Guide for new team reps

OVER 30 WOMEN'S LEAGUE

Introduction
Since 1976, HWSA has been promoting women's amateur soccer competition in the greater Houston area. HWSA started an over 30 women's January league in 2002.

The league plays on Saturday mornings. The season usually runs 4-6 weeks, ending right before the open women's season begins. Women who are 30 and older are eligible to play; in addition, each team is allowed to have up to three players who are 29. A minimum of 10 players aged 30 and older on the date the season starts (10 January 2004) is required per team. Players will not be eligible to play in the Over 30 State Cup unless they are 30 on the date of the competition, 21 February 2004.

What Team Reps Do
Like most volunteer-run organizations, we depend on members to do the work required so we can all enjoy the game. In short, you represent your team and its interests to the league, and you let your teammates know about any League decisions that affect them.

You're expected to:

• Submit your team registration materials and fees to the league by the appropriate deadlines

• Attend league meetings where you will communicate your team's wishes to the league, help make decisions regarding league policies and procedures, and elect officers

• Communicate what you've learned at the meetings to your team

The meetings are usually held at Saengerbund Hall. Meetings start promptly at 7:30 p.m. and usually last less than forty minutes. Check the calendar for meeting dates.

Over 30 team reps are required to attend both January league meetings (7 and 28 January). If you are unable to come, please ask another person on your team to take your place. Failure to attend will result in a $10 fine.

Registration
Player registration deadline:  4 January 2004 (minimum of 10 players must be registered [forms, ID cards, and fees submitted]); additional players may be added through 7 January.

There is a $25 late registration fee. Also, a $25 charge is assessed for returned checks.

The state association (Texas State Soccer Association - South) requires formal registration forms to be filled out and signed by each individual player for each team they play on each year. (The soccer year runs from 1 September through 31 August.) Because the over 30 league is a once-a-year happening, all over 30 teams are considered new teams each year. Therefore, each player must fill out a TSSAS registration form and have an over 30 ID card regardless of their registration status on an open women's league team from the fall season. A separate ID card is required because it is possible that the over 30 season may overlap the open women's season, and an over 30 ID is required should your team go to the State Cup tournament. Registration forms are available on the forms page. ID cards are available from the registration administrator.

Again, when you are registering an over 30 league team, each player must complete a player registration form, fill out an ID card and provide a small photo. There is a 25-player limit for each team.

Both team and player registration materials for the over 30 league are due on 4 January at the women's skills clinic at Wilson elementary school. These materials include the state registration forms, ID cards and player fees.

Please be aware that all players must be registered. No exceptions. Should unregistered people play, we jeopardize our liability insurance coverage and our affiliation with the state organization. Playing an unregistered player will result in automatic forfeiture of the game, and other penalties for repeated occurrences.

Fees
The league assesses fees on a $25 per player per season basis (including field fees) for over 30. Each team is also responsible for paying the referee $20 in cash at game time. Teams are free to seek sponsors or charge players for fees, uniforms, and other expenses.

The league recommends collecting money from the individual players at the start of each season, and paying for registration with one large check. HWSA strongly discourages paying with cash. There is a $25 charge for returned checks.

A typical team budget for one season looks something like this:

 
The example budget shown above includes some optional expenses.

Discipline
HWSA is a recreational league. Please insist that your players play under control at all times. Referees have been instructed to have no tolerance for misbehavior. Verbal abuse of players or referees will not be tolerated either.

Fines will be assessed for infractions -- $10 for cautions (yellow cards), and $25 minimum for ejections (red cards). Players receiving a red card are suspended for the team's next game, and there are stiffer penalties for serious infractions (violent conduct, referee abuse, etc). The league frowns on players who have a history of serious fouls, and will assess longer suspensions when appropriate. Complete information on discipline-related issues may be found in the over 30 rules and in the HWSA Constitution, Bylaws, and General Rules.

Fines should be paid to the HWSA secretary at the league meeting immediately following the infraction.

Games and Reporting
Games are played on standard size fields using regulation size goals. Each half is 45 minutes long.

Teams are allowed 10 minutes grace time after the published start time to field a team (minimum of seven players). A forfeit may be declared after 10 minutes if a team is unable to field at least seven players.

A one-person referee system is used. Given the recreational nature of the league, this system makes play more affordable.

Prior to the start of a game, each team rep will give the referee a completed game report and the $20 referee fee. The game report should be filled out in advance, listing each player's name and jersey number. Newer versions of the game report allow you to list every player on your roster (up to 25). You cannot suit up more than 18 players for a game, so cross off names of players not playing. The game reports are available on the forms page.

The referee may also check each player's ID card at any time, but preferably prior to the start of play. All players must have CURRENT player ID cards to play. Referee does not have to make an exception.

Currently, the referee is responsible for returning game reports to the League. Each team is also required to report game results to the league within 24 hours of game time. An on-line report form is provided to simplify this process.

Injuries
In the unfortunate event that one of your players is injured, the HWSA vice president should be notified as soon as possible. The league maintains limited supplemental health insurance through the state association and USASA. This insurance is not intended to provide primary health coverage, but is intended to provide coverage that is supplemental to an existing health insurance policy (the maximum benefit is very limited). To help ensure that the League is notified of injuries requiring medical attention, insurance claim forms are available from the HWSA vice president only on an as-needed basis. Claims must be submitted within 90 days of the injury.

Rainouts
HWSA does not own the fields we play on. When the field owner or lessee determines that the fields are too wet, the fields are closed. We will make every effort to reschedule games cancelled because of weather conditions; however, due to the short period of time available before the start of the women's open season and the weather typical of this time of year, the number of games actually played cannot be guaranteed.

HWSA maintains a rainout hotline (713-267-1517). When we are notified that fields are closed, we will post a message on the hotline. Please be aware that the Houston metro area is quite large, and that although it may be raining where you live or work, it may not be raining at the fields, and vice versa. Insist that your players check the hotline before leaving for the field if there is any doubt about field conditions.

Forfeits
Forfeits result if a team is unable to play a scheduled game for any reason (except as noted below), or if an ineligible player plays. The only valid reasons for postponing a game are inclement weather (a decision made by the league) or a conflicting state-sanctioned tournament (with the prior permission of the commissioner).

Forfeiting a game results in a 1-0 loss. If the forfeit happens at game time, the referee fee must be paid by the forfeiting team. If the fee is not paid at the field, it will be collected by the Association secretary at a later date. If for some reason you know that your team will forfeit a game before game time, please contact the over 30 commissioner at least three days before the game and we will waive the referee fee. In any event, please contact the commissioner even if minimal notice can be provided. This is an act of courtesy that the other team and the referee will appreciate and will save 18 people an unnecessary trip to the field. If we can contact everyone in time, we may be able to waive the referee fee, but this is not guaranteed if less than three days notice is given.

The entire ref fee ($40) for a no-show forfeit will be paid by the forfeiting team. This money is due at the league meeting following the no-show.

Awards
The first place team in each division is given awards at the end of the season. The nature of the awards vary from season-to-season -- T-shirts, pint glasses, etc.

Protests and Grievances
A protest is a formal expression of dissent related to the outcome of a game, while a grievance is a formal expression of dissent not related to the outcome of a game. A game may only be protested for the following reasons:

1. a referee's breaking a Law of the Game

2. a team playing an ineligible or suspended player; or

3. a suspended coach being present and coaching the team.

A grievance may be filed to express dissent for any reason not covered by a protest. Protests must be filed in writing with the Vice-president and Commissioner within three days of the completion of the game being protested. Grievances must be filed within ten days of the end of the game in question. All protests and grievances must be accompanied by the appropriate fee:

Protests - $50.00

Grievances - $25.00

Protests and grievances will be handled promptly by the Disciplinary & Protest Committee (DPC). If the protest or grievance is upheld by the DPC, the fee will be returned. If it is denied, the fee will be forfeited to the treasury of HWSA. All involved parties will be notified of the DPC's decision either at the time of the hearing or in writing. For more information regarding protests and grievances, consult the HWSA Constitution and Bylaws.

Other Helpful Tips

• Get to know the other team reps and the commissioner ... they can answer a lot of your questions.

• Keep all the player cards with the manager or team rep -- do not distribute to the players. You may find it useful to punch a hole in the corner of each card and keep them on a loop.

• Set up an email list for your team. Send weekly reminders about games.

Where To Get Soccer Stuff

• Soccer 4 All

• Soccer Centre

• TSI

• Academy

• Oshmans

• soccer.com