VYSA TRAVEL BY-LAWS
ADOPTED
AMENDED
AMENDED
AMENDED
AMENDED
AMENDED
The purpose of these By-Laws is to set forth the rules and regulations under which the business of VYSA TRAVEL will be conducted. These By-Laws supersede and replace any By-Laws or rules or regulations of any kind previously adopted under the name VYSA TRAVEL or VYSA TRAVEL PROGRAM.
Table of Contents
Section
2.01 TYPE
OF MEMBERSHIP
Section
2.02 MEMBERSHIP
RESPONSIBILITIES
Section
2.03 MEMBER
SUSPENSION AND EXPULSION
Section
2.05 MEMBERSHIP
RESTRICTIONS
Section
3.05 REMOVAL
FROM OFFICE
Section
3.12 FACILITIES
COORDINATOR
Section
3.13 EQUIPMENT
COORDINATOR
Section
3.14 TRAINING
COORDINATOR
Section
3.15 GIRLS
YOUTH TEAM COORDINATOR (8 — 12 years of age)
Section
3.16 BOYS
YOUTH TEAM COORDINATOR (8 – 12 years of age)
Section
3.17 GIRLS
JUNIOR TEAM COORDINATOR (13 – 19 years of age)
Section
3.18 BOYS
JUNIOR TEAM COORDINATOR (13 – 19 years of age)
Section
3.19 IMMEDIATE
PAST PRESIDENT
Section
3.20 DIRECTOR
OF COMMUNICATIONS
Section
3.21 CONCESSIONS
COORDINATOR
Section
3.22 ADDITIONAL
OFFICERS
Article
IV. BOARD
OF DIRECTORS
Section
4.02 DUTIES
AND RESPONSIBILITIES
Section
4.03 ACTION
OF THE BOARD OF DIRECTORS
Article
V. EXECUTIVE
COMMITTEE
Section
5.02 DUTIES
AND RESPONSIBILITIES
Section
5.03 ACTION
OF THE EXECUTIVE COMMITTEE
Article
VI. TEAM
PLANNING COMMITTEE
Section
6.02 DUTIES
AND RESPONSIBILITIES
Section
6.03 ACTION
OF THE TEAM PLANNING COMMITTEE
Article
VII. TEAMS
AND PLAYERS
Section
7.01 TEAM
MEMBER APPLICATION
Section
7.02 TEAM
AGE DIVISIONS
Section
7.05 TEAM
ROSTER LIMITATIONS
Section
7.06 PLAYER
SELECTION/TRYOUTS
Section
7.07 PLAYER
REGISTRATION, TRANSFER, AND RELEASE
Section
9.01 BOARD
OF DIRECTORS MEETINGS
Section
9.02 EXECUTIVE
COMMITTEE MEETINGS
Section
9.03 TEAM
PLANNING COMMITTEE MEETINGS
Section
9.04 AD HOC
COMMITTEE MEETINGS
Article
X. FINANCIAL
MANAGEMENT
Section
10.01 STATE
AND FEDERAL INCOME REPORTS
Section
10.02 FINANCIAL
OWNERSHIP
Section
10.03 BUDGET
PREPARATION AND APPROVAL
Section
10.05 ACCOUNT
TRACKING AND REPORTING
Section
10.06 FUND
RAISING AND DONATIONS
Article
XI. PROTEST
AND APPEALS PROCEDURE
Section
11.03 VYSA
PROTEST AND APPEALS PROCEDURE
Article
XII. AMENDMENTS
AND CONFLICTS
Section
12.04 CONSISTENCY
WITH AFFILIATED ORGANIZATIONS
The name of the corporation shall be VYSA TRAVEL, a Not for Profit Corporation under Section 402 of the Not For Profit Corporation Law of New York; hereinafter referred to as VYSA.
The
purposes for which the corporation is organized are:
1.2.1
To promote the
sport of soccer through the organization, operation, and maintenance of a
soccer program in the greater Vestal,
1.2.2
To instruct
eligible youths in the sport of soccer
1.2.3
To promote
physical fitness and sportsmanship
1.2.4
To solicit
donations from the public so as to accumulate sufficient funds to cover all
expenses connected with the operation of the soccer program
1.2.5
To lease or
procure office space, material, and equipment for carrying out of any of the
purposes of this corporation
1.2.6
To lease,
purchase, or mortgage real estate for use as a program site.
1.2.7
To hire
personnel for the successful operation of the program, including office help,
lecturers, counselors, instructors, cooks, drivers, and any other employees
that may become necessary
1.2.8
To solicit and
accept applications from boys and girls of the greater Vestal,
1.2.9
To develop
physically, morally, and socially by all proper methods customarily employed in
similar organizations those youths who are selected for attendance and
participation in the soccer program
The
address of VYSA shall be
The
VYSA primary uniform as approved by the Board of Directors shall include the
club colors of navy
blue with white accent. The Board of
Directors must approve secondary uniforms. The primary uniform must be worn at
all games when there is not a conflict with the team you are playing. No modifications may be made to primary or
secondary uniforms without prior approval of the Board of Directors.
The
seasonal year of VYSA shall begin on September 1st and end on August
31st.
1.6.1
VYSA is a
Not-For Profit Corporation and is so incorporated under Section 402 of the
Not-For-Profit Corporation Law. The
corporation is a corporation as defined in subparagraph (a) (5) of Section 102
of the Not-For-Profit Corporation Law.
The articles of incorporation are defined in the CERTIFICATE OF
INCORPORATION OF VYSA UNDER SECTION 402 OF THE NOT-FOR-PROFIT CORPORATION
LAW-0, approved on
1.6.2
VYSA is not
organized for pecuniary profit or financial gain, and no part of its assets,
income, or profit shall be distributable to, or inure to the benefit of its
members, directors, or officers.
VYSA,
its officers and members, will be affiliated with and governed by these bylaws
and by the rules and regulations of the United States Soccer Federation (USSF),
the United States Youth Soccer Association (USYSA), and the New York State West
Youth Soccer Association (NYSWYWA).
The
USSF articles of incorporation, bylaws, policies, and requirements take
precedence over and supersede the governing documents and decisions of VYSA to
the extent applicable under state law, and VYSA will abide by those articles,
bylaws, policies, and requirements. VYSA
will abide by the USSF’s articles, bylaws, and
requirements on interplay.
The
membership of VYSA shall be open to any soccer players, coaches, trainers,
managers, administrators, and officials not subject to suspension under Section
4 of Bylaw 241 of the USSF Bylaws.
VYSA
shall have two classes of voting members, individual members and team members..
2.1.1
INDIVIDUAL
MEMBERS
Individual
members shall be those persons constituting the VYSA Officers and Board of
Directors.
2.1.2
TEAM MEMBERS
Team
members shall be the members of each duly affiliated team accepted into VYSA,
including the team coach(es),
the team manager, and each player.
2.1.3
VOTING
Individual
members shall have one vote each and must represent themselves. Team members shall each have one vote and may
be represented by either the team manager, the team
coach, or a delegate over the age of 19 selected by the team as a voting
representative.
It
is the obligation of each member to adhere to the By-Laws and rules of this
organization and to those of affiliated organizations in all matters pertaining
to local, district, intra-district, regional, national and international
competition or other activities carried out by or under the name of the
organization. Such obligation is a
condition of membership.
Members
may be suspended or expelled by VYSA for reasonable cause and by due process by
the Board of Directors.
2.3.1
SUSPENSION
A
suspended member is still a member; that is, suspension does not terminate
membership but rather deprives the member of the exercise of membership
privileges until the reasons for suspension are rectified or until the member
is expelled.
2.3.2
EXPULSION
An
expelled member is no longer a member of the organization and retains no
privileges of membership. Expelled
members may not reapply for membership for a period of one calendar year from
the date of expulsion.
2.4.1
MEMBER IN GOOD
STANDING
A
member in good standing is one who has fulfilled the basic responsibilities for
membership and who neither has voluntarily withdrawn from membership nor has
been suspended or expelled from membership after appropriate proceedings.
2.4.2
MEMBER NOT IN
GOOD STANDING
A
member in not in good standing is one who has been suspended for reasonable
cause by due process by the Board of Directors.
2.5.1
No individual
or team member representing VYSA is any capacity shall use or make available
for use any data resulting from player or team registration forms for
non-USYSA/NYSWYSA/VYSA activities or studies.
2.5.2
No individual
or team member representing VYSA in any capacity shall use the name VYSA or
VYSA TRAVEL or any of its activities or information without approval of the
Board of Directors.
Candidates
for VYSA officers must be members in good standing and over nineteen (19) years
of age.
All
VYSA officers, as hereinafter set forth, shall be
nominated at the April Membership Meeting by a nominating committee appointed
by the Board of Directors and shall be elected at the May Membership Meeting by
a vote of all members.
All
elected officers shall serve a twelve- (12) month term from September 1 through
August 31.
Officers
may resign by submitting a written notice to the Board of Directors. Unless otherwise specified in the notice, the
resignation shall take effect upon receipt thereof by the Board of
Directors. Acceptance of the resignation
by the Board of Directors shall not be necessary to make it effective.
Officers
may be removed from office for reasonable cause and by due process by vote of
the membership or the Board of Directors.
Officers may be removed from office without cause only by vote of the
Board of Directors.
3.6.1
In the event
that an officer other than the President resigns or is removed from office
prior to the normal end of the current term of office, the Board of Directors
shall appoint an “acting” officer who will serve for the time remaining in the
current term.
3.6.2
In the event
that the President resigns or is removed from office prior to the normal end of
the current term, the Vice-President shall assume all duties of the President
for the balance of the current term.
The
duties and responsibilities of the President shall include the following:
3.7.1
To preside at
all meetings of the Board of Directors and Executive
Committee (the President shall vote only to break a tie).
3.7.2
To establish
committees and to appoint committee chairpersons as required to
administer and manage the programs and business of this organization,
subject to approval of the Board of Directors.
3.7.3
To serve as the
liaison between VYSA and other organizations.
3.7.4
To serve as the
general representative of VYSA in all matters and to
attend as President in any event requiring VYSA representation.
3.7.5
To carry out
such other and further duties as from time to time are assigned by the Board of
Directors.
3.7.6
Appoint
a special representative to attend events on behalf of VYSA.
The
duties and responsibilities of the Vice-President shall include the following:
3.8.1
To assist the
President as necessary
3.8.2
To exercise the
duties and responsibilities of the President in the absence of the President.
3.8.3
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Secretary shall include the following:
3.9.1
To record and
publish minutes of all Membership and Board of Directors Meetings.
3.9.2
To give proper
notice of all Membership Meetings and other organizational events.
3.9.3
To attend to
and be custodian of all office assets, correspondence, and records of the
organization.
3.9.4
To publish and
distribute reports, notices and other communication as requested.
3.9.5
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Treasurer shall include the following:
3.10.1
To prepare an
annual VYSA budget and to present it to the Board of Directors for approval.
3.10.2
To keep
detailed account of income and expenses of VYSA including the income and
expenses of each member team.
3.10.3
To submit
appropriate financial statements at Membership and Board of Directors meetings
3.10.4
To sign all
Club Account (Ref. 9.2.1) checks.
3.10.5
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Registrar shall include the following:
3.11.1
To coordinate,
direct, and assure the registration of all VYSA players.
3.11.2
To maintain an
adequate supply of all VYSA, NYSWYSA, and USYSA forms that may be needed by
VYSA teams and/or players.
3.11.3
To interact
with the District Commissioner or District Registrar on all matters pertaining
to registration of VYSA teams and/or players.
3.11.4
To maintain a
current roster and pertinent information for each VYSA team and for all
registered VYSA players.
3.11.5
To ensure that
all club registrations, player passes, rostering and
payments are consistent with VYSA and NYSWYSA registration policies and
procedures.
3.11.6
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Facilities Coordinator shall include the
following:
3.13.1
To represent
VYSA in all dealings with the Vestal Central School District and the Town of
Vestal Recreation Departments on all matters concerning facilities for use by
VYSA.
3.13.2
To schedule
practice fields and times, and to coordinate the scheduling of games with
appropriate league officials.
3.13.3
To insure that
game fields are in proper game condition and equipped with nets and corner
flags on game days.
3.13.4
To procure,
with approval from the Board of Directors and to maintain custody of all VYSA
field equipment necessary to support games and practices.
3.13.5
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Equipment Coordinator shall include the
following:
3.14.1
To solicit
suppliers for VYSA uniforms, patches, and other playing equipment for approval
by the Board of Directors.
3.14.2
To provide
annual budget planning input to the treasurer and team managers and/or coaches
regarding equipment costs.
3.14.3
To plan,
organize, record, report, and otherwise coordinate the ordering, delivery, and
distribution of uniforms, patches, and other playing equipment.
3.14.4
To maintain a
reasonable inventory of uniforms, patches, and other playing equipment.
3.14.5
To carry out
such other and further duties as from time to time are assigned by the
President.
The duties and responsibilities of the Training
Coordinator shall include the following:
3.15.1
To organize and
coordinate a minimum of one coaching clinic each year leading to a USSF Class E
license or equivalent.
3.15.2
To research,
procure, and maintain soccer training aides such as videotapes, films, etc.,
with the approval of the Board of Directors, and to make same available to VYSA
teams and coaches.
3.15.3
To chair the
Team Planning Committee and to insure that all duties and responsibilities of
said committee are carried out thoroughly and in a timely manner.
3.15.4
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Girls Youth Team Coordinator shall include
the following:
3.16.1
To represent
the interests of teams and players in the girls youth division on all matters
by participating as a member of the Board of Directors and as a member of the
Team Planning Committee.
3.16.2
To communicate
information as required to the managers and/or coaches of teams in the girls
youth division.
3.16.3
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Boys Youth Team Coordinator shall include
the following:
3.17.1
To represent
the interests of teams and players in the boys youth division on all matters by
participating as a member of the Board of Directors and as a member of the Team
Planning Committee.
3.17.2
To communicate
information as required to the managers and/or coaches of teams in the boys
youth division.
3.17.3
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Girls Junior Team Coordinator shall include
the following:
3.18.1
To represent
the interests of teams and players in the girls junior division on all matters
by participating as a member of the Board of Directors and as a member of the
Team Planning Committee.
3.18.2
To communicate
information as required to the managers and/or coaches of teams in the girls
junior division.
3.18.3
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Boys Junior Team Coordinator shall include
the following:
3.19.1
To represent
the interests of teams and players in the boys junior division on all matters
by participating as a member of the Board of Directors and as a member of the
Team Planning Committee.
3.19.2
To communicate
information as required to the managers and/or coaches of teams in the boys
junior division.
3.19.3
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Immediate Past President shall include the
following:
3.20.1
To serve as an
advisor to VYSA on all matters by participating as a member of the Board of
Directors.
3.20.2
To assist the
President as necessary for the first three (3) months of the President’s term.
3.20.3
To act as an
agent of players and parents on all matters involving VYSA, its by-laws, rules,
actions, teams, and coaches.
3.20.4
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Director of Communications shall include the
following:
3.21.5
To provide
publicity for all functions of VYSA, such as tournaments, tryouts,
fund-raisers, and the like.
3.21.6
To provide an
interface to community newsgathering organizations in support of VYSA
functions.
3.21.7
To provide an
interface to local businesses in support of VYSA functions.
3.21.8
To carry out
such other and further duties as from time to time are assigned by the
President.
The
duties and responsibilities of the Concessions Coordinator shall include the
following:
3.22.1
To represent
VYSA, within the organization and the community, on all matters pertaining to
concessions activities at VYSA-sponsored tournaments.
3.22.2
To
communication information as required to the managers and/or coaches of teams
within the club pertaining to the concessions responsibilities of those teams
during tournaments.
3.22.3
To coordinate
all concessions activities for tournaments sponsored by VYSA.
3.22.4
To carry out
such other and further duties as from time to time are assigned by the
President.
The President, with the approval of the Board of
Directors may appoint other assistant officers as may be deemed as necessary
who shall have authority and perform such duties in the management of the Club
as the Membership may provide. These may include but not limited to Assistants
to the various officers, Tournament Director, or any other position, which the
club may so deem as necessary. These officers will hold their position for only
one-year and will not have voting rights as a member of the Board of Directors.
The
Board of Directors shall be comprised of the VYSA officers, which will consist of the Executive Committee, the Team
Planning Committee and all committee members, as well as one representative
from each team.
The
duties and responsibilities of the Board of Directors shall include, but are
not limited to, the following:
4.2.1
To conduct all
VYSA business in accordance with the VYSA Certificate of Incorporation,
By-Laws, and all other rules and regulations adopted by the Board of Directors.
4.2.2
To hear and
pass judgment on all requests, protests, and appeals brought forth by any
member, officer or committee.
4.2.3
To have full
power to deal with any situation not provided for in the Certificate of
Incorporation or By-Laws.
4.3.1
A majority of
the entire Board of Directors shall constitute a quorum for the transaction of
business or of any specified item of business.
4.3.2
If a quorum is
present, the vote of a majority of the Board of Directors present at the time
of the vote shall be the act of the Board.
4.3.3
Each member of
the Board of Directors shall have one vote.
4.3.4
All action of
the Board of Directors shall be final.
The Executive Committee shall be comprised of the President,
Vice President, Secretary, Treasurer, Registrar, Facilities Coordinator
, Equipment Coordinator, Training Coordinator, Girls Youth Coordinator,
Boys Youth Coordinator, Girls Junior Coordinator, Boys Junior Coordinator,
Communications, and Concessions Coordinator.
The duties and responsibilities of the Executive Committee
shall include, but are not limited to, the following:
5.2.1
To
conduct all VYSA business in accordance with the VYSA Certificate of
Incorporation, By-Laws, and all other rules and regulations adopted by the
Board of Directors.
5.2.2
To
discuss and resolve personnel issues private matters and issues.
5.2.3
To
debate and act on issues not suitable for the general Board of Directors meetings
5.2.4
To
have full power to deal with any situation not provided for in the Certificate
of Incorporation or By-Laws.
5.3.1
A
quorum of the Executive Committee shall be required for the transaction of
business or of any specified item of business.
5.3.2
The
vote of a majority of the Executive Committee present at the time of the vote shall
be the act of the Executive Committee.
5.3.3
Each
member of the Executive Committee shall have one vote; no proxies are allowed.
5.3.4
All
action of the Executive Committee shall be final.
The
Team Planning Committee shall be comprised of the Training Coordinator, who
will chair the committee, and the four (4) Team Coordinators (Girls Youth, Boys
Youth, Girls Junior, and Boys Junior).
The
duties and responsibilities of the Team Planning Committee shall include, but
are not limited to, the following:
6.2.1
To determine
the VYSA team structure annually.
6.2.2
To accept,
review, and pass judgment on applications for team membership and coaches.
6.2.3
To accept,
review, and pass judgment on any and all requests regarding players, teams, and
coaches.
6.2.4
To schedule age
division tryouts.
6.3.1
The total
membership of the Team Planning Committee shall be required for the transaction
of business or of any specified item of business.
6.3.2
The vote of the
total membership of the Team Planning Committee shall be the act of the
committee.
6.3.3
Each member of
the Team Planning Committee shall have one vote; no proxies are allowed.
6.3.4
All action of
the Team Planning Committee, with the approval of the Board of Directors, shall
be final, subject to review only by the Board of Directors.
All
teams, including incumbent teams, must submit written team membership requests
to the Team Planning committee to be reviewed and forwarded to the Board of
Directors for approval.
7.2.1
Age divisions
shall comprise players who are, before the first day of August of the current
seasonal year:
Under
19 years of age Under 12 years of age
Under
16 years of age Under 10 years of age
Under
14 years of age Under 8 years of age
7.2.2
Youth Age
Divisions are defined as Under 8, Under 10, and Under 12 years of age.
7.2.3
Junior Age
Divisions are defined as Under 14, Under 16, and Under 19 years of age.
7.3.1
Primary teams
shall be comprised of players with the most advanced skills and shall serve the
main purpose of representing VYSA in leagues, tournaments, and all other
competition.
7.3.2
Primary teams
may represent VYSA in leagues, tournaments, and all other competitions without
restriction.
7.3.3
Primary teams
shall be comprised of players who are, before the first day of August of the
current season:
Under
19 Years of Age
Under
18 Years of Age
Under
17 Years of Age
Under
16 Years of Age
Under
15 Years of Age
Under
14 Years of Age
Under
13 Years of Age
Under
12 Years of Age
Under
11 Years of Age
Under
10 Years of Age
Under
9 Years of Age
Under
8 Years of Age
It is not required
that a team be formed for each age listed above.
7.4.1
Secondary teams
shall serve the main purpose of fostering improvements in these players so as
to increase their potential for acceptance on primary teams.
7.4.2
Secondary teams
may represent VYSA in leagues, tournaments and all other competitions without
restriction
7.5.1
USSF, USYSA and
NYSWYSA rules and regulations shall determine specific registration policies
and procedures.
7.5.2
No team shall
be allowed less than seven (7) NYSWYSA players registered at any given
time.
7.6.1
Players will be
selected through annual tryouts scheduled by the Planning Committee and
publicized in advance through newspaper announcements, handouts, or other forms
of communication.
7.6.2
No tryouts
other than those scheduled and approved by the Team Planning Committee may be
held.
7.6.3
Tryouts for all
teams in each age division will be held jointly and player selection for all
teams within each age division will be the combined responsibility of the
coaches of these teams.
7.6.4
All teams in
VYSA are encouraged to follow the USYSA age group guidelines noting that VYSA
is committed to promoting and encouraging competitive teams at every age level.
7.6.5
Players
entering VYSA must tryout for an age appropriate team. A player may request to tryout for an older
team with a maximum of one age group up.
However, it must be mutually agreed by coaches and parents involved, as
well as the appropriate Age Group Coordinator(s).
7.6.6
If there are openings
on a team after tryouts for whatever reason, additional players may be added at
the discretion of the coach without additional tryouts.
7.7.7
Players must
register on teams within the rules specified in USSF,
USYSA and NYSWYSA guidelines and these
By-Laws.
7.7.8
Any player
registered to a team is bound to that team for the entire seasonal year unless
a transfer is requested and granted by NYSWYSA.
7.7.9
A team shall be
limited to a total of three (3) transferred players per seasonal year and no
team shall be allowed to drop more than three (3) players from its roster
during the seasonal year. A transfer
shall be defined as a drop, except that when a player moves to another state
association or is deceased, it shall not be considered as a drop.
7.7.10
Players may register on more than one team per seasonal year
with the following conditions:
7.7.10.1
The player must
meet the requirements of USYSA and the National State Association the player is
registered with
7.7.10.2
The player may
be registered on only one team (primary) for USYSA cup competition. All other teams (secondary) registrations
shall not be for cup competition.
7.7.10.3
BCSA
regulations stipulate that a player cannot play in the same level of
competition when multiple rostered. The two teams the player is registered for
MUST be playing in different divisions.
7.7.10.4
Players must
indicate at registration their primary team for the cups and the player pass
will indicate in the proper location P for primary and S for secondary.
7.7.10.5
The primary
team must be the younger team or the State Cup team. All other teams become secondary. The player can play for either team if they
both happen to play on the same day, but cannot play in both age groups on the
same day.
8.1.1
Head coaches
must be over nineteen (19) years of age.
8.1.2
Coaches must,
within the first twelve (12) months of their coaching assignment, complete a
coach training course or courses leading to a USSF Class E license or NSCAA
Regional Diploma or equivalent.
8.1.3
Head Coaches of
teams U13 and above must complete a coach training course or courses leading to
a USSF Class D license or NSCAA Regional Diploma or equivalent.
8.2.1
The Team
Planning Committee must evaluate and approve coach requests which must be made
annually through the written team membership requests described in Article VI,
Section 6.01
8.2.2
The Team
Planning Committee will, as required, solicit volunteers to fill vacant coach
assignments.
8.2.3
Before
approving a coach request, the Team Planning Committee will present the prospective
coach with a copy of the VYSA COACHING PRIORITIES for his/her signature. By signing this document, coaches agree to
abide by the priorities and understand that failure to do so may necessitate
their removal at the discretion of the Team Planning Committee.
9.1.1
Board
of Directors meetings shall be held each month except July and August,
and shall be called by the President.
9.1.2
Special Board of Directors meetings may be called by the
President or by a quorum of the Board of Directors or by a quorum of the
membership.
9.1.3
A minimum of
two (2) weeks notice to all members is required for membership meetings
9.1.4
A quorum shall
be constituted by not less than one-third (1/3) of the voting strength of the
membership; and shall be necessary to conduct the business of the membership.
9.1.5
At all Board of Directors meetings, each individual
member and each team member shall be entitled to one (1) vote each.
9.1.6
Individual
members must represent themselves; no proxies are allowed.
9.1.7
Team members may
be represented by the team manager, coach, or a delegate over the age of
nineteen (19).
9.1.8
No person may
have more than one (1) vote; if a person is both an individual member and a
representative of a team member, that person shall have only the one vote entitled
as an individual member. If no other
team delegate is present, the team shall be considered absent in so far as a
vote is concerned.
9.1.9
The order of
business shall be as follows:
·
Roll call
·
Minutes of the
last meeting
·
Correspondence
·
Officer and
coordinator reports
·
President
report
·
Vice President
report
·
Secretary
report
·
Treasurer
report
·
Registrar
report
·
Facilities
Coordinator report
·
Equipment
Coordinator report
·
Training
Coordinator report
·
Girls Youth
Coordinator report
·
Boys Youth
Coordinator report
·
Girls Junior
Coordinator report
·
Boys Junior
Coordinator report
·
Communications
report
·
Concessions
Coordinator report
·
Additional
Officers reports
·
BCSA
report
·
Committee
reports
·
Team planning
committee report
·
Ad hoc
committee report
·
Unfinished
business
·
Consideration
of proposed by-laws modifications
·
Consideration
of proposed items for Executive Committee action
·
New business
·
Special agenda
items
·
Executive
Committee Meeting
·
Adjournment
9.2.1
An
Executive Committee meeting may be initiated during a Board of Directors
Meeting by a majority vote of members of the Executive Committee. At such time,
the Board of Directors Meeting is adjourned, with Executive Committee members.
9.2.2
A
minimum of five- (5) day’s notice is required for calling special Executive
Committee meetings.
9.2.3
The
presence of not less than one-half (1/2) of the voting strength of the
Executive Committee shall constitute a quorum and shall be necessary to conduct
the business of the Executive Committee.
9.3.1
Regular Team
Planning Committee meetings shall be held at least three (3) times each
seasonal year, and shall be called by the Training Coordinator.
9.3.2
Special Team
Planning Committee meetings may be called by the President or by the Training
Coordinator or by a minimum of two Team Planning Committee members.
9.3.3
The total
membership of the Team Planning Committee shall be required for the transaction
of business or of any specified item of business.
9.4.1
Ad Hoc
Committee meetings shall be held as required and shall be called by the
committee chairperson.
10.1.1
The VYSA
Treasurer shall file appropriate income reports with both state and federal
agencies.
10.1.2
Team Members
using Team Accounts (see Section 9.4.2.) shall provide all information required
for state and federal income reports to the Treasurer as requested.
10.2.1
All monies paid
as player dues or assessments or as team dues or assessments, or raised by any
fund raising activity under the name of VYSA or any of its team members is the
property of VYSA and cannot be disbursed in any manner inconsistent with the
Certificate of Incorporation or these By-Laws (Section 1.6.2.)
10.2.2
Refunds of
overpaid dues or assessments must be made provided that the money involved was
not earned through a VYSA fund raising project or activity within 30 days of
membership withdrawal.
10.2.3
The Board of
Directors shall decide on any questions regarding ownership or disbursement of
VYSA monies.
10.3.1
TEAM BUDGETS
10.3.1.1
Each team
manager or coach or other delegate shall prepare a team budget by October 31 of
each seasonal year and shall submit it to the VYSA Treasurer for approval.
10.3.1.2
These budgets
shall be known as Team Budgets and must show expected
income and expenses of all types.
10.3.1.3
Teams without
approved budgets by October 31 shall be suspended from VYSA until a budget is
presented and approved.
10.3.1.4
All changes
made to Team Budgets after initial approval must also be approved by the VYSA
Treasurer.
10.3.2
CLUB BUDGET
10.3.2.1
The VYSA
Treasurer shall prepare a VYSA TRAVEL budget by the November Board of Directors
meeting for the seasonal year for approval by the Board of Directors at the
November Board of Directors meeting and for presentation to the Membership at
the December Membership Meeting.
10.3.2.2
This budget
shall be known as the Club Budget and shall include the integrated team income
and expenses as well as the income and expenses of VYSA.
10.3.2.3
The Club Budget
shall be the budget against which VYSA income and expense are reported.
10.3.2.4
All changes
made to the Club Budget after approval must also be approved by the Board of
Directors.
10.4.1
The VYSA
Treasurer shall open a checking and/or savings and/or investment account in the
name of VYSA at a bank or other accredited financial institution.
10.4.2
The VYSA
President shall be designated as the secondary agent of VYSA on all accounts.
10.4.3
The VYSA
Treasurer shall be designated as the primary agent of VYSA on all accounts.
10.5.1
The VYSA
Treasurer shall track all accounts on a monthly basis against the Club Budget,
and shall report the status of same at each Membership and Board of Directors
meeting.
10.5.2
The Team
Treasurer shall track the team account against the Team Budget, and shall
report the status of same to the VYSA Treasurer, in writing, no later than the
15th of the months of January, March, June, and August.
10.5.3
The Team
Treasurer shall keep an accurate account of each individual team member and
provide separate accountability for funds raised through a VYSA fund raising
project or activities from actual reimbursement monies paid.
10.5.4
Any team
failing or refusing to provide adequate account reports to the VYSA Treasurer
shall be suspended from VYSA.
10.6.1
The Board of
Directors shall periodically establish the purposes for which fundraisers may
be conducted and the manner in which they may be conducted. This shall be in writing and shall be
distributed to all members.
10.6.2
Fund raising
projects, or events, or other activities sponsored by VYSA, or by Team Members,
must be approved by the Board of Directors.
10.6.3
Proposals for
VYSA or Team Member fundraising activities must be presented to the Board of
Directors in writing.
10.6.4
The Board of
Directors shall pass judgment on all proposed fund raising activities within
four (4) weeks of receipt of the written proposal.
10.6.5
Donations will
be treated as a form of a fundraiser and will follow the rules as established
for fundraising.
10.7.1
All sponsorship requests or proposals must be presented to the Board of
Directors in writing prior to any involvement or dealings with the
sponsor. Failure to do so will negate
the request or proposal.
10.7.2
The Board of Directors shall pass judgment on all proposed sponsorships
within four (4) weeks of receipt of the written proposal as to its merit of
putting it forth to a membership vote.
10.7.3
Club sponsorships require that all team members conform as mandated by
the sponsor contract. All member teams
are required to comply within (4) weeks of the passing of said request.
10.7.4
Team sponsorships are applicable to the team obtaining the
sponsorship. All dealings must conform
to club policy, and no team will be allowed to compromise the integrity or
structure of the club.
10.7.5
All club and team sponsorships must be approved by vote of the membership
at membership meetings, providing the conditions of Article VIII, Section 8.1
are met.
11.1.1
The purpose of
the Protest and Appeals Procedure shall be to hear protests and appeals
resulting from the game of soccer among players registered through VYSA and to
hear protests and appeals pertaining to the VYSA By-Laws, actions, rules,
regulations, and policies, as may from time to time be in effect.
11.1.2
The objective
of the Protest and Appeals Procedure shall be to provide fair, expedient, and
just hearing for all protests and appeals.
11.2.1
The VYSA Board
of Directors shall hear and pass judgment on all protests and appeals in
accordance with the VYSA Protest and Appeals Procedure (Section 11.3)
11.3.1
Any individual
member, team member, player, coach, or team manager may present a protest or
appeal to the Board of Directors.
11.3.2
The protest or
appeal must be in writing, must describe in detail the grounds for the protest
or appeal, and must be presented to the President, as the Chairperson of the
Board, a minimum of seven (7) days prior to the next scheduled Board of
Directors meeting.
11.3.3
The Board of
Directors shall review the protest or appeal and shall schedule a hearing
within two (2) weeks of receipt of the protest or appeal.
11.3.4
The Board of
Directors shall have the right to decline a hearing if the information required
to make a fair and just decision on the protest or appeal has not been
furnished or if the protest or appeal involves parties who are not VYSA
members.
11.3.5
The next line
of authority for a protest or appeal beyond the VYSA Board of Directors shall
be the NYSWYSA Adjudication Committee.
11.3.6
USSF requires
that VYSA will provide equitable and prompt hearing and appeal procedures to
guarantee the rights of individuals to participate and compete. These procedures shall include that all
grievances involving the right to participate and compete in activities
sponsored by the USSF, the NYSWYSA, and VYSA may be appealed to the USSF’s Appeals Committee in accordance with NYSWYSA by-laws
and policies. The Federation’s Appeals
Committee shall have jurisdiction to approve, modify, or reverse a
decision. A decision rendered by VYSA or
the NYSWYSA from which an appeal is taken is not suspended pending the final
decision of the Federation’s Appeals Committee unless the committee otherwise
orders. The decision made by VYSA or the
NYSWYSA may be upheld, revised, or reversed and remanded.
Proposals
to adopt, amend or repeal By-Laws may be made by any
member in writing, or by any member of the Board of Directors at a Board of
Directors meeting.
By-Laws
may be adopted, amended, or repealed only by vote of the membership at Board of Directors meetings, providing the conditions
of Article VIII, Section 9.1 are met.
If
there are any conflicts between these By-Laws and the VYSA TRAVEL Certificate
of Incorporation, the latter shall govern and the By-Laws shall be deemed
invalid in so far as they are inconsistent with the Certificate of
Incorporation.
No
By-Law or other rule or regulation of any kind may be adopted by VYSA which is
inconsistent with those of the affiliated organizations defined in Article I,
Section 1.7. If a conflict does exist,
the rules of the affiliated organization shall govern and the By-Laws shall be
deemed invalid in so far as they are inconsistent with the affiliated
organization.