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Region Guidelines

Region 149 Guidelines

Information Center - Rules and Guidelines

1 - PURPOSE
2 - MISSION
3 - DUTIES AND RESPONSIBILITIES OF THE REGION
4 - MEMBERSHIP IN THE REGION
5 - MANAGEMENT OF THE REGION
6 - OFFICERS
7 - INFORMATION ABOUT THE PROGRAM
8 - FINANCIAL, BANKING AND RELATED MATTERS
9 - DISPUTE RESOLUTION
10 - CHANGES IN GUIDELINES
APPENDICES

ARTICLE ONE

PURPOSE

These Standard Regional Guidelines have been adopted by the American Youth Soccer Organization (AYSO) pursuant to the authority granted in AYSO National Bylaw Section 1.03 (a) (6) to provide guidance to the Region in its organization and operation.

Under AYSO National Bylaw Section 1.04 (l) and National Policy Statement 6.1, the Region has the responsibility to operate in accordance with these Standard Regional Guidelines unless the Region has adopted separate Regional guidelines approved by the Region’s Area Director and Section Director.

These Standard Regional Guidelines are subject to AYSO’s Articles of Incorporation, National Bylaws, National Policy Statements, National Rules and Regulations, Section Rules and Regulations, and Area Guidelines (AYSO’s “operating regulations”). Copies of these documents will be made available by the Region upon request and are hereby incorporated by reference as a part of these Standard Regional Guidelines. These Standard Regional Guidelines are meant to enhance and to conform with the operating regulations. To the extent that there may be any contradiction or conflict among these documents, the operating regulations shall prevail.

These guidelines, or such other guidelines as the Region may adopt, must be made available upon request to the members of the Region pursuant to AYSO Bylaw 1.04 (l). The Regional Guidelines will be posted on the Region 149 website located at www.corvallisayso.org.

ARTICLE TWO

MISSION

The AYSO Mission is to develop and deliver quality youth soccer programs where everyone builds positive character through participation in a fun, fair, safe, family environment based on the AYSO philosophies:

Everyone Plays - Our Region’s goal is for kids to play soccer - so we mandate that every player on every team must play at least half of every game.
Balanced Teams - Each year we form new teams as evenly balanced as possible - because it is fair and more fun when teams of equal ability play.
Positive Coaching - Kids win when they are built up, not when they are torn down! We train and encourage our coaches to make the extra effort to understand and offer positive help to our players, rather than negative criticism.
Open Registration - Our program is open to all children between 4½ and 18 years of age who want to register and play soccer. Interest and enthusiasm are the only criteria for playing.
Good Sportsmanship - We strive to create a positive environment based on mutual respect, rather than a win-at-all-costs attitude, and our program is designed to instill good sportsmanship in every facet of AYSO.

The core values guiding AYSO are:

Fun for all!
Education for all!
Ethics for all!
Accessible to all!

The mission is accomplished by our region by providing these essential services:

Coaching and referee programs including quality delivery systems
Quality administrative and operating systems with a support network
Strong financial position
Special network for volunteers, supported by a national staff
Program research and development

ARTICLE THREE

DUTIES AND RESPONSIBILITIES OF THE REGION

The duties and responsibilities of the Region shall be, to the extent permitted by its size and available resources:

To operate and offer a quality youth soccer program to all youth from 4½ through 18 years of age in a safe, fun, fair, positive environment that complies in letter and spirit with the Bylaws, policies, rules, regulations, and philosophies of AYSO;
To maintain good community relations and become involved in youth development and other community activities;
To register with the National Support & Training Center (NSTC) all participating players, coaches, referees and where appropriate, administrators, prior to the commencement of the season;
To assign players and coaches to assure proper balance of teams within each age division within the Region or within a reasonable part thereof;
To obtain and maintain safe playing facilities;
To obtain and be accountable for uniforms, balls, goals and other equipment and to use such equipment in a safe manner;
To schedule practices and games;
To recruit and assign volunteer coaches and referees, and train them through clinics and audio/visual programs;
To disseminate information to the participants, their families and the community concerning the Region and its programs;
To recognize volunteer efforts;
To hold periodic meetings of the Regional Board and disseminate to the participants, their families and the community appropriate information concerning the operation of the Region by the Board;
To publish for the Region and the files of AYSO, and make available to the participants and their families at least annually, financial statements of the Region and guidelines for the operation of the Region approved by the Area Director and Section Director, or in the absence of such guidelines operate the Region in accordance with the Standard Regional Guidelines as are in effect from time to time;
To collect and disburse fees and other monies for the sound financial organization and operation of the Region, to keep and submit to the National Support & Training Center (NSTC), as required, accurate financial records to insure continuation of the tax exempt status of AYSO, to participate in the National Accounting Program and to pay the NSTC prior to the start of the each season the National portion of its registration fees and all amounts due with respect to its purchases;
To elect or appoint, at a minimum, a Regional Commissioner, treasurer, a Registrar, a Secretary, a risk manager/safety director, a coach administrator, a referee administrator, and a Child and Volunteer Protection Advocate (CVPA) ;
To comply with the Soccer Accident Insurance (SAI) plan and to submit insurance claims according to current procedures;
To notify the NSTC immediately of any threatened or actual claim or lawsuit against the Region, its participants, or AYSO;
To implement AYSO’s National programs available to the Region at least once a season;
To cooperate with neighboring Regions, and area, section and development personnel, to promote growth, development and cooperation throughout AYSO;
To participate in area, section and National events and programs; and
To cooperate in policies and procedures developed by the Board or the NSTC with respect to requiring each coach, referee, and other designated volunteers to complete a volunteer form, and with respect to verifying the information obtained, before permitting the coach, referee or such volunteer to participate.

ARTICLE FOUR

MEMBERSHIP IN THE REGION

There shall be three kinds of members in the Region:

Participating Members: those persons serving the Region in a coaching, refereeing or administrative capacity, including the members ("Board Members") of the Regional Board. All coaches, referees and other volunteer positions designated by the AYSO NSTC shall be registered using the appropriate forms prescribed by AYSO.
Playing Members: all registered soccer players (“players”).
Contributing Members: those other persons to whom the Regional Executive Board grants membership to recognize a contribution of value to the Region or to express its gratitude.

The names, addresses and telephone number of all members of the Region, as well as the information contained in the AYSO Executive Member Directory, are private and confidential. Such information and mailing lists may not be disclosed or distributed to anyone, including any vendor or sponsor, without the prior written approval of the National Executive Director.

Region 149 will not sell labels for outside distribution.

The purpose of the team packets is for internal AYSO communication. No information from any outside organizations will be placed in Region 149 team packets for dissemination to players and/or their families.

ARTICLE FIVE

MANAGEMENT OF THE REGION

The Regional Executive Board shall conduct the business and affairs of the Region.
Unless otherwise specifically provided by these guidelines, all decisions of the Regional Board shall be made by a majority decision of the Executive Board Members voting on any such matter; provided, however, that the Regional Commissioner may veto any such decision if the effect of such decision would be to violate any of the National operating regulations. Such veto may be reviewed by the Area Director (the "AD") on request by a 1/3 vote of the Executive Board Members voting on such matter. By a 2/3 vote of the entire Regional Executive Board, any other issue may be put to the participating members of the Region, subject to fair and reasonable voting procedures to be adopted by the Regional Executive Board.
Upon the creation of the Region, the Regional Commissioner shall appoint the initial Regional Board to serve until the next scheduled board meeting, at which time nominations and voting for Board positions will take place.
The Regional Executive Board shall fix, at its initial meeting each year ("Annual Meeting"), the time, date and place of each regular meeting of the Regional Board and send notice of such annual meeting to all participants in the program. In addition, the Regional Commissioner, the Regional Secretary or 1/3 of the Executive Board Members may call a special meeting of the Regional Board on three days' prior notice stating the purposes of such meeting, which notice may be given in writing, by telephone or in person. A majority of the Executive Board Members shall constitute a quorum for the purpose of holding either a regular or special meeting. It shall be the policy of the Region to hold at least one Board meeting in each month during the soccer season and at least one every two months. The Regional Board shall provide for the taking of minutes of the proceedings at each meeting and make them available to the members of the Region. All Regional Board meetings shall be open to all participating members unless the Regional Executive Board or Regional Commissioner, or his/her designee, determines that it is necessary to hold an executive session. An “executive session” is permitted only to review personnel matters, disciplinary matters, or legal matters, and should not be used where a vote upon any issue involving the affairs of the region is taken.
At the Annual Meeting, the Board Members shall be appointed by the Regional Commissioner on the recommendation of the Nominating Commission and with the approval of a majority of the outgoing Regional Executive Board (if any), to hold office for twelve months or until their successors shall have been duly appointed. At least one month prior to the Annual Meeting, the Regional Commissioner shall appoint a Nominating Commission consisting of Executive Board Members and a reasonable number of persons who are not members of the Board, but not less than three in number. Such Nominating Commission shall recruit and recommend board members for the next twelve months and to accept other names of persons to be considered by the Regional Executive Board for such positions. The Nominating Commission shall also publicize to the participating members of the Region the Regional Board positions to be voted upon. Regional Board members need not be parents of players in the Region. This inclusive and democratic process should be followed any time there are board positions to be filled, with the only exception being the appointment of the inaugural regional board (see paragraph 3).
The Regional Executive Board shall constitute a Nominating Commission at least three months, and preferably six months, before the expiration of the Regional Commissioner’s term, or whenever there is a vacancy in the Regional Commissioner position due to death, resignation or removal. Such Nominating Commission may be the same Nominating Commission appointed pursuant to the preceding paragraph. The Nominating Commission shall submit its recommendations of one or more candidates for the position of Regional Commissioner to the Regional Executive Board. The Regional Executive Board shall, by a majority vote, nominate a Regional Commissioner and forward such nomination to the Region’s Area Director as directed by National Bylaw Section 7.03. In the absence of a Regional Executive Board, or in the absence of a nomination by a majority of the Regional Executive Board, the Regional Commissioner will be nominated by the Region’s Area Director. A nominee for Regional Commissioner is subject to approval of the area director, section director and national board of directors and is effective only upon approval of the National Board of Directors. The National Board of Directors has full discretion to approve or disapprove a nominee for a of three years of for a shorter period as it sees fit.
In the event of a vacancy in the position of Regional Commissioner other than at the expiration of the regular term, the Regional Executive Board, including (if available) the outgoing Regional Commissioner, shall recommend an interim Regional Commissioner and submit such recommendation to the Area Director. The interim successor shall remain in office until the completion of the election procedures in paragraph 6.
The Regional Commissioner may serve multiple terms so long as he or she is nominated and appointed as indicated above.
It is the general policy of the Region that the Regional Commissioner will have normally served at least one year on the Regional Board before serving as Regional Commissioner.
It is the general policy of the Region that the Regional Commissioner not serve as a coach or assistant coach, nor hold any other board or staff position in the Region, except with the approval of the Regional Executive Board. Where the Regional Commissioner or other Executive Board Member also serves as a coach or assistant coach, the Regional Executive Board shall, at a minimum, adopt special procedures to insure that decisions affecting the regional commissioner or board member acting in such other capacity are made by other, disinterested Executive Board Members. The Regional Commissioner shall act in all other ways to avoid the appearance of a conflict of interest.
No Board Member or any other participant in the Region shall receive monetary or other compensation for his/her services to the Region, nor may he/she use his/her position to benefit him/her directly or indirectly in any other way, such as a supplier of equipment or camp programs to the Region. Nothing in this paragraph prohibits any Regional board or staff member, or Regional volunteer, from being reimbursed for his or her out-of-pocket expenses incurred for work on behalf of the Region with the approval of the Regional Executive Board.
Any vacancy on the Regional Board may be filled by a majority vote of the then remaining Executive Board Members, though less than a quorum, and the person filling such vacancy shall serve until the next Annual Meeting and until his/her successor has been duly appointed.
Any Board Member (except the Regional Commissioner) may be removed in accordance with Article Nine, paragraph 4 of these Guidelines. The Regional Commissioner may be suspended by the Area Director or the Section Director and suspended or removed only by the National Board of Directors in accordance with Sections 3.07 and 7.03 of the National Bylaws.

ARTICLE SIX

OFFICERS

The Regional Executive Board shall consist of the Regional Commissioner, the Assistant Regional Commissioner, the Regional Treasurer, the Regional Risk Manager/Safety Director, the Regional Coach Administrator, the Regional Referee Administrator, the Regional Child and Volunteer Protection Advocate (CVPA), the Regional Registrar, and the Regional Secretary. The Regional Executive Board may create, designate, appoint, or elect such other non-voting board, or non-voting staff positions including Regional Director of Coach Instruction, a Regional Director of Referee Instruction, a Director of Referee Assessment, Age Division Directors, a Director of Playing Fields, a Youth Player Representative, a Director of Public Relations, a Sponsor Coordinator, a Director of Purchasing, Directors of Special Events, Director of Volunteer Recruitment and Development, and such other positions as the Regional Board may from time to time deem desirable. In addition, there may be such members-at-large as the Board shall create. All members of a regional board understand and agree that they are fiduciaries of, and owe a duty of loyalty to, AYSO, and agree to be bound by its Bylaws, Policies, Rules and Regulations. Region 149 Board Members’ attendance at their own family member(s) game takes precedence over regional duties on game day.

Position descriptions for all positions may be found and downloaded from the AYSO Web site, www.soccer.org or may be obtained by calling the NSTC Supply Center to order the complete list. Every volunteer should have a copy of their position description, and current copies should be kept in the region for succession planning purposes. A brief and general overview of the duties and responsibilities of the region’s current officers follows:

http://www.corvallisayso.org/file-center/regional-board-positions.html

Regional Commissioner

The AYSO volunteer position of 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 these Guidelines, within the framework of the AYSO operating regulations and these Guidelines. The Regional Commissioner’s responsibility and authority shall also include:

Filing on a timely basis the Regional Information Form with the NSTC.
Reviewing on an annual basis these Regional Guidelines and other written Regional operating regulations.
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.
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.
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.
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.
Assisting the Regional Board in the planning and implementation of its policies and programs within the Region.
Overseeing dispute resolution within the Region pursuant to Article Nine of these Guidelines and AYSO operating regulations.
Presiding at all Regional Board meetings.
Keeping the Regional Board informed of actions and decisions on matters of importance.
Attending Area meetings, Section Meetings and caucuses, and the National Annual General Meeting.
Maintaining close liaison with the Area Director and the Section Director, and coordinating all extra-Regional activities through the Area Director.
Submitting a completed Regional Performance Program to the Area Director prior to December 1st of each calendar year.
Making such other decisions and taking actions as may be required to run the Region, within the limits of the Regional budget and these Guidelines.

Assistant Regional Commissioners

Each Assistant Regional Commissioner, if any, 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.

The Regional Treasurer

The Regional 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 Regional 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 NSTC 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 Regional 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 Executive Board. The Regional Treasurer shall be responsible for timely approval by the Area Director and Section Director, and filing with the NSTC the Regional Information Form, the annual budget, and such other information as may be required or requested from time to time by the NSTC and for complying with the National Accounting Program.

The Regional Risk Management/Safety Director

The AYSO volunteer position of regional risk management/safety director is intended to be responsible for all aspects of the region’s safety and oversee the equipment, nets, fields, and clean-up for fields of the region. The Regional Risk Management/Safety Director shall be responsible for administering the AYSO Soccer Accident Insurance (SAI) plan and liability insurance program for the Region. The Regional Risk Management/Safety Director shall also be responsible for obtaining liability insurance certificates for all facilities used by the Region. The Regional Risk Management/Safety Director shall make provisions for the distribution of AYSO’s informational flyer on the SAI plan to each player’s family. The Regional Risk Management/Safety Director shall handle all reports of accidents and/or SAI claims for such programs.

The Regional Risk Management/Safety Director shall also ensure the safety of all participants in the Region by inspecting all field equipment, goalposts and fields to ensure they are in safe condition. The Regional Risk Management/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/ Safety Director shall also be responsible for advising Regional participants of approaching dangerous weather and other potentially unsafe conditions which may exist at the locations where games are played.

The Regional Risk Management/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.

The Regional Coach Administrator

The AYSO volunteer position of regional coach administrator is intended to administer a quality coaching program within the region.

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 or other team player trainer complete a volunteer application form in accordance with the NSTC’s applicable policies and guidelines. In accordance with the NSTC’s applicable policies and guidelines the Regional Coach Administrator shall also take reasonable measures to verify the information contained in the volunteer application forms by checking references and making other appropriate inquiries before permitting such volunteer to participate.

The Regional Coach Administrator shall nominate for appointment by the Regional Executive Board a Regional Director of Coach Instruction to assist in planning and implementation of coaching orientations, clinics and other training programs, and to coordinate such efforts with area and/or section staff.

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.

The Regional Referee Administrator

The AYSO volunteer position of Regional Referee Administrator is intended to implement, monitor, and maintain the AYSO National Referee Program including program delivery, staff development, communication, and coordination at the regional level.

The Regional Referee Administrator shall be responsible for the recruiting, training and supervising of all referees in the Region. The Regional Referee Administrator shall require that each referee, assistant referee, and youth referee complete a volunteer application form in accordance with the NSTC’s applicable policies and guidelines. The Regional Referee Administrator shall also take reasonable measures to verify the information contained therein by checking references and making other appropriate inquiries before permitting such volunteer to participate.

The Regional Referee Administrator shall nominate for appointment by the Regional Executive Board a Regional Director of Referee Instruction to assist in planning and implementation of referee and assistant referee orientations, clinics and other training programs in accordance with the AYSO National Referee Program and to coordinate such efforts with area and/or section staff.

The Regional Referee Administrator shall nominate for appointment by the Regional Executive Board a Regional Director of Referee Assessment to assist in administering the certification component of the AYSO National Referee Program and to coordinate such efforts with area and/or section staff.

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 be responsible for the scheduling of referees and assistant referees within the Region, or delegate such task to another responsible volunteer or assistant and coordinate such efforts with the Region’s scheduler of games

The Regional Child and Volunteer Protection Advocate (CVPA)

The AYSO volunteer position of regional Child and Volunteer Protection Advocate (CVPA) is intended to oversee the child and volunteer protection program in the region in accordance with the AYSO Safe Haven program. Additional duties and responsibilities of the CVPA are included in the Safe Haven and Volunteer Application policies appended to these Regional Guidelines.

The Regional Secretary

The Regional Secretary, if any, shall take minutes at all meetings of the Regional Board and general meetings of the Region and shall be charged with sending out all general correspondence and notices for the Region. The Regional Secretary shall be responsible for publishing the minutes to the Regional Board and for sending a copy of the minutes to the Area Director after they are approved. A copy of the approved Regional Board meeting minutes, excluding those items pertaining to an Executive Session, may be posted each month on the Region 149 website. The Regional Secretary shall ensure that these Regional Guidelines are reviewed annually and a copy is permanently posted on the Region 149 web site, www.corvallisayso.org .

The Regional Registrar

The Regional Registrar, if any, shall be responsible for the planning and implementation of the annual registration of players, and coordinate such efforts with the Regional Commissioner, the Regional Director of Public Relations, the Regional Coach Administrator and the Regional Referee Administrator, and the CVPA. The Regional Registrar shall be responsible for the proper registration of each member in the Region on the appropriate official AYSO registration forms or by data on floppy disks and the mailing of such forms or floppy disks to the NSTC prior to the first practice and first game of the season, and in no event later than March 1st of the spring season and September 1st of the fall season. The Regional Registrar shall also distribute the appropriate copies of such forms as required, collect registration fees, and shall turn over such fees to the Regional Treasurer in a timely fashion.

Additional Regional Officers

The Regional Executive Board may, when determined appropriate or necessary due to the Region’s size or geography, appoint additional non-voting Board Members including, but not limited to, the following:

The Regional Director of Coach Instruction

The Regional Director of Coach Instruction implements, monitors, and maintains the AYSO Coach Training Program at the Regional level. The Regional components are the annual orientation of all coaches and assistant coaches, the Region’s Coaching Certification and Licensing Programs, and all AYSO training and clinics for coaching staffs up to and including the Youth Coach Course. The Regional Director of Coach Instruction obtains the course guides from AYSO NSTC or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach. The Regional Director of Coach Instruction works together with the Area Director of Coach Instruction to meet the ongoing training needs of the Region’s coaches and assistant coaches.

The Regional Director of Referee Instruction

The Regional Director of Referee Instruction shall implement, monitor, and maintain the AYSO Referee Training Program at the Regional level. The Regional components are the Regional Referee Course and the Assistant Referee Training Course. The Regional Director of Referee Instruction obtains the course guides from AYSO NSTC or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach. The Regional Director of Referee Instruction works together with the Area Director of Referee Instruction to meet the ongoing training needs of the local referees, assistant referees and youth referees.

The Regional Director of Referee Assessment

The Regional Director of Referee Assessment shall implement, monitor, and maintain the AYSO Assessment Program at the Regional level. The main Regional component of such program includes arranging with the assistance of the Area Director of Referee Assessment for the assessments of Regional referees seeking improvement and upgrade to a higher certification level. The Regional Director of Referee Assessment shall also establish an ongoing Observer-Friend Program to provide for mentoring of new referees by experienced referees.

Girls’ Program Coordinator

The Girls’ Program Coordinator shall serve as a liaison between the Regional Commissioner and the Age Division Directors or Managers, if any, for the operation of their all girls’ divisions, including the supervision of the division of the girls into balanced teams, and the arranging and scheduling of practices and games for such girls’ divisions.

Boys’ Program Coordinator

The Boys’ Program Coordinator shall serve as a liaison between the Regional Commissioner and the Age Division Directors or Managers, if any, for the operation of their all boys’ divisions, including the supervision of the division of the boys into balanced teams, and the arranging and scheduling of practices and games for such boys’ divisions.

VIP Program Coordinator

The VIP Program Coordinator, if any, shall serve as a liaison between the Regional Commissioner and the parents or guardians of children eligible to play in the Region’s or Area’s VIP program for special children with physical or mental disabilities or challenges. The VIP Program Coordinator’s responsibilities shall include the supervision of the division of the VIP players into balanced teams, and the arranging and scheduling of practices and games for such VIP play.

Team Parent Coordinator

The Team Parent Coordinator, if any, shall serve as a liaison between the Regional Commissioner, Regional Coach Administrator and other Regional board and staff members and the individual Team Parents. The duties of the Team Parent Coordinator may include distributing information to the coaches, players and families of AYSO players through the individual Team Parents, and assisting Regional Board and staff members distribute team and individual photos, fundraising materials and awards or certificates to the players.

Youth Player Representative

The Youth Player Representative, if any, must be a registered AYSO player within the Region and shall attend meetings of the Regional Board of Directors to provide the viewpoint and insights of the players of the Region and represent the players on matters being discussed or voted upon by the Executive Board.

Fundraising Coordinator

The Fundraising Coordinator, if any, shall serve as a liaison between the Regional Commissioner, the Age Division Directors or Managers, if any, and the Team Parent Coordinator, if any, with the vendor providing fundraising products or services for the planning and implementation of any Regional fundraising activities outside of sponsorships and registration fees. The Fundraising Coordinator shall also supervise the collection of any fundraising monies and transfer the same in a timely fashion to the Regional Treasurer, and the collection and return of any unsold fundraising products to the vendor providing such products. The Fundraising Coordinator shall be responsible for obtaining information about, and for compliance with, any and all local laws or regulations which may be applicable to the Region’s fundraising activities.

Snack Bar/Regional Sales Coordinator

The Snack Bar/Regional Sales Coordinator, if any, shall serve as a liaison between the Regional Commissioner and Regional Board and the vendor(s) supplying food, concessions or other products for sale at the Regional playing fields. These activities may include operating a concession stand or snack bar, and acting in conjunction with the vendors supplying AYSO official logo products for sale and distribution at the Regional level to the parents and children in AYSO.

Age Division Directors or Managers

The Age Division Directors or Managers, if any, shall be responsible for the operation of their respective divisions, such as the division of the players into balanced teams, and the arranging and scheduling of practices and games for such divisions.

The Director of Playing Fields

The Director of Playing Fields, if any, shall be responsible for obtaining and maintaining the playing fields. He/she shall ensure that goalposts, nets and corner flags are provided for each game, that they are put up before the first game of any day and taken down after the end of the last game of such day and properly secured at all times. He/she shall also ensure that the fields are properly lined. He/she shall also assist the Regional Risk Management/Safety Director in maintaining the playing fields in a safe condition.

The Director of Public Relations

The Director of Public Relations, if any, shall be responsible for the dissemination of information concerning Regional activities, the preparation of a Regional newsletter, the relations between the Region and the community and for the promotion of Regional activities through the media.

The Sponsor Coordinator

The Sponsor Coordinator, if any, shall be responsible for the obtaining of sponsors for Regional events and the proper acknowledgment of such support.

The Director of Purchasing

The Director of Purchasing, if any, shall be responsible for the purchasing of uniforms and equipment for the Region.

The Director(s) of Special Events

The Director(s) of Special Events, if any, shall be responsible for organizing and running any one of or all special events and activities of the Region approved by the Regional Executive Board.

The Director of Volunteer Recruitment and Development

The Director of Volunteer Recruitment and Development, if any, shall be 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.

Statistician/Scheduler

The Statistician/Scheduler, if any, shall be responsible for scheduling games and other Regional activities in cooperation with the Regional Commissioner and other Regional board members. The Statistician/Scheduler shall also assist in gathering statistical information of interest to the Region.

Tournament/Soccerfest/Post Season Play Coordinator

The Tournament/Soccerfest/Post Season Play Coordinator, if any, shall be responsible for working with the Regional Commissioner and the Regional Board in the planning, implementation and supervision of participation in Regional tournaments, soccerfests and other post season play opportunities for Regional players outside the primary regular season program.

Indoor Soccer Coordinator

The Indoor Soccer coordinator, if any, shall be responsible for working as a liaison between the Regional Board and the Facilities where AYSO players may play off-season soccer indoors, and oversee the registration of players, scheduling of games, collecting fees, and other duties as needed to provide a venue for the players.

Newsletter Coordinator

The Newsletter Coordinator, if any, shall be responsible for working as a liaison between the Regional Board and the printer of the Regional Newsletter, and gathers items if interest to/about the Region, writes related articles, creates the Newsletter layout and oversees the production and distribution of the newsletter.

Yearbook Coordinator

The Yearbook Coordinator, if any, shall be responsible for working as a liaison between the Regional Board and the vendor contracted to provide for the Region’s yearbook.

Photo Day Coordinator

The Photo Day Coordinator, if any, shall be responsible for working as a liaison between the Regional Board and the vendor contracted to provide pictures for Regional teams and players, including the scheduling of teams at the site(s) selected for the photography sessions.

Data Coordinator

The Data Coordinator shall be responsible for creating, updating and maintaining a database to record the players and volunteers, and associated assignment and qualification information, to provide for the orderly management of the Region. The Data Coordinator shall provide timely reports to Regional Board members upon request, as well as data documents required by NSTC.

Webmaster

The Webmaster shall be responsible for creating, updating and maintaining a website for the region, and working closely with board members to assure that timely and appropriate information is available on the website to inform participants of the region. Currently the Region 149 website address is www.corvallisayso.org.

ARTICLE SEVEN

INFORMATION ABOUT THE PROGRAM

Team Assignments

Team assignments of players shall be made by those persons delegated such task by the Regional Executive Board. Retention of players on any team shall be limited to the head coach's child(ren). Otherwise there shall be no automatic retention of players on any specific team or with any specific coach from the previous season. Every attempt shall be made to balance the skill level of teams within each division. Once teams are formed, no transfer of any player from one team to another may be made without the approval of the parent or guardian, the Boys or Girls Coordinator, the Regional Commissioner and the coaches of both teams involved. In the case of inter-Regional play no transfer of any player from one team to another, after such teams are formed, may be made without the additional approval of the Area Director and, if affecting section play, the Section Director.

It is the policy of Region 149 that teams be balanced to the best of this region’s ability to do so. To accomplish this end many hours are spent to balance each team within each age group at each location. Therefore, requests to change a player’s team assignment from one team to another cannot be honored because to do so would result in teams that are not balanced with respect to player’s abilities or to numbers of players per team. If a player is assigned to a team which in not the first choice as to location, notice of this should be made on the subsequent year’s registration form. Region 149 will attempt, to the best of our ability, to insure that no player be assigned to a location not of his/her choosing in two consecutive years.

Region 149 follows the National Guidelines and does not allow any player to play in a younger division than designated by the player’s age. If a parent desires to have his or her child play in an older division, that request must be made in writing to the Executive Board.

During Spring registration, to be held in February, players will be added, as space is available on teams until the Monday that practice begins. As additional uniforms cannot be ordered after that date, registering new players will then be dependent on availability of uniforms. The Board will begin a waiting list at spring registration and will add players to teams as the Board is notified of players dropping. Players may be added until the first game of the spring season, if uniforms and space are both available. If team size is equal to or below the number of players on the field, the team may add players from (first) the waiting list or (second) recruitment.

For post-season play, if more than one team is formed in a given age level, those teams will be balanced. All players are to be allocated a minimum of a half of a game playing time while they are members in good standing of the team. AYSO does not condone limiting children to playing one sport. Coaches must make an effort to accommodate other commitments when requiring practices and game attendance.

Registration Fees; Refunds

The registration fee for each player participant shall be fixed annually by the Regional Executive Board. The fee for the current season shall be posted on the Region 149 website. The Regional Executive Board may by specific grant or scholarship, or by Regional policy, waive such registration in whole or in part with respect to any participant if such fee would create a hardship for such participant or his or her family. Any player who withdraws from the program prior to participating in the first game of the season shall be entitled to a refund of such registration fee. In exceptional circumstances, the cost of the uniform (if it cannot be reused) or other specific non-recoverable costs may be deducted from the refund.

Eligibility

All boys and girls, between the ages of 4½ and 18, based on their age as of July 31st of the year in which the season begins, (unless a different season date is established by the Region and approved by the Area Director and Section Director), shall be eligible to register for the program, subject to field availability, volunteer support, AYSO operating regulations, and such rules as may be issued by the Regional Board. It is the duty of the region to assure that only eligible players are permitted to register and play.

Length of Season and Cancellation of Games

The season shall be of such duration as determined by the Regional Executive Board, as set forth in the Regional Calendar. Inclement weather or poor field conditions may necessitate from time to time the postponing or canceling of games. Any such postponement or cancellation will be made at the discretion of the Regional Commissioner or the Regional Risk Management/Safety Director as early as practical before game time. Once the game begins, only the referee in charge of the particular soccer field may suspend or cancel the game, except that the regional commissioner or designee may suspend or cancel games due to inclement weather or other conditions that may warrant such action.

Attendance and Participation

Every player shall be entitled to play at least half of every game. Moreover, it is the policy of the Region to encourage each coach to (a) play each player at least three quarters of every game, wherever possible, and (b) to allow different players to start the first quarter of each game. Each player is strongly urged to attend every team practice. Any player who misses practices regularly may have his/her playing time limited to one-half (but not less than one-half) of a game.

Region 149 has no requirement limiting the amount of time any player can play as goalkeeper.

Substitutions during the game: Substitutions will be conducted in accordance with National AYSO rules and policies. Substitutions shall be made only at the game quarters. The only exception shall be when a player is removed from play due to an injury, a substitution may be made to replace the injured player. Players coming on the field may be recognized by the referee before entering, and must enter and leave at midfield. It is the responsibility of the coach to make certain that all players participate on the field at least 50% of the game.

If a team does not have sufficient players at game time, other AYSO registered players from the same or lower division may be used, provided that the coach is either in possession of a copy of the player’s emergency contact form, or the player’s parent or guardian is present.

If a player has attended neither practices nor games for four consecutive weeks, the team parent will contact the family to determine whether this absence is due to an excused problem. Reasons for excused absence are: illness, injury or family circumstances which preclude attendance. If the absence is not excusable the team parent will forward the player’s name to the Executive Board and the Executive Board will drop the player from the roster. No refunds will be issued.

All players shall be insured of playing at least one half of game time of each game attended. It is the policy of Region 149 that players playing time be equalized to the best of the coach’s ability with the exception that a coach may limit playing time to one-half of the game if needed for disciplinary or motivational purposes. These purposes must be clearly explained to the player each time he/she does not receive equal playing time with other players during a game.

Protests

No protest of games shall be permitted. However, coaches are encouraged to file with the Regional Referee Administrator a written report within 48 hours after a game of any misapplication by a game referee of the Laws of the Game or rules and regulations. This procedure shall not be used as a means of complaining of, or criticizing, any judgment call of a referee or assistant referee. If, after investigation by the Regional Referee Administrator, it is found that a law, rule or regulation was misapplied, such referee shall be so informed in order to ensure that no further misapplication occurs.

Conduct during Games

The highest standards of conduct and good sportsmanship must be maintained at all times by players, coaches, referees, spectators and all other participants. Offensive, insulting or abusive language or behavior is forbidden. The use of alcohol, tobacco products or illegal drugs in the vicinity of the playing field during practices or games is strictly forbidden. Any criminal act on or near the playing field will result in prosecution to the full extent of the law, and will cause immediate exclusion from any further participation in Regional activities pending Board action.

All participants must wear the official uniforms provided for all games and dress in them in a neat, clean manner. The use of shin guards is required at all practices and games.

Coaches are expected to be positive and set the best possible example for the participants. Excessive coaching from the sidelines shall not be permitted, and the function of the coach should be to provide encouragement and a positive direction. The coach may enter the field of play only with the consent of the referee and may coach only within 10 yards in each direction from the half-way line of the field (in no event in either of the penalty areas or from behind the goals).

Spectators at games must remain behind the spectator control line (three yards from the sideline) and between the penalty areas and their vocal efforts should be limited to positive compliments to the participants. Spectators are expected at all times to act positively around players and to demonstrate respect for opponents, officials, and all other volunteers. Under no circumstances should they attempt to coach or address remarks derogatory to players, coaches or the referee.

At the end of the game, the players on each team shall line up and shake hands with the players of the opposing team and thank the referee and assistant referees.

Discipline shall be up to the referee at each game. The referee shall have the power and authority to caution and send off players and coaches (as well as spectators, in the case of outside interference) from the playing area, or terminate the match if necessary, if their conduct violates the Laws of the Game, these Guidelines or otherwise interferes with the course of play. No appeal of disciplinary action taken by a referee shall be allowed.

A player or coach who is sent off (red card) or cautioned (yellow card) may be subject to additional disciplinary action (e.g., parent conferences, game suspensions, expulsions) at the discretion of the Regional Executive Board upon thorough review of the incident following the procedures outlined in Article 9 (Dispute Resolution). A coach, assistant coach or spectator who is sent off or cautioned may also be subject to similar or additional disciplinary action at the discretion of the Regional Executive Board upon thorough review of the incident following the procedures outlines in Article 9 (Dispute Resolution). The Regional Executive Board may adopt an automatic additional one game suspension for any participant who is sent off the field by a referee for a disciplinary reason.

Refreshments at Games

It shall be the responsibility of each team to supply its own refreshments. It is suggested that the best kind of refreshment is cool water. It is the responsibility of the coach and team parent participants to assure the absence of any drug, stimulant or other harmful substances in any refreshment given to any player.

Parental Participation

As AYSO is an “all-volunteer” Organization, each parent or guardian who has a player in the Region shall be strongly encouraged to volunteer his or her valuable time and services in some way. The Region shall not reduce or eliminate the player fee based upon voluntary work done by a participant's parents or guardians and shall not charge an additional fee to those parents of players who do not volunteer their services or who do not donate funds to the program. No fee distinction shall be made based upon parental or player participation in Regional fundraising activities. Region 149 does not condition the registration of a player based upon any requirement of volunteer participation by a parent or guardian. Each team must provide a coach, assistant coach, two referees, a team parent, and a registration volunteer.

Facilities

It shall be the responsibility of both teams for the first game each day to set up the goalposts and nets and both teams for the last game of each day to take down the goalposts and nets. Each team should have designated volunteer(s) for field set-up/take down. Each field shall be lined under the direction of the Regional Commissioner and/or the Director of Playing Fields, and each group of fields shall be provided with a first aid kit. No trash should be left at the facility except in designated containers.

Sponsors

The Region encourages local businesses and individuals to support its program. Suitable recognition shall be given to them. Contributions are strongly encouraged to be made to the Region rather than to a particular team. All such contributions are considered charitable contributions and are deductible for U.S. tax purposes, subject to the applicable limitations in the Internal Revenue Code. It is the responsibility of any sponsor to comply with the Internal Revenue Code and AYSO will give no opinion on whether a particular donation is or is not deductible.

Equipment

The Region shall make arrangements to supply each player with a shirt with the original AYSO logo properly affixed thereto and, if possible, a pair of socks, and shorts. Each player is expected to provide his/her own appropriate footwear and shin guards. No player may participate in a game without such shirt, socks, shorts, appropriate footwear and shin guards. Players may not wear jewelry of any kind (including chains, watches, body jewelry and earrings), bandannas or other ornamentation or anything else that is likely to cause risk of injury to himself or herself or to other players during the game.

Medical information bracelets should not be removed, but must be padded and taped to the player’s skin.

Prescription eyeglasses may be worn, but must remain firmly on the wearer’s head or restrained by a strap. Non-prescription eyeglasses and sunglasses are not permitted to be worn by a player during a game.

Hard casts (including padded casts), splints, helmets and hard padding are not permitted to be worn by a player during any game or practice. Players with permanent orthodontic braces are strongly encouraged to wear mouth guards.

Region 149 has the following rules on player equipment allowed (adapted from the national AYSO guidelines). The referee shall check before each game is to make sure that all players conform to these rules. These rules are for the child’s safety and that of all players and referees on the field. Any exception, for medical, religious or other extraordinary reasons, requires a written waiver, signed by the Regional Commissioner, which must be shown to the referee on the field. Referees may also refuse to permit other items not listed here if, in their opinion, those items are dangerous.

Head

NO hair barrettes or hard fasteners (straps, combs, etc.).NO "pony tail holders" (elastic bands with hard plastic balls). Plain elastic fasteners, rubber bands, Scrunchies (cloth-covered elastic) are OK as long as they do not contain hard objects. Headband OK (cloth only). Long hair should be tied back or up. Glasses - prescription only, retaining straps strongly encouraged but not mandatory. Safety or sport glass are strongly encouraged; metal rims are discouraged. NO sunglasses, except for prescription. NO external head or neck gear (goalkeeper may wear a soft-brimmed hat; referee judges acceptability). NO dental retainers with protruding wires (must be removed before match begins). Molded retainers without wires are OK. Orthodontic braces are OK. A sports mouthpiece is allowed.

Jersey

Team jersey must be worn. Another shirt or sweatshirt (long or short sleeve) under jersey is OK. Cannot be the same color as other team jersey. Referee judges if color is acceptable. NO hooded shirts are allowed, unless the hood is securely tucked under the jersey and will not come loose during play.There must be 5 different jersey colors, and only 5 colors, on the field:
Team A goalkeeper, everyone else on Team A, Team B goalkeeper, everyone else on Team B, Referee.

Shorts

Non-regulation shorts are OK, but only if color matches team's shorts to referee satisfaction. "Bike pants" (tight-fitted stretch shorts) or sweatpants may be worn under regular shorts if they are of the same color as the shorts and do not cover any part of the shin guard or socks. NO knee pads except goalkeeper (soft pads only).

Legs

Team socks must be worn. Shin guards are required [Law IV(2)]. Shin guards are to be put on first, then the socks, which must completely cover the shin guard. Knee braces are permitted, provided the brace is adequately covered and padded so as to eliminate the possibility of its causing injury to other players. The knee brace should be one designed specifically for use in sports, and may not pose a potential hazard to the wearer or any other player.

Feet

Shoes are required. Cleats are recommended and should be FIFA-approved, without a single cleat at the toe (i.e., baseball/football shoes are illegal unless modified to remove toe cleat). Screw-in cleats are permitted if they meet FIFA requirements regarding size, shape, and method of attachment; a sharp edge or protruding metal core is not permitted. Turf shoes and sneakers are OK. In the younger age groups (Under 10 and below), remind players to tie shoes and suggest double knots.

Jewelry

NO earrings, at all, period. Earrings must be removed before the child can play - padding/taping is not an acceptable substitute. NO necklaces. NO hard bracelets (metal, plastic, beads, leather, anything that could cut or bruise). This includes "Medic-Alert" bracelets, which should be held by the coach or parent during the match, or taped to the skin. Cloth or string ("friendship") bracelets are OK if not loose enough to be caught or snagged (referee judgment; if loose, they can be taped or removed). NO rings or watches. NO body jewelry, such as nose rings/studs, eyebrow rings/studs, tongue rings/studs, etc.NO pins or pin-on buttons.

Other

NO casts or splints, at all, even if taped or wrapped in foam rubber. This applies even to plastic and Velcro strap-on casts.

ARTICLE EIGHT

FINANCIAL, BANKING AND RELATED MATTERS

Budget; Financial Statement

The Regional Board shall adopt an annual budget which provides the basis for setting player registration fees. At the end of each season, the Regional Board shall cause to be prepared a statement of income received and amounts expended in connection with the program. Such statement shall be made available for review by the parent or guardian of each player, and a copy shall be made available upon reasonable request.

Account Signatories

All checks drawn on the Region's bank accounts shall bear two signatures, one of which must either be the Regional Treasurer's or the Regional Commissioner's. Additional signatories must be authorized by Regional Executive Board action. Two signatories from the same household shall not be allowed. There must be at least three signatories on the Regional bank account.

Transfer of Funds

All funds received by the Region, whether from fees, gifts or otherwise, must be deposited into the Region's checking account, from which all expenses and disbursements must be paid. All funds transferred in or out of the Region's savings account must be transferred from or to the Region's checking account. No Regional expenses or reimbursements are to be paid from monies collected which have not first been deposited into, and accounted for within, the Regional bank account.

Cash Handling Procedures

The Regional Treasurer in cooperation with other Regional board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional assets, especially in regard to cash receipts and cash disbursements. Such internal control procedures shall include the following:

Funds withdrawn for “cash box change” must be deposited back into the Regional bank account on the same day, or the first banking day thereafter.

All registration fees collected in cash and checks must be reconciled to the bank deposit slip and the AYSO registration forms.

Arrangements should be made to have the cash received deposited into the Regional bank account on the same day such cash is received, or the first banking day thereafter.

When handling a significant amount of cash monies, at least two Regional volunteers should be present.

Receipt Procedures

The Regional Treasurer in cooperation with other Regional board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional assets, especially in regard to receipts for monies received. Such internal control procedures shall include the following:

A cash receipt book must be used to record all payments received on behalf of the Region in cash. The original cash receipt for each transaction must be given to the payer, and the copy kept in the cash receipt book. All cash receipts must be signed or initialed by the volunteer completing the cash receipt form.

The cash receipt book must be reconciled to the bank deposit slip.

A volunteer accepting payment for registration fees should note upon an available portion of the player registration form: (a) the amount of the payment received; (b) whether such payment was made in cash or by check; (c) the check number (if paid by check); (d) the date such payment was received if different from the date of the parent or guardian’s signature on the player registration form; (e) the names of any other family member players for whom the payment was received; and (f) the initials of the volunteer receiving such payment.

Immediate Accounting to Regional Treasurer

The Regional Treasurer in cooperation with other Regional Board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional assets, especially in regard to the immediate accounting to the Regional Treasurer for monies received, checks written upon the Regional bank account, invoices received for accounts payable by the Region, and requests for reimbursement to Regional volunteers for out-of-pocket expenses incurred on behalf of the Region. Such internal control procedures shall include the following:

No one should sign a Regional check in blank or which contains any item to be filled in later.

No one should sign a Regional check without verifying the expense by examining the invoice or request for reimbursement.

No requests for reimbursement to Regional volunteers shall be honored without a written request signed by such volunteer, itemizing the out-of-pocket expenses incurred, and with supporting receipts or other documentation attached.

All bills and invoices received for payment by the Region must be forwarded to the Regional Treasurer for payment, if not already paid, within five (5) days of the receipt.

The Regional Treasurer must be notified of any checks written on the Regional bank account without his or her knowledge within 48 hours of the issuance or delivery of such check for payment of any Regional expense.

All bank withdrawal transactions and Regional checks shall be noted with the appropriate National Accounting Program (NAP) code denoting the purpose for such transaction

Immediate Deposit Procedures

All fees collected on behalf of the Region for registration, sponsorships, fundraising, and donations or for any other purposes shall be deposited immediately after being reconciled with the appropriate cash receipt book, registration form, and/or bank deposit slips.

Under no circumstances may any person accept on behalf of the Region any post-dated check or agree to hold any check for deposit on a later day.

Monthly Bank Reconciliations

All Region accounts shall be reconciled by the Regional Treasurer and his/her reconciliation shall be verified by another Board Member who is not authorized to sign on the accounts. The reconciled statement(s) and copy of bank statement must be presented to each Executive Board member at their regularly scheduled meeting.

Credit/Debit Card Transactions

If credit/debit cards are accepted, all required accounting shall be performed and submitted on the first banking day after each credit/debit card transaction.

Audits

The Executive Board may order an audit of the Regions financial records at any time. Region 149 at all times shall cooperate with, and respond to, inquiries by the area auditor and section auditor.

ARTICLE NINE

DISPUTE RESOLUTION

General Policy

It is the policy of the Region to resolve all disputes involving participants in the Region in an amicable way if possible. Compromise should be emphasized whenever possible, and personality conflicts should be avoided. If disciplinary action is found to be necessary, it is the Region’s policy to take only the minimum action necessary. All means available should be taken to avoid legal action.

It is the policy of the Region to avoid punishing the players for the conduct of the parents except when there is no other solution (e.g., where a parent cannot or will not cease his or her disruptive behavior).

It is the policy of the Region to avoid wiping out years of good memories of AYSO and good service to AYSO, and that suspension or removal procedures are to be used only as a last resort. Voluntary resignation is preferable to a suspension or removal procedure.

It is the policy of the Region to avoid publicizing the suspension or removal proceedings beyond those persons who need to know, and to respect the privacy of the individuals involved. However, the Regional Commissioner or Regional Board should notify the Area Director, the Section Director, the NSTC or members of the AYSO Legal Commission of the pending proceedings pursuant to the operating regulations, and must comply with all applicable regulations and laws requiring suspension, abuse and similar events.

General Due Process Procedures

Disputes involving day-to-day activities of the Region should first be addressed and resolved, if possible, by the appropriate Board Member in charge of the activity and/or then by the Regional Commissioner, and then by the Regional Executive Board, if necessary. Disputes arising out of game conduct which may require additional disciplinary action should first be addressed and resolved, if possible, by the Regional Referee Administrator and/or then by a disinterested Hearing Committee appointed by the Regional Commissioner and/or then by the Regional Executive Board, if necessary. All complaints received from any source regarding inappropriate or abusive action or behavior which is contrary to AYSO policies or AYSO philosophy shall be reported to the Regional Commissioner and the CVPA for investigation. At each board meeting, the CVPA shall briefly report on the nature and extent of complaints filed since the last board meeting, without revealing the identities of the parties involved.

If it is determined that it may be necessary that a person involved in the Region needs to be disciplined, or that his or her participation in the Region should be limited or terminated, the Regional Commissioner shall immediately call a special meeting of the Regional Executive Board to review the facts of the case and determine the appropriate course of action. If it is determined that disciplinary action is appropriate, the Regional Commissioner or the Regional Executive Board shall give notice in writing to such person of such intention. Such notice shall specify the action to be taken and the reasons therefore. Such notices shall further notify such person that he or she, upon request, will be given a reasonable opportunity to explain why such action should not be taken. Such opportunity to respond may be in person at a hearing, by telephone or in writing. The Regional Commissioner or Regional Board may appoint a disinterested Hearing Committee of neutral persons to consider such discipline. After such opportunity to respond has been given, the Regional Commissioner, Regional Executive Board, or Hearing Committee shall make its determination and announce it in writing to all persons concerned.

Suspension

The Regional Executive Board, or the Regional Commissioner with approval of a majority of members of the Executive Board, may suspend a person involved in the Region from further involvement in the program on notice (by telephone, fax, writing or in person) if there is found to be an imminent danger to the program by his or her continuing involvement, or if a crime has been alleged to be committed by such participant. Such a suspension must be followed by a disciplinary hearing described in Paragraph Two, above. A suspension is considered to be temporary in nature, and such suspension may be removed or set aside by a majority of the Regional Executive Board at any time.

Removal

The Regional Executive Board, or the Regional Commissioner with approval of a majority of members of the Executive Board, may remove a person (whether or not suspended) involved in the Region, including a Regional Board Member, from further involvement in the program. Such removal may only be made upon prior notice and after a determination is made that removal is appropriate, as the result of a disciplinary hearing described in Paragraph Two, above. Such removal is only permitted when there is found to be (a) a violation of the National Bylaws or of the rules, regulations, policies or philosophies of AYSO or (b) conduct which disrupts the Region's or AYSO's activities or programs.

Hearing Procedures

The disciplinary hearing shall be held at a neutral location. The hearing procedures shall be communicated to and understood by all parties prior to the commencement of such hearing. All interested parties are to be informed of the date, time and location of such hearing.

A person who has a direct interest in the outcome of the matter shall not participate in any stage of the procedure. In the event the Regional Commissioner has a direct interest in the outcome of the matter, any authority herein to be exercised by the Regional Commissioner shall be referred to the area director. A person has a direct interest in the outcome of the matter if that person’s conduct is in any way called into question by the events, or if that person is a witness to the events, has a familial relationship with any person involved in the matter, has a financial interest in the outcome, or whose judgment, for any reason, cannot be unbiased and neutral.

Depending upon the nature of the complaint (see Appendix I, Dispute Resolution Flow Chart), a Hearing Committee of disinterested persons, or the Regional Executive Board, shall conduct the hearing as quickly and as fairly as possible, but may structure the proceedings as circumstances may require to keep them as positive as possible as well. The proceedings should be kept as confidential as may be necessary to protect all parties. The committee or Executive board shall listen to the facts of the situation from all interested parties. Each “side” may be permitted or requested to make their presentations outside the presence of the other if necessary to prevent undue acrimony or harm to the participants. Parties do not have the right to involve attorneys or to cross-examine other parties or witnesses, although either may be permitted within the discretion of the committee or board if it believes that such participation will be helpful and positive. It is strongly recommended that players and other minors not be permitted to participate as witnesses or to offer “testimonials” either in person or in writing unless it is unavoidable. The committee or board may ask such questions and request such documents or other evidence as may be necessary to obtain all pertinent facts, but should refrain from being overbearing with such examinations and requests.

At the conclusion of the hearing, the Hearing Committee or Executive Board shall adjourn to a private session where the decision will be reached. Under no circumstances shall the Committee or Board deliberate in the presence of the parties involved in the dispute. The Committee or Executive Board will then decide the issues raised pursuant to AYSO operating regulations and these Regional Guidelines based on the evidence submitted, and by a majority vote determine the appropriate action to be taken. Such action may include that no action should be taken against the individual accused, or that a warning or caution be given, or that a written reprimand be given, or that such person should be suspended or removed from involvement in Regional activities. All interested parties shall promptly be notified of such decision after, in the case of removal, and where deemed appropriate, such individual is given an opportunity to resign voluntarily.

All Hearing Committees referred in this Article shall consist of no fewer than five disinterested Board members. All Board Members and Hearing Committee members with knowledge of any disciplinary hearing shall treat as confidential all information obtained regarding those proceedings.

Review

Any determination made in accordance with this Article shall be final and binding on all concerned unless it is determined by the Area Director, or, if he/she is not disinterested, the Section Director, that such determination was arbitrary and capricious, or that the procedure was not fair, or that the person or persons making such determination are found not to have been disinterested. Any interested party dissatisfied with the decision or action taken by the Hearing Committee or Executive Board may request a review of such decision by the Area Director, Section Director or National Board of Directors, as may be appropriate pursuant to the operating regulations relating to dispute resolution and due process. There shall only be one review of each matter.

ARTICLE TEN

CHANGES IN GUIDELINES

Approval of Guidelines

These Guidelines shall become effective after being approved by the Regional Commissioner and the existing Regional Executive Board, the Area Director and the Section Director, and then submitted to the NSTC.

Change in Guidelines

Once adopted, these Guidelines may only be amended by the Regional Executive Board by a 2/3 vote of the Executive Board members, with the approval of the Regional Commissioner, the Area Director and the Section Director, and then submitted to the NSTC.

APPENDIX A - List of the Members of the Regional Board

A list of the current members of the Regional Board shall be posted on the Region 149 website, www.corvallisayso.org, listing the member’s title and name and AYSO email address.

APPENDIX B - Budget

A financial summary of the current annual budget of the Region shall be posted on the Region 149 website.

APPENDIX C - Statement of Income and Expenses

A graphical representation of the annual Statement of Income and Expenses for the Region shall be posted on the Region 149 website.

APPENDIX D - Registration Fee Schedule

A calendar of Regional events, including registration dates and places and fees, shall be posted on the Region 149 website.

Player fee will be set annually by the Regional Executive Board for the fall/spring season. This fee covers the cost of player uniform, National dues and operating expenses for the region. There will be a $5.00 handling fee for any refunds. Refund of fees will be issued if the Board receives a written request from a parent before team formation occurs. After that time, refunds will be issued only if the request (again written) results because the family has moved or because the player has been injured. In only those two situations will refunds be granted and then only if the request is received before the first game has been played.

Families requesting scholarships must complete the scholarship application form. A $10.00 fee will be assessed. The rationale behind this fee would be that the fee would offset the cost of insurance and AYSO membership fees paid to National AYSO.

APPENDIX E - Jamborees/Tournaments

Jamborees: Region 149 endorses two 5-a-side jamborees each year which are intended for AYSO teams. It is the Board’s intent and policy that at those jamborees AYSO philosophy is evidenced and the following be enforced:

Only players from an already formed team may play on that team at the jamboree.

Only players whose team is not playing may be added to an existing team.

All players on the team be invited to play at the jamboree

The coach must strive to provide as equal an amount of playing time as possible for each player

The coach and parents remember at all times to be positive and supportive of players in their efforts.

Each team will provide a referee and an event volunteer for the jamboree.

APPENDIX F - Indoor Soccer

During the winter season, Region 149 may provide an opportunity for players to participate in an indoor soccer program at an additional fee. The fee will cover the cost of the rental of the facility, a facility membership card and the cost of the uniform. New teams will be formed with the guiding principles of AYSO and only members from the current season are eligible to participate. Cost will be set annually by the Executive Board. Scholarships are also available by filling out the scholarship form used during outdoor season play. Refund Policy: There will be no refunds given after registration closure.

APPENDIX G - Save Haven Policies For Child and Volunteer Protection

The Policy of Region 149 shall be to adopt and enforce the AYSO National Safe Haven Principals, Policies, and Procedures, including the following:

Child and Volunteer Protection

Administration

The region is committed to the protection of all its children from abuse and neglect while participating in the program and it promotes the awareness and prevention of child abuse in the community at large.

The region shall have at least one Child and Volunteer Protection Advocate (CVPA), who shall be responsible for overseeing the AYSO Safe Haven child and volunteer protection program in accordance with AYSO guidelines. He or she shall be a member of the regional board and will act as the main resource on child protection issues and shall be the region’s liaison with the National Safe Haven Administrator/Manager at the AYSO National Support and Training Center.

A volunteer application form must be submitted each year. It is easiest and most secure if the volunteer supplies or updates his/her information online through eAYSO. Two copies of the online form may be printed out, signed and dated and submitted to the CVPA in lieu of completing a paper form. Alternatively, an applicant may submit a paper AYSO volunteer application form. The region should provide pre-printed volunteer applications for returning volunteers, available from the NSTC as part of the registration package. In either case, the form is extremely important because it authorizes AYSO to perform applicant screening. Volunteers should know that they are subject to screening. Criminal background checks are performed at the NSTC on a targeted basis focusing on certain higher-risk positions for immediate checking.

The region shall have the right to deny the participation of any individual who refuses to fill out the volunteer application form, lies or knowingly misrepresents information on the application form, or who violates the principles of these child protection policies. AYSO shall have the right to revoke both the registration and certification of any volunteer who falsifies information, is found guilty of child abuse, neglect, or other crimes.

The requirements for good faith reporting to law enforcement agencies and child welfare agencies in the State of Oregon are specified in Oregon Revised Statutes Chapters 146 and 419B. Although volunteers are not required by law to report child abuse, it is the policy of this region that any knowledge of child abuse will be reported to the appropriate authorities.

Any volunteer under investigation for alleged abuse, neglect, or endangerment will be asked to resign voluntarily until the matter is resolved. If the volunteer refuses, the Board will move to suspend the volunteer until the matter has been resolved. The names and identities of the parties involved shall be treated as confidential and protected at all times during the proceedings.

A suspended volunteer who is subsequently cleared of all charges may apply to the Board for reinstatement in the region. However, reinstatement is not a right, and reinstated volunteers are not guaranteed to return to their former positions.

Training

All coaches, referees, other volunteers who work directly with children, and the CVPA shall be trained and certified before working with children in accordance with current AYSO recommendations and requirements.

Only official AYSO materials and courses (or those approved by AYSO) may be used to train and certify these volunteers. Only official AYSO programs, procedures, and policies will be taught.

Properly signed rosters of attendees shall be sent to AYSO Programs Department to validate each attendee’s training and certification. Instructors can grant credit to attendees through eAYSO. Instructors should always keep copies of their rosters.

Only AYSO certified and registered instructors are authorized to lead courses and clinics.

All other regional volunteers will be trained in child and volunteer protection as appropriate.

Volunteers shall be subject to ongoing evaluation, and additional training may be required to maintain good standing within the region and the organization.

Supervision

The regional board shall cooperate with the CVPA to ensure the safety of the region’s players.

The coach administrator and the CVPA, prior to each season, shall meet with the head coach of each team, either individually or in groups, to review child protection and supervision responsibilities.

The coach administrator shall observe and review the performance of coaches to see that it conforms to the standards set by this child and volunteer protection policy.

Once the head coach has assumed charge of the children on his or her team, he or she remains responsible until a duly designated adult has taken charge of each child after practice or a game or the child leaves the immediate vicinity of the practice or game as prearranged by the parent to walk home or to a friend’s or relative’s house. No child shall be left unsupervised after a game or practice. Parents who are unreasonably late of consistently tardy should be reported to the Child & Volunteer Protection Advocate (CVPA) for action. Each coach may establish a standing policy of where children may be picked up by late parents.

The referee administrator and the CVPA, prior to each season, shall meet with the referees, either individually or in groups, to review child protection and supervision responsibilities.

The referee administrator shall observe and review the performance of the referees to see that it conforms to the standards set by this child protection policy.

The game referee is responsible for providing a “child safe” atmosphere for the match, and has both the duty and authority to take any reasonable action to make it so. The referee is to report to the referee administrator and CVPA any cases of questionable conduct toward children by any coach, player, parent, sibling, or spectator before, during or after the match.

The recommended supervision ratio should be 1:8 or less; that is, one adult for every eight or fewer children and two adults present at all times (one of whom may be the coach and one of whom should be the same gender as the group). For the protection of both the children and the volunteer, no volunteer should permit himself or herself to be alone with any child or group of children (except his or her own) during AYSO-sponsored activities.

Volunteers shall notify the RC, the CVPA, and parents concerning AYSO activities away from the regular practice areas, playing fields, or other designated areas. Such notification should be documented, stating the nature of the activity, the names of the children involved, and the names of the adult supervisors.

Conduct

The region advocates and expects exemplary behavior by all its participants, and it will hold a strict line on conduct as laid out in these policies.

Abusive statements such as those that deal with race, ethnicity, religion, nationality, gender, age, sex, or sexual orientation are not permitted.

In addition, physical, emotional, sexual, or ethical abuses are prohibited as is neglect or endangerment of a child.

Some forms of touching are acceptable as long as they are respectful and appropriate:

Touching should be in response to the need of the child, not the need of the adult.

Touching should be with the child’s permission.

Resistance to touching must be respected.

Touching must never include the breast, buttocks, or groin.

Touching should be done in the open, not in private.

Touching should have a brief, limited duration.

A child’s comfort level with touching is influenced by factors such as age, developmental stages, social and emotional well-being, life experiences, gender, etc. all of which change over time.

Any changes made by the AYSO National Support & Training Center to the Safe Haven Policies outlined above will automatically be adopted as Regional Policy.

Appendix H - Volunteer Application Form

This region shall enforce the AYSO policy requiring every person interested in being an AYSO volunteer to submit a Volunteer Application form each year. All coaches and referees, and their assistants, and all board members, and any parent filling a volunteer position whose job description includes interaction with children other than their own, must meet this requirement. The Regional CVPA, assisted by the Registrar, is responsible for collecting the Volunteer Application Forms and performing the initial screening of each application, and then forwarding a copy of each form to NSTC. The CVPA may train volunteers to assist in collecting the Volunteer Application forms. No other board members are authorized to collect Volunteer Application forms except when the CVPA is present. Persons failing or refusing to provide all information requested on the form cannot volunteer with AYSO. The Regional copy of the Volunteer Application form shall be retained in a secure location for three years.

The regional database shall be kept up-to-date on a weekly basis and made available to the Regional Commissioner, the Registrar, the CVPA, the Coach Administrator and the Referee Administrator and other Board Members as the need arises. The database shall include all Players Names and DOBs and their PIN, their team name and ID, their Parents/Guardians name, address and telephone numbers, and the volunteer position desired, the volunteer position actually filling, and the volunteer’s status regarding submission of the current year Volunteer Application form and completion of Safe Haven training. Other volunteers, not associated with any player, shall also be documented, so a complete list of coaches and/or referees may be generated from the database at any time. The personal information in the database shall be used for AYSO purposes only, and shall be not be shared with others.

No uniforms will be issued to a coach until he/she can show that his/her team has turned in all training, certification and registration paperwork for the players and the volunteer coaches and the volunteer referees. A check-sheet for each team shall be initialed by the Registrar, the CVPA, and the Coach and Referee Administrators. The Head coach must present the completed check-sheet to the Equipment Manager or designee prior to the distribution of any team uniforms or equipment or referee uniforms or badges.

Appendix I - Dispute Resolution Flow Chart

Dispute Resolution Flow Chart

Last Updated on Tuesday, 04 May 2010 17:59

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