Evergreen Little League

Spring 2023 Season

Evergreen Little League Volunteer Policy

For the 2023 Spring Season, Evergreen Little League is continuing our volunteer policy designed to ensure an equitable distribution of volunteer hours among our constituent families. Our flexible program provides new opportunities for families to participate in our children’s Little League experience, while providing our busiest families the option to buy out their volunteer service hour requirement.

We are continuing this season, a volunteer deposit of $150 which will be collected from each family in the form of a credit card deposit made out to Evergreen Little Leage at online registration alongside the regular ELL regitration fee. Deposits will be immediately refunded upon completion of 12 hours volunteer service during the course of the Spring 2023 season which also must include a minimum of six hours of Snack Shack Service during your team’s week of service. If any family cannot complete snack shack duties (at Quimby or Leyva) or find a family member or friend to cover their shift during their team’s volunteer week of service, they can pay an additional snack shack service buyout fee of $50 (snack shack buyout deadline date is 4/30/2023). Hours must be logged with the signup link or they will not be counted. The link will be sent out during your team's week of service.

One (1) manager, two (2) coaches and one team parent are exempt from the volunteer deposit (per team). The following activities will count towards the 12 hour volunteer requirement:

Service on the ELL Board or in selected sub-committees (i.e. Leyva or Quimby Snack Shack Lead)

Staffing support for ELL in-person events such as registration and try-outs

Staffing support for ELL Parents Auxiliary functions such as Hit-a-Thon & Photo Day

·       Staffing Leyva and Quimby Snack Shacks (3 hour shifts)

·       Staffing Field and infrastructure improvement projects such as Field days, Cleaning out containers, painting, general clean up etc…    

·       Staffing Post Season (Slugfest, All-Star) tournaments such as tournament director, announcing, scorekeeping, field prep and tear down and snack shack 

 

      Little League is America’s largest youth sports organization with over 2 million participants. Moreover, from top to bottom, we are entirely run by volunteers. As the parent of a Little Leaguer, you are committed to making your child's sports experience as rewarding as possible. Little League Baseball and Softball offers some tips on participating as a volunteer in your local league, as well as ways you can help develop the concepts of character, courage and loyalty in your Little Leaguer. Visit https://www.littleleague.org for more information.

 

 

Volunteer Information

 

ELL is made possible by the time, talent, and dedication of our volunteers.  Do you want to help out?  Please e-mail us: e-mail

Click here for 2023 volunteer application

 

EVERGREEN LITTLE LEAGUE VOLUNTEER JOB DESCRIPTIONS

LEAGUE PRESIDENT

The President must ensure all league personnel are properly briefed on all phases of rules, regulations, and policies of Little League Baseball.

The President investigates complaints, irregularities and conditions detrimental to the Local League and reports thereon to the Board as circumstances warrant.  The President is the contact between the local organization, the District (District 59) and Little League Headquarters.

Little League Regulations prohibit the President of the League from managing, coaching or umpiring during All-Stars.  The President presides on the Protest Committee, which consists of the Player Agent and the Umpire-in-Chief.  The President presides at monthly Board meetings, and attends monthly District meetings. 

Additional responsibilities: appoints Extended Board members (Board approval) and other volunteer positions outside the 13 member Board, serves on the protest committee, and appoints all Managers with Board approval. Together with the Treasurer, prepares and submits an annual budget to the Board of Directors and is responsible for the proper execution thereof.

Designates in writing, with other officers if necessary, the power to take and execute for/and in the name of the Local League, legal documents, such as contracts and leases with prior approval of the Board.

The President holds a vote on the Executive Board.

VICE-PRESIDENT OF BASEBALL

The Vice-President of Baseball is responsible for the daily activities of the League and presides in the absence of the President and attends monthly Board meetings.  The Vice President represents the Coaches and Managers and as such is responsible for working with the Coaching Coordinator to develop a Manager/coach training program that can be implemented League-wide. 

The Vice President works with the Player Agent to ensure Little League Rules and Regulations are enforced. The Vice President’s position is an escalation point for all rules, safety, scheduling, and player/coach/fan/behavioral issues.

Additional responsibilities are – Coordinating with the Parent Auxiliary Chair regarding Picture Day and score keeping clinics as well as ordering league pins and trophies.  Will visit each League field during the pre-season and game season.

The Vice-President holds a vote on the Executive Board.

VICE-PRESIDENT OF SOFTBALL

The Vice-President of Softball is responsible for the daily activities of the Softball Division. The Vice President of Softball represents the Coaches and Managers and as such is responsible for working with the Coaching Coordinator to develop a Manager/coach training program that can be implemented in Softball. 

 The Vice President of Softball works with the Player Agent to ensure Little League Rules and Regulations are enforced. The Vice President’s position is an escalation point for all rules, safety, scheduling, and player/coach/fan/behavioral issues.

 The Vice President of Softball shall have a special extended Board to assist with responsibilities related to Softball.

The Vice-President of Softball holds a vote on the Executive Board.

VICE-PRESIDENT - UPPER DIVISION (Intermediate, Juniors, Seniors)

The Vice-President of Upper Division is responsible for the daily activities of the Intermediate, Juniors and Seniors Division. The Vice President represents the Coaches and Managers in this Division, and as such, is responsible for working with the Coaching Coordinator to develop a Manager/coach training program that can be implemented division-wide. 

The Vice President works with the Player Agent to ensure Little League Rules and Regulations are enforced in the Intermediate, Juniors and Seniors division. The Vice President’s position is an escalation point for all rules, safety, scheduling, and player/coach/fan/behavioral issues.

The Vice-President of Upper Division holds a vote on the Executive Board.

VICE-PRESIDENT CHALLENGER

The Vice-President of Challenger is responsible for the daily activities of the Challenger Division. The Vice President represents the Coaches and Managers in the Challenger Division, and as such, is responsible for working with the Coaching Coordinator to develop a Manager/coach training program that can be implemented division-wide. 

The Vice President works with the Player Agent to ensure Little League Rules and Regulations are enforced in the Challenger division. The Vice President’s position is an escalation point for all rules, safety, scheduling, and player/coach/fan/behavioral issues.

The Vice-President of Challenger holds a vote on the Executive Board.

LEAGUE SECRETARY

The Secretary records the minutes of meetings, and is responsible for sending out notices to schools and news agencies regarding meetings, events, and activities.  The Secretary assists the Player Agent in conducting registration and maintaining the official database of the League's membership.  The Secretary is also responsible for reserving locations for meetings, clinics and other league events.

The Secretary holds a vote on the Executive Board

LEAGUE TREASURER

The Treasurer assumes the responsibility for all league finances, which includes signing checks co-signed by another director or officer, dispensing League funds as approved by the Board of Directors, reporting on the status of League funds, keeping local League books and financial records, and together with the President, preparing the operating and annual budgets.

The Treasurer attends monthly Board meetings and is responsible for providing budget reports and bank statements.  Additional responsibilities - prepare all annual documents and reports (i.e. income tax forms, financial accounting) and submit them to the appropriate agencies, the Board and District Administrator at the close of each year.

Treasurer works with Sponsorship Coordinator to track all team sponsorships and oversees the reimbursement of team expenses related to the sponsor program.

The Treasurer holds a vote on the Executive Board.

LEAGUE PLAYER AGENT

The Player Agent is responsible for coordinating registration and player selection and assists the President in checking both birth records and eligibility of players.  This officer also observes Managers and coaches in the handling of our children and works with the VP to ensure Little League Rules and Regulations are enforced.

Little League regulations prohibit a Player Agent from managing, coaching or umpiring in their respective division.  The Player Agent supervises and coordinates the transfer of players to or from the Minor Leagues and maintains the list of players eligible for elevation to the Major League throughout the season according to the provisions of the regulations of Little League Baseball.

The Player Agent attends monthly Board meetings and reports directly to the President of the League, but is subject to the control of the League's Board of Directors. T

The Player Agent holds a vote on the Executive Board

LEAGUE SAFETY OFFICER

The Safety Officer is responsible for preparing and submitting the Safety Plan and Field Survey to the District and Little League Headquarters (Williamsport, PA).  The Safety Officer also prepares and inspects all fields and safety kits (in each equipment box) before the season starts and gives approval to Division Representatives for practice play to begin. 

The Safety Officer organizes a safety clinic for all volunteers before the season starts. When an accident occurs, the Safety Officer performs follow-up with the Manager, Parents and other witnesses, prepares an accident report for the President and Board, submits accident and insurance forms (to Williamsport, PA) and reports the incident at the next Board Meeting. The Safety Officer attends monthly Board meetings and the District Safety meetings.

The Safety Officer holds a vote on the Executive Board.

LEAGUE INFORMATION OFFICER

The Information Officer (IO) is responsible for managing the league's official website and writing/distributing periodic mailed newsletters.  The IO ensures League news and scores are updated regularly.  The IO collects posts and disseminates League information; serves as primary point of contact for myteam.com and submits player roster information to Little League Headquarters (Williamsport, PA)

The League Information Officer holds a vote on the Executive Board.

PARENT AUXILIARY CHAIR

The Parent Auxiliary presides over Auxiliary meetings and oversees and guides the Board approved annual fundraiser (i.e. Opening Day, sale of sporting event tickets, ELL clothing).  The Parent Auxiliary Chair may appoint an Auxiliary Committee to assist with opening day and other fundraising activities.

The Parent Auxiliary Chair holds a vote on the Executive Board.

UMPIRE-IN-CHIEF

The Umpire-in-Chief (UIC) is responsible for recruiting, training and scheduling umpires for regular season and post season games. The UIC coordinates a clinic, taught by D59 umpires, prior to the season start, for all ELL umpires, managers and coaches. The UIC is also responsible for answering rules questions that may arise during the season.

The UIC sits on all protest and rules interpretations sessions. The UIC attends most Rules Clinics and may attend Regional Umpire classes in San Bernardino with the league paying for the class. The UIC coordinates on-the-field training with the League’s Tournament Umpire Crew Chief for the development of tournament umpires.

COACHING COORDINATOR

The Coaching Coordinator is responsible for coordinating a Manager/coach training program that can be implemented League wide. 

The Coaching Coordinator holds a vote on the Executive Board.

EQUIPMENT MANAGER

The Equipment Manager (EM) is responsible for the inventory, storage, care and purchase of all equipment and uniforms to be used by Evergreen Little League and to ensure the equipment being used is properly sanctioned for Little League use. 

The EM collects all equipment at the end of the season from the Managers. The EM distributes equipment and uniforms to Team Managers and All-Star Managers.

The EM handles all equipment repairs, orders replacement uniforms and equipment when necessary.   All equipment and uniform purchases are to be approved by the Board before purchasing.

FIELD COORDINATOR

The Field Coordinator (FC) coordinates contact with Evergreen School District and the City of San Jose regarding league needs and usage permits. The FC coordinates field activities with Division Representatives.  Field activities include – spray/remove weeds, edge infield, fertilize, groom mound, spread red fines, water when necessary, and mow infields weekly.

Other duties include the appearance and placement of the portable potties on site, the appearance of snack shacks, the stocking of equipment boxes (i.e. chalk, garbage bags), and to make sure the necessary field prep equipment is available (i.e. hoses, rakes, shovels, mowers).

SPONSORSHIP COORDINATOR

The Sponsorship Coordinator (SC) is responsible to raise income for the benefit of the entire league.  The SC is responsible for contacting Managers and/or Team Parents to explain the Sponsorship Program.   The SC sends tax receipts and letters to past sponsors, documenting and  thanking them for the previous year's sponsorship and requesting continued support. The SC orders and distributes commemorative plaques to each team for their sponsor by the last scheduled game. 

TOURNAMENT DIRECTOR

The Tournament Director is responsible for coordinating and setting up post-season tournament play (Tournament of Champions and All-Star Tournaments). The Tournament Director will appoint a tournament committee consisting of a field coordinator, umpire in chief, snack shack coordinator, scorekeeper/announcer coordinator.  Activities include scheduling volunteers, setting up concessions/fields, attending the game, resolution of issues, crowd control.

COMMUNICATIONS – Monitors ELL voicemail and general email inquiry inbox and forwards questions/issues to the appropriate ELL contact(s). 

SNACK SHACK COORDINATOR – Organize volunteers to manage ELL's snack shacks for the season. Train snack shack managers how to run the shack, collaborate on purchases, help resolve problems, provide an expense/income tracking system and make deposits with Treasurer.  The Snack Shack Coordinator is also responsible for ensuring

UNIFORM COORDINATOR – Store, distribute and exchange uniforms.  Coordinate with Player Agent and ELL President to ensure proper sizes, team names and styles are ordered.

DIVISION REPRESENTATIVES (Tball, PeeWee, Farm, Minor, Major, Jr/Sr, Challenger) -

The DR is the first line of communication for parents with ELL in their respective divisions.  The DR  is also main conduit of communication between the respective division managers and the board.  The DR coordinates practice and game schedules with managers and communicates with the Field Coordinator regarding issues with fields. 

MANAGER/COACH

Managers and Coaches must possess leadership ability and the know-how to work with youngsters. Training youngsters in the rudiments of teamwork, good sportsmanship and discipline are the goals of the program.

Responsibilities include - manage the team; know the ELL Handbook and Little League rule book, general rules and special rules; acquire assistant coaches, team umpires, official scorekeepers, team parents for communication and other team functions. 

Managers are to explain to all players and parents the Code of Conduct.  Managers are responsible for the conduct of their coaches, players, parents, and fans. If an incident occurs, the umpire will ask you to control the situation. Failure to do so will result in the umpire taking whatever action necessary to control the situation.

Maintain the team equipment and return it at the end of the season in a timely manner (within two weeks from the end of the regular season).  Failure to comply will result in a $50 fine charged to the Manager.

Managers and Coaches are required to attend training clinics:

l        A minimum of two rules clinics or one all-day umpire clinic on or before the third week from the start of the season.

l        Safety Clinic

l        Positive Coaching Alliance training clinic

l        Al and Al baseball skills training clinic

TEAM PARENT

A Team Parent is the link between Managers, coaches and team members.  Get to know their faces and names and keep an accurate list of their phone numbers.  Keep team members and/or their parents informed about all activities and upcoming event.

A Team Parent’s responsibilities include:

l        Prepare snack schedules for after-game snacks & drinks

l        Select parents to work on opening day/picture day

l        Coordinate the parents for snack shack coverage (if applicable)

l        Distribute league information

l        Coordinate team sponsors

l        Collect money for items such as team banner and other team sponsored events

l        Provide team roster to all players on the team

l        Make a team banner to bring to each game, this adds to team spirit

l        Attend Parent Auxiliary Meetings

l        Make sure no one is left behind after practices or games

l        Ensure there is a scorekeeper and pitch counter for each game (farm and above)

l        Coordinate end of season recognition event, including trophies/awards for players and recognition for the manager and coaches.