PENNRIDGE YELLOWJACKETS SOCCER ASSOCIATION

Transcription

1 PENNRIDGE YELLOWJACKETS SOCCER ASSOCIATION General Meeting September 17, 2014 Meeting was called to order at 7:40pm. A Sign-in sheet was passed around. Treasurer s Report: Ken Smith Ken gave a financial update of the club s assets and expenses and provided a report. Ken distributed ref fees to teams.. 1 st Vice President Intramurals: Andrea Ayala N/A 2 nd Vice President Travel: Greg Banis Do we want to participate in a coaching clinic on a Sunday for 3 hours, maybe 9am-12pm? Greg should pick a date based on game schedule and whoever can make it, can and whoever can t, can t Head Coach/Referee: Charlie Bratchford N/A Sponsorship Coordinator: Juan Ayala N/A Equipment Manager: Dan Brown Markey Park may need a new toilet because it is gross and overflowing. Tony will contact the township. Registrar: Bill Thorrington Team Rosters can add players until March. Secretary: Megan Banis-Clemens Will not get field rental for Perkasie 2 nd Street Field Proposed field development in West Rockhill. Update contact list for board and coaches. President s Report: Tony Romeo Tony is proposing bylaw changes compiled by the Bylaw committee. See the attached document below. Times are secured for indoor practices and assigned times. Roman Arcade cannot play whole travel season because of an injury prior to the season and will be issued a refund. Charles Dickey needs a refund because he is not on the team and already registered.

2 Old Business Minutes Approved. New Business Michael Reed and Michael Thomson, from NexGen, came to present info about their facility. All sport training facility with strongest position being soccer. Distributed packet of information including rates. Offer facility and training, as well as fundraising opportunities. Fundraising opportunities include hosting a tournament at their facility and splitting the registration fees and concession profits depending on the options selected. Trying to incentivise using other services- yoga, fitness, health, etc. by offering discounts for additional services with membership. They are offering Futsal indoor tournaments weekends in January. 1 free training and 1 free surface use in September or October per team was offered to check out the facility. It s a first come, first serve basis. Trainers include Kim Gerhart and Audrey Andersen (high school coach). Drew nominated Dan Brown for Travel Coordinator. Chad seconded it. Dan Brown has not yet responded. Sign-In Sheet Executive Committee President Tony Romeo 1 st Vice President-Intramural Andrea Ayala 2 nd Vice President-Travel Team Greg Banis Secretary Megan Banis-Clemens Treasurer Ken Smith Head Coach/Referee Charlie Bratchford Equipment Manager Dan Brown Registrar Bill Thorrington Sponsorship Coordinator Juan Ayala Team Coach Representative U8 Girls Andrea Ayala Andrea Ayala U9&U10 Girls Chad Fultz Chad Fultz U11 Girls Dan Brown Dan Brown U12 Girls Rob Padfield U13 Girls Mike Tirjan U14 Girls Greg Banis U9 Boys John Geib U10 Boys Juan Ayala Juan Ayala, Charlie Bratchford U11 Boys Dave Martin Drew Minko U12 Boys Frank DeMas U13&U14 Boys Harvey Smith Members Print Name Michael Reed Team Nexgen

3 Michael Thomson Nexgen Meeting was adjourned at 10:28 pm. Respectfully submitted by, Megan Banis-Clemens

4 PENNRIDGE YELLOWJACKETS SOCCER ASSOCIATION CONSTITUTION And BY-LAWS TABLEOFCONTENTS Name Purpose Headquarters Colors Membership Leagues, Division & Teams Government Legislative and Judicial Powers Officers Nominations Eligibility Elections Duties of Officers Meetings Quorum Amendments...08 By-Laws...08 Rules of Order Standing Committees Order of Business Policy Travel Team Policy

5 CONSTITUTION ARTICLE I NAME: The name of this association shall be the Pennridge Youth Yellowjackets Soccer Association, herein after referred to as PYSA. ARTICLE II PURPOSE: The object and ppurpose of this league organization shall be the conduct of the game of soccer: 1. For theto promote the physical and moral benefit of its players. 2. For the To promote improvement of soccer playing standards in the area. 3. For fostering theto promote the philosophy that while always playing to win, winning is secondary to fair play gentlemanly conduct andand respect for others. 4. For theto provide an environment for the enjoyment of the game. ARTICLE III HEADQUARTERS: The headquarters of the association shall be within the playing area of the PYSA, on in the state of Pennsylvania. Local headquarters in said area shall be determined from time to time by the presiding Board of Directors. ARTICLE IV COLORS: The representative colors of the association shall be any combination of Green, Black, Yellow and White. ARTICLE V MEMBERSHIP AND PRIVELEDGES: Section 1: This association shall consist of individuals, who are interested in the welfare of youth soccer, and who are willing to work to help the PYSA fulfill the purpose of our leagueorganization. 2

6 Section 2: All Only parents of participating children or participating adult individuals are considered members of the PYSA. Members of PYSA are defined as playing members, coaches, and parents of players. Section 3: PYSA will not discriminate against any individual on the basis of race, color, religion, sex, or national origin. LEAGUES. DIVISIONS & TEAMS: Section 1: ARTICLE VI PYSA will be comprised of an Intramural Program, Travel Program and Fall Developmental Program. Section 2: The Intramural Program shall be divided into leagues, divisions, and/or teams. Section 32: The Travel Program shall consist of a more competitive teams. Each travel team shall have one head coach and assistant coach as appointed by head coach. PYSA shall develop a travel policy. Formatted: Font: Not Bold Section 4: The Fall Program shall consist of training and small sided games to promote the development of future travel players. Section 5: The Board of Directors and their appointees shall be empowered to designate leagues, divisions, and teams. Formatted: Font: Not Bold GOVERNMENT: ARTICLE VII Section 1: This association shall be governed by its Constitution and By-Laws as herein set forth. Should a conflict arise between the PYSA Constitution and By-Laws and those of the Upper Bucks Soccer League, Eastern Pennsylvania Youth Soccer Association, and/or the United States Youth Soccer Association to which associations the PYSA is affiliated, the PYSA 3

7 Constitution and By-Laws will remain in effect, except during competition with other affiliated teams from outside the PYSA and from the aforementioned organizations. Section 2: Board of Directors shall be the governing body of PYSA. It shall have the authority to conduct all business on behalf of the organization that fall within the purpose of PYSA. Section 3: The term of each office or position for which an election is held shall begin the first day of the calendar year following said election and shall continue for a period of time thereafter not to exceed one year. LEGISLATIVEAND JUDICIALPOWERS: The legislative and judicial powers of the association except those which herein otherwise Delegated, shall be vested in the Board of Directors. Comment [a1]: This has been noted above. OFFICERS: ARTICLE VIII Section 1 (Officers): The officers of this association shall be represented as follows: President 1stVice President - Intramural Coordinator 2nd Vice President - Travel Team Coordinator Secretary Treasurer Intramural Head Coach/Referee Equipment Coordinator Registrar Tournament Coordinator Sponsorship Coordinator Communication Coordinator???? Fall Program Coordinator They, together shall constitute the Board of Directors of this Association. If a vacancy shall occur on the Board of Directors, the Board shall fill said vacancy immediately by the appointment thereto of a person to serve out the unexpired term thereof. All vacancies shall be filled by a majority vote of the Board of Directors. Section 2 (Nominations): A nominating committee, consisting of three previous Board Members appointed by the 4

8 President shall recruit qualified personnel for each Board position for the oncoming year. Nominations from the nominating committee will be presented at the October September General Membership Meeting; additional nominations from both the committee and the floor will be accepted at the November SeptemberOctober and December OctoberNovember General membership Meetings. No Nominations will be accepted at the November General Membership meeting. Section 3 (Eligibility): 1. All officers shall have been a participating member of this association for at least one year. 2. The Head Coach/Referee must have at least an "F" State Coaching License, although an "E" license would take preference. 3. No one shall hold more than one office. Section 4 (Elections): 1. Election of officers shall be held at the December November General Membership Meeting. 2. Nominations shall be accepted from both the nominating committee and the general membership at both September and October General Membership meeting prior to the November election meeting. 3. Elections for individual offices shall be held sequentially by separate secret ballots. in the order shown in Section 1 of this Article. 4. All officers shall be elected by a majority of the general membership. 5. The term of each office or position for which an election is held shall begin the first day of the calendar year following said election and shall continue for a period of time thereafter not to exceed one year pt, Font color: Custom Color(RGB(67,67,67)) 12.5 pt, Font color: Custom Color(RGB(67,67,67)) 12.5 pt, Font color: Custom Color(RGB(67,67,67)) 5

9 Section 5 (Responsibilities Duties of Officers): A: The responsibility duties of the President shall be as follows: 1. Supervise the affairs and activities of the association. 2. Represent the association within the community. 3. Preside and maintain order at all meetings. 4. Appoint all committees as deemed necessary by the Board of Directors. All appointees must be approved at a general meeting. Committees shall include, but are not limited to the following: a. Appoint an Audit Committee on or before the December meeting. It shall consist of at least two Board Members, excluding the Treasurer, and one non-board member. The committee shall give their report at the February General Meeting. b. Appoint a Nominating Committee on or beforein accordance with Article 8 section 2. the September Board Meeting. c. Appoint a Fields Commissioner. 5. Act as Ex-Officeio Member of all standing committees. 6. Work with the Treasurer that all tax paperwork and returns have been completed and submitted in a timely manner Appoint Upper Bucks Soccer League representatives for confirmation by the Board of Directors. One of these representatives is to be the PYSA President. Representatives or alternates are expected to attend all UBSLmeetings. B. Duties Responsibilities of the 1stVice President Intramural Coordinator shall be as follows: Comment [a2]: What is this for? Tournament? Formatted: Indent: Left: 0.88", No bullets or numbering 12.5 pt, Font color: Custom Color(RGB(82,82,82)), Strikethrough 1. Perform the role duties of the President in theirhis absence. 2. Represent all intramural coaches and players at all general membership business meetings. 3. Supervise the preparation of team rosters and maintain current rosters. 4. Supervise the scheduling of make-up games. 5. Appoint coaches for the intramural teams. 6. Keep the Board apprised of the intramural program. 7. Be a member of the standing committee on finance Be responsible of rostering all Intramural players with EPYSA. C. The responsibilitiesduties of the 2nd Vice President - Travel Team Coordinator shall be as follows: 1. Represent all travel team coaches and players at all general membershipbusiness meetings. 6

10 2. Organize and administer the travel teams. ; 3. Appoint travel team coaches for confirmation by the Board of Directors. 4. Report scores as required. Verify scores are reported as required by the leagues the teams are participating in. 5. Keep the Board of Directors apprised of the travel team program. 6. Be a member of the standing committee on finance. 7. Represent PYSA at all required meetings by the leagues that PYSA participates in.. 8. Coordinate and secure gym time for indoor travel teams with regard to practice and games. 9. Responsible for distributing the PYSA travel guidelines and aniticipated expenses to all parents and guardians of travel players. D. The responsibilitiesduties of the Secretary shall be as follows: 1. Record the minutes of all business meetings. 2. Maintain complete records of all association activities. 3. Maintain a current list of elected officials, appointed positions, and membership on standing committees. Names, addresses, addresses, and telephone and cell phone numbers should be included. 4. Prepare a monthly mailing of Distribute minutes to the Board of Directors within one week of the conclusion of a meeting. and distribute at least one week prior to their regular meeting. 5. Maintain a listing of all members in attendance at all association meetings. 6. Inform all Board members and interested parties of all regularly scheduled and special meetings. E. The responsibilitiesduties of the Treasurer shall be as follows: To collect all money due to PYSA and to deposit such funds to appropriate accounts. 2. Assume complete responsibility for all association finances. 2. Chair the standing committee on finances Keep the books and financial records of the association Receive and be custodian of all monies Pay bills as authorized by the Board of Directors through the issuance of checks. 6. Prepare monthly written financial reports Prepare a budget for submittal at the January Board meeting Secure approval by the Board of Directors on all non-recurring normal business 8. expenditures over $ Coordinate all areas concerning insurance, both in selecting the types and companies. 10. This also includes the disbursement of claim forms to those needing them If applicable, assume responsibility for preparing tax returns. All tax returns and tax paperwork shall be prepared by a CPA pt, Font color: Custom Color(RGB(59,59,59)) Formatted: Font: (Default) Times New Roman 12.5 pt, Font color: Custom Color(RGB(67,67,67)) 12.5 pt, Font color: Custom Color(RGB(67,67,67)) 12.5 pt, Font color: Custom Color(RGB(67,67,67)) 7

11 -5- F. The responsibilitiesduties of the Intramural Head Coach/Referee shall be as follows: 1. Chair the standing committee on coaches and referees. 2. Hold at least one coaches' committee meeting per month during the regular intramural season. 3. Conduct a training seminar for coaches and referees at least once prior to the start of each year's season. 4. Promote the association s philosophy on education and enjoyment of the game. 5. Attend all meetings of the grievance committee in which a coach is involved. 6. Assume complete responsibility for securing and coordinating all referees as required. 7. Be responsible for the proper indoctrination and schooling of all referees and proper certification of coaches. 8. Encourage, stimulate and direct all referees. G. The responsibilitiesduties of the Equipment Coordinator shall be as follows: 1. Assume complete responsibility for the maintenance, procurement, distribution, repair, and storage of all the equipment owned by the associationpysa. 2. Evaluate and present for the Board of Directors authorization, the equipment needs for the upcoming season, prior to the start of the season. 3. Procure quality equipment at competitive prices. All authorized purchases in excess of $2,000 shall be procured by at least three (3) competitive bids. 4. Replacement equipment valued at less than $25.00 per item may be obtained without prior approval of the Board. 5. Keep records of equipment expenses and inventory. 6. Distribute equipment to coaches. Outline their responsibilities with regard to care, minor repair, and return at the end of the season. 7. Post season retrieval and storage of equipment. H. The responsibilitiesduties of the Registrar shall be as follows: Be responsible for documenting all player registrations for travel Be responsible for distribution of registration materials. 3. Collect all fees and after duly recording them, turn fees over to the Treasurer. 4. Be responsible for turning over all registration forms, broken down by age group to the 2nd Vice President, Travel Coordinator. 1stVice President - Intramural Coordinator. 5. Be responsible for rostering all travel teams and all intramural players with the UBSL and EPYSA pt, Font color: Custom Color(RGB(59,59,59)) I. The responsibilitiesduties of the Tournament Coordinator shall be as follows: 8

12 1. Schedule and administer all tournaments that the association intends to host, with the Pennridge SchoolDistrict. This includes indoor and outdoor tournaments. 2. Coordinate and secure gym time for indoor travel teams with regard to practice and games. 3. Chair the standing committee on tournament concessions. 4. Establish guidelines, rules and regulations for all tournaments hosted by association. 5. Provide regular updates on the tournament progress to the Board of Directors. 6. Work with Sponsorship Coordinator to minimize duplicity to potential sponsors or existing sponsors. Formatted: Normal, No bullets or numbering 13 pt, Font color: Custom Color(RGB(67,67,67)) 5. Establish guidelines for association travel teams with regard to which teams participate in PYSA tournaments and which teams the association intends to enter outside ofpysa. J. The responsibilitiesduties of the Sponsorship Coordinator shall be as follows: 1. Be responsible for securing new and existing Sponsors evenly amongst all the clubs teams. 2. Be responsible for distributing all sponsorship materials. 3. Coordinate with travel teams to see that the sponsors name is used in any writeups. for newspaper print. 4. Collect all fees and after duly recording them, turn these funds over to the Treasurer. 5. Be responsible for various reports detailing any sponsorship efforts. 6. Coordinator shall pre-approve/monitor all sponsorship activities in order to minimize duplicity to potential sponsors or existing sponsors. 9

13 ARTICLE IX MEETINGS: Section 1 (Annual Meetings): The annual meeting of the Association shall be held in January. Section 2 (General Meetings): a) General Meetings shall be held monthly at a regular time and place as determined by the Board of Directors. Any change in time or place must have prior approval by a majority of the Board of Directors, and public notice must be given of the change. b) All business shall be approved at the monthly General Meeting. Section 3 (Special Meetings): 1. The President may call a special meeting when requested by three board members. 2. All business meetings of the association and/or of the Board of Directors may be made by a call of the President or twenty-five percent (25%) of the membership upon written or other notice to all concerned. 3. Notice of such meeting shall be written, stating the purpose with a minimum of 1 week notice.all business meetings of the association and/or of the Board of Directors may be made by a call of the President or twenty-five percent (25%) of the membership upon written or other notice to all concerned. ARTICLE X QUORUM: Section 1 (Annual, Genera!l and Board Meetings): A Quorum shall be established by a majority of the Board of Directors. ARTICLE XI 13 pt, Font color: Custom Color(RGB(67,67,67)) 13 pt, Font color: Custom Color(RGB(67,67,67)) Formatted: Indent: Left: 0.5", Space After: 10 pt, Line spacing: Multiple 1.15 li, No bullets or numbering, Adjust space between Latin and Asian text, Adjust space between Asian text and numbers AMENDMENTS: In order to amend the Constitution the article in question must be passed by at least seventyfive percent (75%) of the members present at the Annual meeting as stated in Article IX Section 1. 10

14 Any proposed amendments to the Constitution must be provided in writing to the membership at least two weeks prior to the Annual Meeting. In order to amend the and/or By-Laws of the association, the article in question must be passed by at least seventy-five percent (75%)two thirds of the members present. and voting at an annual meeting. The proposed change must be aired at two consecutive meetings and voted on at the third meeting. Any proposed amendments to the By Laws must be provided in writing to the membership at least two weeks prior to the General Membership Meeting. 11

15 BY-LAWS ARTICLE I RULESOFORDER: Section 1: Roberts Rules of Order shall govern all proceedings except as provided in these By-Laws. STANDING COMMITTEES: Section 1 (Grievance Committee): ARTICLE II a) Shall consist of the President (Chairman), 1st Vice President - Intramural Coordinator, Head Coach\Referee, and the 2nd Vice President - Travel Team Coordinator. b) The standing committee on grievance shall have full jurisdiction over the conduct of all managers, coaches, referees, and players, and shall have power in the manner herein provided, after hearing, to suspend or expel any person under its jurisdiction, guilty of violation or breach of the Constitution, By-Laws, and/or policy of this association, and/or to impose penalties as it may deem proper. c) Every case which shall arise in this association shall be tried by this committee who may require all parties to be present. Section 2 (Finance Committee): a) Shall consist of the Treasurer (Chairman), the 1st Vice President Intramural Coordinator, and the 2nd Vice President - Travel TeamCoordinator. b) Oversee financing to support the program. Section 3 (Coaches): * a) Shall consist of the Head Coach/Referee (Chairman), and all member Intramural coaches and referees. b) Organize and implement intramural coaching and referee courses. c) Develop recommendations for playing rules. Section 4 (Communications): a) Shall consist of a Communications Coordinator, as appointed by the President, 12

16 (Chairman), and other appointees as confirmed by the Board of Directors. b) Maintain a membership registration. Section 5 (Equipment): a) Shall consist of an Equipment Coordinator, as appointed by the President, (Chairman), and other appointees as confirmed by the Board of Directors. b) Shall assist in carrying out the Equipment Coordinator's duties. Section 6 (Fields): a) Shall consist of a Fields Coordinator, as appointed by the President, (Chairman), and other appointees as confirmed by the Board of Directors. Section 7: Each committee shall record and submit minutes of all official meetings to the association secretary and report their activities at regular general membership meetings. ARTICLE III ORDER OF BUSINESS: The order of business at all meetings shall be as follows: 1. Roll call/sign in. 2. Minutes of previous meeting. 3. Financial report. 4. Reports of other officers. 5. Report of the President. 6. Reports of committees. 7. Unfinished business. 8. New business. The President shall have a written agenda. ARTICLE IV The year shall be from January 1st through December 31 st ARTICLEV This association will not discriminate against anyone due to their race, creed, color, or national origin. POLICY Association policy shall be adopted and/or amended by a majority of the officers. The proposed change will be voted on at the following meeting. 13

17 PYSA TRAVEL TEAM POLICY AGE GROUPINGS: All new playersmust try out for their assigned age group according to EPYSAruling (August 1). PLAYERS PLAYING UP AN AGE GROUP: Qualified players playing up in an age division will be reviewed on a case by case basis, using the following criteria: 1. Mutual consent of both travel teamcoaches involved. 2. Travel TeamCoordinators approval. 3. Board of Directors involved only if deemed necessary by the Travel Team Coordinator. 4. This policy does not apply to players already on an established travel team in the association already within their age group. SECONDARYPLAYERS: Qualified playerswithin our association who wish to play up in an age division as a secondary playerwill be reviewed on a case by case basis, using the following criteria: 1. Mutual consent of both travel teamcoaches involved. 2. Travel TeamCoordinators approval. 3. Board of Directors involved only if deemed necessary by the Travel Team Coordinator. Secondary players from outside of our association will not be permitted

18 BY-LAWS ARTICLE I RULES OF ORDER: Section 1: Roberts Rules of Order shall govern all proceedings except as provided in these By-Laws. STANDING COMMITTEES: Section 1 (Grievance Committee): ARTICLE II a) Shall consist of the President (Chairman), 1st Vice President - Intramural Coordinator, Head Coach\Referee, and the 2nd Vice President - Travel Team Coordinator. b) The standing committee on grievance shall have full jurisdiction over the conduct of all managers, coaches, referees, and players, and shall have power in the manner herein provided, after hearing, to suspend or expel any person under its jurisdiction, guilty of violation or breach of the Constitution, By-Laws, and/or policy of this association, and/or to impose penalties as it may deem proper. c) Every case which shall arise in this association shall be tried by this committee who may require all parties to be present. Section 2 (Finance Committee): a) Shall consist of the Treasurer (Chairman), the 1st Vice President Intramural Coordinator, and the 2nd Vice President - Travel Team Coordinator, and Sponsorship Coordinator. b) Oversee financing to support PYSAthe program.. Section 3 (Coaches): 1

19 * a) Shall consist of the Head Coach/Referee (Chairman), and all member Intramural coaches and referees. b) Organize and implement intramural coaching and referee courses. c) Develop recommendations for playing rules. Formatted: Font: 14 pt Section 4 (Communications): a) Shall consist of the President and Secretarya Communications Coordinator, as appointed by the President, (Chairman), and other appointees as confirmed by the Board of Directors. b) Maintain a membership registration. Section 5 (Equipment): a) Shall consist of an Equipment Coordinator, as appointed by the President, (Chairman), and other appointees as confirmed by the Board of Directors. b) Shall assist in carrying out the Equipment Coordinator's responsibilities.duties. Section 6 (Fields): a) a) Shall consist of a Fields Coordinator Committee, as appointed by the President, (Chairman), and other appointees as confirmed by the Board of Directors. b) Be responsible for lining fields for all PYSA programs. Section 7: Each committee shall record and submit minutes of all official meetings to the association secretary and report their activities at regular general membership meetings. 1 + Numbering Style: a, b, c, + Start at: 1 +, Font color: Gray-70%, Font color: Gray-70% ARTICLE III ORDER OF BUSINESS: The order of business at all meetings shall be as follows: 1. Roll call/sign in. 2. Minutes of previous meeting. 3. Financial report. 4. Reports of other officers. 2

20 5. Report of the President. 6. Reports of committees. 7. Unfinished business. 8. New business. The President shall have a written agenda. ARTICLE IV The year shall be from January 1st through December 31 st ARTICLE V This association will not discriminate against anyone due to their race, creed, color, or national origin. POLICY Association policy shall be adopted and/or amended by a majority of the officers. The proposed change will be voted on at the following meeting. PYSA TRAVEL TEAM POLICY AGE GROUPINGS: All new players must try out for their assigned age group according to EPYSA ruling (August 1). TRYOUTS 1. Travel coordinator will be responsible for announcing tryouts. 2. Tryouts will begin by the first week of April. 3. Invitations shall be sent out by the coaches. SELECTIONS 1. Selection of team members is the sole responsibility of the coach. 2. Coaches notify all children of their selection/non-selection. PLAYERS PLAYING UP AN AGE GROUP: Qualified players playing up in an age division will be reviewed on a case by case basis, using the following criteria: 1. Mutual consent of both travel team coaches involved. 2. Travel Team Coordinator s approval., Bold, Font color: Custom Color(RGB(74,74,74)) 3

21 3. Board of Directors involved only if deemed necessary by the Travel Team Coordinator. 4. This policy does not apply to players already on an established travel team in the association already within their age group. SECONDARYPLAYERS: Qualified players within our association who wish to play up in an age division as a secondary Player will be reviewed on a case by case basis, using the following criteria: 1. Mutual consent of both travel team coaches involved. 2. Travel Team Coordinator s approval. 3. Board of Directors involved only if deemed necessary by the Travel Team Coordinator. Secondary players from outside of our association will not be permitted