LVSC Club Expense Policy

All Club Recreation Soccer Program Expenses are to be paid directly from the Club's checking accounts or, for certain types of approved expenses, paid by recreation coaches or other individuals affiliated with the recreation program and then reimbursed from the Club's recreation checking account. For the purpose of this policy, recreation Soccer Program Expenses are defined to be all expenses incurred on behalf of the Recreation program 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 expenses as approved by the BOD

EXPENSE CHECK REQUEST FORM (CLICK LINK)

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 soccer program. 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 LVSC recreation program, in which players and coaches participate under; and any activity in which the team is participating under the auspices of the Club.

The Executive Committee shall have responsibility for the administration of this policy.

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 including a per player fee payed to LVSC general overhead account as levied to the travel program for a seasonal year. The per player fee is $25.00 per player per playing season (Fall/ Spring) and can be increased or decreased only by majority vote at the June annual meeting. This basic program includes participation in all league scheduled games, league registration and insurance, use of fields, professional training (10 1.5 hr sessions during each season), referee fees during league play and fees for participating in one or more tournaments per season should the team budget allow. Travel teams are encouraged to fit their programs within the structure and expense of the Club's basic program but have the ability with approval from the parents to raise additional funds for the direct benefit of the team provided those funds are spent on reasonable and customary expenses for running a travel team.

A budget for Discretionary Team Expenses for the following fall and spring seasons shall be set at the end of the spring season (June annual meeting). 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. All unused funds will be carried forward on behalf of a team 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:

  1. 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,
  2. At least three-quarters of team members must be willing and able to participate in such programs
  3. 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
  4. 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.

All expenses for Travel teams will be paid using a LVSC expense form and must be accompanied by payment receipt of reasonable back up to justify a team expense and or reimbursement.