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 (CMS) 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 Calgary Minor 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.
“Play, compete, learn, and have fun!”
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