CONSTITUTION OF THE
WEST CARROLLTON SOCCER ASSOCIATION
Section 1. The name of the organization shall be:
WEST CARROLLTON SOCCER ASSOCIATION
Section 1. Membership is defined as the Board of Directors, Commissioners and Members at Large in the West Carrollton Soccer Association.
Section 1. To provide the youth residing in the West Carrollton School District and surrounding communities a quality soccer program involving as many members of the community as possible.
Section 2. To develop and encourage sportsmanship among it members and players for the betterment of their physical and social well being.
Section 3. To associate and cooperate with the West Carrollton Parks and Recreation Department and other local Parks and Recreation Departments in a soccer program.
Section 4. To receive and administer funds, gifts, bequests and devices from any person, firm or corporation in the carrying out of said soccer program.
Section 1. This Association shall be a not for profit organization. All assets shall belong to the Association and shall not inure to the benefit of any member or group of members.
Section 1. The authority to conduct business and to administer property is vested in the Board of Directors. The Board shall abide by the Ohio Revised Code as it pertains to organizations not for profit and the Constitution and by-laws of the West Carrollton Soccer Association contained herein.
Section 1. The program will be open to any boy or girl living within the West Carrollton School District and surrounding communities, having reached the minimum age of four (4) years by September 30th or a maximum age of sixteen (16) by September 30th of the official season, regardless of whether he or she attends a public, private or home school.
Section 2. The league shall be comprised of teams within the school district boundaries and surrounding communities. No West Carrollton Soccer Association team shall participate in any other organized league outside the West Carrollton Soccer Association League during the regular scheduled season, without the consent of the Board of Directors.
EXCEPTION: Any division with fewer than five (5) teams can form a combined league with another league provided the approval of the Board of Directors has been given.
Section 3. Scheduled seasons shall begin and end at the discretion of the Board.
Section 1. The election of the Board of Directors shall be by the Membership.
Section 2. The President of the Association shall appoint a standing Nominating Committee. The Board of Directors shall approve the Nominating Committee. The Membership shall be advised of the appointment of the Nominating Committee and the dates of elections. The Membership will be requested to recommend potential candidates for the Board of Directors, at any time during the year. The Nominating Committee shall then present names of the recommended candidates to the Secretary for the printing of ballots. Said committee shall consist of three (3) persons.
Section 3. The Board of Directors shall conduct a meeting for the nomination of officers at the October meeting. Nominations shall be made to the Nominating Committee, with ballots prepared for an election date at the November meeting. Ballots will be handed out only to members present. Candidates receiving a majority of votes shall take office at the January Meeting.
Section 1. The Governing Body to the Association shall be its Board of Directors. Said Board of Directors shall be comprised of the following.
Elected Positions:
President
Vice-President
Secretary
Treasurer
Appointed Positions:
Coordinator of Officials
Fund Raising
Fields and Equipment
Registration and Scheduling
Education and Development
Commissioner – Dribblers
Commissioner – Passers
Commissioner – Wings
Commissioner – Strikers
Note: The President or Board may appoint
additional Commissioners for non-coed Leagues as required.
Section
2.
The Board of Directors will appoint paid
positions for both the Concession Stand and Adult League. The positions will
become non-voting members of the Board of Directors. Applications for these
positions will be done in the same manner as applications for a Board of
Director position, refer to Article VII Section 2.
Section 3. The positions of President, Vice-President, Secretary and Treasurer shall be elected from the members of the Board of Directors at the November meeting. The President elect will appoint the remaining positions.
Section 1. The term of members on the Board of Directors will be for three (3) years. Additional one (1) year terms of service will be voted on by the Membership following the same procedures as outlined in Article VII – Section 2 on an annual basis. No person shall hold the position of President or Vice-President for more than two (2) consecutive terms.
Section
2.
The outgoing President should remain as
Past-President for a term of one year. The Past-President shall act as advisor
to the newly President elect.
Section 3. The Board of Directors membership should rotate so that not more than one third (1/3) of the Membership leaves the Board in any given year if possible.
Section 4. The Board members are entitled to a 50% reduction in registration fee for the enrollment of children in their household.
Section 1. Roberts Rules of Order, Newly Revised, shall govern the proceedings of the Board of Directors, unless otherwise provided in the Constitution.
Section 2. Acceptable Motion Format:
Member makes a Motion
Recognized by President
Second of same Motion
Discussion of Motion, with time limits to be determined by the President
Vote or Delay (Table) vote to next meeting
Section 1. A. Approval of minutes of previous meeting.
B. Reading of Reports
Treasurer
Concession
Fund Raising
League Commissioners
C. Unfinished Business
D. New Business
Section 2. The reading of minutes and reports may be dispensed with by general consent of the Board.
Section
1.
Standing Committees: These committees will be
formed at the first yearly meeting and consist of:
Registration
and Scheduling – Two (2) Board Members
Nominating
– President, Secretary plus one other Member
Rules
and Ethics – Commissioner of Officials plus one other Member
Constitution – Vice President plus two (2) other Members.
Section 2. Special Committees: The President may appoint such special committees as needed.
Section
3.
Budget Committee: Three (3) Board Members - The
President elect, Past-President, Past-Treasurer and Treasurer elect will form a
budget committee after the election meeting to prepare a budget which will be
presented to the entire Board at the first yearly meeting for approval.
Section
4.
The President elect, Vice-President elect and
Treasurer elect will act on the Budget committee if there is no Past-President
available.
Section
5.
Seasonal Committees: Committees for Spring and
Fall Leagues will be formed. All decisions by these committees will be
presented to the Board of Directors for discussion and approval.
Section 1. The Constitution may be amended by a 2/3 vote of the Board of Directors at the time of a called board meeting. Any such amendments shall be presented at one meeting and voted on at the next scheduled meeting. Not to exceed 60 days after said meeting, and the vote shall be by written ballot, setting forth in detail the subject of the amendment.
Section 2. A voice vote to any amendments is allowable if there is no objection by any Board members. The results will be recorded in the meeting minutes.
Section 1. The West Carrollton Soccer Association rules and regulations will be used as our official guide for rules of play and conduct.
Section 2. The Budget Committee will prepare an annual budget. The Board of Directors must approve this budget no later than the January meeting. The Board of Directors must approve any expenditure(s) in excess of $100.00, which is not included in the annual budget. Any checking account must require either the Treasurer or President sign all checks.
Section 3. Any Board member who incurs three (3) unexcused absences of a normally scheduled Board meeting within one calendar year can be replaced at the discretion of the Board of Directors.
Section 1. If any parent or guardian willfully gives false information regarding their child’s registration for a team, the child shall be suspended for the current season without refund of registration fees.
Section 2. No player will be considered for membership in the league who is under the age of four (4) or over the age of sixteen (16) by September 30th of the scheduled season.
Section 3. No player will be permitted to move in the division above or below that of his/her own age group without permission of the Board of Directors.
Section 4. Teams will consist of no more than fourteen (14) players without special approval of the Board of Directors.
Section
5.
Any player quitting prior to ordering of
uniforms will have his/her registration fee refunded in full.
Section
6.
Any Player quitting to join a school sports team
will be refunded their registration fee in full.
Section
7.
Any player quitting after uniforms have been
ordered may be eligible for a partial refund of registration fees, excluding
the cost of the uniform, which will not be refunded.
Section
8.
Any player quitting after the season begins will
not be given a refund.
Section 9. The Board may meet in special session to consider refund of fees on a case-by-case basis if so requested.
Section 10. All players wishing to quit and requesting a refund must present the request in writing, with proof of payment to the Treasurer. Refunds will only be made to the party issuing the original payment.
Section 1. All head coaches should be at least twenty-one (21) years of age. The Board of Directors must approve exceptions.
Section 2. All coaches will be required to conduct themselves at practices and games, or any time when interfacing with players, according to the “Code of Conduct for WCSA” as set forth in the “WCSA Rules and Regulations”.
Section 3. All new coaches and coaches who have not coached in the West Carrollton Soccer League must attend the new coaches clinic offered by the West Carrollton Parks and Recreation Department.
Section 4. All coaches will be required to teach the fundamentals of soccer, as well as have the ability to properly instruct his/her players in the skills of the game.
Section 5. The commissioner of each division will select all coaches for that division. The selection of coaches for each division will be determined by their conduct as mentioned in Section 2, their ability as mentioned in Section 3 and the experience of each coach. The Board of Directors will decide any conflict of this selection process.
Section 6. No person shall be head coach for more than one team.
Section 7. Educational materials are available and can be signed out to coaches during any time of the season. Each coach is responsible for turning all materials back into the Educational and Development Coordinator by the end of regular season play. Failure to return all materials signed out will result in that team forfeiting any and all trophies or participation awards.
Section 8. All referees are responsible for game balls and other Association equipment assigned to them. They shall be responsible for collecting this equipment at the end of the game and turning it in to the Association.
Section 9. Any coach disciplined by the Board may lose their right to coach again in the West Carrollton Soccer League as determined by the Board.
Section 1. Any person accused of being in violation of any rule or regulation contained in the WCSA soccer handbook that would constitute that person to be suspended for any amount of time or expelled permanently from participating in the WCSA soccer league shall have opportunity via a special hearing of impartial board members to present their case.
Section 2. The meeting for conduct violations will be composed of at least three of the following WCSA Board members:
v President
v Vice-President
v Commissioner of Officials
v Division Commissioner where the violation occurred
v Other board members who may have witnessed the alleged violation.
Section 3. The minutes of this meeting will be distributed to all WCSA Board members.
Section 4. Any actions resulting from the special meeting of the WCSA Board may be appealed to O.S.Y.S.A. for final judgment.
Duties of the Board of Directors
Body
1. Members of the Board of Directors shall conduct themselves in a courteous and respectful manner to all players, coaches and parents. Failure to do so may result in removal from the board.
2. Members shall carry out their duties in a spirit of cooperation with each other, keeping in mind that the program belongs to our youth.
3. The members should use their own initiative and imagination in fulfilling their duties.
4. All Directors are required to attend the meetings of the Board of Directors.
5. Each Director shall report his/her progress at each meeting to the Board.
6. Each member shall assist in conducting registration.
President
1. Uphold and enforce the constitution of the West Carrollton Soccer Association.
2. Coordinate the entire program.
3. Conduct meetings of the Board of Directors on a regular basis and follow-up to make sure duties are being completed.
4. Assist in selecting people to fill non-elected positions on the Board of Directors.
5. Pass on any knowledge or information from previous years to administrative personnel.
6. Assist in registration and draft.
7. Prepare a timeline for the next calendar year and submit it to the Board during the first regular meeting of each year.
Vice-President
1. In the event of the President’s absence or disability, the Vice-President shall carry on the duties of the President.
2. The Vice-President shall assist in the registration, draft and tournament draw.
3. The Vice-President shall also be the President’s liaison to all non-administrative committees and shall report to the President.
4. The Vice-President shall have direct responsibilities for all Commissioners.
Secretary
1. The Secretary shall keep minutes of the meetings of the Board of Directors.
2. The Secretary shall give notice of all meetings when directed by the President and shall reserve the location of the meeting place.
3. The Secretary will maintain an attendance roster on all Bard members.
4. The Secretary will be responsible for printing and reproduction of necessary forms and documents to support the board.
5. The Secretary is responsible for all required publicity, as decided by the Board.
6.
The Secretary shall obtain and maintain all
documentation, electronic, hardcopy and otherwise for storage and distribution
purposes.
Treasurer
1. The Treasurer shall collect all funds due the Association and make disbursements for the payment of all obligations by the Board of Directors.
2. The Treasurer shall keep a suitable set of books and shall submit monthly statements to the Board and a year-end statement coveting all receipts and expenditures and a balance sheet.
3. The Treasurer shall prepare and file or make arrangements for the preparation and filing of any and all tax return material.
4.
The Treasurer along with the President, Past
President and Past Treasurer or President and Vice-President, prepare an annual
budget by the first meeting of each year.
5. The Treasurer along with the Past Treasurer or Vice-President shall obtain the services of an Auditor and provide the Board with an annual audit of Association equipment, real properties and assets.
Coordinator of Officials
1. The Coordinator of Officials shall be responsible for acquiring referees for all scheduled games and make-up games. He/She will assist with clinics to train referees.
2. He/She shall be responsible for fees owed to referees and shall present a statement to the Treasurer for payment. The Board of Directors shall establish fees.
3. He/She shall report to the President and the Commissioner of the league any action by a player, coach, assistant coach or parent that could result in disciplinary action.
4. He/She shall coordinate with the Fields & Equipment member for distribution and collection of Association equipment.
Fund Raising
1. Responsible for coordinating all Association fund raising activities.
2. Maintain all fund raising records.
3. Acts as Association representative in all written agreements with companies and corporations for the purpose of fund raising.
Commissioners
1. Commissioners shall be the liaison between the coaches in his/her division and the Board of Directors. They are, in effect, the coach’s representatives.
2. The Commissioners shall receive and distribute uniforms and other Association material and shall keep a record of such distribution.
3. The Commissioner shall distribute printed materials to coaches as directed by the Board.
4. The Commissioner shall be responsible for seeing that every team in his/her division has a head coach.
5. The Commissioner shall conduct the draft of his/her division with the assistance of either the President or Vice-President.
6.
If electronic drafting method is used, the
Commissioner shall be responsible for overseeing the processing of all “Special
Requests”.
7.
The Commissioner shall ensure game results are
reported to the Scheduler in accordance with Association rules and procedures.
8. Shall attend frequent league games to observe conduct within his/her division.
9. Will assist in distribution and collection of fund raising materials and money.
10. Shall also schedule practice times for all teams if the Board deems it necessary.
11.
The Commissioner shall attend all tournament
game days in his/her division, to be available to handle disputes and other
responsibilities.
Concession Manager
1. Shall obtain and maintain a valid Operating License.
2. Clean and maintain the cleanliness of the concession stand area during the season.
3. Obtain the best prices on food and supplies as possible.
4. Order products and supplies and make arrangements for delivery or pickup of these supplies.
5. Keep an accurate inventory of all products in order to help with ordering.
6. Keep accurate records of sales both daily and weekly.
7. Make sure there is a cash box, along with enough change each day to run the stand.
8. Make deposits of daily sales and keeping of records to be given to the Treasurer on a regular basis.
9. Make up menu, prices and team tickets.
10. Make sure of product quality.
11. Be at the stand early enough to have everything ready before the first game starts so you can be ready for pre-game sales.
12. Be there to run the concession or make sure a schedule is made so that every game is covered if you cannot be present.
13. Keep stock low towards the end of the season so you will not have a lot of leftover stock.
14.
Have a special “Left Over Sale” to try to reduce
the amount of money lost to overstocking. Or donate overstock to local food
pantry, making sure to receive a receipt for donated goods.
15. Clean and secure concession stand for shut down each evening.
16. Make the concession stand a profitable venture.
17. But most of all, you are a service to our community so you must have a friendly attitude and enjoy working with children so they will have a positive experience with our program.
Fields and Equipment
1. Locate sites for playing and practice fields. This will be coordinated with the West Carrollton Parks and Recreation Department.
2. Enlist volunteers in each field area to help in marking fields.
3. Coordinate with the West Carrollton Parks and Recreation Department in layout and marking of fields and making sure fields are free of rocks, holes and debris.
4. He/She shall solicit the help of the recreation board and school board in locating fields, etc. Maintain contacts for field availability and provide a list to coaches indicating field locations. Use of these fields will be on a first come, first use basis.
5. He/She shall assist in determining the cancellation of games if weather and/or field conditions warrant it.
6. He/She shall be responsible for the distribution of all practice balls, game balls, uniforms and other equipment to the Commissioners or referees and shall maintain a record of all distributions.
7.
He/She shall be responsible for maintaining and
keeping in good working order all Association equipment, real property and
assets.
8. He/She shall be responsible for collection of all equipment belonging to the Association at the end of each season and insure equipment is properly stored during the off-season.
9. He/She shall coordinate the purchase of all equipment (balls, flags, nets, goals, etc.) and player uniforms, coach’s shirts and board member shirts for the league and Association.
Registration
1. Responsible for all items involved in
registration.
2. Will pass registration information to
each of the division Commissioners.
3. Will assist the Commissioners in forming teams and processing Special Requests.
Schedules
1. Prepare the scheduling of all league and
tournament games, which will be reviewed and approved by the Board of Directors
and Commissioners.
2. Schedules shall include team names,
times, locations and “home – visitor” status of each game.
3. Schedules shall be released no later
than two (2) weeks before prior to the start of each season.
4. Responsible for scheduling all “Make-Up”
games. The revised schedule will be reviewed and approved by the division
Commissioner.
5. In the event a division is without the
minimum number of required teams may, with approval of the Board, form a joint
schedule for that division with another soccer district.
6. Coordinate the publishing of the Player
Handbook and distribution to the Commissioners and coaches.
7. Create separate, individual schedules for each division and provide copies of that schedule to division Commissioners for distribution to each player.
Education and Development
1. To be responsible for the development, coordination and/or presentation of clinics and camps for the players, coaches and referees of the Association.
2. Coordinate clinics and/or camps with the Commissioners and Coordinator of Officials.
3. Coordinate the distribution of educational materials to coaches during the season and recovery of the same by the end of the season. Advise the Board of any coaches/teams who fail to return outstanding materials.