MAA Board of Director Duties
President – Preside at all meetings of the Board of Directors. Interpret rules and coordinate all operations of the Corporation. Appoint members of committees.
Vice-President – Assist the President whenever needed. Perform the duties of President in his/her absence.
Secretary –Notify members of meetings, prepare an agenda and keep record of each meeting. Prepare all forms needed by the Association. Keep and distribute the Constitution and By-Laws.
Receive all funds paid or donated to the Corporation. Keepaccuraterecords of Association funds. Distribute funds and send invoices as required. File annual report with the State Corporation Commission.
Sit as an advisor/consultant to the President and all other Board members. Responsible for updating any/all amendments to the By-Laws, Constitution, and Policies and Procedures of the Corporation.
Facilities Director –
Oversee sports facilities, maintenance and risk management thereof. Analyze future Association needs and other factors that will affect the Association youth sports activities.
1- Responsible for the collection of all information pertaining to the activities of the association this information shall be posted on the web site and may be presented to the press, radio or television stations, and any source of public information. The Publicity Director is charged with the maintenance of a current mailing list of the members of the association.
2- Maintain and run the association website, this includes creating registration information for each sport, working with each director to ensure their information is accurate and up to date.
3- Update security access for board members and coaches for the web site.
4- Post information as needed by different areas of the association on the web site.
5- Must have strong computer skills and know how to administer and run an organizations web site.
6- Maintain current records on all association members and ensure the web site member data base is kept current.
Maintain a current mailing list for the Association. Responsible for collecting all information regarding activities of the Corporation for distribution as needed.
Baseball Director –
- Attend all scheduled meetings for Chesterfield Baseball Clubs (CBC). Monthly and as needed
- Attend all Midlothian Athletic Association meetings (MAA). Monthly and as scheduled
- Prepare Baseball Budget.
- Advertise and promote the Baseball Program prior to registration. Distribute flyers to schools and daycares in Midlothian. Put out display signs announcing the registrations.
- Complete 4 registrations for player enrollment.
- Collect Registration money and turn into MAA Treasurer.
- Copy and maintain records of all registration forms.
- Select and Assign coaches to each team.
- Complete assessments of players during tryouts. Assist in the assignment players to teams in a proper manner.
- Take calls and emails from parents and return calls in a timely manner.
- Order and Distribute uniforms for players. Resolve all mistakes that may arise with the orders.
- Order and Distribute CBC Game Balls and equipment needed for MAA teams.
- Assign practice times and field assignments to each team.
- Complete Rosters for each team to be turned into CBC prior to the start of the season.
- Resolve any problems or conflicts that may arise during the season.
- Schedule and work the Rockwood concession for 2 weeks as a fundraiser for MAA. Recruit and schedule volunteers to work the concession.
- Schedule Photographer for team photos.
Baseball Co-Director –
Fulfill any duties the director is unable to perform or those duties delegated by the director to the co-director. The co-director can vote in the director’s absence.
Softball Director –
- Planning and coordination of Softball Season, this includes but not limited to the following duties
- Signups: this includes setting up signup days and the emails and questions that come from all the parents
- Ordering of uniforms and equipment
- Attending monthly meetings for CYSA and serving on committees within that organization
- Rosters and Team divisions
- Recruiting to increase numbers
- Monitoring the season-keeping in constant contact with coaches to help mediate any problems or answer any questions
- Working with other associations to improve the sport
- Establish guidelines for the season
- Attend monthly meetings for MAA
- Equipment keeper
Girls Basketball Director –
1. Planning and coordinating the Girls Basketball Season, this includes but not limited to the following duties
2. Signups: This includes setting up signup days and the emails and questions that come from all the parents, preparing flyers and communication, getting these approved by parks and recreation. Attending the signups or arranging for coverage at the signup.
3. Coordination the registrations with Boys Basketball and Basketball Cheerleading
4. Keeping the Girls Basketball page updated with relevant information
5. Tracking the registration and the fees associated and ensuring that the budget is maintained this includes tracking down missing information and checking school boundary and obtaining appropriate waivers from other associations.
6. Ordering of uniforms and equipment as necessary to ensure there is enough for the season.
7. Attending monthly meetings for CGBL meetings from September through March as well as serving on committees within that organization.
8. Keep track of registration both on-line and walk up.
9. Preparing the rosters for each team within divisions
10. Finding coaches and assistant coaches as well as dividing up the gym times for practice and fielding questions from parents about the days and times.
11. Recruiting to maintain and increase numbers each year
12. Monitoring the season-keeping in constant contact with coaches to help mediate any problems or answer any questions that may arise.
13. Working with the Girls Basketball directors in other associations to find players to help make up teams
14. Schedule a photographer for team photographs.
15. Attend monthly meetings for MAA and report on the state of the sport
16. Equipment keeper- Maintain all basketballs and uniforms to ensure they are not damaged in the off season.
1. Attend monthly and special CQL meetings.
2. Work with the Equipment Director to order and pickup or arrange for delivery of all uniforms and equipment as well as a current inventory of equipment.
3. Responsible for signups which includes setting up signup days and the emails and questions that come from all the parents, preparing flyers and communication, getting these approved by parks and recreation. Attending the signups or arranging for coverage at the signup.
3. Recruit and adequate number of coaches for each team.
4. Communicate to the Board all pertinent CQL information.
5. Provide the webmaster details for online registration and ensure all information is correct. Monitor and download all on-line registration data.
6. Pass out all football equipment to players only after registration fees and equipment deposit checks have been collected.
7. Coordinate and communicate to all coaches and team parents’ necessary paperwork, concession and other game-day responsibilities.
8. Communicate with other MAA officers and directors with regards to budget, concessions, equipment and spirit wear.
9. Arrange for team and individual photos working with the Cheerleading Director to coordinate the date and time.
10. Coordinate homecoming activities with the Cheerleading and Concession Director
Football Cheerleading –
1. Attend CCL meetings (spring and fall)
2. Pay CCL fees
3. Advertise registration on website
4. Advertise registration at schools
5. Conduct several registrations - this involves either measuring the girls yourself or coordinating with Team Spirit to be at your registrations and they do it.
6. Recruit coaches for 4 squads - if over 18, they must have background ids - order coach's shirts
7. Register for camps - must have how many are attending, name of each, age of each, t-shirt size of each
8. Work with coaches to select practice schedules.
9. Work with various organizations to possibly attend camps, MAA night.
10. Attend monthly MAA board meetings
11. Organize registration forms and make squad lists for CCL and sponsors - turn in rosters to CCL and pass on info to sponsors (get sponsors for each squad)
12. Attend any and all camps over the summer
13. Order uniforms and/or work with Team Spirit
14. Select bows, buy and or make, distribute
15. Select socks, get sizes, order and distribute
15a. Select socks, get sizes, order, distribute and collect money
16. Select sweatsuits, get sizes, order, collect money and distribute
17. Help parents trade in uniforms
18. Deal with all uniform issues, collect money, distribute
19. Get game schedules out to sponsors, keep them updated on all upcoming events
20. Work with concessions regarding deposits
21. Go to practices and games
22. Get first aid kits to sponsors
23. Update website
24. Register for competitions
25. Pay league fees and competition fees
26. Help plan and implement homecoming activities
27. Register for Midlothian Day Parade (optional)
28. Work with CCL and JB Watkins for late fall gym times for inclement weather
29. Organize end of year banquet - select place, plan menu, pay fees, collect admission
30. Get coachs' gifts
31. Get cheerleaders' gifts
32. Gather info on flag exhibition
33. Keep girls motivated and parents happy!!
Concession Director Duties –
The primary function of the concessions director is to provide food and beverage for the home football games. There are many ways to do this to make it your “own”. This is a fundraiser for MAA, and all funds go into the general fund.
1. Strong organizational skills
2. Previous concession experience helpful but not necessary.
3. Ability to take charge of groups of people and delegate work.
4. Mini van is very helpful.
5. should be able to lift over 15 lbs.
6. You will be required to attend a safe food handling class thru the health dept.
1. Starting 2 weeks before the 1st football/cheerleading sign-up you need a plan in place to get the parents involved to work the concessions. Your plan needs to be firm and consistent, this plan will be passed on to the Directors, coaches, board members and the parents.
2. Once you have your plan you need to launch it- attend sign-ups, make a master list of games at home and how you will staff the stand.
3. The board will decide on the amount of the deposit to be held until they meet their requirement. These checks should be given to you and held by you until have done their time.
4. You will decide what to sell at the stand. You will also shop for the items. There are shelves in the shed to store non-perishables, paper products, and also your equipment. There are also plastic tubs there to store the items in. You can not keep items in the concession stand due the rotating of usage with other teams. You will also price your items for sale.
5. When shopping it is easier to shop ahead at the start of the season for cups, napkins, condiments, foils, metal pans etc… This will give you a base for start up and reduce your game day shopping. You can also do drinks the same way and candy.
6. Currently we have a freezer that remains in concessions-it is locked-it is used to store meats and buns left from 1 game to the next.
7. There is the coke fridge in concessions as well, this can store perishables on game day and or drinks.
8. Armed with above information, you then need to shop. You are issued the SAM’S card and you can shop the day of the game and bring it directly to the field at set-up time. Your workers can then help you unload and set-up. They can also bring your items from the shed and the grill forward to concessions.
9. It is your responsibility to be present at all home games. You have the food handling certificate and need to be there during all of the games. This does not mean you have to be in the concessions all the time but you have to be avail and oversee that the meats are being cooked correctly and safe food handling practices are being observed. If you delegate each job in the booth to 1 person and less of a free for all and you will be freed up to actually watch your child play.
10. On game day- you bring the cash box to the field, ice, and make sure you have gas for the grill. You can delegate ice and gas.
11. At the end of the games you orchestrate packing up and returning the items to the shed and they are stored properly in the containers.
12. Currently there is no hot water in concessions so you have to take home and wash utensils. If you assign this out be sure you can get them back before your next game.
13. You also need to count the money and make a report sheet to the board listing sales-expenses-profits, and give the $ to the treasurer.
14. You also have to track who worked their shift so they get a returned deposit check.
Ways and Means Director –
- Coordinate with the director of each sport to sell MAA spirit ware which includes (sweatshirts, t-shirts, hats, water bottles, etc.).
- Organizing fund raising activities such as the chili cook-off, CiCi's Pizza night, Outback Night as well as other fund raisers considered by the board. While these activities occur primarily during Football season the CiCi’s Pizza can occur during other seasons as well.
- Ordering and maintaining an inventory of MAA spirit ware and maintaining the on-line store, tracking sales and ensuring delivery.
Boys Basketball Director –
- Planning and coordinating the Boys Basketball Season, this includes but not limited to the following duties
- Signups: This includes setting up signup days and the emails and questions that come from all the parents, preparing flyers and communication, getting these approved by parks and recreation. Attending the signups or arranging for coverage at the signup.
- Coordination the registrations with Girls Basketball and Basketball Cheerleading
- Keeping the Boys Basketball page updated with relevant information
- Tracking the registration and the fees associated and ensuring that the budget is maintained this includes tracking down missing information and checking school boundary and obtaining appropriate waivers from other associations.
- Ordering of uniforms and equipment as necessary to ensure there is enough for the season.
- Attending monthly meetings for CBL meetings from September through March as well as serving on committees within that organization.
- Keeping track of registration both on-line and walk up.
- Preparing the rosters for each team within divisions
- Finding coaches and assistant coaches as well as dividing up the gym times for practice and fielding questions from parents about the days and times.
- Recruiting to maintain and increase numbers each year
- Monitoring the season-keeping in constant contact with coaches to help mediate any problems or answer any questions that may arise.
- Working with the Boys Basketball directors in other associations to find players to help make up teams
- Schedule a photographer for team photographs then schedule when each team is to arrive.
- Attend monthly meetings for MAA and report on the state of the sports equipment keeper- Maintain all basketballs and uniforms to ensure they are not damaged in the off season.
Basketball Cheerleading Director-
1- Know what kind of budget you will be working with for the season (Finance committee will pass those out)
2- Attend CCL meeting (held in Dec.)
3- Advertise registration sign-ups thru website and school system (Lantern great place)
4- Conduct several walk-up signs for registration
5- Recruit coaches for 3-5 squads (over 18 must have background ID checks) and one parent to help supervise practice and games
6- Contact Team Spirit for time/place of measuring girls for uniforms
7- Compile list of all girls signed up for cheering and then do a breakdown of ages to form the squads
8- Send team rosters to Commissioner of CCL
9- Order lollies, hairbows, socks and coaches shirts thru vendor of choice and distribute
10-Place any uniforms on the website “exchange” that parents would like to sell
11-Contact JB Watkins to make sure we have the school for a designated practice night and all paperwork has been completed
12-Get with director of boy’s basketball (who we cheer for) and get schedules of games (make copies and pass out to coaches and squads)
13-Research photographers for girls pictures to be taken during season
14-Constantly update website with any information concerning basketball cheerleading during season
15-Attend practices and games
16-Conduct a parent meeting at first practice (go over rules for gym; uniforms, etc)
17-Organize end of season party (place, time, date, menu, gifts) if low on budget what will be the cost of admission to banquet
18-Attend monthly MAA meetings (held 3rd Monday of the month)
19-Always stay in contact with your team sponsor/parent- updating them with information
20-Remember to have fun