Volunteering at West Vancouver Little League WVLL is a volunteer run organization supporting over 500 youth players. Successfully running the league takes well over a hundred league-role volunteers and in recent years we have fallen well short of the required number of league-role volunteers. This has hampered the league's ability to successfully operate. As discussed at the AGM we will continue with a non-league-role volunteer fee. This year, a $100 deposit per family will be collected and returned when your league-role volunteer duty has been completed. League-role volunteer descriptions are listed below. Keep in mind that everyone is expected to help out with field set up and take down for your player's games. That is not a league-role volunteer duty and is expected of everyone regardless of the non-league-role volunteer payment. Once you have reviewed the descriptions below, you can sign up for a league-role volunteer duty here: https://www.volunteersignup.org/TM9YD?classic If you like, you can think about it and decide later though some positions may be full and you may have to choose another. Volunteer
roles 2017
Head Coach, Assistant Coach
Coaching in Little League is an extremely
rewarding endeavour. WVLL will support our coaches by offering training opportunities
throughout the season. Professional coaches will be used to host pre season training
sessions in order to help you establish some drills or a practice routine for
your team and there will be in season support as well. There is a maximum of 1
Head Coach, 2 Assistant Coaches and 1 Team manager per a team for volunteer
refund purposes. If you volunteer for one of these roles but is
ultimately filled by others, please refer to the volunteer sheet to sign
up for other volunteer roles that are available. All coaches will need to
obtain a Criminal Record Check before the star of the season.
Head Coach duties will entail:
·
Develop practice plans and run effective practice sessions.
·
Organizing and managing practices at least 1
per week once the season begins, and games (1-3 per week depending on your
division)
·
Selecting Assistant Coaches for your team
·
Helping at the Players Skills Assessment in
January
·
Participating in the Player Draft where
applicable
·
Attending the Coaches Clinic in March/April
·
Report game scores to your division coordinator
·
Take responsibility for the equipment assigned to your team for the
season
·
Track umpire attendance for payment processing
·
Report rain outs, cancel your scheduled umpires if a game is rained out
·
Organize rescheduling directly with other coaches any games that are
rained out.
To volunteer as a coach or manager, click on
the button during registration or send an email to: president@westvanll.ca
Team Manager
·
Overall, ensures the team operates efficiently and does other related
team duties that are not coaching related.
·
Assign parent duties
1. Field preparation
(lining field before game, raking after game, scoreboard)
2. Scorekeeper (Rookies,
Minors, & Majors) (parents should attend scorekeeping clinic)
3. 50/50 fundraising
4. Snacks where
applicable
·
Communicate events and schedule with the team
·
Help coach with knowing who will be missing or arriving late for games
·
Help with letting parents know location and arrival time of interlock
& tournament games and help arrange rides
·
Scoreboard training
·
Distribute uniforms and record assignments.
·
Distribute info from the league
·
Collect team info from the team when requested by the league
·
Team manager is generally not assigned any other team duties
Division Coordinators
Pre-Season Responsibilities
·
Obtain list
of volunteers, coaches, assistants, managers, co-ordinators
·
Work with
coaches to develop team rosters by assignment in the Minor division and by
draft in the Major division.
·
Using the
computer system and in conjunction with coaches, assign players to teams and
e-mail team lists to coaches
·
E-mail
medical form information to coaches/managers (have managers check forms for
missing info)
·
Host a
coaches meeting at start of season (hand out uniforms, equipment
& schedule)
·
Ensure all
coaches have followed up with obtaining a CRC and filling out a Volunteer
Application
Scheduling
·
Create game schedule & playoff format
(collect game results for standings Minor B and above)
Season Long
·
Send
reminders to coaches re: rules, dates for events, etc.
·
On-going
communication between coaches, managers and league
·
Deal with
rule questions as they arise throughout the season
·
Track team
stats and pitch counts
·
Track umpire
participation for payment processing
Post-season
·
Collect
uniforms (AAA and above) & equipment in conjunction with Uniform and
Equipment Managers
·
Get feedback
from coaches, parents, players
Program Development Coordinator
In conjunction with Coaches, Division Coordinators,
Field Manager, and Treasurer plan and execute development clinics for Farm,
Minors, Majors and Juniors divisions for both pre-season and season
·
Develop
relationships with various baseball instruction providers
Opening Day Coordinator
·
Responsible
for scheduling the Opening Day activities
·
Coordinate
with Photographers and Food Trucks
·
Coordinate
tent/tables/chair/sound system/entertainment vendors
·
Coordinate
guest speakers/music/MC Opening Day
·
Contact
Vendor's/Guest Speakers/Newspapers
·
Opening Day
Program
Opening Day Assistants- 2 needed
·
Organize
games/setup/take down/field decorations and prizes
·
Organize the
parent volunteers and Coaches for help on the day
Pre-Season Evaluation Coordinators
1 for Farm – Minor A
1 for –Major AA - AAA
·
Book gym
space and time with West Vancouver Recreation Commission
·
Organize
evaluations for player placement
·
Ensure
baseballs (soft), bats, pinnies and supplies are available for evaluations
·
Organize
coaches to evaluate
·
Tabulate
scores and prepare overall rating on each player
Trophy Coordinator
·
In
conjunction with Division Coordinators, Coaches and/or Executives, organize and
order individual and champion trophies, tournament skills competition trophies
and medallions
·
Pick up
trophies and deliver to Division and Tournament Coordinators
Uniform Coordinator
Pre-season: check status of uniforms (league and
allstars)
·
In
conjunction with the Division Coordinators organize and order uniforms
·
In
conjunction with the Division Coordinators and Coaches, organize return and
storing of uniforms
·
Pickup
uniforms from supplier
Sponsorship Coordinator(s)
Discuss the sponsorship and fundraising objectives
with League directors before the season
·
Contact
regular sponsors each Spring to confirm continuing sponsorship and secure
contribution
·
Provide
sponsors with basic information about WVLL initiatives and schedules
·
Identify and
develop potential new sponsorship and fundraising opportunities, as required
·
Coordinate
sponsor signage and recognition on Opening Day and sponsor references on
website
·
Have sponsors
recognition plaques prepared and delivered at end of season
·
Communicate
with District Parks staff regarding sponsor signage opportunities
Sponsorship Administrator
·
Coordinate
sponsor signage and recognition on Opening Day and sponsor references on
website
·
Have sponsors
recognition plaques prepared and delivered at end of season
·
Communicate
with District Parks staff regarding sponsor signage opportunities
Fundraising Coordinator and team
WVLL is way behind the
ball in this regard. We really need a self-starting individual, or a few, to
come up with some great easy to implement fundraising strategies that can be
used on an ongoing annual basis.
Specific duites will
include:
·
Apply for
gaming raffle and or 50/50 licences
·
Create
fundraising initiatives and opportunities such an online auction, raffle etc
·
Coordinate
with team manages to facilitate 50/50 sales at games and volunteers for sales
at opening day
Equipment Manager
Pre-season, order necessary equipment for all
divisions
·
Organize
distribution of equipment to coaches
·
Maintain
appropriate level of equipment during season
·
At season
end, organize, receive, sort and store equipment
Equipment Assistants
2 per division
·
Help
distribution of equipment to coaches
·
At season
end, organize, receive, sort and store equipment
Umpire-In-Chief
·
Organize
umpire clinic in pre-season through District 5
·
Organize WVLL
umpire clinics pre-season and during season
·
Act as
referral point for Umpire Coordinators in the interpretation of rules
·
Attend Majors
and Minors games when possible to encourage and work with umpires (ie.
Positioning etc)
·
Work with
Umpire Coordinators in having an umpire evaluation system and providing them
with names of registered umpires and which divisions they are qualified for
·
Ensure all
coaches have a copy of the Official Regulations and Playing Rules and updating
any changes to these rules
·
Answering
questions related to rules from Umpires and coaches by quoting the rule book
·
Ensuring all
coaches have a copy of the Official Regulations and Playing Rules
Umpire Coordinator: Majors/Minors
·
Get schedule
of games as soon as it is released; and schedule of playoffs when it is
released
·
Keep on top
of makeup games
·
Communicate
with umps and determine general availability and special requests (i.e. some
umps only want base)
·
Communicate
with coaches to let them know you are ump coordinator and that they need to
keep you in the loop (cancelled games, makeup games, playoff games, etc)
·
Get feedback
from coaches and make decision on how to feed back to kids
·
Facilitate
pmt to the umps calculate amount owing bi-weekly and report to the treasurer
for e transfer pmts
·
Implement an
evaluation system of umpires in conjunction with Umpire-In-Chief.
Umpire Scheduler(s) and assistants
Review schedule of games as soon as it is released;
and schedule of playoffs when it is released
·
Keep on top
of makeup games
·
Communicate
with umps and determine general availability and special requests (i.e. some
umps only want base)
·
Using the
assignr system create and administer the pool of umpires and ensure all games
are covered by an umpire with the appropriate level of training.
·
Track and
confirm umpire attendance for pmt purposes
Player Agent
·
Act as
liaison between league and players and parents
·
Situations
may include moving players between teams within and across divisions
·
Conduct
player evaluations during season for possible movement
·
Review and
confirm player eligibility for tournament team participation
Tournament and Post Season Coordinator
·
Identify and
register WVLL teams in all appropriate pre, mid and post season tournament
opportunities
·
Organize post
season evaluations
·
Help set up post season teams at all levels
Coaching Coordinator(s)
Represent league
managers/coaches.
·
Present a manager/coach training program and cost to the board.
·
Order and distribute training materials.
·
Coordinate clinics as necessary.
Volunteer Coordinator
·
Assist with the organization of league volunteers in various capacities.
·
Track submission of Volunteer Application forms
·
Identify areas where we need more volunteers
Volunteer Coordinator - refund administrator You
have this position twice
·
Track Volunteer participation and ensure fee refunds are sent upon
completion of duties.
Website Manager
·
Learn all
aspects of WVLL Content Management System and be familiar with HTML
·
Update
website as requested by members of the league executive
·
Convert
documents submitted for posting onto website into format usable by website (pdf
files)
·
Keep website
current removing out of date items as necessary
·
Write and
edit copy for placement on the website
·
Make
recommendations to improve presentation and efficiency of the website
·
During the
pre-season, organize and implement promotional messages through the schools and
local newspapers as well as signage for registration
Social Media Manager
·
Promote and
update Facebook and twitter feeds
Field Managers
I per field
·
Where applicable
organize diamond fence set-up and take-down
·
Order and
maintain sufficient supply of lime
·
Maintain in
good working condition liners, rakes etc and place orders with the Equipment
Manager
·
Ensure the
upkeep of all diamonds, fences, bleachers, batting cage
Safety Officer
The role of the Safety Officer is to ensure the
physical protection of the children involved with WVLL. The majority of this is
achieved with good preventative processes in place.
Ensure all adults involved with the League have submitted
a Volunteer Form and a Criminal Record Check. This needs to be reviewed each
year for all League Officials, coaches, adult umpires, managers and board
members. Inspect all Volunteer forms to determine if there are any convictions
or offensives that may put any children at risk. If there is a concern, then a
discussion needs to take place with the president and/or board to determine if
any league actions or restrictions are required.
The field facilities should be regularly inspected
for any potential hazards that could cause injury. Any such situations should
be submitted to the District of West Vancouver so that it can be addressed.
Team Snap Administrator
Coordinate with our
Team Snap representative to facilitate the initial League set up and administer
any updates as needed throughout the regular and post season.
Field Scheduler
Assistant
·
Help administer an on-line field assignment platform
·
Help coaches
facilitate the re-booking of rainout games
·
Report rained
out games to the District of West Vancouver.
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