Somerset Hills Soccer Club

Club Expense Policy

All Club Expenses are to be paid directly from the Club’s checking accounts or, for certain types of expenses, paid by coaches or other individuals affiliated with teams and then reimbursed from the Club’s checking accounts. For the purpose of this policy, Club Expenses are defined to be all expenses incurred on behalf of the Club as a whole and all of the following types of expenses incurred by teams within the Club:

1. league registration and insurance fees,

2. all training fees,

3. all referee fees,

4. all facility rental expenses,

5. all tournament fees, and

6. all travel expenses of coaches and trainers that are intended to be reimbursed more or less equally by all team members.

League registration and insurance fees, training fees and facility rental expenses must be paid directly from the Club Treasury.

This policy shall apply to all activities undertaken by teams before, during and after the fall and spring seasons, including the summer and winter, but excluding participation in summer training camps. For the purpose of this policy, team activities shall be defined to be any and all activities organized and conducted by a coach, manager or trainer for the benefit of the team, e.g., pre-season and winter training; any tournaments, including winter tournaments, in which players and coaches participate under a Somerset Hills Soccer Club-issued card; and any activity in which the team is participating under the auspices of the Club. Guest play by Somerset Hills Soccer Club-carded players with other teams in sanctioned tournaments is not intended to be covered by this policy.

The Executive Committee shall have responsibility for the administration of this policy. In the event of the failure of a Somerset Hills Soccer Club team to abide by this policy, the Executive Committee shall have the authority to revoke the privilege of such team to participate in league play.

Travel Team Expense Policy

The basic registration fee paid each season by team members is intended to cover all Club Expenses for the basic program designed for all travel teams. This basic program includes participation in all league scheduled games, league registration and insurance, use of fields, professional training (twenty sessions during each season plus attendance at five games each season), referee fees during league play and fees for participating in one or more tournaments per season. Travel teams are encouraged to fit their programs within the structure and expense of the Club’s basic program.

A budget for Discretionary Team Expenses for the following fall and spring seasons shall be set at the end of the spring season. Each coach shall have full authority to spend the Discretionary Team Expense amount budgeted for his team on tournament fees, facility rental, uniform expenses, additional training, additional referee fees and any other expenses arising from Club activities that benefit the team as a whole, at any time between the start of the fall season and the end of the spring season, including the winter, subject to the Club’s policy on payment of Club Expenses. There is no carry over of unspent budgeted amounts after the end of the spring season.

It is recognized that some teams may wish to conduct a program that is larger in scope and more expensive than the Club’s basic program, e.g., participation in additional tournaments, additional training, etc. This is acceptable under the following conditions:

team members and parents must be fully apprised of the additional cost of such programs and decisions to participate in such programs must be made fairly,
at least three-quarters of team members must be willing and able to participate in such programs
the Club’s policy on Club Expenses with respect to the team’s program is complied with (i.e., all expenses are paid through the Club), and
payment equal to the aggregate amount of additional Club Expenses associated with the additional program be remitted to the Club by either team members or other individuals and entities. Such payment shall be accounted for as either additional registration fees or as donations, as the case may be

The treasurer shall account for all receipts and expenditures on a team-by-team basis. Such accounting shall be made available to team representatives as reasonably requested.