Rules & Regulations (By Laws)
PLYMOUTH SOCCER CLUB (COLONIAL) BY-LAWS
Article I TITLE AND COLORS
A. The official name of this organization is the Colonial Soccer Club (the “Club”).
B. The Club shall be known by the name, style and title of: PLYMOUTH SOCCER CLUB.
C. The colors shall be Red, Black and White or any combination thereof.
Article II OBJECTIVES
A. The Club is organized for the establishment and supervision of a program of soccer education, training and competition of and by soccer enthusiasts.
B. The objectives will be achieved by providing supervised soccer activity.
C. The Board of Directors (the “Board”) shall bear in mind that the example they set as men and woman SHALL TAKE precedence over any desire to win and that the athlete's future development is of prime importance.
D. The Club is organized for charitable, religious, educational and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501 (C) (3) of the Internal Revenue Code 1954 (or the corresponding provisions of any future Internal Revenue Service Law).
E. No part of the new earnings of the Club shall benefit or be distributed to its members, officers, or private persons, except that the Club shall be authorized and empowered to pay reasonable compensation for the services rendered and to make payments and distributions in furtherance of the purposes set forth in the preceding paragraph. No substantial part of the activities of the Club shall be the carrying on of activities of propaganda or otherwise attempting to influence legislation, and the Club shall not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on behalf of any candidate for public office.
F. Notwithstanding any other provision of these articles, the Club shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under Section (C) (3) of the Internal Revenue Code of 1954 or (b) by the organization, contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code of 1954.
Article III GOVERNMENT
A. Board of Directors- The government of this organization shall consist of the duly elected officers and directors of the club known as the Board of Directors.
B. The Board shall consist of the Club Officers, the Intramural Coordinator(s) and the Travel Coach(es).
C. The Club Officers shall consist of the following members:
1. President (Chairman of the Board)
2. Vice President Intramural
3. Vice President Travel
4. Director of Technology
5. Secretary
6. Treasurer
7. Director of Coaching
8. Director of Administration
9. Director of Fields
10. Director of Equipment
11. Director of Fund Raising
12. Chief of Referees
13. Immediate Past President
D. No member of the Board shall have more than one (1) vote.
E. The Board shall manage the organization and have control of Club property.
F. Qualifications of Officers
1. No one shall hold more than one position as a Club Officer at any one time.
2. Any elected Club Officer shall be eligible as a candidate for another office or to succeed one’s self in the following year, except that a Treasurer shall not serve more than three years consecutively
3. Any Club Member 18 or older is eligible to be a Club Officer.
G. Duties of the Club Officers
1. Duties of the President:
a. Presides at all meetings of the Board and the Club.
b. Signs all legal documents and papers.
c. Is an "Ex-Officio" member, but without vote, of every standing or special committee.
d. Performs such duties as are usually attached to the office of the President.
e. Serves as Chairman of the Board.
2. Duties of the Vice President(s):
a. The Vice President Intramural shall administer the Intramural Program.
b. The Vice President Travel shall administer the Travel Program.
c. In the absence of the President, either Vice President may sign all legal documents and papers.
3. Duties of the Treasurer:
a. Pay all obligations of the Club after they have been approved by the Board.
b. Keep a record of all disbursements
c. Present a report of the financial activity and condition of the Club at all Club and Board meetings.
d. Sign all disbursements and checks of the Club. The President may also sign disbursements and checks.
e. Chairs Budget Committee, which develops budgets of the Club in which the Treasurer:
i. Projects all costs and revenue.
ii. Analyzes financial procedures and forecasts.
f. Maintains the Club’s accounts.
4. Duties of the Secretary:
a. Maintains a record of all minutes and the proceedings of the Board and the Club.
b. Keeps a record of all Members attending Club meetings.
c. Signs all legal documents, papers, and resolutions of the Board.
d. Conducts all correspondence of the Club.
e. In the absence of the President:
i. Presides at all meetings of the Board and the Club;
ii. Is an "Ex-Officio" member, but without vote, of every standing or special committee;
iii. Performs such duties as are usually attached to the office of the President.
iv. Serves as Chairman of the Board.
5. Duties of the Directors:
a. The duties of the Directors and the Chief of Referees shall coincide with their elected positions.
b. The Director of Administration shall maintain the Club database.
H. Filling Vacancies:
1. If a vacancy shall exist for any Club Officer or for any Travel Coach, for any reason, the Board shall elect a Club Member to fill such vacancy.
2. Such appointment shall take the affirmative vote of a majority of the Board. If contested, the vote shall be conducted by secret ballot.
3. If a vacancy shall exist for any Intramural Coordinator, for any reason, the President shall appoint a Club Member to fill such vacancy.
4. Any vacancy shall be filled only for the remaining portion of that term and will be effective immediately.
Article IV Meetings
A. Board of Directors:
1. Meetings of the Board shall be held at least quarterly.
2. A quorum must be in attendance to conduct business.
3. A quorum of the Board shall consist of at least at least 10 members of the Board.
4. Special meetings of the Board may be called by the President or by not less than 10 members of the Board.
B. Meetings of the Club:
1. The Annual Membership Meeting (the “Annual Meeting”) shall be held in February, on the third (3rd) Tuesday if possible.
2. A quorum must be in attendance to conduct business.
3. A quorum at the Annual Meeting shall consist of at least 10 Members.
4. Special meetings of the Club membership may be called by the President or by not less than a majority of the Board as prescribed by Roberts Rules of Order.
5. All Members shall sign the roll book which shall be handled by the Secretary.
Article V MEMBERSHIP
A. Any person sincerely interested in active participation to effect the objectives of the Club may apply to become a member.
B. Regular Member:
1. Any person who has a child enrolled in the program.
2. Any person enrolled as an adult player in the program.
3. Any person who performs as a coach, referee, grounds keeper, member of the Board, or member of any Standing Committee.
4. Any other person eligible for membership under paragraph A above may request that the Board consider them for membership. The request is to be acted upon within one month.
5. Any regular member (“Member” or “Club Member”) is eligible to vote at the Annual Meeting or other meetings of the Club.
6. Membership expires on July 31.
C. Membership may be terminated by resignation or action of the Board.
1. The Board by two-thirds (2/3) vote of those present at any duly constituted meeting shall have the authority to discipline, suspend, or terminate the membership of any Member when the conduct of such person is considered detrimental to the best interest of the Club.
2. The member involved shall be notified of such meeting, informed of the general nature of the charges, and given the opportunity to appear before the Board at a specified meeting date to respond to such charges.
Article VI FEES OF REGISTRATION
A. Each participating player will pay an annual fee set by the Board.
B. The Treasurer shall collect all fees at the time of registration.
C. No one shall be denied the right to join because of his or her inability to meet the fee requirements.
D. Fees may be waived by a decision of the Board or those persons so vested with this authority by the Board.
E. The payment of a penalty for the late registration shall be a matter determined by the Board.
Article VII APPEALS
A. Any ruling by an elected and/or appointed official, committee, or Board may be appealed to the Club Officers by any Club Member.
B. This paragraph does not supersede the authority of a referee.
C. Such appeal must made to the Club Officers at a regular meeting of the Club or special meeting of the Club Officers called for that purpose. The Club Officers will act at such meeting by majority vote of those Club Officers present at the meeting so long as there is a quorum of Club Officers present at the meeting. For these purposes a quorum means at least 1/2 plus one of the total number of elected and sitting Club Officers is actually present at the meeting.
Article VIII PARLIAMENTARY PROCEDURE
A. Roberts Rules of Order shall govern in all cases wherein they do not conflict with these By-Laws.
Article IX NOMINATIONS AND ELECTIONS
A. Election of the Club Officers
1. The offices of President, Vice President Intramural, Vice President Travel, Secretary, Treasurer, Chief of Referees, and the six Directors (Technology, Coaching, Administration, Fields, Equipment, Fund Raising) shall be filled at the Annual Meeting.
2. Nominations will open at the January Board meeting.
3. If there is more than one candidate for a position, the election shall be made by secret ballot.
4. It shall take the affirmative vote of at least a majority of the Members present and voting to elect the listed officers.
5. The Club Officers will take office immediately upon the conclusion of the Annual Meeting.
B. Nominations for the Intramural Coordinator(s) will open at the January Board meeting. Elections of Intramural Coordinator(s) will be conducted at the Board meeting following the Annual Meeting. The Intramural Coordinator(s) will take office immediately upon the conclusion of the February Board meeting.
C. Nominations for the Travel Coach(es) will open at the February Board meeting. The Travel Coach(es) will be elected at the March Board meeting. The Travel Coach(es) will take office immediately upon the conclusion of the March Board meeting.
D. The President or the President’s appointee will conduct the nominations and elections.
E. Any Club Member is permitted to nominate another Club member for any position.
F. All nominees must be present or submit a written notice of willingness to be a candidate prior to the election.
G. If two (2) or more members are nominated for the same position, a secret vote (ballot) will be conducted.
H. The Appointee mentioned in D. above will collect the ballots and announce the elected member based on a majority of the votes.
I. The terms of Board members expire following the meeting at which the successor is elected.
J. The Board by two-thirds (2/3) vote of those present at any duly constituted meeting shall have the authority to remove any Board member from the Board when the conduct of such person is considered detrimental to the best interest of the Club.
Article X FINANCE AND ACCOUNTING
A. The Board shall decide all matters pertaining to the finances of the Club and it shall place all income in the Club treasury, directing the expenditures of same in such manner that will best benefit the overall objectives of the Club.
B. The Treasurer shall present for the approval of the Board a budget including all anticipated income and expenditures for the entire year. This budget shall be distributed to the Board no later than December of the prior year and be voted on at the January Board meeting.
C. Any expenditures outside of normal operating expenses of the Club shall be approved by the Board.
D. The Board shall not permit the solicitation of funds in the name of the Club unless all of the funds so raised are placed in the Club treasury.
E. No member of the Club shall receive, directly or indirectly, any salary or compensation from the Club without approval of the Board.
F. All monies received shall be deposited to the credit of the Club in the approved bank and all disbursements shall be made by check.
G. The following bank accounts and signatory authority are in effect:
1. PSC - Checking and Money Market (President or Treasurer Signature)
H. Monies in excess of operating expenses are to be deposited in the bank approved by the Board of Directors to be utilized as a contingency should operating expenses in any given year be in excess of income or a growth fund for the purpose of a particular item as may be approved.
I. The Board shall engage an outside auditor to audit or review the Club’s books and finances in May every other year. The results of the audit or review shall be presented to the Board at the June meeting.
J. Upon dissolution of the Club and after all outstanding debts and claims have been satisfied, the members shall distribute the property of Club to such other organizations maintaining an objective similar to that set forth herein, which are or may be entitled to exemption under Section 501 ( c) of the Internal Revenue Code or any future corresponding provision.
Article XI ADOPTION OF BY-LAWS AND EFFECTIVE DATE
A. Method of Adopting:
1. The Secretary shall notify each member of the Board in writing of the time, date and place of the reading of the By-Laws at least 7 days in advance. A copy of these By-Laws shall be sent in advance to all Board members.
2. It shall take the affirmative vote of at least two-thirds (2/3) of the Board members present.
B. Effective Date:
1. These By-Laws shall become effective immediately upon their adoption.
C. Filing of the By-Laws:
1. The President and Secretary must sign the official copy of the By-Laws.
Article XII AMENDMENTS OF BY-LAWS
A. Method of Amending:
1. Sources of requests for changes:
a. Board of Directors
b. Recommendations from the General Membership
2. The Secretary shall notify each Board member, in writing, of the time, place and date of the reading of the amendment(s) at least 7 days in advance.
3. A copy of the amendment(s) shall be made available in advance to all members.
4. It shall take the affirmative vote of at least two-thirds (2/3) of the Board members present and voting to amend these By-Laws.
B. Effective Date of Amendments:
1. Amendments shall become part of these By-Laws immediately upon their adoption.
Amendment June 15th 2010
A resolution was introduced to remove the right to vote for the remainder of the seasonal year from any Board member who misses four unexcused consecutive Club meetings. A motion was made and passed. Notification to the Club President or Secretary prior to a meeting is required to obtain an excused absence.
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