_______________________________________________________________________________
To: Fall 2007 BAYS Coaches
From: Michael Stoller, Kevin Kee, Dinny Starr and Charles Frankston, Newton Girls Soccer
Re: Fields – Fall 2007
Please carefully read the information contained in this memo. Retain it for reference throughout the season as this is critical as to scheduling fields, games and practice procedures.
As you know the Newton North High School fields are closed due to the construction of the new school and these fields will be closed for years. This means that the North High athletic programs have been spread out through-out various fields and it has significantly reduced NGS access to several fields (Warren, Cabot, Forte and Cold Spring most significantly).
The Field Permit you have been given is evidence of your right to use a field. HOWEVER – the permit contains details about that use and expressly states limitations to that use. Read it and be aware of the limitations that exist on every field that we are permitted to use, for instance the times we are permitted to use each field are stated clearly and must be complied with.
Please check the coach’s packet for your assigned practice field.
Your team has been assigned a practice field(s). We have tried to honor requests for specific days and times, and, in most cases, have been able to give you one or more of your three choices. Sometimes it has been necessary to schedule a team to practice on different fields during the week. Most teams will be sharing a practice field with another team.
Although you possess a valid permit for the assigned practice time, you may find that there is an occasional conflict with a school activity. If this situation occurs, the school activity has priority. If this becomes a regular problem, please call to obtain a new assignment.
Most fields are used for school activities until 5:00 or 5:30 p.m. Do not attempt to practice on a field that has been assigned to another soccer team, as this will create problems for both teams. Most fields have some sideline space that can be used for drills and warm-ups.
Please use common sense and help us preserve the conditions of our fields:
> Don’t practice in exceptionally wet or muddy weather.
> Move goals during practice to avoid heavy wear in the goal area. Portable Coerver practice goals are provided on many fields and can easily be moved and set up for drills away from the goal area.
> Move the goals off of the field when done.
> Use open areas for drills instead of lined fields.
Everyone’s help is needed. If we lose the fields because of misuse, we will suffer for the rest of the season.
COACHES LISTS
A list of all NGS and NYS coaches is provided in your coach’s packet to facilitate communication between coaches in both leagues.
Please check the field grid in the coach’s packet to find your designated game field.
Based on the BAYS section lists posted on their website, there will be a few erroneous listings of game times, incorrect game field assignments, and limited field sharing conflicts in the published BAYS book . If there is a conflict between the field and/or time listed in the BAYS book and the field and/or time listed on the schedule, the attached schedule in the coaches packet is correct.
It is your responsibility to inform the opposing team’s coach of the field and game time (and of any changes from the information listed in the BAYS website and/or book). BAYS protocol is for the home coach to telephone the visiting coach at least one week before the game to confirm the time and location. Visiting coaches’ telephone numbers are listed on the BAYS website and/or book. Check to make certain that your phone number is printed correctly.
FIELD PERMIT
Read and review the enclosed field permit taking special note of the comments regarding shared use. Some fields have time restrictions due to permits issued to other sports. We cannot stress strongly enough the need to be cooperative in the shared use of fields. A copy of the permit should be carried in your team bag and available in the event of a question or conflict. Please note that most fields with shared school use are not available until 5:30 pm or 6:00 pm. After the first few weeks, you will get a better feel for the school schedule. Remember, schools always have priority for fields use.
FIELD EQUIPMENT
We will do our best to deploy our supply of goals and nets. We also work closely with the City of Newton on field lining and mowing. If you have a problem or question regarding the condition of a field or its equipment, please call or e-mail Kevin Kee, ktkrun1@rcn.com, or Michael Stoller, mstoller@comcast.net.
CANCELLATION OF PRACTICES OR GAMES
In the event that weather or field conditions warrant cancellation of practices or games, a message will be left on the fields “hotline” at 617-928-6061. We will leave a message regarding the Saturday 9:00 a.m. games no later than 7:00 a.m. The message will be updated if conditions change during the day. Please do not call the field coordinators as this will delay timely notification of all coaches. Coaches with Sunday games should call the hotline after 10:00 a.m. for a recorded announcement. During the week for practices and make-up games the hotline will be updated by 3:00 – although we will attempt to do so earlier.
Unless you hear to the contrary, assume that all games will be played. We make every effort to avoid having to reschedule games. Also, remember that the game referee has the ultimate decision as to whether a field is playable.
RESCHEDULING GAMES
If you have to reschedule a game during the season due to weather, reschedule your game as soon as possible. With more than 150 teams playing in Newton, finding a make-up field is difficult and fields are assigned on a first come, first served basis. We will assign make-up games to open slots before we “bump” teams from their assigned practice time. Therefore, you may not always get your first choice of time. Note that if your practice is bumped by a make-up game, you are required to defer. Games that can’t be rescheduled within BAYS rules will result in a forfeit.
In order to have a field assignment for the game you are rescheduling, you must contact Stanley Miller at stanleymiller
If you are scheduled to play in a tournament on a weekend when you have a BAYS game scheduled (e.g. Memorial Day/Columbus Day weekend), you must reschedule the game prior to the scheduled date. This is commonly referred to as a “pre-ponement.” Call the coach of the team that you are scheduled to play early in the season to discuss plans. The BAYS “Official Rulebook” and the BAYS website has a full section on rescheduling that should be thoroughly read by each coach.
Referees are assigned to each game well in advance. Check the NGS website for your assigned referee. If you are not going to be playing a game as scheduled, you must contact your referee and the referee scheduler as far in advance as possible:
Referee schedulers/Newton Girls Soccer BAYS:
Ioannis Kyratzoglou (ioannis@mitre.org)
If the referee is not canceled and goes to the game, the coach will receive a bill for the referee’s fee.
Rescheduling Procedure:
1. Call the opposing coach and determine several days, dates and times as options for rescheduling. Make sure these times are good for your team.
2. Then, and only then, email or call the make-up game scheduler.
All 11v11, 8v8, and 6v6 games – Stanley Miller at stanleymiller
Note that e-mail requests are suggested and are processed more efficiently - be sure to get a return email so that you know that your message was received!
Have the following information ready when you call/e-mail:
> Your team name and i.d. number (e.g. G1403 or B1101 - not BAYS number!)
> Your name and phone number
> Date, time and field of canceled game
> Requested date(s) and time(s) for make-up game
Out of courtesy to the re-schedulers, please make any calls between 8:30 and 9:30 p.m. If you reach voice mail, please leave all requested information and you will be contacted within 48 hours with a field assignment. (Again, email will almost always get you a quicker response.)
3. Once you have been assigned a field and time for your make-up game, it is your responsibility to arrange for a referee. Note that if a referee had already been assigned to the originally scheduled game, that referee remains your referee unless s/he is unavailable for your new day and time. Contact that scheduled referee first, copying the referee assignor. You should immediately email the referee scheduler after receiving any assignment.
4. If your make-up game conflicts with a practice. The Field scheduler will notify you. You must call that coach and let them know. No one appreciates showing up for a scheduled practice only to be preempted by a make-up game. Your cooperation is essential.
PLEASE...
> Read this information carefully and limit your telephone calls during the season. We are all volunteers and would appreciate your consideration of the tremendous amount of time that goes into scheduling of fields and referees.
> Have a great season.