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Board Roles

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Background

The intent of this document is to provide a role and responsibilities framework and governance structure for the National Fusion Soccer Club (NFSC). NFSC has operated successfully with a loose organization and an all-volunteer orchestration for key roles. However, with the increase in the number of players and teams associated with NFSC, the scope and demands for key roles, and the complexity of issues and challenges have all grown to a point where a more rigorous organization is warranted. Succession and continuity of roles is also needed to avoid gaps in NFSC fiduciary responsibilities or service delivery.

 

Mission of the NFSC Board

The mission of the NFSC Board is to deliver a competitive soccer program that enhances the value of the communities NFSC serves. To accomplish this, youth participants from local communities must have a safe, enjoyable, and well-organized experience that develops them as soccer players and citizens of the community.

 

Overview of the NFSC Board

The membership of National Fusion Soccer Club will elect members to the Board of Directors at the annual meeting in April. The Board of Directors will then elect Officers of the Corporation per the NFSC by-laws. Additionally, the Board of Directors can elect 3 voting, but non-officer positions. The 7 positions of the NFSC board are:

 

·         President (Officer of the Corporation)

·         Vice President of Coaching (Officer of the Corporation)

·         Vice President of Operations (Officer of the Corporation)

·         Treasurer (Officer of the Corporation)

·         Secretary (Officer of the Corporation)

·         Community Program Director

·         Marketing Director

 

The NFSC Board will meet at least monthly and is chaired by the President. Meetings can occur more often at the discretion of the President. A voting quorum is defined by having at least 4 of the positions available to participate either face to face or by telephone. Board meeting minutes will be taken by the Secretary and circulated electronically to the other board members. Minutes will be made available for public viewing but will not be circulated electronically outside of the NFSC Board. 

 

NFSC Board will select all director positions on a bi-annual basis.   NFSC Board members will not receive any monetary compensation for their role as directors. 

 

To fulfill their mission, the NFSC Board may utilize various volunteers and/or compensated parties. In particular, the Director of Coaching, Registrar, and Field Manager roles are key positions that the NFSC Board must interact with routinely and effectively. These additional people may participate in NFSC Board meeting at the discretion of the NFSC President. In all cases, volunteers and/or paid parties will be accountable to a specific NFSC Board member, who will be responsible for reviewing their performance and providing advice and counsel. 

Key Performance Framework of the NFSC Board

To be successful, the NFSC Board must deliver 7 key performance aspects:

  • Safety and Security for NFSC youth soccer players
  • Highest Quality Facilities and Events
  • Highest Quality Player and Coaching Development
  • Financial Management and Fiduciary Compliance
  • Communication and Records Management
  • Community Involvement and Integration
  • Marketing and Fundraising

 

While the entire board will work to ensure excellence in these areas, specific responsibility for each area is specified for each NFSC Board position. Several other key (volunteer, external, or compensated) roles exist which will support NFSC Board members in achieving excellence in these specific performance areas. This organization and all related roles are as follows:

  • President – Safety and Security for NFSC youth soccer players
    • Legal Counsel
    • Web Master
  • Vice President of Coaching - Highest Quality Player and Coaching Development.
    • Directors of Coaching
    • Developmental Director
    • HYSA League Representatives
    • EDDOA League Representative

·         Vice President of Operations - Highest Quality Facilities and Events

    • Tournament Director
    • Referee Assignor
    • Facilities Director
    • Insurance Agent
  • Treasurer - Financial Management and Fiduciary Compliance.
    • Bookkeeper
  • Secretary – Communication and Records Management.
    • NFSC South Registrar
    • NFSC West Registrar
    • Greatwood Registrar
    • Telfair Registrar
    • HYSA Score Reporter
    • Scholarship Program
  • Community Director - Community Involvement and Integration.
    • NTRCA Club Manager
    • NTRCA Directors
    • Community Manager (Greatwood, NT, etc)
    • Overall Recreational Program
  • Marketing Director - Marketing and Fundraising.
    • Major Sponsors (e.g. Infiniti, Adidas)
    • Negotiating major sponsorships
    • Houston Dynamo
    • Fundraising

Detailed NFSC Board of Director Role Descriptions

The following details the NFSC Board of Directors roles and responsibilities, and the key non-board roles they manage within NFSC. 

 

 

President

The President is the overall leader of NFSC, and as such will likely be included to some extent in almost all activities. The President will chair and conduct (at least monthly) NFSC Board meetings, and assure appropriate deliberation, voting, and implementation occurs for all NFSC Board decisions. The President should act as a general advisor and facilitator for the rest of the NFSC Board. The primary operational responsibility of the position is to assure the safety, security, and conduct of the players, programs, and facilities managed by NFSC. The President is responsible to perform the following:

  • Conduct incident/injury/conduct investigations to assure objective assessment of facts and circumstances and proper corrective, preventative, and/or disciplinary action is taken. Findings and any action taken should be documented and communicated to the NFSC Board.
  • Negotiate and communicate any actions affecting the general performance or governance of NFSC (e.g. mergers and/or acquisitions, change in the NFSC debt level, change in by-laws or these guidelines, etc).
  • Determine the NFSC need for, and secure the services of legal counsel as appropriate.
  • Manage and coordinate with NFSC Web Master to assure:
    • web information is kept up to date and secure

 

Vice President of Coaching

The Vice President of Coaching should be a strong source of energy and enthusiasm for the NFSC Board. The primary operational focus of the Vice President of Coaching is to work with the NFSC Directors of Coaching to assure the highest quality player and coaching development. The Vice President of Coaching is responsible to perform the following:

  • Collaborate with NFSC Directors of Coaching to assure:
    • All player camps, coach’s training, or other developmental events are well organized and conducted.
    • All teams have an appropriate professional Coach and training schedule.
    • Assure every coach understands expectations for their role and the role of the Manager.
    • All players, coaches, and Managers are properly evaluated at the end of a season.
  • Work with Executive/Administrative DOC to conduct Coach and Manager’s meetings at least every 2 months.
  • Manage and coordinate with NFSC League Representatives (HYSA and EDDOA) to assure NFSC issues are properly represented and resolved.
  • Review licensing of all coaches and trainers, and assure appropriate levels or progress to those levels is being achieved.

 

Vice President of Operations

If the President will be unable or unavailable to fulfill their role, the Vice President of Operations will temporarily fulfill the President’s role as necessary. The primary operational focus of the Vice President of Operations should be on assuring the quality of the fields, facilities, and events that are sponsored by NFSC. The Vice President of Operations is responsible to perform the following:

  • Assure all NFSC soccer equipment is maintained or replaced as needed.
  • Report any vandalism or other damage to police or otherwise properly investigate such problems.
  • Manage and coordinate with the NFSC Tournament Director to assure tournaments are well organized and conducted.
  • Manage and coordinate with the NFSC Referee Assignor to assure NFSC HYSA games have appropriate referees and the overall HYSA referee quota is achieved.
  • Manage and coordinate with the Field Manager
  • Assure that proper insurance coverage is in place for all NFSC officers and players.

 

Treasurer

The Treasurer must drive compliance with financial plans and overall NFSC fiduciary responsibilities. The Treasurer is responsible to perform the following:

  • Collaborate with coaches and managers to collect revenue for:
    • NFSC registration fees
    • Training fees
    • League fees
    • Sponsorship funding
    • Electronic payments
  • Establish fiscal plan and budgets for the following categories:
    • Registration
    • Training
    • Special Events (Camps, Tournaments, fundraisers)
    • Uniforms
    • Field and Facility maintenance and other expenses
    • Scholarships
    • NFSC Board expense including compensated support (Registrar, Bookkeeper, etc)
  • Manage and coordinate with NFSC Bookkeeper to assure:
    • Payments are made on time
    • Checking account is properly reconciled
    • Savings accounts are properly reconciled
    • Electronic payment systems are properly reconciled
    • NFSC financial records in QuickBooks are kept up to date and accurate
    • All transactions are transparent and auditable
  • Assure NFSC fiduciary responsibilities are met:
    • Insurance premium is paid and coverage is up to date
    • Contracts are properly executed
    • Taxes and tax documents are properly filed and executed
  • Assure professional staff expense statements and receipts are properly reviewed and validated

 

Secretary

The Secretary should act to keep the NFSC Board organized and focused on its agenda. The primary focus of the Secretary is to work with the NFSC Registrar(s) to assure NFSC records are well organized and properly archived. The Secretary is responsible to perform the following:

  • Manage and coordinate with NFSC Registrar(s) to assure:
    • All player registration information is collected, and that any hardcopy registration information is converted into an electronically accessible form.
    • Player/parent question and issues are acknowledged and directed to the correct NFSC Board members for resolution. The Secretary is responsible to assure closure on player/parent questions and issues.
    • Pre-season player evaluations/sign-ups are managed effectively and efficiently.
    • Team rosters and player information is properly delivered to coaches at the beginning of the season.
    • Team registration is executed properly with HYSA.
  • Assess Registrar(s) performance each season and recommend compensation administration to the NFSC Board.
  • Sustain and retain electronic and hardcopy archives which are well organized, and accessible for review. In particular, the following NFSC records should be sustained:
    • Professional Staff information:
      • Compensation Contracts
      • Accreditation and licensing documentation
      • Personal information (address, phone, email, SSN, etc)
    • Player information:
      • Player and Parents names
      • Address
      • Phone and email
      • Birth date
      • Years with Fusion and on which teams
    • Coaches personal information
      • Name
      • Address
      • Phone and email
      • Accreditation and licensing documentation
      • Years with Fusion and on which teams
    • Purchasing and supply contracts
    • NFSC Board proceeding and meeting minutes
    • Insurance policies
    • NFSC Charter and By-Laws
    • NFSC Roles, Responsibilities, and Governance Guidelines
    • NFSC Financial Rules and Policy
    • Any legal proceedings
    • Any official business between STYSA, HYSA, or EDDOA and NFSC
  • Manage and coordinate with the NFSC HYSA Score Reporter to assure all NFSC HYSA scores are reported accurately and on time.
  • Review and process scholarship requests within the total NFSC Scholarship budget.
  • Conducting fair and well organized annual NFSC Board elections

 

 

Community Director

The Community Director role is essential to keeping the NFSC Board accountable of its relationship with and obligations to the communities it serves. The primary focus of the Community Director is to work with key personnel in community organizations and/or local government to assure NFSC is valued and delivering soccer programs and services of interest. The Community Director is responsible to perform the following:

  • Conduct and assure the quality of at least one community event (e.g. camp, tournament, etc) per season.
  • Solicit feedback and guidance from, and ultimately build strong relationships with:
    • NTRCA Directors
    • Management at the NTRCA Club
    • Community Managers at Greatwood
    • Community Managers  in other communities that NFSC has or intends to have soccer programs
  • Initiate and manage joint programs with local communities such as:
    • U7 and younger soccer academy (in collaboration with NFSC Director of Coaching)
    • Greater Sugar Land U8 league

 

Marketing Director

The Marketing Director should advise the NFSC Board on how best to market itself to sponsors and execute fundraising. The primary focus of the Marketing Director is to seek out major sponsors and deliver substantial financial underwriting. The Marketing Director is responsible to perform the following:

  • Reviewing and periodically enhancing the NFSC logo and marketing materials
  • Accessing media coverage for individual player, team, or trainer success stories
  • Organizing multi-team fundraising activities (e.g. car washes, bake sales, golf events, etc)
  • Negotiating major sponsorships (e.g. Infiniti, Adidas, etc)
  • Manage partnership with Houston Dynamo
  • Work with Web Master to ensure web site is attractive and pertinent

 

 

Detailed NFSC non-Director Role Descriptions

The following details the key non-director positions within NFSC.

 

HYSA and EDDOA League Representatives

The League Representatives play an important role in representing NFSC in the leagues its teams normally participate. The League Representatives report to the Vice-President of Coaching and are responsible to perform the following:

  • Attend all league meetings and communicate proceedings to the President and affected coaches.
  • Communicate administrative and/or rule of play changes/issues to the President and affected coaches.

 

Director of Coaching

The Director of Coaching is a professional position and not part of the NFSC Board. The position is crucial to assuring the highest quality player and coach development occurs. Close collaboration with the Vice President of Coaching is needed to assure the involvement, support, and confidence of the NFSC Board. The Director of Coaching is responsible to perform the following:

  • Selecting, assessing, administering compensation, and generally managing the professional training staff utilized by NFSC. 
  • Developing and managing a training schedule for all trainers and teams. Inclusive of weekly training and weekend games.
  • Establishing and sustaining a highly effective training plan for each team.
  • Working with professional training staff to develop and communicate an assessment of player and coach’s performance throughout the season.
  • Recruiting players to join NFSC.
  • Representing NFSC at ODP or other broad professional training arenas.
  • Managing camps, coaching clinics, and any other developmental programs to assure high quality.
  • Developing and implementing and training academy program.

 

Registrar

The Registrar is not a NFSC Board member but does play an important role in communicating NFSC information. The Registrar is effectively the “face” of NFSC and routinely interacts with players and parents. Registrars may be volunteers or compensated personnel depending on the size of the player population they are managing. The Registrar is responsible to perform the following:

  • Collect all player registration information, and convert any hardcopy registration information into an electronically accessible form.
  • Acknowledge any player/parent question, issue, or complaint and resolve. Escalate to the correct NFSC Board members for resolution if necessary. Work with the Secretary to assure closure on all player/parent aspects.
  • Manage pre-season player evaluations/sign-ups effectively and efficiently.
  • Deliver team rosters and player information to coaches at the beginning of the season.
  • Assure team registration is executed properly with HYSA.
  • Analyze registration data to understand trends and demographic changes related to age of players, locale players are coming from, percentage of new players, and overall growth of NFSC. Report findings to the Secretary.

 

Web Master

The Web Master is not NFSC Board member but does play an important role in communicating NFSC information. The Web Master is responsible to perform the following:

  • Working with the Secretary to assure all the information on the NFSC web site is accurate and up to date.
  • Working to find the most effective and inexpensive web hosting and maintenance services.

 

Facilities Manager

The Facilities Manager plays a crucial role in keeping NFSC fields and facilities functioning at the highest quality level (New Territory and Westland fields). The Field Manager is responsible to perform the following:

  • Working with local communities’ landscaping services to assure best possible fertilization, watering, and grooming of the fields.
  • Establishing and sustaining field layout and size.
  • Developing and communicating a Field Lining and preparation schedule, and procuring paint and equipment as needed. Assure lining and field preparation is completed as scheduled.
  • Weekly inspection of all goal posts and other equipment to assure no hazards exist.
  • Fixing erosion, insect issues (fire ants), vandalism, and other problems to assure facilities maintain their function and safety.
  • Manage the rainout line so that notification is prompt and clear.
  • Review and maintain the NFSC Safety, Security, and Conduct Guidelines. 

Tournament Director


The Tournament Director is not a NFSC board member but rather coordinates tournament activity with the Vice President Operations. This position is responsible for conducting tournaments for the Club that raise money for Club expenses and player scholarships. The tournaments also help promote the sport of soccer, showcase the NFSC organization and facilities and provide a safe, fun experience for the kids. The Tournament Director is responsible to perform the following:

  • Secure STYSA permission to host the tournament
  • Advertise and secure teams to populate the tournament
  • Manage a committee of volunteers to assist in tournament preparation and execution
  • Secure tournament sponsors
  • Develop the tournament website to communicate tournament activities
  • Develop and execute bracketing and a schedule to provide all participating teams with a pleasurable and productive experience
  • Secure trained and experienced referees for game management
  • Ensure proper security for traffic and crowd control 
  • Coordinate with NTRCA for use of facilities and services
  • Develop a tournament budget and report financials to the NFSC board


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