Mount Seymour Little League

League Volunteers

Volunteers

Mount Seymour Little League is run entirely by volunteers. If you feel that your skill set and volunteer time allowance will be a fit for any of these roles or would like more information on what the position involves, please contact us at info@msll.ca

Also, if you have a particular talent or passion for something that would enhance the overall experience for our players, families and community that is not listed – please be sure to contact us with your comments and feedback.

Here is a list of volunteer positions at Mount Seymour Little League:

Executive Directors

President

Presides at league meetings and District 5 (D5) meetings
Assumes full responsibility for the operation of the league
Receives all mail, supplies and other communications from D5
Ensures that the league personnel are properly briefed on all phases of rules, regulations, and policies of Little League Canada
Is the contact between the local organization and D5

Vice President

Presides in the absence of the President
When possible attends D5 meetings with or in absence of President
Works with other officers
Oversees and works with volunteers
Is ex-officio member of all committees and carries out such duties and assignments as delegated by the President

Treasurer

Signs checks co-signed by another officer or director
Dispenses league funds as approved by the Executive
Reports on the status of league funds
Keeps local league books and financial records
Prepares budgets and assumes the responsibility for all league finances
Prepares and files necessary documents to Sports BC for annual grant

Communications Director

Responsible for league communications to the membership by email
Manages league general email inbox
Update website as requested by members of the league executive
Convert documents submitted for posting onto website into format usable by website (pdf files)
Manages Social Media presence
Liaises with other leagues as needed
Provides an advisory role on administrative and baseball matters pertaining to the league

Secretary

Maintains a register of members and directors
Records the minutes of meetings
Is responsible for sending out notice of meetings and maintains a record of the league’s activities

Registrar

Attend registration events to obtain paper registration and encouraging online registration
Downloading online player registrations and communicating with technical team regarding online registration dates and fees
Inputting player registration and recording payment
Issuing tax receipts to families who have not registered online
Providing player information and reporting registration numbers to division coordinators and LVLL board, as required
Provide player information to Little League Canada
Works closely with Treasurer, President, Communications Director and all Division Coordinators

Director at Large

Attends Board Meetings
Provides an advisory role on administrative and baseball matters pertaining to the league and D5
Is a member of ad-hoc committees and one-time tasks for the Board
Support as needed

Division Coordinators

Rally Cap Coordinator (T-Ball & Rookie Divisions)

Pre-Season Responsibilities

Obtain list of volunteers, coaches, assistants, managers, co-ordinators</li
Obtain list of player names and create teams: school-based and where possible giving consideration to friend placement request
Using the computer system and in conjunction with coaches, assign players to teams and e-mail team lists to coaches
E-mail medical form information to coaches/managers (have managers check forms for missing info)
Coaches Meeting at start of season (hand out uniforms, equipment & schedule)

Scheduling

Create game schedule

Season Long

Send reminders to coaches re: rules, dates for events, etc.
On-going communication between coaches, managers and league
Deal with rule questions as they arise throughout the season

Post-Season

Collect uniforms & equipment in conjunction with Uniform and Equipment Managers
Get feedback from coaches, parents, players

Minors Division Coordinator

Pre-Season Responsibilities

Obtain list of volunteers, coaches, assistants, managers, co-ordinators
Obtain list of player names and create teams – use evaluations & NOT school-based, however, giving consideration where possible to friend placement requests
Using the computer system and in conjunction with coaches, assign players to teams and e-mail team lists to coaches
E-mail medical form information to coaches/managers (have managers check forms for missing info)
Coaches Meeting at start of season (hand out uniforms, equipment & schedule)

Scheduling

Establish a schedule involving games between other leagues that might choose to interlock with MSLL, develop playoff format for MSLL teams; collect results for standings for playoffs; co-ordinate schedule with umpire scheduler

Season Long

Send reminders to coaches re: rules, dates for events, etc.
On-going communication between coaches, managers and league
Deal with rule questions as they arise throughout the season

Post-Season

Collect uniforms & equipment in conjunction with Uniform and Equipment Managers
Get feedback from coaches, parents, players

Majors Division Coordinator

Pre-Season Responsibilities

Obtain list of volunteers, coaches, assistants, managers, co-ordinators
Obtain list of player names and create teams – use evaluations & NOT school-based
Using the computer system and in conjunction with coaches, assign players to teams and e-mail team lists to coaches
E-mail medical form information to coaches/managers (have managers check forms for missing info)
Coaches Meeting at start of season (hand out uniforms, equipment & schedule)

Scheduling

Establish a schedule involving games between other leagues that might choose to interlock with MSLL; develop playoff format for teams; collect results for standings for playoffs; co-ordinate schedule with umpire scheduler

Season Long

Send reminders to coaches re: rules, dates for events, etc.
On-going communication between coaches, managers and league
Deal with rule questions as they arise throughout the season

Post-Season

Collect uniforms & equipment in conjunction with Uniform and Equipment Managers
Get feedback from coaches, parents, players

Coordinators

Development Program Coordinator

In conjunction with Coaches, Division Coordinators, Field Manager, and Treasurer plan and execute development clinics for Farm, Minors, Majors and Juniors divisions for both pre-season and season
Develop relationships with various baseball instruction providers

Time commitment: year round

Opening Day Coordinator & Committee

Responsible for scheduling the Opening Day activities
Coordinate tent/tables/chair/sound system
Purchase drinks/chips
Coordinate guest speakers/music/MC Opening Day
Contact Vendor’s/Guest
Speakers/Newspapers
Opening Day Program
Organize games/setup/field decorations and prizes
Recruit Parents and Coaches for help on day of

Photo Day Coordinator

Establish the schedule for having the team pictures taken on a particular Saturday in mid-April, communicating that schedule to the families through email and webmaster
Be on hand to assist in orchestrating the team pictures and collect forms and fees
You will work with Team Managers to ensure information is dispersed timely

Time commitment: 20 hours

Pre-Season Evaluation Coordinator

Organize evaluations for player placement
Ensure baseballs (soft), bats, pinnies are available for evaluations
Organize coaches to evaluate
Tabulate scores and prepare overall rating on each player

Sponsorship Coordinator

Discuss the sponsorship and fundraising objectives with League directors before the season
Contact regular sponsors each Spring to confirm continuing sponsorship and secure contribution
Provide sponsors with basic information about MSLL initiatives and schedules
Identify and develop potential new sponsorship and fundraising opportunities, as required
Coordinate sponsor signage and recognition on Opening Day and sponsor references on MSLL website
Have sponsors recognition plaques prepared and delivered at end of season
Communicate with District Parks staff regarding sponsor signage opportunities

Trophy Coordinator

In conjunction with Division Coordinators, Coaches and/or Executives, organize and order individual and champion trophies and medallions
Pick up trophies and deliver to Division Coordinators

Time commitment: 2-3 hours

Uniform Coordinator

Pre-season: check status of uniforms (league and allstars)
In conjunction with the Division Coordinators organize and order uniforms
In conjunction with the Division Coordinators and Coaches, organize return and storing of uniforms
Pickup uniforms from supplier)

Time commitment: 15 hours

Managers | Agent | Safety

Equipment Manager

Pre-season, order necessary equipment for all divisions
Organize distribution of equipment to coaches
Maintain appropriate level of equipment during season
At season end, organize, receive, sort and store equipment

Time commitment: Pre-season & season long

Team Manager

Organize team roster with contact details
Circulate; obtain player medical forms
Ensure team Safety Kit is fully stocked
Organize snack/refreshment schedule for games
Promote, assist with, and encourage team families to help with Special Events
Communicate to parents on game and practice times and clinics
Communicate with other teams managers to cancel and make-up games
Communicate with Division Coordinator and Umpire Coordinator in the event of change in schedule
Communicate with Communications
Coordinator on score of games for posting on website

Time commitment: Season long

Player Agent

Act as liaison between league and players and parents
Situations may include moving players between teams within and across divisions
Conduct player evaluations during season for possible movement

Time commitment: 25 hours (pre-season & season)

Safety Officer

The role of the Safety Officer is to ensure the physical protection of the children involved with the Mount Seymour Little League. The majority of this is achieved with good preventative processes in place.

Ensure all adults involved with the League have submitted a Volunteer Form. This needs to be done each year for all League Officials, coaches, adult umpires, Field Maintenance, Managers, Scorekeepers and Concession Stand workers.

Inspect all Volunteer forms to determine if there are any convictions or offensives that may put any children at risk. If there is a concern then a discussion needs to take place with the Mount Seymour president and/or board to determine if any league actions or restrictions are required.

Due to the travelling involved, the league may request that all All-star officials obtain a Criminal Record Check from the local police detachment.

The field facilities should be regularly inspected for any potential hazards that could cause injury.

Time commitment: Pre-season about 20 hours; in-season minimal

Coaches | Umpires

Head Coach

This job is perfect for the person who loves the game of baseball and enjoys teaching the skills to play!
It requires a commitment of time, energy, patience, and some basic knowledge of the game.
Other responsibilities include organizing and managing practices (2 or 3 during pre-season, and at least 1 per week once the games begin), games (1-3 per week), selecting Assistant Coaches for your team, helping at the Players Skills Assessment in February/March, participating in the Player Draft, attending the Coaches Clinic in March/April

Time commitment: Pre-season & season long

Umpire-In-Chief

Organize umpire clinic in pre-season
Organize MSLL umpire clinic either pre-season or during season
Act as referral point for coaches and umpires in the interpretation of rules
Attend Majors and Minors games when possible to encourage and work with umpires (ie. Positioning etc)
Work with umpires in having an umpire evaluation system and providing them with names of registered umpires and which divisions they are qualified for
Ensure all coaches have a copy of the Official Regulations and Playing Rules and updating any changes to these rules
Answering questions related to rules from Umpires and coaches by quoting the rule book
Ensuring all coaches have a copy of the Official Regulations and Playing Rules
Pay the umps – at end of season (or in mid-season as well) calculate amount owing, get cheques from league and distribute to umps
Implement an evaluation system of umpires
Get schedule of games as soon as it is released; and schedule of playoffs when it is released
Keep on top of makeup games
Communicate with umps and determine general availability and special requests (i.e. some umps only want base)
Communicate with coaches to let them know you are umpire in chief and that they need to keep you in the loop (cancelled games, makeup games, playoff games, etc)
Schedule the umps, communicate, followup
Get feedback from coaches and make decision on how to feed back to kids
When contacted by other leagues, try to get umps for them as well

Time commitment: Pre-season & season long

Parents

If it weren’t for parent volunteers, there would be no Mount Seymour Little League. The league has no paid staff, volunteer executive members work all year round to ensure that there will be a next season. One member handles our many equipment needs, another keeps the diamonds in game shape, another works to ensure player safety, and the list goes on.

Team coaches and managers put in untold hours running practices, planning for games, and striving to give each of their players a positive experience. Coordinators spend time helping things run smoothly for the teams within their division.

In addition to all the time they give to baseball, our volunteers have jobs and family responsibilities just like you. They’re not looking for thanks, but they are looking for help. So when you’re called upon, please step up to the plate and give what time and energy you can.

Concession

Mount Seymour LL is lucky to have the field house building in Myrtle Park, which we use to run our concession. The concession manager is also a volunteer and puts lots of time into making it run smoothly. The concession is definitely a big part of the Little League experience, offering coffee and hot chocolates for evenings when it’s cold, and ice cream and slushies when the weather gets warmer – and of course serving hot dogs and candy throughout the season!

All teams are required to work 2- 3 shifts in the concession per season. The number of shifts assigned varies by division and number of teams in the league. On weeknights the concession shifts run from 5.30pm to 8.30pm, on Saturdays the concession is open from 9:00am to 6:00pm. It is recommended to split each 3 hour session in half so that 2 parents work a 1.5-hour shift from 5.30pm to 7:00pm and 2 parents work from 7:00pm to 8.30pm. There are further volunteers who will help with opening and closing the concession and show you what you need to do.

As T-ball teams have smaller numbers, they are assigned to work in the concession with another T-ball team. This means that T-ball teams only need to have one parent assigned to each shift.

It is strongly encouraged for teams to work their concession shifts; However, if you have difficulty getting enough volunteers it is possible for teams to pay $100.00 and the concession manager will hire teenagers to cover your shift. T-ball teams buy-out is $40.00 per shift, per team. Please note that you must give at least one week’s notice if you plan to take this option. If you wish to “buy out” your shift, please send an email to our Concession Manager, concession@msll.ca and include your concession date, division and team name.

Field Prep

At the start and end of each game the Home team is responsible for field prep. In Rookie Junior and Rookie Senior this involves raking the playing area, chalking the foul lines, installing the bases and setting up the pitching machine. Some coaches prefer to do this themselves, but generally it is best if volunteer parents do the job of field prep such that the coaches can focus on warming up their team.

For AA, AAA and Majors the field prep is a little more involved – the infield and pitching mound need to be raked, the batters boxes and foul lines chalked out, bases installed, and for the Seycove field the home run pylons need to be set up at 200 feet from home plate.

Watch the video below or read the Field Prep Guide provides more details on how to do field prep correctly:

Scorekeeping

Starting in the Rookie Senior division teams will need a scorekeeper for each game. Scoring in Rookie Senior is quite simple as you are only tracking runs scored and the number of outs. MSLL provides a custom score sheet for Rookie Senior (RS Score Sheet).

Starting in the AA division we use a regular score book for games. Scorekeeping can be a little hard to learn at first, but is a lot of fun once you learn how to do it. Not all parents will be prepared to volunteer as a score keeper, but you should try and find 3 – 4 volunteers who are willing to share this task over the season.

For games played on the Majors diamond the Home team scorekeeper and pitch counter will also be responsible for updating the electronic scoreboard.

Score Booth Etiquette

Home team “owns” the score booth
Away team should score from the bleachers unless invited in by the home team
Please do not cheer or comment on the game from the score booth
Sound carries directly to the plate area so please keep your voices low
To learn more about scorekeeping, check out this Scorekeeping Tutorial and refer to our Scorekeeping Cheat Sheet.

Pitch Counting

For divisions where the players pitch (Minors division and above) each team needs to keep a pitch count log. The purpose of pitch counting is to limit the number of pitches thrown by young arms, and ensure that they have enough days rest before pitching again. These limits are set by Little League.

Pitch counting is a straightforward job that can be shared out among all families on your team. The volunteer counts each pitch and records the pitchers name, catchers name and the number of pitches in the pitch count log book. For games played on the Majors diamond the Home team scorekeeper and pitch counter will also be responsible for the electronic scoreboard.

The Pitch Count Guide provides more information about pitch counting.