I want to take one minute to thank all of you for your part in another successful Westside soccer season. As evidenced by the solid turnout to celebrate our 10 Year Anniversary, we have grown as a club and a prominent member of the community. Your dedication to Westside is most appreciated. If you are not going to be the manager of your team next season, please pass this information along to another parent and/or coach.
As you are all aware, tryouts are right around the corner. U8-U10 age groups will begin tryouts on June 5th and 6th in the evening and then the older groups tryout beginning June 11th. This is understandably a very anxious time for all involved and we hope that you, as managers, will continue to be good, positive ambassadors for Westside United. There will be some changes administratively as we enter the 2012-2013 season and I want you to be aware of these changes as you prepare your estimated budgets. That being said, all of you should be working with your coaches to come up with an estimated budget for the new season - I have attached a sample budget worksheet if you'd like to use it to run some numbers for your group.
Following is a listing of some of the changes for the 2012-2013 season. WE WILL HAVE A MANAGERS MEETING ON MONDAY, JUNE 4TH @ 7:00 PM TO ADDRESS CONCERNS, ANSWER QUESTIONS AND HELP WITH YOUR BUDGET. Coaches and Assistant Coaches are welcome to attend.
1) We will no longer use GOTSOCCER for registration or payment of club fees. The GotSoccer system presented an accounting nightmare for club administrators. Members had difficulty using the system. Most interesting was that we had less than 50% of the members actually use the system club wide for online payments allowing drafts from their personal billing accounts. There was significant cost to the club to maintain the gotsoccer system and because of the lack of participation overall, we have decided not to use it going forward.
2) Manager will be required to collect club fees and team fees for all players via check or cash. Club fees will be collected and submitted to the club on the date required in one check to include a listing of who paid and how much was paid. Club fees must be paid by the due dates presented. If teams do not pay club fees in a timely manner, the club will reserve its right to withhold rostering the team for the season and/or deny the team the ability to register for league play or tournament participation. Additionally, if a player is not paying club fees by the due date, the club will reserve the right to hold the player card until such time as the account becomes current. We simply cannot allow teams and/or players to participate in events if they are delinquent in payments.
3) Managers may elect to set up an individual pay pal account for their own team should the team wish to do so. We can assist with getting the pay pal account set up, but you will be responsible for managing the pay pal account and for all expenses associated with maintaining such an account for your team. It is our understanding that the cost per person to maintain a pay pal account would be about $20.00 per player. This will allow parents to use credit cards to pay club fees and team fees at their own expense. Managers will still be responsible for paying club fees on the dates assigned.
4) Attached to this email are the new club fees for the 2012-2013 season. The first attachment shows a breakdown of all age groups for the season. The second attachment is a chart showing the cost for all age groups. All club fees for all age groups have increased. The board has done significant research on clubs all across the state and more importantly our local clubs. We have examined club fees for Carmel, Zionsville, FC Pride, IndyBurn - Fusion (pre-merger), Center Grove (SCSA) and Dynamo to name a few. We researched their web sites and gathered all information we could in how their fees were structured and what was included in the "club fees". We feel strongly that we are right in line with all other clubs in our fees, but more importantly we believe we provide the best soccer environment possible for our players.
You are encouraged to examine web sites from other clubs to become informed. However, please make sure you are comparing apples to apples when you do. Some web sites are very misleading and there are hidden costs everywhere. We will discuss this further at the managers meeting and answer any questions you might have.
5) Definition of Club Fees: Club Fees allow us to support funds for attracting and retaining quality coachs, field maintenance, equipment and general growth of the club. More specifically funds are used for paint, nets, goals, mowing equipment, web site maintenance, communiciation, day to day operation, administration, player registration, referee assignor, staff salary, rental fees for facilities, payment for college run training sessions and to pursue and secure future growth for Westside United.
6) Definition of Team Fees: League fees (to include referee fees if necessary); tournament fees (including cup events); coaches travel expenses (hotel and gas to be determined by each individual coach and team); and uniform, if needed.
I understand this is very busy time of year and it can be stressful. Please make every effort to attend the managers meeting to discuss the changes mentioned above and become familiar with the information so that you can answer questions as they arise. If you cannot attend, please see if your coach can come on your behalf or send a representative from your team. You now have all the information you need to be working on an estimated budget for the upcoming season.
Please take a look at the attached documents showing the 2012-2013 Fee breakdown for each age group. Due dates for club fees are indicated so you can adjust your budget. Please save any questions for the meeting so everyone can benefit from the discussion.
Westside United, FC