Bylaws

VCYSA INC.
Bylaws
Article I. Name

The name of this Organization shall be the Vigo County Youth Soccer Association, Inc. (VCYSA)

Article II. Purpose
The corporation is organized exclusively for charitable, educational, and civic purposes, and to provide support for the sport of youth soccer in west central Indiana and to do all things necessary in and about the accomplishment of these objectives, including but not limited to the acquisition and holding of real estate; and to do any and all things necessary and essential in connection with the above, including for such purposes the collections of receipts as an exempt organization under Section 501 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law) and the making of distributions to organizations that qualify as exempt organizations under Section 501 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law). The corporation shall have power to sell, lease, exchange, or encumber by mortgage, or otherwise, any real estate from time to time owned by it without applying to any court for prior authority thereof or subsequent approval thereof. Its programs shall develop and encourage sportsmanship and playing proficiency through training sessions and scheduled games. Programs such as a soccer camp, a field day, or an awards program to enhance and further the growth of soccer may also be conducted by the organization.

Article III. Members

Section 1.
The membership of the Organization shall consist of parents or legal guardians of all registered players, all coaches, and all current members of the Board of Directors (hereafter referred to as the Board).

Section 2.
No member of this Organization shall contract for or incur any debt, or enter into any agreement, or otherwise obligate this Organization except by authorization of the Board or Executive Committee, pursuant to these bylaws.

Article IV. Officers

Section 1.
The officers of this Organization shall be a president; first vice-president; past president or, if that position is vacant, second vice-president; secretary; treasurer; risk manager and the commissioners and chairpersons of standing committees; said officers to constitute the Board. All said officers will have voting privileges.
Section 2.
A nominating committee shall be appointed by the president at least thirty (30) days before the annual meeting, said committee to consist of two board members and one representative from each league. This nominating committee shall nominate a candidate for each of the offices to be filled at the annual meeting. At least one third of the nominees shall be current or former members of the Board. The membership shall elect
Article III. Members-Continued

the officers at the annual meeting in November. Nomination from the floor shall be permitted. Nominees do not have to be members of the Organization (as described in Article III, Section 1).

Section 3.
The officers shall be elected to serve for one year or until their successors are elected and their terms of office shall begin at the close of the annual meeting at which they are elected.

Section 4.
No person shall be elected to more than one Executive Board position at a time, and no person shall be eligible to serve more than two consecutive terms as president. Recreation league commissioners may coach a team in the league of which he/she is a commissioner. Travel team commissioners may coach a team, if necessary, for the travel league of which he/she is the commissioner.

Section 5.
Elections shall be by written ballot for any office for which there is more than one nominee.

Section 6.
A vacancy in any office shall be filled by appointment of the Board. Any officers or directors so appointed shall serve until the next annual meeting.

Section 7.
No member of the Board shall vote on matters of dispute that directly affects himself/herself as well as directly affecting any member of their extended family or business or a team with which she/he is connected.

Section 8.
No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, trustees, officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions, in furtherance of the purposes.

Article V. Duties of Officers

Section 1.
The president shall govern the day-to-day operation of the Organization, and shall supervise the affairs and activities of the Organization, and shall make an annual report of same to the members at the annual meeting. The president shall preside at the meetings of the Board and Executive Committee, unless he/she elects to appoint a chairperson for a specific meeting. The president is an ex-officio member of all committees. The president shall cast the deciding vote in the event of a tie vote at any meeting or may waive the right to do so. The president shall be one of the five officers eligible to sign checks, two signatures being needed on each check, and shall perform such other duties as designated by the Board.

Section 2.
The first vice-president shall have the powers and perform all the duties of the president in the president’s absence and performing such other duties as are delegated by the president or the Board. The first vice-president shall be one of the five officers eligible to sign checks.

Article V. Duties of Officers- continued

Section 3.
The past president or second vice-president shall have all the powers and perform all the duties of the first vice-president in the first vice-president’s absence and perform such other duties as are delegated by the president or the Board. The past president or second vice-president shall be one of the five officers eligible to sign checks.

 

Section 4.
The secretary shall record the minutes of all meetings of the Board, the Executive Committee, and the general membership or delegate this responsibility in his/her absence. The secretary shall be custodian of all official permanent records of the Organization, and shall be responsible for their transfer to his/her successor. The secretary shall be one of the five officers eligible to sign checks and shall perform such other duties as are delegated by the president or the Board.

Section 5.
The treasurer shall have charge of all moneys of the Organization, keep financial records, make all collections, and disburse and deposit funds as required. The treasurer shall present financial statements at the meetings of the Board and prepare a final financial report for the previous year to be presented at the annual meeting. Annually, the Executive Committee will perform an internal review of the Organization's financial records. If by majority vote of the Board, it is determined that further financial analysis be performed on the Organization, the engagement of an accounting firm will be retained and consulted as to the level of service required. The treasurer shall be one of the five officers eligible to sign checks, two signatures being needed on each check. The treasurer shall prepare a tentative budget (in consultation with the finance committee and members of the Board) to be presented to the Board for its approval. Non-budgeted expenditures exceeding $100.00 may not be made unless previously approved by the Board. The treasurer shall be custodian of all financial records, shall be responsible for their transfer to his/her successor, and shall perform such other duties as are delegated by the president or the Board.

Section 6.
The risk manager shall govern the liabilities and the risk associated within the organization, and shall be in charge of obtaining and managing proper disclosures for all volunteers of the organization, manage insurance related incidents, the safety of the members of the organization, and shall perform such other duties as are delegated by the president of the Board.

Section 7.
The referee assignor shall obtain referees and linesmen for regularly scheduled games and act as liaison between Board and referees, and perform such other duties as directed by the Board.

Section 8.
Each recreational league commissioner shall organize teams within the age group for which he/she is responsible, obtain coaches, supervise coaching activities, oversee conduct at all games within his/her league, act as liaison between Board and coaches, and perform such other duties as directed by the Board. No member of the Board shall vote on matters of dispute that directly affects himself/herself as well as directly affecting any member of their extended family or business or a team with which she/he is connected.
Each travel league commissioner shall meet with the Travel Team Formation Committee (TTFC) to organize travel teams within the appropriate age groups, obtain coaches, supervise coaching activities, oversee conduct

 

Article V. Duties of Officers- continued

at all games within his/her league, act as liaison between Board and coaches, and perform such other duties as directed by the Board. No member of the Board shall vote on matters of dispute that directly affects himself/herself as well as directly affecting any member of their extended family or business or a team with which she/he is connected.

Article VI. Duties of Chairpersons

Section 9.
The field committee chairperson shall coordinate the preparation of the playing fields for all games, maintain and store field preparation equipment, and perform such other duties as directed by the Board.

Section 10.
The equipment committee chairperson shall be in charge of coordinating the construction, maintenance, storage, and inventory of all equipment owned by the Organization. He/she shall supervise equipment handling at the beginning and end of each playing day and perform such other duties as directed by the Board.

Section 11.
The sponsor committee chairperson shall obtain sponsors and advertisers, seek corporate and private donations, organize and coordinate Board-approved fundraising activities, and perform such other duties as directed by the Board.

Section 12.
The award committee chairperson shall be in charge of the ordering and distribution of Board-approved awards to players and plaques and seasonal date plates to sponsors, and perform such other duties as directed by the Board.

Section 13.
The registration committee chairperson shall be in charge of registration, and perform such other duties as directed by the Board.

Section 14.
The concessions committee chairperson shall be in charge of ordering food and beverage products as well as scheduling of personnel to work concessions, and perform such other duties as directed by the Board.

Section 15.
The publicity committee chairperson shall be in charge of promotion and marketing of the corporation and perform such other duties as directed by the Board.

Article VII. Meetings
The members of this Organization shall conduct the annual meeting in the month of November at such time and place as the Board shall determine for the election of the Board, to receive reports, and to transact any other business which may properly be presented to them. Notification of the meeting shall be sent to voting members. A quorum for a meeting shall be a simple majority of the members present.

Article VIII. Board of Directors

Section 1.
The Board of Directors (BOD) shall consist of the officers who are elected by the membership at the annual meeting.

Section 2.
The Board shall have general supervision of the affairs of the Organization between its annual meetings, determine the hour and place of meetings, make recommendations to the Organization, and perform such other duties as are specified in these bylaws. The Board shall be subject to the orders of the Organization, and none of its acts shall conflict with actions taken by the Organization.

Section 3.
The Board shall convene immediately after the annual meeting to establish a meeting date and time. Meetings of the Board shall be held on a regular basis. Special meetings of the Board may be called by the president and shall be called at the request of three (3) of its members, with at least three (3) days notice in either case.

Section 4.
A quorum for a meeting of the Board shall be a simple majority of its Board members.

Section 5.
Absence of a Board member from three (3) consecutive meetings of the Board for which no sufficient reason is presented shall be considered equivalent to resignation and the place of said Board member shall be considered vacant.

Section 6.
Vacancies on the Board shall be filled by the Board. Any person so elected shall serve until the next annual meeting.

Section 7.
Any Board member may be removed for cause by two-thirds majority vote of all Board members after said members have been notified not less than ten (10) days before the meeting at which the vote is to be taken.

Article IX. Executive Committee

Section 1.
The executive committee of this Organization shall consist of the president, first vice-president, past president, or second vice-president, secretary, treasurer and risk manager.

Section 2.
The executive committee shall conduct the business of the Board when it is impracticable or impossible to call a Board meeting. All actions taken by the executive committee shall be subject to approval by the Board at its next regular meeting except where advance authority for such action has been granted.

Section 3.
The executive committee shall meet at the call of the president.

 

Article IX. Executive Committee-continued

Section 4.
A quorum for a meeting of the executive committee shall be three (3) persons.

Article X. Committees

Section 1.
The field, equipment, sponsor, registration, awards, publicity, and concession stand chairpersons shall work with committees as they deem necessary. The president, in consultation with the chairpersons, shall appoint committee members as needed.

Section 2.
Such special committees as may be required for specific studies or pieces of work shall be appointed by the president for limited periods of service. Their chairpersons may be made ex-officio members of the Board.

Section 3.
The finance committee shall be made up of the president, treasurer, and three other Board-appointed members. Their duties shall consist of reviewing and approving the upcoming budget for submission to the Board and auditing of the previous year’s books. A program-operating budget for the current year shall be approved by January of that year after soliciting budgets from each Board member for his/her respective programs.

Article XI. Parliamentary Authority

Section 1.
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules or order the Organization may adopt.  No proxy voting will be allowed.

Section 2.
Substantive changes in rules affecting the Organization may be tabled for one (1) meeting at the discretion of the president. This provision may be waived by a vote of three-fourths of the members present.

Article XII. Dissolution
Upon the dissolution of the corporation, the Board of Directors shall, after paying or making provision for the payment of all of the liabilities of the corporation, dispose of all of the assets of the corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, scientific, literary, fostering amateur sports competition, or other purposes as shall at the time qualify as an exempt organization or organizations under Section 501 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provisions of any future United States Internal Revenue Law), as the Board of Directors shall determine. Any such assets not so disposed of shall be disposed of by the Circuit Court of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as such Court shall determine, which are organized and operated exclusively for such purposes.

Article XIII. Amendment
These bylaws may be amended by a two-thirds vote of the members present at any regular or special meeting of the membership providing the amendment has been posted not less than ten (10) days before the meeting at which the vote is to be taken.

Terminology
Organization Consist of parents or legal guardians of all registered players, all (Membership) coaches, and all current members of the Board of Directors (hereafter referred to as the Board).

Organization officers Consist of the president, first vice-president, past president or, if that position is vacant, second vice-president, secretary, treasurer, risk manger and the commissioners and chairpersons of standing committees.

Board of Directors (Board members)  * Same as the organization officers.

Nominating committee Appointed by the president to consist of two board members and one representative from each league (recreation and travel).

Travel Team Made up of the director of coaching (DOC), the director of player

Formation Committee development (DOP) the appropriate boys and girls travel commissioners, the president, the first vice-president and any evaluators or advisers the DOC & DOP deems necessary.

Executive Committee Made up of the president, first vice-president, past president or, if that position is vacant, second vice-president, secretary, treasurer and risk manager

Finance Committee Made up of the president, treasurer, and three other board-appointed members.

Revised: September 19, 2007
Accepted: October 10, 2007