District 16 Job Descriptions

Chair

  1. Convene and conduct executive meetings as required. (Usually prior to spring and fall general district meetings.)
  2. In collaboration with executive members establish agenda for spring and fall general district meetings. (dates and locale to be confirmed).
  3. Attend or have representative attend OLBA fall and spring provincial meetings. Pick up and distribute material. 
  4. Report back to district members on items and news from OLBA meetings.
  5. Ensure that designated clubs are prepared to host district general meetings. Ensure that secretary has notified all clubs of meetings.
  6. Chair district general meetings.
  7. Receive entries for district play-downs or allocate duty to other board members.
  8. Secure umpires for play-downs or allocate duty to other board members.
  9. Verify participation with host club and participants or allocate duty to other board members.
  10. Conduct district play-downs, report results to OLBA coordinators, and forward entry fees to OLBA or allocate duty to other board members.
  11. Ensure that Governor General’s Tournament Committee is established annually.
  12. Serve as district contact for OLBA to receive announcements and participate in conference calls and/or meetings

First Vice Chair

  1. Attend executive meetings as required. (Usually prior to spring and fall general district meetings.)
  2. In collaboration with executive members establish agenda for spring and fall general district meetings. (dates and locale to be confirmed).
  3. Receive entries for district play-downs allocated to the vice chair. 
  4. Secure umpires for the allocated play-downs and verify participation with host club and participants.
  5. Conduct allocated district play-downs, report results to OLBA coordinators and forward entry fees to OLBA.
  6. Serve as executive liaison to Governor General Tournament committee.
  7. Assume duties of Chair in the event of her/his absence. 

Second Vice Chair

  1. Attend executive meetings as required. (Usually prior to spring and fall _ general district meetings.)
  2. In collaboration with executive members establish agenda for spring and fall general district meetings. (dates and locale to be confirmed).
  3. Serve as junior coordinator for district. Conduct District Junior Tournament.
  4. Receive entries for district tournaments allocated to the 2nd vice chair. (usually District Novice and Senior championships) 
  5. Secure umpires for the allocated tournaments and verify participation with host club and participants.
  6. Conduct allocated tournaments, and report results to OLBA coordinators (as necessary and forward entry fees to OLBA as necessary.
  7. Assume duties of the first Vice Chair in the event of her/his absence.

Secretary

  1. Attend executive meetings as required. (Usually prior to spring and fall general district meetings.)
  2. Record minutes of executive meetings and provide copies to executive members. Maintain a record of executive minutes.
  3. In collaboration with executive members establish agenda for spring and fall general district meetings. (dates and locale to be confirmed).
  4. Notify district clubs of general meetings ( dates and locale ). Provide copies of agenda and previous general meeting minutes.
  5. Record minutes of general meetings and provide copies to executive and club contacts for upcoming general meetings.
  6. Make arrangements for clubs to collect flyers and information items at meetings.
  7. Maintain a list of club contacts for the dissemination of information.
  8. Along with the chair serve as a contact for OLBA announcements.
  9. Other related duties as requested by the Chair. 

Treasurer

  1. Following the Fall Meeting, arrange with the District’s bank for the assignment of financial signing authority to the Chair, First Vice Chair and Treasurer.
  2. In late May of each year, invoice District clubs for their annual dues.
  3. Pay all District expenses as authorized by the District executive, and deposit all District revenues in the District’s bank account.
  4. Maintain a detailed record of all revenues and expenses, and provide a financial report from time to time as required by the District executive.
  5. At the Fall Meeting, provide an interim financial report on that year’s revenues and expenses, including recommendations regarding the level of annual dues for the following year.
  6. At the Spring meeting, provide official financial statements for the previous year.
  7. Maintain an inventory of score cards, and sell them to District clubs upon request. 

Past Chair

  1. Attend executive meetings as required. (Usually prior to spring and fall general district meetings.)
  2. In collaboration with executive members establish agenda for spring and fall general district meetings. (dates and locale to be confirmed).
  3. Secure nominations for executive positions for next year.
  4. Offer expertise and assistance to existing executive. 

Scheduling Coordinator

  1. Maintain a list of club tournament coordinators.
  2. In October of each year, prepare a draft schedule of District tournaments, play-downs and championships for the following year, based on the previous year’s schedule, changes requested by clubs, and the announced dates of Provincial finals, and circulate it to clubs (through the club tournament coordinators) for comments. [This includes proposals for selection of host clubs for District play-downs and championships, and for changes intended to ensure that events are evenly spread throughout the season.]
  3. In December of each year, prepare a final schedule, based on comments from clubs, and forward it to club tournament coordinators.
  4. As requested by the OLBA Annual Editor, submit the input on District tournaments, play-downs and championships for inclusion in the OLBA Annual by the date specified by the Annual Editor (this normally occurs in early December). 
NOTE: The District Scheduling Coordinator is a facilitator for the scheduling of District tournaments, play-downs and championships. The position carries no authority for decisions on the dates, formats, start times, entry fees and prizes for these events; such matters are the sole purview of the OLBA, the clubs or organizers.