January

Chairman Responsible

File documents in file collection. Give to Secretary

All

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.

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

Set date for coaches draft and clinic

Coaches Coordinator

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

Recommendation for fundraising vendor. In even years (2008, 2010, etc.) get bids for fundraiser.

Set date for parent meeting.

Parent Rep.

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

Pictures

Reserve dates and location for registration, complete rental application if held at a school.

Secretary

All Area and District Board Lists, due to the National Office by January 31. SAY National AreaDistrict Board Form

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

Make sure all health department certifications are in place for concession stand. Apply to the County Health Department for correct status  

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

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. March at the latest, we need to look into having our fields rolled and aerated.  This should happen in April/May.  Also fertilizer.  August fertilizer as well for the winter.  Weeding should be done around June.
Get one quote for all.

Fields

Set all necessary dates for fundraiser, Start, stop, orders due, cash collection, delivery etc.

Fundraiser

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

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

Registration / Draft

Update board notebooks for upcoming season.

Secretary

Finalize season calendar.

Secretary / Executive Board

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

Treasurer

Registration fee refunds be set Draft Day which in 2007 is June 4^th.  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 4^th.  

Budget Committee meets to consider previous year's expenditures and Board requests to prepare a balanced budget for the upcoming season, to be presented by the Treasurer and approved by the Board of Directors at the March meeting.

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. OAK 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

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 set-up fields and goals. Make sure garbage cans are placed.

Fields

Order field paint. 

Fields

Use a number system only for labeling fields and scheduling.

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

Recommendation for fundraising vendor.

Fundraising

Q. Does SAY provide anything for Free to members?
A. Yes. A coaching manual for each team, player cards, league sign up posters, Area and League Champion patches, promotional items for pre-season or end of season events, 2 Rulebooks for each team and more!

Just FYI

Make Team Parent Representative job responsibilities information notes for registration.

Parent Rep.

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

Review with board for information reasons what SAY insurance covers. SAY Insurance coverage: 

President

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

2008
Sign-ups
at Noel LeVasseur School in Bourbonnais / W. Bethel Dr.
Thursday, April 19 - 6:00 PM to 9:00 PM
Saturday, April 21 - 9:00 AM to 2:00 PM
Wednesday, April 25 - 6:00 PM to 9:00 PM
Friday, April 27 - 6:00 PM to 9:00 PM
Saturday, April 28 - 9:00 AM to 2:00 PM
Age on 8/1 – Divisions, 5 Year olds, 6-7, 8-9, 10-11, 12-14 
New players bring copy of birth certificate - Fee $60 (Late fee $25 after 4/28) Serving children in Kankakee, Iroquois and Will Counties For more info visit Dynamosoccer.org or call Jeff Gindy @ 933-3467

Herald
Four - 6 inch ads
Run Dates:
Wednesday April 11 (Run all 4 sign-up dates) Country Market
Wednesday April 18 (Run all 4 sign-up dates) Country Market
Wednesday April 25 (Run last 2 sign-up dates) Country Market
Wednesday May 2 (Changes): Country Market
(Change to): FINAL SIGN-UPS!
(Change location to): at Dynamo Soccer Fields / Bethel Dr.
(Change date and time to): *Saturday, May 5 - 10:00 AM to Noon
(Change fee to): Fee $85

Daily Journal - Varying Sections
Seven - 12 inch ads
Run Dates:
Sunday April 8, Wednesday April 12 (Run all 4 sign-up dates)
Sunday April 15, Wednesday April 19 (Run all 4 sign-up dates)
Sunday April 22, Wednesday April 26 (Run last 2 sign-up dates)
Wednesday May 2 (Changes):
(Change to): FINAL SIGN-UPS!
(Change location to): at Dynamo Soccer Fields / Bethel Dr. (Change date and time to): *Saturday, May 5 - 10:00 AM to Noon
(Change fee to): Fee $85 (remove: Late fee $25 after 4/28)

Please:
Provide copy of each of the ad
Please provide total price
Please fax to Jeff Gindy at 935-7856

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 15 years old to ref.

Referee in Chief

Purchase postcards at Post Office pre-stamped.

Registration

Make sure coaches get medical information on rosters

Registration

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

Registration

Update registration forms if needed.

Registration

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

Determine if any changes are needed in fee structure for players or sponsors.

Treasurer

File tax return to maintain non-profit status

Treasurer

Check Post Office Box.

Treasurer / President

Review Budget Committee Budget at the March Board Meeting

Treasurer

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 Chair

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

Web

April

Chairman Responsible

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