Constitution
Link to printable version: PSC Constitution
Town Of Poughkeeepsie Soccer Constitution
Revision Summary
Article IV Section One: Board of Directors
Registrar to Registrars
Added Tournament Director
Article IV Section Four: Officers
Any Club Officer holding more than one (1) position on the TOPSC Board of Directors, is only eligible one (1) vote. (intent of motion passed Aug 17, 1999)
Article IV Section Four, 2: Immediate Past President
When a TOPSC President leaves office by choice or as a result of the elective process, he retains full Board membership privileges for one (1) year only. (April 1992)
Article IV, Section Four, 10: Tournament Director
Added explanation of Tournament Director responsibilities
Article V, Section Two Board of Directors
Added: Any Board member that misses two (2) consecutive, regularly scheduled Board meetings loses the privilege of voting until two (2) consecutive, regularly scheduled Board meetings are attended as noted by the minutes. If in attendance at the second meeting, their voting privileges will be restored immediately. (October 20, 1998)
Procedure Two, U16 PROCEDURES and RULES:
The percentage of the concession money from the U16 team to TOPSC for the Building Fund was reduced from 20% to 10%.
ARTICLE I NAME
The name of the Club shall be the Town of Poughkeepsie Soccer Club, Incorporated, a.k.a. TOPSC.
ARTICLE II
SECTION ONE OBJECTIVES
This Club shall be a non-profit corporation under the laws of the State of New York dedicated to providing the youth of the Town of Poughkeepsie, and of neighboring areas without ENYYSA affiliate, an opportunity to play soccer and therefore learn principles of good sportsmanship, honesty, cooperation and respect of authority.
SECTION TWO PROGRAM
To achieve this objective, the Town of Poughkeepsie Soccer Club, Inc. will provide a supervised program of competitive soccer games. All Directors, Officers and Members shall bear in mind that the attainment of exceptional athletic skill or the winning of the games is secondary, and the molding of future adults is of prime importance. The Club Directors shall strive to provide reasonably equal benefits to all registered players.
SECTION THREE AFFILIATION
This Club shall be a member of the USSFA and its governing body, the Eastern New York Youth Soccer Association (ENYYSA) and be bound by their rules and regulations.
ARTICLE III
SECTION ONE ELIGIBILITY
Membership shall be open to anyone showing an interest in the promotion of the objectives of the Club, set forth above, upon fulfilling such conditions as the Club may establish.
SECTION TWO CLASSES
A member shall be one of two classes.
Player Member
Any youth of appropriate age in whose name the Club purchased insurance and registered for the season shall be termed a Player Member. Such a member shall pay no dues beyond the amount assesses at registration except for such assessments as may be made to cover the expenditures for special activities.
Regular Member
Regular Members shall include parents or guardians of registered players, coaches, sponsors,or any Board recognized person contributing assistance to the Club. All Officers of the Club must be Regular Members.
SECTION THREE DUES LIABILITY
Regular members shall be liable for whatever dues the Club may stipulate for such Members.
SECTION FOUR TEMINATION or SUSPENSION
Resignation or action of the Board of Directors may terminate membership.
The Board of Directors, by a two-thirds vote of those present at any duly constituted meeting, shall have the authority to discipline or suspend or terminate the term of office of any Officer or membership of any Member of any class when the conduct of such person is considered detrimental to the best interests of the Club. The member involved shall be notified of such meeting, informed of the general nature of the charges and be given an opportunity to appear at the meeting to answer such charges.
The Board of Directors shall, in the case of a Player Member, give notice to the manager of the team for which a Member plays. Said manager shall appear, in the capacity of an advisor to the player, with the player before a duly appointed committee of the Board of Directors, which shall have full power to suspend or revoke such player’s right of future participation.
The position of “Honorary Chairman” shall cease to exist upon the happening of any of the following:
Voluntary termination by letter of resignation
Permanently moving his place of residence out of Dutchess County and the adjacent counties
SECTION ONE BOARD of DIRECTORS
All powers of the Club beyond the annual election of Officers shall be vested in the Board of Directors.The Board shall be comprised of the President, Immediate Past President, Vice-President for Administration, Vice-President for Operations, Secretary, Treasurer, Registrars, Intramural Division Directors, Travel Team Director(s), Head Coach, Referee Coordinator and Tournament Director
SECTION TWO COLLECTIVE POWERS
The Board of Directors shall be empowered to transact all of the Club’s business, to fill vacancies that occur in offices, to establish such standing and special committees as it deems appropriate and to delegate powers thereto, to suspend or remove any Officer or Regular Member as per Article III, Section Four, and to hear and decide protests on the Club’s games.
SECTION THREE COLLECTIVE DUTIES
The Board shall receive at the annual meeting of the members of the Club, a report verified by the President and Treasurer, or a majority of the Directors, showing the whole amount of real and personal property owned by it, where located, and where and how invested, the amount and nature of the property acquired during the year immediately preceding such date, appropriations or expenditures have been made; and the names and places or residence of the persons who have been admitted into membership in the Club during such year, which report shall be filed with the records of the Club and an abstract thereof entered in the minutes of the proceedings of the annual meeting.
SECTION FOUR OFFICERS
Any Club Officer holding more than one (1) position on the TOPSC Board of Directors, is only eligible for one (1) vote.
The duties of the Club’s Officers shall be as follows:
PRESIDENT: The President shall preside at all meetings of the Club and represent the Club in all matters. He shall call special meetings of the Board of Directors or of Regular Members as he sees fit. The President shall, upon request, assist each other Officer in the performance of their duty personally or by delegating powers to other Regular Members of his choice.
IMMEDIATE PAST PRESIDENT: Serves as a member of the Board of Directors to provide continuity and to insure ongoing programs. Have full voting powers. When a TOPSC President leaves office by choice or as a result of the elective process, he retains full Board membership privileges for one (1) year only.
VICE PRESIDENT for ADMINISTRATION: The VP for Administration shall serve as President, in the event of the latter’s absence, incapacity, resignation, suspension or removal. He shall supervise the following Committees:
Sponsor Relations
Auxilliary Purchasing
Special Events
Public Relations
VICE PRESIDENT for OPERATIONS: The VP for Operations shall supervise the work of the Intramural Division Directors and the Travel Team Directors hereinafter enumerated and supervise the following Committees:
Rules and Officials
Fields, Equipment and Uniforms
SECRETARY: The Secretary shall be responsible for recording the activities of the Soccer Club and maintaining appropriate files, mailing lists and necessary records. He shall perform such duties as herein specifically set forth, in addition to such other duties as are customarily the Board of Directors may assign incident to the office of Secretary or as. The Secretary shall be the official repository of this Constitution and of any other official documents of the Club. The Secretary shall maintain a list of all Regular Members, Directors and Committee Members and give notice of all meetings of the Soccer Club and the Board of Directors. The Secretary shall keep the minutes of the meetings of the Members and the Board of Directors and cause them to be recorded in a book kept for that purpose. The Secretary shall conduct all correspondence not otherwise specifically delegated in connection with said meetings and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed. The Secretary shall notify Members, Directors, Officers and Committee Members of their election or appointment.
TREASURER: The Treasurer shall perform such duties as are herein specifically set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board of Directors. The Treasurer shall file, annually or as often as is required by law, a statement of non-profit corporation with the Internal Revenue Service and deposit a copy of same in a depository approved by the Board of Directors. The Treasurer shall file a complete financial statement at the first regular meeting of the Board of Directors of each month and keep records for the receipt and disbursement of all monies and securities of the Soccer Club, including the Auxiliary, disburse all payments from allocated funds as approved by the Board, and draw checks therefore. Under the direction of the President, the Treasurer shall prepare an annual statement for submission to the Board of Directors at the annual June meeting. He shall also, with the assistance and concurrence of the Budget Committee, prepare and present a budget for the following fiscal year at this time.
REGISTRARS: The Registrars shall register all Player Members, Intramural and Travel Team, collect fees and send them to the Treasurer, and chair the Registration and Insurance Committee.
INTRAMURAL DIVISION DIRECTORS: Each Intramural Division Director shall be responsible for constituting their division’s teams, preparing their division’s schedules, securing their division’s needs (e.g. fields, officials, uniforms and coaches) from Committee Chairpersons, communicating with their division’s coaches, establishing their division’s procedures for such things as make up games and playoffs, and supervising the activities of their division in whatever other matters may arise. Each Division Director shall be responsible for setting up and handling publicity by providing periodic reports to the Public Relations Chairperson for the Club's internal and external use. The divisions shall comprise, if enough Player Members are registered, for each sex, those players who shall not attained their:
19 Th
16 Th
14 Th
12 Th
10 Th
9 Th
8 Th
7 Th
6 Th
5 Th
birthdays before first day of September of one year and terminating on the last day of August of the following year. Where scarcity of players exists, a division may be eliminated or its supervision handled by the Division Director of another division at the discretion of the VP for Operations and approval of the Board.
TRAVEL TEAM DIRECTORS: Each Travel Team Director shall be responsible for coordinating the activities of the Travel Teams and interfacing their needs with the Board. Each shall coordinate and assure with the Club Registrars that all items necessary have been completed. Each will be responsible for setting up and handling publicity by providing periodic reports to the Intramural Division Directors for the Club’s internal use and also to the Public Relations Committee for external release. Each shall review with coaches and submit all protests involving Travel Teams.
TOURNAMENT DIRECTOR: The Tournament Director shall oversee all TOPSC sponsored Tournament activities on an annual basis. These responsibilities include but are not limited to: receiving the appropriate authorizations to host, the coordination and enhancement of the Annual Columbus Day Tournament, and filing the appropriate summary reports following the Tournament.
HEAD COACH: The Head Coach shall be responsible for organizing and conducting coaches clinics. The Head Coach shall be the chairperson for the Travel Team Selection Committee and Travel Team Coaches Selection Committee.
REFEREE COORDINATOR: The Referee Coordinator shall be responsible for recruiting new officials, re-certifying old officials as required and chair the Rules and Officials Committee. The Referee Coordinator shall also be responsible for all arbitration within the TOPSC and will be the Chairperson of the Arbitration Committee.
HONORARY CHAIRMAN: William Holland, being duly recognized as the Founder and first President of the Town of Poughkeepsie Soccer Club, Inc., shall hereby be granted permanent voting membership of the Board of Directors with the designation of “Honorary Chairman”. The duties of Honorary Chairman shall consist of promoting the image of goodwill of the Club; he shall serve as Director at Large.
SECTION FIVE COMMITTEE CHAIRPERSONS
Each of them shall chair the Committee and be solely responsible for seeing that it’s work is done; for reporting no less frequently than bi-weekly in May, June, September and October and monthly during the balance of the season to the supervising officer on what tasks have been, should have been, or will be accomplished; for securing from among Regular Members as many committee members as he believes is needed to accomplish the necessary tasks (unless otherwise restricted). The supervising Officer may fill or elect not to fill and Chairpersonship that becomes vacant and shall act as Chairperson of that Committee until the vacancy is filled.
The following committees will be responsible to the Vice President for Administration,with duties as described:
Sponsor Relations: This committee will deal with sponsors, handle fund raising activities, solicit advertisements for programs and assist the Treasurer as directed.
Auxiliary: This committee will arrange for staffing for sales, typing and transportation and will assist the coaches with communications among team members and with refreshments.
Special Events: This committee will schedule scrimmage games outside of the Club and will schedule and assume overall responsibility for picnics and other special events.
Public Relations: This committee will handle press releases, statistics, all photography, the Club program, letters to parents soliciting volunteers and announcing schedules and Club directories.
The following committees will be responsible to the Vice President for Operations, with duties as described:
Rules and Officials: This committee will establish rules for games, advise the Board when it handles protests, arrange clinics and provide and supervise officials.
Fields, Equipment and Uniforms: This committee will procure and schedule use of fields and gymnasiums, procure equipment and uniforms, keep Intramural DivisionDirectors and Travel Team Directors apprised of the playability of the fields and gymnasiums and assure owner requirements are being met, i.e. liability insurance and contracts.
The following committee will be responsible to the Treasurer, with duties as described:
Budget: This committee will assist in the preparation of the annual budget as presented to the annual meeting. The Committee will be comprised of at least the following persons: the Treasurer, Registrar, Sponsor Relations Committee Chairperson and one representative each selected by the Board from the Intramural Division Directors and the Travel Team Directors. Other members may be added with the approval of the Board. The budget prepared shall be itemized as to projected income and its sources and as to the amount of and reason for projected expenses. The budget shall be presented at the first regular meeting of the Board of Directors for comment and in its final form for a vote at the March meeting. Should the budget fail to pass, the membership of the Budget Committee shall be automatically increased to include all members of the Board of Directors not already members of the Committee, and the Committee shall proceed to produce a budget acceptable to and accepted by the Board not later than two weeks after the March meeting.
The following committee will be chaired by the Registrars, with duties as described:
Registration and Insurance: This committee will assist the Registrars in registering Player Members and will handle all matters involving insurance claims and the insurance carrier.
ARTICLE V
SECTION ONE MEMBERSHIP
The Regular Members shall meet during the third week of June to elect Officers for the following season and whenever else the Board of Directors shall determine. The Secretary shall advise Regular Members of meetings by public notice in advance.
SECTION TWO BOARD of DIRECTORS
The newly Board of Directors shall be installed at the conclusion of the June meeting. The Board shall meet at least monthly thereafter. The President or Secretary may, whenever both of them deems it advisable, and Secretary shall, at the request in writing of five (5) members of the Board, issue a call for a special meeting of the Board. Notice of each regular or special meeting shall be given by the Secretary to all members of the Board by mail at least five (5) days before the appointed time for the meeting to the last recorded address of each member of the Board. In the case of a special meeting, this requirement shall be waived on the condition that each member of the Board not so notified has received telegraphic or personal notice at least twenty-four hours preceding the special meeting. In the case of special meetings, such notice shall include the purpose of the meeting and no matters not so stated may be acted upon at the meeting. Five (5) members of the Board of Directors shall constitute a quorum for the transaction of business. Each member of the Board of Directors, including the President present at a meeting shall have a vote. In the event the vote results in a tie vote, a second vote shall be taken. If the second vote results in a tie, the motion stands defeated. Only members of the Board of Directors shall be eligible to participate in meetings beyond orderly discussion of pending motions, unless otherwise invited by the Board. Any Board member that misses two (2) consecutive, regularly scheduled Board meetings loses the privilege of voting until two (2) consecutive, regularly scheduled Board meetings are attended as noted by the minutes. If in attendance at the second meeting, their voting privileges will be restored immediately. Unless otherwise noted, Robert’s Rules of Order shall apply to all meetings.
SECTION THREE ANNUAL ELECTION and TERM of OFFICE
A term of office shall be defined as a period of up to one (1) year, from annual meeting, unless the office holder shall be re-elected. All elections of Directors shall be a majority vote of all Regular Members present at the time of the meeting. The newly elected Board of Directors shall be installed at the conclusion of the June meeting.
SECTION FOUR VACANCIES
If any vacancy occurs in the Directors, by death, resignation, or otherwise, it may be filled by a majority vote of the remaining Directors at any regular meeting or at any special meeting called for the purpose.
SECTION FIVE DUTIES and POWERS
The Board of Directors shall have the power to appoint such standing and special committees as it shall determine and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate. The Board may adopt such rules and regulations for the conduct of its meetings and the management of the Club as it may deem proper.
ARTICLE VI
SECTION ONE NOMINATION
The Board of Directors shall appoint no later than at their last meeting in April a Committee to nominate Officers for the following season. The Committee shall present a full slate of Officers except for the position of Honorary Chairman, to the Secretary for distribution to all Regular Members at the regular May meeting. Nominations beyond the Nominating Committee’s slate must be made at the May meeting and require the support of twenty percent (20%) of those Regular Members present.
SECTION TWO ELECTION
Except for the position of Honorary Chairman, the Regular Members shall elect Officers for the following season at their annual June meeting. Each office shall be awarded by a majority vote after a single ballot unless a tie results, in which case a run-off ballot between the two leading candidates shall immediately ensue.
ARTICLE VII
SECTION ONE FUNDS
No Director, Officer or Member of the Soccer Club shall receive directly or indirectly any salary, compensation or emolument from the Club for services rendered as Director, Officer of Member. Each board member and head coach will one free registration for the division in which their child plays or a player of their choice if they have no children playing. The Board of Directors shall decide all matters pertaining to the finances of the Town of Poughkeepsie Soccer Club, Inc. and it shall place all income, including Auxiliary Funds, in a common Club treasury, directing the expenditure of same in such manner as will give no individual or team an advantage over those in competition with such individual or team. The Board must give prior approval to the contribution of funds or property to individual teams.
SECTION TWO FISCAL YEAR
The fiscal year of the Club shall begin on the first day of September and shall end on the last day of August, which fiscal year will be known by the calendar year in effect on the last day of that fiscal year.
SECTION THREE DISTRIBUTION of PROPERTY upon DISSOLUTION
Upon dissolution of the Club and after all outstanding debts and claims have been satisfied, the Members shall distribute the property of the Club to such other organization or organizations maintaining an objective similar to that set forth herein, which are or may be entitled to exemption under Section 501 (c) of the Internal Revenue Code or any future corresponding provision.
SECTION FOUR DISBURSEMENT
The Board shall not permit the disbursement of Club funds for other than the conduct of soccer activities in accordance with the rules and policies established. Any item/motion presented to the Board of Directors during the budgeted calendar year which is not covered by a budget line item and reduces income and causes an expenditure of $250 or more or which exceeds any contingency fund remaining in the budget must also include the budget line item from which the money is to be transferred or a plan to replace/produce such monies. This plan must be part of the original item/motion and be implemented with it as one entity.
SECTION FIVE EASTERN NEW YORK YOUTH SOCCER ASSOCIATION
To conform to the eastern New York Youth Soccer Association, the playing year shall commence on September 1 and shall end on August 31.
ARTICLE VIII AMENDMENTS
Amendments to this constitution shall be effected by a two-thirds vote at two consecutive meetings of the Board of Directors at least two weeks apart, provided that all those eligible to vote have been notified by mail at least ten days in advance of each meeting of the intention to offer the amendment. Amendments so adopted shall be immediately incorporated into the Constitution, rather than being maintained as a list of amendments to the original text.
PROCEDURES
PROCEDURE 1 INTRAMURAL-March 7, 1989
SELECTION OF INTRAMURAL COACHES
Division Directors should begin to solicit and develop coaches for the next seasonal year. Sources of coaching candidates are current coaches, player registration forms, interested parents and referrals from the current Division Director. Clinics can be arranged with the Head Coach to which interested parents can be invited.
By the July board meeting each year, each Intramural Division Director is expected to present a list of coaches for their Division to the Board of Directors. Coaches should be adults at least 25 years of age.
Coaches are expected to attend at least 2 coaching clinics prior to the start of the season and are encouraged to attend as many as possible. Team assignment will be mutually agreed to by the coaches and the appropriate Division Director. The Division Director will assure that each coach is thoroughly familiar with the Intramural Procedures of the TOPSC.
INTRAMURAL COMMITTEE
The Intramural Committee is composed of:
the VP for Operations
the Head Coach
the Referee Coordinator
the Intramural Division Directors
The Intramural Committee is responsible for resolution of any complaints in the Intramural Program when the problem cannot be resolved by the coach and the responsible Division Director.
The Intramural Committee can take any action deemed necessary to resolve the problem.
Any Intramural coach whose appointment is withdrawn will be ineligible to coach any TOPSC team for a period of at least 1 year, possibly longer, depending on the nature of the allegations.
FILLING VACATED COACHING POSITIONS
Upon the occurrence of any coaching position vacancy, the Division Director will be responsible for filling any such vacancy and presenting the name of the new Coach to the Board at the next Board meeting.
INTRAMURAL DIVISION DIRECTORS’ RESPONSIBILITIES
Each Intramural Division Director is responsible for administration, supervision and coordination of:
Club rules;
All activities in the Division;
Selection of coaches;
Assigning players to the teams in that Division;
The conduct of the Division’s coaches, players, parents and spectators;
Attending monthly Operations meetings generally held on the second Tuesday of each month to report on the status of teams, players, coaches and activities within the Division;
Attending monthly Board of Directors meetings generally held on the third Tuesday of each month;
Representing the needs of the Division to the Board of Directors;
Assuring compliance with the TOPSC’ registration procedures;
Monitoring, coordinating and rescheduling of any postponements;
Coordination of gym and field usage for Intramural teams;
Preparation of an Information Bulletin about the Intramural Program in conjunction with the Vice President for Operations suitable for use at registration, in compliance with TOPSC’s Constitution and approved procedures;
Communications with the Intramural Coaching Staff concerning the Travel Program, formats, rules, etc. to encourage each of them to inform their players of the particulars and send the better skilled players to tryouts;
Cooperating with the Travel Team Directors to identify and select Intramural players who exhibit skills and interest sufficient to warrant their placement on a Travel Team prior to holding tryouts for unregistered players;
Conducting regularly scheduled meetings of the Intramural Coaching Staff;
Jointly offer with the Head Coach, instructional clinics dealing with suggestions,illustrations and explanations of techniques which coaches can utilize with their teams;
The continuing education and development of the Division’s Intramural Coaching Staff;
Field requirements, utilization and scheduling;
Equipment needs and records;
Devising that Division’s game schedule at least 2 weeks prior to the start of each playing season;
Communicating the game schedules to the Referee Coordinator;
Determining and administrating any informal Divisional Awards;
Strive not to schedule any games on days of religious observance;
Ensure that players are not penalized for participating in school; or religious events;
Make recommendations for the improvement of the Intramural Program;
Recommend cancellation of games because of inclement weather.
GENERAL GUIDELINES for INTRAMURAL TEAM FORMATION
When forming teams and/or adding players to a team at any time, Intramural Division Directors should form teams of relatively equal strength. For placement of girls, there must be at least 2 girls assigned to a team unless the parents agree otherwise.
Each team will be further balanced by the Division Director through adjustment based on age, similar distribution of skills and abilities, location of residence, school attended and any car-pooling requests, so long as the overall balance of the team remains relatively equal to the other teams in the Division.
Each Division Director whose age group has a Travel Team will list the 10 – 14 top current Intramural players most qualified for an all-star or Travel Team tryout invitation. This list must be given to the Travel Team Director at the November Operation Meeting, or upon request.
At the beginning of each season, each Intramural Division Director will provide the Division’s Coaching Staff with:
Copy of the TOPSC Intramural Procedure;
Season schedule including practices and games;
Field assignments;
Names and phone numbers of the Division Director, Coaches, TOPSC Board Members;
Playing rules and modifications, if any;
Any information relevant to the Division;
Notice of any meetings.
At the beginning of each season, each Division Director will provide the Division’s participants with an Information Bulletin which conforms to the TOPSC Constitution, Policies and Procedures and includes:
Season schedule including practices and games;
Field assignments;
Names and phone numbers of the Division Director, Coaches and TOPSC Board Members;
Playing rules and modifications, if any;
Responsibilities of Intramural Players;
Responsibilities of Parents of Intramural Players;
Club Calendar.
Each coach is expected to make arrangements for the team to be supervised by another adult in the absence of the Coach and will identify these adults to the Division Director. Each coach is encouraged to involve at least two to three parents as Assistants.
The Division Director is available to assist each coach in finding a Team Manager who shall be responsible for:
Establishing and coordinating the team phone tree;
Securing parental support to provide refreshments, drinks and ice for the team
Communicating game results to the Division Director;
Coordinating transportation to any away games.
In the event there is no Team Manager, the Division Director shall appoint someone who is capable of handling these responsibilities.
Each year the TOPSC fields the following Intramural Age Groups:
Under 5/Mixed - Provisional
Under 6/Mixed
Under 7/Mixed
Under 8/Mixed
Under 9/Mixed
Under 10/Mixed
Under 12/Boys
Under 12/Girls
Under 14/Boys
Under 14/Girls
Under 16/19 Boys
Under 16/19 Girls
HANDLING of PLAYER RELEASE/TRANSFER/ADDITION
Any player registered to a team is bound to the Program for the entire seasonal year unless the parent of Guardian requests a transfer or release in writing and such form is submitted by the Division Director to the VP for Operations.
A player may be released by TOPSC only if the player is unable to play because he:
Has violated USYSA/ENYYSA/EHYSL/TOPSC disciplinary rules;
Has moved beyond a reasonable distance;
Is injured in such a manner that he will not be able to participate for the remainder of the season;
Is deceased;
is leaving the program based on parent’s written request.
To effect the release, the coach must obtain the approval from the VP fir Operations.
Any coach desiring to add any player(s) to a team will notify the Division Director. The recommended number of players on a roster will be
The seasonal year begins with the Fall Season and ends with the Spring Season. Each Division shall strive to have 8 – 10 games in each of the fall and spring seasons.
Each Division Director should report at the Operations Meeting, games with scores showing a win by more than 4 goals.
Players waiting to be assigned to teams once the Division Director has formulated his teams shall be instructed to contact the Division Director.
The Division Director will contact the Registrar and request action be immediately initiated to register such player(s) at a time and place convenient to the Registrar consistent with the timeframes and needs of the Division.
As soon as the registration process is completed, the Registrar shall promptly provide the Division Director with the original play from the Registration Form(s) and the Division Director shall place the player(s) on the available team(s).
In the event the Waiting List (maintained) by the Division Director) contains a sufficient number of players during the playing season, but existing team strengths do not warrant the addition of any players at that time, the Division Director shall:
Form a (additional) team(s);
Obtain coach(es);
Inform the VP for Administration of any uniform and/or equipment requirements;
Coordinate the new team(s’) starting on an instructional program in preparation for the next playing season.
RESPONSIBILITIES of an INTRAMURAL COACH
An Intramural Coach is responsible for:
Advising players and parents of their responsibilities;
Holding practices at least once a week during the team’s active season;
Requiring regular attendance except when this conflicts with school or religious activities;
Equally and without favor, teaching all team members skills, tactics, techniques and good sportsmanship;
Distributing uniforms and assuring that they are worn during games;
Attending all games or having the Assistant Coach attend instead;
Providing equality of playing opportunities to all players;
Providing a qualified substitute to handle the coach’s responsibilities during the coach’s absence from team events;
Involving and appointing parents to handle team management responsibilities such as coordinating team travel, team communications, arrangements for tournaments, first aid, team pictures,
refreshments, coaching assistance, club and league administrative requirements, etc, in order to maximize parent involvement and ownership of team performance;
Notifying the Division Director of any player discipline problems, injuries, suspensions, disciplinary actions taken by Referees (yellow and/or red card issuance and circumstances);
Exhibiting good sportsmanship at all times, whether winning or losing;
Not seeking to appeal, reverse or openly oppose, censure or comment from the sidelines on any match official’s
decisions
Conduct themselves properly and beyond reproach whenever representing the TOPSC;
Willingly abiding by the Code of Conduct issued by the USYSA;
Continuing their coaching education through attendance at coaching clinics, accredited courses and schools and under the guidance of the Head Coach;
Reporting to the Division Director administratively and to the Head Coach technically, and through them to the VP for Operations, the President and the Board of Directors;
Ensuring that no unregistered players are permitted to participate in the program;
Ensuring that all players wear shin guards;
Always having in their possession the original play of each player’s Registration Form with signed Medical Consent;
Account for inventory of equipment assigned to him;
Not penalizing a player for failure to participate because of involvement in school or religious activities;
Coordinating game rescheduling with Division Director and other coaches;
Provide scores to the Division Director;
Responsible for the safety of players during TOPSC sponsored events;
Strive to provide to the Division Director reports and evaluations of Referee performance.
RESPONSIBILITIES of an INTRAMURAL PLAYER
An Intramural Player is responsible for:
Attending all team scheduled events including practices, games, scrimmages, tournaments, etc.;
Notifying the coach as soon as practical whenever attendance at a team scheduled event is not possible;
Keeping the Intramural uniform clean and in good repair at all times;
Wearing the Intramural uniform at games and tournaments;
Being attentive when being coached, taught or instructed;
Exhibiting good sportsmanship in both winning and losing;
Conducting themselves properly and beyond reproach whenever representing the TOPSC
Willingly abiding by the Code of Conduct issued by the USYSA;
Wearing shin guards at all times when playing.
General Player Information
Any player who receives a red card will automatically be suspended for the remainder of that game and the next scheduled game of the seasonal year, subject to review by the Intramural Committee. Any player who receives a second red card in any season will automatically be suspended for the remainder of the seasonal year, subject to review by the Intramural Committee. Participation in the TOPSC program shall be considered secondary in nature to school and religious functions and activities.
RESPONSIBILITIES of an INTRAMURAL PLAYER’S PARENTS
Parents of Intramural Players are responsible for:
Being able and willing to meet practice and game commitments;
Being willing to volunteer time and/or services by participating in TOPSC approved fund raising and sponsored projects;
Exhibiting good sportsmanship in both winning and losing;
Conducting themselves properly and above reproach whenever attending TOPSC sponsored and/or approved events;
Refraining from open and/or vocal disagreement with decisions of match officials on the sidelines;
Refraining from open and/or vocal disagreement, disparagement and/or negative criticisms and comments about any player or coach on the sidelines;
Willingly abiding by the Code of Conduct issued by the USYSA;
Addressing any complaints that cannot be amicably settled with the coach and the Division Director to the Intramural Committee.
CLUB POSITION on PLAYING UP/DOWN within the INTRAMURAL PROGRAM
Playing up is defined as playing in an older age group than the one prescribed for a player’s year of birth.
Playing down is defined as playing in a younger age group than the one prescribed for a player'’ year of birth.
The official position of the TOPSC is that there should be no playing up or down by any players within the Intramural Program. However, circumstances may exist which mitigate this position and each Division Director shall have the authority to place players in accordance with confidential information brought to the attention of the Division Director. The request must be in writing and signed by at least one parent or guardian. Once any such placement occurs, the Division Director must immediately notify the VP for Operations who is responsible for notifying the Board of Directors at its next monthly meeting.
REIMBURSEMENTS
The TOPSC will not offer or pay any reimbursement to any Intramural Coach, team official or parent for lodging, meals, mileage or travel related expenses resulting from any meetings, clinics, games, tournaments, seminars or other approved team or club activities.
The TOPSC will subsidize the cost of 3 National Coaches courses annually. Travel expenses up to $400 per person annually will be provided. Attendance and extent of travel subsidy requires the approvals of the Head Coach and the President. Subsidy for additional attendance beyond 3 courses per year requires the applicant to apply in person to the Board of Directors for prior approval.
The Board will consider any reasonable proposal for the betterment of the Intramural Program.
INTRAMURAL INVOLVEMENT in TOURNAMENTS
Tournament play, whether Travel or Intramural, regardless of age division, whether at home or away, should be sought and entered into when TOPSC teams can offer reasonably good competition and benefit from the experience. Intramural tournament play requires Board approval.
The primary objective of tournament play will be competition rather than winning.
All players on every Intramural Team have the right to share equitably in tournament attendance, participation and amount of playing time with other members of their team. Every rostered player shall be entitled to attend and participate in all tournaments.
At the beginning of each fiscal year, the Treasurer and the Board of Directors may set aside a budget item for tournament play within the Division’s Intramural Program.
Each Division’s tournament involvement, attendance, sponsorship, calendar and selection will be decided by the Division Director in conjunction with the Division’s Coaching Staff prior to the start of each playing season. Every effort will be made to maximize TOPSC visibility at all such tournaments.
The Division Director is responsible for:
Obtaining tournament information and entry forms;
Verifying appropriate sanctions have been obtained for each tournament being given consideration;
Distributing approved tournament information to the Coaching Staff;
Completing tournament entry forms for the Coaching Staff;
Obtaining a check from the Treasurer to cover payment of entry fees and bonds (if any);
Forwarding entry paperwork and payments to appropriate parties;
Coordinating the dissemination of information, schedules, maps, etc. received from tournament committees to the coaches of teams accepted into those tournaments;
In order to sponsor any tournament, the Division Director(s) must seek prior approval from the Board of Directors at least 4 months prior to the anticipated tournament date before any application can be made to governing organizations for permission to sponsor a tournament.
When seeking Board of Directors approval to sponsor a tournament, the following information must be provided:
Identity of the group organizing and conducting the tournament;
Objective of the tournament;
Age groups included in the tournament;
Expectations of organizing group;
Expectations of TOPSC;
Monetary disbursements;
Distribution of proceeds (liabilities).
The Division Director(s) must complete the necessary paperwork requesting permission to sponsor a tournament and submit it to the VP for Operations who will then submit it to the appropriate governing organizations.
At least one progress report must be given to the Board of Directors, preferably two months before the event, and a final report must also be presented to the Board, within two months of the event.
PROCEDURE 2 TRAVEL TEAMS-JAN 16, 1990
SOLICITATION of QUALIFIED COACHING CANDIDATES
By February 15th of each year, the Head Coach will advertise in local newspapers for resumes from qualified persons interested in coaching a TOPSC Travel Team during the next seasonal year.
Interested respondents will be directed to submit their resumes directly to the Head Coach of TOPSC no later than March 31st.
The Head Coach of TOPSC is the recipient of all resumes of coaching candidates. He will distribute copies of them at the first meeting of the Travel Team Coaches Selection Committee. The Committee will also verify that each candidate is willing to abide by them, if appointed.
The HEAD COACH will maintain a file of coaching candidate resumes and potential candidates. This information will also be maintained in the Club’s files with the Secretary. Travel Teams are defined to be any team playing in any of the divisions (1,2,3) of the League.
TRAVEL TEAM COACHES SELECTION COMMITTEE
Members
The seven members of the Travel Team Coaches Selection Committee are:
Head Coach (Committee Chairperson)
VP for Operations
Boys’ Travel Team Director
Girls’ Travel Team Director
U9/Mixed Intramural Division Director
U10/Mixed Intramural Division Director
U12/Boys’ Intramural Division Director
Board members can attend meetings of this Committee but only the persons authorized to participate in, and vote at meetings of this Committee Are Committee Members unless the Travel Team Coaches Selection Committee chooses to invite non-Committee Members to attend meetings and provide information deemed relevant to the nomination of a coaching candidate. Such an invitation requires the support of five (5) Committee members.
The quorum of members necessary to hold a meeting of the Committee is five (5). Committee members who are, or who have spouses who are, candidates for coaching positions will refrain from speaking on their credentials, lobbying Committee Members, etc. unless specifically requested to do so by a ¾ majority vote of the Committee. Any Committee Member who violates this stipulation will have their name removed from any club coaching appointment for at least one (1) year. The Committee shall decide the start and end dates. Committee members who are candidates, or who have spouses who are candidates, for coaching positions are not permitted to vote on their nominations. If any vote of the Committee results in a tie, the matter will be re-voted until the tie is broken. However, after the sixth such successive tie vote on any matter brought before the Committee, the Committee Chairperson will decide the issue for the Committee And that decision will be binding and not subject to appeal.
Committee Meetings
The first meeting of the Travel Team Coaches Selection Committee will be held no later than March 31st and Committee Members will be notified of the date, time and location of the meeting by the Committee Chairperson. The Committee Chairperson will organize, preside over the meetings of the Travel Team Coaches Selection Committee and distribute copies all of resumes received, render non- appeallable judgement over the disposition of any resumes not received. The Chairperson of the Travel Team Coaches Selection Committee…
The Chairperson of the Travel Team Coaches Selection Committee will:
Call any subsequent meetings of the Committee;
Preside over all Committee meetings;
Review all candidate’s resumes with the Committee;
Clarify any issue concerning qualifications to coach;
Cast any deciding vote as specified herein;
Notify all candidates of the Committee’s findings;
Present the nominations to the Board of Directors for approval.
The Committee is obligated to review the qualifications of coaching candidates and then nominate the most qualified candidate for each travel team coaching position. The Committee’s objective shall be one (1) team per qualified coach.
Board Approval of Travel Team Coaches
Coaching nominees may be presented to the Board of Directors at the April and/or May Board Meeting(s) by the Chairperson of the Travel Team Coaches Selection Committee and staffing completed by the June meeting. Each coaching nominee will be voted on individually by secret ballot, rather than as a group, by the TOPSC Board of Directors. Nominations will not be accepted from the floor. If any nominee is not approved or otherwise found unacceptable to the Board, the Travel Team Coaches Selection Committee will reconvene and develop another recommendation to present to the Board of Directors. All coaching applicants will be promptly notified of the TOPSC Board of Directors’ decision by the Travel Team Coaches Selection Committee Chairperson. Travel Team Coaches and their Assistant Coaches will not move together from one age division to the next higher age division such that they remain responsible for coaching the same group of Travel players for more than 2 consecutive years.
Team Management Review Committee
In cases where problems cannot be resolved by the Travel Team Coach and the responsible Travel Team Director, the President of any member of the Travel Team Management Review Committee will convene the Committee To investigate and resolve the problem. The five (5) members of the Travel Team Management Review Committee are:
President
VP for Operations
VP for Administration
Head Coach
Travel Team Director
The Committee is empowered by the Board to discipline, and to take any action deemed necessary to resolve the problem including removal or suspension of any party involved in the dispute. The findings of the Committee will be binding on the TOPSC and will be reported to the Board of Directors at the next regular meeting. Any Travel Team Coach may have their Coaching appointment suspended and/or withdrawn by the Board of Directors on a motion charging abuse of any TOPSC policy, provided that motion is put forth with full explanation either by the Travel Team Director or on the recommendation of the Chairperson of the Travel Team Coaches Selection Committee, or Travel Team Management Review Committee at any duly authorized meeting of the TOPSC. The Board of Directors then has the option of airing the allegation(s) during the discussion on the motion or of establishing a separate meeting to hear the matter. Any coach whose appointment is subject to withdrawal, and any witnesses deemed appropriate by the Board, may be invited to appear in person before the Board to discuss the allegation(s) and to present a defense. Any coach whose appointment is withdrawn will be ineligible to coach any TOPSC team for a period of one (1) full year. The Board shall determine the starting and ending dates.
Filling Vacated Travel Team Coaching Positions
If a Travel Team Coach should vacate, decline to serve, become incapacitated, be removed from, or otherwise not be able to fulfill prescribed responsibilities, the Head Coach automatically becomes the acting coach of that team until the Board of Directors approves a permanent coach to fill that position. Upon the occurrence of any coaching vacancy, the Travel Team Coaches Selection Committee will be reconvened to fill such coaching vacancy. If there should be any vacancy on the TTCS, such vacancy will be filled in accordance with this procedure. The procedures used for selecting, nominating and appointing any coach to fill a travel team vacancy will be the same as those used to initially select, nominate and appoint travel team coaches.
Travel Team Director’s Responsibilities
The Travel Team Director is responsible for administration, supervision and coordination of:
The procedures, policies, rules and activities of the travel program
The conduct of coaches, players, parents and spectators.
Representing the needs of the Travel division to the Board of Directors.
Assuring compliance with the TOPSC registration policies and procedures so as to provide the TOPSC Registrar with all items necessary for completion of registration at least two (2) weeks prior to any league or higher organization’s registration deadlines.
Tournament paperwork, obtaining necessary approvals and TOPSC disbursement requests for sanctioned tournaments and travel.
Reporting of scores in accordance with TOPSC procedures.
Monitoring, coordinating and rescheduling of any league game postponements.
Obtaining a gross check from the TOPSC Treasurer payable to each Travel Team coach in an amount sufficient to cover the team’s referee fee requirements for the fall or spring season.
Recommending the next year’s travel team fees to the TOPSC Treasurer.
Keeping accurate records including cancellations of facilities where TOPSC may be entitled to a refund or extended usage.
Coordination of gym and field usage for travel teams.
Preparation of an information sheet about the Travel program suitable for use at registration and at travel team tryouts, in compliance with TOPSC Constitution and approved procedures.
Advertisements in the local newspaper(s) of relevant information about Travel Team tryouts.
Communications with Intramural coaches concerning the Travel Program, Travel team tryouts, formats, rules, etc. so as to encourage each of them to inform their players of the particulars and send their better skilled players to tryouts.
Cooperating with the Intramural Division Directors to identify and select intramural players who exhibit skills and interest sufficient to warrant their placement on a travel team prior to holding tryouts for unregistered players.
Conducting regularly scheduled monthly meetings of the Travel Team Coaching Staff to discuss policies, issues, problems, tournaments and related matters, and jointly offer with the head Coach, as part of each meeting, instructional clinics dealing with suggestions, illustrations and explanations of techniques which coaches can utilize with their team.
Attending monthly meetings of EHYSL.
Distribution of original ply of Player Registration Forms to travel Team Coaches.
Registering three (3) or more players only with an appropriate TOPSC check.
Travel Team Tryouts
Travel Team Age Divisions
Each year the TOPSC fields the following travel teams:
U9/Mixed
U10/Mixed
U11/Boys
U12/Boys
U12/Girls
U13/Boys
U14/Boys
U14/Girls
U15/Boys
U16/Boys
U16/Girls
U17/Boys
U19/Boys
U19/Girls
To be eligible to play on a TOPSC Travel Team, a player must be born in the years stipulated by the USYSA/USSF for that age division and be a student at an area elementary, middle, junior high or senior high school whose high school class has not graduated in the case of students in accelerated programs. College students are not eligible to play on TOPSC Travel Teams.
Travel Team Player Selection Committee
The Travel Team Selection Committee will select players and form all TOPSC Travel Teams. The members of the Travel Team Player Selection Committee will be:
Head Coach (Committee Chairperson)
President
VP for Administration
VP of Operations
Travel Team Director(s)
Members of the current and future Travel Team Coaching Staff selected by the Head Coach with the agreement of the Committee members.
A minimum of five (5) Committee members must be present to conduct any tryout. No member of the Travel Team Player Selection Committee can participate in the evaluation, selection and/or rejection of players for a particular travel team if he:
Has been or is likely to be appointed coach of that team OR Has a child trying out for that team. Only members of the Travel Team Player Selection Committee can participate in the evaluation, selection and/or rejection of players for TOPSC travel teams.
Players currently playing on TOPSC Travel Teams having already been identified as having sufficient skills and interest to play at this level and need be further identified for a subsequent year’s team unless the Travel Team Director has been notified by either the player’s coach, the head Coach, and/or a member of the Travel team Coaching Staff that a player is seriously deficient and deemed incapable of playing at the level of the team. Notification of this observation must be made no later than April 1st of the current seasonal playing year in order to allow appropriate remedial action to be taken. Observations not reported or reported after this date will be deemed to not have any basis in fact. Once a player has been identified as being seriously deficient and deemed incapable of playing at the level of the team, the Travel Team Player Selection Committee will observe the player sufficiently so as to determine whether or not the observation is based in fact. If the Travel Team Player Selection Committee determines that the player observation has no basis in fact. The player will be deemed capable in playing at the level of the team for the next year. If the Travel Team Player Selection Committee determines that the player observation is based in fact, the player’s coach will be advised of this determination by the Travel team Director and/or Head Coach, and offered suggestions for improvement of the noted deficiencies. The player will be invited to participate in tryouts for the next year with the understanding that unless the player can evidence capabilities equal to or exceeding the other members of the team, the player faces the possibility of not being selected to play on the team the next year.
Tryout Procedures
TOPSC tryouts will be conducted starting April 1st and concluded by the May Operations meeting. Entry level teams may require more than one tryout. Players who do not participate in a tryout cannot be placed on a TOPSC Travel Team. It is recognized that a player may show up with an injury or may be hospitalized and not be able to perform. The Committee will use consensus comparative information if possible to evaluate the player, or the Committee may decide to postpone that player’s evaluation for a reasonable amount of time.
TOPSC tryouts will be technically conducted by the Head Coach, coordinated and administered by the Travel Team Director, and evaluated by the Travel Team Selection Committee. A minimum of five (5) Committee members must be present in order to conduct any tryout.
Players currently playing on a TOPSC Travel Team must participate in all tryouts for their age group, unless excused for good cause by the Travel Team Director. They will wear their white travel team uniforms for identification purposes and to assist the Committee in determining the standard of play against which all others will be judged. The Committee will be instructed by the appropriate Travel Team Director to place strong emphasis on retaining current players on each team.
Current Travel Team Players at Risk (i.e. who have been reported to the Travel Team Director as being seriously deficient in skills and have subsequently been notified that they are at risk of not retaining their positions with the team for the next year) must participate in these tryouts in order to be placed on the next year’s team. They will also wear their white travel team uniforms and their jersey numbers will be identified to the Committee prior to conducting the tryouts.
Registered and currently participating TOPSC Intramural players recommended by their respective Intramural Division Directors will be invited to participate in the first and any subsequent Travel Team tryouts. They will be instructed to wear their intramural uniforms for identification purposes.
Any new registrants for the next seasonal year will also be eligible to participate in tryout(s). The Committee will provide a means of visually identifying these participants and recording their identifying characteristics on the master attendance sheet. Incoming players from any other club’s teams are ineligible to participate in tryouts for one year after their initial registration unless their permanent residence has changed.
Second and subsequent scheduled tryouts will be open to all other interested candidates, including players not yet registered with the TOPSC, provided sufficient vacancies exist to warrant such tryouts.
The Travel Team Director will maintain a master attendance sheet which will be a listing of current team members with addresses and phone numbers, to which the Travel Team Director will add the names, addresses, phone numbers, birth dates and identification unique to all other tryout participants.
The duration of each team’s tryout session will not exceed 90 minutes. The Head Coach will determine which activities are best suited to evaluate players and conduct them for the Committee. The Head Coach’s evaluations will be a part of the Committee’s findings.
The Committee will evaluate additional players for each team by determining if players trying out possess sufficient skills, attitude and interest less than (<), equal to (=) or greater than (>) the level of play of the players on the team. Committee members will qualify each participant’s ability (except those in white travel team uniforms) with regard to the level of play exhibited by the team as a whole. The Travel Team Director will record these decisions. Responses will be limited to:
Less than (<) level of team
Equal to (+) level of team
Greater than (>) level of team
At the conclusion of each tryout, each Committee member’s responses will be collected by the Travel Team Director in the presence of the Travel Team Player Selection Committee. All participants will be notified on the field by the Head Coach in the presence of the Committee of their status prior to their departure from the tryout session.
The maximum number of player vacancies for each travel team will be decided by the Travel Team Player Selection Committee as a group prior to the first Travel Team tryout. The emphasis will be on smaller numbers for older teams.
The maximum number of vacancies will be calculated for any team by the Travel Team Player Selection Committee and will be defined as the maximum number determined by the Committee (not to exceed eighteen (18) for Under14 or younger and sixteen (16) for all half year teams) minus the team’s current number of players minus the number of players placed at risk.
If in the opinion of the Travel Team Player Selection Committee, the number of qualified players trying out is sufficient to field a second travel team in any age group, then the Travel Team Director will seek approval from the Board of Directors at the next Board meeting to field a second team in that age group.
Once all the participating players have been notified of the tryout results, the Travel Team Director will then provide the coach with the final TOPSC team roster of players. The coach may not make any alterations to the team roster unless as provided herein.
Procedure for Altering Rosters
Players deciding to leave a team
Any player registered to a team is bound to that team for the entire seasonal year unless he/she requests a transfer or release in writing and such form is submitted to the TOPSC Vice President of Operations, EHYSL and ENYYSA.
Release of a player by the TOPSC. A player may be released by the TOPSC only if the player is unable to play because he:
Has violated USYSA rules or ENYYSA/EHYSL/TOPSC disciplinary rules;
Has moved beyond a reasonable distance;
Is injured in such a manner that he will not be able to participate for the remainder of the season OR,
Is deceased
To effect the release, the Coach must complete and sign a USYSA Player Release Form, submit it to the Travel Team Director and obtain the approval of TOPSC Vice President of Operations who will then obtain all the necessary EHYSL, ENYYSA and USYSA approvals.
Addition of any player(s)
Any coach desiring to add any player(s) to a team in order to bring the number of players on a team equal to the maximum number of players allowed on a roster as determined herein, will notify the Travel Team Director of the request. During the time before registration deadlines, the maximum number will be the difference between current team strength and maximum TOPSC authorized roster size (18 and/or 16). Once a team is registered, the maximum number of players that can be added to any team is three (3), as defined by the USYSA.
The Travel Team Director will consult with the TTSC and if there is a favorable consensus, the Travel Team Director will contact the appropriate Intramural Division Director in order to obtain a list of the top Intramural players who will then be invited to a special tryout conducted by the Committee at a time and place of their choosing.
The coach of the team benefiting from the tryout will not be eligible to participate in this tryout but will be notified by the Travel Team Director of the outcome.
In the event an insufficient number of Intramural players either tryout or are qualified to play on a travel team, the Travel Team Director will then place an ad in the local newspaper(s) prior to the next tryout date. Each such ad will clearly state the age requirements for that team, the date(s), time(s) and location(s) of the tryouts and the Travel Team Director’s phone number for the use of interested applicants should they need additional information.
In the event no qualified players or an insufficient number of qualified players can be identified to add to a functioning team as a result of the procedures stated herein, the matter will be dropped. If the team can no longer function if a sufficient number of qualified players can not be identified and added to the team, the Travel Team Director has the option of either:
Advertising for and holding additional tryouts OR,
Asking the TOPSC Board of Directors for permission to abandon the team. However, before any decision can be voted, every effort will be made to form the team and the TOPSC Board of Directors must be provided with a clear understanding of the consequences at least at the league and club levels.
The procedures and standard of evaluation used to add any players to a team will be the same as those specified in Item 4.4 and its subsections herein.
Appeals Process
Any appeal must follow the organization of the Club:
Travel Team Director,
VP for Operations,
President,
TOPSC Board of Directors whose decision is final and binding.
Responsibilities of a Travel Team Coach
A Travel Team Coach will be responsible for:
Advising players and parents of their responsibilities;
Holding practices at least once a week during the team’s active season;
Requiring regular attendance except when this conflicts with school or religious activities;
Equally and without favor, teaching all team members skills, tactics, techniques and good sportsmanship;
Attending all games;
Providing a qualified substitute to handle the Coach’s responsibilities during the Coach’s absence from team events;
Providing equality of playing opportunities to all players;
Involving and appointing parents to handle team management responsibilities such as coordinating team travel, team communications, arrangements for tournaments, first aid, team pictures, refreshments, coaching assistance, club and league administrative requirements, etc, in order to maximize parent involvement and ownership of team performance;
Notifying the Travel Team Director of any player discipline problems, injuries, suspensions, disciplinary actions taken by league, state or national officials, yellow and/or red card issuance and circumstances;
Exhibiting good sportsmanship at all times, whether winning or losing;
Not seeking to appeal, reverse or openly oppose, censure or comment from the sidelines on any match official’s decisions
Conduct themselves properly and beyond reproach whenever representing the TOPSC;
Willingly abiding by the Code of Conduct issued by the USYSA;
Continuing their coaching education through attendance at coaching clinics, accredited courses and schools and under the guidance of the Head Coach;
Reporting to the Travel Team Director administratively and to the Head Coach technically, and through them to the VP for Operations, the President and the Board of Directors;
Ensuring that no unregistered players are permitted to participate in the program;
Ensuring that all players wear shin guards;
Always having in their possession the original play of each player’s Registration Form with signed Medical Consent;
Account for inventory of equipment assigned to him;
Not penalizing a player for failure to participate because of involvement in school or religious activities;
Provide scores to the Travel Team Director;
Responsible for the safety of players during TOPSC sponsored events.
Responsibilities of a Travel Team Player
A Travel Team Player will be responsible for:
Attending all team scheduled events including practices, games, scrimmages, tournaments, etc.;
Notifying the coach as soon as practical whenever attendance at a team scheduled event is not possible;
Keeping the Travel uniform clean and in good repair at all times;
Wearing the Travel uniform at games and tournaments;
Being attentive when being coached, taught or instructed;
Exhibiting good sportsmanship in both winning and losing;
Conducting themselves properly and beyond reproach whenever representing the TOPSC;
Willingly abiding by the Code of Conduct issued by the USYSA;
Wearing shin guards at all times when playing.
General Player Information
Any player who receives a red card will automatically receive a three (3) game suspension, subject to review and evaluation by the Travel Team Management Review Committee (HEAD COACH, Travel Team Director(s), Vice President for Operations, Vice President for Administration and the President).
Any player who receives a second red card in any season will automatically be suspended for the remainder of the seasonal year, subject to review and evaluation by the Travel Team Management Review Committee (HEAD COACH, Travel Team Director(s), Vice President for Operations, Vice President for Administration and the President). Participation in the TOPSC program shall be considered secondary in nature to school and religious functions and activities.
Responsibilities of a Travel Team Player’s Parents
Parents of Travel Team Players are responsible for:
Being able and willing to meet the greater time and travel commitment required by the Travel Program;
Being willing to bear the added expense of travel to and from away games, meals, transportation, housing, etc.;
Being willing to volunteer time and/or services by participating in TOPSC approved fund raising and sponsored projects and tournaments;
Being willing to offer housing and meals to out of town players participating in locally sponsored tournaments;
Exhibiting good sportsmanship in both winning and losing;
Conducting themselves properly and above reproach whenever attending TOPSC sponsored and/or approved events;
Refraining from open and/or vocal disagreement with the decisions of match officials;
Refraining from open and/or vocal disagreement, disparagement and/or negative criticisms and comments about any player or coach on the sidelines;
Willingly abiding by the Code of Conduct issued by the USYSA;
Club position on playing up
The official position of the TOPSC is that there will be no playing up by any players. Playing up is defined as playing in an older age group than the one prescribed for a player’s year of birth. Permission to play up must be renewed and approved each year by the Board of Directors.
Reimbursement of travel expenses
The TOPSC will not offer or pay any reimbursement for lodging, meals or travel expenses resulting from any meetings, clinics, games, tournaments, seminars or other approved activities.
Coaches Education
The TOPSC will subsidize three (3) National Coaches courses annually. Travel expenses up to $400 per person will be provided. Attendance and extent of travel subsidy requires the approval of the Head Coach and President. Subsidy for additional attendance beyond three (3) courses per year requires the applicant to apply in person to the Board of Directors for prior approval.
Tournaments
At the beginning of each fiscal year, the Treasurer and the Board of Directors, on the recommendation of the Travel Team Director, will set aside a budget item for the Travel Team Program tournament play. Any team must come before the Board of Directors to seek permission to exceed its budget allocation.
The tournament calendar and tournament selection fore the entire year for all Travel Teams will be planned by the Travel Team Director and the Coaching staff in the fall of each seasonal year during the first Travel Team Staff Coaches meeting. Every effort will be made to maximize TOPSC visibility at all tournaments.
The Travel Team Director’s responsibilities for tournaments include:
Obtaining tournament information and entry forms;
Verifying appropriate sanctions have been obtained for each tournament being given consideration;
Distributing approved tournament information to the Coaching Staff;
Completing tournament entry forms for the Coaching Staff;
Obtaining a check from the TOPSC Treasurer to cover the payment of entry fees and bonds (if any);
Forwarding entry paperwork and payments to the appropriate parties;
Coordinating the dissemination of information, schedules, maps, etc. received from tournament committees to the coaches of teams accepted into these tournaments.
TOPSC Sponsored Tournaments
The Travel Team Director(s) must seek prior Board approval at least 120 days in advance to sponsor any tournament before application can be made to governing organizations for permission to sponsor a tournament, subject to the organization’s deadlines.
When seeking the Board of Directors’ approval to sponsor a tournament, the following information must be provided:
Identity of group organizing and conducting the tournament
Objective of the tournament and age groups included in the tournament
Location, dates and times of the tournament
Expectations of the organizing group and expectations of the TOPSC
Monetary disbursements and distribution of proceeds (liabilities)
The Travel Team Director(s) must complete and forward the necessary paperwork requesting permission to sponsor a tournament to the appropriate governing organizations.
At least one progress report must be given to the Board of Directors, preferably two (2) months before the event and a final report must be presented to the Board within two (2) months of the event.
Tournament play, whether Travel or Intramural, regardless of age division, whether at home or away, should be sought and entered into when TOPSC teams can offer and be given reasonably good competition.
The primary objective of tournament play will be competition rather than winning.
All players on every Travel Team have the right to share equitably in tournament attendance, participation and amount of playing time with the other members of their team. Every rostered play will attend all tournaments; no team splitting is allowed, indoor tournaments are no exception.
The TOPSC recognizes its responsibility to further youth soccer to every degree possible for every age group. A long range goal of the TOPSC is to encourage international experience for the Boys’ U15/16 and Girls’ U16 Travel Teams by working towards providing financial assistance wherever possible.
Developmental is the first step in Travel soccer. The main difference between Developmental and full Travel soccer is that there are no tryouts in Developmental soccer. Players sign-up to play. They may go through an evaluation practice, if necessary, but no formal tryout. We will try to place any and all players that want to play on a team.
Once placed on a team, the player will find the program is basically the same as the full Travel program. Attached you will find the Player and Parent Responsibilities given to all Travel registrants.
Please read through these pages describing the Travel Program. If you have any questions, please ask your coach or contact your Travel Director. We are here to help you. Thank you for your and your child's interest in the Developmental Program.
Dear Prospective Travel Team Player and Parent,
Welcome to the Travel Soccer level of play. Those of you that have played Travel before are aware of the responsibilities of being a Travel Player and what to expect as part of a Travel Team. Please use this as a reminder. For those of you new to Travel, this letter will give you an idea of what is expected of a Travel Player and Parent.
Travel Team Player
Understand that Travel teams practice 2 times/week outdoors and 1 time/week indoors
Understand that Travel teams play in both indoor and outdoor tournaments during the year
Attending all team events including games, practices, meetings, tournaments, fund raisers, etc.
Notifying coach as far before an event as possible if the player cannot attend
Giving attention and respect to any coach, official, or instructor at all times
Maintaining and wearing a complete and proper team uniform at all games and necessary events
Conduct themselves properly, with good sportsmanship, in all games and events- whether winning or losing
Abide by the Code of Conduct as issued by the United States Youth Soccer Association (USYSA)
Understand that they are a representative of and an ambassador for TOPSC at any event they attend and conduct themselves as such
Any player not fulfilling these obligations may be subject to review and evaluation by the Travel Team Management Review Committee. Any decisions issued to a player by this committee shall be considered final.
Travel Team Parent
Understand that all Travel families are required to volunteer time to help host the Columbus Day Tournament and other events for the benefit of the entire TOPSC
Understand and be willing to meet the greater demands of time and travel that Travel play requires
Understand that Travel play will demand added expenses due to higher registration, the normal travel schedule, tournaments, and other related items (meals, hotels, etc.)
Be willing to meet these expenses so their child may play as part of the Team
Understand they may asked to help the Team Coach in some manner of team job to divide responsibilities among the team adults
Understand that all Travel families are required to volunteer time to help host TOPSC tournaments and fund raising projects. In place of volunteering time they may be allowed to donate to the fund raiser
Lead good sportsmanship at all times, by their own example, at all events
Refrain from criticizing match officials, but rather support their own team's efforts
Realize they too are representatives and ambassadors of TOPSC at all events and conduct themselves properly as such Expectations for a Travel Team Player and Parent
A Travel Team will practice at least twice a week and play most regular games on Sundays
A Travel Team will go to tournaments throughout the year and attendance is normally expected
The level of play and dedication at Travel level is higher than normally found at club level
A Travel Team may decide to travel abroad or across the United States to play in tournaments and for the benefit of the players. Help in planning and organizing of this activity is the responsibility of the team parents
A Parent's Guide to Travel Soccer
Before the season.....
Make sure of your player's commitment...no one wants anyone to quit the team
Make sure of your entire family's commitment
Express clearly to your player's coaching staff exactly what potential conflicts take priority over this commitment
Let the staff know, in advance, any concerns or personal matters that are important to you and your player
Get your player good equipment...ask the staff
Prepare your player with well-balanced foods and adequate water and fluid intakes
Prepare your player for tryout and paying time expectations and possible disappointments
Encourage your player to start talking to the coaching staff with both questions and comments as soon as possible...you do the same
Teach your player not to complain about the referee or the weather or the field
Make sure your player is expecting to play different positions on the field during the season
Make sure tempers are not brought to the soccer field
Teach them to come to each game and practice with character...this means being a "class player...a good winner as well as a good loser"
Work towards making the team a "real team" where all the kids and parents get along and truly have great times together
Get everyone prepared to have a fun season
At home before a game / practice / tournament.....
Develop a checklist of things to do and items to bring to each event
Prepare the entire family for the event
Make sure your player looks sharp
Re-check the checklist with your player
Get to the field on or before the time your coaching staff agrees to
Wish your player luck and let the coaching staff coach and train them
Make sure you never evaluate your players efforts on whether they score a goal or not
Remind them..."Be a class player, a good winner as well as a good loser
At the game.....
Be there, watch, encourage, support and learn
Absolutely no drinking or smoking
Cheer and root for all the players on the team, not just your player
Maintain respect for the refer at all times
Please do not try to talk to the coaching staff during the game, unless it is injury related or
they start to talk to you
Make sure your player stays with the team when they are out of the game
Take pictures and/or video...you and your player will appreciate it the next day and in years to come
After the game.....
Please allow the coaching staff a reasonable amount of time immediately after the game to talk with the players alone
Congratulate your player on his/her efforts - win or lose. Tell them how much you and his/her family enjoyed the game. Do not offer false praise...they will soon recognize this...they will always appreciate your honesty, if expressed in a positive and constructive manner.
Try to use each game as an opportunity to teach or reinforce a lesson that can be used in other avenues of life
MAKE SURE YOUR PLAYER IS HAVING FUN AND IS BEING CHALLENGED PLEASE HELP THE TOWN OF POUGHKEEPSIE SOCCER CLUB (TOPSC) BY VOLUNTEERING ...JUST ASK HOW
U16 PROCEDURES and RULES
(Aug 17, 1999 minutes; modified Sep 21, 1999; Oct 19, 1999; May 16, 2000) General Information: General rules and procedures governing the relationship between the U16 team and TOPSC:
The U16 team shall be defined as the team designated by the TOPSC Board as the primary fund raising team for the current soccer year. In the case where there is no U16 team or the U16 team decides not to be the primary fund raising team, the Board shall decide who will be the primary fund raising team and all these rules will apply to that team. The team so designated will hereafter be referred to as the U16. The Jim Riviezzo Memorial Columbus Day Tournament will hereafter be referred to as TRN.
All monies from all U16 activities including the Columbus Day Tournament, all fund raising both at the Greenvale Soccer Complex and out in public, and deposits for any travelling, camps, etc. MUST be deposited with TOPSC via the Club treasurer. The treasurer will maintain records of all monies deposited and disbursed. Any accounting necessary to determine the allocation of said monies among members of the team shall be maintained by the team treasurer. An accounting of the monies received and dispersed by the TOPSC treasurer can be requested at any time.
All fund raising plans of the U16 team must be approved by the TOPSC Board. The team shall present each fund raising plan to the TOPSC Board. The plan shall include details as to how the fund raiser will be run, when it will be run and where the activity will be held. All prices related to each fund raiser must be approved by the Board.
All profit from U16 fund raising related to the TRN MUST be divided equally among ALL registered TOPSC players on the U16 roster. Each players share is to be used for a soccer related activity that the players will do as a team. With the approval of the TOPSC Board, exceptions can be made for such things as NY Empire Games or ENYYSA Olympic Development Program. Any money raised in excess of the cost of the team event can be used for other soccer related activities such as camps, registration fees, soccer equipment, etc.. Should a player choose an individual event such as Empire Games the player will only receive as much money as necessary for the event as approved by the TOPSC Board. Any part of the share in excess of the cost of the individual event must be divided equally among those TOPSC registered players participating in the team event(s). Should any player's family decide to give up their share of the tournament profits, the Board must receive a written letter stating the same. That player's family, with TOPSC Board approval, may request a specific use for which they would like their share used (for example donated to another player who cannot afford the cost of the trip). Except in such approved cases, the share will be divided equally among the remaining TOPSC registered U16 team members. Should the U16 team wish to divide any of the monies related to the TRN other than equally among the players, a written request must be submitted to the TOPSC Board detailing such a plan.
Jim Riviezzo Memorial Columbus Day Tournament
All monies and expenses directly related to game play and team players will belong to TOPSC. This includes:
entry fees paid by teams to participate in the tournament
the cost of referees, trophies, port-a-johns
½ the cost of port-a-johns and golf carts (added Sep 21, 1999)
game related supplies such as balls, line marking paint or chalk
first aid personnel, supplies and equipment such as EMTs and bee sting packets
All monies and expenses related to food concession, games and non-food concessions will belong to the U16 team.
money collected for the purchase of food and non-food concession items
advance money for the U16 team will be supplied by the TOPSC treasurer upon request
expenses of items used at food and non-food concessions and related items such as condiments and tents
all monies collected and expenses related to running game booths such as a kick board
all monies collected from vendors invited to sell at the tournament. The U16 team shall not give an exclusive to any vendor
all monies collected as donations in exchange for an Ad Book at the entrance to the tournament
any U16 player who receives money for referee fees at the tournament will donate that money as part of the concession income to be divided equally among all team members.
Any merchandise bought by the U16 team for the purpose of resale shall be the property of the team. Items left after the tournament will NOT be purchased by TOPSC. The team can however approach the next U16 team about purchasing the leftovers although that team is not required to do so.
TRN commemorative t-shirts: T-shirt design and prices must be approved by TOPSC Board. Remaining inventory can be sold throughout the remainder of the soccer year. Left over inventory will NOT be purchased by TOPSC. U16 team may approach the next U16 team about purchasing the inventory but that team is not required to do so.
Ad Book:
Any money collected as Ads from TOPSC sponsors will be divided 25% U16 team, 75% TOPSC
U16 team has exclusive Ad solicitation until July 31. After that date any travel team/player may solicit ads for the Columbus Day ad book. Ads solicited by other than the U16 team will be divided 25% U16 team, 75% team of solicitor. If the U16 team solicits a team sponsorship, the team will receive ½ of the money and TOPSC will receive ½ and the U16 team shall provide an Ad as if their ½ of the money was a solicited Ad.
Each travel team will be asked to provide a full page ad for the ad book for which the U16 team will receive $60.00 from each team that supplies such an Ad. Money will be allocated from tournament money allocated to each travel team.
The U16 team must notify TOPSC Board as to how Ad Book money is to be divided. In the last few years, a typical arrangement has been to require a minimum of ads or money from each child to cover the cost of the Ad Book (typically around $200 per child). The remainder of the money is divided based on which child is credited with soliciting the ad.
Job responsibilities:
Setting up TRN:
Fliers, invitations, entries, setting up age divisions
All equipment/professional personnel for game play:
referees
3. Maintain and man TRN administration stations:
Admin, registration, referee, lost and found stations
4. Provide all equipment and professional personnel for TRN play:
U16 Team
Food, non-food concessions - open 7:30am-6:00pm
arrange for golf cart(s) and pay ½ the cost
Food, TRN shirts, jewelry, game booth equipment
$5.00 food coupons to Linesman (Assistant Referees)
3. Obtain volunteers from other TOPSC Travel teams:
To assist running U16 concessions and game booths
4. Provide signs for TOPSC:
6. Field prep and maintenance:
setup and maintenance of fields (marking, nets, repair)
supervise volunteers provided by U16 team
line parking lot with help of U16 or volunteers
send lower lot passes to each team 8. Provide administrative personnel for TRN:
Tournament rules & resolution of all rules concerns
Two hours slots for volunteers/ 30 hours per team - TOPSC will determine penalty for team(s) not complying - fine against team tournament money - ½ to U16 team
Concession Stand: The operation of a Concession Stand at the TOPSC Greenvale complex will be subject to the following rules:
All prices charged at the stand must be approved by the TOPSC Board
10% (5/16/00) of the profit from operation of the stand shall be given to the TOPSC Building fund
The Jim Riviezzo Memorial Columbus Day Tournament is exempt from the 10% rule
Any items left at year end are the property of the U16 team. They may approach the next U16 team about purchasing the leftovers but that team is not required to purchase the items.
The operation of a concession at the East Hudson Select Tournament weekend(s) shall have the same rules.
PROCEDURE 3 REFEREE-FEBRUARY 21, 1989
TOPSC Position on Referee Assignments
All scheduled Travel Team matches must be officiated by a USSF licensed Referee. All TOPSC Division 1 Travel Team games are officiated by a USSF licensed referee assigned by the HVSRA Assignor, as part of the EHYSL Standard Operating Procedures. All EHYSL Division 2 and 3 Travel Team games are officiated by a USSF licensed referee assigned by the home team's Referee Assignor, in accordance with EHYSL Standard Operating Procedures. USSF certified Referees will be equitably assigned to officiate all TOPSC Intramural matches as scheduled by the Intramural Division Directors. Referees will be assigned according to the criteria established by the Intramural Operations Committee. TOPSC hosted tournaments will be officiated by USSF licensed referees assigned by the TOPSC Referee Coordinator.
Equity
All referee assignments for Intramural matches will be reported to the RefereeCoordinator payment. Payments will be made bi-monthly by the Referee Coordinator or Division Director directly to the referees. The Referee Coordinator will report referee assignments monthly at the Operations meeting and will identify referees who have not received equitable assignment.
Responsibilities of the TOPSC Referee Coordinator
The TOPSC Referee Coordinator is responsible for:
Administration and coordination of the TOPSC Referee Program
Maintaining a pool of currently qualified referees
Verifying the credentials of referees
Administration and coordination of referee certification and re-certification
Communication of referee training information to TOPSC members
Recruitment of additional referees and referee candidates
Verifying referee's knowledge of 'The Laws of the Game'
Evaluation of referee performance
Improvement, correction and modification of referee performance
Verification that assigned referees fulfill their commitments to appear and perform their assignments
Determine causes of referee non-appearance and take remedial steps to cover future assignments
Ensure that referees are paid bi-monthly (including the TOP Voucher system)
Be an active member of the HVSRA with dues paid by TOPSC
Regularly attend HVSRA monthly meetings to keep informed
Arbitrate any disputes and/or complaints involving TOPSC referees
Assure compliance with player suspension resulting from issuance of a red card or its equivalent
Report monthly to TOPSC Board of Directors on matters involving:
Games assigned, officiated, uncovered/referee no-shows
Size and qualifications of referee pool
Courses / training available, if any
Problems, if any
Issuance of yellow and red cards
Arbitration involving referee complaints, etc.
EHRA meeting topics and main issues
Communicate any changes in 'The Laws of the Game' as modified for USYSA use
Periodically communicate with and educate the TOPSC membership on matters involving officiating, sportsmanship, etc.
Behavior and Code of Conduct Policy
The TOPSC expects that all coaches, players, referees, spectators and parents shall conduct themselves in the best interests of the TOPSC and the sport. Comments, if any, should be positive and encouraging, supportive of the coaches, officials, and in general, exemplary of the principles of "Gentlemanly Conduct" in the spirit of the game. FAIR PLAY
Referee Assault
No person is allowed to attempt to threaten or actually harm, verbally abuse, or physically abuse any TOPSC referee.
Any person who is found guilty of physically assaulting a referee will be immediately dismissed from the TOPSC.
It is the responsibility of each coach (or if the coach is involved, each Assistant Coach and/or Team Parent) to guarantee the safety of the referee even to the point of assuring that the referee safely leaves the field of play and surrounding area.
PROCEDURE 4 SPONSOR RELATIONS-NOVEMBER 18, 1986
Sponsors for the TOPSC are required to provide financial assistance for the player members of the Club. Sponsor fees will be used in one or more of the following ways:
Purchase team uniforms
Provide financial assistance to players so qualifying under the Financial/Hardship guidelines.
Defer other operational expenses.
The sponsor fees will be solicited on a calendar year basis. The current sponsors will be contacted at the start of the calendar year to determine the extent of their sponsorship for the upcoming Fall/Spring season and to collect fees. If necessary, new sponsors will be sought by the Sponsor Relations Committee. A waiting list of team sponsors will be maintained. The sponsors will be assigned teams in the order in which the fees are received. Sponsors not directly sponsoring a team in the calendar year in which the fee is paid will have first preference for next year. If the sponsor has a player member, the team will be named accordingly. In return for this financial assistance, TOPSC shall acknowledge the sponsor to include the following:
Each sponsor assigned an Intramural team will have its name on the team uniform. The player must maintain the uniform in a condition suitable for game play, but can otherwise use the uniform for general wear.
The sponsored team will be known by its sponsor's name and the team standings and/or game results will be reported/posted accordingly.
Sponsor names will be listed in all public communications (web site, Tournament Ad Book, etc.)
Each team sponsor will receive a photograph of the team when team/individual photographs are completed.
TOPSC FIRST AID-INSURANCE-JANUARY 14, 1991
PROCEDURE 6 REGISTRATION-SEPTEMBER 17,2009
Refund Policy (Sep 17,2009)
The policy of TOPSC regarding the refund of registration fees is as follows:
The Board of Directors shall establish the next playing years Intramural and Travel program registration fees annually in March. The Registrars shall confer with the Public Relations Committee to publicize registration dates at least one (1) month prior to registration. The Registration Committee shall conduct registration at least four (4) evenings/days during the month of May, prior to Travel tryouts. At each registration session, the Registration Committee shall be assisted in answering parental questions by at least one member of the Board of Directors. Intramural, Developmental and Travel team information shall be available to parents when registering.
Registration with the TOPSC shall consist of:
Completing and signing all portions (including medical) of the proper registration form
Verify proof of birth date for new registrants
Payment of Registration fee as set by the TOPSC Board (exception is for hardship condition).
Approval of the above three (3) by Registrar of designee
Travel registration also requires a picture and signed Commitment Form
A waiting list shall be established after the August Operations meeting for each age group. Names shall be placed on the waiting list whenever a parent identified a player who desired to play but was not registered. Players may then be registered to fill available openings in the same order as their entry onto the waiting list. Division Directors shall coordinate all such late registration activity with the Registrar. All players MUST be registered with the governing body to which TOPSC is affiliated. A refund of the registration fee may be possible depending upon the player's circumstances. A written application must be made to the appropriate Registrar.