BYLAWS of the YORKTOWN YOUTH SOCCER CLUB
ARTICLE I PARTICULARS
1. The name of the organization shall be the Yorktown Youth Soccer Club Corp. hereafter referred to as YYSC or the Corporation.
2. The official colors of the YYSC are green and white.
3. The principal office of the Corporation shall be in the Town of Yorktown, County of Westchester, and State of New York.
4. The YYSC will be affiliated with a geographically appropriate League within the Eastern New York Youth Soccer Association (ENYYSA) under the auspices of the United States Youth Soccer Association (USYSA).
ARTICLE II PURPOSES
The purposes for which this Corporation is formed are as follows:
1. To promote, conduct and sponsor youth soccer under and in accordance with the laws of the United States Soccer Federation; to promote good sportsmanship in each area of activity; and to provide a multi-level program which offers a range in competition, skill level and goals for boys and girls under the age of twenty.
2. To do any other act or thing incidental to or connected with the foregoing purposes, but not for the pecuniary profit or financial gain of its members, directors, or officers except as permitted under Article 5 of the Not for Profit Corporation Law.
ARTICLE III MEMBERSHIP
SECTION I Qualification for Membership
1. Membership in this corporation is open to persons whose children play for YYSC and are in good standing in the community.
2. Associated Members shall be those people who do not pay fees but who give of their time for the purpose of promoting, coaching, refereeing and assisting in any way possible for the improvement of soccer through the YYSC. Associated Members shall be entitled to the same privileges as full members.
3. Members who do not pay their children’s registration fee by the date set by the Board of Directors may be suspended from the membership list of the Corporation and his or her child, children may not play for YYSC unless a valid reason is presented to and accepted by the Board of Directors.
4. The Board of Director’s may, at its discretion, suspend or expel from membership any player, coach, board member or other individual that:
1. Willfully violates any of the provisions of the Bylaws of the Club, or policies of the Board, or rules of the League;
2. Commits any act that is inconsistent with the principles and standards of good sportsmanship and fair play.
Such action shall require a two-thirds vote of the Board of Directors. A member shall have an opportunity to show cause why such action shall not be taken.
5. The Board of Directors may reinstate an individual that has been suspended or expelled from the Club by a simple majority vote.
SECTION II Registration Fees
1. Registration fees, late fees, and all other fees or payments shall be determined by the Board of Directors.
2. Associated members are not required to pay fees.
SECTION III Membership Meetings
1. The Annual General Membership (AGM) meeting of the Corporation shall be held in April of each year.
2. A notice shall be mailed to every member in good standing stating the date, time and place of the AGM.
3. Such notice may be made by email to all members and/or posting on the YYSC Website.
The presence of not less than 30 members shall constitute a quorum and shall be necessary to conduct the business of the Corporation: however, a lesser number may adjourn the meeting for a period of not more than two (2) weeks, and the Secretary shall cause a notice of the rescheduled date, time and place of the meeting to be sent to the membership. A quorum as hereinbefore set forth shall be required at any adjourned meeting.
A membership roll showing the list of members in good standing shall be produced by the Registrar at any meeting of the members upon the request of any member. Parents of players and all other adults appearing on this membership roll shall be entitled to vote at the meeting.
4. Robert’s Rules of Order shall be the parliamentary authority for all matters of procedure not specifically covered by the Constitution, By-laws and Rules and Regulations of the Club.
SECTION IV Special Meetings
1. Special meetings of the Corporation may be called by the Board of Directors, or upon written request of thirty (30) members of the Corporation. The Secretary shall cause a notice of such meeting to be distributed to all members at least five (5) days before the scheduled date of the meeting. Such notice shall state the date, time, place and purpose of the meeting and by whom called. Such notice may be made by email to all members and/or posting on the YYSC Website.
2. No other business but that specified in the notice of the meeting may be transacted at such special meeting without the unanimous consent of all present.
ARTICLE IV MANAGEMENT OF THE CORPORATION
SECTION I Board of Directors
1. The Board of Directors, as the governing body of the Corporation, is responsible for the overall management of all business of the Corporation, and for the formulation, review, and enforcement of all policies and practices of the YYSC.
2. Members of the Board of Directors shall be comprised of:
1. Six (6) elected Officers
2. Six (6) elected Commissioners
3. Up to three (3) elected Delegates-at-Large
4. Head referee (nonvoting)
5. Head Coach (nonvoting)
6. Outgoing President (nonvoting)
3. The Head Referee, Head Coach and Outgoing President are nonvoting members of the Board.
SECTION II Election and Term of Office of Board of Directors
1. At each Annual General Membership (AGM) meeting of members of the Corporation, those members present shall elect, by majority vote, Directors to hold office until the next AGM meeting.
2. Each Director shall hold office until the expiration of the term for which he/she was elected and until his/her successor has been elected and shall have qualified, or until his/her prior resignation or removal.
3. The Head referee and Head Coach shall be appointed by the Board of Directors.
4. Any vacancy on the Board of Directors maybe filled by majority vote of the Board of Directors. A person so elected shall hold office for the remainder of the unexpired term.
5. No member of the Board of Directors may hold more than one position concurrently.
SECTION III Removal of Directors
1. A Director may resign at any time by giving written notice to the Board, the President or the Corresponding Secretary of the Corporation. Unless otherwise specified in the notice, the resignation shall take effect upon receipt thereof by the Board, and the acceptance of the resignation shall not be necessary to make it effective.
2. Any of the Directors may be removed for cause by a two-thirds vote of the Board of Directors.
3. Any member of the board who fails to attend three (3) successive meetings of the board without a reasonable cause may forfeit his/her office.
SECTION IV Quorum of Directors
1. A simple majority of voting members of the Board of Directors shall constitute a quorum for the transaction of any specified item of business.
2. Unless otherwise required bylaw, the vote of a majority of the Directors present at the time of the vote, if a quorum is present at such time, shall be the decision of the board. Each voting member of the Board present shall be entitled to one vote.
SECTION V Meetings
1. Regular meetings of the Board should be held monthly. Special meetings of the Board may be held at any other time, if requested by at least four (4) Directors. Adequate notice of such meetings should be given to each Board member either personally, or by mail, email or telephone.
2. A majority of the Directors present, whether or not a quorum is present, may adjourn any meeting to another time and place. Notice of the adjournment shall be given all Directors who were absent at the time of the adjournment and, unless such time and place are announced at the meeting, to the other Directors.
3. Minutes of the monthly meetings must be kept and will be published on the YYSC website.
SECTION VI Special Committees
1. Special committees may be constituted by the Board to help with the performance of YYSC management responsibilities. These committees must have at least one Director among their members who will be responsible for reporting on committee activities to the full Board.
ARTICLE V OFFICERS OF THE CORPORATION
SECTION I Officers and Terms
1. The Corporation shall have a President, Vice President for Administration, Vice President for Fields & Equipment. Treasurer, Registrar, Secretary, six (6) Commissioners and one (1) or more Delegates-at-Large. All officers shall be elected at the Annual General Membership meeting for a term of one (1) year and shall be eligible for re-election.
SECTION II Nominations
1. A Nominating Committee shall present all nominations for office to the Board for approval prior to the AGM.
2. The Secretary shall publish or otherwise make available the names of those persons nominated for office in the Corporation to all members in good standing in the YYSC prior to the AGM.
3. Any member of the YYSC may also make nominations, provided the nomination is endorsed by at least five (5) other adult members and submitted in writing to the Club office at least ten (10) days before the AGM.
SECTION III President
1. The President shall be the chief Executive Officer of the Corporation and shall see that all orders and resolutions of the membership and the Board are carried into effect.
2. He/she shall preside at all general membership meetings and Board meetings and shall vote only in cases of a tie.
3. The President shall make recommendations to the Board regarding club policies and practices, and request from the Treasurer a draft annual budget for review and approval by the Board
4. The President, or designee, shall serve as the official YYSC liaison to the League and other official soccer bodies.
5. Upon expiration of office he/she may remain on the Board in a non-voting advisory capacity for one year and for subsequent one-year periods subject to approval by a majority of the Board.
SECTION IV Vice President for Administration
1. During the absence or disability of the President, the Vice-President for Administration shall have all the powers and perform all the duties of the President.
2. The Vice-President for Administration shall perform such duties as the President or the Board shall prescribe.
3. The Vice-President for Administration will maintain an annual calendar and assure, in coordination with the designated editor, timely information will be provided via the YYSC web site.
SECTION V Vice President for Fields and Equipment
1. The Vice President for Fields and Equipment shall assure a fair and reasonable allocation of practice and game fields (and gym space), decide when conditions preclude play, and handle procedural arrangements for make-up games.
2. The Vice President for Fields and Equipment may form a committee to oversee the management and repair of goals, nets and other club equipment.
3. The Vice President for Fields and Equipment shall assure that fields are properly marked and equipped for games.
4. The Vice President for Fields and Equipment shall make timely recommendations to the Board concerning the need for repair or replacement of equipment, and for the repair or rest of fields.
5. The Vice President for Fields and Equipment shall serve as Board liaison to Yorktown Parks and Recreation Superintendent on matters relating to allocation and use of playing fields.
6. The Vice President for Fields and Equipment shall serve as Board liaison to Yorktown/Lakeland School Districts on any matters relating to fields and usage and availability.
7. The Vice President for Fields and Equipment shall serve as Board liaison to every other organization that does or may provide the Club with fields or facilities.
8. On specific matters such as scheduling, external meeting attendance, etc. the VP may delegate these duties to another Club member with approval of the President.
SECTION VI Treasurer
1. The Treasurer shall have the care and custody of all the funds and securities of the Corporation and shall deposit said funds in the name of the Corporation in such bank or trust company as the Directors may select.
2. The Board shall pass a resolution indicating those members authorized to sign checks, drafts, notes, and orders for the payment of money in the name of the Corporation for expenditures which are duly authorized by the Board. All checks and drafts require two authorized signatures.
3. The Treasurer may not have any signing authority over any of the accounts or funds of the Corporation.
4. The Board shall review and approve the execution of all new contracts with a term of more than one year and/or a contract value greater than or equal to $3,000.00. All contracts will be signed by the Treasurer, the President, or other designee approved by the Board.
5. The Treasurer shall assure that proper accounting and record-keeping procedures are followed by the Corporation and arrange for periodic audits of all YYSC accounts. Such audits must be conducted annually.
6. The Treasurer shall prepare periodic financial statements for presentation at each regular Board Meeting and at the Annual General Meeting, including a current reconciliation of the Corporation’s operating account.
7. The Treasurer will be responsible for ensuring that required quarterly and annual tax filings with Federal and local tax authorities are made on a timely basis.
SECTION VII Registrar
1. The Registrar shall enact the player registration policies of the YYSC.
2. The Registrar follows the registration rules of the League to which the YYSC belongs, as well as those of appropriate governing bodies such as the ENYYSA and the USYSA pertaining to registration of teams, players, and officials.
3. The Registrar shall promote the dates, times and places of the Annual Registration, and advertise this information in local newspapers or club newsletters.
4. The Registrar shall maintain a roster of each team, updating player information as needed.
5. The Registrar shall protect the records of the club relating to team registration, parent/coaches volunteer sheets and any other registration documentation required by the League or higher governing bodies.
6. The Registrar shall coordinate all transfer requests and other matters related to registration with the appropriate Travel, In-House, and Bantam Commissioners.
SECTION VIII Secretary
1. The Secretary shall take the minutes and record Board members’ attendance at all Board of Directors meetings, Annual General Membership meetings, and any other official meetings required by the Board.
2. The Secretary shall write-up the minutes of all meetings in an accurate and complete manner, provide a copy of these minutes to each officer before the next subsequent monthly Board meeting, and deliver one electronic copy to the YYSC office for inclusion in the official record book.
3. The Secretary shall handle, answer and supervise all incoming and outgoing correspondence of the Corporation, except in cases where the Board of Directors shall authorize an individual or committee to conduct that correspondence which may be pertinent to their position or committee.
SECTION IX Boys Travel Commissioner
1. The Boys Travel Commissioner shall facilitate communication between the Board and Boys Travel coaches.
2. The Boys Travel Commissioner shall prepare a calendar of tryout dates each Spring, in coordination with the Girls Travel Commissioner, and assure that these dates are appropriately publicized.
3. The Boys Travel Commissioner must review and, in consultation with the Registrar, approve and advertise all special tryouts.
4. The Boys Travel Commissioner must oversee the implementation of YYSC policies and practices concerning travel teams.
5. The Boys Travel Commissioner is responsible for the recruitment of coaches for each boy’s travel team and the presenting of any coaching candidates to the Board for review and approval.
SECTION X Girls Travel Commissioner
1. The Girls Travel Commissioner shall facilitate communication between the Board and Girls Travel coaches.
2. The Girls Travel Commissioner shall prepare a calendar of tryout dates each spring, in coordination with the Boys Travel Commissioner, and assure that these dates are appropriately publicized.
3. The Girls Travel Commissioner must review and, in consultation with the Registrar, approve and advertise all special tryouts.
4. The Girls Travel Commissioner must oversee the implementation of YYSC policies and practices concerning travel teams.
5. The Girls Travel Commissioner is responsible for the recruitment of coaches for each girl’s travel team and the presentation of any coaching candidates to the Board for review and approval.
SECTION XI In-House Commissioners
Under 11 Commissioner (U9, U10 & U11)
1. The In-House Commissioner is responsible for the overall management of the Under 11 In-House program including the establishment of rules of play, scheduling, tournament coordination, and disciplinary measures for violations of rules and procedures.
2. The In-House Commissioner coordinates team formation and the recruitment of coaches and trainers, which will be submitted to the Board for approval.
3. The In-House Commissioner oversees the implementation of YYSC policies and practices concerning In-House soccer.
4. The In-House Commissioner appoints, directs, and supervises other positions and committees as needed.
Over 11 Commissioner (U12 and above)
5. The In-House Commissioner is responsible for the overall management of the Over 11 In-House program including the establishment of rules of play, scheduling, tournament coordination, and disciplinary measures for violations of rules and procedures.
6. The In-House Commissioner coordinates team formation and the recruitment of coaches and trainers, which will be submitted to the Board for approval.
7. The In-House Commissioner oversees the implementation of YYSC policies and practices concerning In-House soccer.
8. The In-House Commissioner appoints, directs, and supervises other positions and committees as needed.
SECTION XII Bantam Commissioners
U5 & U6 Bantam Commissioner
1. The Bantam Commissioner coordinates for the U5 and U6 programs the organization of teams.
2. The Bantam Commissioner oversees the implementation of YYSC policies and practices concerning Bantam play.
3. The Bantam Commissioner appoints, directs, and supervises other positions and committees as needed.
4. The Bantam Commissioner is responsible for communicating any issues involving any U5 or U6 Bantam player, parent, or coach to the Board or appropriate committee.
U7 & U8 Bantam Commissioner
5. The Bantam Commissioner coordinates for the U7 and U8 programs the organization of teams and the recruitment of coaches and trainers that will be submitted to the Board for approval.
6. The Bantam Commissioner oversees the implementation of YYSC policies and practices concerning Bantam play.
7. The Bantam Commissioner appoints, directs, and supervises other positions and committees as needed.
8. The Bantam Commissioner is responsible for disciplinary action involving any U7 or U8 Bantam player, parent, or coach.
SECTION XIII Delegates-at-Large
1. Delegates-at-Large have full voting rights and are responsible for any tasks not attributed to other Board members, and/or for assisting other Board members with particular tasks.
2. Up to three Delegates-at-Large may be elected at the discretion of the Board.
ARTICLE VI APPOINTEES OF THE BOARD
SECTION I Head Referee
1. The Head Referee shall maintain an active list of all referees in the YYSC comprising of names, addresses and telephone numbers.
2. The Head Referee shall have the responsibility of scheduling certified referees for all YYSC home games not scheduled by the League or other higher jurisdiction.
3. The Head Referee is responsible for the training of YYSC referees, including the organization of clinics and certification courses.
4. The Head Referee should monitor the performance of new referees and review cases of questionable conduct by YYSC referees.
SECTION II Head Coach
1. The Head Coach shall maintain an active list of all YYSC coaches, including names, addresses, and telephone numbers.
2. The Head Coach shall be responsible for organizing a series of professionally taught coaches and player clinics throughout the year, in accordance with the Board approved training budget.
3. The Head Coach shall organize coaches licensing courses on a periodic basis, as needed.
4. The Head Coach should assure the quality and availability of coaching.
5. The Head Coach shall implement YYSC “Play-up” policies.
6. The Head Coach shall suggest and help to implement ways in which YYSC can improve the overall training of its coaches and players.
7. The Head Coach will oversee all travel tryouts and player evaluations.
SECTION III Coaches
1. Coaches have the responsibility of teaching and training their players the art and rules of soccer under and in accordance with the rules of the USYSA.
2. Coaches have the responsibility to improve their own understanding of soccer and good coaching through participation in YYSC-supported clinics, courses and other training opportunities.
3. Coaches should teach and practice sportsmanship during both practices and games.
4. Coaches are responsible for the conduct of their players and parents at matches and tournaments.
5. Coaches are responsible for the implementation of YYSC policies and practices concerning their teams and players.
Section IV Disclosure/Conflicts of Interest
1. All Board of Directors, including appointees of the Board, coaches, assistant coaches and any other individual involved in an activity on behalf of YYSC must disclose to the Board of Directors any venture or business interest that may be related to the fundamental purpose of the YYSC.
2. The Board of Directors must review and approve all such interests to ensure there would be no conflict as permitted under Article 5 of the Not for Profit Corporation Law. None of the above individuals associated with YYSC may use club assets or their position in the club for any business enterprise without prior written approval of a two-thirds vote of the Board of Directors.
3. Failure to comply with the disclosure requirements or conflict of interest provisions will result in the removal of the individual.
ARTICLE VII REGISTRATION AND TRYOUTS
SECTION I Timetable and Procedures
1. The procedures for Club registration shall be determined by the YYSC Registrar and approved by the Board annually and shall be posted on the Club website and emailed to all current members.
2. The Travel Team Tryout Policy shall be recommended by the boys and girls travel commissioners and the Head Coach for approval by the Board of Directors.
3. The YYSC does not guarantee the placement of a child on any particular team. Placements will be based on the registration and tryout policies of the YYSC.
ARTICLE VIII AMENDMENTS
SECTION I Procedure
1. These Bylaws may be amended, supplemented, or repealed in response to a written request, by any member in good standing, to the Board of Directors at least six (6) weeks prior to the AGM.
2. All requests to amend or repeal these Bylaws shall be voted upon by the general membership of the Corporation in attendance at its Annual General Membership meeting.
3. Notice of any proposed changes in the Bylaws shall be made available to all members of the Corporation prior to the AGM.
4. A quorum of at least 30 members in good standing is required to conduct official AGM business, and a two-thirds (2/3) vote of the members present at the AGM is required to adopt any proposed amendment.
5. These By-Laws may also be amended at any Special Membership Meeting, called pursuant to Article III, Section IV, subject to the procedures in this section.
ARTICLE IX APPEALS
1. The decision of any Commissioner, or of the Board itself, maybe appealed.
2. Any appeal must be made in writing to the YYSC office within 7 days of the action being appealed.
3. The Board will schedule a hearing to consider the appeal at its earliest convenience, no later than the next scheduled Board meeting.
4. The decision of the Board, by majority vote, will be final in all appeals. This decision may be appealed to the club’s parent league in accordance with the league’s procedures for appeal.