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1
AYSO REGION 894
Regional Board Meeting Minutes
February 12, 2015
Regional Board meeting was held at 6:05 PM at Crosswinds Church, 8089 Wall Triana Hwy,
Harvest, AL.
The following were in attendance:
Name Board Position Present
John Price Regional Commissioner X
Tiffney Etzel Registrar
Rebecca Hammer Treasurer X
Meagan Ottum CVPA X
Rod Merritt Safety Director
Peter McCoy Coach Administrator X
Chris Boyer Referee Administrator X
Aaron Luchini Assistant Referee Administrator X
Dowling Bowman Director of Referee Instruction
Douglas Vechinski Director of Referee Assessment X
Chris Steely Regional Coach Trainer
Van Sullivan Equipment Manager
Cindy Vechinski Assistant Fields Manager X
David Kennedy Fields Manager X
Beth Sullivan Uniform Coordinator X
Rod Etzel Webmaster
Nick Griswell Board Member X
Dan Casey Interested Region Member X
Bill Livermore Interested Region Member X
Attendance met the requirements for a quorum (at least 8 of 15).
2
[Chart 2-3] John talked about AYSO’s vision and mission and said that he had removed those
slides from the charts in the past to save time, but now realizes that they need to be revisited
every meeting.
[Chart 4] John congratulated Cindy Vechinski for being nominated as the Section 5 Volunteer of
the Year and presented her the award received at the EXPO.
[Chart 5] The board voted unanimously to approve minutes from the January 6, 2015 board
meeting.
[Chart 6] John reviewed the open board positions that he would like to fill.
John said we need to establish our division coordinators as soon as possible. So far Dan Casey
would coordinate U12. Meagan thought that Phillip Perry would do it.
John went through the rest of the list on chart 6.
Soccer Camp Coordinator – someone to handle the summer camp and getting everything
handled for the camps. – get the word out, etc.
Secretary/Communication Coordinator – someone to communicate with the parents and
perhaps take over writing of the minutes.
VIP Coordinator – We only need one VIP player to start a VIP program, but Huntsville has a
good program. We have had to turn away VIP kids in the past. Need someone that will run VIP.
Team Balance Coordinator – Peter is currently doing this.
Publicity/Marketing Coordinator – flyers and signs design and distribution
Scheduler – Really area scheduler
Statistician – working numbers for where the kids are coming from. What effect is our
advertising having? (part of marketing job?)
[Chart 7] New board positions:
David Kennedy – nominated to be Fields Manager by Meagan and Beth seconded that
nomination. The vote was unanimous in favor of adding him to the board.
Dan Casey – nominated to be a Board member at large by Peter and seconded by Aaron. The
vote was unanimous in favor of adding him to the board.
[Chart 8-9] We reviewed the calendar. John mentioned the Dick’s Sporting Goods day on March
1st
.
3
Chris said he was considering change the date for the referee course. AI: Chris needs to finalize
referee course date and get course put into eayso.org
[Chart 10-11] Area scheduling starts on March 16, but April 6. John plans to move the U14 and
higher scheduling meetings to after the other meetings in the same week. AI: John change area
scheduling meeting dates.
Meagan asked if we were going to try to track how each camp does. The camp has a survey, but
we don’t get access to that information. John agreed. Perhaps we can use email to get feedback
from the participants. AI: John figure out how to get camp participant feedback so we can
evaluate the two camp options.
Peter said he was going to put 4 kids per team in U5 and for teams that don’t have a coach, we
would do a jamboree.
John said he didn’t put a Coach’s vs Referee’s game on the schedule yet because he thinks we
need to have the other game schedule defined first, then we can decide when the best time for
this game would be.
We discussed if we could use Crosswinds for U12. We will be able to Harvest Baptist Tuesday,
Thursday, Friday and Saturday. AI: David, Cindy, etc. to explore field options.
Meagan created some example volunteer IDs. She says she is willing to buy a laminator and
could create IDs at a cost of about 6 cents apiece.
Nick and Peter agreed that coaches should understand that they are responsible for the safety
of the kids and should not leave until they know that the kids are picked up by parents. Meagan
said she would talk about that in her CVPA part of the presentation. Beth reminded us that
sometimes the coaches don’t come to the coaches meeting and we probably should send
something out about it.
[Chart 12] Meagan noted that she has taken Introduction to Management and Dispute
Resolution.
[Chart 13] John passed out the gold RAP pins that the region received for being rated gold on
the Regional Assessment Program. John noted that the numbers for the RAP chart were from
last year and should be ignored.
4
[Chart 14] John said he plans to go to RC training on April 10-12.
[Chart 15] No administrative updates.
[Chart 16-17] Tiffney provided totals: 49 registered, 69 applicants, 23 signed up, total 141. John
said he put yard signs out, but not banners yet.
[Chart 18] Rod was not present, but he was going to put stickers on goals at Crosswinds. John
requested that he be involved with the decision to use Crosswinds for U12.
[Chart 19-20] Rebecca went over the running budget and monthly reports (attachments).
Referee clinic was the Area Winter camp, which was code 5433. AI: Rebecca said she would try
to send out to everyone what they had budgeted and how much they had left.
[Chart 21] Meagan reviewed some of the CPVA updates she received from the EXPO. She plans
to go over them at the referee and coach meetings. If anything inappropriate is sent to a
volunteer via phone, email, social media, etc., the volunteer needs to let the CVPA know ASAP.
[Chart 22] Peter said he needs coaches. We need to let people know at registration that we
need coaches. He said we need to make sure that coaches get trained and certified before they
coach. AI: John send a beg email for coaches.
Meagan suggested that we get volunteers from UAH that have service requirements to sign up
to assistant coach or referee. Dan said he has contacts at UAH through his wife.
Some interest in SELECT teams. Nick wants to have a SELECT team U14B.
[Chart 23] Chris has nothing. Meagan passed out something about youth referees.
[Chart 24] Nothing to report regards equipment.
[Chart 25] Beth said she had some extra socks. Everyone liked the uniforms from the fall. Peter
said he had no U19 boys that the uniforms were cheaper. There was some discussion about
uniforms and how they vary from other regions, etc.
[Chart 26-27] David is going to lay out the fields. He said he would have to be gone in March. He
said he would like to get all the striper machines back to check them and make sure they are
working. John said is still trying to find out if we can use Calvary Baptist.
5
[Chart 29] John said he is working on a new version of the regional guidelines that basically
starts with the standard guidelines as a baseline and then explicitly shows what was modified.
He also wants to add a few things including something about coaches running up the score, no
ref cancel game policy, and that you can’t sign a check written to you.
John said that we plan to modify the SELECT guidelines, but it will probably be for next fall. Nick
mentioned that Chris had some modifications that he wanted, but John said the committee
never came to an agreement on the changes.
[Chart 30] John said he sent an email about Silent Saturday to the board and others to see if
they had done it before and what response they got. Madison said the kids liked it, but they got
a lot of complaints from the parents. Meagan asked how we would enforce it, and John said the
referees would enforce it. Beth said (having just finished her 7th
season of soccer) the kids need
less from parents during games and she thinks it’s a great idea. They will become better players
if parents shut-up and let the coaches coach. Nick said he has the parent meeting at the
beginning of the season and tells his parents that are not going to coach from the sideline.
You’re going to cheer for your kid, and I will coach your kid.
John said another region has volunteer points that teams earn, and at the end of the season if a
team has enough points they are eligible to play in the semifinal and final games of their
regional tournament games.
Peter said maybe we could use volunteer points as entry into a drawing or lottery where
volunteers can win rewards.
Another idea is to reward the team with the most volunteer points with an ice cream social or
other reward. It would need to be per division probably.
[Chart 31] Meagan said she was really proud of our region compared to other regions at the
EXPO. Some of them have higher fees and can’t get referees. Others are worried about moving
to eSignature and we obviously already do that.
Virtual Vote on January 31, 2015
The virtual vote was not included in the charts or discussed at the board meeting, but is
included in these minutes for the record.
6
After a lot of input, John made a motion to change the start and end dates of the Spring 2015
season. The proposed start and end dates for Spring 2015 were: First day of games: March 14
(was March 21) and Last day of games: May 16 (was May 23).
John received 12 votes from board members, which were all YES votes. There were zero NO
votes, so the motion passed.
The exact votes were as follows:
Regional Board
Voting
Member Vote
Regional Commissioner John Price Tie Breaker
Registrar Tiffney Etzel X
Treasurer Rebecca Hammer X
Safety Director Angel Merritt X Y
Coach Administrator Peter McCoy X Y
Referee Administrator Aaron Luchini X Y
Assistant Referee Administrator Chris Boyer X Y
CVPA Meagan Ottum X Y
Director of Referee Instruction Dowling Bowman X Y
Director of Referee Assessment Douglas Vechinski X Y
Regional Coach Trainer Chris Steely X Y
Fields Administrator Cindy Vechinski X Y
Equipment Manager Van Sullivan X Y
Regional Buyer/Uniform Coordinator Beth Sullivan X Y
Board Member Nick Griswell X
Webmaster Rod Etzel X Y
Voting Members 15
Yes (Y) 12
No (N) 0
Abstain (A) 3
% 100.0%
Action Items Updates:
Description Assigned to Due Date Status
Solicit for multiple host families for coach trainer John April
Update calendar and send out registration info John Feb 10 Done
7
Referee class signup sheets Chris B reg events
Referee vs coach game on calendar John Feb 10 Postponed
Send email about cancel policy John March 1
Put board meetings in calendar John Feb 10 Done
Look into coins and logo contest John Feb 10 Done
Get head count for flyers from all schools Meagan Jan 18 Done
Finalize referee dates; add referee course to eayso.org Chris B Feb 10 Working
Investigate U12 field placement and safety at Crosswinds David, Cindy,
Rod M
Feb 10 Working
Get info about IDs; produce a sample ID Meagan Feb 10 Done
Coach’s responsibility and liability communicated to
coaches
Peter March 1
Discuss Jamboree for kids on teams with no coach; bring
recommendation to board
John, Peter,
Nick, Chris S,
Rod E
Feb 10 Done
Correct area scheduling meeting dates John March 1
Figure out how to get camp participant feedback so we can
evaluate the two camp options
John April 14
Send out to everyone what they had budgeted and how
much they had left
Rebecca April 14
Send email to everyone about the need for coaches John March 1
Meeting was adjourned at approximately 8:00 p.m.
Minutes submitted by John Price on March 30, 2015.
AYSO Region 894
Board Meeting
February 12, 2015
1
Our Vision
To provide world class youth
soccer programs that
enrich children’s lives.
2
Our Mission To develop and deliver quality youth soccer programs
which promote a fun, family environment based on
AYSO's Six Philosophies.
3
Everyone Plays
Balanced Teams
Open Registration
Positive Coaching
Good Sportsmanship
Player Development
Congratulations!
4
Cindy Vechinski
Section 5 Volunteer of the Year Nominee
Previous Meeting Minutes
Review/Approval
5
Open Volunteer Positions • Division Coordinators
• Soccer Camp Coordinator
• Secretary/Communication Coordinator
• VIP Coordinator
• Team Balance Coordinator
• Publicity/Marketing Coordinator
• Scheduler
• Statistician
6
Board Changes + David Kennedy (Fields Manager/Coordinator)
+ Dan Casey (Team Balance, Division
Coordinator)
7
Calendar
8
Date Event
Feb 6-8 Section 5 EXPO
Feb 12 Board Meeting
Feb 14 Spring Registration Event #1
Feb 28 Spring Registration Event #2
Mar 2-3 Team Formation Telecons U5-U12
Mar 5 Coach Season Kickoff Meeting
Mar 6 Referee Season Kickoff Meeting
Mar 7 Basic Referee Course
Mar 9 Spring Season Practices Begin
Mar 10 Board Meeting
Mar 14 U5-U12 Spring Season Games Begin
Mar 19 Referee Training Scrimmage
Mar 23-27 Spring Break
Mar 28 No Games – Spring Break
Apr 4 No Games – Easter
Calendar
9
Date Event
Apr 6-7 U10 & U12 Area Scheduling
Apr 14 Board Meeting
May 1 Budget Inputs Due
May 12 Board Meeting
May 16 Last Regular Season Games
May 22-24 NAGM
June 1 Budget Due to National Office
June 6-7 Section Send-Off Tournament
June 9 Board Meeting – Form Nominating Commission
June 13 Fall Registration Event #1
June 15-19 Challenger Sports Half Day Camp 9am-12pm
June 19-21 Section 5 Games (Huntsville, AL)
June 27 Fall Registration Event #2
July 1 RAP Due to Area
July 14 Board Meeting – Annual Meeting
Action Items
10
Description Assigned to Due Date Status
Explore options related to training new coaches;
jamboree or coach clinic
Chris S Feb 10
Update calendar and send out registration info John Feb 10 Complete
Referee vs coach game on calendar John Feb 10 Postponed
Put board meetings in calendar John Feb 10 Complete
Look into coins and logo contest John Feb 10 Complete
Get head count for flyers from all schools Meagan Jan 18 Complete
Finalize referee dates Chris B Feb 10 Revisit?
Investigate U12 field placement and safety at
Crosswinds
David, Cindy,
Rod M
Feb 10
Get info about IDs; produce a sample ID Meagan Feb 10
Referee class signup sheets or Flyers Chris B Reg Event
Action Items
11
Description Assigned to Due Date Status
Send email about no ref cancel game policy John Mar 1
Coach’s responsibility and liability communicated to
coaches
Peter Mar 1
Discuss Jamboree for kids on teams with no coach;
bring recommendation to board
John, Peter,
Nick, Chris
S, Rod E
Feb 10
Solicit for multiple host families for coach
trainer
John April
12
Regional Assessment Program
13
• Recognizes the success and dedication of the Regional Board and its volunteers
• Serves as a great planning tool
• Assesses the period from July 1, 2014 through June 30, 2015 (MY2014)
• Grading Scale – 340-306 points Platinum 90% - 100%
– 305-272 points Gold 80% - 89%
– 271-238 points Silver 70% - 79%
– 237-204 points Bronze 60% - 69%
• Current assessment – 300/340 88% (Gold)
– Administration (99/102) 97%
– Coach (98/100) 98%
– Referee (56/73) 77%
– Finance (23/33) 70%
– EXTRA & Secondary Programs & Community (18/32) 56%
• Status – Due to Area July 1
Training Opportunities
• RC Training, April 10-12
14
Administrative Updates
15
Registrar
Tiffney Etzel
16
Spring Registration
17
• As of Feb 9:
– 49 registered
– 69 applicants
– 23 signed up
– Total of 141
• Yard signs placed. Banners still to be placed.
• Flyers for schools printed and distributed.
Safety Director
Rod Merritt
18
Treasurer
Rebecca Hammer
19
Financial Status
20
Budget Report
09/01/2014‐01/06/2015 (cleared and pending)
Category Amount
INCOME
4005 ‐ Registration Fees 620.00$
4006 ‐ Registration Fee Refund (250.00)$
4009‐ Late Registration Fees 240.00$
4021 ‐ Tournament Games Fee ‐$
4310 ‐ Donation (Dick's Sporting Goods) 525.00$
9105 ‐ Interest Income From Bank 0.73$
OVERALL TOTAL INCOME 1,135.73$
EXPENSES
5101‐ Uniforms: Players( tax paid) (43.80)$
5105‐ Uniforms: Players (no tax paid) (4,294.33)$
5106‐ Uniforms: Coaches (No tax paid) (979.50)$
5107‐ Uniforms: Referee (No tax paid) (133.34)$
5111 ‐ General Field Work/Equip (1,367.75)$
5111‐10 ‐ Field Maintenance (455.30)$
5111‐11 ‐ Field Development ‐$
5111‐12 ‐ Field Mowing (900.00)$
5111‐13 ‐ Field Portalets (1,662.50)$
5115 ‐ Facility Fee (Legacy 3 months) (1,200.00)$
5130‐ Equipment (tax paid) (151.54)$
5135‐ Equipment (No tax paid) (137.16)$
5140‐ Storage (780.00)$
5228 ‐ AYSO Section 5 Games Fees (5,050.00)$
5274‐ Awards & Volunteer Recognition (580.90)$
5432 ‐ Coach Clinic Expenses (2,400.00)$
5703 ‐ Spring Player Reg. Fees (140.00)$
5705‐ Payments to AYSO (sales tax) (1,359.20)$
7540 ‐ Shipping Paid for Equipment/uniforms (232.91)$
8305‐ Bank and Credit card Fees (98.29)$
OVERALL TOTAL EXPENSES (21,966.52)$
Actual Account Balance as of 01/06/2015 $ 14,214.05
Budget Report
01/06/2015 Through 2/11/2015 (cleared and pending)
Category Amount
INCOME
4005 ‐ Registration Fees 3,125.00$
4006 ‐ Registration Fee Refund ‐$
4009‐ Late Registration Fees ‐$
4021 ‐ Tournament Games Fee ‐$
4310 ‐ Donation (Dick's Sporting Goods) ‐$
9105 ‐ Interest Income From Bank 0.13$
OVERALL TOTAL INCOME THIS PERIOD 3,125.13$
EXPENSES
5101‐ Uniforms: Players( tax paid)
5105‐ Uniforms: Players (no tax paid)
5106‐ Uniforms: Coaches (No tax paid)
5107‐ Uniforms: Referee (No tax paid)
5111 ‐ General Field Work/Equip
5111‐10 ‐ Field Maintenance
5111‐11 ‐ Field Development ‐$
5111‐12 ‐ Field Mowing (450.00)$
5111‐13 ‐ Field Portalets
5115 ‐ Facility Fee (Legacy 3 months)
5130‐ Equipment (tax paid)
5135‐ Equipment (No tax paid)
5140‐ Storage
5228 ‐ AYSO Section 5 Games Fees
5274‐ Awards & Volunteer Recognition
5432 ‐ Coach Clinic Expenses
5433 ‐ Referee Clinic Expenses (Super Clinic) (580.00)$
5703 ‐ Spring Player Reg. Fees
5705‐ Payments to AYSO (sales tax) (543.68)$
7540 ‐ Shipping Paid for Equipment/uniforms
8305‐ Bank and Credit card Fees (209.52)$
OVERALL TOTAL EXPENSES FOR THIS PERIOD (1,783.20)$
Account Balance (including pending) as of 02/11/2015 $ 18,099.83
Section 5 Area C Region 894 OtherYear Year
For the 12 month period beginning: July 1, 2014 Ending: June 30, 2015
As of 2/11/2015
Estimated Revenues: Budget Year To Date Remaining
4005 Registration Fees (see bottom right) 66,230.00$ 55,813.00 10,417.00 4006 Registration Fee Refunds (662.00) (1,570.00) (908.00) 4007 Early Registration Discount - - 4008 Multi-Child Discount - - 4009 Late Registration Fees 240.00 (240.00) 4010 Merchandise Revenue - - 4012 Merchandise Revenue - T-Shirts - - 4015 Training Registration Fees - - 4020 Tourn/Natl Games/Player Camp Refunds - - 4021 Tournament/National Games/Player Camp - - - 4022 Tournament-Referee Commitment Fees - - 4023 Tournament - Referee Commitment Refund - - 4024 Concessions - Packaged - - 4025 Tournaments - Vendors - - 4027 Concessions - Packaged - - 4031 Cultural Exchange - - 4040 Fund Raising - Other - - 4310 Sponsors/Contributions/Donations 500.00 525.00 (25.00) 9105 Interest Income 1.45 (1.45) 4959 Other Income (Describe) - -
Total Estimated Revenue (R): 66,068.00$ 55,009.45$ 9,242.55$
Estimated Expenditures:1600 Deferred Payment to AYSO - -
5101 Uniforms: Players (tax paid) 43.80 (43.80) - 5105 Uniforms: Players (No tax paid) 14,488.20 (12,265.09) 2,223.11 5102 Uniforms: Coaches (tax paid) - - 5106 Uniforms: Coaches (No tax paid) 575.00 (979.50) (404.50) 5103 Uniforms: Referees (tax paid) 4.38 (4.38) - 5107 Uniforms: Referees (No tax paid) 570.62 (133.34) 437.28 5104 Uniforms: Other (tax paid) - - 5108 Uniforms: Other (no tax paid) - 5111 Field Expenses 4,000.00 (1,635.00) 2,365.00
5111-10 Field Maintenance 1,500.00 (1,479.53) 20.47 5111-11 Field Development - - - 5111-12 Field Mowing 2,700.00 (1,950.00) 750.00 5111-13 Field Portalets 4,000.00 (2,523.80) 1,476.20
5115 Facility / Park Fees 3,400.00 (1,200.00) 2,200.00 5130 Equipment 400.00 (151.54) 248.46 5135 Equipment (No tax paid) 400.00 (137.16) 262.84 5140 Storage 800.00 (780.00) 20.00 5150 Trainer Payments - - 5155 Payments to Playing Circuit - - 5200 Natl Games-Start-up Seed Money - - 5205 Natl Games-Business Expenses - - 5208 Tourn/Natl Games: Opening Ceremonies 600.00 - 600.00 5209 Tourn/Natl Games: Banners & Signs - - 5211 Tourn/Natl Games: Entertainment - - 5212 Tourn/Natl Games: ID Cards - - 5213 Tourn/Natl Games: Insurance - - 5220 Tourn: Incentives, Trophies, Awards - - 5221 Tournament: Coaches - - 5222 Tournament: Referees - - 5223 Tournament: Other - - 5224 Tournament: Water/Food - - 5225 Tournament: Concession Expenses - - 5226 Tournament: Medical Personnel - - 5227 Tournament Planning Meetings - - 5228 Tournament/National Games: Entry Fees 5,500.00 (5,050.00) 450.00
AYSO Annual Fiscal Budget Running Total
1 - 2
Estimated Expenditures: Budget Year To Date Remaining
5229 Tournament/Player Camp Expenses - - 5235 Merchandise Expense - - 5239 Cultural Exchange Expenses - - 5241 Playoff Expenses - - 5255 Ads/Newsletter/Yearbook/Pictures 200.00 - 200.00 5261 Fund-raising Expenses: Concessions - - 5262 Fund-raising: Other - - 5274 Awards & Volunteer Recognition 750.00 (580.90) 169.10 5275 Donations - - 5431 Clinic Training Expenses: Player - - 5432 Clinic Training Expenses: Coaches 4,800.00 (4,939.14) (139.14) 5433 Clinic Training Expenses: Referees 300.00 (580.00) (280.00) 5434 Clinic Training Expenses: Other - - - 5701 Payments to AYSO: Inter-regional - - 5702 Payments to AYSO: NSTC 100.00 - 100.00 5703 Payments to AYSO: Registration Fees 13,475.00 (9,362.50) 4,112.50 5704 Payments to AYSO: Supply Center - (350.64) (350.64) 5705 Payments to AYSO: Sales Tax 3,262.00 (2,446.56) 815.44 5710 Payments to Affiliates - - 5715 Payments to Referees (Playing Circuit) - - 5801 Fixed Assets (over $1,000) - - 7401 Travel: Other - - 7430 Conferences / Meetings 500.00 - 500.00 7431 Section / NAGM - - - 7435 Travel Mileage - - 7515 Phone / Internet / Website - - 7535 Postage 200.00 (60.00) 140.00 7540 Shipping Paid for Uniforms/Equipment - (232.91) (232.91) 7625 Office Supplies 300.00 - 300.00 7695 Miscellaneous Supplies 700.00 (159.07) 540.93 8305 Bank Fees 2,500.00 (1,167.19) 1,332.81
8595 Other Expenses - - - - -
Total Estimated Expenditures (E): 66,069.00$ (48,212.05)$ 17,856.95$
2 - 2
CVPA
Meagan Ottum
21
Coach Administration
Peter McCoy
Chris Steely 22
Referee Administration
Chris Boyer / Aaron Luchini
Dowling Bowman
Douglas Vechinski 23
Equipment
Van Sullivan
24
Uniforms
Beth Sullivan
25
Fields
David Kennedy
Cindy Vechinski
26
Preliminary Field Allocation
27
• Endeavor – U8
• Hope – U5/U6 & U10
• Crosswinds – U12
• HES – U14
• MMS – U16/19
• Water Tower – U10 practices
• Calvary Chapel?
• Calvary Baptist?
New Business
28
Looking Forward • Regional Guidelines Updates
– Use updated standard guidelines
– Mitigate Coach running up scores
– No ref, cancel game policy
– Signatories may not sign checks payable to themselves.
• Select Guidelines Updates
29
EXPO Ideas
• Silent Saturday
• Volunteer points (super set of referee points)
• Reach out to home school kids.
• Have a presence at community meetings
• School board and city councils
30
EXPO Ideas • Metrics - did you get the growth you planned for.
Where did they come from?
• Problem Coaches typically worse in practices than games - don't let them berate kids
• Clubs are independent – no consistency All AYSO follow the core principles
• Dynamic stretching at the beginning and static at the end of an activity is preferred
31
Review Action Items
32
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