AYSO324 STANDARD REGIONAL GUIDELINES
(revision 3-2003)
Table of Contents
ARTICLE ONE
Purpose
ARTICLE TWO
Mission
ARTICLE THREE
Duties and Responsibilities of the Region
ARTICLE FOUR
Membership in the Region
ARTICLE FIVE
Management of the Region
ARTICLE SIX
Officers
Regional Commissioner
Regional Treasurer
Regional Risk Management/Safety Director
Regional Coach Administrator
Regional Referee Administrator
Regional Child and Volunteer Protection Advocate
ARTICLE SEVEN
Information About the Program
1. Team Assignments
2. Registration Fees; Refunds
3. Eligibility
4. Length of Season and Cancellation of Games
5. Attendance; Participation
6. Protests
7. Conduct during Games
8. Refreshments at Games
9. Parental Participation
10. Facilities
11. Sponsors
12. Equipment
13. Balanced Teams
14. Waiting List
ARTICLE EIGHT
Financial and Banking Matters
1. Budget; Financial Statement
2. Account Signatories
3. Transfer of Funds
4. Cash Handling Procedures
5. Receipt Procedures
6. Immediate Accounting to Regional Treasurer
7. Immediate Deposit Procedures
8. Monthly Bank Reconciliations
9. Credit/Debit Card Transactions
10. Audits - Regional Auditor
ARTICLE NINE
Dispute Resolution
1. General Policy
2. General Due Process Procedure
3. Suspension
4. Removal
5. Hearing Procedures
6. Review
ARTICLE TEN
Changes in Guidelines
1. Approval of Guidelines
2. Change in Guidelines
ARTICLE ONE
PURPOSE
These Standard Regional Guidelines have been adopted by the American Youth
Soccer Organization (AYSO) pursuant to the authority granted in AYSO National
Bylaw Section 1.03 (a) (6) to provide guidance to the region in its organization
and operation.
Under AYSO National Bylaw Section 1.04 (1) and National Policy Statement 6.1,
the region has the responsibility to operate in accordance with these Standard
Regional Guidelines unless the region has adopted separate regional guidelines
approved by the region's area director and section director.
These Standard Regional Guidelines are subject to AYSO's Articles of
Incorporation, National Bylaws, National Policy Statements, National Rules and
Regulations, Section Rules and Regulations, and area guidelines (AYSO's
"operating regulations"). All operating regulations are available on-line at
www.soccer.org, and copies of these documents will be made available by the
region upon request and are hereby incorporated by reference as a part of these
Standard Regional Guidelines. These Standard Regional Guidelines are meant to
enhance and to conform with the operating regulations. To the extent that there
may be any contradiction or conflict among these documents, the operating
regulations shall prevail.
These guidelines, or such other guidelines as the region may adopt, must be made
available upon request to the members of the region pursuant to AYSO Bylaw 1.04
(1).
ARTICLE TWO
MISSION
The AYSO Mission is to develop and deliver quality youth soccer programs which
promote a fun, family environment based on the AYSO philosophies:
Everyone Plays - Our regions' goal is for kids to play soccer-so we mandate that
every player on every team must play at least half of every game.
Balanced Teams - Each year we form new teams as evenly balanced as
possible-because it is fair and more fun when teams of equal ability play.
Open Registration - Our program is open to all children between 4'/2 and 18
years of age who want to register and play soccer. Interest and enthusiasm are
the only criteria for playing.
Positive Coaching - Kids win when they are built up, not when they are torn
down! We train and encourage our coaches to make the extra effort to understand
and offer positive help to our players, rather than negative criticism.
Good Sportsmanship - We strive to create a positive environment based on mutual
respect, rather than a win-at-all-costs attitude, and our program is designed to
instill good sportsmanship in every facet of AYSO.
ARTICLE THREE
DUTIES AND RESPONSIBILITIES OF THE REGION
The duties and responsibilities of the region shall be, to the extent permitted
by its size and available resources:
(a) To operate and offer a quality youth soccer program to all youth from
4'/2 through 18 years of age in a safe, fun, fair, positive environment that
complies in letter and spirit with the Bylaws, policies, rules, regulations, and
philosophies of AYSO;
(b) To maintain good community relations and become involved in youth
development and other community activities;
(c) To register with the National Support & Training Center all
participating players, coaches, referees, administrators, and other volunteers
prior to the commencement of the season;
(d) To assign players and coaches to assure proper balance of teams within
each age division within the region or within a reasonable part thereof;
(e) To obtain and maintain safe playing facilities;
(f) To obtain and be accountable for uniforms, balls, goals and other
equipment and to use such equipment in a safe manner;
(g) To schedule practices and games;
(h) To recruit and assign volunteer coaches and referees, and train them
through clinics and audio/visual programs;
(i) To disseminate information to the participants, their families and
the community concerning the region and its programs;
(j) To recognize volunteer efforts;
(k) To hold periodic meetings of the regional board and disseminate to the
participants, their families and the community appropriate information
concerning the operation of the region by the board;
(l) To publish for the region and the files of AYSO, and make available
to the participants and their families at least annually, financial statements
of the region and guidelines for the operation of the region approved by the
area director and section director, or in the absence of such guidelines operate
the region in accordance with the Standard Regional Guidelines as are in effect
from time to time;
(m) To collect and disburse fees and other monies for the sound financial
organization and operation of the region, to keep and submit to the National
Support & Training Center, as required, accurate financial records to insure
continuation of the tax exempt status of AYSO, to participate in the National
Accounting Program and to pay the National Support & Training Center prior to
the start of the each season the national portion of its registration fees and
all amounts due with respect to its purchases;
(n) To elect or appoint, at a minimum, a regional commissioner, treasurer,
risk manager/safety director, coach administrator, referee administrator, and
child and volunteer protection advocate;
(o) To comply with the Soccer Accident Insurance (SAI) plan and to submit
insurance claims according to current procedures;
(p) To notify the National Support & Training Center immediately of any
threatened or actual claim or lawsuit against the region, its participants, or
AYSO;
(q) To implement AYSO's national programs available to the region at least
once a season;
(r) To cooperate with neighboring regions, and area, section and
development personnel, to promote growth, development and cooperation throughout
AYSO;
(s) To participate in area, section and national events and programs; and
(t) To cooperate in policies and procedures developed by the board or the
National Support & Training Center with respect to requiring each coach,
referee, and other designated volunteers to complete a volunteer form, and with
respect to verifying the information obtained, before permitting the coach,
referee or such volunteer to participate.
ARTICLE FOUR
MEMBERSHIP IN THE REGION
There shall be three kinds of members in the region:
Participating Members: those persons serving the region in a coaching,
refereeing or administrative capacity, including the members ("board members")
of the regional board. All coaches, referees and other volunteer positions
designated by the AYSO National Support & Training Center shall be registered
using the appropriate forms prescribed by AYSO.
Playing Members: all registered soccer players ("players").
Contributing Members: those other persons to whom the regional board grants
membership to recognize a contribution of value to the region or to express its
gratitude.
The names, addresses and telephone number of all members of the region, as well
as the information contained in the AYSO Executive Member Directory, are private
and confidential. Such information and mailing lists may not be disclosed or
distributed to anyone, including any vendor or sponsor, without the prior
written approval of the national executive director.
ARTICLE FIVE
MANAGEMENT OF THE REGION
1. The regional commissioner, with the support and assistance of the
regional board, shall conduct the business and affairs of the region.
2. Unless otherwise specifically provided by these guidelines, all
decisions of the regional board shall be made by a majority decision of the
board members voting on any such matter; provided, however, that the regional
commissioner may veto any such decision if the effect of such decision would be
to violate any of the national operating regulations. Such veto may be reviewed
by the area director (the "AD") on request by a 1/3 vote of the board members
voting on such matter. By a 2/3 vote of the entire regional board, any other
issue may be put to the participating members of the region, subject to fair and
reasonable voting procedures to be adopted by the regional board.
3. Upon the creation of the region the regional commissioner shall
appoint the initial regional board to serve until the next scheduled board
meeting, at which time nominations and voting for board positions will take
place.
4. The regional board shall fix, at its initial meeting each year
("annual meeting"), the time, date and place of each regular meeting of the
regional board and send notice of such annual meeting to all participants in the
program. In addition, the regional commissioner, the regional secretary or 1/3
of the board members may call a special meeting of the regional board on three
days' prior notice stating the purposes of such meeting, which notice may be
given in writing, by telephone or in person. A majority of the board members
shall constitute a quorum for the purpose of holding either a regular or special
meeting. It shall be the policy of the region to hold at least one board meeting
in each month during the soccer season and at least one every two months. The
regional board shall provide for the taking of minutes of the proceedings at
each meeting and make them available to the members of the region. All regional
board meetings shall be open to all participating members unless the regional
board determines that it is necessary to hold an executive session. An
"executive session" is permitted only to review personnel matters, disciplinary
matters, or legal matters, and should not be used where a vote upon any issue
involving the affairs of the region is taken.
5. At the annual meeting, the board members shall be appointed by the
regional commissioner on the recommendation of the nominating commission and
with the approval of a majority of the outgoing regional board (if any), to hold
office for twelve months or until their successors shall have been duly
appointed. At least one month prior to the annual meeting, the regional
commissioner shall appoint a nominating commission consisting of board members
and a reasonable number of persons who are not members of the board, but not
less than three in number. Such nominating commission shall recruit and
recommend board members for the next twelve months and accept other names of
persons to be considered by the regional board for such positions. The
nominating commission shall also publicize to the participating
members of the region the regional board positions to be voted upon. Regional
board members need not be parents of players in the region. The regional
commissioner may choose not to appoint an individual to a board position, even
though recommended and approved, if the regional commissioner deems there is
sufficient reason not to make the appointment. In such case, the regional
commissioner shall ask the nominating commission to recommend additional
candidates for approval and appointment. This inclusive and democratic process
should be followed any time there are board positions to be filled, with the
only exception being the appointment of the inaugural regional board (see
paragraph 3).
6. The regional board shall constitute a nominating commission at least
three months, and preferably six months, before the expiration of the regional
commissioner's term, or whenever there is a vacancy in the regional commissioner
position due to death, resignation or removal. Such nominating commission may be
the same nominating commission appointed pursuant to the preceding paragraph.
The nominating commission shall submit its recommendations of one or more
candidates for the position of regional commissioner to the regional board. The
regional board shall, by a majority vote, nominate a regional commissioner and
forward such nomination to the region's area director as directed by National
Bylaw Section 7.03. In the absence of a regional board, or in the absence of a
nomination by a majority of the regional board, the regional commissioner will
be nominated by the region's area director. A nominee for regional commissioner
is subject to approval of the area director, section director and national board
of directors and is effective only upon approval of the National Board of
Directors. The National Board of Directors has full discretion to approve or
disapprove a nominee for a term of three years or for a shorter period as it
sees fit.
7. In the event of a vacancy in the position of regional commissioner
other than at the expiration of the regular term, the regional board, including
(if available) the outgoing regional commissioner, shall recommend an interim
regional commissioner and submit such recommendation to the area director. The
interim successor shall remain in office until the completion of the election
procedures in paragraph 6.
8. The regional commissioner may serve multiple terms so long as he or
she is nominated and appointed as indicated above.
9. It is the general policy of the region that the regional commissioner
will have normally served at least one year on the regional board before serving
as regional commissioner.
10. It is the general policy of the region that the regional commissioner
not serve as a coach or assistant coach, nor hold any other board or staff
position in the region, except with the approval of the regional board. Where
the regional commissioner or other board member also serves in another volunteer
capacity, the regional board shall, at a minimum, adopt special procedures to
insure that decisions affecting the regional commissioner acting in such other
capacity are made by other, disinterested board members. The regional
commissioner shall act in all other ways to avoid the appearance of a conflict
of interest.
11. No board member or any other participant in the region shall receive
monetary or other compensation for his/her services to the region, nor may
he/she use his/her position to benefit him/her directly or indirectly in any
other way, such as a supplier of equipment or camp programs to the region.
Nothing in this paragraph prohibits any regional board or staff
member, or regional volunteer, from being reimbursed for his or her out
of-pocket expenses incurred for work on behalf of the region with the approval
of the regional board.
12. Any vacancy on the regional board, except that of regional
commissioner, may be filled by a majority vote of the then remaining board
members, though less than a quorum, and the person filling such vacancy shall
serve until the next annual meeting and until his/her successor has been duly
appointed.
13. Any board member (except the regional commissioner) may be removed in
accordance with Article Nine, paragraph 4, of these guidelines. The regional
commissioner may be suspended by the area director or the section director and
suspended or removed only by the National Board of Directors in accordance with
Sections 3.07 and 7.03 of the National Bylaws.
ARTICLE SIX
OFFICERS
The regional board shall, at a minimum, consist of the regional commissioner,
the regional treasurer, the regional risk management/safety director, the
regional coach administrator, the regional referee administrator, and the
regional child and volunteer protection advocate. The regional board may create,
designate, appoint, or elect such other voting board, or non-voting staff,
positions including one or more assistant regional commissioners, a regional
secretary, a regional coach trainer, a regional director of referee instruction,
a regional director of referee assessment, age division directors, a director of
playing fields, a regional registrar, a team parent coordinator, a director of
public relations, a statistician/scheduler, a director of purchasing, a director
of volunteer recruitment and development, a regional auditor, and such other
positions as the regional board may from time to time deem desirable. In
addition, there may be such members-at-large as the board shall create. All
members of a regional board understand and agree that they are fiduciaries of,
and owe a duty of loyalty to, AYSO, and agree to be bound by its Bylaws,
Policies, Rules and Regulations. The following are the job descriptions.
Position descriptions for all positions may be found and downloaded from the
AYSO Web site, www.soccer.org, or may be obtained by calling the Supply Center
to order the complete list. For specific position description requests, please
call the Certification Associate at the National Support & Training Center.
Every volunteer should have a copy of their position description, and current
copies should be kept in the region for succession planning purposes.
A brief and general overview of the duties and responsibilities of the six
mandatory board positions follows.
Regional Commissioner
The AYSO volunteer position of regional commissioner is intended to have the
responsibility and the authority to manage the day-to-day business of the
region, within the framework of the AYSO operating regulations.
Regional Treasurer
The AYSO volunteer position of regional treasurer is intended to have custody of
all funds and securities, evidence of indebtedness and other valuable documents,
and shall deposit funds and securities in the name and to the credit of the
region in a bank or depository.
Regional Risk Management/Safety Director
The AYSO volunteer position of regional risk management/safety director is
intended to be responsible for all aspects of the region's safety and oversee
the equipment, nets, fields, and clean-up for fields of the region.
Regional Coach Administrator
The AYSO volunteer position of regional coach administrator is intended to
administer a quality coaching program within the region.
Regional Referee Administrator
The AYSO volunteer position of regional referee administrator is intended to
implement, monitor, and maintain the AYSO National Referee Program including
program delivery, staff development, communication, and coordination at the
regional level.
Regional Child and Volunteer Protection Advocate
The AYSO volunteer position of regional child and volunteer protection advocate
is intended to oversee the child and volunteer protection program in the region
in accordance with the AYSO Safe Haven program.
ARTICLE SEVEN
INFORMATION ABOUT THE PROGRAM
1. Team Assignments
Team assignments of players shall be made by those persons delegated such task
by the regional board. Retention of players on any team shall be limited to the
head coach's children). Otherwise there shall be no automatic retention of
players on any specific team or with any specific coach from the previous
season. Every attempt shall be made to balance the skill level of teams within
each division. Once teams are formed, no transfer of any player from one team to
another may be made without the approval of the coaches of both teams involved,
the age division director (if any), the regional commissioner and the parent or
guardian of the player. In the case of inter-regional play no transfer of any
player from one team to another, after such teams are formed, may be made
without the additional approval of the area director and, if affecting section
play, the section director.
2. Registration Fees; Refunds
The registration fee for each player participant shall be fixed annually by the
regional board. The regional board may by specific grant or scholarship, or by
regional policy, waive such registration in whole or in part with respect to any
participant if such fee would create a hardship for such participant or his or
her family. Any player who withdraws from the program shall not be entitled to a
refund of such registration fee unless the player withdraws on or before May
31st for the AYSO season that commences in following September. After May 31st
a refund or partial refund shall be given only for exceptional circumstances
such as medical hardship or transfer out of Region 324. It is the sole
discretion of the regional commissioner to determine whether exceptional
circumstances exist.
3. Eligibility
All boys and girls, between the ages of 4 and 18, based on their age as of
July 31 of the year in which the season begins, (unless a different season date
is established by the region and approved by the area director and section
director), shall be eligible to register for the program, subject to field
availability, volunteer support, AYSO operating regulations, and such rules as
may be issued by the regional board. It is the duty of the region to assure that
only eligible players are permitted to register and play.
4. Length of Season and Cancellation of Games
The season shall be of such duration as determined by the regional board, and as
set forth in the regional calendar attached to these guidelines. Inclement
weather or poor field conditions may necessitate from time to time the
postponing or canceling of games. Any such postponement or cancellation will be
made at the discretion of the regional commissioner or the regional risk
management/safety director as early as practical before game time. Once the game
begins, only the referee in charge of the particular soccer field may suspend
or cancel the game, except that the regional commissioner or designate may
suspend or cancel games due to inclement weather or other conditions that may
warrant such action.
5. Attendance; Participation
Every player shall be entitled to play at least half of every game. Moreover, it
is the policy of region 324 that (a) all players participating in region 324's
core program must play at least three quarters of every game, before any player
is allowed to play the whole game, and (b) to allow different players to start
the first quarter of each game. Each player is strongly urged to attend every
team practice. Any player who misses practices regularly may have his/her
playing time limited to one-half (but not less than one-half) of a game.
6. Protests
No protest of games shall be permitted. However, coaches are encouraged to file
with the regional referee administrator a written report within 48 hours after a
game of any misapplication by a game referee of the Laws of the Game or rules
and regulations. This procedure shall not be used as a means of complaining
about, or criticizing, any judgment call of a referee or assistant referee. If,
after investigation by the regional referee administrator, it is found that a
law, rule, or regulation was misapplied, such referee shall be so informed in
order to ensure that no further misapplication occurs.
7. Conduct during Games
The highest standards of conduct and good sportsmanship must be maintained at
all times by players, coaches, referees, spectators and all other participants.
Offensive, insulting or abusive language is forbidden. The use of alcohol,
tobacco products, or illegal drugs in the vicinity of the playing field during
practices or games is strictly forbidden.
All participants must wear the official uniforms provided for all games and
dress in them in a neat, clean manner. The use of shin guards is required at all
practices and games.
Coaches are expected to be positive and set the best possible example for the
participants. Excessive coaching from the sidelines shall not be permitted, and
the function of the coach should be to provide encouragement and a positive
direction. The coach may enter the field of play only with the consent of the
referee and may coach only within 10 yards in each direction from the half-way
line of the field (in no event in either of the penalty areas or from behind the
goals).
Spectators at games must remain behind the spectator control line (three yards
from the sideline) and between the penalty areas and their vocal efforts should
be limited to positive compliments to the participants. Spectators are expected
at all times to act positively around players and to demonstrate respect for
opponents, officials, and all other volunteers. Under no circumstances should
they attempt to coach or address remarks derogatory to players, coaches or the
referee.
At the end of the game, the players on each team shall line up and shake hands
with the players of the opposing team and thank the referee and assistant
referees.
Discipline shall be up to the referee at each game. The referee shall have the
power and authority to caution and send off players and coaches (as well as
spectators, in the case of outside interference) from the playing area, or
terminate the match if necessary, if their conduct violates the Laws of the
Game, these guidelines or otherwise interferes with the course of play. No
appeal of disciplinary action taken by a referee shall be allowed.
A player or coach who is sent off or cautioned may be subject to additional
disciplinary action (e.g.., parent conferences, game suspensions, expulsions) at
the discretion of the regional board upon thorough review of the incident
following the procedures outlined in Article 9 (Dispute Resolution). A coach,
assistant coach or spectator who is sent off or cautioned may also be subject to
similar or additional disciplinary action at the discretion of the regional
board upon thorough review of the incident following the procedures outlined in
Article 9 (Dispute Resolution). The regional board may adopt an automatic
additional one game suspension for any participant who is sent off the field by
a referee for a disciplinary reason.
8. Refreshments at Games
It shall be the responsibility of each team to supply its own refreshments. It
is suggested that the best kind of refreshment is cool water. It is the
responsibility of the coach and team parent participants to assure the absence
of any drug, stimulant or other harmful substances in any refreshment given to
any player.
9. Parental Participation
As AYSO is an "all-volunteer" organization, each parent or guardian who has a
player in the region shall be strongly encouraged to volunteer his or her
valuable time and services in some way. The region shall not reduce or eliminate
the player fee based upon voluntary work done by a participant's parents or
guardians and shall not charge an additional fee to those parents of players who
do not volunteer their services or who do not donate funds to the program. No
fee distinction shall be made based upon parental or player participation in
regional fundraising activities. No region may condition the registration of a
player based upon any requirement of volunteer participation by a parent or
guardian.
10. Facilities
Each field shall be lined under the direction of the regional commissioner
and/or the director of playing fields, and each coach shall be provided with a
first aid kit. No trash should be left at the facility except in designated
containers. The teams participating in the last game played on each field are
responsible to ensure that all garbage is picked up and removed from the
facilities. Parking shall be limited to those areas designated at the fields.
11. Sponsors
The region encourages local businesses and individuals to support its program.
Suitable recognition shall be given to them. Contributions must be made to the
region rather than to a particular team and all such contributions are
considered charitable contributions and are deductible for U.S. tax purposes,
subject to the applicable limitations in the Internal Revenue Code. It is the
responsibility of any sponsor to comply with the Internal
Revenue Code and AYSO will give no opinion on whether a particular donation is
or is not deductible.
12. Equipment
The region shall supply each player with a shirt with the original AYSO logo
properly affixed thereto and a pair of socks and shorts. Each player is expected
to provide his/her own appropriate footwear and shin guards. No player may
participate in a game without such shirt, socks, shorts, appropriate footwear
and shin guards. Players may not wear jewelry of any kind (including chains,
watches, body jewelry and earrings), bandanas or other ornamentation or anything
else that may, in the opinion of the referee, create an increased risk of injury
to himself or herself or to other players during the game.
Medical information bracelets should not be removed, but must be padded and
taped to the player's skin.
Prescription eyeglasses may be worn, but must remain firmly on the wearer's head
or restrained by a strap. Non-prescription eyeglasses and sunglasses are not
permitted to be worn by a player during a game.
Hard casts (including padded casts), splints, helmets and hard padding are not
permitted to be worn by a player during any game or practice. Players with
permanent orthodontic braces are strongly encouraged to wear mouth guards.
13. Balanced Teams
The Regional Board has the discretion to establish rules to ensure that teams
are balanced and that teams do not run up the score.
14. Waiting List
All participants who submit their fully completed applications and registration
fees to region 324 on or before the annual registration dates shall be assigned
to a team, if any teams are established for their sex and age group. All
participants who submit their application and registration fees to region 324
AFTER the last registration date, may be placed on a waiting list. The waiting
list will be used to place players on teams, on a first come basis, as positions
become available. If a participant on the waiting list is not placed on a team
they will be entitled to a full refund of their registration fees.
ARTICLE EIGHT
FINANCIAL, BANKING AND RELATED MATTERS
1. Budget; Financial Statement
The regional board shall adopt an annual budget which provides the basis for
setting player registration fees. At the end of each season, the regional board
shall cause to be prepared a statement of income received and amounts expended
in connection with the program. Such statement shall be made available for
review by the parent or guardian of each player and a copy shall be made
available upon reasonable request. This season's budget and last season's
Statement of Income and Expenses are attached hereto as Appendices.
2. Account Signatories
All checks drawn on any bank account maintained by the region shall bear two
signatures, one of which must either be the regional treasurer's or the regional
commissioner's. Additional signatories must be authorized by regional board
action. Two signatories from the same household shall not be allowed. There must
be at least three signatories on all regional bank accounts.
3. Transfer of Funds
All funds received by the region, whether from fees, gifts or otherwise, must be
deposited into the region's checking account, from which all expenses and
disbursements must be paid. All funds transferred in or out of the region's
savings account must be transferred from or to the region's checking account. No
regional expenses or reimbursements are to be paid from monies collected which
have not first been deposited into, and accounted for within, the regional
checking account.
4. Cash Handling Procedures
The regional treasurer in cooperation with other regional board and staff
members shall establish internal control procedures to safeguard against the
misuse or loss of regional assets, especially in regard to cash receipts and
cash disbursements. Such internal control procedures shall include the
following:
Funds withdrawn for "cash box change" must be deposited back into the regional
bank account on the same day, or the first banking day thereafter.
All registration fees collected in cash and checks must be reconciled to the
bank deposit slip and the AYSO registration forms.
Arrangements should be made to have the cash received deposited into the
regional bank account on the same day such cash is received, or the first
banking day thereafter.
When handling a significant amount of cash monies, at least two regional
volunteers should be present.
5. Receipt Procedures
The regional treasurer in cooperation with other regional board and staff
members shall establish internal control procedures to safeguard against the
misuse or loss of regional assets, especially in regard to receipts for monies
received. Such internal control procedures shall include the following:
A cash receipt book must be used to record all payments received on behalf of
the region in cash. The original cash receipt for each transaction must be given
to the payer, and the copy kept in the cash receipt book. All cash receipts must
be signed or initialed by the volunteer completing the cash receipt form.
The cash receipt book must be reconciled to the bank deposit slip.
A volunteer accepting payment for registration fees should note upon an
available portion of the player registration form: (a) the amount of the payment
received; (b) whether such payment was made in cash or by check; (c) the check
number (if paid by check); (d) the date such payment was received if different
from the date of the parent or guardian's signature on the player registration
form; (e) the names of any other family member players for whom the payment was
received; and (f) the initials of the volunteer receiving such payment.
6. Immediate Accounting to Regional Treasurer
The regional treasurer in cooperation with other regional board and staff
members shall establish internal control procedures to safeguard against the
misuse or loss of regional assets, especially in regard to the immediate
accounting to the regional treasurer for monies received, checks written upon
the regional bank account, invoices received for accounts payable by the region,
and requests for reimbursement to regional volunteers for out-of-pocket expenses
incurred on behalf of the region. Such internal control procedures shall include
the following:
No one should sign a regional check in blank or which contains any item to be
filled in later.
No one should sign a regional check without verifying the expense by examining
the invoice or request for reimbursement.
No requests for reimbursement to regional volunteers shall be honored without a
written request signed by such volunteer, itemizing the out-of-pocket expenses
incurred, and with supporting receipts or other documentation attached.
All bills and invoices received for payment by the region must be forwarded to
the regional treasurer for payment, if not already paid, within five (5) days of
the receipt.
The regional treasurer must be notified of any checks written on the regional
bank account without his or her knowledge within 48 hours of the issuance or
delivery of such check for payment of any regional expense.
All bank withdrawal transactions and regional checks shall be noted with the
appropriate National Accounting Program (NAP) code denoting the purpose for such
transaction
7. Immediate Deposit Procedures
The regional treasurer in cooperation with other regional board and staff
members shall establish internal control procedures to safeguard against the
misuse or loss of regional assets, especially in regard to the immediate deposit
of monies received. Such internal control procedures shall include the
following:
All fees collected on behalf of the region for registration, sponsorships,
fundraising, and donations or for any other purposes shall be deposited
immediately after being reconciled with the appropriate cash receipt book,
registration form, and/or bank deposit slips.
Under no circumstances may any person accept on behalf of the region any
post-dated check or agree to hold any check for deposit on a later day.
8. Monthly Bank Reconciliations
All region accounts shall be reconciled by the regional treasurer, and verified
by another board member who is not authorized to sign on the accounts. The
reconciled statement(s) and copy of bank statement must be presented to each
board member at their regularly scheduled meeting.
9. Credit/Debit Card Transactions
If credit/debit cards are accepted, all required accounting shall be performed
and submitted on the first banking day after each credit/debit card transaction.
10. Audits
It is strongly recommended that each region have a regional auditor.
Additionally, the region at all times shall cooperate with, and respond to,
inquiries by the area auditor and section.
ARTICLE NINE
DISPUTE RESOLUTION
1. General Policy
It is the policy of the region to resolve all disputes involving persons
involved in the region in an amicable way, if possible. Compromise should be
emphasized whenever possible, and personality conflicts should be avoided. If
disciplinary action is found to be necessary, it is the region's policy to take
only the minimum action necessary. All means available should be taken to avoid
legal action.
It is the policy of the region to avoid punishing the players for the conduct of
the parents except when there is no other solution (e.g., where a parent cannot
or will not cease his or her disruptive behavior).
It is the policy of the region to avoid wiping out years of good memories of
AYSO and good service to AYSO, and that suspension or removal procedures are to
be used only as a last resort. Voluntary resignation is preferable to a
suspension or removal procedure.
It is the policy of the region to avoid publicizing the suspension or removal
proceedings beyond those persons who need to know, and to respect the privacy of
the individuals involved. However, the regional commissioner or regional board
should notify the area director, the section director, the National Support &
Training Center or members of the AYSO Legal Commission of the pending
proceedings pursuant to the operating regulations, and must comply with all
applicable regulations and laws requiring suspension for abuse and similar
events.
2. General Due Process Procedures
Disputes involving day-to-day activities of the region should first be addressed
and resolved, if possible, by the appropriate board member in charge of the
activity and/or then by the entire regional board, if necessary. Disputes
arising out of game conduct should first be addressed and resolved, if possible,
by the regional referee administrator and/or then by a disinterested review
board appointed by the regional commissioner and/or then by the entire regional
board, if necessary.
If it is determined that it is necessary that a person involved in the region
needs to be disciplined, or that his or her participation in the region should
be limited or terminated, then the regional commissioner or the regional board
shall give notice in writing to such person of such intention. Such notice shall
specify the action to be taken and the reasons therefore. Such notice shall
further notify such person that he or she, upon request, will be given a
reasonable opportunity to explain why such action should not be taken. Such
opportunity to respond may be in person at a hearing, by telephone or in
writing. The regional commissioner or regional board may appoint a disinterested
hearing board or committee of neutral persons to consider such discipline. After
such opportunity to respond has been given, the regional commissioner, regional
board, hearing board or committee shall make its determination and announce it
in writing to all persons concerned.
3. Suspension
The regional commissioner or regional board may suspend a person involved in the
region from further involvement in the program on notice (by telephone, fax,
writing or in person) if there is found to be an imminent danger to players or
to the program by his or her continuing involvement, or if a crime has been
alleged to have been committed by such participant. Such a suspension must be
followed by a disciplinary hearing described in Paragraph Two above. A
suspension is considered to be temporary in nature, and such suspension may be
removed or set aside by a majority of the regional board at any time.
4. Removal
The regional commissioner or the regional board may remove a person (whether or
not suspended) involved in the region, from further involvement in the program.
Such removal may only be made upon prior notice and after a determination is
made that removal is appropriate, as the result of a disciplinary hearing
described in Paragraph Two above. Such removal is only permitted when there is
found to be (a) a violation of the National Bylaws or of the rules, regulations,
policies or philosophies of AYSO or (b) conduct which disrupts the region's or
AYSO's activities or programs.
5. Hearing Procedures
The disciplinary hearing shall be held at a neutral location. The hearing
procedures shall be communicated to and understood by all parties prior to the
commencement of such hearing. All interested parties are to be informed of the
date, time, and location of such hearing.
A person who has a direct interest in the outcome of the matter shall not
participate in any stage of the procedure. In the event the regional
commissioner has a direct interest in the outcome of the matter, any authority
herein to be exercised by the regional commissioner shall be referred to the
area director. A person has a direct interest in the outcome of the matter if
that person's conduct is in any way called into question by the events, or if
that person is a witness to the events, has a familial relationship with any
person involved in the matter, has a financial interest in the outcome, or whose
judgment, for any reason, cannot be unbiased and neutral.
A committee or hearing board of disinterested persons shall conduct the hearing
as quickly and as fairly as possible, but may structure the proceedings as
circumstances may require to keep them as positive as possible as well. The
proceedings should be kept as confidential as may be necessary to protect all
parties. The committee or herein board shall listen to the facts of the
situation from all interested parties. Each "side" may be permitted or requested
to make their presentations outside the presence of the other if necessary to
prevent undue acrimony or harm to the participants. Parties do not have the
right to involve attorneys or to cross-examine other parties or witnesses,
although either may be permitted within the discretion of the committee or
hearing board if it believes that such participation will be helpful and
positive. It is strongly recommended that players and other minors not be
permitted to participate as witnesses or to offer "testimonials" either in
person or in writing unless it is unavoidable. The committee or hearing board
may ask such questions and request such documents or other evidence as may be
necessary to obtain all pertinent facts, but should refrain form being
overbearing with such examinations and requests.
At the conclusion of the hearing, the committee or hearing board shall adjourn
to a private session where the decision will be reached. Under no circumstances
shall the committee or hearing board deliberate in the presence of the parties
involved in the dispute. The committee or hearing board will then decide the
issues raised pursuant to AYSO operating regulations and these regional
guidelines based on the evidence submitted, and by a majority vote determine the
appropriate action to be taken. Such action may include that no action should be
taken against the individual accused, or that a warning or caution be given,
that a written reprimand be given, that further education or probation be
required, or that such person should be suspended or removed from involvement in
regional activities. All interested parties shall promptly be notified of such
decision after, in the case of removal or where otherwise deemed appropriate,
such individual is given an opportunity to resign voluntarily.
6. Review
Any determination made in accordance with this Article shall be final and
binding on all concerned unless it is determined by the area director, or, if
he/she is not disinterested, the section director, that such determination was
arbitrary and capricious, or that the procedure was not fair, or that the person
or persons making such determination are found not to have been disinterested.
Any interested party dissatisfied with the decision or action taken by the
committee or hearing board may request a review of such decision by the area
director, section director or National Board of Directors, as may be appropriate
pursuant to the operating regulations relating to dispute resolution and due
process. There shall only be one review of each matter.
ARTICLE TEN
CHANGES IN GUIDELINES
1. Approval of Guidelines
These guidelines shall become effective after being approved by the regional
commissioner and the existing regional board, the area director and the section
director, and then submitted to the National Support & Training Center.
2. Change in Guidelines
Once adopted, these Guidelines may only be amended by the regional board by a
2/3 vote of the regional board members, with the approval of the regional
commissioner, the area director and the section director, and then submitted to
the National Support & Training Center.