Balcones Team Parent Rep Packet Roles and Responsibilities

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1 Balcones Team Parent Rep Packet Roles and Responsibilities Welcome and thank you for volunteering for the role of Team Parent Rep (also known as Team Mom or Team Dad). You take on a very important role at Balcones Youth Sports because you are the primary communicator and coordinator for activities and events conducted throughout the season. The purpose of this packet is to give you the information you ll need to be successful in your role. We have a great new website and mobile app that will help our league communicate better with each other. It s also more useful than anything we ve ever had in the past. BYS families and players might need direction is using these new tools, so at every opportunity, please direct parents to the website and mobile app. Communication Important Dates You are responsible for communicating vital information to the parents and family members on your team. You are the liaison between the BYS Board and the players and families. Please maintain good communication with your coaches and parents so that everyone knows what is going on. Introduce yourself to the parents at the first practice, determine in the beginning how you want to handle financial things and how you best want to communicate with everyone. You will have access to the BYS and texting system to best stay connected to your team. Sample Introduction Dear Balcones Familes, I want to introduce myself. I am Carlye Levine, the parent rep for our team. I will be your liaison between our team and Balcones Little League. I want to give a reminder of some important dates coming up this season. Opening day is February 23 rd, Picture Day is March 9 th and Balcones Day is on April 13, As a reminder, Balcones Little League is a volunteer organization and as a team we will be responsible for volunteering a few times during the season. We will be assigned concession duty 2-3 times this season. Please let me know if you would be interested in volunteering for this. We need at least 2 volunteers for each concession shift. In addition, we need to create a silent auction basket for Balcones Day. It must be valued at $75 at a minimum and we can decide as a team if we want to bring items for the basket, request donations, or donate a certain amount of money per family to go towards this. In the next week or so I will send out a snack sign-up for the season. I look forward to getting to know each of you and I am happy to answer any questions. My phone number is (512) feel free to text me or call or my address is carlyelevine@mac.com. 2/10/19 Practices Begin 2/23/19 Opening Day 3/09/19 Picture Day 4/12/19 Pitch/Hit/Run Competition 4/13/19 Balcones Day 4/26/19 Homerun Derby 5/11/19 End of Season 5/13/19 End of Season Tournament Beginning of June District 11 Tournament TBD Balcones Youth Sports at the Round Rock Express Opening Day - February 23, 2019 Picture Day (Team/Individual) March 9, 2019

2 Please help your coaches coordinate with the parents and players to attend picture day. Reminders will be sent out through BYS to the families as a reminder, but extra reminders won t hurt. Each player will receive a team picture for free. It is the player s choice to purchase individual pictures. Snack for after Games/Practices (Optional) Players receive a free juice box or popsicle at the concession stand following their games. Coaches receive a free bottle of water. However, for kids in T-ball, CP and Pinto divisions really look forward to having team snacks after their game. You re free to handle this task as you like. Be cautious of food allergies children on your team may have. Protip: Use something like SignUp Genius to encourage families to sign-up for snack duty Concession Stand Duty this is REQUIRED for each team This is one of the most important tasks as a Parent Rep and, at times, can be a little frustrating. Although we remind our BYS families often, it is sometime overlooked that Balcones Youth Sports is strictly a volunteer organization. In order to make volunteerism more wide spread and fair we divide the larger tasks, such as the concession stand, across the league. These concession shifts will be assigned to you so that it will not interfere with your baseball/softball schedules. When the game schedules are finalized, the auxiliary members will coordinate and send out the concession stand schedule. Each team will be scheduled for 2-3 shifts. When you get your team s shift assignments, you can send out a sign-up sheet for parents to fill in or you can make the assignments yourself. If your parents have conflicts, try to come together and find another parent or family member to cover the shift. You will need 2-3 volunteers for each shift (1-2 at the window, and one as a runner in between). Field Maintenance & Workdays Player Agents and Maintenance team will coordinate During the season, field maintenance and workdays will be scheduled. This is to help with the efforts of maintenance, cleaning tasks and overall beautification of the BYS complex. Workdays may include mowing, weeding, picking up trash, emptying trash cans, painting, treating fire ant mounds and fixing fences, just to name a few. Balcones Day - April 13, 2019 Each team will be responsible for running a booth on Balcones Day. Please schedule volunteers in 1-hour shifts to run your booth. Use SignUp Genius for this day. In addition, each team will be responsible for bringing 12 2-liter bottles of soda and 12 individually wrapped baked good that will be due to BYS prior to Balcones Day. Banner Competition Each team has the option to enter a banner into the Balcones Day banner competition. Banners can be homemade (craft ladies, this one is for you) or purchased through a site such as Vista Print (around $40). Silent Auction Basket During Balcones Day, there will be a silent auction to benefit programs at BYS. Each team is responsible for entering a basket into the silent auction. Feel free to request donations for the basket, have your parents donate items for the basket or collect money from your parents to purchase items for the basket. Each basket should include items worth at least $75. You will need to provide a list of all of the items in the basket attached to it. In addition, the basket must be wrapped in cellophane and brought to BYS prior to the silent auction. Director of Parent Reps will send out a SignUpGenius for each

3 parent rep to choose your theme so we don t have any duplications. ProTip: It is super easy to just companies around town and ask for a donation for your basket. BYS can supply them with a tax receipt. Medical Releases and Volunteer Forms REQUIRED FOR ALL PARTICIPANTS Each player must have a medical release on file with BYS. In addition, this release must be at every game. As the parent rep, it is your responsibility to make sure that every parent has completed one of the releases for their player. This release should be kept in a binder with the coach at every practice/game. If a child does not have a medical release, they will not be able to play in a game. In addition, every volunteer on the field or in the dugout must have completed a volunteer application and background check. Parent reps are responsible for making sure that the applications have been completed and submitted to Director of Parent Reps. Only the Parent Rep, volunteers, and coaches are allowed in the dugout so please make sure that this is the case at every game. It is helpful to your coaches if jerseys and hats are handed out in an organized manner. Parent reps can and should help with this, keeping track of which player receives which number. End of Season Party (Optional) Work with your coaches to put together your party. They can be after the final game at the field or at a later date off site, it s entirely up to you. Ask your parents for ideas pool party, a trip to Gattiland, bowling, etc. Usually parents will ask what they can contribute in the way of food, drinks, or just money. Also keep in mind gifts for your coaches to show your appreciation of all their hard work during the season. (Coaches gifts are OPTIONAL) Trophies & Medals Sponsors Fundraising Medals will be presented to only T-ball and Shetland divisions as participation (Spring ONLY). During the fall season, we will present the kids with Certificates of Participation or Ribbons for T-ball, CP & Pinto divisions ONLY. However, you may collect money together as a team for trophies. This is NOT mandatory and is an option for all other divisions. Cost per trophy can range from $5 to $20 just depending on how big of a trophy you choose and how many bells and whistles they have. We are always looking for sponsors for our league and teams YEAR ROUND. If your company, you personally, or someone you know owns a business and they would like marketing at a bargain, this is a great way to advertise and support your league and the community. We encourage our members to use our sponsors in return for their gracious donation to the league for improvements and purchases. Please contact Amy Longmire at sponsorship@balconesyouthsports.org. Also, feel free to check out our sponsor page on the website. BYS is not city owned we are PRIVATELY owned and a non-profit organization. Although we do get city subsidies once a year, that does not help to purchase equipment for fields, players or other items needed for the league. We do not ask for our members to sell candles, candy, etc.; we simply ask for their support by purchasing food and drinks from our concession and also to spread the word to families and friends on the following: Festivals All profits benefit BYS

4 Raffles/Silent Auction This season, we will be asking each team to sign up for a themed basket (sign up from our list of themes or come up with your own) and gather items or money from your team to contribute to the gift basket. You may also ask businesses for donations, etc. All proceeds from the auction benefit BYS. Contact: Carlye Levine, Director of Parent Reps carlyelevine@mac.com (512) FAQ s Q: Who can volunteer and work concession? A: Anyone over 15 years of age. We are a 501 c3 non-profit organization, so you may count this toward volunteer hours if needed. Q: Who can handle food? A: Those who are over 18 years of age may work in the back kitchen; however, an Auxiliary member will be the one preparing food. Q: How many times will our team be asked to volunteer? A: 2-3 times in concession and possibly other fundraising activities. Q: Why do you ask for volunteers? A: Unlike many other organizations, BYS is 100% volunteer run. Volunteers do all of the work, maintenance and running of the facility. Q: How can I become more involved with the league? A: We would gladly take any and all help from those who offer. You are more than welcome to join the Board, a committee, and the Auxiliary team or simply help out with field and grounds maintenance. Q: What is Auxiliary and what does it involve? A: Auxiliary members are volunteers who run the concession. They set up, stock food and supplies if needed, make deposits into the safe and handle/prepare all of the hot food. Q: Who do I contact if I have questions or concerns regarding my child s baseball or softball coach? A: First, contact the PLAYER AGENT for the division your child plays in. If you have no response within 24 hours, please contact the BYS President Danielle Thoma at president@balconesyouthsports.org Please keep in mind that ALL coaches, assistant coaches, board members and the Auxiliary team are volunteers. If you have a concern, issue or complaint, we encourage you to speak with that person first. We do accept and love feedback so please feel free to let us know how we are doing or suggest ideas to help us improve our programs.

5 What to Expect as a Parent Rep You are the liaison between your families and Balcones Little League. You are a resource and partner with your coaches. Keep families informed of upcoming dates and volunteer opportunities Keep track of player medical releases Assign your parents concession and snack days. If they cannot make their assigned day, have them trade with someone else on the team. If for some reason you still do not have a volunteer to fill your concession slot, please let the Director of Parent Reps know ASAP so that I may have the opportunity to find a volunteer. Oversee creation of the silent auction basket. You DO have the option of collecting money at the beginning of the season for the items that are needed for your team, i.e. team banner, silent auction basket, etc. and putting together/delivering the items yourself. If you do decide to collect money, please keep good accounting records should anyone have questions where the money is going. Make up your own schedule of events/important dates to hand out to parents. If you take the time up front, you won t be burdened or overwhelmed with a ton of phone calls and s during the season. Anytime you are passing something out to the entire team, the easiest way to track who has/hasn t received the item is to write your players team numbers on the items before passing them out. Send out reminders and COMMUNICATE with your team frequently. You can send s through our website by logging into your account. Please remember, if you work for an employer such as Dell or Apple, they encourage their employees to volunteer and in return they donate funds to the organization of the employee s choice. We also allow students in high school or private school needing volunteer hours. We can provide a letter, if needed, to your employer or school validating your volunteer hours. Contact me directly if you have any questions, concerns or to organize volunteer time.