DESCRIPTIONS OF ROLES
Executive Board Positions:
Regional Commissioner
The Regional Commissioner shall have the responsibility and the authority to manage the day-to-day business of the Region as described in Article III of the AYSO Guidelines within the framework of the AYSO operating regulations and the Guidelines. The Regional Commissioner's responsibility and authority shall also include:
1. Filing on a timely basis the Regional Information Form with the National Support Center.
2. Reviewing on an annual basis these Regional Guidelines and other written Regional operating regulations.
3. Supervising the Regional Treasurer by periodically reviewing the Region's canceled checks and bank statements, reviewing each month the National Accounting Program (NAP) financial report, periodically reviewing internal financial control procedures, and taking other reasonable measures to assure that the Region's assets and expenses are being handled in a fiscally responsible manner.
4. Reporting to the Area Director and being responsible for the performance and growth of the Regional programs for the benefit of the players, the volunteers and their families.
5. Organizing, maintaining, supervising and coaching Regional volunteer staffs to assure adequate support and services to the Region, including the development of new volunteers for Regional position succession planning.
6. Acting as the official spokesperson for the Region in regard to publicity, internal development, cultural exchange, business systems, budgets, Regional operating regulations and other matters concerning AYSO programs within the Region.
7. Assisting the Regional Board in the planning and implementation of its policies and programs within the Region.
8. Overseeing dispute resolution within the Region pursuant to Article Nine of the Guidelines and AYSO operating regulations.
9. Presiding at all Regional Board meetings.
10. Keeping the Regional Board informed of actions and decisions on matters of importance.
11. Attending Area meetings, Section Meetings and caucuses, and the National Annual General Meeting.
12. Maintaining close liaison with the Area Director and the Section Director, and coordinating all extra-Regional activities through the Area Director.
13. Submitting a completed Regional Performance Program to the Area Director prior to December 1st of each calendar year.
14. Making such other decisions and taking actions as may be required to run the Region, within the limits of the Regional budget and the Guidelines.
15. Responsible with the Assistant Regional Commissioners and the Regional Coach Administrator for recruiting and selecting the Division Commissioners, who are responsible for managing the various player divisions.
Assistant Regional Commissioner
The Assistant Regional Commissioner, shall perform such duties as may be delegated to the Assistant Regional Commissioner by the Regional Commissioner and, in his/her absence, shall perform the duties of the Regional Commissioner on behalf of the Region.
Skills needed for doing this job includes ability to delegate, working well with a variety of people, good organizational talent, and ability to deal with rare conflict. The position has many rewards, including working with some great people, developing relationships with the city Parks and Rec. personnel, and meeting other people interested in soccer from around the area. Time commitment is around 2-4 hours per week, with more during the pre-season and less in the off-season.
Regional Referee Administrator
The Regional Referee Administrator shall arrange for orientations, clinics and training programs for all referees and assistant referees in the Region at least annually, and shall coordinate his/her efforts with the Regional Commissioner and the Area Referee Administrator. The Regional Referee Administrator shall require that each referee complete a volunteer application form in accordance with the National Support Center's applicable policies and guidelines.
The Regional Referee Administrator shall be responsible for the scheduling of referees and assistant referees in the Region, or delegate such task to another responsible volunteer and coordinate such efforts with the Region's scheduler of games.
The Regional Referee Administrator is responsible for the ordering of referee uniforms and supplies.
Regional Coach Administrator
The Regional Coach Administrator shall be responsible for the recruiting, training and supervising of all coaches in the Region. The Regional Coach Administrator shall require that each coach and assistant coach complete a volunteer application form in accordance with the National Support Center's applicable policies and guidelines.
The Regional Coach Administrator shall coordinate with the Regional Commissioner, the Regional Director of Coach Instruction and the Area Coach Administrator to arrange for coaching orientations, clinics and training programs at least once each season where needed and disseminate information when appropriate to assist the Region's coaches.
The Regional Coach Administrator shall also be responsible for the implementation of the Region's Coaching Certification and Licensing Programs as may be required or recommended under the operating regulations.
Treasurer
The Treasurer shall have custody of all funds, securities, evidence of indebtedness and other valuable documents, and shall deposit funds and securities in the name and to the credit of the Region in a bank or depository. The Regional Treasurer shall keep in appropriate books an accurate account of all money received and paid out.
The Treasurer shall be responsible for complying with the National Accounting Program and all procedures specified in the AYSO Treasurer's Manual. The Treasurer shall promptly, upon receipt, pay to the National Support Center the National portion of the registration fees of the Region before the first practice and first game of the season, and in any event no later than March 1st of each spring season and September 1st of each fall season.
The Treasurer shall give a report of the funds, receipts and disbursements of the Region annually or at such other times as requested by the Regional Commissioner or by the Regional Board. The Regional Treasurer shall be responsible for timely approval by the Area Director and Section Director, and filing with the National Support Center the Regional Information Form, the annual budget, and such other information as may be required or requested from time to time by the National Support Center and for complying with the National Accounting Program.
The Treasurer will assist the Regional Commissioner in creating a budget for the operation of the Region by January 1st, and will monitor the monthly expenses with respect to the current budget giving a report at each Board meeting.
Field & Safety Director
The Field & Safety Director is responsible for obtaining and maintaining the playing fields and ensuring that the fields are properly lined. He/she shall maintain the playing fields in a safe condition and advise the Board and responsible organization (city or school district) on the status and conditions of the fields.
The Field & Safety Director shall also ensure the safety of all participants in the Region by ensuring that all field equipment, goalposts and fields are inspected periodically to ensure that they are in safe condition. The Field & Safety Director must also ensure that a reasonable number of first-aid kits are available at all playing sites, that all goalposts are properly anchored, that no goalposts have goal net hooks and that AYSO policies regarding blood-borne diseases are disseminated to and observed by all participants. The Regional Risk Management/ Field & Safety Director shall also be responsible for advising Regional participants of approaching dangerous weather and other potentially unsafe conditions that may exist at the locations where games are played.
The Field & Safety Director shall also be responsible for administering the AYSO Soccer Accident Insurance (SAI) plan and liability insurance program for the Region. The Field & Safety Director shall also be responsible for obtaining liability insurance certificates for all facilities used by the Region. The Field & Safety Director shall make provisions for the posting of AYSO's SAI plan on the regional web site. The Field & Safety Director shall handle all reports of accidents and/or SAI claims for such programs.
The Field & Safety Director shall also disseminate and make available safety information to the Region's coaches, referees, participants and families from such sources as AYSO's 'Play It Safe' publication.
In case of an injury, contact the coach and the parents. Submit all pertinent information to the insurance company. Make sure an injured player will not come back to play without a participation release form from the doctor. Maintain supply of claim forms. In case of an injury, provide information to parents regarding the proper way to file a claim form. Be available and knowledgeable to answer questions from coaches, referees and parents.
Volunteer Coordinator
The Volunteer Coordinator is responsible for assisting the Regional Commissioner and Regional Board in recruiting and developing new volunteers from the parents and other relatives of players, and from other sources in the community, to donate their time and talents for the successful operation of the Region and for the succession planning of Regional Board and staff members.
The Volunteer Coordinator also assists in recognizing volunteers at the end of the season. The AYSO program, Kids Zone, is promoted by the Volunteer Coordinator to ensure a safe environment for all players. This includes promoting the virtues of the Silent Saturday program.
This role also oversees the child and volunteer protection program in the region in accordance with the AYSO Safe Haven program. Specifics are contained in the AYSO National’s CVPA Job Description.
Senior Contributor Positions:
Assistant Coach Administrator
The Assistant Coach Administrator shall be responsible for assisting the Coach Administrator with recruiting, training and supervising of all coaches in the Region. The Assistant Coach Administrator shall work closely with the Division Commissioners to ensure that coaching issues are resolved as quickly as possible.
Assistant Referee Administrator
The Assistant Referee Administrator assists the Regional Referee Administrator with organizing referee teams, making sure training is attended by the new referees, scheduling referees or other related tasks as needed.
Awards Coordinator
Working with the Purchasing Director, the Awards Coordinator is responsible for recommending to the Board awards for the players, and with Board approval, the purchase and distribution of those awards.
This person is responsible for coordinating the trophies for the league (usually about 200-300 trophies).
* place the trophy order
* pick up the completed trophies
* distribute the trophies at the Region’s closing ceremonies
Time required is 4-6 hours total during the initial ordering phase, and then another 6-8 hours when the trophies are distributed on the last day of the season.
Equipment Manager
Working with the Purchasing Director, the equipment manager is responsible for:
* purchasing of soccer balls, nets, and other equipment as may be requested by the Board from time to time;
* advising the Board on equipment availability, including quality evaluation, cost quotes, and delivery schedules;
* selecting and ordering equipment and arranging for distribution to coaches on a timely basis;
* resolving problems with suppliers;
* collecting equipment at the end of the season, with support from the Division Commissioners, and giving the Board an inventory of equipment for the end of the season.
Field Striping Coordinator
Working with the Field & Safety Director, the Field Striping Coordinator is responsible for scheduling volunteers to line the fields on a timely basis and coordinating such work with the City and the School District.
Coordinate field striping (painting the lines on the grass) of 5 locations. This requires 1-4 hours of creating a schedule, phoning potential volunteers, and coordinating the striping the fields. The striping starts the end of August and continues to the end of the season.
Field Striping Coordinator is a great opportunity to network with coaches and parents on other teams. It consists primarily of emailing volunteers and potentially assisting with the initial field measuring, layout and painting during the field day immediately before the start of each season.
Picture Day Coordinator
The Picture Day Coordinator is responsible for working as a liaison between the Regional Board and the photographer, scheduling of teams, and distribution of the pictures to the teams. This position requires several hours of time per week but only for the three weeks or so of the Spring photo session.
Registrar
The Registrar shall be responsible for the planning and implementation of the annual registration of players, and coordinate such efforts with the Regional Commissioner, the Regional Coach Administrator and the Regional Referee Administrator. The Regional Registrar shall be responsible for the proper registration of each member in the Region. The Registration for AYSO Region 207 takes place primarily through an online application accessible from the Region 207 web site: www.region207.clubspaces.com.
The Registrar organizes the Walk-in Registration Days that are held for those parents who do not have access to a computer either through their work or at their home or who simply would rather conduct registration in person. Walk-in Registration Days are typically held in July/August, and again in February.
Additionally, payments may be made online through the AYSO Region 207 web site registration payment page. The Registrar also checks the Post Office Box and distributes checks and bills to the Treasurer on a periodic basis once the checks that represent payments have been posted to the player's online account. Throughout the summer and into the last week before the season, some number of refund checks must also be processed. The Registrar must keep a list of refunds and work with the Treasurer to ensure that these refunds are sent to the parents.
Team Parent
AYSO Soccer has always required the support of many adults in order to provide the best possible soccer experience for the children and young adults participating. The Team Manager helps to ease the workload of the team coaches by organizing parents for the following tasks. Every parent on each team should do one of these roles:
* Host team meeting for coaches, players, and parents at the start of the season.
* Prepare and distribute the team roster and snack list.
* Pick up and distribute the team uniforms and return unused uniforms to the uniform coordinator
* Make sure the team shows up on time for Picture Day.
* Find "net parents" to put up or take down nets when the team has the first or last game at the field.
* Find somebody to coordinate season end activities.
* Find someone to administer the team website with team news & updates.
* Have someone take action photos of the team and distribute or post to the team website.
* Liaise administrative needs with Division Commissioner.
Uniform Coordinator
Working with the Purchasing Director, the Uniform Coordinator is responsible for keeping an inventory of all the uniforms the Region has, and ordering new uniforms as needed before the season begins to make sure each team has enough uniforms. During the preseason, it may be necessary to order special sizes depending upon the players on the team. The Uniform Coordinator is responsible for distributing the uniforms to the various divisions prior to the season.
Website Administrator
The Website Coordinator position is responsible for three main areas.
Maintaining the AYSO Region 207 website so that information is current and displayed in a fashion that can be easily navigated by our users.
Support the coaches and parents with website. Support the board with special queries and work to make sure the system remains usable throughout the entire soccer year.