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RADFORD SOCCER CLUB

OPERATIONS AND POLICIES MANUAL

A member of the Club is any individual who is a parent, a non-minor player, an officer of the Club, a Manager, or any appointee to any standing or ad hoc committee of the Club.

The government of the Radford Soccer Club shall be under the direction of the Board of Directors.

The Officers of the Club shall be:

·         President

·         Vice President

·         Secretary

·         Treasurer

The Officers shall report to the Board of Directors of the Club. The election of and duties of the Officers are as defined herein. The election of Officers shall occur as set forth by the bylaws of the Radford Soccer Club.

Each member of the Board of Directors shall have one (1) vote. No Board member, in his/her capacity as Board member, shall receive compensation for any services rendered to the Club. Board members may be reimbursed for actual expenses incurred in the performance of their duties based upon the presentation of sufficient documentation for the expense. There are twelve (12) board members including the four officers.

Removal/Disciplinary Action

1.       The Travel Program shall comply with the guidelines as set forth by the Virginia Youth Soccer Travel Program (VYSA) as they appear under the heading of "Membership; Removal and Discipline"; a current copy of which is available on the VYSA Website.

2.       The Board shall have the authority, by two-third (2/3) secret ballot, to remove any member of the Board whose conduct or achievement are not in keeping with the policies or best interests of the Club. The member in question will be given written notification of the time and place of the removal action and be given the opportunity to speak before the Board prior to the vote to remove.

3.       Any member of the Board who fails to attend two (2) consecutive regular meetings of the Board without reasonable cause may be suspended pending review for removal. Suspension means the member does not have voting rights.

4.       In the event of the death, resignation or removal of a board member, his/her successor shall be selected by the remaining board members and shall serve for the un-expired term of his/her predecessor.

No Director shall be liable to the RSC for any loss or damage suffered by the Club by reason of any action or omission by him/herself if in good faith he/she exercised and used the same degree of care and skill as a prudent person would have exercised or used under the circumstances in the conduct of his/her affairs, or took or failed to take such action in reliance upon advice of Club legal counsel, its Officers or Board members. The foregoing shall not be exclusive of other rights and defenses to which he/she may be entitled as a matter of law.

Standing Committees of the Club shall include the:

1.       Tournament Committee

2.       Personnel Committee

3.       Tryout Committee

Chairs of the standing committees shall be appointed by the Club President, and approved by the Board of Directors. Standing Committees report to the Board of Directors as required and perform such duties as specified herein.

The Board of Directors shall be primary governing body of the Radford Soccer Club.

The Board shall coordinate and implement the Travel Program’s purpose consistent with the operational policies and procedures of the Club. Their duties are to:

·         Formulate and amend matters of general policy by means of written policy statements.

·         Make the final decision with regard to disciplinary actions.

·         Insure team members and players are abiding by the rules of the game as directed by FIFA.

·         Insure team members and players are abiding by the rules of good conduct and good sportsmanship as outlined by the USSF, VYSA and affiliated leagues.

·         Insure team members and players are fully cognizant of Club policies and procedures and are abiding by those policies and procedures.

The President’s duties include:

·         Presiding over all General Membership, Advisory Board and Executive Committee meetings.

·         Appointing standing committee chairs and their members.

·         Directing the formation of and appointing the chairs for ad hoc committees and their members as deemed necessary to advance the work of the Club.

·         Administering of all affairs of the Club subject to the direction of the membership and the Board of Directors.

The President shall also be the Club’s representative or designate a representative at League meetings and shall perform other duties as may be directed by the RSC Board of Directors.

The Vice President’s duties include:

·         Performing all duties of the President in the event of absence of the President.

·         Assisting the President as directed.

·         Performing other duties as may be directed by the President or Board of Directors.

The Secretary’s duties include:

·         Recording the minutes and proceedings of all such meetings as a permanent record.

·         Preparing any reports as may be required by the Board of Directors or affiliated leagues.

·         Maintaining the Travel Program’s Operations and Policies Manual and insuring its distribution to new members of the Board and other Club members as directed or requested.

·         Performing other duties as may be directed by the President or the Board of Directors.

The Treasurer’s duties include:

·         Maintaining an accurate and current record of all assets and liabilities and income and expenditures and providing such records to the Board of Directors at Board meetings and as requested.

·         Providing financial information to Team Managers to aid in their compliance with Club policies.

·         Assisting the Board of Directors in the preparation of all tax returns and other financial reports as required.

·         Performing other duties as may be directed by the President or Board of Directors.

The Executive Director coordinates the day to day operations of the Radford Soccer Club. Immediate tasks include:

·         Organize the Spring Tryouts.

·         Assist with the Tournament Operations and Planning.

·         Recruit for and oversee the Junior Development Program.

·         Take steps toward field development.

·         Take steps toward active involvement of the club in the soccer recreation in the City of Radford.

·         Participate in and report at Board meetings.

·         Review club policies and bylaws regularly.

·         Promote the club within the community.

·         Team development.

·         Conduct official correspondence for the club with the BRCL and VYSA.

Objective: To define and outline the duties and responsibilities of the Director of Coaching.

Policy: The highest priority of the RSC Travel Program regarding the activities of a Director of Coaching will be the planning and implementing a skill development program for players as they advance in age. The second priority shall be the development of team strategy and “sideline” skills for team coaches during games. The implementation of these programs shall be with a high degree of consultation with managers and coaches.

·         The Director of Coaching will be responsible to the Board of Directors. An annual evaluation of the Director of Coaching and the coaching program for presentation to the Advisory Board.

·         The Director of Coaching shall be a non-voting member of the Advisory Board and will absent him or herself from Board discussions and decisions relating to the Director of Coaching.

·         The Director of Coaching shall provide written evaluations of each team once each season to the manager, team coach and Coaching Committee. In the development of these evaluations it will be the responsibility of the Director of Coaching to observe practices, league play and tournament play. The Director of Coaching shall also meet with the team coach and manager at least twice during each season to discuss and assess the team coach’s current strategies and goals.

·         The Director of Coaching shall recruit and screen coaches in advance of annual tryouts and make recommendations to managers on selection of new coaches. Authority for the hiring and dismissal of coaches remains with team managers.

·         The Director of Coaching shall prepare an evaluation of each coach’s progress, techniques and strategies at the end of the season and provide this evaluation to the team manager and the Coaching Committee.

·         The Director of Coaching shall serve as the chair of the Tryout Committee and will be responsible for conducting tryouts in accordance with the Travel Program policy statements.

·         The Director of Coaching shall conduct coaching clinics or provide similar opportunities for formal instruction of team coaches.

Objective: To define and outline the duties and responsibilities of the Field Coordinator.

Policy: The highest priority of the RSC Travel Program regarding the activities of a Field Coordinator will be the establishment of all fields necessary to accommodate the teams of the Club. The implementation of these programs shall be accomplished through a close working relationship with the Executive Director and the Team Managers and Coaches.

Responsibilities:

·         The Field Coordinator will be responsible to the Board of Directors. An annual evaluation of the Field Coordinator will be conducted by the Board.

·         The Field Coordinator will at the completion of RSC team registrations, determine fields needed to accommodate games and practices.

·         The Field Coordinator will layout and mark fields in accordance with BRCL Field Policy Guide and Field Standards Guide. If additional fields are needed outside Radford City, the Field Coordinator will make the necessary contacts to secure the use of these fields.

·         The Field Coordinator will insure all goals are anchored and nets are secured to provide for the safety of all players.

·         The Field Coordinator will develop and post to the Club website a field marking schedule.

·         The Field Coordinator will purchase and maintain necessary painting supplies for use by volunteers marking the fields.

·         The Field Coordinator will place the order for the delivery and pick-up of the Port-O-John for Riverview Park at the beginning and end of fall and spring seasons.

·         The Field Coordinator will establish and distribute a practice schedule for all teams.

·         The Field Coordinator will provide game schedules to the Radford Recreation Department Director as well as other appropriate entities that provide playing fields for the Club.

·         In the event of inclement weather, the Field Coordinator will coordinate the checking of local fields to determine playability and update Radford Soccer Club website regarding the status of games.

·         If games are cancelled due to field conditions, the Field Coordinator will contact the Referee Assignor.

The Radford Soccer Club Travel Program recognizes quality coaching is essential to a successful youth soccer program. Therefore, the Radford Soccer Club has adopted the following policies and programs concerning coaching. The policies relate to three different aspects of coaching: Standards of Coaching; Training & Development programs; and Code of Conduct.

Standards of Coaching: One of the most important factors in the success and continued development of youth soccer players and the Club is the competency and professional development of the coaches employed by the Club or its teams. Retention of qualified coaches and their continued education shall be a high priority for the Club.

It is the objective of the Club that all coaches in its employ attain a level of proficiency that can be demonstrated by achievement of one of the following:

1.       United State Soccer Federation license

2.       National Soccer Coaches Association of America license

3.       Professional playing experience

4.       College or Junior College playing experience

5.       Year of RSC Travel Program coaching experience resulting in a satisfactory evaluation from the Director of Coaching

6.       Recommendation of the Director of Coaching

Training & Development: The Club recognizes that the Team coach is ultimately responsible for the “on-field” performance of his/her team and is accountable to the Team Manager and parents of that team. However, it is the responsibility of the Team Coach to review with the Director of Coaching prior to the start of each season objectives for the team for the season. In the event where a team coach has recently assumed his position, it may be appropriate that the Team Coach, the Team Manager and the Director of Coaching establish these objectives, however, the Director of Coaching should be able to provide an assessment of the team to the coach based on either tryouts or previous evaluations of the team.

In order to maintain proficiency and provide for the continued education of  coaches, participation in one or more of the following activities at least on an annual basis so long as the coach is in the employ of the Club is strongly encouraged.

·         Upgrade of previously held license

·         Acquisition of a new license

·         Participation in at least 50% of the workshops conducted by the Director of Coaching

·         Participation in (through employment or audit) a week long soccer camp

·         Other method of development approved by the Director of Coaching

Additionally, the Team Coach is responsible for the safety of the team members at practices and during matches. The team coach needs to insure compliance with procedures that will insure this safety. Finally, it is important that the coach communicates his/her expectations to the players on the team and establish rules by which practices and matches will be conducted as it relates to training and development.

Code of Conduct: The RSC insists on adherence to the various codes of conduct as published by the United States Soccer Federation, the United States Youth Soccer Association, the Virginia Youth Soccer Association, the Blue Ridge Classic League, and the RSC. Although wording of these various organizations’ Codes is different the intent is the same: Coaches are to set an example of good sportsmanship and fair play at all times. Specifically:

·         Coaches must show courtesy and respect to their players, opposing players, game officials, parents, spectators.

·         Coaches must treat all their players fairly and favoritism toward any player must be avoided.

·         Coaches should not use offensive or inappropriate language in the presence of their players and shall require their players, parents and spectators refrain from same.

·         Coaches shall not threaten or attempt to intimidate a player, spectator, parent or game official and shall insure that their players do not.

·         Coaches shall not make derogatory or critical comments about opposing players, coaches, spectators, parents or match officials and shall actively discourage their players and parents from making such remarks.

·         Coaches must look out for the safety of their players at all times and bring to the attention of referees any situations that could jeopardize the safety of their players.

The Board of Directors shall meet at least two times per year, or as necessary to conduct the business of the Club. Additional meetings may be called by the President. Special Meetings of the Board shall be called by the President upon receipt of such a request from four members of the Board.

The President or his/her designate shall notify all Board Members at least 72 hours in advance of all Board meetings. Board of Director Meetings shall be open to the general public.

Meetings of Standing Committees will be as called by the Chair or President.

The President shall prepare a proposed agenda for each meeting of the Board of Directors

A majority of the members of the Board of Directors shall constitute a quorum.

Meetings shall be conducted according to parliamentary procedure. Questions are to be resolved according to the latest edition of Robert’s Rules of Order.

The minutes of all meetings are to be recorded by the Secretary in the case of Board of Directors and the Committee Chair in the case of all standing or ad hoc committee meetings.

Copies of any and all meeting minutes shall be available to any member upon specific request.

Members of the Club may attend any meeting of the Board of Directors.

Only duly elected and appointed members of the Board shall have voting rights at any regular or special meeting of the Board.

Proxy votes will not be allowed.

All Club teams and players must be registered with the Virginia Youth Soccer Association.

All Club teams shall adhere to the Laws of the Game as set forth by FIFA and to the rules of Sportsmanship and Conduct as found on the reverse of the Individual player’s player pass and as published by the Radford Soccer Club, the affiliated leagues and the Virginia Youth Soccer Association (VYSA).

Any behavior by a carded Radford Soccer Club official which is deemed detrimental to the Club will be released at the discretion of the Board of Directors.

Each team has a minimum of one coach and one manager recognized by the Club.

Each team may have no more players than allowed by VYSA.

Each team shall have an Executive Committee. This Executive Committee shall consist of no fewer than three (3) members, one of whom shall be the manager and none of whom may be the coach. The Executive Committee shall act as the governing body for the individual teams, in the intervals between regularly called Team Meetings.

Each team shall have a Manager. The Manager shall be elected by vote of the members of the team at the first meeting of the Team’s members after Club tryouts. Managers are elected for a term of one year, are eligible for re-election, and not subject to term limits. The Manager shall not serve in the capacity of a coach in any other but an interim or emergency basis.

The Travel Program has the right to remove a manager in order to protect the interests of the Club.

The following are the basic policies of the Club:

1.       No person shall, on the grounds of race, color, national origin, sex, age, political beliefs or religious creed and no otherwise qualified handicapped individual shall, solely by reason of their handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity sponsored or operated by any member of the Radford Soccer Club.

2.       The name of the Radford Soccer Club and the names of any members in their official capacities shall not be used for any purpose not appropriately related to the promotion of the purposes of the Club.

3.       The Club may cooperate with other organizations and agencies that develop, promote, advance and administer the sport of soccer.

4.       The Club shall be governed by the By-Laws and its Policies and Procedures, except when these provisions are superseded by the governing authority of the Virginia Youth Soccer Association, the United States Youth Soccer Association and FIFA all of with whom this Club is affiliated.

5.       All members of the Club shall be governed by the Policies and Procedures set forth in this Policy Manual. Failure to comply with these policies will result in disciplinary action to include but not limited to expulsion, denial of registration and any other actions deemed appropriate by the Board of Directors.

6.       The Travel Program shall endeavor to assure that any otherwise qualified player shall not be deprived the opportunity to participate due to a lack of financial resources.

Any member in good standing can propose a change(s) to the Club’s Operational and Policies Manual. Proposed changes to the Operational and Policies Manual can only be acted upon at a meeting of the Board of Directors. The proposed change(s) will be discussed at one Board meeting and voted upon at the next Board meeting. For purposes of adopting or modifying Operational and Policies Manual, a quorum to convene a meeting shall consist of two-thirds (2/3’s) of the Board of Directors. Passage of the action being taken requires a two-thirds (2/3’s) vote of the Board members present.

Changes to the Operational and Policies Manual shall become effective immediately unless otherwise stated in the change.

This manual of policies and procedures contains clarifying or explanatory statements which further define operating philosophies of the Radford Soccer Club. Additions, deletions or changes to the Policies and Procedures defined herein shall be made in accordance with the Amendment procedure described above. This Manual shall be maintained by Executive Director of the Club.

The Radford Soccer Club is committed to providing the opportunity for all eligible players to have a fair tryout for their appropriate teams each spring. The result of this process will be a listing of all candidates from an age group, in rank order, which effectively provides a method of comparison of their strengths and weaknesses relative to others in their group. In order to achieve this result the Club will conduct organized structured tryouts using team coaches and impartial evaluators. The drills which will be the basis of the evaluators’ rankings’ shall be specified in advance via the club website (www.radfordsoccer.com).

Tryouts should be structured to give an opportunity for all candidates to be evaluated fairly on the critical skills the Club sees as necessary in the development of a player. This includes an evaluation based on skills shown at tryouts with some recognition of past play. Current players may have an advantage in that their current coach is one of the evaluators. New candidates may have an advantage in that each level will include impartial evaluators who are not familiar with any candidates and therefore can only judge based on what they see at tryouts. Hopefully the combination can provide a fair result for all involved. The Director of Coaching is responsible for insuring all evaluators are judging players accordingly to the same criteria and for seeing all evaluators’ results are incorporated into the development of the group’s final rankings. Recognizing it is difficult in one session to completely evaluate an individual, the Club anticipates additional sessions beyond those advertised publicly may be required. It is in the best interest of the individual and the Club that as much time as the evaluators determine to be necessary, be spent on the tryout process.

The Club will not disclose publicly the results of the evaluations. Parties interested in a more detailed discussion regarding the results can make an appointment with the Director of Coaching. Interested parties desiring to discuss the results are cautioned not to expect disclosure of the complete rankings. Rather, these discussions will concentrate on the individual’s strengths and weaknesses as demonstrated at the tryouts.

A pre-registration form shall be developed which includes the candidate’s name, the candidate’s parent(s) or guardian(s) name and address, contact telephone numbers, candidate’s birth date and a medical release form to cover the tryout process. Pre-registration forms will be distributed to current Club team members by their respective manager. Pre-registration forms will be provided to all age eligible RSC registered players and shall also be distributed through area schools, the local recreation department offices, the RSC Website, and other locations as deemed appropriate.

The overall intent of this pre-registration distribution is to attract candidates to the Club tryouts. Candidates and their families new to the concept of traveling soccer or the Club are encouraged to contact the current manager of the team of interest; the Director of Coaching; or any other current manager of the Club who may be known to them in order to obtain a better understanding of the Club and the tryout process.

Club President: The President shall ensure that the Tryout Committee is formed, pre-registration forms are developed and distributed, and location(s) and schedules for tryouts are completed.

Director of Coaching: The Director of Coaching shall develop a structured tryout process for each age group, in conjunction with team coaches. Agreement shall be reached on the skills desired at each age group. A set of exercises to test those skills shall be agreed upon. The DOC shall ensure that tryouts be structured to be as similar as possible across the age groups; however it is recognized that skills and abilities vary considerably from the youngest to the oldest age groups. Prior to the tryout, the DOC will conduct a training session for the evaluators to review the correct procedure and scoring for the tryout. The DOC is also responsible for assigning evaluators, running the actual tryouts and providing input into the team formation process. The Director of Coaching is the Chair of the Tryout Committee.

Current Team Managers: Current team managers have no role in the tryout process other than to provide administrative support to the Tryout Committee and the Evaluators. This administrative support may include helping participants complete the registration process, checking in participants who have pre-registered on the day of tryouts and responding to questions posed by parents or guardians of participants who are not familiar with the operation of the Club. Under no circumstances will any team manager, current or previous; be involved in the evaluation process.

Tryout Committee: The Tryout Committee consists of each manager of the current soccer year even age teams. The Committee shall aid the Director of Coaching in developing the necessary materials for tryouts, and performing other such duties as necessary to insure the Club’s tryout objective is satisfied. Examples of the kinds of activities this Committee may perform include the development of and distribution of pre-registration forms, the development of advertisements announcing tryouts and collating the responses received in order to provide Club officials with an assessment of the numbers of participants which may be expected. This Committee has no function at tryouts.

Policy Statement Number 002 -- POLICY ON PLAYER PLACEMENT

Radford Soccer Club players will compete on teams where they can best develop as soccer players. For most players this means playing on a team of their own age group as defined by the Virginia Youth Soccer Association. It is recognized there are exceptions. Those exceptions are as follows:

1.       If it makes sense to keep a younger player as part of his/her grade in order to eliminate a potential conflict with JV soccer (current or in the future).

2.       If it is necessary for the formation of a team; however, it does not guarantee continued placement with that team if an age appropriate option opens up in the future.

3.       At the invitation of the DOC with the agreement of the current coach as well as the older age group coach.

4.       At no time will a player be moved up if it places a burden on the age appropriate team in regards to number of players available for play.

The goal of the Radford Soccer Club team formation process will be two teams in each age group except U9 & U10 teams where three teams are desired.

1.       Teams will be formed with first preference being given to players playing age appropriate as defined by the Virginia Youth Soccer Association.

2.       Teams will not be formed independent of the Club’s established tryout process. However, a team which has been established by a tryout process may petition for membership in the Club. A decision to permit affiliation will be made by the Board of Directors subsequent to a review of that team’s tryout process. In the event a pre-existing team is granted membership by the Board the team’s members will be subject to the Club’s tryout process at the next regularly scheduled tryout.

3.       The Club President and Director of Coaching will meet upon completion of tryouts and before any notification is given to participants to review the recommendations provided by the coaches/evaluators and finalize the team(s) make up with the current age group manager. Results of the tryout and team formation will be released as soon as possible with adequate time provided for parents to make decisions.

4.       At the request of the Director of Coaching, the President will appoint a Player Placement Committee to assist with the team formation process or to resolve any issues with the teams. The DOC will chair this committee to include the Executive Director and other members of the club appointed and requested to serve.

5.       If there are enough players to establish two teams, the players will be placed with the intention to form two evenlymatched teams in regard to talent and skill. Some consideration may be given in regards to community of residence to accommodate practice field locations and travel to practice, etc.

6.       Realizing there are players moving to the area and changes in personal circumstances of players, additional tryouts will be held in February and August for any age appropriate players desiring to join a team after club wide tryouts but before the fall season or between fall and spring seasons. This is the only process for adding players after tryouts and team assignments in the spring.

Policy Statement Number 004 -- POLICY ON PLAYER MEMBERSHIP

The goal of the Radford Soccer Club is to maintain club operations with minimum costs to the players. However, a minimum membership fee must be charged to each player to cover the operational costs.

Any player listed on an approved travel team roster will be considered a member of the Radford Soccer Club (Minors {17 and under} will be represented by a parent or guardian). Rosters are approved by an official representative of the Club and the League. Rosters are approved only after the validation of all listed Players has taken place.

In order to support Club operations and maintain Club stability each player will be charged a Seasonal Fee. This fee will cover expenses such as compensation for the Executive Director, Field Coordinator, Director of Coaching, web page costs, field maintenance (paint, marking, mowing, goals, nets and portable restrooms), referee assignor fees and other auxiliary costs (cell phone, PO Box, corporation fee, chamber dues), and others. This fee does not involve individual Team costs, or individual Player costs. Teams/Players will still incur and be responsible for such costs, but not limited to: coaches, referees, uniforms, practice equipment, tournaments, VYSA player registration fee, etc.

The amount of the Seasonal Fee will be set at the Club Annual Meeting for the upcoming year.

Club fees for the fall season will be collected by the Club from each player at the time they accept a position on the team.

Team Managers will be responsible for collecting the fee from individual Players prior to spring season. It is recommended this fee be collected at the last game of the preceding fall season to insure commitment to the Team for the spring season. Or, for new players added in the spring, at the time the new Player signs their player card.

Spring player membership fees are due to the designated Club Official by March 15.

Failure on the part of a Player to pay the Player Membership fee will be dealt with by the Team where the player has been assigned, but could result in removal from the Team and Club. Failure on the part of a Team to pay the Player Membership fee and supply a copy of their approved roster in a timely manner could result in the Team being dropped by the Club.

Two established goals of the Radford Soccer Club are to develop youth soccer players and to field competitive soccer teams. These two goals are sometimes conflicting. Developing soccer players requires all players be given adequate practice time and game experience. Fielding competitive teams often requires that more skilled and experienced players will receive more playing time, especially in competitive situations.

At the beginning of each playing season (fall and spring) the coach for each team will determine and set the policy concerning playing time by team players. This decision will be based on age and skill of players. The policy shall be clearly communicated to the parents and players by the coach.

The Radford Soccer Club will have a uniform selected for U-11 and above, and in place, prior to each season. Teams should only be required to purchase the new uniform if and when they need new uniforms or can no longer get uniforms for new players that match the current team uniform. A committee shall be appointed to select the new uniform, secure bids, and make a recommendation to the Board of Directors.

The Radford Soccer Club desires to encourage participation at Tournaments however, it does not intend to burden administrative managers with responsibilities (either real or perceived) for players’ safety. Accordingly, it shall be the policy of the Club that players holding valid motor vehicle licenses are not to drive to Tournaments or away league matches without being accompanied by a parent/guardian. Parents/guardians and players found to be violating this policy shall be subject to disciplinary action by the Club in accordance with the procedures outlined elsewhere.

To insure the work load for Club activities is evenly distributed and that no one or two teams are supported by the efforts of the others.

It shall be the responsibility of each team affiliated with the Radford Soccer Club to fully participate in the activities conducted by the Club for communal purposes and in order to effectively conduct its business. In those instances where human resource participation is required, teams will provide the necessary personnel as directed by the Board of Directors. In those instances where the objective of the activity is fund raising, teams shall have the option of either participating directly in the event or by making a payment to the Club, based pro rata profit from the event times the number of players on the team’s roster.