Team Coordinators and Basket Coordinators

​

We will be starting shortly after 7pm�� We welcome Video�� Please stay on mute for the duration of the meeting unless to ask a question�� Please utilize the Chat Option for Questions as we have Board Members available to answer

​

​

Team Coordinator Position

Help the manager, the Coaches and assist with the team’s  organization of “off the field” events such as: collecting team donations & distribute as  allotted, snack sign up, logistics of uniforms & customization, share pictures on TeamSnap,  support the basket coordinator, plan the end of the year gathering, and coaches’ gift.

​

The TC is the  liaison between the Managers, Coaches & PHBA Board, to make sure all the information gets to your team and the parents have a “go to” person on the sidelines to ask questions to.

​

TC will also help monitor the Field Preps and Scorekeepers on your Team. More information to come

�

WHAT AND HOW DO I COMMUNICATE TO OUR TEAM?

• PHBA has officially streamlined our leagues logistics via TeamSnap. It’s an amazing  tool that can simplify everything we all need to know: 
• Practice/game schedule, team snack sign-up, rosters, contact info, league events and  even messaging. Parents can let the team know availability for games & practice and  direct message members of the team.  
• We encourage everyone to utilize this free app. Team Managers can adjust a setting  within their Team Snap account, that will allow the TC’s to have more of an Admin role  to help with team communication, scheduling and add PHBA events to the calendar.  This is a HUGE help to all our awesome Coaches that are busy out on the fields! Ask your Manager if they have not done this already for you.

�

�WHERE DO I FIND ALL OF THE DATES, EVENTS,  AND INFORMATION TO SHARE? ��

Everything you need to share with your team will be in the “PHBA Pennant” our weekly newsletter that comes out on Thursdays or  will be posted on our website. It’s always great to add the content from the newsletter to your TeamSnap app so your team can quickly reference it and stay up to date.

PHBA also has a Facebook &  Instagram where the same information is often shared.  

website: www.phba.org  

​

�

TEAM DONATIONS: HOW MUCH DOES EACH TEAM  HAVE TO COLLECT AND WHAT IS IT USED FOR?

This is entirely up to each team and what plans you have anticipated for the season!  

​

Team Donations can vary $40-$70+ for each family.  

THINGS DONATIONS ARE USED FOR IS:  

1. TEAM BASKET: Every team is required to make a “team basket” that we utilize throughout the season as our biggest  fundraiser to assist our league in operating. Each basket should be valued above $250.00.  

2. UNIFORMS: The custom names on the back of the player & coaches jerseys. At uniform pickup, we will provide contact  information for a couple of local screen printers you can use. Any local screen printer you prefer is ok, the turnaround time & cost are the factors will you need account for. 

3. END OF SEASON: End of the season get together/Party and Coaches’ gifts

4 OTHER: Team banner, silly socks, numbers on player numbers on hats, hair bows for girls, buckets for the younger divisions, etc.

-Banners are fun for the young divisions to walk with in the Parade, hang them up for each game. Kids like seeing their names and numbers

However, that is not required and is up to  each team. We have found it is easier to collect the funds one time, at the beginning of the season and then allot the  donations as necessary. Please consult with your Team Basket Coordinator to make sure you allocate the funds correctly. 

• �

END OF THE YEAR PARTY IDEAS

• Here are some ideas we have seen in the past for End of the Year Parties if your Team chooses to  have one. It is also dependent on the Donation up front or if the Team collects money at the end of  the year 
• Pizza and Drinks at a Park 
• Pizza/Los Ponchos/Sandwiches/other food after the last game of the Season 
• Rock N Jump 
• Liberty Gymnastics 
• Party hosted at someone’s home 
• Scrimmage Baseball game somewhere with food/drinks 
• Party at a Pizza Restaurant 
• Dave & Busters, Round One, Urban Air
• Bowling Party  

Up to your imagination!!

�

UNIFORM INFORMATION

• Includes:
• Players: Hat/Visor, Socks & Jersey’s numbered #1-13
• Coaches: Jersey #14-16 adult size
• Jerseys are numbers from smallest to largest.
• Examples: #1 is a youth small - #13 is a youth large. #14-16 are all Adult sizes
• Pant & Belt color TBD by the team manager 
• PICK UP at the PHBA Conference Room:  
• Michele Sears Rose will send a League Wide information email
• Wednesday-Saturday pick up by division
• Customizing Options: SPOKEN CLOTH, SIMPLIY SELLING SHIRTS, BLOOM EVENTS
• Each Jersey/hat engrave is about $10 each

​

• UNIFORMS CONTACT: Michele Sears Rose: msearsrose@phba.org 

Please email Michele with any questions.

��

• Additional Coach shirts can be purchased for $35 each if you have more than (1) Manager and (2) Coaches�

WHAT OTHER VOLUNTEER INFORMATION SHOULD YOU KNOW?

• League Service Hours is the leagues required volunteer contribution of a minimum 4 hours for each players family. We cap it at 2 children with a minimum of 8 hours for the Season. (This includes families with 3+ players). If the hours are not completed by August 1st, the family is responsible for the $500/$1000 service hour fee.  Families will be sent an Invoice. If invoices are not paid by October 1^st, your child will be placed on the waitlist for the next Season until the Invoice is paid.
• For Team Specific Roles such as Manager, Coaches, Field Prep, Score Keeper, Umpires and the Team Coordinator & Basket Coordinator are documented by Sports Helper. Baskets  get checked in at each drop off date and those hours are validated upon completion. Over the season, Brandi oversees the TC’s and at the end of the Season, will submit the TC’s names for validated hours.
• League Service hours (snack shack, opening day, banquet, picture day, etc.) volunteers will have a “check out” system at Sports Helper at the completion of their shift. Hours not completed, pending or completed can be tracked on Sports Helper.

​

SPORTS HELPER

• Sports Helpers is a web-based volunteer management software that automates your youth sports league’s parent volunteer program – from sign up, tracking, communication and comprehensive management of volunteer activities and family information.
• The Sports Helpers system automates and simplifies the service hours process, making it easy for parents to help our organization. There is no fee for parents to use this system.
• Each family will have their own unique password-protected website, aka ‘Parent portal’. From within your own portal, you will be able to:
• Easily view and sign up for available service hours tasks such as the Snack Shack, special events, etc
• Automatically track tasks and associated hours you have signed up for.
• Know your real-time service hours total, any time.
• Receive/send messages from and to the Service Hours team regarding related matters, all from within your own Parent portal.

​

Sports Helper Portal: http://phba.sportshelper.com

​

Log In: Your email (the one to used to register)

​

Password: Parent#PHBA2026

​

���IMPORTANT DATES ��

OPENING DAY: 3/7 Rain or Shine the Parade will happen, games may get cancelled.

​

POKER NIGHT: 3/20 At Back Forty at 6pm

-Adults Only

​

PICTURE DAY: 3/21 Starts at 8am. Teams will find out their times the weeks prior

​

PARENT’S BANQUET: 5/2 6pm At Back 40

​

LITTLE LEAGUE DAY: 4/26 At the Giant’s Vs the Mets

​

​

​

���Weather��

• Due to raining weather, you will be notified by The Pennant, Sports Helper or the PHBA Website if your practice or game is cancelled
• During the Season, if your game is cancelled and you signed up for a Snack Shack Shift-it is also Cancelled!

​

• NO GAMES- NO SNACK SHACK!

​

• Please jump back onto Sports Helper to sign up for another shift.

​

Reminders

• When emailing the Board, Commissioners or asking any questions, PLEASE put in your heading or somewhere in the  email: 

​

• Team Number
• Baseball or Softball 
• Division: Instructional 4, Instructional 5/6, Intermediate 7, Pioneer, American, National, Western - Team Name: Giants, etc….. 
• EX: 111 Softball Pioneer Padres

​

​

​

Q & A

Team Basket Coordinator

Team baskets are used to help raise funds to keep our fields/grounds looking their best, our snack shack in tip-top shape, and help provide our community’s children with a healthy, positive and active outlet for all to enjoy. The baskets also provide a fun opportunity to win exciting gifts and build relationships with our community’s businesses.

Baskets are displayed on Opening Day, Poker Night & Picture Day, giving everyone a chance to win a basket through raffle tickets or a silent auction. A couple baskets will be utilized as prizes at our Poker Tournament and most importantly the majority are used for our silent & live auction at our Annual Parents Banquet!

​

WHAT “THEME” SHOULD OUR TEAM BASKET REPRESENT?

Generally, we suggest the instructional teams (Pioneer and Below) focus on more of a “family” theme like baseball, amusement parks, games, art, toys, etc.- and work your way up the age ladder with more adult geared ideas…however, this is not a requirement.

Another factor to think about is, when your basket is due- if your basket is due on Opening Day or Picture Day, family friendly baskets are usually a huge hit, as the kids love to try and win those baskets by buying raffle tickets and selecting one of interest.

Please go wild and crazy with your creativity! As we appreciate ALL of the wonderful thought & effort that you and your team put into your team’s basket!

​

TEAM BASKET IDEAS

​

Below are some ideas we always like to incorporate, as well as a list of basket themes from years past. This list is for inspiration! We love creative, new ideas & not limited to:

• Season Passes/Tickets: Hurricane Harbor, Santa Cruz, Great America, Disneyland, Six Flags etc.
• Handmade items/small business
• Sports memorabilia/apparel
• Lottery tickets
• Tickets to sporting events/experiences/shows, etc.
• Experiences, classes, lessons
• Hotels and Getaways – vacation homes, timeshares, vrbo, etc.
• Host/Co-Host a Party: swim, dinner, team, wine, theme party, favorite things, game night, etc.
• “Fun at the Beach/Pool”
• “Night out on the Town”
• Golf outings with apparel
• Gardening Basket

COMMON QUESTIONS

WHAT SHOULD THE VALUE OF THE TEAM BASKET BE?

We kindly ask that the minimum value is above $250.00. Typically, each player’s family is asked to contribute around $20+ to support this cause. However, generally speaking – the MORE valuable a basket, the higher bidding price & success for the league. The possibilities are endless!

​

HOW DO I GET FUNDS/ITEMS FOR MY TEAM BASKET?

The Team Coordinator can provide a roster of emails for outreach, but most coordinators will include this cost in a “flat rate” donation to cover the cost of shirt lettering, coaches’ gifts and end of season party. Please be sure to communicate with your TC on this. Donation items are also a great source!

You can ask your team parents if they have any community resources that can utilized or anything at home they can spare (unused gift cards from the holidays, services, experiences, etc.) that would go with your theme or take the place of cash. We also can provide a PHBA donation letter with our TAX ID if requested.

PLEASE NOTE: ALL BASKET ITEMS MUST BE NEW

HOW DO I PACKAGE MY TEAM BASKET?

Simple, any way you would like! Size does not matter. We do ask that you make sure your team “basket” is secure & items cannot fall out easily. A “basket” is up to your imagination- it can be a box, wagon, a plant, barrel, bag or even a larger item in and of itself (for instance a toolbox, tent or a cooler). Be creative!

​

BASKET DUE DATES

Opening Day:

ANGELS

DODGERS

DIAMONDBACKS

NATIONALS

RED SOX

​

​

​

Poker Night:

ASTROS

BLUE JAYS

METS

​

​

Parent Banquet:

A’S

BRAVES

CUBS

GIANTS

PIRATES

RANGERS

RAYS

TWINS

​

Picture Day:

MARLINS

ORIOLES

PADRES

PHILLIES

ROCKIES

WHITE SOX

YANKEES

​

WHERE DO I DROP OFF MY

TEAM BASKET?

All baskets will be held by the Basket Coordinator until its due date. If storage or dropping off your basket is an obstacle, we suggest sending your team a message and ask if another family can store the basket or help with dropping off your basket. Remember to give the BC name at drop off.

Baskets due on Opening Day will be dropped off on Friday 3/6 from 6-8 pm at the PHBA Conference Room.

Poker Night Baskets will be dropped off at Back Forty on Friday 3/20 from 5:30-7pm

Picture Day will be dropped off Saturday 3/21 7-8am at the PHMS Outdoor Hallway near the Gymnasium

Parent Banquet will be dropped off at the Back 40 5/2 between 3:00-4:30pm

We ask that you do not drop your basket at the conference room earlier that the date & time listed. This is due to storage space and most importantly to keep the items safe and your services hours are correctly documented.

​

CAN I HAVE SOMEONE ELSE DROP OFF MY TEAM BASKET, IF I AM NOT AVAILABLE?

YES!

But, please make sure you have filled out the Team Basket volunteer form on Sports Helpers prior to drop off. This volunteer questionnaire will help track your service hours commitment. Whoever does drop the basket off on your assigned day, must have the following info: the name of the basket coordinator, baseball/softball league, name of Team, and Team Number to certify the team basket coordinator completed its volunteer hours.

IMPORTANT THINGS TO NOTE

• We cannot accept any perishable items in baskets
• All event tickets (Sporting events,concerts, etc) must be dated during the Season
• Baskets with a value of over $700- please email Brandi Ellis bellis@phba.org
• Your basket may qualify as a Live Auction Item, and earn the BC 2 free tickets to the Parents Banquet in May

​

Q & A