Exec Board / Senior Staff Roles

Executive Board Meeting Minutes

You’re revved up, excited about helping kids and looking for a worthy cause. Please consider contributing to the very structure and future of AYSO Santa Monica by joining us on the Executive Board or in one of the Senior Volunteer positions. Even if a senior role is filled for this season, they may be looking for assistants to train now to step up in one of the next couple of seasons.

2020-2021 Executive Board and Senior Staff Volunteers

Executive Board Positions

The Regional Commissioner shall have the responsibility and the authority to manage the day-to-day business of the Region as described in Article III of the AYSO Guidelines within the framework of the AYSO operating regulations and the Guidelines.   The Regional Commissioner’s responsibility and authority shall also include:

  1. Filing on a timely basis the Regional Information Form with the National Support Center.
  2. Reviewing on an annual basis these Regional Guidelines and other written Regional operating regulations.
  3. Supervising the Regional Treasurer by periodically reviewing the Region’s canceled checks and bank statements, reviewing each month the National Accounting Program (NAP) financial report, periodically reviewing internal financial control procedures, and taking other reasonable measures to assure that the Region’s assets and expenses are being handled in a fiscally responsible manner.  
  4. Reporting to the Area Director and being responsible for the performance and growth of the Regional programs for the benefit of the players, the volunteers and their families.
  5. Organizing, maintaining, supervising and coaching Regional volunteer staffs to assure adequate support and services to the Region, including the development of new volunteers for Regional position succession planning.
  6. Acting as the official spokesperson for the Region in regard to publicity, internal development, cultural exchange, business systems, budgets, Regional operating regulations and other matters concerning AYSO programs within the Region.
  7. Assisting the Regional Board in the planning and implementation of its policies and programs within the Region.
  8. Overseeing dispute resolution within the Region pursuant to Article Nine of the Guidelines and AYSO operating regulations.
  9. Presiding at all Regional Board meetings.
  10. Keeping the Regional Board informed of actions and decisions on matters of importance.
  11. Attending Area meetings, Section Meetings and caucuses, and the National Annual General Meeting.
  12. Maintaining close liaison with the Area Director and the Section Director, and coordinating all extra-Regional activities through the Area Director.
  13. Submitting a completed Regional Performance Program to the Area Director prior to December 1st of each calendar year.
  14. Making such other decisions and taking actions as may be required to run the Region, within the limits of the Regional budget and the Guidelines.
  15. Responsible with the Assistant Regional Commissioners and the Regional Coach Administrator for recruiting and selecting the Division Commissioners, who are responsible for managing the various player divisions.

More info from AYSO National:  Learn More | Read Position Description | Get Resources to do your job

The Assistant Regional Commissioner, shall perform such duties as may be delegated to the Assistant Regional Commissioner by the Regional Commissioner and, in his/her absence, shall perform the duties of the Regional Commissioner on behalf of the Region.

Skills needed for doing this job includes ability to delegate, working well with a variety of people, good organizational talent, and ability to deal with rare conflict. The position has many rewards, including working with some great people, developing relationships with the city Parks and Rec. personnel, and meeting other people interested in soccer from around the area. Time commitment is around 2-4 hours per week, with more during the pre-season and less in the off-season.

More info from AYSO National:  Assistant Regional Commissioner Position Description  |

Girls Program Coordinator Position Description  |  Boys Program Coordinator Position Description  |

Learn More about Division Commissioners/Coordinators

The ARC for Select & Additional Programs is responsible for working with the Regional Commissioner and the Regional Board in the planning, implementation and supervision of participation in tournaments, soccerfests and other additional soccer opportunities for Regional players outside the primary regular Fall season program.  In 2010-11, this includes Summer Camp, Fall Select, Fall Sunday Scrimmage, 5v5 Tournament, Turkey Tournaments, Spring Select (& All-Stars) and Spring Scrimmage. 
More info from AYSO National:

The Regional Referee Administrator shall arrange for orientations, clinics and training programs for all referees and assistant referees in the Region at least annually, and shall coordinate his/her efforts with the Regional Commissioner and the Area Referee Administrator.  The Regional Referee Administrator shall require that each referee complete a volunteer application form in accordance with the National Support Center’s applicable policies and guidelines.

The Regional Referee Administrator shall be responsible for the scheduling of referees and assistant referees the Region, or delegate such task to another responsible volunteer or assistant and coordinate such efforts with the Region’s scheduler of games.

The Regional Referee Administrator is responsible for the ordering of referee uniforms and supplies.

More info from AYSO National:  Learn More | Read Position Description | Get Resources to do your job

The Regional Coach Administrator shall be responsible for the recruiting, training and supervising of all coaches in the Region. The Regional Coach Administrator shall require that each coach and assistant coach or other team player trainer complete a volunteer application form in accordance with the National Support Center’s applicable policies and guidelines.

The Regional Coach Administrator shall coordinate with the Regional Commissioner, the Regional Director of Coach Instruction and the Area Coach Administrator to arrange for coaching orientations, clinics and training programs at least once each season where needed and disseminate information when appropriate to assist the Region’s coaches.

The Regional Coach Administrator shall also be responsible for the implementation of the Region’s Coaching Certification and Licensing Programs as may be required or recommended under the operating regulations.

More info from AYSO National:  Learn More | Read Position Description | Get Resources to do your job

The Registrar shall be responsible for the planning and implementation of the annual registration of players, and coordinate such efforts with the Regional Commissioner, the Regional Director of Public Relations, the Regional Coach Administrator and the Regional Referee Administrator. The Regional Registrar shall be responsible for the proper registration of each member in the Region. The Registration for AYSO Region 20 takes place primarily through an online application accessible from the Region 20 web site:  www.ayso20.org.

The Registrar organizes the Walk-in Registration Days held for those parents who do not have access to a computer or who simply would rather conduct registration in person.   Walk-in Registration Days are typically held in December, early January, and again in the Spring.

Additionally, payments may be made online through the AYSO Region 20 web site registration payment page.   The Registrar also checks the Post Office Box and distributes checks and bills to the Treasurer on a periodic basis once the checks that represent payments have been posted to the player’s online account.   Throughout the summer and monthly throughout the season, efund checks must also be processed.   The Registrar must keep a list of refunds and work with the Treasurer to ensure that these refunds are credited to the parents.  

More info from AYSO National:  Learn More | Read Position Description | Get Resources to do your job

The Treasurer shall have custody of all funds, securities, evidence of indebtedness and other valuable documents, and shall deposit funds and securities in the name and to the credit of the Region in a bank or depository.   The Regional Treasurer shall keep in appropriate books an accurate account of all money received and paid out.

The Treasurer shall be responsible for complying with the National Accounting Program and all procedures specified in the AYSO Treasurer’s Manual.   The Treasurer shall promptly, upon receipt, pay to the National Support Center the National portion of the registration fees of the Region before the first practice and first game of the season, and in any event no later than September 1st of each fall season.

The Treasurer shall give a report of the funds, receipts and disbursements of the Region annually or at such other times as requested by the Regional Commissioner or by the Regional Board.   The Regional Treasurer shall be responsible for timely approval by the Area Director and Section Director, and filing with the National Support Center the Regional Information Form, the annual budget, and such other information as may be required or requested from time to time by the National Support Center and for complying with the National Accounting Program.

The Treasurer will assist the Regional Commissioner in creating a budget for the operation of the Region by May 1st, and will monitor the monthly expenses with respect to the current budget giving a report at each Board meeting.  

An ideal department structure would include the following volunteers assisting the Treasurer/Finance Director:  Financial Secretary, Sponsorship/Fundraising Coord., Family Donations Coord., Purchasing Director.  The Auditor is part of the finance team, but reports to RC.

More info from AYSO National:  Learn More | Read Position Description | Get Resources to do your job

The Field & Safety Director is responsible for obtaining and maintaining the playing fields and ensuring that the fields are properly lined.   He/she shall maintain the playing fields in a safe condition and advise the Board and responsible organization (city or school district) on the status and conditions of the fields.

The Field & Safety Director shall also ensure the safety of all participants in the Region by ensuring that all field equipment, goalposts and fields are inspected periodically to ensure that they are in safe condition.   The Field & Safety Director must also ensure that a reasonable number of first-aid kits are available at all playing sites, that all goalposts are properly anchored, that no goalposts have goal net hooks and that AYSO policies regarding blood-borne diseases are disseminated to and observed by all participants.

The Regional Risk Management/ Field & Safety Director shall also be responsible for advising Regional participants of approaching dangerous weather and other potentially unsafe conditions that may exist at the locations where games are played.

The Field & Safety Director shall also be responsible for administering the AYSO Soccer Accident Insurance (SAI) plan and liability insurance program for the Region.   The Field & Safety Director shall also be responsible for obtaining liability insurance certificates for all facilities used by the Region.   The Field & Safety Director shall make provisions for the posting of AYSO’s SAI plan on the regional web site.   The Field & Safety Director shall handle all reports of accidents and/or SAI claims for such programs.

The Field & Safety Director shall also disseminate and make available safety information to the Region’s coaches, referees, participants and families from such sources as AYSO’s ‘Play It Safe’ publication.

In case of an injury – contact the coach and the parents.   Submit all pertinent information to the insurance company.  Make sure an injured player will not come back to play without a participation release form from the doctor.   Maintain supply of claim forms. In case of an injury provide information to parents regarding the proper way to file a claim form.

Be available and knowledgeable to answer questions from coaches, referees and parents.

More info from AYSO National:  Learn More | Read Position Description | Get Resources to do your job

The Volunteer Coordinator is responsible for assisting the Regional Commissioner, the Regional Board, and the Division Commissioners in recruiting and developing new volunteers from the parents and other relatives of players, and from other sources in the community, to donate their time and talents for the successful operation of the Region and for the succession planning of Regional Board and staff members.

The Volunteer Coordinator works with the Registrar in ensuring that all parents volunteer for a role within the region and in rare instances for those that cannot volunteer, that they make an opt-out donation to the region.

This role also oversees the child and volunteer protection program in the region in accordance with the AYSO Safe Haven program and ensuring that Practice Chaperones & Coaches comply with the goals & polices of Safe Haven.  This includes, but is not limited to, ensuring all AYSO volunteers are duly registered in eAYSO and seeing that all volunteers complete, date, and sign the AYSO volunteer application form, and be the screening liaison with the AYSO National Safe Haven Department.  The AYSO program, Kids Zone, is promoted by the Volunteer Coordinator to ensure a safe environment for all players.  This includes promoting the virtues of the Silent Saturday program.

The Volunteer Coordinator ensures that the region keeps on hand written position descriptions for each volunteer filling a regional position; assists Division Commissioners in identifying the players of Key Volunteers for participation in Turkey Tournaments; and assists in recognizing volunteers at the end of the season.  

An ideal department structure would include the following volunteers assisting the Volunteer Coordinator:  Volunteer Registrar, CVPA Coord., Volunteer Outreach Coord., Volunteer Recognition Coord., Kid’s Zone Coord., Practice Chaperone Coord., Volunteer Education & Training Coord.

More info from AYSO National:  Learn More | Read Position Description | Get Resources to do your job

The Board Secretary shall take minutes at all meetings of the Regional Board and general meetings of the Region and shall be charged with sending out all general correspondence and notices for the Region (including website postings).  The Board Secretary shall be responsible for publishing the minutes to the Regional Board and for sending a copy of the minutes to the Area Director after they are approved.   The Board Secretary shall ensure that the Regional Guidelines are reviewed annually and copies are made available to all Regional participating members.

The Board Secretary will oversee the Region’s calendar and he/she, or his/her designate, will ensure that this information is kept up to date on the Region’s website.

The Board Secretary will act as the primary interface to the City or the School District for reserving rooms for AYSO functions, such as board meetings, training classes, and registration.

More info from AYSO National:  Read Position Description

Senior Staff Volunteer Roles

Responsible for assisting the Regional Coach Administrator with recruiting, training and supervising of all coaches in the Region.   The Assistant Coach Administrator shall work closely with the Division Commissioners to ensure that coaching issues are resolved as quickly as possible.

Assists the Regional Referee Administrator with organizing referee teams, making sure training is attended by the new referees, scheduling referees or other related tasks as needed.

Assists the Registrar with communications with the parents, primarily by checking our voice mailbox for questions during the registration period and throughout the pre-season.   The Assistant Registrar shall also assist the Registrar as needed with posting payments into the registration program or performing any other task that is needed.

AssistS the Treasurer with processing parent payments, parent refunds, bill payments (including occasional vendor contact to ensure correct billings are being made) and other tasks as required.

The Regional Auditor is intended to assist the regional commissioner in his/her fiduciary responsibilities to protect the organization’s assets by monitoring, reviewing and reporting on regional financial controls and records.  It is recommended that the Auditor review monthly reports by the Treasurer and the National Accounting Program (NAP).  The auditor also performs an annual “check-up” of the Region’s financial activities (due in August).  The Auditor cannot be a board voting member or a person related to the Regional Commissioner, Treasurer, Area Director or Section Director.

More info from AYSO National:  Learn More | Read Position Description | Get Resources to do your job

Working with the Purchasing Director, the Awards Coordinator is responsible for recommending to the Board awards for the players, and with Board approval, the purchase and distribution of those awards.

This person is responsible for coordinating the participation medals for the league (usually about 1500-1800 medals), 5v5 Tournament Winner medals & League Championship medals.

  • place the medals order
  • pick up the completed medals
  • distribute the medals to the DCs/coaches at the end of the season

Time required is 4-6 hours total during the initial ordering phase, and then another 6-8 hours when the medals are distributed on the last day of the season.

Implement, monitor, and maintain the AYSO Referee Training Program at the Regional level.   The Regional components are the Regional Referee Course and the Assistant Referee Training Course.   The Regional Director of Referee Instruction obtains the course guides from AYSO National Support Center or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach.   The Regional Director of Referee Instruction works together with the Area Director of Referee Instruction to meet the ongoing training needs of the local referees, assistant referees and youth referees.

This individual also works to address any training deficiencies, rules clarifications, referee performance issues or other actions required to maintain referee quality at the highest level possible throughout the season.

The Division Commissioners are responsible for the operation of their respective divisions.  They will recruit the coaches for their Division with the help of the Regional Coach Administrator. Division Commissioners for the U6-U10 divisions will also work to assure that a sufficient number of parents have stepped up to referee and take the training course if they are not yet trained. This is important because U6-U8 games are refereed completely by parent volunteers from each team and U10 requires volunteer referees to work adjacent games.

The Division Commissioner also provides a line of communication between the Regional Board and the coaches, referees and parents in their division. They will also track the stats of the teams throughout the season to ensure that blowouts are kept to a minimum and that all of the coaches are handling their players fairly and evenly.  The Division Commissioners are responsible for getting player evaluations from the coaches at the end of the season.

The Division Commissioner may not be a coach of a player in the division they are coordinating. The skills needed include excellent organizational skills, familiarity with computers and spreadsheets, good communication skills and an ability to get parents to volunteer to coach, team manage, and referee. This position is a great opportunity to make a significant contribution to Santa Monica AYSO Region 20, meet a lot of people and gain a real sense of accomplishment when the season starts and ends.

More info from AYSO National:  Learn More | Read Position Description | Get Resources to do your job

Working with the Purchasing Director, the equipment manager is responsible for:

  • purchasing of soccer balls, nets, and other equipment as may be requested by the Board from time to time;
  • advising the Board on equipment availability, including quality evaluation, cost quotes, and delivery schedules;
  • selecting and ordering equipment and arranging for distribution to coaches on a timely basis;
  • resolving problems with suppliers;
  • collecting equipment at the end of the season, with support from the Division Commissioners, and giving the Board an inventory of equipment for the end of the season.

Working with the Field & Safety Director, the Field Striping Coordinator is responsible for scheduling volunteers to line the fields on a timely basis and coordinating such work with the City and the School District.

Coordinate field striping (painting the lines on the grass) of 10-12 locations.   This requires 1-4 hours of creating a schedule, phoning potential volunteers, and coordinating the striping the fields.   The striping starts the end of August and continues to Thanksgiving.

Field Striping Coordinator is a great opportunity to network with coaches and parents on other teams.   It consists primarily of emailing volunteers and potentially assisting with the initial field measuring, layout and painting one time in mid-August.

The statistician is responsible to ensure that the referees have entered all of the game card data after each week’s games.   The game card data is important to track the relative playing time of various players on each team, the number of goals being scored by players and teams as a whole and any misconduct taking place during games.

The Schedule Coordinator works with the Division Commissioners to create schedules for all age groups playing regional practices & games.   Game schedules should take into account a reasonable balance of game times, net duty and field usage, as well as home team – visiting team allocation.   In addition, the schedules should eliminate regional game team color conflicts by preventing same color teams from playing each other during regular season play.   Schedules should also make a reasonable accommodation for any coach who is coaching two teams so as to minimize timing conflicts between games.

Game schedules are built approximately 2 weeks before the first game, and should be ready for publication as soon as the total number of teams in each division can be finalized.   Schedules are usually 10 weeks long.   Under approval of the Board of Directors, some divisions may only get the first few weeks of their schedules delivered, allowing some modification to the remainder of their schedule, if necessary.

Additionally, schedules for practice field assignment must be filled out with each coach with the assistance of the Division Commissioner.  Practice fields are pre-assigned to certain divisions and coaches may only hold practices at those locations specified for their divisions.

Working with the Picnic in the Park Day Chair, the Picture Day Coordinator is responsible for reviewing potential photographers, making a recommendation to the Board, working as a liaison between the Regional Board and the vendor contracted to provide pictures for Regional teams and players, scheduling of teams at the site(s) selected for the photography sessions, and distribution of the pictures to the teams.

The Publicity Director is responsible for the dissemination of information concerning Regional activities, the relations between the Region and the community and for the promotion of Regional activities through the media.

This job is to construct a flyer that is to be passed out to all schools of appropriate age children in our AYSO Region 20.   Times and locations are determined by the board for sign-up.

Towards the end of November and in the Spring, flyers need to be bundled in requested sizes as required by the school districts for distribution.

Provide information to the local newspapers for insertion in their papers.   Contact schools individually for communication with parents of incoming Kindergarten students.   Any other ways you can think of, including public service announcements, are also helpful.

Working with the Purchasing Director, the Uniform Coordinator is responsible for keeping an inventory of all the uniforms the Region has, and ordering new uniforms as needed before the season begins to make sure each team has enough uniforms.   During the preseason, it may be necessary to order special sizes depending upon the players on the team.   The Uniform Coordinator is responsible for distributing the uniforms to the various divisions prior to the season.

The Website Coordinator position is responsible for three main areas.

  1. Maintaining the AYSO Region 20 website so that information is current and displayed in a fashion that can be easily navigated by our users.
  2. Support the coaches and parents with website & D4 Sports activities and problems.   Support the board with special queries and work with the programmers of D4 Sports to make sure the system remains usable throughout the entire soccer year.
  3. Assisting parents during Walk-in Registration Day if needed.