Eagan Athletic Association

Members of the Eagan Athletic Association (EAA) Track Community,

The purpose of this letter is to update you on the planning and work underway for the upcoming 2012 season.  As many of you know, planning and organizing for our spring events begins in earnest shortly after the first of the year.

Our family has been involved in EAA Track for over a decade; we have participated and volunteered in many ways, including serving as Directors for the past three years.  Our recent search to find new Directors has come up without anyone willing to serve in this role.  To that end we recently convened a meeting of long time Track supporters and brainstormed on ideas for 2012 and the long term future of the program.  Several ideas surfaced and we are exploring them in greater detail - and with you in this letter.

With the support of EAA, we are moving to form a volunteer leadership Board which will oversee the track program.  This is exciting for several reasons, most importantly that it has the objective to ease the burden of any one person or family who traditionally have served in the Directors capacity.  Below is a copy of the preliminary positions we think are essential to operate the track program.  It states positions and brief descriptions of each.  We have already identified individuals who are willing to serve and are looking for help for the roles that remain.  The operations and workings of the Board itself are under development; we hope to have this complete before the season begins.

Over the course of the past 20 years of EAA, Track has had over 15,000 participants.  Imagine that!  We contimue to believe that EAA Track is one of the, if not the, best youth track and field programs in the state.  Our success is founded on the spirit of volunteerism.  Now more than ever, we need help in ensuring that the 2012 season has the support from parents and friends of EAA Track.

We ask that you review the list and consider volunteering for one of the positions.  We have a strong base of volunteers and Michael and I are committed to serving one more year in an oversite capacity to provide a successful transition to a Board framework.  Please contact us to discuss your interest.  It is important that we fill these key slots as soon so we can confidently proceed with our 2012 season.

Thank you very much.

Michael Linder   Cell 612-865-3654   mlinder@cisco.com
Annette Linder   Cell 651-492-0711   annette.linder@comcast.net

DIRECTOR:  Michael Linder (Need Director in training this season)

• Attend EAA monthly board meetings
• Oversee program managers
• Train key volunteers as needed
• Plan and run coaches meeting
• Organize track Clinic
• Newsletter and website updates

COMMUNICATIONS MANAGER:  Darcy Schatz

• Work closely with Director, Volunteer Manager and Age Group Manager
• Update forms and handbook
• Monitor and reply to emails
• Schedule team pictures
• Help with coaches meeting
• Set up press box pre-season

TECHNOLOGY MANAGER:  Joe Martin

• Monitor registrations and advise director of team and participant counts
• Consult with age group coordinators on team formation
• Prepare and support meet results database
• Create track meet schedules and lane assignments
• Create race recorder sheet labels
• Prepare year-end results reports

RACE DAY MANAGERS (6 adults for 3 different meet times, 2 adults per meet):  OPEN

• Press Box Adult:
• Oversees press box activity during meet
• Prepare field event ribbons and reports during meets
• Oversee data entry
• Help oversee "elves"
• Track Adult:
• Set up track for meet
• Oversee the meet: field events, relays, start & finish of races, hurdles, timers, etc.

AGE GROUP MANAGER:  OPEN

• Recruite coordinators for the season
• Schedule and plan coordinators meeting
• Help at coaches meeting with coordinators

VOLUNTEER MANAGER (Many are in place for the upcoming season):  OPEN
 

• Recruit key volunteers and high school helper, "elves"
• Schedule key volunteers and elves for each meet
• Help with volunteer training

EQUIPMENT MANAGER (Pre and Post Season):  OPEN
 

• Order supplies for the meets
• Prepare equipment for season
• Reserve radios for meets
• Prepare "equipment" for coaches meeting
• Organize equipment and take inventory post season

MERCHANDISE MANAGER (All vendors established for the season):  OPEN
 

• Order Athlete shirts and gifts
• Order key volunteer shirts
• Order ribbons for meets

CONCESSIONS MANAGER:  Dennis Freidman
 

• Purchase merchnadise and stock concession stand
• Schedule EHS booster clubs to work concessions for season
• Oversee fianances for concession