Revised November 6, 2002
ARTICLE I - OFFICES
The principle office of the corporation shall be in the Town of Beekman, County of Dutchess, State of New York. The corporation may also have offices at such other places within or without this state as the board may from time to time determine or the business of the corporation may require.
ARTICLE II - PURPOSES
The purposes for which this corporation has been organized are as follows:
- Section 1. The objective of the BYSC shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage and respect for authority, so that they may be well adjusted, stronger and happier children and will grow to be good, decent, healthy and trustworthy citizens.
Section 2. To achieve this objective the BYSC will provide supervised soccer programs to expand the knowledge/skills of players, parents and coaches.The soccer program will be conducted under the Rules and Regulations of the United States Soccer Federation and BYSC. All Directors, Officers and Members shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and the molding of future citizens is of prime importance. In accordance with Section 501 (c)-(3) of the Federal Internal Revenue Code, the BYSC shall operate exclusively as a nonprofit educational organization. No part of the net earnings shall inure to the benefit of any private shareholder or individual. No substantial part of the activities of the BYSC shall be for carrying on propaganda, or otherwise attempting to influence legislation.
ARTICLE III - MEMBERSHIP
- Section 1. Eligibility. Any person sincerely interested in active participation to effect the objective of the BYSC may apply to become a member.
- (a) Player Members. Shall have no right to vote on any matter. Any player candidate meeting the age requirements of 4 1/2 years - U19 years as of 7/31 of the current playing season and who resides within the authorized boundaries, shall be eligible to compete for participation but shall have no rights, duties or obligations in the management or in the property of the BYSC.
- (a) The Board of Directors, by a two thirds (2/3) vote of those present at any duly constituted meeting, shall have the authority to discipline or suspend or terminate the membership of any Member of any class when the conduct of such person is considered detrimental to the best interest of the BYSC.
Section 2. Classes. There shall be the following classes of Members.
(b) Regular Members. Any person actively interested in furthering the objective of the BYSC may become a regular member. The only requirement is that the interested party have attended three (3) out of the last five (5) regular monthly meetings, or be a BYSC Head Coach in good standing having attended mandatory Coaches' clinics and mandatory Coaches' meetings. The secretary shall maintain the role of attendance to qualify voting members.
(c) As used hereinafter, the word "member" shall mean a Regular Member unless otherwise stated.
Section 3. Suspension or termination. Membership may be terminated by resignation or action of the Board of Directors.
The Member involved shall be notified of such meeting, informed of the general nature of the charges and given an opportunity to appear at the meeting to answer such charges.
(b) The Board of Directors shall, in the case of a Player Member, give notice to the manager of the team of which the player is a member. Said manger shall appear, in the capacity of an adviser, with the player before a duly appointed committee of the Board of Directors, which shall have full power to suspend or revoke such player's right to future participation.
(c) The President may, in the event of an on-field incident involving physical violence or abusive language directed to or from any Player, Coach, Official or Parent, suspend said individual or individuals from further participation on a BYSC team, until such time as a Board of Directors meeting can be scheduled to consider the matter further. Such a Board of Directors meeting shall be held within two (2) weeks of the suspension.
ARTICLE IV - PARTICIPATION FEE
A reasonable program participation fee may be assessed to assure the operational continuity of the BYSC. The fee will be determined by the Officers of the club on a yearly basis. Discounted or hardship fees shall be granted and determined at the discretion of the Club President. For those families with two player members, a discount will be applied, to be determined yearly. Similarly, for a family with three or more player/members, fees will be charged against the first two player members only.
ARTICLE V - MEETING
- Section 1. Annual Meeting. The annual meeting of the Members of BYSC shall be held during the month of January each year for the purpose of electing vacant Board of Director positions, for receiving reports, and for the transaction of such business as may properly come before the meeting. Two meetings will be held in January, the first of which will be to nominate Directors, and the second to vote.
Section 2. Regular Meetings. The regular meeting should be held on the first (1st) Wednesday of the month. An optional meeting may be held on the second (2nd) Wednesday of the month when deemed necessary by the Officers of the BYSC, but will be considered recreational in nature and will be a non-voting meeting.
Section 3. Voting. Regular Members shall be entitled to vote at any regular meeting of the BYSC. Issues will be decided by a majority of eligible regular member votes. For voting a quorum is required. A quorum is defined as a minimum of (5) five regular members.
Section 4. Proxies. Each member shall be entitled to one vote either in person or by proxy. All proxy votes will be compared to a current Member list by the club secretary.
Section 5. Rules of Order. Roberts Rules of Order shall govern the proceedings of all meetings except where same conflicts with the Constitution or By-Laws of the BYSC.
ARTICLE VI - BOARD OF DIRECTORS
- Section 1. Board and number. The management of the affairs of the BYSC shall be vested in the Board of Directors. The number of Directors shall be not less than five. The Directors shall upon election immediately perform their duties and shall continue in office until their successors have been duly elected and qualified. The term of office shall be not less than one (1) year or more than three (3) years.
Section 2. Annual Election and Term of Office. At each annual meeting, the Members shall elect such number of Directors whose terms have expired. The number so fixed may, within the limits prescribed by the foregoing Section 1, be increased at any regular or special meeting of the Members. If the number is increased, the additional Directors may be elected at the meeting at which the increase is voted, or at any subsequent meeting. All elections of Directors shall be majority vote of all Members present or represented by proxy at the time of the meeting. The nominee must be a qualified regular club member and must have completed one full season of duty.
Section 3. Vacancies. If any vacancy occurs, in the Board of Directors, by death, resignation or otherwise, it may be filled by a majority vote of the remaining Directors of any regular meeting or at any special meeting called for that purpose.
Section 4. Meetings. The Board meetings shall be held during the regular meeting described in Article 5. The President may issue a call for a special meeting of the Board. Notice of a special meeting shall be made to each Board member at least twenty-four hours preceding the meeting.
Section 5. Quorum. Four (4) members of the Board of Directors shall constitute a quorum for the transaction of financial business.
Section 6. Duties and Powers. The Board of Directors shall have the power to appoint such standing committees as it shall determine and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate.
The Board may adopt such rules and regulations for the conduct of it's meetings and the management of the BYSC as it may deem proper.
ARTICLE VII - OFFICERS, DUTIES AND POWERS
- Section 1. Officers. The Officers of the BYSC shall consist of a President, Vice President, League Director, Treasurer, Secretary, Travel Secretary (Manager), Equipment Manager, Field Manager, and three Age Group Coordinators. (Pee-Wee, Minor, and Major.) All of whom shall hold office for the ensuing year or until their successors are duly elected.
The Board of Directors may appoint such other Officers or Agents as it may deem necessary or desirable, and may prescribe the powers and duties of each and may fill any vacancies which may occur in any office. The Vice President will be expected to fill the first vacant position until such time as a duly elected replacement is in place.
- (a) Conduct the affairs of the BYSC and execute the policies established by the Board of Directors as set forth in these by-laws and by any decisions voted on at regular meetings.
Section 2. President. The President is an Officer and Board position. He/she shall:
(b) Conduct regular monthly meetings and take minutes if the secretary is absent. He/she will present a report of the condition of the BYSC at the annual meeting. He/she will also represent BYSC at other external meetings as deemed necessary.
(c) Communicate to the Board of Directors, such matters as deemed appropriate and make such suggestions as may tend to promote the welfare of the BYSC. He/she shall have the power to delegate some or all of his duties to other officers.
(d) Be responsible for the conduct of the BYSC in strict conformity to the policies principles, Rules and Regulations of the United States Soccer Federation and the BYSC.
(e) Investigate complaints, irregularities and conditions detrimental to the BYSC.
(f) With the assistance of the League Director, examine the application and support proof-of-age document of every new player candidate and certify to residence and age eligibility before the player may be accepted for tryouts and selection. He/she will give initialed and completed registration forms, with their respective checks to the Treasurer. In turn, he/she shall receive back from the Treasurer the original forms initialed and marked paid. He will make two copies of the original forms, and give them to the Secretary. The original forms will go to the League Director for program management purposes.
(g) Miscellaneous duties - Pick up all mail and distribute accordingly. One spare key will be given to an emergency delegate. He is responsible to provide a meeting place and to arrange for appropriate Soccer Fields. He will keep the League Director notified of Soccer Events and Tournaments as information becomes available.
Section 3. Vice President. The Vice President is an Officer and Board position.
In case of the absence or disability of the President, and provided he is authorized by the President or Board so to act, the Vice President shall:
- (a) Perform the duties of the President, and when so acting, shall have all the Powers of that office, and shall have such other duties as from time to time may be assigned by the Board of Directors or by the President.
(b) He/she will fill a temporary Officer Vacancy, but shall only hold one vote.
Section 4. League Director. The League Director is an Officer and Board position. He/she will be responsible for administering the Club Soccer Program and activities.The League Director will report to the President and Board of Directors.
- (a) Providing information to the Age Group Coordinators.
- (a) Be responsible for recording the activities of the BYSC and maintain appropriate files, mailing lists and necessary records.
- (a) Receive all monies and securities and deposit same in a depository approved by the Board of Directors.
- (a) Be responsible to administer their respective Age Group program. Responsibilities include; recruiting coaches for each team, creation of game and tournament schedules, disbursement of pertinent information to coaches, keeping accurate registration records of all player members, and setting up a pre-season coaches clinic with the League Director.
- (a) Perform Secretary and Treasurer duties for the Travel Program.
- (a) Prior to the start of each fall/spring season - will poll all coaches for equipment needs. He will prepare a list of needed equipment, research reasonable and appropriate costs, and prepare an estimate of costs to be presented to the Board at a regular meeting for approval. Upon receipt of said equipment, will disburse accordingly.
- (a) Work with all age Group Coordinators to schedule the fair and equitable use of all available fields.
(b) Coordination and formation of new inter-town and travel teams.
(c) Setup meetings and clinics for coach and player education and training.
(d) Giving direction to and managing Intramural Referees.(if applicable).
(e) Providing Age Group Coordinators with game schedules and rule modifications (if applicable)
Section 5. Secretary. The Secretary is an Officer and Board Position. The Secretary shall:
(b) Maintain a list of all Members (including registered player members and regular members). Give notice of all meetings to the Regular Members.
(c) Keep the minutes of the regular club meetings and record them in a book kept for that purpose. Prepare copies of said minutes to be distributed at the next regular Club meeting.
(d) Prepare and handle all mailings, seeking help where necessary from regular members.
Section 6. Treasurer. The Treasurer is an Officer and Board Position. He/She shall:
(b) Keep record for the receipt and disbursement of all monies and securities of the BYSC and approve all payments from allotted funds and draw checks therefore.
(c) Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof. Said Budget to be presented at the first regular meeting in February.
(d) Prepare and present a quarterly Financial Statement Report. Said report to be presented at the regular club meeting held on the months of April, July, October, and January.
(e) Handle Registration forms as defined in Article VII Section 2(f).
Section 7. Age Group Coordinators. Age Group Coordinator is an Officer position. He/She shall:
Pee-wee - Age Groups U-5, U-6, U-7, and U-8.
Minor - Age Groups U-9, U-10, U-11
Major - Age Groups U-12 and up.
Section 8. Travel Manager (Secretary). The Travel Manager is an Officer Position. He/she shall:
(b) While performing Treasurer duties he/she shall keep one bank account for Travel, but keep individual books for each Team. Will provide quarterly Financial Reports. Said reports to be presented at the regular club meeting held on the months of April, July, October, and January.
(c) Register all Travel Teams with E.H.Y.L.A
(d) Administer the travel program, sharing information with travel coaches.
Section 9. Equipment Manager. Equipment Manager is an Officer position. He/She shall:
(b) Will receive requests for additional equipment during the season as required and seek financial approval as above.
(c) At the end of each fall/spring season - will collect ALL equipment and store it until the next season. Said storage place to be provided by the Club or by volunteer.
Section 10. Field Manager. Field Manager is an Officer position. He/She shall:
(b) Be responsible to prepare a list of needed paint and field maintenance supplies, research reasonable and appropriate costs to be presented to the Board at a regular meeting for approval.
(c) Schedule the regular painting of all fields including the marking, layout, and field positioning. He will seek and arrange volunteers when needed.
(d) Arrange for any needed field maintenance, including but not limited to mowing.
