Rapids Rec Director Job Description

and

Program Overview

Job Description

Rapids Rec Director will be responsible for implementation and management of the Flathead Rapids spring and fall rec program in Columbia Falls and Whitefish.

Salary: $4,000

General season dates:

  • Spring: March 1st - June 15th

  • Fall: August 1st - Oct 15th

PROGRAM OVERVIEW

The Rapids Rec Programs are designed to introduce the game of soccer, in a fun and exciting way. Our volunteer coaches are dedicating their time to provide a healthy environment for all of our participants. Coaches are supported with age appropriate practice plans, coaching resources, and guidance from our program directors.

We have 4 different rec programs throughout the year:

  • Spring Rec in Columbia Falls (Based at Horine Park, in Columbia Falls)

  • Spring Rec in Whitefish (Based at Smith Fields, in Whitefish)

  • Fall Rec in Columbia Falls (Based at Horine Park, in Columbia Falls)

  • Fall Rec in Whitefish (Based at Smith Fields, in Whitefish)

Season Dates:

  • Spring Rec: Mid-April to Mid-June. Exact dates will be set by club.

  • Fall Rec: Early September to late October. Exact dates will be set by club.

Coaches:

  • All rec programs have volunteer parent coaches

  • All rec coaches are supported by the Rapids Coaching Center, coaching clinics, and our Technical Director.

Our rec programs are divided by grade:

  • Kinder (Co-Ed)

    • Average 8 teams in Kinder

  • 1st/2nd Grade (Co-Ed)

    • Average 8 teams in Kinder

  • 3rd/4th Grade (Boys and Girls)

    • Average 3 teams

  • 5th/6th Grade

    • Average 3 teams

  • 7th/8th Grade

    • Average 1-2 teams

Game Schedule:

  • Kinder and 1st/2nd grade are scheduled for games in-house between our own teams.

  • 3rd/4th - 5th/6th - 7th/8th are all scheduled around the valley between Bigfork, Polson, Kalispell, Columbia Falls, and Whitefish.

Practices:

  • We encourage 1 practice per week for K-2nd grade, but 3rd-8th grade are allowed to practice 1-2 times per week, depending on the coach and team.

  • Coaches are shared a Google Doc (template provided to you), which outlines the season details, rosters, and any other info necessary for the season. Within this document, there is a practice schedule, which they edit to put down their preferred time to practice.

  • If families have a conflict on practice time, they’re able to practice with any team in their age group, but have to play with their original team on game days.

Field Prep:

  • The club will take care of preparing the fields for the rec program. You may be asked to step into help as some point, if volunteers are not able to attend to it.


Season Set-Up

Step 1: Executive Director and Club Administrator set-up registration, website, and promotion of the upcoming programs. We try to set-up the registration at least 3 months prior to the start.

Step 2: 1 Month prior to the start of the program, Rec Director receives a spreadsheet with all of the current registrations and starts to identify coaches for each age group. Usually, there’re not enough coaches for all of the participants. Some coaches are reluctant to coach in the beginning, but will step-up if it’s needed. Through the registration, you’ll see if the parent has put themselves down as a coach or assistant coach. Pull those registrations aside.

Step 3: Email/call coaches directly to confirm that they would like to take a team for the season. Once you receive confirmation, place them as head coach in the Google Sheet, which is provided to you. Also ask them if they would like an assistant coach. Write in the notes column of the Google Sheet that you’ve heard from them, so you can keep it all organized.

Step 4: Sort registrations in Google Sheet, by age group, gender, ability and start to divide up registrations onto teams. If you don’t know how to easily sort a spreadsheet, click HERE. In the notes column of the registration, parents will specify if they have any requests. There’s usually a bunch of requests to be on a certain team with another player. We try to accommodate all requests before the program begins, but actively discourage changing teams after the rosters have been set.

Some tips on sorting rosters:

K-2nd:

  • Divide up rosters evenly with boys and girls. Ability level doesn’t really apply at this level, since everyone is a beginner.

  • With more late registrations, you’ll need to create more teams with more coaches.

  • Do not overload the roster sizes over 8 players, since we play 4v4 at this age group.

3rd-8th

  • Divide up rosters by gender.

  • Do not overload the rosters, since we want to allow for ample playing time in games.

    • 3rd/4th (7v7) 12 players max

    • 5th/6th (9v9) 15 players max

    • 7th/8th (11v11) 18 players max

  • If you are over the max on a team, you’ll need to create a new team within reason. If there’s not enough for two teams, then we’ll have to support that coach who has a lot of players on their team.

Step 5: As you get closer to the season start date, you’ll receive more and more registrations. This is one of the hard parts about putting together the rec program, but we try to accommodate ALL participants, since the rec program is the base of our club and we want to try to include as many players into our programs as possible. As you receive new players, start applying those players to teams. Keep a watch for registrations who’s parents want to be a coach, since you might have to create new teams.

Step 6: 3 weeks prior to the season, send a introductory coaching email and share your Google Sheet to your coaches. If you don’t know how to share the Google Doc, click HERE. Have your coaches look over the document and provide any feedback. Give them a deadline to provide feedback, so you can get your rosters set as soon as possible. This document will also be shared with the Club Admin, Technical Director, and Exec Director, so we can keep track of coaches and schedules.

Example:

Hello Coaches!
Welcome to the 2019 Spring Rec Season!  First off, thank you for stepping up to be a coach.  Our rec programs rely heavily on our volunteer coaches and we appreciate the time you're dedicating to your players. We have over 215 participants, which is around 100 more than last year, so it’s clear the soccer community is growing quickly in Columbia Falls.  

Some of you are new to the program and some of you have had some experience. The goal for the Rapids is to make coaching as fun, rewarding, and stress free as possible, even if you’re new to the game. There’re a bunch of details to get through, and with so many participants, we’ll need to get organized quickly to make it a successful season for everyone. 

Below is a link to the 2019 Spring Rec Coaches Sheet. This spreadsheet identifies all the details of your age group, rosters, game schedule, and practice schedule.  I realize there will be some slight changes to the rosters, so please provide me some feedback or let me know you’re good to go. We tried to keep roster sizes at a manageable level, but we saw a hug influx of registrations in the last couple days, so a few teams have more players on them than we’d like. We’d be willing to create another team in the Kinder or 1/2 Grade age group, if we had another coach step up. If teams stay the same as they are, we can help you with tactics on managing a big roster. What can really slow down the start of the season, is parents contacting me directly to change rosters, so please try to support me in that, as it’s extremely tough to manage. If you see someone that you want as an assistant coach, let me know. 

Here’s a step-by-step process to get everyone ready for the season. 

  1. Click HERE to access the 2019 Spring Rec Coaches Sheet. There are 4 tabs for each age group. 

  2. Please provide me feedback on your roster by April 9th. Either provide comments/questions or let me know you’re all set. Email is best for communication. 

  3. We’ll have coaches equipment available for pick-up at The Coop, in Columbia Falls. Tuesday, April 9th 6-8pm (830 1st Ave W, Columbia Falls, MT 59912)

    1. Each bag of equipment (balls, vest, and cones) is different for each age group.  

    2. Within our program details, we let your families know to bring a ball from home, if they have it. 

    3. This equipment will be turned in at the end of the season. Please keep track of everything!

  4. Click HERE (Password: rapidscoach) to access the Rapids Coaching Center, where you’ll find all of our rec coaching resources.  

  5. Within the Coaching Center, you’ll find a couple of tasks that need to be completed before you coach. This includes logging into your coaches profile, completing a background check, and a concussion test. Deadline to complete this is April 15th.

  6. After everyone has provided me feedback on/before April 9th, you’ll receive notice from me to contact your families. Please don’t contact them before April 9th, as there may be some changes to the roster. Deadline to reach out to your families, is Friday, April 12th. 

  7. Within the Google Sheet, at the bottom of your age group, you’ll find the practice schedule.  Please fill in what practice time you want by April 12th. I’ve attached a map of Horine Park, so you know where your fields are located. 

  8. First week of practices is April 15th. 

  9. First weekend of games is April 20th. Once we finalize rosters, we’ll start to build the season schedule, with game times.

We realize this is a lot to get done, in a short time-line, but it’s really important to the success of the program. We’re excited  to have a new Technical Director on staff to assist/support you with your coaching role.  Roland Benedict is an excellent resource for our rec and competitive coaches.  He will be distributing your equipment on Tuesday, April 9th, so you can get a chance to ask questions and introduce yourself. Roland didn’t initially set-up the program, so please direct specific program questions to me. Go ahead and update your contact info, if you see anything missing. 

Program info will be sent out to all of your families today (April 6).  Click HERE to access the Spring Rec Info Page, which was sent out to all families. This should have all the necessary details of the season.  Once again, thank you for coaching this season and we’re looking forward to working with you all! 

We still need a coach for 1st/2nd Grade and 3/4 Grade Girls, if you know of anyone. 

For program questions, contact Sean at: info@flatheadrapids.com

For coaching questions, contact Roland at: roland@flatheadrapids.com

For registration/admin questions, contact Cynthia at: flatheadrapids@aol.com


Step 7: Coordinate with Bigfork, Polson, and Kalispell to start the scheduling process. You’ll be shared a Google Sheet, which all club representatives will work off of to create the schedule. There’s a lot of back and forth here, but the goal is to get the schedule set before the start of the season.

Step 8: Prior to the start of the season, coaches will need to get equipment. You’ll work with the Technical Director and volunteer to assemble all rec equipment. Set a pick-up time for the equipment prior to the start of the first practices. Locations for pick-up are at The Coop, in Columbia Falls and Smith Fields sheds. Equipment will need to be transported from Smith Fields to Columbia Falls for pick-up.

  • Kinder: 6 size 3 balls, 6 vests the same color, and 12 cones in a small mesh bag.

  • 1st/2nd Grade: 6 size 3 balls, 6 vests the same color, and 12 cones in a small mesh bag.

  • 3rd/4th Grade: 10 size 5 balls, 10 vests the same color, and 20 cones in a small mesh bag.

  • 5th/6th Grade: 10 size 5 balls, 10 vest the same color, and 20 cones in a the bigger higher quality ball bags

Step 9: Make sure your coaches have made contact to their teams. There will be general parent information coming out, from the club, prior to the start of the season.

Step 10: Email coaches to pick-up their jerseys from Cajun design in Columbia Falls and the concession stand in Whitefish. Need to have a couple set times for pick-up at each location.

Step 11: Schedule coaches clinic prior to the start of the season. This will be conducted by Montana Youth Soccer.

Other responsibilities:

  • Be present at the first week of practice to give any last minute information or support to coaches.

  • Attend a majority of game weekends to provide a Rapids presence throughout the season.

  • Be flexible to make adjustments to the season, as you see fit.

  • Be supportive of the volunteer coaches and try to treat them with as much respect as possible. These coaches will end up being club representatives and possibly competitive coaches in the future.

  • The goal for these kids is to enjoy their experience in the game, which is one of our main concerns.


AGE GROUP OVERVIEW

Each age group is a bit different. Below is all the season details for each age group.


Kindergarten

SEASON DETAILS

PLAYER EQUIPMENT

  • Cleats are recommended at this age. Sometimes players can get away with wearing tennis shoes, but if the ground is wet, which is usually is, the players will be slipping. If you’re not excited about buying new cleats at such a young age, their are thrift stores around the valley, that usually have used equipment.

  • Shinguards are required for practices and games. At this age, players can be pretty inaccurate with their kicks and the shins are usually the casualty. Long soccer socks go over the shinguards to help keep them in place.

  • Water bottle

  • Warm clothes for the intermittent spring weather

  • Since most of the leg is covered with soccer socks, shorts are usually a good option.

  • If you have a soccer ball at home, please bring it to practices. Coaches are provided equipment, but more balls the better!

PRACTICES

  • LOCATION: Horine Park, 11 Beth Rd, Columbia Falls, MT 59912 (View map HERE)

  • TIME/DAY: Day and time of practices are chosen by your coach. If you have conflicts with their practice time, players are able practice with different teams, upon approval from the coach. They MUST play with their normal teams on Saturday mornings. PRACTICE TIMES WILL BE UPDATED HERE, ONCE OUR TEAMS ARE SET.

  • DURATION: Recommended practice length is 1 hour for this age group.

  • FORMAT: Our volunteer coaches have access to a bunch of coaching resources with activities and games to introduce the game of soccer in a fun and developmentally friendly way.

GAMES

  • LOCATION: Horine Park, 11 Beth Rd, Columbia Falls, MT 59912 (View map HERE)

  • TIME/DAY: All games are on Saturday mornings at 10am, 11am, & Noon

    • We start a little later for the younger kids, as it’s still pretty cold out.

    • Game schedule will be released once all teams/coaches are finalized.

  • DURATION: 4 - 10 min quarters

  • FORMAT:

    • 4V4

    • Equal playing time

    • Size 3 balls

    • Game is managed by the coaches

    • No goalies

    • At this age, our goal is to get the player excited about the game, get comfortable with the ball at their feet, and score as many goals as possible. Parents are their to encourage and support.


1ST & 2ND GRADE

SEASON DETAILS

PLAYER EQUIPMENT

  • Cleats are recommended at this age. Sometimes players can get away with wearing tennis shoes, but if the ground is wet, which is usually is, the players will be slipping. If you’re not excited about buying new cleats at such a young age, their are thrift stores around the valley, that usually have used equipment.

  • Shinguards are required for practices and games. At this age, players can be pretty inaccurate with their kicks and the shins are usually the casualty. Long soccer socks go over the shinguards to help keep them in place.

  • Water bottle

  • Warm clothes for the intermittent spring weather

  • Since most of the leg is covered with soccer socks, shorts are usually a good option. If you have a soccer ball at home, please bring it to practices. Coaches are provided equipment, but more balls the better!

PRACTICES

  • LOCATION: Horine Park, 11 Beth Rd, Columbia Falls, MT 59912 (View map HERE)

  • TIME/DAY: Day and time of practices are chosen by your coach. If you have conflicts with their time of practice, players are able practice with different teams, upon approval from the coach. They MUST play with their normal teams on Saturday mornings. PRACTICE TIMES WILL BE UPDATED HERE, ONCE OUR TEAMS ARE SET.

  • DURATION: Recommended practice length is 1 hour for this age group.

  • FORMAT: Our volunteer coaches have access to a bunch of coaching resources with activities and games to introduce the game of soccer in a fun and developmentally friendly way.

GAMES

  • LOCATION: Horine Park, 11 Beth Rd, Columbia Falls, MT 59912 (View map HERE)

  • TIME/DAY: All games are on Saturday mornings at 10am, 11am, & Noon

    • We start a little later for the younger kids, as it’s still pretty cold out.

    • Game schedule will be released once all of our team/coaches are finalized

  • DURATION: 4 - 10 min quarters

  • FORMAT:

    • 4V4

    • Equal playing time

    • Size 3 balls

    • Game is managed by the coaches

    • No goalies

    • At this age, our goal is to get the player excited about the game, get comfortable with the ball at their feet, and score as many goals as possible. Parents are their to encourage and support.


3RD & 4TH GRADE

SEASON DETAILS

PLAYER EQUIPMENT

  • Cleats are required at this age. If you’re not excited about buying new cleats, there’re thrift stores around the valley, that usually have used equipment.

  • Shinguards are required for practices and games.

  • Water bottle

  • Warm clothes for the intermittent spring weather

  • Since most of the leg is covered with soccer socks, shorts are usually a good option.

  • If you have a soccer ball at home, please bring it to practices. Coaches are provided equipment, but more balls the better!

PRACTICES

  • LOCATION: Horine Park, 11 Beth Rd, Columbia Falls, MT 59912 (View map HERE)

  • TIME/DAY: Day and time of practices are chosen by your coach.

  • DURATION: Recommended practice length is 1.5 hour for this age group.

  • FORMAT: Our volunteer coaches have access to our Rapids Coaching Corner, with hundreds of age appropriate practice plans, meant to not only develop the player, but to help become a better coach.

GAMES

  • LOCATION: Schedule will be rotated from Columbia Falls, Kalispell, and Bigfork

    • Columbia Falls: Horine Park: 11 Beth Rd, Columbia Falls, MT 59912 (View map HERE)

    • Kalispell: Kidsports Complex: 835 Parkway Dr, Kalispell, MT 59901 (View map HERE)

    • Bigfork: Carlyle Johnson Park: Shawnee Dr & Highway 83, Bigfork, MT 59911 (View map HERE)

  • TIME/DAY: All games are on Saturday mornings 9am, 10:30am, and Noon (Schedule TBD)

  • DURATION: 25 min halves

  • FORMAT:

    • 7V7

    • Equal playing time

    • Size 4 balls

    • Game is managed by the coaches and referees

    • Goal Keepers


MIDDLE SCHOOL PROGRAM

5TH/6TH GRADE

SEASON DETAILS

PLAYER EQUIPMENT

  • Cleats are required at this age. If you’re not excited about buying new cleats, there’re thrift stores around the valley, that usually have used equipment.

  • Shinguards are required for practices and games.

  • Water bottle

  • Warm clothes for the intermittent spring weather

  • Since most of the leg is covered with soccer socks, shorts are usually a good option.

  • If you have a soccer ball at home, please bring it to practices. Coaches are provided equipment, but more balls the better!

PRACTICES

  • LOCATION: Horine Park, 11 Beth Rd, Columbia Falls, MT 59912 (View map HERE)

  • TIME/DAY: Day and time of practices are chosen by your coach.

  • DURATION: Recommended practice length is 1.5 hour for this age group.

  • FORMAT: Our volunteer coaches have access to our Rapids Coaching Corner, with hundreds of age appropriate practice plans, meant to not only develop the player, but to help become a better coach.

GAMES

  • LOCATION: Schedule will be rotated from Columbia Falls, Kalispell, and Bigfork

    • Columbia Falls: Horine Park: 11 Beth Rd, Columbia Falls, MT 59912 (View map HERE)

    • Kalispell: Kidsports Complex: 835 Parkway Dr, Kalispell, MT 59901 (View map HERE)

    • Bigfork: Carlyle Johnson Park: Shawnee Dr & Highway 83, Bigfork, MT 59911 (View map HERE)

    • Polson

  • TIME/DAY: All games are on Saturday mornings 9am, 10:30am, and Noon (Schedule TBD)

  • TOURNAMENTS: 2 tournaments per season

    • Spring: Arsenal Invitational (May 18th) & 3 Blind Refs (June 1st)

    • Fall: Sleeping Giant (Oct 13th) & Tamarack Classic (Sept 22nd)

  • DURATION: 25 min halves

  • FORMAT:

    • 9V9

    • Equal playing time

    • Size 4 balls

    • Game is managed by the coaches and referees

    • Goal Keepers

JERSEYS

JERSEYS WILL BE SCHOOL SPECIFIC FOR EACH COMMUNITY.


MIDDLE SCHOOL PROGRAM

7TH/8TH GRADE

SEASON DETAILS

PLAYER EQUIPMENT

  • Cleats are required at this age. If you’re not excited about buying new cleats, there’re thrift stores around the valley, that usually have used equipment.

  • Shinguards are required for practices and games.

  • Water bottle

  • Warm clothes for the intermittent spring weather

  • Since most of the leg is covered with soccer socks, shorts are usually a good option.

  • If you have a soccer ball at home, please bring it to practices. Coaches are provided equipment, but more balls the better!

PRACTICES

  • LOCATION: Horine Park, 11 Beth Rd, Columbia Falls, MT 59912 (View map HERE)

  • TIME/DAY: Day and time of practices are chosen by your coach.

  • DURATION: Recommended practice length is 1.5 hour for this age group.

  • FORMAT: Our volunteer coaches have access to our Rapids Coaching Corner, with hundreds of age appropriate practice plans, meant to not only develop the player, but to help become a better coach.

GAMES

  • LOCATION: Schedule will be rotated from Columbia Falls, Kalispell, and Bigfork

    • Columbia Falls: Horine Park: 11 Beth Rd, Columbia Falls, MT 59912 (View map HERE)

    • Kalispell: Kidsports Complex: 835 Parkway Dr, Kalispell, MT 59901 (View map HERE)

    • Bigfork: Carlyle Johnson Park: Shawnee Dr & Highway 83, Bigfork, MT 59911 (View map HERE)

    • Polson

  • TIME/DAY: All games are on Saturday mornings 9am, 10:30am, and Noon (Schedule TBD)

  • TOURNAMENTS: 2 tournaments per season

    • Spring: Arsenal Invitational (May 18th) & 3 Blind Refs (June 1st)

    • Fall: Sleeping Giant (Oct 13th) & Tamarack Classic (Sept 22nd)

  • DURATION: 25 min halves

  • FORMAT:

    • 11V11

    • Equal playing time

    • Size 4 balls

    • Game is managed by the coaches and referees

    • Goal Keepers

JERSEYS

JERSEYS WILL BE SCHOOL SPECIFIC FOR EACH COMMUNITY.