AYSA Board of Directors Responsibilities and Functions

Transcription

1 Board of Directors Responsibilities and Functions Alaska Youth Soccer Board of Directors will open all meetings when appropriate to members of Alaska Youth Soccer and invited guests. Conduct of meetings So meetings may be conducted in the most orderly manner, discussion of agenda items will be limited to communications among board members, between the board and the Executive Director and those the board and Executive Director request to make presentations. Open Board meetings It is the policy of the Board of Directors to hold open board meetings for all members of Alaska Youth Soccer and invited guest using the following guidelines: Notice of meeting through annual calendar Agenda will be provided upon request. Guest may comment only at the designated Visitor Comments section on the agenda or when the board requests public comment. The President may set time limits on each visitor s comments. Members wishing to attend teleconference meetings will contact the office for the teleconference call location in their area. Board committee meetings are not generally open to non-board/committee members except at the initiation of the committee. Executive Board meetings All regular meetings of the board will be open to (members, public) except as specified below. The board will close meetings only when: Discussion by the board could harm the reputation and character of any person Information discussed by the board could have an adverse legal impact on the organization s legal position if the information were public knowledge Information discussed by the board could have an adverse financial impact on the organization if the information were public knowledge Regular meetings: Regular meetings will be held at least nine (9) times per year including teleconference meetings, Annual Planning Meeting and AGM. An annual Board planning meeting and Annual General Meeting (AGM) will be held at a location decided by the Board of Directors. The board will make every effort to maintain those dates as board meeting dates. 1

2 Special meetings Special meetings of the board should be called only rarely when business to be addressed cannot wait until the next regularly scheduled meeting. The president of the board or the Executive committee may call a special meeting. A call for a special meeting will state the business to be addressed by the board at the special meeting. Every member of the board must be notified of the special meeting at least twenty four (24) hours prior to the established meeting time via telephone call or . Absence from meetings Any officer, District Commissioners and Members at Large may be removed for excessive absences from regular scheduled meetings. Two consecutive, unexcused board meeting absence or a total of four per year will be grounds for removal from the board. Such person will be notified by certified mail. The board will fill the vacancy within 60 days of the declaration of the vacancy. Staff attendance at the board meetings Since it is the policy of the Board of Directors to hold the Executive Director accountable for all management of, it is left to the Executive Director to invite any staff to the board meeting that the Executive Director needs as resource for issues the board will consider during the meeting. Quorum A majority of the number of Directors as fixed by the Articles of Incorporation or the By- Laws shall be necessary to constitute a quorum for the transaction of business and at least three (3) districts must be represented. The action of a majority of the Directors present at any meeting at which there is a quorum and with at least three (3) districts represented, when duly assembled, is valid as a corporate act: provided that a minority of the Directors, in the absence of a quorum, may meet from time to time, but may not transact any business. Parliamentary authority Meetings of the Board will be governed by the parliamentary rules as outlined in Robert s Rules of Order Newly Revised in all cases where current bylaws and current board policies do not apply. Calendar The Board of Directors and Executive Director at the annual planning meeting will establish a calendar of scheduled meetings and events. This calendar will be made public to all interested persons and clubs Developing Board Policy and Procedures The Board of Directors, as we are an governing body, is entrusted with the authority to establish policy for the governance of. Board policy establishes the parameters and guidelines for the board members, committees, management and staff. The purposes of our policies are to: Inform every one of the board s intent, goals and aspirations. Prevent confusion among board members, staff and the public Promote consistency of board action. 2

3 Eliminate the need for instant (crisis) policymaking. Reduce criticism of the board and management. Improve public relations Clarify board members, executive director and staff roles Give management a clear direction from the board. The Board of Directors makes an important distinction between board policies and management policies. Board policies establish the board parameters within which board, management and staff will operate. Management policies, developed and implemented by the Executive Director and committee chairs, outline the specifics of how the organization and staff will operate within board policy. Personnel policies are an example of management policy developed by the Executive Director. The Executive Director informs the board that personnel policies are in place and provides board members with copies of the personnel policy. Once the Board of Directors officially adopts a new board policy, that policy is the standard for dealing with the subject matter covered by the policy. If an issue comes before the board that is not in line with existing policy, the issue is out of order and will be considered only in term of policy change. The committees of the board, individual board members or the Executive Director may recommend policies to the Board of Directors. If approved by the board, policies will be written and dated at the time of approval and included in all copies of the State Manual and Board of Directors/Staff Manual. All policies and procedures proposed to the board should be tested to consider if the proposal is: Really necessary for good operation of? Consistent with the mission statement, vision and values? Within the scope of board authority? Compatible with other policies of the board? Practical? Broad enough to cover the subject completely? Enforceable? The Executive Director and/or Chair of the Committee, will be accountable to the board for carrying out these policies, ensuring that all policies are effectively explained to the staff and making every reasonable effort to see that they are understood, accepted and complied with. To the extent that Alaska Youth Soccer Association is a non-profit and not subject to the State of Alaska open meetings law, will follow all provisions of that law regarding closed meeting, executive sessions, notification, agenda posting, and agenda content and all other meeting elements. Amendments The By-Laws governs amendments. 3

4 ARTICLE VII AMENDMENTS TO BY-LAWS Proposed amendments to the By-Laws shall be submitted in writing to the state Secretary no later than sixty (60) days prior to the Annual General Meeting. The Secretary shall circulate notice of the proposed changes to voting members no later than thirty (30) days prior to the Annual General Meeting. These By-Laws may be amended at the Annual General Meeting whenever two-thirds (2/3) of the voting members of this corporation as provided in these By-Laws in Section 2, Article II shall ratify by vote the proposed amendments. Amendments shall be effective on approval unless otherwise stated. Board of Director Roles and Responsibility President Subject to such supervisory powers, if any, as may be given by the Board of Directors to the Chairman of the Board, if there be such an officer, the President shall be the chief executive officer of the corporation and shall, subject to the control of the Board of Directors, have general supervision, direction and control of the business and officers of the corporation. He/she shall preside at all meetings of the members of this corporation, and in the absence of the Chairman of the Board, or if there be none, at all meetings of the Board of Directors. Submit board meeting agenda to be published He shall be ex officio a member of all of the standing committees Shall appoint committee chairpersons Attend State Cup. Represent at appropriate Region IV and USYS/USSF meetings Shall have the general powers and duties of management usually vested in the office of president of a corporation, and shall have such other powers and duties as may be prescribed by the Board of Directors or by the By-Laws. Negotiate contracts with the approval of board or committee assigned by board of directors. Oversees effectiveness of all programs. The President may not be a member of the executive board or board of directors of any affiliated association. Vice President In the absence or disability of the President, the Vice-President shall perform all the duties of the President, and when so acting shall have all the powers of, and be subject to, all the restrictions upon the President. The Vice-President shall be head of the nominating committee and shall have such other powers and perform such other duties as from time to time may be prescribed for the Vice-President by the Board of directors or the By-Laws. 4

5 The Vice-President may not be a member of the executive board or board of directors of any affiliated association. If the State Cup is held in your living area, then the VP is to make every effort to attend as many games and activities as possible. Secretary The Secretary shall keep an accurate record of all meetings. The Secretary shall keep, or cause to be kept, a book of minutes at the principal office or such other place as the Board of Directors may order, of all meetings or directors and members of this corporation, with the time and place of holding, (whether regular or special, and if special, how authorized), notice thereof, the names of those present all meetings, and proceedings thereof. The Secretary shall keep, or cause to be kept a book or books containing true and correct copies of all documentation submitted to the Secretary by each of the designated officers in this Article III, as required by these By-Laws to be kept in the official records of this corporation, and shall maintain and keep said official records in a current and up-to-date status at all times. Obtain and record all proxy votes of absent board members at all meeting Submit prior to the regular meeting to all board members, the previous board meetings minutes for preview and approval. Assure approved minutes are submitted to the web master for the web site. If the State Cup is held in your living area, then the Secretary is to make every effort to attend as many games and activities as possible. The Secretary shall tender all such documents and records to the successor secretary immediately following election of a new secretary. Treasurer The Treasurer shall review all bookkeeping procedures and accounting that is being maintained by the ASYA State Office. This review will include the oversight of adequate and correct accounts of the properties and business transactions of the corporation, including accounts of its assets, liabilities, receipts, disbursements, gains, losses, capital, surplus and any other accounts. The books or accounts shall be at all reasonable times open to inspection by any Director. The treasurer will be assigned as an authorized signatory on all accounts held by Alaska Youth Soccer Association. Checks in the amount of $ or greater shall require two signatures. Checks in the amount less than $ shall require one signature. The Treasurer shall render to the President and Board of Directors, whenever they request it, an account of all his or her transactions as Treasurer or all transactions by the State Office, and of the financial condition of the corporation, and shall have such other powers and perform such other duties as may be described by the Board of Directors or the Bylaws. The Treasurer shall submit a budget for approval at the Annual Planning Fall Meeting. In the event that there is not a State Office or Office Staff, the treasurer will assume all accounting procedures on behalf of Alaska State Youth Soccer Association. 5

6 The Treasurer may not be a member of the executive board of any affiliated association. The Secretary and Treasurer may be the same person. State Youth Referee Administrator (SYRA) The SYRA, as a designee of the USSF Referee Committee, shall serve as liaison between the and the USSF referees registered in its territory The SYRA shall serve on the Referee, Protest & Appeals and State Cup Committees. Shall perform those duties as specified in the manual of the National Referee Program. Attend State Cup The SYRA shall keep copies of all such documents that shall be deemed a part of the official records of this corporation, and shall tender all such documents and records to the successor SYRA immediately following election of a new SYRA. For further State Referee Committee Manual. District Commissioners One District Commissioner shall be elected by the affiliated leagues and/or affiliated organized body of each district, to serve for a period of two (2) years, to act as liaison between the Board of Directors and the district being represented. The District Commissioners shall represent their respective districts and shall administer and have direct authority over their respective districts. Within any district, the District Commissioners may designate assistants to aid them in the performance of their duties. District Commissioners may designate by written proxy a representative to represent them at meetings of the Board of Directors or the AGM in the event of their absence. District Commissioners shall submit list of assistants to the Secretary. The District Commissioner shall be thoroughly familiar with, and make available to the leagues within his/her district, the Constitution, By-Laws, and the Rules and Regulations of the Alaska Youth Soccer Association. Each District Commissioner shall be thoroughly familiar with the insurance program provided by the Alaska Youth Soccer Association for the benefit of affiliated members. Each District Commissioner shall be thoroughly familiar with the each program offered by the Alaska Youth Soccer Association. The District Commissioner shall be familiar with the web site and newsletter articles. The District Commissioner shall submit an article for the quarterly newsletter about activities and news from their district. Whenever there is doubt or uncertainty regarding any program or benefit, the District Commissioner will contact the Executive Director for clarification and assistance. The District Commissioner shall submit a yearly report, to the Board of Directors, regarding all activities within the district. This report will be entered in the AGM report and shall be submitted fifteen (15) days before the event, or as requested by the Executive Director 6

7 The District Commissioner shall attend each meeting of the Board of Directors, and each AGM of the Alaska State Youth Soccer Association. The District Commissioner shall attend the Annual General Meeting of each affiliated league within the District Commissioner's respective district, shall serve as an advisor to each affiliated league, and shall assist in interpretation of Constitution, By-Laws, and Rules and Regulations. The District Commissioner shall attend league meetings and meetings of the Board of Directors of each affiliated league, as frequently as possible, and specifically when invited to any such meetings. District Commissioners shall provide to the Board of Directors names and addresses of persons interested in serving on state committees. The District Commissioner shall keep complete and accurate documentation of all the activities of the District Commissioner, which shall be deemed part of the official records of this corporation, shall tender all such documents and records to the successor District Commissioner upon the election of such successor District Commissioner, and shall assist the elected successor District Commissioner in assuming the duties of the office. The District Commissioner shall assist the office and staff with reasonable requests within their district. If the State Cup is held in your district, then the DC is to make every effort to attend as many games and activities as possible. When a District Commissioner's position is declared vacant, the position shall be filled as provided in Article II, Section 4 hereinabove. Voting members of a district may request a hearing for the removal of their District Commissioner at any time. A District Commissioner may be removed by two-thirds (2/3) vote of the affiliated leagues of the district. The affiliated league voting for removal, unless otherwise provided in the league Constitution or By-Laws, shall vote in the same manner and with the same weight as for appointment of a District Commissioner as set forth in Article II, Section 3 Members-at-Large (MAL) Members-at-Large shall attend all Board of Directors meetings, the Annual General Meeting and league meetings for the district being represented. They shall serve as committee chairpersons or committee members. MAL will assist the District Commissioner in all duties prescribed to them. In the absence of the District Commissioner, the MAL shall temporarily assume all DC responsibilities. Each District Commissioner shall be thoroughly familiar the each program offered by the Alaska Youth Soccer Association. The MAL familiar with the web site and newsletter articles. Whenever there is doubt or uncertainty regarding any program or benefit, the District Commissioner will contact the Executive Director for clarification and assistance. If the State Cup is held in your district, then the MAL is to make every effort to attend as many games and activities as possible. They may be removed from office in the same method and manner as provided for removal of District Commissioners. 7

8 Removal of Officer or Board Member Should the Board of Directors find the conduct of any member (whether player, parent, coach, assistant coach, official or officer) detrimental to the best interests of Alaska Youth Soccer Association or to the purpose for which Alaska Youth Soccer Association has been formed or to the interest of soccer, the Board of Directors may take such action, after providing due process, as the Board of Directors may deem reasonable, applicable and appropriate, including but not limited to suspension or removal from Alaska State Youth Soccer Association. Such action shall require the vote of two-thirds (2/3) majority of the Board of Directors. If it is determined that any board member or officer has misused their position or not fulfilled the duties of their office they may be subject to removal. If it is determined that a board member/officer should be reviewed for possible removal, the President will ask the Judicial Committee to conduct a full investigation and make needed recommendations to the Board of Directors, (if it is the President under investigation, the Vice President may make the Judicial Committee request). All action taken by the Board Youth Soccer Association shall require the vote of twothirds (2/3) majority of the Board of Directors. Any officer, District Commissioners and Members at Large may be removed for excessive absences from regular scheduled meetings. Two consecutive, unexcused board meeting absence or a total of four per year will be grounds for removal from the board. This action does not go to the Judicial Committee but directly to the Board of Directors. Such person will be notified by certified mail. The board will fill the vacancy within 60 days of the declaration of the vacancy. Correspondences No board member or staff, with the exception of the President or Executive Director, may write any letters using letterhead or implying it is on behalf of the Board of Directors, without the express permission of the Board or Executive Director. A copy of all correspondences will be sent to the state office for the records. Contracts No Board member or staff may negotiate and enter in to contracts on behalf of the unless specifically agreed upon by job description or appointment of the board. Code of Ethics At all times board members and staff must maintain a decorum that positively represents and reflects Alaska Youth Soccer and our mission statement. It is improper to use ones position as an Board member or officer to intimidate or persuade others to your point of view. All Board Members will sign an Alaska Youth Soccer Conflict of Interest form. Committees It will be the purpose of any standing committee appointed by the Board of Directors to assist the Board of Directors to govern more efficiently. A board committee is not designed to do staff work. Committees will be used to investigate, deliberate and analyze special issues on behalf the board. Any committee established by the board 8

9 would have only the powers specifically delegated to it by the board. Functions of each committee will be in writing as part of board policy or recorded in the minutes of the meeting at which the committee was established. Committees are a subsidiary of the board and will be expected to report their work to the full board on a regular basis. Each committee will be expected to make recommendations to the board for action, such recommendations to be made by a member of the committee in the form of a motion at a full board meeting. The board will annually review the work of each committee and determine which committee(s) will be reappointed and which committee(s) will be abandoned as no longer necessary. The President will appoint and the Board of Directors approves the chairperson of the committee. The Treasurer will Chair the Budget/Finance Committee and the President Chair the Executive Committee. The Executive Committee will be made up of the officers of the board of directors (President, VP, Treasurer, Secretary) and whomever the President appoints. The budget committee will be made up of the Executive Committee and District Commissioners. Board members will be polled as to their committee preference and it is recommended that each board member serve on at least two committees. Non-board members may also be appointed as a committee member. The President will be an ex-officio member of all committees, but will only vote on the committee to which he/she is assigned. The Executive Director will be a nonvoting member of all committees, but should be involved in all committee discussions. Duties of Committee Members Duties of the members of individual board committees will vary, but certain basic committee responsibilities remain the same for all committees. Those responsibilities include: Attend all meetings of the committee Prepare for committee meetings by studying the agenda and researching issues to be discussed at committee meetings Actively participate in discussions at committee meetings Follow through promptly on any assignments for the committee Support committee recommendations before the full board Open and Closed committee meetings will follow the same guidelines as open and closed board meetings Guidelines for the Committee Chair The committee chair will be expected to lead the committee just as the board president is expected to lead the board. The committee chair is accountable for ensuring the productivity of the committee by: Planning the agenda for the committee meetings Ensuring that all members of the committee are notified of committee meetings Convening committee meetings and keeping on track Appointing a member of the committee to keep written record of the committee actions Encouraging the committee to take action on the issues discussed by the committee Ensuring that reports and recommendations for the action from the committee are presented to the full board. Leading the committee to evaluate its operations. 9

10 Budget Committee The Budget Committee will be the Executive Board and District Commissioners and chaired by the Treasurer. The budget process will begin in May with Program Chairs submitting their annual budget request to the Executive Director. These budgets will be reviewed with the Executive Director, Treasurer and Program Chair. In June, the proposed budget will be submitted to the committee for review and changes as appropriate. The budget committee will submit final budget to board at the annual planning meeting for full board approval Tournament Direction (State Cup) The Tournament Direction Committee will consist of the SYRA and a representative from each of the five districts appointed by the President at the annual planning meeting. The State Cup Chair will chair the committee. The committee will review and make recommendations of the State Cup policy and Rules and Regulations governing the State Cup. Protest and Appeals The Protest and Appeal Committee will consist of a representative from all districts and any other interested board member. The President will appoint a chairperson. This is a standing committee that will have members appointed as needed. This committee reviews all disciplinary actions from clubs and teams that have advanced to the state level in the appeals process. The committee will assure appeal has merit and proper procedure was followed on the club level. This committee will make recommendation to the board if further action is required or has the authority to uphold the original decision. This committee is separate and different from the State Cup Protest and Appeals Committee. Protest and Appeals Committee-State Cup The State Cup Chairperson under the guidelines of the State Cup Committee recommendations and policies will form this committee. Judicial/Disciplinary Committee The Judicial Committee shall administer all disciplinary action taken on behalf of and will recommend corrective penalties. This is a standing committee that has members appointed as needed by the President. The committee can review and recommend actions against board members, referees, coaches or players. All actions must be made within the timeline of the Disciplinary Guidelines set forth by the policy and By-laws. The Judicial Committee authority is specifically excluded from participation in specific actions of the Protest and Appeals Committee. Nomination This Nomination Committee shall consist of members appointed by the President at the annual planning meeting and chaired by the Vice President. This committee will accept nominations for the upcoming AGM elections. This committee will be responsible for collecting nominees bios and distributing them to the board in accordance with the By-laws for AGM elections. In the event an executive board position comes vacant before the tenure ends, the nominating committee 10

11 will assist the President in appointing an acting replacement until the appropriate elections can be held. Olympic Development Program (ODP) Committee The Olympic Development Program (ODP) Committee will be appointed at the annual planning meeting. This committee will consist of interested board members and others recommended by the State Director of Coaching and ODP Administrator. A chair will be selected from the committee members. The committee will make policy and recommendations for the Alaska ODP program. These policies are subject to Board approval. Coaching Committee The President appoints this committee as needed. The committee will work with the Director of Coaching (DOC) for policy and recommendations of the programs that are the responsibility of the Director of Coaching (DOC). The committee will assist and advise the DOC on budget and financial matters. This committee will conduct and annual evaluation of the DOC. The committee is responsible for decisions and recommendations regarding the DOC. The Coaching Committee can make coaching policy recommendations to the Board. In the event there is not a DOC, the coaching committee will work with the Executive Director and Member Services Coordinator and the State Coaching Pool Staff. Executive Committee The Executive Committee has the authority to act on behalf of the board between board meetings. This committee has the authority to discuss matters of a sensitive nature, before presenting these matters to the board. This committee shall include but not be limited to; the President, Vice-President, Secretary, Treasurer and Executive Director. The President may appoint other members to serve on this committee. All actions and decisions by the Executive Committee are subject to review and approval or rejection by the Voting Members at the next scheduled Board of Directors meeting or AGM. 11

12 Executive Director Responsibility and Functions In the conduct of the ongoing business of, the Executive Director is responsible for all business operations, including management of the assets of, hiring, training and promotion; and for establishing and maintaining the business organization and structure to efficiently conduct the management functions of. The Executive Director plans for and administers a program providing service in accordance with s stated purpose and in such a manner that optimum results are achieved in relation to the resources of the agency and operates under the general direction of the board of directors. Executive communication/counsel to the board The Executive Director will provide information and counsel to the board. Accordingly, he/she will: Make the board aware of special events, relevant trends, material external and internal changes and the assumptions upon which any board policy has previously been established. Submit required monitoring data in a timely, accurate and understandable fashion, directly addressing provisions of the board policies being monitored Marshal as many staff and external points of view, issues and options as needed for fully informed board choices. Present information in a form that is understandable and of reasonable length Delegation to the Executive Director The board s job is generally confined to establishing topmost policies, leaving implementation of the board policy to the Executive Director. All board authority delegated to staff is delegated through the Executive Director. The Executive Director is authorized to establish all further policies, make all decisions, take all actions and develop all activities, which are true to the board s policies. The board will respect the Executive Director s choices so long as the delegation continues. This does not prevent the board from obtaining information about activities in the delegated areas. The Executive Director reports directly the President of the Board. No individual board member, officer or committee has any authority over the Executive Director. Such parties may request information. However, if such request in the Executive Director s judgment requires a material or unreasonable amount of time, it may be refused. Acting with the authority granted above, the Executive Director may not perform, allow or cause to be performed any act which is unlawful, insufficient to meet commonly 12

13 accepted business and professional ethics for the prudent person test, in violation of funding source requirements or regulatory bodies, or contrary to explicit board constraints on executive authority. Duties of the Executive Director The Executive Director shall organize and coordinate all procedures for Alaska Youth Soccer Association player registrations including player registrations, team affiliation, league affiliation, and insurance records. The Executive Director shall keep complete and accurate documentation of all player registration that shall be deemed a part of the official records of this corporation. He/she shall receive all player insurance claims from the districts and deal directly with the insurance carrier in the processing of all claims. The Executive Director shall also be a member of the state tournament committee and handle all travel papers and handle requests to host tournaments and all clinics. The Executive Director shall submit to the Secretary to be kept in the official records of this corporation, a true and correct copy of all documentation relating to the activities of the director of registration. The Executive Director may appoint an assistant registrar in each district to act under his or her supervision. The Executive Director shall be responsible for the following statewide communications: o Newsletter edits, publish, and mail. May appoint or hire an Editor as needed. This Editor will answer directly to the Executive Director, o Teleconferences and meetings arrange dates and times for attendees o Membership - available via phone, fax, , web site updates o Mail receipt and disbursement o Education available for coaches, managers, parents, players throughout year o Calendar o State Coach Liaison (coaching license certificate tracking, mailing of certificates, etc.) The Executive Director shall be responsible for the following accounting procedures: o Work in conjunction with Treasurer to keep and maintain adequate and correct accounts of the properties and business transactions of the corporation and make receipts and check vouchers available to board members. The books or accounts shall be at all reasonable times open to inspection by any Director. o Work in conjunction with the Treasurer to deposit all monies and the Board of Directors may designate other valuables with such depositories. o Work in conjunction with the Treasurer to disburse the funds of the corporation. o Work in conjunction with the Treasurer to ensure that the preparation of any and all papers pursuant to the Articles of Incorporation and tax exemption status of the ASYSA are completed. 13

14 o Work in conjunction with the Treasurer and/or bookkeeper to prepare submissions for audits, maintenance of non-profit status, and general bookkeeping maintenance. o Work with the Treasurer and Program Chairs on an annual budget. The Executive Director shall be responsible for the following office management duties including but not limited to: o Ordering office supplies and program materials as needed by members o Upkeep and maintenance of equipment o Maintaining files o The day to day decisions concerning procedures and policies Supervise and organize all Olympic Development Program administrators Develop and recommend to the board of directors, specific written, long and short range plans for development of programs and services. Shall act as State Registrar or appoint a State Registrar Appoint volunteer personnel as needed Manage volunteer staff activities. In the area of public relations, the Executive Director interprets the function of to the community by assisting the board, through direct involvement and through public relations program, including personal contact, description program literature and the media. Hire with board approval personnel as needed Will make available at the AGM all correspondences sent from the office. The Executive Director will attend board meetings. The Executive Director will be responsible for arranging credentialing of teams for the Alaska State Cup. The Executive Director will serve as a non-voting member on all ASYA committees. Executive Director s Tenure and Contract The Executive Director will enter into a contract with Board of Director to be negotiated through the President and Executive Committee. It may be renegotiated at the end of the contract period upon mutual agreement. 14

15 Director of Coaching Responsibility and Functions The State Director of Coaching will work to give the Alaska Youth Soccer players the opportunity necessary to improve as players and take their skills to the next level of achievement. Give direction and vision that will achieve the organization philosophy, mission, and strategy for advancing coaching education throughout the state. These duties include but are not limited to: Provide a minimum of one USSF license clinic (E &D) to the five districts. Work with Director of Recreational Coaching and existing National Youth License Coaches in providing Y-License Modules in each of the five Districts. Work with clubs in developing a coaching manual with the focus on recreational players. This manual addresses the clubs needs in both player development and organization. Work within the frame works of budget. Attend all Board meetings and present monthly report to the Board. Develop a state-wide coaching staff that will work to meet needs in the five districts. This includes but is not limited to: the recruitment and identification of coaches from across the state. Keep accurate records of these coaches. Contact coaches of State Cup Championship teams and set up schedule to work and talk to both players and coaches in order for the teams to advance and show improvement for the Far West Regional. Recruit and identify coaches from across the state. Keep accurate records of these coaches. Encourages the involvement of coaches Develop an effective tryout program that encourages the top players from across the state to attend. Develop an ODP staff that is a good representation for at the district, state and regional level Develop a program that takes into consideration the travel distance of players and coaches from the five districts. Properly prepare players for the ODP camp experience. Serve on the committees as indicated by the board that directly affect the DOC and programs. Authority and Direction of Director of Coaching The Director of Coaching has the authority granted by the board to establish and execute appropriate coach/player programs. These programs will be within the guidelines established by the board, committee recommendations and the Executive Director. The DOC reports directly to the President. The President may give authority to the Coaching Committee to directly supervise the actions and decisions of the DOC. The 15

16 DOC will work directly with the Executive Director to assure that all programs meet budget and policy guidelines. The Executive Director has the authority to deny expenses that are not a budget line item. The Executive Director has the authority to inform the coaching committee of any policy violations or failure of DOC to perform duties as prescribed. No individual board member, officer or committee member may assume authority over the Director of Coaching. Such parties may request information. These parties may also request appropriate clinics in their area. However, if such request in the Director of Coaching s judgment requires a material or unreasonable amount of time, it may be refused. Such request may be reviewed buy the Coaching Committee. Director of Coaching Tenure and Contract The Director of Coaching will enter into a contract with Board of Director to be negotiated through the President and Coaching Committee. It may be renegotiated at the end of the contract period upon mutual agreement. The Coaching Committee will conduct an annual evaluation of the Director of Coaching. In the event there is not a State Director of Coaching the Duties may be re-assigned or hire of individuals who will have specific job titles and job descriptions. These individuals will work under the direction of the Executive Director and Coaching Committee. 16

17 Protocol for Board Meetings Alaska Youth Soccer has 2 face to face meetings per year, the Fall Planning meeting and the Spring AGM. The Alaska Youth Soccer Board also holds several teleconference board meetings throughout the year. For the planning meeting and teleconference board meetings the agenda will vary, but The base outline will be: A. Roll Call B. Assignment of roles (time keeper, procedure manager) C. Approval Minutes D. Visitor Introductions and Comments (may be timed, suggested is 5 minutes per visitor) E. Committee Reports if Needed F. New Business G. Old Business H. Board Development I. Parking Lot Items (review issues that may have come to light during meeting) J. Good of the Game K. Adjournment Time-keeper: If the president deems it necessary a time keeper will be assigned to make sure agenda items stay within the time limits established. President will establish time limits based on the number of items on agenda. Procedure Manager: President will assign someone during meeting who will keep the discussion items on track. Any other issues that come up will be assigned to the Parking Lot portion of the agenda and the procedure manager will keep track of these items assigned to the Parking Lot. Parking Lot: In meetings, keeping a list we call the "parking lot" is a fairly standard practice. As the discussion unfolds, we "park" there any items that arise that aren't on the agenda, but which we believe could be important someday soon. The AGM agenda is set by the Alaska Youth Soccer constitution bylaws: The order of business at the Annual General Meeting shall be as follows: A. Call to order B. Roll call C. Credential report D. Introduction of guests (comments can be made at this time and may be limited) E. Acceptance of the Minutes of the previous Annual General Meeting. F. Correspondence G. Reports: 1. President 2. Vice-President 3. Treasurer 4. Secretary 5. Registrar 6. District Commissioners 7. State Youth Referee Administrator 8. Director of Coaching 9. Committees H. Unfinished business I. Proposals for change of Constitution, By-Laws and/or General Procedures and Specific Rules. J. Election of Officers K. Appointment of Executive Committee L. New Business M. Good of the Game O. Adjournment 17

18 President will set agenda. During discussions board members should keep topics on task and relevant. Items requiring a vote should have a motion made and seconded in order to open discussion. If no 2 nd is made, the motion dies dues to lack of 2 nd and there is no further discussion of item. Items not needed for motion or 2 nd because a vote is not needed, the president may open the floor for discussions or questions. Examples would be discussion of reports or staff updates. The president on any agenda item may place a time limit on the item or on time limit on speakers. This will be announced prior and the President will assign a time keeper. Teleconference Meeting Protocol: Call in on time Be in a quiet place Remind your family and friends you are in a meeting and treat it like a meeting Keep in mind: If you are outside we hear the wind blowing in the phone, cars going by and spectators yelling etc. If you are cooking we hear pots banging, glasses and dishes clinking and water running If you are watching TV, we hear your program even if you think it is turned down low Meeting Protocol: Be on time Do not have individual discussions during main discussions Quietly come in and leave if necessary Do not change the subject during the discussion Pay attention Board members may allow a visitor to take their place for a discussion item, if the president recognizes it. If this happens the board member then gives up their seat for either the remainder of the discussion or just for one comment. During this time the board member that has given up their seat may not comment. Proxy: If a board member cannot be present they may give their proxy to either another board member or someone of their choice. This proxy can be ed to the state office and then the Executive Director will send to secretary or may be sent directly to the secretary. This proxy must be a member in good standing and follow all rules and guidelines set in meeting protocol guidelines. Executive Sessions: An executive session will be held within the otherwise public meeting in which minutes are not taken, outsiders are not present, and the contents of the discussion are treated as confidential. Due to the topic matters, executive session will be used to protect the legal or negotiating position of the entity or to prevent personal disparagement of individuals or groups in public. Parking Lot Ideas and Guidelines: Encourage self-parking Encourage meeting attendees to self-park. That is, if a contributor knows in advance that a contribution will be parked, why not add it to the parking lot after the meeting? Although there is some value in announcing the contribution during the meeting, the time lost doing so is also valuable. Review at meeting's end A very brief end-of-meeting review of the parking lot should assign to each item someone from leadership to "own" it and follow it to resolution. Follow up Every item from the parking lot should make a later appearance as a part of a future agenda item, or on the next edition of the parking lot resolution list, or on the cumulative parking-lot-awaiting-resolution list. Nothing should disappear into the void. Each item's owner is responsible for tracking it. Maintain a parking lot history Compile all parking lots, and examine them for patterns. Are some kinds of items repeatedly parked? If so, perhaps these are issues that need attention, or perhaps some people are preventing them from getting attention. Track the context 18

19 Track the contexts in which parking lot items appear. A high incidence of parked items might indicate that the group hasn't been proactive in that topic area the issues involved are "running ahead" of the group. 19