Board positions

Executive of the Board (elected)

President 

Primary Role: Leader and public representative of the organization
Focus: Governance, leadership, and ensuring the Board functions effectively

Key Duties:

  • 2-year term - elected on odd numbered years
  • Preside over Board and member meetings
  • Guide discussions and maintain order during meetings
  • Ensure Board decisions are implemented and aligned with the mission
  • Act as the main point of contact for the Board, committees, and the Executive Directors
  • Represent the society publicly and serve as its official spokesperson
  • Ensure annual filings, strategic plans, and major projects are completed on time

Vice President

Primary Role: Support and stand-in for the President when needed
Focus: Continuity, coordination, and leadership development

Key Duties:

  • 2-year term - elected on odd numbered years
  • Perform the President’s duties in their absence
  • Support overall Board functioning and help maintain engagement
  • Often oversees or liaises with committees
  • May lead specific projects or working groups
  • Provide leadership succession continuity


Secretary

Primary Role: Record-keeper and compliance officer
Focus: Governance documentation and legal record maintenance

Key Duties:

  • 2-year term - elected on even numbered years
  • Keep accurate minutes of all Board and member meetings
  • Maintain official records: constitution, bylaws, minutes, membership list, and filings
  • Issue official notices (e.g., AGM notices, meeting agendas)
  • File the Annual Report and other forms with the BC Societies Registry
  • Ensure bylaws and constitution are up to date and available to members
  • Support transparency by making required documents available upon request
  • Develop meeting agendas (with input from the Board)


Treasurer

Primary Role: Financial steward and advisor to the Board
Focus: Oversight of financial integrity, budgeting, and reporting

Key Duties:

  • 2-year term - elected on even numbered years
  • Oversee the preparation of the annual budget and financial reports
  • Present financial updates at Board meetings and the AGM
  • Ensure proper bookkeeping and accounting practices
  • Work with committees or staff to manage funds responsibly
  • Monitor compliance with financial policies and BC regulations
  • Lead preparation for financial reviews or audits
  • Co-sign cheques and oversee spending within approved budgets


Elected Members

2nd Vice President

  • 2-year term - elected on even numbered years
  • Assumes any duties allocated by the President
  • Attend all monthly Executive Meetings


Members at Large (4 positions)

  • 1-year term- appointed by the Executive Body
  • Coordinates registration dates
  • Attend meetings and participate in decision-making
  • Serve on or chair committees (e.g., Fundraising, Discipline Committee, etc)
  • Help shape policy, programs, and community engagement
  • Represent member interests and community perspectives
  • Support fundraising and sponsorship activities
  • Act as ambassadors of the organization in the community

Appointed Positions (can be shared)

Registrar

  • 2-year term - elected on even numbered years
  • Coordinates registration dates
  • Enters all registrants’ names into the Association’s database
  • Responsible for maintaining a permanent record of all playing members of WKMBA
  • Responsible for registering all players in the BC Minor Baseball Association
  • Attend all monthly executive meetings

Division Director

  • 1-year term - appointed by the Executive Body
  • Assists in the recruiting and training of coaches
  • Ensures each team coach/manager within the division is aware of the association's policies and that such policies are followed
  • Ensure all coaches and managers have been approved by the Executive
  • Liaises with Tournament Director to locate opportunities for West Kelowna teams to participate in and/or host tournaments
  • Unable to sit on the Discipline Committee
  • Attend all monthly executive meetings

League Coordinator

  • 1 year term - appointed by the Executive Body
  • Responsible for organization of teams and scheduling for non-interlock games
  • Responsible for all Division Directors in all aspects
  • Coordinate with the City to book Fields
  • Attend monthly executive meetings

Tournament Director

  • 1 year term - appointed by the Executive Body
  • Coordinates with Division Directors to assist in locating opportunities for West Kelowna teams to participate in local tournaments
  • Streamlines collection of payment of tournament fees through treasurer
  •  Liaise with other local baseball associations regarding tournaments
  • Arrange accommodations through CSTT Sports Travel Agency for all out of town tournaments
  • Attend monthly executive meetings

Uniform Director

  • 1-year term - appointed by the Executive Body
  • Maintain relationships with vendors
  • Purchase new uniforms 
  • Distribute uniforms to teams
  • Account for the return of all uniforms at the end of the season
  • Attend monthly executive meetings

Equipment Director

  • 1-year term - appointed by the Executive Body 
  • Responsible for upkeep of storage rooms
  • Distribute equipment bags to all teams
  • Purchase new equipment as necessary
  • Purchase and distribute balls, scorebooks, line cards, etc. to team
  • Account for the return of all equipment at the end of the season
  • Attend monthly executive meetings

Website / Communications

  • 1-year term - appointed by Executive Body
  • Responsible for the gathering of all information to be put on website from Executive and Directors
  • Responsible for handling all website email communications
  • Send out newsletters
  • Send out all communications related to the Association to the league
  • Responsible for maintaining and upholding social media accounts
  • Keep website updated with the latest information
  • Attend monthly Executive Meetings

Sponsorship Director

  • 1-year term - appointed by the Executive Body
  • Maintain relationships with sponsors to encourage return sponsorships 
  • Update Sponsorship Package each fall for the following season in order to be ready for distribution at the AGM
  • Actively attempt to recruit new sponsors and implement new fundraising initiatives
  • Coordinate sponsorship payments with sponsors and treasurer
  • Coordinate ordering banners and/or other advertising materials throughout the season
  • Coordinate end of year plaques and thank you cards for sponsors and distribute

Umpire-In-Chief

  • 1-year term - appointed by the Executive Body
  • Responsible for overseeing all umpires within WKMBA
  • Keep a contact list of all umpires
  • Schedule umpires for all games
  • Arrange for an Umpire Clinic in our community
  • Distribute uniforms and umpire kits
  • Attend monthly Executive meetings

Director of Coach Development (NEW)

  • 1-year term - appointed by the Executive Body 
  • Develop coach education, training and development opportunities at all levels to present the board for consideration
  • Provide ongoing mentorship and support to coaches to promote consistent coaching practices, player development, and a positive baseball experience
  • Look for opportunities in the community to partner with neighbouring associations to provide support amongst coaches

Committees

  • Discipline Committee
  • Fundraising Committee
  • Coach Committee
  • Evaluation Committee
  • Indoor Training Facility Committee
  • Equipment Committee