BUSINESS MANAGER GUIDELINES
Player/Cheer Application forms
               
·these must be in your possession at all times. They should be filed alphabetically, within age groups, players separate from cheerleaders. If the order changes after you receive your certified roster, move them to match the order on the certified roster.
·it is recommended that you keep these in a binder in plastic sheet protectors. All additional paperwork should be filed behind each application, such as physicals, report cards, etc., for later verification.
·the applications and certified rosters must be kept with you at all times. Make copies of your paperwork to leave with the head coach in the event you are not at practice. The original or a copied set MUST be with the team AT ALL TIMES.
·Players and cheerleaders may not practice or participate until they have a physical turned into you and a parent signature on the application. Other items that need to be complete by certification are: picture ID, proof of residence, proof of age, payment in full

Team Certification & Certified Roster

·August 28th is certification – the same day as the jog-a-thon. The exact time will be announced later. Teams will be given an order and must be ready when called. Only players certify at this time. Be familiar with the age/weight for your division. Players will be weighed in after the business manager’s book and paper work is checked. They are weighed in lightweight shorts only. If a player doesn’t make weight, they will automatically be placed on a team in the appropriate division for their age/weight by the president. If you have a player that is close to loosing a pound or two, they can wait for a late certification and weight in then

·When you get your team’s certified roster, be sure to check the names with your applications. If there is a discrepancy, be sure to notify someone IMMEDIATELY. If a player is not on the certified roster, THEY WILL NOT PLAY. You don’t know how many times a team shows up at the scales on game day and one of the kids isn’t on the roster and has to sit out. It makes for a very upset and unhappy young man and some very angry parents. BE SURE TO CHECK YOUR ROSTER!

·Players will be weighed in each game so if a player is close to the top or bottom end of the weight chart and he gains or looses weight as the season progresses, it is possible that they may be disqualified from playing in that game. Be on top of your weights and be sure the parents of those particular player know what the situation is before it arises.

Fundraising

Fundraising must be approved by the Board of Directors.

Team Assessment

·each team must raise $60 per player/cheerleader to turn into the association to help differ the expenses incurred each season. Registration fees do not cover player/cheer insurance, team insurance, paramedics, referees, park usage, school practice field usage, North Canyon field usage, rent, utilities, equipment purchases, repairs and replacement

Team Funds

·funds raised in excess of the team assessment belong to the team. Team accounts are closed at the end of each season and do not carry over from year to year. Some teams raise additional funds to purchase jerseys, helmet decals, sweatshirts, tee shirts, have pizza parties, and to have a team party at the end of the season. Trophies are provided by the association after uniform and equipment return at the end of the season.

·Be reasonable with fundraising; we all want our kids to have fun and look good out there, but we also don’t want to get carried away and start competitions on who gets more. We also don’t want to burn out our parents by nickel and dimming them to death during the season. Remember, they already paid $135 bucks to have their kids join!

Team Accounts

·teams cannot open or maintain their own accounts. All funds collected by teams are done so on behalf of the non-profit tax ID number and charter of the North Association of AZ Youth Football. All funds must be deposited with the association treasurer and will be deposited into the account of the North Association. Each team has their own ledger, which makes up the balance of the association account along with association funds and is maintained by the treasurer.

·ALL CHECKS MUST BE MADE PAYABLE TO the "NORTH ASSOCIATION". For your own protection and to reduce your personal liability, do not accept checks that are made payable to the coach or business manager or anyone else on the team. All funds need to be collected and deposited with the association and members will then be reimbursed by the association for expenses.

·If you have sponsors or receive donations to benefit your team, the funds will be deposited to the association account under your team’s ledger. All business managers will be furnished with a copy of a standard “thank you” letter that you’ll need to send to your sponsors so they will have the non-profit tax payer ID number as a reference for tax purposes.

Association Colors and Uniforms
        
·The colors of the North Association are Green, Purple, Black and Gold.

·Player Jerseys; game jersey will be furnished to the head coaches for distribution to players by the association. However, if the team plans to purchase their own jerseys, you must let the board in care of Steven Key, Equipment Director, know in advance.

Field use – practices

·be sure to pick up trash from your fields

·there are any where from 2 to 4 teams at each of the fields; lets share the facility and show courtesy to the other teams

·if your team is having a dinner or special activity, let the other teams on the field know and invite them to help out, let them know about dinner, etc., in advance so they can support your team and you can do the same for them. This way, everyone has a chance to have a fundraising activity without competing with one another

·snack tables, dinners, raffle tickets, etc. can only be done at your home field. If you are invited to scrimmage at another team's field, you cannot take your snack table with you. You can only fundraise on your home field.

Scrimmages

·only two are allowed and one is considered a practice. Read your rule books so you as well as your coaches are aware of what the minimum required practice hours are to scrimmage.

·You must submit, in writing, to the Board the date, time, location, and opponent of your planned scrimmages. If we don't know where your team is or that they are even out there, your players are not insured or under our protection and your activities will be deemed illegal.

·Also, if you plan to host a team to scrimmage at your practice field, be sure to let the other teams know. All 3 or 4 of you cannot decide to host a scrimmage on the same night due to increased people on the field, parking, parents, ROOM! Think these things through and be considerate of the other teams you share the field with.

No Cameras, No Pets, No Unauthorized Personnel on the fields

·CAMERAS, VIDEO CAMERA, OR ANY OTHER RECORDING DEVICES ARE NOT ALLOWED WITHIN THE CROWD CONTROL BARRIERS AT GAMES. This applies to home AND away games!

·LEAVE DOGS AND PETS AT HOME; most parks and definitely the schools we use do not allow pets on the fields so why should we think its okay to bring them to football?

·Only players, cheerleaders and staff WITH BADGES are allowed on the fields and inside the crowd control barriers at games. If a staff member forgets his/her badge THEY CAN’T GO ON THE FIELD. If a staff member has a badge and can go on the field IT DOESN’T MEAN THEY CAN HAVE A VIDEO CAMERA ON THE SIDELINES – read your rule books. Parents must stay behind the designated crowd control devices. Start telling them these rules early so they’re not surprised when the games start. We board members do not enjoy asking the parents to leave and don’t like being yelled at when they refuse to take their cameras up into the stands.

Game Scores

·all game scores MUST BE CALLED IN BY 9:00 AM ON SUNDAY MORNING, after Saturdays game. The person designated to call in the scores will then call the association’s scores into the Northwest Conference and prepare a Score List for everyone to pick up on Tuesday. After the score cards are distributed the web-site will be updated. If you don’t call your team’s score in, it will be recorded as a zero.

·if your team has a “bye” or a forfeit, let the designated person know so she can indicate this on the Score Card and we don’t think you just forgot to call a score in.

There are probably some items that we forgot to cover, but we’ll be sure to cover them as they arise! If you think of anything, don’t hesitate to ask. Hope everyone has a great season!