Burnt Hills United
Club By-Laws
Burnt Hills United Soccer Club
Bylaws
Origin DateLast Review DateBoard Approval DateReview IntervalMarch 1992 August 1999October 2005December 3, 2009 AnnualArticle 3 - Affiliation and Representation
Article 4 - Conduct of Business
Article 5 - Players
Article 6 - Head Coaches, Assistant Coaches and Managers
Article 7 - Membership (re: Article 14)
Article 8 - Suspension
Article 9 - Voting
Article 10 - Officers
Article 12 - Committees
Article 13 - Meetings
Article 14 - Fees and Dues (re: Article 7)
Article 15 - Parliamentary Authority at Coaches/Membership Meetings
Article 16 - Policies and Guidelines and Rules and Regulations
Article 1- Name Back To Top
A. The name of the Club shall be the Burnt Hills United Soccer Club, Inc. hereinafter referred to as the Club.
The name of the Club shall be the Burnt Hills United Soccer Club, Inc. hereinafter referred to as the Club.B. All references herein to “he or she” do not reflect a particular gender, but rather should be construed as gender neutral in character.
All references herein to “he or she” do not reflect a particular gender, but rather should be construed as gender neutral in character.C.The Club’s Official address is:
The Club’s Official address is:PO Box 243Burnt Hills, New York 12027Article 2- Purpose and Objectives Back To Top
The purposes of the Club are:
A. To teach the game of soccer to the youth of our communities.
To teach the game of soccer to the youth of our communities.B. To operate a youth travel soccer club to help in developing the character of the youth of our community.
To operate a youth travel soccer club to help in developing the character of the youth of our community.C. To foster and engage in competition for the furtherance of the above purposes.
To foster and engage in competition for the furtherance of the above purposes.D. To encourage and engage in any other activities which will enhance and improve these stated purposes.
To encourage and engage in any other activities which will enhance and improve these stated purposes.Article 3-Affiliation and Representation Back To Top
A. The Club is affiliated with the Eastern New York Youth Soccer Association (ENYYSA) along with the Capital District Youth Soccer League (CDYSL).
The Club is affiliated with the Eastern New York Youth Soccer Association (ENYYSA) along with the Capital District Youth Soccer League (CDYSL).B. The Club primarily represents the communities of the Burnt Hills-Ballston Lake School District which are Glenville, Ballston, Charlton, and Clifton Park.
The Club primarily represents the communities of the Burnt Hills-Ballston Lake School District which are Glenville, Ballston, Charlton, and Clifton Park.C. The Club colors are maroon and white with an alternate trim color at the discretion of the Uniform Committee. Players representing the Club must wear the Board approved uniform at all games and tournaments.
The Club colors are maroon and white with an alternate trim color at the discretion of the Uniform Committee. Players representing the Club must wear the Board approved uniform at all games and tournaments.Article 4- Conduct of Business Back To Top
A. The business of the Club shall be managed by the Executive Board (hereinafter referred to as the Executive Board or the Board). The Executive Board shall consist of the Officers listed herein.
The business of the Club shall be managed by the Executive Board (hereinafter referred to as the Executive Board or the Board). The Executive Board shall consist of the Officers listed herein.B. No part of the Clubs net earnings shall inure to the benefit of or be distributed to, its members, trustees, officers or to other private persons, except that the Club shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of its purposes.
No part of the Clubs net earnings shall inure to the benefit of or be distributed to, its members, trustees, officers or to other private persons, except that the Club shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of its purposes.C. No substantial part of the activities of the Club shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the Club shall not participate in, or intervene in any political campaign on behalf of any candidate for public office.
No substantial part of the activities of the Club shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the Club shall not participate in, or intervene in any political campaign on behalf of any candidate for public office.D. Club business shall not be conducted at an Executive Board meeting unless a quorum is present, a quorum being seven officers.
Club business shall not be conducted at an Executive Board meeting unless a quorum is present, a quorum being seven officers.Article 5 - Players Back To Top
A. Players shall be selected at open tryouts, to be scheduled and evaluated at the end of the CDYSL spring season by the Coaching Coordinators.
Players shall be selected at open tryouts, to be scheduled and evaluated at the end of the CDYSL spring season by the Coaching Coordinators.1) U8 players will be invited to a meet and greet as tryouts are not sanctioned by CDYSL.
U8 players will be invited to a meet and greet as tryouts are not sanctioned by CDYSL.Article 6 - Head Coaches, Assistant Coaches and Managers Back To Top
A. All Head coaching appointments are subject to Executive Board review and approval. Head Coaches interested in coaching for the next year will submit written notice of interest to the VP of Coaches for consideration by June 30th. Head Coaches who have submitted letters of interest will be notified in writing of the Executive Board’s decision by August 15th.
All Head coaching appointments are subject to Executive Board review and approval. Head Coaches interested in coaching for the next year will submit written notice of interest to the VP of Coaches for consideration by June 30th. Head Coaches who have submitted letters of interest will be notified in writing of the Executive Board’s decision by August 15th.1) Assistant Coaches and Managers are subject to Executive Board review and approval.
Assistant Coaches and Managers are subject to Executive Board review and approval.B. All Coaches must be registered with the Eastern New York Soccer Association (ENNYSA) along with the Capital District Youth Soccer League (CDYSL). (i.e. carded).
All Coaches must be registered with the Eastern New York Soccer Association (ENNYSA) along with the Capital District Youth Soccer League (CDYSL). (i.e. carded).C.All Head Coaches are required to have, at a minimum, a F/Y License to be identified as a Head coach by CDYSL (A one year waiver for new Head Coaches is currently place by CDYSL).
All Head Coaches are required to have, at a minimum, a F/Y License to be identified as a Head coach by CDYSL (A one year waiver for new Head Coaches is currently place by CDYSL).D.All coaches must have a CDYSL Background Check performed prior to being carded.
All coaches must have a CDYSL Background Check performed prior to being carded. E. Executive Board approved Head Coaches prior to team formation are responsible for:
Executive Board approved Head Coaches prior to team formation are responsible for:-following the tryout process set up by the VP of Coaches
-players selection to designated teams
-informing Players and their Families, via e-mail, of their team placement
and who their Coach is.
F. Once teams are formed, each Executive Board approved Team Coach is responsible for:
Once teams are formed, each Executive Board approved Team Coach is responsible for:- Informing and facilitating Players and their Families about registration, league schedule, and Club team practices.
- Coaching team at League games and other schedule events.
- Recruiting team assistants. Having them approved through the Registrar by the Executive Board.
- Enter Tournaments.
- Account for team finances in conjunction with the Club Treasurer for Club membership and for their own team finances for tournaments and other options, they elect to participate in.
- Payment of Referee Officials in conjunction with Club Treasurer.
- Maintain team rosters, players’ passes, coaches’ player passes, and medical releases in conjunction with the Club Registrar.
- Equipment in conjunction with the VP of Operations and their committees.
- In the event that a Head Coach has not been Executive Board approved, then the Executive Board shall designate a Tryout Coordinator to be responsible for the Head Coach prior to team formation responsibilities.
Article 7 - Membership (re: Article 14) Back To Top
A. Parents and/or guardians of participating players are members upon payment of membership dues. A Players family may hold only one membership vote regardless of how many players are in that family.
Parents and/or guardians of participating players are members upon payment of membership dues. A Players family may hold only one membership vote regardless of how many players are in that family.B. Persons other than parents and/or guardians of participating players may become members by applying to the Executive Board. Upon acceptance and payment of membership dues they get one membership vote.
Persons other than parents and/or guardians of participating players may become members by applying to the Executive Board. Upon acceptance and payment of membership dues they get one membership vote.C. All Officers, Coaching staff, and Committee persons are members once they are registered with the Eastern New York Youth Soccer Association (ENYYSA) along with the Capital District Youth Soccer League (CDYSL) through our Club Registrar.
All Officers, Coaching staff, and Committee persons are members once they are registered with the Eastern New York Youth Soccer Association (ENYYSA) along with the Capital District Youth Soccer League (CDYSL) through our Club Registrar.D. Members and players must abide by the Bylaws, Policies and Guidelines of the Club, Eastern New York Youth Soccer Association (ENYYSA) along with the Capital District Youth Soccer League (CDYSL).
Members and players must abide by the Bylaws, Policies and Guidelines of the Club, Eastern New York Youth Soccer Association (ENYYSA) along with the Capital District Youth Soccer League (CDYSL).E. The Club does not have any restrictions or limitations with regard to race, creed, color, sex, or national origin.
The Club does not have any restrictions or limitations with regard to race, creed, color, sex, or national origin.F. Membership terms are annual, ending on August 31st.
Membership terms are annual, ending on August 31st.Article 8 - Suspension Back To Top
A. The Executive Board may suspend any Club Member or Player who:
The Executive Board may suspend any Club Member or Player who:1) Willfully refuses or neglects to fulfill their obligations, as described in the player commitment, or violates any of the provisions of the Bylaws or Policies of the Club or its affiliate organizations.
Willfully refuses or neglects to fulfill their obligations, as described in the player commitment, or violates any of the provisions of the Bylaws or Policies of the Club or its affiliate organizations.2) Has committed any act which is inconsistent with the principles and standards of good sportsmanship and fair play.
Has committed any act which is inconsistent with the principles and standards of good sportsmanship and fair play.B. Suspension shall require a two-thirds vote by the Executive Board. The member/player shall have an opportunity to show cause why such action should not be taken within seven days of written notice from the Club President by mail, using Certified Return Receipt Mail.
Suspension shall require a two-thirds vote by the Executive Board. The member/player shall have an opportunity to show cause why such action should not be taken within seven days of written notice from the Club President by mail, using Certified Return Receipt Mail.C. Reinstatement
Reinstatement- Suspended member/players may petition the Executive Board for reinstatement once per membership term.
D. Suspended member/players shall be considered not in good standing.
Suspended member/players shall be considered not in good standing.Article 9 - Voting Back To Top
A. Each paid member shall have voting privileges.
Each paid member shall have voting privileges.B. Motions shall be carried by a simple majority, except where otherwise required by these Bylaws.
Motions shall be carried by a simple majority, except where otherwise required by these Bylaws.C. Any member may request a vote by secret ballot.
Any member may request a vote by secret ballot.Article 10 - Officers Back To Top
A. Officers of the Club shall be at least nineteen (19) years of age and a paid Member of the Club.
Officers of the Club shall be at least nineteen (19) years of age and a paid Member of the Club.B. The Officers of the Club are:
The Officers of the Club are:1). PRESIDENT
Presides at all meetings, coordinates the Order of Business for all meetings, casts the deciding vote in case of ties, appoints standing and temporary committees (subject to Executive Board approval), and carries out the execution of these Bylaws. The President designates another Officer to act in his stead in the event of his absence.
2) EXECUTIVE VICE PRESIDENT
Assists the President at all meetings by coordinating the Order of Business for all meetings, appointing standing and temporary committees (subject to Executive Board approval), and carrying out the execution of these Bylaws. The Executive Vice President will act for the President in the event of his absence.
3) VICE PRESIDENT- FUNDRAISING/SPONSORSHIP
Responsible for the development and recommendations for fundraising projects and for the organization and management of fund raising activities. Identifies and arranges for solicitation of Club sponsors and reports sponsor information to VP Operations, Treasurer, and Secretary. Prepares a program and budget proposal to assist Club Treasurer in budget preparation.
4) VICE PRESIDENT- OPERATIONS
Responsible for evaluation, recommendations and acquisition of equipment, supplies, and materials. Responsible for the repair and maintenance of facilities, equipment and uniforms. Responsible for the availability, scheduling, and coordination of playing facilities. Reviews the CDYSL “master schedule” assuring no conflicts to the assigned League games at our fields. Develops approved committees and recruits operation assistants. Prepares a program and budget proposal to assist Club Treasurer in budget preparation.
5) VICE PRESIDENT- COACHES
Responsible for the recruitment, recommendations, development, evaluation, hiring, and supervision of coaching staff. Develop and maintain Guidelines to assist Age Group Coordinators in player placement. Develop and maintain a “Syllabus for Player Progression” to assist Coaches in structuring their practices and defining their developmental strategies. Prepares a program and budget proposal to assist Club Treasurer in budget preparation.
6) REGISTRAR
Responsible for Player recruitment and on-line registration of Players, Coaches, Assistant Coaches, Managers, and Club Officers. Responsible for attending annual meetings, learning and executing the current practices of Eastern New York Soccer Association (ENYYSA) along with the Capital District Soccer League (CDYSL). Issues team rosters and game rosters; Player passes, Coach Player Passes, and supervises completion of medical releases along with Coaches. Assists in the collection of Membership and Sponsor monies, uniform orders, team division placement, and Tournament permission forms (Host and Permission to Travel). Prepares a program and budget proposal to assist Club Treasurer in budget preparation.
7) CAPITAL DISTRICT YOUTH SOCCER LEAGUE (CDYSL) REPRESENTATIVE
Represents the Burnt Hills United Soccer Club at all monthly meetings of the Capital District Youth Soccer League (CDYSL). Reports all communications, current practices, revised practices, and all other relevant information received at the monthly meetings of the Capital District Youth Soccer League (CDYSL) to the monthly meetings of the Burnt Hills United Soccer Club. This Representative votes on behalf of the Burnt Hills United Soccer Club as per the direction of the majority of our Club members. Communicates and coordinates Tournament information and scheduling. Prepares a program and budget proposal to assist Club Treasurer in budget preparation.
8) TREASURER
Responsible for the development of a budget, recommendation of annual membership dues, for the collection and disbursement of the Club’s demand and savings accounts. The Treasurer shall:
A) Report to the Membership monthly the state of the Club’s finances
Report to the Membership monthly the state of the Club’s financesB) Keep accurate and complete financial records in accordance with accepted procedures
Keep accurate and complete financial records in accordance with accepted proceduresC) Enforce Club rules and regulations regarding fiscal procedures
Enforce Club rules and regulations regarding fiscal proceduresD) Expend and deposit monies as directed by the Executive Board
Expend and deposit monies as directed by the Executive BoardE) Collect projected budgets from Officers by August 31, and such budget will be submitted at the General Meeting held in November.
Collect projected budgets from Officers by August 31, and such budget will be submitted at the General Meeting held in November.F) Communicate with independent Auditor on an annual basis
Communicate with independent Auditor on an annual basis9) SECRETARY
Records and maintains the minutes of the Executive Board and monthly Club meetings, distributes copies of the appropriate minutes to the Officers and Club Members for approval. Provides notification of all meetings, files the approved minutes as well as submits to the Club Webmaster for website publication and receives, introduces, and maintains the correspondence of the Club. If the Secretary is unable to attend any meeting, it is their responsibility to designate an appropriate representative to fulfill the duties of secretary for that unattended meeting.
10) PAST PRESIDENT
Serves as a consultant and advisor to the Executive Board, providing continuity of operation from administration to administration. Attends all Executive and Club Member meetings. Serves as a voting member of the Executive Board. Acts as a non-voting member of the Nominating Committee. In the event that the President or the Executive Vice President is unable to fulfill his duties and has not designated an alternative, the Immediate Past President will act as President.
11) MEMBER AT LARGE
There will be (3) Member at Large positions on the Executive Board. These positions will be filled by new members to the Board to learn how the club operates.
Any Officer absenting themselves without cause from three (3) consecutive meetings, or any Officer failing to discharge their prescribed duties, or who resigns, may have his Office declared vacant by two-thirds (2/3 ‘s)vote of the Executive Board.
Article 11- Elections Back To Top
A. Officers shall be elected at the Annual General Membership Meeting.
Officers shall be elected at the Annual General Membership Meeting.B. The term of officer shall be one (1) year.
The term of officer shall be one (1) year.C. Assumption of office shall be after adjournment at the Annual General Membership Meeting.
Assumption of office shall be after adjournment at the Annual General Membership Meeting.D. The President may not serve more than Four (4) succeeding terms in office.
The President may not serve more than Four (4) succeeding terms in office.E. In the event of a vacancy of an Officer, a special meeting shall be held within thirty (30) days for the election of a replacement. Meeting is called by the President.
In the event of a vacancy of an Officer, a special meeting shall be held within thirty (30) days for the election of a replacement. Meeting is called by the President.Article 12- Committees Back To Top
A. The President shall recommend and the Executive Board must approve the Committee Chairs.
The President shall recommend and the Executive Board must approve the Committee Chairs.B. The standing committees are:
The standing committees are:1) Nominating-Chaired by the Immediate Past President
Nominating-Chaired by the Immediate Past President2) Public Relations (VP-Operations)
Public Relations (VP-Operations)3) Equipment (VP- Operations)
Equipment (VP- Operations)Inventory supplies and equipment. Identify and recommend equipment purchases. Identify and provide equipment storage facilities.
4) Fields and Facilities (VP-Operations)
Fields and Facilities (VP-Operations)Arrange indoor and outdoor playing facilities for games, practices, tournaments and other activities. Marking and maintenance of said facilities. Coordinate and schedule facility use. Coordinate with Registrar for insurance coverage for facility usage.
5) Uniforms (VP- Operations)
Uniforms (VP- Operations)Identify, evaluate, recommend and purchase indoor and outdoor uniforms. Coordinate distribution of uniforms.
6) Long range planning (President)
Long range planning (President)7) First Aid (VP- Operations)
First Aid (VP- Operations)Kits are supplied to all coaches.
8) Tournament (Appointed by Board)
Tournament (Appointed by Board) Article 13- Meetings Back To Top
A. Annually, there shall be at least three (3) Coaches/Membership meetings
Annually, there shall be at least three (3) Coaches/Membership meetings1) Coach/Membership meetings for review and comment on the Annual Program and Budget. This meeting shall be held in November, the date of which shall be established by the Executive Board.
Coach/Membership meetings for review and comment on the Annual Program and Budget. This meeting shall be held in November, the date of which shall be established by the Executive Board.2) Membership meeting for submission and voting on a Final Program and Budget Proposal. This meeting shall be held by December 15, the date of which shall be established by the Executive Board.
Membership meeting for submission and voting on a Final Program and Budget Proposal. This meeting shall be held by December 15, the date of which shall be established by the Executive Board.3) Annual General Membership meeting for the election of Officers, receipt of the annual reports of Officers and Committees and transaction of other business. The Annual General Membership Meeting shall be held between June 1st and July 31st . The date of which will be advertised in three (3) periodicals, such as The Gazette, Glenville Weekly, and the Scotia Journal including the Club website and e-mailed to the general membership.
Annual General Membership meeting for the election of Officers, receipt of the annual reports of Officers and Committees and transaction of other business. The Annual General Membership Meeting shall be held between June 1st and July 31st . The date of which will be advertised in three (3) periodicals, such as The Gazette, Glenville Weekly, and the Scotia Journal including the Club website and e-mailed to the general membership.B. The Executive Board shall meet at least six (6) times per year, including the Coach/Membership meetings. Such meetings shall be open meetings.
The Executive Board shall meet at least six (6) times per year, including the Coach/Membership meetings. Such meetings shall be open meetings.C. Special Executive Board meetings may be called to consider matters of a confidential nature at the discretion of the Executive Board. Such meetings shall be closed meetings.
Special Executive Board meetings may be called to consider matters of a confidential nature at the discretion of the Executive Board. Such meetings shall be closed meetings.D. Notification of all Meetings by the Secretary, setting forth place, date, time and purpose must be made 14 days in advance.
Notification of all Meetings by the Secretary, setting forth place, date, time and purpose must be made 14 days in advance.Article 14- Fees and Dues (re: Article 7) Back To Top
A. Each Player shall be assessed annual Membership dues.
Each Player shall be assessed annual Membership dues.B. Each Member shall be assessed annual Membership dues, with the exception of the Officers and Coaches.
Each Member shall be assessed annual Membership dues, with the exception of the Officers and Coaches.C. Player and Membership dues shall be approved at the Annual General Membership Meeting.
Player and Membership dues shall be approved at the Annual General Membership Meeting.D. Dues are payable and due at Player registration or upon acceptance for Membership.
Dues are payable and due at Player registration or upon acceptance for Membership.E. Members in arrears in their dues will be considered not in good standing and will have their card pulled until dues are paid in full.
Members in arrears in their dues will be considered not in good standing and will have their card pulled until dues are paid in full.Article 15- Parliamentary Authority at Coaches/Membership Meetings Back To Top
A. Robert’s Rules of Order shall be the Parliamentary Authority for all matters of procedure not specifically covered by these Bylaws and or Rules and Regulations.
Robert’s Rules of Order shall be the Parliamentary Authority for all matters of procedure not specifically covered by these Bylaws and or Rules and Regulations.B. The Order of Business shall be:
The Order of Business shall be:1) Attendance (sign in)
Attendance (sign in)2) Silent reading of the Minutes and approval of the minutes by the Membership
Silent reading of the Minutes and approval of the minutes by the Membership3) Officer’s Reports
Officer’s Reports4) Committee Reports
Committee Reports5) Old Business
Old Business6) New Business
New Business7) Communications and comments from the floor
Communications and comments from the floor8) Setting of the next meeting
Setting of the next meeting9) Adjournment of the general public.
Adjournment of the general public.10) Executive Board Meeting (Closed to Public and general membership).
Executive Board Meeting (Closed to Public and general membership).C. Questions of priority shall be decided by the Chair without debate.
Questions of priority shall be decided by the Chair without debate.D. The Order of Business may be altered or suspended at any meeting by a majority of the members present.
The Order of Business may be altered or suspended at any meeting by a majority of the members present.Article 16- Policies and Guidelines and Rules and Regulations Back To Top
A. Policies and Guidelines may be established, changed or rescinded at any Executive Board meeting, by a quorum.
Policies and Guidelines may be established, changed or rescinded at any Executive Board meeting, by a quorum.Article 17- Amendments Back To Top
A. The Bylaws may be amended at the Annual General Membership Meeting, or at a meeting called for that purpose, by a two-thirds (2/3’s) vote of the members present.
The Bylaws may be amended at the Annual General Membership Meeting, or at a meeting called for that purpose, by a two-thirds (2/3’s) vote of the members present.B. Proposed Amendments must be presented to the Members in writing at least 14 days prior to the meeting.
Proposed Amendments must be presented to the Members in writing at least 14 days prior to the meeting.Article 18- Dissolution Back To Top
A. The dissolution and liquidation of the Club requires a three-fourths (3/4’s) vote of the Membership.
The dissolution and liquidation of the Club requires a three-fourths (3/4’s) vote of the Membership.B. Upon dissolution, the Executive Board shall, after paying or making provision for payment of all liabilities, dispose of the remaining assets exclusively for religious, charitable, scientific, testing for public safety, literacy or educational purposes, or for the prevention of cruelty to children or animals; or to such organizations operated exclusively for one or more such purposes: as shall at the time qualifies as exempt organizations under Section 501(c) (3) of the Internal Revenue Code of 1954: or to the Federal Gover
Upon dissolution, the Executive Board shall, after paying or making provision for payment of all liabilities, dispose of the remaining assets exclusively for religious, charitable, scientific, testing for public safety, literacy or educational purposes, or for the prevention of cruelty to children or animals; or to such organizations operated exclusively for one or more such purposes: as shall at the time qualifies as exempt organizations under Section 501(c) (3) of the Internal Revenue Code of 1954: or to the Federal GoverPO Box 243 Club President
Club PresidentCopywrite © Burnt Hills United Socer Club, Inc 2010
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