| Sonoma County Alliance Operational Guidelines |
Sonoma County Alliance Operational Guidelines1:01 Name:
1:01:01 1:02 Purpose or Mission Statement:
Sonoma County Alliance (SCA) was established to give players a positive, stable and unified club environment where individuals can reach their full potential as a person and a soccer player. 1:03 Colors:
1:03:01 Representative colors and logo for this Club will be Black, White or Red. The SCA Board will designate the logo. 1:04 Affiliation:
1:04:01
1:04:02 Players and Teams will be registered with: PYSL, US Club Soccer and CYSA. 1:05 Authorities:1:05:01This Club shall be governed by Guidelines adopted by its Governing Board, and the rules and regulations established by all the associations with which this organization is affiliated. 1:05:02 The Governing Board will be comprised of the 1. Executive Board 2. Supervising Committee 3. Emeritus Board The Emeritus Board will be comprised of retiring SCA Board Members who are able to continue to participate in an advisory capacity. The intent is to ensure that all dialog has visibility to historical activities and to the broad organizational structure. 1:05:03 There will be two voting bodies governing SCA. 1. The Executive Board will review, refine and vote on all issues pertaining to the financial operations, appointed positions, and other executive issues. o The Executive Board will be comprised of:
o The Supervising Committee will be comprised of:
1:05:04 Supervising Committee positions will serve 2 years. These positions will rotate election years. The following Club Supervising Committee members will be elected on even years:
1:05:05 Appointed positions for SCA will include:
1:05:06 United Coordinator will provide the linkage between SCA and Petaluma United Class 3 program. The United Coordinator may select a representative to sit on SCA's board in his/her place 1:05:07 Duties of the Club Supervising Committee are as follows:
1:05:08 Duties of the appointed Committee members are as follows:
1:05:09 Add in governing body voting legal binding etc. For full board meetings consisting of the Executive Committee and the Supervising Committee, a quorum will consist of a majority of the voting members in both the Executive and Supervising Committee. The Club Chairman will only cast a vote in order to serve as a tiebreaker. For Executive Board meetings a voting quorum will consist of a majority of the voting members on the Executive Board, the club Chairman will only cast a vote in order to serve as a tiebreaker. 1:05:10 Meetings will be held twice monthly. First meeting of the month will be for the full Governing Board comprising of Committee and Team Managers, and general public. Second meeting of the month will be for the Executive Committee 1:05:11 SCA will submit their minutes to PYSL on a quarterly basis. 1:05:12 Nominations for the Club Governing Board will take place at the December meeting. 1:05:13 Elections for the Club Governing Board will take place during January. 1:05:14 SCA's Executive Committee will hear member complaints. If not resolved by Executive Committee, a protest and appeals committee will be assembled to include the Club Co-Chair, a member from the parent league (PYSL Board), and member from the Policy and Directives Committee. Should the member be dissatisfied with the decision of the appeals committee, they will be referred to the parent league, PYSL for further appeal. 1:06 Director of Coaching and Coaching Staff:1:06:01 SCA will contract a Director of Coaching (DOC). DOC contract will be approved by SCA committee and formally voted on by the Governing Board. Club Chair will present SCA Governing Board approved contract to PYSL President for ratification and signatures. DOC will be a non-voting member on the Executive board but is able to participate in voting during the full Governing Board meetings. Annual performance reviews will be done by the Club Executive Committee. 1:06:02 Coaches will be selected, contracted and managed by the SCA Director of Coaching (DOC). All coaches will be made aware of SCA policy and guidelines and will adhere to them. DOC will be responsible for ensuring such. 1:06:03 DOC must be insured with CYSA, US Soccer, NSCAA or an organizational which promises equal coverage. All insurance details can be found in the DOC contract which will be attached to this document as addendum one. 1:07 Financial:107:01SCA will obtain Association Liability for Directors and Officers to cover the entire SCA Committee. 1:07:02 Club members will be held responsible for training, registration and Club fees set by the SCA Governing Committee. This will be upheld by signed agreement between SCA and player's parent or guardian. 1:07:03 SCA manages all of the banking under one account. Each team is responsible for appointing a team treasurer who keeps the records of the individuals on that team and operates a team budget. All bank deposits are made to the club account. Checks are issued by the club treasurer upon approved request by the team treasurer or team manager. No team is allowed to open and operate their own bank account. Team Treasurers on behalf of their team, will be responsible for reporting lack of payment at 30 days of any team member. 1:07:04 Team members will be held responsible for costs associated with team activities. These may include but are not limited to; Travel expenses, Hotel costs, tournament entry fees, etc. 107:05 Teams are responsible for their coach's travel expenses. These expenses include but are not limited to: Lodging, Food Per Diem, Transportation and associated costs. Reimbursement per diem will be standardized prior to each season. 1:07:06 Teams may hold fundraisers approved by SCA and PYSL within the guidelines of affiliated governing bodies. Profits will be reported to the Club Treasurer. 1:07:07 Pre approved fundraisers by SCA and PYSL include: 1. Any pay first and sell for profit sales: Examples: Candy, gift wrap, KZST Books, Pampered Chef, Candlelight and Tupperware Sales 2. Garage Sales 3. Human Race 4. Car Wash 5. Firework Sales 6. E Scrip 7. T-shirt sales 8. Concessions 1:07:08 Fundraisers not listed must be approved by SCA. After approval, fundraiser will be added to acceptable fundraiser list. 1:07:09 Teams may have sponsors that are approved by SCA. Teams cannot display sponsor's name or logo on SCA apparel unless approved by SCA Supervising Committee. Sponsorship money will be reported to the Club Treasurer. 1:07:10 Players will be required to pay the required training fees as stated in their signed Financial Agreement. Training and game time will be withheld (player pass will be pulled) from any player who owes the club $300 or greater. It is the responsibility of the player / family to work with the SCA Board to put together a formal agreement to bring the account back to current. There will be two check point audits throughout the year. If any player is behind on their financial obligation at these audits, and has not brought their account to current within a set grace period, the Co-Chairman will pull the players pass. 1:07:11 The Club will take all actions possible to prevent any team from ending the season with a negative balance. Team accounts with positive balances will roll over into the consecutive season with the appropriate age group. All team accounts will be held through SCA. Teams will be responsible in reporting to SCA treasurer. 1:07:12 Should a team with a forwarding balance not form the subsequent season; these funds will be available to that teams player(s) continuing with another SCA team. These funds will be prorated per player based on the number of players continuing in SCA from the disbanded roster. Any player continuing with SCA that has received player assistance will be subject to financial review from the Player Assistance Committee. This review will determine if the player is eligible for any of these funds. At the end of the season, the balance will roll to the General Fund and the team's balance brought to zero. 1:07:13 Should an age group form two teams in a season, the forwarding balance from the previous age groups team will be split among returning players and transferred to their respective new teams. 1:07:14 No player will be released from SCA until financial obligations are met. 1:07:15 SCA will only issue checks that are double signed by authorized Committee members. One of these signatures must be that of the SCA Coordinator or the SCA Treasurer. The Chairman, Co-Chairman, Treasurer and Secretary are the only SCA Board members with check signing privileges. SCA holds two bank debit cards, Chairman, Treasurer, and US Club registrar have authority to use these cards. Each month at the Executive Board meeting, the treasurer will bring the statement of activity to be reviewed and balanced against all submitted expenses. 1:07:17 SCA will provide a detailed Financial Report on a Yearly basis to the parent league, PYSL. 1:07:18 SCA will provide PYSL with necessary data for proper completion of Annual Financial and Tax Statements. 1:07:19 SCA will report to PYSL by January 10th of each year, information necessary to complete form 1099. 1:08 Uniforms:1:08:01 The Executive Committee of SCA will determine the design, and style of uniforms, warm-up suits and equipment bags to be utilized by teams participating in this Club. Members will not wear team apparel that hasn't been approved in advance by SCA. 1:08:02 SCA members will be responsible for the purchase of game uniforms, practice t-shirts, equipment bags and optional warm-up suits needed to play in the Club. Any lost, stolen or misused items will be replaced by the member. 1:08:03 No team outside of the SCA Club will be authorized to use the SCA logo, without the prior approval of the SCA Executive Committee. 1:09 Tryouts:1:09:01 SCA will hold annual team tryouts. 1:09:02 Players must tryout with their age pure team within SCA, if an age pure team exists or is available. Exception: PRIOR approval by DOC is obtained. 1:09:03 Players may be added after scheduled tryouts. These players can be added or moved by the Coach's recommendation or a tryout with established team members. Any player added after the formation of a team or moved from one roster to another must be approved by the Director of Coaching, and the Executive Committee. 1:09:04 Any player carrying an unpaid balance from the previous year will NOT be allowed to try out. 1:10 Team Formation1:10:01 SCA will form teams comprised primarily of players from the many cities that make up Sonoma County 1:10:02 SCA Club Treasurer will present DOC with a list of players carrying an unpaid balance prior to team formation Any player carrying an unpaid balance from the previous year will NOT be added to any team roster. 1:10:03 DOC will present the SCA Governing board with a final count of teams and number of players per team upon completion of team formation. This will occur prior to registration. 1:10:04 Players needing Players Assistance should be identified prior to finalizing the team rosters and must have a conversation with the PA Rep to review and gain an understanding of SCA's Players Assistance Policy. 2.0 Additional Policies in Place:1. Player Assistance Policy2. Injury policy 3. Drop policy 4. First aid/ CPR training 5. Equipment Policy 6. Players Code of Conduct 7. Parents Code of Conduct 3.0 Addendum's attached:1 (one) Director of Coaching (DOC) contract documenting insurance. |
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| Last Updated ( Saturday, 29 September 2007 ) |
