Volunteer with BHGS

THE PRESIDENT

The Office of the President is obligated to follow and uphold the Branham Hills Girls Softball
Constitution, the Branham Hills Girls Softball League Rules and Playing Rules, and all written
directives from Branham Hills Girls Softball. The President in cooperation with the Secretary
shall establish the agenda for all duly noticed Branham Hills Girls Softball Board Meetings.
When present, shall preside over all League Board meetings. On League business that requires
a League Board vote, after calling for a second vote, the President will only vote when a tie still
exists in the voting. Together with the other board members will help organize and direct all
Branham Hills Girls Softball League activities. The President is the Director in charge of the ASA
(or other affiliated) Program. In agreement with the elected Board is responsible for all volunteer
personnel and all Branham Hills Girls Softball League functions. The President shall immediately
suspend any individual(s) from further League participation for inappropriate adult behavior
pending the outcome of the entire Board’s action concerning this League matter. The President
is responsible for all the Branham Hills Girls Softball League assets, including all League
equipment. After the Board has approved dispersion of League funds by a Board vote, will
countersign with the Secretary all Branham Hills Girls Softball League Checks as so noted in the
League Board Meeting minutes. The President will make certain that all Branham Hills Girls
Softball League purchases are done by a League check issued directly to the vendor and never
issued directly to any elected or appointed member, except for the reimbursement of Board
approved expenses, of the Branham Hills Girls Softball League Board of Trustees. May attend
any and all meetings involving the Branham Hills Girls Softball League with the only exception
being that of the General Election Nominating Committee Meetings. The President may become
a team staff member and shall be eligible for selection to tournament team participation.

 

THE VICE PRESIDENT
The Office of the Vice President is obligated to follow and uphold the Branham Hills Girls Softball
Constitution, the Branham Hills Girls Softball League Rules, the Branham Hills Girls Softball
Playing Rules, and all written directives from the Branham Hills Girls Softball. The Vice President
shall immediately suspend any individual(s) from further League participation for inappropriate
adult behavior pending the outcome of the Board’s action concerning this League matter. The
Vice President with the other board members will help organize and direct all Branham Hills Girls
Softball League activities. The Vice President is the liaison with the Union School district and will
oversee the travel ball program and be the travel ball director in the absence of a duly appointed
Travel Ball Director. In the absence of the President will preside over all Branham Hills Girls
Softball Board meetings. The Vice President can sign League checks. Will be present at
activities of the Branham Hills Girls Softball League. If the Safety Director has not been
appointed by January 1st, the Vice President will be the interim Director of the League’s Safety
Program until the League Board appoints a Safety Director. The Vice President may be a team
staff member and selected to the travel program.

 

THE SECRETARY
The keeper of all official records of the Branham Hills Girls Softball League. The Secretary shall
take all Board Meeting minutes, and the minutes of all general and special meeting of the
Branham Hills Girls Softball Board of Trustees. The Secretary will provide a copy of the written
meeting agenda as established by the President to every board member at each Branham Hills
Girls Softball Board Meeting. The Secretary will notice the attending Board Members, all Board
motions and outcome of all Board votes or Board motions, yea or nay. At the start of each
Board Meeting will present the Board minutes from the previous meeting to League Board for
Board corrections, Board additions and then Board approval. Will see that the all Board
members receive a written copy of the Board meeting minutes immediately after the Board has
approved the minutes and will post the minutes on the BHGS website. The Secretary will make
certain that all Branham Hills Girls Softball League purchases are approved by the League Board
and payment is done by a League check or League ATM issued directly to the vendor. Checks
issued to League Board members can only be for reimbursement of League Board approved
expenses. On a monthly basis the Secretary will submit a copy of the approved Board meeting
minutes for placement in the League file as a matter of public record. Will receive all Official
incoming Branham Hills Girls Softball League information. The League Secretary is responsible
for maintaining all documentation including but not limited to the Official Branham Hills Girls
Softball Board and Team Insurance Registration Forms. The Secretary must ensure that these
forms are sent in a quick and precise fashion in order for the Branham Hills Girls Softball League
and all League Teams to be provided with all necessary insurances. The Secretary will send the
Pre-Election Information, which includes the names and numbers of the Nominating Committee
via US Mail or email to the League’s Voting Membership on or before May 1st. For this purpose,
the League Secretary will furnish to the Branham Hills Girls Softball League Board of Trustees a
list of the names and mailing addresses of record of all persons legally entitled to vote on or
before May 1, of the current season. The League Secretary should certify that the Voter’s List (to
be used by the nominating committee) is correct, to the date of May 1, of the current season.
Will monthly update the League Voting Membership Roll, which will include the exact mailing
address of each and every League Voting Member. This voter list will be used in the Branham
Hills Girls Softball League’s "Vote" which will be held on or before June 1st of the current
season. The Secretary will make certain that prior to May 21st, the nominating committee
disseminates the board approved Official League Election Ballot to the League’s voter
membership.

 

THE TREASURER
The Treasurer shall not be elected to more than three (3) consecutive terms of office. The
Treasurer is the League’s Chief Financial Officer. The first duty of the Treasurer is to make
certain the League has a federal tax identification number on file with the Internal Revenue
Service as required by federal law. The Treasurer has the ultimate responsibility for the finances
of the Branham Hills Girls Softball League including the timely preparation and submittal of all
local, state and federal tax forms. No one in the League supersedes the financial authority of the
Treasurer when it comes to the money matters of the League relative to upholding common
accounting principles and practices. The Treasurer will establish methods by which standard
accounting principles will be used by all League Members regarding any financial transaction.
The Treasurer with Board approval will establish the League Budget that will be followed during
the League Board’s term of office. The League budget must be approved no later than Nov. 1
each year. The Treasurer will maintain the League checking account retaining all League checks
in their possession. The Treasurer will make certain that League checks are only authorized after
the expenditure have been pre-approved by the majority vote of the League Board of Trustees. If
individuals are compensated for officiating or scorekeeping or other League duties as
established by the Board of Trustees, the Treasurer must be notified of this fact in writing. Any
individual receiving $600 or more from the League for services will necessitate that the Treasurer
file a 1099-MISC and summary form 1096 with the Internal Revenue Service. In the Minutes of
the Board meeting, the Treasurer will have the Secretary note all League expenditure requests,
the approval/disapproval of all non-budgeted expenses, the vendor who will be receiving a
League check, the check number being issued, and the exact amount of each check being
issued. This notation in the League minutes establishes full financial accountability to the
League’s Membership. The Treasurer is the responsible agent for all income, expense, invoicing,
collection of revenue and for the immediate depositing of all League funds in the one bank
account of the League. The Treasurer will submit to the Secretary a record of the deposit that
describes in detail each item of that deposit. Under no circumstances, will the Treasurer ever be
a signor on the Branham Hills Girls Softball League Account. In cooperation with the fundraising
board member will be responsible for the timely financial accounting of all fundraising products
and the fund-raising monies generated. The Treasurer will reconcile the Branham Hills Girls
Softball League Account on a monthly basis and this reconciliation will be part of their monthly
financial report at each bi-monthly or monthly Board Meeting. The Treasurer will guarantee that
all the Branham Hills Girls Softball League’s finances are accurate, precise, and currently up to
date. The Treasurer will use the Branham Hills Girls Softball League Summary Statement of
Revenues and Expenses Form throughout their tenure or office.
Proper and timely use of this form will enable the Board to have a complete financial
understanding of the exact revenue status of the Branham Hills Girls Softball League.

 

THE PLAYER AGENT(s)
The Player Agent(s) is the representative of all girls in the League and as such, will be
responsible to see that all girls are treated in a respectful and just manner and for this reason
should not manage, or coach any regular season League team without League Board approval.
Any charges of possible mistreatment are thoroughly investigated by the Player Agent(s) and
brought to the attention of the Branham Hills Girls Softball League’s Board in writing. The Player
Agent(s) shall immediately relieve any individual(s) from further League participation for any
inappropriate adult behavior pending the outcome of the Board’s action concerning this League
situation. The Player Agent(s) will supervise all player/adult registrations; keep possession of all
confidential registration forms, and immediately tender all registration monies to Branham Hills
Girls Softball. The Player Agent(s) will guarantee that all information about girls and their parents
is kept strictly confidential. The Player Agent(s) will keep accurate records of all players that
information will
be available at any duly called Board meeting. Will only release confidential information to the
duly elected Branham Hills Girls Softball Board after written notice has been received. The
Player Agent(s) will oversee all team selections and will make sure all decisions are in the best
interest of the girls. The Player Agent(s) for conflict-of-interest concerns may supply information,
but may not participate in team selections for a division, which they are managing or coaching.
Immediately after the team selection has been conducted will submit the completed Official
Branham Hills Girls Softball Team Insurance Registration Forms to Branham Hills Girls Softball.
Before permitting any type of team activity, the Player Agent(s) will make certain all the required
Branham Hills Girls Softball Team Insurance Registration Forms have been properly activated
providing the League and each team with the necessary insurances. All late registrants will be
assigned to teams after being approved by the League Board at a duly noticed Board Meeting.
After careful investigation the Player Agent(s) will submit in writing to the League Board
information concerning the possible misuse of any girl; or parents notification of their daughter
dropping from a team. The Player Agent(s) will report any form of non-minor injury to any player
at the next Board meeting. Before the season starts, the Player Agent(s) should oversee one
practice of each team and after the season starts a few of each team’s games. The Player
Agent(s) will make certain that the well-being and proper treatment of every girl is vital in the
actions of every team staff and all adults in the League. During the playing season the Player
Agent(s) has the League Authority to visit any team. The Player Agent(s) with the support of the
Vice President for the Branham Hills Girls Softball will conduct the Thunder Selection Team
Meetings. When the Official Branham Hills Girls Softball Thunder Team Roster is finalized, the
Player Agent(s) will submit these forms for the selected teams to the Secretary for the prompt
submission to Branham Hills Girls Softball and the Union School district. The Player Agent(s) is
responsible for the timely filing of all current Official Branham Hills Girls Softball Board and Team
Insurance Registration Forms. These forms must be sent by the Player Agent(s) in a quick and
precise fashion in order for the Branham Hills Girls Softball League and all League Teams to be
provided with all necessary insurances.

 

UMPIRE-IN-CHIEF (UIC)
The UIC maintains the integrity of the Playing Rules of BHGS Girls Softball by
overseeing hiring, training, performance and scheduling of qualified umpires. Defines
and runs the Youth Umpiring program for the League. Handles all requests for
interpretation of rules and resolution of game protests.
Time Commitment: 3 hours a week
Primarily Fall and Spring – Flexible - recruit umpires, schedule USA umpire training in
early months.
March – May – schedule umpires, complete umpire payroll request, monitor umpires.

 

SAFETY DIRECTOR
The Softball Safety Director is responsible for the safety of all players at all softballrelated events. This includes developing and implementing safety policies and procedures, conducting safety inspections, and responding to safety incidents. The Safety Director must have a strong understanding of softball rules and safety and be able to work effectively with a variety of stakeholders, including coaches, players,
parents, and administrators. The Safety Director also has jurisdiction over proper equipment usage.

 

SEASONAL:
Volunteers will attend an organizing/planning meeting in early October and February.
May be asked to attend board meetings for status reports. Meetings are a mix of in person and
Zoom. There are many opportunities available to help out, even those not listed.

PRE SEASON:
Equipment Coordinators (Can be Two Volunteers)
Time Commitment: 6 hours total. Primarily – February – Couple of Saturday afternoons –
Inventory all league playing and field equipment, supply a list of broken, missing equipment and
generate a list of equipment to purchase for the season. Oversees distribution and return of
equipment to each team ensuring all equipment is in safe and appropriate condition and team
bags are equipped with First Aid Kits in cooperation with the Safety Director. Maintains
equipment throughout the season, including chalk, balls, equipment repairs. Is responsible for
the equipment room.

Uniform Coordinators (Can be Two Volunteers)
Time Commitment: 8 hours total. Primarily - late February to Opening Day, mid-March
Flexible - 4 hours planning and one day to pass out uniforms
Compiles a list of uniforms (shirts, socks, visors for 6u) for each team, orders uniforms through a
selected distributor, plus uniform shirts for team staff, and board members. Downloads uniform
information from Team Snap and creates an ordering spreadsheet for the uniform supplier.
Works with the managers to distribute uniforms to teams. Orders League apparel and manages
sales on opening day.

League Scheduler (one Volunteer)
Time Commitment: 6 hours total. Primarily – February
The League Scheduler is responsible for creating and managing the schedules for all teams in
the league. This position typically works closely with the player agent and interleague contacts to
produce practice and game schedules for each team.

SEASON:
Event Coordinators (Two Volunteers)
Time Commitment: 10 - 15 hours total. Primarily – March - June – Opening and Closing
Day, Two Planning Meetings – Few phone calls, December – Saturday couple hours,
Sunday Parade
Responsible for planning, organizing volunteers and promoting League-wide events including
Opening Day (opening ceremonies and family fun day), Los Gatos Parade, Santa Clara
University Softball Game, and Closing Day (ordering trophies, Sportswomen and Coach of the
Year recognition).

Volunteer Director (One Volunteer)
Time Commitment: 2 hours week- flexible. Primarily March - May
Coordinate individuals who sign up to volunteer. Create a volunteer schedule, schedule
volunteers for various events, notify and confirm with volunteers. Mainly emails. Perfect for a stay
at home person.Help recruit for open positions.

Division Coordinators (Four Volunteers)
Time Commitment: 2 hours a week. 6U, 8U, 10U, 12U
Primarily – February – One Saturday afternoon -One evening - coaches clinic
March to May – At the fields when your division teams play
On your division practice/ game day, open prior and secure after; the field equipment room,
bathrooms and make sure all fields are clear of equipment and players. Have a check in meeting
with your division coaches and managers (with an executive board member) once at the
beginning of the season and once in the middle of the season. Acts as a resource to team
managers and coaches in their division to provide information, or clarification on league
procedures, policies and rules. Be the liaison between the division and the league. May assist
the player agent in formulating the teams for your respective division.

Sponsorship/ Raffle Coordinators (Two Volunteers)
Time Commitment: 8 hours total flexible. Primarily – February – mid-March, Day of events
Disseminate sponsorship information to teams. Track sponsorships, give list of sponsors to
league for sponsor plaques. Opening day, work with each team to put together a themed raffle
basket to be raffled on opening day. Set up raffle basket display on opening day, coordinate
raffle basket ticket sales, coordinate the drawing for the winners, distribute raffle baskets and
complete a final report.

Hit-a-Thon (HAT) Coordinators (Two Volunteers)
Time Commitment: 8 hours total. Primarily – March – two meetings & pre HAT prep,
Saturday morning HAT day
Coordinate the Opening Day Hit-a-thon Fundraiser.
Order HAT pledge forms, tee shirts, distribute pledge forms to all teams, establish day of HAT
team batting schedule, coordinate day of field set up, secure prizes for longest hit and most
money raised, coordinate with each division rep to supervise their division HAT, announce
winners and award prizes, collect and tabulate donations with the treasurer, make final report.
Yearbook (Two Volunteers)
Time Commitment: 10 hours total- Flexible
Primarily – April-May
Coordinate the publication of the annual end of season year book. Work with a designer, the
BHGS photographer, and printer to produce the yearbook.

Clinic Coordinator (One Volunteer)
Time Commitment: Primarily – January to March – planning, weeknights and Saturday
afternoon attending clinics –
Responsible for scheduling all softball clinics approved by the league. This includes coordinating
with outside coaching companies as well as internal league staff. Duties include registration for
the clinics, scheduling session times, communicating with the players/parents and supervising
the clinic. Responsibilities also include league provided clinics, scheduling and planning.
Social Media Manager and Webmaster (Two Volunteers)
Time Commitment: 1 hour weekly. Primarily – January - May
Raise awareness of BHGS through Facebook, Twitter and other social media. Help promote the
league in new ways! Oversees and maintains the League website by collecting, reviewing and
updating information for publication. Develops new website features to ensure current and new
information needs are met.

Travelball Coordinator (One Volunteer) Time Commitment: 20 hours
Primarily – April- May – 12 hours – Flexible – Sunday tryouts
Oversees the summer and fall travel softball programs and works with the board, player agent to
establish the Thunder program, schedule tryouts, select coaches and managers, schedules
tournaments and friendlies, works with the treasure to track all income and expenses.

Snack Shack Manager (Two Volunteers)
Primarily –March to May – Weeknights and Saturday - some flexibility
Manages food selection, Supervises snack shack coordinators. Oversees scheduling of team
parents and substitutes, assures the opening and closing Snack Snack.
Oversees the purchasing and inventory for the League snack shack, manages the budget and
finances, cash box and generating the snack shack reports. Oversees Snack shack’s ability to
generate revenue and adds to the overall positive experience of BHGS softball.

Snack Shack Coordinators (Four Volunteers)
Primarily – March – May: 2 hours weekly on night division plays
Snack Shack Coordinator for each division is responsible for overseeing the coordination with
each team manager the scheduling of a team parents (home team must supply one parent for
the snack shack each practice and game) and for coordinating the opening and closing of the
snack shack on their division weeknight.
Will be trained in the processes necessary to run/oversee the snack shack.

Snack Shack Buyer (Two Volunteers)
Primarily – March – May: 2 hours monthly, once every two to three weeks.
Handles the purchasing and inventory for the League snack shack. Typically restocks the
shelves twice a month for the Spring Season.

League/Divisional Photographer (One to Five Volunteers)
Primarily – March – May: 2 hours monthly (30 minutes, once a week)
Photographs players, coaches and parents during practices and games. Loads all photos to
Google Drive for use in the yearbook and on the web/social.

Photo Day Coordinator (One Volunteer)
Primarily – March: 2-3 hours prior to photo day
Coordinates photography company and team photo times. Assigns times and provides a
schedule for team photo times. Runs the check in process for each team on photo day.

Fundraising Coordinator (One to Two Volunteers)
Primarily – March – May: 2 hours monthly
The fundraising coordinator helps raise money for the league. They work with a variety of people,
including donors, volunteers, and members of the league, to develop and implement fundraising
strategies. Activities can include, planning and coordinating fundraising events, soliciting
donations from individuals and businesses, maintaining donor relationships, and tracking and
reporting on fundraising results.

Maintenance Manager(s) (Two to Four Volunteers)
Primarily – March – May: 2 hours monthly
The maintenance managers oversee the maintenance of the league facilities. This includes
snack shack and equipment building, field equipment, and tools. Maintenance managers are
responsible for ensuring that all facilities are in good working order and that any repairs or
maintenance are completed when needed. They also work to develop and implement preventive
maintenance to help extend the life of equipment and facilities.