Request for Volunteers
Welcome to the 2012 season of the Thousand Oaks Flyers! We are excited that you have chosen the Thousand Oaks Flyers as the track club for your young athlete.
The Thousand Oaks Flyers Club was established more than 30 years ago. Since that time the club has been instructing young runners on form and performance, sportsmanship and team commitment. Our organization is 100% volunteer based. The club expects each family to participate by fulfilling their volunteer assignments.
This year’s commitment includes four home meets and either the JV or Varsity finals for a total of five meets. The Board of Directors has enacted changes in the “Policy on Volunteerism” for the 2012 season. These changes are more in line with the policies of the other clubs in our Ventura County Conference.
At the time of registration, each family will be asked to list the top 3 choices from the volunteer assignment list. In addition you can note which shift you prefer, however there can be no guarantee you will receive your shift preference. We will try to accommodate these preferences. Your volunteer assignment will remain the same for each of the three home meets. The volunteer role during either the JV Finals or the Varsity Finals may change. Scheduling for the JV or Varsity Finals will be done immediately following the last qualifying meet of the season.
If you are unable to perform your volunteer assignment you are required to find a substitute. It is not the responsibility of the Coach, Team Manager or Volunteer Coordinator to fill your position. A team roster will be available to each family.
We will no longer designate the volunteer shifts as AM or PM but rather, Shift 1 and Shift 2.
Shift 1 Arrival Time: 8:10 Start time: 8:30 End time: 11:45
Shift 2 Arrival Time: 11:15 Start Time: 11:30 End time: End of Meet
In addition to your registration fee due at time of registration, you will be required to pay a $100 per family refundable Volunteer Security Fee. This fee will be refunded to you after successful completion of your volunteer assignment. You can expect your refund within two weeks of the completion of the Varsity Finals.
Failure to meet your volunteer commitment may result in the loss of your $100.00 volunteer security deposit.
The Club understands that we need to provide you with the proper training in order for you to fulfill your volunteer commitment. To that end, there will be a tentative volunteer clinic on March 10th, 2012 at 1:00 PM or 4:00 PM at the Thousand Oaks High School track facility. The Club has made many changes for this season and both returning families and new families are required to attend this informative volunteer clinic.
There will be an overview of club policies and procedures followed by Coaches and Board Members demonstrating and explaining the mechanics of the designated volunteer position to which you have been assigned.
We are happy to report at this time we have all head coaches assigned for the 2012 season. Experienced coaching is still needed for High Jump, Long Jump, Shot Put and Hurdles. If you can commit to one or more practices per week we need you.
The following support positions must be filled for the upcoming season:
Team Manager:
Acts as administrative assistant to Coach. Responsibilities include preparing a team roster and updating all contact info throughout the season. Responsible for disseminating all info regarding practices, meets and other club related happenings. Will work as the liaison between volunteer coordinator and team and keeps coach up to date on status of all team volunteers. Team manager is responsible for obtaining results from coaches, preparing ribbons for distribution in a timely manner. This position entails both phone and e-mail communication.
Volunteer Sign In/Welcome:
Arrive 7:45 AM day of meet to man the volunteer/welcome table. Responsibilities include checking in volunteers for assigned positions. Keeps up to the minute records of all sign-ins. Reports to the Volunteer Coordinator.
Gate Monitor:
This position monitors ingress and egress of persons into the track/field area. Helps direct/divert foot traffic at gates.
First Aid:
Man the First Aid tent. Available at all times during shift for basic first aid for runners. Most common complaints include: blisters, abrasions, sprains and heat related illness.
Saturday Morning Setup:
Early arrival, 7:00 am day of meet. Responsibilities include set up of all tents, pop ups, tables, chairs. Set up of all hurdles for morning events. Help set up results area. Remove from storage all equipment necessary to run events at shot put, high jump and long jump and hurdles. Also includes breakdown and put away of all hurdles approximately one hour after the start of the meet.
Snack Shack:
Help with the set up of snack shack or breakdown depending on shift assignment. Help with preparation of food items and sales of all standard snack shack fare including but not limited to: Hot beverages, cold drinks, candy, donuts, bagels, snacks and lunch foods. 1st shift early arrival 7:45 day of meet. 2nd shift as scheduled.
Grillmaster:
Single shift sets up the grill and cooks hot dogs and hamburgers for the Snack Shack.
Breakdown/Cleanup:
End of meet breakdown and put away all pop ups, tents, tables, chairs, signs, timing equipment. Put ways all remaining hurdles and barricades. Help with breakdown of computer equipment, any and all remaining tools and equipment used during the meet. Assignment includes trash pickup in bleachers and around track.
Finish Line:
Work at finish line for all track events. Monitor lanes, note finish times, account for all runners’ tags and direct traffic at finish line as necessary.
Staging:
Work with a team of volunteers facilitating each event. Organize runners at starting line assigning and coordinating lanes, shepherding runners into position and keeping order before races commence.
Long Jump:
Work with a team of volunteers facilitating this event. Responsibilities include: staging athletes, raking the pits, measuring jumps and recording the results.
High Jump:
Work with a team of volunteers to facilitate this event. Responsibilities include: staging athletes, calibrating bar, measuring jumps and recording results.
Shot Put:
Work with a team of volunteers to facilitate this event. Responsibilities include; staging athletes, measuring throws, grooming the pits and recording results.