ELKHORN SOCCER CLUB, INC. Constitution, By-Laws, and Policies and Procedures

Transcription

1 ELKHORN SOCCER CLUB, INC. Constitution, By-Laws, and Policies and Procedures Revision Dates August 2018 and May 2012

2 Elkhorn Soccer Club, Inc. Constitution Revision Dates: August 2018, May 2012 Article 1 Name The name of the club shall be the Elkhorn Soccer Club, Incorporated ( ESC ) and will be referred to as the ESC in this Constitution, By-Laws, and Policies and Procedures. Article 2 Purpose and Territory The purpose of this organization shall be the supervision, regulation, and promotion of recreational and competitive soccer for people ages four (4) years and older. Article 3 Affiliation The ESC is associated with the Stateline District (SLD) of the Wisconsin Youth Soccer Association (WYSA). Article 4 Headquarters The headquarters of the ESC shall reside with the current President of the ESC. Article 5 Colors The primary colors of this organization shall be purple. Article 6 Membership Section 6.a Section 6.b Section 6.c Section 6.d Section 6.e Section 6.f Playing members shall be those properly registered persons, interested in or selected for, playing recreational or competitive soccer, respectively. The playing members may participate in practice sessions and soccer games by or for the ESC. Registration for practice and play must be completed in accordance with WYSA procedure. Any youth properly registered with the ESC and/or SLD will be issued a player s card, signifying membership. Membership in good standing is subject to timely registration and full payment of the registration fees. ESC shall register all players and team with the WYSA. Individual Coaches, Executive Board of the ESC, other board members, and team parents are members of the ESC through their affiliation or association with properly registered teams or as elected by the ESC.

3 Section 6.g Each player s household shall be represented by one voting member. Voting membership in ESC shall consist of the ESC Executive Board and one parent or guardian from each player s household. Article 7 Authority Section 7.a Section 7.b The ESC shall be governed by this Constitution and by its duly approved By-Laws, Policies and Procedures, all of which are subject to this Constitution, and Rules and Regulations of the WYSA. Any changes to the Constitution, By-Laws, Policies and Procedures must be voted on by a quorum at the annual ESC Annual General Membership ( AGM ) meeting and must not directly oppose any Rules and Regulations of the WYSA. The authority of this club, except where otherwise delegated herein, is vested in the ESC board. Article 8 Executive Board of the ESC Section 8.a Section 8.b Section 8.c Section 8.d Section 8.e Section 8.f The Executive Board of the ESC shall consist of a duly elected President, Vice President, Secretary, Treasurer, and Registrar. A Coaching Representative from the Elkhorn Area High School s Girls Soccer team and a Coaching Representative from the Elkhorn Area High School s Boys Soccer team shall also each have a position. All seven of the afore-mentioned ESC Board Members shall all receive one vote at the ESC Board Meetings or the ESC AGM meeting with the exception of the President who shall vote as a tie-breaker. The President shall appoint a Fundraising Coordinator, a non-voting position. In all matters which come before the ESC Board at the ESC AGM meeting, each member in good standing shall have one vote with each household having one vote. The only exception is a household in which the household contains a member of the ESC Board. No person shall have more than one vote on any matter. The President shall have one vote in the event of a tie vote. The ESC Board shall have jurisdiction over all teams, individual Coaches, and team parents affiliated with this organization. The ESC Board shall in all matters, except in those herein otherwise designated, transact all business of the organization directly, or by delegation of its authority. The Executive Board of the ESC shall enforce the rules of the ESC, SLD, and WYSA. Members of the Executive Board who are licensed referees may only referee games in which an Elkhorn team is not a part of. The ESC Board shall have the power: 1. to arrange soccer games of any nature in its own name, 2. to investigate and correct (unless a Board Member is directly involved in the situation or has a conflict or interest) unfavorable conditions or situation within its own organization,

4 3. to discipline its teams or members (unless a Board Member is directly involved in the situation or has a conflict of interest) associated with them through suspensions or expulsions for violations of the rules of this organization of the WYSA, 4. to settle all conflicts and disputes (unless a Board Member is directly involved in the situation or has a conflict of interest) arising between two or more teams or members of this organization, 5. to establish a registration fee schedule prior to the ESC AGM meeting, 6. to promote soccer in the Elkhorn area, 7. to register players for the ESC recreational and competitive soccer teams, 8. to establish criteria for the recruitment, selection, retention, and dismissal of Coaches and players of this club in accordance to this document in its entirety, the SLD, and the WYSA, 9. to establish criteria for the selection of the competitive players of this club in accordance to this document in its entirety, the SLD, and the WYSA, 10. to refer any unsatisfactory decision of the ESC Board for possible appeal to the SLD or other governing body, 11. to identify and select individuals who will select competitive players for the competitive teams of this club in accordance with WYSA, 12. to vote upon the designated Referee Assigner, 13. to order an audit by an outside source after each Treasurer s term and/or time of service. Article 9 Meetings of the Executive Board The ESC Board shall meet no less than four times per year. In addition, special meetings may be called as required by the President; or a majority of the ESC Board; or upon written demand to the President by one-third or more of the total voting membership of the club. Article 10 Referees Referees will be assigned by a United States Soccer Federation (USSF) Referee Assignor.

5 Article 11 Amendments The Constitution, By-Laws, Rules and Regulations, Policies and Procedures may be amended by a vote of two-thirds majority vote of those present and eligible to vote at the ESC AGM meeting and only at the ESC AGM meeting. Article 12 Removal from Office Executive Board Members may be removed from office fore reasonable cause by a one-third quorum majority vote of voting members present and eligible to vote at the AGM meeting. Article 13 Replacement of Executive Board In the event of the resignation or removal from office, the President s position will be taken by the Vice President for the remainder of the President s term. Any other replacements on the ESC Executive Board will be appointed by the ESC board. Article 14 Dissolution In the case of dissolution, the assets of this organization, after paying all or providing for debts and/or obligations of this organization shall be conveyed and distributed to support Elkhorn youth in soccer. In the event of a merger between ESC and another WYSA affiliated soccer club, the funds would be transferred to the merged clubs.

6 Elkhorn Soccer Club, Inc. By-Laws, Rules, and Regulations Revision Dates: August 2018, May 2012 Rule 1 Rules of Order All meetings of this organization shall be conducted in accordance with Robert s Rules of Order. Rule 2 Quorum Any number of voting members attending a duly called meeting shall constitute a quorum unless a removal from office should occur. In the event of a removal of office, one-third of the total members need to be present. Rule 3 Duties of the ESC Offices and Committees Section 3.a Section 3.b Section 3.c Section 3.d The Executive Board of the ESC shall consist of a duly elected President, Vice President, Secretary, Treasurer, and Registrar. A Coaching Representative from the Elkhorn Area High School s Girls Soccer Team and a Coaching Representative from the Elkhorn Area High School s Boys Soccer Team, shall also have a position. All seven of the aforementioned ESC Board Members shall all receive one vote at any ESC Board Meeting or the ESC Annual General Membership ( AGM ) meeting with the exception of the President who shall vote as the tie breaker. The President shall appoint a Fundraising Coordinator, a non-voting position. All elected terms begin on June 1 of the year elected. The President of the ESC Board shall be elected in even numbered years at the AGM meeting for a period of two years. The President shall be responsible for presiding or appointing a representative for all meetings of the ESC, SLD and WYSA, and for appointing all committee chair people. He or she shall have one vote at the ESC AGM meeting in the event of a tie vote. The President shall act for and represent the ESC in the handling of day to day business of the Club. The President shall receive all and distribute appropriate information from the WYSA, SLD and other affiliations to the necessary people. He or she shall serve as the Executive Director of the ESC and as such shall be knowledgeable of all aspects of its operation. The President shall report all matters of concern to the SLD Games Commission, all matters of insurance to the WYSA, or to other needed affiliations. The Vice President of the ESC Executive Board shall assume the duties of President in the absence of the President. He or she shall be elected in odd numbered years and shall serve a two year term. The Vice President shall be the coordinator of the coaching operations for the ESC, and as such, serve as the chairperson for the scheduling of coaching schools. The Secretary of the ESC Executive Board shall assume the duties of the President and/or Vice President in the absence of both aforementioned officers. He or she

7 shall serve a two year term and be elected in even numbered years. He or she shall record and maintain the minutes of the ESC Board and ESC AGM meetings. He or she shall maintain all correspondence and communications essential to the conduct of business of the organization including the coordination of the ESC s website. Section 3.e Section 3.f Section 3.g Section 3.h The Treasurer of the ESC Executive Board shall assume the duties of the President in the absence of the President, Vice President and the Secretary. He or she shall serve a two year term and be elected in odd numbered years. The Treasurer will be responsible for the financial affairs of the ESC. This will includes: maintaining adequate systems for controlling, recording and reporting on all income, expenses, assets and liabilities and preparing financial statements. The Treasurer will be responsible for meeting all statutory financial requirements. Any purchase outside the normal operational expenses over $500 shall be voted upon by the ESC Board. The Registrar shall be elected by the members and as such keep records in a format prescribed by the SLD, WYSA or other affiliations. He or she hall serve a two year term and be elected in even numbered years. The Representatives from the Elkhorn Area High School soccer teams shall not be appointed any duties except for attending and voting at the meetings. However, representatives may volunteer for duties. The Field Maintenance Coordinator shall be appointed by the President. He or she will be responsible for maintaining good playing conditions of all ESC soccer fields. He or she will layout, line and re-line the fields with paint, as well as, maintain the paint machine(s) in good working condition. He or she will move and stake the goals, put up and take down the goal nets, replace broken hooks, and repair nets as needed. The Field Maintenance Coordinator shall also be responsible for placing the field flags prior to games. The Field Maintenance Coordinator will be compensated on an agreed upon sum by the ESC Board. Rule 4 Registration and Team Rosters Section 4.a Section 4.b The elected Registrar shall comply with SLD, WYSA and other affiliations with regards to registration rules and regulations, meeting all mutually agreed upon due dates. The ESC Board shall have the power to establish new and returning recreation teams that need players by the following formation methods: 1. Players are assigned (rostered) to a team by an age group or grade level by the ESC Board. A player may only play up one age group with both parental and Board consent; 2. Players are assigned (rostered) to an existing team with an existing Head Coach or Assistant Coach from a player pool of new or transferring members

8 by his or her date and time and order of his or her fully paid and completed registration form. True recreation teams are balanced to the best of the ESC Board and Head Coaches abilities from the teams; 3. Returning players are distributed from a disbanded team, when the Coach announces his or her intent to discontinue coaching the team, to existing teams with an established Coach. First, an Assistant Coach may announce his or her intent to continue coaching of said team. Second, a replacement Coach may be sought in order for the returning players to stay together as a core team; 4. If a person becomes the Head Coach, Assistant Coach or Manager of a team formed, the person may request his or her child be assigned (rostered) to the new team he or she is coaching or managing; 5. The ESC Board may override the team roster size limits, with permission from the SLD Commissioner, to allow one additional player the opportunity to play when no other team placement is available; 6. The ESC may have only one team formation process per age group. Any other method of player assignment or team formation is considered nonrecreational for league and tournament play. Rule 5 Player Registration Section 5.a Section 5.b Section 5.c Section 5.d Section 5.e A player may be registered for only one youth USSF affiliated team at a time. A player requesting a release from a team must be granted release by the Club in which he or she is registered within fifteen (15) days of receiving a written request. Once a player is registered and rostered to a team, the player is eligible to play. All players who register are accepted for recreational play. Any player rostered to a team is bound to that team for the entire seasonal year. A transfer means the movement of a current or previously rostered player onto another roster or of a player who returns to the same roster within the current seasonal year. Any player may be released from a team involuntarily only if the player is unable to play for one of the following reasons: 1. The player has violated rules of the WYSA of this organization through whom the player is registered; 2. The player is injured in such a manner that he or she is unable to participate for the remainder of the season.

9 Rule 6 Fiscal Year Budget Section 6.a The ESC Board shall set a fiscal year of May 1 to April 30. Section 6.b The Treasurer will prepare a financial report to the members including the following: 1. Budget and actual figures for the most recently completed fiscal year; 2. The budget for the next fiscal year. Rule 7 Meetings ESC shall hold at least one Annual General Membership (AGM) meeting per year. An attempt to notify each member of the ESC must be made. Rule 8 Priority Rules No rule shall be passed by the ESC inconsistent with the By-Laws and rule of the WYSA or the United States Youth Soccer Association ( USYSA ).

10 Elkhorn Soccer Club, Inc. Policies and Procedures Handbook (Items not outlined in the Constitution or By-Laws) Revision Dates: August 2018, May 2012 Section 1 Purpose The purpose of the Elkhorn Soccer Club ( ESC, Club ), which is a member of the Stateline District ( SLD ), the Wisconsin Youth Soccer Association ( WYSA ), the United States Youth Soccer Association ( USYSA ) and other competitive league affiliations, is to supervise, regulate and promote youth soccer in Elkhorn, Wisconsin. The objectives of the Club is to promote: 1. Fun; 2. Skill development; 3. Participation in a team sport; 4. The development of good sportsmanship. Accomplishing these objectives occurs through the adherence to the policies and procedures hereby set forth and through positive actions of players, Coaches, spectators, Referees and League Officials. Section 2 Age Divisions The ESC will provide opportunities for soccer teams in recreational or competitive leagues starting in the U6 age division through adult age as enrollment allows. Section 3 Fees Fees will be determined on an annual basis before the ESC Annual General Membership ( AGM ) meeting by the ESC board. Section 4 Tournaments With parental and player support, Coaches may opt to register any players he or she would like and are not limited to his or her rostered team in a tournament. Forfeiture of an SLD soccer game or league game in order to attend a tournament is not acceptable. ESC prefers the game to be rescheduled with a mutually agreed upon date and time.

11 Section 5 Coaches Section 5.a Rights and Obligations Coaching is a privilege granted by the Club and parents. With this privilege come responsibilities. Coaches should keep in mind their position as a role model for their players. Coaches set the tone in sportsmanship for players and spectators. Coaches must remember that soccer does not include winning at all costs. The game is for the children. Coaches have the right to move to the next age division with his or her core team of players form year to year. Section 5.b Guidelines 1. Coaches should be present (with Team Captains) for pre-game warm-ups. 2. Coaches should participate in the post-game handshake. 3. Coaches should attend coaches clinics and must have the minimum licensure required for the age level according to the WYSA or other league requirements. 4. Coaches should refrain from negative coaching at all times. Negative coaching includes, but not limited to, inappropriate behavior directed toward his or her players, opposing players, opposing Coaches and Referees. 5. On a recreational team, Coaches must play each rostered player at least fifty percent of each recreational game. 6. Coaches have the option to move his or her core team of players when the time comes for an age division move for a recreational team, as long as multiple recreational teams in the same age division have similar skill levels on the teams. Section 5.c Medical Informational and Materials For Coach s and ESC protection, as well as for the player s safety, the Coach must have in his or her possession the player s Consent to Play/Medical Release Form at all practices, scrimmages and games. Section 6 Players Section 6.a Cards The creation of the Player Cards and their lamination is the responsibility of the ESC in order to be valid to us. Section 6.b Eligibility of Recreational Players 1. A recreational player is one who is assigned to a team where the team plays in a recreational league.

12 Section 6.c Team Rosters 2. Recreational teams must be balanced according to skill level, but every effort will be taken to keep the majority of a team s core intact from year to year. 3. A player must be registered AND rostered for only one youth WYSA affiliated team at a time. 4. Once a player is registered AND rostered to a team, the player is eligible to play. 5. The player must have a birth certificate on record, a completed registration form for each new fall and spring year, a picture and his or her fees turned into the ESC by a pre-arranged date. 1. In accordance with the WYSA, SLD and other league affiliation, each ESC team will create rosters in accordance to WYSA or other league affiliation regulations. 2. In the case where more than the allowed maximum number of players attempt to register for an age division or team, additional players may be registered for the age level above the player s current age division if space permits. Otherwise, a waiting list will be created in dated order of their registration date. Players will be placed, in the chronological order of their registration dates, onto the appropriate age division/team as other drop from the same division/team. Section 6.d Competitive Team Tryouts and Roster Creation 1. It shall be the policy of the ESC to hold tryouts for teams wanting to play at a competitive ( Select ) level. Tryouts shall be conducted in a fair and impartial manner so that all players are evaluated by the same standard. All tryouts shall be conducted within the guidelines as set forth by the WYSA. Whenever possible, the ESC shall attempt to utilize evaluators that have no connection to the Club. If the Club is unable to obtain enough evaluators from outside the Club, Coaches from within the Club maybe utilized, as long as those Coaches have no connection (i.e. family, prior coach, etc.) to any player that they will be evaluating. In addition, if the coach has a family member trying out or in the club, another coach or club representative should be part of the evaluation process as well. 2. Tryout dates shall be posted by April 15 th. 3. If Coaches wish to move their team to the Select level from the recreational program midyear, between the conclusion of the fall season and prior to the

13 start of the spring season, a tryout may be conducted within the guidelines as set forth by the WYSA and will follow section 6.d.1 above when evaluating the team. 4. If there are not enough players having tried out for the Select team, the Coach for that team may then attempt to recruit more players for the team provided that the posting requirement has been met. If the Coach is still unable to obtain enough players for a Select team, those players shall remain in the recreational program. 5. Players trying out for the same team must be within the same birth year(s) as set by the USYSA birth year registration guidelines. 6. The next year s Coach for the players trying out is allowed to be present but may not say anything to the players during tryouts. 7. After the last night of tryouts for the grade level, the grade level Coach for the next year and evaluators will examine the tryout results and create the Select team roster based on the tryout results and the players previous playing from the year. 8. When the roster is determined, the ESC Board Members will review the rosters and approve them. If there is a reason the roster is not approved, the grade-level Coach will have a meeting with the ESC Board to determine the next steps. Section 7 Referees Section 7.a Section 7.b Section 7.c Fees Official and assignor fees will be determined by the WYSA. Qualifications Referees must be certified by the United States Soccer Federation ( USSF ). Other Restrictions No ESC Board Member shall referee a game that includes an ESC team. No Referee shall referee an ESC game if a prior grievance was brought before the ESC Board, SSLD, WYSA or other league affiliate between any member or administrative member of a team and Referee. Section 8 Game Cancellation and Rescheduling Games postponed because of unplayable conditions should be rescheduled at the earliest convenience of the players, Coaches and Referees. The Head Referee is responsible for calling a game due to field conditions. Forfeiture of games to attend a tournament is not acceptable. A scheduled game change should be at the earliest convenience of both Coaches.

14 Section 9 Game Conduct When the Referee determines that he or she has received excessive abuse from a Coach or spectator, the Referee can warn the Head Coach of the offending team. This could stop the game for one minute to all the Head Coach time to bring the situation under control. If the abuse continues after the game is restarted, the Referee may call the Coach onto the field and may notify him or her that the game has been suspended. If the game is suspended, the suspension of the game will be reviewed in accordance to WYSA policies and procedure to determine if the game should be counted as a forfeit by the offending team or rescheduled with a different Referee. Section 10 Suspensions Red card infractions for recreational players will result in the following suspensions: The player will be suspended for the remainder of the game and the next game. Based on the severity of the infraction further penalties could be assessed at the discretion of the affiliated league or the ESC Board. Section 11 Reimbursement of Volunteer and Registration Fees for Coaches and Board Members The coaches and assistant coaches of recreational and competitive teams, team managers of competitive teams and Board Members will be reimbursed the following fees which are subject to board review and approval. The volunteer fee will be reimbursed by December 31 st and the applicable registration fee will be reimbursed by June 30 th ; under no circumstances will fees be reimbursed prior to these dates. Fees must be paid to earn the reimbursement. 1. Recreational head and assistant coaches will be reimbursed as follows plus the volunteer fee: a. A recreational head coach will receive the full recreational fee equal to the age group coached. b. A recreational assistant coach will receive seventy-five percent (75%) of the full recreational fee equal to the age group coached. c. If a coach or assistant coach of a recreational team does not have a child playing in the club, the coach or assistant coach will be reimbursed as outlined in 1a 1b above but will not be reimbursed the volunteer fee. 2. Competitive team head coach, assistant coach and team mangers will be reimbursed as follows, plus the volunteer fee: a. A competitive team head coach will receive the full recreational fee equal to the age group coached plus full competitive fee.

15 b. A competitive team assistant coach will receive fifty percent (50%) of the recreational fee equal to the age group coached plus fifty percent (50%) of the competitive fee. c. A competitive team manager will be reimbursed fifty percent (50%) of the recreational fee equal to the age group managed. d. If a coach or assistant coach of a competitive team does not have a child playing in the club, the coach or assistant coach will be reimbursed as outlined in 2a 2b above but will not be reimbursed the volunteer fee. 3. Board Members will be receive the volunteer fee and full recreational fee equal to the age group of child(ren) currently participating in the Club. If a Board Member has a child(ren) participating on a competitive team, that Board Member will also receive fifty percent (50%) of competitive fee paid.