1. Regional Board Member Training
08/19/14
Regional Board Member Training
This is the header slide for the 2016 Workshop presentations.
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2. Please use your legal name, home address and phone, and birth date.
Course Credit
Please use your legal name, home address and phone, and birth date.
Course Roster Slide; Make sure all participants have signed the roster with their LEGAL first and last names; address, home phone number and birth date. Birth date is one of the fields used to ensure that course credit is given to the correct person; i.e. “John Smith, Los Angeles, CA”.

3. What positions do you hold?
Field Coordinators?
Picture Day Coordinators?
Parent Handbook, Directory Coordinators?
Team Parent Coordinators?
Volunteer Coordinators?
Fundraising Coordinators?
Publicity Coordinators?
Any others?
Ask what positions are represented.
Click through the list afterwards to confirm other positions.

4. Course Objectives
Provide Regional Board Members with a general understanding of the role all board members play in the administration of a Region beyond their individual job assignments.
Share the importance of role modeling the AYSO Six Philosophies, principles of sport, good sportsmanship and the Stewards of the Game in order to create a fair, safe, fun, family-friendly environment – a safe haven - for our players.
Registrar Training Objectives
CLICK for first item.
STATE: “We will be explaining the key responsibilities every board member shares in fostering a safe, fair, fun, family-friendly environment for kids to play soccer” (Role)
CLICK for 2nd item.
CLICK to move to next slide.

5. Additional Training
There are specific job training courses for the following board positions:
Regional Commissioner (3 day course)
Coach Administrator
Referee Administrator
Treasurer
Registrar
Safety Director
Child and Volunteer Protection Advocate (CVPA)
Division Coordinator
Area Director
Remind attendees that there are specific job training courses for these positions. This course is designed for all board positions and covers information generic to every position.

6. Role of Board Members
The role of all Regional board members is to serve as an ambassador for the AYSO program to our volunteers and families while delivering a world class youth soccer program that enriches children’s lives.
Click

7. Job Responsibilities
In addition to any specific job duties, every Regional board member is expected to:
Support the AYSO Vision of providing world class youth soccer programs that enrich children’s lives.
Promote the AYSO Six Philosophies.
Abide by AYSO’s National Bylaws, Rules & Regulations, Policy Statements and the Standard Regional Policies and Protocols.
Create a safe haven for all participants.
These are the generally understood responsibilities for all board members, in addition to any job specific responsibilities such as ordering uniforms, scheduling games or concession stand shifts, etc.

8. Volunteer Requirements
What does AYSO require of all volunteers in order to protect both our children and volunteers?
Ask attendees to name some of the requirements.
Hint: Remember AYSO’s Safe Haven training.
Ask attendees to raise hands if they’ve taken AYSO’s Safe Haven.
Click through the list afterwards to confirm other positions.

9. Volunteer Requirements
For everyone’s protection, AYSO requires all volunteers to:
Sign and submit a Volunteer Application every year,
Consent to background checks,
Be authorized to do their job and act within the scope of their Job Descriptions and AYSO’s policies, procedures and guidelines,
Complete Safe Haven Training and
Be properly trained in their jobs.
Volunteer and Player Protection beings with the requirements all volunteers share.

10. The AYSO Vision Statement
To provide world class youth soccer programs that enrich children’s lives.
Read the mission statement and segue into the Six Philosophies.

11. The AYSO Mission
The Mission of AYSO is to develop and deliver quality youth soccer programs which promote a fun, family- friendly environment based on our Six Philosophies.
Can you name the Six Philosophies?
Read the mission statement and segue into the Six Philosophies.

12. AYSO’s Six Philosophies
Everyone Plays®
Balanced Teams
Open Registration
Positive Coaching
Good Sportsmanship
Player Development
Read the mission statement and segue into the Six Philosophies.

13. The AYSO Mission
AYSO prides itself on creating a safe, fair, fun, family-friendly environment, or safe haven, for children and their families to experience the beautiful game of soccer.
Read the mission statement and segue into the Six Philosophies.

14. Implementing the Vision
To Implement AYSO’s Vision, Regions must:
Participate year-round in the available National Programs, to the best of the Region’s ability.
Focus on player and volunteer recruitment, development and retention.
Develop reasonable fundraising & sponsorship opportunities.
Create short & long-range Strategic Plans.
Update the Area Director periodically.

15. AYSO Reference Book What can you find in the AYSO Reference Book?
National Bylaws
Organizational structure & governance
Rules and Regulations
AYSO Games
National Policy Statements
AYSO Policy
Standard Regional Policies & Protocols
Regional Responsibilities
Program guidelines, field dimensions, due process, reimbursements, Safe Haven policies.
Ask the audience what they can find in the AYSO Reference Book:
Click through the list afterwards to confirm other positions.
The Reference Book provides the answers to “where does it say…?” It includes the governing documents and valuable information on Regional operations including financial matters, dispute resolution, community relations and AYSO programs.
Ask what the Reference Book looks like?
Click to show picture.

16. Where does it say…? When and how the organization must have meetings?
National Bylaws
That electronic cigarettes are prohibited around playing fields?
National Rules and Regulations
What is the maximum roster size is for 10U teams?
AYSO officials are prohibited from endorsing political campaigns?
National Policy Statements
Quiz for what’s in the Reference Book and where does it say?
Click for each question and answer

17. Standard Policies & Protocols
What kinds of things are covered?
Duties and responsibilities of the Region – Must dos
Per Bylaw 1.04 – i.e. registering players, volunteers, comply with Safe Haven policies, mandated reporting, SAI.
Management of the Region
7 required board positions, their responsibilities and the election of RC, etc.
Duties and Responsibilities – Per Bylaw 1.04 – i.e. registering players, volunteers, comply with Safe Haven policies, mandated reporting, SAI.
Management of the Region – 7 required positions and their responsibilities, election of RC, etc.

18. Standard Policies & Protocols
What kinds of things are covered?
Operational Expectations
Region shall set and communicate annual player registration fee and refund policy, every player must play half of every game, maintain the highest standards of conduct/sportsmanship.
Financial requirements
Regions must use NAP and NAP Online, adopt an annual budget, comply with Bylaw 1.04, maintain financial records for 7 years.
Operational Expectations – Region shall set and communicate annual player registration fee and refund policy, every player must play half of every game, maintain the highest standards of conduct/sportsmanship.
Financial Requirements -Regions must use NAP and NAP Online, adopt an annual budget, comply with Bylaw 1.04, maintain financial records for 7 years.

19. Standard Policies & Protocols
What kinds of things are covered?
Dispute Resolution/Due Process guidelines
Guiding principles for resolution of disputes includes “compromise”, “suspension or removal only as a last resort”, “recognize valuable service”, “Do not punish the child for actions of the parent” and due process must be afforded to any member whenever their participation is limited, suspended or terminated.
Dispute Resolution/Due Process – guiding principles for successful resolution of disputes includes “compromise”, “suspension/removal only as a last resort”, “recognize valuable service”, “Do not punish the child for actions of the parent” and that due process must be afforded to any participating member whenever their participation is limited, suspended or terminated.

20. Standard Policies & Protocols
What kinds of things are covered?
Voluntary Service
No Regional Board Member shall receive any monetary benefit or compensation for his/her services to the Region (can be reimbursed for approved expenses paid on behalf of the Region) or use his/her position to gain personal benefit or reduced/eliminated player registration fees.
Voluntary Service – No Regional Board Member shall receive any monetary benefit or compensation for his/her services to the Region (can be reimbursed for approved expenses paid on behalf of the Region) or use his/her position to gain personal benefit or reduced/eliminated player registration fees.

21. Standard Policies & Protocols
What kinds of things are covered?
Voting Guidelines
Local Board Items: Pass by majority of votes.
RC Nomination: Nomination by majority of votes.
Use EM Nomination Protocol in Reference Book 8:7.
Policies and Protocols Modification: Requires 2/3 majority of votes.

22. P&P Addendum A: Local Flexibility
Modifications to P&P
Must not conflict with AYSO Governing Documents.
Cannot change Laws of the Game.
Regions must define Board members not eligible to vote.
Regions are allowed to modify the P&Ps, as long as they are consistent with the Governing Documents and Area and Section Policies—ask for some other examples
Defines who is and who isn’t a voting member of the Regional Board
Addendum B requires Regional policies be set forth
All reviewed and approved by the AD and SD
A guide to best practices is set forth in the Reference Book, Chapter 8

23. P&P Addendum A: Local Flexibility
Yes
List Non-voting board positions
RC Length of term – Two years
3/4 Play check box No
Restatement of National Policy
Rules of Competition
Regions are allowed to modify the P&Ps, as long as they are consistent with the Governing Documents and Area and Section Policies—ask for some other examples
Defines who is and who isn’t a voting member of the Regional Board
Addendum B requires Regional policies be set forth
All reviewed and approved by the AD and SD
A guide to best practices is set forth in the Reference Book, Chapter 8

24. Addendum A
Regions are allowed to modify the P&Ps, as long as they are consistent with the Governing Documents and Area and Section Policies—ask for some other examples
Defines who is and who isn’t a voting member of the Regional Board
Addendum B requires Regional policies be set forth
All reviewed and approved by the AD and SD
A guide to best practices is set forth in the Reference Book, Chapter 8

25. P&P Addendum B: Local Policy
Additions to P&P’s
Examples?
Must also be AYSO
Must Provide Refund Policy
Addendum B requires Regional policies be set forth
All reviewed and approved by the AD and SD
A guide to best practices is set forth in the Reference Book, Chapter 8

26. P&P Addendum B: Local Policy
Yes
Rules of Competition
Coach Selection
Training Slot Allocation Priorities
Disciplinary Policy – Code of Conduct No
Ban of Slide Tackle
Exclusionary
Regions are allowed to modify the P&Ps, as long as they are consistent with the Governing Documents and Area and Section Policies—ask for some other examples
Defines who is and who isn’t a voting member of the Regional Board
Addendum B requires Regional policies be set forth
All reviewed and approved by the AD and SD
A guide to best practices is set forth in the Reference Book, Chapter 8

27. Approval and Posting Approval including Addendums A & B:
Region Board: 2/3 Vote
Area Director & Section Director
NBOD or its Delegate
Last approved version stands: no annual renewal
Post
Region Website
Archived at National Office
Updated in system: signed or default
Regions are allowed to modify the P&Ps, as long as they are consistent with the Governing Documents and Area and Section Policies—ask for some other examples
Defines who is and who isn’t a voting member of the Regional Board
Addendum B requires Regional policies be set forth
All reviewed and approved by the AD and SD
Every Region will have its own folder on a server at the National Office with all copies of P&P documents maintained.
eAYSO guidelines box will be changed for P&P’s Signed or Default

28. AYSO Membership Participating Members:
All properly registered and accepted players and volunteers within the Region.
Executive Members:
Every Regional Commissioner of a Chartered Region is an executive member entitled to vote on governing bylaws, rules, regulations and policies.

29. 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 and every membership year.
Registration is a requirement for participation in AYSO as a player or volunteer and for Soccer Accident Insurance (SAI) coverage.

30. Membership Year
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 insurance. Doing so creates an unacceptable exposure to liability.

31. Question? What are some things that every volunteer must do?
Ask your co-instructor or a participant in the workshop to scribe answers on the flip chart. There will be many acceptable answers but these are the ones you are specifically looking for which are shown on the next slide:
Complete a volunteer application annually.
Attend or complete online AYSO’s Safe Haven® – certification
Complete training – this workshop
Be appointed by your RC and the Regional Board

32. Volunteer Requirements
Complete a Volunteer Application annually.
Complete 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 Policies and Protocols and other governing documents.
Support AYSO’s Six Philosophies
Explain that a Volunteer Application must be filled out annually.
Stress that AYSO’s Safe Haven® is the certification portion of their training.
Take this course for the training portion of their Safe Haven® certification portion of their training.
State they must be properly appointed by his or her RC and the Regional Board.
The job descriptions are available through AYSO's website ( and/or through his or her Regional Commissioner. If available, show a copy of a job description.
Inform the Standard Regional Guidelines are available through AYSO's website ( and/or through his or her Regional Commissioner. If available, show a copy of the guidelines.

33. Follow the Job Description
Do you know where to find it?
Back of the Reference Book and on ayso.org under Resources.

34. Incident Reports
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.
One of the key responsibilities for all Region officials is Incident Reporting. Its purpose is to capture key facts and contact information. All Incident Reports must be turned into the Regional Safety Director. Incident reports are extremely important in documenting information that could be needed at a future date. Make sure they are filled out quickly and accurately.

35. Incident Reports
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
Are Incident Reports required only for injuries? No.
Use common sense when deciding if an Incident Report should be filled out. However “when in doubt – fill it out.” AYSO has a legal department that is there to provide guidance in legal matters.

36. Things to Consider Budgets Everyone has a budget to work with.
Empowerment
Do you feel you are making a difference?
Succession planning
How to prepare to move on.
Communication/Customer Service
Who should you be talking to and how?
One of the key responsibilities for all Region officials is Incident Reporting. Its purpose is to capture key facts and contact information. All Incident Reports must be turned into the Regional Safety Director. Incident reports are extremely important in documenting information that could be needed at a future date. Make sure they are filled out quickly and accurately.

37. Things to Consider 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?
Explain that every Regional Board Member should consult their Treasurer and RC regarding their budget. Be proactive and ask permission to spend funds rather than just giving the Treasurer receipts for unplanned for expenses

38. Things to Consider Budgets
Budgets should reflect previous years plus any new factors.
Submit a budget to the Treasurer each season.
There must be receipts to account for all purchases.
The Treasurer should process reimbursement requests for approved expenses made on behalf of the Region.
Spend only within your budget.
Avoid over spending.
Explain that every Regional Board Member should consult their Treasurer and RC regarding their budget. Be proactive and ask permission to spend funds rather than just giving the Treasurer receipts for unplanned for expenses

39. Things to Consider 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?
Explain that every Regional Board Member should consult with the RC regarding plans and goals. Be proactive.

40. Things to Consider Empowerment Be professional.
Create a budget, action list and calendar.
Be enthusiastic.
Be proactive.
Be a leader.

41. Things to Consider 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.

42. Things to Consider 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.
Explain that every Regional Board Member should consult their Treasurer and RC regarding their budget. Be proactive and ask permission to spend funds rather than just giving the Treasurer receipts for unplanned for expenses

43. How many Regions use Kids Zone?
Help make every game a kids zone!
Kids Zone encourages appropriate sideline behavior – key to promoting a fun, safe, family-friendly environment.
Parents and Spectators pledge to respect the tenets of Kids Zone.
Coaches, Referees, Parents and Players abide by a Code of Conduct.

44. Support Kids Zone Kids are #1 Fun – not winning – is everything
Fans only cheer, only coaches coach
No yelling in anger
Respect the volunteer referees
No swearing
No alcohol, tobacco products or other controlled substances
No weapons
Leave no trash behind
Set a proper example of Good Sportsmanship
Ask attendees how Division Coordinators can support Kids Zone?

45. AYSO’s Stewards of the Game
Coaches and Referees are asked to work together as the Stewards of the Game team in order to make player safety the #1 priority on the field.
Everyone is asked to role model the principles of sport, create kids zone sidelines and promote good sportsmanship and player safety.
Ask attendees how Division Coordinators can support Stewards of the Game?

46. Customer Service Announcement
“Whatever you do, do it well.
Do it so well that when people see you do it they will want to bring others and show them how well you do what you do.”
Walt Disney
Advice from an expert.

47. Customer Service Announcement
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/referee points
Playoff criteria and participation
Refunds, uniform returns
Next registration
Advice from an expert.

48. Customer Service Announcement
They would rather communicate with you. Help them find you:
Update Website contact information.
Have a dedicate phone line for messages.
Publish address.
Advice from an expert.

49. Regional Board Member Team
Remember, Regional Board Members are part of Team AYSO and serve as ambassadors for the program to our volunteers and families.
Advice from an expert.

50. Thank you for attending!
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