Calendar

Note: this is a rough draft. Please send the webmaster updates.

A few position abbreviations:

RC
Regional Commissioner
RCA
Regional Coach Administrator
RRA
Regional Referee Administrator
CVPA
Child and Volunteer Protection Advocate
SD
Safety Director
Treas
Treasurer
Reg
Registrar
DC
Division Coordinators

Every month

Treas - Prepare financial reports for Board Meeting. Reconcile bank statement. Pay all registration fees within 30 days of entry on eayso.

RC - Post board meeting location and time on web site. Perpare for board meeting and send out agenda. Preside over board meeting. Post minutes on web site. Recruit for all open board positions.

January

DC - Recruit coaches, assistant coaches, referees, assistant referees, team parents.

Reg - Reserve computer center at high school for Feb Spring registration. Post the registration date information on the web site. Recruit 6 volunteers for registration event and 3 for data entry.

Advertising Coordinator - Have Registration Banners updated sometime in the first 2 weeks of Jan. Put up the new Registration Banners 3 – 4 weeks before Feb registration date.

Purchasing Coordinator - register all interested volunteers for section conference.

RCA - Recruit coaches and assistant coaches. Reserve room for the March coaches meeting.

February

Entire board and all interested volunteers attend section conference.

Advertising Coordinator - Order advertisement in Oak Leaves and Wednesday Journal announcing Spring registration. Send flyers to distribute at schools. Send e-mail to Fall players.

CVPA - Attend registration and check photo ID of volunteers. Check the references provided by volunteers.

DC - Attend registration to recruit coaches, assistant coaches, referees, assistant referees, and team parents

Purchasing Coordinator – Select uniforms for next season

RC - Work w/treasurer on next year's budget. Attend registration to recruit board members.

RCA - Attend registration to recruit coaches and assistant coaches. Plan for U12 Coach through Advanced courses. Training should be offered before 1st practice and not later than first game of season . Schedule the instructors, dates, times & locations, and advertise (e-mail and web site) these. Post courses in eAYSO. Order appropriate manuals 30 days in advance, including current edition of Guidance for Referees and Coaches, and AYSO Edition of the Laws of the Game.

Reg - Prepare for registration. Ensure adequate registration supplies. Confirm volunteers and the time, and location of registration event. Confirm volunteers and location for registration data entry.

RRA – Attend registration to recruit referees and assistant referees. Plan referee courses. Order manuals.

Treas - Begin work w/RC on the budget for the next season.

March

Advertising Coordinator - Update the Registration banners for the May registration. Post banners 1 month before first day of registration

CVPA - ensure all volunteers are registered for Spring season and have completed Safe Haven training. Make presentation at coach meeting

DC (Spring) - create teams in eAYSO, assign coaches, assistant coaches, team parents. Supply coaches with their rosters and assign coaches their duties. Create practice and game schedules.

Field Director - Contact the Park District to let them know the start day of the season and discuss the lining of the fields and any other concerns.

Picture Coordinator - Select photo company, negotiate prices and what it includes. Set date & location.

Purchasing Coordinator – Complete Spring uniform order based on the number of teams provided by the DCs. Coordinate with DCs the preparation of the Coach equipment bags making sure the appropriate items and bags are provided for each coach. Uniforms will also be given to each DC; they should check that the correct number of uniforms are included. Attend the Coach meeting to be a resource should there be any problems or questions regarding uniforms.

RC - Begin working on the Regional Assessment Program as soon as it arrives. Give treasurer, safety director, RCA, CVPA, & RRA their portions. Discuss deadline dates to complete specific tasks and check progress monthly or more often if needed.

RCA - Assemble coach packet to distribute at season coach meeting. Plan for and conduct seasonal coach meeting, at meeting: CVPA presents importance of online Safe Haven; Safety Director presents on safety and liability including no one playing without being registered. Work with the CVPA to confirm all coaches have completed Volunteer form. Get coaches to complete online Safe Haven and, where appropriate, U08 and U10 training.

Reg - Order registration kit for Fall season registration. Reserve high school computer center for May, June, and July registration dates. Post registration information on web site. Recruit volunteers for event and data entry

RRA - Have referees complete online Safe Haven. Publicize referee training to potential new referees. Prepare for referee meeting - held during the first week of season. Offer U08 Official, Basic, Intermediate & Advanced referee clinics as needed.

SD - Make presentation at coach meeting. Work with the Fields Director to make sure that the fields and goal posts are safe. Notify the Park District with any problems. Follow up to make sure problem areas have been taken care of. Make sure you have the newest Soccer Accident Insurance information and claim form.

Treas - Arrange to have auditor conduct quarterly audit. Present new annual budget for Board approval, then mail to NSTC as soon as possible – received there 30 days prior to first day of registration.

April

Advertising Coordinator - Hang registration information banners. Order ads in Wednesday Journal, Oak Leaves, and send flyers / email to schools.

DC - Produce Ratings rosters from eAYSO and distribute to coaches. Collect and enter into eAYSO before registration for Fall (late may).

RC - Budget is due to the NSTC 30 days before the first day of next season’s registration. Hold monthly Board meeting. Prepare agenda. What’s working, what isn’t? Go over NAGM voting issues. Make sure to register for NAGM, book flight, and reserve room as early as possible. All board members should update Volunteer Form and turn it in at this month’s board meeting.

RCA - Post coach evaluation solicitation on web site (form and procedures for returning). Verify that division coordinators have collected player ratings and have posted them in eAYSO.

Referee Schedulers - Schedule referees for each game day.

Reg - Recruit 12 volunteers for May and June registration events and 6 for data entry. Get volunteers to register in eAYSO, then grant update access.

RRA - Conduct referee meeting. Conduct or oversee referee training. Schedule or oversee scheduling of referees.

Scorekeeper - contact all coaches / referees to to explain procedures for collecting game scores.

Treas - Post the operating budget on web site. Leave online until next years budget is approved then replace with new budget.

May

CVPA- Should be at all registrations to check volunteer forms for Drivers License number and verify ID photo to volunteer turning in form. Board Members need to fill in volunteer forms.

DC - Attend registration to recruit coaches, assistant coaches, referees, assistant referees, and team parents

Purchasing Coordinator - As equipment bags are checked in, the balls should be counted by size so purchaser can order balls for the beginning of next season. (2-3 balls per coach with at least one being a new one)

RC - Whoever is leaving the board should work hard to find a suitable replacement for himself. Continue work on the Regional Assessment; turn in when completed.

RCA - Attend registration to recruit coaches, assistant coaches.

Reg - make sure you have adequate registration supplies. Confirm the location, time, and date of registration event. Data entry happens immediately after registration in same computer room at high school..

RRA - Attend registration to recruit referees, assistant referees

Referee Schedulers - Schedule referees for each game day.

Treas - make sure to get petty cash, cash box, treasurer stamp for forms (when money & forms are processed), number counter, deposit bags, deposit book

June

Advertising Coordinator - Take down Registration banners. Submit article to Oak Leaves / Wednesday Journal

CVPA - Process volunteer forms; checking the references provided by volunteers. Recruit volunteers for trainer housing.

DC - Attend registration to recruit coaches, assistant coaches, referees, assistant referees, and team parents.

Picture/Banner Coordinator Picture Day-Select photo company, negotiate prices and what it includes. Set date & location.

RC- Continue work on the Regional Assessment. Turn in when complete.

RCA - Attend registration to recruit coaches, assistant coaches. Plan for U12 Coach through Advanced courses. Training should be offered before 1st practice and not later than first game of season . Schedule the instructors, dates, times & locations, and advertise (e-mail and web site) these. Post courses in eAYSO. Order appropriate manuals 30 days in advance, including current edition of Guidance for Referees and Coaches, and AYSO Edition of the Laws of the Game.

Reg - Post late registration information on web site. Ensure adequate registration supplies for late registration. Recruit 4 volunteers for late registration event and 2 for data entry. Get volunteers to register in eAYSO, then grant update access. Ensure adequate registration day workers and data entry workers for late registration.

RRA - Attend registration to recruit referees, assistant referees

July

CVPA - Continue processing volunteer forms; checking the references provided by volunteers. Provide a list of volunteers with completed forms to RRA and RCA. Only those who have completed forms may coach or referee. Make presentation at coach meeting.

DC - Have all coaches, assistant coaches, and team parents register in eAYSO as volunteers (every year). Create teams in eAYSO, assign coaches, assistant coaches, and team parents. Let the Purchasing Coordinator and Field Director know the total number of teams. Generate rosters from eAYSO to be distributed at season coach meeting.

Purchasing Coordinator - Order coach equipment - balls, ball bags, pumps, needles, cones, whistles, lanyards, game planners, (AYSO coach kit?), pinnies. Order field equipment - corner flags, field paint, goals, nets, pegs, warning stickers. Order referee equipment - whistles, cards, match report pads and wallets, and flags. Obtain adequate delivery location(s) for shipment, and volunteer(s) to accept delivery.

RCA - Assemble coach packet to distribute at season coach meeting. Plan for and conduct seasonal coach meeting – review volunteer requirements. CVPA presents importance of online Safe Haven. Safety directory presents on safety and liability, including no one playing without being registered. Work with the CVPA to confirm all coaches have completed Volunteer form. Get coaches to complete online Safe Haven and, where appropriate, U08 and U10 training.

RC - Continue work on Regional Assessment. Turn in when done.

Reg - process drops and late registrations - only as allowed by DCs.

RRA - Have all referees register in eAYSO as volunteers (every year). Have them complete online Safe Haven (once). Plan for and schedule U08 Official, Basic, Intermediate & Advanced referee clinics as needed, reserving location, date, and time, advertising (e-mail, web site), and entering in eAYSO. Order all manuals from the Supply Center 30 days in advance of first date of training. Prepare for referee meeting to be held during the first week of season.

SD - make presention at coach meeting.

Treasurer- Process refund requests for drops. Arrange to have auditor conduct quarterly audit.

August

CVPA – Continue processing volunteer forms; checking the references provided by volunteers. Send forms to NSTC before first practice of season. Provide a list of volunteers with completed forms to RRA and RCA. Only those who have completed forms may coach or referee.

DC - Continue to update if the numbers change. Complete roster sheets and provide to the Coach Administrator for inclusion in the Coach packet. Work with Reg to process late registrations. Create practice and games schedules.

Field Director - Get information from all DCs on number of teams and field requirements. Contact the Park District to let them know how many fields we need, the start day of the season and discuss the lining of the fields and any other concerns (safety and otherwise). Tell DCs which fields Park District has given us.

Purchasing Coordinator – Complete uniform / equipment order based on the number of teams provided by the DCs and referee needs from the RRA. Obtain adequate delivery location(s) for shipment.. Perhaps send uniforms directly to DCs, referee uniforms / supplies to RRA, equipment to storage locker. Get volunteers to accept delivery at storage locker.

RC- Prepare board meeting agenda and mail or email ahead of meeting date. Each board member should report on their respective responsibilities. Identify areas of concern and develop a plan to resolve problem; assign responsibility. Invite your AD and/or SD to your board meeting. Don’t forget to thank your board for their work! Is the Regional Assessment done yet? It is due to your AD on Oct. 1. If it is not completed, work on it at your board meeting this month.

RCA- Conduct or oversee coach training. Ensure all coaches are registered for this year, and have completed Safe Haven and appropriate training.

RRA-Schedule Referee Meeting for week that season begins. Secure location, time, and date. Send out meeting reminder. Order latest issue of Laws of the Game and AYSO Guidance for Referees and Coaches from the Supply Center . Work with the CVPA to confirm all referees have completed Volunteer form. . Ensure all referees and assistant referees have a uniform with a gold jersey. Purchase for referees in U08 and U10 additional secondary jerseys in an alternate color (blue, black, green, or red) to ensure referee can distinguish his uniform from players' jerseys. Conduct or oversee coach training.

SD – Work with the Fields Director to make sure that the fields and goals are safe. Order the Goal Post Safety Stickers from the AYSO store and properly display on every goal post. (RC will work with the Park District to okay this). Check for large holes in the fields and goal mouths that need to be filled in, deep indentations from sprinkler heads (spray orange circle or place a cone on it). Notify Park District of any problems. Follow-up to make sure all problem areas have been taken care of BEFORE the first game of the season. Make sure you have the newest version of the Soccer Accident Insurance information and claim forms. (SAI) Give the Coach Administrator enough copies to give each coach one for inclusion in the Coaches packet.

September

CVPA-All volunteers are registered and form sent to the NSTC by first day of season.

DC - Collect all game scores.

Purchasing Coordinator-Find out from Registrar if number of teams or players per team has changed. Order uniforms as needed.

RCA - Oversee training

RRA - Conduct referee meeting before first game of season. Oversee training

Referee Schedulers - Schedule referees for each game day.

Scorekeeper - contact all coaches / referees to to explain procedures for collecting game scores.

Treasurer- Arrange to have auditor conduct quarterly audit.

October

Entire board - target involved volunteers to gauge interest in attending Section conference. Advertise section conference to all volunteers encouraging all to attend.

DC - Produce player ratings worksheets from eAYSO, and distribute to the coaches. Collect the ratings from the coaches, then enter the data into eAYSO.

RCA - solicit and collect coach evaluations

Referee Schedulers - Schedule referees for each game day.

November

RC - At board meeting discuss How did Fall season go? What worked? What didn’t? What improvements can be made? Find out who will be attending Section Conference. All board members should go, along with all other interested volunteers.

Treasurer – Arrange to have auditor conduct quarterly audit.

December

RC-Make hotel room reservations for Section Conference now. Board Holiday Party held this month. Purchase small gifts item for each board member.