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By-Laws of the North District Flyway Soccer Association
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The following positions of the Soccer Association are described below:
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| Treasurer | Chair of Team Reps |
| Chair of Registration | Chair of Concessions |
| Chair of Coaches | |
| Chair of Purchasing | |
| Chair of Scheduling | |
Duties of the Board of Directors
1. Each member of the Board of Directors shall serve a three (3) year term.
2. Each member of the Board of Directors shall carry out his/her duties in a spirit of cooperation, keeping in mind that the program belongs to our youth.
3. Should use his/her own initiative and imagination in fulfilling these duties.
4. All Chairpersons are required to attend the meetings of the Board of Directors. Each Chairperson shall keep a notebook for meetings and report their progress at each meeting of the Board of Directors.
5. Each member shall assist in conducting registration.
6. In the event that a Board member is elected to an Executive Position or decides to leave the Board, his/her position will be filled as soon as possible, from the Membership at Large, to finish out the remainder of the original, three (3) year term.
7. Annually, four (4) members of the Board will conduct an audit of the league books. The President, the Treasurer, and two (2) Chairpersons will make up this committee.
8. Each member shall be part of the final registration committee to put final approval to all team make-ups before rosters are sent to S.A.Y. and coaches.
Executive Committee
1. Coordinate and represent entire program and follow to make sure jobs are being done.
2. Conduct and set the date, time, and place for meetings of the Board of Directors and the annual fall meeting of the Membership at Large.
3. Conduct elections of officers which will make up the executive committee at the fall meeting each year.
4. Assist in selecting people to fill non-elected positions on the Board.
5. Pass on knowledge or information from previous years to administrative personnel.
6. Assist in registration team assignment and scheduling.
7. Shall be the District Representative responsible for administering the S.A.Y. rules within the district and communicating with the national or regional S.A.Y. offices.
8. Conduct the annual audit of the league books.
1. Keep minutes of the meetings of the Board as well as the annual fall meeting of the Membership at Large.
2. Give notice of all meetings when directed by the President.
3. Shall be responsible for all correspondence as directed by the President and the Board of Directors.
4. Shall send letters of appreciation to all sponsors and patrons.
1. Shall collect all funds due the association and make disbursements for payments of all obligations as authorized by the Board.
2. Shall store all receipts, keep suitable books and shall submit periodic statements to the Board of Directors and submit an annual statement covering all receipts and expenditures and a balance sheet at the fall annual meeting.
3. Shall make a recommendation to the Board of Directors, who will determine the registration fee for the upcoming year, at the spring meeting.
4. Will have money available at the concession stand for change each night.
5. Will work with the Chairperson of Referees in determining pay rates and amount owed to all referees.
6. Will be present at the annual audit of books. Shall have all balances, transactions, and outstanding credits and debits ready for auditing by President and Board members.
Board Members
1. Shall present a plan at the spring meeting for registration including starting and deadline dates for signing up (i.e., three weeks before school ends in spring), last chance date to sign up (i.e., one week after school ends), and method of signing up (i.e., registration forms sent home with children through school to be mailed back vs. sign up days at various locations vs. direct mailing).
2. Provide Chairperson of Publicity with advertising materials for posters and local news media as well as finalized registration form for printing at least two weeks prior to start of registration.
3. Emphasize at meetings that in order to play in the league all potential players must register through the Chairperson of Registration and not through individual coaches. Also emphasize that all children signing up will be allowed to play, but individual request for certain teams will not be possible.
4. Within three weeks after final registration date, contact all other Chairpersons with names of all potential volunteers as noted on registration forms.
5. Within three weeks after final registration date, arrange for and conduct a meeting of the Team Assignment Committee (T.A.C). Have registrations organized by grade, geographic location of home, school attending, sex, and previous soccer experience. Consideration for team assignment should also be given to children of coaches, assistant coaches, team sponsors, and brothers or sisters in the same age group. Within one week, distribute rosters to Chairperson of Coaches, so meeting of coaches may be arranged within two weeks.
6. Tally up jersey sizes for each team and give to President so that jerseys may be ordered within one week after the T.A.C. meeting.
7. Give registration money to Treasurer for deposit.
8. Have all preliminary team rosters ready for final board inspection and approval. Set up a meeting time with all Board members.
1. Responsible for seeing that all teams have at least one head coach.
2. Shall receive and distribute team rosters and equipment bags at a meeting of coaches to be held within one month of the T.A.C. meeting. Also at the meeting will discuss day of week games will be played, time of start and stop of play, number of players on teams, and number allowed to play at one time.
3. Advise coaches to let the Chairperson of Registration know of any child who has left the team for whatever reason and to refer any child requesting to join the soccer league to the Chairperson of Registration as they will know which team, if any, has a vacancy.
4. Arrange for a coach’s clinic and mail out announcement to all potential coaches.
5. Responsible for collecting all equipment bags from coaches after the soccer season ends and check all bags for missing equipment. Will also be responsible for finding proper storage of bags.
6. Shall distribute printed material to coaches as directed by the Board.
7. Evaluate coaches’ performance and receive and answer questions from players or parents concerning coaches.
8. Instruct coaches to notify their players that they are on their team within one week of receiving their rosters. Advise coaches to have at least two practices per week prior to the start and one per week during league play.
9. Advise coaches that league provided equipment is their responsibility and should be kept in good condition and returned to you after the soccer season ends. Also remind all coaches to be sure all players wear shin guards at practices as well as games.
1. Responsible for acquiring and assigning referees for all scheduled regular season and tournament games. Contact all potential referees using the previous year’s referee roster and names from the registration forms and inform them of the referee clinic at least two weeks prior to the start of the regular season.
2. Should arrange, conduct, and attend all referee clinics which should occur at least one week prior to the start of league play. Distribute S.A.Y. rule books to all referees.
3. Responsible for fees owed to referees and shall present a statement to the Treasurer for payment. Shall make a recommendation for the fee for the Board to approve.
4. Report to the President any action by a player, coach, or an assistant coach that has resulted in a protest or possible disciplinary action.
5. Should instruct referees to inform coaches to control their sidelines, including parents of players, during games or the game would be suspended and forfeited by the offending team.
6. Supervise and evaluate performances of all referees. Instruct all referees to arrive at least 15 minutes prior to the start of the first game to set up, and stay after the last game to take down corner flags and nets.
7. Will issue referee equipment to each referee at the beginning of the season and collect the same at end. This will consist of: referee shirt, set of penalty cards and book, rule book, and whistle.
8. Will instruct referees to turn in the scores of the games that they referred to the concession stand at the end of each night. Will be responsible for keeping track of team standings and will post them weekly.
1. Shall be responsible for making up the season game schedules for all divisions of play. These will be done within three weeks of the final team approval meeting. Schedules will consist of six regular season games. It is suggested that a round-robin type of format be followed as to not duplicate any games between the same two teams.
2. Shall be responsible for making up the festival schedule of games for all divisions of play. This will be done within one week prior to the start of the regular season. Festival schedules will consist of two games played by each team in each division. It should be attempted to not duplicate any games that may have been played during the regular season.
3. Shall be responsible for rescheduling any games canceled due to inclement weather. Will work with the Chairperson of Referees with this to ensure referees are present for the rescheduled game.
1. Shall locate sites for playing and practice fields.
2. Enlist volunteers in each field area to help in scalping lines with a hand mower prior to marking fields, marking the fields, and maintaining the fields, checking for rocks, debris, and holes.
3. Responsible for laying out the fields at the beginning of each season (2 weeks prior to the first regular season game). Responsible for setting up nets on each field (4 weeks prior to the first regular season game).
4. Responsible for maintaining the lines on the fields (repainting is needed at least one time each week). Will work with the President on ordering needed amount of field marking paint for the entire season.
5. Responsible for removing the nets at the end of the season and storing the nets and corner flags.
6. Report to the Board any equipment that needs to be replaced at the end of the season, for the next season.
1. Shall be responsible for soliciting sponsors from area businesses for teams. Shall maintain this list and keep it updated with new sponsors. Get information from each sponsor that may be pertinent to their businesses (i.e., logos, color shirts they wish to have, if they have any children playing).
2. Shall collect sponsor fees from prospective sponsors and turn these monies over to the Treasurer for deposit.
3. Shall send out thank-you letter at the end of the season, to each sponsor for their support.
Chairperson of Team Representatives
1. Shall be responsible for finding one (1) team rep. for each team in the league. This will be done one week after the final roster approval meeting. Names for prospective reps. will be obtained from the registration forms and the team rosters. Keep and maintain this list for future reference.
2. Conduct a meeting with all team reps. to explain what is expected from each one and what their duties will be.
3. Responsible for distributing information from the league, to each team rep. so they may pass it along to their teams. Maintain close contact with reps. to insure all information is being distributed properly.
4. Shall send out thank-you notes to each rep. at the end of the season, for their help and donation of time.
1. Make recommendations to the Board concerning concessions to be sold during games and during the festival.
2. With the Treasurer’s input, determine the price of concessions. Purchase supplies at a discount (i.e., candy $.25 a bar, soda $.25 a can) and submit receipts to Treasurer for reimbursement.
3. Contact volunteers from last year as well as those identified by the Chairperson of Registration and set up a schedule to work at the regular season and festival games.
4. Coordinate with the Assistant of Concessions to arrive early and open up the concession stand and stay to close the stand.
5. Obtain sufficient change from the Treasurer to operate the stand. Give the proceeds to the Treasurer for deposit. Maintain an accurate record of all purchases and sales throughout the season.
6. Report to the Board and the General Body at the annual fall meeting, the net profit or loss of the concession stand for the season.
1. Shall be responsible for soliciting door prizes and purchasing additional prizes to be given away for the end of the season festival. Turn in all receipts to the Treasurer for reimbursement.
5. Shall coordinate with the President the purchase of individual trophies for all players and hand them out at the festival, along with team photos, and door prizes.
6. Shall acquire names of volunteers from the Chairperson of Registration and contact these individuals for their help the day of the festival.
1. Shall be in charge of buying or ordering any and all supplies needed to keep the league operating. This includes: trophies, all equipment, medical supplies, t-shirts, etc.
Revised 10/10/02
Copyright © 2001 [North District Flyway Soccer Association]. All rights reserved.
Revised: March 27, 2006.