Official Notice to WCSA Voting Members To: All Voting Members of (A voting member is defined as any of the following: Any person who is a Coach, Director, Commissioner, Board Member or Officer.) Date: Saturday, August 5, 2017 Begin Time: Location: 8:00AM (Registration begins at 7:45AM) Church of the City 828 Murfreesboro Road Franklin, TN 37064 WCSA will be holding both its Annual Meeting (AM) for voting members and 2017 Fall Coaches Meeting (for all new and returning coaches) on Saturday, August 5, 2017. Please plan to attend. The Fall Coaches Meeting will begin immediately following the Annual Meeting. Agendas for both meetings are provided below. Annual Meeting Agenda Welcome Call to Order Establish Quorum Approval (see note below regarding Proxies) of the minutes of the last AM Vote on By-Laws changes Listed Below and in Appendix A Election of Officers (see note below regarding Proxies): Open nominations from the floor are accepted. 2- minute presentation by (or for) each candidate, followed by no more than 6 minutes discussion from the floor may be conducted. The Board of Directors positions which are up for election, the person currently holding that position and the current nominees for each position are shown below: ADJOURN President Sitting: Todd Seifferth Current Nominees: Todd Seifferth Secretary/Treasurer Sitting: Jason Darby Current Nominees: Jason Darby VP of Play - Boys Sitting: Open Current Nominees: Jamie Schuer VP of Officials Sitting: Jose Dirube Current nominees: Jose Dirube Vice President of Uniforms & Registrations Sitting: Stacy Zepeda Current Nominees: Stacy Zepeda
Important information for AM PROXIES You may appoint a Proxy to vote for you in the following manner: Every voting member in good standing shall have one vote. Voting by proxy shall be permitted only if the proxy is given by a coach to an assistant coach or parent of a player on said coach s team or to their respective commissioner; board members to any other board member; commissioners to their Vice President of Play; Directors to their respective Vice President, and the proxy must be presented to the Secretary/Treasurer in writing prior to the start of the meeting. Below is an official proxy form. BY LAWS CHANGES The following change to the WCSA By-Laws is being proposed and requires a majority vote of AGM to be adopted: Proposed By-Law Changes The following four Bylaw changes are being submitted: Judiciary Council means the following persons who shall act pursuant to Article VII: Executive Vice President (who shall chair the Judiciary Council), the Vice President of Play-Boys, the Vice President of Play- Girls, the Vice President of Officials, and the Vice President of Select Teams and Personnel Coach and Player Development. Executive Vice President. The Executive Vice President (EVP) shall assume the duties of the President in the President s absence. The EVP shall serve as chairman of the Annual Scholarship Committee and the Judiciary Committee. The EVP shall with Board approval employ all employees of WCSA. The Secretary/Treasurer shall pay all expenditures approved by the Board; provided however that all checks approved by the Board for payment of obligations exceeding $2000 shall be signed by the Secretary/Treasurer and President and/or Executive Vice President and/or the Executive Director and shall require two (2) of the three (3) to sign for authorized payment. The VPOF shall in conjunction with the VP s of Play and VPST VPCP, schedule all field use at the main WCSA complex. PAGE 2
OFFICIAL PROXY Annual Meeting of Voting Members SATURDAY AUGUST 5 TH, 2017 The WCSA general membership meeting is scheduled for Saturday, August 5 th at 8:00am, with registration beginning at 7:45am. The meeting will be held at The Church of the City, 828 Murfreesboro Rd, Franklin, 37064. At this meeting, there will be election of officers as designated in our bylaws and vote on bylaw changes. It is important to have enough voting members present to form a quorum. Coaches who are unable to attend may send an assistant coach or a parent from their team to the meeting with their signed voting proxy. Coaches may also assign their proxy to their commissioner. Signed proxies may be faxed or scanned to the WCSA office at 615-791-7695 or director@williamsoncountysoccer.com. All faxed or scanned proxies must be received by 3:00pm on Friday, August 4 th, 2017 to be counted for the meeting. If you cannot attend please give your proxy to someone so that your vote may count. Proxies must be presented to the Secretary/Treasurer prior to the start of the meeting. Proxies may be given in writing as outlined below: 1. Coach: in writing to an assistant coach or parent of a player on such coach s team or to their respective commissioner. 2. Board member: in writing to any other board member 3. Commissioner: in writing to their respective Vice President of Play, Directors to their respective Vice President. NAME: TEAM: COACH: AGE GROUP: I AM GIVING MY PROXY TO: WHO IS (CIRCLE AND ENTER NAME): Coach: to my Asst. Coach, Players Parent or Commissioner: Commissioner: to my Vice President of Play: Board Member: to another board member: AND THEREFORE, QUALIFIED TO REPRESENT ME OR OUR TEAM: Signature of person assigning proxy PAGE 3
Coaches Meeting Agenda The coaches meeting will immediately follow the AM adjournment. We will update coaches and assistant coaches on key information they will need to begin the season. Key Dates o Opening Day Saturday, August 26 th, 2017 o Off (Labor Day) Saturday, September 2 nd, 2017 o Picture Day Saturday, September 9 th, 2017 o Off (TSC Tournament) Saturday, September 16 th, 2017 o Off (Fall Break) October 14 th, 2017 o League Play Ends (weather permitting) Saturday, November 4 th, 2017 o Championship Night (U9-U19 ONLY) (weather permitting) Mon. & Tues. - November 6 th & 7 th Rosters - Contact Parents Immediately Practices o 2 times a week until the season starts, then 1 time a week. o Field Lottery (Freedom Intermediate, Poplar Grove, WCPR Center off Hillsboro, Cheek Park, Downs Blvd Complex, WCSA/Thompson s Station Fields not Thompson s Station Park), requests due. o Consult www.williamsoncountysoccer.com > Coaches > Practice Field Lottery Information to apply. There are sheets in the room on this. o Insurance Certificates, get from MKA Uniform Compliance, Jewelry and Earrings Restriction Divisions Scores: U9-U19, report your scores to the office. Call or email. Include your age group, team names (not colors), and the score. Both coaches do it. Coach s kits are available for U12 and younger. Rule Changes and Reminders o Offside rule U9-U19 o Heading policy - U12 and younger. Should referee judge player deliberately heading the ball, it is an indirect free kick to the other team at the spot of the foul. o Kickoffs - no need for the ball to go forward on a kickoff. Age Verification Roster Verification Background Check must be done every soccer year, so everyone needs to do this again. Go to www.williamsoncountysoccer.com > Coaches > Background Check Policy and follow the instructions. There is a handout on how to do this. Concussion Policy & Coach Required Training. Must be done every soccer year, so everyone needs to do this again. Go to www.williamsoncountysoccer.com > Coaches > Concussion Training. You must print the Certificate indicating completion of the course and turn it in (fax, photo, mail, hand deliver) to the office so we can have a record. Issue Management: If you have a problem or confrontation, call the office ASAP. Put this in your phone right now 615.791.0590. PAGE 4
Weather Policy o Lightning -- we follow SEC rules. Communicated via Facebook, Twitter @WCSAInfo, Rained-Out (see website to sign up), and on our WCSA site. Shelter in your car. Wait for info communicated by social media. Do not shelter under a pavilion. o Heat Policy -- gone away from the heat index, a measure of the shade. We play in the sun, we will use WBGT. Field Updates Wrap up any other critical items not covered Meet Your Commissioner ADJOURN Sincerely, Todd Seifferth President, WCSA PAGE 5
COACHES CODE OF CONDUCT Coaching a youth soccer team offers a unique opportunity to help children build self-discipline, a positive attitude and self-esteem as they develop soccer skills and learn the value of teamwork and a love of the game. Please observe the Coach s Code of Conduct in order to keep soccer a rewarding experience for all players, parents, coaches and league officials. I will: Place the well-being and enjoyment of the players above everything, including winning. Abide by WCSA rules and rulings, as well as FIFA rules, and promote fair play and high standards of behavior, adhering to the spirit as well as the law of the game. Teach age-appropriate skills as recommended by WCSA s Director of Coaching during practice sessions. Explain to all parents and players what is expected of them and what they can expect of me in order to promote the success of the team. Refrain from over-coaching on game day: allow the game to teach the players, and give them the opportunity to make their own decisions and learn from their mistakes. Allow each player on the team the opportunity to play 50% of each game. Always show respect to all participants in every game, including referees, opposing coaches, parents, spectators and club officials. Make every effort not to run up the score in any game, instead using the opportunity to encourage players to work on individual skills and demonstrate excellent sportsmanship. I understand that participating in any of the following actions is prohibited and may lead to disciplinary action, up to and including, but not limited to, suspension, dismissal as a coach and expulsion from the WCSA fields: o Allowing unrostered players to participate in practices or games with the team. Recruiting players from other teams. o Belligerence, bullying, or any other offensive, insulting or abusive behavior towards any player, referee, team or club official or other spectator at the fields. I acknowledge that as Coach (or Assistant Coach) I am the team leader: I am responsible for the actions of my players and their parents on the field, and need to demonstrate true sportsmanship and respectful conduct at all times (on and off the field) in order to lead by example. PAGE 6