Table of Figures
This State of the Board document has been approved by the Region 149 voting board as defined in the Region 149 Guidelines to provide the current state of the voting board as well as definitions of positions currently in use by the region. Additional positions and definitions can be found on the National AYSO website.
The position descriptions found in this document are meant to enhance and to conform to the descriptions and definitions found on the National AYSO website. To the extent that there may be any contradiction or conflict among these documents, the definitions found on the National AYSO website shall prevail.
This document must be made available upon request to the members of the Region pursuant to Article Six, Section 1.a of the Region 149 Guidelines. The State of the Board will be posted on the Region 149 website.
The Regional Executive Board consists of all Region 149 board members with voting privileges. The Region 149 Guidelines defines a minimum set including the Regional Commissioner, the Regional Treasurer, the Regional Risk Manager/Safety Director, the Regional Coach Administrator, the Regional Referee Administrator, the Regional Registrar, and the Regional Child and Volunteer Protection Advocate (CVPA).
In addition to the minimum set the board has elected to include the Assistant Regional Commissioner, the Regional Secretary, and the Regional Team Management Coordinator as voting board positions. These ten positions constitute the Regional Executive Board until such time as the Regional Executive Board votes to add or remove positions from itself.
Any vote that changes the composition of the Regional Executive Board shall cause an updated State of the Board document to be published. The updated document must be made available upon request pursuant to Article Six, Section 1.a of the Region 149 Guidelines and should be publish on the Region 149 website within 30 days.
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 Three of these Guidelines, within the framework of the AYSO operating regulations and these Guidelines.
The Regional Treasurer: The AYSO volunteer position of Regional Treasurer is intended to 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 Safety & Risk Management: 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 Coach Administrator: The AYSO volunteer position of Regional Coach Administrator is intended to administer a quality-coaching program within the Region.
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 Child and Volunteer Protection Advocate (CVPA): The AYSO volunteer position of Regional Child and Volunteer Protection Advocate (CVPA) is responsible for planning and implementation of the annual registration of all volunteers and 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 Registrar: The AYSO volunteer position of Regional Registrar is responsible for planning and implementation of the annual registration of all players and, if CVPA trained and certified, of volunteers.
Assistant Regional Commissioner(s): Each AYSO volunteer position of Assistant Regional Commissioner, if any, shall perform such duties as may be delegated to the Assistant Regional Commissioner by the Regional Commissioner, train in the duties of the Regional Commissioner, and represent the Regional Commissioner in his/her absence. The Assistant Regional Commissioner cannot act in any capacity in which, according to regional, area, sectional, or national guidelines, rules, or regulations, the Regional Commissioner is required.
The Regional Secretary: The AYSO volunteer position of Regional Secretary 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, will 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 website.
The Regional Team Management Coordinator: The Team Management 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 Managers. The duties of the Team Management Coordinator may include distributing information to the coaches, players, and families of AYSO players through the individual Team Managers, and assisting Regional Board and staff members distribute team and individual photos, fundraising materials and awards or certificates to the players.
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:
Coach Instruction Coordinator: The Coach Instruction Coordinator, if any, 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 Coach Instruction Coordinator obtains the course guides from AYSO NSTC or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach. The Regional Coach Instruction Coordinator works together with the Area Director of Coach Instruction to meet the ongoing training needs of the Region's coaches and assistant coaches.
Referee Instruction Coordinator: The Referee Instruction Coordinator, if any, 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 Referee Instruction Coordinator obtains the course guides from AYSO NSTC or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach. The Regional Referee Instruction Coordinator works together with the Area Director of Referee Instruction to meet the ongoing training needs of the local referees, assistant referees and youth referees.
Referee Assessment Coordinator: The Referee Assessment Coordinator, if any, 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 Referee Assessment Coordinator shall also establish an ongoing Observer-Friend Program to provide for mentoring of new referees by experienced referees.
Equipment Manager: The Equipment Manager, if any, shall be responsible for the purchasing of uniforms and other player related equipment for the Region. This position could be tasked with purchasing other volunteer equipment as requested.
Youth Volunteer Representative: The Youth Volunteer Representative, if any, shall attend meetings of the Regional Board of Directors to provide the viewpoint and insights of the youth of the Region and represent the youth on matters being discussed by the Executive Board. This representative will help to foster an environment of support between all volunteers in the program to help in the development of a positive youth volunteer experience.
Girls' & Boys' Coordinators: The Team Formation Coordinators shall serve as a liaison between the Board, the Regional Registrar and the Division Coordinators, oversee the operation of all respective divisions, and manage the placement of the players into balanced teams. These positions are in charge of all team formation processes for each gender, they will organize the (A) Division Coordinators for each division.
Director of FLEX Programs: The Director of FLEX Programs, 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, soccer fests, jamborees, and other concurrent and post season play opportunities for Regional players outside the primary regular season program. The Director of the FLEX Programs oversees the creation and administration of all FLEX programs and recruits, trains, and monitors the activities of all FLEX programs. FLEX programs include the (A) VIP program, the (B) Special Event programs, the (C) Progressive (EXTRA) program(s), the (D) Indoor program, the (E) U19 High School program, the (F) U5 Jamboree Program, and the (G) Soccer Camp program(s). The positions below are managed by and report to this director:
Concessions Coordinator: The Concessions 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 include operating a concession stand by organizing the purchase and sale of all drinks and snacks, scheduling volunteers to work in the stand, and calling to remind such volunteers a few days before their assigned time. Purchases shall be made using the Coordinator's personal funds, which will be reimbursed by the Region upon submission of receipts for the merchandise to the treasurer.
Playing Fields Coordinator: The Playing Fields Coordinator, 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.
Public Relations Coordinator: The Public Relations Coordinator, 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 media. This position is charged with coordinating and directing the positions below:
Volunteer Recruitment and Development Coordinator: The Volunteer Recruitment and Development Coordinator, if any, shall be responsible for assisting the Regional Commissioner and Regional Board in recruiting and developing new volunteers. Encouraging and promoting individuals in the community to help them 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 create with input from the Regional Board members, a regular season schedule that meets the AYSO objective of balanced play within the constraints of available field space and game day timelines. The Statistician/Scheduler will also assist the FLEX Program Coordinator by scheduling games, as needed, for the VIP program, 5-a-side, Progressive Play, and all Regional tournaments. The Statistician/Scheduler shall also assist in gathering statistical information of interest to the Region. The holder of this position will not be advertised in the board roster in order to ensure an objective eye.
Trusted Data Manager: The Trusted Data Manager 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 Manager shall make periodic changes and updates to the Region's setup information within the eAYSO data system, and monitor and audit the data entry into eAYSO by players and volunteers, the Registrar, CVPA and all other Regional Officers with data input responsibilities. The Data Manager shall provide timely reports to Program Coordinators and Regional Board members upon request, and provide any data documents required by NSTC.
Fundraising Coordinator: The Fundraising Coordinator, if any, shall serve as a liaison between the Regional Commissioner, the Division Coordinators, if any, and the Team Management 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, all local laws or regulations, which may be applicable to the Region's fundraising activities.
Region Auditor: The Region Auditor will provide finance audits as requested. They will assist the treasurer in program finance investigations related to relatively independent programs or teams.
This State of the Board shall become effective after being approved by the Regional Commissioner and a majority of the existing Regional Executive Board.
Once adopted, this State of the Board may only be amended by the Regional Executive Board by a majority vote of a quorum of the Executive Board members, with the approval of the Regional Commissioner.
A list of the current members of the Regional Board shall be posted on the Region 149 website, listing the member's title and name and AYSO email address.
Figure 1 shows the reporting for the region board. All serve under/with approval of the commissioner. Each nested positions do not commonly partake in the management meetings of the board, rather a director or coordinator that is in frequent contact with them directs them.
Figure 2 provides a look at how volunteers are utilized and managed. This graphic represents the direct responsibility and reporting for each volunteer. Only board members (blue) connected to each team volunteer (red) or independent team structure (orange) may utilize that volunteer for various tasks, the board member utilizing that volunteer is charged with the wellbeing for the well-defined task they request of the volunteer. Note: team managers are charged with ensuring a volunteer fulfills a given task, they are not charged with the definition of the task nor are they responsible for the requirements of that volunteer.