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BFA Board of Directors - Roles & Responsibilities
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President
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Oversee the operations of the Board and Bloomington Fastpitch Association Program
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Facilitates annual working session to develop strategy for upcoming season (October) - desired outcome is to align the board in the goals and success criteria for the year
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Attend meetings called by MN Softball representatives to obtain general information, updates to rules, etc. for regular and fall seasons
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Be an active member of the following committees:
*Budget
*Uniform/Spirit wear
*Fundraising
*BFA hosted tournament planning
*By-Laws/Policy changes (in years that these committees meet)
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Attend or Preside over other sub-committee meetings as needed or volunteered for
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Oversee player evaluation and team selection
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Be the face and voice of public relations and special events unless otherwise delegated
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Partner with Treasurer to determine submission of scholarship requests to share with Board for final vote
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Be prepared to step in and do any job, provide direction to any board member or volunteer
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Oversee any/all disputes and be the final decision maker (if necessary) in such dispute resolution
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Countersigns all orders on treasury for money
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Executes all contracts on behalf of Bloomington Fastpitch Association
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Attend BFA a majority of BFA events - clinics, recruiting events, community building events, tournaments, etc.
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Vice President-Administration
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Fills in for President as needed
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Chairs By-Laws and policy changes committee (in years committee meets)
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Authorizes background checks on coaches and board members every 1 year.
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Work with Secretary and Treasurer to maintain appropriate insurance coverage for BFA
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Maintains board roster
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Ensures all BFA coaches are compliant with MN Softball requirements (safesport certified, background check, etc)
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Maintains team rosters, memberships, and registration data
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Assist in registration of BFA teams in tournaments
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Register BFA teams with MN Softball for summer and fall seasons
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Be an active member of the following committees:
*Budget
*Uniform/Spirit wear
*Fundraising
*BFA hosted tournament planning
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Help facilitate budget process with Treasurer each year in October
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Assist President in coordinating special events
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Assist VP - Development with development and implementation of winter clinics, coach clinics, tryouts and team selections
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Actively help in all BFA hosted tournaments
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Attend BFA a majority of BFA events - clinics, recruiting events, community building events, tournaments, etc.
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Secretary
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Takes meeting minutes at every formal board meeting and emails to board members for review/edits no later than 1 calendar day following meeting
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Facilitates posting of minutes on BFA website (works with Communications Director) within 1 calendar day of board approval (approval takes place the following month's board meeting)
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Ensure BFA maintains adequate insurance coverage and remains in good standing, inclusive of golf cart insurance for tournaments
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Attend BFA a majority of BFA events - clinics, recruiting events, community building events, tournaments, etc.
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Treasurer
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Chairs Budget committee
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Proposes yearly budget with Budget Committee
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Obtain monthly income statement/balance sheet from designated accounting firm and meet with President monthly to review state of budget
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Maintains accounts payable files and pays bills/invoices within 30 days of reciept, including all tournament gate fees
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Present state of budget on a bi-monthly (or as appropriate) basis to Board
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Send bills/invoices to parties owing BFA and ensure timely collection of funds
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Prepare and file Federal and State tax returns (Due – 4/15 annually) OR in the event BFA secures an accounting firm, treasurer works with CPA to ensure all appropriate documentation is submited to CPA in a timely manner
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Make all check deposits within 7 calendar days of receipt and all cash depsoits within 1 day of receipt of funds
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Partner with President to determine submission of scholarship requests to share with Board for final vote
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Responsible for security of funds at all BFA hosted tournaments
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Assist Secretary to ensure BFA has adequate insurance coverage and remains in good standing
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Attend BFA a majority of BFA events - clinics, recruiting events, community building events, tournaments, etc.
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Vice President-Development
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Create and maintain BFA's overall player and coach development programs
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Develop and maintain procedures for development programs, including clinics and practice plan
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Actively participate in all BFA clinics, developing practice plans, skill stations, etc
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Leads all coaching reviews
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Send survey to all BFA members post summer season (August) to solicit feedback on successes and areas of improvement
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Send survey to all BFA members post fall season (October) to solicit feedback on successes and areas of improvement
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Reconcile and present results of surveys at September and November board meetings
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Provide written feedback to coaching staff identifying strengths and weaknesses at the end of Summer and Fall seasons, or more frequent as needed
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Takes lead in attempting to resolve all parent or coach grievences and/or issues before they reach committee level. Escalate to President in the event of grievence cannot be resolved OR grievence is the result of conduct that is considered a violation of BFA policy
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Provide direction and support to both Player and Coach Developlment roles
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Lead Coach Selection and Team Formation Committees
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Attend BFA a majority of BFA events - clinics, recruiting events, community building events, tournaments, etc.
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Player Development
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Responsible for coordination and faciliation of off season development opportunities (winter clinics, dome ball, etc) between the months of November and February, annually
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Responsible for the coordination and facilitation of tryout evaluations, in partnership with VP of Development and Coach Development Director
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Attend BFA a majority of BFA events - clinics, recruiting events, community building events, tournaments, etc.
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Coach Development
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Recruit and promote coaching applicants, both internally and externally
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Responsible for reviewing coach applications and making recommendations to the coach selection committee
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Mediate conflicts: coach to coach, coach to parent, coach to player
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Responsible for coordination and faciliation at least one coaching clinic annually
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Host manadatory coach meeting prior to summer and fall seasons
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Help with coordination and facilitation of tryout evaluations, in partnership with VP of Development and Player Development Director
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Attend BFA a majority of BFA events - clinics, recruiting events, community building events, tournaments, etc.
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Vice President Strategic Partnerships
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Overall responsibility of raising funds to meet the cost needs of BFA program
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Develops sponsor and fundraising budget annually
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Responsible for recommendation, organization, and development of sponsorship programs
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Secure new sponsors and maintain relationships with existing sponsors to ensure annual renewals
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Responsible for proper collection sponsorship funds
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Ensure proper collection of monies and timely payment of invoices related to fundraising
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Chairs fundraising committee
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Attend BFA a majority of BFA events - clinics, recruiting events, community building events, tournaments, etc.
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Fundraising Director
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Manage and maintain accurate accounting for all fundraising inventory
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Initiate and manage all volunteer efforts for fundraising activities
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Establish and lead execution of fundraising committe
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Develop and coordinate annual fundraising activities, with support of fundraising committee to meet the fundraising budget
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Work with BFA Communications (website) and Marketing Director to ensure proper website and internet exposure of all fundraising efforts
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Attend BFA a majority of BFA events - clinics, recruiting events, community building events, tournaments, etc.