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Caldwell-West Caldwell Soccer Club

Caldwell-West Caldwell Soccer Club

Introduction

A youth sports club is like a business, but we're not paid, we aren't here to make a profit, and we're neighbors and friends with many of you.

We are paying fees to be a part of the club, but none of that money goes toward the fulfillment of the below list of responsibilities.

Thankfully, many have stepped forward to offer their time to make this club run as smoothly as possible. You will see a list of more roles marked "OPEN" that many of the existing volunteers are doing as well as their own responsibilities. If you are interested and able to help out, please reach out to us and we can discuss further.

Thank you for your consideration!
CWCSC

Volunteer Opportunities

President   Club Strategy & Forward movement - Voting Member - Greg Dilley

The duties of President are those customarily found in this office including: 

  • Responsible for developing the overall strategy of the CWCSC

    • Seasonal programs

    • League selection

    • Special programs, clinics or workshops

  • Partner with DOT to develop coaching strategy across all programs

  • Represent CWCSC as main contact for training company

  • Appoint committees, Board and Staff members as allowed by CWCSC By-laws to complete transactions of the Club.

  • Serve as the principal spokesperson of the Club with Caldwell-West Caldwell officials and local, state, and regional soccer representatives

  • Ensure the future of the Club through special projects and committees of improvement and/or expansion


Vice President   Club Function & Operations - Voting Member - Steve Artale

The duties of the Vice President are those customarily found in this office including:

  • Attend Board Meetings as a voting member

  • Represent the President in his or her absence at all CWCSC meetings

  • Oversee club operations to ensure efficient and effective execution

  • Document and archive processes and procedures as needed

  • Record and report vacancies and appointments in Board and Staff

  • Contact point for all behavioral issues with players, parents, PMs and trainers. 

  • Contact point for all COVID questions pertaining to the club. 


Treasurer   Club Finances, Budget, Allocations and Accountability - Voting Member - Rob Fava

 The duties of the Treasurer are those customarily found in this office including:

  • Attend monthly CWCSC Board meetings as a voting member

  • Reconcile monthly bank statements,

  • Prepare and report CWCSC operating budget

  • Prepare and report CWCSC monthly financial statements,

  • Receive bills and prepare checks to process all accounts payable in a timely fashion

  • File the Club tax non-profit paperwork annually

  • Cut checks for refunds to participants and board members as needed

  • Supply Ref fees to parent managers


Registrar + Assistant Registrar   Club Registration - Voting Members - Steve Yukosky - OPEN

The duties of the Registrar cover all areas of player registration for all player divisions of CWCSC including:

  • Ensure registration forms capture information needed to efficiently and effectively manage players and teams

  • Ensure forms are available to players and parents in time to meet registration deadlines

  • Ensure Medical Release forms capture the information necessary to manage risk and are available to parents and coaches prior to the start of each season

  • Provide all required data to CWCSC and MCYSA in a timely fashion

  • Prepare and publish player and team information seasonally so the Board of Directors and CWCSC members understand registration trends

  • Troubleshoot registration issues as they arise

  • Coordinate all registration information closely with the Club Treasurer


Secretary    All club recording and communication - Voting Member - Marilena Coppola

  • Scheduling of board meetings

  • Record all meeting notes and publish to CWCSC Google Drive within 1 week of the meeting.

  • At the opening of the monthly board meeting, the Secretary will review notes and to-do’s from prior to the meeting.

  • Responsible for any applicable correspondence by the Caldwell-West Caldwell Soccer Club. 

  • Receiving and dispensing all mail from the PO Box. 

  • Ensures the By-laws are updated, signed and filed every 2 years.

  • Responsible for sending all club correspondence via the web platform

  • Social Media promotion


League Contact    Club representative to the larger Travel Org - Voting Member - Andrew Newman

  • Attend regular MCYSA meetings as a representative of the Caldwell-West Caldwell Soccer Club. Provide feedback to the board regarding the meeting. 

  • Pass along all information received from the league in a timely manner to the appropriate departments.

  • Any upcoming votes at the League Contact Meetings shall be presented to the CWCSC Board prior to the vote. This way the club is aligned and in agreement with the vote. There are times that a vote will need to be decided at the league meeting without any notification. If this occurs the vote should be made in the best interest of the club and you must notify the board of your vote. 

  • Any league communications (email, generally) shall be shared with the CWCSC board to resolve any action items.

  • Primary point of contact for all league interaction (i.e. to help answer and resolve any questions for coaches/board members)

  • Primary point of contact to work with other league contacts (i.e. if a coach is having an issue with another program it is the responsibility for the league contact to work with the other programs league contact to work out a resolution.) 


Scheduler     Scheduling of Practice, Games and Clinics - Voting Member - Bill Roth

  • The source for all field availability, and coordination with the Board of Education and Recreation Department.

  • Schedule all travel soccer games seasonally.

  • Work with the town representatives as needed for any events the club organizes.

  • Work with club managers to schedule make-up games/PCN’s

  • Work with the Field Director to make sure fields are playable, prepared, etc.


Director of Coaching   Curriculum & Coach Management - Voting Member - Rob Grosso

The duties of the Director of Coaching are those customarily found in this office including:

  • Responsible for managing and providing leadership to the club’s technical staff and competitive coaches regarding soccer curriculum development and organizational responsibilities

  • Develop schedule for Travel program including pre-season training

  • Partner with Travel and Development Directors to solicit volunteer coaches as needed based on season strategy

  • Develop and maintain a Coaching Manual and a Coaches Orientation Manual

  • Communicate all key information to coaches regarding mandatory meetings or operational requirements

  • Coordinate and facilitate Trainer Kick-off meetings

  • Act as a liaison with other team coaches to make schedule updates as needed

  • Communicate any available tournaments that align with President’s overall strategy


Development Director  - Voting Member - Frank Lombardy 

The Development Director shall be responsible for the operation of all development programs as defined by CWCSC.

  • Partner with President & Director of Coaching to determine program strategy

  • Develop annual schedule for Development program

  • Determines field needs and communicates to Scheduler

  • Determines merchandise needs (t-shirts, balls, etc.) communicate with Merchandise Director

  • Expectation: Development Director is on site during development or have coverage appointed for any days they cannot attend

  • Strong focus on building the club through marketing and recruitment.


Travel Director  - Voting Member - OPEN

The Travel Director shall be responsible for the operation of all competitive leagues, as defined by CWCSC, including the formation of teams and recruitment of coaches as well as other duties assigned:

  • Partner with President & DOC to determine program strategy

  • Partner with DOC to coordinate recruiting, screening, registration of coaches.

  • Coordinate tryouts

  • Review registrants and determine teams/age groups

  • Determine uniforms and advise Equipment Manager what needs to be ordered

  • Expectation: Travel Director is on site for various practices and games to ensure program is running smoothly

  • Communicate any available tournaments that align with President’s overall strategy 


Field Coordinator - Voting Member - OPEN

The Field Coordinator shall be responsible for setting up soccer fields for CWCSC Club practices and games as well as other duties as assigned:

  • Attend monthly CWCSC Board meetings as a voting member

  • Ensure all field and game equipment is operational and safe prior to, and throughout each season

  • Manage inventory and maintain adequate supplies of all field and game equipment within authorized budget;Ensure field availability for demands of the soccer club.

  • Work in accordance with MCYSA regulations for field sizes

  • Engage a committee of parents to help

  • Determine playability of fields as needed according to weather, and report field status updates to appropriate Staff members for information disbursement purposes


Indoor Manager - Voting Member - Jason Kenig

  • Develop a weekly schedule of games and teams

  • Coordinate with Registrar to set up registration

  • Work with Scheduler for gym availability

  • Work with Secretary to send out a communication to all CWC club and non-club members via different communication channels to announce and 

  • Identify refs who will manage the games

  • Work with Treasurer to get funds to pay the refs

  • Work with Equipment Manager to ensure portable nets, balls, cones are available

  • Identify volunteers to coach teams

  • Identify a rotation of coverage to be at the facility

  • Work with Development Director to organize sessions for Pre-K/K


Volunteer Coordinator - OPEN

The duties of the Volunteer Coordinator cover all issues related to the recruitment and retention of volunteers necessary for the effective and efficient operation of the Club including,

  • Design of process that ensures the Club has enough volunteers to effectively discharge its responsibilities to players and parents each season,

  • Recruit volunteers to staff all CWCSC-related activities 

  • Publicize volunteer involvement at the end of each season,

  • Ensure all volunteers are recognized at least annually for their service to CWCSC


Uniform Manager - OPEN

The duties of the Equipment Manager cover all issues related to uniforms provided by the club in advance of fall and spring season for players and coaches including:

  • Order Staff shirts from supplier to ensure they arrive prior to the start of the season,

  • Inventory coach equipment, such as coach shirts, soccer balls and bags, practice jerseys, whistles, cones prior to and following each season

  • Order replacement equipment for coaches within authorized budget.

  • Coordinate with Field manager to inventory and order field equipment such as nets, goals, first aid equipment, corner flags, etc.


Secondary Carding - OPEN

  • Responsible for the communication and coordination of any secondary carding requests for travel players.

  • Digitally communicate with the League to attain secondary carding

  • Work with parents/players to fill out the paper accurately and timely



Fundraising Chair - OPEN

  • Coordinate, plan and facilitate all fundraising activities for the club.

  • Manage and delegate fundraising committee

  • Set annual fundraising schedule

  • Set and track annual fundraising goals

  • Track inventory of promotional merchandise

  • Engage a group of parents to assist with fundraising


License Coordinator - OPEN

  • Track parent manager’s Kidsafe/Risk/F License licenses and expiration dates

  • Alert parent managers of expiring or expired licenses

  • Escalate to the President any issues with licenses


Parent Manager Coordinator - OPEN

  • Point person between Parent Managers and the CWCSC Board

  • Communicate between the two entities necessary information

  • Coordinate seasonal Parent Manager meeting

  • Track, store, order and distribute first aid kits and PM supplies

  • Work with the License Coordinator to ensure all Parent Managers are up to date

  • Work with the registrar to attain coach cards

Contact

Caldwell-West Caldwell Soccer Club
PO Box 1051 
West Caldwell, New Jersey 07007

Email: [email protected]

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