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HomeMy WebLinkAboutAgenda Packet - PR - 2015.05.21BURLINGAME PARKS & RECREATION COMMISSION Regular Meeting Agenda 7:00pm, Thursday, May 21, 2015 Burlingame Recreation Center, 850 Burlingame Ave, Burlingame Roll Call Martin, Baird, Colson, Baum, Dito, Lewis, Schissler 2. Approval of Minutes Approve the minutes of the April 16, 2015 regular meeting 3. Public Comments Members of the public may speak about any item not on the agenda. The Ralph M. Brown Act (the State and local agency open meeting law) prohibits the Commission from acting on any matter that is not on the agenda. Speakers are asked to fill out a `request to speak' card located on the table by the door and hand it to staff, although provision of a name, address or other identifying infomation is optional. The Chairperson may limit speakers to three minutes each. 4. Old Business A. None 5. New Business A. User Group Validations — Staff Report B. Youth Advisory Committee By -Laws — Staff Report C. Dog Park Task Force Members — Staff Report 6. Reports / Hand -Outs A. Parks & Recreation Department Reports 1. Monthly Report a. Foundation Update B. Correspondence C. Commissioners Reports 7. Future Agenda Items Adiournment Next Meetine Thursday, June 18, 2015 NOTICE: Any attendees wishing accommodations for disabilities should contact the Parks & Recreation Dept. at (650) 558-7323 at least 24 hours before the meeting. A copy of the agenda packet is available for review at the Recreation Center, 850 Burlingame Avenue, during normal office hours. The agendas and minutes are also available on the City's website: www.burlin ag me.org. AGENDA 521/15posted 5/14/15 MEETING MINUTES Regular Meeting of the Burlingame Parks & Recreation Commission Thursday, April 16, 2015 The regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chairman Martin at 7:06 pm at the Burlingame Recreation Center, 850 Burlingame Ave, Burlingame. ROLL CALL Commissioners Present: Martin, Baird, Colson, Baum, Dito, Lewis Commissioners Absent: Schissler Staff Present: Parks & Recreation Director Glomstad; Recreation Supervisor Acquisti; Recreation Coordinators Guastella & Rath; Parks & Recreation Intern Ludwig & Recording Secretary Helley Others Present: Mike Brunicardi, BYBA; Robert Bierman, AYSO; Kieron Saunders, BSC. MINUTES The Minutes of the March 19, 2015 regular meeting were approved as submitted. PUBLIC COMMENTS —None OLD BUSINESS Field Use Policy — Staff Report; Glomstad noted two items outstanding from the last meeting, how staff is to manage the penalty fee for subletting of fields and the fee structure for the per player fee. Regarding the penalty fee for subletting, the staff worked with the City Attorney and determined the best method to manage the penalty fee was to have it approved by City Council. The proposed administrative fine will be going before Council on Monday, April 20. Glomstad reported Supervisor Barry, in an effort to gain more insight and research on the issue, attended a school district liaison meeting on fields and a meeting of local cities that discussed the issue as it affected their user groups. Supervisor Barry then met with city user groups to discuss the fee structure for the per player fee. Various options were discussed. At this time, staff is not ready to present a structure proposal to the Commission. Glomstad solicited input and questions from Commission. Suggestions are to start with the validation process and determine more as the process moves along. Staff is striving to determine the clearest and most efficient process to manage the fee structure. Chair Martin opened public comment on the item. Robert Bierman, AYSO, spoke to commission asking for flexibility during the validation process and throughout the year as the group may not have the requested information at the ready when requested by staff. Regarding the per player fee, he feels it is not fair to charge for players that do not use Burlingame fields just because they are part of an overarching organization that a portion of the players use Burlingame fields. Kieron Saunders, Burlingame Soccer Club, hopes all will work out with the user groups working together to a mutual agreement on the issue. Parks & Recreation Commission Minutes April 16, 2015 — Page 2 Chair Martin closes public comments. Chair Martin asks Commission if they have further discussion on the item. Commission dissents further discussion. t�l_*'.'A:IWy ICI sl.`�9 Youth Advisory Committee Presentation — Kari Guastella introduced herself and explained the Youth Advisory Committee is a high school group that represents the youth of Burlingame and promotes recreation in the community. The group is working on an Anti -Bullying presentation they will be giving to the middle schoolers in the near future. YAC member, Isabella, reported the recent activities the group had participated in including hosting a Valentine's Dance for the mature adults with a line dancing teacher, hosted a glow in the dark dance for seventh and eighth graders and this Friday night will be hosting a movie and luau night for middle schoolers. Flyers for the upcoming Mission hnpastable event were distributed to Commission. The event is a fundraiser for the Recreation Department's Youth Scholarship Account. Commissioner Baird thanked the two members that attended the recent Community Advisory Committee for the Recreation Center Master Plan and applauded the participation and thoughtful input from both members. Parks & Recreation Intern Presentation — Parks and Recreation Intern Colton Ludwig introduced himself and shared his experiences in the Parks and Recreation Department. He graduated from Humboldt State in May of 2014 and has been working with the Department since the beginning of 2015. He received a major in business management and a minor in recreation. He is pursuing the recreation aspect of his education. His experiences have included: securing a new drivers education teacher; soliciting donations of food from local businesses for various events and signing on a line dancing teacher for the mature adult Valentine's Dance. He had the opportunity to attend the most recent CPRS conference where he was able to network with other professionals. He also spent a whole week working with the Parks crews keeping the parks clean and maintained. He is currently working as the daytime building attendant setting up classrooms for instructors and is learning the registration system. REPORTS/HANDOUTS A. Parks & Recreation Department Reports 1. Monthly Report a. Foundation Update — Glomstad reported the Foundation has changed their regular monthly meetings to the fourth Monday of each month. b. Streets Alive Event — Recreation Coordinator Rath reported on May 3, 2015 from 9 — 1 pm staff will be hosting a Streets Alive event at the Farmers Market in Burlingame. There will be a jump house and presentations from instructors on several recreation classes. c. Glomstad reported the recent water restrictions handed down from the state will affect the parks, medians and planted areas in the City. Plans to mitigate the long term damaged are being developed. Public Work's is working on a plan to reopen an existing well in Washington Park. B. Commissioner Reports None Parks & Recreation Commission Minutes April 16, 2015 —Page 3 C. Correspondence None NEXT MEETING The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, May 21, 2015 at 7:00 p.m. at Burlingame Recreation Center. There being no f •ther business to come before the Commission, the meeting was adjourned at 7:47 pm. Respectfully submitted, Joleen Helley Recording Secretary Burlingame Parks & Recreation Department a STAFF REPORT To: Parks and Recreation Commission Date: May 21, 2015 From: Tim Barry, Parks and Recreation Supervisor Subject: Youth Field User Organization Validation RECOMMENDATION Staff recommends Commission review the attached Youth Field User Organization Validation Applications and determine if they should be approved as a Validated User Group. BACKGROUND Per the Field User Policy approved by the Commission on April 16, 2015, the Parks & Recreation Commission validates User Organizations before they can request field space for the seasonal sports leagues and tournaments, DISCUSSION The Parks and Recreation Commission can assign an organization Validated User Group status for either a one-year or a three-year term based on the percentage of residents from the previous year. 1. Organizations with more than 75% Burlingame residents must apply every three years. 2. Organizations with less than 75% Burlingame residents must apply every year. To be approved as a Validated User Organization, Commission reviews, the applications and determines if the group has the following criteria. 1. A registered 50103 non-profit organization. 2. Has a minimum of 30 Burlingame residents ("emerging" sports can petition the Commission to be included in the allocation process.) 3. Offer teams for a variety of age groups and open to all residents. 4. Complete a Youth Field User Organization Validation Application 5. Has a governing board with at least 50% residents. FISCAL IMPACT None 1 Field Use Policy Review EXHIBITS A. AYSO Field User Organization Application. B. BSC/SMC Star Field User Organization Application. March 19, 2015 2 'Exkh l A (Ci>ty of Burlingame - Parks � Recreation. nun-irJoamE 850 Burlingame Ave., Burlingame, CA 54010 [1 phone; (650) 558-73.00 -i fax: (650) 696-7216 recreation@burling,ime.org Youth Field User Organization Validation Application "Youth Field User Organizations" (user organizations) and the scope of the support to be offered by the City are defined in the Field Use Policy. Such support may be defined in allocation of field space, opportunities to conduct tournaments or sell snacks, and use of indoor meeting space or other. The policy covers. existing organizations as well as programs that offer new opportunities for the community (including existing opportunities for a different section of the community). Organizations offering programs competitive with City offerings may be prohibited. Applications must be, received by the Parks & Recreation Department at least three weeks prior to a Commission meeting, generally field on the third:Thursday of each month. Commission will review and discuss the information at the meeting and hold a public hearing at the subsequent meeting, before validation is approved. User organizations are.required to attend the public hearing before the Parks &Recreation Commission. The following Field User Organization Application checklist must be completely submitted to staff prior to being placed on the Commission agenda. ✓ Written organization rules and guidelines -7 Annual schedule including practices & games, tournament, and any special events List of board members with contact information Seasonal rosters of league participants showing residency status & age groups Description of user organization's activities and how the fields) will be utilized Proof of Non-profit 501(c)3 status Current certificate of insurance Name of Organization Burlingame AY.I;Q 501(c)34t 95-89053A8 Alt. Phone Field Usw ype of Sport Soccer # of Members in Organza[ on —JEW who live in )3urlingame -t 5M Conditions of approval of validated User Organizations include: 1. Adherence to all provisions'within the Field Use Policy, including the sublettingpenalty. 2. Work collaboratively with City staff and other user organizations to resolve issues and to fairly and equitably assign field allocations. 3. Provide seasonal rosters of league participants that adequately verify residency numbers. Asthe authorized representative of the organization, I have reviewed and agree that my organization Will follow all of the City of Burlingame Fiecies. I agree to communicate all of the policies to all themembers of the organization. s//I/ S tureof drzationRepmsentative, Date Violation of the Field Use Policies may resultin validated user organization stadts being suspended orrevolced. Admin Use Only % Application: SubmittalDate S �� �f Staff Review Date P & R Commission Meeth P Approval Date Youth Field Organization Validation Application Addendum for Burlingame American Youth Soccer Organization — Region 2/N/63 2015 represents AYSO's 40w year in Burlingame. With approximately 1600 youth and over 300 volunteers Burlingame AYSO provides youth soccer under the national American Youth Soccer Organization. AYSO's Vision is to provide world class youth soccer programs that enrich children's lives. AYSO's Mission is to develop and deliver quality youth soccer programs which promote a fun, family environment based on AYSO's Six Philosophies: • Everyone Plays'' • Balanced Teams • Open Registration • Positive Coaching • Good Sportsmanship • Player Development The mission is accomplished by providing these essential services: • Coaching and referee programs including quality delivery systems • Quality administrative and operating systems with a support network • Strong financial position • Special network for volunteers, supported by a national staff • Program research and development Organization The organization's rules and guidelines are mainly encompassed in two main documents, the AYSO National Guidelines, and the Burlingame AYSO Regional Guidelines as approved by the AYSO National Board. Additional materials can be found at the national website (specifically under governing documents) at: http://www.ayso.o:g/For Volunteers/resources/governing documents htm Burlingame AYSO is part of AYSO Area 2N which includes Redwood City; Foster City; Belmont; San Carlos; Half Moon Bay; San Mateo; Hillsborough as well as Burlingame. We also work very closely with Area 2B which includes Millbrae; San Bruno; Daly City; Pacifica; and Brisbane. Area 2N and 2B are part ofAYSO Section 2. AYSO Section 2 is one of 14 AYSO sections nationally. Section 2 represents the areas within Alaska, Washington, Oregon, Nevada (except Las Vegas), and Northern California. As part of the National AYSO organization, all players and volunteers are registered with AYSO, have soccer accident insurance as a supplemental insurance and all volunteers have background checks and criminal history backgrounds checked. Burlingame AYSO Region 2/N/63 is part of the AYSO National Organization with is a recognized 501 (c)3 Not for Profit Organization. Youth Field Organization Validation Application Addendum for Burlingame American Youth Soccer Organization - Region 2/N/63 Program Burlingame AYSO's primary season is in the fall. The U5 to U14 divisions (4 years to 13 years old) generally start to practice around mid August with the season start early September. For 2015, opening day is September 12m. The primary season runs through October, with playoff games (the Burlingame Cup) running into early November. As part of the AYSO Area 2N, we also participate in the Area tournament for the winners of the Burlingame Cup which takes place in December immediately followed by the Section 2 tournament. The U16 and U19 players (14 to 18 years of age) play as part of the Area 2B and Area 2N U16/1.119 program due to the limited number of teams and start early August and run to early November (prior to the High School soccer season). In addition Burlingame AYSO participates in the Area 2N winter league that is for select teams and currently includes 8 teams from each region. The Winter League season runs from January till early March with practices starting in December. Finally for the spring, occasionally we have coaches and players participate in the Pacific Coast Spring Soccer League (PCSSL) which runs from March through May. More information on PCSSL can be found at http://www.ocssl.org/. Activities and Field Usage Burlingame AYSO provides soccer. But with approximately 1600 players we have to use virtually every soccer field in Burlingame. The following is our normal breakdown of field usage: Game Usage US - Village Park (divided into 4 fields) U6 - Ray Park (divided into 5 fields - one for Burlingame Rees Kids Lover Soccer) U7 and U8 -Washington Park (divided into 5 fields) U10 - Murray (divided into two fields) and Osberg U12 - Lower Bayside Field 3 and the BHS Practice Field (also Cuernavaca when needed) U14 - Franklin U16/U19 - BHS Stadium field and Murray Practices US and U6 do not have practice times, their practice is part of the jamboree format on game day. U7/U8 - Village Park (divided into two fields), (Osberg divided into 3 fields], and Washington Park (divided into 5 fields). Youth Field Organization Validation Application Addendum for Burlingame American Youth Soccer Organization - Region 2/N/63 U10 - Washington Park (divided into 5 fields), and Franklin (divided into 4 fields) U12 - Bayside Field 3 (divided into 3 fields), Cuernavaca Park (divided into 3 fields), and Franklin (divided into 4 fields) U14/U16/U19 - Washington Park (divided into 5 fields though field 5 is not used until the new lights are installed), and Bayside Field 3 (Divided into 3 fields) U16/1119 - also use BHS Stadium field (divided into three fields) Participants The seasonal roster of league participants showing residency status and age groups will be provided to the Parks & Recreation Staff under privacy controls established byAYSO and is not for public consumption. Board Members As described in our regional guidelines, Burlingame AYSO has up to 33 voting board positions. In addition we have it staff positions. Our full board listing can be found at: httl2://www.burlingameayso.org/stories/storvReader$9 While we have all those positions, only 7 are mandatory, and represent the Regional Executive Board which by quorum can take any action needed under our guidelines. REGIONAL EXECUTIVE BOARD Regional Commissioner Regional Registrar Regional Treasurer Regional Safety Director Regional Coach Administrator Regional Referee Administrator Regional Child Protection Volunteer Advocate Gary Rainville - garyayso@gmail.com Jean Gordon - registrar@burlingameayso.org Trent Wright - trentwl6@comcast.net Calvin Gee - calvinayso@gmail.com Kim Jordan - kimjordanayso@gmail.com Mike Hazinski - mhazinski@comcast.net Jim Brogan - jtbrogan@earthlink.net SOcce4 CIA 4v L , M \U�� Q) aU (D) n a 0 F"'k-PH(me ccci'n, KsgMUMUMUS AYSO National Rules & Regulations (0812013) (",:: r 1) AYSO National Rules & Regulations (08/2013) ME I. GAME CONDUCT 1 II. TEAMS 5 III. REGISTRATION 5 IV. TRANSFER OF TEAM MEMBERS 7 V. DURATION OF REGISTRATION 7 VI. PROPER DRESS 7 VII. OWNERSHIP AND RESPONSIBILITY OF UNIFORMS AND EQUIPMENT 9 Vill. INCIDENTS AND INJURIES 9 Exhibit "A" 10 "SO National Rules & Regulations (08/2013) ni iv AYSO National Rules & -Regulations (0812013) /PJ-- AYSO National Rules & Regulations ✓✓��/i{4d177 GAME CONDUCT 0. GAME CONDUCT AYSO games shall be conducted in accordance with the current FIFA Laws of the Game and decisions of the International Football Association Board (IFAB) in effect on August 1 each calendar year, with the following exceptions and clarifications: A. COMPETITION Coaches, officials and spectators shall not enter the field of play unless requested by the referee. 2. Except for small -sided games (Article I.H), a scheduled game shall not commence nor be continued unless both teams can field at least seven eligible players. B. DURATION OF GAMES Division Maximum Duration of Half Jamboree 10 minutes U-6 10 minutes U-8 20 minutes U-10 25 minutes U-12 30 minutes U-14 35 minutes U-16 40 minutes U-19 45 minutes 1. Games shall be of two equal halves, not to exceed the following maximum durations: 2. Half-time periods shall be a minimum of five and a maximum of ten minutes as designated by the referee. 3. Where necessary due to scheduling time constraints, the duration of the two halves is to be reduced by an equal amount to allow for substitution in accordance with Article I.C.1. AYSO National Rules & Regulations (08/2013) 1 �igAYSO National Rules & Regulations GAME CONDUCT C. PLAYING TIME AND SUBSTITUTION Except as noted in Article I.C.3 all eligible team members in attendance at AYSO games must play at least half of the game, excluding overtime. Such participation is controlled as follows: a. Approximately midway through each half the referee shall permit substitution. This normally occurs during a regular stoppage in play, and the game is resumed with the appropriate restart (i.e. throw-in, goal kick, corner kick, kick-off, free kick, penalty kick or dropped ball). On occasion the referee may need to stop play for substitution while the ball is in play, in which case the game is resumed with a dropped ball. b. Substitutions may also be made at half-time and at the start of any overtime periods. C. When the referee signals for substitution, the coaches should have all substitutes entering the game immediately report to the referee or the designated assistant referees, who shall note on the lineup cards those team members substituting. d. During such stoppages, the coach of each team may substitute as many team members, or none, including previously substituted team members, as long as all eligible team members meet the minimum playing requirements. e. The referee shall allow for any time lost due to substitution or other cause by stopping his/her watch or adding playing time. (See Article 1.B.3. regarding reducing the length of halves to permit proper substitution.) 2. Substitution for injury: a. If a player is injured, the coach may provide a substitute for the player, in which case the injured player may not return until the beginning of the next "quarter". Only the player who is injured is credited with a "quarter" played regardless of the actual time played. b. The coach may choose to not substitute and "play short" thereby allowing the injured player to return during the "quarter" in which he or she was injured. C. The player must receive a signal from the referee in order to return to the game. 3. Late arriving team members shall be substituted as follows: a. If the team member ardves during the first "quarter, the team member must play a minimum of two of the remaining three "quarters". b. If the team member arrives during the second or third "quarter", the team member must play a minimum of one "quarter". 4. Signed lineup cards must be completed by the referee and forwarded to the Regional Commissioner or his/her designee. D. OFFICIATING 1. Referees shall officiate in accordance with the AYSO Rules & Regulations (the rules of competition), the FIFA Laws of the Game and decisions of the IFAB. 2 AYSO National Rules & Regulations (08/2013) Ay �.g� AYSO National Rules & Regulations �e(A GAME CONDUCT 2. Referees shall officiate in a manner inducing clean competition and good sportsmanship, placing great emphasis on the welfare of the players. If a player is injured, the referee, at his/her discretion, may stop play to ensure the welfare of the player even if the ball has not gone out of play. 3. The goalkeeper shall not be harassed or interfered with while attempting to put the ball in play. 4. It is the duty of referees to protect the goalkeeper against dangerous play. S. The Laws of the Game are intended to provide that games should be played with as little interference as possible, and in this view it is the duty of referees to penalize only deliberate breaches of the Law. Constant whistling for trifling and doubtful breaches produces bad feeling and loss of temper on the part of the players and spoils the pleasure of spectators. E. DUTIES AND RESPONSIBILITIES OF COACHES, REFEREES, OFFICIALS, OTHER VOLUNTEERS, SPECTATORS, TEAM MEMBERS AND OTHER PARTICIPANTS 1. It shall be the duty of each coach, referee, official, other volunteer, spectator, team member and other participant to: a. Conduct himself/herself in a manner becoming a member of AYSO and consistent with the AYSO philosophies and the highest standards of conduct. b. Comply with and promote compliance with the Bylaws, Rules & Regulations and policies, including those related to registration, certification and training. C. Encourage clean competition and good sportsmanship. d. Prohibit and abstain from making negative comments and complaints about officiating. e. Present a healthy and safe athletic environment for team members, including but not limited to, by not consuming alcoholic beverages, using tobacco products or smoking or simulating smoking or the use of tobacco products during practices or games or in the immediate vicinity of the soccer fields. 2. It shall also be the duty of each coach to: The following language in bold and underlined is effective August 1, 2011 for the U-6 and U-8 age division and the next age division in each of the subsequent years until implemented for all age divisions. a. Be trained consistent with the AYR() Natinnal train team to the best b. Remain within the coaches' area (Article I.G.2) during the game; a maximum of two coaches is permitted for each team. C. Limit his/her sideline participation during AYSO games to comments that are positive, instructional, and/or encouraging. d. Upon team formation, and during all subsequent team gatherings, practices, scrimmages, and games (regional, inter -Regional, Area, Sectional, National and tournaments), have in his/her possession all forms, rosters, waivers AYSO National Rules & Regulations (0812013) �i mayuA, AYSO National Rules & Regulations GAME CONDUCT and/or identification cards as may be required by AYSO policies so as to verify registration of team members or confirm volunteer qualifications. F. SIZE OF BALL Ball size for each division shall be as follows: Age Division Size Circumference Weight Jamboree, U-6 & U-8 3 23.0-25.0 inches 10-12 oz. U-10 & U-12 4 25.0-26.5 inches 12-14 oz. U-14, U-16 & U-19 5 26.5-28.0 inches 14-16 oz. G. FIELD OF PLAY 1. The dimensions and markings of the field of play and goals shall be at the discretion of the Region and, whenever possible, conform to the FIFA Laws of the Game or to AYSO small -sided game requirements. 2. A coaches' area extending ten yards on each side of the halfway line shall be marked by two lines off the field of play and perpendicular to the touch line. Where possible, the coaches' area shall include two additional lines, with one line parallel to and at least one yard from the touch line, and a second parallel line no more than three yards from the touch line. 3. The field shall be marked, where possible, with a spectator control line parallel to the touch line at a distance of at least three yards from the touch line. Coaches and officials should help the assistant referees keep spectators behind the spectator control line. 4. Spectators shall not be allowed behind the goal lines, with the exception of photographers who have received authorization from the referee, and who must remain quiet and sufficiently back from the goal lines. H. SMALL -SIDED GAMES It is strongly recommended that Jamboree through U-12 divisions play small -sided games, conducted in accordance with the current FIFA Laws of the Game as modified by the AYSO National Rules & Regulations and the age appropriate AYSO Coaching Manual. Regions may choose to allow goalkeepers in the U-8 division. Coaches beginning at the U-10 division are allowed to teach team members how to properly head the ball. 2. Small -sided games are permitted for all divisions. 4 AYSO National Rules & Regulations (08120113) E�AAYSO National Rules & Regulations ��r�GDD TEAMS 00. TEAMS A. Team names shall bear no resemblance to a religion, race, ethnicity or nationality. B. Teams shall participate only in games approved by their respective Regional Commissioners and/or presiding AYSO governing authority. C. Team size: For full -sided (11-a-side) soccer (not recommended for U-12 and younger), the number of team members at any one time shall be: Age Division Maximum no. of Minimum no. of team members team members U-16 & U-19 18 12 U-8through U-14 15 12 2. The following are the recommended team sizes: Age Maximum Minimum Division Players per team on field no. of team no. of team members members U-19 11-a-side 18 12 U-16 11-a-side 18 12 U-14 11-a-side 15 12 U-12 9-a-side 12 9 U-10 7-a-side 10 7 U-8 5-a-side 7 5 (No goalkeepers) U-6 3-a-side 5 3 (No goalkeepers) Jamboree 3-a-side q 3 (No goalkeepers) 3. All divisions may play optionally with teams of smaller sizes for mini -soccer, indoor soccer or small -sided games, subject to rules established by the Section. AYSO National Rules & Regulations (08/2013) 5 9� AYSO National Rules & Regulations ��//44AD REGISTRATION D. The maximum number of team members listed in Article II.0 may be increased with approval of the Area Director, but no more than would allow each team member to play at least half of each game. E. Each primary season, every effort shall be made to balance team strengths within each age division, within a reasonable geographical area. F. A Region or Area shall not form leagues on a major and minor basis within any age division. G. The only team member(s) a head coach may specify be on his/her team is his/her own child or children. Oil. REGISTRATION A. The standard age divisions for the Boys and Girls programs are as follows: Age Division Under 5 years but not younger than 4 years Jamboree Under 6 years U-6 Under 8 years U-8 Under 10 years U-10 Under 12 years U-12 Under 14 years U-14 Under 16 years U-16 Under 19 years U-19 B. The effective date of age determination shall be the registrant's age as of July 31st immediately prior to the start of the membership year as defined in Article V. Registrants who have reached the age of four years as of this date are eligible to participate in the program. Individuals who are nineteen years of age or older as of this date are not eligible to participate. Exception: Regions, upon approval by their Area Director and their section Director, may allow registration and participation of children who have reached the age of four as of the date of the Region's first organized activity (camp, practice or game) in any season, split season or sub -season. C. Jamboree and U-6 divisions are primarily for the introduction of soccer skills. D. In Regions where there are not enough registrants to make any or all standard age divisions, divisions may be combined so that teams may be formed. 6 AYSO National Rules & Regulations (08/2013) �9 AYSO National Rules & Regulations SS/r44�n TRANSFER OF TEAM MEMBERS Such divisions shall be classified on the basis of the oldest registrant and shall not, after the start of the season of play, be reclassified to a lower age division should the oldest registrant(s) then be removed from the roster. E. Regions with a sufficient number of registrants within a standard age division may, with the approval of the Area Director and Section Director, form single -year sub -divisions within the standard age divisions defined in Article III.A. F. No potential team member may register without the written consent of his/her parent or guardian, unless the registrant is of legal age. G. A registrant becomes an official team member upon: 1. payment to the Region of its required registration fee, and 2. acceptance of his/her registration form by the Regional Commissioner or the Regional Commissioner's designated representative, and 3. placement on a team by the Regional Commissioner or the Regional Commissioner's designated representative. H. The Regional Commissioner is responsible for assuring the eligibility of all team members on teams within the Region. Upon request of the Regional Commissioner or Area Director, a team member must present his/her birth certificate or other legal proof of age. I. An individual team member is limited to one AYSO primary season team. J. Boys and girls may play on the same teams where there is an insufficient number of registrants to establish separate teams with reasonable application of Article III.D. It is strongly recommended, however, that separate boys and girls teams be instituted and maintained wherever possible. IV. TRANSFER OF 'SEAM MEMBERS A team member may transfer from one team to another within a Region, or from one Region to another, after the following three conditions have been met: A. Approval of both coaches of the teams involved. B. Approval of Regional Commissioner(s). C. Approval of team member and parentiguardian; parent/guardian approval is not required if team member is of legal age. V. DURATION OF REGUSTRATRON The period of official membership shall be from August 1st through the following July 31st each year. V1. PROPER DRESS A. Each chartered AYSO Region shall provide for team members to wear a matching team uniform consisting of a jersey, shorts and socks. Such uniform shall be properly marked with the AYSO Traditional logo, described in Exhibit "A" of these Rules & Regulations, AYSO National Rules & Regulations (0812013) 7 Nigip, AYSO National Rules & Regulations S� PROPER DRESS that is a minimum of three inches and a maximum of four inches in diameter located on the upper left front of the jersey and otherwise shall conform to the markings on Exhibit "A." Regions that purchase uniforms with a logo that is approximately three to four inches in height but that is smaller than the three-inch minimum (or larger than the four -inch maximum) may continue to use the uniforms after August 1, 2010, if the uniforms were purchased for use prior to the Fall season of 2010. 1. The AYSO Traditional logo is not required on goalkeepers' jerseys but is highly recommended. 2. A pilot Region may use non -conforming uniforms which were purchased prior to the program becoming a pilot for their useful life but no longer than three years from the date of admission of the pilot Region. 3. In connection with the celebration of the 5d' anniversary of the founding of AYSO, a 50" anniversary logo approved by the National Board of Directors (the 050r' Anniversary logo") may be used wherever the AYSO Traditional logo is required or permitted to be used as provided in this Article VI or as reflected in Exhibit "A." The 50r" Anniversary logo may be used on uniforms purchased for use beginning with the Fall season of 2013 through the 2014-2015 membership year. The 501° Anniversary logo may continue to be used after the 2014-21315 membership year if the uniforms were purchased for use prior to the end of the 2014-2015 membership year. B. The AYSO uniform, including goalkeepers' jerseys, may bear a manufacturer's name and/or logo. The manufacturer's name and/or logo must not be displayed more prominently than the AYSO Traditional logo or be larger than the size specified in Article VI.A. for the AYSO Traditional logo and it must not be placed on the upper left front of the jersey. In no event shall a manufacturer's name and/or logo appear in the area designated for the AYSO Traditional logo. Except as provided in this Article VI or as reflected in Exhibit "A", no other markings may appear on the uniform without the prior approval of the National Board of Directors. C. The AYSO uniform may bear an optional emblem representing Region, skills, sponsor or sportsmanship on the upper right sleeve and/or the lower right front of the shorts in accordance with Exhibit "A." Such emblems shall be no more than three inches In diameter (or equivalent diagonal) and shall be approved by the Regional Commissioner. D. The AYSO uniform may also bear a sponsor emblem designated by the AYSO National Board of Directors immediately below the AYSO logo on the left breast of the jersey or such other location as the National Board of Directors may determine, as illustrated in Exhibit "A." E. No AYSO uniform may bear a team member's name, or team name, league name, or program name. F. The team member's uniform number shall appear on the back of the jersey in a color that contrasts with the jersey color, and (optionally) may be placed on the front of the uniform below the standard manufacturer's name and/or logo on the jersey or on the .left side of the shorts. The number on the front of the uniform shall not exceed four inches in height. G. The AYSO Traditional logo must appear in a color that contrasts with the player's primary uniform color. The AYSO Traditional logo must have a prominent appearance on the uniform. H. No person may use any of the AYSO trade names, trademarks or logos for any use other than AYSO-authorized activities without the prior written consent of the National Office. This includes having the AYSO Traditional logo stamped on soccer balls, soccer shoes or other equipment, or used in association with the products or services of any person. Those types of activities weaken any national licensing program and may violate license a AYSO National Rules & Regulations (0812013) 89� AYSO National Rules & Regulations �auu,,DD OWNERSHIP AND RESPONSIBILITY OF UNIFORMS AND EQUIPMENT agreements then in force. Any approved use shall require that an ® should be placed next to the AYSO registered trade name or trademark or, if the trade name is not registered, a TM should be placed next to such trade name or trademark. These symbols serve notice that the trade names and trademarks belong to AYSO. I. Regulation soccer shoes, gym shoes, or sneakers (with or without cleats) are permissible in all AYSO competitions subject to the referee's approval regarding their safety. J. Team members must wear shinguards that provide a reasonable degree of protection, and that are completely covered by their socks, to participate in any practice or game. K. Team members shall not be allowed to practice or participate in any game with any type of cast or splint. Removal of any type of cast or splint at the field or surrounding area in order to participate shall disqualify the team member from practice or game participation. L. Players shall not wear anything that is dangerous to either themselves or other players. V00. OWM ERSH OP AND R ESPONSHBOLUTY OF I4DMO FORMS AND [EQUOP IEfNT The custodianship and disposition of equipment and supplies purchased by an individual Region shall be the responsibility of that Region. V000. INCIDENTS AND INJURIES All incidents, injuries or property damage involving an AYSO participant or occurring at an AYSO event shall be reported to, and by, the Regional Commissioner or safety director on the AYSO Incident Report Form in accordance with the directive of the American Youth Soccer Organization (AYSO) National Office. AYSO National Rules & Regulations (08/2013) 9 Exhibit Exhibit "All AYSO Traditional Logo 3" to 4" in diameter on upper left front of jersey per Article VI.A. Logo color must contrast with jersey color per Article VI.G. Optional national sponsor logo as approved by the AYSO National Board of Directors per Article VI.D. Optional logo (Region, skills, sponsor or sportsmanship on upper right sleeve and/or lower right front of shorts — no more than 3' in diameter o equivalent diagonal per Article VI.C.) NOTES: Number on back of jersey and (optionally) right front of jersey or left front of shorts. Number color must itrast with jersey color per Article VI.F. (Optional numbers on front of uniform not to exceed 4" in height.) Shinguards worn on both legs, completely covered by the socks per Article VI.J. 1) The AYSO Traditional Logo must be a minimum of three and a maximum of four inches in diameter and must be worn on the upper left front of the jersey. 2) Except as indicated in Article VI or in the drawing, no other markings may appear without the prior approval of the National Board of Directors. 3) For clarification of proper size and location of AYSO and manufacturers' logos, refer to Article VI. 4) The AYSO Traditional logo is not required on goalkeepers' jerseys but is highly recommended. 5) Pursuant to Article VI.A.3., the 50" Anniversary logo may be used instead of the AYSO Traditional Logo whenever the AYSO Traditional logo is required or permitted to be used as provided in Article VI or as reflected in the drawing. 10 AYSO National Rules & Regulations (0812013) I.�i i''I i�r,•\ail •�� �l,�l i';i �,I��l� �`.�r REGIONAL GUIDELINES Region hereby acknowledges they are operating under the Standard Regional Guidelines with approval below. x Region 2N63 Regional Guidelines are attached and approved below. Approved by Burlingame Regional Board July 16, 2012 APPROVED BY: Regional Commissioner Date APPROVED BY: Area Director Date APPROVED BY: Section Director Date ,L Date Received by the NSTC: This page intentionally left blank Burlingame AYSO Regional Guidelines - Adopted Juli, 2012.docx i 6 BURLINGAME AYSO REGION 2N63 REGIONAL GUIDELINES (revision 7-2012) Table of Contents ARTICLE ONE Purpose.......................................................................................................................................1 ARTICLE TWO Mission .............. ARTICLE THREE Duties and Responsibilities of the Region...............................................................................3 ARTICLE FOUR Membership in the Region ............................................... ........................ ............................... 5 ARTICLE FIVE Managementof the Region.......................................................................... 1i1010(1rl-WIV4 Officers.....................................................................................................................................11 RegionalCommissioner................................................................................................12 Assistant Regional Commissioner................................................................................12 RegionalTreasurer........................................................................................................12 RegionalSafety Director ................................ :.............................................................. 12 Regional Coach Administrator ............. :..................... ................. :...................... .......... 12 ' Regional Referee Administrator ....................................... .............. .............................. 12 Regional Child and Volunteer Protection Advocate.....................................................12 RegionalRegistrar........................................................................................................13 ARTICLE SEVEN Information About the Program ....................................... 1. Team Assignments.......................................................................................... 2. Registration Fees; Refunds............................................................................. 3. Eligibility........................................................................................ 4. Length of Season and Cancellation of Games ........................................ 5. Attendance; Participation........................................................................ 6. 7. 8. 9. 10. 11. 12. 14 14 14 14 ...................... is ......................15 Protests..................... ..:.:.....................::..................:......................................................15 Conductduring Games ......................... :...................................... :..................... ... ........ 16 Refreshmentsat Games.................................................................................................17 ParentalParticipation....................................................................................................17 Facilities........................................................................................................................18 Sponsors........................................................................................................................18 Equipment.....................................................................................................................18 Burlingame AYSO Regional Guidelines - Adopted July 2012.doex ii ARTICLE EIGHT Financial and Banking Matters.............................................................................................20 1. Budget; Financial Statement... ...................................................................................... 20 2. Account Signatories......................................................................................................20 3. Transfer of Funds..........................................................................................................20 4. Cash Handling Procedures............................................................................................20 5. Receipt Procedures........................................................................................................21 6. Immediate Accounting to Regional Treasurer..............................................................21 7. Immediate Deposit Procedures.....................................................................................22 8. Monthly Bank Reconciliations.....................................................................................22 9. Credit/Debit Card Transactions....................................................................................23 10. Audit ................................................ ............................................ ....... 23 ARTICLE NINE DisputeResolution..................................................................................................................24 1. General Policy...............................................................................................................24 2. General Due Process Procedure....................................................................................24 3. Immediate Suspension..................................................................................................25 4. Removal........................................................................................................................25 5. Disciplinary Review Procedures.... ..................................................................... 11 ........ 26 6. Appeal...........................................................................................................................28 ARTICLE TEN Changesin Guidelines............................................................................................................29 1. Approval of Guidelines.................................................................................................29 2. ' Change in Guidelines ..................... ......................................................... :...................... 29 Burlingame AYSO Regional Guidelines- Adopted July 2012.dacx iii 04 ARTICLE ONE PURPOSE These Regional Guidelines have been adopted by the Burlingame American Youth Soccer Organization (AYSO) Region 2N63 pursuant to the authority granted in AYSO National Bylaw Section 1.04 (1) to provide guidance to the region in its organization and operation. These Regional Guidelines are subject to AYSO's Articles of Incorporation, National Bylaws, National Policy Statements, National Rules and Regulations, Section Rules and Regulations, and area guidelines (AYSO's "operating regulations"). All operating regulations are available on-line at www.ayso.org, and copies of these documents will be made available by the region upon request and are hereby incorporated by reference as a part of these Regional Guidelines, These Regional Guidelines are meant to enhance and to conform with the operating regulations. To the extent that there may be any contradiction or conflict among these documents, these guidelines shall prevail except and unless they are in violation of the AYSO National Bylaws in which case the operating regulations shall prevail. These guidelines, or such other guidelines as the region may adopt, must be made available upon request to the members of the region pursuant to AYSO Bylaw 1.04 (1). Pursuant to AYSO National Bylaws Section 1.06, this Region is designated a Chartered Region Burlingame AYSO Regional Guidelines -Adopted July 2012.do" ARTICLE TWO MISSION The AYSO Mission is to develop and deliver quality youth soccer programs which promote a fun, family environment based on the AYSO philosophies: Everyone Plays - Our regions' goal is for kids to play soccer —so we mandate that every player on every team must play at least half of every game. Balanced Teams - Each year we form new teams as evenly balanced as possible —because it is fair and more fun when teams of equal ability play. Open Registration - Our program is open to all children between 4 and 1S years of age who want to register and play soccer. Interest and enthusiasm are the only criteria for playing. Positive Coaching - Encouragement of player effort provides for greater enjoyment by the players and ultimately leads to better -skilled and better -motivated players. Good Sportsmanship - We strive to create a safe, fair, fun and positive environment based on mutual respect, rather than a win -at -all -costs attitude, and our program is designed to instill good sportsmanship in every facet of AYSO. Player Development - We believe that all players should be able to develop their soccer skills and knowledge to the. best of their abilities, both individually and as . members of a team, in order to maximize their enjoyment of the game. Burlingame AYSO Regional Guidelines - Adopted July 2012.docx ARTICLE THREE DUTIES AND RESPONSIBILITIES OF THE REGION The duties and responsibilities of the Region shall be, to the extent permitted by its size and available resources: 1. To operate and offer a quality youth soccer program to all youth from 4 through 18 years of age in a safe, fun, fair, positive environment that complies in letter and spirit with the Bylaws, policies, rules, regulations, and philosophies of AYSO; 2. To maintain good community relations and become involved in youth development and other community activities; 3. To register in the AYSO online registration system or with the National Support & Training Center ("NSTC") all participating players, coaches, referees, administrators, and other volunteers prior to the commencement of the membership year or, if registered during the membership year, within 30 days following such registration; 4. To assign players and coaches to assure proper balance of teams within each age division within the Region or within a reasonable part thereof; 5. To obtain and maintain safe playing facilities; 6. To obtain and be accountable for uniforms, balls, goals and other equipment and to use such equipment in a safe manner; 7. To schedule practices and games; 8. To recruit and assign volunteers including coaches and referees, and train them through clinics and audio/visual programs; 9. To disseminate information to the participants, their families and the community concerning the region and its programs; 10. To recognize volunteer efforts; 11. To hold periodic meetings of the regional board and disseminate to the participants, their families and the community appropriate information concerning the operation of the Region by the board; 12. To comply with AYSO policies and procedures relating to financial matters; including: (a) to publish for the Region and for the files at the NTSC, and make available to the participants and their families at least annually, financial statements of the Region and guidelines for the operation of the Region approved by the Area Director and Burlingame AYSO Regional Guidelines - Adopted July 2012.docx aNnXY. hp JP Section Director, or in the absence of such guidelines, operate the Region in accordance with the Standard Regional Guidelines as are in effect from time to time; (b) to collect and disburse fees and other monies ensuring the sound financial organization and operation of the Region, to keep and submit to the NSTC, as required, accurate financial records to insure continuation of the tax exempt status of AYSO; (c) to participate in the National Accounting Program; and, (d) to pay the NSTC the national player fee and all amounts due with respect to the Region's purchases from the NSTC within the payment guidelines established by the national treasurer. 13. To elect or appoint, at a minimum, a Regional Commissioner, Registrar, Treasurer, Safety Director (known in the National Guidelines as Regional Risk ManagementlSafety Director), Coach Administrator, Referee Administrator, Child and Volunteer Protection Advocate, and optionally an Assistant Regional Commissioner. These eight positions constitute the Regional Executive Board; 14. To comply with the Soccer Accident Insurance (SAI) plan and to submit insurance claims according to current procedures; 15. To notify the National Support & Training Center immediately of any potential or actual financial irregularities or losses or any threatened or actual claim or lawsuit against the Region, its participants, or AYSO; 16. To implement AYSO's national programs available to the region at least once a season; 17. To cooperate with neighboring Regions, and Area, Section and development personnel, to promote growth, development and cooperation throughout AYSO; 18. To participate in Area, Section and national events and programs; and 19. To cooperate in policies and procedures developed by the Board or the National Support & Training Center with respect to requiring each coach, referee, and other designated volunteers to complete a volunteer form, and with respect to verifying the information 'obtained, before permitting the coach, referee or such volunteer to participate. Burlingame AYSO Regional Guidelines -Adopted July 2012.doez 4 RAN E ARTICLE FOUR MEMBERSHIP IN THE REGION There shall be three kinds of members in the Region: (a) EXECUTIVE MEMBERS: The duly nominated and approved Regional Commissioner shall be the Region's executive member as long as the individual holds that position. Pursuant to AYSO National Bylaws Section 3.03, the Regional Commissioner may not hold more than one position within the AYSO Organization which is an executive membership position and such memberships shall not be transferable. (b) PARTICIPATING MEMBERS: 1) All youth who exhibit a sincere interest in soccer and who have become registered as a participating player ("players") pursuant to the Rules & Regulations of the Organization. 2) All Region volunteers, other than executive members, who become registered with the Organization, including all regional administrators including the members ("board members") of the regional board, coaches, and referees. (c) HONORARY MEMBERS: those other persons to whom the regional board grants membership to recognize a contribution of value to the Region or to express its gratitude. 2. No one will be considered a participating member or a playing member unless and until an application is submitted to the Region using the appropriate forms prescribed by AYSO and the application is accepted and entered into the AYSO business system by the Region. 3. USE AND DISCLOSURE OF MEMBERSHIP INFORMATION: The names, addresses and telephone number of all members of the region, as well as the information contained in the AYSO Executive Member Directory or any AYSO database are private and confidential. Such information and mailing lists or access to any AYSO database may not be disclosed or distributed to anyone, including any vendor or sponsor, without the prior written approval of the national executive director. All information maintained by the region on volunteers and players including but not limited to the information on registration forms, volunteer forms, information contained in the eAYSO database, player ratings, or any other such information are private and confidential and shall only be used for the purpose prescribed by these guidelines or the AYSO operating regulations and shall not be disclosed outside these guidelines without prior written approval of the regional commissioner and where necessary by the AYSO operating regulations without the prior written approval of the national executive director. Burlingame AYSO Regional Guidelines - Adopted July 2012.do" 1. 2. ARTICLE FIVE MANAGEMENT OF THE REGION REGIONAL COMMISSIONER The Regional Commissioner, with the support and assistance of the Regional Board, shall conduct the business and affairs of the Region. (a) The Regional Commissioner shall serve a term of three years, subject to the terms of approval set forth by the National Board of Directors (see paragraph 6). The Regional Commissioner may serve multiple terms so long as he or she is nominated and appointed as indicated below. (b) It is the general policy of the Region that the Regional Commissioner will have normally served at least one year on the Regional Board before serving as Regional Commissioner. (c) It is the general policy of the Region that the Regional Commissioner not serve as a coach or assistant coach, nor hold any other board or staff position in the Region, except with the approval of the Regional Board. Where the Regional Commissioner or other board member also serves in another volunteer capacity, the Regional Board shall, at a minimum, adopt special procedures to insure that decisions affecting the Regional Commissioner acting in such other capacity are made by other, disinterested board members, specifically starting with the Assistant Regional Commissioner (should one be present on the board). (d) The regional commissioner shall act in all other ways to avoid the appearance of a conflict of interest. (e) The Regional Commissioner may be suspended by the Area Director or the Section Director and suspended or removed only by the National Board of Directors in accordance with Sections 3.07 and 7.03 of the National Bylaws. REGIONAL BOARD Upon the creation of the region the regional commissioner shall appoint the initial regional board to serve until the next scheduled board meeting, at which time nominations and voting for board positions will take place. (a) The Regional Board shall be comprised as described in Article Six. (b) Regional Board members shall serve a one year term or until the next annual meeting. (c) Any board member (except the Regional Commissioner) may be removed in accordance with Article Nine, paragraph 4, of these guidelines Burlingame AYSO Regional Guidelines - Adopted July 2012.docx 3. MEETINGS The Regional Executive Board shall fix, at its initial meeting each year ("annual meeting"), the time, date and place of each regular meeting of the Regional Board and send notice of such annual meeting to all participants in the program. (a) It shall be the policy of the Region to hold at least one board meeting in each month during the primary soccer season and at least one every two months during the remainder of the year. (b) The Regional Board shall provide for the taking of minutes of the proceedings at each meeting and make them available to the members of the region. (c) All Regional Board meetings shall be open to all participating members unless the Regional Executive Board determines that it is necessary to hold an executive session. (d) An "executive session" is permitted only to review personnel matters, disciplinary matters, or legal matters, and should not be used where a vote upon any issue involving the affairs of the Region is taken. (e) The Regional Commissioner, the Assistant Regional Commissioner (if that position is filled) or 1/3 of the Regional Executive board members or 1/3 of the full Regional board members may call a special meeting of the regional board on three days' prior notice stating the purposes of such meeting, which notice may be given in writing, by email, by telephone or in person, (f) A majority of the Executive Board members shall constitute a quorum for the purpose of holding either a regular or special meeting with the exception of the "annual meeting" which shall require a majority of the Regional Board members. 4. VOTING; VETO POWERS Unless otherwise specifically provided by these guidelines, all decisions of the Regional Board shall be made by a majority decision of the Regional Executive board members voting on any such matter; provided that a quorum of the Regional Executive board members are present either in person or by proxy and further provided, however, that the regional commissioner may veto any such decision if the effect of such decision would be to violate any of the national operating regulations. (a) Such veto may be reviewed by the Area Director (the "AD") *on request by a 1/3 vote of the board members voting on such matter, or by a 2/3 vote of the regional executive board or 2/3 vote of the entire regional board. (b) The Regional board members may call for a general vote on any issue taken up by the Regional Executive board members with a request of 1/3 of the Regional board members. A general vote shall be made by a majority decision of the Regional board members Burlingame AYSO Regional Guidelines- Adopted July 2011docx SyF, pP (including the Regional Executive board members), provided that a quorum of the Regional board members are present in person or by proxy, further the veto provisions above shall apply. (c) For the purposes of determining quorum and voting only those positions enumerated in Article Six shall constitute the Regional Board's voting membership. (d) Provided, however that no one individual shall have more than one vote, nor shall any position have more than one vote. (e) In the event that an individual holds more than one position the number of total possible votes shall be reduced accordingly as well as what constitutes quorum. (f) No enumerated Regional Board position, as specified in Article Six, can be occupied by more than one individual. (g) Similarly, the Regional Executive Board shall consist of the positions identified in Article 6 and no one individual shall have more than one vote, nor shall any position have more than one vote. (h) In the event that an individual holds more than one position on the Regional Executive Board the number of total possible votes shall be reduced accordingly as well as what constitutes quorum. (i) Quorum shall be a majority of the possible votes for either the Regional Board as a whole or the Regional Executive Board as detailed above. 5. REGIONAL BOARD NOMINATION PROCEDURES (a) At least one month prior to the annual meeting, the Regional Commissioner shall appoint a nominating commission of not less than three in number consisting of board members and a reasonable number of persons who are not members of the board. (b) The nominating commission shall publicize to the participating members of the Region the Regional Board positions to be voted upon, recruit candidates and accept the names of candidates from other participating members of the Region. (c) Regional Board members need not be parents of players in the Region. (d) At the annual meeting, the nominating commission shall present to the outgoing board a slate of candidates it deems worthy of consideration. By majority vote of the outgoing board members present and voting, the final list of board nominees shall be presented to the Regional Commissioner for appointment. (e) The Regional Commissioner may choose not to appoint an individual to a board position, even though recommended and approved, if the Regional Commissioner deems there is Burlingame AY50 Regional Guidelines - Adopted July 2012.docx yrUs %1.0 sufficient reason not to make the appointment. In such case, the Regional Commissioner shall ask the nominating commission to recommend additional candidates for approval and appointment. This inclusive and democratic process should be followed any time there are board positions to be filled, with the only exception being the appointment of the inaugural Regional Board (see paragraph 2 of this Article Five). (f) An emergent or unplanned vacancy on the Regional Board before the expiration of the term, except that of Regional Commissioner, may be filled by an interim candidate nominated by a majority vote of the then remaining board members. (g) The person filling such vacancy shall serve until the next annual meeting and until his/her successor has been duly appointed. 6. REGIONAL COMMISSIONER REAPPOINTMENT/ REPLACEMENT At least three months, and preferably six months, before the expiration of the Regional Commissioner's term, or whenever there is a vacancy in the Regional Commissioner position due to death, resignation or removal, the Regional Board shall constitute a nominating commission. If in the interest of the region the time frame for the constitution of the nominating commission can be reduced. (a) Such nominating commission may be the same nominating commission appointed pursuant to the preceding paragraph. (b) The nominating commission shall submit its recommendations of one or more candidates for the position of Regional Commissioner to the Regional Board. The Regional Board shall, by a majority vote, nominate a Regional Commissioner and forward such nomination to the Region's Area Director as directed by National Bylaw Section 7.03. (c) In the absence of a Regional Board, or in the absence of a nomination by a majority of the Regional Board, the Regional Commissioner will be nominated by the Region's Area Director. A nominee for Regional Commissioner is subject to approval of the Area Director, Section Director and National Board of Directors and is effective only upon approval of the National Board of Directors. The National Board of Directors has full discretion to approve or disapprove a nominee for a term of three years or for a shorter period as it sees fit. (d) In the event of a vacancy in the position of Regional Commissioner other than at the expiration of the regular term, the Regional Board, including (if available) the outgoing Regional Commissioner, shall recommend an interim Regional Commissioner and submit such recommendation to the Area Director. The interim successor shall remain in office until the completion of the election procedures in this paragraph 6. (e) The Regional Commissioner may serve multiple terms so long as he or she is nominated and appointed as indicated above. Burlingame AYSO Regional Guidelines - Adopted July 2012.docx VOLUNTARY SERVICE No board member or any other participant in the Region shall receive monetary or other compensation for his/her services to the region, nor may he/she use his/her position to benefit him/her directly or indirectly in any other way, such as a supplier of equipment or camp programs to the Region. Nothing in this paragraph prohibits any Regional Board or staff member, or Regional Volunteer, from being reimbursed for his or her out-of-pocket expenses incurred for work on behalf of the Region with the approval of the Regional Board. Burlingame AYSO Regional Guidelines - Adopted July 2012.dom 10 ARTICLE SIX OFFICERS The Regional Board shall generally consist of thirty three members, but at a minimum, consist of: 1) the Regional Commissioner; 2) the Regional Registrar, 3) the Regional Treasurer, 4) the Regional Safety Director, 5) the Regional Coach Administrator, 6) the Regional Referee Administrator, and 7) the Regional Child and Volunteer Protection Advocate. Optionally, at the discretion of the Regional Commissioner, the position of Assistant Regional Commissioner may be added. The seven required positions listed above and the Assistant Regional Commissioner, if filled, shall constitute the Regional Executive Board. The remaining twenty five Regional Board members shall be: 1) the Secretary, 2) the Assistant Coach Administrator, 3) the Assistant Referee Administrator, 4) the Referee Director of Instruction, 5) the Referee Director of Assessment, 6) the Regional Coach Trainer, 7) the Field Director, 8) the Assistant Field Director, 9) the Equipment Director, 10) the U16/U19 Division Coordinator, 11) the U14 Girls Division Coordinator, 12) the U14 Boys Division Coordinator, 13) the U12 Girls Division Coordinator, 14) the U12 Boys Division Coordinator, 15) the U10 Girls Division Coordinator, 16) the U10 Boys Division Coordinator, 17) the U08 Girls Division Coordinator, 18) the U08 Boys Division Coordinator, 19) the U07 Girls Division Coordinator, 20) the U07 Boys Division Coordinator, 21) the U06 Girls Division Coordinator, 22) the U06 Boys Division Coordinator, 23) the U05 Girls Division Coordinator, 24) the U05 Boys Division Coordinator, 25) the EXTRA Program Coordinator. Burlingame AYSO Regional Guidelines- Adoptcd July 2012.doca I l (a) The regional board may create, designate, appoint, or elect such other non -voting regional staff positions including an opening day coordinator, a tournament director, a photo day coordinator, a webmaster, a volunteer appreciation event coordinator, a scheduler, and such other positions as the regional board may from time to time deem desirable. (b) In addition, there may be such non -voting inembers-at-large as the board shall create. (c) All members of a regional board, regional staff, and members -at -large understand and agree that they are fiduciaries of, and owe a duty of loyalty to, AYSO, and agree to be bound by its Bylaws, Policies, Rules and Regulations. 2. Position descriptions for all positions maybe found and downloaded from the AYSO Web site, www,ayso.org. For specific position description requests, please call the Safe Haven Office at the National Support & Training Center. Every volunteer should have a copy of their position description, and current copies should be kept in the Region for succession planning purposes. 3. A brief and general overview of the duties and responsibilities of the eight mandatory board positions follows. • Regional Commissioner: The AYSO volunteer position of Regional Commissioner is intended to have the responsibility and the authority to manage the day-to-day business of the region, within the framework of the AYSO operating regulations. Assistant Regional Commissioner: The AYSO volunteer position of Assistant Regional Commissioner is intended to assist the Regional Commissioner and have the responsibility and the authority to manage the day-to-day business of the region in the absence of the Regional Commissioner, within the framework of the AYSO operating regulations. • Regional Treasurer: The AYSO volunteer position of Regional Treasurer is intended to have custody of all funds and securities, evidence of indebtedness and other valuable documents, and shall deposit funds and securities in the name and to the credit of the Region in a bank or depository. Regional Safety Director: The AYSO volunteer position of Safety Director (known in the National Guidelines as Regional Risk Management/Safety Director) is intended to be responsible for all aspects of the Region's safety and oversee the equipment, nets, fields, and clean-up for fields of the Region. Regional Coach Administrator: The AYSO volunteer position of Regional Coach Administrator is intended to administer a quality coaching program within the Region. Burlingame AYSO Regional Guidelines - Adopted July 2012.doox 12 Regional Referee Administrator: The AYSO volunteer position of Regional Referee Administrator is intended to implement, monitor, and maintain the AYSO National Referee Program including program delivery, staff development, communication, and coordination at the Regional level. Regional Child and Volunteer Protection Advocate (CVPA): The AYSO volunteer position of Regional Child and Volunteer Protection Advocate is responsible for planning and implementation of the annual registration of all volunteers and to oversee the child and volunteer protection program in the Region in accordance with the AYSO Safe Haven program. Regional Registrar: The AYSO volunteer position of Regional Registrar is intended to have the responsibility for the collection, and processing of all participants forms, to register all players with National, to ensure compliance with the age requirements for each division, to oversee the entry of all player ratings. Burlingame AYSO Regional Guidelines - Adopted July 2012.doex 13 ARTICLE SEVEN INFORMATION ABOUT THE PROGRAM 1. TEAM ASSIGNMENTS (a) Teams shall be formed as set forth in the National Rules and Regulations, Articles II and M. Except as the Regional Executive Board shall modify with regards to the number of players per team on field, the minimum and maximum number of team members on a per division basis. (b) Team assignments of players shall be made by those persons delegated such task by the Regional Board and be done by the eAYSO system while no less than the Regional Commissioner and the Regional Coach Administrator are present. (c) Retention of players on any team shall be limited to She head coach's child(ren). Otherwise there shall be no automatic retention of players on any specific team or with any specific coach from the previous season. (d) Every attempt shall be made to balance the skill level of teams within each division. (e) Once teams are formed, but before teams are released for publication no transfer of any player from one team to another can be made without the approval of the Regional Commissioner, Regional Coach Administrator and Division Coordinator. Once teams are formed and published, no transfer of any player from one team to another may be made without the approval of the Regional Commissioner, Regional Coach Administrator, Division coordinator, coaches of both teams involved and the parent or guardian of the players, unless the player is 18 years of age at the time. (f) In the case where teams are involved in inter -Regional play, no transfer of any player from one team to another after such teams are formed may be made without the additional approval of the Area Director and, if affecting Section play, the Section Director. 2. REGISTRATION FEES; REFUNDS (a) The registration fee for each player participant shall be fixed annually by the Regional Board. (b) The Regional Executive Board may by specific grant or scholarship, or by regional policy, waive such registration in whole or in part with respect to any participant if such fee would create a hardship for such participant or his or her family. (c) Any player who withdraws from the program shall be entitled to a refund. Anyone requesting a refund prior to July let will receive a full refund less a $20.00 processing fee. Anyone requesting a refund after July I" and before Opening Day will receive a 50% aurlingame AYSO Regional Guidelines -Adapted July 2012.docz 14 ii % .N refund. Refund requests made on or after Opening Day will be denied. All refund requests must be made in writing to AYSO Region 63 P.O. Box 1212, Burlingame, CA 94011 —or— emailed to rc0lburlineameayso.org. All requests must include player's first and last name, division and team number (if known), the address where to mail the refund check and the reason for the refund request. 3. ELIGIBILITY All boys and girls, between the ages of 4 and 18, based on their age as of July 31 of the year in which the membership year begins, shall be eligible to register for the program, subject to field availability, volunteer support, AYSO operating regulations, and such rules as may be issued by the Regional Board. It is the duty of the Region to assure that only eligible players are permitted to register and play. 4. LENGTH OF SEASON AND CANCELLATION OF GAMES (a) The length of any playing season shall be of such duration as determined by the Regional Executive Board, and as set forth in the Regional calendar. (b) Inclement weather or poor field conditions may necessitate from time to time the postponing or canceling of games. Any such postponement or cancellation will be made at the discretion of the Regional Commissioner or the Regional Safety Director as early as practical before game time. (c) Once the game begins, only the referee in charge of the particular soccer field may suspend or cancel the game, except that the Regional Commissioner or designate may suspend or cancel games due to inclement weather or other conditions that may warrant such action. (d) It is the general policy of the region that rained out games shall not be made up, even if it affects the team standings. 5. ATTENDANCE; PARTICIPATION (a) Every player shall be entitled to play at least three quarters of every game, if possible. (b) Moreover, it is the policy of the region that no player sit out for two quarters in two consecutive games unless every other player has sat out for at least one quarter in those two games. (c) Further in the divisions U08-U12, no player may play more than half the game as goal keeper. (d) It also is the policy of the region, in divisions U08 through U12, to have different players play the same number of quarters as goalkeeper, if any, as in any other different field position. Burlingame AYSO Regional Guidelines -Adopted July 2012.dwx 15 (e) Each player is strongly urged to attend every team practice, 6. PROTESTS (a) No protest of games shall be permitted. (b) however, coaches are encouraged to file with the Regional Referee Administrator a written report within 48 hours after a game of any misapplication by a game referee of the Laws of the Game or rules and regulations. This procedure shall not be used as a means of complaining about, or criticizing, any judgment call of a referee or assistant referee. (c) If, after investigation by the Regional Referee Administrator, it is found that a law, rule, or regulation was misapplied, such referee shall be so informed in order to ensure that no Rather misapplication occurs. 7. CONDUCT DURING GAMES The highest standards of conduct and good sportsmanship must be maintained at all times by players, coaches, referees, spectators and all other participants. (a) Offensive, insulting or abusive language is forbidden. (b) The use of alcohol, tobacco products, or illegal drugs in the vicinity of the playing field during practices or games is strictly forbidden. (c) All participants must wear the official uniforms, as described in paragraph 12 of this Article Seven, for all games and dress in them in a neat, clean manner. (d) The use of shin guards is required at all practices and games. (e) Coaches are expected to be positive role models and set the best possible example for the participants. Excessive coaching from the sidelines shall not be permitted, and the function of the coach is to provide positive instruction and encouragement to the players The coach may enter the field of play only with the consent of the referee and may coach only within 10 yards in each direction from the half -way line of the field (in no event in either of the penalty Areas or from behind the goals). (f) Spectators at games must remain behind the spectator control line (three yards from the sideline) and between the penalty areas and their vocal efforts should be limited to positive compliments to the participants. Spectators are expected at all times to act positively around players and to demonstrate respect for opponents, officials, and all other volunteers. Under no circumstances should they attempt to coach or address remarks derogatory to players, coaches or the referee. Burlingame AYSO Regional Guidelines - Adopted July 2012.docx 16 i�Bi f (g) At the end of the game, the players on each team shall line up and shake hands with the players of the opposing team and thank the referee and assistant referees. (h) Discipline shall be up to the referee at each game. The referee shall have the power and authority to caution and send off players and warn and expel coaches (as well as spectators, in the case of outside interference) from the playing area, or terminate the match if necessary, if their conduct violates the Laws of the Game, these guidelines or otherwise interferes with the course of play. No appeal of disciplinary action taken by a referee shall be allowed. (i) A player who is sent off for violation of the Laws of the Game shall be suspended for the duration of that game and shall not participate in the team's next scheduled game. A player who is cautioned or sent off may be subject to additional disciplinary action (e.g., parent conferences, additional game suspensions, expulsion) at the discretion of the Regional Board upon thorough review of the incident following the procedures outlined in Article 9 (Dispute Resolution). A coach, assistant coach or spectator who is warned or expelled from the field may also be subject to similar or additional disciplinary action at the discretion of the Regional Board upon thorough review of the incident following the procedures outlined in Article 9 (Dispute Resolution). 8. REFRESHMENTS AT GAMES (a) It shall be the responsibility of each team to supply its own refreshments. It is suggested that the best kind of refreshment is cool water. (b) It is the responsibility of the coach and team parent participants to assure the absence of any drug, stimulant or other harmful substances in any refreshment given to any player. 9. PARENTAL PARTICIPATION (a) As AYSO is an "all -volunteer" organization, each parent or guardian who has a player in the Region shall be strongly encouraged to volunteer his or her valuable time and services in some way. (b) The Region shall not reduce or eliminate the player fee based upon voluntary work done by a participant's parents or guardians and shall not charge an additional fee to those parents of players who do not volunteer their services or who do not donate funds to the program. (c) No fee distinction shall be made based upon parental or player participation in regional fundraising activities. (d) The Region may not condition the registration of a player based upon any requirement of volunteer participation by a parent or guardian. Burlingame AYSO Regional Guidelines - Adopied July 2012.doea 17 10. FACILITIES (a) Each field shall be lined, set up with goalposts, nets and comer flags under the direction of the Regional Field Director. (b) Each field shall have a first aid kit available for use under the direction of the Regional Field Director. (c) No trash should be left at the facility except in designated containers. (d) Parking shall be limited to those areas designated at the fields. 11. SPONSORS The region encourages local businesses and individuals to support its program. Suitable recognition shall be given to them. Contributions are strongly encouraged to be made to the region rather than to a particular team. All such contributions are considered charitable contributions and are deductible for U.S. tax purposes, subject to the applicable limitations in the Internal Revenue Code. It is the responsibility of any sponsor to comply with the Internal Revenue Code and AYSO will give no opinion on whether a particular donation is or is not deductible. 12. EQUIPMENT (a) The region shall make arrangements to supply each player with a shirt with the original AYSO logo properly affixed thereto and, a pair of socks, and shorts. (b) Each player is expected to provide his/her own appropriate footwear and shin guards. No player may participate in a game without such shirt, socks, shorts, appropriate footwear and shin guards. (c) Players may not wear jewelry of any kind (including chains, watches, body jewelry and earrings), bandanas or other ornamentation or anything else that may, in the opinion of the referee, create an increased risk of injury to himself or herself or to other players during the game. (d) Medical information bracelets should not be removed, but can be covered with a soft wrist band or temporarily modified to fit more snugly. (e) Prescription eyeglasses may be worn, but must remain firmly on the wearer's head or restrained by a strap. Non-prescription eyeglasses and sunglasses are not permitted to be worn by a player during a game. (f) Hard casts (including padded casts), splints, helmets and hard padding are not permitted to be worn by a player during any game or practice. Players with permanent orthodontic braces are strongly encouraged to wear mouth guards. Burlingame "SO Regional Guidelines -Adapted July 2012.dou 18 (g) The region shall not provide, but shall not prohibit the use of properly padded headgear and/or mouth guards subject to the approval of the referee. Burlingame AYSO Regional Guidelines - Adopted July 2012.daox 19 ARTICLE EIGHT FINANCIAL, BANKING AND RELATED MATTERS 1. BUDGET; FINANCIAL STATEMENT (a) The Regional Board shall adopt an annual budget which provides the basis for setting player registration fees. (b) At the end of each season, the Regional Board shall cause to be prepared a statement of income received and amounts expended in connection with the program. Such statement shall be made available for review by the parent or guardian of each player and a copy shall be made available upon reasonable request. (c) This year's budget and last year's Statement of Income and Expenses are attached hereto as Appendices. 2. ACCOUNT SIGNATORIES (a) All checks drawn on any bank account maintained by the Region shall bear two signatures, one of which roust either be the Regional treasurer's or the Regional Commissioner's. (b) Additional signatories roust be authorized by Regional Board action. (c) Two signatories from the same household shall not be allowed. (d) There must be at least three signatories on all Regional bank accounts. 3. TRANSFER OF FUNDS (a) All funds received by the Region, whether from fees, gifts or otherwise, must be deposited into the Region's checking account, (b) All expenses and disbursements must be paid out of the Region's checking account. (c) All funds transferred in or out of the Region's savings account must be transferred from or to the Region's checking account. (d) No Regional expenses or reimbursements are to be paid from monies collected that have not first been deposited into, and accounted for within, the Regional checking account. 4. CASH HANDLING PROCEDURES: The Regional treasurer in cooperation with other Regional Board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional Burlingame AYSO Regional Guidelines - Adopted July 2012.dom 20 :e 0" assets, especially in regard to cash receipts and cash disbursements. Such internal control procedures shall include the following: (a) Funds withdrawn for "cash box change" must be deposited back into the Regional bank account on the same day, or the first banking day thereafter. (b) All registration fees collected in cash and checks must be reconciled to the bank deposit slip and the AYSO registration forms. (c) Arrangements should be made to have the cash received deposited into the Regional bank account on the same day such cash is received, or the first banking day thereafter. (d) When handling a significant amount of cash monies, at least two Regional volunteers should be present. 5. RECEIPT PROCEDURES: The Regional treasurer in cooperation with other Regional Board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional assets, especially in regard to receipts for monies received. Such internal control procedures shall include the following: (a) A cash receipt book must be used to record all payments received on behalf of the Region in cash. The original cash receipt for each transaction must be given to the payer, and the copy kept in the cash receipt book. All cash receipts must be signed or initialed by the volunteer completing the cash receipt form. (b) The cash receipt book must be reconciled to the bank deposit slip. (c) A volunteer accepting payment for registration fees should note upon an available portion of the player registration form: (i) the amount of the payment received; (ii) whether such payment was made in cash or by check; (iii) the check number (if paid by check); (iv) the date such payment was received if different from the date of the parent or guardian's signature on the player registration form; (v) the names of any other family member players for whom the payment was received; and (vi) the initials of the volunteer receiving such payment. 6. IMMEDIATE ACCOUNTING TO REGIONAL TREASURER: The Regional treasurer in cooperation with other Regional Board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional assets, especially in regard to the immediate accounting to the Regional treasurer for monies received, checks written upon the Regional bank account, invoices received for accounts payable by the Region, and requests for reimbursement to Regional volunteers for out-of- pocket expenses incurred on behalf of the Region. Such internal control procedures shall include the following: Burlingame AYSO Regional Guidelines - Adopted July 2012.doex 21 I (a) No one should sign a Regional check in blank or which contains any item to be filled in later. (b) No one should sign a Regional check without verifying the expense by examining the invoice or request for reimbursement. (c) Regional debit and/or credit card accounts are expressly forbidden. Members may make authorized purchases using a personal credit card and submit receipts for reimbursement to the Region. (d) No requests for reimbursement to Regional volunteers shall be honored without a written request signed by such volunteer, itemizing the out-of-pocket expenses incurred, and with supporting receipts or other documentation attached. (e) All bills and invoices received for payment by the Region must be forwarded to the Regional treasurer for payment, if not already paid, within five (5) days of the receipt. (f) The Regional treasurer must be notified of any checks written on the Regional bank account without his or her knowledge within 48 hours of the issuance or delivery of such check for payment of any Regional expense. (g) All bank withdrawal transactions and Regional checks shall be noted with the appropriate National Accounting Program (NAP) code denoting the purpose for such transaction 7. IMMEDIATE DEPOSIT PROCEDURES The Regional treasurer in cooperation with other Regional Board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional assets, especially in regard to the immediate deposit of monies received. Such internal control procedures shall include the following: (a) All fees collected on behalf of the Region for registration, sponsorships, fundraising, and donations or for any other purposes shall be deposited immediately after being reconciled with the appropriate cash receipt book, registration form, and/or bank deposit slips. (b) Under no circumstances may any person accept on behalf of the Region any post- dated check or agree to hold any check for deposit on a later day. 8. MONTHLY BANX RECONCILIATIONS (a) All Region accounts shall be reconciled by the Regional treasurer, and verified by another board member who is not authorized to sign on the accounts. (b) The reconciled statement(s) and copy of bank statement must be presented to each board member at their regularly scheduled meeting. Burlingame AYSO Regional Guidelines - Adopted July 2012.doex 22 9. CREDIT/DEBIT CARD TRANSACTIONS If credit/debit cards are accepted for payment of registration fees, all required accounting shall be performed and submitted on the first banking day after each credit/debit card transaction. 10. AUDITS It is strongly recommended that each Region have a Regional auditor. Additionally, the Region at all times shall cooperate with, and respond to, inquiries by the Area auditor and Section auditor. Burlingame AYSO Regional Guidelines - Adapted July 2012.dom 23. ARTICLE NINE DISPUTE RESOLUTION 1. GENERAL POLICY AD "..,.I (a) It is the policy of the Region to resolve all disputes involving persons involved in the Region in an amicable way, if possible. Compromise should be emphasized whenever possible, and personality conflicts should be avoided. (b) If disciplinary action is found to be necessary, it is the Region's policy to take only the minimum action necessary. All means available should be taken to avoid legal action. (c) It is the policy of the Region to avoid punishing the players for the conduct of the parents except when there is no other solution (e.g, where a parent cannot or will not cease his or her disruptive behavior). (d) It is the policy of the Region to avoid wiping out years of good memories of AYSO and good service to AYSO, and that suspension or removal procedures are to be used only as a last resort. Voluntary resignation is preferable to a suspension or removal procedure. (e) It is the policy of the Region to avoid publicizing the suspension or removal proceedings beyond those persons who need to know, and to respect the privacy of the individuals involved. However, the Regional Commissioner or Regional Board should notify the Area Director, the Section Director, the National Support & Training Center or members of the AYSO Legal Commission of the pending proceedings pursuant to the operating regulations, and must -comply with all applicable regulations and laws requiring suspension for abuse and similar events. 2. GENERAL DUE PROCESS PROCEDURES (a) Disputes involving day-to-day activities of the Region should first be addressed and resolved, if possible, by the appropriate board member in charge of the activity and/or then by the Regional Commissioner, if necessary. For example, disputes arising out of game conduct should first be addressed and resolved, if possible, by the Regional Referee Administrator and/or then by the Regional Commissioner or a disinterested disciplinary review panel appointed by the Regional Commissioner, if necessary. (b) If it is determined that a Participating Member or Playing Member of the Region (including the parent,' guardian or other family member of a Playing Member) needs to be disciplined, or that his or her participation in the Region should be limited or terminated, by way of suspension or removal, then the Regional Commissioner or designee shall give notice to such person of such action or proposed action, initially by telephone, FAX, in writing via email or in person. (c) Notice should always be followed by a written confirmation of the initial communication, Burlingame AV50 Regional Guidelines - Adopted July 2012.docx 24 3 ryE S� ®l: nn� delivered via a method which provides proof of mailing and/or delivery, not necessarily proof of receipt or signature by the non -executive member. The U.S. Postal Service "Delivery Confirmation Receipt", any Overnight/Next-Day delivery confirmation, or "In - Person" delivery by at least two volunteers will suffice. The written confirmation shall specify the action to be taken and the reasons therefore. Such notice shall further notify such person that he or she, upon request, will be given a reasonable opportunity to explain why such action should not be taken. Such opportunity to respond may be in person, by telephone or in writing. (d) The Regional Commissioner may decide to conduct the review alone. If the Regional Commissioner was a witness to the incident or is otherwise involved in the matter, a neutral designee should be appointed to conduct the review. After such opportunity to respond has been given, the Regional Commissioner shall make a final determination and announce it in writing to the persons concerned. (e) Alternatively, the Regional Commissioner may choose to appoint a disinterested panel of neutral persons to review the matter. If a disciplinary review panel is appointed, the person appointed to chair that panel shall provide a written recommendation to the Regional Commissioner based upon a review of the information presented to the panel, after which the Regional Commissioner shall make a final determination and announce it in writing to the persons concerned. 3. IMMEDIATE SUSPENSION (a) If the gravity of the incident or preliminary information collected about the matter presents imminent danger to participants or the program, the Regional Commissioner, Regional Executive Board, Regional CVPA, or the Regional Board may immediately suspend the person(s) involved. (b) In such a case of immediate suspension, notice must be provided to the person(s) being suspended and a disciplinary review provided, if requested, according to the procedures described in Paragraph Two of this Article Nine above. However, a suspension may be imposed before a disciplinary review is conducted. A suspension is considered to be temporary in nature, and any such suspension may be removed or set aside by the Regional Commissioner or a majority of the Regional Board should all the facts remove the original cause for concern. 4. REMOVAL (a) The Regional Commissioner, Regional Executive Board, Regional CVPA, or the Regional Board may remove a Participating Member or Playing Member of the Region (including the parent, guardian or other family member of a Playing Member) (whether or not suspended) from further involvement in the program. Burlingame AYSO Regional Guidelines- Adopted July 2012.doex 25 N, ;r 4b 1.13 (b) Such removal may only be made upon prior notice and, if requested, after a disciplinary review proceeding described in Paragraph Two of this Article Nine above has been conducted. (c) Such removal is only permitted when there is found to be (i) a violation of the National Bylaws or of the rules, regulations, policies or philosophies of AYSO or (ii) conduct which disrupts the Region's or AYSO's activities or programs. S. DISCIPLINARY REVIEW PROCEDURES (a) Disciplinary review proceedings under these guidelines are intended to provide due process to the person whose conduct is the subject of the review proceeding. (b) If a disciplinary review panel is appointed, it should be comprised of an odd number so as to avoid ties during deliberations. (c) Any disciplinary review proceeding shall be held at a neutral location. (d) The procedures shall be communicated to all parties prior to the commencement of such a review proceeding. (e) All interested parties are to be informed of the date, time, and location of the proceeding. (f) The person whose conduct will be subject to review at that proceeding is responsible for notifying any individuals who that person may want to speak at that proceeding. (g) If a disciplinary review panel is convened, neither the Regional Commissioner nor a person who has a direct interest in the outcome of the matter shall participate as a decision maker in any stage of the review proceeding. In the event the Regional Commissioner has a direct interest in the outcome of the matter, any authority herein to be exercised by the Regional Commissioner shall be referred to the Area Director. (h) A person has a direct interest in the outcome of the matter if that person's conduct is in any way called into question by the events, or if that person is a witness to the events, has a familial relationship with any person involved in the matter, has a financial interest in the outcome, or whose judgment, for any reason, cannot be unbiased and neutral. (i) The review shall be conducted as quickly and as fairly as possible, but the proceedings may be structured as circumstances may require to keep them as positive as possible. 0) The person(s) conducting the review may ask such questions and request such documents or other items as may be necessary to obtain all pertinent facts, but should refrain from being overbearing with such examinations and requests. Burlingame AYSO Regional Guidelines - Adopted July 2012.dmx 26 nm (k) If is strongly recommended that players and other minors not be asked to participate as ^ witnesses or to offer "testimonials" either in person or in writing unless it is absolutely necessary in order to determine any pertinent fact of the matter. (1) The proceedings should be kept as confidential as may be necessary to protect all parties. The person(s) conducting the review shall listen to the facts of the situation from all interested parties. There is no right to make a record or recording of the live proceedings in any form (written, electronic, audio or visual). Any request by a party to use a court stenographer, or a mechanical or electronic device to record the proceedings should be denied. (m)Each "side" should make their presentations to the person(s) conducting the review outside the presence of the other to prevent undue acrimony or harm to the participants. (n) Parties do not have the right to involve attorneys or to cross-examine other parties or witnesses. Assistance of attorneys or any other persons whose help may be sought by an interested person may be permitted to help present facts within the discretion of the person(s) conducting the disciplinary review if it is believed that such participation will be helpful and positive. (o) Interested persons may request that the person(s) conducting the disciplinary review obtain information from or ask questions of others who are providing information if there is a good faith belief that the requested information will reveal facts pertinent to the issues under review. (p) At the conclusion of the disciplinary review proceeding, the person(s) conducting the review shall deliberate in private to determine the recommendation. Under no circumstances shall any such deliberation take place in the presence of the parties involved in the dispute. (1) The person(s) conducting the disciplinary review will then decide the issues raised pursuant to AYSO operating regulations and these Regional Guidelines based on the information submitted, and determine the appropriate action to be taken. (2) In the event the review proceedings are conducted by a neutral appointee of the Regional Commissioner or by a neutral disciplinary review panel, the deliberations should result in a recommendation of action which is presented to the Regional Commissioner. In the case of a disciplinary review panel, the recommendation is determined by a majority vote. (3) Such recommendation may include that no action should be taken against the individual accused, or that a warning or caution be given, that a written reprimand be given, that further education or probation be required, or that such person should be suspended or removed from involvement in Regional activities. Burlingame AYSG Regional Guidelines - Adopted July 2012-docu 27 (4) In all cases, the Regional Commissioner makes the final determination of the .• action to be taken in the matter. If provided a recommendation from a neutral appointee or a neutral disciplinary review panel, the Regional Commissioner should not dismiss the recommendation(s) without careful consideration. (q) Where the final determination results in removal or where otherwise determined appropriate, the individual in question should be given an opportunity to resign voluntarily (except in instances involving alleged acts of physical violence or alleged improper sexual behavior). All persons whose conduct was at issue in the matter shall promptly be notified of such resignation or, in the absence of a resignation, of the disciplinary action taken. Such notice shall include notice of a right to appeal the decision to the next highest Executive Member within a reasonable period of time. 6. APPEAL (a) If the party is dissatisfied with the decision or action taken by the Regional Commissioner, be/she may request a review of such decision by the Area Director, unless it is determined by the Area Director, or, he/she is not disinterested, then by the Section Director unless it is determined by the Section Director, or, he/she is not disinterested, then by the National Board of Directors, as may be appropriate pursuant to the operating regulations relating to dispute resolution and due process. (b) The basis of any such appeal must be that the original determination was arbitrary and capricious, or that the procedure was not fair, including that the person or persons making such determination are found not to have been disinterested, or that the procedures described in these guidelines were not followed. (c) There shall only be one appeal of each matter (d) Any determination made in accordance with this Article shall be final and binding on all concerned. Burlingame AYSO Regional Guidelines - Adopted July 2012.docx 28 ARTICLE TEN CHANGES IN GUIDELINES 1. APPROVAL OF GUIDELINES These guidelines shall become effective after being approved by the Regional Commissioner and the existing Regional Board, the Area Director and the Section Director, and then submitted to the National Support & Training Center. 2. CHANGE IN GUIDELINES Once adopted, these Guidelines may only be amended by the Regional Board by a majority vote of the voting Regional Board members, with the approval of the Regional Commissioner, the Area Director and the Section Director, and then submitted to the National Support & Training Center. Burlingame AYSO Regional Guidelines - Adopted July 2012,doex 29 :. "� U. S. TREASURY DEPARTMENT " INTERNAL REVENUE SERVICE DISTRICT DIRECTOR ar, � P. O. Box 271 LDS ANGELES, CALIFORNIA 9DO53 February.28, 1268 American Youth Soccer Organization 12501 S. Isis Ave Hawthorne CA 90250 95-6205398 IN R®LT ROMR TO Form L-178 Code 414 -R" PURPOSE ADDRESS INQUIRIES G FILE RETURNS WITN DISTRICT DIRECTOR OF INTERNAL REVENUE Los ACCOUNTING PERIOD ENDING On the basis of your stated purposes and the understanding that your operations will continue as evidenced to date or will conform to those proposed in your ruling application, we have concluded that you are exempt from Federal Income tax as an organization described in section 501(c)(3) of the Internal Revenue Code. Any changes in operation from those described, or in your character or purposes, must be reported immediately to your District Director for consideration of thair effect upon your exempt status. You must also report any change in your name or address. You are not required to file Federal income lax returns so long as you retain an exempt status, un- less you are subject to the tax on unrelated business income imposed by section 511 of the rode, in which event you are required to file Form 990-T. Our determination as to your liability for filing the annual information return, Form 990-A, is set forth above. That return, if required, must be filed on or before the 15th day of the fifth month after the close of your annual accounting period indicated above. - - - Contributions made to you are deductible by donors as provided in section 170 of the Code. Be- quests, legacies, devises, transfers or gifts to or for your use are deductible for Federal estate and gill tax purposes under the provisions of section 2055, 2106 and 2522 of the Code, You are not liable for the lazes imposed under the Federal Insurance Contributions Act (social security taxes) unless you file a waiver of exemption certificate as provided in such act. You are not liable for the tax Imposed under the Federal Unemployment Tax Act, Inquiries about the waiver of exemption certificate for social security lazes should be addressed to this office, as should any questions concerning excise, employment or other Federal taxes, This is a determination letter. Very truly /yours, F. S. Schmidt• District Director FORD L• 17B lair, Internal Revenue Service Date: June 18,2007 AMERICAN YOUTH SOCCER ORGANIZATION 12501 (Sl§ AVE HAWTHORNE CA 90250 Dear Sir or Madam: Department of the Treasury P. O. Box 2508 Cincinnati, OH 45201 Person to Contact: Ms. LartM.ord 17-18878 Customer Service Representative Toll Free Telephone Number. 877-829-5500 Federal Identification Number: 95-6205398 This is in response to your request of June 18, 2007, regarding your organization's tax- exempt status. In February 1968 we issued a determination letter that recognized your organization as exempt from federal income tax Our records indicate that your organization is currently exempt under section 501(c)(3) of the Internal Revenue Code. Our records Indicate that your organization is also classed as a public charity under section 609(a)(2) of the internal Revenue Code. Our records Indicate that contributions to your organization are deductible under section 170 of the Code, and that you are qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Internal Revenue Code. If you have any questions, please call us at the telephone number shown in the heading of this letter. Sincerely, o(('1 Michele M. Sullivan, Oper. Mgr, Accounts Management Operations 1 RON aaa 'qi� ® CERTIFICATE OF LIABILITY INSURANCE °nTEIMMmorrYrl 718/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the Poilcy(les) must be endorsed. If SUBROGATION IS WANED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endomement(s). PRODUCER Willis Insurance Services of Atlanta, Inc. One Glanlake Suite1100 Atlanta, GA 36328 NRMEpCT HollyVeach Pp ONEF. 80D872-2976E7961 acNR: 910-525-1155 EMAIL ;3@RSS, ecedstiltayso.ora INSURERSAFFORDINGCOVERAGE INSURERA: Philadelphia Indemnll Insurance CO KINDS www.ayso.org o.org 1805a INSURED American Youth Soccer Organization AYSO Region 0063 19750 S. Vermont Avenue, Suite 200 Torrance CA 90250 INSURER B: INSURERC: NSURER D: NSURER E: INSURER F: .. vcMMGES ULK I IFIUA I E NUMBER' 20826639 REV ISION NUMBER THIS IS TO CERTIFY THAT THE POLICIES INSURANCE LISTED BELOW HAVE BEEN ISSUED 70 THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. REMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT 70 WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, BY PAID CLAIMS. WTSRR TYPECFINSUFUNCE OOLS AHIM eR Ma pOUCY NUMBER MNNCCIIYFF MMYOCO E%P LIMITS A A �/ COMMERCIALGENERAL LUIBILITY ✓ PHPK1153828 7112014 7/1/2015 EACH OCCURRENCE $ 1,000.000 A CLAIMS -MADE© OCCUR Participant & Legal Liability PREMISES 3 1,000,000 3 5000' ✓ (EeoWrnence MED EXP Wy ono onion) ✓ I Abuse& Molestation Sublimiled PERSONAL &ADV INJURY 3 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: POUGY 3AR LOG GENERALAGGREGATE 3 3.000,000 PRODUCTS -COMPIOP AEG 3 3,000.000 ✓ OTHER: Per Re ion 3 AUTOMOBILELIABILIIY COMBINED SING UMU Ea euSdenl 3 ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS NIREDAUTOS NOWOVINED AUTOG BODILY INJURY(Perperaon) S BODILY INJURY(Peraaddani) 3 PROPERTY DAMAGE Pare 'deM 3 3 A J UMBREUALIAB EXCESS LIAR J COG uR CLAIM&MADE NIA PHUB454554 7/112014 71112015 EACH OCCURRENCE 3 3 ODD 000 AGGREGATE 3 31000,000 DELI I ✓ I RETENTIONSIO,000 WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPRIMORIPARTNERIEXECUTIVE OFFICEIIIMEMBER EXCLUDED? IMentlelRry In NH) D S desWwuMer DESCRIPTION OF OPERATIONS below PE OTH TATUTE 3 ELEACHACCIDENT 3 EL DISEASE -FA EMPLO S EL DISEASE -POLICY LIMIT I 3 DESCRIPTION OF OPERATIONS I LOCATIONS /VEHICLES (ACORD I01, AddiUanel Remarks Schedulo, may ba aUached If mom space Is mqulmd) Wed Pay applies Only to spectators at an AYSO Event. Certificate Holder is an Additional Insured as respects AYSO sanctioned events only and where endorsement is attached and required by contract. General Aggregate Limit Applies on a per Region basis. As respects dispplay of banner over Burlingame and/or Broadway Avenues forAYSO Region.63 events and/or registration on any dates submitted by Burlingame AYSO region 63 to the City of Burlingame by and accepted the City of Burlingame for the hanging of the banner. Cityy of Burlingame 850 Burlingame Avenue Burlingame CA 94010 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORB:EDREPRESENTATIVE I ACORD CORPORATION. All I ITS, AUUKU name and logo are registered marks of ACORD c rap No.: 2a32@3s Ruglon 0063 7/ 2014 a:T4:5 AN `svrl Pepe 3 or 3 T 15 certii¢icate cancels an� superser�es JTLL preV3.DUsly issued certificates. AGENCY CUSTOMER ID: _ LOC 0: A` ®®® ADDITIONAL REMARKS SCHEDULE Page —Of AGENCY NAMEDINSURED Willis Insurance Services of Atlanta, Inc. American Youth Soccer Organization AYSO Region 0063 19750 S. Vermont Avenue, Suite 200 Torrance CA 90250 POUCYNUNeER PHPK1153828 CARRIER NAIC CODE Philadelphia indemnityInsurance Cc 18058 OFECTIYE OA1E-7/1/2014 THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: Certificate of Liability (01/14) CERTIFICATE HOLDER: City of Burlingame ADDRESS: 850 Burlingame Avenue Burlingame CA 94010 City of Burlingame, Its Officers, Employees and Agents and Burlingame Elementary School District are listed as Additional Insured where required by written contract. ACORD 101 (2008101) © 2008 ACORD CORPORATION. All rights reserved. I ne Acunu name and logo are registered marks of ACORD ADDENDUM CERT NO.: 20/126039 gegi00 OTT Ijy2014 3:14:52 AH ICD21 PegG 3 eE ] This certificate cancels and supersedes ALL prev Ously issued certificates. B City ®f Burlingame - barks & Recreation Dept.,..-, ,, 850 Burlingame ame Ave., Burlingame, CA 94010 a -'`'" BURLINGRME phone: (650) 558-7300 ^ fax: (650) 696-7216 recreation@burlingame.org Youth Field User Organization Validation Application "Youth Field User Organizations" (user organizations) and the scope of the support to be offered by the City are defined in the Field Use Policy. Such support may be defined in allocation of field space, opportunities to conduct tournaments or sell snacks, and use of indoor meeting space or other. The policy covers existing organizations as well as programs that offer new opportunities for the community (including existing opportunities for a different section of the community). Organizations offering programs competitive with City offerings may be prohibited. Applications must be received by the Parks & Recreation Department at least three weeks prior to a Commission meeting, generally held on the third Thursday of each month. Commission will review and discuss the information at the meeting and hold a public hearing at the subsequent meeting, before validation is approved. User organizations are required to attend the public hearing before the Parks & Recreation Commission. The following Field User Organization Application checklist must be completely submitted to staff prior to being placed on the Commission agenda. Written organization rules and guidelines Annual schedule including practices & games, tournament, and any special events List of board members with contact information Seasonal rosters of league participants showing residency status & age groups Description of user organization's activities and how the field(s) will be utilized Proof of Non-profit 501(c)3 status Current certificate of insurance Name of Organization Burlingame Soccer Club/SMC Star 501(c)3 # 20-0592108 Contact Person Kieran Saunders Cell Phone 415 850 1800 Alt. Phone 650 996.1963 Roy Email fieldpermits@burlingame soccerclub.org BSCISMCSTAR Field Userfype of Sport Games&PracticelSoccer# of Members in Organization4g2/134# who live in Burlingame 223/22 Conditions of approval of validated User Organizations include: 1. Adherence to all provisions within the Field Use Policy, including the subletting penalty. 2. Work collaboratively with City staff and other user organizations to resolve issues and to fairly and equitably assign field allocations. 3. Provide seasonal rosters of league participants that adequately verify residency numbers. As the authorized representative of the organization, I have reviewed and agree that my organization will follow all of the City of Burlingame Field Use Policies. I agree to communicate all of the policies to all the members of the organization. Kieron Saunders Signature of Organization Representative 5/11/2015 Date Violation of the Field Use Policies may result in validated user organization: status being suspended or revoked. Admin.Use Only Application Submittal Date S / /S Staff Reviewed Date P & R Commission Meeting Approval Date BURLINGAME SOCCER CLUB GUIDELINES, RULES, POLICIES AND PROCEDURES Club Rules and Policies Please read this and understand it as we believe this extremely important. We believe soccer should be fun. This is the main reason that children come to play and it will be the main reason that they will want to stay. As their skills develop, there will be individuals that will take training more seriously, but ultimately they have one common thread and that is that they enjoy playing the game. Our challenge is to never to lose sight of this fact. Do not suck the fun out of the game for the families, coaches and especially the kids. BSC Value The program is designed to offer real VALUE by providing club players a coach designed developmental program to successfully compete at all levels of competition, from local competitive_ programs to national identification programs. Our goal is to make BSC one of the best youth development soccer programs While the club, staff and its volunteers are happy to provide the VALUE of this program to all that participate within it, we expect them to return that VALUE back with dedication, commitment and hard work. We also expect an equally high level of conduct and respect from all who participate in our program. Please familiarize yourself with the program including the Club's Guidelines, Rules, Policies and Procedures. General Codes of Conduct We believe the primary focus of this program is the development of our players as responsible and productive individuals first, and as soccer players second. As such they get their cues regarding this from us. Our primary focus is in the long-term individual player development and team success is a secondary goal. Soccer can be a very passionate game and sometimes that brings out the worse in us. To make sure that we continue to meet the goals that those that participate get the most out of this program, here are some.guidelines that we need to follow: Parental Behavior 1. Let the coaches coach. This is what you pay them to do. You do not go into your child's school and instruct your kids from the side. Treat it similarly and please give the coaches the same respect. 2. Let the players play. They are trying to apply what they are learning at practice. We are not concerned with them making mistakes. They learn from their mistakes as well as their successes on the field. We do not expect them to be perfect. They cannot absorb multiple Instructions about a specific event that has passed. it is also distracting and can be counterproductive to the desired goals of the coach. We want them to be independent thinkers on the field. 3. Let the refs ref. Most refs are volunteers and they are also prone to error. Yes they can affect the game, but yelling at them for this does little to change the call and can alienate them. It also sends the wrong message to our players that this behavior towards the refs is acceptable. We need to control the things that are under our control, and the referee is not one of those things. 4. Stay positive. Restrain from negative comments about your child, another teammate, another player, the other team, their parents, the coaches or the refs. Negative comments and attitudes do nothing but kill team chemistry, which is often essential to youth team success. 5. Do not interrupt the coach during practices or games. If you need to discuss something with the coach, make an appointment. They are willing to get feedback, take suggestions, and hear issues that you may have but do not distract them from their appointed tasks. I have seen parents wait until their child's practice is over to go talk to a coach and interrupt the following team's practice. This is neither appropriate nor respectful. 6. Bad behavior has consequences. If we hear of situations where a parent is acting in contradiction to our stated goals and the guidelines set forth herein, we reserve the right to suspend them or expel them from the program. We want everyone involved to be proper role models and a good reflection of our program. We have a zero tolerance policy where bad and/or violent behavior is concerned. Player Behavior 1. Respect and Honor the game. Remember that as players that you represent BSC, its board, the coaches, your parents and yourself. Respect the game, the rules, the coaches, game officials, BSC, your parents, your teammates, the other team and your self. Do not tarnish the game of soccer, the club, your team, yourself and/or your family. Behave reasonably, honorably and respectfully. 2. Maximum Effort, Dedication and Commitment. The pursuit of excellence requires commitment, dedication and hard work at home, practices and games. Continue to work both on and off the field to improve and do not fear making and learning from mistakes on the field. 3. Bad behavior has consequences. When a player acts badly they can be penalized, warned, carded and/or ejected from games. More serious infractions may also include game suspensions from the league. The club also takes this seriously. If we hear of situations where a player is acting in contradiction to our stated goals and the guidelines set forth herein, we reserve the right to suspend them or expel them from the program. This can be in addition to the penalties that are required by the league. We want everyone involved to be proper role models and a good reflection of our program. We have a zero tolerance policy where bad and/or violent behavior is concerned. Coaches Behavior Our coaching staff is of the highest quality and as such, we hold our coaches to a high standard of behavior. They are paid professionals and we expect the highest level of conduct from them. 1. Be Positive: Keep in mind that mental growth of the player is as important as their physical growth. Players need to have positive feedback to develop self esteem and confidence as well as an appreciation of the game. The program needs to be enjoyable as well as challenging. We want to make sure that we help players develop a profound love for the game —the same love that brought you to and kept you in the sport. 2. Be Prepared: Proper preparation needs to be done prior to training session and games. You need to be prepared with a detailed work plan or game plan in order for our players to get the most of your training. Be punctual. Players are learning this behavior from you so it is imperative that you show them that example and respect. 3. Be Professional: Coaches are paid professionals and should conduct themselves in that manner at all times. They should be aware of the laws of the game and rules, policies, and guidelines of the club, league, and soccer associations. Coaches should work in a cooperative manner with club officials, coaching partners, game officials, parents and players to create the best environment possible for our participants. 4. Be a Role Model: Remember coaches are role models, and they have not only a professional duty, but a social and moral responsibility to our players. They set the standard of behavior and sportsmanship for others to follow. It is the goal of the coaching staff to create opportunities for their players to develop as complete players and human beings. This includes treating game officials, other coaches, other players and spectators with respect and decency. S. Bad behavior has consequences. If we hear of situations where a coach is acting in contradiction to our stated goals and the guidelines set forth herein, we reserve the right to suspend them or terminate their contract for cause. This can be in addition to the penalties that are required by the league. We want everyone involved to be proper role models and a good reflection of our program. We have a zero tolerance policy where bad and/or violent behavior is concerned. As a result if anyone is witness to acts which violate these CoC and standards, please let us know. If you have issue with a BSC coach, manager, parent or player; we encourage you to resolve it with that person. If you cannot, please submit your issues to our club's Conflict Resolution process. Player Participation Policy Player Selection Player selection will be made by the coaching evaluations of the player pool from Team Formation Sessions (TFS) or tryouts. While some of the TFS are done by a group of coaches to help provide an unbiased evaluation of the player pool, the team head coaches have the sole and final authority for selection of players for their team(s). There are many variables that coaches evaluate for the selection of players on their team. Playing Time and Position Development takes a long time and requires dedication and is not something that can be realized instantly. Trust the coaches and do not be concerned about game results, playing time, or positional assignments. There are many factors that may affect a coach's decision regarding a player's playing time and position, including performance, dedication, and behavior. Game importance and/or individual game situations may also influence that decision. The best way to be a complete soccer player is to understand the game and sometimes that may be to watch the game or to play other positions. Again TRUST the coaches —they know what they are doing. Player Movements Player movement between teams and age groups is a necessary tool for player development within our youth soccer program. We want to encourage free and unobstructed movements between teams, the partnership organizations and strategic alliances. While it sometimes can be controversial and emotional, these movements are typically done for the best interest of the player. Our goal is to place the player in the best environment for their continued and proper development. This includes movements back and forth from the individual teams and the regional/national team programs; and from these teams in different age groups. These movements will be based on the coaches' evaluation of an individual player's dedication, commitment, work habits, technical ability, situational understanding and overall performance. Occasionally, there may be reasons for player movements during the season after the TFS. In this case, player movements will not be allowed without approval of the Director of Coaching. Ultimately, we want to create an open structure where player movements can be done easily and more often, where players are not confined by an individual team or age group. Playing Up Our interest is the proper development of the individual soccer player and that includes playing at a level that is commensurate with their skill regardless of age. We think that there are some benefits in "playing up" as well as playing "age pure." We will not deny the opportunity to play up if deemed appropriate by the coaching staff. In general, a player will only be allowed to play up if it can be demonstrated that both the player and team will benefit from this player playing outside their age group. The player must play a significant role on the team at the highest level. It is our opinion that players will get more out of playing at the highest competitive level regardless of their age group. The Director of Coaching will make the decision regarding the possibility of playing up on a case -by -case basis. Even if allowed, the coaches may revisit the appropriateness of this situation at the start of each season. If it is found that it is no longer in the best interest for a player to be "playing up," they will be reassigned to an appropriate age pure team. Academic Non -Performance School is atop priority. We understand that academic demands and functions will from time to time intrude on a players' participation. Academic non-performance can also limit access to the program. For a player to play at the higher levels, their performance in school can have as profound an impact as their performance on the field. Other Activities/Commitment BSC does not require that its players only play soccer exclusively. We believe that your child should have the ability to experience other things that they may desire to do, including but not limited to other sports. However, this is also an extremely competitive year-round soccer program with a strong developmental focus, and to get the most out of it, attendance is necessary. Players/families that do wish to participate in other events, sports or extra -curricular activities need to properly prioritize and manage their time. While we do not prevent players from enjoying other activities, there are consequences to missing practices and games. It should be clearly understood that the development of both individual skills and cohesive teamwork are best achieved through attendance. If conflicts do arise with other activities and attendance becomes an issue, coaches may elect to play less qualified but more committed players in lieu of these players more prominently in game situations. This may also occur in situations where the player may make games even after poor attendance. BSC has expectation that certain playing seasons should take precedence over other activities and will require that participation in this program is a priority during that season for the players on these teams. If it is not clear which season that is, please discuss with your coach. BSC Teams typically take some breaks in between seasons, but this is different for each team. Please consult with the team manager and/or coach and understand the demands before. accepting a position on that team. Parent Participation Policy Parent Volunteers Whether it is helping the coaches, the administrative staff, refereeing, team volunteer orjust providing a carpool ride; parents play a very important role in the successful operation of the club. As team volunteers or as coaching assistants, it is extremely important that when performing these tasks, we do so in promotion of the goals of the club, coach and team and not for our own individual agendas. Teams are the responsibility of the coaches and while a parent volunteer may provide substantial assistance to the coach in daily operations, coaches are the sole recognized authority of the team. Punctuality As much as we like to lay the responsibility of this on our players, they need to learn this from their parents until they are in control of this. When the players rely on you to get to practices and games, please make sure that they are punctual and prepared. Understand the individual protocols for practices and games that are defined by the team's coach. Attendance Players are expected to attend all practices, team camps, scrimmages, games and planned tournaments. Tournaments are especially important in promoting the team, establishing rankings, tournament acceptance, and showcasing players. Conflicts may occur from time to time that may prevent a player's participation. Cases involving tournament attendance should be discussed with the coach. If a player cannot participate for any reason, the coach and team administrator should be notified at least 24 hours prior to the event. Refunds Fees paid directly to the club are not refundable for any reason. Fees will be collected at the beginning of each season, and players will not be registered or allowed to participate until their payments are up to date. In general, if any player that elects to leave a team or is injured for a portion of a season is not entitled to any refund. If a team ejects a player for cause, then the player is also not entitled to a refund. If there is a disagreement with the enforcement of this policy in a specific case, it should be brought to the attention of Conflict Resolution. Coaching Independent Contractors The coaches are independent contractors that are paid through the club and are not employees of the individual teams or the club. Copies of a sample contract are available upon request. Please contact the club for a copy. Coaching Rotations Coaching assignments will be made by the Director of Coaching. In general, a coach will remain with any respective team for a period of approximately 3-years. This may be shortened or extended based on what is deemed to be in the best interest of the team as determined by the Director of Coaching. Coaching Obligation Salaries are based on the experience classification of the coach and the team stage. Coaching a BSC team is a big commitment, and coaches may be restricted in the total number of other coaching commitments. This will be decided and dictated by the Director of Coaching on a case by case basis. The minimum terms of the typical contract for the coach's obligation to an individual team will be for a minimum of 2 years or as defined specifically in their contract. Open Program The development program is designed to be OPEN and so coaches may use other coaches freely from within the program as a resource for their teams as desired. As such, teams may experience other coaches in the training, scrimmages, tournaments and games. This allows some flexibility in adjusting to. conflicts. It also allows for means to get different training methods, specialized training focus and alternative views to assist in the continued development of the team. Substitutions There may be situations that prevent coaches from attending practices and games. If a conflict arises, make arrangements for a suitable substitute from the club coaching staff or coordinate with the Director of Coaching. Do not use team parents to fill this capacity unless they have the qualifications and have been designated as assistant coaches for those teams. Make sure that your substitute is aware of your goals and desires for the missed session/game. Regardless, provide reasonable notification to the team in advance of this situation and make sure that it is clear that the substitute has the authority and is acting as your agent. Safety The health and safety of the players are the responsibility of the coach during tournaments, games and practices. Make sure that there are proper signed medical release forms for all the players and that those are present during your sessions. It is recommended that coaches become certified in basic first aid and CPR. Communication Communication is an important tool for the success of any coach and team. Coaches need to be able to communicate clearly with the players and parents. It is important to have conferences with the team to establish and set the expectations and goals of the team every season. Encourage discussions regarding any feedback concerning a player or the team, but do not let these discussions interrupt your effective coaching of your teams. Remember the more people know, the easier it is to manage the team. Player Evaluations Coaches need to perform player evaluations. Feedback about a player should occur constantly through practices and games, but coaches are required to perform Formal Player Evaluations at the completion of each league season. You may use the Player Evaluation Form supplied by the club. These evaluations should be discussed formally in conference with player and/or parent following the club Conference Protocols. Minimum Level of Performance Based on the developed curriculum, a minimum level of performance will be required for each team based on age group. It is the responsibility of the coach to make sure that their team and players meet or exceed this minimum level of performance. Standards will be discussed with the coach prior to acceptance of a team. Coaches will be evaluated at the end of each year based on completion of obligation and successfully meeting this established standard. Coaches Education The focus of our program is development and this cannot be achieved without a knowledgeable and dedicated coaching staff. While most of our coaches hold a national license, we encourage them to take continuing education courses, league -sponsored education programs, club - sponsored coaching seminars, and advanced licensing courses. Good Coaching Partner Be courteous and respectful to our partner teams and their coaches as well as to each other. Do not discuss a team that you are not coaching with parents on that team. This leads to misunderstandings. Defer any comments or questions from that parent to the coach of that team. We will also be sharing fields with other users, as such coaches need to make sure that the fields are left in the same or better condition than prior to our use. Cooperate and respect the other coaches that are using the fields at the same time and those that are coming after. Private Training Small group, specialty and/or individual player training or clinics for any club players shall be coordinated through the club program offerings. Private trainings sessions that are not scheduled and coordinated through the club are not allowed to be done on our available field allocations or any apparently unused field spaces. There are a number of liability and risk management issues regarding violation of this policy. If a coach, as an independent contractor, has the desire to do private training sessions, we strongly recommend that they do this elsewhere and outside of Burlingame Park and Recreational field spaces. Regardless, any permit fees and insurance requirements for these field spaces should be secured by the contractor independently from the club. The contractor performing this work is not considered a representative of the club, and as a condition, should not wear any club gear nor represent themselves as BSC staff in this regard. Violation of this policy will be reviewed and intentional non-compliance will lead to termination of working contract for BSC. Termination It is the coaches obligation to meet the terms of the contract and understand the policies set forth herein. If the coach is acting with willful misconduct, and in contradiction to the contract and/or the policies herein, BSC reserves the right to terminate the contract of any coach for cause at any time. Miscellaneous Fair Play The generic concept of fair play is a fundamental part of the game of soccer. It represents the positive benefits of playing by the rules, using common sense and respecting fellow players, referees, opponents and fans. The FIFA Fair Play Code from the "My Game is Fair Play" program encapsulates all of the sporting, moral and ethical principles for which FIFA has always stood and for which it will continue to fight in the future, regardless of the influences and pressures that may be brought to bear. The ten golden rules not only serve as a credo for FIFA as world football's governing body, but they also reinforce the sense of fraternity and cooperation among the members of the worldwide football family. As a part of this organization, BSC also supports this concept. The ten golden rules: 1. Play fair 2. Play to win but accept defeat with dignity 3. Observe the Laws of the Game 4. Respect opponents, team-mates, referees, officials and spectators S. Promote the interests of football 6. Honour those who defend football's good reputation 7. Reject corruption, drugs, racism, violence, gambling and other dangers to our sport 8. Help others to resist corrupting pressures 9. Denounce those who attempt to discredit our sport 10. Use football to make a better world Fair Play has a fundamental role in sport and there is a need to apply It to all sporting activities, especially children's activities. Children need strong values to grow up with, and football, being a team sport, makes them realize how essential discipline, respect, team spirit and fair play are for the game and for life. Diversity We promote diversity in our program and throughout the league. Soccer is the most popular sport in the world and we strongly believe in the value of this diversity for both the players and the program. We are committed to providing an environment of fairness and equitable treatment of everyone, regardless of race, religion, social/economic standing, color or creed. We have a zero tolerance against any acts of discrimination in violation of this goal. Violence Violence or any abusive conduct against any coach, parent, spectator, game official and/or player will not to be tolerated. In certain cases, this behavior may constitute assault and may be subject to civil penalty and arrest. Penalties from the club may be in addition to any penalties that are required by the league. We have a zero tolerance regarding this behavior. Please review the Zero Tolerance Policy. Drug and Alcohol BSC is a drug and alcohol free program. We take an active role to prevent drug and alcohol abuse. We have a zero tolerance with any behavior involving use of alcohol and illegal drug use whether by a player, parent or coach. Please review the Zero Tolerance Policy. Foul Language As this is a youth program, we need to make sure that we are not using foul or abusive language. Coaches and parents are examples to the players, and the older players are examples to our younger players. Zero Tolerance Policy We want everyone involved to be proper role models and a good reflection of our program. Any incidents of misconduct will be dealt with though Conflict Resolution. They will review the infraction and determine the appropriate course of action. Persistent violation will also not be tolerated. Penalties from the club may be in addition to any penalties that are required by the league. These penalties may include a warning, suspension or expulsion from our program. Conference Protocols Whether player evaluations, feedback, discussions or grievances; individual conferences between coaches and parents/players need to follow the following protocol: These meetings shall not interfere with practices or games. Initial communication can be made through email, but conferences need to be made by appointment. BURLINGAME SOCCER CLUB/SMC STAR ANNUAL CALENDAR OF FIELD NEEDS All our proposed requests and usage is based on historic use. January 1st to March 1st 2-3 nights a week 3.30 until dark Weekend use of Murray plus all other fields as per historic use March 1st to June 13th 5 nights per week 4pm until 10 pm Weekend use of Murray plus all other fields as per historic use. June 13th to August lst Off Season training 2/3 nights per week 3.30 until dark Summer Training camp July to August 3 fields 9am until 3 pm August 15th ,16m ,22n' and 23'd Soccer by the Bay tournament All available Soccer fields all day August 1st to December 13th. 5 nights per week 4pm to 10 pm Weekend use of Murray field and all other fields as per historic use. TOTAL HOURLY FALL HISTORIC SEASONAL DEMAND: Approximately 1000-1200 hours of field time. FALL 2014 PRACTICE SCHEDULE Field MON TUE WED THU FRI SAT/SUN Murray Field 400-1000 400-1000 400-1000 400-1000 400-1000 Available Time Bayside 3/4 400-1000 400-1000 400-1000 330.500 400-1000 Available Time Franklin 33 --500 330-500 330-500 330-500 330-500 Available Time Washington Park 700-1000 700-1000 Available Time Osberg Available Time Cuernavaca Available Time Village Park Available Time Games occur on SAT and SUN and the available time will be coordinated with the other users especially AYSO. Available time based on historic usage. BURLINGAME SOCCER CLUB The club was established over 30 years ago by Jim Murray along with AYSO to provide youth soccer to the communities of Burlingame and Hillsborough. Over this time the club has grown in size to approximately 50 boys and girls teams from the ages of 6-19 years of age. The club teams are comprised mainly of residents from Burlingame, Hillsborough and San Mateo. The club provides a competitive soccer program that caters to both local and regional competitive youth soccer teams for girls and boys and participates in differing levels of youth soccer leagues that are part of the US Youth Soccer Association. Board of Directors 2015 Board of Directors can be contacted at : boa rdofdirectorsPburiingamesoccerclub.ore Stephen Koury (2012) 60 Rowan Tree Lane Hillsborough, CA 94010 Roy Schnabel (2013) 97 Ralston Ranch Rd Belmont CA 94002 Matt Rosen (2014) 133 Clarendon Dr Burlingame CA 94010 Anh Vazquez (2015) 100 Rockridge Rd Hillsborough CA 94010 Tim Wei (2015) 55 Del Monte Dr Hillsborough CA 94010 FIELD UTILIZATION Anthony Dimech (2015) 2941 Arguello Dr Burlingame CA 94010 Medina Begic (2015) 225 Dwight Rd Burlingame CA 94010 Lawrence Viola: ABM - Legal 2115 Poppy Dr Burlingame CA 94010 Dusko Rosic: ABM - Technical 228 Bancroft Dr Burlingame CA 94010 The club will utilize the fields within the City of Burlingame to run tryouts, hold specialized trainings, run team practices, hold league games and run soccer related special events such as tournaments. -� INTERNAL REVENUE SERVICE P. 0. BOX 2508 CINCINNATI, OH 45201 Date, DEC 212007 BURLiNGAt-M SOCCER CLUB 3012 HILLSIDE DR BURLINGAME, CA 94010 Dear Applicant: DEPARTMENT OF THE TREASURY Employer identification Number: 20-0592108 DLN: 170S3338331037 Contact Person: DALE T SCHABER ID# 31115 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status! 170 (b) (1) (A) (vi) Form 990 Required: Yea Effective Date of Exemption: November 28, 2007 Contribution Deductibility: Yee 'Advance Ruling Ending Date: December 31, 2011 Addendum Applies: No we axe pleased to inform you that upon review of your application for tax exempt statue we have determined that you are exempt from Federal income tax under section 501.(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devisee, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt .status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective date of your exemption and ends with advance ruling ending date shown in the heading of the letter. Shortly before the end of your advance ruling period, we will send you Form 8734, Support Schedule for Advance Ruling Period. You will have 90 days after the and of your advance ruling period to return the completed form. we will then notify you, in writing, about your public charity status. Please see enclosed Publication 4221-PC, Compliance Guide for 501(c)(3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Letter 1046 (DO/CG) -2- BURLINGAME SOCCER CLUB Enclosures, Publication 4221-PC Statute Bxtension sincerely, d ,EJ Robert Choi Director, Exempt Organisations Rulings and Agreements Letter 1045 (DO/CG) 13URUNGAME SOCCER CLUB pu. 20 - Public C, au'+we v.............. - .. a y0 #4)--en orgnnizotlon Organized and operated oxclueNery for testing for Pubtlo safety. for 1tw benefit of a college or university that is ovmad or U ❑ t 6WOMI) and 17g@)(IYM1 ?—� orgent"It"' operalad mated by a govemrnantal one. PQd in the to" g azations, from a goveremmment�al unttOf fr ml the genctel Public' 0 �h>K ions from publicly rom grow then ono-fFrlyd o} e'�el t> ❑ In `.haa()-"811 organ Ixefion that normally recalves not more membersh fluncito sup to certain exoOPIk"). Mvasbnea Income and receives more than ate -its functions is e e p fees, and gross recaipts from activities related to its exempt in 5g a 6h. The orgenlzaHon would Ilko the IRS !o in. Th ❑ ed aganlzstion, but unsure 0 It b described I A supported decide the cereal ckle the advance 8 it you dreolCaU box gr h, or I In question 5 above, you mu tore e� a which typo of nilfng y' a to receive• below. Ratert the rtox ns -' seleciht0 one of the boxes lnB this box and signing me cahsxtt"Pu.Bue/tt to section BSOI.(o)(4) at 'Ing thl-a an a 3laqueat for Advahoo.Ruling: By check •request and agree to axtand the statute of tlmltatlana on the aoseaament of the Cage you an advar ruling excise tax under sadton 4140 of the Code. The tax will apply only if you do not aetabtisth public support otetva The aseeasmsnt period wlW axl tided tar at theerhd of the 6-year advance ruiln9 Pwlod. ad ro[ at^B 1g35, F�dartdlnB the he l0 6 Yes• 4 months, antl 19 Ueys dd To ysera i f time a>ssue(ebn the extension to a mutually agreed pon the do" an of your dghts end theconsequshtces of fhe choices ptsextenso Period, P u Wee a moro detailed explenallOf the11RS web see of v or calling .. you matte. You may obtain pubiicatlon 1a35 frao Of chargeifrom wouldi toll -free 1-800-6253878. Signing Ws consent will trot dap You anY °PPeright. t whwh o4 Amaafions. you ere not dlplble for arh advonoa othervAae be endbed• II you dealda nOI to extend tiro slalute ruling. For Organization d.A..y.hr.Mw...,...p.................... ...........................RlTe 1;=iVecit W orove Owes ...................... prke.see a WNy at Na,aj For IRS ivy ol "o,+ ........_. _pEC %I S �s .. Request for Definitive Ruling Check this box H You have COMPlaled talus, one x Year fi of at Bb(t) It Yong cfhooked box ❑ you are requeslln9 a definitive ruling. To confirm Your Public avPP a in rmo5a tine eend p� Answer 6W ityou chocked box h in One 5 above. It you chocked box I In Eno 5 above. answer m (e) Enter 2% of one a, column (a) on Pert X-A. Statement of Raverwas and any, a organization whose ❑ (b) Attach a list showing the name and amOtmt contributed by each pomo ' c box. gins totaled more than the 2% amount. it the answer is "None ° check (19 van lot Ft of R" ues and EXpenises� eitach a list showing thee osr amounts are Includd gnew of n lines land amount received fromeachdisqualified parson. H the ❑ answer Is None,, check this box. (b) For each year amounts are included on line a of Part IX -A. Statement Of Revenues and Expanses, attach list stwing the name of and amount received from each payer, other than a disqualifed person, whose a paint ents 00 were more than the larger of (1)1% of fine 10, Pint IX -A.. Statement of Revenues and ❑ Expensos, or, (2) $6,000. If the answer is None,, check this box. ota you receive arry unusual rota attach tin is If "Ch! g He�name OI the com ributoown on part IX -A. alr,tthe date and ❑Yoe ®No Revenues and Exp%= amount of the grern, a brlel deocripll n or the grmt, and explain why it is unusual. rc. 1023 tnw-a-2ooat -3- BURLINGAME SOCCER CLUB The effective date of your exemption is November 28, 2007, which is the postmark date your application. Letter 1045 (DO/Cc) 2. ER &,ate of California Secretary of State statement of Information (pgrnootk.Nonpmflt, Credit Union and Consumer Cooperative Corpom0ona) Fula ® Foo'$28.00. ifAMs Is an•amendment, sea Instructions. . Te9PE1R.T.`@dT •A2EJkD ItagYRUGYl0id8 @EFORE COMPLETIAI6 TIIIS:FI CLUB P O BOX 117822 BURLINGAME CA O4011 E426772 FOLE® inlhe:Q9Rco of,the Se=tary of Stafo3jf tl1p.Si fO of CsMmAa Jul TNa spaee Far FfF+q Ua 0rdr )p}BACBf1PORATE NUMBER C2437171 ,to pdrwipal Office Address (OD not abbreviate the nsma of the City -'tam 3 cannot be a P.O. Box.) -f tVWFRWCIPALOFFICEINCAUFORNIA, IF ANY CM 6-ATE >WANTREE LANE HILLSBOROUGH CA94010 R;iUmiles OF 711E CORPORATION CT' STATE rE.KOURY P O BOX 117822 BURLINGAME CA94011 ddreaaaa ol,ftro rjffl Following com (rhe corporation must list these three offl em: 'A led,'hENievar, the prWated u8es on this form must not be littered.) ZIP CODE title for the -a,.clesFslte�rvE'OFPrcr'w. :'. '.. ... MdRE6S" "�' crtt - 67ATP, .... .,. .._. .:... . .:DAv1D.�MII$NOM�•POidOk117022•:•BURLINGAMECA�94D11 .. 0. 9ECIiETI.dn'• ADDRESS CITY STATE DPf.ORE U(NRENCE VIOLA PC) BOX 117822 BURUNGAME CA 94011 T. cwEFFlNeNCIALOFF10ER1 ADDRESS CRY OMATC ar eeaG STEVEN KOURY P O BOX 117822 BURLINGAME CA 94011 Agent der Ssrvko of Process If the agent is an Individual; the agent must reside in California and Item 8mud be COmFlaled with a Catilomia sliest addicos, a P.O. Box address Is not acceptable. If the agent is another cotporston, the agent must have on Me with the C6111omia Secrelm Of State a Certificate pursuant to Catllomle Corporaaons Coos section 1505 and Item S must bo M Meek STEVEN KOURY s.STREErADDRESSOFAOEWFORSERVICEOFFPROCESSINCALIFORNN.IFANrapIVIDUAL CITY STATE - 21PCODE EO ROWAN TREE LANE HILLSBOROUGH CA 94010 DDvle-$tiding Common interest Development Act (Califomia Civil Core section MO, et seq.) 10....: Chea here Ii the oorporeson Is an assodsum tomred to menage a c+Trrunon Inlarasi dovp(opme t umor dro DaN4-136" Cww4" INgroal . _.__....Dyvaiopmeni-Ad: ... .. —.. .... NOTE: ..Cer"sor4 formed tp.mamsea mmmon.lntoreuldewlopmenl must also M A Statement by Common 6 iamd 130041118n!A daaon (Form St CID as requ!red 4y Cs la CM Code soCilon 1303.6. Plsoso sso tmeuUlorw m Ura nw,m silo of V& torte. .t1..iNE PffORRA'nOrICONZAWEOHF31EW wTRUE AND CORRECT. .. .. ... ...... .:.. .:.. ' 8?EVEN KOURY 'TREASURER TIRE Odd . pA'78 � 7YPFJr+RIMtUaAEOF PERSONCOIAPLETiNO T-0pN 1 . tbDIREVaTYdfl?3 . .. _. •'";'4t.dtdit¢rwir;oA aTnYd a STAFF R• To: Parks and Recreation Commission Date: May 21, 2015 From: Karl Guastella, Recreation Coordinator Subject Youth Advisory Committee By -Laws change RECOMMENDATION Staff recommends the Commission modify the Youth Advisory Committee by-laws to extend the term from one year to two years. BACKGROUND The term for the Youth Advisory Committee is currently for one year. Each year, members need to reapply and interview with the Recreation Coordinator. The Youth Advisory Committee members would like to encourage a greater commitment to those applying for the YAC. By changing the term to two years, there will be more continuity within the group. Also, by serving a longer term, members will be able to plan out for two years of service within the community. The exception to this change will be if there are members applying who will be entering the twelfth grade, who then will serve a one year term. Per the by-laws, the committee unanimously voted to ratify this change. The next step is to receive approval the Parks and Recreation Committee. FISCAL IMPACT There will be no fiscal impact. EXHIBITS A. Current By-laws B. Proposed By-laws f City of Burlingame BURLINGAME Youth Advisory Committee 1;27 r The Youth Advisory Committee advises the Parks & Recreation Commission on matters relating to the youth and teen population within the City of Burlingame. This may include programs relating to safety, community involvement, drug awareness, special interests, recreation, sports, socialization, socio-economic and environmental concerns. Goals 1. Create an atmosphere where teens feel safe and comfortable to express themselves and their ideas. 2. Promote interaction between high school and middle school students. 3. Act as an advocate for youth and teens in the Burlingame community. 4. Serve as a representative in an advisory capacity on Burlingame committees planning for teen and citywide events. 5. Foster a greater involvement of youth in municipal governmental and civic affairs. 6. Study problems, activities and concerns of youth, especially as they relate to municipal government programs or projects of the City of Burlingame. 7. Hold forums on activities of concern, either alone or in conjunction with other governmental agencies and community organizations. 8. Review those municipal matters referred to it by the City Council or Park & Recreation Commission and, as appropriate, make recommendations on those matters. Membership 1. Any resident of Burlingame or student of Burlingame schools who will be in 7'" —12a' grade during the next committee term following his/her appointment will be eligible for membership on the Youth Advisory Committee. 2. There shall be thirteen (13) members of the Youth Advisory Committee. These members will be appointed based on a formal application and interview process. The Recreation Coordinator will lead the application interview process. 3. Appointment to the Youth Advisory Committee shall be made in September of each year and will be good for a term of one school year. 4. Vacancies on the Youth Advisory Committee during a term shall be filled by City staff appointment. Attendance Youth Advisory Committee members shall be expected to attend all regular business meeting of the Youth Advisory Committee during the school year. Officers The Youth Advisory Committee does not appoint specific chairpersons or officers. All acting members will be responsible for taking a lead through the year. Assignments will be delegated for each event and activity. Sub -Committees 1. Sub -committees shall be formed, as the Youth Advisory Committee deems needed for use to work on individual projects or pending special events. 2. Youth Advisory Committee members shall be expected to participate in at least one sub -committee at any given time. Meetings 1. The Youth Advisory Committee shall meet once a month in regular business sessions. Meetings will be conducted in accordance with City policy and State law. Additional meetings shall be scheduled if needed. 2. The advisor may call special meetings provided that at least one week notice is given to all Youth Advisory Committee members. 3. The Youth Advisory Committee shall publish an annual calendar indicating the regularly scheduled meetings for the entire year. This meeting schedule shall be made public no later than the third meeting of the newly appointed YAC. 4. The first meeting of each newly appointed Youth Advisory Committee shall be an orientation meeting that may include outgoing members of the immediately preceding Youth Advisory Committee. The second meeting shall be an extended meeting in which issues and concerns are identified, elections are held, and planning for the year begun. Quorum I. A quorum is necessary for a Youth Advisory Committee meeting to be held. A simple majority of the Youth Advisory Committee shall constitute a quorum. 2. In the event that there is no quorum, any discussions, which are held by those assembled, shall be regarded as informal and non -binding. Amendments 1. Amendments to these bi-laws may be initiated at any Youth Advisory Committee meeting with prior notification to members. 2. Recommendation of any Amendment shall require a two -third vote of the Youth Advisory Committee members. 3. Upon approval of the Parks & Recreation Commission, Amendments shall take effect immediately. City of Burlingame Youth Advisory Committee Role The Youth Advisory Committee advises the Parks & Recreation Commission on matters relating to the youth and teen population within the City of Burlingame. This may include programs relating to safety, community involvement, drug awareness, special interests, recreation, sports, socialization, socio-economic and environmental concerns. Goals 1. Create an atmosphere where teens feel safe and comfortable to express themselves and their ideas. 2. Promote interaction between high school and middle school students. 3. Act as an advocate for youth and teens in the Burlingame community. 4. Serve as a representative in an advisory capacity on Burlingame committees planning for teen and citywide events. 5. Foster a greater involvement of youth in municipal governmental and civic affairs. 6. Study problems, activities and concerns of youth, especially as they relate to municipal government programs or projects of the City of Burlingame. 7. Hold forums on activities of concern, either alone or in conjunction with other governmental agencies and community organizations. 8. Review those municipal matters referred to it by the City Council or Park & Recreation Commission and, as appropriate, make recommendations on those matters. Membership Any resident of Burlingame or student of Burlingame schools who will be in 7`s —12u' grade during the next committee term following his/her appointment will be eligible for membership on the Youth Advisory Committee. 2. There shall be thirteen (13) members of the Youth Advisory Committee. These members will be appointed based on a formal application and interview process. The Recreation Coordinator will lead the application interview process. 3. Appointment to the Youth Advisory Committee shall be made in September of each year and will be good for a term of two school years. 4. Vacancies on the Youth Advisory Committee during a term shall be filled by City staff appointment. Attendance Youth Advisory Committee members shall be expected to attend all regular business meeting of the Youth Advisory Committee during the school year. Officers The Youth Advisory Committee does not appoint specific chairpersons or officers. All acting members will be responsible for taking a lead through the year. Assignments will be delegated for each event and activity. Sub -Committees 1. Sub -committees shall be formed, as the Youth Advisory Committee deems needed for use to work on individual projects or pending special events. 2. Youth Advisory Committee members shall be expected to participate in at least one sub -committee at any given time. Meetings The Youth Advisory Committee shall meet once a month in regular business sessions. Meetings will be conducted in accordance with City policy and State law. Additional meetings shall be scheduled if needed. 2. The advisor may call special meetings provided that at least one week notice is given to all Youth Advisory Committee members. 3. The Youth Advisory Committee shall publish an annual calendar indicating the regularly scheduled meetings for the entire year. This meeting schedule shall be made public no later than the third meeting of the newly appointed YAC. 4. The first meeting of each newly appointed Youth Advisory Committee shall be an orientation meeting that may include outgoing members of the immediately preceding Youth Advisory Committee. The second meeting shall be an extended meeting in which issues and concerns are identified, elections are held, and planning for the year begun. Quorum 1. A quorum is necessary for a Youth Advisory Committee meeting to be held. A simple majority of the Youth Advisory Committee shall constitute a quorum. 2. In the event that there is no quorum, any discussions, which are held by those assembled, shall be regarded as informal and non -binding. Amendments 1. Amendments to these bi-laws may be initiated at any Youth Advisory Committee meeting with prior notification to members. 2. Recommendation of any Amendment shall require a two -third vote of the Youth Advisory Committee members. 3. Upon approval of the Parks & Recreation Commission, Amendments shall take effect immediately. a� STAFF REPORT To: Parks and Recreation Commission Date: May 21, 2015 From: Margaret Glomstad, Parks and Recreation Director Subject: Appointment to the Dog Park Task Force RECOMMENDATION Staff recommends Chair Martin appoint a member of the Parks and Recreation Commission to the Dog Park Task Force. BACKGROUND The Dog Park Task Force was established by the City Council in 2012. The Task Force was comprised of two Council Members, two Parks and Recreation Commissioners, staff and a representative from the Peninsula Humane Society. Commissioners Baum and former Commissioner Eaton were appointed to represent the Parks and Recreation Commission. With Commissioner Eaton leaving the Parks and Recreation Commission last fall, there is a need for a new commissioner to be appointed to the Dog Park Task Force. FISCAL IMPACT None EXHIBITS None 1