Spencer County Soccer Association by laws

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Effective June 18, 1998, this organization shall be known as the “Spencer County Sports Association, Inc.” Effective June 25, 2024, this organization shall do business as the “Spencer County Soccer Association.” 

This mission of this organization is as follows: Our mission is to positively impact the development of youth in our community by providing an environment that encourages good sportsmanship, teamwork, and a foundation for all to reach their greatest potential on and off the field. 

 A. Children:

       A. Child’s membership is dependent upon the following enrollment procedures and their participation in athletic competition.

1. A seasonal year will consist of both a fall and a spring season where applicable. 

             2. Every applicant must comply with Kentucky Youth Soccer Association regulations for enrollment. 

             3. Age groups will be determined by players who are the appropriate age according to the birth chart provided by US Soccer. 

                             1. Each child must provide proof of age, i.e., birth certificate, uniform services ID card, other government-issued ID. Hospital, baptismal, or other religious certificates cannot be accepted.

1.  All applicants must complete registration forms and pay registration fees before any practice has begun.

5. Late applicants (those who enroll after the season has begun) must register and pay as previously stated, before beginning practice.

   B. Adults:

         1. Adult participation shall be done on a voluntary basis. Acceptance is dependent upon completion of an application and associated procedures as listed below, or amended.

          2. Volunteers who wish to hold office shall attend meetings prior to being considered for office.

          3. General Volunteers: All coaches must complete an application for and agree to a criminal background check. They must also read any materials provided by the officers, Kentucky Youth Soccer Association (KYSA), and United States Youth Soccer Association (USYSA), and sign a form of agreement and/or acceptance.

          4. Officers: Officers are to be appointed by vote at a general meeting as the needs of the organization warrant.

The officers of the corporation shall hold their positions in graduated terms. The President and Vice President shall serve 2-year terms, and may be eligible for reelection to the positions.

The Secretary and Treasurer shall serve one (1) year terms and may be eligible for reelection to the positions.

Elections for all offices shall be by nomination only, with the voting to take place by secret ballot. The other terms for eligibility, as described in Article III, Section B, must also be satisfied.

A vacancy in any office, due to death, resignation, removal, disqualification, or otherwise, may be filled for the unexpired portion of the term unless the remaining term is less than one year.

         A. The Duties of the President. The president shall be the principal executive officer of the corporation and shall, in general, supervise and control all of the business and affairs of the corporation. When present, the president shall preside at all meetings of the shareholders. The president may sign, with the secretary or any other proper officer of the corporation, certificates for shares of the corporation, any deeds, mortgages, bonds, contracts, or other instruments to be executed, except in cases where the signing and execution thereof shall be expressly delegated or by these bylaws to some other officer or agent of the corporation, or shall be required by law to be otherwise signed or executed; and in general shall perform all duties incident to the office of president and such other duties as may be prescribed by the board of directors from time to time. The President shall be active in all fundraising activities, shall speak on behalf of the corporation and shall be the liaison between the corporation and the Kentucky Youth Soccer Association (KYSA) of the United States Youth Soccer Association (USYSA).

         B. Duties of the Vice President. In the absence of the president or in the event of the president’s death, inability or refusal to act, the vice president (or in the event there shall be more than one vice president, the vice presidents in the order designated at the time of their appointment, or in the absence of any designation then in the order of their appointment) shall 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; and shall perform such other duties as from time to time may be assigned to the vice president by the president. In addition, the Vice-President shall:

                  a. Be knowledgeable of the functions of the Spencer County Sports Association (SCSA) in order to be prepared to fill in for the president if the need should arise.

                  b. Ensure that all officers have necessary resources to fulfill their duties.

                  c. Prepare, submit, and distribute advertising and public relations materials such as brochures, registration forms, and newspaper articles where appropriate. 

         C. Duties of the Treasurer. The treasurer shall: (a) have charge and custody of and be responsible for all funds and securities of the corporation; receive and give receipts for money due and payable to the corporation from any source whatsoever, and deposit all such money in the name of the corporation in such banks, trust companies or other depositories as shall be selected by the Officers; and (b) in general perform all of the duties incident to the office of treasurer and such other duties as from time to time may be assigned to the treasurer by the president. In addition the Treasurer shall:

                  a. Be responsible for reporting the financial status of the corporation at general meetings. 

                  b. Ensure all bills are timely paid.

                  c. Organize fund-raisers with the cooperation of the SCSA officers. 

                  d. To report the financial status of the corporation, as necessary, to KYSA, USYSA, or any government agency.

                  e. To provide an annual written financial report to members upon request, and other financial reports as deemed necessary.

          D. Duties of the Secretary. The secretary shall; (a) prepare the minutes of the members’ meetings and keep them in one or more books provided for that purpose; (b) authenticate such records of the corporation as shall from time to time be required; (c) see that all notices are duly given in accordance with the provisions of these bylaws or as required by law; (d) be custodian of the corporate records and of the seal of the corporation, if any, and see that the seal of the corporation, if any, is affixed to all documents the execution of which on behalf of the corporation under its seal is duly authorized; (e) keep a register of the post office address of each member (f) sign with the president, or a vice president; and (g) in general perform all duties incident to the office of secretary and such other duties as from time to time may be assigned to the secretary by the president. In addition the secretary shall:

                   a. Take attendance at general meetings.

                   b. Record minutes at all meetings, providing copies of and reporting on the minutes at the following meeting.

                   c. Assist other members in carrying out their duties-such as correspondence with KYSA, USYSA, or any appropriate government agency.

                   d. Secure a meeting site for meetings.

                   e. Assist the President and Vice President with any available grant processing. 

                   f.  Assist the Treasurer with processing financial aid forms.

          E. Duties of the four (4) Board Advisors. There will be four (4) board advisors whose duty is to help with whatever is needed by the rest of the board and the association in general.

          F. Removal. Any officer appointed may be removed at any time with or without cause, but such removal shall be without prejudice to the contract rights, if any, of the person so removed.

A. High standards of conduct will be expected of referees, players and volunteers at all times, in accordance with the SCSA Mission Statement and Code of Conduct agreed upon when registering. Any person found to be conducting themselves in a contrary manner will first be given written warning by the SCSA officers. A second offense will result in dismissal from the program. Actions which would warrant such action will be at the discretion of its officers. Examples of unacceptable behavior are:

                    a. Continued profanity

                    b. Abusive acts

                    c. Foul or insulting language

                    d. Any act which could be deemed threatening

                    e. Fighting

B. No discrimination on the basis of race, religion, income, or gender shall be tolerated by any participant at any SCSA function.

C. Unsportsmanlike conduct by a coach, referee, player, or other member of SCSA is strictly forbidden at any game or other SCSA function.

D. Coaches are responsible for the conduct of team supporters, and are expected to assist the referee in his/her efforts to control the game. The referee has the right to eject any coach or player or to terminate the game for reasons of unsportsmanlike conduct. 

E. All ejections of a coach or player from a game, as well as any serious act of unsportsmanlike conduct by any person on or near the field of play, shall be reported by the referee to the SCSA Officers, who will take appropriate corrective action and shall also report the incident to the KYSA Executive Board.

F. A coach, referee, player or other member of the KYSA may be suspended or disciplined according to these rules and procedures.

G. The board may suspend a coach, referee, player, or other member of the SCSA from participation in one or more games for the following offenses: 

            a. Striking and/or directing derogatory remarks toward a coach, referee, player, or official of the SCSA before, during, or after a game.

            b. Receiving two (2) or more ejections from a game in one season.

            c. Consuming intoxicating beverages before, at, or near a game.

H. Suspensions and rulings of the KYSA shall be recognized and enforced by the SCSA upon receipt of notification. 

 Amendments may be proposed by any member in good standing. A vote on the amendment shall take place at the following meeting. To be approved, the amendment must receive a 2/3 (two-thirds) majority vote of members present. Upon approval by SCSA members, all amendments must be forwarded to KYSA for final approval. 

 All adults who have met the enrollment requirements for themselves or their children shall be considered voting members. In order to cast a vote, a member must be present at the meeting in which the vote is to be held. No stand-in votes or absentee ballots will be allowed. Members shall have the right to vote on all matters concerning the SCSA, except matters of finance, which shall be handled solely by the Officers. All votes shall be by simple majority unless otherwise specified or amended. 

A. Funds will be spent on an as needed basis by the officers. If the amount is over $1000, funds must be approved by the majority of the officers before being spent. The President and the Treasurer will sign checks and be able to hold debit cards to buy necessary supplies for the soccer club.

B. All refunds will be sent out within 30 days of the last SCSA scheduled game. The party receiving the refund must provide receipts to the board if it is for items bought. If it is for the non-volunteer fee that is collected up front for each family, they will be automatically sent out within 30 days of the last SCSA scheduled game. It is the party’s responsibility to keep up with the refund request. They have 60 days after the last SCSA scheduled game of the season to bring up any missing refunds. After the 60 days, the refunds will not be awarded.

 A. Annual general meeting- prior to the conclusion of each fiscal year, the President, with the concurrence of the SCSA Board, shall call an Annual General Meeting. Public notice shall be provided 30 days prior to the scheduled meeting date.

B. Parliamentary authority- the rules contained in the Modern Edition of Robert’s Rules of Order shall govern the Association in all cases where they are not inconsistent with these Articles and bylaws and any special rules of order the Association may adopt.

 The corporation shall indemnify to the fullest extent permitted by the Kentucky Statutes any person who has been made, or is threatened to be made, a party to an action, suit, or proceeding, where civil, criminal, administrative, investigative, or otherwise (including an action, suit, or proceeding by or in the right of the corporation), by reason of the fact that the person is or was an officer of the corporation, or a fiduciary within the meaning of the Employee Retirement Income Security Act of 1974 with respect to an employee benefit plan of the corporation, or serves or served at the request of the corporation as an officer, or as a fiduciary of an employee benefit plan, of another corporation, partnership, joint venture, trust, or other enterprise. 

I, Angela Greenwell, as the duly elected and authorized secretary of Spencer County Sports Association, Inc., hereby certify that the foregoing constitutes the bylaws of this corporation as adopted and in full force and effect on this 21 day of July, 1998.