Volunteer Responsibilities

STARTING IN 2017 – A one-time, volunteer fee of $100 will be charged upfront to each family at registration.  The volunteer fee ($100) will be refunded to you once you complete one volunteer job for each child registered with Elmbrook United. The fee will not be refunded until you complete the volunteer hours for your entire family.

Elmbrook United Family Volunteer Responsibilities

Elmbrook United is a non-profit organization that relies heavily on the volunteerism of our families and players.  We truly appreciate all our volunteers.  We couldn’t run Elmbrook United without you!

Recreational Players & Academy Players

1 club job for each child playing recreational soccer (2-1/2 – 3 hours)*

Total:  1 job – (2-1/2 – 3 hours)

Competitive High School Boys

1 club job for each child playing competitive soccer (2-1/2 – 3 hours)*

1 team job for each child playing competitive soccer (2-1/2 – 3 hours)

Total:  2 jobs – (5-6 hours)

Competitive U11 through U14 Players & High School Girls

1 club job for each child playing competitive soccer*

1 team job for each child playing competitive soccer

1 Elmbrook United Select Cup Tournament job for each child participating in the tournament

Total:  3 jobs – (7-1/2 – 9 hours)

*Families can choose to pay a non-participation fee of $100 per child instead of working their club job.  Payment of this fee does not excuse competitive families from their other volunteer commitments.  Competitive HS boys’ families must still work 1 team job for each child.  Competitive U11-U14 and HS girls’ families must still work 1 team job for each child and 1 Elmbrook United Select Cup job for each child participating in the tournament.

Club Jobs:   These are jobs that generally benefit the club as a whole, such as:  field relining, field drawing, soccer park maintenance,  garbage collection, Bob Buss Tournament worker, office assistant, concessions worker, division director, recreational coach/assistant coach, recreational manager, U6/U7 referee, special events worker.

Competitive Team Jobs:  These are jobs that benefit a specific competitive team, such as:  manager, treasurer, tournament registration person, Elmbrook United Select Cup Tournament representative, team statistician, team social director, photographer, indoor coordinator, team fundraiser, team website manager, first aid kit organizer.

Elmbrook United Select Cup Tournament Jobs:  These are jobs that contribute to the success of the Elmbrook United Select Cup Tournament, such as:  concessions worker, field marshal, parking attendant, soccer park maintenance worker/trash collector, field liner/drawer, registration worker.

 

VOLUNTEER FEE REIMBURSEMENTS

There have been many questions regarding the new Volunteer Deposit collected from each family to encourage sufficient volunteerism to keep the club running. As this is the first year of its implementation that is understandable. This email should answer any questions that you have regarding EBU volunteerism.

Q:        Am I charged the $100 volunteer deposit once per family or once per player?

A:        The intention is that each family is charged the $100 volunteer deposit. However due to system restrictions, if a family registered multiple players at different times, the $100 charge was applied at each registration. We believe we have identified the families this affected and processed refunds for any additional money collected. Those refunds should have been received by the end of September.

Q:        What is the difference between a “club” job and a select “team” job and how does it tie to the volunteer refund?

A:        Club jobs are things that benefit the whole club such as working concessions, lining fields, working a tournament, etc. The $100 volunteer deposit is collected at registration and refunded upon completion of you fulfilling a club job for each of your players or upon taking on a position which fulfills all of your club obligations. The following matrix should clarify what jobs you must complete to fulfill your club obligation.

ROLE CLUB JOB TEAM JOB
Head Coaches Fulfilled-all n/a
Rec Asst Coach Fulfilled-one n/a
Rec Manager Fulfilled-one n/a
Rec Ref (for a full season) Fulfilled-one n/a
Academy Manager Fulfilled-one n/a
Select Manager Fulfilled-all Fulfilled-all
Rec Team Member Required n/a
Academy Team Member Required n/a
Select Team Member Required Required
Division Directors Fulfilled-all Required

Team jobs are things that benefit the team specifically, such as managing, being a team treasurer, snack coordinator, hotel organizer, tournament chair, social coordinator, etc. This has nothing to do with your $100 volunteer deposit. However this does not relieve you from fulfilling a role if your team needs it.

Q:        When can I expect to receive my reimbursement after I have completed my club volunteer job(s)?

A:        Once your volunteer job has been confirmed by the appropriate person it is given to the Volunteer Coordinator for processing. Refund requests are sent to the accountants on the 22ndof each month at which time checks are cut and sent to the family. Credit card refunds are not possible due to system constraints. Checks are sent to the primary address you used at the time of registration on LeagueOne (http://www.leagueone.com/).

Q:        How do I let the Volunteer Coordinator know that I did my job?

A:        This is a little different job to job, but you must either sign in at things like Concessions duty or park opening events or if it is an independent activity like weekly garbage duty or weeding at the park, you are responsible for emailing the Volunteer Coordinator once you have completed your job.

Q:        I have tried to sign up for an activity but they are always full by the time I get to them. What can I do about that?

A:        There will be plenty of opportunities for everyone to work. You will receive SignUp Genius invitations for you to participate in the activities you listed as your first choice first and we will move to your second choice as the year goes by and we see you haven’t fulfilled your job yet. We will also open up invitations to anyone that still needs a job as the year goes by. Just because you don’t get a job in fall doesn’t mean you need to worry. There are lots of opportunities in spring that need help over and above concessions and field lining, such as the Bob Buss tournament and park closing. We want everyone to have a chance to get their volunteer deposit back.

Please note that we use SignUp Genius as our sign up software. If you are not registered with SignUp Genius, these invitations might end up in your spam. We recommend you review your spam to look for invitations from us or be sure to register with SignUp Genius (https://www.signupgenius.com/register). It is free.

Q:        I haven’t received any volunteer signup opportunities yet? What’s up?

A:        At registration, each family indicated a preference for volunteer activities, such as concessions, field lining, fundraising, special events, etc. Based on that, we send invitations to SignUp Genius signups. Sometimes we expand the offers outside of your preference as we do not get enough positions filled from those included in the initial invitation. We also offer opportunities to fall-only families first as they will not be around in the spring. We then expand the invites to full year families. However there will be plenty of opportunites in spring.

Q:        What is our obligation to work at tournaments sponsored by the club?

A:         The Bob Buss and the Pumpkin tournaments rely on club families to run successfully. The shifts for these tournaments are viewed as any other club job and will allow a family to fulfill one of their club jobs by working it.
Although the club did not sponsor a select tournament this year, we anticipate we will again next year. We will address the tournament volunteer requirements for select families with next year’s registration. In the past, the expectation was that if your team participated in the tournament, you would be asked to work a shift. That was in addition to the club job.

Q:        I am very busy and can’t fit in one more thing. Can I opt out of my volunteer job(s)?

A:        Yes, you can opt out of the club volunteer requirement by contacting the Volunteer Coordinator. We will note that request and the $100 volunteer deposit will be used by the club to hire assistance as necessary.

Note that if you do not show up for a volunteer opportunity that you signed up for and you do not attempt to contact us prior to that shift, you will forfeit the $100 volunteer deposit. By missing your shift, not only did it inconvenience someone else but that volunteer spot was made unavailable to someone else trying to earn that refund back.

Feel free to contact Christine Keyes, EBU Volunteer Coordinator, at christine.keyes@elmbrookunited.com if you have any further questions.

 

Elmbrook United