LEAGUE VOLUNTEER ROLES

At West Hill Softball, we pride oursevles at being a 100% volunteer-driven organization. We always need help. Below are the volunteer roles that exist at the league level

Interested in finding out how you can help? 
Please reach out to us: 
volunteers@westhillsoftball.ca
Brian Antaya info@westhillsoftball.ca

There is a current need for: 
WHS Tournament Volunteers, Website content, & board member role successors. 

WHS BOARD ROLES

WHS President
Current: Brian Antaya (Successor Required)

  • Oversees WHSA tasks, roles, operations through the season
  • Sets out vision / direction of organization
  • Represents WHSA at Calgary Minor Softball Association (CMSA) meetings
  • Collaborate with other associations as required
  • Communicates with registrants and board members throughout the season
  • Coordinates & provides guidance to WHSA Board and Volunteers
  • Chairs WHSA monthly meetings
  • Oversees evaluation process as well as registration, coach & team selection
  • Oversees Player/Coach development programs within WHSA
  • Co-Signing Authority for cheques & league bank account
  • Signs off on budget & expense allocations

Vice President & Secretary
Current: Jennifer Kirby (Successor Required - 2023)

  • Fills in, shares, or relieves president in all roles above as required
  • Provides additional decision-making support for association
  • Assists with special projects as needed
  • Co-Signing Authority for cheques & league bank account
  • Attends monthly board meetings within WHS
  • Prepares agenda and records minutes from monthly Association

Communications Coordinator
Current: Brian Antaya (Successor Required)

  • Primary contact for WHS questions on scheduling, evaluations, procedures etc.
  • Sends out direct email communications to parents/community
  • Responds to inquiries or forwards as required at INFO email
  • Filters questions to appropriate contacts and help ensure prompt follow up as needed

Treasurer
Current: Rory Brownell

  • Responsible for creating and balancing budget with President
  • Report on Revenue/Expense tracking
  • Creating, signing, paying cheques as required
  • Bank reconcilliation

 

Field & Gym Coordinator
Current: Nicole Genereux (successor required)

  • Responsible for securing/booking diamonds from the City
  • Responsible for securing and booking indoor space for off-season programs
  • Secures and advises on facility rules and regulations
  • Provides permits to all team officials for all locations
  • Aids in planning of offseason programs based on gym availability

Registrar
Current: Rachel Sawyer

  • Responsible for registration of players within WHS
  • Creates and maintains registration forms in TeamSnap
  • Provides refunds as required
  • Responds to registration questions & requests through 'registration@' email box
  • Submits team rosters to Calgary Minor Fastpitch
  • Interact with treasurer based on registrations

Timbits Coordinator
Current: Chad Leier

  • Liaison with registrar for Timbits registrations
  • Schedule teams for spring season; liaison with field coordinator for appropriate fields
  • Communication prime with each team
  • Provide support to coaches
  • Order training books, balls, etc. specialized for LTP
  • Develop/grow program with new ideas & development

 

Equipment & Lockbox Manager
Current: Craig McDowell

  • Oversees WHS equipment
  • Responsible for assigning and distributing equipment to teams
  • Responsible for inventory and ordering of new equipment
  • Ensures WHS programs are equipped with the correct gear through the year
  • Responsible for field lockboxes, replacing/restocking, taking inventories.

Conflict Resolution Coordinator
Current: Shireen Bond

  • Contact for any in-season conflicts for players, parents, coaches, and umpires
  • Responds to concerns from WHS coaches & parents
  • Updates standard policies for the association
  • Interacts with WHS Coaches and Calgary Minor Fastpitch for any conflict issues
  • Interacts back with President & VP as required

WHS NON-BOARD ROLES

Volunteer Bond Coordinator
Current:  Misty Johnson

  • Organizes the Volunteer Bond program for WHS
  • Oversees additional volunteers associated with the program
  • Ensures communication to/from each team regarding volunteers
  • Interacts & helps recruit potential parent volunteers
  • Provides support to volunteers as necessary

Jersey Coordinator
Current:  Cathy Antaya

  • Responsible for signing in/out of jersey sets for the season
  • Responsible for organizing of damaged jerseys
  • Responsible for ordering new jerseys as required

 

Apparel & Webstore Coordinator
Current:  Gacynth Adam

  • Responsible for WHS team wear in terms of design and orders
  • Responsible of sourcing vendors for team wear and additional Association items
  • Responsible to work with vendor for Webstore development & products

Evaluations Coordinators & Administration
Current:  Brian Antaya, Rory Brownell, Kevin Church, Jennifer Kirby

  • Oversees the evaluations process over all age groups
  • Assigns players to evaluation times
  • Assigns evaluators for each age group
  • Oversees and provides guidance to Age Group Coordinators
  • Responsible for evaluation data entry for accuracy (can delegate entries into system)
  • Works with President & Vice President to create teams per CMSA guidelines

WHS Tournament Coordinator (& Support Committee)
Current:  Required for 2023

  • Organize planning committee meetings
  • Defines budget & parameters for tournament
  • Determines roles & assigns volunteers
  • Determine a GO or NO GO decision
  • Others roles to be determined

Development & Training Programs
Current:  Chad Leier & Brian Antaya

  • Help design and setup off-season programs including pitching clinics
  • Assign coaches or find instructors for off-season training programs
  • Assists with off-season training session
  • Ensures equipment required for sessions is available

Website Developer
Current:  Brian Antaya & TBD 

  • Responsible for development and design of the WHS website
  • Responsible for communications on website (in conjunction with President & VP)
  • Responsible for social media of current news announcements
  • Liaison with Goaline for any technical website issues / enhancements
  • Migration of our website from Goalline to new provider by late 2020

Social Media Coordinator
Current:  Erin Siegers  

  • Responsible for posting content on WHS' Facebook & Instagram accounts
  • Setup marketing campaigns during registrations
  • Interacts with Communications prime & website content developer to ensure consistency of message

 

Age Category Chairs
Current:  HS = Jennifer Kirby;  U15 = Brian Antaya;  U13 = Rory Brownell;  U11 = Kevin Church;  U9 = To be filled

  • Aids communication with specific age group parents & coaches
  • Prime contact for coaches & team managers
  • Communicates with president as needed
  • Can visit teams on game days or practices to provide support to coaches & managers as needed

Picture Day Coordinators
Current:   Michelle Waldorf & Michelle Dirk

  • Responsible for booking photographers and venue for pictures
  • Responsible for setting up booking system for teams for pictures
  • Works with assistants to organize and run picture day event
  • Organizes and arranges pictures for distribution to the team

 

Thank you to ALL our volunteers for the 2023 season.  We could not do it without all of you.

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