2013 Team Parent Manual

Transcription

1 2013 Team Parent Manual

2 Table of Contents Who to Call Calendar Website / Mobile Phone Text Alerts FAQs for Website and Checklist Team Dues/Coaches Gifts/Team Parties Team Trophies Uniforms 1 Opening Day/Snacks 1 Safety at SSYS 1 Field Closure Procedure 1 Spirit Wear 1 Picture Day 1 End of Season Checklist 1 SAMPLE Roster 1 SAMPLE Team 1 SAMPLE Game and Snack Schedule 1 Map of Morgan Falls Park 2 2

3 THANK YOU! Thank you for your support of SSYS. We look forward to another great year at the park! VP Women s Auxiliary and Team Parents Tracie Bernstein vp.teamparent@sandyspringsbaseball.com Softball Team Mom Coordinator Kitten Baxter vp.teamparent@sandyspringssoftball.com VP Events Angie Janko vp.events@sandyspringsbaseball.com Baseball Uniforms Lisa Nagy parkcoordinator@sandyspringsbaseball.com Softball Uniforms Susan Linnihan vp.uniforms@sandyspringssoftball.com

4 2013 Calendar Date Feb. 12 Feb. 20 March 9 Event Baseball Team Parent Meeting, 7pm in Admin. Building Mandatory meeting for all Team Parents of all Baseball Leagues Softball Team Parent Meeting, 7pm in Admin. Building Mandatory meeting for all Team Parents of all Softball Leagues Opening Ceremonies and Parade starting at 10:30am Mar 25-April 7 Spring Break -- NO GAMES only PRACTICES Week of March 16 Picture Week all week April 20 May 4 May 18 Baseball and Softball Family Night 5pm to 9pm Regular season ends / Playoffs Begin Closing Ceremonies / League Championships 1pm Awards ceremony 4

5 Website This handbook can be found at Then click on the Volunteers tab, scroll down page to Team Parent Handbook. Website contains a wealth of information including: Field Status Upcoming Events and News Park Map Baseball & Softball Schedules & Standings Sponsorship Opportunities Board Members Volunteer Handbook & Forms Sign up for SSYS Mobile Phone Text Alerts! Subscribe via your cell phone Text keyword 'SSYS' to short code Once you do this, a reply message will be sent to your cell phone. 5

6 FAQs for SSYS Website and Q: Where do I locate team parent information on the SSYS Website? A: Under the Volunteer Menu at the top of the website, you ll see a Team Parent menu option appear. The Team Parent home page is where you ll find all the information you need to fulfill your team parent duties. Q: How do I know if the fields are open or closed? A: The field status is listed in the middle left side of the homepage on the website. You can also sign up for SSYS Mobile phone text alerts on the website to notify you of urgent changes to SSYS events. To do this, text keyword SSYS to short code Once you do this, a reply message will be sent to your cell phone. Q: If the fields are closed, are the games rescheduled? A: Games are almost always rescheduled and the online game schedules are updated to reflect the new game date and time. All teams involved in the rescheduled games are automatically sent an that contains information about the updated game date and time. Q: If the fields are closed, are practices rescheduled? A: Typically, practices are not rescheduled because rescheduled games take precedence over field space. Often times, a coach will still hold practice, but do so at an off-site location such as a batting cage. Your coach will communicate all practice related information directly to his or her team. Q: From what address are official SSYS communications sent? A: All communications that go directly to the park families are sent from Sportability and come from the address: bounce@sportability.com. Please tell your parents to be sure that their is set up to accept these s or they will be left out on park communications. Q: Where do I find my child s game schedule, league standings, and league rules? A: Each of our leagues has an official Home Page on the SSYS Website. The league home page has links to the schedule, standings, and rules for each league. The Baseball League Home Pages can be found under the Baseball menu. The Softball League Home Pages can be found under the Softball menu. Q: I want to contact an SSYS Board Member. Where can I find their contact information? A: The SSYS Board Member contact information is located under the Board Member Menu and is separated by Executive Board Members, Baseball Officers, and Softball Officers. You can submit questions to the appropriate person directly from the website. Q: Where can I find a map of the ball fields at Morgan Falls Athletic Fields? A: Field maps are located under the home page our park menu. Q: Where do I find information about Team Sponsor and other fundraising opportunities? A: Sponsorship information is located under the Sponsors menu on the top of the home page. 6

7 Checklist (Most of these items are completed in the first week or two) Find a team sponsorship parent to secure a sponsor ($600) for your team. parent s name and to sponsorships@sandyspringsbaseball.com Meet with your team Coach 1. Get team roster, including addresses from your coach 2. Does coach need dugout help, scorekeeper? Create distribution list Distribute roster Distribute Team Information Distribute practice and game schedules, as available For 8 yr old & younger include snack schedule with game schedule Order player trophies by March 22nd (for 8 and under only) Have last names put on back of uniforms Distribute uniforms Sponsor forms with checks no banner without check Distribute Opening Day information & recruit volunteer to make banner. We will need team moms there early to help line teams up on the field. Distribute Picture Day information Collect team dues Coaches gifts (ideas found on the next page) Arrange End of Season Party 7

8 Team Dues The parents are asked to share the costs of four areas. These are: jersey lettering, trophies, coaches gifts, and team party. Trophies are only given to 8 year old and younger teams. If you are a team parent for 9 year olds and up, you will not need to budget for trophies. Suggested Budget, based on 11 players: Item Cost Per Player Total Cost Jersey Lettering $5 $55.00 Coaches Gift $7.50 $82.50 Team Party $5.00 $55.00 Trophy (8 & under) $10.00 $ TOTAL PER PERSON ~ $30.00 per child For 8 & under teams you may want to request $25 - $30 per player, depending on what you would like to do for the coaches gifts and team party. Please do not ask for any more than this. For 9 and up teams you may want to request $15 - $20 per player, depending on what you would like to do for the coaches gifts and team party. Coaches Gift Ideas SSYS Spirit Wear check out the spirit shack for ideas! Team Picture each team receives 2 team pictures free of charge. Add a frame and a mat signed by the players. Donation to Coaching for a Cure - a great way to recognize coaches and dad helpers. Team Party Ideas Have a parent vs. kids game with snacks and drinks Picnic at the park after last game Pizza party Cookout at someone s house Cookie cake under pavilion after last game Have your party at a park sponsor restaurant it s important to support our sponsors! 8

9 Team Trophies (Only 9 and above receive trophies for winning regular season or post-season tournament these are provided by the park) The team mom is responsible for ordering the end of season trophies (with the money collected from each family). Be sure to give yourself plenty of time to order these. You may even want to order them at the beginning of the season. Trophies typically cost between $8 and $10 each (with engraving). Suggested Trophy Vendors Please feel free to use your own trophy vendor too 1. Dean and Kerry Haertel (770) Kerry s cell 2. Crown Trophy 1240 Johnson Ferry Pl. Marietta GA (678) Georgia Wholesale Awards - This company has offered to give SSYS a rebate for all trophies purchased through them and will deliver them to you. Contact: Jim Kraus (770) jim@georgiawholesaleawards.com 4. Metro Trophy & Awards Contact: Scott (404) Roswell Road, NE, Sandy Springs, GA Specialty Engraving Co. Contact: Matt@specialtyengraving.com (770) Some helpful tips: Your coach may have an opinion on what kind of trophy he d like to present to the players. A lot of coaches give away a game ball after every game. There are Game Ball trophies. Most places will engrave the player s name, team and year for free. You can usually get free shipping. Typical Engraving: Bobby Smith 2013 Rookie Braves 9

10 Uniforms SSYS will distribute the entire team s uniforms to the team parent. The complete set will include: Baseball: Game jerseys with numbers Game pants Hats (adjustable) Socks Belt (adjustable) 2 adult hats (coaches) Softball: Game jerseys with numbers Game shorts Socks Most uniform sets will have a standard variety of sizes. Please do your best to make these sizes work. Jerseys cannot be exchanged Please distribute hats, pants/shorts and socks at the first available practice. It is a good idea to label hats with a Sharpie marker ahead of time with player s names (on the under bill of cap). Use plastic grocery bags, one per player, to distribute all the uniform pieces. Including copies of the team information, schedule and pant exchange information in the bag is an easy way to distribute everything at once. If the bags are labeled by player, it is easy to tell who has and has not received everything. Jersey Lettering For safety reasons, we ask that only LAST names be put on jerseys for baseball AND softball. If two players have the same last name, a first initial and last name is fine. Some lettering options: Dean and Kerry Haertel cell: (Kerry) or $5 per shirt Put jerseys in a bag with a list of names and corresponding numbers (i.e. Janko #2). Be sure to put YOUR name, number and a check or cash for the total. You can leave it at the spirit shack at the park or their home 1116 Wynterhall Lane. Dunwoody, GA Ronald Brooks, Elite Sports East Cobb - cell: fax: $3 per shirt 2100 Roswell Rd, Suite 2168, Marietta, GA ronald@elitesportseastcobb.com Gail Skognes home: cell: $5 per shirt Put jerseys in a bag with a list of names and corresponding numbers (i.e. Smith - #10). Be sure to include YOUR name, number and a check or cash for the total. Dunwoody resident North Springs subdivision off of Chamblee Dunwoody KELLOGG SPRINGS DR. Do not stop at the 1 st house on the right as it is 1653 North Springs Dr. Go around to the back deck and leave the bag of shirts on the table on the screened in porch. She will call you when the shirts are ready (2 to 3 days) and you can pick them up on the porch at your convenience. Lori Ayson-Jackson - cell: $7 per shirt/ $0.60/letter will pick up shirts at park lives in North Springs Subdivision off Dalrymple Road and Brandon Mill Road renegademommy@gmail.com 10

11 Opening Day Ceremonies/Parade Teams start lining up by 10:30am. Only Team Parent and Coaches walk down with team. All other parents line the parade route. Parade begins at 10:45am. Banners: Each team is encouraged to create a banner for their team. Homemade banners are best! It can be as simple as getting an old sheet and painting the team name with acrylic paint and have each kid sign it with a sharpie pen. Use the top end of the sheet, cut slits in the hem, and run a poll through the end. Other ideas: Have kids carry flags, balloons, streamers and any other creative idea. Snacks 8 and under teams only Decide with the coach on whether or not the team will be doing snacks and drinks for each game. The Team Mom should distribute a snack schedule before the first game. The coach and assistant coach are usually left off of this schedule. The snack is given at the end of the game. It usually consists of water or some drink and a simple, healthy snack such as goldfish or a granola bar. (Please no chocolate or candy) If you are snack person, many teams also decide that you are also the dugout person for that game. If you are not able to help, then confirm with coach that there is an adult to help in the dugout. 11

12 Safety at SSYS What happens if. Bad weather: The park has a weather warning system. The sirens will indicate if there is threatening weather in the area. At the initial siren, all players, coaches, umpires and fans are to seek cover either in a covered pavilion or go to their cars. After 20 minutes of clear weather, there will be three short sirens indicating that it is safe to resume the game. If the games are cancelled for the rest of the day, the Officer of the Day will inform everyone and send a text message update. Someone gets hurt: - If there is a true medical emergency, call First Aid Safety Kits and ice packs are available under the score stands in the steel boxes under the scorekeepers box at each field. Any small cuts and bruises can be handled with first aid kits and ice packs. Someone needs a defibrillator: Defibrillators are located on the upper and lower concession stands, on the football stadium and at the Tom Lowe softball field. Code is 911. Someone looks suspicious at the park: Call 911 and state there is a non-emergency situation at Morgan Falls Athletic Fields and asked to be connected with the Sandy Springs police department. A patrol car will then be dispatched to the park. Missing a child: Most Importantly: Please do not let your child roam unattended Please locate the Officers of the Day to help you. There is a new park public address system located at the lower concession stand where a public page can be made. Officer of the Day Program: Board members of Sandy Springs Youth Sports are assigned to serve as Day Officers. These volunteers are familiar with the procedures of the park, have light keys, can help with scoreboards, and are available to help in any situation that may arise. The Officer should be wearing a RED SSYS shirt. You can find a list of the Officer of the Day in each concession stand. Please feel free to contact them at any time. 12

13 SSYS Field Closure Procedure 1. There are a few people on point for making the decision about whether or not the fields will be open. They monitor the weather and field conditions throughout the day and the goal is to make a decision by 3:30 PM at the latest during the week and as early as possible on the weekends. Keep in mind that poor field conditions may cause us to close the fields, even if the weather is good. 2. Once a decision has been made to close the fields, the following will happen: The Field Status on the left hand side SSYS web site will be updated. The words 'CLOSED' will be posted. A message will be sent out to all text message subscribers alerting them to the field closure. We do not sent out mass blasts because a field closure typically only impacts a small percentage of the families on any given day. If the fields are closed, it means no teams can practice or play games. If games need to be rescheduled, the game dates and times are updated in Sportability (our online team management system) and s will automatically be generated and sent to each team impacted by the change. League directors will also communicate with their coaches via about how the field closure will affect their teams. Practices are typically not rescheduled due to field closures and rescheduled games always take priority over practices. Coaches are always welcome to move their practice to an offsite location (e.g. Sports-a-Rama). That is why we never say that all practices are cancelled. It is up to the coach to communicate the status of their practice directly to their teams. We strongly encourage all of you to subscribe to our SSYS Text Alert service. It is a really great way to be notified of field closures even when you are away from your computer. You can assume that the fields are open. However, if you haven't received a text message and you aren't sure, feel free to check the website for the field status update. The website should be the first place you check before sending an asking someone about the field status. Please wait until 3:30 to start asking about field status. 13

14 Picture Day The photo schedule will be available in early March and will be ed out as well as placed on the SSYS website. Photo envelopes will be available for pick up in the admin building the week prior to pictures. Please pick up the forms and distribute them to your team. An electronic copy of the form will also be sent out to team moms and placed on the website. Photos will be INSIDE only and are rain or shine they will be taken even if the fields are closed. Please arrive with your team 15 minutes prior to your photo time and make sure everyone has a completed order form. Pictures will be returned to the park within three weeks and will be left in the admin building for pick-up and distribution to your team. You will receive an notifying you when the pictures are available. Each team will receive 2 complimentary team pictures for coaches or sponsors. Please contact our park photographers directly with any questions about the schedule or photo packages. They are: Bruce Kramer President/Owner Office Mobile If you have other questions, please contact our Volunteer Photo Coordinator: Sheri Kornblum at or sckorn1@gmail.com 14

15 End of Season Checklist Be sure to have trophies ordered EARLY! (see page 9) Order any coaches gifts Communicate any playoff game schedules to the team. Plan the team party Ideas: Have a parent vs. kids game with snacks and drinks Picnic at the park after last game Pizza party Cookout at someone s house Cookie cake under pavilion after last game Support your sponsor have the party at their restaurant Closing Ceremonies Saturday, May 18 th at 1pm. You need to provide parents with information about this when it becomes available Equipment return should be handled by the Coach. 15

16 SAMPLE Braves Roster Player s Name Parents Phone P- #1 Beck Bernstein Tracie Bernstein (770) xxx-xxxx tracie@...com Morris Bernstein (770) xxx-xxxx morris@...net #2 Charlie Janko Angie Janko (770) xxx-xxxx angie@...com Shawn Janko (770) xxx-xxxx shawn@...net #3 Micah Kornblum Sheri Kornblum (404) xxx-xxxx sheri@... com Craig Kornblum (404 )xxx-xxxx craig@...net Manager Craig Kornblum (w) (770) xxx-xxxx (h) (770) xxx-xxxx (c) (770) xxx-xxxx Assistant Coach Shawn Janko (w) (770) xxx-xxxx (h) (770) xxx-xxxx (c) (770) xxx-xxxx Team Mom Tracie Bernstein (w) (770) xxx-xxxx (h) (770) xxx-xxxx (c) (770) xxx-xxxx 16

17 SAMPLE Team (CHANGE AS NECESSARY) Opening Day Saturday, March 9 Parade Line-up: 10:30am Parade Start: 10:45am Opening ceremonies follow the parade Banner XXXXXX has agreed to make the team banner. If she needs help, she will reach out to the team. Picture Day The schedule has not been provided to the team moms yet. The first day of pictures will be March XX. I will let you know as soon as I know when our pictures are scheduled. They are usually scheduled close to a game time. Jerseys The names are currently being put on the backs of the jerseys. They will be ready before our first game! Communication Please be sure to contact Coach XXXXXX if your son will miss practice or a game! xxxxxxxx@mindspring.com Rain outs I will the team as soon as I hear about a Rain-Out. Feel free to check the park website sandyspringsbaseball.com regarding field status. It is listed on the left hand side of the screen. It will be updated by 3:30pm on weekdays. If the fields are closed we will not have the scheduled game. The game will be rescheduled. This may be a delay on the same day or a different day. We will keep you informed. You can also sign up for mobile text alerts via the website or text keyword ssys to short code Once you do this, a reply message will be sent to your call phone. You must reply storm' Snack/Drinks A game/snack schedule has been provided. If you are unable to provide snacks/drinks on your assigned day, please see if you can switch days with another family. If you are unable to do this, please let me know and I will take care of making sure snacks are available. Team Dues $30 per player is needed to cover the costs of jersey lettering, trophies (only for 8 and under), coaches gifts, and end of season party. Please provide me with either cash or check prior to the first game. 17

18 SAMPLE Game and Snack Schedule Date Time Opponent Snack Family March 8 9:00am Cubs (H) Olson March 12 7:00pm White Sox (A) Templeton March 26 6:00pm Yankees (A) Altmann March 29 9:00am A s (H) Eberlein April 1 7:00pm Cardinals (H) Effron April 14 6:00pm Cubs (A) Kelley April 19 1:00pm Cubs (H) Blair April 23 6:00pm White Sox (H) Mudd April 26 1:00pm White Sox (A) Lynch April 29 6:00pm Yankees (H) Forrest May 3 1:00pm Yankees (A) Weeks May 5 6:00pm A s (A) Ashby May 10 3:00pm A s (H) Cohen May 12 6:00pm Cardinals (A) Frank May 17 9:00am Cardinals (H) Grayson 18

19 Map of Morgan Falls Park