Region 599 Calendar 2014
January 2014
January Meeting (1/20)
Section Conference Attendee List RC
Nomination Committee RC
Confirm Board Job Descriptions RC
End of January Confirm all ratings entered REG
February 2014
Beginning of February Begin RAP process RC
February 2-3 Surf n Turf All-Star Tournament ASC
February 3 Change combo on DG trailer EC
February Meeting (2/17)
Regional Guidelines Approval RC
Slate of Officers/Board RC
End of February Request approval for facility use permits for registration REG
Order Registration materials from AYSO National REG
- Registration Kits (coach & ref brochures, insurance brochures)
- Spanish Materials
- Envelopes (if necessary)
Request Permits for Practice Sites FPC
Contact Photographer Re: Quote PC
March 2014
Beginning of March Begin Budgeting RC
Update RIF RC
Manage eAYSO Access rights RC
Fax request approval from school district for school flyers REG
Determine other community groups for outreach
March Meeting (3/17)
Budget Committee RC
Facilities Needs RC
Update to Region 599 Website (overview of registration RC
process, detailed registration instructions, link to eAYSO,
scholarship application and guidelines)
March Area Meeting Submit Budget, Guidelines, RIF to Area Director RC
End of March Post Regional Guidelines to website RC
Add registration/season dates to website RC
Create new season in eAYSO REG
- Pre-registration cut-off dates (4/1-10/1)
- Fee amounts
Create and send flyers to returning players REG
- Use Achievement House
April 2014
Beginning of April Reach out to Returning Division Coordinators and identify vacancies. RCA
(April 1) RAP Form on April Agenda RC
April Meeting (4/21)
Find out official season dates RCA
Verify Area Coach Camp Dates RCA
Determine Coaches meeting dates and times RCA
Arrange for meeting room RCA
Recruit helpers for registration dates RCA
End of April Deliver school and community flyers REG
Request Coaches’ Meeting Permit FPC
Registration Flyers on Website RC
May 2014
May Advertise coach training dates at Registrations RCA
Prepare spreadsheet for Coach and Volunteer Sign-ups RCA
Prepare Player Assessment Forms for players without current rating RCA
Attend Registrations and recruit coaches, volunteers, etc RCA
Ask for parent assessment for player with no rating RCA
Create spreadsheet of coach volunteers tabbed out by division RCA
Create posters showing all volunteer positions needed
Collect volunteer forms at registrations. CVPA
Register volunteers in eAYSO from forms collected CVPA
Mail volunteer forms to National as they are entered into eAYSO CVPA
Request calls to returning players REG
Run Registration Sessions REG
May 3 SoccerFest—Not participating
May Meeting (5/19)
June 2014
June Create spreadsheet of coach volunteers tabbed out by division RCA
Recruit coaches as needed, get help of Division Coordinators RCA
Beginning of June Change Parent Notification Date in eAYSO RC
Change website with late registration information RC
Process all pre-registered player forms REG
Send RAP Form to Area Director RC
Hold Division Coordinator meeting RCA
Grant access rights to division coordinators RC
June Meeting (6/16)
Player/Team numbers RC
NAGM Wrap up RC
Present registration numbers for # of team determination REG
& late registration spots
Help determine numbers of teams per division RCA
Present list of Division Coordinators RCA
Present list of Coaches for approval RCA
After June Meeting Update Website with late registration availability RC
Contact uniform buyers with team and player numbers RC
Confirm Team Numbers with Safety Director RC
Have Safety Director send Certificates of to City, SLCUSD RC
End of June Get second storage unit for uniforms RC
Late Registration continues online REG
July 2014
July After late registration, receive report of Current Year registered players RCA
- Include all fields of information, input in excel spreadsheet RCA
- Save as Excel Spreadsheet RCA
- Sort by Gender, Division, Last Name RCA
- Hide extra information RCA
- Create same spreadsheet for previous year (missing info) RCA
Compare coaches names with eAYSO for registered volunteers CVPA
Provide information to Division Coordinators as needed. CVPA
Check eayso regularly and submit volunteers as they register. CVPA
Beginning of July Update website with waiting list information RC
July Meeting (7/21)
Coach List Approval RC
Preliminary EOS discussion RC
Equipment Bag assembly RC
Ratings review meeting for coaches RCA
August 2014
August Form the Teams RCA
- Assist U6 and U8 Divisional Coordinators, as needed RCA
- Form U10 and U12 teams following balancing methodology RCA
- Prepare U14, U16 & U19 draft sheets and data for the draft RCA
- Setup U14, U16 & U19 player drafts and form teams RCA
- Get teams to Registrar one week or more before Coaches Meeting RCA
Help Division Coordinators promote Coaching Camps RCA
Contact pre-registered players who are not registered to RCA
add players where space is available in unbalanced divisions
and to establish waitlists for full divisions or balanced divisions.
Verify which coaches have current Volunteer status and Safe Haven. RCA
All Coordinators and Coaches attend the Coaches meeting RCA
Plan and hold parent orientation meetings (Aug 14) RC
Change website to reflect coaches’ meeting info for coaches and parents RC
Beginning of August Division Coordinator Names/Addresses to Photographer RC
Order Balls EC
Order Line Up Cards (2500) RCA
Middle of August Area Coach Camp RCA
Storage Shed Bag Assembly EC
Secure use of Hawthorne shed from Cal Ripkin RC
Put Practice Permits on website RC
Order Hawthorne Striping Paint (8 Cases) RC
Prepare Coach Practice Sign up sheet RCA
Confirm DG Striping with SLO City RC
August Meeting (8/18)
Post Meeting Coaches Meeting (Aug 21) RCA
End of August Compile practice field info from coaches’ meeting RCA
Set up Hawthorne Striping crew EC
Coach Training RCA
September 2014
September Field information on player drops and conflicts RCA
Verify all coaches have certification RCA
Recruit volunteers to check player signed registration forms at first game RCA
Manage replacement of dropped players for balanced teams RCA
Promote Coach Training for those missing certification RCA
Help with coach check-in at Opening Day CVPA
Continue to register volunteers as forms come in CVPA
Put together binder with Youth Volunteer forms CVPA
Order Harvey’s Honeyhut for Hawthorne RC
Check date for Volunteer Dinner RC
Contact city re: No Parking Signs RC
Send complete DG schedule to city RC
Beginning of September Referee Training RRA
Coach Training RCA
Week before first games Plan player form check: RC
Safe Haven/z-Safe Haven report (RC) RC
Current Rosters (registrar) RC
Current Volunteer report-Coach and Asst. Coach (RC) RC
Game Schedule by time (RRA) RC
Post Area U16 & U19 Schedules to Clubspaces RC
Send EOS Schedule to city RC
September Change combination on trailer RC
Count scholarships RC
EOS Pools/Pairings & Rules RC
Referee Refresher RRA
September 13 First Weekend of Play
September Meeting (9/15)
EOS Rules RC
Volunteer Dinner RC
Request Field Administrator Volunteers RC
End of September Cut-off for Pre-Registration REG
Photo Schedule RC
Referee Training RRA
October 2014
October Send out photo schedule RCA
Begin EOS Tourney planning, including setting requirements RCA
to return ratings to receive pictures and participate in tournament
Contact teams who are ineligible for advancement RCA
Continue to register regular season volunteers as forms come in CVPA
Register volunteers for the All Star Program as appropriate CVPA
Beginning of October Set date for EOS Coordinator Meeting RC
Post Photo Schedule to website RC
Pay YSA RC
October Meeting (10/20)
November 2014
November Volunteer thank you party at Madonna Inn (speech, gifts, etc.) RCA
Review Ratings with All-Star coaches RCA
Beginning of November Create EOS Pool Sheets RC
Confirm Honey Hut Pick Up at Hawthorne RC
Sunday before EOS All Star Evaluation Day @ Laguna ASC
November 12-16 End of Season Tournament ALL
November 13 Volunteer Appreciation Dinner ALL
Sunday after EOS All Star Team Formation Calls ASC
November Meeting (11/17)
End of November Confirm Hawthorne equipment pick-up-Dolezal RC
Request all star practice information ASC
All Star Parent Meeting @ Laguna ASC
Create All Star Teams/Rosters in eAYSO REG
All Star Referee Meeting @ RRM RRA
December 2014
December Handle All-Star Coach concerns ASC
No December Meeting
Codes
Regional Commissioner RC Bright Green
Registrar REG Yellow
Regional Coach Admin RCA Turquoise
Regional Referee Admin RRA Pink
Child Vol Protect Advocate CVPA Gray
Safety Director SAFE Blue
Treasurer TREAS Red
All Star Coordinator ASC
Equipment Coordinator EC
Picture Coordinator PC
Fundraising Coordinator FC
Field Permit Coordinator FPC
Site Director SD
Recurring RC Tasks:
Weekly Check PO Box #368
Field Administrator Reminders + Schedule (During the season only)
Monthly
Second Monday Send Meeting Agenda
Third Monday Regional Board Meeting
Fourth Monday Area Meeting
Quarterly Attend YSA Meetings as scheduled
Semi-Annually Attend City Facilities Meeting and apply for field usage
Annually Attend Section Meeting (EXPO)
Attend Area League Playoffs
Attend Area All Star Playoffs
Attend Section League Playoffs
Attend Section All Star Playoffs
Attend Section Strategic Planning Meeting
Attend NAGM