Board position duties and responsibilities
PG PONY is run by a board made up entirely of volunteers. This page describes what each board position is responsible for through the year so that current members can divide the work clearly, new members know what each position entails, and the community understands the board structure.
The PG PONY Board is made up of the following: twelve Executive Board seats, the General Board, and a Representative for each division. Other positions may be added or removed by a majority vote of the board.
Jump to a role
Board positions
Who runs each sport
Baseball Board and Softball Board
The Baseball Director and Softball Director each lead a team of board members who run their sport day to day. On this page, these teams are called the Baseball Board and the Softball Board.
Baseball Board
- Baseball Director Lead
- Baseball Operations Manager
- Baseball Programs Manager
- Equipment Manager – Baseball
- Pinto Representative
- Mustang Representative
- Bronco Representative
- Pony Representative
Softball Board
- Softball Director Lead
- Softball Operations Manager
- Softball Programs Manager
- Equipment Manager – Softball
- Sof-T-Ball Representative
- Pre-Rookies Representative
- Rookies Representative
- Minors Representative
- Majors Representative
Board meetings
President
The President leads the board, sets the agenda for the season, and is the league’s primary representative to PONY, the City of Pacific Grove, the school district, and the public. The President keeps every other role moving and steps in wherever a gap opens.
Leadership and meetings
- Oversee the operations of the PG PONY Board.
- Preside over meetings of the Executive Board and General Board.
- Set each meeting agenda with the Secretary and circulate it in advance.
- Preside over the annual meeting in August, when the Board of Directors is voted on for the coming season.
- Lead recruitment efforts for new board members, ensuring the PG PONY Board has a pipeline to account for the inevitable turnover as families age out of the program.
League and regional relations
- Attend meetings called by the Regional PONY representatives to obtain general information and updates to rules for regular and post seasons.
- Share regional rule changes with the Baseball and Softball Directors and Division Representatives.
- Maintain the league’s relationship with the City of Pacific Grove, Pacific Grove Unified School District, and community partners.
- Be the face and voice of public relations and special events unless otherwise delegated.
Season operations
- Assist the Baseball Director and Softball Director with creating schedules for practices and games during regular and post seasons, when necessary.
- Assist with Player Evaluation days.
Decisions and oversight
- Determine approval of scholarship requests and report them to the Treasurer. Handle each request quietly.
- Oversee all disputes and be the final decision maker, if necessary, in dispute resolution.
- Be prepared to step in and do any job and provide direction to any board member or volunteer.
- Recruit and onboard new board members, and hand off records and passwords to a successor at the end of the term.
| August | Annual meeting; seat the new board; start Fall Ball |
|---|---|
| October | Kick off budget process with Treasurer and Vice President, including registration pricing for Spring season |
| January–February | Player evaluations; manager approvals |
| March | Opening Day |
| June–July | All-star and post-season oversight |
- Jan20
- Feb40
- Mar40
- Apr40
- May40
- Jun20
- Jul10
- Aug20
- Sep10
- Oct20
- Nov10
- Dec10
Vice President
The Vice President runs the league’s community-facing events and seasonal logistics: Opening Day, photo day, sign-ups, community days, and parades. The Vice President also co-leads the budget process and serves as President in the President’s absence.
Presiding in the President’s absence
- Chair board meetings and represent the league when the President is unavailable.
- Stay current on open league business so the handoff is seamless.
Opening Day
- Lead coordination of all logistics, including but not limited to pancake breakfast, color guard, ceremonial first pitch, national anthem, signage, and master of ceremony.
- Review previous years’ areas of improvement to ensure each year is better than the previous.
Photo Day
- Secure a photo vendor.
- Set the date and schedule in conjunction with the photo vendor.
- Coordinate photo day at the fields.
- Deliver photos to Division Representatives for distribution to Managers.
- Coordinate a make-up day and distribution of make-up photos.
- Distribute sponsor plaques to Representatives to give to Managers for distribution to individual sponsors.
Budget
- Facilitate the budget process with the Treasurer each year in October.
- Present the budget alongside the Treasurer at the November meeting.
Portable restrooms
- Contract portable restrooms with local vendor at all applicable sites (i.e. fields used by the league without a permanent restroom available).
- Fit each unit with a combination lock and distribute combinations to Representatives to pass to Managers.
Sign-ups and community events
- Coordinate spring baseball and softball sign-ups with the Webmaster, starting in September.
- Organize the clothing & equipment swap, when applicable.
- Assist as parent liaison during spring player evaluations.
- Assist the President and Communications Director with special events.
- Coordinate the Good Old Days parade. Sign up around February and coordinate with lower division reps and coaches for day-of logistics.
| October | Start budget with Treasurer |
|---|---|
| November | Present budget to board |
| January | Player evaluations; restrooms ordered |
| Spring | Opening Day; Photos; Good Old Days parade |
- Jan15
- Feb30
- Mar30
- Apr30
- May30
- Jun15
- Jul5
- Aug10
- Sep10
- Oct15
- Nov10
- Dec5
Secretary
The Secretary keeps the league’s official record. Minutes, correspondence, email lists and the archive of board decisions all run through this role, so any board member or parent can find out what was decided and when.
Meetings and minutes
- Take minutes at every Executive, General and annual meeting, recording motions, votes and attendance.
- Email draft minutes to the board at least one week before the next meeting for review, and make edits.
- Confirm a quorum at the start of each meeting and record it in the minutes.
- Prepare and post meeting agendas with the President, including public comment instructions and any virtual meeting link.
Records
- Facilitate posting of approved minutes and pertinent dates on the website with the Webmaster.
- Keep the league’s permanent records: bylaws and amendments, policies, board rosters, and signed minutes.
- Track motions that change policy and make sure the bylaws and addenda are updated to match.
- Hand off all records and account access to the incoming Secretary.
Background checks
- Keep a current list of cleared adults, with each person's background check and training dates.
- Confirm that every manager, coach and board member is cleared before the season starts.
| Monthly | Minutes out one week before the monthly meeting |
|---|---|
| August | Record annual meeting and board election results |
| September | Refresh board and manager email lists |
- Jan8
- Feb8
- Mar8
- Apr8
- May8
- Jun6
- Jul4
- Aug6
- Sep6
- Oct8
- Nov8
- Dec6
Treasurer
The Treasurer manages the league’s money: paying bills, collecting what the league is owed, keeping the books, and filing taxes. The Treasurer gives the board a clear picture of where the league stands so it can make decisions about fees, fields and equipment.
Bills and accounts
- Pay bills in a timely manner.
- Maintain the P.O. Box (P.O. Box 317, Pacific Grove, CA 93950) and collect mail.
- Maintain accounts payable files, including insurance, due in January.
- Send invoices to parties owing PG PONY, such as sponsors.
- Process registration refunds according to the league refund policy.
Budget and reporting
- Propose the yearly budget with the President and Vice President. The budget is proposed at the November meeting and adopted by the December meeting.
- Meet with the President monthly to review the state of the budget.
- Present the state of the budget to the board every meeting (via email is adequate).
- Prepare a monthly income statement and balance sheet.
- Reconcile bank activity with the books every month.
- Apply scholarships approved by the President to player accounts.
Compliance
- Prepare and file federal and state tax returns.
- Keep the league’s raffle certificate current.
- Confirm that purchases over $2,000 are preceded by at least two bids and a purchase order, per the bylaws.
- Keep signers on the bank account current after each board election.
| Monthly | Reconcile accounts; meet with President |
|---|---|
| November–December | Budget proposed, then adopted |
| January | Insurance payment due |
| April | Federal and state returns filed |
| August | Update bank signers after election |
- Jan15
- Feb20
- Mar15
- Apr15
- May15
- Jun15
- Jul8
- Aug8
- Sep10
- Oct10
- Nov10
- Dec15
Baseball Director
The Baseball Director runs the baseball side of the league from fields to uniforms to managers. Division Representatives look to the Baseball Director for guidance on coaches, players, schedules and fields.
Fields and schedules
- Coordinate field availability with the City of Pacific Grove, Pacific Grove Unified School District and other organizations as needed.
- Secure annual field permits by October 15 of the preceding year, when necessary.
- Set practice times and availability with the Softball Director.
- Maintain field scheduling software with necessary entities to ensure PG PONY has priority for using the fields during the defined dates and times.
Managers and Baseball Board
- Chair the manager/coach selection process. Submit proposed names to the board for approval no later than February 1.
- Assist Division Representatives before, during and after the regular season.
- Delegate and work alongside the Baseball Operations Manager and Baseball Programs Manager to ensure a cohesive Baseball Board.
Evaluations, drafts and intercity play
- Coordinate and lead player evaluations no later than January 31.
- Coordinate the annual Mustang, Bronco and Pony player drafts and chair the draft meetings. Ensure the draft process is thoroughly documented and followed for consistency and transparency.
- Coordinate intercity play with other communities with PONY’s help, when applicable. Serve on the intercity rules committee, if applicable.
Budget
- Assist in creating the annual budget by providing guidance on year-over-year changes and new year goals.
| October 15 | Field permits secured, when necessary |
|---|---|
| January | Manager selection; Player evaluations |
| Late January | Board approves managers; Player drafts & team assignments |
| February | Finalize league schedule, including games and practices |
- Jan30
- Feb40
- Mar40
- Apr40
- May40
- Jun25
- Jul10
- Aug10
- Sep15
- Oct15
- Nov15
- Dec10
Softball Director
The Softball Director runs the softball side of the league, from manager selection through the all-star draft, and makes sure every softball manager starts the season with what they need.
Fields and schedules
- Coordinate field availability with the City of Pacific Grove, Pacific Grove Unified School District and other organizations as needed.
- Maintain field scheduling software with necessary entities to ensure PG PONY has priority for using the fields during the defined dates and times.
- Build practice field schedules with the Baseball Director.
- Obtain blackout dates from school and city calendars for game schedules and provide those dates to CCS.
Managers and Softball Board
- Chair the manager/coach selection process. Submit proposed names to the board for approval no later than February 1.
- Assist Division Representatives before, during and after the regular season.
- Delegate and work alongside the Softball Operations Manager and Softball Programs Manager to ensure a cohesive Softball Board.
League and post-season
- Attend CCS board meetings.
- Facilitate the softball all-star draft, including manager selection, tournament selection, and setting the all-star registration fee.
| January | Managers selected; player evaluations |
|---|---|
| Late January | Board approves managers; Player drafts & team assignments |
| February | Finalize league schedule, including games and practices |
| May | All-star draft |
- Jan30
- Feb40
- Mar40
- Apr40
- May40
- Jun25
- Jul10
- Aug10
- Sep15
- Oct15
- Nov15
- Dec10
Shetland Director
The Shetland Director runs the league’s youngest baseball division. Shetland is most families’ first experience with PG PONY, so this role sets the tone: short, organized, fun practices and games where every child plays and learns the basics.
Before the season
- Recruit and recommend Shetland managers and coaches for board approval.
- Form balanced teams from registration; Shetland has no draft.
- Hand managers their equipment bag, schedule, field combinations and the Shetland supplemental rules.
- Hold a short orientation for managers and parents on format and expectations.
During the season
- Build the Shetland game and practice schedule with the Baseball Director and Field Director.
- Be the first contact for Shetland parents and managers.
- Visit games regularly and help new managers with game flow.
- Report on the division at the monthly board meeting.
After the season
- Organize the end-of-season celebration or participation awards.
- Collect equipment bags and return them to the Equipment Manager.
- Recommend rule and format changes to the Rules and Regulations Committee.
| January | Managers recruited; teams formed |
|---|---|
| March | Orientation; season starts |
| June | Wrap-up and equipment return |
- Jan20
- Feb40
- Mar25
- Apr25
- May25
- Jun10
- Jul0
- Aug0
- Sep5
- Oct5
- Nov5
- Dec5
Communications Director
The Communications Director tells families and the community what the league is doing. This role owns league announcements and oversees the Social Media Manager and Webmaster on content.
Family communications
- Write and send league announcements: registration, evaluations, Opening Day, all-stars and Fall Ball.
- Keep a season communications calendar so families hear from the league on a steady schedule.
- Review messages from other board members before they go to all families.
- Set the dates and distribute a flyer to local schools.
- Maintain the public league calendar.
Community and media
- Send notices to local media for Opening Day and all-star results.
- Support the President and Vice President at the Pancake Breakfast, Good Old Days parade and other events.
Brand
- Keep league materials consistent with the PG PONY style guide: logos, colors and type.
- Keep a shared folder of approved logos, photos and templates for board use.
- Confirm photo permissions before images of players are posted.
| October | Registration campaign |
|---|---|
| March | Opening Day |
| June–July | All-star coverage |
| August | Fall Ball announcement |
- Jan15
- Feb20
- Mar15
- Apr15
- May15
- Jun10
- Jul5
- Aug10
- Sep10
- Oct10
- Nov5
- Dec5
Field Director
The Field Director keeps the league’s fields safe and ready to play: George Washington Park, Muni Ballpark and Arnett Park, plus school fields used for practice. The two Field Assistants support this role.
Planning
- Lead the field planning and improvements process to ensure improvements, maintenance and repairs occur at all fields.
- Prioritize projects and make sure there is budget for them.
- Coordinate work and permits with the City of Pacific Grove and PGUSD, when applicable.
Field prep day
- Plan field prep day: tasks, supplies and volunteer sign-ups.
- Coordinate with the Communications, Baseball and Softball Directors for assignments and field coverage.
During the season
- Assign Field Assistants to weekly field checks and game-day prep.
- Keep a supply of chalk, bases and infield mix.
- Post field status and rain closures with the Webmaster.
- Report safety hazards to the city or school and close fields when needed.
- Inspect the AEDs at George Washington Park, Arnett Park and Muni Ballpark monthly in season and every 90 days off-season, replace pads and batteries before they expire, and keep the inspection log.
- Manage keys and locks for fields and sheds.
| October | Permit review with Directors |
|---|---|
| November | Project plan and budget |
| January | Field prep day |
| March–June | Weekly field checks |
- Jan30
- Feb30
- Mar40
- Apr40
- May40
- Jun25
- Jul10
- Aug15
- Sep20
- Oct20
- Nov10
- Dec5
Concessions Director
The Concessions Director runs the snack bar, one of the league’s main fundraisers and a gathering place on game days. The role covers menu, staffing, health rules and money handling.
Operations
- Set snack bar hours to match the game schedule at each field.
- Set the menu and prices with the board each season.
- Keep the snack bar compliant with county health permits and food handling rules.
- Keep the snack bar clean, stocked and secure.
Volunteers
- Train shift volunteers on cash handling, food safety and closing procedures.
- Create signage and tutorials to ensure all volunteers have the necessary information for a positive experience.
Money
- Set up cash and card payment procedures with the Treasurer.
- Report sales and costs to the board each month.
- Propose the concessions budget each fall.
| October | Concessions budget proposed |
|---|---|
| February | Health permit; volunteer schedule |
| March–June | Weekly operation and reporting |
- Jan10
- Feb20
- Mar30
- Apr30
- May30
- Jun20
- Jul5
- Aug5
- Sep10
- Oct10
- Nov5
- Dec5
Sponsorship Director
sponsorshipdirector@pgpony.org
The Sponsorship Director builds and keeps the local business relationships that fund the league. Per the bylaws, sponsor money goes to the common treasury, not to an individual team, so every team benefits equally.
Sponsor outreach
- Contact returning sponsors each fall to renew for the coming season.
- Recruit new sponsors, with a focus on Pacific Grove and Monterey Peninsula businesses.
- Set sponsorship levels and benefits with the board each year.
- Answer sponsor questions sent to the sponsorship inbox.
Team assignment and recognition
- Assign sponsors to teams and give the list to the Baseball and Softball Operations Managers before uniforms are ordered.
- Collect sponsor logos in usable quality for uniforms, banners and the website.
- Order sponsor plaques and give them to the Vice President for photo day distribution.
- Keep the sponsor section of pgpony.org current with the Webmaster.
Money and records
- Send invoices through the Treasurer and track payments.
- Keep a sponsor roster with contacts, level, amount paid and team.
- Bring All-Star and Fall Ball team sponsorships to the board for acknowledgement, as the bylaws require.
- Send thank-you letters with the Secretary at the end of the season.
| October–December | Renewals and outreach |
|---|---|
| January | Sponsor list to Operations Managers |
| Spring | Plaques to Vice President |
| July | Thank-you letters |
- Jan20
- Feb20
- Mar15
- Apr10
- May10
- Jun5
- Jul5
- Aug10
- Sep15
- Oct15
- Nov15
- Dec20
Technology Director
The Technology Director runs the systems the league depends on: registration, league email, shared files and the website platform. The goal is that every account is owned by the league and survives board turnover.
Registration and data
- Set up spring and Fall Ball registration with the Vice President and Fall Baseball Manager.
- Load fees, divisions, league age rules and discounts.
- Export registration and roster reports for Directors, Division Representatives and the Treasurer.
- Process late/manual registration requests, when applicable.
- Protect family data and limit access to those who need it.
- Conduct annual audit of account access.
Accounts and email
- Manage league email addresses and Google Workspace for every board role.
- Keep an inventory of league accounts and logins, shared with the President.
- Set up and remove access when board members join or leave.
Tools
- Maintain shared drives, calendars and meeting tools.
- Support the Webmaster on the website platform.
- Help board members with the tools they use for their role.
| August | Update accounts after election |
|---|---|
| September | Build spring registration |
| October | Registration opens |
| January | Provide registration reports; Process late registration, when applicable |
- Jan20
- Feb20
- Mar15
- Apr10
- May10
- Jun5
- Jul5
- Aug10
- Sep10
- Oct10
- Nov15
- Dec15
Coach and Player Development
Added to the board in 2023, this role helps volunteer coaches teach well and helps every player improve. The bylaws allow up to two Coach and Player Development Representatives.
Coach development
- Plan and run pre-season coach clinics for each age group.
- Build a practice-plan library that managers can use from the first week.
- Pair new managers with experienced ones for their first season.
Player development
- Organize summer and fall skill clinics open to all players.
- Help design player evaluation days with the Directors so evaluations are fair and consistent.
- Teach pitch-count and rest rules to managers.
Culture
- Promote the league’s mission: skill and development come before winning.
- Gather feedback from coaches and players after the season and report to the board.
| January | Coach clinics |
|---|---|
| February | Player clinics; evaluation days |
| June | Coach and player feedback |
| Summer and Fall | Run player development clinics |
- Jan15
- Feb25
- Mar20
- Apr10
- May10
- Jun5
- Jul0
- Aug5
- Sep10
- Oct5
- Nov5
- Dec10
Baseball Operations Manager
The Baseball Operations Manager takes day-to-day scheduling and game-day logistics off the Baseball Director’s plate, so the Director can focus on managers, drafts and intercity play.
Schedules
- Build baseball practice and game schedules with the Baseball Director and Field Director.
- Apply school and city blackout dates.
- Reschedule rainouts and post changes with the Webmaster.
Game days
- Confirm fields, field prep, volunteers, umpires and scorekeepers for each game day.
- Be the on-call contact for field or scheduling problems.
Umpires
- Arrange umpires for baseball games through the league's umpire provider, with two umpires for every playoff game.
- Keep an assignment record and send it to the Treasurer for umpire payment.
- Be the board contact for umpire concerns and incident reports.
Uniforms
- Collect sizes, numbers and cap or visor choices from each team.
- Get the sponsor list from the Sponsorship Director, then place orders so uniforms arrive seven days before Opening Day.
- Sort uniforms by team for Division Representatives, and handle exchanges and reorders.
Records
- Track game results and standings where divisions keep them.
- Report scheduling issues and recommendations at season end.
| January | Umpire plan set and uniform orders placed |
|---|---|
| February | Schedules built |
| March–June | Weekly game-day coordination |
- Jan20
- Feb30
- Mar30
- Apr25
- May25
- Jun15
- Jul5
- Aug5
- Sep10
- Oct10
- Nov10
- Dec10
Baseball Programs Manager
The Baseball Programs Manager runs the programs that sit around the regular baseball season, including player evaluations, drafts and all-stars, so the Baseball Director can focus on managers and the season as a whole.
Evaluations and drafts
- Organize player evaluation days with the Baseball Director: fields, stations, evaluators and sign-in.
- Prepare evaluation results and rosters for the Mustang, Bronco and Pony drafts.
- Keep the draft process documented and follow it each year for consistency and transparency.
All-stars and intercity play
- Coordinate the baseball all-star program: tournament selection, manager selection support and registration.
- Coordinate intercity play logistics with other communities, when applicable.
Rules
- Keep baseball supplemental rules current and share them with Division Representatives before each season.
| January | Player evaluations |
|---|---|
| Late January | Player drafts and team assignments |
| May–July | All-star program |
- Jan20
- Feb25
- Mar15
- Apr15
- May20
- Jun15
- Jul15
- Aug5
- Sep5
- Oct5
- Nov5
- Dec5
Equipment Manager – Baseball
The baseball Equipment Manager owns the league’s baseball gear. Every team gets a safe, complete equipment bag at the start of the season, and every bag comes back at the end.
Inventory and purchasing
- Take a full inventory of bags, helmets, catcher’s gear, bats and balls after each season.
- Replace damaged or out-of-date gear, especially helmets and catcher’s gear.
- Get at least two bids for purchases over $2,000, per the bylaws, and submit purchase orders through the Treasurer.
Distribution
- Build one equipment bag per baseball team, sized for the division.
- Hand bags to Division Representatives for managers before the first practice.
- Keep extra balls and replacement gear available during the season.
- Include the master key and shed combinations the Baseball Director assigns.
Storage
- Keep the baseball equipment sheds organized and locked.
- Collect bags at the end of the season and check them in.
| January | Inventory review; order gear |
|---|---|
| March | Bags to teams |
| June | Collect and check in bags |
| Fall | Repeat spring procedures, when necessary |
- Jan5
- Feb20
- Mar5
- Apr5
- May5
- Jun5
- Jul5
- Aug5
- Sep10
- Oct5
- Nov5
- Dec0
Fall Baseball Manager
fallbaseballdirector@pgpony.org
The Fall Baseball Manager runs the league’s fall program, a shorter, lower-key season focused on development and extra playing time.
Planning
- Run Fall Ball end-to-end: create the schedule, plan registration and update the board on progress.
- Propose fees and a budget for board approval.
- Secure fall field permits with the Field Director, if applicable.
Running the season
- Set up registration with the Technology Director.
- Recruit managers and form teams.
- Arrange inter-league games with nearby communities where available.
- Coordinate uniforms or shirts with the Baseball Operations Manager.
Wrap-up
- Collect equipment and report results, costs and feedback to the board.
| June | Fall plan to board |
|---|---|
| August | Registration |
| September–November | Fall season |
- Jan0
- Feb0
- Mar0
- Apr0
- May0
- Jun5
- Jul10
- Aug20
- Sep30
- Oct30
- Nov15
- Dec5
Softball Operations Manager
The Softball Operations Manager takes day-to-day scheduling and game-day logistics off the Softball Director’s plate, so the Director can focus on managers, drafts and league play.
Schedules
- Build softball practice and game schedules with the Softball Director and Field Director.
- Apply school and city blackout dates.
- Reschedule rainouts and post changes with the Webmaster.
Game days
- Confirm fields, field prep, volunteers, umpires and scorekeepers for each game day.
- Be the on-call contact for field or scheduling problems.
Umpires
- Arrange umpires for softball games through the league's umpire provider, with two umpires for every playoff game.
- Keep an assignment record and send it to the Treasurer for umpire payment.
- Be the board contact for umpire concerns and incident reports.
Uniforms
- Collect sizes, numbers and cap or visor choices from each team.
- Get the sponsor list from the Sponsorship Director, then place orders so uniforms arrive seven days before Opening Day.
- Sort uniforms by team for Division Representatives, and handle exchanges and reorders.
Records
- Track game results and standings where divisions keep them.
- Report scheduling issues and recommendations at season end.
| January | Umpire plan set and uniform orders placed |
|---|---|
| February | Schedules built |
| March–June | Weekly game-day coordination |
- Jan20
- Feb30
- Mar30
- Apr25
- May25
- Jun15
- Jul5
- Aug5
- Sep10
- Oct10
- Nov10
- Dec10
Softball Programs Manager
The Softball Programs Manager runs the programs that sit around the regular softball season, including player evaluations, drafts and all-stars, so the Softball Director can focus on managers and the season as a whole.
Evaluations and drafts
- Organize player evaluation days with the Softball Director: fields, stations, evaluators and sign-in.
- Prepare evaluation results and rosters for the softball drafts.
- Keep the draft process documented and follow it each year for consistency and transparency.
All-stars
- Support the Softball Director with the all-star draft, manager selection, tournament selection and registration.
Rules
- Keep softball supplemental rules current and share them with Division Representatives before each season.
| January | Player evaluations |
|---|---|
| Late January | Player drafts and team assignments |
| May–July | All-star program |
- Jan20
- Feb25
- Mar15
- Apr15
- May20
- Jun25
- Jul15
- Aug5
- Sep5
- Oct5
- Nov5
- Dec5
Equipment Manager – Softball
The softball Equipment Manager owns the league’s softball gear and makes sure every team is equipped safely.
Inventory and purchasing
- Take a full inventory of bags, helmets with face guards, catcher’s gear, bats and balls after each season.
- Replace damaged or out-of-date gear.
- Get at least two bids for purchases over $2,000, per the bylaws, and submit purchase orders through the Treasurer.
Distribution
- Build one equipment bag per softball team, sized for the division.
- Include the master key and shed combinations the Softball Director assigns.
- Hand bags to Division Representatives before the first practice.
Storage
- Keep the softball sheds organized and locked.
- Collect bags at the end of the season and check them in.
| January | Inventory review; order gear |
|---|---|
| March | Bags to teams |
| June | Collect and check in bags |
| Fall | Repeat spring procedures, when necessary |
- Jan5
- Feb20
- Mar25
- Apr10
- May10
- Jun10
- Jul5
- Aug5
- Sep10
- Oct5
- Nov5
- Dec0
Concessions Assistant Manager
The Concessions Assistant Manager shares the running of the snack bar with the Concessions Director and runs it in the Director’s absence.
Game days
- Open and close the snack bar on assigned days.
- Check in shift volunteers and train new ones.
- Order for and stock concession stands to ensure game days have adequate supplies.
Inventory
- Count stock weekly during the season, rotate it and track expiration dates.
- Order or buy supplies within the approved budget, and submit receipts to the Treasurer promptly.
- Take a final inventory at season end and recommend menu and quantity changes.
Volunteers
- Assist with volunteer training.
- Fill in for missing volunteer shifts, when feasible and available.
Support
- Keep food safety and cleaning checklists current.
- Step in for the Concessions Director at meetings and events as needed.
- Manage and monitor Square item library.
Off-Season
- Assist with off-season events such as high school, all-star and community tournaments.
| February | Initial concession stand stock |
|---|---|
| March–June | Game-day operation |
- Jan5
- Feb10
- Mar20
- Apr25
- May25
- Jun15
- Jul0
- Aug0
- Sep5
- Oct5
- Nov0
- Dec0
Field Assistants
fieldassistant1@pgpony.orgfieldassistant2@pgpony.org
Two Field Assistants support the Field Director with hands-on field work through the season. This page covers both seats.
Field prep
- Help lead field prep day crews and train volunteers for pre and post-game preparations.
- Drag, line and prep fields for game days as assigned.
Maintenance
- Do weekly field walk-throughs and report hazards to the Field Director.
- Make small repairs to fences, bases, mounds and batting cages.
- Restock chalk and field supplies.
Coverage
- Cover rain checks and field closures when the Field Director is unavailable.
| January | Field prep day |
|---|---|
| March–June | Weekly field work |
- Jan0
- Feb10
- Mar25
- Apr30
- May30
- Jun15
- Jul5
- Aug5
- Sep10
- Oct10
- Nov5
- Dec0
Social Media Manager
The Social Media Manager runs the league’s social accounts under the direction of the Communications Director.
Posting
- Post key dates, reminders and results through the season, about weekly.
- Share game-day photos, with permission from families.
- Thank sponsors on social channels.
Standards
- Follow the brand style guide and the league’s plain, friendly voice.
- Never post a player’s full name with a photo without permission.
- Moderate comments and pass concerns to the Communications Director.
Access
- Keep account logins with the Technology Director.
| December | Registration posts |
|---|---|
| March–July | Weekly posts |
- Jan8
- Feb12
- Mar12
- Apr12
- May12
- Jun8
- Jul4
- Aug6
- Sep8
- Oct8
- Nov4
- Dec4
Utility Player
The Utility Player is a floating board seat that fills in wherever the league needs help. It is a good first seat for a new board member learning how the league runs.
Duties
- Cover vacant or short-handed roles as the President assigns.
- Staff events such as evaluations, photo day and Opening Day.
- Take on one-time projects the board approves.
- Attend monthly meetings and report on assigned work.
| Year-round | As assigned |
|---|
- Jan5
- Feb10
- Mar15
- Apr15
- May15
- Jun10
- Jul5
- Aug5
- Sep10
- Oct10
- Nov5
- Dec5
Webmaster
The Webmaster keeps pgpony.org accurate. Parents rely on the site for dates, field status, policies and board contacts, so it must stay current.
Content
- Post approved minutes and dates from the Secretary.
- Keep board contacts, bylaws, policies and committee pages current.
- Update field status for George Washington Park, Muni Ballpark and Arnett Park.
- Keep the sponsor section current with the Sponsorship Director.
Registration
- Publish registration pages and dates the Technology Director sets up.
Upkeep
- Remove outdated pages and fix broken links each season.
| August | Update board contacts |
|---|---|
| October | Registration pages live |
| Monthly | Post minutes, meeting dates, and any other relevant information |
- Jan10
- Feb15
- Mar10
- Apr8
- May8
- Jun6
- Jul4
- Aug6
- Sep8
- Oct8
- Nov8
- Dec10
Division Representatives
pintorep@pgpony.orgmustangrep@pgpony.orgbroncorep@pgpony.orgponyrep@pgpony.orgsof-t-ball@pgpony.orgprerookiesrep@pgpony.orgrookiesrep@pgpony.orgminorsrep@pgpony.orgmajorsrep@pgpony.org
Each division has one Representative. The Representative is the link between the board and the managers and families in that division.
Before the season
- Help recruit managers and coaches.
- Help run player evaluations and the draft or team placement.
- Hand out equipment bags, keys, combinations, schedules and supplemental rules to managers.
- Hold a short pre-season meeting on rules, the Zero Tolerance Policy and the Child Safety Policy.
During the season
- Be the first contact for managers and parents in the division.
- Deliver photos and sponsor plaques from the Vice President to managers.
- Track rainouts and make-up games.
- Attend the monthly board meeting and report on the division.
After the season
- Help organize all-star selection.
- Collect equipment bags and return them to the Equipment Manager.
- Gather manager feedback for the Rules and Regulations Committee.
| January–February | Evaluations, draft, manager kits |
|---|---|
| March–May | Season contact |
| June | Collect equipment; feedback |
- Jan5
- Feb15
- Mar25
- Apr25
- May25
- Jun10
- Jul0
- Aug0
- Sep5
- Oct5
- Nov0
- Dec0