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:
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:
(a) Filing on a timely basis the Regional Information Form with the NSTC.
(b) Reviewing on an annual basis these Regional Guidelines and other written Regional operating regulations.
(c) 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.
(d) 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.
(e) 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.
(f) 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.
(g) Assisting the Regional Board in the planning and implementation of its policies and programs within the Region.
(h) Overseeing dispute resolution within the Region pursuant to Article Nine of these Guidelines and AYSO operating regulations.
(i) Presiding at all Regional Board meetings.
(j) Keeping the Regional Board informed of actions and decisions on matters of importance.
(k) Attending Area meetings, Section Meetings and caucuses, and the National Annual General Meeting.
(l) Maintaining close liaison with the Area Director and the Section Director, and coordinating all extra-Regional activities through the Area Director.
(m) Submitting a completed Regional Performance Program to the Area Director prior to December 1st of each calendar year.
(n) 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.
