Transcript Regional Board Member Training Workshop #208 Course Credit Has everyone signed the roster? Please use your legal name, home address and phone, and birth date.

Regional Board Member Training
Workshop #208
Course Credit
Has everyone signed the roster?
Please use
your legal
name, home
address and
phone, and
birth date
2
Should You Be Here?
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:
•
•
•
•
•
Regional Commissioners
Registrars
Treasurers
Safety Directors
Division Coordinators
• Child & Volunteer
Protection Advocates
• Coach Administrators
• Referee Administrators
• Auditors
If you want, feel free to stay and learn!
3
This Workshop is for you!
Do you coordinate any of these things?
Fundraisers/Sponsors
Field maintenance
Snack bar
Team parents
Parent handbooks
Phones
Publicity
Uniforms and
equipment
4
Meeting minutes/agendas Picture day
Newsletters
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.
•
•
•
•
5
Certification and Training
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.
6
Question
What things must an AYSO volunteer do?
7
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
8
Membership Year
• 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
9
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.
10
Can you name the
AYSO philosophies?
Everyone Plays®
Balanced Teams
Open Registration
Positive Coaching
Good Sportsmanship
Player Development
11
Have you used the
AYSO Reference Book?
What does it include?
• National Bylaws
• National Policies
• National Rules &
Regulations
• Best Practices
• Program Information
12
What are the Standard
Regional Guidelines?
•
•
•
•
•
•
•
13
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
Have you reviewed
your Position Description?
Where can you find it?
www.ayso.org
14
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.
15
AYSO Incident Report
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
16
• 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.
17
Budgets
Here are some simple questions about your
“money spending” philosophy:
18
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?
19
Team Parent Coordinator’s Budget
Item
Printing of fliers
Advertising
Building permit fee
Postage
Supplies
Refreshments
Volunteer recognition
Totals
20
Cost
Purchase
Date
Vendor
Person
Responsible
Budgeting Tips
One of the following tips is not good
advice. Can you pick out the “bad” tip?
21
Budgeting Tips
1. 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.
22
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.
23
Communication
What kinds of things do you
need to communicate with other
Regional Board Members about?
Snack Bar
Coordinator
24
Communication
What methods of communication
can a Region use?
25
Communication
Which is the best method to use for each topic
you are communicating about?
26
Don’t Forget to Communicate
With Players and Parents!!
Each player and parent should know
how to reach their Region leadership from
a tool provided for them to reference at home
Business
Card
Magnet
Bookmark
Brochure
Flyer
27
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
28
Prevent Problems Before They
Start—Be Available and Responsive
-
Reachable phone
and email publicized
800-555-AYSO
[email protected]
REPLY
ASAP
29
Make
sure
there is
room for
messages
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!
31
Empowerment
• Be professional
• Create a budget, action list and calendar
• Be enthusiastic
• Be proactive
• Be a leader
32
Succession Planning
Why is this important?
Do you have any ideas how?
33
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.
34
Succession Planning
Tips 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.
35
Regional Board Members are part of
the team and play an important part in
the success of the Region.
36
Available Resources
Job description
AYSO
Reference
Book
www.ayso.org
Don’t forget available resources for
policies, best practices and guidelines.
37
Thank you for attending!
We hope this training enables
everyone to have more fun!
Workshop #208
38