Akron Area Soccer League By-Laws

Akron Area Soccer League By-Laws

1. ORGANIZATION
   
2. Akron Area Soccer League has been organized under the provisions of the Non-Profit Corporation Law of 1988 in Lancaster County Pennsylvania. Akron Area Soccer League is incorporated as a 501(c) 7, entity number 578981 in the Commonwealth of Pennsylvania and recognized by the Internal Revenue Service. As a 501(c)7, donations are not tax deductible to the person or entity making the donation.
   
3. The corporation shall operate without profit and no part of the income of the corporation shall inure to the benefit of any director of the corporation, officer of the corporation or any private individual (except that reasonable compensation may be paid for services rendered to or for the corporation affecting one or more of its purposes, and no director or officer of the corporation or any private individual shall be entitled to share in the distribution of the corporate assets on dissolution of the corporation.
   
4. In the event of sale or dissolution of the corporation, the use of any surplus funds for the private inurnment of any individual or entity is strictly prohibited. The balance of all money and other property which the corporation receives from any source, after the payment of all debts and obligations of the corporation, shall be used or distributed for the purposes within those set forth in Article 1A and within the intendment of Section 501(c) of the Internal Revenue Code of 1986 and the regulations there under, as the same now exists or as they may be hereafter amended from time to time.
   
5. PURPOSE
6. The purpose of the corporation is to cultivate, foster, promote, advance and support, youth soccer and amateur athletics for the benefit of children, families and for the general public benefit, and all other lawful activities as are consistent with that purpose and with the corporation status as a non-profit corporation, and as are permitted for non-profit corporations organized under the Non-Profit Corporation Law of Pennsylvania and not prohibited as activities by qualifying under Section 501(c) of the Internal Revenue Code.
   
7. CODE OF ETHICS
8. Akron Area Code of Ethics for board members works in conjunction with the organizations bylaws. In the event the code of ethics is in conflict with the bylaws, the code of ethics becomes the controlling document. Rights and privileges granted by our bylaws if they are in conflict of the code of ethics, those rights and privileges are suspended
   
9. MEMBERSHIP
10. Membership is open to residents of the Akron Area and those within its geographical boundaries and surrounding Akron Area. Players who started in the Akron Area Soccer League may continue with the Akron Area Soccer League should they move out of the area. Special consideration for membership will be allowed for individuals outside the geographical area:
11. A Club does not have teams in age groups that we have.
12. Individuals are involved in open tryouts
13. Any special circumstances will be reviewed for approval by the board.
14. Youth membership will be accorded to youth who register during the membership year and pay any applicable fees.
    
15. No child will be turned away from playing due to financial economic hardship. By a majority vote of the board the registration fees are waived.
    
16. An adult member is anyone who is active, in good standing and contributes time, talent or effort to the club, whose participation is acknowledged by entrance of their name into club records as a member of the board, a coach, an assistant coach, a referee, a member of any club committee, parent of a player, or anyone else that the board recognizes for their significant contribution to the club. Each member will be entitled to make motions, voting and will be permitted to vote in the election of board members and on all resolutions presented at the annual general meeting.
17. Parents of players are deemed members upon successful collection of registration fees. Uncollected registration fees will forfeit membership.
18. Motions to dissolve the Akron Area Soccer League can only be made by executive board members. The vote for dissolution must be a unanimous vote by all members of the executive board.
19. Motions with regards to neighboring soccer clubs made by a member which are seconded can only be voted on by the executive board. A simple majority vote will only be required.
    
20. Board positions and committee members are not paid and are strictly volunteer. Any member or person whom is paid by the Akron Area Soccer League is not permitted to hold a board position and or a committee position is revoked of all voting rights and privileges including but not limited to making motions, seconding motions, casting votes or annual general elections.
    
21. Conflict of interest:
22. Membership
    (Amendment accepted by the organization on 12/15/2011 unanimously)
23. Any member who has children playing in multiple soccer clubs and Akron Area Soccer League offers the same age group, level and roster space for the child playing in another club, the member would forfeit their motion and voting privileges due to a conflict of interest.
    
24. If Akron Area Soccer League does not offer the same age group, level and roster space for the child playing in another club, the member would not forfeit their motion and voting privileges.
    
25. Any member who has children playing in another soccer club and Akron Area Soccer League offers the same age group, level and roster space for the child playing in another club, the member would forfeit their motion and voting privileges due to a conflict of interest. If Akron Area Soccer League does not offer the same age group, level and roster space for the child playing in another club, the member would not forfeit their motion and voting privileges
    
26. Any member who serves on another soccer clubs board, committee’s, coaching or any other capacity as deemed as a representative of the other soccer clubs organization, (exclusion EPSYS, LANCO, LBYSA, LAGS) is not permitted to serve in the Akron Area Soccer League organization furthermore forfeits their motion and voting privileges due to a conflict of interest.

1. No spouse or relative of a board member may be selected as paid contractor to perform business for the club. Including but not limited to field lining, finances, coach & player development.
   

1. MEETINGS
2. A regular board meeting will convene once every month called to order by the President or the Vice-President in the absence of the President. Members will be notified of this meeting through newsletter, email, newspaper. Special or emergency board meetings can be called by the President or Vice-President to efficiently govern the club. The quorum necessary for all votes will be a majority of the board members. Parliamentary procedures as detailed in Roberts Rule of Order will be in effect for all meetings.
   
3. Committee meetings will convene at the discretion of their respective chairperson who will notify necessary members of meeting details. The President or Vice-President is required in attendance for all committee meetings.
   
4. BOARD MEMBERS DUTIES & RESPONSIBILITIES
   
5. Duties of Board Members
6. In order to allow for ongoing change, in the event the organization is without a Treasurer, all payments for expenditures and approvals will be done by a majority vote of the board. The President and or Vice-President will appoint a board approved interim Treasure to conduct the day to day operations of financial management until such time a Treasurer has fulfilled the open position.

1. President: The President shall reside at all general meetings and board meetings. Enforce the provisions of the Code of ethics, By-Laws, Constitution and any rules or policies duly enacted by the board of the Akron Area Soccer League. Supervise and help manage the general affairs of the club. Appoint chair persons of ad hoc committees; represent the club in meetings with other soccer clubs or organizations where the duty to do so is not elsewhere specifically given to another member. Perform all other duties which are commonly incumbent upon the President of a volunteer organization. The President may institute electronic voting on issues between board meetings via email and the results / documentation provided to the Secretary in a timely manner. The President may make executive decisions with regards to fields, marketing / advertising, sponsors, coach & player development as long as they are in direct accordance to the Code of Ethics and Bylaws. These executive decisions must be provided to the board members within five (5) days from the date of execution. The President will also serve as the Parliamentarian of the clubs Constitution, Bylaws, Code of Ethics and club policies and procedures. The President will represent the club at LANCO, LAGS, LBYSA meetings in the event the commissioner of is unavailable to attend or appoint a substitute to attend. The President will dully sign contracts or documents whereas the Secretary will co-sign.

(AmendmentAccepted by the Organization on 1/19/2012 Unanimously)
Addition:
President will order the appropriate player uniforms from the organizations approved suppliers. In the absence of the President or he or she is unable to order the uniforms, the Vice-President may perform this role. The President may also appoint a person to conduct the ordering of uniforms with approval from the board.

Removal:
Co-Sign with the Treasurer any checks for expenditures over $250.00

Addition:
Approve any checks / payments for expenditures over $250.00 in writing or email.

1. Vice-President: The Vice-President shall perform all duties and exercise all powers of
   the President in the event of President's absence or unavailability. Upon request the request of the President, the Vice-President will otherwise assist in the performance of the President's duties. The Vice-President will supervise and help manage the general affairs of the club. The Vice-President will represent the club at LANCO, LAGS, LBYSA meetings in the event the commissioner of is unavailable to attend. The Vice-President will be responsible for planning and implementing activities which develop coaching skills and player development. Any persons affiliated with Coach and Player Development will report directly to the Vice-President. The Vice-President will also perform the duties and responsibilities of Parliamentarian and make any board approved changes to the clubs Constitution, Bylaws, Code of Ethics, Policy and Procedures. Organize and chair fields committee to assist the committee chairperson. The Vice-President may institute electronic voting on issues between board meetings via email and the results / documentation provided to the Secretary in a timely manner. The Vice-President may make executive decisions with regards to fields, marketing / advertising, sponsors, coach & player development as long as they are in direct accordance to the Code of Ethics and Bylaws. These executive decisions must be provided to the board members within five (5) days from the date of execution.
   (Amendment Accepted by the Organization on 1/19/2012 Unanimously)
   Addition:
   In the event the President is unable to order the appropriate player uniforms, the Vice-President is authorized to order appropriate player uniforms form the organizations approved supplier. The Vice-President may also appoint a person to conduct the ordering of uniforms with approval from the board in the event the President or Vice-President is unable to order the uniforms.
   Removal:
   Co-Sign with Treasurer any checks for expenditures over $250.00
   Addition:
   Approve any checks / payments for expenditures over $250.00 in writing or email.
   
2. Secretary: The Secretary shall maintain a written record of all proceedings of the general board or special meetings convened. The Secretary notifies appropriate members of upcoming meetings and request agenda topics from each board member. Meeting Agenda's will be performed at least one (1) week prior to the monthly meeting and distribute to all board members. Meeting minutes will be performed and issued to all board members,general members and visitors each meeting for review and acceptance prior to the next month’s meeting. Secretary will also ensure that the meeting agenda, meeting minutes and financials are posted on the website each month.
   
3. Intramural Commissioner: The Intramural Commissioner shall organize all teams and placement of players in their respective age bracket for U6 through U8 divisions. Recreational players at the U8 level will be placed on teams of approximate equal abilities. Recruit coaches, and ensure the Risk Management has been completed and passed prior to assigning a perspective coach a team. Notify coaches of game schedules and potential tournaments and other opportunities available to the Intramural teams. The Intramural Commissioner will assign field assignments for practice and game schedules. Conduct a pre-season meeting with each coach to review the rules and regulations of our club, code of ethics for coaches and game playing rules for each of their responsible divisions. The Intramural Commissioner must establish a strong dialogue with the coaches of their respected divisions. In addition, is available to the parents with any issues, concerns they may have. The point person and coordinator with Lititz Youth Soccer for the inter-league play for the U8 boys and girls teams. Work with the responsible board member to coordinate Coach and Player Development for their respective age groups. The Intramural Commissioner will be responsible for distribution of team equipment. Ensure that all coaches adhere to the Code of Conduct, Playing Rules and Policies & Procedures of the club.

(Amendment) Accepted by the Organization on 1/19/2012 Unanimously)

Removal:
“ordering the appropriate player uniforms from the organizations approved supplier.

Addition:
The intramural commissioner will report to the President / Vice-President of the organization.

1. Recreational Commissioner: The Recreational Commissioner shall organize all teams and placement of players in their respective age bracket for U10 through U19 divisions. Recreational players at for levels U10-U19 will remain with their prior season team and remain intact. Any new players must be be evenly distributed amongst the teams based on their prior playing experience. The Recreational Commissioner must attend the LAGS & LBYSA seasonal meetings each season as a representative for our club. They must also submit team declarations, field locations and directions for the purpose of scheduling to LAGS & LBYSA. Recruit coaches, and ensure the Risk Management has been completed and passed prior to assigning a perspective coach a team. Notify coaches of game schedules and potential tournaments and other opportunities available to the Recreational teams. The Recreational Commissioner will assign field assignments for practice and game schedules. Conduct a pre-season meeting with each coach to review the rules and regulations of our club, code of ethics for coaches and game playing rules for each of their responsible divisions. The Recreational Commissioner must establish a strong dialogue with the coaches of their respected divisions. In addition, is available to the parents with any issues, concerns they may have. The commissioner will handle any complaints, issues or concerns rendered by LAGS & LBYSA and involve the coach for resolution. Work with the responsible board member to coordinate Coach and Player Development for their respective age groups. The Recreational Commissioner will be responsible for distribution of team equipment. Ensure that all coaches adhere to the Code of Conduct, Playing Rules and Policies & Procedures of the club.
   (Amendment Accepted by the Organization on 1/19/2012 Unanimously)

Removal:
“ordering the appropriate player uniforms from the organizations approved supplier.

Addition: the recreational commissioner will report to the President / Vice-President of the organization.

1. (Amendment“Travel Commissioner”) Accepted by the Organization on 12/15/2011 Unanimously
   Travel Commissioner:The travel commissioner shall organize and implement travel team tryouts for each respective age group from U10-U19. Where possible, the tryouts should be conducted by an independent evaluator. The results of the evaluation will be provided by the independent evaluator to the Travel Commissioner. In the event an independent evaluator is not available, the travel commissioner will conduct the tryouts and evaluation. The travel commissioner will organize all teams and placement of players in their respective age bracket for U10 through U19 divisions. Travel players for levels U10-U19 will remain with their prior season team and remain intact unless they were cut as a result of the tryouts. Any new players must be approved by their parent to participate on a travel team. The Travel Commissioner must attend the LANCO seasonal meetings each season as a representative for our club. They must also submit team declarations, field locations and directions for the purpose of scheduling to LANCO. Recommend a head coach to the board and parents to where both the parents and board must approve the coach. Ensure the Risk Management has been completed and passed prior to the team’s first practice. Notify coaches of game schedules and potential tournaments and other opportunities available to the travel teams. The travel commissioner will assign field assignments for practice and game schedules. Conduct a pre-season meeting with each coach to review the rules and regulations of our club, code of ethics for coaches and game playing rules for each of their responsible divisions. The travel commissioner must establish a strong dialogue with the coaches of their respected divisions. In addition, is available to the parents with any issues, concerns they may have. The commissioner will handle any complaints, issues or concerns rendered by parents and or LANCO and involve the coach for resolution. Work with the responsible board member to coordinate Coach and Player Development for their respective age groups. The travel commissioner will be responsible for distribution of team equipment. Ensure that all coaches adhere to the Code of Conduct, Playing Rules, Policies and Procedures of the club. The travel commissioner will report to the President of the organization.
   
2. Treasurer / Registrar: The Treasurer and Registrar positions at the discretion of the board may be split into two unique positions based upon available persons to fulfill the positions.
3. Treasurer: The Treasurer shall safeguard all monies held in the name of the club; maintain a record of all such monies, income, expenses in the check book register as well as the approved accounting computer program of the club. Provide the clubs approved accountant with all necessary documents, reports and records for the fiscal year end accounting reporting which ends on October 31st each year. The treasure will balance the books each month and provide the following documents to each board member, general member and visitor present at each board meeting: (Balance Sheet, Profit & Loss Statement.) The Treasure will pay all clubs bills. The Treasurer will chair the Budget Committee. Conflict of Interest: In the event that a spouse of the Treasurer holds a board and or committee position and is authorized to provider approval for expenditures over $250.00, that spouse is prohibited from providing that approval.
   The Treasurer will obtain approval from any other authorized board member with approval rights.
   (Amendment “Treasurer” Accepted by the Organization on 1/19/2012 Unanimously)
   Removal:
   Present at board meeting: Trial Balance, Cash Flow and budget performance
   Removal:
   co-signatures required on all checks that exceed $250.00 with club approved co-signers.
   Addition:
   Approval by President and or Vice-President for any checks / payments for expenditures over $250.00
   Addition:
   Thirty (30) days prior to the new fiscal year, a forecast budget will be prepared based on the past years revenue and expenditures. This budget will be tracked and reported monthly at the board meeting.
   
4. Registrar: The Registrar shall be responsible for the entire registration process including publicizing, organizing open registration dates, distribution of registrations to authorized schools, Ephrata public Library. Develop and maintain registration forms, chairing the registration committee. Enforcement of all rules and policies of the club pertinent to registration. Enter all registrations into the EPYSA registration database. The registrar will provide to the appropriate commissioners, copies of all registrations for their respective age groups that fall under their commissionership. The Registrar will also be responsible for any applicable registrations pertaining to soccer clinics and camps.
   

(Amendment “Registrar” Accepted by the Organization on 1/19/2012 unanimously)
Addition:
The Registrar will report to the Treasurer of the organization.