasurer | Baseball Commissioner | Softball Commissioner
Prep Baseball Commissioner | Baseball Player Agent | Softball Player Agent | T-ball Player Agent | All-Star Coordinator Safety Director | WebmasterRegistration/PR Director | Chief of Umpires | Sponsorships Director | Scheduler Equipment/Uniforms DirectorChief of Fields & Grounds | Concessions Director | Fundraising Coordinator
Picture Day CoordinatorCarnival CoordinatorTraining Academy Coordinator


President

  • Oversee league management & operations
  • Annually charter the league with Little League International (LLI)
  • Attend all State Little League meetings.
  • Coordinate operations with the City of Omaha
  • Recruit new board members
  • Set agenda for monthly board meetings
  • Administer monthly board meetings
  • Responsible for executing the policies established by the board
  • Non-voting board member, except in case of tie vote
  • Conduct background checks on all board members and coaches
  • Ensure league compliance with Little League International standards
  • Coordinate league master schedule of events
  • Investigate complaints raised to the board
  • Work with Treasurer to create annual budget
  • Schedule & administer the Annual Coaches Meeting
  • Schedule & administer Championship Night
  • Mail liaison with outside groups (LLI, City of Omaha, etc)
  • Order materials/supplies from LLI
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Vice President

  • Run meetings when the president is not available
  • Executive Board Member
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Secretary

  • Record attendance at all board meetings
  • Record minutes at all board meetings
  • Email minutes to board members for approval prior to the next meeting
  • Executive Board Member
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Treasurer

  • Pay all invoices
  • Create a budget with input from the board
  • Reconcile bank accounts
  • Provide budget updates at each board meeting
  • Handle insurance for Hillside Little League
  • File paperwork with the state for 501(c) status
  • File taxes
  • Meet with the city regarding taxes, fees and rentals
  • Manage who is on accounts
  • Executive Board Member
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Baseball Commissioner

  • Understand Little League policy, philosophy, constitution and national/local rules
  • Assist president with manager/coach selections
  • Assist with, coordinate and run tryouts for Majors/Minors
  • Assist with, coordinate and run drafts for Majors/Minors
  • Assist with forming teams for Farm
  • Assist with, coordinate and run mandatory coaches meeting
  • Coordinate and run post-season team selection meetings
  • Act as liaison between board and Baseball Player Agents
  • Provide communication to Player Agents and/or coaches as needed
  • Update baseball local rules
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Softball Commissioner

  • Understand Little League policy, philosophy, constitution and national/local rules
  • Assist president with manager/coach selections
  • Assist with, coordinate, and run tryouts for Majors/Minors
  • Assist with, coordinate and run drafts for Majors/Minors
  • Assist with forming teams for Farm
  • Assist with, coordinate, and run mandatory coaches meeting
  • Coordinate and run post-season team selection meetings
  • Act as liaison between board and Softball Player Agents
  • Provide communication to Player Agents and/or coaches as needed
  • Update softball local rules
  • Schedule all practices and games for the Softball division
  • Design uniforms and help with uniform pick up
  • Meet with other leagues to go over interleague rules
  • Make sure all interleague rules are sent out to all league members
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Prep Baseball Commissioner

  • Help with the draft for your division
  • Ensure coaches know all rules and answer any questions
  • Review rules with MABL
  • Manage any issues with coaches/players/games. Bring in league President/Vice President if not able to resolve. 
  • During the registration period (Jan-Mar), check player counts to project the number of teams to create for the year
  • Contact potential coaches to inform them of plans for the season (when teams will form, player evals, draft date, get team name, share contact info, communicate rules, etc.) 
  • Prepare for draft and player evaluations (have player lists ready, enter teams after draft)
  • Activate teams when they are finalized 
  • Create pre-season practice schedule (start on or around 3/15 and make sure each team has 8 practices scheduled before opening day)
  • Create regular season game schedule (each team to get 15-20 games between mid-April and early June)
  • Primary point of contact for coaches within a division, check w/coaches on issues or where help is needed 
  • Answer questions from parents regarding appropriate division, etc.
  • Ensure players are informed of tryout information and perform check-in duties at drafts; administrate drafts; notify players of draft outcomes via email
  • Create end of season tournament schedule (once format is selected from Commissioner/Player Agent, work backward from championship to determine start date)
  • Leads division discussion at pre-season Coaches Meeting
  • Promotes consistency across coaches/teams within division
  • Ensures league rules are used by all teams
  • Communicate with contract teams
  • Communicate changes to umpire/fields/etc.
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Baseball Player Agent

  • Review rules with Memorial Little League (Jan/Feb)
  • During the registration period (Jan-Mar), check player counts to project the number of teams to create for the year
  • Contact potential coaches to inform them of plans for the season (when teams will form, player evals, draft date, get team name, share contact info, communicate rules, etc.)
  • Start setting up teams in SI Play based on requests and ages (Farm BB)
  • Prepare for draft and player evaluations (have player lists ready and enter teams after draft: Minors & Majors)
  • Activate teams when they are finalized
  • Primary point of contact for coaches within a division. Check with coaches on issues or where help is needed
  • Answer questions from parents regarding appropriate division, etc.
  • Resolve problems/disputes with parents, players, coaches, etc.
  • Ensure residency and age requirements are met by all players and ensure any waivers needed are authorized
  • Ensure players are informed of tryout information and perform check-in duties at drafts
  • Administrate drafts and notify players of draft outcomes via email
  • Leads division discussion at pre-season coaches meeting
  • Promotes consistency across coaches/teams within division
  • Ensures league rules are used by all teams
  • Monitors league pitch count log (where applicable) and identifies violations
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Softball Player Agent

  • Help with the draft for your division
  • Help coaches know all rules and answer any questions
  • Manage any issues with coaches/players/games. Bring in a comissioner if not able to resolve.
  • During the registration period (Jan-Mar), check player counts to project the number of teams to create for the year
  • Contact potential coaches to inform them of plans for the season (when teams will form, player evals, draft date, get team name, share contact info, communicate rules, etc.)
  • Start setting up teams in SI Play based on requests and ages (Farm SB)
  • Prepare for draft and player evaluations (have player lists ready, enter teams after draft) (Minors & Majors)
  • Activate teams when they are finalized
  • Primary point of contact for coaches within a division. Check with coaches on issues or where help is needed
  • Answer questions from parents regarding appropriate division, etc.
  • Ensure residency and age requirements are met by all players and ensure any waivers needed are authorized
  • Ensure players are informed of tryout information and perform check-in duties at drafts
  • Administrate drafts and notify players of draft outcomes via email
  • Leads division discussion at pre-season coaches meeting
  • Promotes consistency across coaches/teams within division
  • Ensures league rules are used by all teams
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T-ball Player Agent

  • Review rules
  • During the registration period (Jan-Mar), check player counts to project the number of teams to create for the year
  • Assist with, coordinate, and run mandatory Coaches Meeting
  • Contact potential coaches to inform them of plans for the season (when teams will form, get team name, share contact info, communicate rules, etc.) 
  • Start setting up teams in SI Play based on requests and ages
  • Activate teams when they are finalized 
  • Primary point of contact for coaches, check with coaches on issues or where help is needed 
  • Resolve problems/disputes with parents, players, coaches, etc.
  • Ensures league rules are used by all teams
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All-Star Coordinator

  • Communicate with Player Agents & coaches regarding All-Star nominations (mid-May)
  • Schedule non-district team tournaments
  • Find friendly tournaments for Farm, Minor and Major teams
  • Coordinate All-Star team selections with Player Agents & coaches
  • Meet with the District team (Minors/Majors) to coordinate the collection of    documentation
  • Create tournament affidavit on Little League Data Center
  • Collect all documentation to complete the tournament affidavit
  • Meet with the League President & District Administrator to get the affidavit book approved
  • Get All-Star nominations and coaches for the All-Star teams (mid-May)
    • One district team
    • One non-district team
  • Ensure residency and age requirements are met by all players - ensure any waivers needed are authorized 
  • Ensure players are informed of tryout information and perform check-in duties at drafts; administrate drafts; notify players of draft outcomes via email
  • If hosting, contact local leagues for registration to friendly tournament
  • If hosting, schedule/work with scheduler/fields/concession on tournament dates
  • Manage postseason registration and team selection process 
  • After Championship Day, build All-Star teams on SI Play and input practice & game schedules
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Safety Director

  • Update safety plan yearly and submit to Little League via Data Center
  • Track and document any and all injuries with players
  • Make sure first aid boxes are filled throughout the season
  • Make sure the AED is checked and ready
  • Manage weather alerts
  • Verify safety requirements met (masks, COVID, on deck, etc.)
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Webmaster

  • Update sponsors and advertisements
  • Update links yearly (sponsors, policies, board members, contacts)
  • Update existing or create new content as needed
    • Registration details
    • FAQ
    • Need to know
    • Important dates
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Registration/Public Relations Director

  • Get fliers to Westside/Omaha early July for next year
  • Email registration fliers to Catholic schools
  • Prepare Black Friday and Holiday Sale
  • Check email daily for emailed questions
  • Update registration paperwork
  • Schedule two walk-in dates with Westside
  • Send emails for any event Hillside has scheduled
  • Send emails regarding registration, uniform pick up, etc.
  • Help scholarship applications
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Chief of Umpires

  • Umpires are needed for all Hillside and Memorial games 14U and under
  • Recruit/register umpires
  • Train all the umpires, plan and execute and provide rule books
  • Get contact information from all 14U and under coaches, both baseball and softball, as well as all Memorial baseball teams
  • Set up SignUpGenius for umpires at appropriate levels
  • Find umpire organizations (PSOA, Metro, etc.) for 12U and up games
  • Ensure all games are covered and communicate gaps to coaches for that game
  • Check the umpire schedule daily to be sure games are covered
  • Make sure umpires have rules for pre/post-season games
  • Evaluate/observe umpires at least one game, provide feedback and evaluate division placement
  • Collect umpire slips and report
  • Follow up on umpire issues/complaints
  • Monitor umpire cancellations
  • Investigate all complaints
  • Communicate to coaches proper etiquette to be used when communicating with umpires during games, particularly disputes
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Sponsorships Director

  • Send letters to a list of businesses
  • Follow up with those businesses
  • Print banners (Action Signs)
  • Assign banners to teams
  • Pass banner assignments to Photo Coordinator for team plaques for sponsors
  • Send sponsor list to webmaster to update on website
  • Collect banners after the season is over and hang up for All-Stars
  • Send a thank you letter with a tax letter
  • Follow through on sponsor benefits (signs, advertisements, etc.)
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Scheduler

  • Create pre-season practice schedule (start on or around 3/15 and make sure each team has eight practices scheduled before opening day)
  • Create regular season game schedule (each team to get 15-20 games between mid-April and early June)
  • Create end-of-season tournament schedule (once format is selected from Commissioner/Player Agents, work backward from championship to determine start date)
  • Communicate with contract teams
  • Communicate changes to umpires/fields/etc.
  • Develop post-season brackets
  • Develop practice schedules for All-Star teams
  • Determine if hosting a tournament and work with All-Star Coordinator on proper format
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Equipment/Uniforms Director

  • Ensure equipment is in good working order
  • Order equipment for season (Feb.) (balls, scorebooks, refurbish equipment)
  • Set up equipment check-out dates and ensure paperwork is completed
  • Set up equipment return date
  • Make sure all equipment is returned
  • Run rental program
  • Allocate equipment to teams and distribute at beginning of season
  • Design uniforms, organize uniform pick up day (Baseball and T-ball)
  • Maintain the quality of the equipment and purchase new equipment as necessary/approved
  • Keep the storage facility organized
  • Select uniform pieces for Baseball (design for each team done by mid-January)
  • Work with uniform vendor (place order immediately after teams are drafted/formed)
  • Organize uniforms by team and distribute to teams prior to Opening Day
  • Order post-season uniforms once teams are selected, distribute uniforms when teams are formed and collect jerseys when teams are finished
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Chief of Fields & Grounds

  • Coordinate Field Clean Up Day tasks (mid-March)
  • Order supplies for the season (early March): chalk, paint, Field Dry, tools, replacement supplies, etc.
  • Hire workers for the grounds crew (3-5 individuals)
  • Review draft schedules for practices and games
  • Schedule field prep by field on Grounds Crew Calendar
  • Submit hours for grounds crew 
  • Complete field maintenance as needed: fill holes, repair backstops, dugouts, bases, etc.
  • Trim and mow fields/grounds as needed throughout the Spring, Summer and Fall
  • Coordinate field work with Odeys or other contractors topping on 1, 6, 10 annually
  • Sprinkler work
  • Spray fence lines
  • Monitor field prep as needed
  • Coordinate Porta Potties for the year
  • Work with City of Omaha on maintenance or issues with the facility
  • Schedule lights for night games
  • Get gas for equipment throughout the season
  • 6-10 hrs/week during the core season (April-July)
  • 3-6 hrs/week for Fall Ball season, if played (Aug-Oct)
  • 30+ hrs of other work during the year outside of scheduled field work. This can be more depending on the person or needs of the organization.
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Concessions Director

  • Set up POS
  • Set menu and pricing
  • Setup SignUpGenius hours
  • Coordinate with Douglas Country Health Department for inspection
  • Order items and pick up (Coke, Cash-Wa, Arctic Ice, etc.)
  • Stock restrooms with supplies
  • Create sales reports
  • Daily deposits
  • Open and close sales
  • Supervise operations while open
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Fundraising Coordinator

  • Set up a contract with Save Around contact
  • Order enough books for the number of registrations
  • Hand out books to each player at uniform pick up
  • Return any books not sold or needed
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Picture Day Coordinator

  • Set date for pictures 
  • Find a photographer who can do outdoor or indoor photos
  • Set up a rain out place (usually Westside Middle School)
  • Coordinate delivery of all photos to teams
  • Set up sponsorship plaques with team photos, get these to the correct team for delivery
  • Communicate details and coordinate set up
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Carnival Coordinator

  • Set up a planning meeting with the carnival committee
  • Set date and schedule with Fun Services for bounce houses, dunk tank, etc.
  • Set up SignUpGenius
  • Update flier and hang at ballpark
  • Complete donation requests at area Walmarts, Targets, Hy-Vees, etc.
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Training Academy Coordinator

  • Secure indoor facilities for eight practices for each age group for both baseball and softball (roughly from 2/15-3/15)
  • Purchase necessary training equipment for practices
  • Provide coaches with practice plans and guidance for each practice
  • Manage online registration form, categories and open/close dates
  • Report registration updates to the board
  • Answer questions from families regarding appropriate division, etc.
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Contact

Hillside Little League
7914 W Dodge Rd #518 
Omaha, Nebraska 68114

Email: [email protected]

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