Bylaws and General Procedures
OF
The Santa Rosa Youth Soccer League, Inc.
An Educational
and Nonprofit Organization
Bylaws
Article
1. Affiliations
1:01 Other
Organizations
1:01:01 The Santa Rosa Youth Soccer League (
Article 2.
Membership
2:01
Boundaries
2:01:01 The geographical boundaries of the League shall
coincide with the combined boundaries of the area from which all high schools
under the jurisdiction of the Santa Rosa School District draw their student
population. Youths who permanently
reside within these boundaries are eligible for general membership.
2:02
Membership Classes
2:02:01 There shall be three
classes of members designated general members, voting members, and honorary
members.
2:02:02 General membership shall consist of all youths
officially registered with the League and their parents or guardians.
2:02:03 Voting members shall consist of the Board of
Directors of the League, the Board of Directors of each Club, and rostered head
coaches of club teams.
2:02:04 Honorary membership shall consist of individuals
designated by the Board of Directors in recognition of meritorious service to
the League.
2:03 Number of
Members
2:03:01 General membership may be limited when League
resources are insufficient to meet the demand.
2:04
Membership Responsibilities
2:04:01 All members shall abide by the Bylaws and General
Procedures of this League and all applicable rules and regulations of the
associations with which the League is affiliated.
2:04:02 All youth applicants for general membership shall
annually submit a properly and truthfully completed registration form and full
payment of all dues and fees within the time and on the conditions set by the
Board of Directors.
2:04:03 No member shall engage the services of any lawyer or
attorney until all avenues of approach of protest and appeals procedures are
exhausted through the regular channels of the League, CYSA, USYSA, and USSF.
2:05
Termination of Membership
2:05:01 A voting or general member may be terminated on the
occurrence of any of the following events:
A. Resignation.
B. Expiration of the period of membership, unless renewed on
the terms fixed by the Board.
C. Failure to satisfy or maintain membership
responsibilities.
D. Determination by the Board of Directors that the member
failed in a material and serious degree to observe the rules and conduct of the
League or has engaged in conduct materially and seriously prejudicial to the
purposes and interests of the League.
Article 3.
Meetings
3:01 Regular
Meetings
3:01:01 Meetings of the BOD will be held monthly, with dates
and times determined by majority vote at the first meeting of a new BOD.
3:01:02 The agenda of regular meetings shall be as follows:
A. Call to Order G.
Reports of Board Members
B. Roll Call H.
Unfinished Business
C. Introduction of Guests I. New Business
D. Acceptance of Minutes of previous meeting(s) J.
Good of the Game
E. Correspondence K.
Adjournment
F. Committee Reports
3:01:03 Each BOD member in attendance shall be entitled to
one (1) vote. Voting by proxy is not
allowed. The President shall cast a vote
only when the outcome of the vote will be affected by his/her vote.
3:02 Annual
General Meeting
3:02:01 The Annual General Meeting (AGM) shall be called by
the President of the League, with the concurrence of the BOD, to be held no
later than January 15th of the seasonal year. Notification to all voting
members shall be made available at least thirty (30) days prior to the AGM.
3:02:02 The order of business at the AGM shall be as
follows:
A. Call to Order F.
Proposals for Changes to the Bylaws
B. Roll Call G.
Election of At Large Board Members
C. Introduction of Guests H.
New Business
D. Acceptance of Minutes of Previous AGM I. Good of the Game
E. Board Member and Committee Reports J. Adjournment
3:02:03 Each voting member in attendance shall be entitled
to one (1) vote. Voting by proxy is not
allowed and only those voting members of record in good standing shall be
entitled to voting privileges. The President shall cast a vote only when the
outcome of the vote will be affected by his/her vote.
3:03 Special
Meetings
3:03:01 The BOD shall meet whenever the President deems it
necessary, or if he/she is instructed to do so by four (4) or more members of
the BOD. Notice must be given to all BOD members at least one day prior to a
meeting.
3:04 Quorum
3:04:01 At all meetings of the Board of Directors, fifty percent
(50%) of the BOD membership shall constitute a quorum for the transaction of
business.
3:04:02 The members present at a regular meeting which a
quorum is present may continue to transact business until adjournment
notwithstanding the withdrawal of enough members to leave less than a quorum,
if such action is approved by at least a majority of members required to
constitute a quorum.
3:05 Rules of
Order
3:05:01 Robert's Rules of Order shall be followed at all
meetings of the League unless otherwise agreed by the participants.
Article 4.
Directors
4:01
Number
4:01:01 The governing board, therein after to be known as
the "Board of Directors", shall be comprised of five (5) members
elected at large, that is not a board member of a club, Joe Belluzzo (lifetime
member),
4:01:02 Honorary board positions may be created. Honorary
members are welcome to all board meetings and may participate in discussion,
but may not vote.
4:02
Election and Term of Office
4:02:01 The majority of eligible voting members of the
League present at the annual general meeting shall elect two (2) at large
members of the BOD in even numbered years and three (3) at large members in odd numbered years,
who shall serve for a period of two (2) years.
The term of office shall commence at the January BOD meeting. The
immediate past President shall remain President until a new President is
elected. Club representatives to the
board shall be reappointed annually by each club.
4:03 Board
Positions
4:03:01 The Board shall elect among themselves three
officers, a President, Vice-President, and Treasurer/Secretary. The duties of a Secretary will be performed
by a paid administrative assistant who shall have no voting privileges.
4:03:02 Other board positions will be defined each year by
the President with the agreement of the BOD. These positions may be filled by
soliciting volunteers or by appointment.
4:04
Duties and Responsibilities
4:04:01 The President shall:
A. Conduct all meetings of the BOD.
B. Appoint standing committees and their chairpersons as
needed to meet the goals and objectives of the League.
C. Manage the administrative assistant to insure that
accurate meeting records are kept, correspondence is handled, registration
information is collected and reported to CYSA, notification of meetings is
given, and League files are maintained.
4:04:02 The Vice-President shall perform the duties of the
President on occasions when the President is absent or is unable or unwilling
to act as President. Other duties may be
assigned annually by the Board of Directors.
4:04:03 The Treasurer shall, with the aid of the
administrative assistant:
A. Receive, and give receipt for, all monies which shall be
deposited in a recognized bank in the name of the League.
B. Make payment of all valid debts with a check bearing two
(2) signatures. Valid signatures include the Administrative Assistant's, the
Treasurer's, the President's, and the Vice President's.
C. Exhibit upon request of the President or Board of
Directors, the up-to-date books of accounts and financial records of the
League.
D. Prepare an annual League income tax statement and file by
May 15th.
4:04:04 Each member
of the Board of Directors shall:
A. Be thoroughly familiar with the Bylaws and General
Procedures of the League.
B. Attend League board meetings.
C. Attend club board meetings, when requested, for the
purpose of advising the club on administrative questions or interpreting the
League Bylaws or General Procedures.
D. Perform their assigned job function.
4:04:05 The Board of Directors shall not assume, or be
liable for, the debts or financial responsibilities, either implied or
incurred, of any of its members. The
directors shall not be personally liable for the debts, liabilities, or other
obligations of the League.
4:04:06 All general and voting members shall be covered by
the League through CYSA against personal liability claims while performing acts
and duties related to the work of the League.
4:05
Authorities
4:05:01 This League shall be governed by its Bylaws and
General Procedures, except when these are superseded by CYSA or USYSA.
4:05:02 The Board of Directors will govern the League and
its affiliated clubs.
4:05:03 The Board of Directors shall have sole authority
for:
A. Enforcing and interpreting the Bylaws and General
Procedures.
B. Registering affiliated teams.
C. Making temporary rules or regulations for specific cases
or occasions not provided for in the Bylaws and General Procedures, but deemed
necessary to carry out the objectives of the League.
4:05:04 The Board of Directors shall have the right and
authority to suspend, bar completely, or otherwise discipline any member of
this League.
4:05:05 The majority of the voting membership of this League
may request, by petition, a hearing for the removal of a member of the Board of
Directors at any time.
4:05:06 A committee made up of the League President and the
Presidents of each club may expel any board member if he or she misses three
(3) regularly scheduled monthly meetings in a row or misses four (4) out of six
(6) such meetings.
4:05:07 When the position of an at-large member of the Board
of Directors is declared vacant, the President will fill the vacancy by
appointment with the confirmation of the Board of Directors. A vacancy in the position of a club
representative shall be filled by the club.
The new board member shall serve out the remainder of the unexpired term of the board member leaving office.
4:06
Compensation
4:06:01 Directors shall serve without compensation.
Article 5.
Committees
5:01 Standing
Committees
5:01:01 The Board of Directors will form standing committees
each year which are necessary to carry out the goals and objectives of the
League. All members of these committees
will be members of the League. The Board
may delegate to these committees any of the powers and authorities of the Board
in conducting the activities of the League.
5:02 Other
Committees
5:02:01 The Board of Directors may from time to time
designate other committees for the purpose of achieving the goals and
objectives of the League. These
committees may have members which are not members of the League and will act in
an advisory capacity only.
Article 6.
Clubs
6:01 Purpose
6:01:01 The League may form clubs for the effective
administration of the soccer programs established by the League and CYSA.
6:02 Number
6:02:01 There shall be no limit on the number of clubs.
6:02:02 The formation of a new club will require the
approval of the majority of voting members present at an AGM.
6:03 Types
6:03:01 Geographic. This club type will be formed by
subdividing the boundaries of the League into smaller areas to form club
boundaries.
6:03:02 Functional. This club type may be formed to allow
the administration of a League-wide program.
6:04 Duties
and Responsibilities
6:04:01 Each club shall form a board of directors which will
govern the club and administrate the League soccer program.
6:04:02 Each club board shall appoint two members to serve
on the League Board of Directors.
6:04:03 Clubs may adopt rules and regulations which are more
stringent than those of the League, but in no case may rules and regulations be
less stringent.
6:04:04 Each club must submit complete financial statements
to the League each January.
6:04:05 Each club must make payment to the League all valid
registration fees and other debts owed the League.
6:05
Boundaries
6:05:01 Boundaries will be set using natural geographic
divisions and, whenever practical, with the intent of creating large enough
player populations to allow each club to compete fairly. Club boundaries shall be fixed and/or
modified by the governing authority of the League before, but not later than
the first (1st) of April, preceding the seasonal year.
6:06 Legal
Entity Status
6:06:01 The League is the legal entity of the
organization. Clubs will have no legal
entity status unless approved per 6:06:02.
6:06:02 With approval of the League
BOD by a 2/3 majority, a Club may become a legal entity and thereby by
responsible for their own debts and obligations. Clubs that become separate legal entities
must agree in their bylaws to affiliate and comply with the authority of the
League.
Article 7.
Amendment of Articles of Incorporation, Bylaws and General Procedures
7:01 Articles
of Incorporation and Bylaws
7:01:01 Each member may submit proposed changes to the
existing Articles of Incorporation or Bylaws to the League. These proposed changes shall be submitted in
writing at least 45 days preceding the AGM.
7:01:02 An amendment to the Articles of Incorporation or
Bylaws shall be deemed adopted by an affirmative vote of two-thirds (2/3) of
the voting members present at the AGM.
7:02 General
Procedures
7:02:01 General Procedures can be modified at any time
during the year by a two-thirds (2/3) majority vote of the board members
present at a Board of Directors meeting.
Article
8. Dissolution
8:01
Disposition of Assets
8:01:01 Should the League be dissolved and no other local
youth soccer organization created, all assets remaining after payment of all debts
shall be turned over to the CYSA for the express purpose of the development of
youth soccer. Should other leagues be created to replace the League, then all
assets remaining after the payment of all debts shall be turned over to the new
leagues. The portion of assets received by
each league shall be equal to the
percentage of player population resident within each league's boundaries.
8:01:02 Should a club be dissolved and no other clubs
created, all assets remaining after payment of all debts shall be turned over
to the League. Should other clubs be created, then all assets remaining after
the payment of all debts shall be turned over to the new clubs. The portion of
assets received by each club shall be equal to the percentage of player
population resident within each club's boundaries.
General
Procedures
9:01
Authorities and Responsibilities
9:01:01 The rules contained herein shall govern members of
the League in all cases to which they are applicable and in which they are not
inconsistent with the Bylaws of the League.
All competition shall be governed by the procedures stated herein unless
the rules of a specific competition determine otherwise.
9:01:02 Clubs may deem fit to include rules and regulations
more stringent than those included herein, but in no case may rules and
regulations be less stringent.
9:01:03C Each club shall be responsible for the conduct of
its coaches, managers, players and club members. It is the responsibility of each team to
ensure that its actions on or off the field do not bring disrespect upon their
club or the League. Each team shall also see that their fans behave in a proper
and respectful manner.
9:01:04L The League shall establish an organization which
provides three levels of play (Competitive - Division 1, Developmental -
Division 3, and Recreational - Division 4).
9:01:05 The League is primarily responsible for the
enforcement of procedures with section numbers followed by an
"L". The Clubs are primarily
responsible for the enforcement of procedures with section numbers followed by
a "C". No letter indicates joint responsibility.
9:02
Administration
9:02:01L The functional United Club shall administer
Division 1 programs. The geographic
clubs shall administer Division 3 and Division 4 programs.
9:02:02L The League shall:
A. Maintain legal entity status, specifically as a
non-profit
B. Maintain a post office box, telephone, message machine
and fax machine.
C. Prepare and file federal and state tax returns, payroll
taxes and other employee/subcontractor tax information. It shall retain copies
of these records, as required by the Internal Revenue Service and Franchise Tax
Board.
D. Establish bank accounts as needed.
E. Pay all District V and CYSA player registration, playing league
and tournament fees.
F. Maintain minutes and financial statements of each monthly
board meeting.
G. Obtain at least three competitive bids for purchases over
$1000.
H. Establish clubs and club boundaries.
I. Notify the Club
Presidents in writing within 30 days of any amendments to the Bylaws or General
Procedures.
J. Present written
invoices to each club for all monies owed the League.
K. Maintain an insurance claim file and forward all required
reports to CYSA within 30 days of reported injury.
L. Obtain proof of insurance forms as requested. Fees will
be paid by the League. Requests must be received at least 30 days prior to
intended use.
M. Appoint at least one representative to serve as its
official District V board representative.
N. Review District Board minutes at each League Board
meeting.
O. Fund raise only for special league-wide events approved
by the BOD.
P. All expenditures that exceed the budgeted amount in each
category must be approved by a 2/3 majority of the BOD.
9:02:03C Each Club shall:
A. Establish bank accounts as needed, provide the League
with account numbers and a copy of bank signature cards.
B.
Provide previous year detailed financial statements and contractor information
to the League by February 15th of each year.
C. Maintain minutes of each board meeting.
D.
Appoint two (2) representatives as defined in the Bylaws, to serve as its
official
E. Review League Board minutes at each Club
Board meeting.
F. Ensure that all injury claims against the
medical insurance be complete and on the proper form. All reports of injuries must be submitted to
the Club Secretary within 72 hours of the injury. The Club Secretary shall verify the accuracy
of the information and forward all claims to the League Administrative
Assistant.
G. Fundraise as
necessary to meet the financial needs of their programs.
H. Submit written
operating procedures annually by March 1.
I. Submit financial
statements by the 15th of each month, indicating income, expenses
and assets.
J. Monitor and control
use of League and Club resources (equipment, bank accounts, etc.) to insure
these resources are used only for youth soccer related activities. Any use of resources for non-CYSA sanctioned
activities require approval of the appropriate BOD. Teams must get club BOD approval; clubs must
get league BOD approval.
9:03
Registration