January

Chairman Responsible

Dynamo Soccer Complex Rentals Fees
Camps & clinics:
3 fields for 3 hours daily for a week = $100
Tournaments:
1 day for all fields = $500
2 days for all fields = $750
All other agreements must be approved by a 3/5 vote of the executive board.

File documents in file collection. Give to Secretary 2009 Calendar Here

All

2010 CONCESSION STAND

8 SATURDAYS

10 WEEKDAYS

1 SUNDAY (TOURNAMENT)

8 HOURS ON SATURDAY

3 HOURS ON WEEKDAYS

6 HOURS ON SUNDAY

100 HOURS OF OPERATION IN A SEASON 

PARENT REP. (LISA CARRUTHERS) WILL DO ALL SCHEDULING

CAROL B. WILL DO THE SHOPPING

CAROL AND LISA WILL MANAGE ITEMS, PRICES, INVENTORY, EQUIPEMENT, AND STAFF.

HIRE 2-4 ($12 PER HOUR) PEOPLE TO BE TEAM LEADERS IN CONCESION STAND.

THESE PEOPLE WILL WORK AND WILL BE RESPONSIBLE TO SUPERVISE THE VOLUNTEERS AND HIGH SCHOOL KIDS WORKING.

THOSE RECEIVING WAIVERS AND VOLUNTEERS WILL BE SCHEDULED FIRST AND THEN THE HIGH SCHOOLERS.

WE WILL BEGIN THE SEASON WITH 3 STAFF IN THE MORNING, 4 IN THE MIDDLE OF THE GAMES, AND 3 AT THE END.  IF THERE IS A NEED FOR MORE HELP LISA AND CAROL WITH ADJUST.

CONCESSION STAND IS FOR WORKERS ONLY.  BOARD MEMBERS, KIDS, ALIENS, AND PETS DO NOT BELONG AT ANY TIME FOR ANY REASON.  IF SOMEONE MUST HANDLE AN ISSUE IT NEEDS TO BE DONE OUTSIDE.

WORKER WILL RECEIVE A WATER OR POP PER SHIFT.  FOOD CAN BE PURCHASED PRIOR TO OR AFTER SHIFT IF THEY WOULD LIKE.

CELL PHONES ARE NOT PERMITTED WHILE WORKING.

CONCESSION PAY WILL BE BY CHECK ON THE SAME SCHEDULE AS REFEREES

DYNAMO FIELDS & GROUNDS:

MOWING:                                                                                                    $450 

$150 PER MOWING (ROUGHLY 30 MOWINGS)          

OIL CHANGES, BLADE CHANGES, MINOR MOWER REPAIRS

                        DYNAMO 18                         USSA 12

FIELD MAINTENANCE:                                                                          $4000

SOD, SEED, SPRINKLER MAINTENANCE, FIELD LAY-OUT & SET-UP, FERTILIZER, CLOVER, WEED, TRASH CANS(SET-OUT AND PUT AWAY), REPAIR NETS WEEKLY

SCOTT KYROUAC TRACTOR MAINTENANCE: 

GENERAL UPKEEP AND REPAIRS

SCOTT WILLIAMS

FIELDS & GROUNDS:

PARKING LOT, ORDERING OF NETS & GOALS & PAINT, DUMPSTER, PORT-O-LETS, KICKBOARD, NUMBERS FOR FIELDS, GARBAGE BAGS, ZIP TIES, DUCT TAPE, PICNIC TABLES, PUT UP AND REPAIR FENCING

BUDGET:

UPKEEP                                 $10,000

LINING                                  $4000

MOWING                              $5000

PARKING LOT                      $800

PORT-O-LETS                       $210

2009 Dynamo Soccer Fees

Playing Fee $45 Refundable Volunteer Fee $15

Prepaid Fundraiser Raffle
-Fundraiser Structure for Multiple Children-
 *One Child = $25, Two Children = $35, 3 or More Children $45
This will be the fundraiser for 2009, These $5 raffle tickets can be resold to friends and family.

$25* Total $85*

What do your fees pay for? Here is a sampling of Dynamo expenditures.
Licenses, Permits, Professional Services, Publicity, Software, Garbage Removal, Postage, Printing, Medical Services, Equipment, Association Fees, Uniforms, Fields: General upkeep, Lining, Mowing, and Fertilizer/Weed Control, Parking Areas Upkeep, Port-o-lets, Building Insurance, Building Maintenance, Trophies/Medals, Utilities, Volunteer Refunds, Referees, Concession Workers, and more.

Additional Late Fee for Registering after May 1st,  2009 = $25
 

• Preparation Forms
  Needed before Registration

  Post Cards printed and sent                                                     
  BMOD sign up flyer prepared and everyone signed up 
  Ledger forms for BTPD

  Needed at Registration
  
  

  Registration cheat sheet for board members              David
  Age group cutoff sheet                                                  David
  Mail merged registration forms (2 sets)                          David
  Blank registration forms                                                            David
  Receipts (not for BTPD)                                                           David
  Fee waiver (not for BTPD)                                                       David
  Coach sign up sheet                                                                  Coaching
  Sponsor forms                                                                          Sponsors
  Sponsor sign up sheet                                                               Sponsors
  Team parent note                                                                      T.P. Chair
  Volunteer forms                                                                        T.P. Chair
  Team parent information form                                       T.P. Chair                               
  Team parent sign up sheet                                                         T.P. Chair
  Newsletter                                                                                Publicity
  Upcoming events sheet                                                 Publicity
  Fields, concessions, other areas sign up sheet                As needed
  Raffle Description Page                                                 Kim/Kelli
  Raffle Tickets                                                                           Kim/Kelli
  Uniforms (2 sets)                                                                      Bill
  Plat-up form
  FAQ sheet

Budget Committee should be selected by the January meeting, plan to meet in February to consider previous year's expenditures and Board requests, to prepare a balanced budget for the upcoming season. Determine if any changes are needed in fee structure for players or sponsors.

Budget Committee with Treasurer and 3-5 Board of Directors members

Inquire with BBCHS, Olivet, BTPD, USSA, KCC, BMHS as to dates of potential summer programs. Need to know if any programs are going to be using Dynamo facilities, and also if support form these organizations is available for Dynamo functions [coaches clinics, camps etc]

Equipment bids written.

Equipment

Update Vendor Index. Schedule Vendor visits to board meetings. Write Equipment bids-update with new dates, additions etc.

Equipment

Executive board should create a list coaches that should not be allowed to be the head coach or assistant of a team by poor/inappropriate past performance.

Executive Board / Coaches Coordinator

Update registration forms if needed.

Registration

Seek bids/quotes for postcard printing if not printing on printer. 

Registration / Draft

Reminder to schedule pictures inside, not outside to improve quality. i.e. squinting, background problems.

Pictures

Make Team Parent Representative job responsibilities information notes for registration.

Parent Rep.

In first newsletter add medal and trophy information. At the end of the season each player will receive a participation award. 5 and 6-7 age groups will receive medals and 8-9, 10-11, and 12-14 age groups receive trophies.

All Area and District Board Lists, due to the National Office by January 31. SAY National AreaDistrict Board Form
NOTE: http://www.saysoccer.org Dynamo is listed as a "SAY Area".

Secretary

Review previous year sponsor list, consider potential additions for upcoming year.

Sponsors

Check Post Office Box.

Treasurer / President

1099 Forms (for referees and such) for the prior tax year should be printed up and mailed

Treasurer

In January 2010 Dynamo must apply to the Illinois Department of Revenue for an updated tax exemption letter. Must apply at least 3 months prior to the expiration of our current letter, which expires May 1, 2010

Treasurer

Review Budget Committee Budget at the January Board Meeting

Treasurer

Reserve meeting location for the entire year. Meetings will be set and communicated by the vice president. complete rental application if held at a school.

Vice President

Age Group Rules Review Committee
 i) Shall consist of 3-5 members of the Board of Directors including the Vice President, Referee In Chief and Coaches Coordinator
ii) Shall meet to review the Dynamo Association Rules for all age levels and develop a proposal for any amendments to the rules to be presented to the Board of Directors for review and discussion at the February meeting and approval at the March meeting.

February

Chairman Responsible

Seek bids/quotes for equipment and supplies. Prepare uniform and equipment bids-uniforms, balls, on site store and other as necessary, i.e. flags, keeper jerseys etc. (For all age groups , we provide complete uniforms for the teams, for 12-14 age groups colored shorts and socks are utilized. Other age groups get black shorts and socks).

Equipment

Seek bids/quotes for lawn care (Rolling, Fertilizer, Spraying for clover/weeds). March at the latest, we need to look into having our fields rolled in March/April while fields are wet.  August fertilizer as well for the winter. Spray for clover/weeds should be done around June. Have the lawn care service kill weeds in the gravel.
Get one quote for all.

Fields

Contract with a garbage company. Order dumpster to be delivered if not already at fields.. Check into recycling dumpster and barrells.

Fields

Here are the Benefits of SAY 

Just FYI

Display case keys should go to coaches’ coordinator, one for the parent representative, and one for the master set of keys.

Just FYI

(Formula -11 players on the field times 4 quarters equals 44. Divide by the number of players for that team, lets say 15 which is 2.9 possible quarters per child - pretty close. This does NOT change the requirement to play a minimum of 1/2 of the game.

The underlined number would be the most ideal team size with the second number still being OK.

· Five Year Olds (6 players on the field) maximum players on the team = 8 to 9 players (range 3 to 2.6 quarters per child)

· Six/Seven Year Olds (9 players on the field) maximum players on the team = 12 to 13 players (range 3 to 2.7 quarters per child)

· Eight/Nine Year Olds (10 players on the field) maximum players on the team = 14 to 15 players (range 2.8 to 2.6 quarters per child)

· Ten/Eleven Year Olds (11 players on the field) maximum players on the team = 15 to 16 players (range 2.9 to 2.75 quarters per child)

· Twelve/Fourteen Year Olds (11 players on the field) maximum players on the team = 15 to 16 players (range 2.9 to 2.75 quarters per child)

We buy the max jerseys to fit these numbers and when teams are full we stop taking new sign-ups or keep a waiting list. Certainly the actual number of players signed up may force us to do something different but we should not go over the second number if possible.

The practice capacity that we have to consider with each age group.
12-14 max teams – 10 *
10-11 max teams – 10 * with 9 fields [as in 2007 field arrangement], max of 30 teams between both age groups for allowing two 1 hour practices per week. 
8-9 max teams – 20
6-7 max teams – 20
5s max teams – 20

Just FYI

Seek bids/quotes for pictures. Pictures—All coaches (up to 3 per team) will receive a free 8x10 with their child. We will still receive sponsor and coaches plaques. Photo delivery will be by ? and plaque delivery by ?

Pictures

USSA and other club organizations need to provide proof of insurance for liability issues regarding the use of the Dynamo Soccer Fields. This would include any other groups that ask to use dynamo fields as well. i.e.. ONU Soccer, Boy scouts etc.  Dynamo needs to set and notify clubs of  fees required to use Dynamo fields. 

President / Secretary

Review constitution and bylaws for all as a reminder regarding the written procedures of Dynamo Soccer..

President

Printing approximately 800 post cards (200 sheets) on paper or card stock that can be mailed through the USPS $35.80

Printing the labels (721 at 30 per sheet = 25 sheets)

Attaching the labels to 721 of the printed post cards $65.72

Providing the remaining 79 or so post cards to us

 

Total = $101.52

 

OPTIONAL: Assuming we purchase the stamps for the post cards, the cost for Key Printing to attach the stamps as well - please separate this line item out so we can decide on this separately

 

Affix stamp to 721 post cards $28.84

Printing for postcards, labels and school flyers.  Need one week for printing - prepare mailing labels - 1 per family. 

Registration

Registration fee refund deadline is June ^1st.  Anyone wishing to cancel his or her registration must contact the Registration Chair either by phone or email to get a refund. Anyone who has a special circumstance can petition to the board for a review after June 1st.  

Purchase postcards at Post Office pre-stamped.

Registration

The Dynamo Constitution mandates how children are assigned to teams.  This document details the steps used to assign children to teams in 2009.  The board decided to formalize this process for 2010.

1.      Coaching chair assigns coaches to teams, with input from the sponsor chair and registration chair where necessary.

2.      Sponsor chair assigns sponsors to teams, with input from the coaching chair and registration chair where necessary.

3.      Registration chair, sponsor chair and coaching chair validate that each child of a coach or sponsor is appropriately assigned to the correct team.

4.      Registration chair assigns each coach, sponsor and child to each team in League Works.

5.      Registration chair exports current team data to use at draft.  This data includes:

a.      The child’s gender

b.      The child’s age

c.       If the child played travel soccer as noted on the registration form

d.      Years of experience

e.      Any “play with” request or mandate – requests may be met, mandates such as siblings must be met

6.      Registration chair exports a list of non-assigned players to use at draft.  This data includes:

a.      The child’s gender

b.      The child’s age

c.       If the child played travel soccer as noted on the registration form

d.      Years of experience

e.      Any “play with” request or mandate – requests may be met, mandates such as siblings must be met.

7.      At the draft meeting, remaining children are assigned to teams as follows:

a.      All travel players on each team are counted along with their gender and age

b.      All non-assigned travel players are assigned to teams based on gender, age and experience, in an attempt to balance the number of each travel player gender.  For example, if there are ten teams, five teams having one pre-assigned 9-year old male travel player, and five teams without any travel players, we would first assign 9-year old male travel players to the teams without one until each team had one, or we ran out of 9-year old male travel players to assign.  We would then do the same thing for 9-year old female, 8-year old male, and 8-year old females.  If necessary, younger children playing up would come next.  In each case we would attempt to consider experience in addition to the other factors.

c.       All players on each team will then be recounted by age and gender

d.      We then assign children based on “play with” requests. 

                                                              i.      Players who desire to play with someone who we have already assigned to a team are assigned first

                                                            ii.      Players who desire to play with someone who has not been assigned are assigned next

                                                          iii.      Age, gender and experience are considered when assigning pairs

e.      Starting with the oldest male in the age group (by age, not birthday), we then assign one player to each team randomly in an effort to balance that age, gender and experience.  For example, assume there are 10 teams, and most teams have two 9-year old males, some have only one 9-year old male, and some have none.  We would then assign 9-year old males to the teams with none until each had one.  We would then assign them to teams with only one 9-year old male until every team has two.  At that point, we would count how many remain, determine how many each team should have, and then assign the remaining 9-year old males based on that quantity.  At each step we would attempt to consider experience in deciding which 9-year old to assign.

f.        Next we assign the oldest females using the same logic as in 7e.

g.      Next we assign the next oldest group of males using the same logic as in 7e.

h.      Next we assign the next oldest group of females using the same logic as in 7e.

i.        If necessary, younger children playing up would be assigned next, attempting to balance gender and age as necessary and possible.  Children playing up in an age group typically number very few and cannot be assigned perfectly equitable.

Update board notebooks for upcoming season.

Secretary

Liability Insurance for rental use of school for meetings and registration–Expires March each year

Secretary

Call on past sponsors, prepare letter. Note to Sponsor Chair: Goods cannot be exchanged for a sponsorship unless a contract is in place

Sponsors

Check Post Office Box.

Treasurer / President 

Liability Insurance for rental use of school for meetings and registration–Expires March each year. Give copy to Secretary ASAP.

Treasurer

Hire a Physical Therapy company offering a sports medicine.  They will be present at all Saturday games in case there is an injury on the field, answer questions from parents, advise and facilitate treatment, coordinate and participate in rehab. 

In return they will get their name and face out there.  They have their own personal/business liability insurance. ATI has submitted a bid for on site athletic trainer.  Their cost will be $750.00 and they will also pay to sponsor a team

They will be required to keep a log of injuries that will be available to Dynamo Soccer for review. 

Pay fee to Freeservers.com for web site hosting service ($39.95) in 2007 Starter Plus hosting Package) Billing date is automatic annually on 3/1 currently to Jeff G. credit card.

Web

Make sure dynamosoccer.org domain name is current. Due date 12/17/2013 (Networksolutions.com) e-mail – support@networksolutions.com – Account number 2595????,
https://www.networksolutions.com
Account holder Bourbonnais Dynamo Soccer Association,  last renewed on 3/2007 .

Web

March

Chairman Responsible

File documents in file collection. Give to Secretary

All

Soccer Accident Insurance
Bollinger provides all SAY members with Accidental Medical Insurance, featuring a $100 deductible and a $50,000 limit. This insurance will respond for medical costs incurred for injuries sustained while participating in any SAY sanctioned event. Even though you may already have adequate health insurance coverage, this policy offers additional accident coverage and is included in the membership fees.

GENERAL INSURANCE INFORMATION

As a benefit of membership, soccer players, coaches, officials and other registered members receive the protection of Bollinger's Soccer Insurance Program for their soccer activities.

Who is Covered?
Under the General Liability policy, the following are covered as Named Insureds: the Association and its member teams and leagues; all registered players and players participating in try-outs; all member coaches and officials; volunteers of the team or league and other participants affiliated with the Association.

The Accident Policy covers: all registered players and players participating in try-outs; member coaches and officials; volunteers and other participants directly affiliated with the Association. Covered Activities
Registered members and volunteers are covered when participating in the following covered activities:

• Scheduled games, team practice sessions and sponsored activities, provided that they are under the direct supervision of a team official; or tournaments sanctioned by the Association, as a member of a contestant team.
• Group travel directly to or from such scheduled practices, games or sponsored activities is covered under the Accident policy. The Liability policy provides Hired/Non-owned auto liability only for the official business of the Association.
• No coverage is provided under the Liability policy for parents, coaches or volunteers using any automobile to transport team members or volunteers to any practice, game or activity.

Defibrillator Battery needs to be replaced in June of 2011

All

Equipment Bids should be returned, reviewed,  bid summary prepared, and recommendation for approval made at  meeting. [Alternately bids may be opened at March meeting, with summary and recommendation at April meeting] Plan for sale of soccer equipment at registration-need sample jerseys for sizing. Order equipment for spring season as necessary

Equipment

Plan for sale of soccer equipment at registration, make sure sample jerseys are available for sizing.

Equipment

Diagram field set-up for the coming season. Then add to web site.

Fields

Maintenance costs in the spring are to be divided among the groups using the fields. Mowing cost will be divided among the USSA teams. $30 per team per mowing (2006 recently $350 mowing charge).

Fields

Determine which fields need to be set up for USSA spring season and let USSA fields person know layout. Make sure garbage cans are placed.

Fields

Order field paint if needed. 

Fields

Use a number system only for labeling fields and scheduling fields.

Fields

Currently USSA pays for all mowings and paint used in the spring until June 1^st.  They also pay for any mowings and paint used after the Dynamo tournament. 

Fields

Make sure all health department certifications are in place for concession stand. Concessions chair must be Health Department certified.

Parent Rep / Concessions

Recommendation for picture vendor. Sign service agreement. Set date for pictures.

Pictures

Determine dates for print ads in Journal. Design copy of ads and submit to newspapers.

Please:
Provide copy of each of the ad
Please provide total price

No paid radio ads - send in for public service announcement.

Determine which schools will get flyers and how many need to be printed. Must be in packs of 26 and approved by schools. Must have “Not a District Sponsored Activity” at bottom.

(Note: Bourbonnais does not hand out flyers -put in newsletter. Liberty, Robert Frost, Shabbona, LeVasseur, Shepard, BUGC, Bradley East, Bradley West, Bradley Central, Maternity, St. George, St. Joes, St. Martins, St. Pat/Theresa, St. Paul, Trinity Others?  Only make about 200). Provide 100 flyers for BTPD. Letters will be sent to all area PE teachers announcing sign-ups in hope of their support with their students.

Publicity

Letters will go out for public service announcements. Comcast channel 49, K3 Park District, Momence Progress Reporter, WKAN, WLRT, WONU, WVLI, BTPD,

Have prices for newspaper print ads for approval.

Publicity

Notify those providing summer camps to get their flyers to us for registration - ONU, KCC?

Publicity

Schedule referee clinics, notify participants. (i.e. Anyone wanting to referee Dynamo must attend one. Clinics will be 3 hours in length) Policy is that all referees must attend one of our clinics. Must be 14 years old to ref.

Referee in Chief

Develop sign up sheet for the board to be sure all registration times are covered.

Registration

Send letter to past sponsors and prospective sponsors.

Sponsors

Check Post Office Box.

Treasurer / President

Submit volunteer disclosure forms to Screening  Manager for all board members.  We will need copies of the screening form available at registration. We also need refs to fill out the form.
Volunteer Screening Program
Volunteer Application

Volunteer Screening Chair

Add diagrammed field set-up for the coming season. Get from fields chair

Web

April

Chairman Responsible

Building

Bisillion Pest control (815-370-9148) will make monthly checks and will return if needed/called

• Assign coaches to teams
• Assign sponsors to teams
• Make sure coach and sponsor children get on the same team as the parent
• Try to assign coaches and assistants to meet requests
• Try to assign coaches and sponsors to meet requests
• Stay within the boundaries of the constitution

Prepare trophy bids and obtain samples for choosing.
2009 - Medals (M4-SC) 375 @ $2.35 each =  $881.25 Resin Awards (SC-1) 640 @ $4.75 = $3,040.00 - TOTAL order = $3,921.25.    Down payment due with placement of order = $1,960.63 – Please submit within the next 5 business days to PERSONALIZED AWARDS,INC / PO Box 158  / Mequon, WI 53092  Attn: Wendy Eastman

Equipment

Paint kickboard if needed - Newly stained, (not painted) in the summer of 07

Fields

Fields need to be rotated each year.

Fields

Maintain and/or have the tractors serviced for the season.

Fields

Maintain paint sprayers.

Fields

Turn on sprinkler system

Fields

Because of vandalism pop machines are being kept inside the building.

Just FYI

Seek person to clean bathrooms. 2007 a person was hired an paid $35 to clean the bathrooms once each week

President

Run Print Ads – Dates determined in March – The Journal and Herald.

Publicity

Print first newsletter for registration.

Publicity

Registration at LeVasseur School
Sign-ups 2009 Calendar Here

Registration/Draft / Secretary / Treasurer / Board.

Bring to registration: Mail merged registration forms, 200-300 blank registration forms, pens, pencils, newsletter, boxes to keep forms in, receipts, team parent note, volunteer disclosure forms, fee waivers, sponsor forms, "Bring to registration: newsletter, boxes to keep forms in, receipts,  The secretary should be in charge of newsletter, receipts, volunteer form, and possibly fee waivers.  The sponsor chair should be in charge of sponsor form, the parent rep brings the team parent note, and registration brings the remaining. Sell Dynamo stickers at registration

Registration, Secretary, Parent Rep, Sponsor Rep

Every Parent Must Sign
At registration the Hold Harmless statement should be on your registration forms. The Hold Harmless statement is on the SAY site.

Registration

Postcards ready to go—send out about April 9^th.

Registration

Create labels for postcards.

Registration

Bring to registration: All registration forms printed with player information. Plus several hundred blank registration forms.

Registration

Schedule Referee Clinic

Referee in Chief 

All potential coaches complete Volunteer Screening Forms at registration..

Secretary / Coaches Coordinator / Volunteer Screening Chair

Follow-up with prospective/potential sponsors.

Sponsors

Bring a cash box with start up money for registration. Have receipts, Have 20-30 waiver forms for those that cannot pay.

Treasurer

Check Post Office Box

Treasurer / President

All potential coaches complete Volunteer Screening Forms at registration..

Volunteer Screening Chair

May

Chairman Responsible

File documents in file collection. Give to Secretary

All

The idea for the sponsor and coach verification meeting is to ensure sponsors get the coach they ask for [within the limits of the rules] and coaches get the partner they ask for [again within the limits of the rules] and that the correct children are with them. It is not intended to place every coach on every team.  By phone or by e-mail notify coaches of the age division they will coach and confirm their commitment.

Coaches Coordinator, Registration. Sponsors

Notify all coaches of coaches meeting, and or clinic date as applicable, plan for roster distribution, and practice sign-ups.

Ensure SAY gets the info for number of teams in the League early enough so that we get the coaches packet material prior to coaches clinic. Work with Treasurer on this.

Practice for 12-14 division to include 1 60-minute practice and 1 90-minute practice as long as field space is available due to number of teams

Coaches Coordinator

Order board shirts to be purchased for new board members.

Equipment

Update inventory – verify current stock of soccer balls in good condition, and order replacements as needed’

Equipment 

Lease with BBCHS for soccer fields expires May 1^st 2020 . Contact the high school business manager.

President

Set-up defibrillator training for all board members for June – Use videotape or other web resource.

President

2009 Late Sign-ups - Saturday, May 2 from 10:00 AM to Noon at the Dynamo Complex; a $25 late sign-up fee will be added. Any player not registered on May 2 may not be allowed to register. Those who do not register on time and wish to be placed on a waiting list will have that option.

Registration / Secretary / Treasurer / Draft / Board.

Registration chairperson does preliminary draft regarding sponsors, coaches, and coaches kids.

Registration

2008 Dynamo currently has the following number of players and will have the following number of teams.
5 year olds – 128 registered – 16 teams
6-7              - 246 registered – 20 teams
8-9              - 242 registered – 18 teams            
10-11          - 207 registered – 14 teams
12-14          - 161 registered – 10 teams

Begin draft, Additions will be made following the late registration.

Registration

File tax return to maintain non-profit status

Treasurer

Follow-up on sponsors that have not responded.

Sponsors

Check Post Office Box.

Treasurer / President

June

Chairman Responsible

Pre-Draft - The policy limits two adults pre-assigned to a team if they bring children to that team regardless of if they are the coach, assistant coach or team sponsor. In essence a limit of two families pre-assigned to a team no matter how the combination is reached. In addition, there will be a limit of 4 players pre-selected per team. Sponsors may be pre-selected as long as they do not break the spirit of the rule described above. The Draft Chairman may also consider carpool or special same-team requests only if the players involved are part of the random draft and do not provide an obvious advantage or disadvantage to any particular team. Requests to consider variations of the Pre-Draft policy will be heard by a committee of the Draft Chairman, Coaches Coordinator and the President or his/her designee and will be agreed upon by a 2/3s committee vote

Coaches assigned to a team must have their children on team

Sponsors assigned to a team must have their children on team

Number of travel players and Old Mill players per team should be equivalent

In 5's, teams must all contain the same number of boys and girls

In 5's, all 4-year olds should be spread equally among each team

In all other age groups, each team must have equal number of each gender in each age.  ie..  in 6-7, each team should have the same number of male 7-year olds, the same number of female 7-year olds, the same for 6-year olds.

In all other age groups, play up requests should be spread equally among each team

Play with requests can be met, but should be randomly assigned to teams. Typically any child who turns the age of the age group before October 1 is automatically approved to play up.  Any request beyond that should be brought up for board approval.

Assign only two coaches per team, all other coaching assignments will be a part of the random draft.

All

Check on pest control status.  Annual contract with Pied Piper for complete pest (rodent and bug) control.  Insure that work is up to date.

Building

Coaches clinic and or coaches meeting  at least 2 weeks before first practice at fields. Coaches will receive equipment, rosters, medical information?, SAY Injury Report Form and Code of Conduct forms to be distributed to players. Coaches will sign up for practice times after attending the clinic. Be sure at this time all coaches have volunteer form on file.  At coaches meeting or draft also explain Silent Saturday and Old Mill process. Remember coaches signing up for Friday night will probably lose 1 Friday evening practice to the Olivet clinic, usually about the 3rd or 4th week in the season. If date is known, include this info on practice sign up sheet 

Coaches Coordinator,

Equipment [balls, bags, cones],

Registration [rosters]

Team Parent Coordinator [code of conduct form]

NVSP [volunteer forms]

Seek interested coaches for Old Mill Teams - These coaches will be appointed before the first game so they can see players in action in game situations during the season.. 

Coaches Coordinator

Send out reminder e-mail to coaches for clinic 

Coaches Coordinator

Make calls to get coaches for teams still without a head coach.

Coaches Coordinator

Coaches—Set up an email list so that we can have frequent communication with coaches. (Include assistants when possible). Get e-mail addresses from Registration Chair.

Coaches Coordinator

Place uniform and equipment order as necessary-need complete player list from registration for sizes, also need complete sponsor list from sponsors with sponsor requests.-some vendors may offer equipment discounts if placed with uniform order  

Equipment and Sponsor chairs both go to vendor to order uniforms

Decide trophy style and send out trophy bids

Update equipment, uniform and trophy sign out forms

Equipment / Sponsors

Purchase 55 gallon garbage bags, duct tape, wasp spray Iron Hold 3 mil 55 gallon contractor bags work well in cans, available at Menard's and Farm and Fleet. Do not use 1.5 mil bags, they tear too easily.

Fields

Prepare parking lot. Check with the Bourbonnais Township Mike Hildebrandt) to see if they can grade the parking lot at no cost. 

Fields

Buy cable ties for nets.

Fields

Determine need and order gravel and a grader to repair/level parking lots.

Fields

Team Parents—Set up an email list so that we can have frequent communication with team parents. Get e-mail addresses from Registration Chair.

Parent rep.

Ref recruiting letters will be sent by end of June to all past referees.

Referee in Chief

Official player draft.-consider holding draft on more than 1 night, one or two age groups to a night.

Registration

Make sure coaches get medical information on rosters

Registration

Registration chairperson prepares pre-draft information and roster. ie. sponsors and coaches/kids in May.

Registration

Sort players in computer and prepare rosters - give to Coaches Coordinator

Registration / Draft

Prepare uniform orders by team - give to Equipment Chair

Registration / Draft

Submit initial rosters and payment, $9 per player to SAY as soon as possible after rosters created. See http://SAYSoccer.org/forms/
http://site1063.tmpdomain.com/forms/PacketOrder1.htm

Registration / Treasurer

Create game schedules ASAP. If possible stagger games or balance games to improve parking availability. On picture day, adjust the playing schedule to help make sure pictures do not have to start too early in the AM.

Game Times: Board members who coach and other coaches can only request a maximum of three preferential game time slots in any one season.

Schedules

Check Post Office Box.

Treasurer / President

Ensure coaches fill out volunteer apps when signing in at coaches clinic or meeting.

Volunteer Screening Coordinator as per SAY policy will run checks on board members/coaches by reviewing forms. Additionally run sex offender background checks using school district V-Safe system.

Volunteer Screening Chair

Update web site as soon as information becomes available.

Web

July

Chairman Responsible

File documents in file collection.

All

Submit practice schedule to web manager to add to web site.

Coaches Coordinator

Concessions— Look into suppliers to purchase supplies. Work out the best way to pay for things with the treasurer.

Concessions / Treasurer

Concessions Chair works with Parent Rep. To schedule concessions help.

Concessions / Parent Rep.

Make sure concessions meet/exceeds Health Department Standards.

Concessions / President

Hire concession workers. Must be 14 years old.  $7.00 per hour.

Concessions / Treasurer / Parent Rep

Pop machines installed - Treasurer to obtain coins to seed the machines

Concessions - Treasurer

Give Pepsi or the beverage vendor a key for deliveries

Concessions / Treasurer / Parent Rep.

Bathroom supplies such as liquid soap, toilet paper, and bathroom cleaning supplies are purchased by the concessions chair.

Concessions / Building

Receive and prepare the new practice balls, bags, for each team.

Equipment

Only merchandise carried by SAY Soccer may be purchased. It can not be redeemed for cash. Only the SAY Area or District President or an authorized current board member registered with SAY National Office can redeem. Shipping and handling charges apply to all shipped orders.

Equipment will be handed out at the clinic. Create checkout form.

Equipment

Code of Conduct - Teams are not to get their uniforms without the signed code of conduct by players, coaches and parents.

Equipment

Move black socks/shorts to room behind concession stand.

Order trophies or medals for each player as decided by the board.

Receive trophy bids and recommend/award bid at meeting.

Receive new equipment-balls, cones etc. before handouts.

At Coaches Clinic - Equipment handouts for coaches-place balls 2 or 3 in bags along with markers, ball pump,  keeper gloves, etc. as applicable –try and prepare about 3-4 days ahead of time by inflating balls, etc. Have coaches sign form for equipment bags.

Receive and inventory uniforms and distribute to coaches week before game 1. Must turn in signed Code of Conduct forms to receive uniforms.

Have coaches sign for uniforms. Also request coaches notify League of players who quit or extra uniforms, etc.

Remind coaches to give players size listed on roster, late signups not guaranteed size choice.

Equipment

Each current Executive Board Member who wishes to stand for re-election to present position shall advise Executive Board in writing preferably (but not required) no later than August 1st. 

Executive Board Members

Check to confirm that fertilizer will be applied

Fields

Make sure goals, flags, and anchors have been returned from the park district if they were borrowed in the spring.

Fields

Order one hdcp. Porta-potty before the clinic, order 1 other to be delivered before the first practice.

Fields

Set soccer goals on fields, Line Fields.

Fields

Number fields so fans know where to go. Number each goal with the designated field number. 18X12 weather proof sign with vinyl/stick-on letters. Attach with vinyl ties to top of net most visible to those who may be searching for a particular field.

Fields

Distribute garbage cans at the start of practices.

Fields

Make sure fields get lined before first week of practice and every week after to the end of the season.

Fields

The small practice goals caused problems with kids playing soccer with them on tight sidelines during games. Some spectators were hit with balls. Keep them inside.

Fields

Update e-mail lists for team parents and coaches. Get e-mail addresses from Registration Chair.

Parent Rep. / Coaches Coordinator

Make sure that the first newsletter includes a thank you for those who gave money or services during the off-season.

Publicity

BBCHS Soccer Tournament is usually the 4th weekend in August. Through the newsletter prepare soccer fans mentally for a possible parking nightmare on that day. Suggest additional parking at LeVasseur. Remind BBCHS to have buses park at the softball field parking lot during the high school tournament

Publicity

Submit rosters to SAY, Submit payment to SAY  MUST BE SUBMITTED 3 WEEKS PRIOR TO FIRST PRACTICE!
SAY FORMS HERE

• District Report Form - Final Reconciliation Due 30 days after first game.
• Area Report Form - Final Reconciliation Due 30 days after first game.

Registration/Draft - Treasurer

Check volunteer disclosure statements for all coaches and assistants. Keep a specific list of who has completed these documents.

Secretary / Coaches Coordinator / Volunteer Screening Chair

Update coaches’ mail boxes and post list in coaches’ room.

Secretary

Prepare Board Member on Duty for the Day list. Two board members if possible beyond the Referee in Chief. Duties include: Turn off lights in coach’s room and bathrooms, Be sure all doors are locked, count concession stand receipts to verify deposit and sign slip. Update board member on duty info book and place in meeting room for duty member information and responsibilities. Suggested items to include in addition to the list of duties are: game and practice schedules, Dynamo calendar, board member on duty schedule, Dynamo age group rules, coaching responsibility list, SAY rule book, board member contact info, emergency info [locations of First Aid supplies, defibrillator location etc.]

Secretary

Seek permission to play in Old Mill from SAY - Check web site for document to complete.

Secretary

If not part of the team (no children playing), send sponsors the game schedule of the team they are sponsoring.

Sponsors

Get Defibrillator and storage box from Little League Baseball.

Team Parent

Check Post Office Box.

Treasurer / President

Make sure people given fee waivers do not get refund checks for volunteer work. Get list from registration chairman

Treasurer

Submit Final rosters to SAY, Final reconciliation and rosters must be submitted within 30 days of opening game. Say forms at: http://www.saysoccer.org SAY Area Report Form - Final Reconciliation SAY FORMS HERE

• District Report Form - Final Reconciliation Due 30 days after first game.
• Area Report Form - Final Reconciliation Due 30 days after first game.

Registration/Draft - Treasurer

Any injury reports must be submitted to SAY 

Vice President

Remind coaches to complete SAY injury report forms for any injured player. Determine who will file report to SAY.

Injuries needing medical attention will be documented by the coach or by the trainer if on site. This information will be given to the Dynamo Vice President who is then responsible for notifying the Dynamo Board and completing the online injury report at SAY to ensure insurance coverage.

How to file an Accident Claim
When an injury occurs, the parent or guardian should call SAY National office for a claim form. The telephone number for SAY is 1-800-233-7291.
Soccer Association For Youth, USA (S.A.Y)
1 North Commerce Park Dr.
Suites 306-320
Cincinnati, OH 45215
Phone: 1-800-233-7291
1-513-769-0500
Upon reporting the claim to the National office, an accident/medical claim form will be sent with complete instructions.
The claim form should be sent to:
Bollinger, Inc.
P.O. Box 390
Short Hills, NJ 07078
Phone#: 1-866-267-0093

Vice President

Check volunteer disclosure statements for all coaches and assistants. Keep a specific list of who has completed these documents.

Volunteer Screening Chair

Update web site as soon as information becomes available.

Web

August

Chairman Responsible

Get and post Kankakee County Food License.

Concessions / Treasurer / Parent Rep.

Make sure concessions meet/exceeds Health Department Standards Kankakee County Health Dept. Inspection of concession.

Concessions / President

E-mail weekly information to coaches. Make sure all board members receive these updates as well so they are always informed.

Coaches Coordinator

Old Mill Tournament: The Coaches Coordinator shall be responsible for enlisting coaches for the Dynamo Soccer Association’s participation in the Old Mill Soccer Invitational. When possible these coaching assignments will be made prior to the first Dynamo game so coaches can observe prospective player game performances throughout the season. Preference shall be given to interested and qualified current Dynamo Soccer Association coaches and assistants; when all head coaching positions cannot be filled, the Coaches Coordinator shall be allowed to seek interested and qualified current members from the Dynamo Soccer Association. Registration for Peotone players will need cover the entry fee.

Coaches Coordinator

Launder keeper jerseys weekly

Equipment / Referee

Place trophy order-dispose, donate or return previous year extra trophies as applicable

Equipment

After our season concludes field maintenance will be divided among those USSA groups utilizing the complex including Porta Potties.

Fields

Finalize e-mail lists. Registration Chair has updated info.

Parent Rep. / Coaches Coordinator

Plan team parent meeting, make sure they sign in, get e-mail addresses if needed.

Parent Rep / Fundraising

E-mail weekly information to team parents. Make sure all board members receive these updates as well so they are always informed.

Parent Rep.

Reserve school usage for rental if needed for pictures. Must complete rental agreement at school being used. Must have insurance liability for rental. If district employee is not available for supervision a custodial fee will be charged. No spikes will be allowed in LeVasseur.

Pictures

Write and print weekly newsletter. Post weekly newsletters on web. Post weekly newsletters on web.

Publicity

Find volunteer to distribute newsletters to mailboxes.

Publicity

Make tournament schedule as early in the season as possible.

Schedules

Make sure all health department certifications are in place for concession stand. Make sure all health department certifications are in place for concession stand. Apply to the County Health Department for Food License. Obtain and post for current year.

Treasurer

August 15th $500 payment to Concession Manager

Treasurer

Check Post Office Box

Treasurer / President

Verify that annual liability insurance policy is paid up.

Treasurer

Provide seed money for concession stand cash registers

Treasurer

Create a player checklist for the treasurer to ensure volunteer fees are not returned for more than one volunteer effort per child enrolled in Dynamo Soccer. Make sure the treasurer also has a list of fee wavered players to ensure those parents do not get paid at all for their volunteer efforts.

Treasurer / Registration

Injuries needing medical attention will be documented by the coach or by the trainer if on site. This information will be given to the Dynamo Vice President who is then responsible for notifying the Dynamo Board and completing the online injury report at SAY to ensure insurance coverage.

Vice President

Update web site as soon as information becomes available.

Web

September

Chairman Responsible

File documents in file collection

All

Elections will be held on Game Day 9 during the regular season. Ballots will be distributed through team mailboxes and a ballot box will be available in the concession stand. Voting members will be notified of the voting/nomination process by the weekly newsletter on both game days 6 and 7). This shall provide notice for three consecutive weeks prior to the vote. Nominations however are due the Tuesday after game 7 by 10:00 p.m. to the league President or Secretary. Slates will be included in the weekly newsletter of game 8 with official voting the following week of game 9. Completed ballots will be accepted only on the day of game 9. Voting will close 30 minutes after the last game of the day. Voting is to be conducted by secret ballot. To be elected, a simple majority of the votes cast is required.

NO ONE can turn in a ballot for another family and this should be stated on the ballot. For example a team parent should not collect ballots for the whole team and turn them in all at once. However note that each registered player shall be represented by one vote, per the constitution. So if a parent has four kids they get four votes.  

All - Neutral Chairperson appointed by the Board.

Prepare order for Old Mill uniforms for distribution

Equipment

Get prices for over-seeding, field repairs.

Fields

Pictures of election nominees in runoff will be posted at the fields, in newsletter and on the website. Bios in newsletter and on website. 

Publicity 

Write and print weekly newsletter. Post to web.

Publicity

Hold registration night for Old Mill to collect fees, registration form and Birth Certificate 

Registration / Coaches Coordinator / Secretary

If required seek permission to play in Old Mill from SAY - Check web site for document.

Secretary

Send out parent survey to all parents at 9th game before 5 years olds are finished.

Secretary

Elections - The President, Secretary, and Parent Representative are to be elected to a two-year term of office when the year ending is an even number. The Vice President and Treasurer are to be elected to a two-year term of office when the year ending is an odd number.

Secretary / Board

Encourage coaches to give spare jerseys to sponsors along with the plaque.

Sponsors

Check Post Office Box

Treasurer / President 

Update web site as soon as information becomes available

Web

October

Chairman Responsible

 The Constitution Review Committee shall consider all proposed amendments to the Constitution and make a proposal the Board of Directors at the meeting prior to the Annual General Meeting.  Proposed amendments must be in the hands of the Secretary on or before the 1^st of November each year to be considered by the committee. Amendments to the constitution shall be made on the approval of not less than two-thirds of the Board of Directors casting votes at the Annual General Meeting.

All

Old Mill
Responsibilities for the board member on Old Mill teams.
Obtain a copy of rules from the Coaches’ Coordinator or the Old Mill website. Learn the rules and distribute a copy to the coaching staff. Remind coaches of the Dynamo goal that all athletes play in each game. Assist in the distribution of uniforms. Record what is given to whom. Attend the games and gently remind the coaches, if necessary, of behavior and playing time expectations.

All

Determine is Concession bonus fee up to $1500 should be awarded to Concession Manager.

All

Turn off all refrigerators/freezers, etc in concessions.

Building

Water will be shut off and building winterized after the final cleaning in the concession stand. KRK Plumbing has been the contact for water/plumbing issues including on in the spring and off in the fall.

Building

Have keys returned from bathroom cleaning company. 

Building

Submit all paperwork to Old Mill for tournament

Coaches Coordinator, Registration

Collect equipment on tournament day tied in with the distribution of trophies or medals to improve turn-in rate. Make sure each bag turned in has a check-in system so we can determine who did not return their equipment.

Equipment

Collect equipment from coaches and distribute trophies and possibly sponsor plaques -trophies are usually given to coaches upon uniform return, sometimes they also take sponsor plaque-have coaches sign for trophies, plaques, check equipment on return.

Prepare and Distribute Old Mill uniforms and collect after Old Mill, as applicable

Equipment

Have company pick up the porta potties November 1^st. or after last USSA game

Fields

Seed, field repairs at the end of year.

Fields

Have garbage dumpster picked up. If company opts to leave it at dynamo for storage purposes the treasurer needs to make sure we are not charged from November until we request a pickup when the season begins. We also need to make sure that the dumpster is locked properly

Fields / Treasurer

Winterize underground sprinkler system 

Fields

Schedule end of year board banquet and new member introduction.  See Constitution for guidelines.

President

Change Dynamo contact information in BTPD booklet before November 1^st. Winter/Spring catalog if needed

Publicity

Write and print weekly newsletter. Post to Web

Publicity

Purchase Old Mill ad if teams are entered - $100.

Publicity

Organize and submit registration info and fees to Old Mill

Registration / Draft / Treasurer

Submit Old Mill Rosters to be posted on the web.

Registration / Coaches Coordinator

Secretary

Annual General Meeting to be held no later than November 15th 

Secretary / Vice President

Distribute sponsor plaques via mail or offer coaches option to pickup plaques to award to sponsors themselves

Sponsors

Team Parent

Check Post Office Box.

Treasurer / President 

Mail any refund checks to volunteers that have not yet been distributed

Treasurer

Reserve meeting location for End of Year Dinner.

Vice President

The SAY Area must keep each completed volunteer application on file for at least two (2) years. At the end of each season the SAY Area is required to submit a statement, in writing, confirming that all coaches had completed the SAY Volunteer Application. This statement must be sent to the attention of the SAY Executive Director at One North Commerce Park Drive, Suite 306-320, Cincinnati, Ohio 45215. This statement must be received by SAY in order for the SAY Area to qualify for a certificate of liability insurance for the next playing season.

SAY Executive Director
One North Commerce Park Drive
Suite 306-320
Cincinnati , OH 45215

2/20/2006
Dear SAY Executive Director,
This letter is to confirm that all coaches for the Dynamo Soccer Association have completed the SAY Volunteer Application and that Dynamo has reviewed these applications and will keep them on file for the two year requirement.
Sincerely,
Kim Butterfield
Dynamo Soccer Volunteer Screening Chair

Volunteer Screen Program Volunteer

Update web site as soon as information becomes available.

Publicity

November

Chairman Responsible

File documents in file collection.

All

The term of Officers shall run from Annual General Meeting to Annual General Meeting. 

All

To prevent freezing pipes turn off water to building drain pipes. Turn off water at buffalo box to building. Drain underground watering system. 

Building

Set date for sponsor and coach verification meeting and coaching clinic for next season.  The idea for the sponsor and coach verification is to ensure sponsors get the coach they ask for [within the limits of the rules] and coaches get the partner they ask for [again within the limits of the rules] and that the correct children are with them. It is not intended to place every coach on every team.

Coaches Coordinator

Collect Old Mill equipment, wash and store goalie shirts

Equipment

Summarize season expenses and prepare budget for upcoming year, forward to treasurer. Launder lost and found items and donate to local charity.

Equipment

Store picnic tables

Fields

Store garbage cans

Fields

Set date for parent meeting for next year

Parent Rep.

Make plans for meeting in November.

President

2009 Calendar Here

Distribute remaining photos to sponsors.

Sponsors

Obtain quotes for a new insurance policy for building/ property insurance every two years.

12/16/09-12/16/10 and for 12/16/10-12/16/11), provided Grinnell . Fiscal Insurance Concepts in Bradley.  This independent insurance agent represents lots of companies, about 8 of which provide this type of commercial insurance.  Once again, they recommended Grinnell Mutual, who has held our policy for the last two years.  The price they quoted for next year is $696.  This is almost exactly the same as last year's premium.

Treasurer

Check Post Office Box.

Treasurer / President

Update web site as soon as information becomes available for next years sign-ups.

Publicity

December

Chairman Responsible

Appoint Operating Committees at Dinner Meeting. Introduction of new members, thanks to outgoing members.

Executive Board

Check Post Office Box.

President / Treasurer