US LACROSSE CHAPTERS TRAINING GUIDE 2013 PART 1: US LACROSSE OVERVIEW OVERALL LACROSSE PARTICIPATION Over the past decade, the number of men, women and youths playing lacrosse has increased another 9.6% each year to reach the estimated 684,730 people playing today. Level 2001 2008 2009 2010 2011 Youth 125,000 265,214 297,271 324,673 361,275 High School 100,925 218,823 227,624 255,314 275,281 20,293 29,822 31,614 32,431 33,929 Professional 150 300 180 180 180 Post-College 7,563 10,071 11,342 12,201 14,065 253,931 524,230 524,230 624,593 684,730 College Total WHO IS US LACROSSE? • • • • • • Largest, all-encompassing resource for lacrosse knowledge. Founded in 1998 as the National Governing Body of men’s, women’s and youth lacrosse. Largest lacrosse organization in the world, focused primarily on youth (U19) lacrosse, education, safety and opportunities for all. Volunteer-based organization - national board of directors and executive committee with equal representation from the men’s, women’s and youth games. Headquarters is located in Baltimore, Md., with a staff of more than 70, plus volunteers and interns. US Lacrosse has a network of chapters covering 43 states, committed to developing and promoting the game starting at the grassroots level. 501 (c) (3) not-for-profit organization relies on membership dues, annual giving grants, endowments, sponsorships to achieve organizational mission and vision. Membership base grown to 400,000+ in 2011. For more information about US Lacrosse’s organizational structure, board of directors, staff directory, and strategic plan, please visit http://www.uslacrosse.org/UtilityNav/AboutUSLacrosse/Overview.aspx. US LACROSSE OUR MISSION US Lacrosse is the national governing body of lacrosse. Through responsive and effective leadership, US Lacrosse strives to provide programs and services to inspire participation while protecting the integrity of the sport. OUR VISION We envision a future which offers people everywhere the opportunity to discover, learn, participate in, enjoy and ultimately embrace the shared passion of the lacrosse experience. CONTACT US Lacrosse 113 West University Parkway Baltimore, MD 21210 Phone: 410-235-6882 Fax: 410-366-6735 [email protected] www.uslacrosse.org www.laxmagazine.com US LACROSSE GROWTH As the sport continues to grow, US Lacrosse membership has grown at an average of 12% over the past 5 years to reach the current 385,540+ members today. Level 2007 2008 2009 2010 2011 Youth 150,710 172,729 189,607 223,701 255,171 High School 56,946 66,224 67,953 74,855 85,017 Adult 29,959 31,579 31,467 33,552 36,049 243,282 277,249 296,165 341,369 385,540 Total **Note: The Total Membership figure is the summation of classifications other than those listed above. USL MEMBERSHIP VS. PARTICIPATION 800000 600000 400000 Membership 200000 Participation 0 2007 2008 2009 2010 % of Participants that are USL Members 2011 2007 2008 2009 2010 2011 49% 47% 44% 45% 44% WHAT DOES US LACROSSE DO? • US Lacrosse Provides: – Membership Services & Benefits – Men’s and Women’s Game Management – Men’s and Women’s National Teams – Sport Development Programs & Services – Marketing and Communications to all constituencies – Special Events – Lacrosse Hall of Fame and Museum – Fundraising BENEFITS OF USL MEMBERSHIP • • • • • • • • • • • 12 Issues of Lacrosse Magazine Access to Events Instruction from the game’s best players, coaches, and officials Annual email communication program highlighting constituent specific benefit information Membership card and bag tag Enrollment in a Chapter Supplemental accident Insurance for players and liability insurance for programs Staff Support/Information Center 10% Off- Members receive 10% off all purchases at the US Lacrosse Store. Partnership Benefits (e.g. Sports Authority coupons) Access to Grants and Education Membership Benefit Video For more information on the Benefits available to all USL Members, please click HERE. MEN’S /WOMEN’S GAME MANAGEMENT • US Lacrosse staff members and volunteers play a critical role in developing the rules and best practices for the sport. • US Lacrosse, in conjunction with volunteer committees, develops and authors the rules for the Women’s game • For the Men’s game, US Lacrosse is a consultant with the National Federation of High School (NFHS) and NCAA for the Men’s game To purchase a rule book, please click HERE. MEN’S /WOMEN’S GAME MANAGEMENT In 2011, US Lacrosse deployed its first set of youth rules for the boys and girls game. Along with developing the new rules with national volunteers, US Lacrosse also produced its first Youth Rules and Best Practices Guidebook • • RULES- developed to focus on player development, team play, sportsmanship and safety BEST PRACTICES- provide guidelines for youth lacrosse organizations to make sure the emphasis is where it should be– on the health and well being of the children, and their enjoyment and development in the game. The rules and best practices in these guidebooks were developed in conjunction with the US Lacrosse Sports Science and Safety Committee, a diverse group of professionals that specialize in a variety of disciplines within the sports medicine field. Please click HERE to reference the rules and best practices for each game. For more information about rules for other levels of play, please click HERE. ALL AMERICA PROGRAM US Lacrosse annually coordinates All-American and Academic All-American awards for boys’ and girls’ high school players. • • All nominations must be submitted to the appropriate chair for your region (varies by game) All nominations are reviewed by a selection committee before players are named an All American or an Academic All American. For additional information about the Boy’s All American Process, please click HERE. • USL Contact: Brian McGettigan ([email protected]) and Stephen Berger ([email protected]) For additional information about the Girl’s All American Process, please click HERE. • USL Contact: Liz Piper ([email protected]) and Melissa Coyne ([email protected]) NATIONAL TEAMS US Lacrosse coordinates all aspects of the men’s and women’s national teams program. The US teams compete in sanctioned world championships through the Federation of International Lacrosse. The US team program has four primary teams: 1. U.S. Men’s Team (selected every four years) 2. U.S. Women’s Team (selected annually) 3. U.S. Men’s U-19 Team (selected every four years) 4. U.S. Women’s U-19 Team (selected every four years) The National Teams hold clinics in conjunction with local chapters (see slide 28) For more information about the National Teams, please click HERE. SPECIAL EVENTS US Lacrosse sponsors numerous events over the course of the year that appeal to players, coaches, officials, and fans of the game. 1. Champion Challenge– features the U.S. Men’s and Women’s National Teams taking on the nation’s best collegiate competition 2. WCLA National Championship- 3. National Tournament- 4. West Regional Championship- 5. Central Regional Championship- 6. Northeast Regional Championship- 7. Southeast Regional Championship- 8. All- American Showcase- – – – – – – – Women’s Collegiate Lacrosse Associates National Championship Celebration of the women’s game (division championships, US Team exhibition, high school all-star game) U-11, U-13, and U-15 teams from the West compete U-11, U-13, and U-15 teams from the Midwest compete U-11, U-13, and U-15 teams from the Northeast compete U-11, U-13, and U-15 teams from the Southeast compete Features the nation’s elite high school players representing all corners of the United States. 9. U-15 National Championship- 10. Hall of Fame Ceremony – – 11. Provides the highest level of national lacrosse competition for U-15 boys’ and girls’ teams a celebration to honor the men and women, past and present, whose contribution to the game of lacrosse has been deemed worthy of their induction into the National Lacrosse Hall of Fame. National Convention– The largest and most comprehensive educational and networking event in the lacrosse world For details, exact locations, dates, and to register for each of these events, please click HERE. SPECIAL EVENTS- NATIONAL CONVENTION The US Lacrosse National Convention is the largest and most comprehensive educational and networking event in the lacrosse world for coaches, officials, and administrators held every January. There’s no better way to kick off the season than by joining the sport’s best and brightest for a weekend of learning and networking, all with the goal of “Raising Your Game” when you return to your local lacrosse program. Convention Includes: • Coaching Education Sessions • Officials Education Sessions • Guest speakers • Live Field Demonstrations • And much more! For more information, please click HERE. USL MUSEUM & HALL OF FAME • Museum: Come discover and relive the origins of America’s oldest sport at the Lacrosse Museum and Hall of Fame, located in Baltimore, MD! – • National Hall of Fame: initiated in 1957, the Hall of Fame annually inducts individuals based on outstanding lacrosse achievement and/or contribution. The mission of the Lacrosse Hall of Fame is to honor men and women, past and present, who by their deeds as players, coaches, officials, and/or contributors personify the great contribution of the sport of lacrosse to our way of life. – • For more information about the Museum, including pricing and hours, please click HERE. For more information on the National Hall of Fame or to nominate someone to be inducted, please click HERE. All nomination forms must be received by December 15th. Chapter Halls of Fame: All chapters have the opportunity to establish and induct local “Hall of Famers” into a Chapter Hall of Fame. – To see a listing of Chapter Hall of Fames, including all inductees, please click HERE. USL FOUNDATION—FUNDRAISING • • • The philanthropic arm of US Lacrosse, the USL Foundation works to generate resources above and beyond membership revenue to support the mission and vision of US Lacrosse. Your donation directly impacts the programs and services of US Lacrosse, enabling us to build on our shared passion to strengthen the sport through excellence. To learn more or make a donation, please click HERE. LACROSSE MATTERS, YOUR GIFT MATTERS. DONATE TODAY! PART 2: US LACROSSE PROGRAMS AND SERVICES USL PROGRAMS AND SERVICES • • • • • • • • • • New Start Program Physical Education Lacrosse Grant First Stick Program Gold Stick Program Positive Coaching Alliance AED Grant Program Fast Break Initiative Coaching Education Program Officials’ Training Program US National Team Clinics NEW START PROGRAMS • The New Start Program is a free resource for both members and non-members of US Lacrosse. It provides all of the necessary tools, resources, and information you need to launch lacrosse in your area. • Simply apply online to receive immediate access to these materials: – – – – – – – – – – The US Lacrosse New Start Manual Sample By-Laws 501 C3 (non-profit) provisions US Lacrosse Risk Management Manual The Preventing Physical and Sexual Abuse Guide First Aid Kit Contents Recruiting and Retaining Officials Information Equipment Assistance Contacts Copies of the USL Participation Survey A School Presentation PowerPoint • Please click HERE to learn more about the program. • USL Contact: Meghan Mulford ([email protected]) PHYSICAL EDUCATION GRANT • • Physical Education Lacrosse, also known as soft lacrosse, is a great way to introduce the sport to your students and community. US Lacrosse offers two physical education (PE) grant opportunities to assist educators and other lacrosse stakeholders in introducing the sport of lacrosse. 1. National PE Lacrosse Workshop Program- provides in-service training opportunities AND also awards equipment to workshop participants. 2. PE Equipment Grant Program- provides soft lacrosse equipment (30 soft lacrosse sticks, 30 soft lacrosse balls, 1 copy of the US Lacrosse PE Curriculum Guide and Reproducible packet). • Please click HERE to learn more about the PE Grant Program and to apply online. • USL Contact: Meghan Mulford ([email protected]) FIRST STICK PROGRAM • The ultimate grassroots initiative for new and developing youth (U-19 and below) lacrosse teams nationwide. This program is designed to deliver comprehensive USL developmental and safety resources, equipment, USL membership and coaching training to awarded teams. The end goal of each two-year partnership is to develop self-sustaining youth lacrosse programs that operate by USL national standards and best practices. • • Please click HERE to learn more about the program. The application is available in April on the website and is due on July 1st. • USL Contact: Morgan Cook ([email protected]) GOLD STICK STANDARDS • • • A self recognition program to honor and promote those leagues and events that operate under all recommended USL standards and best practices. The Gold Stick Standards embody the “Honor the Game” culture of our sport, and articulate the most worthy objectives of youth sports programs. US Lacrosse is currently working with a select number of leagues throughout the country to pilot the Gold Stick Program, which will roll out nationally in the summer of 2013. The Seven Standards for Leagues in the Gold Stick Program: 1. 2. 3. 4. 5. 6. 7. • • Rules League Administration Safety and Risk Management Player Safety and Sportsmanship Screened, Trained, and Certified USL Coaches Trained/Certified USL Officials Membership Please click HERE for more information on the Gold Stick Program. USL Contact: Billy Hook ([email protected]) POSITIVE COACHING ALLIANCE (PCA) • • • US Lacrosse and PCA share the following vision: To equip all coaches with the training and tools needed to become “Double-Goal Coaches”, where goal #1 is striving to win, and goal #2, the more important one, is teaching life lessons via lacrosse. PCA Double Coach 1 Course (Coaching for Winning and Life Lessons) is a current requirement for the US Lacrosse’s Level 1 Coaching Certification. The course may be completed online or at a live workshop. Sportsmanship Matching Grant Program- USL will subsidize 50% of the cost of a 1-year PCA Partnership to awarded organizations, consisting of up to 3 workshops, 100 free PCA books, and much more. – To learn more about the Grant Program and to APPLY, please click HERE • If your chapter would like to host a PCA Clinic, please contact the Sport Development Department at [email protected] • For more information about the Positive Coaching Alliance, please click HERE AED GRANT PROGRAM • • In 2006, US Lacrosse entered a strategic alliance with Cardiac Science to provide greater educational resources and special AED pricing for US Lacrosse members. AED Matching Grants: 1. 2. AED Unit & Training Package- for $1395, awarded teams will receive one Powerheart AED G3 Plus Automatic Unit, CPR Certification, as well as AED training and Program Management from Cardiac Science AED Unit Only- for $700, awarded teams will receive one Powerheart AED G3 Plus Automatic Unit, complete with Rescue Coach and CPR metronome to pace chest compressions. • To apply for an AED Grant, please click HERE. Applications are accepted twice a year, with the first cycle due June 1st, and the second cycle due September 1st. • For more information about the AED Grant Program, please click HERE • USL Contact: Meghan Mulford ([email protected]) FAST BREAK INITIATIVE • • An initiative started in 2005, designed to infuse a fledging lacrosse area with resources to launch the sport from the roots up through educating COACHES, OFFICIALS, PLAYERS, and ADMINISTRATORS all in one action packed weekend. Targets an area that has a limited amount of lacrosse being played, but displays strong enthusiasm for the sport and a willingness to learn and work with US Lacrosse to grow the game responsibly. • The local US Lacrosse chapter is responsible for hosting the Fast Break weekend • US Lacrosse will provide some or all of the following programs for FREE to the attendees: 1. 2. 3. • • Coaching Education Program Officials’ Training Program PE Lacrosse Workshop For more information and to see what chapters have hosted before, please click HERE If you would like to host a Fast Break weekend, please contact Meghan Mulford ([email protected]) COACHING EDUCATION PROGRAM • The US Lacrosse Coaching Education Program (CEP) includes: 1. 2. 3. 4. • Steps to become a Certified Coach: 1. 2. 3. 4. 5. • • Level 1 and Level 2 Online courses for Men’s and Women’s Lacrosse Level 1, Level 2, and Level 3 Instructional clinics for Men’s and Women’s Lacrosse Full Certification for Level 1 and Level 2 Men’s and Women’s Lacrosse Continuing Education Opportunities USL Membership Purchase and pass a USL/NCSI Background Screening USL Level 1 Online Course Level 1 Instructional Clinic PCA Double Goal Coach Workshop If your chapter would like to host a CEP Clinic, please contact the Coaching Education Department ([email protected]) For more information on the CEP, please click HERE OFFICIALS TRAINING PROGRAM • • • • USL develops and maintain the national standards and training programs for the certification of men’s game and women’s game officials at all levels. Online Courses: developed in 2012, each course will take the learner through the basics of foul recognition in each game. Resources such as videos, manuals, and senior officials’ mentorship programs are all available online Instructional Clinics: A platform of nationwide USL clinics offer men’s and women’s game officials on and off field education, training, and evaluation. – To find a local training clinic in your area, please reach out to the local DISTRICT TRAINING COORDINATOR (MEN’S GAME) or the LOCAL BOARD CHAIR (WOMEN’S GAME) • Scholarship Programs: The Officials Education Department awards scholarships to deserving officials to subsidize the travel and registration costs associated with attending the USL National Convention. For more details and to APPLY, please click HERE. • • For more information about the Officials Training Program, please click HERE USL Contact: Charlie Obermayer and Lucia Clark ([email protected]) US NATIONAL TEAM CLINICS • US Lacrosse offers US National Team clinics for youth and high school players (age 6-18) each year. These clinics offer an excellent opportunity to learn from the top players in the US, while also serving as a fundraiser for the US National Teams program and the local chapter host. • If your chapter is interested in hosting a National Team Clinic, applications are available online starting in August each year. In addition, the National Teams Department will send an application via mail to every Chapter President every August. • • For more information about National Team Clinics, please click HERE. USL Contact: Stacie Wentz ([email protected]) PART 3: US LACROSSE REGIONS AND CHAPTER NETWORK THE REGIONAL DEVELOPMENT TEAM Sara Noon- Managing Director of Membership and Chapters • • E-Mail- [email protected] Phone- (410) 235-6882 ext 114 Steve Kirr- Director of Regional Development • • E-Mail- [email protected] Phone- (410) 235-6882 ext 122 Lindsay Comodore-Associate Director of Western Regional Development • • E-Mail- [email protected] Phone- (410) 235-6882 ext 189 Michael Cochran- Associate Director of Eastern Regional Development • • E-Mail- [email protected] Phone- (410) 235-6882 ext 131 Ashleigh Logan- Chapter Relations Associate • • E-Mail- [email protected] Phone- (410) 235-6882 ext 190 SARA NOON Managing Director, Membership STEPHEN KIRR Director, Regional Development LINDSAY COMODORE Assoc. Director of Western Regional Development MICHAEL COCHRAN Assoc. Director of Eastern Regional Development ASHLEIGH LOGAN Chapter Relations Associate USL REGIONAL BREAKDOWN • • US Lacrosse is represented by 64 regional chapters serving 43 states throughout the country. Chapters are divided into the following regions: 1. 2. 3. 4. 5. 6. 7. 8. • • • Pacific (8 chapters) Mountain (5 chapters) North Central (1 chapter) South Central (6 chapters) Great Lakes (8 chapters) South East (8 chapters) Mid-Atlantic (16 chapters) New England (12 chapters) Each chapter has an Executive Board that works with USL National The establishment of Chapters is designed to unite lacrosse enthusiasts within a given geographic region to advance the objectives of US Lacrosse. For more information and a full listing of chapters, please click HERE. CHAPTER DNA “A US Lacrosse Chapter shares the same DNA as US Lacrosse. Chapters are seen as a volunteer led extension of USL and its 501(c)3 charitable status sharing local responsibility for serving the lacrosse community.” ––Chapter Effectiveness Subcommittee (CES) Report, June 1, 2012 CHAPTER DEFINITION • Chapter Definition A chapter of US Lacrosse is an extension of the national organization. A chapter unifies, promotes, and provides programs and services to the many aspects of men’s and women’s lacrosse in its geographic area. Each chapter serves as a conduit to the national headquarters of US Lacrosse and has the authority to conduct business conforming with the approved requirements outlined in the Chapter Agreement (version, September 2009) and the US Lacrosse Board/Council/Committee member Conflict of Interest Policy. • Each chapter of US Lacrosse is responsible for the following: – To serve as a geographic focal point for the education and development of lacrosse. And to bring US Lacrosse programs & services to members in their jurisdiction. – Actively and consistently communicate to chapter members. – To serve as the unbiased, umbrella support organization for the responsible growth of the sport in their area. – To honor players, coaches, and officials whose skill and conduct on the field and in their business and professional lives inspire in the youth of the nation a high regard for the game of lacrosse. – To completely understand the purpose and responsibilities of US Lacrosse - to organize all levels of men’s and women’s lacrosse under one given body, and to regularly and effectively interact with other chapter areas in the areas of lacrosse promotion, expansion, preservation, information, education and networking. CHAPTER AS REGIONAL SUPPORT • Chapters support the US Lacrosse mission and vision. • Chapters promote US Lacrosse national priorities and implement national strategies. • Chapters promote programs and services to all members, players, leagues, groups, families, coaches, officials, program administrators, and others in the lacrosse community to inspire participation while protecting the integrity of the sport. • Chapters supplement the national organization, but do not replace it. CHAPTER INCORPORATION • Requirement – • Why Incorporate? – • If you go to this link: http://www.irs.gov/charities/article/0,,id=167760,00.html you will find a link and phone number to every state. If you click on your state, please note you will be asked to leave the IRS website to go to an independent state website for information. Costs – • If some unfortunate incident should happen (such as an injury at a tournament or fund raising event), and the injured party decides to sue, those managing an unincorporated organization are more likely to face personal liability. Incorporation does not guarantee the chapter leadership will not be sued , but it does provide a measure of defense. The corporation would be the defendant instead of the individuals. IRS Information about Incorporation – • US Lacrosse requires each chapter to incorporate in their state. For legal reasons at both the national and local levels, it is in the best interest of the chapter to maintain an incorporated status. The costs for becoming incorporated will vary from state to state. The costs will include a filing fee and in some states an advertising fee to publish the fact of incorporation. In addition, unless someone does the legal work for free (“pro bono”), there will be the costs of preparing the legal documents - the articles of incorporation (“charter”) and bylaws. IMPORTANT: – Chapters are prohibited from incorporating or setting up an account as "US Lacrosse XX" or “US Lacrosse XX a Chapter of US Lacrosse”. The individual chapter name must come before ‘US Lacrosse’. It needs to be of the form: “The XXXXXX Chapter of US Lacrosse, Inc.”. OBTAINING AN EIN • What is an EIN? – • How to obtain a Federal EIN – – – – • Federal Employee Identification Number Each Chapter of US Lacrosse must obtain its own federal Employer Identification Number (EIN). This is a separate task from becoming incorporated. As an incorporated entity, separate from US Lacrosse, with its own EIN, the Chapter will be considered as a tax exempt entity under US Lacrosse’s Group Exemption number, so the local chapter is not required to file for its own determination letter from the IRS. See Section 5 for more detailed guidance on non-profit status. The local chapter will conduct all business under its own EIN for any tax exempt activities or business. http://www.irs.gov/businesses/small/article/0,,id=97860,00.html Your chapter can obtain an EIN through the IRS at Here is a link to applicable IRS phone numbers for further guidance: http://www.irs.gov/help/article/0,,id=96730,00.html How to change your chapter information with the IRS: – For a chapter to change its address for IRS purposes only, go to www.irs.gov and search for 8822. Complete section two of form and send to appropriate address noted on page 2. The direct link to IRS Form 8822 is http://www.irs.gov/pub/irs-pdf/f8822.pdf. A chapter change of address should occur when the address on file belongs to a past board member who is no longer affiliated with the chapter in any formal capacity as an executive member. As a recommendation, the address on file should belong to either the president of the chapter or the Treasurer. Once a change of address is processed the chapter should immediately contact US Lacrosse with the updated information and provide a copy of the change to the person responsible for filing your tax return. CHAPTER TAXES • TAX YEAR: – • TAX EXEMPTION: – • In 2003, US Lacrosse moved to a December 31st Fiscal year end. In order to have consistency among all chapters, it is now required that all Chapters adopt a December 31st year end for their corporation. US Lacrosse chapters have the incredible benefit of being able to fall under the organizations tax exempt umbrella. While chapters must obtain their own EIN, and Incorporate in their own state they still benefit greatly from the 501(c)(3) status under US Lacrosse. A chapter may choose to operate with their own 501(c)(3) if they choose, however; they may have to incur certain responsibilities such as increased IRS filing requirements. What’s a “501(c)(3) organization”? – “501(c)(3)” refers to a section of the Internal Revenue Code, which is the law that governs federal income tax. A non-profit organization is exempt from federal income tax because it meets the requirements of section 501(c)(3). PART 5: CHAPTER PROGRAMS CHAPTER SPECIFIC PROGRAMS 1. 2. 3. 4. 5. Chapter Recognition Program Chapter Grant Program Chapter Hall of Fame Chapter Fundraisers Chapter E-Mail Blast CHAPTER RECOGNITION PROGRAM • US Lacrosse is pleased to recognize the hard work of local US Lacrosse chapters through the Chapter Recognition Program. This program is designed to recognize chapters for their outstanding performance in fulfilling US Lacrosse’s mission to provide programs and services to inspire participation while preserving the integrity of the sport. – This award is granted quarterly and the awarded chapter receives a certificate, outreach via several USL channels of communication, announcement at national convention chapter events, and grant funding. – Chapters are nominated by the Chapter Relations Department and staff at USL, then contacted for an interview. – The awardee is selected by vote of the chapters’ committee after reviewing recent and upcoming activities of the chapter, compliance status as well as long term goals. • • For more information, and to read about past awarded chapters, please click HERE. USL Contact: Ashleigh Logan ([email protected]) CHAPTER GRANT PROGRAM • US Lacrosse annually provides grants to its chapters in order to assist with the funding of programs and services to support the growth of the sport in local areas. – – – – – – The number of grants awarded and the amounts awarded depend on how many applications are submitted and the actual programs for which they are funding. Chapters must submit a Grant Application in order to be awarded Only 100% compliant chapters are eligible to apply Application Period is June 15th – August 15th All applications are reviewed by the Grant Review Committee Award Letters are distributed by October 1st The Chapter Grant Program will be offered biannually starting in 2014! • • For more information and to read about past awarded grants, please click HERE. USL Contact: Ashleigh Logan ([email protected]) CHAPTER HALL OF FAME • • Many chapters annually or biyearly host local Hall of Fame events to recognize and induct local “famers” who have accomplished an outstanding lacrosse achievement and/or made a noteworthy contribution to the sport. Chapters are responsible to nominate, select, and honor the local lacrosse legends at a Hall of Fame event of their choice. • For a full listing of Chapter Hall of Fame Inductees, please click HERE. • Please see a few of the local Hall of Fame events highlighted on our CHAPTER NEWS page. Please e-mail Ashleigh Logan with a Listing of Inductees, Location and Date of your Chapter’s next Hall Of Fame Event. CHAPTER FUNDRAISING • We encourage chapters to hold local fundraisers to supplement the financial support from US Lacrosse. • Recommended Fundraisers: 1. 2. 3. 4. Local Tournament Hall of Fame Events Host a Moe’s Southwest Grill Benefit Night Odor Balance • In addition to the above, please feel free to invent your own Chapter Fundraisers and share those that work with us at US Lacrosse and the chapter network! • For more information about the Recommended Fundraisers, please click HERE. E-MAIL BLAST PROCEDURE US Lacrosse can send out an e-mail blast to your chapter members on your behalf up to one time per month. • How to send an E-Mail Blast: 1. 2. 3. 4. Draft the content within a word document, pdf, e-mail, etc. Please include all artwork needed. E-Mail content to Ashleigh Logan at least 2 weeks before it needs to be sent out Ashleigh will submit the content to the Communications Department and a List Request to the IT department. The Communications Department will integrate the content into a USL template and distribute to your chapter members. • NOTE: due to the workload of the Communications Department, this process takes 8-10 BUSINESS DAYS. We do our best to accommodate each request as quickly as possible. If you would also like to send the blast to surrounding chapters, please contact the other chapter president first for their permission. You will need to e-mail the desired content, ask for their approval, and then forward their approval to Ashleigh. MEMBERSHIP LIST REQUEST US Lacrosse can provide you with a list of current USL Members in your Chapter at any given point. We can also provide a listing of USL Members by State. • In order to request a listing, please contact Ashleigh Logan. Please Remember: – US Lacrosse can only supply Membership List to the Chapter President or with approval of the Chapter President to another executive board member – All Membership Information is STRICTLY CONFIDENTIAL – The Chapter can not provide any Membership Information to any third party USL BRANDING • Branding Guidelines: – Please reference the below link for the USL Branding Guidelines for the US Lacrosse logo, and the US Lacrosse Chapter Logos. – US Lacrosse Branding Guidelines – The Chapter can not provide the US Lacrosse logo to any third party vendor without first obtaining the written approval by US Lacrosse. • Banners: – US Lacrosse can get a Chapter Banner, featuring your Chapter Logo produced for you. If you need a Chapter Banner for an upcoming event, please contact Ashleigh at least 3 weeks prior to the event. • Chapter Logo: – If you need your Chapter Logo file (.jpg or .ia), please reach out to Ashleigh CHAPTER PROMOTIONAL ITEMS US Lacrosse has partnered with Target Marketing to build a website where Chapters can order promotional items and branded apparel. http://www.targetlogosonline.com/uslacrosse/ HOW TO PLACE AN ORDER: • • • • • • • • • • Go to http://www.targetlogosonline.com/uslacrosse/ Log-In to your account Select the item you’re interested in Select the logo you want to personalize the item with (Primary Logo or Chapter Logo) Indicate the Quantity you would like to order Push “Add to Cart” Review order, and select “Checkout” Complete the necessary Billing and Shipping Information Pay by Credit Card or elect to be Billed Confirm Order If you do not see the item that you are looking for, please visit http://www.tmgcatalog.com/ to view Target Marketing’s full product catalog. Any item not offered on the site, must be approved by USL before ordering. CHAPTER SPONSORSHIP PROCESS If your Chapter has sponsorship opportunities to present to the lacrosse market, please: 1. 2. 3. 4. Notify USL Chapters Director (Steve Kirr) and USL’s Sponsorship Manager (Rob Scherr). Identify which company has solicited you, or which company you would like to solicit. Identify terms including the value and cost of the sponsorship, category of sponsorship, Chapter region represented, and length of the proposed agreement. Identify the full list of assets and benefits associated with all activation, including tangible and intangible benefits (what you are doing for sponsor and what the sponsor is doing for you). If there are specific cost for certain assets or programs, please include those costs. • Please also include any ideas or thoughts on where the potential sponsorship relationship can go in the future (3-5 years down the line). Our goal is to assist you with the valuation and setting up of the sponsorships to make sure you are getting the maximum amount of resources you require to run effective programs and events. ANNUAL CHAPTER RESPONSIBILITIES Complete CHAPTER CERTIFICATION (formerly known as Chapter Compliance) by May 31st Conduct an ANNUAL MEETING of it’s membership Submit MINUTES from all Chapter Meetings Have a minimum of TWO EVENTS PER YEAR TO PROMOTE LACROSSE (tournaments, youth festival teams, golf events, play days, clinics, Hall of Fame ceremony, CEP, etc.) 5. Administer a minimum of ONE CHAPTER GRANT OR OUTREACH PROGRAM ANNUALLY (provide funding, equipment, and/or other support to a local entity) 6. Integrate SPORTSMANSHIP, PARTICIPATION AND DIVERSITY into all applicable chapter programs and services. 7. Establish and Maintain the CHAPTER’S WEBSITE (template provided by USL) 8. Comply with US Lacrosse’s GUIDELINES FOR THE USE OF ITS LOGO AND NAME (Chapters must identify themselves as ‘a regional chapter of US Lacrosse’ and use the Chapter logo supplied by US Lacrosse) 9. Do NOT ENDORSE ANY THIRD PARTY PRODUCT/SERVICE or permit the chapter/USL name/logo on any third party marketing without prior consent 10. Acknowledge that any MEMBERSHIP LIST IS PROPERTY OF USL and the Chapter can not disclose this information to anyone else without approval from USL. (Chapter Membership List can only be requested by or with the Chapter President’s approval) 1. 2. 3. 4. PART 6: CHAPTER CERTIFICATION CHAPTER CERTIFICATION • CHAPTER CERTIFICATION CHECKLIST: Board Roster Chapter By-Laws Financial Summary Tax Documentation Chapter Agreement Conflict of Interest Policy Participation Survey D&O Insurance Policy Coverage Chapter Effectiveness Initiative Minutes from all Board Meetings Constituent Planning & Budget Submit Annually by May 31st Submit Annually by May 31st Submit Annually by May 31st Submit Annually by May 31st Submit Annually by May 31st Submit Upon Change/Add. Submit Annually by Dec. 31st Submit Annually by May 31st Submit Annually by May 31st Post on Chapter Website Submit by July 1st Please submit documents to Ashleigh Logan. Chapter Certification Tool coming soon! BOARD ROSTER • WHAT IS THIS? – A listing of all Chapter Board Members including their name, e-mail address, mailing address, USL Membership #, and beginning and end term dates. • WHY DOES IT MATTER? – It is important to provide a listing of ALL chapter board members; executive committee and extended board positions. This section allows US Lacrosse staff to monitor the current chapter board. • WHO NEEDS TO COMPLETE THIS? – The chapter president is responsible for ensuring completion of this section. He/She will need to ask their board members to update their information when necessary. The Chapter President will have the ability to change the role of individuals that make up the board, but can not edit the contact information for individual board members. They will need to make those changes within their own profiles. • THINGS TO CONSIDER: – Please update the Board Roster upon any change in officer or addition of a new position. – Although each individual board member is responsible for updating their contact information, and maintaining a current membership, the chapter president is responsible for seeing that this task is completed. CHAPTER BY-LAWS • WHAT IS THIS? – This document (like the Chapter Agreement) details operations for the chapter including term limits, board composition, and voting protocol. Template is provided by US Lacrosse. • WHY DOES IT MATTER? – The Chapter By-Laws are important because they determine how chapters are governed. • WHO NEEDS TO COMPLETE THIS? – Each executive board member (President, Vice President, Treasurer, and Secretary) will need to complete this step. It requires each member to review, and answer questions regarding the document. • THINGS TO CONSIDER: – If your chapter operates as an independent 501c3, and has a restricted fund that doesn’t allow for alignment with the USL bylaws template, the last section allows for an addendum to be attached. Any changes to the template bylaws will need to be reviewed and accepted by the US Lacrosse staff and Governance committee. FINANCIAL SUMMARY • WHAT IS THIS? – A financial statement that reports all of the chapter’s expenses and revenues for the previous fiscal year. • WHY DOES IT MATTER? – US Lacrosse chapters are responsible for appropriately spending resources to support the members and constituents within their chapter area. In order for US Lacrosse to gauge the impact of each chapter’s investments in the community, a financial report must be produced annually. This also allows the USL Finance department to review and audit chapter spending. • WHO NEEDS TO COMPLETE THIS? – Each chapter will need to complete this requirement annually. The Chapter President is responsible for completion of this task, but many assign the execution of the task to the Chapter Treasurer. • THINGS TO CONSIDER: – The more detail included in the financial report, the better. US Lacrosse will review all financial summaries submitted, and will ask the chapters to elaborate if sufficient information is not provided. If necessary, US Lacrosse staff will ask the chapter questions about certain line items. TAX DOCUMENTATION • WHAT IS THIS? – Each chapter must submit a 990, 990EZ, or ePostcard to the IRS annually. Submit the IRS confirmation to US Lacrosse when sent to the IRS but no later than November 30th. For more information about tax filing requirements for non-profits, please click HERE. • WHY DOES IT MATTER? – Each chapter is included within the US Lacrosse 501c3, through group exemption. It is imperative for the chapters to submit tax returns annually, so as to not jeopardize the tax exempt status of the National Governing Body (US Lacrosse). • WHO NEEDS TO COMPLETE THIS? – Each chapter will need to complete this requirement annually. The Chapter President is responsible for completion of this task, but may assign the execution of the task to the Chapter Treasurer. • THINGS TO CONSIDER: – Failure to complete this task puts the chapter and US Lacrosse at risk for the revocation of taxexempt status. – When you file your chapter’s tax return, the first name in the name block must be the name of the parent organization, aka: US Lacrosse, Inc. The second line is the name of the subordinate filing, aka: the chapter. Please also make sure that you use the tax ID of the subordinate, and not that of the parent (even though the parent's name is on the tax return). CHAPTER AGREEMENT • WHAT IS THIS? – • WHY DOES IT MATTER? – • It details the responsibilities of the chapter in order to maintain good standing with US Lacrosse. WHO NEEDS TO COMPLETE THIS? – • The Chapter Agreement is the “contract” between the Chapter and US Lacrosse. Each executive board member (President, Vice President, Treasurer, and Secretary) will need to complete this step. It requires each member to review, and answer questions regarding the document. THINGS TO CONSIDER: – – It is imperative for each board member to review and sign the document. The document includes many details regarding the operations of a chapter, all of which need to be digested by all executive board members. If your chapter needs to make any changes to the USL Chapter Agreement terms, the last section allows for an addendum to be attached. Any changes to the agreement will need to be reviewed and accepted by the US Lacrosse staff and Governance Committee. CONFLICT OF INTEREST • WHAT IS THIS? – A document where each board member is asked to disclose any conflicts of interest they may have. • WHY DOES IT MATTER? – It is important to disclose any possibilities of conflict with the organization, when holding a leadership position within a chapter. • WHO NEEDS TO COMPLETE THIS? – The Chapter President is responsible for ensuring board completion of this section. Each chapter executive board member (President, Vice President, Treasurer, and Secretary) is required to complete their own Conflict of Interest form. • THINGS TO CONSIDER: – Any conflicts of interest must be disclosed to hold a leadership position on the chapter board. PARTICIPATION SURVEY • WHAT IS THIS? – • WHY DOES IT MATTER? – • The Participation Survey is very important for US Lacrosse and the Communications Department. The participation survey is routinely used by athletic departments, school districts and other governing associations to help make decisions regarding sponsorship of the sport of lacrosse in their programs. USL also receives frequent requests from local, regional, and national media seeking current participation information and historical date to analyze trends. WHO NEEDS TO COMPLETE THIS? – • The US Lacrosse Participation Survey is produced annually to monitor participation at different levels of the sport across the country. The primary source of data for this report are surveys completed by the active US Lacrosse regional chapters. To see past Participation Surveys, please click HERE. The Chapter President is responsible for completion of this task. He/She may assign the task to another board member, however the president will be accountable for meeting the deadline (December 31st). THINGS TO CONSIDER: – The Participation Survey is completed through this link. Further instructions and webinar are detailed on the Chapter Certification tool. D&O INSURANCE • WHAT IS THIS? – – – • WHY DOES IT MATTER? – • All chapters are required to have a current D&O policy in order to protect against any claims. WHO NEEDS TO COMPLETE THIS? – • Directors & Officers Liability insurance protects sports organization and their members from claims arising out of wrongful acts or errors and omissions. Coverage under this program is provided to any member of the organization while acting in an official capacity on behalf of the chapter. Chapters are to acquire D&O Insurance through Bollinger Insurance Solutions. For more information, including pricing, please click HERE. The Chapter President is responsible for completion of this task. He/She may assign the task to another board member, however the president will be accountable for meeting the deadline. THINGS TO CONSIDER: – Bollinger Insurance will typically send notices to each chapter when their policy is up for renewal. Please keep an eye on your policy dates, so the chapter always has a current policy. MINUTES • WHAT IS THIS? – • WHY DOES IT MATTER? – • This is important so US Lacrosse staff can see what was discussed and covered at each board meeting, and minutes can be shared with constituents that did not attend the meeting. WHO NEEDS TO COMPLETE THIS? – • Chapters are responsible for recording minutes from all chapter board meetings and submitting them by uploading them to their chapter website. See sample template on next slide. The Chapter President is responsible for completion of this task, but generally this falls as a responsibility of the Chapter Secretary. THINGS TO CONSIDER: – Minutes can be submitted in any form, but US Lacrosse suggests using the template on the next slide. MINUTES TEMPLATE [Meeting T itle] [Pic k the dat e] [Meeti n g T ime] [Meeti n g Loc at i o n ] Meet i n g c alled by T ype of meeti n g Fac ili t a t or Note tak er T imek e e p er Atten d e es [Agenda T opic] [T ime allot t e d] [Pres en t e r] Dis c us s ion • If you would like to use this template, please download the template from HERE. • After each board meeting, please upload your Meeting Minutes to your chapter website. Conc lus i o ns Ac tion Items Pers on Res pon s i b l e Deadl i n e [Agenda T opic] [T ime allot t e d] [Pres en t e r] Dis c us s ion Conc lus i o ns Ac tion Items Pers on Res pon s i b l e Deadl i n e Pers on Res pon s i b l e Deadl i n e [Agenda T opic] [T ime allot t e d] [Pres en t e r] Dis c us s ion Conc lus i o ns Ac tion Items CHAPTER EFFECTIVENESS INITIATIVE • Background: In June 2011, a new subcommittee of the Regional Chapters Committee was established. The Chapter Effectiveness Subcommittee (CES) was given the charge to further develop the: 1. Core Strategies 2. Performance Indicators 3. Optimum Financial Model 4. Revised Chapter Agreement and Chapter By-Laws • Outcome: A series of recommendations that can assist the Chapter network in more efficiently and effectively providing support and services to the growing lacrosse community, including the following: • Develop a regional staffing model to support the chapter network • Provide expanded resources to constituents and constituent organizations • Revise Chapter By-Laws to provide concrete guidance on board structure and term limits. Chapter Agreement revised 2/2012. RESOURCE ALLOCATION PROCESS Effective January 2014, national resources will be allocated on an equitable basis among the Chapter network based on specific criteria including the density of USL membership within a Chapter area. Step 1 Step 2 Step 3 Chapter Compliance Support $2,500 will automatically be deposited at the beginning of the calendar year to cover compliance costs. Chapter Program Budget Support Develop/submit a Chapter Constituent Support Budget (CSB) for the upcoming calendar year (details on slide 60-62). Chapter Grant Opportunity A Chapter Grant Program opportunity will be available to the local chapters twice a year. CSB PLANNING PROCESS • WHAT IS THIS? – • WHY DOES IT MATTER? – • In order to receive funds, each chapter will need to submit a plan and budget to support the members and constituents within their chapter area. Without completion of this step, the chapter will not receive funds from US Lacrosse. WHO NEEDS TO COMPLETE THIS? – • Constituent planning is the basis for distribution of funds for US Lacrosse chapters. The Chapter President is responsible for completion of this task, however it is crucial for all executive chapter board members to partake in the execution of the task. The process is a collaborative effort between the chapter board, and constituent groups within the chapter area. THINGS TO CONSIDER: – Constituent Planning is one of the most important pieces of the process. It is the vehicle for chapters to receive money from US Lacrosse to support their areas. It also allows US Lacrosse staff to monitor the progress and impact each chapter has in their area. CSB PLANNING PROCESS WHAT IS THE CSB? • (CSB) is the Constituent Support Budget, it is a budget planning process created by the (CES) Chapter Effectiveness Subcommittee in 2012. • The CSB is an integral part of the New Resource Allocation Budget program which replaces the old rebate system in 2014. • The New Resource Allocation Budget is the method that Chapters will use to receive funds to operate the chapter, provide programs and services for constituent organizations and apply for grants to augment the needs of the constituents in their region. • The CSB Planning session is the process that each US Lacrosse Chapter will undergo with all of its constituent organizations , groups, leagues , townships , counties and or municipalities that require programmatic needs. CSB PLANNING PROCESS THE CSB PROCESS HAS 3 PHASES: PHASE 1: Chapter Leadership Meeting to develop Performance Indicator Plan – Self assessment – Plan vs. Actual review PHASE 2: Chapter/League meeting to develop priority list of programs and services PHASE 3: Chapter leadership meeting to finalize CSB – Allocations against performance indicators – Allocations to support needs of groups/leagues – Work with USL staff to build your Constituent Budget THANK YOU!! On behalf of all US Lacrosse Staff, thank you very much for everything you do!