NorCal Coaches Lacrosse Convention Administrative & Operations Session January 8, 2011.
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Transcript of NorCal Coaches Lacrosse Convention Administrative & Operations Session January 8, 2011.
NorCal Coaches Lacrosse Convention
Administrative & Operations Session
January 8, 2011
Administrative & operations session
Overview – Setting up and running a youth lacrosse organization
Setting up a non-profit corporation
Panel discussion
In what part of North America is this game being played and how do we know?
Is that your final answer?
Participants have two sticks which were used by the
Indian nations such as the Seminoles,
Choctaw, Creek and Cherokee so
the painting depicts a game
likely played in the south eastern part of North America
Cast of characters
Don Aiello Nora Mitchell Alice Anderson Johanna Thomashefski
Why are you here?
What aspects of setting up or running a lacrosse organization are of interest to you?
Two key links & contacts
CLC presentation - http://files.leagueathletics.com/Text/Documents/6490/22767.ppt
Guide to setting up and running a lacrosse organization - http://files.leagueathletics.com/Text/Documents/6490/22766.doc
NCJLA contacts – www.ncjla.org (Board, staff & commissioners)
Alice Anderson - [email protected]
Topics
Finding lacrosse players Finding & developing coaches Fields Legal organization Parents & volunteers Financial Database management, registration options &
communications Club policies & philosophies Joining the NCJLA Transition to CIF
Finding new lacrosse players
Finding new lacrosse players
Get a stick in a new player’s hands - clinics When & Where Equipment (borrow sticks from NorCal Chapter) Coaches Budget Advertise the clinic Registration, medical release info & insurance
Day of the clinic Post clinic
Finding and developing Lacrosse coaches
Finding lacrosse coaches
Local post collegiate clubs, universities, colleges and high schools
Search resumes on Craig’s List Advertize – US Lax, NorCal chapter,
LaxPower, WestsideLax, Norcallaxforum, local universities, Craig’s List (list online)
Parents (played and/or coached a sport) Interview questions
Developing lacrosse coaches
US Lacrosse certified coaches – Member of US Lacrosse, complete online and clinic courses, PCA & background check
US Lacrosse – Coaches Education Program - online courses (Level 1 & 2); clinics – (Level 1 & 2); National convention; Books & videos online; Drills; Mobile coach
NorCal Chapter CA Coaches & US LAX National Convention
Positive Coaching Alliance aka PCA Internet – Kudda, YouTube, LaxCoachMike Coaching & sports psychology Club training
Coaches pre-season check list - mandatory
US Lax membership through end of season (NCJLA required)
Scanned copy of driver’s license Background check (NCJLA required) – NCSI;
Finger printing, e.g. Live Scan; others; school requirements.
W-9 & contractor’s agreement or volunteer coach’s agreement
Complete US Lacrosse Level 1 online course (NCJLA required)
Proof of PCA training completed within past 3 years (NCJLA required)
Complete Online CDC concussion training
Coaches pre-season check list - optional
US Lacrosse online level 2 course US Lacrosse level 1 and level 2 clinics NorCal California Coaches Convention Complete and submit documentation
for US Lacrosse Certified Coach US Lacrosse National Convention
Online coaches pre-season check list
Coaching coordinator
Finds and recruits coaches Covers club philosophies & policies Guides and follows up with coaches
to get them ready for the season Observes and gives feed back to
coaches Acts a buffer when necessary
between parents, players and coaches
Fields
How many Native American names do you know for stick & ball games?
dehuntshigwa'es in Onondaga ("men hit a rounded object"),
da-nah-wah'uwsdi in Eastern Cherokee ("little war")
Tewaarathon in Mohawk ("little brother of war")
baaga`adowe in Ojibwe ("bump hips") kabocha-toli in Choctaw ("stick-ball").
Fields
Community/city fields School fields Private fields (sports complexes &
businesses)
Fields
Find out about reservation process – some cities plan a year out!
What’s available, when and how much Safety Often need to consider alternative
locations to grass/turf, e.g., black top and gyms… +’s; -’s
Special status options for local teams (reduced fees)
Insurance (certificates available through BollingerLax.com)
Lining fields
Legal organization
5 reasons why non-profit corporations are established
Protect directors, officers and staff from personal liability
Obtain federal tax exempt status Receive public and private grant funds
and donations Establish an organization that is separate
from the people who work in it and which continues as a perpetual legal entity
Establish credibility, formality and structure
How to start
Read IRS publication 557 Organization of California Nonprofit,
Nonstock Corporations How to Form a Nonprofit Corporation i
n California by Attorney Anthony Mancuso
Non profit attorney; Alice Anderson
Keys steps … in order
Register a corporate name after checking for potential conflicts
Develop and file Articles of Incorporation with the state
File for FEIN Register a domain name(s) Determine type of nonprofit,
develop bylaws and hold initial board meeting
Keys steps … in order
Establish corporate mailing address
Open up bank account (s) File with the IRS & state for
nonprofit status File with Registry of Charitable
Trusts
Other steps, post establishment
Purchase D&O insurance File Form SI-100 (statement of
information) with the state within 90 days after filing Articles of Incorporation
Apply for licenses with BOE & local municipalities, as needed
File state and federal tax filings
Parents and parent volunteers
Who is considered to be the “father” of modern lacrosse? For bonus points, what was his profession?
Dr. William George Beers, a Canadian, founded the Montreal Lacrosse club in 1856. He developed formal rules in 1867.
Dr. Beers was a dentist
Introduce parents to lacrosse & your organization
US Lacrosse resources Video – “This is lacrosse” Parent Guide
Your organization’s website PCA Orientation/team meetings Clinics
Finding good parent volunteers
Parent volunteers
“If everyone does a little, no one gets stuck doing a lot.” (DTA)
Break up work load so as not to over burden the coach(es) and a few individuals
Numerous “behind the scenes” activities
Establish expectations
Club level positions (Descriptions are online)
Club President Club Treasurer Club Secretary Board member Boys’/Girls’
representative to the NCJLA
Webmaster Fundraising Chair NCJLA Official boys/girls Boys' game scheduler Coaching committee
Club Publicist Accountant/bookkeeper Registrar Club equipment manager Camps & Clinic
coordinator Uniform manager Field Coordinator Field layout and painter Risk Manager
Team level positions (Descriptions are online)
Coach/Assistant Coach
Team manager Scorekeeper Timekeeper Spotter Side Line
Manger/Field Marshal Team Statistician Team Equipment
Manager
Team First Aid Team Publicist Team Transportation
Manager Team Environmental
Manager Team Webpage
manager Water and snack
coordinator General volunteer
Key steps
Make job descriptions available Sign up – online during registration
or parent meeting Provide training Public recognition Succession planning for key
positions
Financing your club’s operations
Budgets
Develop a preliminary budget (Templates are online)
Team related - Uniforms/pinnies, coaches’ stipends, field rental, referee/umpire fees, registration fees, equipment (goals, nets, balls, goalie equipment, score box equipment, coaches equipment), field lining, scholarships
Organization related – Website, accounting, tax prep & other filing fees, communications, storage rental, coach related (clothing, training, US LAX registration), D&O insurance, marketing, entertainment,
Estimate non fee income and number of players/team
Calculate player registration fee Iterate as necessary
Start up funding/material support
US Lacrosse – Equipment grants, Bridge & Emerging groups support
NorCal Chapter of US Lacrosse – Faulkner and Whipple funds
Parents Schools - PTA Service organizations - Kiwanis, Rotary, Soroptimist Local municipalities Private foundations – Women’s Sport Foundation;
Foundation Center State Federal
Ongoing funding Team fees Other fundraising
Solicit donations – parents, local organizations, e.g., Kiwanis
Camps & tournaments Sponsors (website/team) US Lacrosse Playbook Other events
Golf tournaments Car wash Raffles, auctions, wine tasting
Other sales activities Team/club clothing Team posters with sponsor’s name & team schedule Commercial programs (Google “Fundraising for sports”)
Other “passive” options, e.g., e-Script
Aspects to consider for a fund raising event
How much are you trying to raise? Complexity/degree of difficulty Timing/scheduling Resources and materials needed
Facilities, Equipment, Supplies, Publicity, Promotion, Expenditures, PERSONNEL
Risk Management Permits/licenses
Database management, registration options &
communications
Simple to sophisticated
Simple Spreadsheet for contacts; email lists; paper based player
registration; group or individual registration w/US Lacrosse; use NCJLA website for game tracking
Moderate Website for posting & database; integrated email; game
posting; US Lacrosse registration still external. Options – Sportability, Sport Ngin, Free options – LeagueLineUp, TeamZoneSports, eTeamz
Sophisticated Website with integrated database and email/text (multiple
target options); integrated real-time player and coach registration with US Lacrosse; integrated background checks. Best example – League Athletics and USLAXTEAMS.com
Communication options
Text based Email Texting Posting on team/organization websites Facebook Twitter US Lacrosse Playbook
Voice based Phone Call-in hotlines Voice message services – Call-Em-All; PostCalls; OneCallNow;
CallingPost
Know your audience, the type of message - often best to use multiple modes
In what years was lacrosse an Olympic Sport? For bonus points how many teams participated?
1904 and 1908 Three teams participated in the 1904
Summer Olympics – 1st Shamrock Lacrosse Team (Canda); 2nd St. Louis Amateur Athletic Association (USA); 3rd Mohawk Indians (Canda)
Two teams participated in the 1908 Summer Olympics – 1st Canada; 2nd Great Britain
Club Policies & Philosophies
Club policies & philosophies
Coaching/team/player related Training and PCA related Playing time Demeanor (Player code of conduct) Playing up Statistics
Parents Demeanor & player support (PCA Parent Pledge) Volunteer support Travel
Other Inclusion Scholarships
Joining the NCJLA
Steps to joining the NCJLA
First steps Establish interest Good sense that coaches are
available Potential field space Review available support documents
Guide to starting and running a youth lacrosse organization, NCJLA Overview, NCJLA Operations Guide
Steps to joining the NCJLA
Contact Executive Director Fill out NCJLA new club application
Applications accepted between June 30 and September 1.
Will need to know: Key club contacts, defined geography,
line-item budget, etc… Final admittance by delegates at
annual meeting late September
NCJLA member clubs
Submit club profile Attend annual delegates meeting Boys and girls reps meetings Team registration
Boys teams – Oct & Nov Girls teams – Oct through mid Dec
NCJLA member clubs
Game scheduling Boys – currently done by clubs Girls – central scheduling
Submit rosters NCJLA participation
Provide a commissioner, host PCA workshop or coaches training event, or provide volunteers to work at NCJLA events
Timeline
Start the process for establishing a new lacrosse club in spring
Transition to CIF
Transition to CIF
Review with parents and players the advantages & disadvantages to transitioning to CIF
Ideally HS club program should have 2-3 years of proven & positive operating experience before approaching HS administration PLUS a youth feeder program
Engage HS administration (Principal & AD) in the process starting in the spring
Transition to CIF
Prepare a proposal for adding a HS lacrosse team including a budget in which the costs that are to be covered by the school and the parents are clearly delineated.
Demonstrate that your organization has the parental support and experience to make the AD’s life easier.
Transition to CIF
Have coaches & equipment ready to be transferred from the club to the HS
Be prepared to bypass the HS administration if reticent… try the school superintendent and if necessary the school board. Build community support base and school board member support.
Transition to CIF
Determine which parties are going to control the funds for supporting the lacrosse team(s).
Be prepared to develop an agreement/memorandum of understanding between the supporting club organization and the school district and HS.
Two key links & contacts
CLC presentation - http://files.leagueathletics.com/Text/Documents/6490/22767.ppt
Guide to setting up and running a lacrosse organization - http://files.leagueathletics.com/Text/Documents/6490/22766.doc
NCJLA contacts – www.ncjla.org (Board, staff & commissioners)
Alice Anderson - [email protected]
