Manager Resources

Team Managers/Moms/Dads

Thank you for taking the time to volunteer to serve as a Team Manager. Team Managers perform a very important role in the successful management of the many teams that comprise Florida West F.C. This page should serve as a reference guide to help/assist you in the support that you are providing to your Head Coach. Yes, you are assisting your Head Coach who is employed and compensated by the club. Under no circumstances should this ever turn into an ordeal or full-time position for you. Here are the areas coaches may need help with …

Communication

One of the most important components of the successful team organization is clear, concise communication. We recommend the Team Manager and Coach determine with players and families that all communication will be done via TeamSnap (fee applicable) or the Band App (free of charge).

Whichever one you choose, we’re requesting complete club compliance with this initiative. Which is …

  • Both, Coach as well as Team Manager hold the account access

  • this app should not be used to vent ones personal feelings about team tactics, the coaches strategy, or why little Johnny played in defense opposed to forward.

  • The sole purpose of these apps is to keep the members of the team informed and up to date. Disregard for these guidelines will result in termination from the group chat.

 

Coaches Expenses

It is the responsibility of each team to pay for their Head Coach's expenses for travel outside of Collier and Lee Counties. This includes, hotel expense, gas and per diem for food. If the coach has two teams playing in the same tournament, team managers will work together and each team will pay one-half of the expenses. The coach should receive his known expenses before leaving for the tournament if not otherwise specified by him/her. In most cases team managers may be asked to either …

  • collect the total from other families and to hand over the total by a specific date or

collect monthly amounts (pre determined at pre-season team meeting) out of which the coach will be reimbursed from

  • The Financial Breakdown is as follows

    • Mileage for away games and all tournaments (Event related miles only) - $.55 per mile

    • Tolls/Parking

    • Accommodations/Hotel

    • Per Diem for Meals - $40 per day ($ 20 half day)

Mileage calculations should be made based on total from the coach’s home to the event (event related miles only), using MapQuest or Google Maps. When calculating mileage use shortest time. Please communicate closely with your coach on all away games, tournament schedules and events so that you can “plan” for travel expenses. If there are concerns please contact your DOC.

Travel Arrangements

An important component of travel soccer is the need for teams to stay together at locations around the state of Florida as part of their travel schedule. As part of this process Coaches and the Team Managers should take the following into consideration:

  • Determine as a team whether parents will book individually (many tournaments allow that) or if a Block of rooms will be reserved prior to an event

  • Please note that some events require “stay to play” and teams need to be able to provide a minimum amount of rooms (with partner hotels) booked in the area

  • If a room block has been set-up, email all parents with the hotel information, deadline dates & contact information so that they can make their individual reservations.

 
coach talking to players.jpg

Team Treasury and Raising Funds

An important part of a Team’s success is management of the Team Treasury, which allows each team to fund all the activities for their seasonal year, that are not covered by Florida West F.C.. Expenses that are typically incurred by individual teams include (but are not limited to) tournament expenses, coach’s travel expenses, scrimmage fees, and End of Season party expenses. Management of the Team Treasury can be accomplished by appointing a separate Team Treasurer if the Team Manager is uncomfortable assuming this role.

Management of the Team Treasury could include the following …

  • Create a budget for your Team’s finances for the seasonal year, including tournament fee expense projections, coach’s travel expenses, etc.

  • Maintain your team account if team chooses to do so. If that is the case, teams are responsible to open their own team accounts. We recommend two signees on the account from two different families. Please be advised that Florida West F.C. Coaches are asked NOT to be signees on any team accounts.

    • If team decides to open a team account, we recommend to …

      • Keep a running ledger of money coming in and going out. Money coming in should be from fundraising and sponsorship revenue. Money going out would be the tournament registration fees, coaches’ reimbursements, etc.

      • A. Provide the team with a periodic accounting of all monies in the Team Treasury. B. Raising Funds: In order to cover the ongoing expenses of the Team for the seasonal year, each team needs to identify how the expenses of the team will be funded:

        • Pay as Your Go Approach: Each parent would contribute their proportional share of Team Expenses for each event/obligation as they are incurred. This approach is very equitable but involves a lot of money collection and follow-up on the part of the Team Treasurer.

        • Two Collection Cycles: This works well for teams who’s coach is able to up-front the cost of his/her expenses between August and December (1st cycle) and January - May (2nd cycle). The coach needs to be capable to keep a detailed breakdown of his/her costs for several months. At the the end of December, he/she sends a spreadsheet to all the parents with that exact breakdown of costs divided by the amount of players on the team. Team manager then collects the portion for each family and hands over the total by a pre-determined deadline.

  • Sponsorship Monies: The club does not honor individual and team sponsorships. If an individual or a company wants to make a donation for a player or a team, they may do so on their own terms and without the clubs acknowledgement. Teams or individuals must not accept monies or donations from sponsors in exchange for the donors logo being placed on any FWFC attire or equipment. This policy also applies to any items (warm up shirts, travel shirts) that would be created for the sole purpose of displaying the intended sponsor at any and all FWFC events and/or team functions.

  • Raffles: Florida West FC does not take part or sanctions any form of a Raffle or Lottery. Any type of raffle (games of chance, gambling) is illegal under Florida law. And although we understand that there are exceptions for 501c3 (which we are) and “everyone is doing it” (probably jeopardizing their non-profit status), the disclosures and requirements for such are outrageously unfavorable and therefore not worth the risk.

  • Fundraising: Teams may elect to participate in any fundraising opportunities offered by Florida West F.C. or pursue their own individual fundraising efforts. Ideas for fundraisers are unlimited but teams are encouraged to fully research any fundraisers that they participate in and contact the CEO for any questions pertaining to hosting an event. Use of the Florida West F.C. logo in any fan wear/equipment and/or fundraising efforts is subject to approval of the CEO. Generally speaking, we do not approve any request for our logo to be placed on anything that is benefiting only one team or one player. The problem we are facing here is branding. Imagine everyone has an idea for their own team. We’ll have 50 teams running around with various shirts, hats, scarves and designs etc…. just doesn’t look good. If you have an idea that would help your team as well as others in the club, let’s talk !

From all of us here at Florida West F.C. - Thank you for your support !!!

 
Florida-West-Football-Club.png