Beverly Youth Soccer Association By-Laws
Name - The name of this corporation shall be "Beverly Youth Soccer Association, Inc."
Object - The objective of this corporation is to promote and enhance the game of soccer for the benefit of the youth of Beverly and their families.
Section 1. Members – The corporation membership shall consist of twenty-nine (29) voting members including (i) the directors of the corporation then in office and (ii) those persons who may be elected corporate members by a majority of the then existing members. Members shall be elected annually at the annual meeting.
The directors may elect associate members from time to time, but associate members shall not have the right to vote on any matter. Any member may resign as such at any time by written notice to the Clerk of the corporation.
Section 2. Meetings of Members – The Annual Meeting of the members of the corporation shall be held on the second Thursday of November in each year (or within 7 business days if on the legal holiday) at such time and place as the President may determine. If the Annual Meeting is not held on such date, nor within such time period, a special meeting in lieu of an annual meeting may be held with all the force and effect of an Annual Meeting. Notice of the Annual Meeting setting forth the date, time and place of any such meeting shall be mailed to all members not less than seven (7)days prior to the date thereof.
Section 3. Action at Meetings – At all meetings of the members, the vote of each member must be cast in person. No member shall be entitled to vote by proxy. A majority of the members, present in person, shall constitute a quorum at any meeting of the members but a lesser number may without further notice adjourn the meeting to any other time. At any meeting of the members at which a quorum is present, the vote of a majority of those present shall decide any matter, unless a different vote is specified by law, the Articles of Organization or these Bylaws.
Section 4. Action by Consent – Any action required or permitted to be taken at any meeting of the members may be taken without a meeting if all the members consent to the action in writing and the written consents are filed with the records of the meetings of members. Such consents shall be treated for all purposes as a vote at a meeting.
Section 1. Board of Directors - The business and the property of the corporation shall be managed by a Board of Directors consisting of fourteen (14) directors.
Section 2. Functions - The function of the Board of Directors shall be to operate a youth soccer program in the City of Beverly. In furtherance of such purpose, the Board shall set policy for the operation of youth soccer in Beverly, provide communication to parents, teams, divisions, the City of Beverly, and other soccer organizations and communities, enforce the bylaws of the corporation, raise, disburse, and account for funds, make recommendations and encourage standardization of rules, codes of conduct, and penalties for the breach of these rules and codes, and be a board of appeal for issues arising within the corporation.
Section 3. Composition - The Board of Directors shall consist of each of the officers and such number of other directors as necessary to fill all positions on the Board. Each director who is not an officer will be expected to chair a committee.
Section 4. Nomination and Election - A nominating committee appointed by the President shall provide a slate of officers and directors for the Annual Meeting. Additional nominations may be made from the floor at the Annual Meeting. Election shall be by secret ballot. A majority vote of the members is needed for election. Results of the election shall be effective immediately.
Section 5. Vacancies - In the event that a director should miss four (4) board meetings within the year of service, without due excuse, a majority of the remaining directors may declare his/her position vacant.
Any director may resign by written notice to the Clerk of the
corporation. Any vacancy in the board of directors shall be filled by a vote of the remaining directors.
Section 6. Tenure - Each officer or director shall be elected for a period of one year, but no officer may serve longer than two (2) consecutive years in any position.
Section 7. Meetings - Regular meetings of the directors shall be held on the second Wednesday evening of each month. Special meetings of the Board of Directors may be called by the President. Corporate members are expected and encouraged to attend all board meetings. Associate members are encouraged, but not expected to attend all board meetings.
Section 8. Quorum - At least six (6) directors must be present for a meeting to be official. An Executive Quorum can be called by the President at any meeting where a quorum of directors isn’t present to pay bills and continue the operations of the corporation.
The officers of the corporation shall be as follows:
Section 1. President - Duties will be to ensure the overall organizational and operational success of the corporation. The President’s duties shall include the following:
a. Preside at all meetings
b. Direct all members to carry out their specific duties
c. Appoint AD HOC committees.
Travel Vice President - Duties are to attend all Essex County Youth Soccer Association or other affiliated entity meetings and faithfully and accurately report to the Board any such information gained. For the purposes of Essex County, the Vice-President shall be designated as the "Beverly Travel Director". The Travel Vice-President shall in the absence of the President, for the duration or such absence or inability, function as the President. Otherwise the Travel Vice-President's primary function shall be administrative success of the program including overseeing committees assigned to him/her by the President. Will preside at meetings in the absence of the President. This position may be split into “Travel Director Vice President” and “Intown Vice President”.
Section 3. Treasurer - Duties are to properly account for all income and expenses relating to the program. Make a written report of corporation finances at the monthly board meetings, an annual report in August and an incremental cost model prior to registration each year.
Section 4. Secretary - Duties are to record minutes of all meetings, transmit all official correspondence and distribute minutes to the corporation within 15 days after each meeting and be the repository for all corporate and corporation records.
Section 5. Assistant Clerk - Duties are to fulfill the responsibilities of the Clerk in the absence of the Clerk for the duration of such absence, and to perform such other duties of the Clerk as the Clerk may from time to time delegate and direct.
Section 6. Travel Registrar - Duties are to coordinate all registrations for all Travel Teams (Gr. 4, Gr. 6 and Gr. 8), establish, keep and maintain accurate rosters, file with appropriate managing organizations in a timely manner, rule on the eligibility of players, and represent the corporation to Essex County Youth Soccer or other affiliated soccer organizations only for the purpose of registering Beverly Youth Soccer Players, Coaches, Referees, Volunteers, Board of Directors, Officers and all others who may need to register with said organizations.
Section 6A. Intown Registrar - Duties are to coordinate all registrations for all Intown Teams (Pre-K, K, Gr. 1/2, Gr. 3/4 (intown only, not our travel teams), establish, keep and maintain accurate rosters, file with appropriate managing organizations in a timely manner, rule on the eligibility of players, and represent the corporation to Essex County Youth Soccer or other affiliated soccer organizations only for the purpose of registering Beverly Youth Soccer Players, Coaches, Referees, Volunteers, Board of Directors, Officers and all others who may need to register with said organizations.
Section 7. Additional Directors – The members may elect one or more additional officers to assume responsibility for other operational areas of the corporation, such as development, volunteer, equipment and age group coordinators. Each such officer shall also be a director as provided in Article IV, Section 3.
BYSA presently has the following additional “directors” in the stated positions:
“Field Coordinator”: Duties will include corresponding with Beverly Rec Dept. on availability of fields. All scheduling of practices must be facilitated through the field coordinator. Other duties may include, but not limited to, setting up of fields (or assigning such duty to parent volunteers and Board members); field lining; porta potties; ordering signs for fields.
“Age Group Coordinators”: Duties will include, but not be limited to communication with coaches in their respective age groups; addressing complaints and concerns from coaches and/or parents and addressing or bringing to the Board’s attention; coordination of equipment for their respective age groups; coordinating teams attending tournaments.
“Referee Coordinator”: Duties will include training of referees and using on-line scheduling system to be sure all in-town games are covered.
Section 8. Assistant Directors – The members may elect one or more assistants for each of the Directors such as an assistant age group coordinator for boys or girls, and assistant treasurer, development
coordinator travel director, or create new offices as organizational needs dictate. Assistant Directors will not have a vote on the Board nor will they have a commitment to attend monthly meetings.
Committees - The President may activate or create any committee he/she deems necessary for the success of the corporation.
Indemnification - The corporation, to the extent legally permissible, shall indemnify each member of the Board of Directors against all liabilities and expenses. The corporation will purchase and maintain insurance on behalf of its members.
Amendments - These Bylaws may at any time be altered, amended, or repealed by a vote of two-thirds (2/3) majority of the directors or of the members (excluding associate members), provided that written notice of such proposed action be given, at least 7 days in advance of the meeting at which the proposed action is
to be taken. Any Bylaw adopted by the directors may be amended or repealed by the members.
Section 1. Fiscal Year - July 1 to June 31
Section 2. Disposition of property - As determined in Articles of Organization, Section 4, Item t.
Section 3. Corporation Address - The corporation shall maintain a post office box for its principal address.
Section 4. Expenditures
a. Only officers can commit the corporation to any expenditures.
b. All expenditures over $2000 must be approved by a majority vote of the Board of Directors.
c. All checks are required to have two signatures.
d. Persons authorized to sign checks are the President, Treasurer, and Vice President.
Section 5. Bank Safety Deposit Box - The corporation shall maintain a safety deposit box to be used as a repository of official documents.
Only Officers of the corporation will have access to this safety deposit box.