What do the Board members and Liaisons actually do?
Registrar - The Club Registrar manages the AdminSports registration system for all players PreK-8th grade, ensures all coaches are CORI checked, enters the team rosters with BAYS for Grade 3-8 teams and deals with all questions on enrollment process and fees. The registrar also manages the email system to our community through AdminSports.
Treasurer - This volunteer manages the Club bank accounts, pays our bills and ensures that our tax return and other filings are completed in a timely fashion. A quarterly internal audit check on expenses is carried out with the Treasurer and two rotating Board members, who view all expenses and the starting/ending bank balances.
BAYS coordinators - These two volunteer positions manage the process of forming teams for our Grade3-8 travel teams. This includes gathering and collating coach evaluation data, scheduling and running Spring evaluation sessions and, with the DOC, collating that blind evaluator data, scheduling and chairing placement meetings, selecting and recruiting coaching teams and working with the Registrar to ensure all coaches are CORI checked. The coordinators also help run the pre season Coaches KickOff meetings, with the co-Presidents. Also, when any head injuries occur, coaches send reports of the injury and also of the medical clearance to return to play to the coordinators.
Field coordinator - This volunteer is responsible for all matters pertaining to fields including liaising with the Towns Park & Rec, working with other youth sports organizations to minimize practice conflicts in Spring, allocating all DS teams practice slots, promptly updating the field section of the website if inclement weather closes fields and notifying the Club if new field equipment should be replaced and purchased.
Referee scheduler - Working in the BAYS referee assigning system, this volunteer assigns referees to all BAYS travel games in a way that maxmizes referee retention and minimizes any referee 'no-shows'. This person is also the point person for managing any Zero Tolerance infractions, be they by DS coaches, on DS fields or involving a DS referee.
PreK-Grade 2 coordinators - These volunteers use the registrations for PreK-Grade 2 and forms balanced teams for these programs, then assign or recruit coaches for these teams. Also, working with the DOC, these coordinators ensure there is appropriate coaching support for our volunteer coaches at these age groups and co-run the Coaches KickOff meeting for this age group before the season starts. Throughout the season, these coordiantors manage the communication with coaches and families for these age groups.
Equipment coordinator -
Liaise with current BAYS teams Gr3-8 uniform provider, TriValley Sports, at start of season to make sure enough uniforms are there for parents to buy (liaise with Registrar on registration numbers).
Start new initiative of 2 ‘nicer’ game balls per team, maybe personalized with DS Soccer logo ?
Communicate with PreK-Grade 2 coordinators and order uniforms for PreK-Grade 2 players from current provider, DTI Sports, to arrive (jerseys, socks, shorts) in time for PreK-Gr2 start of season.
Review uniform options annually.
Liaise with current equipment provider, DTI Sports and order to make sure enough cones, pinnies, ice packs, balls, coaching bags are available at time of Coaches Kick Off meeting (date decided by age group coordinators).
Ensure the Caryl building storage area that DS Soccer uses is kept tidy
Liaise with field coordinator, Chris Mayer, to make sure nets or goals or anchor bags or corner flags are in sufficient numbers.
Review options for a new online spirit wear/DS branded items store for DS Soccer Club.
Maintain inventory of CustomInk BAYS section winning T shirts so that all DS BAYS teams in that position can have them on that winning weekend.
Technology and Communication Coordinator -
Continuous review of technology options to maintain and improve cost effective club facilitation and efficiency.
Drive TeamSnap Pilot program
Collaborate with DS DOC to understand neighboring town’s use cases, research options and identify most efficient and cost effective software package
Identify automation options to leverage AdminSports file formats
Evaluate and propose best club wide deployment options across all DS teams
Develop roll-out plan and hands-on education
Present deployment plans and educate coaches at coaches’ meetings and remote
Ongoing learning offerings online via website and youtube
Continuous review and support for DS users
Collaborate with DS DOC and DS Webmaster to understand neighboring town’s website usage and adopt improvements where applicable
Go-to expert for any technology improvement