The CYBA Board of Directors is made up by the Executive Board and the General Board. The General Board consists of the League Commissioners and additional appointed members as the Board deems necessary and desirable to conduct the business of the CYBA (denoted as "Standing Committees" in the above diagram).
The Executive Board consists of six officers who are elected to a one year term. The Executive Board appoints League Commissioners and other Committee chairpersons as it deems necessary. The following describes each Executive Board Position:
The Chairperson presides at all CYBA meetings (at which he/she is present) and is the CYBA Executive Officer. This person is responsible for the general supervision, direction, and control of the business and affairs of the CYBA.
The Program Director is responsible for the operation, organization and conduct of each respective league. Each League Commissioner reports directly to the Program Director. Dons Commissioners report to the Program Director for all matters that are in regard to the CYBA. The Program Director is responsible for team selection and works with the Player Evaluation committee and League Commissioners to establish fair and balanced teams. The Program Director also coordinates with the Facilities Director to insure that all Leagues and teams are allocated gym time for practice, games and playoffs.
The Facilities Director insures that adequate facilities for all games practices and other CYBA activities are scheduled and reserved in advance. This includes proper and timely submission of gym reservation requests, monitoring gym utilization and rescheduling gym times as necessary. The Facilities Director acts as the primary CYBA representative in meeting with the Pleasant Valley Recreation and Parks District or other such organization as required for securing gym or meeting facilities.
The Secretary is the official custodian of the records and CYBA Constitution. The Secretary keeps a book of minutes of CYBA meetings (both general and Board of Director meetings) and prepares a set of draft minutes for each meeting and insures that they are distributed to each Board member. As directed by the Chairperson, the Secretary prepares an agenda for each Board meeting. It is also the Secretary's responsibility to ensure that records of registration are properly maintained. The Secretary insures that game results, newsletters and program notices (clinics, player registration etc.) are submitted for publication in a timely fashion.
The Treasurer prepares an annual budget and submits it to the Board for approval. The Treasurer keeps and maintains (or causes to be kept and maintained) adequate and correct accounts of the CYBA properties and business transactions. The Treasurer submits a summary financial report at each regular Board meeting and insures that annual tax reports to federal, state and/or local government are submitted as required. The Treasurer has ultimate responsibility for obtaining sponsors for CYBA activities and works with the Sponsors Committee chair to achieve this objective.
The Director of Rules & Officials is responsible for reviewing the CYBA "local rules" and submitting recommended changes to the Board for approval prior to the start of each season. The Director is also responsible for identifying, recruiting and training CYBA referees and to insure that suitable officials are scheduled for each CYBA contest. Prior to the start of each season, the Director of Rules & Officials insures that scorekeeper training sessions which teach the basics of scorebook and clock control are provided for each league. The Director is responsible for reviewing and tracking referee performance and taking appropriate action (i.e. bonus, additional training etc.).
The Standing Committee positions are appointed by the Executive Board and in general have duties that are required on a "permanent" year-round basis. For many of these positions, the bulk of their responsibilities are in preparation for the upcoming season and fall during the "off-season". The positions currently consist of the following:
This person is responsible for organizing and running the CYBA picture day and insuring that the completed photos are distributed to the appropriate teams. The coordination of the day/location and photographer is done during the off-season. During the season, the responsibilities entail staffing the Picture Day event and distributing the completed photos.
This person is responsible for insuring that the CYBA web site is kept up-to-date with the latest information, including team schedules, results and standings. The general information update is a year-round task while updating team schedules and results is done only during the season. The CYBA website is hosted by Eteamz which provides facilities specific to maintaining a sports organization web-site. Therefore, only general computer/web knowledge is required to maintain the CYBA site.
This committee is responsible for the details of the STAR program, including determining cutoff dates, coordinating production of the sweatshirt award, verifying applications and distributing the awards. The planning, design and contracting for the STAR awards is done prior to the season start. During the season, applications must be collected and verified and the awards order placed and distributed to the players.
This is a year round position as Dons teams play summer league and outside tournaments during the CYBA "off-season". The Dons commissioners govern all aspects of the Dons programs as it relates to CYBA requirements and resources. This includes identifying, interviewing and approving potential Dons team coaches. For issues regarding regular season VCYBC play, the Dons commissioners must follow the guidelines of the VCYBC.
This person/committee facilitates coach's end-of-season player evaluations. They also coordinate and run the pre-season "new player" skills assessments. Pre-season planning for this position includes identifying and scheduling skill assessment facilities, recruiting evaluators, and running the event. Pre-season skill assessments are generally held in early October. Assessment scores and previous season coach evaluations scores must be consolidated for use in the team selection process.
This person is responsible for issuing uniforms to each team and providing procedures for proper care and return of the uniforms at seasons end. This person is responsible for inventorying the returned uniforms and insuring that any damaged uniforms are replaced before the next season. Before the season begins, they are responsible for insuring that each commissioner has a game ball, pump, first aid kit, and other required equipment. They also insure that all scoreboard controllers and portable scoreboards are in working condition and are distributed to the appropriate Commissioner.
This person is responsible for ordering and delivering end-of-season trophies and medals as well as All-Star and sportsmanship recognition awards to each league.
This person/committee is responsible for all registration processing, both on-line as well as mailed-in application forms. Most registration related activity is in the pre-season and involves tracking the number of registered players and keeping other Board members updated to facilitate their planning efforts. This position is also responsible for monitoring the CYBA email center and directly responding or forwarding the message to the appropriate CYBA official.
The CYBA uses a Safe Haven Program to help insure the safety of all participants. This person/committee insures that all coaches, assistant coaches and other volunteers from all leagues have submitted their required safe haven forms. The committee is also responsible for doing an on-line "safe haven" check on each submitted form.
This person/committee is responsible for compiling and editing the CYBA newsletter (generally two per year, one in the pre-season and one at the conclusion of the season). They are also responsible for timely placement of CYBA Registration ads in local newspapers and publications. Such ads are done in the pre-season and notify the general public of the CYBA registration schedule.
This person works to identify and collect league and/or team sponsorships from local area businesses. Contact information is gathered for delivery to the CYBA webmaster for placement on the website. The person also insures that end-of-season sponsor appreciation plaques are ordered and delivered to each CYBA sponsor.
This person/committee is responsible for ordering all types of CYBA logowear for the current season. This can include Board, Commissioner, Coaches shirts as well as general shirts/sweatshirts. Player Shirts/sweatshirts are sold only on a pre-order basis. Once delivered, it is the responsibility of this person/committee to distribute the gear to the appropriate player. The planning and coordination of this is a pre-season activity.
Each "Rec" league has a League Commissioner who is directly responsible for all operational aspects of the league. This includes review of all head coach and assistant coach applicants. Commissioners are responsible for conducting one or more meetings with the team coaches in order to keep them apprised of league operation, rule changes, schedule of events, etc. A Commissioner (or his/her assistant - Commissioners are encouraged to recruit an assistant) are required to be present at each regular season and playoff game and are responsible for the overall game/gym environment. This includes insuring that food and drinks are not brought into the gyms and that all present behave in a sportsman like manner. Commissioners must insure that their coaches return all required forms (i.e. Safe Haven, player evaluations, etc.), per the published deadlines.
Once the season ends in March, the "Rec" League Commissioner responsibilities also end. However, no league can be formed until a Commissioner is appointed, so it is important that League Commissioners identify themselves and become engaged early in the pre-season (preferably by September). This allows them to participate in pre-season Skill Assessments and insures that there is no delay in team selection and the start of practice.