Willoughby Soccer Club By-Laws

I. Willoughby Soccer Club Mission Statement Willoughby Soccer Club By-Laws The Willoughby Soccer Club is dedicated to promoting and developing the sport of soccer for boys and girls ages 2 to 15 in Willoughby and Willoughby Hills, Ohio. The goals of Willoughby Soccer Club are to: Allow children to develop as soccer players, utilizing positive coaching that emphasizes learning over winning Foster an environment where children can learn the positive values of good sportsmanship, respect for others, effective teamwork, hard work, and perseverance Enhance the fitness and self-confidence of each child in the program Foster a life-long love for the game of soccer II. Name/Headquarters This organization shall be referred to as the Willoughby Soccer Club For the purpose of these By-laws. WSC will maintain affiliation with any organization that is affiliated with US Youth Soccer. Headquarters of the Club is located at the Willoughby Field House. The Club shall maintain a permanent address of the Willoughby Recreation Department., 1 Public Square Willoughby Ohio 44094 No part of the moneys of the Club shall be used to the benefit of any private member or individual, nor shall the Club perform particular services for individual members thereof. III. Meetings Association business meetings are to be held monthly with the date and time to be agreed upon. Specifically the date shall be the first Wednesday of each month and the time shall be determined monthly. The executive board shall reserve the right to change the time venue of any meetings. All business meetings shall include: a review of the minutes from the last month s meeting, Treasurer s Report, Old Business and New Business, and an open session for questions and comments. Business meetings shall be open to the public. The following Willoughby Soccer Club members are eligible to vote: A. Each Member of the Executive Board B. Each Head Coach shall have one vote as long as they have attended 1/3 of the Business meetings in the previous 1 year or the previous two meetings. C. Each Assistant Coach shall have one vote as long as they have attended 1/3 of the Business meetings in the previous 1 year or the previous two meetings. D. Each Parent of a Willoughby Soccer Club Player shall have one vote as long as they have attended 1/3 of the Business meetings in the previous 1 year or the previous two meetings. No individual shall be allowed to cast more than one vote regardless of the number of positions they hold as a member of Willoughby Soccer Club. Mitchell Edit 3/7/12 Page 1

IV. Executive Board 1. The Executive Board of the Association shall include the following positions/officers: A. President B. Vice president of Boys Select C. Vice President of Girls Select D. Vice President of Recreation E. Treasurer F. Registrar G. Secretary H. Webmaster I. Field & Game Scheduler J. Any other position deemed necessary to complete club business The purpose of the Executive Board is to supervise all the business and activities of the Association within the limitations of these By-laws, and any Association specific rules put in place. All Association rules shall be published and available for review. V. Term of Office a. Executive Board Members shall be elected for a three (3) year term. b. Elections will be held in December and new officers will assume their elected positions at the end of the spring season, or at such a time that the club determines. c. Executive Board Members are eligible for reelection. d. Executive Board Member terms are to be staggered. e. Terms of office are contingent upon completion and approval of Risk Management Assessment. * To initiate the two year staggered Executive Board seat rotation: Even year (2012) board election from this point forward, the President, Secretary, Vice president of Boys Travel, Field and Game Scheduler and Registrar will be elected for the assigned three year term. Odd year (2013) board election from this point forward, the Vice President of Girls Travel, Vice President of Recreation, Webmaster and Treasurer will be elected for the assigned three year term. VI. Duties of Executive Board 2. The duties of each Executive Board Member (generally) are as follows: A. President Oversees all Association functions and officers, conducts all Association meetings, assures the By-laws are being implemented, acts as an interface between the Association and the City officials. Oversees field maintenance, fundraising, and player uniforms B. Vice President of Recreation- Assume the duties but not the office of the President in the event of the President's absence, resignation, or disability. Act as a liaison with the recreation league members that need to interact with the Willoughby Soccer Club. Chair periodic meetings with recreation members to communicate issues and formulate proposals requiring action by the Executive Board at the Board's next meeting. C. Vice President of Travel- Assume the duties but not the office of the President in the event of the President's and Recreation League Vice President's absence, resignation, or disability. Act as a liaison Mitchell Edit 3/7/12 Page 2

with the Travel, Premier, and State Leagues and any other organization that need to interact with the Willoughby Soccer Club. Chair periodic meetings with Travel, Premier, and State League members to communicate issues and formulate proposals requiring action by the Executive Board at the Board's next meeting. D. Treasurer Maintains all club funds, provides a detailed and accurate report of all Club s funds. Provide an accurate report at each monthly meeting. E. Registrar Oversees all player registration and the draft, maintains accurate and up-to-date recreational League roster. F. Field and Game Scheduler Generates recreational League play schedules, oversees and hires all referees for recreational play, maintains accurate and up-to-date League standings. G. Secretary Maintains and distributes minutes of all Club business meetings, distribution of all Club information through flyers, newsletter, etc. H. Webmaster- Oversees the Club s website, score posting and Facebook page. VII. Removal a. A Board Member who misses three (3) consecutive regular meetings or does not attend at least fifty percent (50%) of the regular meetings, will immediately be brought to the attention of the board at the next board meeting, and may be disqualified and removed as a Board Member by a majority vote of the Board Members in attendance at the Board business meeting. A majority of the seated Executive Board must be present in order to hold the vote. A Board Member removed in this manner may not be re-elected during the next election. b. A Board Member may be removed from office for cause by a two-thirds vote of the Board Members in attendance at a Board business meeting. A majority of the seated Executive Board must be present in order to hold the vote. A Board Member removed in this manner may not be re-elected during the next annual election. VIII. IX. Vacancy a. Any Board Member vacancy whether caused by resignation or other means, shall be filled by a majority vote of the members of the Executive Board present at the next regularly scheduled meeting of the Executive Board. The newly elected Board Member shall be in office for the remaining term of the replaced Board Member. Potential Conflicts of Interest a. Annually, each Board Member will be required to disclose any activities which could be a potential conflict of interest in their duty to act in the best interests of Willoughby Soccer Club. X. General Committees The following persons or committees may be appointed by the President as necessary to run the business of the Club: a) Uniforms b) Team Pictures c) Equipment d) Sponsorship/Fundraising e) Volunteer Coordinator f) Player and Coach Development g) Competitive League Tryouts h) Officials/Referees i) Audit Committee Mitchell Edit 3/7/12 Page 3

XI. j) Marketing/Publicity k) Special Committees l) Scholarships Auditing a. Each year the Club's financial records shall be reviewed by at least three (3) Board members and three (3) Club members. A written summary of the results will be kept in the minutes. b. A complete audit if the club finances will be required when a majority of the sitting club board vote in favor of a complete audit. Any member of the club may request a vote for an official audit during the monthly club meeting. XII. By-law Amendments The By-laws may be amended only when a proposed amendment is submitted in writing to the Executive Board for review. After the Executive Board has reviewed the proposed amendment, it shall be presented at the following business meeting. After the proposed amendment is presented and discussed, a vote will be taken to see whether the proposed amendment becomes implemented. This will require a 66.7% vote or better to become an amendment. If the proposed amendment is passed it will be implemented immediately. If the proposed amendment fails at any time, there will be no further discussion until the proposed amendment is resubmitted, in writing, to the Executive Board. XIII. Representing the Association Anyone representing or wishing to represent the Willoughby Soccer Club, written or orally, must be pre-approved to do so by the Executive Board. All written representation must be reviewed by at least two (2) Executive Board members (the originator is excluded). XIV. Overview of Recreational Soccer Program Recreational (Rec) Soccer is designed for those interested in basic soccer skills training, and playing games. Rec Soccer generally involves less commitment (e.g. practices) than select. REC DIVISIONS: CO-ED U4 U6 U8 U10 U12 U14/15 GIRLS U10 U12 U 4-8 are designated as Instructional divisions, meaning: - No scores are kept - Requests to play with another friend or coach may be honored - Extra instruction is provided (e.g. weekly practice sessions) While the majority of players in the U10 and older Co-ed divisions are Boys, Girls are welcome to participate in any Co-ed division Mitchell Edit 3/7/12 Page 4

Players may play up one age group (e.g. a 5 year old may play in U8 league) by registering in the younger age group, and then sending an e-mail to the registrar at (registrar@willoughbysoccerclub.org) requesting to be transferred to the older division. All players registering prior to close of registration are guaranteed placement. Registrations will be accepted after the close of the declared registration will be contingent upon roster spots. Rec Soccer includes both a Fall (mid-aug through Oct) and Spring (April through May) season. Players will play with the same team in Fall and Spring. Winter indoor soccer is not included. Willoughby Soccer Club s primary objective in forming teams is to form fair and balanced teams. Note that special requests may be honored for ages U8 and below (limit one request). Special requests for U10 and above are not accepted. Team Practices - typically held 3-4 times prior to season. Instructional divisions typically have weekly practice sessions and are based on the coach s availability. Rec Soccer games are held on Saturday mornings/early afternoon, as well as weeknights (Mon-Thu). There are typically no games on Friday nights, Saturday after 4:00 pm, and Sunday. Games are played at various fields in Willoughby/Willoughby Hills. The current fields are used (subject to change): o U4,U6 & U8- Lincoln Field (5v5) o U10- Garfield Field and Todd Field (Fall) or Osborne Park (Spring) Lincoln (half played at neighboring cities) (6v6) o U12- Garfield Field and Osborne Park (half played at neighboring cities) (8v8) o U14-15- Osborne Park (half played at neighboring cities) (11v11) Fall season - 12 games played, Spring - min. of 8 games The intent is for all Rec players to get nearly equal playing time. Willoughby Soccer Club Policy is that each player should play a minimum of 50% of the playing time. Shin guards must be worn at all times. Only tennis shoes or shoes with rubber molded cleats are approved for use. XV. Select Soccer Program a. Willoughby Select Soccer are competitive soccer teams which play in competitive soccer leagues in Northeast Ohio. b. The club will retain the services of a Director of Coaching the cost of which will be determined by the club board prior to beginning of the fall season. The role of the DOC is to lead foot skills, develop training session s specific to each team, work with the teams and coaches throughout the season to develop the player skills, and evaluate potential players. c. The purpose of the select soccer program is to provide our club members with a structured soccer program which emphasizes player development thru weekly training sessions focusing on foot skills and small sided games. d. The goal of the Willoughby Soccer Club is to have a minimum of one team per age group U8 thru U14 for boys and girls. e. These teams require that prospective player s tryout for the available roster spots on a yearly basis, including current rostered players. Mitchell Edit 3/7/12 Page 5

f. Tryouts date(s) are set by the club board and will be made public at least 30 days prior to the event date. g. These teams have two scheduled practices per week and (one foot skills lead by the DOC and a second team practice). h. These teams can expect to play 4 home and 4 away games per season. A season consists of both fall and spring. XVI. Volunteers Willoughby Soccer Club is a volunteer organization, and we always need members to assist with required tasks. Please consider helping out the Club: There are numerous volunteer opportunities throughout the year, both on-field and off-field. XVII. XVIII. Registration Fees a. Effective 2011, registration for the Willoughby Soccer Club shall only occur online. b. Registration dates will be set at or prior to the March meeting along with fees for the upcoming season. c. A late fee shall be assessed for all registrations placed after the close of registration. d. A $10 out of resident fee shall be assessed for those children not residing in Willoughby or Willoughby Hills, Ohio. Fee Reductions/ Waivers At this time, the Club considers 2 ways that registration fees can be reduced or waived: 1. If a child qualifies for free/reduced lunch program, discounts will apply - Please contact willoughbysoccer@att.net for details if this applies. 2. Volunteers - there are several positions that include a benefit of a full program fee waiver: Head Coach Registrar President Vice President Rec Vice President Girls Select Vice President Boys Select Secretary Treasurer Field & Game Scheduler Webmaster Sponsorship Coordinator Equipment Manager Volunteers - there are several positions that include a benefit of a partial program fee waiver: Team Parent/Manager Uniform Coordinator Spirit wear Coordinator Picture Coordinator Fundraiser Coordinator Picnic Coordinator Mitchell Edit 3/7/12 Page 6

XIX. Refund Policy 100% of registration fees are refundable prior to close of registration. Registration fees will be refunded at 50% between close of registration and first practice. No refunds will be made after first practice. Late fees are not refundable. Exceptions to this policy (medical issues, etc) may be requested by writing the Registrar. Refunds are provided by check and sent out once a month by the Treasurer. XX. Team Selection 1. The Executive Board prior to the draft will decide the number of players per team for each division. 2. Player Identification Effective 2011, each year, the coaches should identify and rate their "better" players. All coaches by division would meet and identify the pool of "better" players. Any disagreements over play ratings would be settled by a majority vote of the coaches. 3. The Registrar will divide all players into groups consisting of the following categories: 1. Better players 2. Experienced and non-experienced 3. Male and Female 4. Age (using the Club cut-off-date) 4. The Coach s and assistant coach s child(ren) will be placed on the new team roster. The Registrar must be notified as to whom the assistant coach is prior to seventy-two (72) hours before the draft. 5. Players returning to the teams will be added after the coach s child(ren) of the new team roster. 6. The Executive Board will determine how many teams per age group and how many players per team and how many per each individual age. 7. The Executive Board will determine how many players from each of the categories should be on each team. The open spots on each new team rosters will be filled with a category, not a player s name, needed to even the teams out (i.e. Better, Age, Gender, and Experience). XXI. Draft Procedures a. The "better" players are drafted face up in the order determined prior to the draft. If a team has returning "better" players, that team skips a round(s) in the draft until all teams have an equal number of "better" players. More than one spot can be filled due to siblings, but the sibling counts as a "better" player if on the "better" player list or as a blind draft if not on the "better" player list. b. After the "better" players are drafted, the draft continues as a "blind" draft as a continuation of the order determined. One pick per round unless siblings are involved. If a team has returning players, the team skips a round(s) in the draft until all teams have an equal number of players. Each coach blind drafts (forms face down but still separated into their categories) from the category needed to fill their open spots on their team roster, starting with the first open spot and drafting until all spots are filled. c. If a team roster is full, that team has no draft picks. d. If coaches divide up players and are in agreement on the division of teams then the draft process is considered complete. If there is no agreement then the division of players will be nullified and all players will be selected through the draft process. XXII. Selection of Coaches Mitchell Edit 3/7/12 Page 7

1. The Executive Board will fill vacant coaches positions after reviewing all applications and will make the selection that will most benefit the Club. All coaches and Assistant Coaches will sign and abide by the coaches code of ethics, conduct policy have undergone the Risk Management screening process and provide documentation of concussion training.. 2. Coaches and Assistant coaches will not be permitted to coach or access team rosters until all Risk Management obligations (i.e., background check) have been completed and approved by the Executive Board. 3. Coaches responsibilities are: To promote good sportsmanship and player safety. To devote the time that is required to manage a soccer team. To be informed of, and abide by all Club rules as set forth by the By-laws and any Club specific rules. To be informed of all Club functions and activities. To instruct and direct children in the basic fundamentals of playing soccer. To attend (or send a representative to) Club business meetings fifty percent (50%) of the time and attend the 4 mandatory meetings each year. Mandatory meetings: August, October, April and June. To keep children and their parents informed of all Club rules, functions and activities. XXIII. Selection of Assistant Coaches 1. A coach may select an assistant prior to registration, prior to the draft, or after the draft. A coach may not name an assistant coach during the draft. 2. A coach may have as many assistant coaches as they deem necessary providing that each assistant coach complete the OYSAN Risk Management Assessment and be approved by the Executive Board. 3. Assistant coaches responsibilities are: To promote good sportsmanship and player safety. To devote the time that is required to manage a soccer team. To be informed of, and abide by all Club rules as set forth by the By-laws and any Club specific rules. To be informed of all Club functions and activities. To instruct and direct children in the basic fundamentals of playing soccer To attend Club business meetings when the head coach cannot attend. assistant coaches are encouraged to attend all business meetings. To keep children and their parents informed of all Club rules, functions and activities. Mitchell Edit 3/7/12 Page 8