CSC Manager Meeting. July 10 th, 2016

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1 CSC Manager Meeting July 10 th, 2016

2 Agenda Managers thank you for all of your hard work to organize your teams. In the end all of this effort is about getting our players on the field! Introductions Comments from the CSC President Marshall Duncan Banking, Team Accounting, Payment Policy John Rudolph Scholarships Karen Goggin Team Budgets, Communication Eric Burger Registration, Volunteer Disclosure, D1/2 - Nicol Greiff/Loretta Griffy State League Play Bryan Drotar Miscellaneous Eric Burger

3 Banking Establishment of Team Bank Accounts at F&M Bank POC is John Rudolph Required items: - Social security number - Driver s license - Minimum $250 cash or check for deposit made out to Clarksville Soccer Club Bank will provide checks and debit card for accounts. First 50 checks are FREE Ensure to ask for temporary checks for the days it will take for cards and checks to arrive at F&M branches.

4 Banking Managers will receive 1 x monthly statement from the bank ed to manager Encrypted attachment (Password will be SOCCER ) Currently no on-line banking (can t check account on line) Balance can be checked at following number:

5 Payment Policy (Parents to Manager) Monthly club fees and team fees will be payable to the team manager on the 5 th day of each month. If a player fails to make a monthly payment on time, and then they fail to make a payment by the 12 th day of the month, a late fee of $20 will be applied. (manager discretion to apply) If a player fails to make a payment by the last day of the month, then they will be suspended from all Clarksville Soccer Club activities including but not limited to practices, games, and tournaments. In addition, their player card will be pulled from the team manager, and it will be held by the Director of Coaching until past due fees and late fees have been paid. Once all past due fees and late fees have been paid, the player will be reinstated from suspension, the player card will be given back to the team manager, and the player will be allowed to participate in all Clarksville Soccer Club activities. If a player is suspended 2 different times for failure to make payments by the end of the month, then they will be required to maintain a credit equal to 1 month of payments. Players with outstanding balances from the previous season will not be issued player cards until their outstanding fees and late fees have been paid in full.

6 Payment Policy (Parents to Manager) Notification: Team managers will provide notice to players when they have failed to make a payment on time (i.e. when they are not in good standing ). Team Managers will provide notification to the Director of Coaching if a player fails to make a payment by the last day of the month. The Director of Coaching will notify the player when they are placed on suspension. The deadlines set forth in this policy define the expectations for making payments on or before the due date. Failure to provide additional notifications does not constitute a waiver of late fees or a waiver of suspension. The Clarksville Soccer Club recognizes that situations can arise that may impact a player s ability to meet their financial obligations for a given month. If this happens, please contact the Director of Coaching prior to the payment due date to explore the possibility of making additional arrangements. Note policy is posted on Club web site on the Parent Info tab

7 Payment Administration (Manager to Club) 1. At the beginning of the season, submit to the Treasurer a current roster and amount of dues that will be collected (attachment included). If a player leaves the team, the player card must be submitted to the respective registrar. The manager will send the treasurer and updated roster so that the automatic draft will be adjusted. If a player is added, the manager will submit a new roster to the treasurer. The registrar will also notify the treasurer when any roster change (add or drop) is made. An add/drop checklist will be developed by the Treasurer that includes notification/approval of all critical personnel (coach, DOC, Registrar, etc). 2. Managers will collect club dues ($65/month) from parents by the 5 th of each month. (Note parents can pay for an entire season in advance, quarterly, but at a minimum monthly) 3. Automatic draft will be set up from each team account for monthly dues. Auto draft will be executed on the 10 th of each month. 4. Payment to the coaches will be performed by the Club.

8 Payment Administration (Manager to Club) 5. Monthly documentation: Submit by to NLT 7 th of each month. a. Team Dues Roster: Lists each player and amount to be paid (standard amount for all but scholarship players) b. Team statement: i. Beginning and ending balances align with statement from bank ii. List all expenses (auto-withdrawls, checks, debit card payments) and what the expense was for iii. List income (club dues, team travel expenses) 6. These measures are required to protect the Club, the manager, and to ensure we maintain proper accountability for tax free status. Managers can work with peers and club leaders to establish the proper procedures for their team. If any manager cannot comply with the necessary protocol then a new manger will be appointed.

9 Sibling Discounts Sibling discount for registration fees only Full price for eldest $20 discount for each additional player to be refunded in form of reduced payment (reduced payment from the team in AUG, if AUG dues have already been collected, the discount for the parent will be applied in SEP) Because all U-7 Academy players have a reduced registration fee, the discount will not be applied Discount should have automatically have been applied through Affinity

10 Submission and review process: Scholarship applications were due June 14 th as posted on home page of the club website Scholarship Committee reviews applications and provides recommendation to the board. Outcomes have been communicated to players. Scholarship chair is in process of communicating with managers. Scholarship information should be handled discretely only between the manager and the scholarship holder Note policy and application is posted on Club web site on the Parent Info tab Scholarships Scholarship Assistance may be given for the following: total or partial registration fees total or partial monthly club fees In rare cases, total or partial uniform expenses Scholarship Assistance will not be provided by the club for expenses related to travel, lodging, or food while attending games or tournaments. Teams can develop options for these expenses Those applying for assistance should specify on the application the type of assistance needed. Applications must be submitted yearly without regard for whether or not a player received prior Scholarship Assistance.

11 Developing a Budget Team travel fees are above and beyond club dues and are driven by the schedule Typically developed for each season individually (3 budgets / year for non-high school teams) Resources Example Budget Worksheet CSC Travel Reimbursement Policy (under Policies on Club site) Tournament web sites for entry fees Referee fees for scrimmages/friendlies vary by city. Hosting manager will provide costs. If your coach has multiple teams, travel expenses to events where multiple teams play should be divided across teams. Coordinate with fellow managers. If the coach has a conflict, an assistant coach will cover and be reimbursed at the same rate as the coach. A team will only pay for one coach per event. The team budget Excel workbook is a guide; additional funds may need to be collected at the beginning of the season to cover early season tournament registration fees Note: this is a team budget; if players miss an event due to their own conflicts etc, they still contribute to the team budget. The team fees are not a la carte.

12 Communication Team meetings expectation is coaches hold monthly with parents Initial meeting describe roles of coach and manager Have families introduce themselves they will need to work together Commo Budget and payment expectations Schedule Monthly meetings Coach updates Manager updates Optional resources: Team snap (free basic features; upgrade for additional) Schedules Contact info Messages Sign up genius - Volunteer requirements (transparency of who has already signed up) Broker a switch Data collection function (downloadable as a.csv) Facebook team page make page private (think security of players) Newsletter Example provided

13 Roster Management - Affinity Same login as used when registering. Coaches and managers must complete volunteer disclosure to be placed on roster TSSA Site / Admin Volunteer Disclosure ( ) If you are a returning family or have already registered on line for this season, you will find your name listed in the Affinity system. Click on register and register as admin after your name. The system will guide you through the questionnaire. Managers have access to add players and coaches under the travel roster tab. Travel rosters are for used for specific events and do not change the standing team roster controlled by the registrar. Permission to play in out of state tournaments must be requested from TSSA through the Affinity. See Creating Team Roster in Affinity 2016.pdf as a reference

14 State League Registration/Play NLT 10 July Inform Treasurer of team and SL Level for Club to front registration fee (98s-04s) NLT July 15 Register Team for State League D1/2/3 as appropriate July Team Camp (Heritage Park) August CSC Fall Kick Off Tournament August State League Play August State League Play Sep 3-4 Tennessee Cup September State League Play (Rain Date) September State League Play September State League Play, October 1-2 State League Play (Rain Date) October 8-9 State League Play (Play Date/Rain Date) October CSC Queen City Classic October Play Groups Group of 8 D1 (U15-U19 Boys ONLY) Memphis November 4-6 Final 4 play D1; Final 6 play D2-3 (U15-U19 Boys ONLY) Murfreesboro November Rain Date Murfreesboro Note, Bryan Drotar has already registered the TSL Juniors ( 05-09s) As discussed at the manager meeting, what the SL schedule will look like in practice is still evolving Reference to include spring TSL schedule:

15 Hosting Friendlies / State League Games Any team wanting to host a home game needs to Jimmy Mann (for CSC field) or Marshall Duncan (Heritage Park) minimum 14 days in advance. For Heritage Park, complete the Parks and Rec form available on the club site at the bottom of the Forms link (left margin of Club home page) Include date and requested times, team hosting, number of fields and games, and teams participating. For example, August CSC Field 1:30 PM, 2:30 PM, 3:30 PM, U10 girls 6v6, 1 field 3 x, CSC, Sky and White House. Field assignor will contact the ref assignor for any game regardless of location Assign time and field if playing at CSC Complex Heritage Park Sat after 5 PM or Sundays If you have to cancel a game please let Marshall/Jimmy know ASAP so they can contact the ref assignor & Parks Department.

16 Hosting Friendlies / State League Games Available dates for Heritage: We have been told any weekend Referee fees friendlies (State League Rates are TBP): U17-18 $45/$35/$35 U15-16 $40/$30/$30 U13-14 $35/$25/$25 U11-12 $30/$20/$20 U9-10 $25/$15/$15 U7-8 $25 Plus 5$ assigner fee for each match. Heritage Park usage fees are $20 per game (day) or $30 per game (night) Managers collect the assignor fee from the visiting teams and hold onto it because the teams are responsible for this fee. CSC will be billed once a month from the ref assignor. Club will debit team accounts for assignor fees and Heritage Park fees

17 Miscellaneous Read the Manager Handbook for instructions on player cards, medical release forms, team books, rosters, concussion assessment forms, tournament registration responsibilities, etc. Note: some out of state tournaments require the med release form to be notarized. Roster Printed from Affinity Medical Release forms in Plastic Sleeves Laminated Player Cards on Ring (cards must have photo) Details will be published on Concussion Policy on-line training for managers and coaches Managers will be asked to help collect camp fees payment at the first day of camp. Tournament support teams will be assigned responsibilities and managers are responsible for soliciting volunteers. Recommend telling your parents in your first parent meeting that they are asked to help support their club in these critical fund-raising events. Winter practice locations it is recommended to begin reserving a winter indoor facility (school or church gym, rec center) as soon as school is in session