Yesterday we wrapped up the background on the Soccer Operations Committee formation and function. Today we’ll dive right into all things related to the Operating Documents, including where to find the Operating Documents on our website and how you can propose rule changes to the Soccer Operations Committee.
Changing the structure of our organization after the 2009 Annual General Meeting required examining our documents to ensure they accurately reflected our new structure. Our Administrative Handbook did not reflect the new structure; therefore, the Board of Directors established the Operating Documents Committee to go through the entire Administrative Handbook and create a new document format that accurately reflected our new organizational structure. At that time, it was necessary to immediately begin the work on the format of our operating rules in order to meet the goal of a one year transition following the Constitutional Convention. Because the Soccer Operations Committee (SOC) was just being established and populated, the Operating Documents Committee was formed with current board members so that it could become functional immediately.
Once the committee was formed, the information contained on operations in the Administrative Handbook was directly translated into the new Operating Documents – this process did not involve reinventing the operating policies and procedures for WA Youth Soccer; simply translating them into a new format. The bylaws and other governing policies were removed for the Board of Directors to manage and the major operations topic areas (such as registration and rules of competition) were given separate sections within the new Operating Documents to house all information on a given topic.
The Operating Documents Committee finished their initial review of the new documents in February 2010 and turned over their document drafts to the Soccer Operations Committee, WA Youth Soccer staff and Board of Directors. The document drafts were then posted to the WA Youth Soccer website for comments by the membership. Little feedback was received from the membership and the documents were routed through the WA Youth Soccer staff for minor grammar and formatting edits. The Operating Documents continued as drafts until the Soccer Operations Committee was ready to give final approval.
After I moved into my new role of Organization and Member Services Director, my first main goal was to work with the Soccer Operations Committee to move the Operating Documents from drafts to final publication. I worked closely with Perry Woodford, a member of the Soccer Operations Committee, to put together a proposal and timeline for completing the review process by the May 2011 Annual General Meeting. We presented the information at the February 2011 SOC meeting and the committee jumped right in. Each document section was given to an SOC member to review thoroughly and then present back to the full committee for approval. Perry and I proposed a policy for how to edit the documents and laid out the procedures for future edits, which the SOC approved. The SOC deserves an enormous amount of credit for working together in such a short period of time to achieve a common goal that was vital to WA Youth Soccer – the committee set an ambitious goal and followed through with the action necessary to achieve it.
With the exception of one document section, all sections were posted to WashingtonYouthSoccer.org on May 6, 2011, concluding a two-year effort of multiple volunteers and staff across WA Youth Soccer. The new document structure is now broken into a standard format for each section: Definitions, Information, Policies, and Procedures. There is an Operating Documents page under the Resources tab on our website that houses each document (along with directions for how to use them) as well as being linked in the Forms and Downloads section in the Operating Documents Committee category. An update on the Operating Documents process was given by Perry at the 2011 Annual General Meeting and you can access the handout from the meeting on our website.
Take some time to look at the new document format; it’s a pretty big change from the Administrative Handbook but all of the information is there, just organized differently. If you have any edits or new rules that you would like to propose, you can find the procedures for a rule change proposal on the Operating Documents page. We’ve received a few emails from attendees at the Annual General Meeting about the documents and the Soccer Operations Committee will be meeting again in August, when they will be able to consider any proposed edits.
If you have any specific questions about the Operating Documents process, leave a comment on this post and I’ll be happy to answer any questions.
Up Next: Our final post in the WA Youth Soccer structural overview series will cover the subcommittees of the Soccer Operations Committee!