Regional Board Member Training

Workshop #208

Has everyone signed the roster?

Please use your legal

name, home address and phone, and birth date

Course Credit

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Should You Be Here?

• Regional Commissioners

• Registrars• Treasurers• Safety Directors• Division Coordinators

• Child & Volunteer Protection Advocates

• Coach Administrators

• Referee Administrators

• Auditors3

This course is for Regional Board Members. But if you are in one of these positions, AYSO offers specialized training (job specific) courses for you:

If you want, feel free to stay and learn!

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This Workshop is for you!

Do you coordinate any of these things?

Team parents

Uniforms and equipment

Snack barFundraisers/Sponsors

Newsletters

Field maintenance

Phones

Publicity

Parent handbooks

Meeting minutes/agendas

Picture day

Why do you volunteer your

time to AYSO?

• To have fun.• To learn a new skill.• To be part of a team.• To help kids grow and learn in a

safe environment.• To promote the game of soccer.

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Certification and Training

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How many of you have taken AYSO’s Safe Haven®?

Did you know you can take AYSO’s Safe Haven® in person or as an online course? Visit www.aysotraining.org for

the online version.

What things must an AYSO volunteer do?

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Question

Answers• Complete a Volunteer Application

annually• Attend in person or complete online

AYSO’s Safe Haven® – certification• Complete job training – this course or

another• Be appointed by your RC and the Regional

Board• Know and follow your Position/Job

Description• Follow the Standard Regional Guidelines

and other governing documents while performing your job

• Support AYSO’s Six Philosophies

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• A registered player is an official member of AYSO for a full year from August 1st through July 31st

• Volunteers must complete and sign an application EACH membership year – same dates apply

• Registration is a requirement for participation in AYSO as a player or volunteer and for Soccer Accident Insurance (SAI) coverage

Membership Year

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Important

Under NO circumstances should non-registered players or volunteers be allowed to participate in the program (either practice or play) because they are not covered by the SAI plan. Doing so creates an unacceptable exposure to liability lawsuits.

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Can you name the AYSO philosophies?

Everyone Plays®

Balanced TeamsOpen RegistrationPositive CoachingGood SportsmanshipPlayer Development

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Have you used the AYSO Reference Book?

What does it include?

• National Bylaws• National Policies• National Rules &

Regulations• Best Practices• Program

Information

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What are the Standard Regional Guidelines?

• Duties and responsibilities of the Region

• Management of the Region• AYSO program information• Best practices• Financial requirements• Dispute Resolution/Due Process

guidelines• Custom guideline approval/changes

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Have you reviewed your Position Description?

Where can you find it?www.ayso.org

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AYSO Incident Reporting

• AYSO Incident Reports are designed to capture all the pertinent facts and contact information whenever there is a serious incident.

• Regional Board Members should be prepared to assist Region volunteers with completion of the AYSO Incident Reports.

AYSO Incident Report

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An Incident Report is required whenever there is a serious incident involving AYSO participants, activities, facilities, or property including:• Injuries

• Illness requiring Medical Treatment

• Threats• Fighting

• Acts of Violence• Property Damage• Hospitalizations• Calls to Law

Enforcement• Participant Arrests• Lawsuits

What Every AYSO Board Member Needs to

Consider:• Budgets

Everyone has a budget to work with.

• Communication

Who should you be talking to and how?

• Empowerment

Do you feel you are making a difference?

• Succession planning

How to prepare to move on.

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Budgets

Here are some simple questions about your “money spending” philosophy:

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Budgets

• Which Regional Board Members need to spend AYSO money to accomplish their job?

• What items do you purchase every year?

• Why is it better to be proactive versus reactive in this budget process?

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Team Parent Coordinator’s Budget

Item Cost

Purchase

Date

Vendor

Person Responsi

ble

Printing of fliers

Advertising

Building permit fee

Postage

Supplies

Refreshments

Volunteer recognition

Totals20

Budgeting Tips

One of the following tips is not good advice. Can you pick out the

“bad” tip?

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Budgeting Tips1. Budgets should be based on previous

years.2. Submit a budget to the Treasurer

each season.3. There must be receipts to account

for all purchases.4. The Treasurer should give you money

for unexpected purchases.5. Spend only within your budget. 6. Avoid over spending.

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Answer

Tip # 4 is incorrect.

The Treasurer reimburses expenses when you have a receipt and writes a check for the exact amount on the receipt.

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Communication

What kinds of things do you need to communicate with other Regional Board Members about?

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Team ParentCoordinator

Uniform

Coordinator

Secretary

Snack Bar Coordinator

Concessi

ons

Newsletters

What methods of communication can a Region use?

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Communication

Which is the best method to use for each topic you are communicating about?

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Communication

Don’t Forget to Communicate With Players and Parents!!

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Each player and parent should know how to reach their Region leadership from a tool provided for them to reference at home

Brochure

Flyer

Bookmark

Business Card Magnet

Each year, the AYSO National Office receives thousands of calls from concerned families who can not reach their local AYSO Region or do not get replies to questions about…

…player registration/VIP program …coach, team, practice time, location …volunteer points, referee points …playoff criteria and participation

…refunds, uniform returns, next registration

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Prevent Problems Before They Start—Be Available and

Responsive Reachable

phone and email

publicized 800-555-AYSO - region2014@net.net

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Web

site

up

to d

ate

Make sure

there is room for

messages

REPLY

ASAP

Empowerment• How do you make a difference to your

Region?• What one accomplishment will make

you feel a sense of pride for a job well done when you leave your AYSO position?

• What improvements have you made to the AYSO program since you took over this position?

• What emotions do you feel as the new season approaches?30

YES!

You make a difference!

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Empowerment

• Be professional

• Create a budget, action list and calendar

• Be enthusiastic

• Be proactive

• Be a leader

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Succession Planning

Why is this important?Do you have any ideas how?

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Succession Planning

• Finding another volunteer to successfully take over someone else's job is a very difficult task but a necessary one.

• Always keep an ‘eye open’ for a parent that stands out among the rest. (The one that is always eager to help and asks a lot of questions.)

• Recruit the best-qualified person and make them an assistant.

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Succession PlanningTips for a smooth transition:• Fully understand your job description. • Create an action list complete with a

calendar. List any contact names and phone numbers.

• Give them responsibilities, the authority to do it and then let them do it.

• Be clear with your directions. • Be available for problem solving and

questions. • Be their support system.

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Regional Board Members are part of the team and play an important part in the success

of the Region.

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Available Resources

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Job description

AYSO Reference

Bookwww.ayso.org

Don’t forget available resources for policies, best practices and guidelines.

Thank you for attending!

We hope this training enables everyone to have more fun!

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Workshop #208