ROCHESTER YOUTH SOCCER ASSOCIATION
OPERATING PROCEDURES
These Operating procedures shall be changed only by the Executive Committee of this corporation as defined in the Bylaws of this corporation. They define the voting members and general areas of responsibility for all operating committees. All operating committees will record minutes of each meeting, list voting members present and will document if a quorum was present. The Bylaws of this corporation define quorum and meetings.
The Chair of each committee shall ensure minutes are kept, meetings are scheduled and candidates for committee positions are submitted to the Executive Committee.
Each committee shall set in its operating procedures the date and time of meetings and the required attendance for committee members.
Administration. Administration is responsible for the administration, planning and operations of RYSA. Administration shall:
- Complete activities assigned by RYSA Committees
- Ensure representation of RYSA at State and Federal levels of Soccer
- Propose & Coordinate RYSA Calendar (registration, coaches clinics/classes, practice dates...)
- Promote Sportsmanship
- Purchase Equipment and uniforms
- Maintain database of all RYSA players, coaches, managers, volunteers, officers and Board of Directors.
- Ensure all forms required are in place.
- Develop and enforce a Risk Management Policy
- Publish newsletters
- Review and coordinate Player/coach development proposals
- Schedule team pictures
- Publish Booklets
- Conduct RYSA registration
- Create and distribute RYSA Registration Forms.
- Coordinate all soccer field use for games and practice
- Coordinate soccer practice locations
- Develop/enforce guidelines for use of game fields for practice
- Coordinate equipment for game fields
- Coordinate equipment for practice fields
- Ensure game fields are marked and ready for games
- Coordinate payment of referees
Financial Committee. The voting members of this committee shall include: Treasurer, Traveling Committee Financial Secretary, Recreational Committee Financial Secretary, Scholarship Coordinator and Fundraising Coordinator. This committee shall:
- Recommend Annual Operation Budget
- Recommend Registration Fees
- Coordinate Post H.S. Scholarship program
- Coordinate RYSA Financial Assistance program
- Coordinate corporate and other sponsorships
- Coordinate all advertising
- Coordinate fundraising
- Provide long range financial forecasts
- Audits
Traveling League Committee. The voting members of this committee shall include: VP of Traveling, Traveling Secretary, Traveling Financial Secretary, Summer Boys coordinator, Summer Girls Coordinator, Fall Boys Coordinator, Fall Girls Coordinator, Traveling Equipment Coordinator. This committee shall:
- Ensure all events are coordinated with RYSA calendar
- Work with district officers to provide each traveling team a full schedule at appropriate level of competition
- Schedule traveling programs
- Recruit, select and recommend coaches for approval of Executive Committee
- Schedule and coordinate Traveling Tryouts
- Ensure parents, players and coaches are familiar with traveling selection process
- Resolve player assignment problems to mutual benefit of both players and team
- Recommend coach development programs
- Recommend player development programs
- Coordinate and staff all traveling tournaments
- Conduct coaches meetings
- Ensure each coach and team is familiar with the RYSA bylaws and operating procedures.
- Ensure all teams are aware of special events and activities (team pictures, clinics, ..)
- Ensure all needed documentation is collected (Birth certificates, Power of Attorney, and Waiver of liability/registration forms)
- Develop Traveling Booklet
- Develop and update Traveling League operating procedures for Executive Committee approval Including: appeal process player/coach, discipline procedure, team selection, coach selection, tournaments, out of state travel, playing time, practice, ...
- Ensure referees are scheduled
- Coordinate all Traveling uniforms and equipment
Recreational League Committee. The voting members of this committee shall include: VP of Recreation, Recreational League Secretary, Recreational League Financial Secretary, Rochester Coordinators (NW, NE, SW, SE), Outlying area coordinators (Kasson/Mantorville, Byron, Plainview/Elgin, Eyota, Pine Island), Recreational League Information Shed Coordinator, Recreational League Equipment Coordinator. This committee shall:
- Ensure all events are coordinated with RYSA calendar
- Schedule Recreational programs
- Recruit coaches recommend for approval of executive committee
- Setup recreational teams
- Recommend coach development programs
- Recommend player development programs
- Staff/coordinate all recreational league tournaments
- Conduct coaches meetings
- Ensure each coach and team is familiar with the RYSA bylaws and operating procedures.
- Ensure all teams are aware of special events and activities (team pictures, clinics, ..)
- Ensure all needed documentation is collected (Waiver of liability/registration forms)
- Develop Recreational League Booklet
- Develop and update Recreational League operating procedures for Executive Committee approval
Including: team selection, coach selection, tournament participation, practice requirements, game playing time, game size( 4V4, 5V5, ..), field size, game length, use of league standings, teams practicing and formed outside of Rochester
- Ensure referees are scheduled
- Coordinate all Recreational League uniforms and Equipment
Long Range Planning Committee. The voting members of this committee shall include: VP of Long-Range Planning and a minimum of 3 other committee members. This committee shall:
- Ensure RYSA future game field and practice area needs are met.
- Develop and propose a long range plan for RYSA direction and programs including: leagues, fields, and indoor facilities.
- Assess financial impacts of long range plan.
- Coordinate long range plan(s) as approved by the executive committee.
- Review and propose updates to the long range plan on a yearly basis.
Last updated 10/21/2002
