Job Titles & Responsibilities

In accordance with the BSYSA By-Laws, adopted 6/2016 at AGM, Page 2 – 7, Sections 2, 5, & 6.

Term of Office

The term of office for each President, Vice President, Treasurer and Secretary shall be for two fiscal years, beginning July 1st after election.  All other Board positions will be one year terms.  The President may serve for no more than two, two year terms consecutively.  After at least one (1) fiscal year out of office, a former President may again serve as President of BSYSA.

Responsibility and Authority
All actions of the Board of Directors require the affirmative vote of a simple majority at an official business meeting.  The Board of Directors shall have the following responsibilities and authority:

  1. Implement and enforce all provisions of the club’s by-laws, policies and procedures.  In addition, the Board of Directors shall recommend changes and/or amendments to the by-laws to the general membership.
  2. Conduct the ongoing day-to-day operations of the club.  To this end personnel actions, operating rules, policies and procedures may be implemented upon approval of a simple majority of the board members present at an official Board of Directors meeting.  All actions, rules, policies and procedures must be consistent with all provisions of the club’s by-laws. 
  3. Represent the club at meetings of any affiliated organizations.
  4. The Board of Directors is responsible for developing coaching licensing levels, training criteria, performance requirements and evaluation criteria.  The Board of Directors approves the appointment of head coaches and assistant coaches of the member teams.  Coaches and assistant coaches are appointed for terms of one seasonal year.  This authority includes the authority to remove and/or replace a coach or assistant coach at any time.  These actions must be voted on at an official Board of Directors meeting.
  5. The Board of Directors has the right and authority to suspend, bar completely, or otherwise discipline any player, coach, assistant coach, manager or adult member for due cause.  Due cause includes, but is not limited to; failure to comply with rules and regulations, failure to fulfill membership requirements, any violent or abusive actions / language or any action that is disruptive to club operations or hinders the fulfillment of club objectives.  These actions must be voted on at an official Board of Directors meeting.  
  6. Once elected, a board member may only be removed from office via a two-thirds vote of the Board of Directors.
  7. Any executive member absent for two consecutive meetings of the Board, without satisfactory reason, could be replaced by way of Number 6 in this section.
  8. Approve the formation of member teams.  This includes determining the number and makeup (age groups and specific members) of member teams.
  9. Approve the applications of all youths desiring participation in the club programs.
  10. Develop the club’s budget, approve budgeted operation expenditures and determine registration fees and special assessments.  All of these actions must be approved at an official board meeting.  With regard to expenditures, the President may authorize non-budgeted expenditures up to $200 without a vote by the Board of Directors.  The President is responsible for reporting such an action to the Board of Directors at the next regularly scheduled meeting of the Board of Directors.  
  11. Maintain the Problem Resolution Procedure handling any adverse decision.

Positions and Specific Assignment of Duties

President

  • Organizes and presides at official Board of Directors meetings and general membership meetings.
  • Responsible for the overall management of the club’s operations.  May make operational decisions with respect to specific situations, including the authority to temporarily suspend any appointed Club official or player, when it is impractical to solicit full Board of Directors approval.  Any such action must be reported to the Board of Directors in a timely manner and is subject to their review and approval.  Only the Board of Directors has the authority to make permanent policy, personnel or operational changes.
  • Overall responsibility for the implementation of decisions by the Board of Directors.
  • Signs checks as an alternate for the Treasurer.
  • Appoints temporary Board of Directors members.
  • Acts as the club’s primary representative at mandatory affiliate meetings.
  • Participates in the evaluation of coaches.
  • During the Fall / Spring seasons, in co-ordination with the Fields Director, verifies that game fields are in a safe and playable condition.
  • Overall responsibilities for club public relations.
  • Liaison with local government and school officials on various matters affecting the Club.
  • President may only vote to break a deadlock.
  • The President is a Trustee of the Association.

Vice-President

  • Assumes all powers of the President in their absence.
  • Represents the club at monthly League meetings and functions as League Contact.
  • Participates with the Director of Coaching and President in coaching evaluation.
  • Performs responsibilities as assigned by the President.
  • Act as Trustee.
  • Ensures all clearances are acquired from all required parties.

Secretary

  • Takes and maintains the minutes of all meetings of the Board of Directors.  Upon approval of the Board of Directors, these minutes become the official record of actions taken by the Board of Directors.
  • Maintains the by-laws, policies and procedures.
  • Handles correspondence not otherwise assigned.
  • Maintain files of all official club correspondence, generated by any member of the Board of Directors.
  • Send out meeting notifications and other official correspondence as assigned.

Treasurer

  • Develops the annual club budget and submits same to the Board of Directors for approval.  The budget is developed to coincide with the club’s fiscal year.
  • Maintains a record of all club expenditures.  Keeps the Board of Directors advised of the status of expenditures against the budget.
  • Manages all of the club’s checking accounts and any other money accounts.
  • Maintains the club’s financial and tax records and documents.
  • Files and maintains the articles of non-profit organizations with the Commonwealth of Pennsylvania.

Director of Coaching

  • Develops and manages programs that improve and enhance the knowledge and skill of the club’s coaches.  Ensures coaches meet league and club licensing and training requirements.
  • Acts as the coaches’ representative to the Board of Directors.  Communicates policy decisions, procedures and general information to the coaches from the Board of Directors.
  • Co-ordinate the distribution of information on tournaments, coaching clinics and licensing courses.
  • In association with the President and Vice President, evaluates coaches and recommends appointments, developmental actions or removal of individual coaches.  Recommendations are made to the full Board of Directors for approval.
  • Organizes and manages tryouts if required and any given time.
  • Maintains coaches’ licenses and all other required certifications.
  • Acts as a Trustee.

Field Director

  • Ensures that the game and practice fields are in safe and playable conditions.
  • Co-0rdinates all activities associated with maintaining and preparing fields / equipment for games and practices.
  • Prepares an annual budget for field maintenance and submits same to the Treasurer, to be included in the annual club budget.
  • Schedules all practice and game locations with all Township / Municipalities and League contacts.

Ways and Means Director

  • Responsible for coordinating and managing all club fundraising activities.
  • Coordinates publicity for club activities and accomplishments within the community.
  • Plans and organizes Fall and Spring picture days.
  • Prepares the annual budget for fundraising activities and submits to the Treasurer to be included in the annual club budget.

Equipment Director

  • Manages and accounts for all club equipment, uniforms, and accessories.
  • Responsible for timely procurement of club equipment, uniforms, and accessories.
  • Collects all equipment at the end of each season for inventory and replacement.
  • Prepare an annual budget for club equipment and submits same to the Treasurer to be included in the annual club budget.

Registrar

  • Manages and coordinates player and team registration.  This includes working directly with league officials and League Contact to ensure all registration activities are completed in a timely and thorough manner.
  • Maintains official player and team registration documents and records.  This includes the status of non-district residents currently playing with the club.
  • Collects ALL player passes at the conclusion of each playing season.

Recreational Program Coordinator

  • Responsible for running the Recreational Program and Smart Start Soccer Programs.  This includes but is not limited to Rec and Smart Start Program registrations.
  • Acquires coaches.
  • Maintaining fields and equipment provided for programs.
  • Acquiring t-shirts for above mentioned programs.

Past President

  • Acts as an advisor to the Board of Directors.

Members at Large

  • Represent appropriate age group at all meetings, presenting all concerns and / or questions.
  • Liaison between the Board of Directors and players, parents and guardians.

Head Coach

  • Will coach his / her team per Big Spring Youth Soccer Association’s guidelines and by-laws.
  • Will determine his / her assistant coach(s) and their responsibilities.
  • Shall hold regularly scheduled practices.
  • Shall be held at a high standard of commitment, therefor being a positive role model for his / her team.

Assistant Coach(s)

  • Will follow the Big Spring Youth Soccer Association’s guidelines and by-laws.
  • In the abscence of the Head Coach, will assume his / her responsibilities.
  • Shall be held at a high standard of commitment, therefor being a positive role model for his / her team.