AYSO Region 161 Main To-Do List Yearly Calendar
January Tasks
•Board Meeting (Regional Commissioner)
•Establish Contract for 4U/5U Coaching (Regional Commissioner)
•Create Marketing Plan for Upcoming Registration (Registrar/Marketing/RC)
•Hold Spring Registration sessions (Registrar)
•Schedule Summer Camp (Coach Administrator/Regional Commissioner)
•Schedule Coach Training (Coach Administrator/Coach Trainer)
•Schedule Referee Training (Referee Administrator/Referee Trainer)
•Attend Section Meeting (Board/Volunteers)
•Pay Field Lease Fee & Other Bills (Treasurer)
February Tasks
•Board Meeting (Regional Commissioner)
•Schedule Spring Photographer (Regional Commissioner)
•Plan End of Spring Season events (Marketing/Board)
•Market Spring Season (Registrar/Marketing)
•Hold Spring Registration sessions (Registrar)
•Order Spring Uniforms (Purchasing Manager/Registrar)
•Order Trophies and Game Pins (Purchasing Manager)
•Order Coach Shirts and equipment (balls, whistles, etc) (Coach Administrator)
•Schedule and Organize Coach Meeting for March (Coach Administrator)
•Order First Aid Supplies & Create kits (Safety Director)
•Confirm and Organize March Referee Meeting Details (Referee Administrator)
•Order Referee Uniforms and Supplies (Referee Administrator)
•Order Field Equipment, as needed (Field Director)
•Region Sponsor Marketing (Sponsorship Director)
•Balance Accounts and Pay Bills (Treasurer)
March Tasks
•Board Meeting (Regional Commissioner)
•Spring Team formation (Coach Administrator/Registrar/RC)
•Schedule Spring season games (Coach Administrator/RC)
•Create and Assemble Coach Team Folders/Coaching Bags (Coach Admin/Safety Director/RC)
•Hold Spring Coach Meeting (Coach Admin/Board)
•Hold Spring Referee Meeting (Referee Admin/Board)
•Order Add'l Spring Uniforms, as needed (Purchasing Manager/Registrar)
•Mow fields, as soon as conditions permit (Field Director)
•Attend PH Township Parks Board Meeting, first Wed of each month (Field Director)
•Schedule Field Set-up Day and notify parents/volunteers (Field Director)
•Balance Accounts and Pay Bills (Treasurer)
April Tasks - Spring season begins last Saturday of April
•Board Meeting (Regional Commissioner)
•Activate Hughes Satellite service (Regional Commissioner)
•Schedule Picture and Trophy handout date & notify coaches (Regional Commissioner)
•Assure all volunteers completed training and proper paperwork before season begins (CVPA)
•Market Summer Camp (Marketing)
•Order Add'l Spring Uniforms, as needed (Purchasing Manager/Registrar)
•Order Port-a-johns (4) and schedule for bi-weekly cleaning (Field Director)
•Order Trash pick-up, dumpster (Field Director)
•Field Set-up, complete at least 2 weeks before season begins (Field Director)
•Mow fields, schedule and oversee volunteers (Field Director)
•Line fields, schedule and oversee volunteers (Field Director)
•Trim fields, schedule and oversee volunteers (Field Director)
•Move concession trailer to field and hook up (Field Director)
•Inspect fields for Safety issues regularly (Safety Director)
•Balance Accounts and Pay Bills (Treasurer)
May Tasks
•Board Meeting (Regional Commissioner)
•Create Marketing Plan for Upcoming Registration (Registrar/Marketing/RC)
•Market Summer Camp (Marketing)
•Firm up plans End of Spring Season events and order supplies: Fun Day/Volunteer Appreciation (Marketing/Board)
•Mow fields, schedule and oversee volunteers (Field Director)
•Line fields, schedule and oversee volunteers (Field Director)
•Trim fields, schedule and oversee volunteers (Field Director)
•Move concession trailer to field and hook up (Field Director)
•Inspect fields for Safety issues regularly (Safety Director)
•Balance Accounts and Pay Bills (Treasurer)
June Tasks - Spring season ends 2nd Saturday in June
•Board Meeting (Regional Commissioner)
•Hold Picture and Trophy Handout (RC)
•Hold Fall Registration session(s) (Registrar)
•Hold End of Season Event: Fun Day/Volunteer Appreciation Day (Board)
•Collect Spring Player Evaluations and Coach Equipment (Coach Administrator)
•Mow fields, schedule and oversee volunteers (Field Director)
•Line fields, schedule and oversee volunteers (Field Director)
•Trim fields, schedule and oversee volunteers (Field Director)
•Move concession trailer to field and hook up (Field Director)
•Inspect fields for Safety issues regularly (Safety Director)
•Balance Accounts and Pay Bills (Treasurer)
•Create and Submit Region Budget to National AYSO (RC/Treasurer)
July Tasks
•Board Meeting (Regional Commissioner)
•Schedule Fall Photographer (Regional Commissioner)
•Order Game Pins/Trophies (if needed for Fall) (Regional Commissioner)
•Oversee Summer Camp (Coach Administrator)
•Balance Accounts and Pay Bills (Treasurer)
•Schedule Fall Field Set-up Day and notify parents/volunteers (Field Director)
•Mow fields, schedule and oversee volunteers (Field Director)
•Line fields, schedule and oversee volunteers (Field Director)
•Trim fields, schedule and oversee volunteers (Field Director)
August Tasks
•Board Meeting (Regional Commissioner)
•Fall Team formation (Coach Administrator/Registrar/RC)
•Assemble Coach folders and Coach Equipment Bags (Coach Administrator/RC/Safety Director)
•Order First Aid kit supplies & Create kits (Safety Director)
•Hold Fall Coach meeting (Coach Administrator/RC/Board)
•Hold Fall Referee meeting (Referee Administrator/RC/Board)
•Order Fall uniforms (Registrar/RC)
•Schedule Fall games (Coach Administrator/RC)
•Order Coach shirts & equip (balls, whistles, etc) (Coach Administrator/RC)
•Order Referee uniforms and supplies (Referee Administrator)
•Balance Accounts and Pay Bills (Treasurer)
•Order Field equipment, as needed (nets, flags) (Field Director)
•Hold Field Set-up Day (Field Director)
•Mow fields, schedule and oversee volunteers (Field Director)
•Line fields, schedule and oversee volunteers (Field Director)
•Trim fields, schedule and oversee volunteers (Field Director)
•Inspect fields for Safety issues regularly (Safety Director)
•Market Fall season (Registrar/Marketing)
•Assure all volunteers completed training and proper paperwork before season begins (CVPA)
September Tasks
•Board Meeting (Regional Commissioner)
•Balance Accounts and Pay Bills (Treasurer)
•Mow fields, schedule and oversee volunteers (Field Director)
•Line fields, schedule and oversee volunteers (Field Director)
•Trim fields, schedule and oversee volunteers (Field Director)
•Inspect fields for Safety issues regularly (Safety Director)
October Tasks
•Board Meeting (Regional Commissioner)
•Collect Fall Player Evaluations and Coach Equipment (Coach Administrator)
•Create Marketing Plan for Upcoming Registration (Registrar/Marketing/RC)
•Distribute Marketing pieces for Upcoming Registration (Registrar/Marketing/RC)
•Set-up Online Registration (Registrar/Marketing/RC)
•Balance Accounts and Pay Bills (Treasurer)
•Renew web domain and hosting (Treasurer)
•Attend PH Twp Parks Board Meeting to close out season (Field Director)
•Mow fields, schedule and oversee volunteers (Field Director)
•Line fields, schedule and oversee volunteers (Field Director)
•Trim fields, schedule and oversee volunteers (Field Director)
•Field Clean-up at end of season - move supplies to garage (Field Director)
•Remove and store nets and move goals off fields (Field Director)
•Prep and Move Concession trailer to garage (Field Director)
•Call to remove all Port-a-Johns and stop trash pick-up (Field Director)
•Inspect fields for Safety issues regularly (Safety Director)
November Tasks
•Board Meeting (Regional Commissioner)
•Suspend services Hughes Satellite (Regional Commissioner)
•Plan, Schedule and Hold Spring Registration In-person Session (Registrar/Board/RC)
•Balance Accounts and Pay Bills (Treasurer)
December Tasks
•Board Meeting (Regional Commissioner)
•Plan, Schedule and Hold Spring Registration In-person Session (Registrar/Board/RC)
•Balance Accounts and Pay Bills (Treasurer)