|
OWNER |
PHASE |
TYPE |
DESCRIPTION |
|
ASA Rep |
Pre Season |
One Time |
Attend ASA meeting (Let's find someone to be the ASA rep in the annual meeting and have them attend; it's just a one time deal before the season starts) |
|
Concessions |
In Season |
One Time |
Conduct opening night ceremonies (Concessions - for the last 3 years, we have sold meals and given prizes to the team in each age division that demonstrates the most spirit) |
| In Season | One Time | Prepare concession schedule and provide schedule to team mom and to Web Site coordinator. | |
| In Season | Reocurring | Ensure that concession stand is manned with volunteers for each game night. | |
|
In Season |
One Time |
Help with carnival (All) |
|
|
Equipment |
Pre Season |
One Time |
Order game balls (Operations or Equipment - 1 box for each team and then 1 more box for 8U, 10U, and 12U for playoffs) |
| Pre Seaons | One Time | Assemble equipment bags for each team. Each bag should include 3-4 bats, 3-4 batting helmets, and catchers gear. | |
|
Pre Season |
One Time |
Survey equipment. Present equipment needs to board. Order any new equipment needed (Equipment) |
|
|
Pre Season |
One Time |
Order chalk (Operations or Facilities or Equipment) |
|
|
Facilities |
Pre Season |
One Time |
Decide what facility improvements are needed (Facilities) |
|
Pre Season |
Reoccuring |
Conduct routine maintenance on fields (Facilities-this is things like spraying for weeds, zip tying the screens to the outfield fence, fixing anything that needs to be fixed, occassionaly dragging the fields with the groomer, etc.) |
|
|
Marketing |
Year Round |
Reoccuring |
Marketing (you are already doing this) |
|
Year Round |
Reoccuring |
Coordinate and monitor sponsorships (??? - collecting funds, getting signs made, hanging signs, tracking which teams have $1000 total for t-shirts, ordersing t-shirts) |
|
|
Operations |
In Season |
One Time |
Send final schedule to concession so they can develop concession stand volunteer schedule (Operations) |
|
In Season |
One Time |
Send final schedule to umpire in chief (UIC-Parker Dobson) (Operations) |
|
|
In Season |
Reoccuring |
Update rainout web site information (Operations) |
|
|
In Season |
One Time |
Set up playoff and all star game schedule (Operations-each league agent should do this) |
|
|
Pre Season |
One Time |
Conduct evaluations (Operations) |
|
|
Pre Season |
One Time |
Line up league agents (Operations) |
|
|
Pre Season |
One Time |
Line up coaches (Operations) |
|
|
Pre Season |
One Time |
Put together teams either via play with requests (6U, 8U, 10U) or via drafts (12U) which includes team name selection and practice time selection (Operations) |
|
|
Pre Season |
One Time |
Put together schedules (Operations - 12U coops with ODC, SBMSA and WHGSA, 14U coops with ODC, SBMSA and WUSA, and WHGSA) |
|
| Pre Season | One Time | Conduct coaches meeting. Address policies, expectations, answer questions. | |
|
Year Round |
Reoccuring |
Keep website updated with scores and standings (Operations) |
|
|
President |
Post Season |
One Time |
Conduct annual meeting (President-prepare a few slides to highlight successes of previous year, problem areas, and financial position, vote in new board members, and set up schedule for next series of board meetings) |
|
Pre Season |
Reoccuring |
Conduct and set agenda for board meetings (President - historically these have been once a month one night during the week, let's establish the frequency, night, and location at the annual meeting) |
|
|
Pre Season |
One Time |
Make yearly calendar with key dates (President - registration opens, evaluation dates, practices start, opening night, carnival, etc) |
|
|
Pre Season |
One Time |
Put together a budget (President in conjunction with treasurer, equipment, facilities, and operations) |
|
|
Pre Season |
One Time |
Prepare letter from president and updated sponsorship letter (President-use current letters as a starting point) |
|
|
Pre Season |
Reoccuring |
Review and approve/deny scholarship requests (President only) |
|
|
Pre Season |
One Time |
Register with ASA and pay ASA registration fees (ASA rep usually sends an email reminder asking for teams and then sends a bill once you register) (President registers and treasurer pays) |
|
|
Pre Season |
One Time |
Renew insurance (President or Treasurer) |
|
|
Year Round |
Reoccuring |
Monitor MAGSA email and respond as needed (President) |
|
|
Year Round |
Reoccuring |
Monitor MAGSA voice mail and respond as needed (President) |
|
|
Year Round |
Reoccuring |
Manage ad hoc field rental |
|
|
Year Round |
Reoccuring |
Manage tournament team and school field use. |
|
|
Registrations |
In Season |
Reoccuring |
Monitor paid/unpaid registrations |
|
Treasurer |
Post Season |
One Time |
File tax return (this needs to be done in Feb.) |
|
Post Season |
One Time |
Remove 2 additional porta potties (Treasurer-once season is over, reduce the porta pottie count to just 1) |
|
|
Pre Season |
Reoccuring |
Pay bills (Treasurer-utilities to MALL, mowing, trash, porta potties, insurance, signs for markeing and sponsorships, repairs and maintenance, etc.) |
|
|
Pre Season |
One Time |
Line up 2 additional porta potties once practices start; one next to existing one that is between fields 3 and 4 and one in between fields 1 and 2) (Treasurer) |
|
|
Uniforms |
In Season |
Reoccuring |
Conduct Team Mom meeting (Uniforms - distribute info. regarding Team Mom responsibilities, carnival volunteers, concession stand volunteers, pictures, etc.) |
|
In Season |
One Time |
Order and deliver/distribute trophies and medals (Uniforms) |
|
|
Pre Season |
One Time |
Design uniforms, get sizes, and order uniforms to be delivered in as much in advance of first games as possible (Uniforms) |
|
|
Web Master |
Pre Season |
One Time |
Set up registration (Web master) |
| Year Round | Reoccuring |
Update web site as required. - Update practice schedule. |
|
|
Marketing |
Year Round |
Reoccuring |
Marketing |
|
Sponsorships |
Year Round |
Reoccuring |
Coordinate and monitor sponsorships (??? - collecting funds, getting signs made, hanging signs, tracking which teams have $1000 total for t-shirts, ordersing t-shirts) |
| In Season | Reoccuring | Monitor team sponsorship committments. Report out to president and treasurer. | |
|
League Agent (for each age division) |
In Season |
Reoccuring |
Answer coaches questions related to games, practices, coach/parent issues, disputes, rules questions, etc. |
|
In Season |
Reoccuring |
Assign new players that are registered after draft. |
|
| In Season | One Time | Assist equipment manager in getting equipment to coaches. | |
|
In Season |
Reoccuring |
Participate in coaches meeting. |