AYSO MATRIX

Guidelines

ARTICLE ONE

PURPOSE

The purpose of these Guidelines is to regulate the affairs of the AYSO Matrix Program and its extended family of teams in Areas R, S, and V. In the event of a conflict between these guidelines and the national American Youth Soccer Organization guidelines, National Guidelines will take precedence. These guidelines are not meant to be all inclusive and are to be updated annually.

ARTICLE TWO

MISSION

1. AYSO Matrix is dedicated to providing a quality training program for players and coaches in a more skilled arena using the philosophies and programs of the American Youth Soccer Organization to enhance future opportunities through soccer.
2. The Purpose of the AYSO Matrix program is to:
1. Provide an opportunity for players who wish to play soccer at a higher skill level.
2. Retain and regain players, volunteers and families.
3. Provide an incentive for valuable, skilled volunteers to contribute to Regional and Area programs.
4. Expand the existing program through additional opportunities to play as well as access to different skill levels of play.
5. Provide programs that enhance regular season play.
6. Accomplish these goals by using the AYSO philosophies of:

i. EVERYONE PLAYS – The program will mandate that every player in the program play no less than half of every league or tournament game.

ii. BALANCED TEAMS – The program has established guidelines to ensure that the teams formed are balanced in the best interests of the players relative to the age and skill level of the teams they will play against during the season.

iii. POSITIVE COACHING – Kids win when they are built up, not when they are torn down! We train and encourage our coaches to make the extra effort to understand and offer positive help to our players, rather than negative criticism.

iv. OPEN REGISTRATION – Any player is eligible to try-out for teams developed under this program.

v. GOOD SPORTSMANSHIP – AYSO Matrix coaches, players, volunteers and parents will be representing AYSO in a multi-club venue and are expected to adhere to a higher standard of conduct.

ARTICLE THREE

ORGANIZATION

1. The Executive Board shall consist of the following administrative positions:
1. President: The President shall:

i. Preside over all meetings other than committee meetings.

ii. Coordinate the activities of all AYSO Matrix administrative personnel in such a manner as to achieve the goals and objectives of the AYSO Inter-Play Program and AYSO Matrix.

iii. Coordinate and communicate with participating Regional Commissioners, Area Directors, Section Director, AYSO National Board of Directors, California Youth Soccer Association – South (CYSA-S), and the Presidio League.

iv. Enforce and administer the bylaws, guidelines, and rules and regulations of AYSO Matrix, AYSO Inter-Play Program, AYSO National guidelines as well as the rules and regulations of CYSA-S and the Presidio League.

v. Ensure that an audit of the financial records is performed annually and the results of that audit are submitted to the Board of Directors and the Section Director.

2. Vice-President: The Vice-President shall:

i. Assume the duties of the President in his/her absence.

ii. Perform any specific duties as designated by the President.

3. Secretary: The Secretary shall:

i. Take, keep and distribute the minutes of all Executive and General Board meetings.

ii. Assist the members of the Board of Directors in communications with the participating regions.

iii. Communicate periodically with all board members to assure follow through on designated duties.

iv. Perform any specific duties as designated by the President.

4. Registrar: The Registrar shall:

i. Register with CYSA-S all players and team administrators participating in AYSO Matrix.

ii. Keep and maintain registration records of AYSO Matrix players and team managers.

iii. Verify and administer matters of player/team administrator eligibility with CYSA-S and the registrars of the participating regions. Those participating regions are responsible for the proper registration of players and team volunteers with AYSO.

iv. Perform any specific duties as designated by the President.

v. The Registrar should be CVPA qualified.

5. Treasurer: The Treasurer shall:

i. Keep and maintain all financial records for AYSO Matrix as required by AYSO, CYSA-S and the Presidio League.

ii. Keep and maintain records of a general fund for the operating expenses of AYSO Matrix.

iii. Maintain a checking account exclusively for the use of AYSO Matrix program and conforming to the AYSO requirements for Regional checking accounts.

iv. Receive and deposit all funds from AYSO Matrix into the AYSO Matrix checking account.

v. Issue checks to disburse funds as needed by AYSO Matrix in accordance with the uses set forth in these guidelines or as directed by the President of AYSO Matrix and the Executive Board. Two (2) signatures are required on all AYSO Matrix checks. Required signors are: President, Vice President and Treasurer.

vi. Provide the President, Board of Directors or team administrators financial status information as needed.

vii. Provide a monthly financial report at each regular monthly meeting of the Board of Directors.

viii. Perform any specific duties as designated by the President.

6. Coach Administrator The Coach Administrator shall:

i. Assist and provide mentoring to all AYSO Matrix coaches.

ii. Coordinate and direct the framework of AYSO Matrix try-outs.

iii. Assist in developing and teaching coaching clinics and player training.

iv. Coordinate USYSA licensing classes for the AYSO Matrix coaches.

v. Perform any specific duties as designated by the President.

7. Area Representatives

i. Areas 11 R, 11 S, and 11 V shall each have a representative appointed according to Area procedures.

ii. The Area Representatives will be the liaison between the AYSO Matrix and the Area Director.

2. The Board shall be the Administrative body of AYSO Matrix.
1. The Board shall be responsible for enforcing these guidelines and representing the AYSO teams.
2. Matters not governed by these guidelines will be decided by a majority vote of the Board at either a regularly scheduled board meeting or a special meeting as called by the President or the Vice-President, if necessary.
3. The Board shall consist of the members of the Executive Board, and the Regional Representatives.
4. Regional Representatives: Each Region with teams participating in the program has a right to be represented on the AYSO Matrix Board by its President or designated representative. Regional Representatives are voting members of the Board. The Region Representatives shall:

i. Be the liaison between the AYSO Matrix board and their regional board.

ii. Provide the AYSO Matrix board any regional information needed to operate.

iii. Perform any specific duties as designated by the President.

3. No business can be conducted unless a quorum of the Executive Board members is present. A quorum shall be one more than 50% of the Executive Board positions filled.

D. Should a vacancy occur on the Board, nominations to fill the position may be made by any existing board member. Nominees must be approved by a majority vote of the remaining board members, though less than a quorum and the person filling such vacancy shall serve until the next annual meeting and until his/her successor has been duly appointed.

5. Any board member (except the President) may be removed in accordance with Article Three, paragraph VII, of these guidelines. The President may be suspended by the section director or by the National Board of Directors
6. Discipline
1. The Regions will be responsible for discipline related to the behavior of their coaches and players. AYSO Matrix has the responsibility to inform the Regions of any minimum sanctions required by the Presidio Gaming League as they relate to incidents involving AYSO Matrix personnel.
2. Suspension

The President or Board may suspend a person involved in AYSO Matrix from further involvement in the program on notice (by telephone, fax, writing or in person) if there is found to be an imminent danger to players or to the program by his or her continuing involvement, or if a crime has been alleged to have been committed by such participant. A disciplinary hearing must follow such a suspension. A suspension is considered to be temporary in nature, and such suspension may be removed or set aside by a majority of the Board at any time. Any such action must be immediately communicated to the home Region of the person involved.

c. Removal

The President or the Board may remove a person (whether or not suspended) involved in AYSO Matrix, from further involvement in the program. Such removal may only be made upon prior notice and after a determination is made that removal is appropriate, as the result of a disciplinary hearing. Such removal is only permitted when there is found to be (a) a violation of the National Bylaws or of the rules, regulations, policies or philosophies of AYSO or (b) conduct which disrupts AYSO Matrix’ or AYSO's activities or programs. Such action must immediately be communicated to the home Region of the person involved.

7. The AYSO Matrix Board shall hold regular monthly meetings at a designated time and place to be determined. The date and time of the monthly meeting may be changed by a majority vote of the board. All Board meetings shall be open to all participating members unless the Board determines that it is necessary to hold an executive session. 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 AYSO Matrix is taken
8. The Board of Directors may create staff positions as necessary to the operation of the AYSO Matrix program.
9. Meetings of the Executive Board members may be called as necessary to conduct the business of the AYSO Matrix Program. Executive Board meetings may be called by the President or by two of the other Executive members.
10. XI. ELECTION OF EXECUTIVE OFFICERS

At the November board meeting, the President shall solicit nominations for all positions on the Executive Board. The final slate of nominees will be presented at the December meeting and the election held at the January meeting. All current board members and a representative from each current team are eligible to vote in board elections. This provision is made to allow proportional representation in the selection of the board members. If a Regional Representative is elected to an Executive Board position, that person shall be replaced by a new regional representative. The new regional representative shall be appointed in accordance with that Region’s guidelines.

11. Board Members may be comprised of individuals that perform services for AYSO Matrix for a fee.
1. These individuals are prohibited from participating both in discussion and voting of items that concern the services they provide.
2. Termination of theses individual’s services by AYSO Matrix does not mean their Board position is surrendered.

ARTICLE FOUR

Finances

1. AYSO Matrix program funding:
1. No regular regional monies may be expended on the Inter-Play Program.
2. The AYSO Matrix program may raise money for operations through fundraising events, tournament, league sponsors, team sponsors, and fees assessed through player registration.
3. Money from the AYSO Matrix account may be used for the normal operating expenses of AYSO Matrix and for extraordinary expenses as they arise. Any extraordinary expense must be approved by a majority of the Executive Board.
2. Player Registration Fees:
1. All players shall be charged a player registration fee as established by the executive board to cover the costs associated with play as an AYSO entry in the Presidio League.
2. Player registration fees may be paid all or in part by their respective teams with funds from the team account maintained by AYSO Matrix, or through a league scholarship program (if such funds are available).
3. Player registration fees shall be structured in order to reflect the following player, team and league expenses:

i. Required AYSO Matrix fees

1. Uniforms

a. Regions currently purchasing their own uniforms will be allowed to continue that practice for as long as they have teams participating in the program.

2. Required CYSA-S fees

3. Required Presidio League fees

4. AYSO Matrix operating costs

ii. Optional AYSO Matrix fees

1. Player development fees

2. Coach development fees

3. Referee fees

4. Regions must declare their intent to utilize the optional fee programs at budget preparation time. Any Region electing not to participate in these programs will be excluded from these services until the next year.

iii. Other expenses that should be considered by the Regions

1. Fields

2. Pictures

3. AYSO registration fees

4. Coach licensing fees

5. Risk management fees

3. Team Finances:
1. Member teams may raise money for team expenses and activities through traditional fundraising means such as car washes, candy sales, etc. or through sponsor donations

i. All fundraising money collected shall be deposited with that team’s regional treasurer for credit to that team’s regional account.

4. The team’s regional treasurer will maintain team accounts.
5. Teams will be responsible for maintaining a record of team finances and make a copy of said record available upon request.
6. A letter of solicitation approved by the Region must accompany solicitation of sponsorships.
1. Sponsors will be provided with the AYSO Tax ID number in order to claim tax-deductible donations. The regional treasurer will supply the Tax ID number.
2. Only funds deposited with the regional treasurer shall be eligible for the tax deduction.
7. Should a team disband or leave AYSO Matrix for any reason, any and all funds remaining in that team’s account will become the property of that team’s region.
8. Team funds may be used only for the following team expenses:
1. Player scholarships or the reduction of player registration fees up to 100% of such fees.
2. Tournament fees (including referee fees)
3. Player premiums (jackets, warm-ups, bags, etc.) provided all premiums are distributed equally to all registered players on that team at the time the premium is provided.
4. Miscellaneous team operating expenses (such as travel expenses for tournaments, team equipment, training, etc.).

ARTICLE FIVE

TRY OUT PROCEDURES

1. Field Availability: As early as possible each region participating in the AYSO Matrix program will procure fields for try outs.
2. Advertising: The dates, times and places for AYSO Matrix try-outs will be posted on the league’s website as well as the local regional websites. Fliers will be distributed to schools when possible and posters will be displayed in each regional local area. If possible, advertisements should be placed in the local newspapers.
3. Open Tryouts: Any child who’s playing age is between U11 and U19 is eligible to try out for an AYSO Matrix team. Each player attending tryouts must fill out a release form and have it signed by a parent or guardian (if player is under 18 years of age) before being allowed to try out. All players must try out each year. It is possible that not all players who tryout will be selected to a team.
4. Evaluators: Each region must ensure that the tryouts will be staffed with an adequate number of administrators to check players in, assist in moving the players through the session and to evaluate the players.

ARTICLE SIX

Coaches

1. Before the tryouts begin, each region must certify that it has a qualified coach for a proposed team. Coaches must meet the following requirements:
1. Must be Safe Haven certified, and possess AYSO Advanced Coaching Certificate for age groups U15 and older, or Intermediate Coaching Certificate for U14 and younger.
2. Must have Risk Management and possess a CYSA “E” license or higher.
3. Must earn a minimum of 5 continuing education credits each year. Credits are earned as follows:

i. Two credits for each increase in coaching license level (includes instructors coaching courses).

ii. One credit for attending a monthly Matrix coaches training session.

iii. One credit for assisting regions with tryouts, local training, refereeing, etc. Credit is subject to Regional Presidents validation.

4. Must be in good standing with Matrix and local Region organizations as well as with Presidio and CYSA.
5. New coaches must be pre-approved by their Regional Board and the AYSO Matrix Board. Approval will be based on the applicable criteria outlined above. All new applicants must submit their coaching request in writing to the Director of Coaching along with their coaching resume.
6. Returning coaches must be approved by their Regional Commissioner and the Matrix Board annually. Approval will be subject to the requirements outlined above.
1. Selection of Players: Player selection will be done by the impartial evaluators and coaches immediately after the final tryout date. Impartial evaluators will determine which players have the ability to compete and the designated level. Coaches will use this information to make player selections.
2. Notification of players: All players who attend tryouts will be notified within 5 days of the final try out date whether he or she was selected to a team. This will be done promptly so the player may seek another tryout with another league or still be able to register with the local AYSO Primary Program.
3. Balanced Teams: Teams in each age group will be balanced to compete in their designated level of play (i.e. AA-B, AA-A, AAA, etc). There must be a minimum of 12 players to form a team that can compete at the designated level of play.
4. Vacancies: In the event of a vacancy, a special tryout can be held to evaluate potential new players. Once the local Region has balanced teams in its Primary Program, no player may switch from the Primary Program to the Matrix program. Players who are selected to Matrix teams and accept the invitation may not play in the Primary Program during that seasonal year. Matrix players are not eligible for the All-Star program. No player will be assigned to more than one AYSO team at a time. This includes both the Primary and the Matrix programs.

ARTICLE SIX

CHANGES IN GUIDELINES

A. Approval of Guidelines: These Guidelines shall become effective after being approved by the President and the existing Board of Directors, the Area Directors for areas 11-R, 11-S and 11-V, the Section 11 Director, and then submitted to the National Support and Training Center.

B. Changes in Guidelines: Once adopted, these Guidelines may only be amended by the Board of Directors and only by a majority vote of the Board Members, with the approval of the President, the Area Directors for areas 11-R, 11-S and 11-V, the Section 11 Director, and then submitted to the National Support and Training Center.

C. Policy Statements: Policy statements may be attached to the guidelines to provide expanded explanations of the intent of these guidelines. Any such statements will be considered to be a part of the guidelines and be subject to the same requirements for approval and change.