Director

The director is ultimately responsible for ensuring that the TYA soccer program is a successful one.

Specific responsibilities include:

• Update Soccer guidelines on an as needed basis
• Provide guidance to the program and committee
• Provide an agenda for each monthly meeting
• Chair the monthly meetings
• Develop the soccer activity calendar
• Attend the TYA board meetings
• Interface with EPYSA including:
• Principal point of contact for EPYSA
• Attend EPYSA annual convention
• Ensure EPYSA dues are paid on time
• Submittal of appropriate ’RG’ forms
• Submittal of player registration forms
• Submittal of insurance forms
• Provide input for newsletters
• Develop intramural schedule (taking into consideration the needs of each league)

Assistant Director

The assistant director is the primary backup for the director and will perform the necessary responsibilities if the director is unavailable.  If this position is unfilled, these responsibilities will fall upon the director.

Specific responsibilities include:

• Budget Control:
• Developing the budget for the upcoming year
• Keeping track of all income and expenses
• Provide at each monthly meeting a current actual vs. plan budget statement.
• Registration Duties:
• Update registration form in conjunction with soccer director and registrar.  Give the registration form to the TYA Executive Director for distribution.
• Get volunteers to ‘man’ the tables at registration
• Registration guidelines to volunteers
• Sign-up lists (field maintenance, license course, etc.)
• Collect all registration forms and money
• Give forms to registrar
• Money to TYA treasurer (keep track of income and late fees)
• Develop ‘late’ registration form

Secretary

The secretary is responsible for taking the meeting minutes and sending them to all committee members.  This mailing is generally done the week before the next meeting to serve as a reminder of the upcoming meeting.

Specific responsibilities include:

• One week prior to the monthly meeting, send out an email (with agenda, if available) reminding all TYA Soccer families of the upcoming monthly meeting.
• Take minutes and send to committee members

• Maintain contact list of committee members, including email addresses and phone numbers

• Maintain permanent records of past meeting minutes

Intramural League Coordinator

Specific responsibilities include:

• Coordinate the responsibilities of the league managers
• In coordination with the registrar and league managers, create initial team rosters.
• Review and update the TYA Soccer Coach’s Guidebook
• Create and update as needed coaches documentation for distribution online via team pages which includes:
• letter to coaches signed by director
• distribution letter to team members and parents
• TYA Soccer Laws of the Game (in conjunction with head referee)
• coaches code of conduct (to be moved online)
• team directory ( to be moved online via team pages)
• schedules
• coaches guidebook
• Instruction on accessing EPYSA Risk Management site (to be moved online)
• Keep league managers informed
• Monitor and collect player evaluation forms online.
• Organize coaches meeting and provide agenda.  The agenda should include:
• Brief coaches on the content of the packets
• Collect signed copies of the coaches code of conduct form
• Brief coaches on submitting EPYSA Risk Management forms
• Instruct coaches on using the online team pages of TYA’s website
• Staff and recruit candidates to fill league manager positions

Intercommunity Coordinator

Specific responsibilities include:

• Work with other clubs in area to determine schedule
• Order uniforms through Uniform Manager
• Coordinate with Referee Coordinator to schedule referees
• Coordinate field usage through Travel Coordinator
• Create team rosters
• Recruit coaches

Travel Coordinator

The travel coordinator is responsible for ALL issues relating to the travel teams.

Specific responsibilities include:

• In conjunction with director and training coordinator select travel coaches
• Attending the travel league meetings as TYA representative
• Request travel league fees and referee fees through director
• Submit the necessary registration forms and fees (league and referee) to the travel league
• Monitor and distribute travel league information to travel coaches
• Provide facilities manager with TYA home schedule in order to schedule field lining.
• Providing budget information to the assistant director
• Submitting for approval expense items
• Monitor TYA scores are entered on the travel league website
• Act as TYA travel representative for electronic registration with EPYSA and US Club Soccer
• Coordinate travel team tryouts
• Coordinate coaches training sessions
• Coordinate Uniform selection and pass information onto uniform manager
• Coordinate end of season survey
• Coordinate field schedule for practices

League Managers

The League Managers serve as the focal point for the coaches in the respective leagues.

Their responsibilities include:

Before season:

• Assist in the team rosters creation for their respective leagues
• After team rosters have been created, if a team is without a designated “head coach”, the league manager will facilitate the promotion of an assistant coach to head coach.
•  Contact each coach (head and assistant) and inform them of the coaches meeting
• Meet with coaches at coaches meeting to explain league specific rules and policies

During season:

• Serve as point of contact for coaches questions and issues
• Serve as point of contact for the intramural coordinator for league business
• Distribute uniforms to teams
• Collect and post results during season to the TYA administration system
• Record and post games results during tournament day.
• Issue tournament day trophies and awards

After season:

• Help equipment manager collect any outstanding equipment

Registrar

Specific responsibilities include:

• Attend EPYSA registrars’ training sessions.
• Open and close the on-line registration programs for each soccer year.
• Manage and report to committee on the results of the registration process
• Provide manual registration information to the TYA bookkeeper for data entry
• Coordinate with assistant director on design of hard-copy registration form.
• Perform data conditioning and maintain data in TYA soccer database.
• Contact families if there are discrepancies with registration information and make corrections.
• In coordination with Intramural coordinator and league managers, create initial team rosters.
• Maintain team rosters as changes take place up to roster close date.
• Monitor registration payments of travel players and notify travel coordinator of unpaid registrations prior to approving teams.
• Monitor Risk Management along with Director.
• Provide EPYSA registration Information.
• Provide custom reports to director and coordinators as requested (within reason).
• Provide reports at each meeting as to the current registration status, broken down by age and sex
• Facilitate the distribution of Intramural team pages to coaches first for approval then the players families.
• Create from the TYA soccer database a final master listing (alphabetical order) of each registered player (format must satisfy the EPYSA requirements)
• Provide township with report regarding percent of players from each township verses percent of township fields used by TYA Soccer.  (See Appendix A for example).

Referee Coordinator

The Referee coordinator is the focal point for all referee related issues:

Specific responsibilities include:

• Organize referee clinics with goal to increase number of qualified grade 8 or higher referees
• Develop the referee schedule and distribute to coaches/referees
• Place referee schedule on web site
• Update the TYA Soccer Laws of the game (in conjunction with league managers, intramural coordinator and soccer director)

Equipment Manager

The equipment manager is responsible, with the aid of volunteers, the organizing of all coaching equipment bags.  Each bag should contain the following items based on the division:

Specific responsibilities include:

• Inventory and order coaching equipment (balls, cones, etc.) with approval of soccer director
• Distributing equipment to coaches at the coaches meeting
• Collect equipment at season end

Uniform Manager

The uniform manager is responsible for managing uniforms for all the intramural teams.

Specific responsibilities include:

• Order intramural uniforms.
• Distribute uniforms to league managers or intramural coaches.
• Obtain uniform bids and perform vendor evaluations to report findings to committee.
• Order coaches and referee shirts, etc.

 Facility Manager

The facility manager, with the aid of volunteers, has responsibility for ensuring that the fields are ready for use.

Specific responsibilities include:

• In conjunction with the volunteer coordinator put together a schedule for each field’s maintenance plans for the season
• Organize volunteer teams to carry out assigned field maintenance tasks
• Put goals in position (with nets) on fields for travel tryouts
• Put goals in position (with nets) on ALL fields for regular season
• Contact TYA Executive Director to ensure use of school and township fields, regular cutting of school and township fields and use of school gym time.
• Lining of fields
• Develop schedule for volunteers to line fields at least every two weeks.
• Goal and net removal and storage at end of season.
• Maintain field lock boxes
• With approval of director, contact vendors to order paint, goals, nets, corner flags, field aeration, field seeding

As of Fall 2008 season, the following fields are to be lined:
U6:                  2 fields at Bustard
2 fields at CUMC
U8:                  2 fields at Bustard
2 fields at General Nash School
2 fields at CUMC
U10:                1 field at Grist Mill
1 fields at Inglewood School
2 fields at Gwynedd Square School
U12:                1 field at Bustard
2 fields at Walton Farm School
1 field at Gwynedd Square School
1 fields at Plains Mennonite Church (Travel)
U15:                2 fields at Walton Farm School
1 field at Inglewood School (Travel)
1 field at Grist Mill Park
1 field at Gwynedd Square School (Travel)
1 field at Clemens Park (Travel)

The fields to be used are in accordance with US Youth Soccer recommended modifications to the FIFA laws of the game.

Fields sizes are quoted in maximum – minimum dimensions:
U6:      Meet US Youth Soccer 4v4 fields recommendations:

U8:      Meet US Youth Soccer 4v4 fields recommendations:

U10:    Meet US Youth Soccer 6v6 fields recommendations:

U12:   Meet US Youth Soccer 8v8 fields recommendations:

Majors:  Regulation field size

 Picture Day Coordinator

The picture day coordinator works closely with the photographer to develop a schedule for both intramural and travel pictures.

Specific responsibilities include:

• Attend Picture Day
• Distribute picture day schedule to ALL coaches.
• Distribute picture envelopes to league managers prior to picture day.

 Training Coordinator

Specific responsibilities include:

• Coordinate soccer camp dates and facilities
• Distribute advertising for soccer camp
• Obtain coaching clinics from EPYSA or outside trainers
• Coordinate coaches licensing program
• Coordinate player training clinics

Volunteer Coordinator

Specific responsibilities include:

• Compile and maintain active volunteer lists for where resources are needed most
• Work with to identify resource needs in conjunction with Facilities manager, Intramural coordinator, tournament director or league managers.
• Assist in filling roles on the committee based on the responsibilities contained herein
• Using TYA’s online administrative database contact volunteers via phone or email campaign
• Provide report to committee on number of active volunteers during season

 Merchandise Coordinator

The Merchandise coordinator works closely with the soccer committee to identify items for sale on the TYA soccer website.

Specific responsibilities include:

• Review merchant catalog to identify high value items for sale
• Establish the acceptable margins and pricing of merchandise.
• Work with vendor to update the specific product for TYA soccer.
• Identify promotional items
• Provide inputs to the annual budget process on income/expense line items
• Provide committee regular monthly updates on the financial results of the on line store.

 All - Star Coordinator

Specific responsibilities include:

• Research intramural tournaments for coaches
• With approval of soccer committee, development process of player selection for the minor, junior and major divisions.  No all-star teams are created for the Pee Wee divisions.
• Request tournament fees through Director
• In conjunction with Director and Intramural Coordinator, select All-Star coaches
• In conjunction with Uniform Manager, order All-Star jerseys
• Arrange field usage with Travel Coordinator
• Submit budget to the Director

 Tournament Day Coordinator

Specific responsibilities include:

• Schedule Tournament Day activities with help of volunteers
• Obtain snack bar and other equipment needed for Tournament Day
• Coordinate with Minor, Junior and Major League Managers to schedule league tournament
• Coordinator with Referee Coordinator for referee support
• Coordinator with facility manager that all fields are freshly lined
• Order trophies and ribbons

Indoor Coordinator

Specific responsibilities include:

• Request gym time through TYA Executive Director
• Schedule games
• Coordinator referee support with the referee coordinator
• Solicit coaches
• Initiate Registration

Snack Bar Coordinator

Specific responsibilities include:

• Create schedule for volunteers to work snack bar
• Provide instructions to volunteers working snack bar
• Manage inventory of food and drinks
• Manage snack bar income and expenses
• Submit budget to the Director