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Board of Directors Duties

 Which Positions are Available?

The term of each office shall commence on the later of September 1, or at the completion of the GSWS of the effective year. Officers shall serve for a term of two (2) consecutive years on an alternating basis, herein provided, until the appropriate date as previously prescribed and until successors are qualified and elected, unless such Officer shall sooner resign or be removed. Elections will be held in:

  1. Odd years for:

    1. Commissioner

    2. Secretary

    3. Competition Coordinator

    4. Communications Coordinator

    5. Ratings Coordinator

    6. Tournament Director

  2. Even years for:

    1. Assistant Commissioner

    2. Treasurer

    3. Events Coordinator

    4. Recruitment Coordinator

    5. Sponsorship Coordinator

 

What are the duties of a Board Member?

Commissioner

The Commissioner shall serve as a non-voting member of the Board with the exception of breaking a tied vote. The general duties of the Commissioner include, but are not limited to:

  1. Presiding at all formal meetings of the Board or the general membership.

  2. Submitting final ruling on interpretation and intent of PSSA Bylaws and the League Rules and Regulations, if necessary, after following PSSA grievance process as set forth in Article IX, Section 9.06.03 of these Bylaws.

  3. Overseeing all day-to-day functions of the League including the maintenance of a league policies and procedures manual that lays out necessary items for league operations.

  4. Managing all other board positions to provide training for the role and ensure the satisfactory fulfillment of the duties of each position.

  5. Serving as non-voting Board liaison to the Ethics Committee.

  6. Responsible for all facets of the league ratings system and ensuring ratings guidelines are followed based on that process in collaboration with the Ratings Coordinator.  Including but not limited to being the final say on all ratings decisions, ensuring the NAGAAA database is updated correctly each season within NAGAAA deadline and monitoring the ratings process for PSSA.

  7. Appointing, with Board approval, the Chairs of any standing or ad hoc committee. The Commissioner will serve or assign a sitting member of the Board as a non-voting Board liaison. In the event no recommended appointee is approved or is willing to assume the responsibility as a committee Chair, the Commissioner may fulfill the duties of the Chair of a committee and would only vote in the event of a tie.

  8. Appoints or serves as ratings chair for any PSSA sponsored tournament (not including End of Season tournament) if PSSA Ratings Coordinator is not available.

  9. Serving as Chair for the Coaches/Managers’ Council or appointing a Chair, with Board approval, if deemed appropriate.

  10. Serving as the official NAGAAA representative for PSSA and providing all documents necessary to maintain membership in good standing with that organization. During a transitional period between an outgoing and incoming commissioner, the incoming commissioner will serve as the official NAGAAA representative.

  11. Serving as Board liaison to the Hall of Fame Committee and verifying information needed to process applications submitted to the Hall of Fame Committee to consider for induction. Securing health insurance for all members for each season and insurance for the Board to cover any liability in case of lawsuits.

  12. Serving as the main point of contact for the league with USA Softball outside of scheduling and coordination of umpires.

 

Assistant Commissioner

The general duties of the Assistant Commissioner include, but are not limited to:

  1. Performing all duties and exercising all powers of the Commissioner during the Commissioner’s absence or in the event the Commissioner should become unable to perform his duties.

  2. Becoming the acting Commissioner should the Commissioner resign or be removed from office.

  3.  Securing high quality playing fields for all league seasons and tournaments (excluding Dallas Easter Classic) for both game days and appropriate rain out scheduling.

  4. Establishing the League playing schedule - while communicating rainout dates during league meeting to ensure players/coaches/managers are aware of possible Saturday games in advance.

  5. Coordinating the scheduling of umpires and scorekeepers for League while being the main point of contact for the UIC.

  6. Working with Competition Coordinator for reserving fields and scheduling Umpires Scorekeepers and obtaining game balls for Fall Ball.

  7. Responsible for oversight of all PSSA sponsored tournaments and tournament committees, including, but not limited to, the Dallas Easter Classic and PSSA End of Season Tournament. Assistant Commissioner will assemble a committee and assume all tournament responsibilities.

  8. Scheduling player clinics, working with all parties involved including, but not limited to, the Recruitment Coordinator, Ratings Coordinator, and all facilitators for the clinics.

  9. Serving as Alternate Delegate for PSSA and providing reports and documents from Winter/Summer Meetings. 

 

Secretary

 The general duties of the Secretary include, but are not limited to:

  1. Maintaining minutes of all meetings of the Board and the League membership, as well as attending and maintaining minutes for the Coaches/Managers’ Council as a non- voting member. In the event the Secretary is serving as representative to the Coaches/Managers Council for their team, they would be allowed one (1) vote.

  2. Distributing minutes for all meetings to league membership via email, website, or alternate means in accordance with section 4.03 of these Bylaws within a reasonable timeframe after approval by the Board.

  3. Maintaining a current list of League members, their contact information and membership status.

  4. Serving as non-voting Board liaison to the Election Committee.

  5. Maintaining records of membership participation at league games to substantiate eligibility to play in the End of League tournament and the GSWS.

  6. Maintaining records of team/membership participation in designated fundraising events to substantiate eligibility to receive any funds distributed by the League to those teams that have been allotted berths to participate in the GSWS.

  7. Serve as a committee member for the Dallas Easter Classic at the direction of the Tournament Director.

 

Treasurer

The general duties of the Treasurer include, but are not limited to:

  1. Accounting monthly for all dues and moneys collected and disbursed by the League.

  2. Maintaining the day-to-day financial operations of the League; maintaining custody of all League checkbook(s), making deposits, disbursing funds to pay contractual obligations and expenses of the League and having charge over all general financial affairs of the League.

  3. Collecting and rectifying all money that is paid to the League including, but not limited to, team and individual membership fees.

  4. Assuring the League has submitted all documentation and fees necessary to maintain League affiliations and memberships, League insurance policies as well as any federal and state required tax filings.

  5. Developing an annual budget to present for approval to the Board and League membership.

  6. Serving on the Dallas Easter Classic committee as Treasurer, collecting all funds from teams and sponsors and performing all related accounting needs.

  7. Being responsible for maintaining PSSA non-profit and tax-exempt status with the State of Texas and Internal Revenue Service.

 

Events Coordinator

The general duties of the Events Coordinator shall include, but are not limited to,

  1. Organizing and overseeing all League fundraising events, including, but not limited to, judges, master of ceremonies, awards, and participants, as well as developing and distributing guidelines for each event.

  2. Serve as a committee member for the Dallas Easter Classic at the direction of the Tournament Director.

  3.  Serving as Board liaison and fulfilling the duties of a chair if one is not appointed for all Ad Hoc Standing Committees formed regarding additional League activities including, but not limited to, any other social or fundraising events.

  4. Overseeing awards for the Annual EOS Awards Banquet as well as any other applicable needs required for the event.

 

Competition Coordinator

The general duties of the Competition Coordinator shall include, but are not limited to:

  1. Obtaining playing equipment and field supplies including, but not limited to, line-up cards, scorebooks, etc. if necessary and assuring supplies (including game balls) are available at the fields for all scheduled play.

  2. Obtaining game scores at the end of play, determining team standings and providing them to the designated parties by their respective deadlines.

  3. Collecting, archiving and making available league scorebooks, lineup cards and signed scorecards.

  4. Managing the league storage space, including maintaining an inventory of items, managing the codes for entry and ensuring all league supplies return to the storage space after being used.

  5. Being responsible for obtaining a current set of Bylaws, PSSA Rules & Regulations, blank required league forms including, but not limited to, rosters and accompanying documents and insurance claims and ensuring they are at the fields during all scheduled play.

  6. Serving on the Dallas Easter Classic committee..

  7. Overseeing and organizing Fall Ball competition including, but not limited to game schedule, awards and jerseys as deemed necessary, while coordinating with Assistant Commissioner and Recruitment Coordinator.

 

Communications Coordinator

The general duties of the Communications Coordinator shall include, but are not limited to:

  1. Maintaining and updating league web site, including calendar, photos, events, and fundraisers as well as assigning correct league website admin access for PSSA Board Members and Committee Chairs.

  2. Maintaining board member emails and serving as the administrator for password resets and new password creations.

  3. Sending all official PSSA Communications to members or select groups when necessary, including virtual meeting invites and meeting agendas.

  4. Creating player, team, and tournament registrations and rostering players to the correct teams

  5. Running league social media pages (Facebook, Instagram, etc. but excluding LinkedIn), with regular updates in coordination with all board members and appointed committee chairs.

  6. Serve as a committee member for the Dallas Easter Classic at the direction of the Tournament Director.

 

Recruitment Coordinator

The general duties of the Recruitment Coordinator shall include, but are not limited to:

  1. Overseeing and organizing player recruitment events, socials and field days to assist in the placement of new players and players with no team affiliation.

  2. Assisting in recruiting players for PSSA at all levels of play for both Spring and Fall seasons including managing a regularly updated free agent list and list of teams looking to add players.

  3. Serve as a committee member for the Dallas Easter Classic at the direction of the Tournament Director.

  4. Actively working to improve Diversity, Equity, and Inclusion within our league structures.

Sponsorship Coordinator

The general duties of the Sponsorship Coordinator shall include, but are not limited to:

  1. Developing a sponsorship package for presentation to potential League sponsors.

  2. Contacting potential sponsors and/or partners and soliciting funding for League expenses or sponsorship of designated activities.

  3. Developing and maintaining relationships with existing sponsors and fulfilling commitments to sponsors granted by their chosen sponsorship level including, but not limited to, documenting fulfillment, scheduling Extra Innings, banners or advertising.

  4. Aid teams in finding sponsors to help support teams and expand the league, building and maintaining relationships with local sponsors.

  5. Serve as sponsorship chair for the Dallas Easter Classic tournament. Responsible for all sponsorship aspects of the tournament (including but not limited to bar sponsorships, local businesses, registration bags, and event locations), and working in coordination with the Tournament Director for satisfying all sponsorship details.

  6. Manage the league LinkedIn page with regular updates and connections for development of sponsorship opportunities.

Ratings Coordinator

Responsible for facilitating the league ratings process from beginning to end, including but not limited to:

  1. Collaborating with the Commissioner on all ratings matters with ultimate responsibility for ratings residing with the Commissioner.

  2. Overseeing all league ratings meetings and processes as an impartial moderator.

  3. Development and distribution of ratings meeting agendas including submissions from all sources permitted within the league rules.

  4. Managing the Ratings Committee as outlined in the league rules.

  5. Running available stats from the league scorebooks that would be helpful in ratings decisions.

  6. Leading verification of all ratings submissions from coaches to begin the season in collaboration with the Commissioner and in compliance with league rules.

  7. Helping to review how NAGAAA and other leagues are interpreting ratings questions to apply learnings to PSSA's ratings implementations.

  8. Evaluating any changes needed to the ratings system for proposals to the NAGAAA summer and winter meetings.

  9. Collaborating with the Commissioner and Tournament Director to validate all ratings submissions for the Dallas Easter Classic.

  10. Support the Recruitment Coordinator with any ratings needs for field days as required by the league rules.

Tournament Director

The general duties of the Tournament Coordinator shall include, but are not limited to:

  1. Development of a Tournament Committee to oversee all aspects of the Tournament to include, but not limited to recruitment, ratings, protests, volunteers, fields, umpires, permit requirements (including liquor/beer sales if appropriate), budget management, on site operations, schedule/bracket development and management & marketing.

  2. Working with the Sponsorship Coordinator for all tournament and league sponsorship needs related to the tournament.

  3. Being the main point of contact for the Dallas Sports Commission for any help or funding they can provide.

  4. Managing the tournament committee through a regular meeting schedule to ensure goals and risks are being identified and met.

  5. Overseeing the registration of tournament teams.

  6. Negotiating and working the Assistant Commissioner to execute the host hotel contract(s) with no attrition clauses included.

  7. Managing all tournament vendor contracts, including sponsorship requirements submitted by Sponsorship Coordinator, tournament-specific vendors, and any other installations occurring during the tournament.

  8. Establishing deadline dates and registration fees with approval of the board.

  9. Developing and execute tournament event schedule based on league sponsorship contracts.

 

Am I eligible to become a PSSA Board Member?

 

Candidates for the Board of Directors of PSSA must:

  1. Have been an active member of PSSA for a minimum of one (1) year as set forth in Article IV, Section 4.01

  2. Be a current PSSA League member in good standing as set forth in Article IV, Section 4.02 of these Bylaws.

  3. Declare PSSA as your primary GSWS league

  4. Must live within 100-mile radius of the intersection of Cedar Springs Road and Throckmorton Avenue.

  5. For the Executive Officer positions of Commissioner, Assistant Commissioner, Secretary and Treasurer, the candidate must meet the minimum qualifications:

    1. Commissioner - must have served one full year on the PSSA Board of Directors or as Ratings Committee Chair

    2. Assistant Commissioner - Must have previous experience related to contract negotiation and administration

    3. Treasurer - Previous verifiable accounting and/or bookkeeping experience (including budget development and knowledge of building & maintaining spreadsheets)

    4. Secretary - Previous experience related to parliamentary rules of order, excellent organizational and written / verbal communication skills, basic knowledge of Microsoft Word and Microsoft Excel software

If an elected officer no longer satisfies all qualification requirements for their position, they must resign their position immediately.

In the event a current Board member chooses to seek an office other than their present position, the Board member shall resign their current position in order to submit their name for candidacy. The resulting vacancy will then be placed on the ballot for election of a candidate to fulfill the remaining term left on the vacated position.

 
What is the election process?

Candidates for the Board of Directors of PSSA may:

  1. Submit their name for consideration.

  2. Be nominated by other League members in good standing.

  3. Write in candidates will be allowed, but votes will only count if the candidate is determined to be eligible by the Elections Chair and the candidate agrees to accept the position should they win the vote.

Nominations shall be accepted by the Elections Chair only and must be submitted in writing (e-mail or otherwise).    Please complete the Board Candidate Biography Form (found below) and submit directly to the Elections Chair at elections@dallaspssa.org.

 

As each candidate declares his/her intent to run, the Elections Chair will post the candidate name on the Candidates Page of the PSSA website. The Elections Committee shall convene as soon as practical thereafter to review biographies and consider qualifications of nominees.  If the candidate is deemed ineligible the candidate will be sent explanation of the EC decision and name will be removed from Candidates page. During this review period, the committee may request to meet with nominees as deemed necessary to expedite the review process.  Committee shall consider qualifications of nominees based upon qualifications outlined above and the Election rules.

 



Ben Johnston

Elections Chair