WESTHILLS BASEBALL TEAM PARENT RESPONSIBILITIES
Welcome to Westhills Baseball and thank you! You have volunteered to be your team’s representative. You are the ears, eyes and information source for your manager and team. Team Parent is a very important job and very rewarding. The following is a description of what you will need to do, what you will need to collect and important dates. It is a lot of information – but don’t panic!! It’s not that bad – and there are plenty of people you can contact who can answer any and all your questions.
First - Your Team Parent Liaison is: Janie Ebert: (818) 917-4231 [email protected]
Second – Your Raffle Ticket Coordinator is: Janie Ebert: (818) 917-4231 [email protected]
Third - Your Yearbook Coordinator is: Christina Pompeo: (818) 601-1803 [email protected]
Other sources of information for your team are……
Website: www.westhillsbaseball.com is your source for game schedule, manager and league contact info, team standings, snack shack rescheduling, directions, events, game cancellations due to weather and much more!
Okay – Let’s get started…
1 Here’s what the Team Parent helps the team with:
1. Yearbook a. Yearbooks – Those who ordered yearbooks at time of registration will receive them at the end of the season.
For those who would still like to order a yearbook, an order form is attached. All orders along with a check for payment must be placed in an envelope and turned into the snack shack to the attention of Christina Pompeo by April 1.
b. Personal Messages – $5 each Due by March 20
The Team Parent provides forms and instructions to each player regarding personal messages to be included in the yearbook. This is optional and not required – but they are a nice way to let your child or coach what a great job they did. We really encourage your parents to submit at least ONE Personal Message. There is a form in this packet, but they will also be sent to you electronically, or can be picked up at the snack shack. If some parents give you their forms at the beginning of the season, you can bring those on picture day, or drop them off at the snack shack where there will be an envelope “Yearbook/Personal Messages.”
2. Picture Day – The Team Parent reminds the Team where and when to meet at Picture Day and provides picture order forms to each player.
3. Raffle Tickets – The Team Parent distributes Raffle Tickets to each player; encourages every family to purchase a pack of tickets (or more); collects money and ticket stubs from each player, whether sold or not, and turns in Raffle Ticket packet on specified day. We always have great prizes at Opening Day, and though this is not mandatory, we encourage every player in the league to participate in selling tickets.
2 4. Snack Shack – The Team Parent helps disseminate information regarding Snack Shack shift signups.
5. Your Team and Manager – the Team Parent assists the manager with various administrative items and helps direct other parents to the league to address any issues.
3 WESTHILLS BASEBALL YEARBOOK PERSONAL MESSAGE ORDER FORM
CHEER ON YOUR FAVORITE PLAYER, SAY THANKS TO YOUR COACH, SHOW SUPPORT FOR YOUR TEAM OR A FRIEND.
COST IS $5 PER MESSAGE (Cash or Check made out to Westhills Baseball)
NAME AND PHONE NUMBER OF PERSON SUBMTTING THE MESSAGE(S):
YOUR NAME ______PHONE NUMBER ______
EMAIL: ______
PLEASE PRINT CLEARLY
MESSAGE NO 1: TO ______DIVISION:______
______
______
MESSAGE NO.2 TO______DIVISION:______
______
______
MESSAGE NO.3 TO______DIVISION:______
______
______
MESSAGE NO.4 TO______DIVISION:______
______
______
ENCLOSE THIS FORM AND YOUR PAYMENT IN A SEALED ENVELOPE ADDRESSED TO YEARBOOK. DROP IT OFF AT THE SNACK SHACK BY MARCH 20th.
4 THANKS FOR SUPPORTING WESTHILLS BASEBALL!
2017 YEARBOOK ORDER FORM
NAME AND PHONE NUMBER OF PERSON ORDERING YEARBOOK:
YOUR NAME ______
PHONE NUMBER ______
EMAIL: ______
YOUR PLAYERS NAME ______
YOUR PLAYERS DIVISION NAME ______
YOUR PLAYERS TEAM NAME ______
NUMBER OF YEARBOOKS: ______x $25 PER YEARBOOK = TOTAL: ______
PLEASE INCLUDE THIS FORM WITH A CHECK FOR THE TOTAL AMOUNT (made out to Westhills Baseball)
IN AN ENVELOPE TO THE ATTENTION OF CHRISTINA POMPEO
AND TURNED IN TO THE SNACK SHACK BY APRIL 1, 2017
5 Picture Day
PICTURE DAY IS FEBRUARY 26, 2017 AT CHAMINADE HIGH SCHOOL! A SCHEDULE OF PICTURE TIMES TO FOLLOW SOON. CHECK THE WESTHILLS WEBSITE.
Picture Day is the most hectic and busy day! We need to be on time because some teams have games that day. Make sure your entire team is ready to go 15 minutes before your required time.
Team Parent: 1. Have your team in their FULL Uniforms (hat, jersey, white pants, socks, belt - NO CLEATS) 2. Have your entire team ready to go 15 minutes before your required time! 3. Line up your team outside the Gym, tallest to not as tall.
6 OPENING DAY CERMONY & RAFFLE SATURDAY, MARCH 4, 2017
The Westhills Baseball annual raffle raises much needed funds to offset maintenance of our facility and to provide a great baseball program for over 650 youths. Every family’s participation helps us achieve that goal and keeps us one of the leading baseball organizations in California.
This year, we will have the raffle as part of our Opening Day Ceremony.
HOW IT WORKS Each player receives one book of 10 tickets (more books are available) Each ticket is $5.00 Each player is strongly encouraged to sell (or purchase) ticket booklets for $50.00 Each ticket stub should be completed in its entirety, providing purchasers name, email address and telephone number The Team Parent is responsible for distributing raffle tickets and collecting ticket stubs and money from each player. (Sold and unsold tickets must be returned if possible.) Have each family write a check payable to you, the Team Parent, for all tickets sold Team Parent should total all checks received and issue ONE check for your team, made out to Westhills Baseball for the entire amount collected Team Parent should separate the stubs and place them into the envelope provided, with the one check payable to Westhills Baseball. * All Raffle Tickets received will be placed into the raffle barrel and winners will be called throughout Opening Day Ceremonies.
DEADLINE The Team Parent must turn in all ticket stubs and money to the Snack Shack or to Janie Ebert, on or before Sunday, FEBRUARY 26, 2017. Please turn your team money and ticket stubs together in the envelope provided to you, marked with your division and team name.
PRIZES Updated prizes will be announced on the home page of our website. Additional raffle tickets are available.
QUESTIONS: Contact Janie Ebert 818-917-4231 [email protected]
7 SNACK SHACK
The Snack Shack provides a lot of the income needed to support our baseball program and fabulous facility. The only way we can operate it is with our parent volunteers.
Each family is required to fulfill two (2) snack shack shifts during the spring season. Instructions on scheduling shifts are found under the Announcements tab of our home page.
Parents have the responsibility to choose their own snack shack shifts online. Shift signups are available now online by logging into your account and clicking on the Snack Shack Signup Tab. Additional blocks of shifts will be made available as the season progresses.
All shifts must be scheduled online by Saturday, April 1st, after which time unscheduled shifts will result in deposit checks being cashed.
PLEASE NOTE that shifts may be rescheduled ONCE during the season with 72 Hours notice. Non-appearance for shifts without proper notice will result in the cashing of deposit checks.
Questions regarding Snack Shack shifts and shift change notices must be directed to our Auxiliary Treasurer, Vicki Mongillo at [email protected]
Non-appearance for shifts without proper notice will result in the cashing of deposit checks.
Snack shack shifts must be fulfilled by the player’s parent/guardian. Those under the age of 21 are not permitted to serve at the Snack Shack.
Those interested in making their snack shack deposit checks a tax-deductible donation to Westhills Baseball may contact Auxiliary President Tiffany Alarcon at talarcon123@gmail.
8 Auxiliary
The wonderful parent volunteers of our Auxiliary are responsible for the daily operations of Our Snack Shack. If you are interested in becoming a part of the Westhills Auxiliary Team, please contact our Auxiliary President Tiffany Alarcon at [email protected]
Your Team and Manager
Your manager may also ask you to help with things such as preparing a team roster, notifying the team of practice or game time changes, etc.
The Team Parent is also in a unique position to help other parents interface with the league. If any issues come up on your team or anyone needs assistance, please refer your parent to your respective Division Director or Player Agent.
If you have any questions regarding due dates, events or where to turn in specific items, please contact Janie Ebert at [email protected]
This is a lot of work but really helps our kids! Thank you and have a great season!
WE HAVE ATTACHED A SAMPLE EMAIL BELOW THAT TEAM PARENTS CAN USE TO INFORM THEIR TEAM FAMILIES OF SPECIFIC DATES AND WHEN MONEY MUST BE HANDED IN. DUE TO THE RAIN DAYS EARLY IN THE YEAR, WE ARE IN A BIT OF A TIME CRUNCH. PLEASE MAKE SURE YOU GET AN EMAIL OUT TO YOUR FAMILIES, AS SOON AS POSSIBLE, TO ENSURE YOU CAN MAKE ALL OF YOUR DEADLINES.
THIS PACKET WILL BE SENT TO YOU ELECTRONICALLY IF YOU HAVE PROVIDED JANIE EBERT WITH YOUR CURRENT CONTACT INFORMATION.
9 Dear [TEAM NAME] parents:
As the [TEAM NAME] team parent, there are a few administrative items that I must go over with all our team parents, so below are a few notes I’d like to share with you (I apologize for this lengthy message):
RAFFLE:
On [DAY OR DATE] I will be giving a book of 10 raffle tickets to each family. The raffle tickets are $5.00 per ticket, totaling $40. The tickets are for Opening Day raffle, which is scheduled for March 4, 2017. Every player is encouraged to sell or buy ALL 10 tickets (more are available if you’d like to sell more - the prizes this year are really nice). The check for the raffle sales can be made payable to [YOUR NAME] or CASH, for $50, and I will submit one check to WHBB. If you need more raffle tickets, please let me know. Fill out the top portion of the raffle ticket with your name and phone number, and separate them prior to handing the tickets into me. The bottom portion of the ticket is yours (or the person who purchased the ticket) to keep. Return the top portion of the ticket to me, along with $50. I must have ALL ticket stubs and payment returned to me NO LATER THAN FEBRUARY 26, 2017. Tickets or payment not returned will not be eligible to participate in the raffle.
PERSONAL MESSAGE FOR THE YEARBOOK:
I will also be handing out Personal Message Order Forms if you are interested in issuing a special message for your child in our 2017 Yearbook. Each message costs $5 and the kids and coaches love to see their messages in the yearbook. WHBB is really encouraging everyone to put at least one message in the yearbook. This is not required! Orders are due by March 20, 2017.
SNACK SHACK:
Each family is required to fulfill two (2) snack shack shifts during the spring season. All shifts must be scheduled online by Friday, April 1st. Please keep your scheduled Snack Shack times or make sure you reschedule if you have a conflict. If you need to reschedule your Snack Shack day, please email Vicki Mongillo at [email protected] AT LEAST 72 HOURS prior to your scheduled date.
If WHBB is closed due to rain on your scheduled date, it is your responsibility to contact Vicki Mongillo (email address above) to be assigned a new date. Rain-outs do not excuse you from Snack duty. You can verify your Snack Shack shifts on logging onto the WHBB website, going to Account (in upper right corner), going to Snack Shack Signups (on the left), going to My Volunteer Signups (towards the upper middle), and from there both of your Snack Shack shifts will be listed. If there aren’t any shifts listed, it means you are not signed up for any and must do so 10 immediately! Snack shack shifts must be fulfilled by the player’s parent/guardian. Those under 21 are not permitted to serve at the snack shack.
PICTURE DAY
Picture day is Sunday, February 26, 2017 at Chaminade High School - time to be determined. The kids should arrive for pictures in FULL uniforms (cap, jersey, white pants, socks and belt - NO CLEATS).
It would be most helpful if parents can provide me with payment for $50 before picture day, February 26, 2017 to cover your raffle tickets.
I am very excited to be a part of this team and look forward to a fun season of baseball!
Thanks! [TEAM PARENT’S NAME]
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