Calendar
Regional 63 general calendar for 2010:
January:
Jan 1: RC: Change system over to Winter sub-season (if participating in league)
CVPA: Make sure all board members renew their volunteer forms in eayso, print, sign and bring 2 copies to 1st board meeting of the year
Referee: Administrator/Instructor: Cross regional schedule of referee classes
Field Director : Inventory and reequip boxes at all fields.
Uniform Coordinator : Contact Score for initial team order (?)
Jan 9: Board Meeting: 1st board meeting of the year (for all board members):
Rec Center, Lounge 2: 9:00am - 12:00 pm (Discuss calendar, board vacancies, suggested changes that will affect budget, referee task force update, and any other pending issues to begin new season)
February:
February Tasks:
RC: Record message on AYSO phone line (dates & fees for registration)
RC: Set up new board in eayso (Grant access if necessary)
RC: Change system over to Spring sub-season (if participating in league)
T-shirt coordinator: Begin work on t-shirt/sweatshirt design for registration sales
Photo coordinator: Make sure Washington Park is secured for Photo Day with Rec Dept. (Contact: Tim Barry)
Feb 3: Board Meeting: (for all board members) 7:30 - 9:00 pm in Computer Room of Recreation Center
Feb 17: RC: Area Board meeting 7:30 Foster City Community Center
March:
March Tasks:
Registrar: Print postcards for mailing to past players (Sort by zip code and bundle for bulk mailing) Deliver postcards to Post Office at 820 Stanton for bulk mailing to arrive at least one month prior to registration
Registrar: Get approval from Burlingame School District for registration flyer to be put in school bulletins (Contact: Greg Barnes, BIS Assistant Principal) Then, drop registration flyer at each school for inclusion as an attachment in this and next week’s bulletin.
Webmaster: Print bulk stamp on envelopes for mailing of flyers
Treasurer: Deposit money in post office account for bulk mailings this year
Coach Administrator: Select dates for coach classes and schedule rooms with Rec Dept. (When all is in order, make flyer with all information prior to registration.)
Referee Administrator: Book Rec rooms for classes. Also, make flyer of ref classes prior to registration.
Referee Instructor: Order any instruction books needed from National for classes.
Mar 3: Board Meeting: (executive board only) 7:30 - 9:00 pm at Lorie’s house.
Mar 17: RC: Area Board meeting 7:30 Foster City Community Center
Mar 19: Safety Director: Drop off registration banner to Rec. Dept
March 23-29: Registration banner goes up over Burlingame Avenue
March 30-April 13: Registration banner goes up over Broadway Avenue
Mar 31: Board Meeting: (for all board members) 7:30 - 9:00 pm in Social Hall of Recreation Center (April meeting moved forward).
April:
April Tasks:
Referee Administrator: Prepare budget numbers for RC (due no later than May 1).
Field Director: Prepare budget numbers for RC (due no later than May 1).
Coach Administrator: Prepare budget numbers for RC (due no later than May 1).
Apr 1: Register: Gather all supplies for registration (staplers (4); pens; file,)
Apr 5-9: Spring Break: Burlingame School District and SMUHSD
Apr 9: Treasurer: Have cash box with petty cash and cash receipt books ready to go for registration
Apr 9: RC: Get signs from container & run various informational flyers for registration
Apr 10: Registration #1: 9:00 am- 1:00 pm (Board attendance 7:30 am- 1:30 pm) - Social Hall and Computer room
Apr 14: Board Meeting: moved to Wednesday, March 31st
Apr 15: RC: Area Board meeting 7:30 Foster City Community Center
Apr 16: Safety Director: pick up banner from Rec Department
Apr 17: Registration #2: 1:00 pm- 5:00 pm (Board attendance 7:30 am- 1:30 pm) - Social Hall and Computer room
Apr 24: Registration #3: 9:00 am- 1:00 pm (Board attendance 7:30 am- 1:30 pm) - Social Hall and Computer room
May:
May Tasks:
RC: Record new message on phone line regarding how to register now that registration dates are over.
RC: Apply for use of Franklin Gym and library with BSD for coaches’ meeting & set-up.
May 1: Registration #4: 1:00 pm- 5:00 pm (Board attendance 7:30 am- 1:30 pm) - Social Hall and Computer room
May 5: Board Meeting: (executive board only) 7:30 - 9:00 pm at Lorie’s house
May 19: RC: Area Board meeting 7:30 Foster City Community Center
May 28-31: RC: NAGM (National Annual General Meeting) Denver Colorado
June:
June Tasks:
RC: Record new phone message if necessary.
RC: Fill out and submit application with SMUHSD if using any of their fields from July 2009-June 2010) (Contact: Connie Pucetti).
Registrar: Notify scheduler of number of teams per division.
Coordinators: Make contact with all individuals that volunteered to coach in your division (head and assistants) to confirm or deny assignment of a team. If not enough names on the list begin cold calling for needed number of coaches.
Coordinators: Also, make sure that all coaches, head and assistant, accepted have coach training at appropriate age division.(* Important: a team cannot be given to any coach that has not had proper training by the time of first practice.)
Field Director: Order all field supplies with AYSO store (paint, 1st aid kits, ice packs & other misc. needed equipment) Also, arrange for port-a-johns to be delivered in August to Franklin & Osberg for season. (*May be new arrangement with new turf fields.)
Coach Administrator: Order computer game cards from AYSO store.
Photo Coordinator: Notify Shooting Stars (Contact: Nicole Gee) of number of teams per division and number of players per team. (Photo packets must be mailed to your house prior to Coaches’ Meeting, July 24th)
Scheduler: Draft season schedule.
Jun 1: RC: Budget due to Area and faxed to National .
Jun 9: Board Meeting: (for all board members) 7:30 - 9:00 pm in computer room of Recreation Center.
Jun 14: Safety Director: Secure proof of insurance certificates for field use using eCerts for Rec Dept., Burlingame School District and SMUHSD (July 2009-June 2010)
Jun 16: RC: Area Board meeting 7:30 Foster City Community Center
July:
July Tasks:
Field Director: Alter/update field permits and practice slots matrix for upcoming coaches’ meeting. Also, print/copy field permits and practice slot matrix for coaches’ meeting.
Field Director: remember to hand out goal keys
RC: Along with Coach Administrator oversee the eAYSO creation of teams
Registrar: Print all team rosters and give medical forms to coordinators for sorting prior to coaches’ meeting
Coordinators: Bust and sort your own divisions teams with medical forms.
Field Director: Update electronic handouts for coaches’ online information prior to coaches’ meeting
Referee Administrator: Update electronic handouts for coaches’ online information prior to coaches’ meeting
Coach Administrator: Update electronic handouts for coaches’ online information prior to coaches’ meeting
Photo Coordinator: Do you have photo packets yet? (needed no later than July 22nd)
Uniform coordinator: Have uniforms & balls arrived? If so, stuff bags in time for coaches’ meeting set –up, July 23rd
RC: Book Rec rooms for next year’s registration dates
Asst. Field Director: Review field volunteers list and begin making calls to solidify field crews for each field. When crews are established, follow up via email with field
Referee staff: Make contact with everyone that has signed up to ref for the coming season to arrange for a preseason meeting/get together
July 1st: U16/U19 Coordinator: # of teams/division/gender due to Area
July 1st: Scheduler: Field commitments due to Area
July 7th: Board Meeting: (all board members) 7:30 - 9:00 pm in Computer Room of the Recreation Center
July 15th: RC: Area meeting: 7:30 at Foster City Community Center
July 15th: Treasurer: Note: Registration refund becomes 50%
July 25th: Coaches: Coaches’ meeting at Rec Center 8:00am- 12 noon (Board members during division set time)
July 25th: Referee Instructor: U6 & U8 coaches’ classes (following training)?
July 31st: U16/U19 coordinator: Player and coach ID’s due to Area and confirm that team rosters are in eayso
August:
August Tasks:
Photo coordinator: Work on photo schedule matrix using game schedule & list of coaches. When finished, send to Shooting Stars for review. When finished send to webmaster for posting on website.
Field Director: Arrange with Rec Dept. that fields are available for Field Lining Day, last Saturday in August (28th )
Field Director: Locate and mark benchmarks at each field (Washington, Village, & Cuernavaca) prior to field lining day
Field Director: Assemble large portable goals at Washington Park & lock
Field Director: Bring small U8 goals to Washington Park & lock
Field Director: Drop off & chain Village Park goals at field
BBQ coordinator: Book Lion’s Club for BBQ (if haven’t already)
RC: Opening Day information: Record new message regarding
August 1st: Webmaster: Schedule posted on website
August 2nd: Coaches: Practices can begin for U16/U19 teams
August 4th: Board Meeting: (executive board only) 7:30 - 9:00 pm at Lorie’s house
August 15th : Field Director: begin sending weekly light schedule as needed (every Sunday) to Rec Dept. (Contact: Tim Barry)
August 16th: Coaches: Practices can begin for U8 - U14 teams
August 18th: RC: Area meeting: 7:30 at Foster City Community Center
August 28th: All Board Members: Field Lining 8:00 am till done (Fields: Washington, Village, Cuernavaca)
August 31st: Coordinators: All team information for Opening Day Parade due to Opening Day coordinator (Information should be in chart form and include, Team number, Team name, Team colors, Head and Assistant coaches names)
September:
September Tasks:
RC: Begin work on RAP (Regional Assessment Program) Due to Area Director by October 1
RC: Book Rec rooms for next year’s board meetings, coaches’ meeting (if not at Franklin).
RC: Record new message on phone line regarding photo day (Sept. 13th)
RC: Record new phone message to generally cover rest of regular season (Sept. 27)
Safety Director: Secure proof of insurance certificate for BBQ using eCerts for Lion's Club
Safety Director: Email Rec Dept. (contact: Gina Borba) with request for banner hanging dates (both over Burlingame and Broadway) Follow with written application (available at Rec Dept.), check for applicable hanging fee and proof of insurance (obtained through ecerts on National website).* Make sure insurance dates cover hanging dates.
Photo coordinator: Arrange for make-up picture day with Shooting Stars (Contact: Nicole Gee). Date usually chosen: 2nd to the last Saturday in Oct. Also, arrange for Washington Park grass area for make-up day with the Rec Dept. (Contact: Tim Barry)
Coach Administrator: Order trophies for U6, U8 and U10-U14 Cup winners and runners-up. (Lorie will do in 2010 as I would like to try a new vendor)
Coach Instructor: Book Rec rooms for coach clinics, if occurring in winter and early spring
Referee Instructor: Book Rec rooms for referee clinics, if occurring in winter and early spring
September 1st: Board Meeting: (all board members) 7:30 - 9:00 pm in Computer Room of the Recreation Center
September 2nd: Coordinators: Extend personal invite to volunteer BBQ to all coaches and get head count numbers to BBQ coordinator no later than 10 days prior to event.)
September 11th: Everyone: Opening Day Parade and first game for all divisions
September 11th: Treasurer: No refunds as of this date
September 12th: Opening weekend continues: Second season game for divisions U8 – U14
September 15th: RC: Area meeting: 7:30 at Foster City Community Center
September 25th: Everyone: Picture Day & Volunteer BBQ at the Lion’s Club (Time: TBD)
October:
October Tasks:
Photo coordinator: Make sure you have photos from Shooting Stars for distribution at coaches’ meeting later this month
Field Director: Arrange with Rec Dept for field use for Area tournament teams and Turkey tournament teams (Contact: Tim Barry)
Field Director: Prepare under the lights schedule to be send out electronically by the coordinators prior to the Oct. coaches’ meeting
October 6th: Board Meeting (all board members) 7: 30 - 9:00 pm in Computer Room of the Recreation Center
October 7th: Coordinators: Make sure all your coaches know about the upcoming mandatory coaches meeting at the end of this month. Make sure they receive player rating chart and agenda for meeting ASAP.
October 20th: RC: Area meeting: 7:30 at Foster City Community Center
October 23rd: Photo Coordinator: Picture make-up day
Last week in Oct: Coaches: End of season coach’s meeting (All division coordinators must be present) Trophy distribution to U6 & U8 divisions (?)
October 30th: All: Last day of regular season for all divisions.
October 31st: All: Burlingame Cup games begin for U10-U14 divisions
November:
November Tasks:
RC: Arrange for per player fee payment with Parks and Rec Dept. and Burlingame School District
Field Director: Confirm that port-a-johns are removed from Franklin and Osberg (*May change under new arrangement)
Field Director: Also, collect keys from field crews and coaches
Field Director: Disassemble large portable goals at Washington park, and return them along with small U8 and U6 goals for storage in container.
Field Director: Arrange for final scheduling and payment of lights with SMUHSD & Parks and Rec Dept.
Registrar: Work on registration advertisement for Rec spring brochure due by Dec. 1 (Contact: Karen Hager)
November 3rd: Board Meeting (any and all welcome) 7: 30 - 9:00 pm in Computer Room of the Recreation Center
November 6th-13th: All: Burlingame Cup continues
November 17th: RC: Area meeting: 7:30 at Foster City Community Center
November 19th: Board: Volunteer Recognition Dinner
December:
December 1st: Everyone: All City grass fields closed until early spring
December 15th: RC: Area meeting: 7:30 at Foster City Community Center
December 31st: Registrar: Ratings should be entered into eayso
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