ARTICLE 1 Purpose 1.1 The mission of the Soccer Club of Guilford is to: Promote appreciation for and long-term participation in the game of soccer within the town of Guilford Provide equal playing opportunity for every youth of appropriate age who wants to play through clinics and spring and fall recreational leagues Promote the development of coaching and player skills to enhance team play and the overall soccer experience Provide opportunity for the advanced development of both individual players and team play by establishing travel and higher level programs for as many qualified players as possible The Club s emphasis will be fun, good sportsmanship, physical fitness, respectful and healthy attitudes and team play. ARTICLE 2 Membership The classes, rights, privileges, qualifications, obligations, and the manner of election or appointment of members are as follows: 2.1 Membership is automatically conferred upon any person 18 years of age or older and who is at least one of the following: (a) (b) (c) (d) (e) A player registered to play with The Soccer Club of Guilford. A parent or guardian of a player registered to The Soccer Club of Guilford An active coach of any team registered with The Soccer Club of Guilford. Any officer of the Soccer Club of Guilford Any individual listed on the registration alpha list of the Soccer Club of Guilford for the current year. 2.2 Membership is open to any other person 18 years of age or older who is a resident of Guilford and evidences a bona fide interest in the objectives of The Soccer Club of Guilford. Persons meeting this qualification shall be permitted membership under the following procedures: 1
(a) (b) (c) A written proposal for membership shall be submitted to the Secretary. The members at the next scheduled membership meeting shall consider each proposal for membership. The members shall approve for membership all applicants who meet the membership qualifications. 2.3 Emeritus lifetime membership may be conferred upon any person 18 years of age or older who evidences a special or long-term commitment to the Soccer Club of Guilford. Persons meeting this qualification shall be permitted lifetime membership under the following procedures: (a) (b) (c) A written proposal for membership shall be submitted to the Secretary by a sponsoring member of the Soccer Club of Guilford. Members of the executive board shall consider and vote on each proposal for lifetime membership at the next scheduled membership meeting. A unanimous vote by the members of the executive board shall be required to approve for membership all candidates for lifetime membership. 2.4. Active membership shall automatically cease in the event that any member shall resign or fail to meet the qualifications of membership during the previous 12-month period. 2.5 Members shall elect the officers of the Club. Members shall be entitled to vote at all membership meetings on all issues, motions, and resolutions brought before the membership. 2.6 The members selected by the incorporators will be the initial members. 2.7 Membership meetings shall be held monthly on the second Thursday of every month unless that day falls on a legal holiday, in which event the meeting will be held on the next subsequent Thursday or other day as determined by the Executive Committee. 2.8 Ten members are required for a quorum at membership meetings. Only members actually present at a meeting may vote. 2.9 The act of a majority of the members present at a meeting at which a quorum is present shall be the act of the membership. 2
ARTICLE 3 Officers 3.1 The officers of the Club shall be as follows: A. President - The President shall be responsible for presiding over regularly scheduled meetings of the Club including membership and Executive Committee meetings. The President shall be the Chief Executive Officer and shall supervise and control all of the business affairs of the Club, including all business with officials and departments of the Town of Guilford and officials of District, State or National soccer associations. The President shall perform all duties incident to the Office of President and as are further defined in the policies and procedures manual. B. Vice President - In the absence of the President, the Vice President shall perform the duties of the President, and when so acting shall have all the powers of and be subject to all the restrictions upon the President. The Vice President shall establish the Nominating Committee, Chair the Disciplinary Committee and administer insurance claims. The Vice President shall perform such other duties as are further defined in the policies and procedures manual or are assigned from time to time by the Executive Committee or the President. C. Fields Coordinator - The Fields Coordinator shall be responsible for securing and coordinating field use for all activities of the Soccer Club of Guilford. The Fields Coordinator will also represent the Soccer Club of Guilford in all activities related to the securing of field use through the Town of Guilford or other agencies and in allocating their use. Additional duties of the Field Coordinator shall include the making and publishing of all Recreation League schedules. The Fields Coordinator shall perform such other duties as are further defined in the policies and procedures manual or are assigned from time to time by the Executive Committee or the President D. Treasurer - The Treasurer shall have custody of all funds and shall keep the books of the Club. The Treasurer shall deposit funds and maintain bank accounts in such banks, trust companies or other depositaries as shall be designated by the Executive Committee. The Treasurer shall be responsible for all disbursements as directed by the membership or the Executive Committee. The Treasurer shall perform all the duties incident to the office of Treasurer and such other duties as further defined in the policies and procedures manual or are assigned from time to time by the Executive Committee or the President. 3
E. Secretary - The Secretary shall record the minutes of each meeting and shall be responsible for any and all correspondence on behalf of the Club as directed by the Executive Committee. The Secretary shall be responsible for the storage and retrieval of all minutes and correspondence. The Secretary shall see that all notices are given as required by the By-laws or by law. The Secretary shall perform such other duties as are further defined in the policies and procedures manual or are assigned from time to time by the Executive Committee or the President. F. Registrar The Registrar shall act as the coordinator of registration for all officially sanctioned leagues and be responsible for team rosters and player passes. Duties include recording, storage and distribution of all pertinent statistics of the Club s registered players, including the birth certificate files and associated Club membership data required for eligibility by the Connecticut Junior Soccer Association. The Registrar shall perform such other duties as are further defined in the policies and procedures manual or are assigned from time to time by the Executive Committee or the President G. District Representative The District Representative shall be responsible for representing the Soccer Club of Guilford at all Southcentral District and CJSA membership meetings. He/She shall exercise voting privileges as the representative of the Soccer Club of Guilford in consultation with, and at the behest of the Soccer Club of Guilford Executive Board and the President. This person will also serve as the liaison between the District and CJSA governing bodies in the absence of the Club president. This person will convey all deadlines, requirements and issues conveyed at the District level to the appropriate officers of the Soccer Club of Guilford. The District Representative shall perform such other duties as are further defined in the policies and procedures manual or are assigned from time to time by the Executive Committee or the President. The District Representative will be a voting member of the Executive board. H. The Referee Coordinator The Referee Coordinator shall be responsible for referee assignments of all games within the town of Guilford. The Referee Coordinator shall coordinate with the District to schedule referee clinics and shall be the Soccer Club of Guilford contact for all referee related meetings and contacts with CJSA and the Southcentral District. The Referee Coordinator shall work closely with the Fields Coordinator to ensure that all games are staffed with referees appropriate to the level of play. The Referee Coordinator shall perform such other duties as are further defined in the policies and procedures manual or are assigned from time to time by the Executive Committee or the President. 4
3.2 All officers except those appointed as described in article 4.2, and the President shall be elected by the membership annually and for one-year terms at the June membership meeting. Officers of the Club shall serve until the regularly scheduled Executive Committee meeting following the subsequent year s election at which time all officers' terms will expire. 3.3 The Vice President shall be elected for a one-year term at the June election. After one year of service the Vice President shall succeed to the Office of President at the first regularly scheduled Executive Committee meeting after that year s June election. Having completed his/her term of office as President said individual would continue to serve on the Board of Directors as a non-voting member for one (1) additional year. 3.4 If in the event any elected office is vacated during the term, a replacement will be appointed by a majority vote of the Executive Committee to serve for the remainder of that term. 3.5 Should any elected officer miss four (4) consecutive regularly scheduled General Membership and/or Executive Committee meetings, or 50 percent of the same meetings in a four-month period, the officer may be removed from office by a two-thirds vote of the Executive Committee. ARTICLE 4 Executive Committee 4.1 The Executive Committee shall consist of the following: A. President B. Vice President C. Fields Coordinator (non-voting) D. Treasurer E. Secretary F. Coordinator of Girls' Soccer Program G. Coordinator of Boys' Soccer Program H. Registrar I. Travel Director J. District Representative K. Equipment Manager (non-voting) L. Director of Coaching and Player Development (appointed, non-voting & may or may not be paid). Appointment is for a one-year term. The job duties shall be: 1. Oversee recreation through Level 1 coaching programs. 2. Implement a Club-wide curriculum for player development. 5
3. Provide technical training for coaches and act as an educational resource manager. 4. Ensure that coaching philosophies are, at all levels, consistent with the mission of the Club M. Soccerfest Treasurer (non-voting) N. Referee Coordinator 4.2 The District Representative, Fields Coordinator, Travel Director, Equipment Manager, Soccerfest Treasurer and Coordinators of the Boys' and Girls' Soccer Programs are appointed to their positions by the majority vote of the elected officers. These positions shall be appointed at the first meeting following the June election and will serve until the subsequent June membership meeting at which time their term will expire. The Soccerfest Treasurer shall be minimally required to give a fiscal report of the Soccerfest Treasury at the September and February General Meetings of the Soccer Club of Guilford. 4.3 The Executive Committee shall meet on call by the President or the Secretary with at least seven (7) day prior notice to the members of the Executive Committee. The notice period may be waived if agreed to by two thirds of the Executive Committee. 4.4 Five voting members of the Executive Committee at a scheduled meeting shall constitute a quorum. 4.5 The act of a majority of the Executive Committee members present at a meeting at which a quorum is present shall be the act of the Executive Committee. 4.6 The Executive Committee shall manage the affairs of the Club. The Executive Committee shall have the power to override motions, resolutions, or decisions of the membership when it is in the best interests of the Club, provided that two thirds of the Executive Committee vote to so override the vote or decision of the membership. 4.7 The Executive Committee shall appoint league commissioners, committees, and chairpersons of committees to execute decisions and responsibilities consistent with the objective and purposes of the Club. 4.8 The Executive Committee shall authorize all expenditures of $250 or over. Approval by at least two officers is required for expenditures of less than $250. 4.9 The Executive Committee shall plan each membership meeting, which will 6
include a general review of prior Executive Committee meetings. ARTICLE 5 Meetings 5.1 Membership meetings shall be held monthly as set forth in Article 2.4. Election of officers shall take place at the June membership meeting. 5.2 The Executive Committee shall meet on the call of the President or secretary as provided in Article 4.3. 5.3 The President or any five members of the Executive Committee may call special meetings of the membership. Notice of any special meeting shall be given to members at least seven (7) days prior to the date of the meeting. 5.4 Minutes shall be kept of all meetings. ARTICLE 6 Contracts, Checks, Deposits, and Funds 6.1 The Executive Committee may authorize any officer or officers to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Club. 6.2 All checks, drafts or orders for the payment of money, notes, or other evidences of indebtedness issued in the name of the Club shall be signed by such officer or officers and in such manner as shall from time to time be determined by resolution of the Executive Committee. In the absence of such determination by the Executive Committee, the Treasurer shall sign such instruments. 6.3 All funds of the Club shall be deposited to the credit of the Club in such banks, trust companies or other depositaries as the Executive Committee may designate. 6.4 The Executive Committee may accept on behalf of the Club any gift, bequest, or device for the general purposes or for any special purposes of the Club. 7
ARTICLE 7 Fiscal Year 7.1 The fiscal year of the Club shall commence on the first day of January and end on the next succeeding December 31. ARTICLE 8 Procedure 8.1 The latest revision of Robert's Rules of Order shall govern the proceedings of all meetings of this Club. ARTICLE 9 Amendments 9.1 The By-Laws may be amended, altered or repealed and new By-Laws adopted by a two-thirds vote of the members, a quorum being present, at any membership meeting. The proposed change(s) must be submitted in writing and announced to the membership at the previous regularly scheduled general membership meeting. ARTICLE 10 Dissolution 10.1 This Club may be dissolved by two-thirds vote of the members, a quorum being present, at any membership meeting called for the purpose of dissolution, provided notice of the proposed dissolution is announced to the membership at the previous regularly schedule general membership meeting. 10.2 In the event of dissolution, the assets of the Club shall be distributed at the direction of the membership, to one or more organized, non-profit organizations in the Town of Guilford, Connecticut dedicated to youth soccer. ARTICLE 11 Election of Officers 11.1 Establishment of a Nominating Committee 8
a) The Executive Board will select and announce a Nominating Committee. b) The committee will consist of three (3) Club members. c) The announcement will be at least 60 days prior to the annual election. 11.2 Duties of the Nominating Committee a) The Nominating Committee shall be responsible for pre-election activities. It will: 1) Ascertain who is interested in each job. 2) Solicit each candidate s biographical information and ensure appropriate availability to the membership. 3) Ensure a public announcement of the annual elections. 4) Prepare the ballot of candidates for each position. 5) Ensure a minimum of one candidate for each position. b) The Nominating Committee shall be responsible for the election night activities and will carry-on the process to ensure that all positions are filled. 5. Not for Profit Corporation This Club shall be operated and maintained as an educational and charitable corporation that is non-profit. No part of the Club's income is to be distributed to its members or officers and the Club shall not have or issue stock or dividends. All real and personal property acquired or transferred to the Club, unless sold, leased, transferred or disposed of in a manner consistent with the purposes of this Club, shall be held in perpetuity for educational and charitable purposes. In the event of dissolution of the Club, it shall be the duty of the members, after payment of all the Club's liabilities, to give, grant, or transfer all of the Club's property to education and charitable organizations or institutions with uses and purposes substantially similar to the uses by and purposes of this Club. 9