The Equipment Manager oversees inventory levels, manages the equipment locker and organizes the volunteers for locker events, where coaches pick up or return equipment.
Equipment Locker Supervisor oversees an event at the equipment locker when coaches are picking up or returning equipment.
Total Work Time
4 sessions of 1 hours each for volunteer orientation
3 hours of administration for planning
6 hours for inventory planning
Skills - email, organizing, ordering
The Equipment Manager's duties are focused at the beginning and end of the seasons.
Midway through the Fall Season the locker is at its lowest inventory levels. The Equipment Manager can easily see the items in the locker. There is a control sheet indicating the levels of inventory desired, and the amount needed is easily ordered and placed into the locker.
The Equipment Manager schedules the equipment pick-up days and return days for the coaches, and provides orientation for the locker supervisors. The procedure is noted to the right.
The inventory in the locker is maintained at levels to ensure there is always enough equipment for the teams. We do no want to get into the situation where teams have to wait for equipment to be ordered and delivered because we ran out. The spreadsheet for Inventory Control is online.
In late July or early August it is best to check the locker and ensure that enough equipment is on-hand. Order whatever is missing.
In the middle of the fall season such as in the month of October, the inventory should be at its lowest and is therefore easiest to count and organize. This is the opportunity to review inventory levels and orderliness of the locker.
The instrcutons on the right side of the page are for the Locker Supervisors. Be sure the locker
Equipment Locker Supervisor
Preparation for Equipment Pick-Up and Return
The equipment locker is in a storage complex with a driveway. The equipment is staged onto the driveway for the coaches to pick up or drop off. Review the Inventory Control sheet and ensure you have enough equipment in the locker. The manager of the locker complex must be notified well in advance of the planned equipment day because the proceedings with the coaches can be disruptive to the locker complex and impede other customers. Be sure to not block the driveway for access by other locker customers.
The coaches will park on the street outside the locker complex and walk in to the driveway in front of the locker. A gate is at the end of the driveway, exiting onto the street. That gate must be opened with the code and made to stay open with tape over the electric eye for the coaches to walk in from the street.
Pick Up: Before the day of the equipment pick up, print out the forms that are subpages listed at the bottom of the Inventory Control sheet.. The number of teams is on each form and you need to print one form per team. A person needs to have these forms at the gate to hand to the coaches as they enter from the street. This will be a check list for the coach. Have a small box of pens available at the gate for coaches to fill in the information and clipboards for them to use with the list. Collect the Team Equipment form, the pen and clipboard as the coaches leave. The Team Equipment Forms are stored in the locker until return time at the end of the season.
Set out stations for the equipment that is to be picked up by the coaches. The stations should be freshened with equipment from the locker as coaches take equipment away. Attached to this page are Equipment Control Sheets. They indicate what each coach should be picking up, by division. The stations need to have the equipment to accommodate the items on the Team Equipment Forms.
Drop Off: Set out stations in the driveway with the bins for storing the equipment in the locker. The equipment can be taken into the locker by the locker team as the stations fill up.
Before any equipment is returned examine the amount of excess inventory in the locker. Excess inventory should be maintained to help smooth over any changes in year-to-year player enrollment. Generally, 15% more in every category of equipment is guideline. Note the current count of inventory in the Inventory Control Sheet. This sheet can be used to order the equipment needed for next season.
The Equipment Control Sheets should be managed by a person at the gate leading from the road. Each coach should be given his Equipment Control Sheet to note the equipment being returned, and the variance from the equipment taken.
Ball bags should contain 10 good balls of the appropriate size. Any damaged balls should be removed and replaced. If the coach returns less than 10 balls the difference should be made up. Once a ball bag has 10 balls in it, return it to the locker.
Collect all the Equipment Control Sheets to determine needs for next season.