ࡱ> #` ubjbj5G5G *W-W-mgggghr(hhhhhiiidffffff$сh9jiijjhhkkkjhhdkjdkk {hh @N@#gjPb@$0b݄(k|݄݄,i"ikiiiiik iiijjjjr(r(r(?gr(r(r(g  THE CONSTITUTION AND BY-LAWS OF THE EAST HAVEN YOUTH SOCCER LEAGUE AS ADOPTED __June 17 1997 Revised November 10, 2004 Revised August 18, 2005 EAST HAVEN YOUTH SOCCER ARTICLE 1 PURPOSE East Haven Youth Soccer (hereinafter referred to as EHYS) was formed to promote the game of soccer within the town of East Haven, with related interests in state, national and international programs, to promote appreciation of soccer, to develop players skills necessary for team play, to provide equal opportunity for development of individual players and to accommodate every youth who wants to play, regardless of ability level. EHYS will emphasize physical fitness, healthy attitudes, and team play and good sportsmanship. ARTICLE 2 NOT FOR PROFIT ORGANIZATION EHYS shall be operated and maintained as an educational and charitable corporation is non-profit and no part of the corporations income is distributable to its members or officers, and the corporation shall not have or issue stock or dividends. No member shall represent EHYS without authority from the Executive Board. Such authority shall be issued from the office of the president or as prescribed by these by-laws. ARTICLE 3 MEMBERSHIP Membership is open to any person 18 years of age or older, who is at least one of the following: A player registered to play with EHYS A parent or legal guardian of such player referred to above (a.) An active coach of any EHYS team An active volunteer approved by the Executive Board Active membership shall automatically cease upon resignation or failure to meet the qualifications of membership. Membership cards will be issued at monthly meetings only, excluding October, with voting rights starting at the next subsequent meeting. Eligible card carrying members will elect the officers of EHYS and are entitled to vote on all issues, motions and resolutions, subject to the rights and limitations set forth in the by-laws. ARTICLE 4 MEETINGS EHYS General Meetings will be held once a month on the same day, designated by the president. The annual schedule will be posted on the web site by January. The annual meeting will be held in November. Meetings are open to the public. The President of the club shall preside at all meetings. In his/her absence, the order of succession shall be Vice-President and in his/her absence, Secretary. If none of the aforementioned is present, a quorum cannot be formed. The order of business for all meetings shall be: Attendance via sign-in Minutes from previous meeting (Secretary) Treasurers Report Registrar District Representative Travel Coordinator Intramural Coordinator Coaching Coordinator Referee Coordinator Field Coordinator Equipment Manager Fundraising Chairperson Publicity Chairperson Old Business New Business Adjournment The Executive Board shall meet once a month designated by the President. A majority of five (5) members constitutes a quorum at Executive Board meetings. At General or Annual meetings, seven (7) of the General Board members (which must include 2 elected officers and a majority of the Executive Board) shall constitute a quorum. In case of doubt as to procedure at any meeting of the club, Roberts Rules of Order shall prevail. Any request for unbudgeted expenditures under $100.00 must be approved by a majority vote at the General Meeting. Any request for unbudgeted expenditures over $100.00 must have the express written approval of the Executive Board. The Executive Board shall call a Special Election/Vote within thirty days after receiving a written petition signed by 2/3 of the voting membership. ARTICLE 5 NOMINATIONS Nominations will take place at the October monthly meeting. Last minute nominations will also be accepted before the voting at the Annual Meeting in November. Nominations for officers and the Executive Board Member at Large can come from any card-carrying member of EHYS at the regular monthly meeting in October, one month before the election meeting. Elections will be held by secret ballot at the November monthly meeting. Ballots will be counted in front of all members remaining at the close of the meeting. ARTICLE 6 OFFICERS (ELECTED) President, Vice-President, Secretary, Treasurer and Executive Board Member at Large are elected positions. All other positions are appointed by the President and approved by the general membership. Officers are elected for two-year terms. There is no limit on the number of terms, consecutive or otherwise, that an officer may serve. EXECUTIVE BOARD The Executive Board shall consist of the President, Vice-President, Secretary, Treasurer, District Representative, Registrar, Travel Coordinator, Intramural Coordinator and Member at Large. GENERAL BOARD The General Board shall consist of the Executive Board, Division Directors, Coaching Coordinator, Equipment Manager, Referee Coordinator, Field Coordinator, Publicity Chairperson and Fundraising Chairperson. President He/she shall be the chief executive officer of the club and shall, in general, supervise and control all the business and affairs of EHYS, including all business and affairs between EHYS and officials and departments of the Town of East Haven, and officials of district, state or national soccer associations. The President shall have full supervision of EHYS and oversee the running of the day-to-day operation of the entire league. He/she shall enforce the rules in accordance with the EHYS Constitution and By-laws. The President shall preside at all general and Executive Board meetings. The President shall pass upon and approve all expenses against the league. The President is an ex-officio member of all committees (unless otherwise noted) and he/she shall cast the deciding vote in the event of a tie at committee/league meetings. Vice-President The Vice-President shall, in the absence of the President, perform the duties of the President and when so acting, shall have all the powers of, and be subject to, all the restrictions upon the President. The Vice-President shall perform such other duties as assigned to him/her from time to time by the President or the Executive Board. The Vice-President shall also hold the position of Program Coordinator and as such shall oversee: VICE-PRESIDENT Program Coordinator Travel Coordinator Intramural Coordinator Coaching Coordinator Division Director(s) Secretary The Secretary shall record accurately the minutes of the leagues general monthly meetings and Executive Board meetings and read same at the next respective meetings. He/she shall be custodian of all records and supply copies to all officers upon request. The Secretary shall see to all league correspondence. The Secretary shall keep on file a complete list of teams (team names by age group) sponsors and eligible voters as defined by membership. The Secretary shall take roll call at all general and Executive Board meetings and keep attendance records on file. The Secretary shall be responsible for retaining the minutes of all meetings for the previous five- (7) years. TREASURER The Treasurer shall collect and have charge of all monies of the league, and shall keep a detailed account of income and expenditures thereof, and shall provide a monthly written report to the Executive Board. The Treasurer shall complete a comprehensive written report at the close of the fall season and a full report at the close of the spring season, to be submitted at the next respective general monthly meeting. He/she shall be present at these meetings to answer any questions, which may arise. The Treasurers books shall be reviewed semi-annually by the President. The Treasurer shall have primary responsibility to pay all bills properly passed upon and approved by the Executive Board and President, and is authorized to sign checks or disburse money to pay for league expenses. The Treasurer shall, before the end of his/her term, prepare a preliminary budget in conjunction with the newly elected treasurer. ARTICLE 7 OFFICERS (APPOINTED) 1. Travel Coordinator The Travel Coordinator will oversee tryouts and coordinate the team placement of all eligible players. He/she will be responsible for control of player passes the maintenance of team rosters and eligibility of players for all travel teams. He/she shall be responsible for entering and scheduling all travel teams in tournament play as approved by the Executive Board, and be further responsible for control of team travel permits. Intramural Coordinator The Intramural Coordinator will coordinate the placement of all eligible players on intramural teams. He/she shall be responsible for the maintenance of team rosters and player eligibility. He/she shall create game schedules for all divisions. He/she will settle any disputes that Division Directors are unable to resolve. Division Director The Division Director, together with the Division Director from the previous age group, is responsible for creating team rosters for their respective age group. The Division Director is responsible for resolving any disputes that may arise. Game schedules must show the official team sponsor name. Copies of schedules will be distributed to sponsors at the start of each season. He/she shall personally monitor at least one game and one practice for each team in his/her division to check each coachs technique, age appropriate level of instruction and presentation. Coaching Coordinator The Coaching Coordinator shall be responsible for recruiting coaches, checking their background and providing training. He/she shall hold a mandatory coaches clinic each year/season in which he/she shall convey the objectives of EHYS, i.e. instruction of players, methodology and age appropriate player development. He/she is responsible for updating the coaches handbook. He/she shall research and make available coaching materials. He/she shall personally monitor coaches when such is indicated by a Division Director and report findings to the Executive Board. He/she shall also monitor at least one game and one practice held by each Division Director for technique, age appropriate level of instruction and presentation. Registrar The club Registrar will be responsible for bi-annual player registration sessions as well as recording and storage of all permanent statistics of the registered players as required by the CJSA. The Registrar will be required to maintain up-to-date computer records of club membership data and will produce, upon request, said data to the President, including total club and team rosters. He/she will be responsible for providing the Treasurer with the information necessary for EHYS to pay the South Central District the player assessment fee in full. He/she will maintain copies of birth certificates for all players and will be responsible for producing player passes in a timely fashion as needed for participation in out-of-town play. He/she shall appoint and oversee a two-member (minimum) registration committee that will create flyers to be distributed. He/she shall coordinate, approve and oversee all publicity concerning registrations by the publicity committee, and attend registration sessions to accept and verify forms. The Registrar should also be well versed on the times, dates and procedures, etc. so he/she may answer questions from potential players and parents. District Representative The District Representative is responsible for representing EHYS at all district meetings. Referee Coordinator The Referee Coordinator shall recruit and keep a list of eligible referees. Upon receiving the team schedules from each Division Director, he/she shall create a schedule of games to be officiated by each referee and distribute same to respective referees and Division Directors. Field Coordinator The Field Coordinator is responsible for arranging field availability, coordinating field time with the Travel Coordinator, issuing field time to the Intramural Coordinator for games and practices and keeping a complete schedule for all home games and practices. The Field Coordinator has authority to personally represent EHYS in scheduling, attending or conducting any meeting necessary to achieve optimum results, i.e. meeting with the mayor, parks department, etc. If he or she feels it necessary to bring another person to these meetings besides an EHYS officer, then he/she must obtain approval from a majority of the Executive Board. Equipment Manager The Equipment Manager is responsible for: Requesting two or more companies to submit bids on the order; Submitting the bids to the Executive Board for approval; Pursuant to approval, placing the order and expediting its complete delivery. Distributing all uniforms, equipment and first aid kits to the league through Division Director/Coaches. Keeping complete and accurate inventory records of all league equipment and its location Retrieving equipment from all coaches prior to their departure from the league; Obtaining a list from each Division Director of items needed to adequately outfit the division. Reconciling these lists against inventory records in order to create and submit to the Board of Directors a list of items needed. Fundraising Chairperson The Fundraising Chairperson is responsible for developing, proposing and submitting ideas for fundraising events to the Executive Board for approval. He/she shall establish and oversee a committee to be called upon as needed during fundraising events. Publicity Chairperson The Publicity Chairperson is responsible for disseminating information regarding player registration sessions to schools, ETV, the Advertiser and other media. He/she is also responsible for establishing a committee to take photographs/videos of EHYS events/games that will be run through the local media. He/she is responsible for notifying the local media about special meetings and upcoming events. Team Parent Coaches should make it a priority to recruit a parent from the team for this position. Each team parent will be responsible for assisting the coach with administrative duties. Their duties may include, but are not limited to: Calling players to remind, cancel or reschedule games/practices; Distributing fund raising material, collecting money and keeping records; Disseminating information on fund raising events, banquets, field days, etc. ARTICLE 8 SPONSORS The Board of Directors will determine sponsor fees at the annual meeting in November. ARTICLE 9 COACHES The Executive Board shall approve all coaches. Each coach shall be responsible for the safety and well being of his/her players. Coaches must be certain that players are not left unattended after a game or practice. All coaches must bring copies of their players medical releases (as found on registration forms) to every practice and game. Each coach shall be furnished with a copy of EHYS By-laws and Coaches Manual and shall be responsible for abiding by it. Providing each coach with a copy of these directives shall be deemed sufficient notice of his/her responsibilities. Coaches shall be responsible for directing all league correspondence to their players/parents with the aid of a team parent. Coaches do not have the authority to drop or add players to their rosters without approval of the Executive Board through the Division Director. The Division Director is to be notified in the event a player resigns. Player trades or recruitment of players from other teams is forbidden. In-town coaches will provide completed player-rating forms at the end of the season. The Division Director shall be notified of any strong disciplinary action taken by a coach i.e. benching a layer who, in turn, shall discuss it with the Intramural Coordinator. All coaches are responsible for returning all balls, cones, first aid kits and keeper uniforms to the equipment manager at the end of the season. All coaches shall conduct themselves as gentlemen and gentlewomen at all times, shall show respect for referees, shall act for the benefit of the league and shall show a positive attitudeanything else is unacceptable. All coaches shall adhere to the following Coaches Code which is subscribed to by EHYS: Soccer is a game of happiness. The laws of soccer should be regarded as mutual agreements and spirit, which no one should try to break. Visiting teams and spectators are honored guests. No advantages, except those of superior skill, should be sought. Officials and opponents should be regarded as honest in intention. Official decisions should be accepted without rebuttal, no matter how unfair they may seem. Winning is desirable, but winning at any cost defeats the purpose of the game. Losing can be a triumph, when the team has done its best or learned something from the experience. The ideal is the greatest good to the greatest number. In soccer as in life, treat others, as you would have them treat you. No coach shall have any alcoholic beverage in sight, nor consume any alcoholic beverage during or just before a game or practice. Smoking is not permitted by coaches on the field during practices or games. One coach, or a designee, from each team shall be present at EHYS monthly meetings. All coaches shall encourage the development of players by advancement through special and travel teams. All coaches are expected to show consideration for each other by sharing practice fields to allow for maximum use. Coaching should be done through positive thinking, encouragement and building the confidence and ability of players. No coach shall ever degrade a player. All coaches must bring first aid kits, ice, a container of water and at least on cup for each player to the field. Since each coach is providing with cones and first aid kits, it is strongly suggested that both coaches bring these items to games. Coaches are also responsible for bringing the aforementioned items to practices. Coaches have the responsibility to control their players and parents. At no time should the opposing coach attempt this. If a problem arises between a coach and parents and they cannot resolve the problem on their own, both parties should work with the Division Director. If this does not achieve satisfactory results, a written complaint should be submitted to the Executive Board. Within fourteen (14) days of receipt, the Executive Board will appoint a mediator to investigate the issue and meet with the parties involved in an attempt to reach an agreement. The mediator will then submit a written report to the Executive Board on the following: 1) results of the investigation; 2) the resolution reached; 3) his/her recommendation. The Executive Board may then decide to meet with the coaches and a maximum of three parents for each viewpoint. In either case, the decision of the Board is final. No coach shall be dismissed without due process and a 2/3 vote of the Executive Board. All coaches are responsible for returning all balls, cones, first aid kits and keeper uniforms to the equipment manager at the end of the season. ARTICLE 10 PLAYER DISTRIBUTION Immediately upon the close of the spring season, coaches will submit to their Division Directors and evaluation of their team members based on handbook criteria. A brief synopsis of ability (i.e. strong points) must be included. A pool of players will be created from: New players Players changing divisions (where the majority of the team has remained behind) Players remaining behind (where the majority of the team has moved up 3. Parity of the teams will be the guiding principle in distribution of players. ARTICLE 11 REFEREES Only referees recognized by the United States Soccer Federation (USSF) may officiate league games. Referees must be recertified annually. In-town teams would be excused from this in an emergency. Referees must be ten (10) years of age or older to officiate EHYS games. Referees must be at least one age group older than the division level they officiate. It is strongly recommended that referees do not officiate a game in which relatives are playing, or if they are currently a coach in that division. The referee must make every effort to find a substitute when scheduled to officiate a game in which relatives are playing or coaching. The referee has a duty to use good sense in controlling a game so that players and spectators enjoy the game. The referee is the sole arbitrator of the competition and his/her duties and powers are specific; decisions on point of fact connected with play shall be final as far as the result of the game is concerned. The referee to the Referee Coordinator shall report any case of serious misconduct on the field of play by players or coaches within twenty-four hours of the game. If a referee is scheduled to officiate a game and cannot make it for any reason, he/she must contact the Referee Coordinator as soon as possible. Should any referee become incapacitated during the process of a game, from any cause that would prevent him/her from continuing the game, he/she shall turn over control of the game to any other recognized EHYS referee who shall conduct the game to its conclusion. If this should occur during an in-house game, the two coaches may come to a mutual decision to play with or without an official. Referees will be assigned to officiate games by the Referee Coordinator. It will be mandatory that they officiate at least one game in a two-week period unless there is a valid reason otherwise. If they refuse and another date is not available, they will lose their turn for that period. Referees will be paid for EHYS games, at the fee rate decided upon by the Executive Board. A reasonable travel fee may be paid to out of town referees when necessary. A referee may eject any unruly player, coach or spectator. ARTICLE 12 PLAYERS Each youth shall play in his/her own age division as set up by the CJSA. Each age division shall be set up using the birth date of August 1 before the playing season. Once registered, a player remains with his/her club unless there is no team in the players two-year age group the following season. In the recreational division, each player must play at least one half of each game, unless injured. The Executive Board has the option to combine age or sex divisions as deemed necessary by the number of available registrants or the availability of coaches, in order to provide for the best interests of EHYS players. All players representing EHYS are required to wear full uniforms. In the event of family financial hardship, registrants can apply to the Executive Board for payment options. Any disciplinary problem with players, coaches or parents will be brought to the Disciplinary Committee (consisting of 5 elected board members) for appropriate action. Players registering for travel teams after the travel team has already been registered with the district will be assessed at 10% late fee. This can be waived if the coach informs the Travel Coordinator that he/she is short a specific number of players and will be recruiting the said amount agreed upon. Players registering for in-house teams after the cut-off date will be assessed a 10% fee unless the coach informs the Intramural Coordinator that he/she is short a specific number of players and will be recruiting the said amount agreed upon. Youths under 18 years of age must provide a signed permission slip form a parent or guardian, as well as proof of age. Proof of age shall consist of birth certificate, passport, alien registration card or drivers license. Youths with possible medical constraints must provide physical slips signed by a physician. Registration expires at the end of the spring season. The registration fee covers the school year. All players at practices and games shall wear Shinguards. Rubber cleated shoes are recommended rather than sneakers. Use of FIFA approved eyewear is recommended. Athletic supporters are recommended for all players; cups are recommended for all goalkeepers. If a player is excessively rough or uses abusive language, the referee will take his/her name and remove him/her for the remainder of the game. A player who has been ejected more than once shall have his/her name brought by the referee or Referee Coordinator to the Executive Board for disciplinary action. ARTICLE 13 TEAMS A Classic Team is any team: Where players are selected on the basis of talent or merit Or b. For which tryouts are held Or c. Where participation is by invitation only A Recreational Plus Team is any team: Where players are assigned on the principle of an even distribution of talent Or b. Where the players are not those chosen for a clubs Classic Team Town-Select Teams Town-Select teams may be formed for special tournaments, indoor teams, etc. as designated by the Executive Board. The Executive Board will select coaches and Assistant Coaches for Town-Select teams. Coaches will abide by the EHYS By-laws, players rules, CJSA, USSF and FIFA rules unless otherwise stated. It is permissible to play on both in-house and competition teams. There will be an additional fee to cover expenses when a player plays on two teams. ARTICLE 15 MISCONDUCT Each coach is responsible for the actions of his/her players and is required to take all precautions to prevent spectators from threatening or assaulting officials and players before, during and at the conclusion of each game. In the event a coach, assistant coach or team parent is arrested for a violation involving conduct, which, if repeated, could place any of the players of EHYS at risk, that individual shall be removed of his/her duties and position until the matter is resolved in court. If the court finding is innocent, that individual must appear before the Executive Board in a closed session to request reinstatement to his/her former position. A 2/3 vote shall be required to affect reinstatement. If the court finding is anything other than innocent, the individual in question shall be immediately dismissed from the team and further, shall be prohibited from ever holding any position in EHYS. In addition to the game referee, any member of the Executive Board, the Referee Coordinator and Division Directors have the authority to eject any person from the field of play or a reasonable distance from the game for conduct, which is detrimental to the game. If, following appropriate warning, the subject person does not leave the area; the person making the determination shall consult with the referee and coaches to determine if the game shall be stopped. The subject person may appeal any decisions. ARTICLE 17 BY-LAWS By-laws may be amended at any time in accordance with the following procedure: Proposed changes must be submitted in writing at any general meeting. The proposed changes will be posted on the EHYS web site for not less than twenty (20) days, and all General Board members will be notified of the posting. The proposed changes will be considered at the next general meeting. Any changes are adopted on a 2/3 favorable vote of the General Board, and become effective immediately. ARTICLE 18 DISSOLUTION OF THE CORPORATION Upon the dissolution of the corporation, assets shall be distributed for one or more exempt purposes within the meaning of Section 501 (3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. 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