Recreation Girls Softball Coordinator Listof Duties by HYDI51GS

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									    GIRL’S TRAVEL SOFTBALL COORDINATOR – LIST OF DUTIES




This document will explain in detail the various activities required to setup and run
the Girl’s Travel Softball program for the Spotswood Recreation Department.

There are sample exhibits included throughout this document to illustrate the process.




Softball Coordinator Duties                                                       Page 1
                                                      Table of Contents

January – Registrations ................................................................................................................... 3
January (continued) – Equipment Order ......................................................................................... 6
January (continued) – Appleby Field Permit .................................................................................. 7
February – Team Setup and Uniforms ............................................................................................ 7
March – Game Scheduling.............................................................................................................. 8
March (continued) – Facilities ........................................................................................................ 9
March (continued) – Umpires / Game Day Coordinator ................................................................ 9
March (continued) – Contact Information .................................................................................... 10
June – Payments ........................................................................................................................... 11
June (continued) – Thank You ...................................................................................................... 11
Appendix A - Sample Channel 3 Announcement ......................................................................... 12
Appendix B - Sample Message Board Announcement................................................................. 13
Appendix C – Sample School Letter. ........................................................................................... 14
Appendix D – Sample Request For Flyer Approval ..................................................................... 15
Appendix E – 2008 Softball Eligibility Rules .............................................................................. 16
Appendix F – Sample Completed Registration Form ................................................................... 17
Appendix G – Sample Rutgers Safety Certification Card ............................................................ 18
Appendix H – Sample Invoice from Route 18 Sports .................................................................. 19
Appendix I – Sample Equipment Purchase Order ........................................................................ 20
Appendix J – Sample Facility Use Application ............................................................................ 21
Appendix K – Sample Team Form ............................................................................................... 22
Appendix L – Sample Invoice for Uniforms ................................................................................ 23
Appendix M – Sample Schedule................................................................................................... 24
Appendix N – Sample Payment Requisition ................................................................................ 25
Appendix O – Sample Thank You Note ....................................................................................... 26




Softball Coordinator Duties                                                                                                        Page 2
The Spotswood Girls travel softball program participates in an extramural league in conjunction
with at least 3-5 other area towns. Currently the teams travel to the following surrounding towns:

                South River                   New Brunswick
                Milltown                      Highland Park
                North Brunswick


January – Registrations
      Registration should take place on one weeknight and on a Saturday.
      Reserve Courtroom for registration dates.
          o Send request to Municipal Clerk Pat DeStefano
               (mailto:PDeStefano@spotswoodboro.com)
               Once approvals have been given from the municipal clerk, advertising should begin.
      Advertising
          o Fax registration information to local Channel 3 (sample form attached).


               20080204_Girls_Trav
               el_Softballl_Signups.doc

               Sample shown in Appendix A.

           o Post a message on the Spotswood Website Message Board
             (http://www.seekon.com/L/US/NJ/Spotswood/board.html)

               (Click here for a sample post message on the website)
               Sample shown in Appendix B.


           o Create a registration notification to be sent to children in Schoenly, Appleby and
             Immaculate Conception elementary schools (sample form attached).


               2008SoftballSignUps.
                       doc

               Sample shown in Appendix C.

           o All notes must be approved by the Superintendent of Schools before being
             distributed.
             Sample shown in Appendix D.




Softball Coordinator Duties                                                                  Page 3
          o Once approved, the notification letter can be given to Diane Spiegelhoff (Director of
            Recreation) and she will distribute them to the schools. Letters must be broken
            down in separate packets of 25. Below is the current distribution sent out.
                Appleby – 500 copies (for all grades)
                Schoenly – 0 copies
                Immaculate Conception 300 copies (for grades 2 – 8)

       NOTE - Beginning with the 2008 season, we adopted the Babe Ruth eligibility rules
             (available                                                                       at
             http://www.baberuthleague.org/resources/pdfs/2008SBBirthChart.pdf)              for
             registration by age. We register our children according to their age and not by
             grade. This balances our travel softball league to match what the other towns are
             doing and gives the entire travel league a more balanced competitive structure.

                Participants are between the ages of 8 years old and 15 years old, with three
                divisions by age group (Minor, Major and Senior) See attached for an example of
                the breakdown.



                      2008_Changes.doc


                      Sample shown in Appendix E.

      Softball and T-Ball registrations normally take place on the same days and are held in the
       Municipal Courtroom. A minimum of 2-3 recreation members will be needed to work the
       registrations.
           o During the registration, money is collected and registration forms are completed.
                Sample shown in Appendix F.
           o The registration form is a 4 part form.
                    The Gold copy is given back to the parents as a receipt for their payment.
                    The Pink and Yellow copies are returned with the money collected to Diane
                      Spiegelhoff (Director of Recreation).
                    The White form is kept and used to input team information later on.




Softball Coordinator Duties                                                                Page 4
NOTE – During the registration process, all parents should be asked if they are willing to
       volunteer their time as a coach or an assistant coach!! Once a parent says they are
       willing to assist, check to see if they have taken the Rutgers Safety Certification
       Course, which is required for all coaches and assistant coaches.

          Keep a separate list of all parents that require certification to follow up on at a later
          date. Parents must hand in a copy of their certification card prior to coaching a
          team.

          Sample shown in Appendix G.


How can a parent become Rutgers certified?
Certification requires attending a simple 3 hour clinic (with no tests). The following website explains
the course.
        http://youthsports.rutgers.edu/

   For clinic availability, visit
       http://youthsports.rutgers.edu/youthsports/docs/Clinic%20schedule.doc




Softball Coordinator Duties                                                                    Page 5
January (continued) – Equipment Order
      Any equipment needed for the upcoming season should be ordered at this time. Some
       equipment such as balls must be replaced every season. Other equipment such as bats and
       catcher’s equipment only needs to be replaced when needed. Below is a sample of some of
       the equipment that will be ordered.
           o Bats (various sizes by division)
           o 11 Inch Leather covered Incrediball Softballs (for the Minor League)
           o 12 Inch Leather Softballs (for Major and Senior Leagues.
           o Scorebooks
           o Ice packs
           o First Aid Kits
           o Portable pitching rubbers
           o Bases
           o Safety double bases (to be used for First base only)
           o Helmets with face shield
           o Helmets without face shield
           o Practice Hit Sticks
           o Chin Straps for helmets
           o Catcher’s helmet
           o Catcher’s chest protector
           o Catcher’s shin guards
           o Catcher’s knee wedges
           o Umpire’s face mask
           o Umpire’s counter
           o Equipment bags

      Equipment must be ordered from stores that will use our purchase order requisition system.
       Route 18 Sports in East Brunswick is the primary supplier of all recreation sports equipment.
          o Work with sales staff at Route 18 create an purchase order. The original signed PO
              must be given to Diane Spiegelhoff (Director of Recreation) to be submitted and
              approved for payment.
              Sample shown in Appendix H.
                  Note – Route 18 Sports will order all new equipment and supplies
                      immediately (even before they’ve been paid). All received equipment can be
                      taken and stored into the storage shed behind the Municipal building.
          o Once the town has approved the order, they will send a detailed Purchase Order
              back to Route 18 Sports.
              Sample shown in Appendix I.

              This purchase order must be reviewed and signed by someone from Route 18
              Sports, and then sent back to the recreation department at Borough Hall. Once the
              signed copy is received, a check will be cut and sent to Route 18 Sports.



Softball Coordinator Duties                                                                 Page 6
January (continued) – Appleby Field Permit
      Spotswood girls softball teams will play on two fields:
            1. Temple/Inland located on Summerhill Rd next to the Temple/Inland packaging
                plant.
            2. Behind Appleby School on Vliet Street on Field #1 (the baseball field closest to the
                school).
      The recreation department owns the fields at Temple/Inland and no request for use is
       required for this field.
      Fill out a facility use application with the information shown in the sample.
       Sample shown in Appendix J.
      The form must be dropped off to Kathy Bonczek at the Spotswood School Administrative
       offices (located in the rear of Spotswood High School).
      Questions should be sent directly to Kathy (mailto:Kbonczek@spotswood.k12.nj.us)




February – Team Setup and Uniforms

      Once all of the registrations have been completed, the players must be divided up into
       separate teams, with three divisions by age group (Minor, Major and Senior).
           o Typically, any players from the prior year are kept together to play again on the same
               teams.
           o Coaches, assistant coaches and team moms are also assigned at this time.
               Sample shown in Appendix K.

      Uniforms must be ordered for coaches, players and umpires.
          o T-Shirts and visors for the players.
          o T-Shirts and hats for the coaches and the assistants.
          o T-Shirts and hats for the umpires
              Sample shown in Appendix L.

OPTIONAL - Last names can also be printed on the backs of player shirts.

      Uniforms will arrive in late March or early April and should be given to the coaches for
       distribution.




Softball Coordinator Duties                                                                  Page 7
March – Game Scheduling

      Contact the Softball directors from the other participating towns to arrange a game
       scheduling meeting. This can only be done after the registrations have been completed for
       all the towns and usually happens at the beginning of March.
      Meeting can be held at any municipal center. To hold a meeting in Spotswood, send a
       request to Municipal Clerk Pat DeStefano (mailto:PDeStefano@spotswoodboro.com) to
       reserve the upstairs conference room.
      The primary goal during the meeting is to develop lists that can be used as input into the
       scheduler software (called League Analyzer for Baseball). The following information is
       needed from each town.
            o # of minor league teams
            o # of major league teams
            o # of senior league teams
            o Field locations
                    # of diamonds at the field
            o Blackout dates by team, division and league for
                    Holidays (such as Memorial Day weekend)
                    School functions
                    Religious holidays
            o Field date and time availability
            o Field blackout dates
      Enter all of the above information into the software and generate game schedules for all
       towns and all levels.
       Sample shown in Appendix M.




Softball Coordinator Duties                                                                 Page 8
March (continued) – Facilities

      Contact Spotswood Public works director John Mayer (mailto:jmayer@spotswoodboro.com)
       and send him a schedule of home games for the Temple/Inland field only. The public
       works department will replace the infield sand and will mow the outfield grass before each
       weeks home games at the Temple/Inland field.
      The Board of Education will maintain the fields at Appleby School
      A Port-O-Jon is needed at the both softball fields and must be ordered before games start in
       mid-April.
          o Since fields are shared with the Spotswood Soccer Club, Spotswood Soccer will
              normally order a Port-O-Jon for the Temple/Inland field. Check with the President of
              Spotswood Soccer Club to verify (http://www.spotswoodsoccer.com/Contact.html)
          o Spotswood Recreation has an account with johnnyonthespot.com. Contact
              (info@johnnyonthespot.com) and request a Port-O-Jon be placed on the field from
              mid-April until July 1st.


March (continued) – Umpires / Game Day Coordinator

      Umpires are needed for all games at the Major league and Senior league levels.
         o Umpires are optional for Minor league games.
                  Although optional, even Minor league games should have umpires for interleague games
                     especially if the majority of the girls will be moving up to the next level in the following year.
         o Advertise for new umpires by placing advertisements on
                  Spotswood Website Message Board
                     (http://www.seekon.com/L/US/NJ/Spotswood/board.html)
                  Channel 3 Sample shown in Appendix A.
                  Word of mouth. Speak with existing umpires from the prior year and ask
                     them if they have any friends that would like to umpire games.
         o Payments are as follows:
                  Plate Umpires - $20 per game
                  Field Umpires - $15 per game
         o Umpire training – There is no official umpire training, so new recruits must have
             prior baseball or softball experience.
         o NOTE - Umpires must sign the home team scorebook in order to be paid!
         o Uniform and equipment should be distributed to Umpires before the season begin.
                  Black shirt with the word UMPIRE across the back.
                  Black hat with Spotswood Softball
                  Umpire clicker
                  Mask
                  Chest protector



Softball Coordinator Duties                                                                                   Page 9
      Hire a Game Day Coordinator who responsibilities include:
          o Working with coaches from other towns when games have to be rescheduled
              because of inclement weather or other reasons
          o Verify field conditions after periods of rain and cancel games if the fields are
              unplayable.
          o Notify Spotswood Borough Webmaster of all cancellations.
              mailto:kayejaye@comcast.net
          o Scheduling umpires replacements when an umpire cancels.




March (continued) – Contact Information

      Work with the other towns to create a contact list of all directors and coaches with
         o Phone number
         o Cell phone number
         o Email address

          This information will be crucial during the season!




Softball Coordinator Duties                                                                   Page 10
June – Payments

      Payments must be made to
          o Game day coordinator
                  $350 per season
          o Umpires
                  Plate Umpires - $20 per game
                  Field Umpires - $15 per game

      Payments will be made using the town purchase order system (similar to the process used for
       ordering equipment).
          o Fill out a material requisition form for each umpire and one for the game day
              coordinator. (sample form attached).


              Blank_Payment_Req.
                      xls

              Sample shown in Appendix N.
              Submit the completed forms to Diane Spiegelhoff (Director of Recreation) who will
              review them and submit them to the town for payment.

NOTE - Notify all umpires and the game day coordinator that when they
       receive the purchase order from the town, they must sign the form
       and send it back to the Borough Hall before payment will be sent!




June (continued) – Thank You
      Once the season is over, it’s nice to send out a Thank you note to all the head coaches that
       donated their time and made the season possible for our players (sample form attached).


       Mike_Meagher.doc


       Sample shown in Appendix O.




Softball Coordinator Duties                                                                 Page 11
Appendix A - Sample Channel 3 Announcement




Softball Coordinator Duties                  Page 12
Appendix B - Sample Message Board Announcement




Softball Coordinator Duties                      Page 13
Appendix C – Sample School Letter.




Softball Coordinator Duties          Page 14
Appendix D – Sample Request For Flyer Approval




Softball Coordinator Duties                      Page 15
Appendix E – 2008 Softball Eligibility Rules




Softball Coordinator Duties                    Page 16
Appendix F – Sample Completed Registration Form




Softball Coordinator Duties                       Page 17
Appendix G – Sample Rutgers Safety Certification Card




Softball Coordinator Duties                             Page 18
Appendix H – Sample Invoice from Route 18 Sports




Softball Coordinator Duties                        Page 19
Appendix I – Sample Equipment Purchase Order




Softball Coordinator Duties                    Page 20
Appendix J – Sample Facility Use Application




Softball Coordinator Duties                    Page 21
Appendix K – Sample Team Form




Softball Coordinator Duties     Page 22
Appendix L – Sample Invoice for Uniforms




Softball Coordinator Duties                Page 23
Appendix M – Sample Schedule




Softball Coordinator Duties    Page 24
Appendix N – Sample Payment Requisition




Softball Coordinator Duties               Page 25
Appendix O – Sample Thank You Note




Softball Coordinator Duties          Page 26

								
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