Team Parent Liaisons Roles & Responsibilities - ADDENDUM
Croton Harmon Booster Club
Team Parent Liaison Roles & Responsibilities Addendum
Optional Parent Liaison Responsibilities/Additional Information
Our Team Parent Liaisons can do as much or as little as they can in an effort to support our teams and coaches. Below is additional information for those that have the time and interest to do more!
? Booster Club:
The Team Parent Liaison is strongly encouraged to attend monthly Booster Club meetings, which are the second Tuesday of each month, or send a proxy, to understand what other teams are doing, ask questions and raise any issues or concerns.
Information provided by Team Parent Liaisons is used to make key decisions on how our Booster Club operates and allocates funds.
The Parent Liaison can share Booster Club meeting invitations and agendas with all team parents, encouraging them to attend meetings and join the Booster Club.
The Team Parent Liaison can also serve as an active participant in Booster Club activities.
Communication with the Coach(es): Once season registration opens, the Varsity Team Parent Liaison can reach out to the head coach to review the Team Parent Liaison Responsibilities, discuss any specific team needs for the season, and how the coach(es) and Team Parent Liaison(s) will work together over the course of the season.
Topics to discuss could include:student-athlete and parent communication
available team funds
planned expenses and fundraising ideas
a team apparel store if desired
team snacks for games and/or team meals
team marketing and promotion including coverage in the local Gazette and/or other social media outlets (Instagram, FaceBook and X)
team photos
senior poster photos and the senior game
the Homecoming/Spring Spotlight Under the Lights game (in Spring)
concessions if desired
a team volunteering project
a field trip to a local college sporting event
team captain responsibilities
development clubs, clinics and/or camps for student-athletes
collaboration amongst the varsity, junior varsity and modified teams
end of season dinner/banquet or other team gathering, where team and individual awards would be distributed.
Team uniform and equipment needs and ensure the coach is communicating with the Athletic Director about it.
Communication: Coaches are responsible to communicate with student-athletes. The Booster Club and Athletic Director recommend the use of SportsYou, which has worked well for many teams and enables parents to join, creating a sense of community and ensuring parents also receive important information. In some cases, the coaches may utilize a Team Parent Liaison to help create the SportsYou site and/or communicate directly with parents.
In conjunction with the Athletic Director’s “Meet the Coaches Night”, the head coach should conduct a parent meeting to set expectations and discuss plans for the season.
The Team Parent Liaison(s) should introduce themselves at this meeting and offer to be a resource to parents throughout the season.
Team Funds: The Booster Club maintains accounts for each team. These funds help to cover supplemental team needs which could include:
- team snacks and meals
- tickets to collegiate level athletic events
- senior game balloons and gifts
- an end of season team celebration with trophies or other awards
- team clinics or camps
Best Practice: At the beginning of each season, the Team Parent Liaison can reach out to the Booster Club Treasurer (see Important Contacts at end of document), copying the head coach and requesting the team account balance. Parent Liaisons and/or coaches can request team balances whenever needed. The Team Parent Liaison of a team with limited funds should work with the coach(es) and the Booster Club to discuss fundraising options to support the team.
Once the team balance is available, the coach(es) and Team Parent Liaison(s) can discuss anticipated expenses and fundraising needed to support planned expenses.
The Croton Harmon Booster Club is a 501-C3 non-profit organization and as such, we have a NY State Tax Exempt Certificate, which should be used by coach(es) and Team Parent Liaisons when making taxable purchases for the team.
Fundraising: Fundraising includes, but is not limited to, running concessions at a game or event, hosting a team car wash or raffle, running a team telethon, soliciting donations from local business and hosting a youth clinic or camp. Any fundraising requires approval by the Booster Club, using the Croton-Harmon Booster Club Fundraiser Form, which may be found at https://www.crotontigers.org/forms.html. This ensures that we do not have overlap of fundraising initiatives, that the fundraising initiative is permitted by the school district and that the Booster Club may provide support with concessions, cash boxes and volunteers if needed. The form must be completed by the coach(es) or Team Parent Liaison, with the form being submitted as early as possible but no later than one week before the anticipated event.
NOTE Re Car Wash Fundraisers: Most of the team car washes are conducted at Nancy Kennedy’s Houlihan Lawrence office on the corner by CHHS. Once the Fundraiser Form is submitted with the requested date, the Booster Club will coordinate directly with Nancy Kennedy to ensure the date is available and there are no other team conflicts, and will provide Nancy with one adult team contact that will be on-site that day and/or serve as a contact for their office. The Social Media Chair has a car wash flyer template which can be customized and the Booster Club stores some of the supplies needed for each car wash in the Booster Club Storage for use by any team needing it.
Team Apparel Store: The Team Parent Liaison may work with the coach(es) to organize a “team store” for the sale and distribution of team athletic apparel outside of the uniform provided by the Athletic Department. This is a good opportunity for parents and other supporters to purchase team apparel too. Many coach(es) have their own contacts and have conducted team apparel stores, however, the Booster Club may also provide assistance through its Merchandise & Apparel Chair (See Important Contacts at end of document). Team stores should be opened as early as possible in the season so the apparel may arrive in time for the first game.
Team Snacks and Team Meals: Some teams like to coordinate team snacks and meals. If a coach wants to do this, the Team Parent Liaison can help coordinate. Team Parent Liaisons may seek food and drink donations directly from parents, or it may be decided with the coach(es) to use team funds with the Team Parent Liaison or other designee shopping for the items.
Should pizza be purchased for a tournament, late night game, or other activity, it is recommended to negotiate a reduced price with the vendor as they will often provide a discount (for example 10% off). In addition, be sure to note that the team is affiliated with the Booster Club, a non-profit, and should be tax free. Please remember to complete the Request Form for Croton-Harmon Booster Club Funds, prior to making these purchases. Whenever possible, the Booster Club tries to pay for these costs directly.
Team Marketing and Promotion: Many tools have been used by Team Parent Liaisons to help promote the team including game day and tournament flyers, submission of letters and articles to The Gazette and social media including Instagram and Facebook.
The Team Parent Liaison or designee may create flyers for upcoming games and tournaments and should be shared with the Booster Club Social Media Chair to be shared with the Booster Club community, as well as with the Athletic Director to be shared more widely with the CHHS community. They should also be posted on any team social media sites. Flyers may also be printed and shared with team captains to be posted at school with proper approval.
The Team Parent Liaison or designee may decide to write letters to submit with photos to The Gazette to promote upcoming tournaments, fundraising events, or just to promote the team with coverage of the new season, volunteering events, trips to collegiate events, or highlighting the season end celebration. Submissions may be emailed to Gary Cahill at thegazette.us@gmail.com. The Gazette also has sports writers on staff, who the Team Parent Liaison can connect with the team coach(es) to promote coverage of game results throughout the season. The coach(es) are instrumental in this process as they are the keeper of the game results that need to be shared. One very responsive and friendly Gazette sports writer is Rob Caluori who may be reached at rob.caluorisr@gmail.com.
Teams are strongly encouraged to maintain their own social media sites including Instagram, FaceBook and X. Coach(es), Team Parent Liaisons or other team parents may create and maintain these sites. If a coach decides to engage the team captains to manage postings throughout the season, it should be with coach supervision on content.
Team Photos: The Team Parent Liaison should ensure there is a designee at each game to take game day photos. The photos may be posted on the team’s SportsYou page and should be sent to the Croton Harmon Booster Club Social Media Chair, for sharing with our Croton Harmon Booster Club community. These photos should also be shared with whomever maintains the team’s social media sites for posting.
Some teams coordinate individual student-athlete photos for the entire team, which are typically taken by a team parent. These photos have been used for tournament programs, Sectional programs, season-end coach awards and to share with the student-athlete and their families. A team photo may be taken the same day for the yearbook and other purposes. The Team Parent Liaison should discuss with the coach(es) and coordinate if desired.
The Team Parent Liaison should work with the coach(es) to ensure a team photo has been taken for the yearbook and ensure that all of the student-athlete names are listed and spelled correctly, as names have accidentally been excluded from the yearbook in the past.
Senior Poster Photos: The Booster Club sponsors senior posters to honor our seniors. The Chair will coordinate the photo shoot of senior athletes at the beginning of the season. These photos are turned into senior posters that are hung at CHHS for the season and then given to the student-athlete at the end of the season. An 8x10 copy of each senior photo is also provided as a gift to the senior at the senior game. Some teams choose to frame the pictures using team funds.
The Team Parent Liaison communicates with the coach(es) and senior parents to ensure everyone is aware of the photo date and time, to ensure uniforms are available and to encourage the student-athletes to consider using equipment/props for the photo.Senior Game/Meet/Match: Every season, each team hosts a senior game to recognize the senior athletes and their families. The Team Parent Liaison will help the coach(es) and the Athletic Director coordinate the senior game. The goal is to identify a date for the game within two weeks of every season. Coordination includes the following:
Team Parent Liaison communicates with the parents of the senior student-athletes to ensure they are aware of the date of the senior game, the time they need to arrive, and who will be representing the family, as the Coach will need names.
Younger student-athletes and/or parents typically make posters for the seniors for the senior game. The Team Parent Liaison discusses this with the coach(es) to determine if the younger student-athletes plan to create the posters or if the parents should create them, if desired. If it will be the parents, the Team Parent Liaison works with the senior parents to coordinate a meeting date, time and location, as well as sourcing materials including poster board, photos, CH and tiger cut outs, markers and glue, which may be donated or purchased out of team funds with submission of the approval form to the Booster Club in advance. Many parents have used this as an opportunity to bond over music and appetizers.
The Booster Club has a partnership with The Westchester Balloon Company to provide balloons for our senior games and other events. If desired, the Team Parent Liaison may order a $50 bouquet of black and orange balloons from the Westchester Balloon Company to decorate for the event. The Westchester Balloon Company will deliver the balloons the day of the event and will invoice the Booster Club directly. Payment is made by the Booster Club from the team funds unless the event is an official Booster Club event such as Homecoming Week or the Mayclim Tournament. The Westchester Balloon Company may be contacted through their website at https://thewestchesterballooncompany.com or called at 914-862-2292.
The head coach will introduce the senior student-athletes and their family members, providing them with the names of the parents and siblings. If not, ensure a few sentences are prepared about each student-athlete that can be read by the Athletic Director or other adult volunteer at the event.
The Athletic Director orders a rose for each family.
Coordinate someone to take photos of each senior student-athlete, their family and coaches, which can be shared with the family, the Booster Club Social Media Director, posted on the team’s social media sites, or sent to the Gazette with an article about the senior student-athletes and the senior game.
If the sale of concessions is desired, the Team Parent Liaison works with the Booster Club to coordinate. See the Concessions section below for more information.
Secure the 8x10 senior photos from the Athletic Director or the Booster Club Coordinator, to provide them to the senior student-athletes as a gift at the senior game. Some teams choose to frame the photos, which can be done out of team funds. Please discuss this with the coach(es) and coordinate if necessary. Teams may also choose to purchase additional senior gifts, which in the past have included footballs signed by the entire team and golf towels signed by the entire team. This is a great area to be creative and recognize the senior student-athletes.
Team Parent Liaisons should coordinate with the coach(es) to determine if they will have refreshments for the student-athletes after the game to celebrate the seniors.
Homecoming: If a Fall sport, the Team Parent Liaison should discuss Homecoming with the coach(es) and coordinate festivities. The Homecoming game and the senior game is often the same for certain sports. Coordination includes the following:
Team Parent Liaison communicates with the parents of the student-athletes to ensure they are aware of the date of the Homecoming game.
The Booster Club has a partnership with The Westchester Balloon Company and typically orders a balloon arch for the week that can be transported to the different games, saving the teams the expense of ordering their own balloons. Please coordinate with the Booster Club President. Should the team want additional balloons, the Team Parent Liaison may order a $50 bouquet from the Westchester Balloon Company using team funds. The Westchester Balloon Company will deliver the balloons the day of the event and will invoice the Booster Club directly. Payment is made by the Booster Club from the team funds. The Westchester Balloon Company may be contacted through their website at https://thewestchesterballooncompany.com or called at 914-862-2292.
Booster Club typically coordinates concessions at each of the Homecoming games as it is also an opportunity to sell Booster Club gear and fundraise with raffles. The Team Parent Liaison should work with the Booster Club to coordinate accordingly. Concession revenue is split with the team.
Spring Spotlight Under the Lights: If a Spring sport, the Team Parent Liaison should discuss the Spring Spotlight game with the coach(es) and coordinate festivities. The Spring Spotlight game and the senior game is often one and the same for certain sports. Coordination includes the following:
Team Parent Liaison communicates with the parents of the student-athletes to ensure they are aware of the date of the Spring Highlight game.
Should the team want balloons, the Team Parent Liaison may order a $50 bouquet from the Westchester Balloon Company. The Westchester Balloon Company will deliver the balloons the day of the event and will invoice the Booster Club directly. Payment is made by the Booster Club from the team funds. The Westchester Balloon Company may be contacted through their website at https://thewestchesterballooncompany.com or called at 914-862-2292.
Booster Club typically provides concessions at each of the Spring Highlight games as it is also an opportunity to sell Booster Club gear and fundraise with raffles. The Team Parent Liaison should work with the Booster Club to coordinate accordingly. Concession revenue is split with the team.
Concessions: The Team Parent Liaison coordinates game concessions with the Booster Club Concessions Chairs/Co-Chairs (See Important Contacts below for regular season games. The Team Parent Liaison also seeks concession donations as well as concession table volunteers by communicating with the parents on their team. The Booster Club will work with the Team Parent Liaison to ensure food and drinks are available. The Booster Club wants to ensure that concession volunteers do not have an athlete playing while they are volunteering, so parents can watch their student-athlete play. For example, in the same sport, the parents of a girls team will volunteer during the boys game and vice versa, or the parents of the junior varsity or modified team will volunteer during the varsity game and vice versa.
The profits from concessions at individual games is split 50:50 between the team that hosted the concession and the Booster Club general operating account.Team Community Service Project: Teams are strongly encouraged by the Athletic Department to participate in local community service projects. The Team Parent Liaison can discuss a team community service event with the coach(es) if desired, and coordinate accordingly, keeping the Athletic Director in the loop. Certain teams have done this at the beginning of the season to build team camaraderie. It also teaches the student-athletes about the value of giving back and demonstrates that they are committed to improving our community. Please connect with the Booster Club if you need community service ideas. Past community service events have included the Harry Chapin Run, Croton Caring Committee and the Food Pantry.
Team Field Trip to Collegiate Sporting Event: The Team Parent Liaison can discuss a field trip to a collegiate sporting event with the coach(es) if desired, and coordinate accordingly. Certain teams have traveled to West Point and other local colleges at the beginning of the season, again, to build team camaraderie and see their sport performed at the collegiate level. The coach(es) can coordinate transportation with the school district. If pizza or another meal is desired before the event, it may be coordinated in line with guidance outlined above under Team Snacks and Team Meals.
Development Clubs, Clinics and/or Camps: The Team Parent Liaison can support coach(es) that want to run student-athlete development clubs, clinics and/or camps, to ensure the communication of opportunities with the student-athletes and parents. While many of these are funded directly by the families, the team may decide to fundraise and supplement the cost through team funds. All teams are encouraged to run clinics or camps by the Athletic Department and the Booster Club can set up on-line payment options on the Booster Club website.
? Collaboration Amongst Varsity, Junior Varsity and Modified Teams: The varsity Team Parent Liaison can work with the coach(es) and the junior varsity and modified Team Parent Liaisons to foster collaboration amongst the teams. Student-athletes and parents are encouraged to attend the other team games, help with concessions and build relationships. This helps to promote a sense of family and community, creating excitement about high school sports for the younger athletes and forging relationships with upper classmen. It also enables parents to learn about our Booster Club and how they can get involved. Varsity athletes are strongly encouraged to attend at least one junior varsity and modified game.
End of Season Celebration: The Team Parent Liaison works with the coach(es) to plan an end of season celebration. Coordination includes the following:
Determine the date, time and location of the end of season celebration and if it will include parents or just student-athletes and the coach(es). Some teams have a formal banquet at Cortlandt Colonial, others have had a potluck meal at Senasqua Park, while others have had team dinners at the Tavern or Capriccios.
The Team Parent Liaison may secure the location, communicate with parents on attendance, gather funds as necessary and/or work with the Booster Club if team funds are to be used. If the team does not have sufficient funds to cover the celebration, the Team Parent Liaison may help coordinate fundraising or parents may cover the cost with extra donations requested to help others.
The end of season celebration is the opportunity to distribute individual and team awards including varsity letters, team pins, captain pins, scholar student-athlete recognition and other awards such as All-League, All-Section and All-State. Some coaches have also created their own awards with certificates and/or trophies including, Athlete of the Year, Rookie of the Year, the Most Community Service Hours Performed by a Student-Athlete, Best All-Around Student-Athlete, etc.
The end of season celebrations are a necessity to celebrate all of our student-athletes. It is encouraged that the varsity, junior varsity and modified teams for each sport come together for this celebration.
End of Season Meeting with the Coach(es): The Varsity Team Parent Liaison may want to coordinate a meeting with the coach(es), and any Junior Varsity and Modified Team Parent Liaisons, to debrief on the season. The discussion could include what worked well, what needs to be changed for next year, ending team account balance and any plans for the off season such as gym room workouts and camps or clinics.
Team Uniforms and Equipment Needs: The Team Parent Liaison(s) should ensure the coach is discussing uniform and equipment needs with the Athletic Director. In most cases, these purchases should be funded directly by the school district through the team budget. Should there be insufficient funds, the coach(es) may advocate for additional funds if needed and available or plan for purchases in future years. There may be certain cases where team funds could be used for certain needs if there is an excess balance, which would need to be discussed with the Athletic Director and Booster Club officers.
End of Year Varsity Athlete Celebration: Each year, the Booster Club sponsors an end of year awards function to honor senior athletes. They provide a gift to all seniors and all varsity athletes are invited to attend. It is the role of the coach(es) to ensure all team members are invited and encouraged to attend.
