Department of Athletics

Coordinator of Athletics: Dave Tanner
Phone: (860) 673-0423 x 4
Office Phone/Fax: (860) 673-9657
E-mail: tannerd@region10ct.org

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Team Parent Responsibilities

The goal of a team parent is to act as a liaison between the Booster Club and an individual team. By having a parent handle and/or assist with the organizational and managerial aspects of the team, a coach can then do what they enjoy doing, coaching! To become a team parent, please speak with the president of the booster club and make sure that you talk with the head coach. All team parents must be approved by the coach and the coordinator of athletics. In addition, all team parents must be members in standing of the Lewis Mills General Athletic Booster Club.

Since we all have busy schedules we suggest that each team have at least two team parents. As a team you can share responsibilities, share with being at monthly Booster Club meetings, etc. It may also help in the transition from year to year as one team parent steps down and one remains to assist the following year.

At the start of the season, email the Coach and introduce yourself as the team parent. New coaches may need a bit more background on what a team parent is. Explain that you are there to assist them when needed but will never step on their toes.

The goal is to take their lead in accomplishing the goals of the Booster Club (i.e., organizing the team baskets donations, updating team rosters, scheduling for the concession stands, etc.).

Ask if they would like you to touch base with them prior to sending out any communications to the team or if you should simply use your own judgment. Always include the Coach on the distribution list of all emails.

• Dave Tanner (LSM’s Athletic Director) distributes the team roster template (based on the previous season) to coaches and team parents at the beginning of each season.
• Coaches, along with the team parent, are asked to make the necessary changes by indicating new members to the team (freshmen and upper classmen) as well as indicating any students no longer on the team. New this year…the rosters are generated through the school’s database so team parents and coaches will no longer be responsible for gathering all data from the students. The only information that we need for additions is the name of the student and the grade.
• Team Parent(s) will receive a copy of the team roster via email (an excel file format) at mid-season. Team Parent(s) will check the roster to make sure that all players are included, any player no longer on the team is removed from the roster. This final version of the roster will be used for invitations to the end of season award’s presentation as well as listing in the program booklet so it is important that we are notified of any changes.

• A pre-season meeting will be held prior to the start of each season. Attendance will be mandatory for all athletes and their parent(s), regardless of the season, for the Fall Meeting. This meeting will include a full program on the program, rules, safety, etc. Please encourage your team to attend. Winter and Spring meetings will entail a condensed version of the program; however, 100% attendance is encouraged.
• After the group presentation in the auditorium, coaches will meet with athletes and their parents to go over their expectations of the season and to further communicate any information pertinent to the team.
• It is very beneficial to have the Coach mention the Booster Club and introduce the Team Parent at this meeting.
• It is helpful for the parents to hear what the Booster Club is trying to accomplish from the Coach directly as it adds validity to our goals. This may be the only time during the season that the Coach and most of the parents are together.
• It is also a great opportunity to update the roster (if available this early in the season), advocate membership in the Booster Club, and ask the other parents for help during the season, if applicable (concession sales, senior night, etc.)

• The team parent will serve as liaison to the golf committee (committee member contacts: Holly Scanlan and Linda DiOrio) and assist with the collection of basket items and/or money that will be used to create a themed gift basket.
• These baskets will be used in a silent auction during the dinner dance. Last year’s event was a huge success!
• We recommend communicating with the parents at the start of the season, thereby, allowing plenty of time to collect the auction items and/or donations.
• Holly Scanlan has agreed to store all items once collected by the team. A copy of the letter from the Golf Tournament committee as well as a copy of last year’s basket description and prize value will be provided to help you begin the process.
• Holly Scanlan will be in touch with all team parents at the start of the season. If you have any questions regarding the basket collection process you can reach Holly by email at hscanlan1@mac.com

• The team parent will assign concession stand coverage during volleyball and basketball seasons. Note: asking for volunteers has not been a successful method during past seasons and often means that the same parents volunteer over and over again. It is recommended that you assign families/parents alphabetically. Assign varsity parents to JV games and JV/Freshmen parents to Varsity games. Explain that it is their responsibility to find a replacement if they are not available on the date originally assigned and to contact you that you are aware of the schedule change and can mark the calendar accordingly. This method has worked very well for those that have taken this approach in the past with few, if any, changes.
• If possible, senior parents should be exempt since they have worked the concession for the previous 3 years. Majority of parents do not mind having to do it one time.
• Two people should be assigned to each game although depending on the sport, may not be needed for the entire time (Concession business will be slow during actual playing time so workers can alternate going back into the gym to watch the game.)
• Additional parents may need to be called to help out during half time (basketball games).
• Cheerleading will also provide support during basketball season with one volunteer per game but will not be required to work during halftime when the squad is doing their routine.
• Team Parent should post the schedule on the wall in the concession area and remind parents when they are assigned. We will also post the schedule on the website.
• Volunteers will also be required during playoffs and state tournament games. Dave Tanner will supply that info as it becomes available; however, arrangements should be made to have volunteers ready to go.
• Team Parent will monitor and report back to BC Board when concession items are in need of purchase.
• The BC Board will attempt to keep an ample supply of all items on hand in the storage area so that constant shopping is not necessary. Rolls will need to be purchased on an as needed basis. We ask that the team parent purchase the rolls and keep all receipts. They will be reimbursed at the end of the season. We do not want money to be taken from the cash box as it will result in our inability to track expenses.

• Takes place during the last HOME game of the season
• BC provides all teams with senior athletes a check for $50 to be used for any senior night activities (i.e., Food, Gifts, Flowers, Balloons, etc.).
• Teams without senior athletes will not receive $50 donation.
• Although many of our teams have senior night traditions, some do not. This means that many of our senior athletes do not receive the much deserved recognition by their teammates, coaches and fans.
• Check with the Coach to find out if there is a team tradition or what he/she would like to do to honor the seniors.
• If team members (usually the junior players) are coordinating this effort touch base with them to be sure they are on track.
• You may want to contact team parents from other sports to see how they celebrate senior night or to get an idea of the types of gifts that have been presented in the past.
• Team parent will provide an overview of the team’s senior night tradition so that the BC Board will have a document to be used for future reference.

• We encourage all team parents to attend the monthly Booster Club meetings, held the 1^st Wednesday of every month at 7 pm in the LSM Cafeteria, during the months of their team’s sport.
• And, of course, we would welcome and encourage your attendance and participation at all BC meetings.

• Assist the Booster Club in their goal to increase general membership. Our goal is 100% participation by every family involved in a school sport!
• Membership forms can be distributed at pre-season meetings or via email to non-members.
• The method of communication and membership solicitation will be left up to individual team parent(s). If requested, the BC will supply samples of emails that can be used for this purpose.
• Booster Club will provide the team parent with an updated roster including current members at the start of the season.

• All varsity teams winning Berkshire League titles will be presented with a Berkshire League Championship long sleeved t-shirt. The back side of the t-shirt will be customized for each team and the left sleeve will have an imprint of the team name (basketball, soccer, etc.)
• Team Parent will coordinate with the Booster Club as to design/text for back of t-shirt, sizes required and will help to expedite the process so that the team receives the t-shirts as soon after the "win" as possible.
• The BC will pay for tee shirts for all players that were on the varsity roster for the playoff games and the coaches. It is up to the coach/team if they wish to offer the shirts to all players. If this option is selected, we recommend that the money used for the varsity roster/coaches be applied to the total cost and the remaining money be split equally be all recipients (coaches included) to make up the difference. (Ex: 15 varsity coaches x $20 = $300. Total # of players on the team plus coaches = 22. Total cost of the shirts = 440 less $300 = $140. $140 divided by 22 = $6.30 per player/coach.

• Assist the Coach with any other organizational items that may come up during the year (i.e. Notifications in transportation changes, Homecoming, Pasta dinners, Coach’s requests from booster club, etc.).