Volunteer Policy

Volunteering with Little League

Tassajara Valley Little League is an all-volunteer organization. We have had tremendous success in past years with the involvement of our parents throughout the season.  We cannot do it without you! As part of demonstrating that ongoing successful team and family atmosphere, we ask our parents to get involved with the League each year to make this the best experience for the kids.

Volunteer Requirements and Fees

Tassajara Valley Little League is asking each family to commit to 8 hours (per family) of volunteering this season.  At the time of registration, there will be a $250 volunteer fee deferred, until 08/01/14, at which time if your volunteer hours are not fulfilled, the fee will be charged to your credit card used at registration.  Hours and/or team positions will be tracked during the season and volunteer deposits will be refunded once hours have been fulfilled.  Hours will be tracked via our website database and our team parents.  Our goal is to supply the appropriate committees and team managers with a list of volunteers to help make their team and our league successful.  

A communication will be sent throughout the season up until 8/01/13 to those who have not fulfilled all their hours.  They will be offered open volunteer opportunities to fulfill their commitment or forfeit the volunteer fee deposit.

Volunteer Time Commitments

Below is an overview of volunteer opportunities and estimated time requirements for each position.  For more detailed descriptions, please see further below.


VOLUNTEER POSITION TIME REQUIREMENT
(SCALE OF 1-5, 5 BEING THE MOST)

Team Manager - Head Coach (1 per team)
5
2 Assistant Coach (2 per team)
5
3 Team Parent (1 per team)
4
4 Field Maintenance / Setup / Clean Up (2 per team)
3
5 Scorekeeper (2 per team - Minor & Major Divisions only)
3
6 Snack Shack Volunteer
2
7
Special Events Volunteer (Evaluations, Opening Day, Picture Day, Clinics,
Tournaments, Playoffs, etc.)
1
8
OPT OUT - I am unable to volunteer my time this season and will
pay $250 to the league
0

Volunteer Opportunities and Descriptions

There are various volunteering opportunities. Please note some positions fulfill more than the required 8 hours and are referred to as Season Positions.

Each position has an indicated maximum number of volunteers per team for that role.  If a specific team position is split, only one designated person will receive their volunteer credit for that opportunity.

Note: not every volunteer position is needed at all levels of play.  If your preferred volunteer opportunity has already been filled, your volunteer hours must be filled via an alternative opportunity.

TEAM MANAGER – 1 per team (Season Position)
This position is the team lead in charge of team players, assistant coaches, and all communications between the League and parents regarding schedules, changes, rainouts and TVLL events.  Managers instruct players in proper baseball skills, produce player lineups and provide overall player support and encouragement.  Managers also help secure team parent, team scorekeeper and field maintenance persons (when applicable).

Managers are subject to board approval and are not guaranteed a coaching position from year to year.  This position also requires attendance at Manager meetings and possible instructional sessions/coaching clinics.

ASSISTANT COACH – maximum 2 per team (Season Position)
This position assists the Manager with anything involving team practices, player organization, skill building, game operations, equipment handling, team jersey distribution and general player and team support.  This position also needs to assist the field maintenance person(s) with field setup and break down before and after games.

Coaches are also subject to board approval and are not guaranteed a coaching position from year to year. 

TEAM PARENT – maximum 1 per team (Season Position)
This position assists the Manager and coaches with parent and team communications and general team support.  The Team Parent role will also work with the League Volunteer Coordinator to track volunteer needs, requirements and fulfillment for that team.

Team parent role can include:
-Obtaining and distributing the team roster
-Sending out team communications to parents (re: special events, game or practice changes, parties, etc.)
-Organizing a snack schedule (if agreed by team)
-Planning the team’s end of season party
-Organizing player trophies or appropriate coaches’ gifts
-Putting player names on jerseys
-Organizing and tracking volunteers among the team to help with the above tasks

FIELD MAINTENANCE – maximum 2 per team (Farm & Upper Divisions); maximum 1 per team (T-Ball and Rookie Divisions)  (Season Position)
This position will be responsible for maintaining the fields for your team before and after games.  If needed, it is beneficial to solicit additional help from team parents as well. 

Duties may include:
-Attend mandatory pre-season Field Maintenance training
-Relay and act as trainer to parents that sign up to help out
-Assist at pre-season Field Improvement Day
-Manage and perform all pre-game and post-game field maintenance duties (home team)
-Remove all litter, team and spectator, and place in trash containers
-Put out and remove bases and plugs and store in field bins (if last game of the day)
-Drag infield area avoiding contact with the grass
-Rake, fill and tamp batter box and pitcher mound
-Clean and sweep dugouts
-Put up or take down homerun fences (if first or last game) (Majors/Minors only)
-Take down scoreboards and place in bins carefully (if first or last game) (Majors/Minors only)
-Put out and remove pitching mounds (if first or last game) (Majors/Minors only)
-Set up and put bases away in locked score booth sheds (if first or last game) (Majors/Minors only)

SCOREKEEPER – maximum 2 per team (Season Position) (Minors and Majors only)
This position is required to attend and keep score at each game according to the team schedule.  It is also helpful to solicit additional help from team parents for backup.  However, only the designated team scorekeepers for that team will receive credit for this commitment.

Duties may include:
-The Home team must provide the Scorekeeper to keep Official Score Book for that game
-Arrive to field 15 minutes before game time begins
-Bring 2-3 pencils with erasers to each game
-Keep score – track the pitch count, hits, walks and errors
-Have the plate umpire sign the Official Score Book
-Return Official Score Book to the score booth after the game

SNACK SHACK VOLUNTEERS: 2 – 3 hour shifts
The Snack Shack is located at the Sycamore Elementary Fields.  It is open five days a week and closed on Fridays and Sundays.  This position works as a team with 1-2 other volunteers per each shift. 
-There should always be 2-3 adult volunteers at the Snack Shack
-Children under the age of 12 are not permitted in the Shack and must be supervised by an adult
-Register for shifts on the TVLL website.  You will receive an email reminder the day before your shift
-Duties to include: Selling food and drinks at the counter, and cleanup

Team Assignments:
-All T-Ball, Rookie, Farm and Minor teams will be assigned a single (1) weeknight during the season. 
-All Minors teams will also be designated a second Shack assignment later in the season, per the schedule.
-All Majors teams will have one (1) FULL Saturday assigned for coverage.
-Although we cannot guarantee a perfect schedule, we will do our best to designate team assignments during or around your player’s game

There is no prior experience required for any of these volunteer opportunities.  It is the Snack Shack Coordinator’s responsibility to insure appropriate coverage for all shifts.  For any substitutions to the shifts or cancellations, a Volunteer/Snack Shack Coordinator must be contacted in advance.  Failure to show for your scheduled volunteer shift without any communication will result in an automatic charge of the Opt-Out fee.

SPECIAL EVENTS VOLUNTEERS: 2 – 3 hour shifts
There are a number of special events throughout our Little League season.  This position will act in any number of ways to ensure those events run smoothly.  Working with the Volunteer Coordinator, you will be scheduled to work at a particular event, and will be directed on requirements and time needed for that event.  Some of the necessary areas required would be set up, check-in table, shepherding, team organization for pictures, tracking, clean up and/or could involve a Snack Shack shift on a special event day.

TVLL Special Events include:
Evaluation Sessions
Opening Day
Picture Day
Others: Clinics, Field Improvement Day, Tournaments, Playoffs, etc.


Volunteer Registration and Volunteer Application

Thank you for joining our parent volunteer’s organization.  We would not be successful without your commitment to the League!  Register today for your volunteer preference.  You will be notified of your confirmed commitment and informed of any further scheduling that needs to take place.

Note: Season Positions (with the exception of Field Maintenance and Scorekeeper) are required to fill out a volunteer application found on the TVLL website and are subject to a background check.  An application must be filled out in the Volunteer section and e-signature applied.  A copy of your photo ID must also be scanned and emailed to safety@tvllbaseball.org or mailed to TVLL at PO Box 3216, Danville, CA 94526 to be considered.



Volunteer FAQs

Q:   I signed up to volunteer, but my top three choices have already been filled. Does my family still need to fulfill the eight (8) hour requirement?
A:  Volunteer slots are assigned on a first come, first served basis.   The earlier you register as a volunteer the greater the chance that you will be assigned an opportunity of your choice.  However, there are many ways you can make a difference in providing a fun and enriching experience for our children. Therefore, if your top choices are not available, please select from the remaining TVLL volunteer opportunities to fulfill your seasonal volunteer requirements.

Q:  What if I have volunteered to work a snack shack shift and it rains?
A:  When it rains, the grass fields may be closed. However, turf fields may remain open.  If the turf fields are open, you will be required to work your snack shack shift as scheduled.  If ALL fields are closed the snack shack will not open.  In this case you will receive credit for your volunteer commitment.  Contact your snack shack coordinator (numbers are on the web site) if you are unsure if you will still be needed. 

Q:  My kids and their friends play in the T-Ball, Farm and Rookie Divisions.  All of our games are held either at the Blackhawk fields or at Diablo Vista (Snake Park) where there are no concessions.  So why do we have to work the Sycamore Snack Shack?
A:  TVLL is a 100% volunteer organization and represents a community of over 400 families.  Our goal is to provide a fun and enriching experience in a safe environment for all of our players. 


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