: Policies & Procedures

SECTION I MEMBERSHIP

Article I: Membership on the Westminster Area Recreation Council (WARC) requires:

• A monthly program report
• Payment of $1.00 per registrant per year
• A yearly financial report
• Attendance at 5 of the 10 yearly meetings

Article III: Member in good standing shall be defined as any parent, volunteer or participant in the WSA, who is currently active during the past year in the WSA and who has not been the subject of any sanctions or disciplinary actions by either the WSA or WARC, which resulted in their suspension or removal from the league.

Article IV: A member may be removed from either the Board of Directors, or the General Membership based on any conduct deemed inappropriate by the Board of Directors. A majority vote shall determine.

SECTION II BOARD of DIRECTORS

EXECUTIVE BOARD MEMBERS

Article I: The President will oversee the general operation of the association and perform or assign duties to fulfill the functions of the WSA. It is his/her responsibility to assure that each integral part of the WSA is performing his/her duties as necessary to keep the association functioning.

Article II: The Vice President will perform assigned duties as so directed by the President or WSA Board of Directors. Shall in the absence of the President conduct WSA business accordingly.

Article III: The Treasurer shall maintain all financial records and reports in keeping with established WSA and WARC policy. Will disburse funds and payments in a timely a manner as to keep the WSA in good standing with its vendors and creditors. The treasurer will submit a monthly report at WSA Board meetings, at the yearly parents meeting and at any time so directed to do so by the WSA Board of Directors. A yearly report will be forwarded to the WARC.

Article IV: The Secretary will be responsible for keeping a written transcript of both the WSA Board and General Membership meetings. A copy of any general meeting transcripts will be placed onto the WSA website as to update participants on the business of the WSA.  A copy of these transcripts shall be forwarded monthly to the WARC.       

Article V: The WSA Board will have at-large members (limited to nine 9) who will attend monthly meetings and perform duties and responsibilities as so assigned by the Executive Members and/or Board. Must be a member in good standing as defined in Article III, Membership Section I.  

SECTION III ELECTIONS

Article I: The WSA shall establish a yearly general membership meeting in November for the purposes of conducting WSA business, to hold elections of the WSA Board and to establish volunteers for the upcoming year.

Article II: The four (4) Executive Board members shall be elected by a popular vote of the general membership, in attendance at the meeting. An Executive Board Member must have at least one (1) year of membership on the current WSA Board of Directors and must be considered a member in good standing with the Association (WSA).

At large members shall be elected by a popular vote of the general membership, in attendance at the meeting. An At-Large Member must be a member in good standing with the Association (WSA). 

SECTION IV BY-LAWS AND PROCEDURES

Article I: The WSA will hold a monthly membership meeting at a time and place as so decided by the WSA Board of Directors. This meeting shall be posted and advertised as to encourage attendance by those wishing to participate with the WSA.

Article II: All meetings will be conducted in accordance with Robert’s Rules of Order.

Article III: Any member in good standing may introduce an idea, or article for consideration to be accepted as a by-law of the WSA policies.

Article IV: The Board of Directors of the WSA shall, by majority vote approve to disapprove changes to policy and by-laws. 

Article V: Players on an in-house team will not participate on a High School, Travel, or Club team. Immediate removal from the in-house team will result if said player is found in violation of this Article. Teams playing in the WSA in-house league from other programs will abide by all policies and restriction of the WSA, particularly those involving adherence to age and grade group requirements. See Local Rules for more information.

Article VI: Players in the in-house recreational competitive grade groups (3-4, 5-6 and 7-8-9) shall, beginning with the 2005 fall season be place on teams based on a blind draft. Consideration will be made to balance teams based upon age and gender. Each coach will be permitted their own son/daughter and the sons/daughters of up to two assistant coaches. Once teams have been selected teams may elect to trade players based upon the need for carpooling or other exigent circumstances on a case-by-case situation and only then based upon the approval of the respective grade group coordinator.

 SECTION V VOLUNTEER POSITIONS

Article I: All volunteers shall complete and submit to the WSA any and all paperwork as required by the WARC.

Article II: Selection and removal of volunteers will be at the discretion of the WSA Board of Directors. The WSA has established an evaluation process for respective coaches. At the completion of each season the WSA Board of Directors shall review said evaluations and at their sole discretion utilize these evaluations and other information in determining whether coaches shall be offered continuation in this position.   

Equipment Manager:

• Projects the quantities of equipment that will be needed for each season.
• Determines the cost of equipment and prepares a budget for the review and approval of the Board.
• Purchases equipment with approval from the Board and arranges for its delivery
• Maintains the security and accessibility to the storage shed and concession stand.
• Maintains equipment in a satisfactory condition.
• Prepares coach’s equipment bags and arranges for delivery.
• Prepares and maintains receipts for any and all equipment assigned out by the WSA.
• Maintains and prepares referee equipment and supplies.
• Inventories equipment at the end of the season.
• Maintains and orders with Board approval all field maintenance and preparation supplies and equipment.

Volunteer Coordinator:

• Assist the Board in signing up or encouraging volunteers for the positions needed.
• Maintains a master list of all volunteers.
• Reviews, distributes, collects and submits to the WARC all volunteer registration forms.
• Awards/signs student service hour forms when applicable.

Sponsorship Coordinator:

• Eliminated in 2003

Rec. Council Representative:

• Eliminated in 2003 
• President or their designee will attend meeting(s) as established by WARC policy

Facilities Coordinator:

• In January forward all necessary paperwork to the Community Coordinator of the WARC, for any and all fields and facilities needed for that coming year.
• Obtains permits for all fields used by the WSA.
• Maintains a file of said permits.
• Reports to the Board any concerns, or issues involving permits, or field usage. 
• Procures meeting and registration locations.
• Maintains periodic checks with the Community Coordinator on all requests not received back in a timely manner.
• Is the WSA liaison with school principals on any problems or complaints concerning fields or facilities we use.

Publicity Manager:

• Prepares advertisements for local newspapers, or publications.
• Has advertisements approved by the Board prior to submission for publication, or posting.
• Prepares any billing and submits to the Treasurer for payment.
• Works with the WARC Community Coordinator for inclusion of WSA advertisements and announcements in school newsletters.
• Collects game summaries from the Grade Group Coordinators.
• Forwards game summaries or recaps to the Carroll County Times, or other publications as so approved by the Board, in a timely manner for publication.

Coaches Clinic Coordinator:

• Prepares a training session/clinic for all coaches prior to the start of the season.
• Notifies coaches and Grade Group Coordinators of training date(s) in a timely fashion.
• Obtains a facility for use with the assistance of the Facilities Coordinator.

Fundraising Coordinator:

• Coordinates all fundraising activities and events.
• Distributes fundraising materials to all coaches, or Grade Group Coordinators in a timely manner.
• Selects (with Board approval) a start and end date for all fundraising activities.
• Maintains an inventory of all fundraiser products.
• Collects all monies.  
• Turns over all monies to the Treasurer.
• Prepares and forwards all billings to the Treasurer, for timely payments.
• Maintains a complete written file on the progress and business of the activities.  
• Concession Stand Manager

The activities and functions of this position come under the Board, as the concessions is under contractual agreement with an outside vendor.  

Trophy Coordinator:

• Solicits several trophy manufacturers for pricing.
• Selects a manufacturer with Board approval.
• Presents to the Board various trophies or awards for selection.
• Purchases selected items based on information received by the Grade Group Coordinators.
• Distributes all trophies and/or awards to the respective Grade Group Coordinators in a timely manner.
• Works with the Facilities Coordinator to procure facilities for the end of year awards ceremony.
• Prepares all billing for submission to the Treasurer to assure timely payment.

Picture Coordinator:

• Selects, with Board approval a suitable photographer.
• Prepares a photo session/schedule for all teams.
• Distributes the schedule to all Grade Group Coordinators and the Website Coordinator.
• Works with the Facilities Coordinator to obtain a facility for photo day.
• Distributes photo packets to the Grade Group Coordinators.
• Coordinates the pick-up of completed photo packages.
• Assures that the packets are complete and notifies the photographer as to any discrepancies.
• Arranges packages for delivery to the respective teams.
• Works with the Grade Group Coordinators to assure timely delivery of the packets to teams and players.

Field Coordinator: 

• Works with the Equipment Manager to obtain the equipment necessary to prepare and maintain the fields.
• Establishes a field day at the start of the season.
• Works with the Volunteer Coordinator to obtain the necessary staff to complete field preparations.
• Prepares fields for use by placement of all flags, goal posts and painted lines as required by both F.I.F.A. and Local Policies. 
• Assures that all permanent goals are anchored.
• Maintains the lawn mower and makes sure that all fields are properly maintained.

Registration Coordinator:

• Maintains a database on all registrants.
• Attends all registrations at dates and places as announced.
• Provide necessary data to Grade Group Coordinators for team assignments.
• Collects rosters from the Grade Group Coordinators upon completion of the registration.
• Provides necessary data to Picture, Trophy and Uniform Coordinators as needed, or required.
• Provides data to the Board as so directed.

Referee Coordinator:

• Assigns referees and assistants to all in-house games.
• Provides copies of said assignments to Grade Group Coordinators prior to the start of each weekly game.
• Schedules a referee-training clinic prior to the start of the season.
• Notifies referees of certification classes.
• Handles complaints relating to officiating and reports them to the Board.
• Insures prompt and appropriate payment is made to the referees and officials.
• Reports to the Board issues involving any person removed or asked to leave the field.
• Provides copies of the F.I.F.A. and local rules to all officials.
• Notifies the Field Coordinator and Equipment Manager on issues pertaining to fields and/or equipment.
• Communications any problems involving coaches, players or parents to the respective Grade Group Coordinator.

Grade Group Coordinator:

• Act as a “League Commissioner” on matters related to their respective grade groups.
• Presents to the Board, for approval the names of candidates for coach and assistant coaches.
• Responsible for team/roster assignments.
• Forwards all rosters to coaches and the Board of Directors.
• Establishes a game schedule for their grade group.
• Provides a copy of game schedules to the Referee Coordinator, Field Coordinator, Photograph Coordinator, Website Coordinator and Board of Directors.
• Oversees team/league game reports for publicity, forwarding this information weekly to the Publicity Coordinator and Website Coordinator.
• Assists coaches as needed with their responsibilities.
• Coordinates field maintenance with the Field Coordinator.
• Works with the Equipment Manager to assure that all equipment is assigned out and returned in a timely manner.
• Reports to the Board on any violations of the WSA or WARC by-laws.   
• Reports to the Board for resolution any issue that cannot be immediately resolved at the Grade Group Coordinator Level.

Uniform Coordinator:

• Orders shirts and other uniform items for all in-house teams.
• Orders uniforms based on information supplied by both the Registration and Grade Group Coordinators.
• Works with the vendor to place orders in a timely and proficient manner.
• Distributes shirts to coaches.

Website Coordinator:

• Maintains WEB Site

Coaches and Assistant Coaches:

• Follows all rules and policies as outlined by the WSA Board of Directors.
• Follows all rules and policies established by both Carroll county and the WARC.
• Treats all players, parents and officials with respect and courtesy.
• Encourages fair play, positive attitudes and good sportsmanship between players, parents, and officials.
• Attends coach’s clinics and meetings as required.
• Hands out all WSA materials and correspondence in a timely manner.
• Must limit themselves to one team per grade group.