The Ridgewood Soccer Association

Information Handbook

Section 2. General Information about the RSA as an Organization

 

Approved by the RSA Board of Trustees on  January 13, 2000

Modifications since last approval are in red font

 

2.1 Organization 

2.1.1  Overall

2.1.2  Board of Trustees

2.1.3  Key Positions

2.2  Funding

2.3  Annual Calendar

2.3.1  Board of Trustees

2.3.2  Program Calendar

2.4  Memberships and affiliations

2.4.1  Ridgewood Sports Council (RSC)

2.4.2  Northwest Bergen Soccer Association (NWBSA)

2.4.3  Maroons Soccer Club (MSC)

2.5  Insurance

2.6  RSA in the Ridgewood community

2.6.1  Community Involvement

2.6.2  Educational Material

2.6.3  Scholarships

2.7  Public access to RSA information

2.7.1  Policy Statement

2.7.2  Board of Trustees

2.7.3  Key Positions

2.1 Organization

2.1.1. Overall Structure

The RSA is run by a Board of Trustees. Volunteers fill all Board positions.

The playing program is organized into divisions, each of which is based on player age with some allowance being made for the player’s school grade level. The RSA currently supports intown and traveling programs, which cover school grades 1 through 12:

Special needs program.

Intown Recreation Program

Division 6 (generally 1st and 2nd grades)

Division 5 (generally 3rd and 4th grades)

Division 4 (generally 5th and 6th grades)

Traveling Recreation Program

Division 4 (generally 5th and 6th grades)

Division 3 (generally 7th and 8th grades)

Division 2-1 (generally high school grades)

2.1.2. Board of Trustees

The Board of Trustees’ overall responsibilities are to formulate the RSA’s policies and plans and to execute and manage its regular activities consistent with the stated philosophies and objectives. To these ends, the board has created specific chair, vice chair, treasurer, secretary and coordinator positions to oversee and/or to carry out the specific activities necessary for the smooth running of the RSA.

Board positions are open to individuals in the community who wish to contribute their time and effort to the RSA programs. The Board votes on current year membership (see appendix for by-laws):

The Chair serves for 2 years, January to December.

The Vice Chair serves for 2 years and usually takes the Chairman position after his term is finished.

All other positions are reviewed annually. However, it is usual that the positions are held until vacated by the incumbent.

In special circumstances, an incumbent may be relieved by the Board of Trustees according to procedures outlined in the by-laws.

2.1.3. Key Positions

The work of the RSA is centered on the autumn playing program.

Many key positions directly support the playing program. They require an individual to be knowledgeable of the agendas being advanced by the RSA and to represent the RSA in the community. A Board member must fill these positions.

Many other important positions, which may not require a Board member to fill, are held by others in the community willing to volunteer their support to the RSA’s programs.

The table below summarizes the current key positions and requirements for Board membership, if any.

Position of Responsibility Must this position be filled by a Board Member?
Any / All Division Coordinators

Yes
Any / All Division 6 Site Coordinators No
Clinics Coordinator Yes
Clinicians No
Equipment Coordinator

Yes
Insurance No
NWBSA Representative

Yes
NWBSA Alternate

Yes
NWBSA Area Registrar (when required by NWBSA)

Yes
Practice Fields Coordinator No
Referee Coordinator:  Intown Youth

Yes
Referee Coordinator:  NWBSA No
Scholarship Coordinator and all Scholarship Committee Members

Yes
Registrar No
Representative from Maroons Soccer Club No
Sports Council Representative

Yes
Website Coordinator Yes

2.2 Funding

The RSA is registered as a non-profit organization with the Internal Revenue Service.

The RSA operates primarily from revenues raised through player registration fees. In addition, the RSA receives an annual contribution from Village of Ridgewood as a co-sponsored organization of the Department of Parks and Recreation ($1580 in 2000)

Expenses include but are not be limited to:

2.3. Annual Calendar

2.3.1. Board of Trustees

The operating year for the RSA Board of Trustees runs from January to December.

The board of trustees meets on the second Thursday of every month, except for July and August. Meetings are held in The Lester Stable on North Maple Avenue, starting at 7.30 p.m., and usually last approximately 2 hours. The RSA Chairman issues an agenda covering the usual business areas and any special topics. Other business items may be raised and discussed as the last item on the agenda. Minutes are taken and issued by the Secretary and are approved at the start of every meeting.

The Board of Trustees is voted-in during the December meeting (see appendix A.1 for by-laws)

Meetings in December and January focus on a review of the past season, discussions on successes, failures, and areas needing improvement. Activities requiring coordination with other sports’ groups are initiated, especially with regard to the improvement of facilities.

The nature of the meetings from February through June is geared towards the preparations for the forthcoming season with emphasis on registrations, team drafts, general division preparedness, treasury position and the ordering of uniforms and equipment.

Although meetings are not normally scheduled during July and August, it has been recent practice to call a meeting in either or both of these months to finalize logistics and operating details of the upcoming program and to plan season-opening meetings. Uniforms and equipment are distributed to the team coaches during the month of August. This is a shared responsibility of the Equipment Manager and the respective Division Coordinators.

Meetings from September to November focus on the playing season itself, with reports on division results (where appropriate), game officiating, field conditions and weather-related problems. Corrective action on any issues raised is discussed, initiated and tracked. Administrative matters concerning the board of trustees' positions are handled in December in preparation for the new year.

2.3.2. Key program dates

Registration Process

Print registration forms Feb 10

Distribute registrations Feb 28

Registration deadline Apr 01 15

Distribute registration info to coordinators April Board Meeting

Initiate coach recruitment Apr 30

Distribute late registration info to coordinators May Board Meeting

NWBSA team drafts May 15

NWBSA roster submissions (deadline) Jun 01

Intown coach assignments and numbers of teams Jun 30

Intown preliminary rosters Jul 20

Intown rebalanced rosters (late registrants) Aug 10

Intown final rosters Aug 24

Intown Program Scheduling

Team count & names Aug 10

Preliminary master schedule and team schedules Aug 24

Final master schedule and team schedules Aug 27

Distribution to field coordinator Aug 28

Distribution to division and referee coordinators Aug 30

2.4. Memberships and Affiliations

2.4.1. Ridgewood Sports Council (RSC)

The RSA is a full voting member of the RSC. The RSA representative to the RSC is normally the RSA president.

The RSA views its participation on the RSC essential to maintaining goodwill and cooperation amongst the sporting groups and to assuring proper maintenance and scheduling of town facilities.

2.4.2. Northwest Bergen Soccer Association (NWBSA)

The RSA’s traveling recreation program is run under the auspices of the NWBSA. The NWBSA is responsible for the overall operation of the program including scheduling, certifying referees, responding to complaints, and handling any disciplinary actions.

The RSA is a full member of the NWBSA and complies fully with its rules and regulations. The RSA has an NWBSA representative, an alternate and an NWBSA Registration Secretary (usually the RSA Registration Secretary).

As part of our membership, the RSA must share in operational responsibilities of the NWBSA by periodically providing area registration support.

2.4.3.  Maroons Soccer Club

Although we are separate legal entities, the RSA maintains strong ties with the Maroons Club for the purposes of:

Minimizing player conflicts between programs

Coordinating fields (schedules, maintenance, weather cancellations)

Having a uniform position on issues facing soccer organizations in Ridgewood. The RSA speaks for the collective soccer community through its voting position on the Ridgewood Sports Council.

2.5. Insurance

The RSA carries liability insurance in an amount appropriate to an organization of its type and size. The RSA Treasurer reviews the coverage and limits with the insurance agent on an annual basis. Special situations arising during the operating year that may affect the organization's exposure are discussed with the insurance agent on an as needed basis.

2.6.  RSA in the Ridgewood Community

2.6.1. Community Involvement

The RSA was founded on and exists today by virtue of community participation and support; its fundamental objective is the development of children.

The playing programs, therefore, are structured to meet that purpose by providing soccer training/playing in a fun and enjoyable way for all who wish to participate.

In addition, the RSA offers Ridgewood children who have surpassed their playing age eligibility with additional opportunities to grow through soccer. (delete since high school intramural program has been created) The RSA program encourages these children to continue their personal development through participation in our referee program.  Suggest edit: The RSA program also encourages children in grades 6 through high school to continue their personal development through participation in our referee program. 

The RSA also fosters community involvement through the instructional sessions (clinics) that complement the playing program. We encourage involvement of the Ridgewood High School coaches and teams to lead these sessions and become involved with the community’s youth where practical.

2.6.2. Educational Material

The RSA maintains a collection of books and videotapes at the Ridgewood Public Library for the benefit of players and coaches seeking to develop their knowledge of the sport.

2.6.3. Scholarships

Standing on the principles of community participation and development of children, the RSA has established a scholarship for students graduating from high school and going on to full-time further education. It is awarded for the freshman college year only. Refer to appendix A.2 for information about the scholarship, including eligibility requirements.

The scholarship has been named in honor of an esteemed Ridgewood High School and RSA soccer coach, Richard Bennett. The award’s dedication is inscribed on a plaque hanging in the Ridgewood High School. The names of RHS recipients are engraved on small brass plates set below the main dedication. In addition to the financial award, each recipient receives a small plaque commemorating the scholarship.

2.7. Public Access to RSA Information

2.7.1. Policy Statement

The RSA will not make the names, addresses, and phone numbers of its players and coaches available to any other organization or commercial entity unless such entity will use the information in a manner that is consistent with the purpose of the RSA (e.g. local soccer camp providers).  In such cases, the RSA Board will vote on releasing such information.

Any publications about the RSA, its program content, or communication that uses the RSA’s name or logo, or any publication that would make the names or other personal information of its board members public must be approved by the RSA Board of Trustees prior to publishing. In lieu of such approval, outside interests may communicate with the RSA board through our Ridgewood PO Box. or our site on the world wide web.

2.7.2. Website

In March 1999, the RSA acquired the domain name www.ridgewoodsocer.org and currently maintains a site on the worldwide web as a communication vehicle for our players and coaches. The site is run with the following security principles in mind:

The site includes: