Soccer is a sport for youth of all ages, fostering growth, enjoyment, and teamwork. The core values that guide us are:

With the right structure, coaching, and support, players can fully enjoy and benefit from the game. This section provides the fundamental policies that support our commitment to these values and to the ongoing success of BRYC Recreational Soccer.

Above all, we must remember that BRYC Recreational Soccer exists to serve the YOUTH who participate. This manual is dedicated to their experience, growth, and enjoyment of the game.

A. General Objectives

B. Specific Objectives

A. Purpose

To establish the process for formulating and modifying policies of BRYC Recreational Soccer (BRYC Rec).

B. Definition

The policy process is the administrative mechanism that ensures that realistic and meaningful policies are established, reviewed, and updated in order to assist the effective management of BRYC Rec.

C. Organization and Responsibilities

The BRYC Recreational organization is comprised of members who participate in supporting the BRYC community. Figure 1 illustrates the organizational relationship of those who principally execute the Recreational Soccer policy process. The Commissioner is the principal figure in the policy process, but the Deputy Commissioners, League Directors, Directors, and Coordinators have important and active roles. Each can propose revisions to policies, rules, and procedures.

Figure 1. Organizational Relationship

D. Policy Changes

EXCOM has regular meetings to go over topics related to operations, which can include changes to policies as well as new agenda items related to BRYC Recreational Soccer. EXCOM members may bring new business to any of the EXCOM meetings. The following guidelines dictate how changes are managed and governed:

1. The proposal must be presented to EXCOM in writing either before or during a scheduled EXCOM meeting.
2. Discussion will take place during the EXCOM meeting, which can include participation in-person, by phone, or via teleconference.
3. New or revised changes — including policy, procedures, activities, events, budget, organizational proposals — will be presented to EXCOM members at a regularly scheduled meeting.
4. Following a review and discussion of the changes, EXCOM will vote to adopt, modify, or reject the recommendation(s). A majority vote will dictate adoption. In the event of a tie, the Commissioner will make the final decision.
   • The final vote may be postponed until the next meeting with a motion supported by 3 members to gather more information.
   • A motion may not be postponed for more than two meetings.
   • Votes may be called and taken in-person or via email and must be recorded by the Secretary, with results included in the next EXCOM meeting notes.
5. In case of conflict between these Policies and Procedures and BRYC Bylaws and Policies, the BRYC guidance will prevail.

A. General

All participants in BRYC Recreational Soccer (EXCOM members, players, coaches, officials, and spectators) are expected to conduct themselves in accordance with the principles of good sportsmanship and appropriate behavior and will comply with BRYC policies, rules, and procedures.

B. BRYC Recreational Soccer Code of Conduct

Coaches and Players

• Each coach will ensure that their conduct sets the proper example for team members and spectators. Each player will ensure that their conduct is that of a young lady or gentleman fairly competing to the limits of their ability.
• Both will know the Laws of the Game and abide by them. Coaches are to instruct teams in such a way as to motivate players to compete according to the Laws.
• Both will show respect for officials. Coaches must refrain from questioning decisions in a disrespectful or abusive manner. Players must refrain from addressing or commenting on officials’ decisions.
• Both will show respect for opposing coaches and players and demonstrate sportsmanship after games — be humble in victory and courteous in defeat.
• Both will refrain from using abusive language, profanity, humiliating remarks, ill-tempered gestures, or physical assault.
• Both will follow all field/facility rules and respect property.
• Coaches are responsible for ensuring spectators conduct themselves maturely and assist officials in maintaining order.
• Coaches in violation of policies may be dismissed or denied future coaching roles.
• Physical assault by coaches, players, or parents results in immediate removal and potential program bans.
• Assault on a coach or player by others results in suspension pending investigation.

Spectators

• Must demonstrate courtesy, sportsmanship, good citizenship, and positivity.
• Will respect the Laws of the Game and the officials.
• Cheer in a positive, non-hostile manner. Refrain from negative remarks.
• Enter/exit fields orderly; do not enter field or throw objects.
• Follow field/facility rules and respect property.
• Demonstrate sportsmanship after games.
• Are responsible for their children’s conduct.

Officials

• Shall maintain respect for the game and uphold the dignity of their position.
• Shall honor contractual obligations and attend training.
• Will cooperate with fellow referees and support teamwork.
• Shall avoid public criticism of fellow officials.
• Shall be physically fit and control matches firmly but courteously.
• Shall report disciplinary actions and support referee development.

C. Conduct at Games

1. All BRYC members and volunteers must follow rules and conduct guidelines.
2. League Directors are responsible for monitoring decorum at games.
3. Coaches should model good behavior. Spectators are expected to follow suit. Referees may terminate a game due to disruptive spectator behavior.
4. Sideline Organization and Designated Zones
   • Home and Away teams are assigned opposite sides. Only coaches may enter the space between the spectator box and touchline.
   • Team area extends 15 yards from the half-line. Coaching outside the box is not allowed. Referees may penalize repeated violations.
   • Spectators must remain in designated areas. No one may be behind goals or between penalty area and end line.
   • Referees may issue warnings, yellow or red cards, and report infractions to League and Referee Directors.
5. Unreasonable Conduct
   • Red cards result in ejection with no substitution and one-game suspension minimum.
   • Second red cards are escalated to the Commissioner and may result in additional penalties following a Discipline/Sanctions Panel review.
   • BRYC emphasizes rational judgment and integrity in all conduct reviews.
6. No player, coach, official, or spectator may use alcohol, illegal drugs, or tobacco products during BRYC events.
7. Pets are not permitted at fields, except for official service animals with documentation. This follows FCPS and Fairfax County rules.

D. Discipline and Sanctions

1. Players’ Discipline: Coaches may restrict practice or game play for serious misbehavior and must notify parents and League Director within 24 hours. Serious violations may lead to suspension or removal from the program.
2. Coaches' Sanctions: Coaches are expected to model professionalism and may be sanctioned with forfeits, suspension, or dismissal.
3. Parent, Guardian, and Spectator Sanctions: If expectations are not met, sanctions may include removal from attendance or dismissal of their child(ren) from the program.
4. Discipline/Sanctions Panel: Appointed by the Commissioner. Involved parties must recuse themselves. Written decisions are required.
5. Adjudication Committee: Reviews appeals. Must include three approved members. Can affirm, reverse, or modify decisions. Quorum is three. Decisions are final within BRYC; next appeal level is BRYC Board of Directors.
6. Appeals Process:
   • Appeals must be based on procedural or factual error — not just disagreement with outcome.
   • Must be filed within 72 hours of notice via certified mail with a $100 fee (refundable if appeal is upheld).
   • Disciplinary actions remain in effect during appeal unless otherwise suspended.
   • The Adjudication Committee Chair will review and determine next steps, including potential hearing within 14 days.
   • Final decision will be sent to all involved parties. Appeals beyond this point must go to the BRYC Board of Directors.

A. General

Recreational Soccer is responsive to the EXCOM/BRYC Board of Directors through the Commissioner. Its objectives, policies, rules, practices, and procedures must parallel those of the BRYC Board of Directors. With the exception of on-the-field officiating, all support of Recreational Soccer is dependent on volunteers (parents, guardians, or other interested persons).

B. Structure

The Recreational Soccer structure, as shown in Figure 1, will continually be reviewed to ensure that it supports the objectives. The Commissioner administers the Recreational Soccer program and has a permanent position on the BRYC Board of Directors.

BRYC Recreational Soccer operations are supervised by the Deputy Commissioners (DCs) through the League Directors (LDs). The leagues (age groups) are not autonomous. While LDs are delegated the authority to manage their leagues within BRYC guidelines under the supervision of the appropriate DC, the overall responsibility remains with the Commissioner.

Recreational Soccer will consist of three divisions (Minors, Juniors, and Seniors) with leagues (or age groups) of at least four teams each. If a league consists of ten or more teams, the league may be split into two divisions at the LD’s discretion.

C. Staff Recruitment

The Commissioner establishes EXCOM to administer BRYC Recreational Soccer and its operations. The Commissioner and their supporting members identify positions and needs to fulfill. Reference Section IV: Policy Process to review the organization diagram.

• Commissioner recruits Coordinators, Directors, and DCs
• DCs recruit LDs
• LDs recruit Coaches
• Referee Director recruits officials and assistants

New members of the EXCOM are appointed by the Commissioner with consent of a majority of the EXCOM. Members may exit via resignation or by a 2/3 vote of the EXCOM. The Commissioner may suspend members for misconduct or failure to follow the BRYC Code of Conduct. Suspended members may appeal to a panel chaired by a Deputy Commissioner within 30 days.

D. Officials Recruitment

The Referee Director is responsible for recruiting referees, assistant referees, and support personnel.

E. Risk Management

BRYC Rec is committed to a safe environment, preventing abuse, and empowering all members to act as protection advocates. Coaches, referees, trainers, and volunteers must complete a Risk Management Disclosure Form and pass a background check each season. No rosters or participation is allowed until approval is received.

If issues arise, the Commissioner or Risk Manager will evaluate and take action. Alleged misconduct is investigated immediately. Affected individuals may be barred or suspended pending resolution. Appeals go to the BRYC Risk Management Committee.

The Risk Management Committee (appointed annually) may reinstate, conditionally approve, or deny involvement. Final appeals may be made only through the Committee. BRYC cannot guarantee confidentiality for disqualifying records.

F. Guidelines for Appropriate Behavior

See full policy: BRYC Recreational Soccer Conduct & Saftey Policy

G. Liability and Conduct/Medical Release Forms

Parents/legal guardians must complete and sign these forms each season. Players 18+ co-sign their own forms. Coaches must carry these to all practices/games. If the medical form is unsigned, the parent must be present at all times. Players may not participate without a signed form or parent present.

H. Registration

Players must be properly registered with payment before participating. LDs handle registration; coaches cannot register players. Play-ups and play-downs require approval. Pre-registration and volunteer discounts may apply. Late fees and waitlists follow published policies.

I. Refunds

See full refund policy: BRYC Refund Policy

J. Team Organization

Team assignments prioritize coach’s children but also consider preferences like proximity, housing subdivision, and school boundaries. Final decision rests with the League Director.

Team Structuring Stipulations

1. Teams are organized around a coach. If no coach is available in an area, the LD assigns players appropriately.
2. Team sizes follow current league limits; U16/U19 max is 21 players.
3. Teams are only permitted to play up one age group. If a team seeks to play up more than one age group, refer to the Team Parity Rule for guidance.
4. Recreational teams are forbidden from holding tryouts and recruiting players to form teams. This rule does not apply to All-Stars which has its own policy for team selection.
5. Recreational teams may not participate in leagues, tournaments, or scrimmages that require player selection based on skill or evaluation. These activities are reserved for All-Star Teams or Travel Teams.
6. U19 players are distributed evenly unless split divisions are approved.
7. League Directors LDs) submit rosters to Deputy Commissioners (DCs) for approval. Changes after release are rare.
8. If insufficient coaches exist, the LD removes players using a fair system based on volunteer involvement and registration order.
9. Each team should have at least one assistant coach meeting the same standards as a head coach.
10. Optional team staff are encouraged. Coaches without assistance require LD approval.
11. Team names must be appropriate and non-commercial.
12. Team Parity Rule (established: 3/16/2025): Teams that consistently outmatches their league will be subject to a mandatory split after two consecutive seasons of overwhelming success. A team is considered dominant if it has:
    • Defeated all teams in its league consecutively for two season, and
    • Won more than 40% of its games by a margin of three or more goals.
13. Team Parity Rule exceptions, If a team meets the Team Parity Rule conditions, it may be granted an exception to play up one age group with the approval of the Recreational Commissioner along with approval from the Deputy Commissioners (DCs). However, this exception is only applicable if the team has formally declared its intention to transition into Travel Soccer to establish a Bridge Team or move into Elite Academy.
    • The exception remains valid only until the team reaches the designated window to submit its Elite Bridge Application.
    • Once identified to play up, the team may not scout new players.
    • The roster from the previous season will serve as the baseline for the team, with any new additions determined solely by the League Director.
    • Upon approval or rejection from the travel program, the team's eligibility in recreational soccer will be restructured in the following season, with players distributed among different teams.

K. Player Eligibility

For detailed information on player eligibility requirements, age group rules, and documentation procedures, please refer to the full policy:

See full policy: View Player Eligibility Policy

L. Coach Recruitment

Coaches for Recreational Soccer are recruited and selected by the respective League Directors (LDs). Persons interested in participating as a volunteer coach should indicate this on the registration form or provide their name directly to the LD.

1. League Directors (LDs) and Deputy Commissioners (DCs), when selecting and retaining coaches, consider various factors including leadership qualities, sportsmanship, respect for others, knowledge of soccer, and the patience, commitment, and skill necessary for developing youth players. All coaches are required to attend scheduled coaches’ meetings and orientations.
2. When there are more volunteers than available coaching positions, the LD selects the most suitable candidates based on:
   • Prior service as a BRYC coach
   • Relevant playing or coaching experience
   • Ability to lead a specific age group and gender
   • Alignment with the goals of Recreational Soccer
   • Tenure and overall experience
   Coaches not selected as head coaches are encouraged to serve as assistant coaches to support the program and gain experience.
3. Per VYSA SafeSport and Risk Management policy, any adult staff member (coach, assistant coach, team manager) must complete required background checks and certification before participating in any team activity.
4. Assistant coaches should, whenever possible, meet the same standards and qualifications as head coaches.
5. Coaches may manage up to three teams if they have sufficient experience and approval from their Commissioner. To coach more than two teams, the coach must have at least four seasons of BRYC coaching experience. Coaches taking on multiple teams must ensure each team has at least one assigned assistant coach; under no circumstances may a multi-team coach coach alone.
6. LDs are not obligated to resolve schedule conflicts for coaches managing more than one team. While efforts will be made to reduce overlap, coaches are responsible for managing potential scheduling issues.

M. Field Assignment

Game and practice fields will be allocated to leagues and coaches by the Recreational Soccer Field Allocation Committee, consisting of the Commissioner, the DCs, and the Fields Director. The following policy considerations will be used in allocating the limited number of soccer fields available:

1. The dimensions of assigned game and practice fields will be correlated with the age groups of the players.
2. League size is a determinant in the allocation of game fields.
3. Simultaneous practice field assignments will be made for two teams from the same league to facilitate competitive practice when requests are compatible.
4. Practice field problems should be referred to the Fields Director for resolution.
5. Teams will be assigned a minimum of one practice slot per week.
   • A minimum of two teams will be assigned to each field per practice slot.
   • When unassigned, fringe areas and open slots may be used by any team on a first-come, first-serve basis.
   • Teams may only practice on fields assigned to BRYC Recreational Soccer for that season.

N. Field Use

League Directors are responsible for enforcing the status of fields due to inclement weather based on the BRYC Rec Soccer Website before the day's play begins. Referees and LDs determine continued field suitability. The County, Commissioner, or DCs may also declare fields unplayable. Referees may delay or terminate games for safety. LDs manage setup, takedown, and cleanliness, and report any field issues to the Field and Equipment Coordinator.

Placement Zones:

1. Teams and their associated spectators must occupy opposite sides of the field. Side assignments alternate based on home/away status.
2. Spectators must remain in designated sideline areas and may not be behind goals or within technical zones.
3. Coaches and players must remain in marked technical areas along the sidelines.

Field Marking/Size: Markings follow FIFA guidelines except where small-sided modifications apply. Hazards such as storm drains must be outside the pitch. Spectator areas will begin one yard behind the touchline and extend 15 yards from the center line on each side.

O. Uniforms

1. Mandatory Uniform:
   • Team jerseys (royal blue and silver/gray) with numbers and BRYC logo
   • Team socks (royal blue and silver/gray)
   • Solid black shorts
   • Shin guards (mandatory at all times)
   • Goalkeeper jersey (contrasting color)
   • Padded shorts/pants and approved headgear for goalkeepers (optional)
   • Appropriate footwear (no metal cleats)
2. Prohibited Items: Watches, jewelry, unzipped jackets, barrettes, hats (unless religious or slow-recovery foam for GKs), glasses without straps, and hard items are not permitted. Final decisions rest with the referee.
3. Uniform Distribution: Coordinated at registration and by the Uniform Director. Extras may be available prior to season start.
4. Uniform Usage: Jerseys should not be used outside sanctioned BRYC events.

P. Equipment

1. All coaches receive equipment at the coaches meeting. Loss or damage must be reported to their LD.
2. Each coach receives:
   • 5–6 soccer balls (including one game ball)
   • 1 ball bag
   • 1 goalkeeper shirt (U9/10 and older)
   • Practice vests for half the team
3. Ball sizes are based on BRYC-published standards: Coach's Corner
4. End-of-season equipment must be returned to the LD. Repairs/replacements go through the Equipment Director.

Q. Officials

1. Referees must report 20 minutes early. If absent, coaches may agree on a substitute. Games proceed if both agree; otherwise, reschedule.
2. Officials prioritize safety and fairness, focusing on instruction and fun.
3. Referees check uniforms and equipment and maintain field area discipline.
4. One referee is assigned for U9+ games. U7/U8 may have referees if available. Coaches officiate U5–U6. Two assistant referees for Senior games.

R. Season

Set by EXCOM. Each season includes a maximum of eight (8) games. Seasons typically run:

• Fall – August to November
• Spring – March to June

S. Practices and Training

1. Preseason practices begin two weeks before first game; max three sessions/week. In-season: max two/week.
2. Training should be age-appropriate, skill-based, and varied.
3. Clinics will be offered for coaches, players, and parents.

T. Games

1. Scheduling: Done by LDs. Field assignments handled by the Fields Committee.
2. Number of Players: Follows U.S. Youth Soccer guidelines and BRYC modifications. Refer to full policy for league-specific formats and minimums.
3. The Play: Games start promptly. Forfeits declared after 5 minutes if minimum not met. Substitutions follow league rules. Coaches must notify if sitting a player for any reason.
4. Game Duration: Varies by age group. U5–U6 play 4x8 min quarters. U16/U19 play 2x40 or 2x45 min halves. Substitution windows outlined per league rules.

U. Cancellation/Postponement

Referees, DCs, or Commissioner may cancel or postpone games due to weather, field conditions, or misconduct. Games past halftime are considered complete.

V. Make-Up Games

LDs determine what games get replayed. Field/Referee Directors handle scheduling. No guarantee of make-up if resources/time do not allow.

W. Tie Games

Regular season games may end in ties.

X. Blowout Scores

To uphold the spirit of sportsmanship and ensure a positive experience for all participants, BRYC Recreational Soccer maintains a policy to prevent excessively lopsided game scores.

1. Score Differential Limit

No final score should exceed a five-goal difference.

2. Mitigation Strategies

When a team leads by four goals, coaches are expected to implement one or more of the following strategies to promote fair play:

• Player Rotation: Move dominant or advanced players to less central positions, such as defense or substitute rotation.
• Passing Requirements: Require a minimum number of completed passes (e.g., three to five) before attempting a shot on goal.
• Weaker Foot Play: Encourage players to use their non-dominant foot for dribbling, passing, and shooting.
• Shooting Restrictions: Limit shots to outside the penalty area or only after all team members have touched the ball.
• Team Size Adjustment: By mutual agreement between both coaches and with the referee’s awareness, either:
  • The leading team may remove no more than two players from the field, or
  • The trailing team may add up to two additional players on the field.

3. Coach and Referee Collaboration

Coaches should collaborate with one another and include the referee in decisions related to score mitigation strategies during a lopsided match. Proactive communication ensures a shared understanding and supports fairness throughout the game.

4. Emphasis on Development

At all times, the emphasis must remain on development, enjoyment, and team values over competition and goal differential. Coaches are responsible for modeling sportsmanship and applying mitigation appropriately.

Y. Standings/Awards

Standings apply to select leagues. Scoring: 3 points for a win, 1 for a tie, 0 for loss. Awards are approved by EXCOM. No standings or awards for U5–U10 leagues. Weekly standings posted by LDs.

Z. Tie-Break Procedure

In the event of two or more teams having accumulated an equal number of points at the end of regular season play, the following tie-break procedure will be used to determine final standings:

1. Head-to-Head Record

The team with the best record in games played between the tied teams will be ranked higher.

2. Most Wins

The team with the greater number of overall wins during the season will be ranked higher.

3. Most Wins in Division

If the league has multiple divisions, the team with the most wins within its division will be ranked higher.

4. Least Number of Goals Allowed

The team that allowed the fewest total goals throughout the season will be ranked higher.

5. Number of Goals Scored

The team that scored the most goals throughout the season will be ranked higher.

6. Tie Breaker (Coin Toss)

If teams remain tied after all prior criteria are applied, a coin toss will determine the final ranking.

AA. All-Stars

For information on All-Star selection, eligibility, and guidelines, please refer to the full policy:

See full policy: All-Star Policy

BB. Bridge Soccer (Travel Soccer) (established: 3/16/2025)

BRYC Rec fosters the growth of players. As such, the EXCOM partners with Elite Bridge leadership to identify opportunities that allow recreational teams to transition into Bridge programs. The Elite Bridge Program supports grassroots growth by providing teams and coaches with the opportunity to move together as a team and family unit to a more competitive travel environment.

Qualifications

• Teams must have played at least two seasons in BRYC Recreational Soccer.
• Team record and strength are evaluated by the Recreational Representative and Bridge leadership.
• At least 70% of the team must commit to moving to Bridge—this is considered the core group (e.g., 8 of 12 players).

Application Process

• Applications are accepted between January and March, prior to the spring season.
• Applications are reviewed in advance of the next Travel Season beginning in the fall.
• Validation must be made that no existing Bridge team already occupies that age group.
• Bridge permits a maximum of two Bridge teams per age group. Exceptions may be granted by Bridge leadership through the application process.

CC. Coach Training and Certification (Modified 3/16/2025)

Coaches are required to participate in the VYSA Coaching Education Program by attending courses relevant to the age group of the players they coach. These courses include Grassroots training modules for small-sided play formats and the more advanced “D” License course. The Grassroots coaching courses are designed around the developmental needs of players at each stage and align with the formats used in recreational soccer: 4v4, 7v7, 9v9, and 11v11. Coaches are expected to complete the Grassroots module(s) that correspond to the age group and playing format of their team.

The “D” License is the most advanced state-level course and is intended for coaches working with players U12 and older. The course consists of 32 hours of instruction, including practical field work, and a 4-hour evaluation. While not required for coaches of younger age groups, the “D” License is recommended for those coaching U13 and is required for coaches working with teams U14 and older.

Certification Pathway:

• Complete age group appropriate Grass Roots Pathway Courses.
• "D" License: Most advanced at the state level; 32 hours of instruction plus 4 hours of exam. Prerequisite: Completion of two Grass Roots Pathway courses.

For additional certification options and U.S. Soccer information, refer to:

U.S. Soccer Coach Certification Resource

Substitutions & Reimbursements

• Equivalent certifications from other organizations (e.g., NSCAA or international licenses) may be accepted with Training Coordinator approval.
• BRYC Recreational Soccer covers the cost of training for coaches who commit to two seasons of volunteer service after certification.

DD. Grievances, Protests, and Complaints

Grievances

Any individual involved in BRYC Recreational Soccer may file a grievance. Grievances should be submitted to the appropriate League Director. These must be resolved at the lowest administrative level, unless elevated due to severity. A grievance addresses BRYC policy, procedure, or rules—not game outcomes. Appeals may be submitted to the Deputy Commissioner, and in matters of significant importance, to the Commissioner.

Protests

A protest contests a game result and may only be submitted by a team’s coach or acting coach. It must be filed with the LD within 24 hours of game conclusion. Documentation, including date, time, location, rule misapplied (FIFA Law or BRYC rule), and requested remedy, must be maintained. Unresolved protests may be escalated to the Deputy Commissioner in writing within 72 hours of the LD’s decision. Note: Referee judgment does not constitute grounds for protest—only misapplication of rules does.

Complaints

Only coaches or acting coaches may submit complaints about officiating. Complaints may be sent to the League Director or Referee Director. Coaches are expected to maintain composure during matches, as professionalism enhances the credibility of any post-game concerns shared with the BRYC Executive Committee.

EE. Weather Policy

For information about our weather policy, view complete policy: BRYC Weather Policy

Additional Guidance

• Obtain a weather report prior to practice or games. When outside
• Listen to weather radio if you suspect a storm is approaching

A. Budget Year

The BRYC Recreational Soccer budget year is August 1 through July 31. BRYC Recreational Soccer prepares an annual budget in April that combines the Fall and Spring seasons for the upcoming year. Staff Coordinators and Directors must present proposed budgets for their areas of responsibility to the Commissioner and Budget Coordinator at least 30 days before the EXCOM budget meeting. The Commissioner and Budget Coordinator will draft the budget for the next fiscal year for presentation at the April EXCOM meeting. Once approved, the budget is submitted to the BRYC Board of Directors in May to ensure final approval before the start of Fall registration.

B. Income

Primary income is derived from registration fees. A $10 per player fee is remitted to the BRYC Board of Directors for allocation toward administrative costs and the Capital Improvement Fund. Additional sources of income include:

• Uniform sales (budget neutral)
• Late registration fees ($20 per player)
• Referee subsidies from Fairfax County (when available)
• Rebates from team photo packages
• Donations (tax deductible)
• Sales of excess equipment and supplies

All checks or cash payments to BRYC Recreational Soccer must be submitted to the Budget Coordinator within seven (7) days of receipt. The Budget Coordinator will ensure timely deposit and notify the BRYC Treasurer for proper crediting to the Recreational Soccer account.

C. Expense/Reimbursement Policy

To receive payment or reimbursement for expenses, the following procedures apply:

• Expenditures must receive prior approval from authorized individuals:
  • Commissioner – No limit
  • Deputy Commissioners – Up to $75
  • EXCOM Members – No limit if included in approved budget
• Submit requests using the Purchase Order form within 60 days of the expense or within 30 days after season end, whichever is sooner.
• Receipts must be attached and include:
  • Legibility
  • Amount expended
  • Vendor information
  • Date of transaction
  • Description of purchase
• Submit requests through the Budget Coordinator for Commissioner approval and forwarding to the BRYC Treasurer.

BRYC Recreational Soccer also maintains a revolving charge account at Kinko’s Copies, 10683 Braddock Road, Fairfax, VA 22032. Volunteers are encouraged to review applicable Federal and State tax guidelines concerning travel-related expenses for nonprofit service.

D. Solicitation of Bids

Reasonable diligence must be used when spending BRYC funds. All purchases must seek the lowest reasonable cost. Ongoing contracts—such as uniforms, recurring equipment, or field services—must be put out for bid every three (3) years. Bids should be solicited from at least three vendors and evaluated based on price, service quality, and the vendor’s ability to meet service and delivery requirements.

BRYC Recreational Soccer, through the Virginia Youth Soccer Association (VYSA), provides Accidental, Medical, and Liability Insurance. This includes limited personal liability and medical coverage for players. However, volunteer staff, coaching personnel, and parents/guardians are encouraged to review and maintain appropriate personal insurance coverage to meet individual needs.