WESTERN BRANCH SOCCER CLUB-SAY

 

Western Branch Soccer Club Bylaws

 

Article I: Name

 

The name of this organization shall be the Western Branch Soccer Club – Soccer Association for Youth, (hereinafter referred to as WBSC).

 

Article II: Purpose

 

The object of WBSC shall be to promote Recreational and Advance and Select soccer, to organize soccer teams, to provide training and games, and to receive gifts or donations to promote the health, welfare and recreation of the general public through the sport of soccer.

WBSC shall be affiliated with Soccer Association for Youth (SAY), Tidewater Advance Soccer League, INC. (TASL), Virginia Youth Soccer Association (VYSA), United States Youth Soccer Association (USYSA), and the Federation Internationalle de Football Association (FIFA).

Through these affiliations, WBSC becomes the officially sanctioned youth soccer program for the Western Branch Area.

WBSC is a nonprofit organization.

 

Article III: Membership

 

Section 1         Members are teams formed by tryouts held by each team’s coaching staff. Each coach, manager and team must be approved by the President and Director of Recreation or Director of Advanced / Select of WBSC. Each team must remain in good standing with regard to payment of fees, dues and over all behavior of players, parents and coaches.

 

Section 2         Members must remain in good standing with regard to payment of fees and dues.

 

Section 3         Membership of a player or team may be terminated by a two-thirds vote of the eligible votes of the WBSC Executive Board and Executive Committee.

 

Section 4         Coaches shall be appointed by the Director of Coaching and approved by the Director of Recreation or Director of Advanced / Select as applies.

 

Section 5         Coaches are responsible for maintenance of their teams and recruitment of players.

 

Article IV: Executive Board and Executive Committee

 

Section 1         The Executive Board of WBSC shall be composed of six elected officers.

 

Section 2         The Executive Board of WBSC shall be elected on odd or even years as follows:

 

1. President                                         odd

2. Vice President                                 even

3. Secretary                                        odd

4. Treasurer                                        even

5. Director of Advanced/Select           odd

6. Director of Recreation League        even

 

Section 3         The Executive Board shall each serve a term of two (2) years.

 

Section 4         There shall be a nominating committee composed of three (3) members who shall be selected by the Executive Board one month prior to the Annual Meeting.  This nominating committee shall take nominees for all open positions and present the nominees at the Annual Meeting.   Only those nominees who have signified their consent to serve if elected shall be nominated.   The nominees for President and Vice President shall have been part of the voting membership for at least 2 consecutive years to be considered.  The nominees for all other members of the Executive Board shall be open to the entire membership.

 

Section 5         A vacancy in the Executive Board shall be filled for the unexpired term by a person elected by a majority of the voting membership.  See Article VII,

Section 2.

 

Section 6         The duties of the Executive Board shall be as follows:

 

A.        The President shall

·   exercise overall supervisory control over the Club and its operations;

·   represent WBSC in all endeavors regarding soccer;

·   prepare an agenda for and preside at all meetings;

·   appoint members of the Executive Committee, as needed;

·   present a budget for both recreational and advanced/select soccer to the Executive Committee for approval at the start of each season;

·   ensure that an audit of the WBSC finances be conducted annually prior to the start of the new fiscal year;

·   ensure all measures voted by the Executive Committee be promptly and properly executed;

·   perform any and all other duties as prescribed by these bylaws or assigned by this club.  

 

B         The Vice President shall

·   in the absence of the President, for any reason, perform the duties of the President and have all powers and restrictions of that office;

·   perform other duties as assigned.

 

C.        The Secretary shall

·   be responsible for all communications, both internal and external,

·   keep the official records of WBSC including minutes of all meetings, treasurer’s reports in his/her files;

·   be responsible for setting up meeting place for monthly meeting;

·   maintain a membership list;

·   perform other duties as assigned.

 

D.        The Treasurer shall

·  have custody of all the funds of the association;

·  keep a full and accurate account of receipts and expenditures;

·  keep a full and accurate account of Paypal;

·  make disbursements as authorized by the President, Executive Board, or Executive Committee in accordance with the approved budget;

·  have checks or vouchers signed by two officers, preferably the treasurer and the president;

·  present a written financial statement at every meeting of the WBSC and at other times when requested by the Executive Board;

·   prepare an annual financial report at the close of the fiscal year;

·  have the accounts examined according to the auditing procedures outlined in Article VIII – Dues / Finance;

·  file all financial forms per IRS regulations;

·  file all financial forms per SAY regulations;

·   perform other duties as assigned.

 

E.         The Director of Recreation shall

·   in the absence of the Director of Recreation, for any reason, the President shall perform the duties of the Director of Recreation and have all powers and restrictions of that office;

·   advertise with signs/emails for previous seasons players for registration for Fall and Spring Season;

·   inform Webmaster to open and close Registration on the Website as appropriate;

·   take phone calls from parents to answer questions about registration;

·   collect Registration forms from teams;

·   keep record of registration fees paid and turn monies over to Treasurer;

·   receive receipts for all registration fees from treasurer and submit back to coach or manager of each team;

·   ensure all team uniforms are ordered via website or Uniform Coordinator

·   keep record of uniform fees paid and turn monies over to Treasurer;

·   receive receipts for all uniform fees from treasurer and submit back to coach or manager of each team;

·   provide registration list of children to SAY;

·   assign teams to roster;

·   place equipment orders received from Director of Equipment;

·   schedule games, including makeup games if needed;

·   coordinate field use for practice;

·   perform any other duties as assigned.

 

F.         The Director of Advanced / Select shall

·  in the absence of the Director of Advanced / Select, for any reason, the Vice President shall perform the duties of the Director of Advanced / Select and have all powers and restrictions of that office;

·  advertise for tryouts (newspaper & signs);

·  answer inquiries about tryouts – refer to appropriate coach;

·  contact Webmaster for updates to the website;

·  manage advanced & select registration through league lineup;

·  enter registrants into a database;

·  enter registrants into an email list;

·  collect Registration forms from teams;

·  keep record of registration fees paid and turn monies over to Treasurer;

·  receive receipts for all registration fees from treasurer and submit back to coach or manager of each team;

·  ensure all team uniforms are ordered via website or Uniform Coordinator

·  keep record of uniform fees paid and turn monies over to Treasurer;

·  receive receipts for all uniform fees from treasurer and submit back to coach or manager of each team;

·  send list of advanced registrants to SAY registrar;

·  attend TASL meeting once per month as club representative;

·  club representative to VSL;

·  register select teams & declare fields with VSL;

·  register advanced teams & declare fields with TASL;

·  coordinate field usage for practices;

·  create player passes for advanced teams;

·  create rosters of select teams for VSL;

·  create rosters of advanced teams for TASL;

·  make sure Kidsafe forms are completed by all persons involved with the children and run necessary background checks;

·  ensure TASL rules are followed by advanced teams;

·  ensure VSL rules are followed by select teams;

·  ensure that children are playing in the appropriate age bracket;

·  place equipment orders received from Director of Equipment;

·  inform webmaster, coaches and team managers about summer/winter options

·  help organize of the summer camp.

 

Section 7         Any Officer failing to attend meetings in such a manner as to consistently cause a quorum to not be established shall have his continued tenure subjected to a vote of the membership in no less than ten nor more than thirty days from the last meeting of Officers where a quorum was not established. Any Officer may be removed from office by a two-thirds vote of the membership present at a membership meeting.

 

Section 8         An Executive Committee of WBSC shall be appointed by the President and approved by the Executive Board.  The Executive Committee shall consist of, but not be limited to the following:

 

                        Director of Coaches

                        Director of Equipment

                        Director of Fields

                        Director of Referees

                        Webmaster

                        Uniform Coordinator.

 

                        A single individual may hold more than one position on the Executive Committee.

                       

Section 9         The duties of the Executive Committee shall be as follows:

 

A         Director of Coaches shall

·   coordinate the training and continuous education of coaches;

·   ensure all coaches have required licenses;

·   in the event that the office of Director of Coaches is vacant, the Director of Recreation and the Director of Advanced / Select can fulfill these duties as applies.

 

B         Director of Equipment shall

·   distribute all practice balls, game balls and other equipment to the coaches or team managers and keep an inventory and record of all such distributions;

·   distribute field equipment to the Director of Fields and keep an inventory and record of all such distributions;

·   collect, inventory and store all equipment belonging to the club at the end of each season;

·   in the event that the office of Director of Equipment is vacant, the Director of Recreation and the Director of Advanced / Select can fulfill these duties as applies.

 

C         Director of Fields shall

·   locate sites for playing and practice fields;

·   enlist volunteers from each team to help in the marking and maintaining of fields;

·   enlist volunteers from each team and supervise the initial layout and marking of fields;

·   enlist volunteers from each team to cut grass at the fields;

·   enlist volunteers from each team to make sure each field is free of rocks, holes and debris before and after games;

·   perform other duties as requested by the Director of Recreation or Director of Advanced / Select;

·   in the event that the office of Director of Fields is vacant, the Director of Recreation and the Director of Advanced / Select can fulfill these duties as applies.

 

D         Webmaster shall

·   be responsible for establishing guidelines for documents to be published on the website;

·   be responsible for maintaining the website for WBSC, including all updates;

·   perform other duties as requested by the Executive Board.

 

E          Uniform Coordinator shall 

·   be responsible for researching prices and design for presentation and approval to the Executive Board;

·   be responsible for collecting all uniform orders at the start of the Fall season as well as any new uniform orders at the start of the Spring season.

·   keep record of uniform fees paid and turn monies over to Treasurer;

·   receive receipts for all uniform fees from treasurer and submit back to coach or manager of each team and a copy of each receipt to the Director of Recreation and Director of Advanced / Select as applies;

·   perform other duties as requested by the Director of Recreation or Director of Advanced / Select.

·   in the event that the office of Director of Coaches is vacant, the Director of Recreation and the Director of Advanced / Select can fulfill these duties as applies.

 

Article V: Meetings

 

Section 1         Meeting of the membership shall be held at the call of the President.

 

Section 2         The Annual Meeting shall be held in the month of May and shall be for the election of the appropriate Executive Board members and official presentation of the budget.

 

Section 3         A quorum is required at all meetings to conduct business. A quorum is defined as three or more members of the Executive Board present.

 

Article VI: Committees

 

Committees other than Registration and Rules and Games may be appointed as needed by the President with advice and consent of the Executive Board for an active life to be specified in the appointment.

 

Article VII: Positions

 

Section 1         Each member of the Executive Board and Executive Committee shall have one vote with the President voting only to break a tie.

 

Section 2         Membership voting: Each coach (representing team members) shall have one vote.

 

Article VIII: Dues/Finance

 

Section 1         The fiscal year of WBSC shall be from January 01 to December 31.

 

Section 2         The Budget shall be created by the by the President and approved by the voting members.

 

Section 3         The Budget shall be created twice a year, after completion of each registration.

 

Section 4         The President shall over see the May deadline for satisfying tax requirements.

 

Section 5         Membership dues are required each season per registered youth, and will be paid in advance. Failure to pay dues results in loss of membership.

 

Section 6         Teams will pay their Affiliation dues via WBSC.

 

Section 7         There will be at least three (3) and no more than five (5) members of the Executive Board with signature authority on the WBSC bank account.

 

Section 8         An auditing committee shall be selected by the Executive Board prior to the end

of the fiscal year.  An auditing committee shall consist of no fewer than three members and no one with signature authority shall sit on the committee.   The committee will perform an audit:

·  within 3 weeks of the start of the fiscal year;

·  upon resignation of the current treasurer, and within one week of such

resignation;

·  before a newly elected treasurer undertakes the responsibilities of that office.

 

Section 9         The auditing committee shall submit the audit to the Executive Board and Executive Committee for approval.   The audit report(s) will be presented to the general membership at the Annual Meeting.

 

Article IX

 

These bylaws may be amended by a two-thirds vote of the voting members provided that the amendment has been presented in writing to the President.

 

Article X

 

The rules contained in the current edition of Roberts Rules of Order shall govern WBSC in all cases in which they are applicable and do not conflict with these bylaws.

 

Article XI

 

These bylaws shall be in effect as of the 01 day of August, 2004.

 

These bylaws supersede all previous and are part of the Western Branch Soccer Club Region

1292 program.

 

September 2006 - Amended to reflect the removal of Hampton Roads Challenge League

(HRCL) and adding Tidewater Advance Soccer League (TASL)

 

July 2009 – Amended to restructure Executive Board and Executive Committee and clearly define their duties.