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Policies and Procedures

Final version 5-6-02

Outline

I. Sport Commissioners
1.1 Commissioners
II. Recreation Sports
2.1 Age & Residency Requirements
2.2 Registration Period
2.3 Registration Fees
2.4 Late Fees
2.5 Refunds
2.6 Budget
2.7 Coach Selection Process
2.8 Player Drafts
2.9 Age Appropriate Policy
2.10 Rules and Regulations
III. Travel Teams
3.1 General Guidelines
3.2 Residency Requirements
3.3 Organization
3.4 Coach Selection Process
3.5 Tryouts and Player Selection
3.6 Registration and Budget
3.7 Age Appropriate Policy
3.8 Recreation Participation for Travel Players
IV. Policies of General Application
4.1 Code of Conduct
4.2 Special Events
4.3 Information Policy


I. Sport Commissioners

1.1 Commissioners

  • Each sport shall have one Commissioner.
     
  • The Commissioner for each sport shall be a CNSF Director in good standing.
     
  • The Commissioner shall be elected via secret ballot by a majority vote of the CNSF Directors at a CNSF Board meeting no more than 2 months after the close of the recreation season for that sport.
     
  • The Commissioner shall be accountable to the Board of Directors for ensuring that all applicable CNSF policies and procedures are followed.
     
  • Each Commissioner�s term shall be for one year from the date of election, provided however that there shall no limit on the number of consecutive terms served by a Commissioner provided the Commissioner remains a Director in good standing and is reelected as Commissioner by the Board.
     
  • A Director shall be a Commissioner for only one sport at a time.
     
  • The CNSF President shall not be a Commissioner.
     
  • The Commissioner shall be responsible for all recreation and travel activities.
     
  • The Commissioner may appoint as many sport directors or other volunteers as necessary to manage such sport activities (for example, Rec Soccer Director, Travel Soccer Director, etc.)


II. Recreation Sports

2.1 Age & Residency Requirements

  • Registration for all recreation sports shall be open to all children residing in Colts Neck beginning with children attending Kindergarten at the time of the sport season.
     
  • Adult programs shall be subject to the same residency criteria.
     
  • CNSF recreation programs shall not be open to non-residents of Colts Neck.
2.2 Registration Period
  • The registration period for each sport shall be determined by the Commissioner and shall consist of an open registration period followed by a late registration period. During the late registration period, leagues are being formed, team numbers established, uniforms and equipment ordered, and coaches identified. A late fee shall be charged for any registrations postmarked after the close of the open registration period.
     
  • The registration period shall be communicated through the CNSF Web Site, local newspaper, School flyer distribution or any other means to ensure adequate communication to Colts Neck residents.
     
  • A participant shall be considered properly registered when the Registrar has (1) received the completed registration form, (2) received the appropriate registration fee and late fee (if applicable), and (3) entered the participant�s registration data into the online database.
     
  • Registration and payment shall be required for each sport and any players who have not satisfied the registration requirements shall not be eligible to participate in any practices or games.
     
  • Participants registering during the late registration period shall be placed on a waiting list and shall not be guaranteed a roster spot.
     
  • No registrations shall be accepted after the teams have been drafted, unless the Commissioner determines that the league needs additional players, in which case late registrants may be added to rosters.
2.3 Registration Fees
  • The Board shall annually establish a registration fee for each CNSF sport which will generally be set in the amount required to cover the anticipated expenses associated with operating the CNSF program. The registration fee shall be reviewed annually.
     
  • Non payment of fees
    • Players or coaches who have not paid current or past registration fees shall not be allowed to register or participate in any current or upcoming sports until such fees (and any applicable late fees) have been paid in full.
       
    • In appropriate cases, the Sport Commissioner, with the approval of the CNSF Board President, may remove a participant during an active season for non-payment of applicable fees.

     
  • Hardship Policy:
    • Any registrant who is experiencing financial hardship may request a waiver or a reduced registration fee.
       
    • Requests for a waiver of, or a reduction in fees, shall be made to the Registrar, who in turn shall record the request for waiver or reduction of fees and shall notify the Commissioner of such request. The decision to approve or deny the request shall be made by the Commissioner in consultation with the CNSF Board President.
2.4 Late Fees
  • The Board shall annually establish a uniform late fee for all CNSF sports.
     
  • The late fee shall be assessed to any participant whose registration is postmarked after the close of the registration period.
2.5 Refunds

Refunds of the registration fee shall be provided as follows:

  • A full refund shall be provided (i) if the request is made to the Registrar prior to the player draft for that season, or (ii) if the player has signed up during the late registration period and the request is made before the player has been placed on a roster. Upon issuance of a refund, the Registrar shall remove the participant�s registration information from the player database.
     
  • No refunds shall be issued after the player draft is completed.
2.6 Budget
  • Each Commissioner shall be required to present a sport specific operating budget to the Board at least two months prior the start of the season and prior to making any commitments to leagues or incurring any material costs. The budget shall include all anticipated revenues and expenses.
     
  • No CNSF general operating funds shall be disbursed for a sport until the Board votes to approve the budget for that sport, unless such specific disbursement is approved by the Board.
     
  • The Treasurer shall provide the Commissioner and the Board with a complete accounting of revenues and expenses in a timely manner after the end of the season.
     
  • Requests for the purchase of capital equipment (i.e. wrestling mats, batting cage) shall be approved by the Board separately from the operating budget.
     
  • Each sport shall be financially self sufficient (expenses = revenues) unless otherwise approved by the Board. Sport programs that are not initially able to be financially self sufficient due to high start up costs or large overhead, shall obtain advance budget approval from the Board and shall request a specific dollar amount from the general CNSF operating budget and/or provide details on fundraising or other activities to cover the deficit.
2.7 Coach Selection Process

Coaches shall be selected by the Commissioner with the assistance of the sport directors or other volunteers (including if necessary other CNSF Directors).

2.8 Player Drafts

  • All Teams shall be drafted to provide parity among all the teams to the greatest extent possible.
     
  • All leagues requiring a player draft (generally grades 3-8) shall use the blind draft format. The blind draft procedure is available here.
2.9 Age Appropriate Policy
  • Except as provided below, players shall participate in the age/grade level in which they are enrolled in school and shall not �play up.�
     
  • The Commissioner shall have the discretion to allow or request a child to �play up� based on the Commissioner�s reasonable judgment.
2.10 Rules and Regulations

Rules governing each league in each sport shall be approved by the Commissioner, distributed to coaches and published on the CNSF web site prior to team drafts.


III. Travel Teams

3.1 General Guidelines

All CNSF sanctioned traveling teams shall abide by the Policies and Procedures of the CNSF or by the policies and procedures of their respective travel organization as set forth below.

3.2 Residency Requirements

Rosters of CNSF travel teams shall first be selected from residents of Colts Neck who participate in a tryout. However, if there is not a sufficient number of Colts Neck residents to field a travel team with appropriate roster size, the team may fill available roster spots with non-residents who participate in a tryout.

3.3 Organization

  • The Commissioner shall be responsible for supervision of travel team activities.
     
  • Each travel sport may choose to organize itself in accordance with the League in which they play. (For example, The Monmouth Ocean Soccer Association (MOSA) is organized by individual soccer clubs. The Colts Neck Soccer Club is a part of the CNSF and therefore subject to its policies, procedures, etc).
     
  • Each CNSF travel sport organization may adopt and follow policies and procedures governing its travel teams, provided such policies and procedures are consistent with the policies and procedures of the CNSF, or are otherwise approved by the Board.
     
  • The Commissioner may designate sport directors and other volunteers as required for the organization of the sport.
     
  • Regardless of organizational structure, all travel sports shall be subject to the CNSF by-laws, and shall abide by the policies and procedures of the CNSF or such other consistent policies and procedures adopted by such travel organization as set forth above.
3.4 Coach Selection Process
  • Travel team coaches shall be selected every year for every team.
     
  • Coaches shall apply in writing (including email) for a travel coaching position.
     
  • Coaching positions shall be advertised reasonably in advance of the team tryout via the usual distribution channels (CNSF web site, local paper, schools).
     
  • Coaches shall be selected by a Selection Committee which shall consist of the Commissioner and two or more sport directors.

    • The selection process shall provide each applicant with an opportunity to present his/her credentials to the Selection Committee.
       
    • If necessary or appropriate, the Commissioner may utilize an independent Selection Committee consisting of up to 5 of the CNSF Directors who have no direct interest in the selection process.

     
  • Commissioners selecting coaches for new teams shall make every effort not to pre-select coaches prior to tryouts in order to avoid the automatic selection of a coach�s child prior to evaluation of all players who attend the tryouts.
3.5 Tryouts and Player Selection
  • Tryouts shall be held for each travel team on at least an annual basis. Tryouts shall be advertised reasonably in advance of the tryout date via the current distribution channels (CNSF web site, local paper, schools).
     
  • Player evaluations shall be conducted by the Coach and other adult evaluators who do not have a child playing on the team.
     
  • A coach shall select players for his/her team based primarily on the evaluation completed at the try-out by the coach and/or the adult evaluators.
     
  • Player selection shall be conducted and communicated on a timely basis.
3.6 Registration and Budget
  • The Commissioner shall submit a budget for each traveling team sport to the Treasurer and the Board for approval in accordance with the CNSF budget policy.
     
  • All participants shall complete a standard CNSF registration form along with other documentation that may be required by the travel league.
     
  • The CNSF registration forms and fees shall be collected and forwarded to the CNSF Registrar prior to the start of the season. Players whose fees and/or registration forms have not been received by the Registrar shall be ineligible to participate in team practices and games until the fees are paid and/or the forms are received by the Registrar.
     
  • Coaches who fail to collect and submit on time the required fees and registration forms may be subject to removal as coach at the reasonable discretion of the Commissioner.
3.7 Age Appropriate Policy
  • Except as noted below, players shall participate in the appropriate age level and are not allowed to �play up�.
  • The Commissioner, based on the Coach�s request and review of the child�s skills and the recommendation of the independent evaluators will have the discretion to allow a child �play up�. The decision will be based on the Commissioner�s reasonable judgement. A coach may elect to prohibit children from �playing up� on the team.
3.8 Recreation Participation for Travel Players
  • The Board shall determine a policy for each sport to require travel players to participate in the recreation program for that sport as a condition to participating in the travel sport, based upon recommendation of the Commissioner.
     
  • If such policy is approved, the Board shall determine the method of enforcing the policy.
     
  • The policy and enforcement procedures shall be communicated by the Commissioner to all participants at the time tryouts are announced.


IV. Policies of General Application

4.1 Code of Conduct

  • All coaches and players participating in any CNSF sponsored recreation or travel sport, and the player�s parents/guardians, shall abide by the CNSF Code of Conduct.
     
  • The CNSF reserves the right to remove a child or coach from a team if the child or coach or the child�s parent/guardian fail to abide by the policy.
4.2 Special Events
  • All special events sanctioned by the CNSF must be approved by the Board (i.e. Colts Neck Derby, Soccer Tournament, Dinner Dance).
    • A presentation concerning the event shall be made at a minimum two months prior to making any commitments or disbursements for the event. The presentation shall include a detailed description of the event, budget, schedule and resource plan.
       
    • If the event is approved, the Board may, upon request, authorize the event organizers to use the CNSF name, tax ID number, CNSF website, CN Journal pages, insurance, and other CNSF resources in connection with the event.

     
  • One Director shall be appointed by the Board to monitor the event on behalf of the Board, including approved events organized by non-Directors.
    • The Director/Monitor shall provide written or oral status reports at the monthly Board meetings or, if he/she cannot attend a meeting, such status report shall be provided via email to the Board at least 2 days prior to the meeting.

     
  • The organizers of the event shall follow all CNSF policies and procedures. Unless otherwise permitted by the Board, the event organizers shall require all participants to pay an appropriate fee and complete a CNSF registration form, which fees and forms shall be promptly delivered to the Treasurer and Registrar, respectively.
4.3 Information Policy
  • Under no circumstances will any member information be released to another organization or to any individual not affiliated with the Sports Foundation
     
  • E-Mail addresses are used to send out information about schedules and programs, and about the Sports Foundation. The Sports Foundation mailing list will not be released to another organization or to any individual not affiliated with the Sports Foundation. With Board approval, the CNSF may use the mailing list tp alert the CNSF membership to non-CNSF activities that are of interest to the members.
     
  • From time to time, photos will be taken at CNSF activities and published in the local newspaper, on the website, and other appropriate places. Articles describing these activities may also be published.
     
  • For security reasons, it is our policy that publicly accessible web pages relating to CNSF activities, whether part of the CNSF website or not, use only a child�s first name and last initial. Also, their uniform numbers will not be used and children will not be identified by name. No other personal information (such as address, birth date, etc.) will be used.
     
  • Any participant who does not want to be included in any photos or articles must notify the CNSF in writing prior to the start of each season.