Thank you for volunteering to be your CYSC Team’s Manager! We hope this information answers most of your questions and provides you with helpful details of your important role within the organization. The goal for a Team Manager is not only to organize the team but to effectively communicate with the parents and be responsive to questions or concerns. The CYSC Board is here to support you when you need assistance with your team. Additionally, the Team Manager plays an active role in building team spirit and morale. All of these things are what make being part of CYSC both easy and enjoyable for the players and their families, and what help to retain players, which in turn strengthens the team and the club.
The Team Manager (TM) is in charge of team communication with the parents, coaches and trainers. Prior to the start of the season you should inform your team as to what they should expect for the upcoming year in regards to dues, practice schedules and commitment. (This work may start as early as the end of spring for the next fall season as practice schedules are sorted out).
TM is responsible for maintaining the SI app with up to date roster and game details. (Some managers may decide to use Team Snap as an alternative option to SI Play.) Make sure families understand the importance of communicating their game attendance in advance.
It is customary for the TM to send weekly reminders to their team with reminders on schedules, games, jersey colors, game locations & chaperone assignments.
The TM will notify the team in the event of a rainout or location change.
TM is responsible for weekly communication with the opposing team to confirm game time and location, jersey colors, relevant parking details.
Sample weekly communication email:
** Wed 10/2 4-530 at Amsterdam. Smith is chaperone.
** Sat 10/5 8-930a at Amsterdam. Jones is chaperone.
** Optional goalie training - Sat 10/5 1-2p at Amsterdam.
Sun 10/6 at 11a at Seven Bridges LOWER v Riverdale Green Vipers. Please arrive by 1030a and wear WHITE, bring blue.
Per CYSC, a practice cannot be held without a chaperone.
The TM is responsible for setting up a chaperone for each team practice. You can assign practice dates at the start of the season or setup a sign up (signupgenius.com) to allow people to pick their own dates. You want to make sure that the responsibility is equally shared between all parents.
After chaperone dates are assigned people can “swap” if they need to. If someone cannot fulfill their chaperone duty it is their responsibility to find someone to swap with and inform the manager of the change.
During pre-season camp 2 chaperones should be assigned to split each 3 hour session.
Chaperones must have access to a team roster in the event a parent/guardian needs to be contacted.
Chaperones duties include: dealing with any ill or injured children, monitoring kids going to/from the bathroom and remaining at the field until all children are picked up from practice. The TM should remind parents of these responsibilities when setting up the chaperone schedule.
Most teams U11 and up enter at least 2 tournaments a year. The tournaments generally fall on long holiday weekends (Labor Day, Columbus Day, Memorial Day) but are also scattered throughout the year. U9 & U10 are also encouraged to participate in tournaments.
Tournament sign ups come out of team dues and must be factored into the overall team finances.
The team Trainer may suggest a tournament based on their experience and other team selections. It may be a good idea to speak with other CYSC Team Managers or members of the CYSC Board to become more familiar with tournament options and find the right fit for your team.
The TM will need to confirm player interest and sign the team up for the tournament, paying the fee out of team dues.
The TM will need to familiarize themselves with tournament specific roster rules. Some rosters will freeze at a certain point. This means you may need to anticipate and appropriately roster players who might be serving as subs for your team.
Tournament details would need to then be communicated to the team as they develop.
Some teams send out a snack sign up when the team is scheduled to participate in an all day tournament. This is at the discretion of the manager/coach/trainer. A general sign up will include a tent, folding table, drinks and snacks.
CYSC strongly recommends that a trainer coach the team during the tournament, however if no trainer is available and the parent coach feels comfortable with the task the team may participate with only a parent coach.
The TM handles the finances for the team. When a child registers for the club they pay the initial registration fee and optional pre-season training camp registration fee. They will also purchase their uniforms through CYSC’s outfitter. Aside from these payments, all finances are team specific.
Each trainer operates on their own payment schedule. Some like to be paid monthly, others half way through the season and again at the end. A few trainers like to be paid for half of the season up front and then the remainder at the end. You can work it out with him/her. The only thing we ask is that you NEVER pay more than 50% of the season up front. We also request that you do not make personal loans to the trainers. Any concern with trainer rates should be brought to the CYSC board.
Finances should be transparent to parents. TM may decide to share a working spreadsheet with families or just list the individual categories that the finances fall into.
TEAM FINANCES will generally include: (1) Trainer fees for practices and games; (2) Tournaments; (3) Equipment/Misc. (examples: goalie wear, team bench, tent, teamsnap cost, etc.); and (4) Armonk Indoor winter practices (based on apportioned cost for the space) and trainer fees for indoor practices.
Additional Notes on Finances:
It is customary to collect dues early in the Fall season. Many teams collect for Fall and Winter at the start and then again in early spring.
Most teams have 100% participation in the winter season but the TM should ask parents to inform them if their child will not participate because this will impact the price per player.
Overall Team finances vary based on # of practices, trainer rates, optional winter practices, additional leagues/events such as the Armonk Indoor Winter League, Westchester Cup, etc..
Parents should always be informed that financial aid is available by contacting the CYSC board treasurer.
TM generally opens a bank account only for the team. This avoids any confusion. Checks, VENMO or Zelle can be used as easy forms of payment.
Always err on the side of overestimating dues when determining cost per player, it is far easier to return than collect again.
Games and Practices
The TM will work with the trainer, CYSC and families to determine practice schedules. CYSC will reach out to the managers to navigate this process specifically to understand religious conflicts on the team. TM can survey their teams to find out the best days/times that work for players. CYSC as a whole will try and avoid any religious conflict but cannot work around all individual player activities.
CYSC will also work with other town sports programs but does not work with outside clubs.
TM is responsible for CYSC medical releases and Armonk Indoor waivers. These are to be sent to teams in advance for collection. It is the responsibility of the TM to distribute a set of the medical releases to the trainer and parent coaches to make sure they and the TM have the medical releases available when the team is together.
TM and/or parent coaches are responsible for printing up the game day roster for their team each week. If the TM is not doing this they should confirm that the parent coach will be handling this weekly task.
TM or parent coaches are responsible for submitting game scores to the WYSL for any home games.
Many teams have end of season gatherings. It is not a requirement but helps build team morale. A family on the team may offer to host a gathering or something simple like an ice cream outing can be planned. Any extra dues can go towards this type of event or parents can chip in if there are no available dues. In the past some managers have used extra dues for a party, team keepsake, etc.