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CYSC 2010 By-Laws

COCALICO YOUTH SOCCER CLUB CONSTITUTION AND BY-LAWS

UPDATED February 11, 2010 (see note at end) 

ARTICLE I.  NAME 

The name of this organization shall be Cocalico Youth Soccer Club, hereinafter, sometimes
referred to as CYSC. CYSC was formed 00/00/0000. 

ARTICLE II.  PURPOSE

The purpose of Cocalico Youth Soccer Club is:

To promote, foster, and perpetuate the game of soccer by providing supervised and organized soccer activities.

To instill spirit of sportsmanship and fair play among members, coaches and players. 

To develop, teach, promote and regulate soccer for the students of the Cocalico School District of individuals less than 19 years of age. Allowance of students from outside of the school district must meet the approval of the board.

To teach soccer by holding clinics conducted by qualified instructors.

To provide support for the scholastic soccer program at Cocalico High School.

ARTICLE III.  AFFILIATION

CYSC is affiliated with the Lancaster County Youth Soccer (LANCO), Lancaster Area Girls Soccer (LAGS), the Eastern Pennsylvania Youth Soccer Association (EPYSA), the United States Soccer Federation (USSF), and the Federation Internationale de Football Association (FIFA).

ARTICLE IV. EXPECTATIONS

The Board is responsible for the overall governance of the Club.  CYSC Board members are expected to be “working” Directors; in addition to providing leadership and strategic direction to the Club, each Board member is expected to devote significant time and effort to plan, manage and administer programs and activities of the Club, and to take a lead role in at least one key area of responsibility. The more general duties of the Board include: developing, implementing, and, as needed, amending the Club’s long-term plans; selecting, supporting, evaluating, and supporting Club personnel and volunteers; and providing financial direction and oversight. Board members are expected to be truthful, honest, and fair, as well as discreet and tactful. They should be able to listen, analyze, and think clearly, and possess excellent judgment and common sense.  Directors need to be able to work well with people individually and in a group, and be sensitive to and tolerant of differing views. A director also needs to be open to compromise.  Although you may be personally interested in, e.g., the advancement of your own child’s soccer career, your own status within the club, etc., once you become an officer or director, you must work for the good of the club as a whole.

ARTICLE V.  MEMBERSHIP

SECTION 1.  CLASSES OF MEMBERSHIP

A. Playing Membership

• All members shall abide by the Constitution and By-laws, rules, and regulations of CYSC
• Players will become members upon completion of registration forms and payment of fee.        
• Membership shall be open to any child of the Cocalico Scholl District and area according to the programs approved by the board each year.
• Allowance of students from outside of the school district must meet the approval of the board.
• The sole limitation of membership shall be the size of the rosters and the number of teams that the Club is able to operate in a given year.
• All members shall abide by the Constitution and By-laws, rules, and regulations of CYSC.
• Membership will not be restricted by virtue of race, color, religion, national origin, or ethnic group. 

B.  Voting Membership

• All members shall abide by the Constitution, By-laws, rules and regulations of CYSC and with the Constitution, By-laws, rules and regulations of the LANCO.
• Adult members must be at least 18 years of age, and a parent or legal guardian, coach, assistant coach, Board Member, or appointee of the Board
• All voting members will be allowed only one vote.  A voting member must be in attendance and voting at the time an issue is under consideration.  Proxy votes are not permitted.
• The vote of the President of the Board will determine a tie breaker if needed.

 

SECTION 2. REMOVAL

A.  Procedure

• The Board Members, by a two-thirds vote of those present at any duly constituted meeting, shall have the authority to discipline or suspend or terminate the membership of any member of any class when the conduct of such person is considered detrimental to the best interests of CYSC.  The member involved shall be notified of such charges and shall be informed of the general nature of the charges and given an opportunity to appear at a meeting of the Board of Members to answer such charges. If a Board Member is being disciplined, they do not have the ability to vote.

 

ARTICLE VI.  DUES AND OTHER FINANCIAL OBLIGATIONS

SECTION 1.   REGRISTRATION FEES

A. Amount

• Registration fees and late charges shall be established by the Board Members based on the average budget and registrants.

  

B. Payment

• Dues shall be payable at completion of on site registration. All Web registrants must provide payment prior to season start. (may need to change this as agreed).
• Submittal of completed membership forms does not constitute registration unless accompanied by dues.

 

C. Special

• CYSC reserves the right to waive dues in case of exception or financial hardship upon approval of the appointed sub-committee.
• There will be a late registration charge imposed for any registration received after the primary registration date.

 

 SECTION 2.  OTHER FINANCIAL OBLIGATIONS

• Those members participating only in one season, Fall or Spring program season will be assessed accordingly. When participating in only one season, the full registration amount shall be assessed

 

• Teams entering tournaments will be responsible for their own fees. However, it will be by Board Member vote to allow the club to pay for tournament fees up front.  If the club fronts the money, the teams shall reimburse the club.  This is in an effort to take financial hardship off the coach

 

• Team Uniforms are required and must be purchased through the club. Uniforms are updated and ordered when the Board Members deem necessary.

 

ARTICLE VII.  BOARD OF DIRECTOR

SECTION 1.  PERSONNEL (adjusted January 26, 2010)

• The Board of Directors of CYSC shall consist of the following individuals:  President, Vice President, Secretary, Treasurer, Registrar, and Coordinator Manager. Current list of the Board Members is available from the Secretary, or the CYSC website. http://www.cysc.org/index.html.

 

• Volunteer Personnel shall consist of the following individuals:  Select Boys/Girls League Representative, Recreation Boys/Girls League Representative, Snack Stand, U8 Coordinator, U6 Coordinator, Coaching Coordinator, Field Maintenance Coord., Referee Coord., Equipment Coord., Picture Coord., and Uniform Coordinator

 

SECTION 2.  NOMINATION

• There shall be a Nominating Committee appointed by the President consisting of three (3) delegates.

 

• The Nominating Committee will provide to the club at the January annual meeting the names and positions of the potential or existing volunteers for each Board Position except the two coaches’ representatives that are elected at the previous July meeting.

 

• Any voting member may propose additional nominations, with the consent of any nominee.

 

SECTION 3.  ELECTION AND TERM

• A Board of Directors shall be elected at the January annual meeting.

 

• Nominees receiving a majority vote, and after the nominee has accepted, will be declared elected.

 

• The term of office shall be for one (1) year beginning February 1st and ending in January 31st, unless otherwise stated.

 

SECTION 4.  DUTIES

A.  Board of Directors

• The Board of Directors is the administrative body of the CYSC and is responsible to the membership.  The Board develops policy and has general charge and control of CYSC’s programs, operation, funds and property.  It shall also be responsible for the following:
• Establishing, amending, and enforcing the Constitution and By-laws, rules and regulations of CYSC.

• Authorizing and approving all budgets, programs, registration fees, and expenditures of CYSC.
• Making all final decisions regarding grievances and discipline.
• Approving and appointing all coaches, managers, and any or all other team or association officials.
• Approving all appointments made by the President.
• Calling for any official membership meeting.

 

B.  President

• The President shall be the chief executive officer of this association and is ultimately responsible for the operation, achievements, and morale of this association.  The duties of the President are as follows:

• Shall preside at the club monthly meetings and Board of Directors’ meetings.
• Shall be a member ex-officio of a committee.
• With the approval of the Board, shall create other committees as are deemed necessary and shall assign their duties.
• Supervise the selection of teams.
• His/her power of vote shall be used only when necessary to break a tie.
• Attend Lanco meetings with the League Representative as available.

 

C.  Vice President

• The Vice-President shall serve as assistant to the President and must be familiar with the overall operation and programs of the association.  The duties of the Vice-President are as follows:

• Shall assume the duties of the President in his/her absence.
• Shall support all other Board Members with their responsibilities.
• Attend League meetings if available.
• Chair all disciplinary and grievances to the club.

 

D.  Secretary

• The Secretary shall keep the minutes of the meetings and conduct the general correspondence of the association.  The duties of the Secretary are as follows:

• Send out notice of all meetings to all participants of the club. 
• Keep minutes and attendance of all meetings and distribute copies of these to all Board members.
• Maintain an accurate copy of the CYSC Constitution and By-Laws, including all approved amendments.
• Maintain annually a directory of names, Email, addresses and telephone numbers of all team coaches and players by individual teams.
• Prepare an accurate and up-to-date association mailing list.
• Responsible for providing ballots and conducting election at the January meeting.
• Provide the communications to the club from all Board Members.

 

E.  Treasurer

• The Treasurer shall be the chief financial officer of this association and the custodian of its funds.  The duties of the Treasurer are as follows:

• Chair the Finance Committee.
• Keep full and accurate accounts and present itemized financial statements at Board and General Meetings of this association.
• Pay club bills in a timely manor.
• Obtain signatures from either the President or Vice President for all checks.
• All checks must be signed by the Treasurer and either the President or Vice President.
• Checks drawn in an amount exceeding $1,000.00 must have prior approval by majority of the Board.
• Review monthly bank statements and provide details of the review to the President and Vice President.

 

F.  Registrar

• The Registrar shall supervise the player registration process.
• Keep a complete record of all teams and players and provide such to the secretary.

• Keep a complete record of CYSC membership.
• Responsible for gathering, compiling and disseminating information to the Lanco League.
• Assume the duties of the secretary in his / her absence.
• Attend all required Lanco Registrar meetings.

 

G.  Coordinator Manager

• Responsible for communicating, guiding and supporting of the coordinators: Select League Rep., Rec. League Rep., Snack Stand Coordinators, U8, U6, Field Maintenance, Coaching, Equipment, Referee, Picture, Uniform Coordinators.

 

SECTION 5. COORDINATOR POSITIONS

A.      Coaching Coordinator

• Recruit coaches.
• Assist in providing training and education of soccer.
• Work with the Field Maintenance Coordinator for field assignment.
• Coaches Coordinator
• The Coaches Coordinator shall develop a program to assist in the training of new and existing coaches. The duties of the Coaches Coordinator are as follows:
• Develop a sequential skills training manual/program for coaches and playing members.

 

B.  Equipment Coordinator

Responsible for coaches’ equipment bags.

• Must order first aid supplies and restock equipment bags, with necessary items, before the start of each season.
• Must keep inventory lists and identify bags with coaches and ensure handing-out and return of bags at the beginning and end of each season. 
• This person is also responsible for ordering game balls for each team before the start of each season.

 

C.  Field Maintenance Coordinator

The Field Maintenance Coordinator is responsible for all field maintenance, field practice/game schedules, season set-up/tear-down.

• Schedule field preparation day and field tear-down day for the fall and spring seasons.
• Maintain the field equipment, goals, nets, paint, etc.
• Create a field assignment practice schedule for all teams including U6, U8 and U9 and older
• Assign all home make-up games.
• Verify the condition of the fields for all Recreational games and determine if the fields are in playable or unplayable conditions.
• Insure all teams continue to maintain and line fields.
• Work with school officials for any special field changes, requests or needs.

 

D.  League Representative (Select) – Boys/Girls

• Represent CYSC at a monthly Lanco Youth Soccer League meeting for boys and girls.  Gather notes and report information from league meetings back to CYSC during our club meetings.

 

E.  League Representative (Rec) – Boys and Girls Recreational

The Recreation League Representative is responsible for:

• Attending two (2) meetings a year for each of the Boys and Girls Recreational teams.
• Report back to the CYSC club at all club meetings information gathered at each meeting.
• Assist the club in all League functions.

 

F.  Picture Coordinator

• Responsible for coordinating the clubs' player photo nights.  This involves communicating with the Photographer and Coaches and creating a schedule for picture night and being present on those nights.

 

G.  Referee Coordinator

• Must assign referees to all home rec. games.  Communicate with all Rec. coaches, Field Maintenance Coordinator and Snack Stand personnel.

 

H.  Snack Stand

• Buyer-Responsible for all aspects of supplying food/beverages for the snack stand including shopping, stocking, recruiting donations if needed, inventory and keeping financial records and presenting those records at the monthly club meeting.
• Scheduler-Responsible for scheduling team volunteers to help run the snack stand during soccer games.  Must also coordinate snack stand operating hours with all team game schedules.  Also for sending out weekly email reminders to scheduled teams.  Communicate with each team representative, field maintenance coordinator, and referee coordinator for any changes.
• Open/Close Support-Responsible for opening/closing the snack stand or coordinating a volunteer to do so.

*In addition to operating stand for fall and spring seasons, also responsible for all of the above mentioned responsibilities for the Columbus Day Tournament.

I.  U6 Coordinator

• The U6 Coordinator shall be responsible for the entire U6 program.

 

J.  U8 Coordinator

• The U6 Coordinator shall be responsible for the entire U8 program.
• Responsible for assigning players to teams.
• Recruit coaches and assist in providing training and education of soccer.
• Work with the Field Maintenance Coordinator for assigning practice fields and game schedule.
• Schedule the referees for each game.

 

K.  Uniform Coordinator

• Responsible for ordering and passing out uniforms to entire club and must keep inventory records and present those records and financial records to the Board at monthly club.

 

SECTION 6. VACANCIES

• A vacancy in any Board position in an unexpired term shall be filled by the Board of Directors by a majority vote of the Board.

 

SECTION 7. QUORUM 

• A majority of the members of the Board of Directors shall constitute a quorum.

 

ARTICLE VIII.  MEETINGS

SECTION 1. REGULAR MEETINGS 

• General meetings of voting members shall be conducted a minimum of once a year in January.

 

SECTION 2.  BOARD OF DIRECTORS MEETINGS 

• The Board of Directors shall meet a minimum of four (4) time’s a year. A quorum shall be required to conduct an official meeting. The secretary will keep and provide the minutes of the meeting and any action list required.

 

SECTION 3. COACHES MEETINGS 

• The July meeting will be a mandatory coaches meeting for both Select and Recreational coaches to distribute information and equipment. There will be additional Coaches meetings held prior to the spring season.

 

SECTION 4. SPECIAL MEETINGS 

• Special meetings may be called by the President or the Board of Directors or upon written request of 10% of the voting members of this association.

 

ARTICLE IX. COMMITTEES

The committees shall be designated at the first meeting of the Board according to the present needs of the association.

SECTION 1. STANDING COMMITTEES

• Chairmen of the Standing Committees will be appointed by the President, with the approval of the Executive Board. The appointed chairmen shall serve for a term of 1 year unless otherwise stated. Standing Committee members will be appointed by the pertinent Committee Chairmen. Special Committees may be established by the President as deemed necessary to conduct league business. Such Committees will be automatically disbanded upon completion of their assignments.

 

Communications Committee

• This committee shall be responsible for distribution and printing of a newsletter. The liaison from the Board to this committee shall be the secretary.

 

Equipment Committee

• This committee shall be responsible for preparing an equipment bag for every coach.  Each bag shall consist of first aid kits, 3-6 ice packs, one practice and one game ball, goalie jersey(s), practice pinnies, practice cones, etc.  The liaison from the Board to this committee is the Equipment Coordinator.

 

Finance Committee

• There shall be a Finance Committee chaired by the Treasurer. The function of this committee shall be to act as the financial fact-finding committee to advise the Board on all matters relating to the finances of this association. This committee will be charged with the responsibilities of fund-raising and matters pertaining to insurance. The Finance Committee shall prepare a recommended budget for presentation at the January meeting. An annual audit coinciding with the fiscal year shall be conducted of the Clubs books and presented to the Board and general membership. The liaison from the Board to this committee shall be the treasurer.

 

  Nominating Committees

• There shall be a Nominating Committee appointed by the President consisting of two (2) delegates:  Two Board members. The Nominating Committee will provide to the club at the January annual meeting the names and positions of the potential or existing volunteers for each Board Position.  Any voting member may propose additional nominations, with the consent of any nominee.

 

Special Activities Committee

• This committee shall be responsible for the yearly banquet, summer camp, photography, tournaments and any additional duties as stated by the President.

 

Uniforms Committee

• This committee shall be responsible for the selection, ordering, and distribution of club uniforms.  Shall be responsible for establishing of policies for the reuse of uniforms as applicable and approved by the Board Members.  The liaison from the Board to this committee is the Uniform Coordinator.

 

SECTION 2. SPECIAL COMMITTEES

Special Committees shall be established by the President with the approval of the Board as deemed necessary to conduct CYSC business.

ARTICLE X. POLICIES & STANDARDS

SECTION 1. POLICIES

• The policies of CYSC shall be in harmony with the policies of the Lanco leagues.

 

• Teams that wish to play outside the Lanco leagues must receive approval based on a majority vote by the board.

 

• The representative colors of CYSC shall be royal blue and white. The Under 8 Team Uniforms will be different colors due to intramural play.

 

• CYSC shall be dissolved in the event it shall cease to carry out the purposes herein set forth or upon the unanimous vote of the Board and the association voting membership, each at their own separate meeting. In the event of dissolution, all of the property and assets of CYSC shall be distributed to a similar non-profit, charitable, youth organization as selected by the Board.

 

• Whenever possible, disciplinary action shall be left to the discretion of the coaches. In matters of severe misconduct, the Board of Directors by a two-thirds (2\3) vote shall have the right and authority to suspend, or otherwise discipline any player, coach, team assistant, officer, or association member and remove them from membership or participation of any kind in CYSC or its sponsored activities for the season.

 

• A grievance is a protest to any action which is thought contrary to the stated philosophy and purpose of CYSC. A member with a grievance is encouraged to take that grievance directly to the individual involved. Should that approach prove unsatisfactory, the grievance should be taken to any of the Board of Directors.

 

• Each recreational player should play as close to one half of each game as possible with the exception of disciplinary actions at the discretion of the coach. This rule does not apply to Select Team’s.

 

• The number of players per team is determined by sign-up with inputs from the coach up to the maximum allowed as defined by the leagues in which the team participates.

 

• Every attempt will be made to have all players play within their appropriate age group. If it is necessary to have players play-up into the next age group to acceptably balance teams, recommendations will be provided by previous year coaches. Parents will be contacted for approval prior to any play-up assignment.

 

• Team selection criteria will be established by the Board of Directors prior to the January general meeting. Team assignment requests by players, parents or coaches will not be honored. Special requests for unusual circumstances must be identified, in writing, at registration and will be given consideration if possible.

 

• Coaches shall explicitly follow all standard health and safety regulations established by the Board of Directors to insure the well being of all players and parents of the club.

 

• If it becomes necessary to modify team assignments after rosters are published, changes will only be made with prior approval of both coaches involved, as well as with the approval of the either the boys or girls coaches rep.

 

ARTICLE XI. AMENDMENTS

SECTION 1.  PROPOSED AMENDMENTS

• Amendments may be proposed by any qualified voting member at any time. Proposed amendments must be submitted in writing to the Board President who shall present such proposals to the Board of Directors.

 

SECTION 2. ADOPTION OF AMENDMENTS 

• A two thirds (2/3) vote of the Board present and voting shall be required in order to indicate Board approval of a proposed amendment.

 

• Upon approval of the Board, written notice of proposed changes shall be distributed to the association’s voting membership at least fifteen (15) days prior to the meeting at which time such proposed change shall be submitted to vote.

 

• A two-thirds (2/3) vote of the voting membership present shall be required to adopt or repeal any amendment. 

 

ARTICLE XII. MISCELLANEOUS

•  This organization is organized exclusively for educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law).

 

• This organization, on an annual basis, will pay out in the form of a scholarship, no more than $1,000 to student(s) of Cocalico High School that have been a member of CYSC for at least three (3) years.  Application process must be completed according to CYSC guidelines for acceptance. The scholarship funds will be provided at the Cocalico banquet.

 

• Payment to Registrar is $600.00 annually, to be paid $300.00 at the start of each season

 

• No part of the net earnings of the Association shall inure to its members, trustees, officers or other private persons, except that the Association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof. No substantial part of the activities of the Association shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the Association shall not participate in, or intervene (including the publishing or distribution of statements) in any political campaign on behalf of any candidate for public office. Notwithstanding any other provisions of these articles, the Association shall not carry on any other activities not permitted to be carried on (a)by an association exempt from Federal income tax under Section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law) or (b) by an Association, contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law).

 

• Upon the dissolution of the Association, the Executive Board shall after paying or making provision for the payment of all the liabilities of the Association, dispose of all the assets of the Association exclusively for the purposes of the Association in such manner, or to such organizations, organized or operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law) as the Executive Board shall determine. With input of the Common Pleas of Lancaster County, exclusively for such purposes or to such organization or organizations as said Court shall determine, which are organized and operated exclusively for such purpose.

 

 Changes made January 26, 2010 at the annual meeting to reduce the Board members to six.  Those consist of President, VP, Secretary, Treasurer, Registrar and Coordinator Manager. The Coordinator Manager is a new position to be in charge of all the coordinators and to reduce the amount of acting board members. The vote was unanimous to make the changes.

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