Volunteer Role Descriptions

Board Positions

President (NON-VOTING)

The Big Kahuna. The Big Cheese. Heavy Lies the Crown. All the age-old adages apply!
The person in this role would best be served by having a year or more on the Board under their belt (but it is not a requirement) so that they understand how a year in the life of Little League works. The President needs to be able to ensure that the big picture is being taken care of by the board members/volunteers that own the details. Being able to work with a broad range of personalities is a plus.

  • Lead the organization
  • Ensure compliance with National and Local Little League rules and regulations
  • Responsible for executing the policies established by the Board
  • Leads all Board and General meetings
  • Prepares agendas for monthly Board meetings.
  • Non-voting Board member, except in case of tie vote
  • Investigate complaints raised to the Board
  • Work with Treasurer to create annual budget
  • Annually apply for current year's charter with Little League International (LLI)
  • Attend District 4 monthly Presidents' meeting
  • Order materials/supplies from LLI
  • Mail liaison with outside groups (TTSD, City of Tigard, etc)

Secretary

This is not your run-of-the-mill admin role - this is a driving force in our organization! Attendance at board meetings is essential but other than that, you keep the league organized on your own time. Work with President to build meeting agendas, write up minutes from meetings so that everything is captured for posterity, ensure we have all of our facilities reserved and even feel free to be out main Communications person! And unlike other organizations, there is NOT an expectation to move from this into a VP and then President role.

  • Prepares and distributes minutes from monthly Board meetings
  • Reserves fields and gyms with both TTSD and City of Tigard for regular season, post season and fall ball play
  • Administer end of season survey - update for current year, send survey link to TLL families, export data after deadline
  • Schedule location to hold Board and Annual meetings.

Treasurer

Are numbers your thing? Done any bookkeeping (or maybe use Quicken at home)? Do you tend to be pretty organized? This role is critical to the league - we need someone like you!

  • Receive all cash/checks for payment and deposit in bank; Reconcile all credit card payments
  • Write checks
  • Maintain accounting "books" (Quickbooks)
  • Prepare annual budget and administer budget process with President
  • Prepare and distribute financial reports prior to monthly Board meetings
  • Update inventory of assets owned by the league
  • Prepare tax return
  • Coordinate delivery, maintenance and removal of portable toilets to fields
  • Order End of Season Tournament medals

Umpire in Chief

Tigard Little League is one of the very few leagues to still have a youth umpire program - the Umpire in Chief needs to be interested not only in ensuring that games are staffed appropriately with umpires, but also that they provide development opportunities for our youth umpires as well as source adult umpires for the league.

  • Recruit/register umpires
  • Plan and execute training program and provide rulebooks
  • Observe umpires during games, provide feedback and evaluate division placement
  • Investigate all complaints
  • Communicate to Managers/Coaches proper etiquette to be used when communicating with umpires during games, particularly disputes

Safety Officer

Is "Safety First" your personal motto? If so, this is the perfect fit for you! The annual Safety Plan is the primary deliverable for this job but managing the running/tracking of coach/volunteer background checks is the other big piece. You also act as the point of contact for any players with injuries and make sure that league first aid kids are up to snuff.

  • Performs background checks for Managers/Coaches
  • Promote safety awareness throughout league
  • Records/manages safety incidents
  • Creates and implements plans for increasing safety of activities/equipment/facilities
  • Submit annual Safety Report to Little League International and District 4

Communications Officer/Webmaster

Techie at heart (but not necessarily by trade)? See personal challenge in making a website not only informative but fun as well? This is the job for you! You will love our easy-to-use Bonzi system particularly if you don't write HTML code for a living (or even know what that is).

  • Manage content and flow of the league's website pages and information
  • Update website content based on requests from other Board members
  • Act as Liaison to Bonzi
  • Manage TLL FaceBook account
  • Manage administrative access within Bonzi (league's website/data) for league volunteers and teams

Team Parent Coordinator

Have you been a Team Parent and feel like you could help other Team Parents? YOU CAN! Run the Team Parent meeting at the liaisoning of the season to get everyone up to speed on how to help out their teams and work with photographer the league hires to coordinate Picture Day. At post season time, schedule the photographer again and then help Team Parents understand their role in preparing for tournament play.

  • Coordinates the Team Parent meeting at the beginning of the season
  • Responsible for confirming Team Parents in our system
  • Coordinates Regular Season Picture Day with photographer
  • Distributes pictures to Team Parents when they are ready
  • Coordinates Post Season Picture Day with photographer
  • Distributes pictures to post season teams when they arrive

VP of Baseball

  • Understand Little League policy, philosophy, constitution, and national/local rules
  • Assist President with Manager/Coach selections
  • Coordinate and run tryouts for Majors/AAA/AA
  • Coordinate and run drafts for Majors/AAA/AA
  • Coordinate and run Mandatory Coaches meeting
  • Coordinate and run post season team selection meetings
  • Act as liaison between Board and Baseball Commissioners
  • Provide communication to Commissioners and/or Coaches as needed
  • Update Baseball Local Rules
  • Create End of Season tournament schedules

Player Agent Baseball AA/AAA/Majors

The heart and guts of the league! You are the main point of contact for families throughout the season (VP of Baseball is main point of contact for coaches). At registration times you are making sure everyone is within TLL boundaries, had determined the correct LL Age and registered for the right level. You assist with tryouts by making sure families know when to show up and then checking in players. When it comes time to form teams, you provide the data for the drafts and help to run those meetings. A big job, but one of the very most rewarding!

  • Manage online registration form, categories and open/close dates
  • Report registration updates to the Board
  • Answer questions from families regarding appropriate division, etc.
  • 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
  • Manage post season registration and team selection process
  • Submit rosters to National Little League

Player Agent Baseball Pee Wee / Single A

The heart and guts of the league! You are the main point of contact for families throughout the season (VP of Baseball is main point of contact for coaches). At registration times you are making sure everyone is within TLL boundaries, had determined the correct LL Age and registered for the right level. Using day/buddy/coach requests (only 1 request for player!) and school, form teams and get roster information to managers. A big job, but one of the very most rewarding!

  • Manage online registration form, categories and open/close dates
  • Report registration updates to the Board
  • Answer questions from families regarding appropriate division, etc.
  • Ensure residency and age requirements are met by all players - ensure any waivers needed are authorized
  • Form teams based on school or coach/friend requests

Baseball Equipment Coordinator

  • Order items needed for the season (e.g., baseballs, scorebooks, etc.)
  • Prepare team equipment bags and distribute at beginning of season
  • Arrange for return of equipment at end of season to storage facility
  • Maintain the quality of the equipment and purchase new equipment as necessary/approved
  • Keep the storage facility organized

Baseball Field Maintenance Coordinator

  • Purchase materials needed for season (e.g., chalk, Turface, mound clay, etc.)
  • Prepare fields prior to season and ensure no safety issues
  • Provide field preparation equipment and materials to each field location per requests from Field Owners
  • Ensure backstops, fences and dugouts are in good condition
  • Coordinate with Softball Field Maintenance Coordinator to update League's rain-out recording as needed
  • Act as point-of-contact for Baseball/Pee Wee Field Owners

VP of Softball

  • Understand Little League policy, philosophy, constitution, and national/local rules
  • Assist President with Manager/Coach selections
  • Coordinate and run tryouts for JV/Majors/AAA
  • Coordinate and run drafts for JV/Majors/AAA/AA
  • Coordinate and run Mandatory Coaches meeting
  • Coordinate and run post season team selection meetings
  • Update Softball Local Rules
  • Work with District 4 staff to identify levels where interlock schedules are needed with other leagues

Softball Player Agent

The heart and guts of the league! You are the main point of contact for families throughout the season (VP of Baseball is main point of contact for coaches). At registration times you are making sure everyone is within TLL boundaries, had determined the correct LL Age and registered for the right level. You work side-by-side with the Softball VP and assist with tryouts by making sure families know when to show up and then checking in players. When it comes time to form teams, you provide the data for the drafts and help to run those meetings. A big job, but one of the very most rewarding!

  • Manage online registration form, categories and open/close dates
  • Report registration updates to the Board
  • Answer questions from families regarding appropriate division, etc.
  • 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
  • Manage post season registration and team selection process

Softball Director at Large

  • Help fulfill duties of Softball Board positions that are not filled during the season
  • Help to handle complaints and any necessary actions with parents, players and coaches

Softball Equipment Coordinator

  • Order items needed for the season (e.g., softballs, scorebooks, etc.)
  • Prepare team equipment bags and distribute at beginning of season
  • Arrange for return of equipment at end of season to storage facility
  • Maintain the quality of the equipment and purchase new equipment as necessary/approved
  • Keep the storage facility organized

Softball Field Maintenance Coordinator

  • Purchase materials needed for season (e.g., chalk, Turface, mound clay, etc.)
  • Prepare fields prior to season and ensure no safety issues
  • Provide field preparation equipment and materials to each field location per requests from Field Owners
  • Ensure backstops, fences and dugouts are in good condition
  • Coordinate with Baseball Field Maintenance Coordinator to update League's rain-out recording as needed
  • Act as point-of-contact for Softball Field Owners

Volunteer Roles

Baseball and Softball Player/Coach Development

  • Develops/executes plan for training of Managers/Coaches
  • Develops/executes plan for training opportunities for players
  • Work with outside instruction resources as needed
  • Provides support/assistance to Managers and their teams throughout the season as necessary

Uniform and Fanwear Coordinator

  • Select uniform pieces for Softball and Baseball
  • Work with uniform vendor
  • Organize uniforms by team and distribute to teams prior to Opening Day
  • Maintain stock of post season uniforms; distribute uniforms when teams are formed and collect jerseys when teams are finished
  • Works with vendor to identify what and for how much fanwear we will sell next season and present the plan to the Board.
  • Reviews the online store set up by the vendor and then gets communication out to the league when ready.
  • Arranges for fanwear order distribution to families.
  • Runs the fanwear sales tent at Opening Day and provides additional opportunities for sales with left over items as needed.

Bonzi Scheduler

  • Take schedules created by BB Commissioners and SB VP, translates them into correct format and uploads them to the Bonzi Scheduler (scheduling software)
  • Manages re-scheduled games between Managers and communicates reschedules to Umpire Scheduler and Snack Shack Coordinator

Assistant Umpire in Chief

Think it's important to have umpires at games? You can help ensure that we have them! Our online system allows umpires to self-assign to games so you are not having to send out emails to fill all the spots - you just monitor which spots haven't gotten filled and make umpires aware of those. Also help notify umpires when games are cancelled or last minute spots need to be filled. The Baseball Majors/AAA/AA coaches will LOVE you!!

  • Works with the Umpire in Chief to get umpires rated in our online system
  • Communicates to the umpires to ensure that all games are covered. Umpires get to self-assign themselves to games so this position is MUCH easier than in past years!
  • Identify backup umpires when cancellations/no-shows occur
  • Provide information to Treasurer for umpire reimbursements
  • Works with the Umpire in Chief to get umpires rated in our online system
  • Communicates to the umpires to ensure that all games are covered. Umpires get to self-assign themselves to games so this position is MUCH easier than in past years!
  • Identify backup umpires when cancellations/no-shows occur
  • Provide information to Treasurer for umpire reimbursements

Opening Day Coordinator

  • Coordinates all the pieces of Opening Day
  • Identify special guests (singing of National Anthem, first pitch, etc.)
  • Updates the announcer's script as necessary
  • Creates field placement plan for teams
  • Creates communication messages to the league
  • Works with the Tigard HS staff to get access to facilities
  • Identifies and coordinates with outside groups that will help (e.g., Cub Scouts, singing groups, etc.)

Baseball Division Commissioners

We have a Commissioner for each of the following levels: Majors, AAA, AA, A/Pee Wee. The Commissioners will be the "expert" for their level - they will know the local rules inside and out, run the breakouts for their level at the Coaches Meeting in February, create the schedule for that level and be the primary point of contact for the coaches at their level throughout the season. Worried that you don't know enough to do the role? Don't - the VP of Baseball is always there to help!

  • Primary point of contact for coaches within a division
  • Leads division discussion at pre-season Coaches Meeting
  • Promotes consistency across coaches/teams within division (e.g., Majors, AAA, AA, etc.)
  • Ensures that league rules are used by all teams
  • Monitors league pitch count log (where applicable) and identifies violations
  • Addresses any issues that come up during the season
  • Create pre-season practice schedule
  • Create regular season game/practice schedule
  • Create end of season tournament schedule

Field Owners

Enjoy having immaculate fields? We want YOU!! We have 13 fields in the league - to keep them in the best condition, we need people to be Field Owners that will: schedule pre-season work parties with families playing there, monitor supplies in the associated shed and identify anything that breaks or needs replacement. Field Owners will apprise the appropriate Field Maintenance Coordinator of all material/equipment needs and let them know when additional dragging needs to take place. These roles will be the key to TLL fields being "all that they can be"!

  • Responsible for a specific field (e.g., Metzger) or site (e.g., Mary Woodward)
  • Monitors supplies at their field/site and notifies Field Maintenance Coordinator when new items are needed
  • Arranges pre-season work parties with families that play there
  • Drags field(s) weekly

Templeton Snack Shack Coordinator

  • Stock Templeton Snack Shack with food/snacks/drinks
  • Coordinate pizza delivery with Pizza Caboose
  • Manage process of assigning volunteers to work at the snack shack

Alpenrose Coordinator

Love playing at Alpenrose? Help make it a reality? Attend a meeting to learn about the rules, set a schedule for the Baseball and Softball teams that will play there and make the call on whether fields are playable that day. Alpenrose is a special place and you can make it a reality for TLL!

  • Attend 2 meetings early in the season with other local Little League Coordinators to pick TLL's Alpenrose date and then learn about the associated rules of playing at the facility
  • Work with the board to communicate rules, create a Concessions volunteer schedule and then be on site during our day at Alpenrose

Trader Card Project Liaison

Do you think that The Card Project is the best thing since sliced bread?? Its creator is moving on this year and while he will still produce the cards/photos/posters, we need someone to present at the Team Parent meeting and get photographers signed up and trained. Don't let this special and unique program end!!