WYLA provides the youths of Westborough instruction and training for improving and developing their capabilities through the participation in a lacrosse program conducted in an atmosphere of sportsmanship and fair play, free of any adult ambition or perso

Home
 
 
My my My my
 
 
 
 
 
 

2017 Key Volunteer Positions

*=elected position (Minimum 4, Maximum 15)

*President:

  • Overall coordinator of the program.
  • Call the meetings.  Oversee the initial season planning including filling all volunteers positions, except those appointed by team head coaches.
  • Address any problem, complaint, or concern that has elevated past appropriate Head Coach and Age Level Director.
  • Leads the effort to prepare and propose a budget for the upcoming season. 
  • Reviews budget vs. actual spending periodically during the season.

Primary Mass Bay Youth Lacrosse League Program Rep.:

  • Attend meetings as WYLA program representative.  If unable to attend a meeting, arrange for an alternate to attend.
  • Receive information (usually via e-mail) that the league sends to our program.  Share this information within the WYLA program, as appropriate.

League Schedule:

  • Coordinate with league; provide inputs to help finalize game schedule for all WYLA teams. 
  • Coordinate the scheduling of any additional games added.

MBYLL Jamboree Co-Coordinator

  • Respond to league survey on number of teams, level of teams and preferred day and time.  See that Jamboree fee is sent in along with survey.
  • Communicate schedule and directions to each head coach.
  • Optional: arrange for a common canopy/resting area at the Jamboree.  Ask for a few volunteers to help set this up.

WABA Member (Primary):

Attend monthly WABA meetings “wearing a WYLA hat” as one of your roles at the meeting.  Provide information on WYLA as needed. If unable to attend, notify VP to attend in your place.

*Vice President:

  • Helps arrange planning/program meetings (date, location)
  • Assist the Age Level Director’s with weekly game logistics
  • Take over president’s role if he/she is not able to due to illness, availability or mid-term resignation.

Coordinate Open House Night at Teamworks /Forekicks, or other location (after registration)

  • Determine date and time for Open House
  • Book small room at location
  • Modify/revise flyer and coordinate with registrar for flyer to be included on backside of registration announcement
  • Bring trifold display boards and handouts for general and specific information
  • Solicit coaches and high school volunteers to help out and bring equipment

Coordinate Parents Information Night (after registration)

  • Provide outline to each Head Coach.  Confirm that the sessions are scheduled, communicated to parents and take place. 

Some of the key items to communicate to the parents:
Introduce self, coaching staff and Team Parent. 
Review league philosophy and WYLA Attendance Policy. 
Explain ‘mailbox’ distribution of paper information. 
At least one e-mail address requested per family that is checked at least every 5 days. 
Briefly review safety related issues: equipment, water, reporting and treating injuries, dressing properly (wear warm clothes when cold out, etc…),
In addition, give out handout. Parent information meetings are run by each team’s Head Coach. 

High School Lacrosse Booster Contact to H.S. Athletic Director:

  • Periodically check-in with Athletic Director to see if all is healthy in regard to girls and boys lacrosse at the high school.
  • Ask Athletic Director what items s/he needs that WYLA could purchase as a donation.

Secondary Mass Bay Youth Lacrosse League Program Rep.:

  • Attend meetings as WYLA program representative in President’s absence
  • Share league information within the WYLA program, as appropriate.

League Schedule:

  • Assist President in coordination with league; provide inputs to help finalize game schedule for all WYLA teams and the scheduling of any additional games.

WABA Member (Secondary):

Attend monthly WABA meetings “wearing a WYLA hat” as one of your roles at the meeting.  Provide information on WYLA as needed.

MBYLL Jamboree Co-Coordinator

  • Respond to league survey on number of teams, level of teams and preferred day and time.  See that Jamboree fee is sent in along with survey.
  • Communicate schedule and directions to each head coach.
  • Optional: arrange for a common canopy/resting area at the Jamboree.  Ask for a few volunteers to help set this up.

*Secretary:

  • Take meeting minutes, type up minutes and publish to the Board.
  • Save all documents, Board Minutes, Agendas to the WYLA dropbox repository.
  • Responsible for registration and registration database (if Registration Coordinator is vacant).
  • US Lacrosse administrator – need to re-file administrator paperwork every year with US Lacrosse / MBYLL administrator
  • Obtains Certificate of Insurance online through US Lacrosse/Bollinger once registrations are complete
  • Maintain Board calendar – meeting dates, arrange meeting room location, make sure all events are scheduled well in advance – Open House, Open Registration, Annual meeting date, etc.

    Insurance Coordination – Players and Coaches:

  • Obtain Certificate of Insurance from Bollinger, Inc. via US Lacrosse website just prior to season start & provide to Field Coordinator & Coaches (process may change with MBYLL in 2018)

*Treasurer:

  • Overall responsibility of the checking account, spending and program finances.
  • Keeper of the check book.  Reviews monthly checking account statements for correctness.
  • Reimburses people for appropriate expenses incurred or laid out for equipment, officials and other operating expenses.
  • Fill out and send in annual form to maintain incorporation and tax exempt status.
  • Provides financial updates at board meetings and annual financial statement at annual meeting

*At Large Board Member:

  • Voting privileges for internal decision & counted for quorum requirements
  • See specific key volunteer positions with asterisk below

Equipment, Spirit-Wear Sales & Uniform Coordinator *At Large Board Member:

  • Coordinate the purchase of non-return team items, such as a case of instant ice, ace bandages and whistles (see team equipment list).
  • Issues team equipment and items (including game jerseys) to each head coach or designee.
  • Arrange for the collection of team equipment and items at the conclusion of the season.
  • Keep an inventory list of player equipment that is program property available for loan.
  • Try to meet individual requests for loan equipment on an as needed basis.  Track equipment issued.
  • Arrange for the collection of all player equipment loaned out at the conclusion of the season.
  • Take an inventory of items to ensure full collection.
  • Select items and plan for the sale of WYLA spirit wear (sportswear) via the online store.
  • Market & send out email communications to team coaches & members via the League Athletics system.  Line up volunteers to help with the sales if needed.
  • Obtain quotes from vendors for uniform orders
  • Work with Sales Rep. to determine timeline for ordering, make arrangements for samples and schedule a fitting night with Sales Rep.
  • Create and disseminate all communications for uniform ordering, sizing, & distribution to Age Level Directors, Coaches & members.
  • Create online link for orders on WYLA site.
  • Working with Age Level Directors, determine the recommended  # and sizes of surplus uniforms per division needed and present to Board for approval
  • Determine distribution date(s) & methods for uniforms upon arrival and communicate to Age Level Directors, Coaches & members.

Age Level Directors (4) *At Large Board Member:

  • Weekly Game Logistics Coordination:

About a week before each game:

  • Confirm all Games, Locations and Times.
  • Confirm Directions: Approximately a week before each away game confirms directions with other program and distributes directions electronically or hardcopy to appropriate WYLA head coaches.  For Home game: make sure other program has directions to our field.
  • Ask opposing programs what color game jersey they have to identify if home team needs pennies or reversible practice shirts.
  • Referee Coordination:
  • About a week before any home games being hosted by WYLA, confirm that a referee has been assigned (with assistance from Head Coaches). 

Webmaster and Director, Communications and Public Relations (internal & external) *At Large Board Member:

  • Communicate key information to WYLA players, parents and coaches.
  • Occasionally, submit write-ups of games or other items of interest to local newspapers and school newsletters.
  • Post program information, as appropriate.  Keep information up to date on the website.

Fundraising Coordinator *At Large Board Member:

(Donations/Sponsorship from Businesses and individuals.  This position does not include fundraising events.):

  • Request at least matching funds from previous year’s business, individual and community group sponsors.
  • Solicit some additional businesses for donations/sponsorship.
  • One time per season, request (via e-mail or paper handout) to current WYLA parent participants to consider a donation from the company they work for or own.

Team Parents:

  • As needed, make phone calls to team to communicate game or practice schedule changes. [Note: can ask others to make some calls.]
  • Help Equipment, Spirit-Wear Sales & Uniform Coordinator issue player game shorts, game jerseys, practice shirts, helmet decals as needed/requested by the Age Level Director and Head Coach.
  • Help to distribute hardcopy information as needed/requested by the Age Level Director and Head Coach.
  • Coordinate with other parents to take pictures and videos at games and post them to the secure Cluster site for Team Parents only.

Registration Coordinator *At Large Board Member (may be combined with Secretary position) 

  • Update online registration form/format for each division
  • Update website with registration announcement
  • Specific tasks as outline below in “Registration – Planning and Checklist” below

 

Coaching Coordinator *At Large Board Member:

  • Help obtain additional coaches & Age Level Directors.
  • Help provide/arrange for training as needed.
  • Obtain availability level of each coach.
  • Help coordinate or assign head coaches and coaching staffs.
  • Communicate a copy of league rules and philosophy to each coach.
  • Make sure that at least one coach (head coach preferred) from each WYLA team attends MBYLL mandatory coaches’ certification
  • Validate that all coaches and volunteers are CORI approved prior to their working with the players.

CORI Check Coordination for Coaches, Board Members & Volunteers:

  • Obtain required CORI information from all new coaches, board members and volunteers. 
  • Send information to CORI agency. E-mail (iCORI.INFO@state.ma.us), or call the Constituent Assistance and Research Unit at 617-660-4640 between 8:00 AM and 6:00 PM Eastern Time, Monday - Friday.
  • Review results (treat results with strict confidentiality).  Notify WYLA President of results and Notify Registrar & Age Level Directors upon completion.
  • Validate that they have all completed and passed their CORI checks before being allowed to interact with the players.

Coordination of Annual WYLA Coaches Clinic

  • Obtain a person to lead the clinic instruction or communicate local clinic information.
  • Arrange for logistics to support the clinic: location, date & time, communicate event, etc.

Coordination of Annual First-aid class for coaches: Arrange for a trained professional to provide 1-2 hours of basic first aid instruction (may be combined with Annual Coaches Clinic).

Field Coordinator *At Large Board Member:

  • Indoor Practice Space:  Obtain indoor practice space (for March) for all WYLA teams.  Try for a combination of rental time at Teamworks & ForeKicks and permit time at a school gym facility.
  • Outdoor Field Space Coordinator / Field Coordinator (practices and games):  Coordinate schedule and usage of fields for practice sand the HS Turf for games with the girl’s lacrosse representative.
  • Obtain Field Permits: Apply for permits for field space for outdoor practices and games.  Work with (Town Hall, Public Schools & Recreation Department)
  • Cindy Crowley (crowleyc@westboroughk12.org) Town Hall that is responsible for confirming the permits each spring for any of the school fields - typically due by mid-March 
  • Johanna DiCarlo (dicarloj@westborough.k12.org) Athletic Director at WHS needs to be copied on the permits for High School.
  • Alan Grady (agrady@town.westborough.ma.us ) Head of Westborough Recreation Dept. needs to confirm any field permits issued for a rec. field (i.e. Chauncy Multipurpose)
  • Provide copies of permits to Registrar and head coaches as appropriate.

Painting of Field Lines:

  • As needed, organize a crew to initially measure and paint field lines. 
  • Arrange coverage to maintain the lines throughout the season. (Coordinate with girl’s lacrosse representative to share fees / responsibilities.) 

Special Events Coordinator *At Large Board Member:

  • Cannon’s Night
  • NCAA Lacrosse
  • Posting of College Schedules to website.