Oxford Youth Soccer Association Policy and Procedures Manual

Oxford Youth Soccer Association
Policy and Procedures Manual

Adopted January 2006

Table of Contents

1LEAGUE PHILOSOPHY

1.1Recreational Program (House League):

1.2Competitive Program (Travel League):

1.3General Conduct of Members, Officers, and Directors of Oxford Youth Soccer Association

1.3.1General Conduct:

1.3.2Coaches Responsibility:

1.3.4Referee Jurisdiction:

1.3.5Referee Abuse

1.3.6Referee Assault

1.3.6.1Recreational League

1.3.6.2Travel League

1.4Volunteer Compensation:

2LEAGUE STRUCTURE

2.1Personnel

2.1.1Board of Directors

2.1.2Officers

2.1.3Referees

2.1.4RECREATIONAL PROGRAM

2.1.4.1COACHES

2.1.4.2.3Suburban Friendship League

2.1.5PLAYERS’ EQUIPMENT

2.1.6TEAM FORMATION

2.1.6.7Adult Teams

2.1.7Pre-Travel Training Program

2.2TRAVEL DIVISION

I. League Operations - Travel

3LEAGUE OPERATIONS

3.1LEAGUE OPERATIONS

3.2Standing Committees:

3.2.2Registration Committee:

3.2.3Team Selection Committee:

3.2.4Grounds Committee:

3.2.5Rules and Discipline Committee:

3.2.6Scholarship Committee:

3.2.7Fund Raiser Committee:

3.3Recreational League

3.3.2Registration

3.3.3Recreational Team Formation

3.4Travel League

3.5Recreational All-Star Teams

3.5.1Playing Time

3.8Parent Participation

3.8.2Parent’s Code Parents should remember:

3.8.3Sideline Etiquette

3.13Fund Raising

3.13.2Travel Team Fund Raisers

3.14Financial/Accounting

3.16Scholarships

3.20Field Administration

4LAWS OF THE GAME

4.1Recreational

4.2Travel

5ATTACHMENTS

5.1KIDSAFE

5.2KidSafe Coordinator & Alternate

5.3Absolute Confidentiality

5.4Completion and Tracking of the Disclosure Form

5.5Reviewing Completed Disclosure Statements

5.6Appeals to the League

5.7Appeals to the State

5.8The Application/Disclosure Statement

1.LEAGUE PHILOSOPHY

  • To provide a well-rounded and organized soccer program to the youth of the greater GranvilleCounty area.
  • To promote youth development as soccer players and as individuals both at competitive and non-competitive levels.
  • To assist the youth in their development of teamwork, sportsmanship, soccer skills and fitness.

It is the policy of Oxford Youth Soccer Association, Inc. that discrimination based on race, color, creed, sex, and national origin is strictly prohibited.

1.1Recreational Program (House League):

The primary purpose of the Oxford Youth Soccer Association Recreational League Program is to teach the fundamentals of soccer and participation in a team sport. Pressing players to win, solely for the sake of winning is strongly discouraged and will not be tolerated by the Association. On the other hand, playing for the fun of the sport is strongly encouraged.

The Recreational League Program has no player experience or qualification requirement. Specifically, any player with the consent of a legal parent or guardian shall be allowed to register and play in division structures and age groupings established by League officials.

1.2Competitive Program (Challenge/Classic Travel League):

The primary purpose of the Oxford Youth Soccer Association Travel Program is for the advancement of player skills through competitive team play. Each team, its coaches, its players, and its parents are charged with representing Oxford Youth Soccer Association with competitive play and an exemplary display of good sportsmanship and fair play. This level of sportsmanship and fair play is expected before, during and after league or tournament play.

1.3General Conduct of Members, Officers, and Directors of Oxford Youth Soccer Association, Inc:

All personnel participating in the activities sponsored by the Oxford Youth Soccer Association shall conduct themselves in a manner that promotes good citizenship, good sportsmanship, and the good of soccer. Persons exhibiting unacceptable behavior shall be subject to temporary suspension from participation in league activities or to permanent expulsion form the Association. Behavior considered unacceptable shall include but shall not be limited to:

  1. Deliberate violation of OYSA policies and procedures.
  2. Abuse of trust of the Corporation for personal gain.
  3. Consumption of Alcoholic beverages at games or practices.
  4. Use of foul or abusive language.
  5. Directing physical or verbal threats toward any official, coach, assistant, spectator and/or player.
  6. Directing verbal abuse toward any individual.
  7. Physical or verbal assault directed toward any individual.
  8. Possession of firearms at any Association activity.
  9. Possession of use of illegal drugs at any Association activity.

Any Oxford team official assaulting a player, member of an opposing team or an official of the game, will be removed from the Oxford Youth Soccer Association, Inc. Program immediately This would include practices, scrimmages, league, travel and tournament games.

If a parent is involved with assaulting a player, another parent, member of an opposing team or an official - that parent will be barred from all future Oxford Youth Soccer Association, Inc. related activities.

1.3.1General Conduct:

Coaches are responsible for ensuring that there are at least two adults present during all team functions. If the coach is male coaching a girls team one of the adults present must be a female. The inverse of this applies if the coach is a female coaching a boys team in that one of the adults present must be a male.

If, at any time, the conduct of a league official, team coach, a player or a parent of a player is determined to be detrimental to the Oxford Youth Soccer Association Inc. or the good of soccer, such persons shall be subject to suspension from participating in the OYSA soccer program.

1.3.2Coaches Responsibility:

Coaches shall be responsible for their own conduct, as well as, the conduct of their team players and supporters from the time they enter the area of the playing field, practice field or other facility until the time they depart the area. This includes the parking area in or near the facility. Improper conduct on the part of the coaches, players or spectators may result in penalties against the individual, including expulsion from the field or facility, forfeiture of a game or suspension as stated in the above paragraph, Section 1.3.1 General Conduct.

1.3.3Referee Jurisdiction:

Officiating a soccer game is a difficult task, which requires split second judgment and decisions by the referee. The referee is the only person to make these decisions during a soccer match. The coach and spectators are not permitted to question the referee’s call during or after a game. This type of be4havior is disruptive and does not set a good example of sportsmanship for our players. Argumentative discussions are especially improper when addressed to a youth referee. All referees, including youth referees, have had special training and have earned the right to officiate a game. OYSA will not tolerate disrespectful treatment of any referee or game official.

At the field or facility, the referee has full jurisdiction in accordance with Federation International De Football Association (FIFA) rules and Law V and Section 4 of this document “Laws of the Game".

1.3.4Referee Abuse/Assault

The OYSA Discipline and Appeal Officer shall form a committee to conduct a hearing when he or she has reason to believe that a coach, player, team official, or spectator at a game sanctioned by NCYSA or OYSA has abused/assaulted a referee or assistant referee. If the committee finds the abuse did occur, the league of the offending spectator will be fined as follows:

1st Incident $50 Minimum
2nd Incident $100 Minimum
3rd Incident $150 Minimum

The Adjudication Committee’s decision is the final decision of OYSA.

OYSA’s policy on Referee Abuse and Referee Assault are as follows:

1.3.4.1Recreational League

Any fine assessed against OYSA will be reimbursed to OYSA by the offending parent before their child is allowed to participate in any future OYSA activity (e.g., Recreational Games, Tournaments. Etc.

1.3.4.2Travel League

Any fine assessed against OYSA will be reimbursed to OYSA by the offending team. If the fine is assessed at the end of the season, the team will not be allowed to register the following season until the fine is paid. If the team does not form the following season each registered player will be assessed an equal share of the fine.

1.4Volunteer Compensation:

In accordance with the OYSA By-Laws, Oxford Youth Soccer Association volunteers are truly volunteers and are not compensated for any service(s) they perform on behalf of the association. This includes but is not limited to the following:

  1. No insurance coverage,
  2. No paid coaches,
  3. No League payment for any coaching license not required by the association, and
  4. No reimbursement for any unauthorized purchase or expenditure by a volunteer.

2.LEAGUE STRUCTURE

2.1Personnel

2.1.1Board of Directors

In accordance with the OYSA By-Laws, the Board of Directors is comprised of no less than 7 (seven) and no more than 15 (fifteen) elected members who serve three-year terms. The terms are staggered such that three executive officers’ terms shall expire each year. The membership of OYSA votes during the spring season of each year for individuals running for open Board positions. Persons representing the complexion of the community should be encouraged to run.

In accordance with the OYSA By-Laws, the first meeting of the Board in May, the positions of President, Vice-President, Secretary, Treasurer, Discipline & Appeal, and Risk Management are chosen by the voting members of the Board. The departing President will call the meeting to order and accept nominations from the voting members of the Board for the position of President. A quorum must be present. A nomination must have a second. Upon indication that there are no further nominees for the position, the departing President will open the floor to discussion of the nominees in private, upon indication of no further discussion, the President will request a vote by the voting members of the Board. If necessary, the President may request a secret ballot for the nomination if it is deemed to be in the best interest of the league. Upon determination of a majority vote a new President will be determined. The departing President will then relinquish control of the meeting to the newly elected President. The newly elected President will then facilitate the election of the Vice-President, Secretary, Treasurer, Discipline & Appeal, and Risk Management. The newly elected President will open the floor to discussion of the nominees in private, upon indication of no further discussion, the President will request a vote by the voting members of the Board. If necessary, the President may request a secret ballot for the nomination if it is deemed to be in the best interest of the league.

The Board functions in accordance with the OYSA Bylaws. Board meetings are open to the OYSA membership and held on the second Monday of each month at OYSA Office.

2.1.2Officers

2.1.2.1President

The duties and responsibilities of the President include the following:

  1. The administration of the League’s philosophies set forth by the Board of Directors in accordance with the OYSA By-Laws.
  2. Reporting the status of League operations to the Board of Directors on a routine basis.
  3. Recruiting and appointing Operating Officer based on the operating demands placed on the League. The president shall create those positions necessary to operate the League on a daily basis. These officers shall be presented to the Board of Directors for approval.
  4. Serving as the League interface with the Granville County Department of Parks and Recreation regarding the short term coordination of field use and maintenance and the long term planning for the League’s future field use requirements.
  5. Serving as the point of contact for coordinating and communicating with the GAP (Granville Athletic Park) and the MHC (Masonic Home for Children) regarding all field usage for games and/or practices.
  6. Overseeing the daily operations of the League.
  7. Managing the Board’s approved budget to ensure that all monies (income and expenditures) are handled in accordance with OYSA’s policies and procedures presented in the OYSA By-Laws.
  8. Conducting basic negotiations with contractors for paid services on behalf of the League (e.g., Referee Assignment, Coaches Training, Specialty Player Training, etc.).
  9. Serve as the interface with other Leagues and NCYSA (e.g., compliance with NCYSA requirements, coordinating joint projects with other Leagues and associations, etc.).
  10. Provide input to the budget process.
  11. The President shall set important calendar dates for the year: Draft date, practice dates and game dates for each season, soccer camp date. Advises Committee Chairmen of their dates/deadlines.
  12. The President shall maintain and updates website regularly. Handles domain/hosting issues.
2.1.2.2Vice President

The duties and responsibilities of the Vice President of Recreational Soccer include the following:

  1. Organize and oversee those activities necessary to operate the recreational (house league) portion of the Oxford Youth Soccer Association program.
  2. Work with the Head Registrar in conducting player registration prior to each season.
  3. Promotes OYSA through all available media. Writes articles, contacts newspapers, radio stations, school handouts, etc.
  4. Works with the Director of Coaching in recruiting coaches and assistants.
  5. Recruiting administrative volunteers (division coordinators) to serve as a communications channel to teams, coaches, and parents of participants.
  6. Administering the ongoing operations of the recreational program.
  7. Respond to inquiries and investigate complaints related to the recreational soccer program.
  8. Report to the Corporate Officers the results of any such investigation.
  9. Serve as the spokesperson for the Board of Directors and the Officers to the volunteers and participants in the recreational program to communicate policies and procedures of the Oxford Youth Soccer program.
2.1.2.3Secretary

The duties and responsibilities of the Secretary include the following:

  1. The Secretary’s primary duty is to ensure that all of the OYSA Board Meetings are documented.
  2. The Secretary shall ensure that the Board Meeting Minutes are published in a timely manner after each meeting.
  3. The Secretary shall present the meeting minutes from the previous Board Meeting for review and approval by the Board at the beginning of the next Board Meeting.
  4. Once approved, and with reasonable notice, the Secretary shall make the Board Meeting Minutes available for view by any member of OYSA’s membership.
  5. The Secretary shall make the Board Meeting Minutes available upon request.
2.1.2.4Treasurer

The duties and responsibilities of the Treasurer include the following:

  1. The Treasurer shall have custody of the corporate funds and shall keep full and accurate accounts of receipts and disbursements in books belonging to the corporation.
  2. The Treasurer shall reimburse Board members up to $50.00 without Board approval for expenses related only to the daily operation of the League. An original receipt must be submitted for reimbursement. Expenses in access of $50.00 must have a prior approval from the Board. No Exceptions.
  3. The Treasurer shall deposit all moneys and other valuable effects, in the name and to the credit of the corporation in such depositories as may be designated by the Board of Directors.
  4. The Treasurer shall disburse the funds of the corporation as may be ordered by the President or the Board of Directors, taking proper vouchers for such disbursements.
  5. The Treasurer shall render to the President and the Board of Directors, at its regular meetings, or when the Board of Directors so requires (at least once per quarter), an account of all transactions made as treasurer and of the financial condition of the corporation.
  6. The Treasurer shall project annual and seasonal budgets. Keeps corporate finances and reporting up to date.
  7. The Treasurer shall also supervise and coordinate fund raising activities and shall assist in purchasing, cost cutting, and general budget.
  8. The Treasurer shall ensure all checks drafted for distribution shall contain the signatures of at least two persons officially authorized to sign checks.
  9. The Treasurer shall regularly perform these duties and responsibilities subject to the guidance and direction of the OYSA president.
  10. The Treasurer has responsibility for the execution of the budget process.
  11. The Treasurer shall conduct an audit by seeking a certified firm to perform this task whenever requested by the Board.
  12. Annually, by February at the latest, work with a CPA firm to file FORM 990 on behalf of the Oxford Soccer Club. The firm must be approved by the Board.
2.1.2.5Discipline & Appeal Officer

The duties of the Discipline & Appeal Officer shall include the following:

  1. The D&A Officer shall receive all written complaints.
  2. The D&A Officer shall investigate all written complaints within 5 days after the initial complaint is received.
  3. The D&A Officer shall conduct a hearing, make findings of fact and recommend disciplinary action.
  4. The D&A Officer shall report to the Board of such a complaint and determine if the complaint is sufficient to require referral to the D&A Committee.
  5. The D&A Officer shall head the D&A Committee and refer to Section 3.9 for the D&A Process and disciplinary action.
2.1.2.6Risk Management Officer

In order to preserve the safety and welfare of our OYSA players, the Risk Management Officer shall:

  1. The Risk Management Officer shall obtain disclosure and release forms from, and perform background checks on, all OYSA personnel and personnel of OYSA members.
  2. The Risk Management Officer shall determine whether individuals who are OYSA personnel or OYSA members are qualified to provide services for OYSA. OYSA will not permit individuals to work with OYSA players if they have demonstrated conduct incompatible with services to, or care of OYSA players.
  3. The Risk Management Officer shall ensure the safety of all OYSA players.
  4. The Risk Management Officer shall work with the OYSA Field Administrator in the inspection goals and fields for safety prior to game day.
  5. The Risk Management Officer shall assist in filing any insurance claims when necessary.
  6. The Risk Management Officer shall attend Board meetings and provide updates, and reports any safety issues regarding the KidSafe policy.
  7. The Risk Management Officer shall attend any/all NCYSA meetings pertaining to Risk Management.
2.1.2.7Head Registrar

The duties and responsibilities of the Registrar include the following:

  1. Work with the OYSA Board of Directors in setting up public registration dates and scheduling locations at which the registrations will be conducted for Recreation and Travel programs.
  2. Establishing and administering the mail-in registration program.
  3. Tracking the updating of the OYSA registration database currentfor Recreation and Travel programs.
  4. Reporting League registration information and statistics to NCYSA for Recreation and Travel programs.
  5. Compiling Volunteer Lists of Registrar.
  6. It is the responsibility of the Registrar to develop and coordinate seasonal registrations and fulfill the NCYSA and League registration requirements.
  7. Work with the OYSA Board of Directors in planning and executing “Draft” Day in the Fall. In the Spring, fills empty spaces on rosters, creates new teams if necessary. Collects and records registration data, updates after draft.

2.1.2.8Referee Administrator/ Assignor

The duties and responsibilities of the Referee Administrator include the following: