Team Administrator Handbook.

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Augustus Holmes
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1 ! Team Administrator Handbook

2 President 2018 MVGS Board Members Website: League Line: All board member phone numbers can be found on the MVGS website Jayson Loertscher Vice President Secretary Treasurer Program Director 6U Program Director 8U Program Director 10U Program Director 12U Program Director 14U Registrar Fields Manager Equipment Manager Scheduler Tournament Coordinator Safety Umpire in Chief Yearbook Editor Spirit Wear Uniforms Mike Murphy Jaime Walters Jeff Parsell Shelly Willard Blaine Thorne Stan Tabangcura Colleen Jepson Mike Weiss Michelle Julian Ted Miley Ted Miley Jon Canal Eddie Reese Dan Cline Kerby Haney Renee Pugmire Renee Pugmire

3 Fall Ball Coordinator Events Coordinator Snack Bar Manager Sponsors Fundraiser Website Volunteer Coordinator Commissioner ASA SoCal, Central District Brian Berg Shellie Mire Jessica Perez Allison Thorne Kristin Anderson Chris Gustafson Amy Hitzler John Felicetti Inclement weather/field conditions: Mudline (949) or visit the website. Updated weekdays after 3:00pm/ Weekends after 7:00am MVGS Calendar Monday Jan. 25 Saturday, 2/10-Sunday 2/11 March March Saturday April 20th-28th Saturday April 28th Sunday, April 29th Spring Season Practice Begins Spring Season Opening Weekend/Pictures Saturday, games Sunday NO GAMES: HIGH SCHOOL TOURNAMENT Mid Season Tournament End of Season Tournament Championship games & closing ceremonies Angels Day WHAT DO I NEED TO ORDER ASAP? JERSEYS: All jerseys are provided by the league and ordered with the numbers chosen at skills day. Each team will have player nicknames on the backs of their jerseys in

4 standard 2 form. SOCKS: Teams may purchase crazy socks that coordinate with their uniforms at team expense. Many families like to purchase two pair since there are two games per week. There are many vendors and websites (see last page of handbook) that sell these socks. Please allow enough time to order/ship before the season starts. VISORS: Player Visors are not provided by the league- it is an optional purchase for the team. Teams may elect to embroider the team name and or the player numbers on the visors (at the parent s expense). If player numbers are not put on the visor, a suggestion is to put the girl s names on the inside to help ensure every girl ends up with her own visor. BANNERS: Team Banners or player Pennants are optional and should be an individual team decision; some teams choose not have banners. Your banner is usually where you advertise and thank your team sponsor. VOLUNTEER SCHEDULE All families are required to volunteer to help the team. It is probably easiest to assign duties but you can also have people volunteer. One suggestion is to send out an explaining the volunteering duties for practice/games, and ask what days DON T work for families (ie, I can t make Wednesday practices because of my other child s piano lesson and we are out of town for spring break) and assign from there. See the last pages of this handbook for tracking/assigning forms that may be helpful. Here are the duties that need to be filled: FEMALE CHAPERONE: On BOTH game days and practice days a female chaperone (21 years of age or older) MUST be present at all times. Practice or games cannot start if there is not a female chaperone present. Updated 1/5/18 FEMALE CHAPERONES AT PRACTICES: Keep the dugout organized and clean for safety and quick exit to the field Escort girls to the bathroom as needed (remember, these fields are public facilities) Administer First Aid when needed FEMALE CHAPERONES AT GAMES: Helping the girls stay focused on the game and cheer on their teammates (positive cheers please). Make sure the girls are ready when it is their turn to bat Make sure the girls are batting in the proper order per the coach s line-up. Flag down a players parent or guardian if the player needs to use the restroom Administer First Aid when needed. Help the catcher with her equipment. Help coaches with anything else they might need. Keep the dugout organized and clean for safety and quick exit to the field (i.e. bats in rack, balls in bucket, helmets under bench, bags hung up. etc.). Don t allow the girls to stand on benches or kick the fences. Team Administrator should be sure that there are ALWAYS ice bags/instant cold packs available at both practice and games. It would be helpful to bring extra water in case a player has forgotten

5 their water. Team administrator should always have a team roster on hand in case emergency phone calls need to be made. Communication with the team parents. FIELD PREP: On game days, the home team is responsible for field prep, if this is not completed- this is considered a FORFEIT of the home team. Specific directions can be found on the MVGS website, click on the FIELDS tab on the left. At least 2 people should be assigned for field prep. It should only take about 45 minutes. In short, the infield needs to be dragged, pitching rubber set to the right distance for the age group, and re-chalk: 1 st and 3 rd base lines, coaching box, batters box and pitchers circle. SNACK BAR COVERAGE: The snack bar at Alicia Fields will be open during the week, Tuesday thru Thursday in the evenings and on Saturdays while games are being played. BOTH teams playing on field 2 at Alicia Field will be responsible for having TWO (2) volunteers per team work in the snack bar. This will be a total of FOUR (4) volunteers per shift. Snack bar shifts will be 2 hours long, starting 30 minutes BEFORE your scheduled game time. For example, if your game starts at 2:30 pm, your snack bar shift will be from 2:00-4:00 pm. Those teams that do not provide volunteers for their appointed shifts will FORFEIT their game. I would suggest at the beginning of the season assigning snack bar shifts to your team rather than asking for volunteers. Families can put it on their calendar and make plans accordingly. It is a really fun way to volunteer and most people really enjoy it!! Each snack bar shift may be required to operate the BBQ grill for hot dogs and hamburgers, etc. The grill will not be in operation during all shifts. It will be utilized mainly during evening and Saturday afternoon shifts. Please make sure your volunteers understand that they may be asked to operate the grill. No children age 14 or under are allowed to be inside or work the snack bar. MVGS requires only adults and older siblings (over the age of 14) of players work in the snack bar. Additionally, only an adult (over the age of 18) can handle the money and/or work the cash register/bbq at any time. Therefore, at least one volunteer (from each team) must be 18 years or older. This is NOT negotiable!!! Snack Should your team decide to bring snacks for after the games, you will be responsible, as Team Administrator, for putting together a snack schedule for each game. Each family that has a child playing should be asked to provide refreshments a minimum of one time per season, with the exception of

6 coaches, they may choose to opt out. If the game schedule goes beyond one snack per family, start over at the top of the list or divide the responsibility. If there are sisters, they need to bring snack once for each sister. A phone call or to the snack parent the day before the game is helpful in order to remind the parents of their turn. The parent who brings snack should also be responsible for bringing trash bags for clean up and ice bags for injury. Snack typically consists of a drink and a small snack. Snack examples: granola bars, Rice Krispy treats, cheese/cracker combos, cookies, prezels, chips, etc. Drink examples: Gatorade, water, juice boxes, etc. MAKE SURE YOU FIND OUT AHEAD OF TIME (SEND AN ) TO FIND OUT IF THERE ARE ANY ALLERGIES, RESTRICTIONS (BRACES), ETC. Supplies As Team Administrator you will find that the girls will come to you for EVERYTHING. Keep a small supply of things with you on practice days and games days. Here is a list of things that are helpful to have on hand: Tissues Band-aides Hair bands Safety pins Sharpies (to label visors, water bottles, bats, helmets, etc) Wet wipes Ice packs Towels (to wipe down wet benches) Extra bottles of water (small it s parents/kids responsibility to bring) Tampons/pads (for older teams) MUST HAVES: TEAM ROSTER WITH EMERGENCY PHONE NUMBERS Snack Bar Information Welcome to a new season of Mission Viejo Girl s Softball!! Please remember, the snack bar is only possible with the cooperation from our league s parents. For those of you who are new to the league ALL teams must provide volunteers to work in the snack bar throughout the season (see above). For those of you returning, things will be much like they were last season. Please make sure you pass on the following information to the parents on your team. DON T FORGET!! Be Part of the MVGS Yearbook! We are looking for fun and action packed candid photos for our yearbook. Please don t forget to share those great photos of the season. We want pictures of players, coaches, TA s, scorekeepers, umpires, and fans.

7 TEAM ADMINISTRATOR CHECK OFF LIST Order crazy socks for uniforms if choose to Order Banner or Pennants if you choose to Create team roster and distribute to team members Find a team sponsor Create and distribute Game Schedule Assign volunteer duties Have all Coaches sign Coaches Code of Conduct Have all Parent s Sign Parent Code of Conduct Letters File Safety/Accident Reports as Necessary Coordinate Opening Day & Picture Day Spring photos for yearbook: Due date TBA Yearbook Messages: Due date TBA Remind parents to fill out End of Season Coaches Surveys Plan End of Season Team Party MVGS - SPRING TEAM Sponsorship Team sponsorships allow MVGS to maintain our league standards and offer the best experience possible for all of our players while keeping our registration fees low. Every team is required to secure a minimum $200 Sponsorship each Spring season. A sponsorship, or the dollar equivalent donation, is mandatory for each team and MUST BE RECEIVED BY MVGS BEFORE FEBRUARY 24, 2018, to ensure team eligibility for MVGS league-sponsored tournaments. Additional forms are on the MVGS website.

8 Local Vendors Sports USA Premier: Kim Cass Gothard St, Huntington Beach, Dicks Sporting Goods: locations in Laguna Hills & Ladera Ranch Pitch N Hit: Laguna Hills Practice Shirts/Spirit Wear Vendors: Becky, Graphics Plus Rockfield/Maclaren Shirt Cannery Marguerite/La Paz Eclectic Design - (will be doing our online store) Eclecticprinting.com Banner Vendors Rebel Sports contact: james@rebelsportsfx.com Action Art Sports Banners : info@ actionartbanners.com Airbrush Hut: or (909) Shop contact: Mike Franco at mikefranco4@yahoo.com Banners USA / contact: Joanne Hamel, Team Sales, Art Attacks Ink: artattacksink.com Socks: Sports USA Premier

9 just Google softball socks

10 Volunteer Tracking NAME Cages Practice Dugout Snack Bar Field Prep

11 CHAPPERONE SCHEDULE DATE Cages Practice

12 GAME DAYS GAME DAY VOLUNTEER SCHEDULE Game Dugout Field Prep Snack Bar MID-SEASON TOURNAMENT END OF SEASON TOURNAMENT

13 TEAM ADMINISTRATOR CHECK OFF LIST Order crazy socks for uniforms if choose to Order Banner or Pennants if you choose to Create team roster and distribute to team members (via , Shutterfly, TeamSnap) Find a team sponsor Create and distribute Game Schedule Assign volunteer duties Have all Coaches sign Coaches Code of Conduct Have all Parent s Sign Parent Code of Conduct Letters File Safety/Accident Reports as Necessary Coordinate Opening Day & Picture Day Spring photos for yearbook: Due date TBA Yearbook Messages: Due date TBA Angel Day order forms (More info to come) Remind parents to fill out End of Season Coaches Surveys Plan End of Season Team Party

Team Administrator Handbook.

Team Administrator Handbook. Team Administrator Handbook www.mvgs.org 2017 MVGS Board Members Website: WWW.MVGS.ORG League Line: 768-8847 All board member phone numbers can be found on the MVGS website President Vice President Secretary