Volunteers Needed

Sep 17, 2017 6:57 PM
Laura Kaufman

Eager Beaver Baseball Association would like to thank everyone that contributed to making the 2017 season a great success. Over 450 players proudly represented EBBA from the Little Slugger division, where youngsters received their first introduction to baseball, right up to the 19-22 year olds in the Junior division who continued to develop their love of the game.

We hope that you and your player(s) enjoyed the season and are planning to sign up again next year. The EBBA board and the rest of the volunteers work hard to provide a quality baseball program for players to learn the fundamentals of baseball and develop team spirit and a sense of fair play. However, we know that there were some glitches along the way. Too few volunteers were trying to accomplish too much. But next year that can change.

The entire board is elected each year and this year there will be several board members who do not intend to return to the board. There are also many volunteer positions available that do not require you to be a board member. Below is a list of all positions and their requirements and time expectations.

There will be a board meeting at 7pm on September 18 at the league office. Everyone who is interested in helping out for next season, or has input as to changes we could make, is welcome to attend. We will be reviewing the job list and discussing the upcoming Annual General Meeting. The AGM is scheduled for Monday, October 2 at 7pm at the league office. The new board of directors for the 2018 season will be elected at the AGM.

Please plan to attend one or both meetings. The September 18 meeting is a great opportunity to experience a board meeting and discuss becoming a volunteer or board member before the AGM.

If you have any questions, please contact me or EBBA President, Rick Peters ( We look forward to seeing you at a meeting and expanding our group of volunteers. 2018 can be the best season ever!

VOLUNTEER POSITIONS -  The following positions may be filled by members of EBBA

LITTLE SLUGGERS DIRECTOR (January-July) (Jan-April 2 hrs week, May-July 4 hrs week)

  • Confirm  with T-Ball director that Little Sluggers uniforms are ordered
  • Attend board meetings March-July
  • Plan and organize program details and rosters
  • Field parent questions and/or concerns
  • Find volunteers to help each week
  • Organize equipment
  • Set up/break down each week
  • Run weekly program (manage kids and volunteers)

T-BALL DIRECTOR  (February-July) (Jan-April 4 hours week, May-July 6 hours week)

  • Ensure T-Ball (and Little Slugger) uniforms are ordered through Tim Horton’s
  • Organize the T-Ball program format, set dates, etc
  • Field emails from parents
  • Select (recruit) coaches and volunteers
  • Organize equipment
  • Run weekly program
  • Order awards and Rally Caps

HOUSE LEAGUE CONVENORS (April-end of season)(varies-20+hours)

  • 1st line of contact with teams in their division
  • Responds to parents inquiries/emails
  • Tries to resolve any problems before contacting President
  • Oversees draft
  • Monitors teams and  issues throughout season
  • If there is no playoff director -
  • Attends (or has board members attending) all playoff games
  • Sets up the schedule for playoffs and sends to teams (if LDBA convener)
  • Ensures there are bases, volunteers and game balls for all games
  • Ensures the Awards Director (or LDBA) has the awards ordered

Rookie –

Mosquito –

Pee Wee –

Bantam –

Midget/Junior –

HOUSE LEAGUE CHAIRMAN (January–April)(6 hours)

  • Finds Managers/Coaches for all teams and brings to the board for approval
  • Sets up meeting for all house league divisions
  • Is the main contact for coaches until the draft, when the conveners take over

DRAFT DAY DIRECTOR (April-May)(10 hours)

  • Oversees evaluations
  • Sets date and location for draft
  • Oversees all aspects of the draft

COACH’S TECHNICAL ADVISOR  (All Year)(20 hours - 5 hrs prep and meeting, the rest assisting at practices)

  • Set standardized practice routines and drills
  • Be available to assist all division coaches
  • Provide assistance at practices on request

BATTING CAGE DIRECTOR  (April-End of season)(6 hours)

  • Assembles and dismantles batting cage
  • Maintains cage (remove weeds, work on batters box, etc.)


  • Sets date and location of event
  • Makes all arrangements necessary for event

SPONSORSHIP CHAIRMAN (November-April)(10+ hours)

  • Responsible to send out letter before Christmas to last year’s sponsors
  • Finds new sponsors and donations (For incentives and Colman Day)
  • Sends out tax receipts and plaques to all sponsors at the end of the season
  • Ensures money is received from all sponsors
  • Hand in report to Treasurer with Sponsors names and money received

FUNDRAISING - (April-August)(5+ hours)

  • Presents different fundraising possibilities to board
  • Ensures players receive fundraising info
  • Oversees collection and distribution of fundraising items and money


  • Set day for event
  • Contact photographer
  • Ensure information is posted on website and Facebook
  • Make up schedule for teams to have pictures taken
  • Follow up with managers so they know the procedure for that day
  • Ensure all teams receive their pictures

CONCESSIONS (May–End of season) (see below)

  • Creates shopping list/ Purchases Food / Ice / Inventory (including driving; shopping; packing van; packing coolers; setting up site etc) ~ 6 hours for each event - couple hours each day (ie. Friday, Saturday, Sunday)
  • Prep Food and Money if required (ie. go to the bank; cut onions; fill ketchup bottles etc)  ~ 2 - 3 hours for each event
  • Logistics required for every event (ie. contacting volunteers; bbq scheduling; worrying) ~1-2 hours
  • Closing concession booth / putting food away / inventory / cleaning utensils / site clean up ~ 1 hour
  • Counting Money, updating spreadsheet, clearing receipts ~ 1 hour
  • Year End Report / Final Tally of Inventory / Final Tally of Money ~ 1 hour

FIRST AID KITS (January-February)(7 hours)

  • Go through all first aid kits and get ready to hand out
  • Order supplies as needed


  • Assists the Colman Day Director with planning and all other areas of Colman Day

UNIFORM DIRECTOR (March-April, August) (15 hours)

  • Informs purchasing agent of uniform status and needs
  • Ensures all competitive uniforms are ready to hand out
  • Organizes uniform room
  • Sets uniform hand-out and return dates
  • Collects deposit checks, holds them, and returns them when uniforms are returned

GRANT APPLICATION DIRECTOR  (Year round)(hours dependant on number of grants applied for)

  • Presents possible grant avenues to board
  • Completes grant applications and follows through with all information necessary


  • Organizes house league end-of-season playoffs, setting dates and grids
  • Finalizes playoffs rules and holds pre-playoff meeting for each division
  • Supervises games and schedules additional supervisors


  • Sets up umpire clinics
  • Handout and collect back umpires equipment
  • Orders any new umpire equipment
  • Recruits new umps
  • Make recommendations of any umps advancing to a higher level
  • Go to games and evaluate how umps are performing
  • Ensures all umps have information on dress code
  • Recommend how many umps needed (from registration numbers)

BOARD POSITIONS - The  following positions, due to their sensitive nature, must be filled by board members.


  • Responsible for filling equipment bags
  • Keeps up to date on inventory
  • Gets quotes and orders new equipment
  • Ensures we have enough stock in the equipment room
  • Responsible for handing out and receiving equipment bags from team managers
  • Available on equipment nights

REGISTRAR (All Year) (Heavy workload)

  • Recommends registration rates to board for approval and sets dates
  • Makes up flyer for distribution to schools in EBBA area
  • Sends out registration info to last years players by email
  • Responds to parents queries/emails
  • Contacts newspapers about info on registration dates
  • Inputs all player and coach registrations
  • Recommends if additional registration dates are needed
  • Recommends number of teams per division
  • Receives all money from registration, competitive and uniform deposits
  • Hands in report to treasurer on number of players registered/money received
  • Records all player placement on teams and maintains rosters

SCHEDULE DIRECTOR  (February-April)(10 hours)

  • Makes up practice schedule for all teams
  • Creates schedules for all divisions
  • Books batting cage
  • Teams will contact the schedule assignor to book extra practice times or to reschedule games

PARKS/REC DEPT LIAISON (All Year)(15 hours)

  • Liaison with the city
  • Books diamonds for the season, tournaments and playoffs
  • Books meeting rooms and gyms for EBBA meetings and events
  • Reports any safety or damage issues of the diamonds to the city


  • Get licensing
  • Make suggestions about the amount to be printed and price
  • Have calendars printed
  • Handout calendars
  • Organize collection of calendars and money
  • Draw winners and notify treasurer to mail out cheques
  • Write up year end report for municipality


  • Sets date for election meeting
  • Finds/books location
  • Sends out information to all members concerning the Annual General Meeting
  • Writes up an agenda
  • Ensures a list is made up of all members

WEBSITE DIRECTOR  (All Year) (10 hours?)

  • Ensure website is kept up to date


·  administer website, documents and calendars

·  add new users, delete old

COLMAN DAY CONVENER (May-July)(10+ hours)

  • Set date to have Colman Day (book with scheduler)
  • Find door prizes (work with Sponsorship Chair)
  • Select the Managers and Coaches for the day
  • Determine how many players from each team and how they are to be selected
  • Determine if you will be giving anything out to the players
  • Make up program for the day and take to printers
  • Ensure you have enough volunteers for the day
  • Make up report for Treasurer


  • Provide timely information emails to all parents regarding league activities and functions, updates Facebook page
  • submits articles to SportsXpress
  • Notify press regarding league functions

POLICE CHECKS (January-May)(3 hours)

  • Ensure returning coaches have signed ‘status quo’ declaration
  • Ensure new coaches complete police check providing assistance as necessary


  • Attends all Tecumseh meetings
  • Represents EBBA at Tecumseh meetings
  • Brings any pertinent information back to the EBBA board



External links are provided for reference purposes. Eager Beaver Baseball Assoc is not responsible for the content of external Internet sites.

Copyright 2021 by EBBA | Privacy Notice

Sports league management software by SportsSignUp Play