HEREFORD YOUTH FO= OTBALL

COACHES UPDATE = January 4, 2010

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The Hereford= Youth Football Board of Directors wishes everyone a happy and healthy New Year.

We would lik= e to thank all of you for the hard work and dedication during the 2009 football season. Volunteering for serv= ice is important to the community as well as the players. It is a huge commitment of time and energy which most times are not acknowledged. We want all of you to know that we appreciate your efforts and are dedicated to making this a competitive and meaningful program for the players. It is our hope that we will attract and continue to retain players because of program quality.

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With that sa= id, in continuing our efforts to ‘grow’ the program we are layering in improvements. Please find bel= ow information related to the new 2010 program. Please read it carefully as there = are important changes of which you will need to be fully aware of for next seas= on. Some of the changes will take effect in January 2010, so your prompt attent= ion is necessary.

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If you have = any questions, comments or requests related to the changes contained in this le= tter please send them in writing directly to the Secretary, June Sassler at hammersas@aol.com. All correspondence will be collected and reviewed by the= Board at the next meeting with a commitment to promptly responding. This is a new program and we expec= t that adjustments will be needed.

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Thank you!

I.&nbs= p; Program Input, Communication and Board Meetings

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All HZ Youth Football Board Meetings are open and the minutes are available to interested parties. If you are intereste= d in attending a board meeting please contact Mark Sassler (sassler@aol.com) well in advance so tha= t we may be sure to have the proper venue for the number of people attending.

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Board meetin= g dates and times are usually posted on the website, but contact Mark Sassler if you need information. All are wel= come to attend unless the Board is in Executive Session, meaning a player or the= ir family’s personal / confidential information is being shared.

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There are a = number of committees that are currently being formalized by the Board.   Information regarding the committees will be in the next newsletter or you may periodically check the website for information. Everyone is encouraged to participate, with the expectation that there is an understanding that this is a major commitment = of time and responsibility.

We are in the process of creating an e-mailbox so that people may send concerns, ideas, questions etc. All correspond= ence will be reviewed and responded to as soon as possible. However, any unsigned document will not be considered. In the event of a situation all must be willing to come forward to provide necessary details. The sender’s name and e-mail will be confidential except to the Board Mem= bers unless demanded by law.

I. = ; Program Required Training

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At this time= all persons interested in being considered for a Hereford Youth Football Head C= oach or Assistant Coach position must complete the:

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Positive Coaching Alliance trainin= g

USA Football training

Safety & First Response traini= ng

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Positive Coaching Alliance training is offered throughout the year and the dates are communicated well= in advance. The football program= pays for this training. The coach-applicant must provide to the Commissioner a c= opy of their certificate in advance of being considered for a coaching position= .

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USA Footb= all training course may be completed on lin= e and is sponsored by the NFL. There is a $25 cost that is the responsibility of = the coach. The coach-applicant must provide to the Commissioner a copy of their certificate in advance of being considered for a coaching position.

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Safety an= d First Response training will= be offered by the program. The program will pay for this training. The coach-applicant must provide to the Commissioner a copy of their certificate in advance of being considered for a coaching position.

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These requir= ements are subject to change at the discretion of the Board, at the request of the Hereford Zone Recreation and Parks Council or at the request of the Harford Baltimore County Football League. Completion of this training does NOT guarantee that you will be chosen as a coach, but you will not be considered without these certifications.

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II.&nbs= p; Program Meetings & Functions, Coaching Clinics and

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Attendance w= ill be taken at all functions. You must sign in at all meetings to be considered “present”. There will be a typed sheet where you should confirm your contact information and initial. All Coaches are required to mainta= in an 80% attendance rate for these functions.

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For existing= coaches, not meeting this goal will impact decisions during the coach-selection proc= ess for the next season.

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There will a meeting scheduled the third Monday of every month from February – July, for different purposes. Some month’s meetings will be planning sessions; others may include hosting coaches from local high schools. They are all important and your attendance is critical in refreshing or improving your program or technical knowledge.

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III. Pre-Season Parent Orientation Meet= ing

The pre-seas= on parent meeting is mandatory for EVERYONE that will be involved with the program. This includes parents, coaches, team moms, and sideline assistants= . There will be a sign in sheet to track attendance.

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Since there = is about a month from the first practice until the first game we feel there is ample time to schedule time with the commissioner for those who miss the first meeting. Parents must be made aware by the coaches that if they do not atte= nd this mandatory meeting and fail to follow up, their children cannot attend practices, scrimmages or games until they can arrange time for orientation = directly with the Commissioner. Any ma= ke up orientation will be scheduled at the convenience of the Commissioner, who w= ill not be responsible for any player whose program participation is limited du= e to parent absence.

III. Player Clinics

From time-to= -time visiting High School coaches will donate their time for a player clinic. This is a great benef= it for the players and the coaches. = It could also provide an opportunity for our players to be recognized for futu= re high school team positions or even scholarships. Support for these programs is expected. Each team that is i= nvited should have the appropriate representation or a reasonable explanation for = why they cannot attend.

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Every coach = will be asked to sign a Memo of Understanding which outlines the programR= 17;s expectations and asks for their commitment to be a contributing and coopera= tive member. The memo will also clearly define unacceptable behaviors in an effo= rt to develop a positive culture.

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The program = is dedicated to developing a cohesive core of coaches with the same goals and objectives.

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V. Code of Conduct

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Every head c= oach, assistant coach, team mom, player and parent must sign a Code of Conduct.

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Coaches must= submit the signed code when applying for coaching positions.

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Players and = parents must submit the signed code with their registration paperwork.

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If a team mo= m is not a parent, she would have to provide the signed form prior to the first game= . If she is a parent, she must be the parent to sign the form.

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THIS IS MANDATORY to further demonstrate our commitment = to promoting acceptable behavior within our program. Remember that as a coach = your own behavior is very visible within the community. Please be certain to remember that= you represent the program, avoiding situations that could cause your removal.

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Remember to = review the code at your first parent meeting with the players present. You should ensure that there are no questions remaining regarding the policies or handling of repeated bad behavior.=

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Later in the= year you will receive information outlining the steps that you should take if di= sciplinary actions are needed. Clearly d= efined steps and appropriate actions will be provided at that time.

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VI. Coach Selection Criteria and Timeli= ne

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As mentioned previously there is a pre-determined process for selecting coaches. The steps in the selection process= are:

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All candidates (Head Coaches & Assistants) must submit their request and the required credentials no later then April 15, 2010 to the Commissioner (Mark Sassler – sassler@aol.com)

Appointments will be scheduled wit= h the Commissioner for new and returning Head Coaches. Each candidate must bring with them their playbook, practice schedule & organization, and original training certifications

The Commissioner will review each candidate’s credentials and will complete an evaluation form for every Head Coach

The Commissioner will schedule a B= oard meeting where all candidate credentials and evaluation forms will be discussed by the Review Panel (Commissioner, Assistant Commissioner and the Area Director).

Candidates that are accepted by th= e panel will be reviewed by the full Board for general approval

Additional candidate meetings may = be arranged if further clarification is needed, and especially in the cas= e of unknown candidates

All Head Coach candidates will be notified of the decisions made by June 2010

The Coaches meeting on June 21st will be spent reviewing the coach selection, new rules and potential assistant selections

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Also next se= ason assistant coach selections will be reviewed by the Board Review Panel. In the case of assistants, they may submit their information directly to the review panel no later then April 15, 2010 or to the relative Head Coach. The pane= l and the Head Coaches will share all information in order to make the best selec= tion after teams are selected and no later then August 2010.
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In both case= s late applications will be rejected. Timely submission is required.

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The criteria= for coach selection are:

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Completion and Certification from Required Training Programs: Positive Coaching Alliance, USA Football training

80% Attendance record for program meetings, clinics, training and function= s

Season Record=

Review of Reported Incidents

Evaluation of Ability to Interact with Parents as well as Players

Practice Organization & Timely Submission of Practice Plans to the Commissi= oner

Evaluation of Knowledge/Technical Skills related to Player Training

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VII. Player Selection=

Player evalu= ations will be held for every age group so that players will be on a team with sim= ilar skills, size and abilities.

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The first 3 = days of practice the entire age group will be together. The American/Gold Head Coach will = take leadership in the organization of the evaluation and selection process, but will confer with the other head coaches before making the final decisions on player placement.

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The Commissi= oner and Assistant Commissioner will review the proposed teams BEFORE announcements = are made or parents called. The player’s safety and well being should be = of primary concern.

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Coaches are = strictly prohibited from recruiting players/parents or making commitments regarding player placement. If coaches repeatedly exhibit this behavior they will be permanently excused from their coaching responsibilities.

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Any coach, p= layer or parent concerns may be directed to the Commissioner and Assistant Commissio= ner. However, their decision will be final unless there is a very compelling rea= son to do otherwise.

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If a player or parents do not agree to = the selections and choose to quit, they should be reminded that there is a NO REFUND policy.

VII. Identification Badges

League rules= are very specific regarding valid I.D.’s and persons allowed on the sidel= ines during games. At any time the League Representative may inspect and eject anyone that does not have a valid I.D.

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Everyone pre= sent on the sidelines MUST have a HB Identification Badge with a valid date includi= ng all coaches, assistants, ‘chain gang’ volunteers and team moms. The badge must be fully visible. This is a League rule which will be enforced this year. This includes coaches, assistant coaches, team moms and players.

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Volunteers t= o help with the chains have to be selected before I.D. night. We would suggest that you select t= wice the number needed to account for unplanned absences. These volunteers shoul= d be parents, and they should exhibit acceptable behaviors at all times. It should be clearly communicated = by the coaches that they are NEVER= to directly approach or engage coaches, referees or players at any time bef= ore, during or after the game.

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All side line volunteers must be over the age of 18 to avoid liability issues for = the program. No children other then players should be allowed on the sidelines including sideline assistant’s or coaches children.=

At the end o= f the season everyone must return all I.D’s to the Commissioner (valid & expired). If the I.D. has not expired it will be held and returned the next season once it is confirmed that the person will be participating in program activities.

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Coaches from previous years are not allowed to be on the sidelines if they are no longer coaches for the program without a valid I.D.

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VIII. Scholar Athlete Awards=

The Scholar = Athlete program will include all teams in the Hereford Youth Football program next year. Each player that attain= s a B (3.0) average in school will receive a certificate from the program. The recognit= ion re-enforces the importance of scholastic achievement, and is in line with t= he program’s mission. An added plus is that the award is something the players look forward to receiving at their banquets.

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How it will = work:

·         The players must obtain a progress report, report card or a letter signed by th= eir teacher confirming their overall grade point average

·         The players must present it to the team moms no later then November 1^{st
(let us know if this is out of sync with any of your players marking period=
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·         Th= e team moms will provide the certificates to Board’s Secretary, along with t= heir banquet date

·         The Board Secretary will arrange a time for a picture and later provide the team moms with the award in time for the banquets.

A reminder w= ill be sent out at the appropriate time with additional support materials for the = team moms.

IX. Player Banquets & Awards

Recognition = at the end of the season is important to everyone, so please plan your banquet wel= l in advance. Notify the Assistant= Commissioner of the location and date of your gathering. Also provide the information for trophies/awards and sizes if appropriate. Timely organization of this event= is critical to completing the season on a good note for the players.

X. Program Costs & Fundraisers=

Registration= fees will not be raised for 2010 staying at $110 per player, which will include = the following:

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Helmet

Game Pants

Shoulder Pads

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All program = provided items must be returned in December after the season at a date that will be announced.

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Parents will= be expected to purchase game jerseys with names,and ONLY through the program to ensure consistency. Parents m= ay purchase other items independently however most items will be now offered f= or sale at the time of registration for the family’s convenience:

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White practice football pants=

White mesh practice jerseys

Colored mouth guards (clear not al= lowed) with straps (to be attached to the helmet)

Girdle with pads, including knee, = thigh and hip pads

Football cleats (SCREW IN CLEATS ARE STRICTLY PROHIBITED BY THE LEAGUE)

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All game jer= seys will include the player’s last name on the back and will be retained = by the player at the end of the season.

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There will n= ot be a Bull Roast in 2010 due to poor participation in 2009. If we cannot find via= ble fundraisers it is possible that registration fees will go up as registration fees do not cover the expenses of the program. This has only been avoided in 2010= due to the changes with parent purchase of the game jerseys. It is planned to continue the Annual Golf Tournament and it is expected that everyone use th= eir best efforts to participate. = If anyone has a new idea or would like to be involved in the committee work for the fundraisers, please contact the Commissioner as soon as possible.<= /o:p>

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Individual t= eam events are NOT funded b= y the program. We understand that t= his has been a topic of conversation concerning the 9-11 American team’s = trip to the National Championship in 2009. Expenses related to team banquets and other events are paid for by individual fundraising events or the parents of the teams involved. If anyone has any questions or con= cerns regarding this subject please contact the Treasurer for the Youth Football program Tanya Donatelli.

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2010 Calendar

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January –OFF

February – Kick Off Coaches Meeting February 15th al= l held at 6:30 (Butler Fire Hall); 3^rd Monday of every month through July

March     -= Player Registration, March 15^{th<=
/sup>
Coaches Meeting}

April     &= #8211;Deadline for Head Coach Applications, April 19^th              Coaches Meeting

May       -Dead= line for Assistant Coach Applications, = May   &nbs= p;            17^th C= oaches Meeting

June&nb= sp;     -June 21^st Coaches Meeting

July      -July 19= ^th Coaches Meeting, Equipment = ;            &n= bsp;      Distribution, Parent-Coach Meetings, Coaches   =            Training – Safety & First Response

August = -I.D.’s issued to Players, Coaches, Team Moms and Chain Gangs

September

October

November –Play Offs & Super Bowl, Equipment Return, Banquets & Awards

December -Program review and evaluation by the Bo= ard,              Financial Updates= by the Treasurer.