AC United Operating Policies and Procedures

REV. 00

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These Competitive Program Policies and Procedures serve as a supplement to the Anderson Youth Soccer League (hereinafter referred to as AYSL) Constitution, Bylaws and Policies and to aid in administering a competitive program designed for players that have the desire and ability to further their soccer skills in a more competitive environment.
Club Structure, Finance & Governance


Article I:

Formation & Name


1.01  With the approval of these Policies and Procedures, the AYSL Board shall establish a committee for the purpose of administering the AYSL Competitive Program(hereafter referred to as AC United, or simply the Club). This committee shall oversee the daily operations of the AC United program with oversight and approval by the AYSL Board.

        
1.02 The members of        this committee shall be referred to as the Comp Board and/or the AC United Board.

Article II:

AC United Club Philosophy


2.01  
To mentor the youth of our community through soccer; by cultivating the passion, appreciation, and enthusiasm to play the game.  Winning games is not considered to  be a primary objective.  Winning is considered to be the result of the application of good technique and good tactics.  This is accomplished by using training and curriculum guidelines (technical and tactical) to better the player as a whole to further the game of AC United Soccer.

 

To accomplish this goal, we must all strive to be patient and optimistic with our players.  Soccer development is a lifelong process, and will not happen in one season.  The soccer pitch is the perfect place to learn life lessons in team play, sportsmanship, and success.  To succeed, we as coaches need to provide room for mistakes and adaptability.   The goal of AC United coaches is to teach the players to use skills, team effort, and tactics to come out on top in a game.  However, that win may come immediately or in the future.  The goal is not to get an instant win, but to cultivate a style of play that will lead them to long term success and fulfillment in the sport.      

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It is the main priority of the coaching team to instill confidence, motivation, and development in every player in the AC United club.  As Coaches, we must put together training sessions that are fun, but also are effective.

Article III:

AC United Team Colors and Name


3.01  The representative colors of the club shall be Royal Blue, Yellow and White.  Home and Away kits must represent AC United colors, a third or alternate kit may be worn with prior approval from the AC United Board.

3.02 Each team may select a unique name for their team if they wish. All teams will be named in the same structured manner:

• AC United
• Unique Team Name (if desired) – alternately teams may be designated “Blue” or “Yellow” (first and second teams respectively).

• Last two digits of the year of        birth of the oldest possible player on the roster

Example: The girls team whose oldest player was born in 2001 that wished to use the name Fury would officially be known as the AC United Fury 01. Teams must use their full official name when entering any tournaments and league play.

Article IV:

AC United Finances


4.01   All monies received from AC United Club activities, team activities (registration fees, fundraisers, donations, etc) or donations shall be deposited with the AC United Treasurer within 14 days. The AC United Treasurer will make available monthly accounting reports for each team and the AC United Board. All monies deposited with the AC United Treasurer become property of the Club and are not refundable.
4.02  All club and team expenditures shall be handled in accordance with AYSL policy including necessary approvals for expenditures above set limits.
4.03  Funds deposited with AC United may only be distributed for team expenses that directly affect the entire team.  Team funds may NOT be used for personal expenses.  All expenses shall adhere to general non-profit guidelines and the direction of the AC United Board.


        1. Examples (not complete) of allowed funds distributions:
        

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a. League or tournament entry fees
        b. Team training/equipment

c. Team camps or other activities related to team building


        2. Examples (not complete) of fund distributions that are NOT allowed:
        a. Hotel expenses for individual families
        b. Meals or other travel expenses for individual families
        c. Personal trainers for individual players

4.04  Disposition of funds from disbanded teams:

1. Teams aging out:
a. Funds from teams that have “aged out” revert to the AC United General Fund upon

completion of team activities in their final season.
b. Teams that have “aged out” may “gift” any remaining funds to new incoming
teams.

2. Teams affected by a club reorganization of existing teams:
a. Players moving to new teams within AC United will have their portion of the
disbanded team’s funds credited to their new teams upon direction of the AC United Board.

b. Funds from any players that do not continue with the club revert to the AC United General Fund upon direction of the AC United Board.

3. Teams with a lack of players or coaching staff:

a. Funds will be held within AC United for a period of one year.  If a new team is formed within that same age group, they will assume the previous team’s accounts.

b. If no team is formed within one year of team being disbanded, revert to the AC United General Fund upon direction of the AC United Board


Article V:

AC United Board

5.01  The AC United Board shall be chaired by the AC United Director of Coaching. The AC United Director of Coaching shall be a duly elected member of the AYSL Board. The remainder of the AC United Board shall be composed of the following personnel:
        1. Club Treasurer
        2. Club Vice President

5.02 The Club Treasurer and Club Vice President shall be nominated and elected by club coaches once each seasonal year at the Board meeting immediately preceding the annual

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tryouts. A Technical Director will be appointed as needed by the Director of Coaching with ratification of the full AC United Board.

5.03 The Director of Coaching, Club Treasurer, and Vice President are responsible for:
• The day-to-day operations of the Club.        
• Approving all head coaches annually in accordance with these governing documents.
• Approval of all assistant coaches and team managers once the head coach has been
appointed.
• Approval of all team names and final rosters.

5.04 Each Board member shall have a vote on all policy changes and actions not exclusively set aside for the AC United Director of Coaching.  Actions of the AC United Board must be approved by the AYSL Board at their next regularly scheduled meeting.  Any actions not approved by the AYSL Board shall be immediately rescinded.

5.05 The duties and responsibilities of the AC United Board Members are as follows:
• Director of Coaching: It shall be the duty of the Director of Coaching to preside at all meetings of AC United Board and to represent the Club at AYSL Board meetings. The Director of Coaching shall be the single point of contact for all media inquiries unless such duties are specifically delegated.
• Club Treasurer: It shall be the duty of the Club Treasurer to ensure that all policies, operating instructions, and procedures, laid forth in Article IV of AC United Club Operating Policies and Procedures, are strictly followed and to ensure that Article IV does not violate any AYSL Policies regarding finances.

• Club Vice-President:  It shall be the duty of the Club Vice President to aide in the daily operations of the AC United Club. In the event of the vacancy of the Director of Coaching, the Club Vice President shall serve as the Director of Coaching.
• Technical Director:  Working with the full AC United Club Board, the AC United Technical Director will be responsible for the design and implementation of the overall Club philosophy and style of play. The Technical Director shall ensure that Club coaches and programs are current with best practices adopted from local and national coaching authorities. The Technical Director will oversee the AC United Academy programs for both player and coaching development.

5.06 No member of the Club Board may coach, train or manage a team within any other youth soccer organization (excluding school programs).  Further, no member of the Club Board may serve, in any capacity, on the Board of any other youth soccer Club or League Board (excluding        the Anderson Youth Soccer League and other playing leagues).


Article VI:

Acceptance of Bylaws, Rules, Policies, etc


6.01 By accepting a position on the AC United Board or on any AC United team, all AC United Board Members, coaches, assistant coaches, team managers, players and teams must adhere

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to all policies and rules set forth herein, as well as, all policies and rules set forth by the Anderson Youth Soccer League (AYSL), California Youth Soccer Association (as appropriate), (CalNorth) US Club Soccer (as appropriate) and NorCal Premier (as appropriate). Failure to follow any of these policies is grounds for disciplinary action up to and including removal from the AC United program.

Article VII:

Disciplinary Action


7.01 All disciplinary actions shall be handled by the AYSL PAD Committee with input and representation        from the AC United Board.  Unless named as a party to the action, an AC United Club representative shall act as an observer and source of information to the PAD Committee only.
7.02 Based upon a recommendation of the AC United Board or the AYSL Board, any coach, assistant coach or other team official may be immediately removed from their position pending a review and determination from the AYSL PAD Committee and full AYSL        
Board.


Article VIII:

Coaching

8.01 Definition of a Head Coach:  While many of the listed tasks can be delegated to others, the ultimate responsibility for the team still lies with the head coach.

1. Is presented to the parents, club and outside the club as the person in charge and the official         point of contact for the team.

2. Makes final decisions on game times, practices, tournaments, team fundraisers, team dinners, team bonding, etc.
3. Provides the written practice plans and/or themes for the staff and players.

4. Sets final team budget (preferably with parent input).
5. Communicates with players and parents through such means as emails, apps, phone calls, etc.
6. Communicates with other coaches (opponents) about game times, locations, uniforms, etc.        
7. Organizes for player equipment.
8. Makes final decisions where conflicts arise.
9. Ensures that club, league and association bylaws and policies are adhered to.
10. Composing written player evaluations (if        applicable).

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8.02  The players learn through playing the game and being allowed to make mistakes in game situations free from overly harsh retribution from the coaching staff. Except for tactical points during a match, coaching should be done at practice, this will help the players’ confidence in their abilities and to think for themselves in high pressure situations.

Article IX

Coaching Restrictions, Applications and Selection Process

9.01 All coaches interested in coaching at the competitive level must submit an application to the Director of Coaching to be consider for any available positions.
9.02 The AC United Board will review the applications and evaluate material from prior season(s) (if applicable) such as coaching surveys,  training and game evaluations, and any documented issues.        

9.03 All applicants, including those not accepted, will be notified within five (5) weeks of the application.
9.04 All “new” coaches (new is defined as the first season in a head coach position within AC United Club Program) will have a one (1) year probationary period where they may be removed due to significant issues or due cause as decided by the full AC United Board with ratification of AYSL Board.

9.05 The AC United Board will make a recommendation to and the AYSL        Board will decide any special situations not covered above.

9.06 All coaches must meet the minimum educational and coaching requirements as stipulated by AYSL, AC United Club, CYSA, US Club, or NorCal Premier (as applicable).
9.07 No coach may coach or manage with a team in another youth soccer organization (excluding school programs). Further, no Coach may hold a position on the board of any youth soccer club/league outside of AYSL and AC United.


Article X:

Coach and Team Evaluations

10.01 The Director of Coaching, a AC United Board Member or a member of the AYSL Board may perform periodic, random, and unannounced observations and evaluations on the quality and technical level of training sessions and matches to ascertain the current state of the team. These observations will help identify any areas that require improvement for coaches and teams within Ac United Program.  Feedback from the evaluation will be given to the head coach if the observation warrants attention.

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Article XI:

Tryout and Team Selection Procedures

11.01 The Director of Coaching will be responsible for setting up the tryout session plans (format and exercises) to be used in the lower age groups (9U through 13U) and to work directly with upper ages (14U and above) to assist with tryout sessions.  These session plans will be communicated to each age group head coach in advance of the tryouts to avoid confusion and/or a display of lack of organization in front of the players and parents.

11.02 A         member of the AC United Board will attend to each tryout to oversee the tryout process. All inquiries and issues are to be directed to this individual who will make themselves known to all coaches/players/parents at the beginning of the tryout period.

11.03 Every returning team shall provide at least one volunteer to help with tryouts as requested. 11.04 If an otherwise eligible player is injured prior to tryouts and is unable to participate due to the injury for their safety and/or the safety of others, that player must inform the Director of Coaching in writing prior to tryouts.

11.05 Upon the completion of tryout for each age division, all coaches will meet with the
AC United Club Board and discuss their tentative selections.
11.06 No member of a team’s coaching staff may make an offer to a player prior to approved notification date.  Any coach found to have made an offer to a player in contradiction of the above stated policies and procedures will be subject to disciplinary action, up to and including removal from AC United.
11.07 Every attempt will be made to coordinate amongst coaches to ensure an otherwise eligible and competitive-caliber player is not restricted from playing in an AC United Program due to conflict between coaches.
11.08 Upon approval of team rosters, all players who attended tryouts will be notified  via a professional communication method (email, face to face, letter or phone call).  Notification to players not making the roster shall include the reason for not making the roster and suggestions for improvement (or areas to work on).

11.09 No player will be added to any competitive team roster without prior approval from the Director of Coaching.
11.10 Supplemental tryouts may be conducted if the Director of Coaching determines they are needed. Supplemental tryouts may be conducted in a less formal fashion than the normal tryout        process.

11.11 Every effort should be made to ensure that no player should be excluded from participation with AC United due to family hardship (financial or otherwise). Coaches and parents are encouraged to meet with the AC United Club Board members to develop a         path to participation for the player.

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Article XII:

Team Formation and Responsibilities

12.01 Team formation, as outlined below, will be dependent upon the availability of a sufficient number of talented players and kept ʺage pureʺ as much as possible.

a) All teams are encouraged to be “age pure”.

b) All teams must adhere to the “Player Age Up” policy when offering a spot to a non-age pure player.
c) No player shall be offered a position on a team without prior AC United Board approval.

12.02 The Director of Coaching shall make a recommendation to the AC United Board if it is felt that there is sufficient talent to form additional teams. This may be done before, during or after the final tryout date for that age group.

a) When multiple teams within an age group are formed, the AC United Board will appoint an experienced coach to oversee the age group in conjunction with the Director of Coaching. Duties and responsibilities of the Age Group Director in conjunction with the Director of Coaching, will include final authority over initial roster selections and subsequent player movement. Roster selection and subsequent player movement will be dictated by and in this order:
1) What is best for the club as a whole
2) What is best for the individual players
3) What is best for the teams involved
4) What is preferred by the parents

12.03 Coaches are responsible for submitting all registration paperwork in a timely fashion. The Club Vice President and the League Registrar will provide all coaches with a timeline and checklist for the information required to register their teams.  Failure to comply with these requirements on schedule will be taken into account when determining placement of coaches for the next season.
12.04 All teams will submit a written, seasonal budget to the Club Vice President at least 48 hours prior to releasing it to the team’s parents and players.  Budgets should include all tournaments under considering at that time with their cost, state level cup competition costs, uniform costs and any other major expenses known in advance..
12.05 Coaches shall report all game and tournament results to the Director of Coaching within 24 hours of completion of the competition. The Club encourages texting of results following each match.
12.06 Coaches shall report all disciplinary issues associated with their team (coach, player, parent or others) within 24 hours to the Club Vice President.


Article 13:

Minimum Playing Time

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13.01 AC United acknowledges that the best teacher of the game is the game itself.  Players will        not develop if not given an opportunity to participate in matches.  Further, the AC United acknowledges that families spend a considerable amount of money to participate within the club and have expectations that their player(s) will the opportunity to participate on an equal basis with the other players within their team.
13.02 All teams must adhere to the club policy on minimum playing time. Coaches must notify the Director of Coaching or  Club Vice President in the case of a disciplinary measure resulting in a player not playing as proscribed. These cases will be noted and tracked for purposes of audit.
13.03 The following policy will be enforced within AC United and every team, coach and player acknowledges that they have a direct impact on its success:

  1. Unless meeting one of the exceptions listed below, all players participating in small sided (7v7,9v9) league matches shall play approximately 25% of each match (league, cup or tournament) at a minimum.
  2. All willing and able players participating in full-sided (11v11) league matches should play approximately 25% of each match (league, cup or tournament) at a minimum.
  3. Teams        participating in full-sided league match play at the Gold Level, or above, are not required to adhere to the minimum playing time policy WITH PRIOR WRITTEN APPROVAL of the AC United Board. The Gold Level must be within an AC United approved league.
  4. In situations where teams are playing multiple, shortened matches in a single day or weekend, it is permissible to apply the minimum playing time to the entire event.
  5. Players who meet any of the following requirements, may be exempted from the policy at the discretion of the coach (and as reported to Director of Coaching):
    a. Documented unexcused absences from practices or games.
    b. Documented unexcused tardiness or leaving early.
    c. Poor sportsmanship or conduct during practices or matches.
    d. Poor attitude on and off the field impacting the development of the team.

Article 14:

 Player Age Up Policy


14.01 AC United encourages players to participate in the correct, age-appropriate division unless a player age group exception is granted by the club or an appropriate age team does not exist.  It is the position of AC United to encourage player development, including both field skills and psychological development, through players participating at the appropriate competitive level and by providing a healthy club with sufficient teams to provide opportunities for all players.  Periodically, a player may be identified as being significantly ahead of their peers in skill

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development and maturity that would benefit from advanced opportunities available only in an older age group.  Playing up is not a “right”, but is rather an exception, only used under the criteria outlined below:

  1. Exceptionally Skilled Player/Level of play significantly exceeds peer group.  Particularly in the lower age brackets, when only a limited number of players are on a side at one time, an exceptional player may dominate play to the extent that the game is no longer competitive for the player.  A player who fits this criteria must dominate play in more than one phase i.e. striking and passing; defending and challenging; defending and striking, etc.  Though parents or coaches may often feel that a child is dominant because the child is the best on the team, the exceptionally skilled criteria apply to the child in relation to the entire club and most other children of his or her age.
  2. Overall benefit to AC United.  If there is an overall benefit to the club for moving a player up, the lower and upper coaches may jointly recommend a player age exception.  For example, if the older division needs to fill a coaching vacancy, but the ability of a parent to take on the coaching position is contingent on his or her child moving up  the club may approve it.  In unusual situations, AC United may request that a grouping of players move up due to overall numbers balancing across divisions.  Additionally,         if granting an exception would adversely affect the viability of an AC United team, the exceptio may be denied.
  3. Hardship.  In some situations, families with multiple, close in age children are not able to juggle the demands of supervising children in too many different age brackets.  Also in cases of financial hardship where one player relies on another player to be able to participate, AC United may allow “age-up” requests for hardship if the player is of a high caliber, has the coach’s approval, and requests to join a particular team.

14.02 For an exception to be granted, it must benefit both the child and the club. AC United follows the age group classifications designated by US Soccer.  However, there are situations where AC United will consider player age group exception requests. The decision to allow a player age group exception is made by the AC United Board on a case-by-case basis.

Criteria Items of Note ;

  1. Older teams are not required to automatically accept players granted a Player Age Group Exception.
  2. An AC United coach who is approached by an “Under Age” player or their parent/guardian to try out for their team must advise the player and their parent/guardian of our process, and refer them to this policy.
  3. If an appropriate age group does NOT have sufficient numbers or quality to support a full team, the Player Age Up Policy will not affect players in that age group.



Article 15:

Use of Guest Players

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15.01  AC United teams may utilize guest players as needed, within the competition’s rules, to help field sufficient players or in cases where a team is in need of additional competitive help.

15.02 At no time should guest players displace ready, willing and able rostered players on the team.
15.03 If an AC United team wishes to invite a player to participate as a guest on their team, the coach MUST first contact the guest player’s Head Coach and seek their approval to allow the guest player.  Coaches do NOT have to release players to participate with another team in cases where the coach believes the player needs to rest, has commitments with their team or other reasons.  

Article 16:

Changes and Exceptions to the AC United Club Soccer Policies, Procedures and Operational Directives


16.01 Changes to these documents may be voted upon by the AC United Club Board of Directors at any meeting as long as they are presented at least 72 hours in advance. If the majority of the AC United Board approves of the changes they will be presented to the AYSL Board at their next meeting.  Changes will be in effect upon AC United Board approval and will remain in effect unless the AYSL Board fails to ratify the decision of the AC United Board.

Rev 00

Dated May 04, 2018

Submitted for ratification and/or amendment June 04, 2018