Glen Rock Soccer Club Officer’s and Administrator’s Duties

Page 1 of 11 Glen Rock Soccer Club Officer’s and Administrator’s Duties

Responsibility / Duty Description President Head of the GRSC organization. Responsible for: (1) Organizing and conducting monthly club meetings (2) Leading critical decision making processes for the club (3) Represent club leadership when interfacing with other clubs and outside organizations (4) Monitor the general health and well being of the GRSC organization as a whole (5) Uphold the by-laws of GRSC (6) Uphold the rules of the NWBSA and FIFA 1st Vice president Assistant to the President: Responsible for: (1) Learning the duties of the President in anticipation of taking on the Presidency in the following year. (2) Assisting the President (3) Take on the duties of President when the President is unavailable. 2nd Vice President Assistant to the President (Former GRSC President) Responsible for: (1) Assisting the President (2) Take on the duties of President when the President and 1st Vice President are unavailable. Secretary Responsible for: (1) Recording all monthly meeting minutes and posting them on the web site within one week of the meeting (2) Sending out email reminders to all Officers and Administration three days in advance of the monthly club meetings (3) Recording and distributing any special event material (4) Updating the Registration forms yearly and making 3500 copies available to the schools and registration day events

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Responsibility / Duty Description 1st Treasurer Responsible for: All income and expenses (paying bills) and related financial reports (1) Preparation of a Budget for the CY (2) Depositing all income in the GRSC bank account (3) Paying all debts using funds in the GRSC bank account. This includes physical check writing and electronic bill payments. (4) Recording all income and expenses in GRSC’s Quicken Software application. (5) Provide Monthly Reports to the Club Officers (6) Provide Year End Summary Reports to the Club (7) Provide at yearend i) income and expense and ii) balance sheet (bank account balances as of yearend) reports to the GRSC CPA representative (8) Support the GRSC’s CPA as required when tax forms are due 2nd Treasurer Responsible for: (Primarily an audit or check function of the financial transactions) (1) Twice a year detailed review of the income and expense activity, which at a minimum shall include: - Comparison of current year (CY) YTD operations to the prior year (PY) - Comparison at yearend of i) CY to PY operations and ii) CY operations to CY Budget and obtain an understanding of differences - Review all expense disbursements with specific attention to: a) Payments made to the Treasurer (verify approval from another GRSC officer and supporting documentation) b) Large or repetitive payments made to any GRSC officer or outside vendor (supporting documentation) - Upon completion of review, document findings and conclusion Referee Coordinator Responsible for: (1) Coordinating all the referee assignments for all the GRSC games played in Glen Rock. This covers all divisions from Division-2 through Division-5 (2) Assuring that referees are informed and reminded of their individual responsibilities on a weekly basis. (3) Making up for last minute replacements due to illnesses or events beyond control. (4) Assuring that referees are properly trained Page 3 of 11 Glen Rock Soccer Club Officer’s and Administrator’s Duties

Responsibility / Duty Description (5) Coordinating with other towns to meet shortfalls of referees when necessary (6) Helping to assure that referees get their game reports completed on time Registrar Responsible for: (1) The complete registration process for the GRSC organization which includes registering all children from Clinic Level (1st grade) through Division-2 (9th – 12th grade) (2) Maintaining a current record of all registrants (3) Supporting all registration events (4) Supplying the registration records for the club to the NWBSA on June 1st of every year. (5) Coordinating with the Area Registrar and NWBSA Registrar all the information needed to register children in Divisions 4,3,2 (players passes and database information that supports the leagues rules regarding the balancing of teams) (6) Supporting all draft events (7) Maintaining a current set of GRSC Draft Rules Assistant Registrar Responsible for: (1) Assisting the Registrar in all phases of the registration process (2) Learning the duties of the Registrar in anticipation of taking on the position of Registrar in the following year.

Boys Clinic Commissioner Responsible for: (1) Drafting all coaches and assistant coaches (2) Assigning players to teams (3) Defining shirt colors for each team and communicating this information to the uniforms commissioner (4) Creating a mini game schedule for the season (5) Distributing training material to all coaches (6) Distributing shirts and balls to all teams at the beginning of the season (7) Communicating game cancellations with all coaches and assistant coaches (8) Ensuring that all equipment is available to coaches on game days (9) Compiling player rankings at the end of the season (10) Returning equipment end of the season (11) Attending club monthly meetings

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Responsibility / Duty Description Girls Clinic Commissioner Responsible for: (1) Drafting all coaches and assistant coaches (2) Assigning players to teams (3) Defining shirt colors for each team and communicating this information to the uniforms commissioner (4) Creating a mini game schedule for the season (5) Distributing training material to all coaches (6) Distributing shirts and balls to all teams at the beginning of the season (7) Communicating game cancellations with all coaches and assistant coaches (8) Ensuring that all equipment is available to coaches on game days Compiling player rankings at the end of the season (9) Compiling player rankings at the end of the season (10) Returning equipment end of the season (11) Attending club monthly meetings Division 6 (B) Responsible for: Commissioner (1) Drafting all coaches and assistant coaches (2) Assigning players to teams (3) Defining shirt colors for each team and communicating this information to the uniforms commissioner (4) Creating a mini game schedule for the season (5) Distributing training material to all coaches (6) Distributing shirts and balls to all teams at the beginning of the season (7) Communicating game cancellations with all coaches and assistant coaches (8) Ensuring that all equipment is available to coaches on game days (9) Compiling player rankings at the end of the season (10) Returning equipment end of the season (11) Attending club monthly meetings

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Responsibility / Duty Description Division 6 (G) Responsible for: Commissioner (1) Drafting all coaches and assistant coaches (2) Assigning players to teams (3) Defining shirt colors for each team and communicating this information to the uniforms commissioner (4) Creating a mini game schedule for the season (5) Distributing training material to all coaches (6) Distributing shirts and balls to all teams at the beginning of the season (7) Communicating game cancellations with all coaches and assistant coaches (8) Ensuring that all equipment is available to coaches on game days (9) Compiling player rankings at the end of the season (10) Returning equipment end of the season (11) Attending club monthly meetings Division 5 (B) Responsible for: Commissioner (1) Drafting all coaches and assistant coaches (2) Coordinating the player drafts with coaches (3) Defining shirt colors for each team and communicating this information to the uniforms commissioner (4) Scheduling games for the season (5) Distributing training material to all coaches (6) Distributing shirts and balls to all teams at the beginning of the season (7) Communicating game cancellations with all coaches and assistant coaches (8) Ensuring that all equipment is available to coaches on game days (9) Compiling player rankings at the end of the season (10) Returning equipment end of the season (11) Attending club monthly meetings

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Responsibility / Duty Description Division 5 (G) Responsible for: Commissioner (1) Drafting all coaches and assistant coaches (2) Coordinating the player drafts with coaches (3) Defining shirt colors for each team and communicating this information to the uniforms commissioner (4) Scheduling games for the season (5) Distributing training material to all coaches (6) Distributing shirts and balls to all teams at the beginning of the season (7) Communicating game cancellations with all coaches and assistant coaches (8) Ensuring that all equipment is available to coaches on game days (9) Compiling player rankings at the end of the season (10) Returning equipment end of the season (11) Attending club monthly meetings

Division 4 (B) Responsible for: Commissioner (1) Drafting all coaches and assistant coaches (2) Coordinating the player drafts with coaches (3) Distributing shirts and balls to all teams at the beginning of the season (4) Coordinating Player Passes with the Registrar (5) Distributing Player Passes to coaches (6) Communicating NWBSA rules to all coaches (7) Compiling player rankings at the end of the season (8) Returning equipment and shirts at the end of the season (9) Attending club monthly meetings Division 4 (G) Responsible for: Commissioner (1) Drafting all coaches and assistant coaches (2) Coordinating the player drafts with coaches (3) Distributing shirts and balls to all teams at the beginning of the season (4) Coordinating Player Passes with the Registrar (5) Distributing Player Passes to coaches (6) Communicating NWBSA rules to all coaches (7) Compiling player rankings at the end of the season (8) Returning equipment and shirts at the end of the season (9) Attending club monthly meetings

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Responsibility / Duty Description Division 3 (B) Commissioner Responsible for: (1) Drafting all coaches and assistant coaches (2) Coordinating the player drafts with coaches (3) Distributing shirts and balls to all teams at the beginning of the season (4) Coordinating Player Passes with the Registrar (5) Distributing Player Passes to coaches (6) Communicating NWBSA rules to all coaches (7) Compiling player rankings at the end of the season (8) Return equipment and shirts at the end of the season (9) Attending club monthly meetings Division 3 (G) Responsible for: Commissioner (1) Drafting all coaches and assistant coaches (2) Coordinating the player drafts with coaches (3) Distributing shirts and balls to all teams at the beginning of the season (4) Coordinating Player Passes with the Registrar (5) Distributing Player Passes to coaches (6) Communicating NWBSA rules to all coaches (7) Compiling player rankings at the end of the season (8) Return equipment and shirts at the end of the season (9) Attending club monthly meetings Division 2 Commissioner Responsible for: (1) Drafting all coaches and assistant coaches (2) Coordinating the player drafts with coaches (3) Distributing shirts and balls to all teams at the beginning of the season (4) Coordinating Player Passes with the Registrar (5) Distributing Player Passes to coaches (6) Communicating NWBSA rules to all coaches (7) Return equipment and shirts at the end of the season (8) Attending club monthly meetings Equipment Commissioner Responsible for: (1) Distribution of all balls and medical kits to all the commissioners (2) Coordination of the health and well being of all goals and nets for all divisions (3) Collecting equipment returns at end of the season (4) Providing storage of field corner flags for in town play (Divisions 4,3, and 2 only) Uniforms Commissioner Responsible for: (1) Distribution of all shirts to all division commissioners prior to the beginning of the season (2) Ordering shirts every season (3) Collecting shirts back from Div 4,3, and 2 commissioners at the end of the season Page 8 of 11 Glen Rock Soccer Club Officer’s and Administrator’s Duties

Responsibility / Duty Description

Concessions Commissioner Responsible for: (1) Coordination of staffing of the concession stand at Hamilton field. This includes every Saturday and Sunday while the fields are being used by the GRSC during the fall season. (2) Coordinating the needs for supplies with the Concessions Coordinator (3) Coordinating exchange of money to and from the treasurer

Concessions Coordinator Responsible for: (1) Coordination of supplies for the Hamilton Field Concession stand for the entire season (2) Purchasing and delivering the needed supplies to the concession stand (3) Coordinating exchange of money to and from the treasurer to pay for the supply and stocking of the concession stand (4) Coordinating need for re-supply with the Concession Commissioner

Coaches Training Responsible for: Commissioner (1) Coordination of training for all coaches with a special focus and emphasis on the coaches in Clinic, Division -6 and Division-5 (2) Conducting the training at least twice each season (3) Coordinating a Rutgers Coaches training session every season

Fields Commissioner Responsible for: (1) Coordinating field usage issues with the town and RAC committee Web Site Commissioner Responsible for: (1) Managing and Maintaining the GRSC Web Site Benefit Dinner Responsible for: Coordinator -1 (1) Coordination of all the logistics associated with running the Annual Beefsteak Dinner. (2) Recruiting other coordinators to help plan and run the dinner event

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Page 10 of 11 Glen Rock Soccer Club Officer’s and Administrator’s Duties

Benefit Dinner Responsible for: Coordinator -2 (1) Assisting in the coordination of all the logistics associated with running the Annual Beefsteak Dinner. (2) Recruiting other coordinators to help plan and run the dinner event NWBSA Representative-1 Responsible for: (1) Attending monthly NWBSA meetings in Oakland, NJ (2) Representing GRSC interests at the NWBSA meetings NWBSA Representative-2 Responsible for: (1) Attending monthly NWBSA meetings in Oakland, NJ (2) Representing GRSC interests at the NWBSA meetings

Glen Rock Recreational Responsible for: Advisory Board (1) Attending monthly RAC (Recreational Sports Representative -1 Advisory Committee) meetings at Town Hall (2) Representing GRSC interests at the RAC meetings Glen Rock Recreational (1) Attending monthly RAC (Recreational Sports Advisory Board Advisory Committee) meetings at Town Hall Representative -2 (2) Representing GRSC interests at the RAC meetings

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