Alameda Soccer Club Board of Directors

Member Jack London Youth Soccer League

Spring 2008 Online Signups

Player and Coach Registration

Practice Field Request Form

Referee Scheduling

Information

Fall 2007 Schedule

2008 Select Tryouts

2007 Picture Day Info

2006-2007 Sponsors

Fall 2007 Age Groups Divisons

Programs

Small Sided Soccer

Soccer Training Camps

Referee Clinics

Reference

Class IV Team Formation Policy

Directions to Fields

CYSA Tournament Info

Job Descriptions for
Board of Directors

All positions on the Alameda Soccer Club Board of Directors have voting rights. Members are requested to attend the Board of Director meetings held every second Monday of the month at Alameda Hospital. Critical strategic and day-to-day decisions are made at these meetings. Also note that the time commitments are approximate.

ASC Nominating Committee

Pat Packard papackard@aol.com 522-4936
Reva Kopel rbkopel@aol.com 522-2120
Mike Maxson coachmax@attbi.com 865-6805

President

Major tasks:

Promote and foster an environment of collaboration among club members
Represents the club to the City of Alameda, Alameda Parks and Recreation Department and the general public.
Be a Goodwill Ambassador for the club
Attends major club functions like: Registration Night, Picture Day, Recognition Night, and others.
Member of the Disciplinary Committee
Leads monthly meetings
Provides updates to website as needed
Attends registration evenings
Member of the Executive Board
Required to attend 3 meetings per month: the Jack London Board meeting, the ASC Board and the Executive Board.
Time commitment: 15 hours per month (April-September), 8 hours per month (October-March)

First Vice-President

Major tasks:

First Vice-President is responsible for the administrative functions of the club.
Provides guidance and coordinates the work of the Office Coordinator and Volunteer Coordinator
Provides guidance and supports the efforts of the Sponsorship Coordinator, the Trophy Coordinator, Publicity Coordinator and the Picture Coordinator
Works closely with the Registrar to ensure all administrative work is completed
Provides updates to website as needed
Attends registration evenings
Member of the Executive Board
Required to attend the ASC Board and Executive Board meetings
Represents the ASC in the absence of the President
Time commitment: Approximately 15 hours per month (February-September), 8 hours per month (October-January)

Second Vice-President

The Second Vice-President is responsible for all functions associated with the playing of the game.

Major tasks:

Provides guidance and supports the efforts of the Field Coordinator
Provides guidance and supports the efforts of the Equipment Coordinator
Provides guidance and supports the Select Teams Coordinator
Provides guidance and supports the efforts of the Referee Coordinator and Match Coordinator
Provides guidance and supports the efforts of the Coaching Development Coordinator
Member of the Disciplinary and Field Committees
Member of the Executive Board
Required to attend the ASC and the Executive Board meetings
Coordinates and leads the annual coaches meeting
Provides updates to website as needed
Attends registration evenings
Time Commitment: Approximately 15-20 hours per month (February-October), 8 hours (November-January)

Treasurer

Major tasks:

Member of the budget committee
Create and maintains budget
Deposits monies
Pays bills
Files income tax paperwork
Attends registration evenings
Maintains financial records/ budgets and supplies updates at monthly meetings
Member of the Executive Board
Required to attend the ASC Board and Executive Board meetings
Time Commitment: 15 hours per month (April-October) 8 hours (November-January)

Secretary

Major tasks:

Takes minutes at the meetings (board and executive)
Distributes minutes to ASC Board members
Creates and maintains the ASC Board of Directors’ Roster
Attends registration evenings
Obtains permits from the AUSD for special meetings and registration
Member of the Executive Board
Required to attend the ASC Board and Executive Board meetings
Time Commitment: Approximately 6 hours per month (January-November)

Registrar

Major tasks

Creation of all registration materials
Create and review all registration processes
Trains, provides guidance and supports Registration Assistants
Coordinates and leads all registration nights
Required to know rules to credential players
Required to meet all JLYSL deadlines for registrations
Trains, provides guidance and supports the Age Group Coordinators
Liaison between JLYSL and the ASC for registration/credentialing
Ensures registration and team creation rules are followed
Maintains the WinReg database
Provides updates to the website with registration information as needed
Member of the Executive Board
Required to attend the ASC Board and Executive Board meetings
Time Commitment: 25 hours per month (March-September) 8 hours (October-February)

Age Group Coordinators

Major tasks:

Create teams using the team creation rules
Liaison between ASC and parents/coaches
Coordinates the pick up of trophies, sponsorship gifts and pictures
Works closely with the registrar to ensure all registration and credentialing procedures and deadlines are met
Educates coaches and parents with regulations within the age group as needed
Attends registrations evenings
Counsels coaches and parents on field disciplinary issues (U6-U8)
Creates the practice and playing schedule (U6-U8)
Creates coaches folder for the annual coaches meeting
Communicates weekly with coaches via email to keep them informed
Provides updates to the website as needed
Strongly suggested to attend the monthly ASC Board of Director meeting
Time Commitment: 20 hours (April-Aug) 8 hours (September-March)

Select Teams Coordinator

Major tasks:

Creates and advertises try-out schedule
Coordinates try-outs
Liaison between ASC and parents/coaches
Coordinates the pick up of trophies, sponsorship gifts and pictures
Works closely with the registrar to ensure all registration and credentialing procedures and deadlines are met
Educates coaches and parents on competitive rules/credentialing
Attends registrations evenings
Creates coaches folder for the annual select coaches meeting
Communicates weekly with coaches via email to keep them informed
Requested to attend the monthly ASC Board of Directors meeting
Provides updates to the website as needed
Requested to attend the monthly ASC monthly meetings
Time Commitment: 10 hours (March-June) 2 hours (July-February)

Referee Coordinator

Major tasks:

Monitors the referee website to ensure referees cover all Alameda games
Recruites referees as needed
Ensures referees are licensed
Trains referees on payment procedure
Obtains schedules of referee training classes and advertises them using the Age Group Coordinators and the website
Recommended to attend the ASC monthly meetings
Attend registration evenings
Time Commitment: 6 hours per week (September-November) 4 hours per week (April-June)

Match Coordinator

Major tasks

Obtain coaches information (U10 and older)
Obtain and maintain flighting information from coaches
Requested to attend the ASC monthly meetings
Attend registration evenings
Time Commitment:

Fields Coordinator

Major tasks:

Work with the AUSD to obtain field permits
Work with the Parks and Recreation Department to obtain field permits
Assign teams to practice fields
Negotiate for fields when necessary
Copy and distribute field permits to the Age Group Coordinators or directly to the coaches
Maintain a master file of fields and schedules
Maintain a close working relationship with AUSD and ARPD
Attend registration evenings
Strongly suggested to attend the ASC monthly meetings
Time Commitment: 10 hours per month (March-September), 3 hours (Oct-February)

Top

Equipment Coordinator

Major tasks:

Order all necessary equipment per season
Bundle and distribute equipment to coaches
Collect equipment at end of season
Maintain the equipment inventory
Research best prices for equipment
Orders the lining of the fields and purchases the paint
Ensures goal frames are at appropriate locations
Ensures net bags are complete and flags are useable
Delivers net bags to appropriate sites for each field
Attends registration nights
Distributes equipment at the annual coaches meeting
Strongly suggested to attend the ASC monthly meetings
Time Commitment: 15 hours per month (March-August) 8 hours (Sept-November)

Bay Oaks Representative

Major tasks:

Attend all Bay Oaks meetings
Attend all ASC monthly meetings and report as appropriate
Time Commitment: 5 hours per month

City Board Representative

Represents the ASC at city council meetings as appropriate. Works directly with the City Manager and ARPD to ensure that the needs of the ASC are met.

Major tasks:

Attend city council meetings as needed
Meet with the City Manager/ARPD to represent the club as needed
Member of the Field Development Committee
Create and makes presentations to city organizations as needed
Requested to attend the ASC monthly meetings
Time Commitment:

Jack London Representative

Major tasks:

Attend all Jack London Board of Director meetings held the first Monday of every month.
Obtain the minutes to the meetings and provide to the ASC
Obtain copies of the Jack London budget and provide to the ASC
Represent the views of the ASC at the JL meetings
Vote at the JL meetings in the absence of the ASC President
Report to the JL Board any issues or concerns raised by the ASC Board of Directors
Strongly suggested to attend all ASC monthly meetings
Attend registration evenings
Time Commitment: 6 hours per month

Director-at-Large (3)

Major tasks:

Requested to attend ASC monthly meetings
Other duties as assigned
Time Commitment: Varies

Player Representatives (2)

Major tasks:

Bring youth issues or concerns to the monthly meetings
Represent the youth standpoint on issues raised in the monthly meetings
Requested to attend the ASC monthly meetings
Attend registration evenings
Time Commitment: 3 hours per month. Sometimes more

Coaching Coordinator

Major tasks:

Recruits coaches
Mentors/educates new coaches
Obtains and advertises coaching clinics put on by CYSA or
Jack London such as F/E/ED clinics
Schedules and coordinates coaching clinics in Alameda
Works directly with MLS to schedule coaches clinics
Attends registration evenings
Provides updates to the website
Time Commitment:

Publicity Coordinator

Major tasks:

Obtain agreement with the newspaper regarding team articles
Understands the requirements from the newspaper for articles
Creates publicity folders to be handed out at the annual coaches meeting explaining the publicity procedures
Receives the weekly team articles, merges, edits, formats and sends articles to the newspaper
Meets the newspaper deadline
Requested to attend the ASC monthly meetings
Updates website when necessary
Time Commitment: 8 hours (August) 3 hours each week during the season

Uniform Coordinator

Major tasks:

Uniform Sales Coordinator & Committee:
Take a beginning inventory. Polish crystal ball and determine if any sizes need to be ordered for new Spring players.
Interface with the Executive Board to determine if there will be any changes to the uniform requirements. Contact suppliers for current pricing. Revisit pricing with Executive Board if there are increases. Order inventory for Spring, if necessary.
Create or Update order forms (U/6-8, U/10+ & Class III), price lists and flyers. Have sufficient copies printed.
Attend Spring registration nights, with uniform samples. Provide flyer of Office hours for Spring Uniform sales. Hold office open for Spring sales twice a week for two weeks. The last date falling after the beginning of the Season. Keep accounting of sales proceeds and transfer to the treasurer promptly.
Attend Fall Registration Nights with Uniform samples and order forms. Obtain orders and payment from all players that will need Uniforms or additions to uniforms.
After the Fall Registration nights, tally the player orders and place an order with vendors taking the current inventory and projected late orders into account. Class III uniforms are ordered through the team coaches and must be ordered first as their play begins earlier.
Establish Fall Office hours for Uniform pickup and sales. It is best to start in early August and expect to go through September. Keep accurate accounting and transfer sales proceeds to the treasurer promptly.
Inventory – End of season. Bless you!
The coordinator needs to be very well organized. Retail experience would be helpful. Time commitment can be minimized by a strong support committee.

Soccer Camp Coordinator

Major tasks:

Negotiate the summer camp schedule with the camp vendors and the Board
Obtain camp advertisements and send out mailings to the membership regarding registration
Coordinate all registration functions for camp
Collect the registration fees and provide for Treasurer
Obtain fields and field permits
Help obtain host families for coaches
Coordinate a pizza party for coaches and host families
Ensure all campers get their camp items
Provide web updates as needed
Work with Coaching Coordinator to schedule the end of camp clinic for coaches
Ensure that vendor statement of account is accurate and obtain check from Treasurer
Time Commitment: 2 hours per month (April-until week of camp). Week of camp approx. 5 hours

Sponsorship Coordinator

Major tasks:

Prepare and mail sponsor solicitation letters to prior year’s sponsor and any new potential sponsors (May-June – 2-3 hours)
Prepare coaches letter and worksheet for shirt/sweatshirt sizes (if necessary) and distribute at coaches meeting (August- 5 hours)
Check for mail at soccer office for sponsor information and checks (July – Oct. 2 hrs)
Keep sponsor records (form, copy of check, logo information and team information) (July – Oct 8 hrs)
Provide labels for mailings – Appreciation Night- (Oct. – Nov. 2 hrs)
Send out “thank you” letters at the end of season (Nov. – Dec. 3hrs)
Attend monthly Board meetings (2 – 3 hrs)
Liaison with screen printing company (Prolific –USA, Hayward)
(May – Nov. , 16 hrs)

Obtain pricing/availability of “sponsor item”
Provide logo information
Provide sizing information
Provide counts of items ordered
Pick up items ( Oct. – Nov. time depends on number of items to pick up, probably 1.5 hrs each trip)

Liaison with Photographer ( Sept. – Dec. , 10 hrs)

Provide list of teams and sponsor names for photo plaque
Distribute sponsor plaques
- bring to Appreciation Night for sponsors or coaches to pick
- deliver or mail remaining plaques

Liaison with teams/coaches (Aug – Nov. 15 hrs)

Insure sponsor info is complete (form, check, logo)
Insure sizing information (if necessary) is received
Contact teams/coaches for pick up of items

Newsletter Coordinator

Major tasks:

Obtain articles from varies board members
Publish and edit the newsletters
Get the newsletter reproduced
Coordinate mailing of the newsletters
Ensure postage is in the bulk mail account or obtain check from Treasurer
Time Commitment: Quarterly – 6-10 hours

Picture Coordinator

Major tasks:

Obtain 3 bids from photographers
Present the bids to the Board of Directors
Schedule picture day with the photographer
Prepare photo day packages for the annual coaches meeting
Using the Jack London and ASC game schedule, create a picture day schedule
Obtain volunteer information from the teams and create a volunteer schedule
Obtain a location and permit (if necessary) for picture day
Obtain and set up equipment on picture day
Create processes to be followed by volunteers
Distribute pictures or coordinate with the Age Group Coordinators
Ensure the sponsor plaques are correct
Delivery sponsor plaques to Appreciation Night
Requested to attend ASC monthly meetings
Attend registration evenings
Time Commitment:

Trophy Coordinator

Major tasks:

Pick out trophies and obtain 3 bids from vendors
Present the bids to the Board of Directors
Obtain team rosters and order trophies
Create distribution process and communicate with the Age Group Coordinators
Requested to attend ASC monthly meetings
Attend registration evenings
Time Commitment: 6 hours total (Sept/October)

Outreach Coordinator

Major tasks:

Work with the AUSD to attend school open houses in areas schools that …………….
Time Commitment:

Office Coordinator

Major tasks:

Maintains inventory of office supplies
Maintains office key log
Ensures that office equipment is in working order
Ensures that money is in bulk postage account
Opens mail and distributes it into mail slots
Maintains cleanliness of office
Changes phone message as needed
Time Commitment: 3 hours per month

Volunteer Coordinator

Major tasks

Creates an Excel spreadsheet from the volunteer forms collected at registration nights
Calls upon volunteers as needed by members of the club
Helps the nomination committee by providing reports of volunteers by category
Time Commitment: 5-10 hours (April and May) 1 hour (June-November)

Webmaster

Major Tasks

Create and maintain web pages for club website
Organize content for ease of use
Publish schedules for age groups up to U-8 (Older age groups are published by JLYSL)
Maintain list of contact information for club representatives and publish on website
Publish calendar of events as received from club officers
Receive and publish information from club officers regarding meetings, registrations nights, tournaments, and other club events
Obtain Class III team information from Select Coordinator and update on site
Provide directions for club events and information on uniform sales
Maintain links to Jack London website and verify proper links from Jack London to Alameda site
Responsibilities include only publishing information - authoring of content is responsibility of club officers.
Time Commitment: varies with time of season

Alameda Soccer Club · 2233 Santa Clara Ave #2A · Alameda CA 94501
(510) 337- 9183

Webmaster Last Updated April 30th, 2007