RRDSC MANAGER/COACH FALL MEETING 2019 Presented By: Barb Phipps, - - PowerPoint PPT Presentation

SLIDE 1

RRDSC MANAGER/COACH FALL MEETING 2019

Presented By: Barb Phipps, Joanna Tucker and Kate Stahlin

SLIDE 2

FREQUENT TERMS

„

RRDSC - Rio Rapids Durango Soccer Club

„

DYSA – Durango Youth Soccer Association (doing business as RRDSC)

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BOD – Board of Directors – Please see website for full list of names: www.durangosoccer.com

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DOO – Director of Operations – Kate Stahlin

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DOC – Director of Coaching – Joanna Tucker and Jimmy Hall

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DOG – Director of Goalkeeping - Doug Ewing

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Registrar – Joanna Tucker

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DCL – Duke City League (which is in ABQ)

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ABQ – Albuquerque/Bernalillo

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FCYSL – Four Corners Youth Soccer League

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Signed Roster – your TEAM’s Player Information which is required for ALL tournaments. This document must be signed by the RRDSC Registrar (this will be in your Manager Book but if your team changes players you must get a new Signed Roster from the Registrar).

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GotSoccer (Gotsport)– team information website where you can register your team for some tournaments, print rosters, print medical liability forms, upload forms, send emails etc. You will be given your team login id and password by the RRDSC Registrar.

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TeamSnap – Application for your phone or computer where you can put all of your dates for the season, contact information for your parents, email, live game information, payments with your team and many other features.

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COPA – Copa del Sol 3x3 tournament (Mandatory)

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FAQ’s – Frequently Asked Questions

SLIDE 3

MANAGER RESPONSIBILITIES

„ Setting Up Your Manager GotSoccer Account „ Responsible for the TEAM BOOK „ Communication with your Coach „ Tasks for Beginning of Season „ Team Fees „ Team Meeting at Beginning of Every Season „ Communication with Team throughout the Season „ Recruiting Parents to Volunteer „ Creating a Positive Season for your Team and RRDSC

SLIDE 4

SETTING UP YOUR GOTSOCCER MANAGER ACCOUNT

„Background Check „Concussion Test „Safe Sport

SLIDE 5

TEAM BOOK

BRING THE TEAM BOOK TO EVERY PRACTICE/GAME and TOURNAMENT

„ 3 OFFICIAL SIGNED ROSTERS „ PLAYER CARDS (I would take pictures of all the player cards) „ COACHES CARD „ SIGNED MEDICAL LIABILITY FORMS (make a pdf or upload to GotSoccer team

page) PLAYERS may NOT play in ANY SANCTIONED GAMES until this is signed (a parent can send you a signed form via email).

„ COPY OF PLAYER INSURANCE CARD „ SIGNED PARENT CODE OF CONDUCT PLAYERS may NOT play in ANY

SANCTIONED GAMES until this is signed (a parent can send you a signed form via email).

„ CONTACT LIST OF ALL PARENTS – PHONE NUMBERS „ TEAM FEE SPREADSHEET „ TOURNAMENT PAPERWORK „ YOUR CONTACT INFORMATION INCASE IT GETS LOST

SLIDE 6

COMMUNICATION WITH COACH

„ Communication: What form of communication do they prefer? Email, Text or Phone

Call (Be sure to swap each others information) Coaches and Managers please make an effort to respond back to one another in a timely manner.

„ Availability: Is your Coach Available for all Practices/League Games/Scrimmages

and Tournaments? It is the Coaches responsibility to find an Alternative Coach.

„ Tournaments: Please discuss which tournaments the Coach would like to attend

based on the DOC recommendations.

„ Roster: Does the Coach feel they need Guest Players due to unavailability of team

• players. If so, then contact your DOC. (ALL GUEST Player request must go through

the DOC and RRDSC Registrar)

„ Scrimmages (outside practice times): Coaches please notify your Manager if you

would like to have scrimmages during the season so they can send out dates and see about availability.

„ Hotels: Does the Coach want to stay at the Team Hotel (if Coach has 2 teams

please contact other Manager to try to stay at same location). Would the Coach like to set up their own accommodations, and or reserve their own rooms.

„ Payments: Inform the Coach when they will be receiving their payments. I

recommend giving them a check no later than Tuesday the week of travel. Also, I would not pay until you have confirmed with the Coach they will be attending (confirm within 2 weeks) and or that the games are still scheduled. I am using VENMO to pay the Coach which puts the money directly into their account within 3 business days.

SLIDE 7

TASKS FOR BEGINNING OF SEASON

„ Beginning of the season be sure to check Tournament Registration Due

Dates, Tournament Dates and League Dates for any conflicts. If you have a conflict, please notify your DOC immediately.

„ Register your team for the Recommended Tournaments by the DOCs after

you have spoken to your Coach(be sure to find out your teams availability

• nce again if you need guest players you MUST go through your RRDSC DOC

and RRDSC Registrar)

„ STAY TO PLAY (see Parent Team Meeting Form) contact the tournaments

hotel coordinator to set up accommodations. If your tournament is not a Stay to Play then you can choose to make a hotel arrangement for your team or you may allow your team to find their own accommodations.

„ Email your Team- Introduction, Contact Information for yourself and your

Coach, Potential Dates and Tournaments (inquire about availability, give practice times, dates and location (if you have that information), let them know they will be receiving an email from TEAMSNAP to set up their player/parent information and set a date and time for MANDATORY TEAM MEETING (preferably first week either before or after practice at field location).

„ Setup your TEAMSNAP Account „ Start working on your Team Fee Spreadsheet

SLIDE 8

TEAM FEE SPREADSHEET

TEAM: Fall 2019 COACH: Event Dates Location Distance Travel Allowance Registration Fee Misc Hotel Coach Fee (tournament

• nly)

Coach Meal Allowance Total per Event # Players Total per Player in miles $.54 per mile $50 per day $30 per day Per Event Practice Gym Fees

• $
• $

#DIV/0! League

• $
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#DIV/0!

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#DIV/0!

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#DIV/0!

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#DIV/0!

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#DIV/0!

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#DIV/0!

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#DIV/0!

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#DIV/0! Tournament 1

• $
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#DIV/0! Tournament 2

• $
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#DIV/0! Tournament 3

• $
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#DIV/0! COPA (max roster 6) $150x# of teams)

• $
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• $
• $
• $
• $

#DIV/0! Coach Gift From Team

• $
• $

#DIV/0! Overage/Administrative Fee

• $
• $

#DIV/0! Season Fees

• $

#DIV/0! Total Player Fee #DIV/0!

Mileage Chart

• ne way

roundtrip League Fees Chart: ABQ 208 416 Four Corners League: Aztec 40 80 U9-U10 $225/per season referee fee $80/per season Bloomfield 46 92 U12 $250/per season referee fee $80/per season Farmington 50 100 Moab 158 316 Mountain Region League: Salt Lake City 394 788 U11-U12 $280/per season Aspen 247 494 Carbondale 216 432 Duke City League: Crested Butte 198 396 U9-U10 $560/per season Denver 337 674 U11-U12 $835/per season Glenwood Springs 249 498 U13-U14 $920/per season Grand Junction 168 336 U15 Middle School $920/per season Montrose 107 214 U15 HS and Older $1800(this only applies to HS season) New Castle 238 476 Pagosa Springs 60 120 Palisade 173 346 Ridgeway 81 162 Rifle 223 446 Steamboat Springs 354 708 Telluride 111 222 Vail 300 600 Flagstaff 313 626 Phoenix 454 908 Las Vegas 531 1062

SLIDE 9

TEAM FEE SPREADSHEET EXAMPLE

TEAM: 06BSELECT FALL 2019

COACH: MATT STEFFENS Event

Dates Location Distance Travel Allowance Registration Fee Misc Hotel Coach Fee (tournament

• nly)

Coach Meal Allowance Total per Event # Players

Total per Player in miles $.54 per mile $50 per day $30 per day Per Event

Practice Gym Fees

• $
• $

16

• $

League DUKE City

• $

920.00 $

• $
• $
• $
• $

920.00 $ 16 57.50 $

14-Sep-19 Duke City

416 224.64 $

• $

5.00 $

• $
• $

30.00 $ 259.64 $ 16 16.23 $

28-Sep-19 Duke City

416 224.64 $

• $

5.00 $

• $
• $

30.00 $ 259.64 $ 16 16.23 $

12-Oct-19 Duke City

416 224.64 $

• $

5.00 $

• $
• $

30.00 $ 259.64 $ 16 16.23 $

19-Oct-19 Duke City

416 224.64 $

• $

5.00 $

• $
• $

30.00 $ 259.64 $ 16 16.23 $

• $
• $
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16

• $
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16

• $
• $
• $
• $
• $
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• $
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16

• $

Tournament 1 9/6-9/8

Flagstaff 626 338.04 $ 675.00 $

• $

490.00 $ 100.00 $ 90.00 $ 1,693.04 $ 16 105.82 $

Tournament 2 10/11-10/13 AZ Arsenal

908 490.32 $ 695.00 $

• $

440.00 $ 100.00 $ 90.00 $ 1,815.32 $ 16 113.46 $

Tournament 3 10/25-10/27 CSA

336 181.44 $ 675.00 $

• $

260.00 $ 100.00 $ 90.00 $ 1,306.44 $ 16 81.65 $

Tournament 4 11/15-11/17 Gaylord

416 224.64 $ 475.00 $ 10.00 $ 260.00 $ 100.00 $ 90.00 $ 1,159.64 $ 16 72.48 $

COPA (max roster 6) $150x# of teams)

• $
• $
• $
• $
• $
• $
• $

16

• $

Coach Gift From Team

150.00 $ 150.00 $ 16 9.38 $ Overage/Administrative Fee 80.00 $ 80.00 $ 16 5.00 $ Season Fees 8,163.00 $ 510.19 $ Total Player Fee 510.19 $ Tournaments 1,2,4 428.54 $ Tournaments 1,3,4 396.73 $ Tournaments 1,2,3 437.71 $

SLIDE 10

TEAM FEE SPREADSHEET

Managers are responsible for creating spreadsheet, collecting fees, paying the coach, paying league registration fee, and paying tournament registration fee.

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Practice Gym Fees – This is generally for Spring when our fields still have snow we use the school gyms and they charge a fee (they range from $25-$75/per HOUR)

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League Fees – Registration/Coach Fee for AWAY GAMES ONLY: Travel, Meal and Hotel (only if over 216 miles

• ne way)

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DUKE CITY LEAGUE please be sure to add $5 per day for parking.

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AWAY Tournament – Registration/Coach: Travel, Coach Game Day, Meal (per travel day) and Hotel Fee (If Coach is staying at Team Hotel please provide TOTAL amount of fee. If Coach would like to stay at a different location please pay only $130/per night.

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Albuquerque Tournaments please be sure to add $5 per day for parking

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Durango Shootout – Registration/Coach: Coach Game Day ($150) and Meal ($60 ONLY)

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Coach who is coaching multiple teams and going to same location. Please contact other manager and make arrangements for your coach. Yes both Teams provide SAME Fee for Away Tournament

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COPA - Depends on roster size. COACH can make up teams or work with other coaches to mix players within age group

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Coach End of Season Gift – Add $5-$10/per player (REQUIRED)

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Overage/Administrative Fee – Add $5-$10/per player (REQUIRED)

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End of Season Team Party – Optional

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Please put your TEAM NAME, SEASON (ex FALL 2019) and COACHES Name on the spreadsheet

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TEAM FEE SPREADSHEET MUST BE APPROVED BY RRDSC HEAD MANAGER Prior to collecting money

SLIDE 11

TEAM FEES FAQ’S

Questions:

„ Why do I have to write out a check to you and not RRDSC? We have

been doing team fees this way for over 25 years and have only had 2 incidents. RRDSC ultimately is responsible so Coaches, Tournament Registrations, and League fees will be paid. RRDSC will take action against any person who mishandles money NOT the parents who have paid. Also, be sure to provide all parents access to your Team Fee Spreadsheet which has to be approved by the RRDSC Head Manager.

„ Didn’t I already pay this fee? No you paid the RRDSC Registration Fee not

the Team Fee they are separate fees.

„ What Exactly are the Team Fees? (please see the Parent Team Meeting Form) „ They avoid paying the Team Fee? First present the team with the fee in an email

prior to your Team Meeting and ask that everyone brings a check. If you do not receive payment 5 weeks into your season the player will not be allowed to participate in practice nor games. (Please see Manager FAQ’s)

„ Why do I have to pay for a Tournament or Game my child is not

going to play in? Unless your child was informed that they would not be able to

participate due to Roster size, they are required to pay ALL Fees.

„ My player received a scholarship so I don’t owe any fees. Scholarships

for Team Fees are only $100/per player for U12 and under and $150/per player for U13 and up (SUBJECT TO CHANGE). RRDSC only gives full scholarships for Registration Fees not Team Fees. The parent will have to pay the remainder of the fee. Please note that anyone who has received a scholarship is REQUIRED to volunteer 8 hours of their time throughout the year.

SLIDE 12

MANAGER FAQ’S

„

Do you pay the coach travel fee's if a parent is driving the coach? Yes, whether the coach drives themselves or gets a ride you still have to pay them the travel fees.

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What if the coach isn't staying at the hotel you are staying at or is staying with family do you still pay them? Yes, please allot them $130/per night.

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What if I have a League Game that conflicts with a Tournament? Please contact your Director of Coaching and the RRDSC Registrar. They will submit a request to the league.

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What Tournament Bracket should we be in? You can ask your Coach which bracket they feel is best but, if your team played in the tournament before and won your team should automatically move up to a higher bracket.

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Why do I need to check the Tournament Brackets? You should always check your brackets to make sure you have a similar ranking to other

• teams. Sometimes they will put your team in a hard bracket as opposed to the other bracket. Please then contact the tournament director and ask to

be switched and give them a team you should switch with. Sometimes they will if you have a good argument and sometimes they won’t. If Coach is coaching more than 1 team for a tournament, please make sure you look at both team schedules to ensure that there is adequate time between the games especially if the coach is at 2 different locations and or fields. Please coordinate with the other manager and only have ONE manager contact the Tournament Director about changing games times or field locations.

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Who do I make the payable to for the League Registration? RRDSC pays out all league fees in advance, so you will need to give them a check no later than the end of the season. Please make checks payable to DYSA put your Team Name/Season/League Name in the Memo and mail to the office.

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What if I lose a Player Card? Please contact the RRDSC Registrar to get another card. This is why I ask that you keep a picture of all of your cards if you have a smart phone so you can show the referees that card. Then once you get back to town you can get another player card. Also, you can upload the player cards into the document file in GotSoccer.

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How do I Log on to my Team GotSoccer Account? The RRDSC Registrar sends out an email at the beginning of the Fall Season to ALL Managers (Boys HS goes out in the Spring) with your User ID and Password.

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How do I find the Tournaments so I can Register? GotSoccer has a lot of the tournaments but you can always google the tournament name. Please make sure you are looking at the correct site because OLD tournaments do come up so be sure to put in the year that you are registering for. MORE FAQ’s are found on the Manager FAQ Form

SLIDE 13

TEAM MEETING

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First please send an email out to your team a week before they start practice (see my example beginning of the season email)

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Set a date for a MANDATORY PARENT TEAM MEETING. I suggest that you set it the first week of practice

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Get Forms signed and collect a Copy of Player Insurance Card, Medical/Liability and Parent Code of Conduct. Ask them to review the Medical/Liability form to make sure it is accurate. A PLAYER WILL NOT BE ALLOWED TO PLAY ANY SANCTIONED GAMES without the form being signed.

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RRDSC Practice Shirts are MANDATORY – Gray and Maroon – These practice shirts are handed out every Fall , EVERY PLAYER in RRDSC has received a scholarship from our generous sponsors so they must be worn. If a player has lost their practice jersey they may request a new one from the RRDSC office and they must pay $10/per practice jersey.

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Correct soccer gear must be worn. Players must have correct soccer shoes, shin guards, socks and soccer attire. If they do not have the correct gear they will not be able to participate in contact play.

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GO over TEAM FEE Spreadsheet (which must be approved by the RRDSC Head Manager) and get checks from parents at that time

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GO over Parent Code of Conduct Form especially Communication Chain of Command and the 48 hour waiting period for complaints

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Tell Parents NO Dogs Allowed! (not at practice or games on ANY DURANGO FIELD LOCATION and tell the parents to tell their friends and relatives so they don’t come to the field and have to stay in the parking lot) if it is a service dog they must be clearly marked as a service dog that is the only exception.

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Soccer Etiquette: follow the rules generally parents sit directly opposite side of the field on the same half. Do not go behind the goals or if you do please keep quiet. DO not yell at another teams player, fans or coach. Do not yell at the referees. Follow the guidelines of GOOD Sportsmanship.

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Go over how you would like to communicate with the team and how you would like to be communicated back to.

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LASTLY Remind Everyone THIS IS ABOUT THE KIDS not the parents. Please be respectful to other spectators, parents, coaches, and especially the PLAYERS!

SLIDE 14

RECOMMENDED FORMS OF COMMUNICATION

„ GotSoccer – Registering for Tournaments „ TeamSnap - TeamSnap for games and practices (times/dates/locations) „ Email – Bullet point weekly updates (please see my example team emails) „ Text - Urgent messages i.e. NO PRACTICE due to weather or last minute

game changes.

SLIDE 15

COMMUNICATION

„ Communicate with your team on a

weekly basis if you have games or tournaments that week or if your practice schedule changes. Inform them either at Team meeting or your first email about when you will be sending out your weekly emails.

„ Send your team game dates, times

and locations as soon as it becomes available.

„ For Tournaments you can forward the

Tournaments website address so they can review schedules and rules. games

„ Make sure Team communicates with

you and the Coach about absence

• f player. I have players tell the Coach if they will

be absent for practice but for Tournaments and League Games I have them inform both myself and the Coach.

„ For text messages make sure that only

you and the Coach can send a group text. If someone has a comment they can just text you or the Coach individually. I highly recommend that with emails.

„ Group Emails, TeamSnap and Text

Messages are not a place for people to state their Grievances. Those should be communicated directly to the club, coach, manager or individual person.

SLIDE 16

RECRUITING PARENTS TO VOLUNTEER

There are several opportunities to volunteer:

„ Assistant Team Manager „ COPA „ Durango Shootout

SLIDE 17

CREATING A POSITIVE SEASON FOR YOUR TEAM AND RRDSC

Managers you are an Extension of RRDSC so please be a positive representative. If you hear your teams spectators not following the Code of Conduct please inform them to stop. If you hear people complaining about: RRDSC/RRDSC PLAYERS/YOUR TEAMS PARENTS/OTHER TEAM PARENTS/OTHER TEAM PLAYERS/REFEREES/YOU AS A MANAGER/AND OR YOUR COACH please say something if not to the person than inform one of the following pending upon the situation and please follow the chain of command:

COACH FIELD MANAGER (only for Durango Shootout) DIRECTOR OF COACHING DIRECTOR OF OPERATIONS BOARD OF DIRECTORS If at DCL and needs immediate attention please go to the Directors Building. PLEASE DO NOT CONTACT Rio Rapids Soccer Club. RRDSC is it’s own entity and ALL decisions are made solely through RRDSC.

REMEMBER YOU CAN CREATE A POSITIVE SEASON FOR YOUR TEAM

SLIDE 18

THE END

THANK YOU and HAVE A GREAT SEASON