The following information provides an overview of the key roles and responsibilities of the different board positions within the Rockford Area Athletic Association (RAAA) Baseball Program.
Director/Co-Director
The Director (and Co-Director if assigned) oversees the entire RAAA Baseball Program and is also a voting member of the overall RAAA Board. It is the responsibility of this position to provide overall leadership, direction, and strategy for the baseball program. Here are the main responsibilities:
- Schedule and facilitate all Baseball Board meetings
- Member of the RAAA Board and attends RAAA Board Meetings
- Create the monthly Board meeting agenda
- Act as a representative of the RAAA Baseball program in various matters
- Act as key representative with Rockford School District and Community Center
- Update baseball Sports Engine website:
- Update the Schedule page before January for the upcoming season
- Review the rest of the site quarterly for needed updates
- Set up registration pages
- Main point of contact for player/coach/parent conflict resolution when need arises
- Work with the Umpire Coordinator and any issues with the Umpire program
- Organize spring training (open gyms) and Evaluation day
- Work with High School Program for evaluators
- Print off evaluation forms and number accordingly based on the number of registrants
- Print player list for check-in
- Review evaluation numbers and determine teams accordingly with other Directors ONLY. Then communicate teams to parents
- Select Coaches for teams
- Coordinate and track each coach’s background checks, concussion training, and child Safe training
- Help put together coach’s clinic with High School Coaches
- Be the representative for Crow River Baseball leagues
- Fill out and submit the team registration
- Work with leagues to schedule fields and games
- Field Scheduler:
- Create a master google doc schedule for all practices and games
- Work with coaches on reschedules when needed
- Assist the equipment coordinator with getting needed equipment during the season
- Financial Governance
- Oversee bank account
- Provide expense breakdown for taxes
- Collect all Tournament fees from Traveling teams
- Cashing checks of those individuals who don’t volunteer or fail to turn in their jerseys
- Assist other board members in their responsibilities where needed
- Determine Picture day
- Secure all volunteer checks and cross-reference them against the entire roster to ensure each family submits a volunteer check
Associate Director
The Associate Director works closely with the Director/Co-Director to provide overall leadership, direction, and strategy for the baseball program. Here are the main responsibilities:
- Attend Baseball Board Meetings and offer suggestions/input on the program
- Assist/Support Director in all their responsibilities
- Fill in during the absence of the Director
- Attend and help lead all Baseball Board meetings
- Member of the RAAA Board and attends RAAA Board Meetings
- The key point of contact for the Willie Mays League
- Main Point of contact with High School Program, focusing on coaches' clinics, evaluations, and Youth Night
- Work with the Minor League Coordinator to ensure Coaches are adequately trained and know how to access the coach’s resources on the website
- Newspaper/Media Contact
Bankwest/Riverside Field Coordinator
The Bankwest/Riverside Field Coordinator is responsible for the overall management and maintenance of Bankwest Field and Riverside fields. Here are the main responsibilities:
- Attend Baseball Board Meetings and offer suggestions/input on the program
- Determine all field needs for Bankwest field and Riverside Fields
- Coordinate weekly maintenance of field (mow infield, water infield, etc)
- Champion and coordinate field improvement projects
- Coordinate spring clean up to get the field ready for the season
- Coordinate fall clean-up to repair and/or address any field concerns for next season
- Work with the city for field needs (porta potty, etc) and approval for improvements
Uniform/Equipment Coordinator
The Uniform/Equipment Coordinator is responsible for the management of all uniforms and equipment. Here are the main responsibilities:
- Attend Baseball Board Meetings and offer suggestions/input on the program
- Evaluate/determine what equipment/supplies are needed at the end of the season and communicate to the Board
- Distribute uniforms and equipment to teams for 9U and up.
- Work with the Minor League Coordinator regarding equipment distribution as needed for 8U and down
- Ensure adequate inventory of jerseys and equipment. Inform Directors what needs to be purchased
Minor League Coordinator
The Minor League Coordinator is responsible for the TBall, Rookie Ball, and Machine Pitch Leagues. Here are the main responsibilities:
- Attend Baseball Board Meetings and offer suggestions/input on the program
- Develop the schedule and disseminate the information to parents
- Create teams and determine coaches for assigned levels
- Work with the Apparel Coordinator to determine uniforms for Tball, Rookie Ball, and Machine Pitch league
- Work with the Equipment Coordinator to distribute equipment
- Coach and parent liaison for all program-level questions/concerns
- Work with the Field Coordinator for Riverside needs
- Work with the Associate Director to conduct a coaches meeting to review program guidelines, and coaching resources and answer questions
- Key representative with the Machine Pitch league Director
Apparel Coordinator
The Apparel Coordinator is responsible for managing the uniforms for TBall, Rookie Ball, and Machine Pitch, plus any Coaches' apparel. Here are the main responsibilities:
- Attend Baseball Board Meetings and offer suggestions/input on the program
- Work with Minor League Coordinator for uniforms for TBall, Rookie Ball, and Machine Pitch leagues
- Work with Director/Associate Director for Coaches Apparel
- Work with preferred vendor on uniforms and coach’s apparel
Marketing/Communications Coordinator
The Marketing/Communication Coordinator is responsible for both marketing and/or communicating our program to our community. Here are the main responsibilities:
- Attend Baseball Board Meetings and offer suggestions/input on the program
- Work with Directors to craft appropriate messaging to our parents about the upcoming schedule of events
- Send out pertinent information to parents, families, coaches, etc. via e-mail (using Mailchimp):
- Update MailChimp with parent email addresses during the registration process or ad hoc when needed
- Directors will provide email addresses from all registrations
- Utilize our Facebook page as a secondary communication tool
- Find ways to promote our program and increase participation
Events Coordinator
Plans and coordinates RAAA Baseball events. Supervises event staff and volunteers working events. Helps budget and procure events according to association needs.
Umpire Coordinator
The Umpire Coordinator is responsible for overseeing our umpire program. Due to the nature of this position, the umpire coordinator will be a paid position. Here are the main responsibilities:
- Attend Baseball Board Meetings and offer suggestions/input on the program
- The coordinator will be paid twice for the season, half at the beginning of the season and the other half at the end of the season. In addition, they will also be paid for any games they umpire throughout the season
- Recruit umpires through parent communication, coaches, and HS program
- Provide training for umpires
- Find and assign Rockford umpires for weekday/league games and record them on the umpire Google doc. If no Rockford umpires are available,
- Work with Delano (Brian Anderson) to fill needed games
- Personally umpire the game yourself if available
- Give umpire reminders at the beginning of the week for upcoming games
