By-Laws
Brian Cook
Secretary/Treasurer
Twinsburg AC Soccer
P.O. Box 170
Twinsburg, OH 44087
E-mail: jbcook@roadrunner.com
CURRENT BYLAWS
ARTICLE 1 EXECUTIVE BOARD
1.1 The Twinsburg AC will be governed by a five member Executive Board also referred to herein as the “Board.” The Board shall consist of five Officers consisting of a President, Vice President, Secretary/Treasurer, Club Manager, and Registrar. The President and Board shall make further appointments as they see necessary. The Officers shall assume their duties upon election for the term of one year or until their successors are duly elected.
1.2 Board Meetings. The Board shall meet on a regular basis, and shall have general supervision of the affairs of the Club. Regular or Special meetings of the Board shall be called by the President. Special Board meetings may also be called upon written request by three Board members. The Board shall fix the time and place for Regular Club Meetings, make recommendations to the Club Members, and perform such other duties as specified in these by-laws. The Board shall be subject to the orders of the Club, and none of its acts shall conflict with action taken by the Club.
1.3 Quorum for a meeting of the Board shall consist of a majority of the members of the Board being present.
1.4 Nominations for positions on the Board shall be determined by a Nominating Committee, which shall consist of at least two Club Members who are not members of the Executive Board. The Nominating Committee shall be appointed by the Board at the first scheduled Board Meeting following the AGM. The Nominating Committee shall contact Club Members during the year, in order to obtain their acceptance of the nomination and assurance that they will serve in the specified office if elected. Nominations shall be presented in writing to the Board and included in a mailing to the Club Members at least two weeks prior to the AGM.
1.5 Elections. The Executive Board shall be elected at the Annual General Meeting, and shall assume the office from the date of election, and shall remain in office until resignation, removal, or until a successor has been elected. Members elected to the Board shall serve one-year terms.
1.6 No elected Twinsburg AC Board member shall share or hold a Board or Officer position with any other Ohio youth soccer club not affiliated with the OYSAN. This would constitute a conflict of interest between the two Clubs within the area.
1.7 Any Officer may be removed by a 2/3 majority vote of the Executive Board at a meeting duly called and specified for such action. The Officer shall be given a minimum of two weeks notice of the intent to vote for removal.
1.8 Any vacancy in an office may be filled by a majority vote of the remainder of the Board for the unexpired term.
1.9 PRESIDENT-the President shall be the principal executive officer of the Club and shall preside over meetings of the organization and insure that the business of the Club is conducted in accordance with the Constitution and By-Laws.
• The President will set calendar and agenda for both General Membership Meetings and Board Meetings.
• Answer both voice and postal mail.
• He/she shall be ultimately responsible to insure proper Club attendance and representation at all League meetings.
• He/she will approve the master schedule who shall coordinate with the Director of Coaching, the Club Manager, and other Board members appointed to such task.
• He/she shall have secondary signature authority regarding the Club checking account.
• He/she shall appoint all committees except the nominating committees.
• He/she shall perform all duties incident to the office of President and other such duties as may be prescribed by the Club or Board from time to time.
1.10 VICE PRESIDENT-the Vice President shall perform the duties of the President in his/her absence. In addition, the Vice President shall be responsible for the following duties.
• He/she shall be responsible for the creation of appropriate fund raising committees and appointment of chairpersons.
• He/she shall be the primary representative and liaison to, and shall attend required League and OYSAN meetings.
• He/she shall be responsible for the dissemination of information to the Club via the coordination, creation, and distribution of Club newsletters/mailings.
• The Vice-President will also perform any other duties assigned by the President.
1.11 SECRETARY / TREASURER
• The Secretary/Treasurer shall keep the minutes of all Membership meetings, and Board meetings, in one or more books provided for that purpose.
• He/she shall be the custodian of the Club records.
• He/she shall assist the Vice President with the distribution of announcements or mailings.
• He/she shall coordinate team managers for such issues as congratulations, bereavement, or hospitalizations.
• The Secretary/Treasurer shall be bonded and have charge and custody of, and be responsible for, all funds of the Club.
• He/she shall keep and maintain all financial records, and have such available for Board review.
• He/she shall complete and submit any necessary tax forms required.
• He/she shall have primary signature authority regarding the Club checking account.
• He/she shall receive and provide receipts for all moneys due and payable to the Club, and deposit all such moneys in the name of the Club in such banks or other depositories, as shall be selected by the Board.
• He/she shall provide record of collection of Club dues to the President and shall be responsible for the collection of delinquent accounts.
• He/she shall provide a current financial report at each regular Membership meeting of the Club.
• He/she shall create an annual budget for adoption by the Board in time to set registration fees for the coming season.
• The Secretary/Treasurer shall perform all duties incident of the office of Secretary/Treasurer and such other duties as from time to time may be assigned to him/her by the President or the Board.
1.12 CLUB MANAGER
• The Club Manager shall be responsible for the development of the Twinsburg AC team schedules and calendars.
• He/she shall be responsible as chairperson of a committee, which shall coordinate with the coaching staff, Registrar, and other Board members in the proper formation of teams.
• He/she shall organize the Team Managers. Information that is to be disseminated to the Members should be passed through the Club Manager, to the Team Managers, to the Members. To maintain consistency of information disseminated to the Members, this information-chain-of-communication should be used as often as is practical.
• He/she shall insure that all Club players receive training kits and are wearing uniformed gear.
• He/she shall be responsible for the publishing of the standards for uniforms.
• He/she shall be responsible as a liaison with the Schools for the acquisition, development, and maintenance of the fields (such as lining of the fields) and associated equipment.
• The Club Manager shall perform all duties incident of said office and such other duties as from time to time may be assigned to him/her by the President or the Board.
1.13 REGISTRAR-the Registrar shall see that all players are properly and timely registered, and shall perform all functions in connection therewith to see that players acquire and maintain eligibility to play in the OASL.
• The Club Registrar shall keep secured all player records for the Board and OASL review, to include copies of name, address, phone numbers, birth certificates, social security numbers.
• He/she shall maintain a database of such records, following the appropriate OASL or OYSAN registration format.
• He/she shall keep and maintain one official master roster for each team.
• He/she shall update all player passes.
• He/she shall coordinate all Club registration activities as necessary.
• He/she shall attend appropriate League registration activities/events.
• The Registrar shall perform all duties incident of said office and such other duties as from time to time may be assigned to him/her by the President or the Board.
ARTICLE 2 DIRECTOR OF COACHING
The Director of Coaching shall be an ex-officio Board member holding the overall responsibility of selection and mentoring of coaches, coordination of try-outs, selection of new players, training and development, and the technical success of the soccer teams. The Director of Coaching shall be appointed annually by the Executive Board, and shall not have voting privileges within the Executive Board.
• The Director of Coaching should hold a FIFA “D” license or higher. High School Head Coach, Collegiate coaching or NSCA equivalent experience is also acceptable.
• The Director of Coaching may be a paid position, as determined and approved by the Board.
• He/she shall coordinate and run all tryouts.
• He/she shall hire, fire, and train all coaches. The Board must approve all coaches hired/fired.
• He/she shall organize a yearly coaching clinic for any person(s) wishing to become a coach.
• He/she shall develop and maintain a two-year strategic plan, which should be presented to the full membership at the Fall session meeting.
• He/she shall create a yearly training schedule.
• He/she shall report to the Board once per session with a technical report. This report shall be summarized in a presentation to the entire membership at each scheduled Club Meeting.
ARTICLE 3 OTHER DUTIES AND COMMITTEES
The President may appoint one or more persons to perform any of the following duties for the Club. Such appointees may delegate portions of their responsibilities to other persons, however, retain ultimate responsibility for the duties assigned.
3.01 Public Relations Chairperson.
• He/she shall be responsible for the publishing of the Club newsletter.
• He/she shall be responsible for public announcements via the appropriate medium, such as internet, cable TV, newspaper, or newsletter.
3.02 Rules and Officiating Chairperson.
3.03 Nominating Committee. To be appointed by the Board for the purpose of preparing a list of nominees for each of the elected Board positions to be filled at the AGM. The Nominating Committee shall prepare a report to be presented to the Board at least two-months prior to the AGM.
3.04 Team Managers. Team Managers are to be selected and appointed by the appropriate Team Coach and Club Manager. The Team Manager shall assist Coaches in the preparation and maintenance of the player pass notebooks and shall act as information conduits to the Club members.
3.05 Other committees necessary to the operations of the Club.
ARTICLE 4 OMBUDSMAN / HOUSE MANAGER
The Board President may appoint a Board member to the position of Ombudsman for the purposes of managing internal disciplinary issues with the Twinsburg AC. This individual may act as the Ombudsman receiving comments or complaints regarding the coaching, training, or other disciplinary issues within the Club. This individual shall collect relevant information and report such matters directly to the President, upon appropriate research to insure that all matters are understood, in accordance with Article 5, Conduct of Members, prior to any required Board action.
ARTICLE 5 CONDUCT OF MEMBERS
5.01 The Board may convene as a Board of Conduct to rule on matters of, or pertaining to, the conduct of any officer, coach, player, or other Club member on matters of, or pertaining to, discipline or disputed decisions. The ruling of the Board of Conduct on such matters is final. The Board of Conduct meetings shall be closed to the public.
5.02 The conduct of members, coaches, players shall be set in guidelines in the Rules, Regulations and Policies. City of Twinsburg ordinances and policies are always in effect within the City, at City facilities and on City fields utilized by the Club.
5.03 Suspension and Expulsion of Club Member.
Disciplinary matters regarding Club Members shall be addressed by the Executive Board. Any Member of the Club may be suspended or expelled from membership, because of actions contrary to the purpose or rules of the Club, by a resolution passed by not less than two-thirds of the Executive Board. The member may apply to the Board for reinstatement after 18 months from the date of suspension or expulsion.
5.04 Suspension and Discipline of Board Members, Players or Coaches.
Any member of the Board of Directors, Players, and Coaches shall abide by codes of conduct as set in the guidelines in the Rules, Regulations and Policies, and are subject to the disciplinary rules and consequences established by the OYSAN and USSF.
ARTICLE 6 AMENDING THE BY-LAWS
6.01 The Executive Board may propose amendments to the By-Laws. Such proposals require a 2/3 majority vote of the Board, at a meeting duly called and specified for such action. Such recommended changes to the By-Laws must be presented to the Club Membership for approval at a Regular or Special Club Meeting.
6.02 The By-Laws may be amended, altered, or repealed by a 2/3 majority vote of total membership when a quorum is represented. Any proposals or motions to amend or change the By-Laws must be presented to the membership in writing at least two-weeks prior to the meeting scheduled for that purpose. The revised By-Laws and/or any amendments shall become effective after the adjournment of the meeting upon which it was voted, providing there is no other date specified for the effective date.
