Updated for Fall 2023

Our previous volunteer requirement will be enforced for members prior to the Fall 2023 Season. For members who registered during or prior to the Spring 2023 season, if the family did not complete a volunteer activity that player will NOT be assigned to a team for the upcoming season. The family must complete a volunteer activity prior to the season in order for their child to be assigned to a team.

Pinelanders is a large organization, requiring a significant amount of work in management, coaching, grounds-keeping, administration and day-to-day operation. Pinelanders is a club, not a service, and its successful operation depends on the willingness of its members to perform those tasks.

It is a condition of membership that, in addition to paying registration fees, families help with the operation of the Club by completing at least one volunteer activity each season.

Families that do not complete at least one volunteer activity each season will forfeit their volunteer deposit. The Board will set the Volunteer Deposit amount prior to each season, adjusted to ensure enough families volunteer each season to operate the club.

In situations where a child is associated with more than one family, each having separate participation with the Club, the household in which the child lives is obligated to complete a volunteer activity independently of the other household.

A family is considered to be active from the time of registration to the end of the season, unless they provide formal notification of withdrawal of all players to the Registrar by the end of the fifth playing week.  If the family withdraws by that date its volunteer obligation for the season will be voided if not already fulfilled. It is the responsibility of the family (not the coach) to notify the Registrar of withdrawal.

The Board will appoint a Volunteer Coordinator who will publish and manage scheduled volunteer activities, provide sign-in sheets, and refund volunteer deposits following the fulfillment of a volunteer activity.
Volunteer activities may include, but are not limited to, active membership of the Board of Directors or any committee; coaching; serving in the snack bar; performing administrative tasks; helping with grounds preparation or cleanup; assistance with Trophy Day and other events; and any other activity determined by the Board and/or Volunteer Coordinator. 

The Club will distribute a volunteer signup form via email to active members. A sign-in sheet will be provided for scheduled activities. Volunteers must sign in to record their service.

Once signed up for an activity, a volunteer is obligated to complete it or to notify the Volunteer Coordinator or the activity’s leader with reasonable notice if he/she becomes unavailable. 

Members are asked to support the Club’s operation by volunteering as early in the season as possible. Lack of opportunities late in the season will not be accepted as a reason for a waiver.

If a scheduled activity is canceled for reasons beyond the club’s control, volunteers are expected to sign up for another activity.

Each season is considered to be separate for volunteer purposes: there is no concept of “credit” or carrying over an activity from one season to another. 

The Board may occasionally approve a single-season exemption from volunteering. Exemption requests must be made to the Board, either directly by the member family or on their behalf by a Board member.

The Club recognizes that serious illness or other situations may prevent some members from participating in a volunteer activity either temporarily or permanently. Any family in such a situation should contact the Volunteer Coordinator. The Volunteer Coordinator may suggest an appropriate activity for the family or, if circumstances so warrant, grant a season waiver.

Any such request must be made during the season. The Volunteer Coordinator will not grant a waiver retroactively, or automatically continue a waiver from one season to the next.

Policy approved Jan 19th, 2011. Updated Jan 17th 2017, May 11th 2022, June 15th 2023