1. President, (pre-requisite, 3 years as a board member),

a. The duties and responsibilities of the President shall be:

1. To be responsible for directing the affairs of the MWGSL so as to further its purposes and objectives.

2. To be present and preside at all meetings of the Board of Directors and the Executive Board.

3. To cause to be called special meetings of the Board of Directors and the Executive Board.

4. The President is required to approve the secretary’s minutes and the treasurer’s report after they are approved at a regular meeting.

5. To sign and make all contracts and agreements in the name of the MWGSL, with the approval of the Executive Board. All financial transactions shall be submitted to the Treasurer for disbursement.

6. To ensure that the records, reports, statements and certificates required by statute are properly kept, made and filed according to applicable law and according to the requirements of member-affiliated organizations.

7. To maintain a "turnover" file of all pertinent correspondence and other informational items.

8. To ensure that these By-Laws are observed and to perform all other duties incidental to the position and office as required by law.

9.  It shall be the duty of the President to prepare or assist in the preparation of the budget for presentation to the Board of Directors at the September Board of Directors Meeting.

10. It shall be the duty of the President to keep league standings and submit an umpire payment list to the Treasurer for payment at the end of the playing season.

11. It shall be the duty of the President, upon receipt of field approvals, to prepare, have printed and distribute the playing schedule. The president may delegate a person or persons to create and prepare the schedules for distribution.

12. It shall be the duty of the President to arrange for the approved use of Parks and school fields or to direct the Community Coordinator to do so, in accordance with Parks and school procedures.

13. The president shall also set up dates for registration starting in the fall. These dates should be secured as soon as the school district has released its calendar if applicable. A minimum of 3 dates shall be picked in coordination with the registrar.

a. The Vice President performs all duties assigned by the President. During any absence or inability of the President to perform his/her duties or exercise his/her powers as set forth in these By-Laws, such duties and powers shall be exercised and performed by the Vice President. When so acting, the Vice President shall have all of the powers and be subject to all of the responsibilities hereby given to or imposed upon the President. The Vice-President is also responsible for the field assignment coordination of the league.

The duties and responsibilities of the Treasurer shall be:

1. To have the care and custody and responsibility for all the funds and securities of the MWGSL, and deposit all such funds in the name of the league in such banks(s), trust company(s), or safe deposit vault(s) as the Executive Board may designate.

2. To sign, make, and endorse in the name of MWGSL all checks, drafts, warrants, and orders for the payment of money, and pay out and dispose of same and receipt thereof, under the direction of Executive Board.

3. To exhibit at all reasonable times the MWGSL books and accounts to any member of the league.

4. To render a statement of the financial condition of the league at each regular meeting of the MWGSL and at such other times as shall be required ; and to render a complete financial report at the annual meeting of the Board of Directors.

5. To keep accurate and complete accounting and financial records of the MWGSL.

The duties and responsibilities of the Secretary shall be:

1. To keep the minutes of all meetings and serve all notices of the MWGSL, to be custodian of the records and the seal, and to affix the latter when required.

2. To keep the corporate records in the manner prescribed by law, so as to show at all times the names of the members of the Board of Directors and voting members of the league, alphabetically arranged, their respective places of residence, post office address, and the date on which each person attained his/her respective position.

3. To retain corporate records, which records are subject to inspection?

4. To permit the President or other members to make extraction from said records to the extent as prescribed by law.

5. To be responsible for the collection of communications addressed to or received in the name of the MWGSL, and present such communications to the Executive Board at their meetings.

6. To prepare and distribute all communications and correspondence required within these By-Laws, on behalf of MWGSL.

7. To ensure that a list of all eligible candidates for election to the Executive Board is presented to the general membership at the annual meeting of the Board of Directors.

The duties of the Business Manager shall:
To be responsible for all equipment of the association, to include maintenance of equipment, inventory, dispensing and collection.

a. To make an account of available equipment and notify the board of shortages prior to equipment disbursement.

b. The Equipment Manager will purchase all equipment needed by the league subject to approval of the Board.

c. It shall be the duty of the Business Manager to purchase those items listed within and in accordance to the budget and forward the invoices to the Treasurer for approval and payment.

d. It shall be the duty of the Business Manager to direct the coordinators with respect to the equipment, to distribute and collect the equipment from the coordinators and managers at the end of the season, and to check that equipment is safe and in good order, and  remove, discard and replace any equipment deemed unsafe and replace with new and or safe equipment.

e. 2 months prior to opening day calculate the number of official game balls needed for the season and order them to arrive before opening day.

f. Adjust any purchases for clinics and changes in ASA rules and codes.

a. The Community Coordinator shall act as a liaison for the league between the towns and school districts for the allocation of all permits for fields, gym and building use for the league.

b. They will also contact the appropriate parties in regards to problems or issues that arise on behalf of the league.

The Registrar, for both the spring and any additional programs, shall:

1. Mail out appropriate league/player, applications.

2. Receive all completed player applications and check for correct fees.

3. Review all player applications for completeness before they are accepted by MWGSL.

4. Ensure registration checks are complete and for the correct amount, before they are turned over to the Treasurer.  

5. Supply Coordinators with draft list and teams with returning players. Including sponsors daughters and pitchers and catchers.

6. Ensure that all teams accepted for play in MWGSL submit completed rosters as required by MWGSL rules, which includes manager and coach information.      

7. Review all team rosters to ensure that they are complete and consistent with MWGSL rules.

8. Provide all Monroe and Woodbury Parks Departments and the MWGSL, and the appropriate MWGSL Coordinators with copies of completed applications and /or rosters as necessary.

9. Follow-up on delinquent rosters and notify the MWGSL President of teams that have not checked and formalized coaches information needed on rosters by the required deadline.

10. Maintain appropriate registration records.

11. Prepare an updated coaches roster for ASA Registration, MWGSL Officials and MWGSL coaches.

12. They will recruit as many volunteers as they need to help accomplish this major task. Below is a list of items that volunteers may be called upon to help. It is not limited to this list.

13.  ٱ In August pick 3 dates for primary registration and 1 or 2 for late registration, from the school calendar. Try and make sure they don't conflict with any school event that might make for a small turnout. Go to the school and see if those dates are available. In the past the dates have been Fridays in Oct. Nov. and Dec.

14.  ٱ Announce these dates at the September Board meeting and after approval from the board secure the paperwork from the school for registration. 7-9 PM is usually sufficient. At the September meeting also recruit help from the board members. A minimum of 4 people are needed the night of registration. The more the merrier.

15.  ٱ Advertise the registration dates in as many places as possible. Create an ad for the photo news. In the ad thank all last years sponsors by name if possible. Include the 3 registration dates, the time, the place and age and cost information along with the website address, PO Box and phone number. Free advertising space is always good. A flyer on a bulletin board in the High School or supermarket is also good, (get permission).

16. ٱ Create a hand out and have it approved at the Education Center on Route 17 in Central Valley by the Assistant Superintendent for Instruction. Without the flyer being approved and initialized we will not be able to hand out notices.
The High School will not hand out flyers.

17.  ٱ Four weeks prior to registration call the information channels for each town and have them put up registration date time and place information.

18. ٱ Three weeks or more prior to the date call the schools and ask how many flyers they would need for girls only and how many should be bundled in each.

19. ٱ Two weeks before the registration date hand deliver these flyers to all schools. The flyers usually get handed out in their Friday folder. We want the children to bring them home the Friday before the registration date so parents can go through their child's schoolbag and find the flyer the weekend before, not the Saturday morning after the registration date.
Each packet should have 15 flyers: For distribution to girls only.
    Smith Clove Elementary     26 Packets
    Sapphire Elementary         18 Packets
    North Main Elementary     26 Packets
    Pine Tree                           37 Packets
    Central Valley                   28 Packets
    Sacred Heart                    10 Packets
    Burke Catholic                  100 Flyers (to be sent by mail)
    MW High School              100 Flyers
    MW Middle School          115 bundles, 8 per bundle

20. ٱ Create a mailing to go to all players that were registered last year and are eligible, (have not aged out), to play this year. Ask the treasurer for stamps and mail 5 days prior to the registration date. Include as much information on the flyer as possible to limit questions before and during registration. Include the league name, address, phone number website address email address, sponsor requests, dates times and places registration will be held and the cutoff date form registrations received by mail.

21. ٱ Have 400 registration forms printed and any additional forms that may be needed (waivers for managers and coaches). Sponsor forms should be on hand also. Have 6 to 8 pens and 100 to 200 in change, $5's and $10's.

22.  ٱ If you have labels with last years registrants, set up a table out side the cafeteria or whatever area was secured for registration and have a volunteer ask parents if their child was registered last year. If they were the volunteer should search for the child's label and affix it to a registration form and hand it to the parent with a information letter stating facts about the history of the league and any dates that have been decided upon thus far such as Gym space, Family night, Picture day, the date of opening day and the picnic. If this is a new registrant, hand them a blank form and information sheet and send them into the room to complete the form and pay. In previous years we have also had registration forms preprinted with last years players and if so have them in alphabetical order for quick distribution. Use your labels as a way to find out who has already registered and use the remaining labels for the next, mailing for the next registration. Labels should be in alphabetical order.

23. ٱ Repeat for the next registration date. You can decide if another paid ad is necessary. If you want to do another school handout or home mailing.

24. ٱ Information should be put into the league database as required, including uniform sizes, checks and cash should be tallied and recorded and handed over to the treasurer with any notes or special circumstances that may be necessary for the treasurer to be aware of.

25. Below is the rest of the registrars duties as outlined in the bylaws:

 

a. Shall fall under the registrar’s oversight and can be farmed out as needed to complete the task with uniforms to be ready prior to picture day.

b. Disbursement of uniforms is also part of this task.

c. Tournament team uniforms may or may not be considered as part of this undertaking. Tournament team managers may ask for insight into the ordering procedure and ask for assistance in ordering for their team.

It shall be the duty of the Umpire-In-Chief to:

a.    To inform the Head Umpire of the league schedule so as to assign umpires for all games.
b.    To finalize the amount needed for umpire fees and forward that information to the Treasurer and President for approval.
c.    To arrange for umpire coverage and fields for all legally rescheduled games and rainouts.
d.    To check the fields for wet conditions and inform division coordinators and the head umpire about cancelled games. 

The duties and responsibilities of the Division Coordinators shall be:

1. To serve as the administrators of their respective division.

2. To bring forth to their managers any proposed rule modifications and changes and have them voted upon before the season begins.

3. To be the primary contacts between their respective division coaches and the Executive Board.

4. After receiving completed registration information from the registrar the coordinators will set up a draft date with managers. After the draft the coordinators will finalize all information with complete player, manager and coach’s information including addresses and phone numbers and any waiver forms that need to be completed, and send a copy of the roster to the registrar for approval. All coaches, mangers waivers should be complete will all information that is legible, notarized and returned to the registrar.

5. To ensure that the league By-Laws, Rules and Schedules are distributed to the coaches in their respective divisions.

6. To maintain their respective division standings.

7. To work in conjunction with the Vice President and the Umpire-in-Chief  to determine the postponement and rescheduling of games in their respective divisions.

8. To coordinate the end-of-season wrap tournaments for their respective divisions.