Eclipse Soccer Club General Policy and ProceduresRevised Oct 9, 2017 Fully Updated Procedures

1 Player/Parent expectations

1.1 When trying out for the Eclipse Soccer Club, each player and parent will be informed of the time and financial commitment necessary to participate in competitive soccer.

1.2 Participation is required at practices, games, tournaments, and clinics.

1.3 Parents and players must dedicate time, effort and finances to play competitive soccer.

1.4 Players and parents will sign a code of conduct prior to the season.

2 Try-outs and Team Formation

2.1 Head Coaches reserve the right to build squads based on tryouts, team needs and on club policies and procedures. Under normal circumstances Eclipse Club primary try-outs will be held in August. Additional try-outs may be held in the spring or as needed to fill team rosters.

2.2 Eclipse Soccer Club will attempt to form teams for both genders at all youth soccer age groups beginning at u9 (also referred to as 9-u) running up to u19, presuming qualified coaches have been identified.

2.3 If player numbers are insufficient for team formation, age groups may be combined into two-year training pools from which a team may be drawn for competition at tournaments and/or in local leagues. The Coaching Director must approve the plan of action regarding age group combination. The Head Coach will determine travel squad in such pools.

2.4 The high school-aged teams [normally u15 or u16 and older] may be combined and trained in multi-year pools from which a team or teams may be drawn for competition at tournaments and/or in local leagues.

2.5 Formation of U9 and U10 teams will strive to follow guidelines provided by US Youth Soccer Policies and AYSA policies including those regarding heading, development, and competition. Competition should emphasize fun and be generally non-competitive with players u10 and younger all getting approximately 50% or more play time in each game.

2.6 Eclipse U9 and U10 teams will be formed and trained with a developmental objective and an academy approach training should be used with a focus on player skill development.

2.7 All try-out participants will pay an annual try-out fee.

2.8 There are no guaranteed slots for returning players. Players must participate in try- outs each year to be considered for placement on an Eclipse team. If a player is not able to participate in their try-out they must contact their age-group coach for an alternate evaluation to be considered a candidate for a given team.

2.9 Coaches or their assistants will run their team try-outs.

2.10 The coach or their designee will attempt to notify players and their families within two weeks of the try-out date regarding the outcome.

2.11 Players must tryout for, and be rostered on their age appropriate team (true age team as defined by USYS). This requirement does not apply if:

2.11.1 No true age team is available within the club (if playing up on a u9 team this will only be allowed for one year and players should be informed of this requirement in advance).

2.11.2 Player is currently rostered or has previously been rostered as a play-up on a U13 or older Eclipse Soccer Club team.

2.11.3 Player has been “released” by his or her true age club coach and all signatures have been obtained on the official Eclipse Club release form.

2.11.4 The player has been recognized as an exceptionally skilled player who possesses technical, tactical, and psychological development far exceeding the level of the true-‐age team. Skills-based play-up candidates must be evaluated by the Technical Director (unless he or she is “involved”), the Director of Coaching (unless he or she is “involved”), and one other head coach (w h o i s n o t i n v o l v e d ) , appointed by the Club President. At minimum the player must be judged to be among the top four skilled players on the play-up team. The Three evaluators must arrive at consensus in order for a skill-based play-up to be granted.

3 Filling of Rosters

3.1 It is the intent of the Club to field gender pure teams. The board must approve any exception.

3.2 Following try outs, if numbers allow, multiple teams in a gender and age group may be formed if the coach(es) believes it is in the best interest of the club and if the coaching resources available allow more than one team. The Coaching Director must approve the plan of action regarding team composition and player development.

3.3 Non-rostered players

3.3.1 Non-rostered players may be invited by a head coach to participate in team training in anticipation of potential placement on roster.

3.3.2 The player must pay all required fees (including competitive insurance) as determined by the club treasurer in consult with the respective team manager and coach.

3.3.3 The player must be eligible to try-out for the team with which they are attending practices.

4 Team Organization

4.1 The parents of each team will select representatives to fill the positions of Manager, Treasurer, and Board of Directors Representative. The names and contact information of these officers will be transmitted to the Club Secretary and Registrar as soon as possible.

4.2 Other team parent positions may be added as desired.

4.3 Each team will maintain a first-aid kit. The Club will reimburse each team for the purchase of a new kit up to $85 and for restocking up to $50 per calendar year. Funds will be provided on a reimbursement basis when a receipt(s) is provided to the club treasurer.

4.4 The Club will provide an initial start up funds, up to a maximum of $225.00, for newly formed teams prior to their first season of outdoor play. These funds may be used for balls, ball bags, goalkeeper equipment, practice pennies, cones, and any other training equipment deemed necessary by the coach. Funds will be provided on a reimbursement basis when a receipt(s) is provided to the club treasurer. Coaches can purchase this equipment and request reimbursement prior to the first tryouts if they choose.

4.5 All disbanded teams must return Club purchased equipment to a current Club Officer. Funds remaining in the team account will be transferred to the Club general or savings account. Although it has been customary to designate the funds for soccership, this will be at the discretion of the board.

4.6 Parents, players and coaches must meet annually and make commitments for the next year’s travel.

4.7 Parents, players and coaches must meet prior to registering for State Cup and ensure team is committed to traveling to Region IV Championships or Presidents Cup should they place appropriately to earn the privilege to attend.

5 Uniforms

5.1 The Club will manage the uniform ordering and distribution process and ultimately the Board of Directors will have final say on all significant uniform decisions. The Club will strive to establish and maintain a systematic two-year cycle for uniform (kit) use and purchase.

5.2 The Executive Board, as recommended by a uniform committee or coordinator, will select jersey/short styles, socks, warm-ups and gear bag/backpack.

5.3 The Club’s required player kit will minimally include: gear bag/backpack, required uniform pieces for the girls’ and boys’ teams to include two jerseys, two shorts and two pairs of socks of contrasting color as selected by the Executive Board, as recommended by a uniform committee and/or coordinator. The Board will also approve the numbering, cresting and advertising items that may be printed into the official club uniforms. The Club and/or the uniform vendor may offer additional optional items for player purchase beyond the primary kit.

5.4 The Club will propose a style of training suit; however, teams may select and purchase their own warm-up styles in accordance with Board policies and any apparel exclusive partnerships in place. The purchase of the training suit is optional unless mandated by a head coach.

5.5 Player jersey numbers will be limited to #2 through #24 with #1 reserved for goalies. Teams may order and pre-number extra uniform stock in the numbers 25 through 39 to be used for guest players and/or players added after uniform ordering has been completed.

5.6 Each player is responsible for purchasing and maintaining their uniform.

5.7 The Executive Board or the Board of Directors must approve any deviation from the above policies.

6 Guest Players

6.1 Guest players (not on official team roster) are allowed within the framework and guidelines of FYSA, AYSA, and The US Youth Soccer Organization.

6.2 Guest players must be approved by the league or specific tournament prior to playing on the team requesting them.

6.3 With agreement of the involved coaches and the Coaching Director, players within the club may be temporarily moved or swung between teams within the club as allowed by FYSA, AYSA, and The US Youth Soccer Organization.

7 Travel

7.1 When possible, a Club representative will research and provide a group accommodation plan for in-state travel. Individual teams or families may use the plan or make their own accommodations.

7.2 Each team should report their tentative travel plans to the Registrar by January 30 for the upcoming summer season.

7.3 When teams are entering tournaments hosted in Alaska, they should apply with the following team naming protocol: "Eclipse 05 Boys" or" Eclipse 04 Girls" where the word Eclipse is followed by the year and then the gender. When teams are entering outside-the-state tournaments, they should apply with the following team naming protocol: "Alaska Eclipse 05 Boys" or "Alaska Eclipse 04 Girls" where the word Alaska is followed by the word Eclipse which is then followed by the year and then the gender.

7.4 Per Diem: Coaches will be reimbursed by the Club for in-state travel at the rate of$250 per trip for transportation expenses and $50 per day for food. For a normal weekend-based tournament, coaches would receive $450.00. If coaches are required to spend more than four nights out of town for State Cup, per diem amounts will be adjusted accordingly up to a maximum of 6 nights ($550).

7.5 If an out-of-state tournament is substituted for an in-state tournament based on policy and procedures, the coach will receive $450.00 in Per Diem from the club. The team will provide any Per Diem required in excess of four days.

7.6 Housing: Individual teams are responsible for paying reasonable housing expenses for coaches during in state and out of state team travel.

7.7 Each team will establish a clear system of chaperoning for each upcoming trip. If Chaperones are utilized at least one will be the same gender as the team. The Head Coach, in consultation with the team manager must approve Chaperone arrangements and appointments. Any Chaperone must have a completed background check prior to appointment. The team Chaperone plan should include the number of chaperones and the responsibility of chaperones. Any appointed chaperones must agree to follow the team plan and their responsibilities. At least two responsible adults must travel with each team.

7.8 All or a portion of the chaperones travel and lodging expenses may be paid by the team they represent.

8 Finances and Club Operations

8.1 Each team treasurer will keep accurate financial records for the team and each team parent and will work closely with the club treasurer to ensure all accounts are in good standing.

8.2 Team members are club members and any player who is promised a roster spot by a Head Coach must join the club and pay all member Dues and Fees as established periodically by the Board of Directors. Dues are annual monies due the club as part of the privilege of membership in the Eclipse Soccer Club.

8.3 Membership Dues will be set annually (September meeting) by the Board of Directors and will be due October 1 or as soon as a player has been confirmed as fully rostered on a team.

8.4 Fees differ from dues. Fees are comprised of coach payments (stipend plus per

diem), facilities rental, tournament entry, and all other base administrative costs. It is anticipated that under normal circumstances fees will be due in two payments— one due by November 15, and one due by May 1 each season. The Fall/Winter Fees normally cover predominantly coaching and gym time. The Spring/Summer Fees normally cover predominantly coaching and Tournament entries. Only the Club President (in consultation with the Club Treasurer and respective team manager) may approve variations to the fee process. Parents may make arrangements to make monthly payments toward their owed fees when feasible.

8.5 In special cases, The Club President, (in consultation with the E-board) may suggest a partially reduced seasonal fee for the youngest teams in their start-up year (usually u9) and older high school-aged teams (usually u17 and older) in their final year(s).

8.6 By October 20 of each fall season, the Club treasurer, in conjunction with the executive board will inform team managers and treasurers the amount of the club fees. Fall/Winter fee amounts will be the exact amount owed by November 15, spring/summer fees will be estimates to be finalized by No Later than April 1 each spring and due by May 1. The Club reserves the right to assess late fees up to an amount of $20 per day per player for members not making prompt payments or appropriate arrangements.

8.7 The Club will provide a sibling discount for families with multiple members. The discount will normally be 20% off annual dues for the second family member enrolled and for every sibling thereafter. Fall/Winter and Spring/Summer fees will not be subject to the sibling discount, only annual dues.

8.8 Funds for all Coach Payments, Stipend-Based Contracts, Accounting & Tax Contracts, Training Contracts, and Web-based Management Contracts will be raised through Player Dues and Player-Based Fees, in combination with other sources such as Donations, Sponsorships, Club-Wide Fund-Raising, Existing Accounts, Raffles and any other revenue sources deemed appropriate by the Board of Directors.

8.9 Each team will be responsible for posting its own State Cup bond. Treatment of the bond is subject to State Cup Policies.

8.10 Membership dues and bi-annual fees are not refundable once a player commits to the team. However, coaches may choose to accept players as practice players over the indoor season. Practice players will be asked to help defray gym time costs or other administrative costs as arranged by club administration and individual team coaches and managers. When (or if) a practice player is officially rostered, he or she must pay full membership dues at that time and all player fees going forward. Final decisions regarding roster status should be made by no later than April 15 and full fees (plus dues) are due immediately upon such designation.

8.11 Each team manager will send a team list to the Club Registrar and Club Treasurer in October. Any time new players are added, an updated list must be sent to both the Club Registrar and Club Treasurer. The list should indicate all players who are participating in winter training as well as any other players who are being formally rostered on the team for the upcoming summer season who for some reason are not participating in winter training. The team coach and manager should be very clear about the specific status of any player training with the team and no players should attend trainings without being noted on these team lists.

8.12Based on collected player fees, the Club will pay for up to three in-state tournament registrations per fiscal year for participating teams. Should a team choose to replace one In-state tournament with an out-of-state tournament the Club will reimburse the team for the out of state tournament registration fee up to$700.00 (Limited to one out of state tournament per fiscal year). Any amount over $700 owed for an out of state tournament must be borne by the individual club team. This is limited to one out of state tournament per fiscal year.

8.13 Teams electing to attend additional tournaments beyond the allocated three will pay their own tournament entry fees and will also pay their coaches per diem for such an extra tournament The Club will reimburse teams traveling to and participating in Region IV Championships or Region IV Presidents Cup for the cost of their tournament entry fees and this will not count towards their normal annual tournaments allocation.

8.14 In special situations (e.g. developmental teams with limited or no travel expenses or U19 teams with limited travel plans), the Club President, in consultation with the club treasurer and respective team manager, may arrange for a reduced base fee allowing said team to pay it’s own tournament entry costs if any.

8.15 Each team treasurer, after consultation with the team’s coach, will establish an annual team budget with estimated player financial obligations for the season. This team budget will be submitted to the Club Treasurer by February 15 of each year.

8.16 Accounting, Taxes, and Budget

8.16.1 The Executive Board, with approval of the Board of Directors, may contract with a firm to provide bookkeeping services, accounting services and tax preparation services. The Board of directors will review and approve the firm, the amount of the contract, and the scope of the contract each year.

8.16.2 The Executive Board with, annual approval of the Board of Directors, may contract with a web-based team sports service for fee collection and team, player, staff, and parent data and communication.

8.16.3 It is the intent of the club that the club treasurer be tasked primarily with budget planning, budget review, player account status and club account reporting. The Firm(s) under contract will handle most bookkeeping, accounting, and taxes.

9 Fund Raising Guidelines9.1 The Eclipse Soccer Club is a Tax-Exempt organization that receives

charitable donations under its 501(c)(3) status9.1.1 Tax deductible donations must be made to the Club and not to an

individual player or team. The club may transfer the donation to a specific team for team expenses, not to an individual.

9.1.2 Written acknowledgement for an amount of $250 or more will be provided to the donor with the Eclipse Tax ID Number.

9.1.3 Parents may not make donations toward their child's expenses and take a tax deduction for that amount.

9.1.4 Accurate accounting will be maintained for all Charitable donations and reported in accordance with IRS Regulations.

9.2 The Eclipse Soccer Club is organized with the common objective of competing in amateur sports. We are supported by membership fees, dues and assessments.

9.2.1 Club expenses include, but are not limited to: Gym and field rental, coaching stipends and travel, administrative and web support, tax preparation and bookkeeping, and tournament fees.

9.2.2 Player members are assessed dues and fees by the club to pay its expenses in the form of annual dues and bi-annual assessments and other special assessments as declared by the Board of Directors.

9.2.3 Fees may be reduced by team fundraising. Players must benefit equally to avoid private inurement.

9.2.4 Examples of team fundraisers include: Tournaments, educational or skills clinics, sales of logo items, bake sales and car washes.

9.2.5 Non-soccer related fundraising must be conducted by volunteers and not on a regular basis, to avoid IRS treatment as unrelated business expense.

9.2.6 Individual Sponsorships may be obtained to pay required expenses. They do not qualify as charitable donations.

9.2.7 Personal gear, such as footwear, shin guards, and spirit wear may not be purchased with fundraised money. Travel and camps that are not required by the team, but for the individual's personal benefit, do not qualify for the use of fundraised money.

9.2.8 Fundraising must be voluntary and cannot be required by the club or team.

9.3 Gaming

9.3.1 The Eclipse Club will maintain a Charitable Gaming Permit through the Alaska Department of Revenue.

9.3.2 Primary member in charge and Alternate member have completed the permit requirements and will coordinate and report all gaming activities in accordance with the Alaska Statutes.

9.3.3 The Club will control all gaming and raffle proceeds, and deposits will only be made into the Club's designated gaming account.

9.3.4 The Club may assess a fee to each team to pay the expenses of conducting the raffle.

9.3.5 All proceeds must be spent within the State of Alaska, gaming statues prohibit use of gaming money outside the state.

9.4 Travel Expenses

9.4.1 Team travel is required for member participation in the soccer club. Fundraised money may be used for travel providing that certain criteria are met:

9.4.2 Documentation for travel expenses is provided.

9.4.3 Travel is with the team and (with the use of chaperones), not the individual's families’ travel.

9.4.4 Travel out of state may not be financed with gaming proceeds.

9.5 Transfers

9.5.1 Funds that are generated under The Eclipse Soccer Club's 501c3 status must be used for Eclipse Soccer Club expenses and may not be transferred to another club.

10 Player Evaluations

10.1 Coaches will conduct a minimum of two evaluations with players and parents, with the first evaluation completed by June 30 of the respective year. The second evaluation must be completed prior to try-outs for the following year. One evaluation must be in writing.

10.2 Coaches have the discretion to cut players. The player must be given reasonable opportunities to improve their performance/attitude as documented in a written evaluation.

10.3 Player cuts may be appealed in writing to the Board of Directors.

11 Coach Recruitment and Development

11.1 The Coaching Director, in conjunction with the Board of Directors will oversee the recruitment, development, and retention of coaches for the Eclipse organization.

11.2 The Coaching Director, in conjunction with the current coaching staff and Board of Directors, will develop a structure for recruiting coaches and coordinate the recruitment of coaches.

11.3 The President and Executive Board may, at their discretion, appoint a committee with the purpose of investigating ways to enhance recruitment, retention, and development of coaches through such opportunities as attending national meetings, membership in national organizations, obtaining coaching resources, mentoring, etc.

12 Head Coach Requirements

12.1 Head Coaches must be a minimum of 18 years old.

12.2 Coaches must have at minimum one season of head coaching experience at any level or one season as an assistant coach at the competitive level.

12.3 Coach candidates must submit 3 letters of reference, a police background check, and a resume or vitae describing experience.

12.4 Coaches are expected to commit to a minimum of two years for continuity purposes.

13 Coaching Responsibilities

13.1 The following are responsibilities of head coaches:

13.1.1 Conduct tryouts

13.1.2 Attend and organize practice sessions

13.1.3 Be present for league and tournament games or arrange for a qualified

replacement

13.1.4 Possess a strong grasp of the fundamentals of the game.

13.1.5 Maintain open lines of communication with parents, players, and other

coaches.

13.1.6 Attend coaches meetings on a regular basis.

13.1.7 Be familiar with and follow board directives.

13.1.8 Evaluate players twice each year per Section 10.

13.1.9 Attend the scheduled evaluation meeting with the President and Vice

President

13.1.10 Complete and submit to the Club Treasurer the Player Evaluation Report

prior to fall tryouts.

13.1.11 Display and promote positive behavior and good sportsmanship.

13.1.12 Understand and implement the Eclipse philosophy of coaching,

“To promote both fair competitive play and the individual development of all team members.”

13.2 Coach Retention and Improvement Guidelines

13.2.1 Coaches will be retained on an annual basis following evaluations and recommendations from the Coaching Director and the Executive Committee. Coaches will be expected to adhere to all guidelines outlined under Coaching Requirements in the Eclipse Club Policy.

13.2.2 A defined mentoring program will be in place for all new head team coaches for a minimum of one year, and may be extended as recommended by the Coaching Director. Assigned mentors and/or the Coaching Director will at a minimum observe/assist with 2 practices and 2 games/scrimmages prior to the outdoor season.

13.2.3 The Coaching Director, in conjunction with a mentor if assigned, will provide verbal and at least one written evaluation to review with head coaches prior to the start of the outdoor season.

13.2.4 Coaches are expected to attend available coaching training sessions, seminars, etc. They are also expected to be active in attending Board meetings, and other club wide activities.

13.2.5 Coaching concerns regarding competence, interaction with players, parents and other club staff will be addressed by the Eclipse Soccer Club through the Coaching Director and Executive Committee.

13.2.6 Any coaching concerns involving an imminent threat to the safety and well being of players involving physical, psychological, and/or social issues will be immediately addressed through the Coaching Director and the Executive Board, to include the suspension of coaching privileges within the club.

13.2.7 Ongoing, but not imminent coaching issues should if possible be addressed first at the team level, including team coaches, parents, and players, and mentors if available. However, parents and especially players should be encouraged to discuss issues among themselves and

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should always feel free to discuss any issues with the Coaching Director, other coaching staff, Board of Directors, and Executive Committee members, especially if they feel uncomfortable discussing issues directly with their coaches.

13.2.8 Failing resolution or improvement at the team level, appeal to the Coaching Director from any involved party should be the next level. If a serious issue requiring intervention is recognized by the Coaching Director, coaching staff and/or parents, then timely corrective action will be initiated. Documented written, defined, and time limited opportunities for improvement will be made by the Coaching Director and any assigned mentor. If deemed appropriate, the Coaching Director improvement plan will be provided to the coach. This improvement plan will include a specific time line for improvement and specific criteria for improvement.

13.2.9 An involved coach has the option to review the improvement plan with the Executive Committee or full Board of Directors.

13.2.10 If there is no timely resolution of ongoing coach competence issues or other ongoing issues affecting the team performance and cohesion, at the team or Coaching Director level, then involvement of the Executive Committee should be the next step. The Executive Committee is empowered to recommend to the full Eclipse Club Board of Directors resolution strategies up to and including coach removal and replacement.

13.2.11 Appeal of a coach for reinstatement should be made to the full Eclipse. Board of Directors and will be available for up to 14 days from the date of removal, during which time an interim coach, approved by the Executive Committee will be named as the team coach.

13.2.12 A coach who chooses not to return as head coach for the following summer must notify the Eclipse Club President at least two weeks prior to fall tryouts.

14 Evaluation of Coaches

14.1 The Vice President of the Club will oversee the completion and collection of evaluation data.

14.2 Each player/parent will be encouraged to complete an evaluation of their team’s coach each year. The completed evaluation form will be submitted to the team manager; then delivered to the Vice President.

14.3 Once the evaluations are collected, the President and Vice President will review the evaluations. The President and Vice President will schedule a meeting with each coach to review the evaluations. Failure to attend the evaluation meeting may result in non-retention. If significant problems have arisen, the complete Executive Board will convene to determine a course of action.

14.4 The President and Vice President will provide a recommendation to the Board of Directors regarding retention of coaches by the September board meeting.

15 Coach Compensation

15.1 Eclipse head coaches will be paid on a scale based on their USSF coaching licenses and/or NSCAA Diplomas.

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15.1.1 F licensed coaches will receive $30 per player twice each year. It is required that all club head coaches obtain at minimum a USSF F License within 6 months of their first outdoor season.

15.1.2 E licensed coaches will receive $55 per player twice each year. It is required that all club head coaches obtain at minimum a USSF E License within 18 months of their first outdoor season.

15.1.3 D licensed (or NSCAA Equivalent) coaches will receive $90 per player twice each year.

15.1.4 C licensed (or NSCAA Equivalent) coaches will receive $120 per player twice each year.

15.1.5 Unlicensed coaches will receive $25 per player twice per year for the first year only. A coach who does not receive a license by the beginning of the second year of coaching will be considered to be a volunteer coach and will receive no payment.

15.1.6 The Board of Directors will re-assess Coach Compensation each year in a fall meeting and set the scale for the following year.

15.2 For pay scale purposes, license level will be determined by the successful completion of a licensing class before AK Airlines Cup.

15.3 For pay scale purposes, alternative licensing agencies such as NSCAA (Diplomas) or Foreign licenses can be considered as equivalents for the USSF licenses referenced above if deemed appropriate for a given coach candidate. Substituting such equivalents for pay scale must receive preliminary approval from the Coaching Director and formal approval from the Board of Directors.

15.4 One assistant coach per team will receive $25 per player twice each year.

15.5 Coaches will be treated as independent contractors. A 1099 will be given to any coach whose payment exceeds $600.

15.6 All coaching payments revenue needed should derive from player fees incorporated in the bi-annual player fee payments as described above.

15.7 Payment to the coaches will be made on or before September 20, for outdoor season and on or before April 20 for the indoor season.

15.8 Coaches may forfeit their pay to the Club if they do not meet the following criteria:

15.8.1 Complete two player evaluations as described in Board Policy.

15.8.2 Are released from their duties by the Board of Directors during the course of the year for any reason.

15.8.3 Do not uphold their responsibilities as outlined in Section 13.

15.8.4 Coaches will have the opportunity to appeal pay forfeiture to the Board.

16. Stipend-Supported Coaching Positions

16.1 The Eclipse Soccer Club will contract with and retain when possible the following personnel: a Coaching Director, a Technical Director, and a Keeper Trainer.

16.2 If the Executive Board, through the Board of Directors, is unable to fill vacancies in any of these stipend supported coaching positions, or if they choose to approach these duties on a temporary contract basis, individuals or groups of individuals may be contracted to perform their functions on a temporary basis with

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compensation not to exceed total amounts negotiated in the preceding year’s contracts.

16.3 Coaching Director

16.3.1 The Eclipse Soccer Club will contract for a part time Coaching Director whose function it will be to coordinate coaching and training activities club-wide and to ensure coaching staff is functioning in a cohesive and unified manner.

16.3.2 The Director will, at minimum, meet all Head Coach Recruiting Requirements described in Section 12 above where relevant.

16.3.3 The Director can be a current club head coach, an assistant coach, or he or she may hold only the Director position.

16.3.4 The Director will be evaluated at the end of each summer season. The Club President, in consultation with the Vice President, will conduct the evaluation. The Executive Board will review the evaluation each year and may make recommendations regarding retention or non-retention to the full Board of Directors.

16.3.5 The Coaching Director will receive an annual stipend as negotiated with the executive board and specified in a contract approved by the Board of Directors. An explicit detailed job description will be specified in the contract.

16.4 Technical Director

16.4.1 The Eclipse Soccer Club will contract for a part time Technical Director whose function it will be to coordinate the development of player technical skills club wide. The technical director will also support individual teams and team coaches in ensuring that technical skills are being developed in team training. The Technical Director will focus on skill development for pre-u11 players through an Eclipse Club Academy Program.

16.4.2 The Technical Director will, at minimum, meet all Head Coach Recruiting Requirements described in Section 12 above where relevant.

16.4.3 The Technical Director can be a current club head coach, an assistant coach, or he or she may hold only the Director position.

16.4.4 The Technical Director will be evaluated at the end of each summer season. The Club President, in consultation with the Vice President, will conduct the evaluation. The Executive Board will review the evaluation each year and may make recommendations regarding retention or non-retention to the full Board of Directors.

16.4.5 The Technical Director will receive an annual stipend as negotiated with the executive board and specified in a contract approved by the Board of Directors. An explicit detailed job description will be specified in the contract. This stipend can be supplemented with additional fee-based training over and above duties specified in contract.

16.4.6 To enhance the skill sets of member players and to supplement his or her stipend, the Club Technical Director may run either individual or group sessions for a fee over and above his or her contractual duties and obligations as Technical Director. Any such sessions must be reviewed

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and approved by the Coaching Director and the Club President. This review will include the Technical Director’s rate, as well as the fees charged players for these sessions. A portion of any such fee-based training will accrue to the club for administrative overhead.

16.4.7 The Technical Director will work directly with the Coaching Director to ensure the club membership is being served in skill development and to ensure that a pre-comp academy program is being implemented appropriately. The Coaching Director and Technical Director will strive to ensure that the technical training and player development curriculum is meeting member expectations.

16.5 Keeper Trainer/Training

16.5.1 The Eclipse Soccer Club recognizes the importance of specialized goalkeeper training. The Club is committed to facilitating success in this important area of the game.

16.5.2 The Eclipse Soccer Club will contract for a Club Goal Keeper Coach whose function it will be to coordinate and conduct club-wide keeper training activities throughout the year and fulfill the contract as defined by the Executive Board and approved by the full Board.

16.5.3 The Goal Keeper Coach will meet all Head Coach Recruiting Requirements described in Section 12 above where relevant and will also demonstrate the requisite skills, experience, and licensure to conduct effective Keeper Training as determined by the Board of Directors.

16.5.4 The Club will continue to fund and/or subsidize indoor space for winter keeper training as approved seasonally by the Board of Directors.

16.5.5 The Board of Directors reserves the right to contract out Keeper Training to multiple trainers or to a trainer who has not been named as the club Keeper Trainer. IE. If the club is unable to retain a qualified Keeper Coach interested in serving in this capacity, the Club will make an effort to fund keeper training opportunities (as approved by the board). If the Keeper Coach position is vacant, monies “saved” will be available to arrange other forms of club-wide keeper training.

16.5.6 The Club Goal Keeper Coach can be a current club head coach, an assistant coach, or he or she may hold only the Goal Keeper Coach position.

16.5.7 The Goal Keeper Coach will be evaluated at the end of each summer season. The Club President, in consultation with the Vice President will conduct the evaluation. The Executive Board will review the evaluation each year and may make recommendations regarding retention or non- retention to the full Board of Directors.

16.5.8 The Keeper trainer will receive an annual stipend as negotiated with the executive board and specified in a contract approved by the Board of Directors. A Job description should be included in the contract issued by the Board of Directors. The stipend amount shall be re-assessed by the Executive Board each fiscal year and a recommendation regarding the amount should be made to the full Board.

16.5.9 The Keeper Trainer will work directly with the Coaching Director to ensure the club membership is being served and to ensure that keeper development and training is on-going and meeting expectations.

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17 Eclipse Club Coach Use of Trainers

17.1 The coach will evaluate a potential trainer based upon an acceptable background check and appropriate experience relative to the type of training being requested.

17.2 The Coaching Director should be consulted when possible if bringing in a trainer who is not currently an Eclipse Club Coach to work a club team.

18 Eclipse Club-Wide Positions (elected, stipend-based, and volunteer)

18.1 The President

18.1.1 The President of the Club is an elected position. This position is described in the bylaws of the club. The duties and responsibilities of this position include: Oversee overall Club operations, Chair Board of Director Meetings, Chair Executive Board Meetings, oversee all stipend-based and volunteer positions. As well as any other duties as directed by the Board of Directors.

18.2 The Vice President

18.2.1 The Position of the Vice President is an elected position and is described in the bylaws of the club. The duties and responsibilities of this position include: Chair Board of Director Meetings and Executive Board Meetings whenever the President is absent or unable to chair said meetings. He or she should work with the Web Manager to ensure public relations is positive and to make sure social media interface is operating in the clubs best interest. The Vice President should manage the club Facebook page and Twitter feed and stay abreast of other social media applications as they become important. He or she is also in charge of the Scholarships Committee, oversees evaluation of coaches, and oversees the implementation of the Club Academy and other special programs as designated by the President or Board of Directors.

18.3 The Secretary

18.3.1 The Position of the Secretary is an elected position and is described in the bylaws of the club. The duties and responsibilities of this position include: Maintaining and submitting for posting current policy and procedures (this document). The official copy of procedures should be archived by the secretary and a copy is to be archived by the Vice President. When modifications, additions, deletions, and updates are made to the current policy and procedures, the Club Secretary will make said changes noting dates and submit to the web manager for posting. The Secretary will take minutes at all board meetings and at all other official club meetings, and will post said minutes (once approved) to the web for member viewing. The Secretary will also track tentative team travel plans for all club teams. In addition to these duties and any others described in the bylaws, the Secretary will facilitate club wide E-communication when requested and perform any other duties as assigned by the President. Collect summer travel info from teams.

18.4 The Treasurer

18.4.1 The Position of the Treasurer is an elected position and is described in the bylaws of the club. The duties and responsibilities of this position include: primarily budgeting and reporting. The Club Treasurer will message team

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managers and inform them of their team players enrollment and fee payment status for each registration and fee payment cycle. The Club Treasurer will interface with the firm contracted to do accounting and tax preparation. The Treasurer will periodically (at least bi-annually) review Team Rosters and player accounts and ensure that all monies owed have been received and will work with team treasurers and managers to ensure all team accounts and player accounts are balanced with no funds in arrears.

18.5 The Registrar

18.5.1 The position of Registrar is elected and is a stipend-based position. Primary duties of the Registrar include: Club-wide player and parent data management, FYSA liaison, AYSA liaison, member and player registration, roster management, try-out registrations, and any other duties assigned by the President of the Club. The Registrar will also coordinate the acquisition, tracking, and payment for indoor time (gym time and turf time). The Registrar will work directly with managers in tracking registrations for all programs and will assist managers in ensuring all participants are registering and paying for all programs (e.g. winter and summer fees, clinics, camps, etc.). The registrar will organize managers informational meetings (at least bi-annually) and keep constant lines of communication open with team mangers.

The Registrar will receive a stipend in an amount set by the Board of Directors at the September Board meeting each year and specified in an annual contract put forth by the Board of Directors following the meeting.

18.6 The Coaches Executive Board Representative

18.6.1 The Position of the Coaches Representative is an elected position and is described in the bylaws of the club. The current club coaches, at a regular meeting, elect the Coaches Representative. The Coaches Executive Board Representative is a voting member of the Executive Committee. The Coaches Executive Board Representative will attend Executive Board meetings and serve as a liaison between the Executive Board Members and the Coaching Staff.

18.7 The Web Manager

18.7.1 The Position of the Web Manager is a volunteer position to be filled at the pleasure of the President and Board of Directors. TheWeb Manager is tasked with the upkeep of the club web page and all web related posting. Decisions relating to content of postings will ultimately rest with the Club President and the Executive Board.

18.8 The Uniform Coordinator

18.8.1 The Position of the Uniform Coordinator is a volunteer position to be filled at the pleasure of the President and Board of Directors. The Uniform Coordinator is tasked with coordinating the selection and ordering of uniforms. The Uniform Coordinator will provide an annual report to the Board of Directors each November. The Uniform Coordinator will work

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closely with the President, Team Coaches, and Team Managers to ensure the uniform ordering process is operating smoothly.

18.9 The Coaching Director

18.9.1 The Position of Coaching Director is responsible for overseeing the coaching staff and all aspects of the club related to coach training, recruitment, and retention. He or she will coordinate coaching and training activities club-wide and will work to ensure coaching staff is functioning in a cohesive and unified manner. The Coaching Director will work with the Technical Director and all club coaches to ensure team training is consistent and structured and that club- wide player development is effective. Specific position duties will be itemized in the contract issued between the Eclipse Soccer Club and the Coaching Director. Additional duties include: tryout coordination, special training programs, State Cup preparation, travel decisions, and tournament support. The Director will organize and hold regular coaches meetings with the staff.

18.10 The Technical Director

18.10.1 The Position of Technical Director is responsible for developing players’ technical skills across all players registered in the club. The Technical Director will work with club coaches in developing team-specific technical training as identified by team coaches. The Technical Director will work with pre-comp players in Academy format as arranged with Coaching Director. Specific position duties will be itemized in the contract issued between the Eclipse Soccer Club and the Technical Director.

18.11 The Keeper Trainer

18.11.1 The Position of Keeper Trainer is responsible for overseeing the coaching of Keepers club-wide. The Keeper Trainer is responsible for developing Keepers’ technical skills and tactical knowledge as it relates to goal tending. The Keeper Trainer will work with all club coaches to ensure Keeper Training is on-going and consistent. Specific position duties will be itemized in the contract issued between the board of directors and the Keeper Trainer.

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