Community Soccer Coordinator | EMSA South West

The role of a community Soccer Coordinator is vital to our program.  Without these tireless volunteers & their soccer committee members, players in our communities would not have the opportunity to play soccer.

Community Soccer Coordinator

The role of a community Soccer Coordinator has standard requirements for each of our communities, however the structure of their Soccer Committee can be quite different.

  • Attends SWEMSA board meetings (10 per year)
  • Attends SWEMSA planning meeting (October) – Votes
  • Attends SWEMSA AGM (November) – Votes
  • Attends EMSA AGM (February) – Votes
  • Attends mandatory soccer system training sessions provided by SWEMSA.
  • Is confirmed by the SWEMSA board of directors after written approval is received by SWEMSA from their community league President.
  • Works with their community league board to create & maintain a soccer program:
    • Main contact between parents, players, community league & SWEMSA board members.
    • Forms & oversees a committee to run the program.
    • Prepares & presents a proposed outdoor budget to their board (October) based on information provided by SWEMSA, EMSA, ans possibly their committee members.
    • Provides District Director with feedback needed for voting at regular board meetings.
    • Supervises paid Administrative staff; ensures deadlines are met & work is done in compliance with SWEMSA, EMSA, ASA regulations.

Community Soccer Committee

The structure of a community Soccer Committee varies from community to community.  Each has unique needs & some may hire an Administrator to complete various tasks.  An example of a committee based on 150+ players may be as follows:

  • Advertising – Outdoor Season
    • Implement advertising plan for the outdoor season:
      • Web site, newsletters, social media, community league sign, inside community league hall, stores, schools, daycares, professional offices, door to door flyer drop, roadside signs etc.
  • Coach Support – Outdoor Season
    • Hosts pre-season meetings for the outdoor season:
      • Provide financial support information specific to community league (reimbursement of course & tournament fees, Referee payments etc).
      • Provide season resource information (rules, policies, procedures, web site links)
      • Provide important dates specific to community league (team photos, year end party, equipment & jersey pick up/return).
      • Provide communication flow details.
      • Encourage Coaches to enter Referee feedback when scoring games.
    • Provides ongoing support during the season; make contact after week 2, send a mid season survey after week 4 & at the end of the season by survey.
      • Provide feedback from contact after week 2 & survey results to Coordinator; follow up on any concerns.
  • Equipment – Each Season
    • Create a list of equipment (bag, balls, nets, flags, first aid kit, pinnies, cones etc) needed for all age levels.
    • Take inventory of equipment available for each season; provide Coordinator with list.
    • Provide Coordinator with a list of items needed & cost involved.
    • Create numbered equipment bags & inventory sign out list; provide Coordinator with list.
    • Obtain jersey bags & sign out list from Uniform committee member.
    • Distribute equipment & jerseys; provide Coordinator with list of bags signed for & by whom.
    • Arrange for equipment & jersey return; complete inventory in presence of the person returning; provide Coordinator with list of missing items.
    • Repack equipment bags to be ready for the next season.
    • Make repairs to equipment that is still usable or throw away (provide details to Coordinator).
    • Donate excess equipment to other communities, sports organizations or charitable causes after approval given by Coordinator.
  • Field Maintenance – Outdoor Season
    • Inspect the fields pre-season, & each week during the season to ensure safety & proper field markings.
      • Notify the City 311 line of repairs needed; inform Coordinator & SWEMSA Administrator if fields are unplayable due to safety concerns.
      • Notify the Coordinator and SWEMSA Administrator if fields need to be relined.
    • Inspect the fields in July & September; notify the City 311 line of repairs needed (inform Coordinator & SWEMSA Administrator).
  • Referee Support – Outdoor Season
    • Act as a mentor to Center & Assistant Referees.
      • Provide support pre-season & during the season; make contact after week 2, week 4, week 6 & at the end of the season.
      • Provide course information.
      • Provide assistance with completion of game sheets and/or Referee payment forms.
      • Provide assistance with rules of the game.
      • Provide on-site feedback to new Referees after a few games each season.
      • Review Referee feedback report weekly (obtained from Coordinator) & provide additional support/positive feedback.
  • Registration Payment Sessions – Outdoor Season
    • Works with Coordinator and/or Administrator to organize sessions.
      • Book venues.
      • Work with Advertising committee member to ensure content is accurate; provide time lines.
      • Assist with set up & tear down of tables, chairs etc.
      • Assist with obtaining copies of documents, supplies needed (lap tops, printers, pens etc).
      • Provide support to the Coordinator and/or Administrator at each session (directing parents, on-line registration support, completion of documents etc)
  • Team Photos – Both Seasons
    • Research photographer costs & provide details to Coordinator.
    • Book photographer & location; clarify what will be needed on the day (jersey #’s, player names, soccer ball etc).
    • Set up schedule & advise teams of details.
    • Meet photographer on photo day & assist where necessary.
  • Uniforms – Both Seasons
    • Create a list of jersey sets needed for all age levels (size & number required).
    • Take inventory of jersey sets available for each season (include brand name, style & number on back of jersey); provide Coordinator with list.  Assign each set of jerseys with an inventory number.
    • Provide Coordinator with a list of jersey sets needed & cost involved.
    • Create inventory numbered jersey bags & sign out list.
    • Provide Equipment committee member with jersey bags & sign out list for distribution with equipment.
    • Help at equipment return; complete inventory in presence of the person returning the jerseys; provides Coordinator with list of jerseys returned so deposit cheques can be shredded.
    • Follow up with parents when jerseys not returned by deadline; let Coordinator know if deposit cheque should be cashed.
    • Repack the bags to be ready for the next season.
    • Make repairs to jerseys that are still usable or throw away (let Coordinator know).
    • Donates excess equipment to other communities, sports organizations or charitable causes after approval from Coordinator.
  • Volunteers – Outdoor Season
    • Obtain a list of volunteer needs for the season from the Coordinator and/or other committee members.
    • Contact volunteers to confirm position, location, time etc.
    • Confirm with Coordinator and/or other committee members volunteer duty was performed
    • Inform Coordinator of names to update in the soccer system & cheques to be shredded.
    • Follow up with volunteers after task completed to obtain feedback and thank them for their time!
  • Year End Party – Outdoor Season
    • Plan a year end party event for community league working within the budget set out by the Coordinator.
      • Book venue.
      • Purchase supplies & provide receipts to Coordinator.
      • Work with volunteer committee member to confirm the number of volunteers needed.
      • Assign tasks to volunteers:  Set up, tear down, grounds clean up, food prep/distribution etc.