TIDEWATER SOCCER REFEREE ASSOCIATION BYLAWS

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1 TIDEWATER SOCCER REFEREE ASSOCIATION BYLAWS CI. ARTICLE I GENERAL 101. Title. The name of the organization is the Tidewater Soccer Referee Association, Incorporated, hereafter referred to as TSRA. TSRA s primary service area includes Virginia Beach, Norfolk, Portsmouth, Chesapeake, and Suffolk 102. Legal Status. TSRA is incorporated as a non-stock, non-profit corporation under the provisions of Chapter 10 of Title 13.1 of the code of Virginia. Members who officiate matches and officers of TSRA operate as independent contractors Purpose. The primary goals of TSRA are to support organized soccer and to assign qualified referees to officiate soccer matches within its service area. To achieve these purposes, TSRA shall: a. Promote an understanding of the rules of the game of soccer. b. Promote a sense of fair play and sportsmanship amongst all participants of the game. c. Establish and maintain a corps of qualified United States Soccer Federation (USSF) and Virginia High School League (VHSL) soccer referees. d. Promote the highest degree of soccer officiating by educating its members in the approved mechanics of officiating and a uniform interpretation and application of the rules of play. e. Assign qualified referees to contracted matches. f. Engage in any other lawful activity which supports its primary purpose. CII. ARTICLE II MEMBERS 201. Classes of Membership. a. Active Member. An individual who is certified as a referee and is current in the duties and responsibilities of active membership. b. Associate Member. An individual who is not certified as a referee but has a desire to promote the goals of TSRA through participatory membership. c. Emeritus Member. An individual who has been honored by the member of TSRA for exemplary service to the game of soccer Qualifications for Membership. a. All members agree to pay annual TSRA membership dues. Emeritus Members are exempt from paying dues and special assessments. b. All members agree to comply with the TSRA Bylaws. c. Nominations for Emeritus Membership may be made by any member for approval by the Executive Committee. Revised 2/13/14 1

2 203. Rights and Privileges of Membership. Members in good standing have the following rights and privileges. a. Active members shall receive fees for services rendered. The amount of such fee(s) shall be determined through negotiations between TSRA and the organization under whose authority the match is being played. b. Members may submit any suggestion or complaint regarding the management of TSRA to the Executive Committee. Any suggestion or complaint regarding the Executive Committee or of a confidential nature may be made personally to the President. c. Members are entitled to attend any and all TSRA scheduled clinics. d. Every member, 17 years of age or older, has the opportunity to vote when the general membership votes. e. Members may obtain a copy of the Bylaws and/or Register of Members. f. Every member is entitled to know his TSRA proficiency rating Duties and Responsibilities of Active Members. All active TSRA members shall: a. Act in a professional and responsible manner when representing TSRA and shall adhere to USSF s and/or National Federation s (of State High School Associations) code of Ethics for Referees. b. Maintain an up-to-date certification from USSF and /or VHSL. c. Wear the uniform, including badge, appropriate for the match being officiated. Uniforms will be kept clean, in good repair, and properly worn so that the official s appearance will not discredit oneself or TSRA. d. Arrive at the assigned pitch no later than fifteen twenty (1520) minutes prior to the scheduled match time. e. Properly report, by , all game incidents or unusual circumstances to the President and the appropriate USSF or VHSL official. A subsequent written report may be required for: i. Assault or abuse of a referee or linesman, ii. Ejection of a coach or other team official, iii. Incidents of serious foul play or violent conduct, iv. Abandoned or terminated matches, v. Unsatisfactory field conditions, or vi. Unsatisfactory performance of fellow officials. f. Notify the respective assignors as soon as possible, if unable to officiate an assigned match, and provide reason(s) for the non-availability. g. Obtain adequate personal risk, accident, medical, public liability and other types of insurance. Acceptance into TSRA membership shall be considered an acknowledgment that a member will not hold TSRA responsible for an incident which may befall the member. h. Pay all dues or assessments levied by TSRA and repay any overpayments. Revised 2/13/14 2

3 i. Make every effort to accept any TSRA assigned matches within the primary service area TSRA Proficiency Rating System. a. General. TSRA shall maintain an in-house proficiency rating system of all its active members. This system, along with other criteria such as availability, shall be used when assigning referees to appropriate level matches. USSF grade levels are considered when assigning TSRA proficiency rating. b. Rating Levels. All ratings will be reviewed, at least annually, by the Evaluation Committee and are subject to change at any time based on a consistent performance. A referee desiring to upgrade should notify an Evaluation Committee member or an officer of TSRA. The Evaluation Committee shall notify the individual member and the Assignor(s) of rating changes Cessation of Membership. Membership in TSRA ceases upon resignation, disciplinary action, or failure to pay dues for one calendar year Reinstatement of Membership. a. Resigned membership may be reactivated by payment of current dues and any payments due to TSRA at the time membership ended. b. Membership terminated by disciplinary action may be reactivated upon approval of the Executive Committee and payment of current dues and any monies owed to TSRA at the time membership ended Disciplinary Actions. a. General. Members are expected to conduct themselves in a professional manner. Any member who fails to comply with the Bylaws; is the subject of repeated and or substantial complaints; or who brings discredit upon TSRA or the profession of soccer officiating is subject to disciplinary action. Potential disciplinary matters must be reported to an Officer for review and determination of disciplinary action by the Executive Committee. b. Temporary Suspension by the President. Any member may be temporarily suspended from membership pending an investigation into a reported incident(s). Temporary suspensions may not exceed thirty (30) days and suspended members may not receive match assignments. By a 2/3 majority, the Executive Board may vote to extend the suspension an additional 30 days, reduce, or remove the suspension. c. Fact Finding. The President shall appoint a member, officer or committee to determine the facts in a situation which may warrant disciplinary action as soon as practical. The accused member shall be informed of the alleged offenses and afforded the opportunity to offer a written or verbal statement and supportive information. The member, officer, or Fact Finding Committee will report to the Executive Committee, in writing, within 2 weeks recommended appropriate disciplinary action. An extension may be requested by the Fact Finding Committee if needed to complete the investigation. d. Executive Committee Review. The Executive Committee shall review the findings reported and within 2 weeks determine the appropriate disciplinary action if needed. Revised 2/13/14 3

4 e. Disciplinary Sanctions. One or more of the following sanctions may be imposed as a disciplinary sanction: i. Fines. Fines may be levied for offenses such as uniform discrepancies, or arriving late or not at all for a scheduled match. The schedule of fines shall be approved by the Executive Committee and published to the membership via the Standing Rules. ii. Probation. Members in a probationary status may officiate matches and remain in good standing providing that they continue their compliance with the Bylaws. The duration of the probationary status will be set by the Executive Committee. iii. Disciplinary Suspension. Length of suspension will be determined by the Executive Committee after review of the incident. Members who have been suspended by any other athletic administrative body are subject to the same restrictions and may not receive match assignments. iv. Exclusion. The Executive Committee may terminate membership for serious breaches of the Bylaws or of accepted standards of conduct. f. Notification. The results of any disciplinary action will be conveyed to the member, in writing, by the Executive Committee Appeals and Grievance Process. A member who has been disciplined may appeal any or all disciplinary actions. a. Process. The appeal must be submitted in writing to an Executive Committee member within two weeks of the disciplinary announcement. The President or Acting President shall appoint an Appeals and Grievance Committee comprised of three impartial members, including at least one from a list of at least 3 members provided by the disciplined member. Unless listed by the disciplined member, the Executive Committee members shall not be named to the Appeals and Grievance Committee. The Appeals and Grievance Committee shall meet within two (2) weeks of appointment and shall issue a final, written report within an additional two (2) weeks. The committee shall invite the disciplined member to present extenuating circumstances and facts not previously considered. b. Final Conclusion. The Appeals and Grievance Committee s written decision is considered final and may not be appealed by the disciplined member or overturned by the Executive Committee or the President. The Appeals and Grievance Committee may only confirm, reduce or annul the original disciplinary action taken by the Executive Committee Dues and Assessments. a. Annual dues are based on the calendar year. i. Dues are deducted from the first pay check of active members and collected as soon as possible from associate members. ii. Any modification to annual dues requires a minimum thirty (30) days notification to members and approval by a majority vote at a general meeting. Revised 2/13/14 4

5 b. Special assessments may be collected from all members in order to meet unforeseen needs. Special assessments require a minimum thirty (30) day notification to members and approval by a majority vote at a general meeting. CIII ARTICLE III OFFICERS 301. General. a. The elected officers of TSRA are the President and seven Members-at-Large. b. Appointed officers of TSRA are the Treasurer, Secretary, Assignor(s) and the VHSL Commissioner. These officers shall be appointed by the President subject to Executive committee approval Nominations, Elections, and Terms of Office. a. A Nominating Committee, appointed by the President, shall propose a list of interested and qualified candidates for announcement prior to the Annual Meeting. The President shall advise all members of nominations 21 days prior to the Annual Meeting. b. The officers shall be elected by a simple majority of the required quorum via proxy. The Presiding Officer shall not vote in an election except to break a tie. c. The term of office shall begin at the close of voting at the Annual Meeting. i) Only active members in good standing and eighteen (18) years of age or older, the legal age of majority in the Commonwealth of Virginia, shall be permitted to hold office. ii) A member shall hold only one office at a time. iii) The President shall serve no more than two (2) consecutive terms in the same elected office cannot be re-elected for consecutive terms. iv) One-half term shall be considered a full term. v) A full term consist of two years. d. The newly elected officers shall determine the positions of First and Second Vice Presidents from the seven chosen Members at Large The President shall: a. Call for and preside at all meetings of TSRA and the Executive Committee. b. Appoint a Treasurer, Secretary, Assignor(s) and VHSL Commissioner. c. Be responsible for contract negotiations and contract performance. d. Appoint, within thirty (60) days of the Annual Meeting, members and chairpersons to the Standing Committees. Revised 2/13/14 5

6 e. Appoint a member, officer or committee to determine the facts in alleged disciplinary violations, incidents of lost or damaged property and other situations as warranted. f. Represent TSRA and be responsible for functions not specifically covered in the Bylaws The First Vice President. a. In the absence or inability of the President, perform the functions of that office with the same duties and powers. b. Become President in the event of a vacancy in that office. c. Chair the Finance Committee. d. Perform any additional duties assigned by the President. e. Assist the President with contract negotiations and contract performance The Second Vice President. a. In the absence or inability of the First Vice President, perform the functions of that office with the same duties and powers. b. Perform any additional duties assigned by the President The Members-at-Large. a. Represent the general membership. b. Chair or serve as members on Standing and Ad Hoc committees. c. Perform any additional duties assigned by the President The Secretary shall: a. Conduct the correspondence for and maintain the past and present documents of TSRA. b. Record and publish the minutes of TSRA and Executive Committee meetings. c. Notify members about scheduled TSRA meetings. d. Maintain a roster of members. e. Mail to the voting membership, prior to the Annual Meeting, the Nominating Committee s slate of proposed officers and a certified ballot (proxy). f. Receive and report to the Annual Meeting the results of all ballots submitted The Treasurer shall: a. Maintain TSRA s financial and property records and submit quarterly financial statements to the Executive Committee. Revised 2/13/14 6

7 b. Bill contracting organizations for services rendered. c. Provide individual and organizational financial information as required by law or regulation, such as tax returns. d. Serve as an ex officio member of the Finance Committee. e. Assist the Finance Committee, when requested, in preparation of reports and budgets. f. Deposit and disburse monies as instructed by the Executive Committee The Assignors shall: a. Assign appropriately qualified officials to contracted matches. b. If more than one assignor is appointed, their match scheduling responsibilities will be clearly defined by the President and publicized to the membership The VHSL Commissioner shall: a. Perform the duties and assume the responsibilities defined in the VHSL handbook and the VHSL Sports Officials handbook and keep the President informed of updates to the handbook. b. Act as a liaison between TSRA, VHSL, and the VHSL schools. c. Provide the VHSL ratings of TSRA members to the appropriate assignors. d. Use the TSRA Evaluation Committee to evaluate TSRA members during VHSL matches. e. Use the TSRA Appeals and Grievance process for any appeals and grievances. f. Chair a special committee, consisting of himself, the President, and the Chairperson of the Evaluation Committee or their designees, to recommend TSRA members for VHSL playoff matches. g. Serve as a member of the TSRA Evaluation Committee Vacancy of Office. A vacancy in any elected office, except that of President, shall be filled by the Executive Committee for the remainder of the term of office. a. Resignation from Office. Any officer may resign at any time by giving written notice to the President or Secretary. b. Removal from Office. i. An officer subject to removal and all members of the Executive Committee must be notified in writing prior to a meeting at which the proposed removal will be considered and provided the complete detail of the charges at least one week prior to the meeting. i.ii. The Executive Board Meeting will be closed to the general membership. Revised 2/13/14 7

8 iii. A two-thirds (2/3) affirmative vote of the Executive Committee present is required to remove an officer subject to the appeals process outlined below. A board member is suspended until the appeals process is completed. iv. Appeals process: Any appeal must be submitted in writing to an Executive member within 1 week of the vote to remove an officer. The President or Acting President shall appoint an Appeals and Grievance Committee within 2 weeks comprised of three impartial members, including at least one from a list of at least 3 members provided by the disciplined officer. Unless listed by the disciplined member, the Executive Committee member shall not be named to the Appeals and Grievance Committee. The Appeals and Grievance Committee shall meet within 2 weeks of the appointment and shall issue a final, written report within one week. The committee shall invite the disciplined officer to present extenuating circumstances and facts not previously considered. v. Conclusion: The Appeals and Grievance Committee is considered final and may not be appealed by the disciplined officer, overturned by the Executive Committee, or the President. The Appeals and Grievance Committee may only confirm or annul the original removal from office. ARTICLE IV EXECUTIVE COMMITTEE 401. General. Elected officers and the immediate past President have voting power and serve both as the Executive Committee and as the Board of Directors in accordance with the Articles of Incorporation. Appointed officers are advisory members of the Executive Committee. The tenure of the Executive Committee shall coincide with the terms of the elected officers. Appointed officers may be reappointed without term limits Duties. The Executive Committee shall adopt such policies and procedures as are deemed necessary for the operation of TSRA which are not in conflict with the Bylaws or Articles of Incorporation Meetings. The Executive Committee shall meet as often as TSRA business requires but no less frequently than quarterly. These meetings shall be called by the President or a simple majority of the board Quorum. Five elected officers shall constitute a quorum. CV. Article V - COMMITTEES 501. General. a. Standing Committees. The Standing Committees are Finance, Training, Evaluation, and Nominating. b. Ad Hoc and Special Committees. Ad Hoc and /or Special Committees may be formed, as required, at the discretion of the Executive committee or President. i. Such committees may include: Discipline, Appeals, and Grievance, Fee and Uniform, Recognition and Awards, Bylaws and Standing Rules, etc. ii. Unless otherwise designated by the Executive Committee or these bylaws, Ad Hoc and special Committees shall have at least three (3) members. iii. The President shall appoint the members of Ad Hoc and special Committees and the chairpersons, subject to final approval by their respective committees. Revised 2/13/14 8

9 c. Assignments to Standing Committees. The President shall appoint all Standing Committee Chairpersons (except the Nominating Committee) within 60 days after the Annual Meeting. d. Presidents Status. The President shall be an ex-officio member of all committees except the Nominating and Appeals and Grievance Committees. e. Transfer of Records. All committee chairpersons shall, within thirty days (30) following the Annual Meeting, transfer all records in their custody to the new Secretary or new committee chairperson, if appointed Finance Committee shall: a. Consist of the First Vice President (as Chairperson), the Immediate Past President, and one Member-at-Large appointed by the President. b. Establish, subject to Executive Committee approval, written operating policies and procedures for the appropriate management and safeguarding of funds and tangible assets. The policies and procedures shall cover, but not limited to, such issues as fund disbursement, disposal of equipment, and lost or damaged property. c. Review and approve all contracts negotiated by the President or his representative(s). d. Assist the Treasurer in maintaining the financial records and preserving TSRA s assets. e. Arrange for periodic audits of TSRA s financial records and submit a written report at the Annual Meeting. f. Prepare and submit for vote at the Annual Meeting a budget for the coming fiscal year. g. Monitor the dispersal of TSRA funds. h. Perform other duties as assigned by the Executive Committee Training Committee shall: a. Include, to the best extent possible, at least one member who is or has been a USSF qualified Referee Instructor. b. Plan, conduct, and supervise the training activities of TSRA. c. Perform other duties as assigned by the Executive Committee Evaluation Committee shall: a. Include, to the best extent possible, one member who is or has been a USSF qualified Referee Assessor. b. Conduct the evaluation activities of TSRA to determine the proper levels of assignment. c. Review and set each referee s TSRA proficiency at least annually. d. Notify the member and the assignors whenever there is a change of proficiency level. Revised 2/13/14 9

10 d.e. Handle referee grievances related to ratings. e.f. Perform other duties as assigned by the Executive Committee Nominating Committee shall: a. Be appointed by the President in sufficient time prior to the Annual Meeting to accomplish their purpose. b. Propose a list of eligible and interested nominees for up-coming elections and distribute their proposal to the membership prior to the Annual Meeting. The committee shall obtain the consent of the proposed nominee(s) to serve if elected. CVI. ARTICLE VI - MEETINGS 601. Annual Meeting. The Annual Meeting of the TSRA shall be held every January, unless changed by a majority vote of the Executive Committee. On an election year the purpose of the meeting is to announce the election results, review TSRA s financial status and conduct other business as necessary. Every year the annual meeting will host the kick-off clinic for the VHSL season General Meetings. Other meetings may be called by the President or the Executive Committee at any time. A meeting shall be called by the Executive Committee if it is requested in writing by five active members of the Association. The Annual Meeting shall be considered a general meeting with specific purposes Voting Quorum. Ten percent (10%) of the voting membership (as of the end of the previous calendar year) as counted by those voting plus proxies constitute a quorum Committee Meetings. Committees shall meet when called by the Chairperson. Committees shall provide a record of their meetings to the Secretary Clinics. Clinics, or other general membership meetings, shall be called for training, courses of instruction, rules interpretation or procedural reviews, and other purposes set forth by the Executive Committee Procedural Rules. All TSRA meetings are conducted in accordance with Roberts Rules of Order. CVII. ARTICLE VII FINANCE 701. Fiscal Year. TSRA s fiscal year shall begin on the first day of January and end on the last day of December Funds. TSRA s funds shall be deposited in bank(s) or trust company(ies) designated by the Executive Committee. Appropriate safeguards for the dispersal of funds will be monitored by the Finance Committee with approval by the Executive Committee Financial Statement. A statement of TSRA s physical and financial condition for the previous fiscal year and consolidated balance sheet showing TSRA s assets and liabilities shall be presented at the Annual Meeting. Revised 2/13/14 10

11 704. Expenditures. a. TSRA funds or other assets may only be expended for the operation, development, improvement and social activities of TSRA. b. The President may approve expenditures of up to $250 in any one transaction, and all such transactions shall be presented to the Executive Committee. Cumulative expenditures are not permitted. c. All expenditures will be paid with TSRA checks Reimbursements. a. Members shall be entitled to a refund of part or all expenses incurred in the performance of duties for or in behalf of TSRA. Such expenses must be previously authorized by the Executive Committee. All claims for reimbursement shall be submitted within one month of the completion of such duties and must be supported with appropriate documentation. b. The Treasurer and Assignor(s) are independent contractors who will be compensated in an amount approved by the Executive Committee Dissolution. In the event of TSRA s dissolution, all income and assets remaining after satisfying outstanding liabilities, may be given to a successor organization, another organization which promotes the game of soccer, or to a charity as determined by the Executive Committee. CIII. ARTICLE VIII MISCELLANEOUS 801. Amendments. The Bylaws may be amended, repealed, or suspended in whole or part, by a two-thirds (2/3) vote of a general meeting. Proposals for amendment or repeal must be made in writing and submitted to the Executive Committee so as to allow at least twenty-one (21) days notice to the membership prior to consideration of such proposals at a general meeting Standing Rules. Standing Rules shall be disseminated to the membership electronically within thirty (60) days after the Annual Meeting. The Standing Rules shall include, but are not limited to, the names of the current officers, the criteria for the TSRA proficiency levels, and the amount of fines, dues, and match fees Dissolution. TSRA may be dissolved at any time by the written consent of no less than two-thirds (2/3) of the Executive Committee and a two-thirds (2/3) vote of a general meeting. INDEX CI. GENERAL 101. Title 102. Legal Status 103. Purpose CII. MEMBERS 201. Classes of Membership 202. Qualifications for Membership 203. Rights and Privileges of Membership 204. Duties and Responsibilities of Active Members 205. TSRA Proficiency Rating System 206. Classifications of Membership 207. Reinstatement of Membership 208. Disciplinary Actions Revised 2/13/14 11

12 209. Appeals and Grievance Process 210. Dues and Assessments CIII. OFFICERS 301. General 302. Nominations, Elections, and Terms of Office 303. President 304. First Vice President 305. Second Vice President 306. Members-at-Large 307. Secretary 308. Treasurer 309. Assignor(s) 310. VHSL Commissioner 311. Vacancy of Office CIV. EXECUTIVE COMMITTEE 401. General 402. Duties 403. Meetings 404. Quorum CV. COMMITTEES 501. General 502. Finance Committee 503. Training Committee 504. Evaluation Committee 505. Nominating Committee CVI. MEETINGS 601. Annual Meeting 602. General Meetings 603. Voting Quorum 604. Committee Meetings 605. Clinics 606. Procedural Rules CVII. FINANCE 701. Fiscal Year 702. Funds 703. Financial Statement 704. Expenditures 705. Reimbursements 706. Dissolution CVIII. MISCELLANEOUS 801. Amendments 802. Standing Rules 803. Dissolution Revised 2/13/14 12