Bylaws of North Whidbey Soccer Club

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BYLAWS OF

NORTH WHIDBEY SOCCER CLUB
(NWSC)

MISSION STATEMENT

To promote, develop and govern the game of soccer, both recreational and competitive, under the jurisdiction of the Club, which shall encompass Whidbey Island.  To help foster physical, mental and emotional growth for boys and girls of all ages.  To train players, coaches and referees in the game of soccer and good sportsmanship.

ARTICLE I.  MEMBERSHIP

1.1    Membership shall be extended to players, parents of players, coaches, referees, and other persons who have an interest in fostering the game of soccer within the jurisdiction of North Whidbey Soccer Club (NWSC), and who agree to be bound by the Articles, Bylaws, and Operating Procedures of NWSC.

1.2    Members failing or refusing to follow the NWSC Articles, Bylaws, Operating Procedures, and/or decisions of the Board of Directors, or those of WIYSA and/or WSYSA shall be subject to suspension and/or expulsion.  Notification of this action shall be made in writing with thirty (30) days’ notice.  A granting of a motion for such sanctions shall require a two-thirds vote of the NWSC Board of Directors.

1.3    Members shall be responsible for their own behavior and shall insure that their actions on and off the field do not bring disfavor upon NWSC.

ARTICLE II.  BOARD OF DIRECTORS

2.1    The Board of Directors shall consist of the Executive Board (President, Vice President, Academy Director, Director of Select Soccer, Director of Recreational Soccer, and Secretary), Treasurer, Registrar, Director of Fields, Director of Uniforms, Director of Sponsorship, Referee Liaison, and any assistants to the Officers or Directors.

2.2    The Executive Board shall be responsible for matters including, but not limited to, the following:

    a.    Addressing and acting on complaints filed against Board Members, coaches, players and NWSC families

    b.    The censure of individuals who are the subject of complaints or other disciplinary matters

    c.    Addressing and acting on legal issues facing the Club

    d.    Reviewing appeals to the Board of Directors by members of NWSC and determining which, if any, should be brought to the entire Board

    e.   Review of scholarship applications prior to the Board of Directors' action on said applications to maintain applicants' privacy

2.3    The Board of Directors shall be responsible for the enforcement of the Articles, Bylaws, Operating Procedures and the decisions of the Board of Directors including, but not limited to, such matters as the following:

    a.    Requests for membership

    b.    Formation of recreational and competitive soccer teams and the sanctioning of coaches and players

    c.    NWSC player registration fees

    d.    Budget and finance

    e.    Appeals to the Board of Directors by members of NWSC

    f.     Proposed changes or amendments to the NWSC Operating Procedures

    g.    Proposed changes or amendments to the NWSC Bylaws

    h.    Approval or removal of Committee Directors

    i.     Filling of vacancies on the Board

    j.     Removal of Officers or Directors based on detrimental actions or neglect of duties and responsibilities

2.4    The Board of Directors shall be elected at the Annual General Meeting by the voting members of NWSC, which shall include Officers, Directors, and all other Club Members present at the Annual General Meeting:

2.5    In the event that a member of the Board of Directors, other than the President, resigns mid-term or is unable to complete the term of office for any reason, the remaining Board Members will appoint, by a majority vote, that member’s replacement, who will complete the original member's term of office. 

2.6    In the event that the President resigns mid-term or is unable to complete the term of office for any reason, the Vice President shall succeed the President for the remainder of the President's term of office.

2.7    Any Officer or Director being absent without just cause from two consecutive meetings of the Board of Directors, or being negligent in duties to NWSC, WIYSA and/or WSYSA, may be subject to sanctions including, but not limited to, suspension and/or expulsion.

2.8    DUTIES OF OFFICERS AND DIRECTORS

    a.    PRESIDENT.  The duties of the President shall include, but not be limited to, the following activities:

1. Supervise all activities of NWSC and the work of the Board of Directors, and preside as Chairman at all meetings of the Board of Directors.
2. Serve as the general representative of NWSC in all matters including public relations.
3. Attend monthly WIYSA meetings and act as the NWSC Representative there.
4. Appoint standing and/or special committees and chairpersons thereof, as the needs of NWSC may indicate, subject to the approval of the Board of Directors.

    b.    VICE PRESIDENT.  The duties of the Vice President shall include, but not be limited to, the following activities:

1. Be administratively responsible for the lower tier of the Board of Directors (all Officers and Directors excluding the Director of Select Soccer, the Director of Recreational Soccer and the Academy Director).
2. Exercise the duties of the President whenever the President, by reason of illness, disability or absence, is unable to act.
3. Exercise the powers and perform the functions that are assigned to him/her by the President or the Board of Directors.
4. Be responsible for Risk Management.

    c.    ACADEMY DIRECTOR.  The duties of the Academy Director shall include, but not be limited to, the following activities:

1. Be administratively responsible for the NWSC Soccer Academy, to include ordering, maintaining, and inventorying Academy training equipment.
2. Be responsible for establishing and continuing efforts involving the recruitment and development of both players and coaches within the NWSC Soccer Academy.
3. Ensure that all Soccer Academy coaches have successfully met the requirements and have passed any background checks that may be required by WIYSA and/or WSYSA.
4. Be responsible for establishing and continuing player and coach development within the whole Club, including both Recreational and Competitive Programs, through clinics or other means of training.

    d.    DIRECTOR OF SELECT SOCCER.  The duties of the Director of Competition shall include, but not be limited to, the following activities:

1. Be administratively responsible for the Competitive Soccer Program, to include ordering, maintaining, and inventorying Competitive training equipment.
2. Be responsible for establishing and continuing efforts involving the recruitment and development of both players and coaches within the Competitive Soccer Program.
3. Ensure that all Competitive coaches have successfully met the requirements and have passed any background checks that may be required by WIYSA and/or WSYSA.

    e.    DIRECTOR OF RECREATIONAL SOCCER.  The duties of the Director of Recreational Soccer shall include, but not be limited to, the following activities:

1. Be administratively responsible for the Recreational Soccer Program, to include ordering, maintaining, and inventorying Recreational training equipment.
2. Organize teams and assign players and coaches within the Recreational Soccer Program.
3. Ensure that all Recreational coaches have successfully met the requirements and have passed any background checks that may be required by WIYSA and/or WSYSA.

    f.    SECRETARY.  The duties of the Secretary shall include, but not be limited to, the following activities:

1. Keep the minutes during meetings of the Board of Directors and make them available to Club Members in printed format.
2. Provide proper notice to Club Members of meetings including, but not limited to, regular monthly meetings and the Annual General Meeting.
3. E-mail Board Members with the previous month's minutes prior to the next month's meeting.

    g.    TREASURER.  The duties of the Treasurer shall include, but not be limited to, the following activities:

1. Be responsible for all funds of the Club.
2. Receive money, issue receipts, and deposit all money of the NWSC in a chartered bank in the name of the NWSC.
3. Pay all properly authorized disbursements of NWSC.
4. Keep a proper accounting of monetary transactions including any money being held on behalf of any team.
5. Prepare a monthly financial report to be distributed at regular monthly meetings.
6. Provide records for a yearly audit of the Club's finances.

    h.    REGISTRAR.  The duties of the Registrar shall include, but not be limited to, the following activities:

1. Be administratively responsible for all actions regarding Club registration.
2. Oversee proper registration of all teams, players, and coaches for each season as required by WIYSA and/or WSYSA.

    i.    REFEREE LIAISON.  The Referee Liaison's responsibilities shall include, but not be limited to, the following activities:

1. Act as liaison between the Referee Association and NWSC.
2. Investigate protests and complaints, forming an Investigative Committee if needed.

    j.    DIRECTOR OF FIELDS.  The duties of the Director of Fields shall include, but not be limited to, the following activities:

1. Assist the Directors of NWSC programs in the scheduling of practice and game times for all NWSC teams and programs.
2. Be responsible for ensuring the proper lining of all game fields prior to game starts.
3. Routinely inspect and ensure that all goals and nets are in good condition.  Order, maintain, and inventory all game field equipment.
4. Coordinate storage of NWSC soccer equipment with the Academy Director, Director of Competition, and the Director of Recreational soccer.
5. Assist the Academy Director, Director of Competition, and the Director of Recreational soccer with the disbursement and collection of Club equipment.
6. Attend the annual City of Oak Harbor "Fields Meeting" to represent NWSC.

    k.    DIRECTOR OF UNIFORMS.  The duties of the Director of Uniforms shall include, but not be limited to, the following activities:

1. Be administratively responsible for all actions regarding Club uniforms.
2. Develop soccer uniform yearly budgets.
3. Order and distribute uniforms for all NWSC players.

    l.    DIRECTOR OF SPONSORSHIP.  The duties of the Director of Sponsorship shall include, but not be limited to, the following activities:

1. Be administratively responsible for all actions regarding Club sponsorship.
2. Actively recruit sponsors for the Club.
3. Ensure that Club sponsors receive proper letters of appreciation and sponsor plaques following each season.

ARTICLE III.  FINANCES

3.1    The fiscal year of the NWSC shall begin at 12:00a.m. on March 1, and end at 11:59p.m. on the last day of the month of February.

3.2    All disbursements from any bank account maintained by NWSC shall be approved by the Board of Directors.  Disbursements which have been previously approved by the adoption of a budget which contains a line item authorization for an expenditure, or disbursements for reimbursements of under $100, may be paid without the necessity of convening a meeting for the purpose of approving a specific disbursement.

3.3    The Treasurer, with the support of the Board of Directors, shall prepare a proposed budget for each fiscal year.  The proposed budget shall be reviewed by line item by the Board of Directors prior to the NWSC Annual General Meeting and shall be approved by a majority vote.

3.4    Player registration fees shall be determined by the Board of Directors prior to each season.  Increases in registration fees must receive a 51% majority vote (of occupied elected positions) of the Board of Directors.

3.5    An annual audit will be conducted every year before the end of February or at any time upon the change of Treasurer.

ARTICLE IV.  MEETINGS

4.1    The NWSC Annual General Meeting (AGM) shall take place during the 4th quarter of each fiscal year.  Notification of this meeting shall be made available to members at least thirty (30) days prior to the date of the AGM.

4.2    The NWSC Board of Directors shall meet a minimum of one (1) time per month.  Special meetings of the Executive Board or the entire Board of Directors may be called as required by the President.  Reasonable notice of meetings shall be provided by the Secretary.

4.3    The monthly General Meeting, which shall be open to all Club members, shall follow the monthly Board of Directors Meeting.  A monthly Executive Board Meeting shall preceed the Board of Directors and General Meetings.

4.4    Meetings shall be conducted in such a manner as the President determines.  Roberts Rules of Order shall not be required unless such rules are invoked by a majority vote of those present and entitled to vote.

ARTICLE V.  VOTING AND QUORUM

5.1    VOTING

    a.    At all meetings of the Executive Board and/or the entire Board of Directors, each Officer, Director, and Assistant present, excluding the President, shall have one (1) vote.  In the event of a tie vote, the President shall cast a vote to break the tie.
    b.    At the Annual General Meeting, each member of NWSC present at the meeting shall have one (1) vote.  In the event of a tie vote, a revote of the elected Board Members only, excluding the President, shall be taken.  In the event of another tie vote, the President shall cast a vote to break the tie.
    d.    A person entitled to vote may cast only one vote on any issue subject to a vote.  The fact that said person is attending in a dual capacity shall not entitle said person to cast two votes.

5.2    QUORUM

    At all meetings of the Executive Board, a quorum shall consist of 51% of occupied Executive Board positions.  At all meetings of the Board of Directors, a quorum shall consist of 51% of occupied elected Board positions.

ARTICLE VI.  JUDICIAL

6.1    No player, parent of a player, coach, manager, team assistant, referee, Club member, or team who has a grievance involving NWSC shall engage the services of any attorney until all avenues of approach of the Judicial procedure are exhausted through the regular channels of organized soccer.

6.2    Appeals or grievances from any aggrieved party must be in writing and accompanied by a $25 non-refundable fee.  All appeals or grievances shall be heard by the Executive Board at a meeting called for the purpose of hearing the appeal or grievance.

6.3    Appeals or grievances which are to be heard by the Executive Board must be received within 72 hours of the date and time of the alleged incident forming the basis of the appeal or grievance.  The Executive Board, by a majority vote, may elect to waive this requirement in the appropriate circumstance.

ARTICLE VII.  SEASONAL YEAR

7.1    The NWSC seasonal year shall coincide with the seasonal year established by WSYSA.

ARTICLE VIII.  AMENDMENTS TO BYLAWS

8.1    Proposed changes or amendments to the Bylaws of NWSC shall first be made in writing and submitted to the President and Secretary.

8.2    The Secretary shall notify each member of the Board of Directors at least five (5) days prior to the meeting at which the proposed changes or amendments are to be presented to the Board for its consideration.  The Secretary shall provide notice of the date, time and place of the meeting, as well as a copy of the proposed changes or amendments.

8.3    All proposed changes or amendments to the Bylaws of NWSC shall be approved by a majority vote of the Board of Directors.

Certificate of Secretary:

I, Eric Johnston, the Secretary of North Whidbey Soccer Club, a non-profit corporation, hereby certify that the foregoing bylaws were adopted as the bylaws of said corporation on April 12, 2010, at a regularly scheduled meeting of the Board of Directors.



Dated this 12th day of April 2010           
    Eric Johnston