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I. Introduction

A. Coaching can be a rewarding and enjoyable, yet daunting and frustrating experience rolled together. This handout is for you to use in navigating your way through the MAYFC coaching experience.

B. As a Head or Assistant Coach, your first concern should always be the kids. They want to learn and they want to participate. It is the coach who must ensure this happens and make it fun during the process.

C. This handout and the football/cheering specific handouts will help you through the entire season. Feel free to ask questions. There are a lot of talented and experienced people in the league to help you when needed.

II. League and Board Member Organization

A. The Massabesic Area Youth Football and Cheering Organization is a non-profit organization, formed and operated according to a set of By-Laws.

B. The Board of Members shall consist of no less than 13 members. Elections are held each January to elect/re-elect members to the board.

C. Members of the Board will elect or appoint eligible members to the following positions for a period of 2 years:

1. Chairperson:

a. Maintain Master File of all Players (Current and prior years)

b. Oversee Scholarship Committee

c. Coordinate Board of Directors Dinner

d. Insurances

e. Compile team lists

f. Interview and screen all coaches

g. Review and update as needed: Code of Ethics (Athlete & Coach), bullying policy, helmet policy, concussion policy

1 Schedule Room Uses (fields & Gym)

2 Help solve any issues teams may be having.

h. Be go to for Flag Football teams

i. Be available on game days

j. Coordinate coaches clinics

k. Coordinate season photographer and photo dates

l. Order year end gifts

2. Head of Football Operations:

a. Coordinate Coaches Clinic’s with football coaches

b. Participate on Scholarship Committee

c. Participate in screening of new coaches

d. Assist Chairperson as needed

e. Conduct/assist with football player weigh-ins

f. Assist with equipment hand-out when needed

g. Available on game days to assist

h. Schedule, confirm and pay Sport Trainer for Game Days

i. On games day in charge of making sure field is set up. Clock and Chain gang are covered. Make sure trainers and ref’s are present

j. Ensure all football players requiring concussion test are tested

3. Head of Cheering Operations

a. Ensure all coaches attain NYSCA Certification

b. Order uniforms/distribute, holding sizing dates

c. Attend Camp as Oversee of both groups

d. Set up/organize Cheer clinics

3 Hold Pre-Season Coaches Meeting & monthly coaches meeting in Aug-Nov

4 Keep updated Cheer books & Coaches Manuals (including rules)

5 Attend & help in practices: Assist/cover when needed. Help teach the cheers especially for new coaches. Help with stunting. Give suggestions. Make sure team is up to abilities. Talk to parents and get feedback.

4. Treasurer:

a. Maintain all financial records and keep updated on league computer

b. Provide a formal Treasures Report monthly *additional reports will be made upon request of the board

c. Process and pay all league bills

d. Maintain and pay Insurance bills

e. File and pay yearly taxes

f. Available on game days to:

o Distribute starter money for concession and gate.

o Count end of day gate and concession collections and deposit all monies.

o Pay Referee’s & Trainers fee’s

g. Maintain online registration

5. Secretary:

a. Maintain all Minutes

b. Assist Chairpersons with routine Administrative functions for the league as requested

c. Send out all correspondence on behalf of the league as needed

d. Maintain all non-financial files

e. Available on game days to assist

6. Concession Manager:

a. Supply and stock concession stand

b. Maintain list of helpers

c. Order needed items / equipment

d. Available on game days to:

Count Starter money for the day.

Count end of day transactions with treasurer

e. Run concession Stand

7. Equipment Manager:

a. Organize Equipment Handout

b. Inventory, organize and stock Medical Kit’s w/list of items

c. Inventory, organize and stock Equipment Kit’s w/list of items

d. Keeping inventory/ordering for replacements for Equipment & Medical kits

e. Clean Uniforms / count / check for replacements

f. Organize and Inventory Equipment return at end of season

g. Set up and send out helmets for reconditioning

h. Available on game days to assist with equipment needs and to assist where needed.

8. The following items will need to be assigned to board members:

a. Program Ads (everyone should be participating in this)

b. Website & Multimedia

c. Maintain, set up and order programs

d. Fundraising

e. Community Events i.e.: parades, Community Fairs

9. Jr Mustang Football Rep:

a. Coordinate all administrative aspects of the Junior Mustang Program.

b. Report on status of Jr Mustang program at each regular board meeting

c. Available on Jr Mustang game days at both home and away games

d. Additional information on this position is addressed in the Jr Mustang program of this documents

e. Maintain all Birth Certificates, medical files, and player lists for team(s)

f. Assist with Coach interviews

10. Football/Cheering Rep’s:

6 Be the go for parents from your teams for issues.

7 Work with Coaches & Team Parent’s for final missing paperwork

8 Fundraising: Hand out forms, explain what it is we’re doing, and go to each team on money collection day. Count money with parents or team parent and hand out

9 Attend Parent Meetings for your group

10 Distribute information to your assigned teams.

11 Attend Board Meetings

12 Assist with uniform collection

13 Assist on Game Day (anywhere needed)

a. Maintain all Birth Certificates, medical files, and player lists for team(s)

b. Maintain official weight/weigh in sheet for football team(s)

Monthly Operations for the League

January: Annual Board Meeting

Election of new officers

February: Registration announcement

Confirm with Towns/Schools for Registration dates & times

Football Coaches attend Training

Hold Jr Mustang cheering and 4-8 Camp meeting (Cheering)

March: Registration

Prepare teams

File Tax Returns (Treasurer)

April: Prepare list & Contact outstanding prior years non-registered players

Order any needed equipment and medical supplies

May: Scholarship Review

Review Registration forms

June: Make copies of all Registration forms for coaches

Prepare master list of all kids per teams

Prepare outstanding fees list

Insurance’s are due (Treasurer)

Start selling Program ads

Cheer fitting clinic

Spring practices for Jr Mustangs & NCA Cheering camps

Fund-raiser / incentive items

July: Photo’s / pricing

Certification Date for New Coaches

Medical boxes

Contact Players and Cheerleaders

Hold coaches trainings

Parades & Community Events

Fundraising Committee Meets & Decides annual fundraiser

August: Sport trainers

Equipment hand out

Football and Cheering Clinics

Stock Concession Stand

Prepare Opening Day Program and get to printer

September: Order Trophies & Year end Recognition awards

Annual Fundraiser Event

Set up Board & Coaches banquet

October/November:

Return equipment

Clean equipment

Close concession stand

Follow up on outstanding Advertisements and equipment

Hold Board & Coaches Banquet

Post annual meeting and Open Board positions in Paper.

December: Hold year end board meeting.

Collect Board Member Applications

General Rules

16 Rules may be changed by the request of a Special Board of Director’s Meeting. Changes will be made based on a majority vote.

17 All Board Members are expected to attend all Board Meetings and be present during Game Days.

18 Sign Ups

11. MAYFC will allow players or cheerleaders from outside RSU #57 District who do not have teams in their towns to participate in our league. **Will need to be reviewed case by case (football) to ensure keeping with SMYFL** as long as MAYFC participates in SMYFL.

12. Annual Spring Sign Ups will be held in the month of March for all football players and cheerleaders in grades K-8

a. All new Cheerleaders must show birth certificate before the first practice

b. All Football players must provide a copy of their birth certificate that the league can keep before the first practice.

G. Cheerleader Team Assignment

1. Cheerleaders will be assigned to a team according to grade, on a first come, first assigned basis, if registration numbers support.

2. Cheerleading Teams are limited to 20 members per team. The Head of Cheering Operations will coordinate assignment of cheerleaders if registration numbers exceed this limit, or are insufficient to support a full cheering squad.

Head Coach Responsibilities

A. Coaches must formally apply for their positions through the League

B. The Head Coach is responsible for the recruitment of his/her coaching staff, which must be approved by the Board of Directors.

C. H

D. Head Coaches need to review their squad Registration Forms, obtain any missing information, and keep those forms up to date and inform the board of any changes. (This includes current phone numbers for both day and night).

E. All Head Coaches and assistants are responsible for their behavior on the practice field and on the playing field. A Watch Dog Committee will present any complaints in writing against any coach at a Board of Directors meeting.

F. Head Coaches will direct any problems with players or parents to Board

G. The Head Coach will handle any misconduct situation caused by one of his/her players and notify the board as soon as possible.

H. Coaches are responsible to make sure that all equipment fits and all players wear only League approved equipment.

I. Head Coaches are to inform players and cheerleaders parents of the following:

1. Parents are to stay off the playing field at all times. If a child is injured, the league trainer will care for the child. If the parent is needed, a Board member will ask the parent to accompany them on the field.

2. Coaches need to stress to parents that the officials are not to be verbally or disrespectfully treated.

3. Encourage parents to volunteer in the concession stand, down marker, etc.

4. Fundraising or Opt out is mandatory and encourage strong participation

VI. Team Parent Responsibilities

A. Take attendance

B. Distribute and collect any paperwork from parents

C. Assist with distribution and collection of fund raising materials and money

D. Assist with distribution and collection of uniforms

E. Ensure parents sign up for concession stand, chain gang, and clock/time keeping. Coordinate with concession manager for concession stand and Team Reps/Head of Football for chain gang and clock/time keeping

F. Assist coach with team communications (emails, game changes, cancellations, etc.)

G. Keep in contact with Team Reps and coaches

H. Assist Team Reps and Coaches with end of season team banquets

VII. Attendance for Practices and Games:

A. Attendance: Coaches need to keep attendance for all games and practices. Inform parents they should call you if their son or daughter will not be able to attend a practice or a game. Being notified ahead of time helps to avoid last minute changes in half- time routines.

1. Absences without notification will be considered as unexcused.

2. Obviously, there may be an occasional family emergency that does not allow a timely call. This absence will be excused if explained to the coach.

B. Absences:

1. If a player or cheerleader has an unexcused absence the following actions may be taken:

a. The cheerleader may cheer during the side line cheering, but she will not be allowed to participate in the half-time routine.

b. The football player may be required to sit out a quarter for each unexcused absence.

c. Please notify the league chairperson for football players or Head of cheering for cheerleaders with parent concerns regarding these rules.

2. If a football player or cheerleader has 3 unexcused absences, he or she can be dismissed from the league by the discretion of the board.

Certification

A. All active cheering coaches must be certified. Each coach must attend the certification course by a board approved program before he/she can coach in the program. Certification must be completed prior to the first practice.

B. MAYFC will pay for the cost of successful certification, as well as annual renewal fees.

Assistant Coaches

A. Rules pertaining to Assistant Coaches

1. Assistant Coaches must formally apply for their positions through the League.

2. Each team is allowed a maximum of four (8) Assistant Coaches.

3. The Head Coach may designate an Assistant Coach to stand-in for him/her at League game and functions.

4. All assistants are responsible for their behavior on the practice field and on the playing field. A Watch Dog Committee will present any complaints in writing against any coach at a Board of Directors meeting.

5. It is the responsibility of all coaches to make sure all League rules are followed.

Preparation for Season

B. Pre-season meeting with Parents and Players and Cheerleaders

1. The Head Coaches are mandated to hold a pre-season meeting with the players/cheerleaders and parents.

a. This should occur after teams are formed, but before first practice

b. All parents and players/cheerleaders are required to attend this meeting, regardless of whether they are new or returning from last year’s team.

c. A handout may be given out at this time at the option of the coach.

d. Bullying policy must be read out loud to parents & players.

C. Highpoints of Meet and Greet Topics of Discussion – While not an all inclusive list, these are some of the things you should consider discussing at your first meeting with players and parents. Expect questions, especially from 1st year parents.

1. Dates and schedules

a. Equipment pass out dates and times

b. Youth Camp dates

c. Practice Schedules and locations

1) Preseason Practice Schedule

i) The first two practices a player attends are with helmets/mouthpieces/ear pads only! (Insurance Purposes.)

2) Regular season practice schedule

d. Game Schedule

e. MHS Homecoming – more information later

2. Equipment:

a. If a piece of equipment is ill fitting or broken, let the coaches know ASAP so they can get it changed out. SAFETY FIRST!

b. Boil the mouthpieces to soften them up and then cut them to size.

3. Short notice practice/game cancellation procedures:

a. Consider setting up a phone tree

4. Assigning Player Positions Philosophy

5. Fundraiser and its importance.

6. Team and individual pictures.

7. Coach’s Expectations of players

8. Introduce Assistant Coaches or ask for some if none already on team

9. Team Parents

a. Look for a Team Mom/Dad to help with parents and co-ordination of team activities/administrative details.

10. End of year banquet.

11. Contact Information for yourself and assistants.

Practices

D. Cheering and Football may start practices up to 4 weeks prior to the first game according to SMYFL Schedule.

E. Pre-Season lasts four (4) weeks.

F. No more than sixteen (16) total practices can be held during the Pre-Season for both football and cheering.

G. Coaches will schedule no more than four (5) practices per week for JR Mustang Football,(4) for all other football teams and no less than three practices per week, during the Pre-Season prior to the first game. The maximum duration for each practice shall not exceed 2 ½ hours.

H. Coaches will schedule no more than the following practices per week during the Regular Season following the first game. The maximum duration for each practice shall not exceed 2 hours.

Jr Mustangs Football – 6 practice

Jr Mustangs Cheering – 3 practices

Regular Football – 3 practices

Regular Cheering – 2 practices

I. Inclement Weather

1. If a thunderstorm occurs during a practice, the coaches will gather their players and cheerleaders in a safe place (building or car) until the storm passes. You must have 10 minutes without thunder or lightening to continue.

Medical Emergencies

J. All football player and cheerleader information (medical/emergency/etc.) must be kept in the team binder in case of a medical or emergency situation.

K. The Head Coach should handle injuries during practice. The Head Coach assumes the responsibility for handling the situation, including calling an ambulance if necessary.

L. Inform the League Chairperson as soon as possible of any injuries that occur during practices.

M. During the game, the League Trainer will tend to all injuries.

N. The Head Coach must fill out an accident report form, have it signed my coach, parent and board member. It will then be turned into the chairperson to keep on file.

Game Days

O. The dates and times of the games will be decided on by a Board vote prior to the beginning of each season.

P. Inclement Weather

1. If inclement weather occurs on Game Day, the League Chairperson will inform all coaches early enough to contact all players if the games are cancelled. Cancelled games will coordinated with SMYFL as to when rescheduled.

2. If inclement weather occurs while the games are in progress, it will be the League Chairperson’s decision as to whether the games will continue or not.

3. If a thunderstorm occurs during a game, the coaches will gather their players and cheerleaders in the “Mustang Corral” until the storm passes. You must have 10 minutes without thunder or lightening to continue.

Q. Sideline Conduct

1. All Coaches need to maintain “professionalism” while on the sideline. When the game gets going and emotions get high, coaches must resist the urge to get “too involved”. Yelling at the referees, other coaches and the players for mistakes or missed penalties (real and perceived) WILL NOT BE TOLERATED!

R. Parent Involvement

1. This organization is all volunteer. To make it work, we need to involve the parents in our activities. These activities range from helping their children with the league fund raiser to helping setup and cleanup during game day.

2. Parents are required to help in the concession stand and act as the chain gang during the games. Each Team Parent is responsible for ensuring this form is filled out and turned in to the concession manager prior the start of their season.

S. Final Game Day Activities

1. Upon completion of the final game of the season, all teams are required to turn in uniforms, equipment, medical boxes, etc. that were provided by the league.

2. Coaches will be requested to solicit assistant coaches and parents for the following:

a. Additional assistance needed in the concession stand for final clean up.

b. Additional assistance needed in the equipment shed for equipment storage.

3. The football and cheering coaches’ handout will detail the requirements for turning in uniforms and other equipment.

VIII. Miscellaneous Topics

A. Fund Raiser: At the beginning of the season all children participate in the annual fund raiser. Team Parent needs to be aware of how each player and cheerleader is doing with the fund raising. Each Team Parent is responsible to: hand out forms, collect and account for fund raiser monies. When returning money, all money must be in cash. We cannot accept checks or credit cards. Please make sure parents are aware the fundraiser or opt out is mandatory. Those who choose not to participate will forfeit the year end gifts for their child.

B. Homecoming Parade: (If we are invited to participate): The League will decide during a Board Meeting whether or not to participate in the MHS Homecoming Parade. If the League decides to participate, Coaches, coaching staff, and team parents are to encourage the players and cheerleaders to attend and march in the Homecoming Parade. You will receive a flyer with all the important information to deliver to parents, players and cheerleaders.

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