President:

The President shall preside at all meetings of the Board of Directors and of the Executive Committee and shall have the general management of the affairs of the Association, subject to the approval of the Board of Directors, and shall perform all duties pertinent to the office and shall be an ex-officio member of all committees. The President may execute all necessary official documents on behalf of the Association except when the execution thereof is expressly delegated to another officer by the Board of Directors.  The President will be the primary contact for all Saco Bay Trojans Lacrosse activities (program development and implementation, coaching, field use, etc.) to the Maine Youth Lacrosse Association, US Lacrosse, school athletic directors, town recreation department and other municipal officials.  The Board authorizes expenditures by the President of up to $1000 for emergency purposes.  Such purposes shall be reported to the Board of Directors at their next meeting.

Vice President:

In the absence or the disability of the President, the Vice President shall perform such other duties as may be assigned by the President or Board of Directors. He/she is responsible for the coordination of youth team schedules and scheduling of Saco/ Thornton Academy fields for those games.  It is the desire of the Board of Directors that after the Vice Presidents term is over, he/she will then serve as the President the following year if the position is available and agreed upon through a vote at the annual meeting.

Secretary:

The Secretary shall keep an accurate record of all meetings of the Board of Directors and of the Executive Committee; and shall give notice of the time and place of all meetings of the Board of Directors and of the Executive Committee- shall keep the roll of members; shall maintain the necessary documents of record for the Association, and shall transmit to the Board of Directors such reports as may be required.  The Secretary shall post minutes of all meetings in the principal arenas which serve the Association.  This position is also responsible for coordinating with the Board Program Coordinators to ensure that all registration, insurance and US Lacrosse membership information are accurate and up to date.

Treasurer:

The Treasurer shall have the care and custody of funds and securities of the Association, shall be responsible for keeping an accurate account of all moneys received and expended; shall submit at the annual meeting an independent certified audit of accounts of the Association for the preceding year which will be printed for public information; shall submit monthly financial reports to the Board of Directors and shall chair the Finance Committee.  By vote of the Board of Directors the funds and securities of the Association may be placed under a custodial agreement in the care and custody of a bank or investment firm in nominee name only to be selected by the Board.  The Treasurer shall be required by the Board of Directors to give bond for faithful discharge of those duties in such sum and with such surety as the Board of Directors may determine the expense of such bond to be paid by the Association.

Communication Coordinator:

Responsible for communication to and from all team administrators, coaches, Board Members and the community which includes: Dissemination of agendas, meeting minutes, and updates as needed through e-mails. Creating newsletter publication, and to elicit and forward all program/team articles to be published in local papers and forward to the Webmaster. To obtain a master list of contact information from the Registrar and will forward any changes to that contact list that he/she may become aware through the website email process.

Website Manager:

Responsible for updating and maintenance of the Saco Bay Trojans Lacrosse website which includes: Update and maintain all information that is related to our Lacrosse News.  See website for details. To publish all communications that has been distributed by the Communication Coordinator via e-mails. Update and maintain the Lacrosse Calendar Update and maintain the Team Pages which includes the rosters and Home Page for each team. Create and maintain login security for the Team Administrators. Upload any pictures that have been sent by the Team Administrators. Create a link to all the fields that we play on the Locations page. Update all of our sponsors for the current year on the Sponsors page. To be available as backup for the dissemination of agendas, meeting minutes, and updates as needed through e-mails.

Team Administrators:

Each Team Administrator is responsible for the management and coordination of all aspects of their teams in accordance of the goals and philosophies as determined by the Board.  It is highly recommended that the Team Administrator enlist parent/ team volunteers to aid in availability and response to needs on the youth teams. The Team Administrator will act as a liaison for participants, parents and coaches within the program and the Board of Directors.  Other specific duties include: Tracking fundraising and collecting and reporting the info to treasurer Assist with photo day getting info to parents and coordinating times Communication with parents Confirming officials the day before the home games Collecting checks prior to the game to pay officials Coordinate volunteers for the snack shack Schedulers:  Schedulers will report to Maine Youth Lacrosse field availability, number of teams and dates available to play games. The scheduler will be the liaison between the team and Maine Youth Lacrosse. They will work with the field coordinator to schedule home games. The scheduler will reach out to the opponents 48 hours prior to game time to confirm time and field location. The scheduler will also get the schedule to the website manager for input onto the website. Fields Manager:  The Field Manager shall be the liaison between Thornton Academy and Saco Bay Lacrosse. The Field Manager shall make sure the maintenance crew has the correct dimensions for lining the youth fields. The field manager will make sure that the goals are out at the fields and will get volunteers to string the nets.

Equipment Coordinator:

This Director is responsible for determining equipment needs for all aspects of the Program throughout the year including budget input. The Equipment Coordinator shall also provide a complete inventory of all Program equipment and be responsible for the purchase, repair, storage, disbursement and collection of these items.  Saco Bay Trojans Lacrosse equipment may include: lacrosse goals/nets; field storage bins,  score tables and required field equipment; lacrosse balls; goalie protective equipment; lacrosse sticks- goalie & long-sticks;   helmets for girls goalies and loaner equipment to include helmets, sticks (boys & girls), gloves, elbow & shoulder pads; and coach training aids.

Uniform/ Apparel Director:

This Director is responsible for determining uniform, jersey and apparel needs for the association and ensuring each team has properly uniformed per rules and Program desires.  The Uniform/Apparel Coordinator will work with the Saco Bay Trojans Lacrosse Board to research and select a vendor for uniforms for the girls’ and boys’ teams.  This person will assign each athlete their numbers and give that info to the website manager to input information onto the site. This person will also work to provide options for members to purchase Trojans Lacrosse apparel or related merchandise.

At-Large Members:

At large members are those that serve in positions of significant importance to Saco Bay Trojan Lacrosse Association but do not hold individual positions on the Board of Directors.  These members will be allowed to vote on Saco Bay Trojan Lacrosse business as one vote based on the majority.  These positions include: Team CPA (also on finance committee) Individual Fundraising Managers, Head Coaches, Assistant Coaches and Heads of Committees not currently listed on the Board.

 

As Adopted by the Board of Directors January 12, 2017