President – Roles and Responsibilities

President

Roles and Responsibilities

Click HERE for a year long management Calendar

July

Actions

  • Get trained on how to access and use MailChimp and the SAAA website.
  • Review and update all soccer documents located in the soccer section of the website.
  • Clean out Trophy Case. See map on order of case. Clean all trophies and the case. Remove any trophies that don’t belong per the attached map.
  • Update SAAA Contact List and update the website for the new school year volunteers.
  • Send an email to anyone on the contact list that might purchase goods or services on behalf of the SAAA and ensure they use our tax exempt number to avoid paying sales tax. A copy of our tax exempt document can be found HERE.  
  • Ensure volleyball tryouts are scheduled for late July or early August.
  • Send coaching clearance reminder email.
  • Send an email to all committee heads and head coaches to request that they log/edit their monthly roles and responsibilities. Click HERE for a copy of this email.

  • Schedule baseline concussion testing at St. Alphonsus.  Contact Patrick Huber at  Heads Up Pittsburgh Department of Athletic Training and Development UPMC Center for Sports Medicine 3200 S. Water Street Pittsburgh, PA 15203 (412) 292-8377  huberpj@upmc.edu. Coordinate the schedule with the computer room teacher and Sr. Mariella. Try to hold the testing on the first possible Saturday of the new school year.

Meetings

  • Schedule a closed SAAA Board meeting

 

 August

Actions

  • Submit to the rectory and the school office a calendar for all SAAA meetings to occur during the school year.  The meetings typically occur on the first Thursday of each month starting at 7:00 PM in the music room of the school. Request their approval so the full year dates can be communicated to the parents. 
  • Send follow-up with action points to the Board based on the board Meeting.
  • Select White team volleyball coaches.
  • Decide on 3rd grade basketball registration dates and send a MailChimp to 3rd grade families. Typically registration is 9/1 – 9/7 with a 4 week basketball clinic starting around 9/14.
  • Get current year student database from school AA. Have this data loaded into mail application. Ensure School AA updates you with any changes. Add to the distribution list any coaches that don’t have children in the school.
  • Send New School Year communication via MailChimp so parents understand how communication with the SAAA will work.
  • Send New School Year Flyer so that you can ensure all families are receiving MailChimp correctly.
  • Send a MailChimp letting parents know when the September SAAA meeting is. Typically the meeting is held in the music room at 7:00 PM. Must clear the date/time with the school Principal and the Rectory AA. Get date/time/Location to School AA by the 21st of the prior month to be included in the schools master calendar.
  • Write an article for the St. A’s Praise Newsletter. The article should be for the purposes of recognizing the student accomplishments. Send the article to the School AA.
  • Ensure all subcommittee Heads are in place….. Concession, Uniforms, Equipment manager, Awards, Banquet and all coaching positions are filled.  If there are any openings send a MailChimp asking for parent support.
  • Review and update all basketball and cheerleading documents located on the website.
  • Update SAAA Contact List and update the website.
  • Send an email to the Concession Manager to ensure they know when the first volleyball home game is so that the concession stand is stocked and ready.

Meetings

  • Hold a SAAA Board ONLY meeting to discuss any open board issues. 
  • Schedule a meeting during August with the White volleyball coaches. During this meeting you will cover all of the information located on the volleyball pages of website.  Print the information and bring a copy for each coach to the meeting. These materials will walk you through everything you need to do during the coaches meeting.
  • Schedule a meeting during August with the Red soccer coaches. During this meeting you will cover all of the information located on the soccer section of website.  Print the information and bring a copy for each coach to the meeting. These materials will walk you through everything you need to do during the coaches meeting.

  

September

Actions

  • Decide on winter sports registration dates and send a MailChimp to 4th – 8th grade families Typically 9/10 – 9/24. Post open registration on the website. Send a reminder MailChimp on Monday of the closing week and again on the day before registration closes.
  • Ensure the Vice President contacts Paul at LA Photos (412) 487-7624 and set a date for individual and team volleyball, cross country and soccer pictures.  The pictures should take place as early in the season as possible.      
  • Send a MailChimp letting parents know when the October SAAA meeting is. Typically the meeting is held in the music room at 7:00 PM. Must clear the date/time with the school Principal and the Rectory AA. Get date/time/Location to School AA by the 21st of the prior month to be included in the schools master calendar.
  • Obtain the date of the 4th grade basketball “WHITE LEAGUE’S” game scheduling meeting. All of our 4th grade coaches need to attend this. It is in early October. Ensure our coaches attend this meeting as otherwise scheduling the games can be a problem.
  • Towards the end of September, send an email to each coach (soccer, cross country and volleyball) requesting the name(s) of their Assistant Coaches. Click HERE for a copy of this email.  Once all of names have been provided by the coaches, send the names to the school Principal for their records. Click HERE for a copy of this email. The school needs these names to ensure clearances are in place.
  • Update SAAA Contact Listand update the website

Meetings

  • Schedule a meeting with the white soccer coaches. During this meeting you will cover all of the information located on the soccer section of website.  Print the information and bring a copy for each coach to the meeting. These materials will walk you through everything you need to do during the coaches meeting.
  • Schedule a meeting for mid-September with Red and 4th grade basketball coaches. During this meeting you will cover all of the information located on the basketball section of the website that you updated during August. Print the information and bring a copy for each coach to the meeting. These materials will walk you through everything you need to do during the coaches meeting.
  • Hold an SAAA meeting. Prepare an agenda and have the agenda available at the meeting for each attendee.  View the September meeting from 2010

 

October

Actions

  • Ensure the Vice President contacts Paul at LA Photos (412) 487-7624 and set a date for individual and team basketball and cheerleading pictures. Typically scheduled for a Sunday starting at 1:00 during October.      
  • Schedule basketball scoreboard training                 
  • Send a MailChimp letting parents know when the November SAAA meeting is. Typically the meeting is held in the music room at 7:00 PM. Must clear the date/time with the school Principal and the Rectory AA. Get date/time/Location to School AA by the 21st of the prior month to be included in the schools master calendar.
  • Select the White basketball coaches and communicate that information.
  • Select any additional 4th grade basketball coaches based on the number of teams required.
  • Provide to the Head Coach any applications received for assistant coaching.
  • Ensure all basketball team registration documents are completed and turned into the appropriate league.
  • Ensure tryouts are scheduled for Red team basketball. This should be complete by October 15th.
  • Once the Red teams are selected the remaining students will be placed on the White team. If more than one White team is required (based on the number of players) than an open gym will need to be scheduled so the remaining players can be evenly distributed to each White team. The goal of the process is to ensure that each White team has the same level of talent. Click HERE for the process that should be used to split these teams. This should be complete prior to the end of October.
  • Should there be more then one team worth of 4th grade players an open gym will need to be held to break the students up so that each team is balanced.
  • Send an email to the JV volleyball, soccer and cross-country coaches reminding them on their end of year party and how to get money from the SAAA ($10 per player).
  • Send ChimpMail to all parents letting them know the place and time of any playoff games for our fall diocesan teams.
  • Ensure small gym is setup for basketball and that coaches have received their equipment bag. Ensure new official league balls are purchased.
  • Determine any dates that the school has that might conflict with the basketball season. Dates such as the 8th grade retreat weekend and confirmation.  Communicate these dates to the coaches to ensure they do not schedule games that conflict with school activities.
  • Update SAAA Contact List and update the website

Meetings

  • Schedule a meeting for the White basketball coaches. During this meeting you will cover all of the information located on the basketball section of the website that you updated during August. Print the information and bring a copy for each coach to the meeting. These materials will walk you through everything you need to do during the coaches meeting.
  • Hold an SAAA meeting. Prepare an agenda and have the agenda available at the meeting for each attendee. View the October meeting from 2010.

 

November

Actions

  • Update championship data based on fall soccer, volleyball and cross-country.
  • Update information for banners as necessary and order new banners from Fast Signs. Send them an email with the new dates. Our contact at Fast Signs is Jamie Jones  3021 Banksville Rd. Pittsburgh, PA 15216 412-344-5700. Price of banner is $120 plus tax.
  • Send a MailChimp letting parents know when the December SAAA meeting is. Typically the meeting is held in the music room at 7:00 PM. Must clear the date/time with the school Principal and the Rectory AA. Get date/time/Location to School AA by the 21st of the prior month to be included in the schools master calendar.
  • Ensure the fall coaches survey is created and communicated to the parents.  See the multiple emails sent via mailchimp to remind parents to respond to the survey. Click HERE to see the summary of survey participation from last year.  It should be the goal of the President to drive survey participation so that the board and coaches have feedback on how to better the program.
  • Ensure a coaches rule training meeting is setup with a league official.
  • Towards the end of November, send an email to each coach (basketball and cheerleading) requesting the name(s) of their Assistant Coaches. Click HERE for a copy of this email.  Once all of names have been provided by the coaches, send the names to the school Principal for their records. Click HERE for a copy of this email. The school needs these names to ensure clearances are in place.
  • Update SAAA Contact List and update the website

Meetings

  • Hold an SAAA meeting. Prepare an agenda and have the agenda available at the meeting for each attendee. View the November meeting from 2010.
  • Ensure a Board Member is present for all Parents Meetings. Attend them as necessary or scheduled.

 

December

Actions

  • Send a MailChimp letting parents know when the January SAAA meeting is. Typically the meeting is held in the music room at 7:00 PM. Must clear the date/time with the school Principal and the Rectory AA. Get date/time/Location to School AA by the 21st of the prior month to be included in the schools master calendar.
  • Provide coaches survey feedback to the coaches.  Remove anything that shows who completed the evaluation.  Click HERE for a sample email sent to the Coach. Click HERE for the sample file that should be attached to the email sent to the Coach.
  • Extract the actionable fall sports survey feedback. Schedule a closed board meeting to discuss the feedback and decide on what changes if any should be made to the program going forward.
  • Reach out to school Principal to establish the date for the varsity banquet. Communicate this date to the board and the varsity banquet coordinator.
  • Consult with the Board and agree upon dates for spring sports registration. Ensure that internet site will be ready to accept spring sports registrations. Typically spring sports registration occurs during the first two weeks of February.
  • Update SAAA Contact List and update the website

Meetings

  • Hold an SAAA meeting. Prepare an agenda and have the agenda available at the meeting for each attendee. View the December meeting from 2010.
  • Hold a closed meeting with the Board to discuss fall sports survey feedback. Decide on what changes, if any should be made to the program based on the feedback.

 

January

Actions

  • Send a MailChimp letting parents know when the February SAAA meeting is. Typically the meeting is held in the music room at 7:00 PM. Must clear the date/time with the school Principal and the Rectory AA. Get date/time/Location to School AA by the 21st of the prior month to be included in the schools master calendar.
  • Follow up closely to ensure the varsity banquet planning is moving forward in an organized manner.  By this time a location and date commitment should have been made.
  • Send a Mailchimp opening up spring sports registration on the appropriate date.  See Mailchimp for the messages send last year. In addition to the announcement, additional reminder emails (Mailchimp) will need to be sent. These can be found in the appropriate month folder on Mailchimp.
  • Update SAAA Contact List and update the website

Meetings

  • Hold an SAAA meeting. Prepare an agenda and have the agenda available at the meeting for each attendee. View the January meeting from 2011.

 

February

Actions

  • Update SAAA Contact List and update the website
  • Send a MailChimp letting parents know when the March SAAA meeting is. Typically the meeting is held in the music room at 7:00 PM. Must clear the date/time with the school Principal and the Rectory AA. Get date/time/Location to School AA by the 21st of the prior month to be included in the schools master calendar.
  • Follow up closely to ensure the varsity banquet planning is moving forward in an organized manner. Send out a SAVE THE DATE Mailchimp to the varsity families. Click HERE for some facts from last year. Click HERE for some other banquet information.
  • Soccer
    • Ensure that the Soccer Coordinator has reserved the soccer field at Marshall Field. Contact information at Marshall Township is Heather Jerry (heatherj@twp.marshall.pa.us). The office contact information is as follows: 525 Pleasant Hill Road, Suite 100 * Wexford, PA 15090 * Phone: 724-935-3090 * Fax: 724-935-3203
    • The Township of Marshall will need payment and a Certificate of Insurance. Ensure the Treasure writes and mails the check.  You can order the Certificate of Insurance from Mary at the Rectory(stalphonsus@zoominternet.net). Click HERE for a copy of last years Certificate of Insurance.
    • Once the registration numbers are known, determine the number of teams. In most cases the fall coach also coaches the spring, but not in all cases. Determine if additional coaches are needed and work with the Soccer Coordinator to finalize.
  • Track & Field
    • Reach out to the Athletic Director of North Allegheny to request the use of their track. North Allegheny is under no obligation to provide us with their track. They have done this in the past as a favor and we should keep this relationship strong.  They have also been willing to give us practice times right after school during the course of the season.
    • The contact information at N.A. is as follows: Bob Bozzuto Phone (724) 934-7238  BBozzuto@northallegheny.org
    • Typically we need the track for meets four weekends during April on either a Saturday or Sunday for four hours.  Reach out to the St. Al’s track & field Coach and ask for their preferences, however be prepared to accept whatever Bob can give you.  A 1:00 PM start time has been the request in the past.
    • To-date, North Allegheny has not charged us for use of their track.  That could change at some point in the future.
    • The North Allegheny School District will require a Certificate of Insurance.  You can order the Certificate of Insurance from Mary at the Rectory(stalphonsus@zoominternet.net). Click HERE for a copy of last years Certificate of Insurance.
  • Send a MailChimp to all 3rd grade – 8th grade families to ask for candidates to fill the board positions coming available fore the new school year. Several reminders should be sent as necessary.
  • Send a MailChimp to all 2nd grade – 8th grade families letting them know that we are now accepting coaching applications for the new school year. Several reminders should be sent throughout March and April.

Meetings

  • Hold an SAAA meeting. Prepare an agenda and have the agenda available at the meeting for each attendee. View the February meeting from 2011.

 

March

Actions

  • Send an email to all basketball coaches requesting them to return their equipment to the equipment room. Click HERE for a copy of this email.
  • Send a MailChimp letting parents know when the April SAAA meeting is. Typically the meeting is held in the music room at 7:00 PM. Must clear the date/time with the school Principal and the Rectory AA. Get date/time/Location to School AA by the 21st of the prior month to be included in the schools master calendar.
  • Update championship data based on basketball.
  • Update information for banners as necessary and order new banners from Fast Signs. Send them an email with the new dates. Our contact at Fast Signs is Jamie Jones  3021 Banksville Rd. Pittsburgh, PA 15216 412-344-5700. Price of banner is $120 plus tax.
  • Varsity Banquet
    • Follow up closely to ensure the varsity banquet planning is moving forward in an organized manner. 
    • Have the website setup so that parents can buy tickets and the kids can reserve tables.
    • Send a Mailchimp to remind the parents to save the date and provide a little more information.
    • Open up the website four weeks prior to the event and allow reservations to be made for two weeks.  This means we have final numbers of attendees two weeks prior to the event.
  • Towards the beginning of March, send an email to each coach (soccer and track & field) requesting the name(s) of their Assistant Coaches. Click HERE for a copy of this email.  Once all of names have been provided by the coaches, send the names to the school Principal for their records. Click HERE for a copy of this email. The school needs these names to ensure clearances are in place.
  • Send ChimpMail to all parents letting them know the place and time of any playoff games for our winter diocesan teams. Click HERE for an example email.
  • Update SAAA Contact List and update the website
  • Send reminder MailChimps regarding open board positions and coach applications for the new year.
  • Towards the end of March finalize the candidates for the open board positions.  Hold the election during April so that the new board members can be announced at the varsity banquet. The election should run two weeks and reminder MailChimps sent.  Should there be more than one candidate for a single position consider not announcing the results at the varsity banquet.
  • Ensure the winter coaches survey is created and communicated to the parents.  See the multiple emails sent via Mailchimp to remind parents to respond to the survey. Click HERE to see the summary of survey participation from last year.  It should be the goal of the President to drive survey participation so that the board and coaches have feedback on how to better the program.
  • Ensure the Vice President contacts Paul at LA Photos (412) 487-7624 and set a date for individual and team soccer and track & field pictures. The pictures should be taken as early in the season as possible.

Meetings

  • Hold an SAAA meeting. Prepare an agenda and have the agenda available at the meeting for each attendee. View the March meeting from 2011.

 

April

Actions

  • Send a welcome email to the new board members. Click HERE for a sample.
  • Send a MailChimp letting parents know when the May SAAA meeting is. Typically the meeting is held in the music room at 7:00 PM. Must clear the date/time with the school Principal and the Rectory AA. Get date/time/Location to School AA by the 21st of the prior month to be included in the schools master calendar.
  • Varsity Banquet
    • Follow up closely to ensure the varsity banquet planning is moving forward in an organized manner. 
    • Open up the website four weeks prior to the event and allow reservations to be made for two weeks.  This means we have final numbers of attendees two weeks prior to the event.
    • Send a MailChimp opening up the reservation process. Send reminder MailChimps and send one 2 days prior to closing the reservations.
    • The SAAA President will need to write the welcome that will appear in the banquet program. Click HERE to see last years welcome.
    • It is customary for the President to makes the opening and closing remarks at the banquet. Click HERE for last years remarks. 
    • HERE is a copy of last years program.  HERE is a copy of last years agenda.
  • Key points Update SAAA Contact List and update the website
  • Open Board Positions
    • Send a final announcement to close the process to identify board candidates
    • Have the website owner prepare the online voting application which includes a candidate bio and picture.
    • Send a MailChimp to open, remind and close the voting.
    • After voting is complete review votes to eliminate duplicate voting should there be more than one candidate for a single position. Each family in 3rd – 8th grade of the current school year that had a child play at least one SAAA sport is entitled to two votes.
    • Announce the results at the upcoming varsity banquet and through MailChimp.
  • Provide coaches survey feedback to the coaches.  Remove anything that shows who completed the evaluation.  Click HERE for a sample email sent to the Coach. Click HERE for the sample file that should be attached to the email sent to the Coach.
  • Extract the actionable fall sports survey feedback. Schedule a closed board meeting to discuss the feedback and decide on what changes if any should be made to the program going forward.

Meetings

  • Hold an SAAA meeting. Prepare an agenda and have the agenda available at the meeting for each attendee. Allow time for any coach applicant to speak with the board privately following the meeting for 10 minutes. View the April meeting from 2011.

 

May

Actions

  • Close the coach application process prior to selecting Red coaches. Once the process is complete, reopen the coach application process. Parents should know this via MailChimp.
  • Send a MailChimp to all parents letting them know the place and time of any playoff meets for the track & field diocesan team.  
  • Open fall registration. This includes soccer, cross country and volleyball for all kids GOING INTO 3rd – 8th grade.  Volleyball is for girls only in 5th – 8th grade. Registration typically runs for 3 weeks starting May 25th through June 11. Send a Mailchimp to announce the opening of fall registration. Send a reminder MailChimp on the following two Mondays.  The Wednesday prior to registration being closed send a reminder MailChimp. Send a LAST CHANCE MailChimp on Friday.
  • Update SAAA Contact List and update the website

 Meetings

  • Hold an SAAA meeting. Prepare an agenda and have the agenda available at the meeting for each attendee. Allow time for any coach applicant to speak with the board privately following the meeting for 10 minutes. View the May meeting from 2011.
  • Meet as a Board (five standing members and two newly elected members) and select the Red team Coaches (along with all 3rd and 4th grade teams). Review applications. Give all applicants an opportunity to address the Board privately for 10 minutes following the April or May SAAA meeting. Meet privately as a Board to discuss the candidates and make a decision.
    • Once the decision is made do the following:
      • Have the school principal and church pastor approve. 
      • Contact each approved applicant via phone and confirm their acceptance of the position.
      • Contact any applicants you think will be very disappointed and try to defuse the issue.
      • Send an email to all the Coach applicants and let them know who was selected. Click HERE for a sample email. 
      • Send an email to the approved coaches. Click HERE for a sample email.
      • The next day send a message via MailChimp to let the SAAA know. See MailChimp for announcement. 
      • Send an email to the basketball coaches and provide them with the email addresses of all the students in their applicable grade and gender. They will need this information for summer basketball and sports shop. Click HERE for a sample.

 

June

 Actions

  • Send a MailChimp to all parents letting them know the place and time of any playoff games for our spring soccer diocesan teams.
  • Send a MailChimp to let parents know we still need coaching applications.  This should be done twice per month.
  • Send a MailChimp to let parents know about concussion ImPACT testing.
  • Ensure the spring coaches survey is created and communicated to the parents.  See the multiple emails sent via mailchimp to remind parents to respond to the survey. Click HERE to see the summary of survey participation from last year.  It should be the goal of the President to drive survey participation so that the board and coaches have feedback on how to better the program.
  • Provide coaches survey feedback to the coaches.  Remove anything that shows who completed the evaluation.  Click HERE for a sample email sent to the Coach. Click HERE for the sample file that should be attached to the email sent to the Coach.
  • Extract the actionable fall sports survey feedback. Schedule a closed board meeting to discuss the feedback and decide on what changes if any should be made to the program going forward.
  • Update championship data based on track & field and soccer.
  • Update information for banners as necessary and order new banners from Fast Signs. Send them an email with the new dates. Our contact at Fast Signs is Jamie Jones  3021 Banksville Rd. Pittsburgh, PA 15216 412-344-5700. Price of banner is $120 plus tax.
  • Ensure all coaches have been given a roster of all students registered for fall sports.
  • Send follow-up with action points to the Board based on the board Meeting.
  • Update SAAA Contact List and update the website.
  • Review and update all volleyball and cross-country documents located on the website.
  • Send an end of the year MailChimp during June to thank all of the volunteers that make the SAAA happen. List every volunteer in alphabetical order.

 Meetings

  • Hold a SAAA Board ONLY meeting to discuss any open board issues. 
  • Schedule a meeting for the end of June with the Red volleyball coaches. During this meeting you will cover all of the information located on the volleyball pages that you updated earlier in the month. Print the information and bring a copy for each coach to the meeting. These materials will walk you through everything you need to do during the coaches meeting.
  • Schedule a meeting for the end of June with the cross country coach. During this meeting you will cover all of the information located on the cross country section of the website that you updated earlier in the month. Print the information and bring a copy for each coach to the meeting. These materials will walk you through everything you need to do during the coaches meeting.