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Hillsborough AYSO Region 110

Structure

In an effort to maximize the effectiveness of our organization and minimize the time commitment of our volunteers, we have aligned our organization into six Working Groups.  These Working Groups are arranged across functional lines so volunteers in each Working Group can lend support for one another.  The six Working Groups are as follows:

Executive Working Group

Regional Commissioner
The Regional Commissioner shall have the responsibility and the authority to manage the day-to-day business of the Region as described in Article III of the Standard Regional Guidelines within the framework of the AYSO operating regulations and these Guidelines. The Regional Commissioner's responsibility and authority shall also include:

  • Filing on a timely basis the Regional Information Form with the National Support Center.
  • Reviewing on an annual basis the Regional Guidelines and other written Regional operating regulations.
  • Supervising the Regional Treasurer by periodically reviewing the Region's canceled checks and bank statements, reviewing each month the National Accounting Program (NAP) financial report, periodically reviewing internal financial control procedures, and taking other reasonable measures to assure that the Region's assets and expenses are being handled in a fiscally responsible manner.
  • Reporting to the Area Director and being responsible for the performance and growth of the Regional programs for the benefit of the players, the volunteers and their families.
  • Organizing, maintaining, supervising and coaching Regional volunteer staffs to assure adequate support and services to the Region, including the development of new volunteers for Regional position succession planning.
  • Acting as the official spokesperson for the Region with respect to publicity, internal development, cultural exchange, business systems, budgets, Regional operating regulations and other matters concerning AYSO programs within the Region.
  • Assisting the Regional Board in the planning and implementation of its policies and programs within the Region.
  • Overseeing dispute resolution within the Region pursuant to Article Nine of the Standard Regional Guidelines and AYSO operating regulations.
  • Presiding at all Regional Board meetings.
  • Keeping the Regional Board informed of actions and decisions on matters of importance.
  • Attending Area meetings, Section Meetings and caucuses, and the National Annual General Meeting.
  • Maintaining close liaison with the Area Director and the Section Director, and coordinating all extra-Regional activities through the Area Director.
  • Submitting a completed Regional Performance Program to the Area Director prior to December 1st of each calendar year.
  • Making such other decisions and taking actions as may be required to run the Region, within the limits of the Regional budget and the Standard Regional Guidelines.
  • Responsible with the Regional Coach Administrator for recruiting and selecting the Division Coordinators, who are responsible for managing the various player divisions.

Assistant Regional Commissioner
The Assistant Regional Commissioner, if any, shall perform such duties as may be delegated to the Assistant Regional Commissioner by the Regional Commissioner and, in his/her absence, shall perform the duties of the Regional Commissioner on behalf of the Region.
Skills needed for doing this job includes the ability to delegate, working well with a variety of people, good organizational talent, and ability to deal with rare conflicts.  The position has many rewards, including working with some great people, developing relationships with members of the community, and meeting other people interested in soccer from around the area.

Coaches

Chief Division Director & Coach Administrator
The Chief Division Director & Coach Administrator shall be responsible for the recruiting, training and supervising of all coaches in the Region.  The Chief Division Director & Coach Administrator shall require that each coach and assistant coach or other team player trainer complete a volunteer application form in accordance with the AYSO National Support Center's applicable policies and guidelines.

The Chief Division Director & Coach Administrator shall coordinate with the Regional Commissioner and the Coach Training Coordinator to arrange for coaching orientations, clinics and training programs at least once each season where needed and disseminate information when appropriate to assist the Region's coaches.

The Chief Division Director & Coach Administrator shall also be responsible for the implementation of the Region's Coaching Certification and Licensing Programs as may be required or recommended under the operating regulations.


Assistant Coach Administrator
The Assistant Coach Administrator shall be responsible for the assisting the Coach Administrator with recruiting, training and supervising of all coaches in the Region.  The Assistant Coach Administrator shall work closely with the Division Directors to ensure that coaching issues are resolved as quickly as possible.


Coach Training Coordinator
The Coach Training Coordinator shall implement, monitor, and maintain the AYSO Coach Training Program at the Regional level.  The Regional components are the U-6, U-8, U-10 and U-12 Coach Certification Training Courses.  The Coach Training Coordinator obtains the course guides from AYSO National Support Center or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach. The Coach Training Coordinator works together with the Area Director of Coach Instruction to meet the ongoing training needs of the local head coaches and assistant coaches.

This individual also works to address any training deficiencies, rules clarifications, coach performance issues or other actions required to maintain coach quality at the highest level possible throughout the season.


Housing Coordinator
The Housing Coordinator is responsible for organizing and managing the assignment of soccer coaches visiting from overseas to host families in the Hillsborough community during the Fall soccer season.


Winter League Director
The Winter League Director is responsible for organizing and managing the Region's Winter Program, including coach recruitment, referee recruitment/coordination, team formation, player registration and uniforms.  These duties may be shared with one or more other Winter volunteers as approved by the Board.


Division Directors
The Division Directors are responsible for the operation of their respective divisions.  They will recruit the coaches for their Division with the help of the Chief Division Director & Coach Administrator.  Division Directors for the U08 division will also work to assure that a sufficient number of parents have stepped up to referee and take the training course if they are not yet trained.  This is important because U08 games are refereed completely by parent volunteers from each team, and in certain cases, youth volunteers.

The Division Director also provides a line of communication between the Board of Directors and the coaches, referees and parents in their division.  The Division Director will receive the emails sent to the alias set up for their division.  They will also monitor the stats of the teams throughout the season to ensure that blowouts are kept to a minimum and that all of the coaches are handling their players fairly and evenly.  The Division Directors are responsible for getting player evaluations from the coaches at the end of the season.

The Division Director should not be a coach in the division they are coordinating.  They may however coordinate a division in which they have a child playing since team formation is not part of this job.  The skills needed include excellent organizational skills, familiarity with computers and spreadsheets, good communication skills and an ability to get parents to volunteer to coach and referee.

Players

Head Registrar
The Head Registrar shall be responsible for the planning and implementation of the annual registration of players, and coordinate such efforts with the Regional Commissioner, the Chief Division Director & Coach Administrator and the Referee Administrator.  The Head Registrar shall be responsible for the proper registration of each player and volunteer in the Region.  The Registration for Region 110 takes place primarily through eAYSO, an online application accessible directly or from the www.hillsboroughayso.org web site.

The Head Registrar organizes the Registration Day that is typically held in mid-April.  The Registration Day is designed to capture all relevant player and volunteer information including signed forms and checks for player registration.  The Head Registrar coordinates with the Treasurer to ensure proper record keeping of payments on the Registration Day.

The Registrar also checks the Post Office Box and distributes checks and bills to the Treasurer on a periodic basis once the checks that represent payments have been posted to the player's account.  Throughout the summer and into the last week before the season, some number of refund checks must also be processed.   The Registrar must keep a list of refunds and work with the Treasurer to ensure that these refunds are sent to the parents.


Assistant Registrar

The Assistant Registrar assists the Head Registrar with all general duties including communications with the parents, primarily by checking our email account for questions during the registration period and throughout the pre-season.  The Assistant Registrar shall also assist the Registrar as needed with posting payments into eAYSO or performing any other task that is needed.


Child and Volunteer Protection Advocate (CPVA)

The AYSO volunteer position of Child and Volunteer Protection Advocate is intended to oversee the child and volunteer protection program in the region in accordance with the AYSO Safe Haven program.  Specific duties and responsibilities include the following:

  • Support the AYSO National Safe Haven Program in both specifics and in spirit.
  • Support the Regional Commissioner in the promotion and implementation of the AYSO Safe Haven Program, including the three main elements of volunteer protection.
  • Be familiar with the Child Protection Act of 1993, the Volunteer Protection Act of 1997, the Good Samaritan Laws of the State of California, and that state's provisions for the reporting of child abuse and neglect.
  • Work with the Head Registrar to see that all volunteers complete, date, and sign the AYSO volunteer application form and its authorization to perform applicant screening, and be the screening liaison with the AYSO National Safe Haven Department.
  • Ensure all AYSO volunteers are duly registered in eAYSO.
  • Check references for all new coaches, referees, board members, team parents, and others who have direct supervision of players. Random reference checks for everyone else.
  • Be aware of AYSO's definitions of levels of risk; inform prospective volunteers that they are screened at a level appropriate to the level of risk, and maintain a copy of AYSO's screening policy.
  • Enforce AYSO protocols to protect privacy and privileged information.
  • Present to the Board of Directors a motion to accept the list of coaches, referees, and other volunteers each membership year at a Board meeting;
  • Ensure that the region keeps on hand the written position descriptions for each volunteer filling a regional position.
  • Serve as a resource and/or a facilitator to the region's members on the requirements for good faith reporting of abuse and molestation to law enforcement agencies and child welfare agencies.
  • Assist with the ongoing evaluation of volunteers.
  • Meet with the head coach of each team, either individually or in a group with the Chief Division Director & Coach Administrator, to review child protection and supervision responsibilities prior to each membership year.
  • Meet with the referees, either individually or in a group with the Referee Administrator, to review child protection and supervision responsibilities prior to each membership year.
  • See that the region's supervision ratio is enforced.
  • Promote the region's standards of behavior and conduct as laid out in the child and volunteer protection policies, procedures, and guidelines of the AYSO Safe Haven program.

Registration Day Coordinator
The Registration Day Coordinator shall be responsible for organizing and managing the registration events for our spring registration drive in coordination with the Head Registrar.


Safety Director

The Safety Director shall be responsible for administering the AYSO Soccer Accident Insurance (SAI) plan and liability insurance program for the Region.  The Safety Director shall also be responsible for obtaining liability insurance certificates for all facilities used by the Region.  The Safety Director shall make provisions for the posting of AYSO's SAI plan on the regional web site.  The Safety Director shall handle all reports of accidents and/or SAI claims for such programs.

The Safety Director shall also ensure the safety of all participants in the Region by ensuring that all field equipment, goalposts and fields are inspected periodically to ensure that they are in safe condition.  The Safety Director must also ensure that a reasonable number of first-aid kits are available at all playing sites, that all goalposts are properly anchored, that no goalposts have goal net hooks and that AYSO policies regarding blood borne diseases are disseminated to and observed by all participants.  The Safety Director shall also be responsible for advising Regional participants of approaching dangerous weather and other potentially unsafe conditions that may exist at the locations where games are played.

The Safety Director shall also disseminate and make available safety information to the Region's coaches, referees, participants and families from such sources as AYSO's 'Play It Safe' publication.

In case of an injury, the Safety Director will ensure each of the following:
  • Submit all pertinent information to the insurance company.
  • Make sure the injured player will not come back to play without a participation release form from the doctor.
  • Maintain supply of claim forms.
  • Provide information to parents regarding the proper way to file a claim form.

Referees

Referee Administrator
The Referee Administrator shall arrange for orientations, clinics and training programs for all referees and assistant referees in the Region at least annually, and shall coordinate his/her efforts with the Regional Commissioner and the Area Referee Administrator.

The Referee Administrator shall be responsible for the scheduling of referees and assistant referees in the Region, or delegate such task to another responsible volunteer or assistant and coordinate such efforts with the Region's scheduler of games.

The Referee Administrator will work with the Uniform / Equipment Director to coordinate the ordering of referee uniforms and supplies, usually in July and August.


Assistant Referee Administrator
The Assistant Referee Administrator assists the Referee Administrator with organizing referee teams, making sure training is attended by the new referees, scheduling referees or other related tasks as needed.


Referee Training Director
The Referee Training Director shall implement, monitor, and maintain the AYSO Referee Training Program at the Regional level.  The Regional components are the Regional Referee Course and the Assistant Referee Training Course.  The Referee Training Director obtains the course guides from AYSO National Support Center or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach.  The Referee Training Director works together with the Area Director of Referee Instruction to meet the ongoing training needs of the local referees, assistant referees and youth referees.

This individual also works to address any training deficiencies, rules clarifications, referee performance issues or other actions required to maintain referee quality at the highest level possible throughout the season.


Assistant Referee Training Director
The Assistant Referee Training Director assists the Referee Training Director with organizing referee training sessions and any other related tasks as needed.

Marketing & Communications

Secretary / Communications
The Secretary / Communications Director shall maintain the Region's books and records, and act as a primary point of communication to the community by distributing and receiving/directing email correspondence from the hillsboroughayso.org website.

Scheduling Director
The Scheduling Director creates the schedules for all age groups playing regional games.  Schedules should take into account a reasonable balance of game times, field usage, as well as home team – visiting team allocation.  The Scheduling Director should also make a reasonable accommodation for any Coach who is coaching two or more teams so as to minimize timing conflicts between games.  Schedules are built and finalized approximately 2 weeks before the first game, which is usually held the weekend after Labor Day weekend.  Schedules for practice field assignment are coordinated through each Division Director.


Scoring Director
The Scoring Director is responsible for ensuring that the coaches and referees have entered all of the game card data after each week's games.  The game card data is important to track the relative playing time of various players on each team, the number of goals being scored by players and teams as a whole and any misconduct taking place during games.

The Scoring Director also maintains the standings section of the Hillsborough AYSO website.  The Scoring Director works with the Regional Commissioner and the Division Director to track the scheduling and results of the Hillsborough Cup.


Website Director
The Website Director is responsible for maintaining ourweb site so that information is current and displayed in a fashion that can be easily navigated by our users.

Finance & Operations

Treasurer
The Treasurer shall have custody of all funds, securities, evidence of indebtedness and other valuable documents, and shall deposit funds and securities in the name and to the credit of the Region in a bank or depository.  The Treasurer shall keep in appropriate books an accurate account of all money received and paid out.

The Treasurer shall be responsible for complying with the National Accounting Program and all procedures specified in the AYSO Treasurer's Manual.  The Treasurer shall promptly, upon receipt, pay to the National Support Center the National portion of the registration fees of the Region before the first practice and first game of the season, and in any event no later than March 1st of each spring season and September 1st of each fall season.

The Treasurer shall give a report of the funds, receipts and disbursements of the Region annually or at such other times as requested by the Regional Commissioner or by the Board of Directors.  The Treasurer shall be responsible for timely approval by the Area Director and Section Director, and filing with the National Support Center the Regional Information Form, the annual budget, and such other information as may be required or requested from time to time by the AYSO National Support Center and for complying with the National Accounting Program.

The Treasurer will assist the Regional Commissioner in creating a budget for the operation of the Region by January 1st, and will monitor the monthly expenses with respect to the current budget, giving a report at each Board meeting.


Fields Director
The Fields Director is responsible for obtaining and maintaining the playing fields and ensuring that the fields are properly lined.  The Fields Director shall also assist the Safety Director in maintaining the playing fields in a safe condition and advising the Board and responsible organization (city or school district) on the status and conditions of the fields.


Uniform / Equipment Director
The Uniform / Equipment Director is responsible for keeping an inventory of all the uniforms the Region has, and ordering new uniforms, soccer balls and other equipment as needed before the season begins to make sure each team has enough uniforms.  During the preseason, it may be necessary to order special sizes depending upon the players on the team.  The Uniform / Equipment Coordinator is responsible for distributing the uniforms and equipment to the various teams either at the Coaches Meeting or at some time before the season.


Awards Director
The Awards Director is responsible for recommending to the Board awards for the players, and with Board approval, the purchase and distribution of those awards.  This person is responsible for coordinating the trophies for the league, including:
  • place the trophy order
  • pick up the completed trophies
  • distribute the trophies to the coaches at the end of the season

Time required is 4-6 hours total during the initial ordering phase, and then another 6-8 hours when the trophies are distributed on the last day of the season.


Picture Day Coordinator
The Picture Day Coordinator is responsible for reviewing potential photographers, making a recommendation to the Board, working as a liaison between the Board and the vendor contracted to provide pictures for teams and players, scheduling of teams at the site(s) selected for the photography sessions, and distribution of the pictures to the teams.

National Partners

Contact Us

Hillsborough AYSO Region 110

PO Box 117669 
Burlingame, California 94011

Email Us: [email protected]
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