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Watchung Hills Soccer Association(Serving Long Hill Township, Warren, Watchung & Green Brook, NJ)WHSA HOTLINE: (908) 647-8342 |
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ARTICLE 1.00: NAME
The name of the corporation shall be “Watchung Hills Soccer Association, Inc.,” a not-for-profit corporation hereinafter referred to as “ WHSA.” The club shall be commonly known, and may be officially listed for competitive purposes, as the Watchung Hills Soccer Association.
The official address
of the WHSA
will be:
Watchung Hills Soccer Association,
PO Box, Watchung, New Jersey
ARTICLE 1.01: PURPOSE
The purposes for which the corporation is organized are:
To develop, promote and govern the game of soccer among youth (under 19 years of age) within the Warren, Watchung, Green Brook, and Long Hill townships.
To promote and instill good sportsmanship through the organization, operation, and maintenance of both recreational and travel soccer programs.
To facilitate an ongoing education process for the players, parents, and general public with respect to the game of soccer and the value of the sport to them.
ARTICLE 1.02: SEASONAL YEAR
WHSA will operate on a seasonal year, beginning August 1st and ending July 31st of the following year.
ARTICLE 1.03: INCORPORATION
The WHSA is a non-profit corporation and is so incorporated under Section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3).
The WHSA is not organized for pecuniary profit or financial gain, and no part of its assets, income or profits shall be distributable to or inure to the benefit of its members, directors, or officers.
The officers and directors of the club shall not be individually liable for the club’s debts or other liabilities and the private property of such individuals shall be exempt from any corporate debts or liabilities.
ARTICLE 2.00: AFFILIATIONS
The WHSA, its officer and members will be affiliated with and governed by these bylaws and by the rules and regulations of the United States Soccer Federation (USSF), the United States Youth Soccer Association (USYSA) and the New Jersey State Youth Soccer Association (NJSYSA). The WHSA is currently affiliated with the Mid New Jersey Youth Soccer Association (MNJYSA). This affiliation may be changed at the discretion of the Board of Directors.
ARTICLE 3.00: FINANCIAL OWNERSHIP
All moneys paid as player dues or assessments or as team dues or assessments or raised by any fund raising activity under the name of WHSA or any of its member teams, is the property of WHSA and cannot be dispersed in any manner inconsistent with these bylaws.
The Board of Directors, hereinafter referred to as “the Board,” shall decide on any questions regarding ownership or disbursement of WHSA funds.
The Treasurer shall open and maintain such checking and/or savings and/or investment accounts in the name of WHSA at a bank or other accredited financial institution as may be approved by the Board.
The Treasurer shall be designated as the primary agent of WHSA on all club accounts.
The President shall be designated as the secondary agent on all club accounts.
The Treasurer shall track all club accounts on a monthly basis and shall report the status of the same at each Board meeting.
The Treasurer shall report and make available at the annual meeting a review of prior year receipts and disbursements.
ARTICLE 4.00: FUND RAISING
Fund raising projects or events or other activities sponsored by the WHSA or by member teams must be approved by the Board.
Proposals for WHSA or team member fund raising activities must be presented to the Board in writing. Proposals shall be submitted no later than two (2) months prior to the event.
ARTICLE 4.01: TRAVEL TEAM SPONSORS
The WHSA
permits individual teams to obtain outside funding for their teams.
All funding is subject to the following provisions.
All
Team Sponsors must be approved by the Board each year.
All
proceeds from Team Sponsors are disbursed as follows: 25% to the club, 75% to the individual team,
subject to Board approval. All
funds shall be deposited in the appropriate WHSA bank accounts and then
disbursed by the Treasurer to the team who obtains the sponsor.
Any
team that obtains a Sponsor is not allowed to alter the WHSA uniform in any
way. Sponsor recognition can
only be displayed on
items
such as athletic bags or warm-up
suits.
The Board reserves
the right to reject any sponsor for any reason at any time.
Team sponsorship is available in three (3) distinct levels, each with its
own benefits. (See
Exhibit 1)
ARTICLE 5.00: MEMBERSHIP
The Watchung Hills
Soccer Association
teams are comprised of boys or girls ages 7 to 19, born between August 1st
and July 31st of two consecutive calendar years.
All travel team players must hold a NJSYSA player pass for their
appropriate age group.
ARTICLE 5.01: MEMBERSHIP RESPONSIBILITIES
It is the obligation of each member of the WHSA to adhere to the bylaws and rules of this organization and to those of affiliated organizations in all matters pertaining to local, district, interdistrict, regional, national and international competition or other activities carried out by or under the name of the organization. Such obligation is a condition of membership.
ARTICLE 5.02: MEMBER SUSPENSION AND EXPULSION
Members may be suspended or expelled from the WHSA for reasonable cause by the Board, after a hearing at which the member has had a reasonable opportunity to oppose such action.
ARTICLE 5.03: SUSPENSION
A suspended member is still a member; that is, suspension does not terminate but rather deprives the member of the exercise of membership privileges until the reasons for suspension are rectified or until the member is expelled.
ARTICLE 5.04: EXPULSION
An expelled member is no longer a member of the organization and retains no privileges of membership. Expelled members may not reapply for membership for a period of one calendar year from the date of expulsion. Reapplication must be approved by the Board.
ARTCLE 5.05: MEMBERSHIP RESTRICTIONS
No individual or team member representing the WHSA in any capacity shall use or make available for use any data resulting from player or team registration forms without the approval of the Board.
No individual or team member representing the WHSA in any capacity shall use the name WHSA or any of its activities or information without approval of the Board.
ARTICLE 6.00: CLUB COMPOSITION
The WHSA is divided into two groups, a recreational group and travel group. The recreational group is divided into four divisions by school grade, that is K-1, 2 –3, 4-5, and 6-8 grades. The travel group is comprised of 6 distinct divisions, each with its own rules and regulations as set forth herein and, from time to time, by the Board.
ARTICLE 6.01: RECREATIONAL GROUP
Recreational group programs will operate in three distinct seasons, fall outdoor, winter indoor and spring outdoor. The purpose of the intown recreational groups is to provide any child with an interest in the sport of soccer the opportunity to participate. The focus is on skill development and enjoyment of the sport of soccer. Teams will be drafted under the direction of the Intown Coordinator by the parents who volunteer to coach the team, there will be no tryout program. It is the intent of this program to divide the players equally both by age and any prior playing years in the recreational program in order to create balanced teams. Sponsorship funding for recreational teams will be maintained separate from travel team funding (i.e., tee-shirts may carry sponsor names).
ARTICLE 6.02: FALL and SPRING RECREATION PROGRAMS
Separate Boy and Girl divisions will be established for each group level. During the fall and spring seasons Kindergarten and First grade players will receive Saturday training sessions, providing time for skill development as well as an opportunity for scrimmage time during each session. Grades 2 and 3, Grade 4 and 5, and Grades 6, 7 and 8 will play organized games with referees. These groups should continue to offer skill development with a scheduled Saturday game each week per a schedule developed by the In town Coordinator for each age group. It is the intent of this program to divide the players equally both by age and any prior playing years in the recreational program in order to create balanced teams.
ARTICLE 6.03: INDOOR WINTER RECREATIONAL PROGRAM
Kindergarten players are not eligible for the indoor winter season. Groups and Divisions will be established by the Intown Coordinator based upon the enrollment in each age group. Divisions for Boys and Girls will be established for each group. Teams will be comprised of a minimum of seven players per team, drafted by parents who volunteer to coach teams at each group level. There will be no tryouts for this program. Both recreational and travel players are eligible for the indoor program. It is the intent of this program to divide the players equally both by age and any prior playing years in the recreational or the travel program in order to create balanced teams.
ARTICLE 6.04: DIVISION 5 & 6 TRAVEL TEAMS (U-8, U-9 & U-10)
Tryouts are held each year in May or June. The W HSA supports a maximum of three (3) teams at each age level. All participants at a tryout, regardless of which team they may have played for in the past, are placed in one group. All participants must try out and play for their age-appropriate team. No playing up is allowed (except grade-appropriate children may play for an older team at a coach’s request with prior Board approval.)
Divisions 5 and 6
are considered to be developmental travel teams. Therefore, it is the intent of the Board to establish teams of relative
equal strength whenever possible. If
there are 2 teams, they are divided so that they are both approximately equal in
player skill and ability. Every
attempt will be made to assign the teams within one flight level of each other
in the club-designated league. If
there are 3 teams, the top players from the tryouts are divided into 2
approximately equal teams, with the remaining players on a 3rd team
playing in a lower flight.
The
Board is assisted by Board approved evaluators on grading each candidate in
various categories of soccer skills. The
coaches are
encouraged to play
an active role in the tryout evaluation process. The evaluators will prepare a preliminary list based on
the results of the tryouts. The
coaches and
the
Division
Coordinator,
using the preliminary list as a guide, will
then conduct a player draft.
The team lists
will be
based on evaluations from the tryouts and coaches’ assessments of the
players’ athletic ability, skill level, field awareness, attitude and team
needs.
Coaches
will have the
sole discretion of choosing up to three players from the tryout pool regardless
of the evaluation results. The
purpose is to provide an alternative to the selection process for uncharacteristic
or poor tryout performance of a player.
If
a player meets all of the practice
and training requirements
set by the coach, then the player shall play a minimum of half of each
game.
Small Sided Teams
shall be allowed fourteen (14) registered players at any given time and will be
required to carry a minimum of eleven (11) players.
Teams formed at any age group may choose
a team name,
which must be submitted to and approved by the Board.
No small-sided team
may contain more than three
(3) players who are not residents of the designated Townships without
specific approval of the Board. No
small-sided team may have a player with a secondary pass.
No tryouts will be
permitted other than those scheduled and approved by the Division
Coordinator. If there are
openings on a team after tryouts for whatever reason, additional players may be
added at the discretion of the coach without additional tryouts only with the
approval of the Board.
ARTICLE 6.05: DIVISION 3 & 4 TRAVEL TEAMS (U-11, U-12, U-13 & U-14)
Tryouts are held in
May or June and players are selected for the entire year (fall and spring
seasons). Returning players must
attend tryouts each year and are not guaranteed a spot on the team.
A maximum of three (3) teams may exist at each age level for each of the
Boys’ and Girls’ programs. Teams
at this level will be designated by competitive ability, either by letters (A,B,C)
or by colors. Every attempt will be
made for the structure of these teams to be age-specific.
However, when there is a shortage of available players in any age group,
that division’s age groups will be blended by ability with the approval of the
Board.
The Board is
assisted by Board approved evaluators on grading each candidate in various
categories of soccer skills. The
coach may play an active role in the tryout evaluation process. The
evaluators
made up of the
assigned trainers
and the
Division Coordinator
will review
the evaluation reports and prepare
the list of players for
each team. The list is based
on evaluations from the tryouts and coaches’ assessments of the players’
athletic ability, skill level, field awareness, attitude and team needs. The
coach will then be given the opportunity to review the planned roster.
Coaches will have
sole discretion of choosing up to three players from the tryout pool regardless
of the evaluation results. The
purpose is to provide an alternative to the selection process for
uncharacteristic or poor tryout performance of a player.
Once the “A”
Team’s roster is set, the “B” Team is established, the Board examines the
remaining candidates to determine if there are enough skilled players to form a
third team. Also
considered is the availability of a qualified head and assistant coach, who by
league rules would both need to have earned at least a Level F coaching license.
If all of these requirements can be satisfied, the Board may allow the
formation of the third team. The
first team formed at any age group will be referred to as the “A” (or Gold)
Team, the 2nd team will be the “B” (or Blue) Team.
The 3rd team, where appropriate, will be the “C” (or Red)
Team.
All Division 3 &
4 WHSA
teams shall be allowed a maximum of eighteen (18) registered players at any
given time and will be required to carry a minimum of fourteen (14) players.
Teams may contain no more than three
(3) players who are not residents of the Townships without specific
approval of the Board.
No tryouts will be
permitted other than those scheduled and approved by the Board.
If there are openings on a team after tryouts for whatever reason,
additional players may be added at the discretion of the coach without
additional tryouts only with the approval of the Board.
ARTICLE 6.06: DIVISION 1 & 2 TRAVEL TEAMS (U-15, U-16, U-17, U-18 & U-19)
Players are selected
for the spring season. Players
will be selected from past WHSA
Division
3 level players,
as well
as
players who participate
in the soccer program at Watchung
Hills Regional High School.
Returning
players are not guaranteed a space on the team
they played with the
prior season. Multiple teams
may exist at each age level for each of the Boys’ and Girls’ programs with
the prior approval of the Board, with the understanding that any WHSA
Division 1 & 2 team shall be competitive at the designated league of play up
to premier level. When more than
one team exists at any age level, they will be considered equal teams and
players may select to tryout for any age appropriate team without prior
permission of the club or any coach. After
the official team rosters are submitted to MNJYSA, no player may be added to the
roster of any team without Board approval.
Playing
up is allowed at
the Division 1 and 2 levels based on skill assessment from the coaches.
In addition, grade-appropriate children may play for an
older team with prior Board approval. Any
player may, at the discretion of the Board, the Division 1 & 2 Coordinator
and all coaches involved, play up on to the oldest Boys’ or Girls’ team.
All Division 1 &
2 WHSA
teams shall be allowed eighteen (18) registered players at any given time and
will be required to carry a minimum of thirteen (13) players.
Every
effort will be made to fill team positions with players from the four
townships,
which
are part of WHSA before players from outside are selected.
There is no limit
on the
number of players
from outside the four townships for these teams.
Any player
registered to a team is bound to that team for the entire year unless a transfer
is requested and granted by the Board. No tryouts will be permitted other than those scheduled and
approved by the Board.
If there are
openings on a team after tryouts for whatever reason, additional players may be
added at the discretion of the coach with the approval of the Board.
ARTICLE 7.00: PLAYER REGULATIONS
WHSA
Player Code of Conduct.
Plays
aggressive, but plays within the rules of the game of soccer.
Demonstrates
self-control.
Respects
the officials and accepts their decision without gesture or argument.
Wins
without boasting; loses without excuses and never quits.
Remembers
that it is a privilege to represent the WHSA.
ARTICLE 7.01: DUES
Each player shall be
responsible for payment of club dues for each year in which he or she
participates. Dues assist in the
payment of costs of team registration, training, field maintenance, and club
operating expenses. Dues do not
cover team or individual travel expenses, uniforms, tournament fees, or any
other additional expenses brought about by team or individual participation in
any outside soccer related events. No
player shall be permitted to participate in any club matches until full payment
of dues is received. The Board has
the right to grant partial or full scholarships for any player who petitions the
club and needs financial aid.
ARTICLE 7.02: BEHAVIOR
Both player, and
his/her parents, shall represent the club appropriately by demonstrating good
sportsmanship, team spirit, self-discipline and respect for others.
ARTICLE 7.03: ATTENDANCE
Each player is
expected to attend all games and practice sessions and to work on skill
development outside of regular team practice sessions.
Players are encouraged to attend off-season soccer camps.
ARTICLE 7.04: REMOVAL
Players cannot be
removed from a team during a regular season except for disciplinary reasons,
including poor attendance. Removal
for such disciplinary reasons must be approved by a majority vote of the Board.
ARTICLE 8.00: COACHING REGULATIONS
WHSA
Coaches Code of Conduct.
Treats
own players, parents, and opponents with respect.
Teaches
and inspires soccer players to love the game, and instills the desire to compete
fairly.
Is the
type of person he/she wants the players to be.
Sets high
standards of performance and conduct and maintains control and discipline of the
team at all times.
Respects
the judgment and interpretation of the rules by the officials.
Realizes
that he/she is a teacher/coach and therefore understands the game and proper
soccer behavior at all times.
ARTICLE 8.01: TRAVEL COACHING REQUIREMENTS
Head coaches,
assistant coaches, managers, trainers and team-parent representatives must be
over twenty-one (21) years of age unless approved by the Board.
All WHSA
coaches must be approved by the Board each year (May) in a time frame and manner
that is consistent with the annual team tryout schedule.
Once assigned during the year, any WHSA
coach may be removed from his/her position for reasonable cause by the Board
after a hearing at which he/she has had a reasonable opportunity to oppose such
action. Grounds for removal may
include, but are not limited to violation of the WHSA
Coaches Code of Conduct, failure to abide by club rules and regulations and
failure to attend Coaches meetings.
All coaches and
trainers must complete a coaches training course leading to a USSF Class F
(minimum) license and must comply with or complete such N.J.S.Y.S.A., U.S.Y.S.A.
and designated league of play certifications and other procedures as those
bodies may require from time to time.
Every WHSA
Coach will attempt to maintain, with a balance of training and education, an
atmosphere that will provide all players the opportunity to excel in the sport
of soccer within the spirit of fair play.
A team may not hold
a practice or play a match unless a Board approved, U.S.S.F. carded coach and/or
trainer is in attendance and assuming responsibility for coaching the team.
All WHSA
teams will participate in the league of play designated by the club (currently
the MNJYSA).
The league of play may be changed at any time by the Board.
No team may participate in a different league or any additional leagues
without prior written approval of the Board.
Any team wishing to
play in a league flight other than their age – and gender – appropriate
flight must first obtain permission from the Board.
Any team wishing to
participate in a travel tournament must obtain permission from the appropriate
Division Coordinator before applying to the tournament.
No team attending a travel tournament will be permitted to bring guest
players to the tournament without prior approval of the appropriate Division
Coordinator. Any WHSA
coach wishing to take a WHSA
player from another team as a guest player must first obtain permission from the
player’s coach before approaching the player.
The number of
tournaments each individual team enters as well as the number of practice
sessions each team holds is at the discretion of the coach, subject to the
approval of the Board.
In general, WHSA will pay for two tournaments
in each season (fall and spring). Teams
can enter additional tournaments and can request funding from the Board.
The Board will make
the final decision as to whether additional tournaments will be paid for by WHSA.
All WHSA
coaches are responsible for any fines incurred by their teams.
All fines must be paid at the conclusion of each season.
In addition to all
outstanding fines being paid all WHSA
required
paperwork, including club roster forms, must be completed before any team is
permitted to be registered.
All Division 3, 4, 5
& 6 coaches are restricted from any coaching involvement with travel teams
other than those of the WHSA.
There is no restriction on coaching Recreational or Select teams.
All Division 1 &
2 coaches are restricted from any coaching or training involvement with other
travel teams within the designated league of play.
There is no restriction on coaching Recreational or Select teams.
ARTICLE 8.02: TRAINERS
Any WHSA
travel team wishing to use a trainer must receive prior approval from the
Coaches Coordinator. In
general WHSA will provide trainers twice per week.
One session will be at
a pre-determined time established by the Board on
Saturday.
The second session will scheduled during a weekday time meeting the needs
of the team’s head coach. No
team will receive reimbursement for any
additional trainer expenses unless they have properly executed a Request
for Trainer form before each training session.
Training privileges can be revoked by the Board based on lack of
participation by any team at training sessions.
No team may select a
trainer (regardless of whether or not they wish to be compensated by the WHSA)
without prior approval of the Board. No
team may negotiate a fee with a trainer or coach without prior approval of the
Board.
Use of trainers is
subject to funding availability from WHSA
but may also be self funded by individual teams requesting to fund a trainer.
ARTICLE 9.00: CLUB RESPONSIBILITIES TO TRAVEL TEAMS
The WHSA
will be responsible to all teams for the following:
·
Reimburse
teams for all League and State Cup referee fees provided the request for
reimbursement is made on the appropriate form.
·
Reimburse
teams for all State Cup entry fees provided the request for reimbursement is
made on the appropriate form.
·
Reimburse
teams for indoor tournaments or training up to a maximum of $500.00 per team,
where club funds are available, provided the following conditions are met:
The team
requests the use of a trainer from the Coaches Coordinator before each training
session.
The team
uses a WHSA
approved Trainer.
The team
submits a Request for Trainer form for each session.
The team
receives permission from the Board before applying to the tournament.
The dollar amount
the club will reimburse each team for trainers will be determined on a yearly
basis by the Board.
ARTICLE 10.00: TRAVEL UNIFORMS
All Division 6, 5, 4
& 3 WHSA
teams will wear a combination of Orange, Black and White jerseys with Black
shorts as their primary uniform and have a solid orange or white alternate
jersey. Official WHSA
jerseys and uniforms are to be worn to all games and tournaments with the
exception of summer tournaments. Individual
teams may elect to wear approved WHSA T-shirts to summer tournaments.
Division 1
& 2 teams may select their own uniforms of
orange, black and white with prior approval of the Board.
ARTICLE 11.00: OFFICERS
QUALIFICATIONS
Candidates for the WHSA
Board must be members in good standing and over twenty-one (21) years of age,
and candidates for particular officer positions must meet the criteria set forth
below.
ARTICLE 11.01: SELECTION
All WHSA
Board openings, as hereinafter set forth, shall be nominated by the nominating
committee appointed by the WHSA
President and shall be elected at the following Board Meeting by a vote of Board
members.
ARTICLE 11.02: TERM OF OFFICE
All elected Board
members shall serve a twenty-four (24) month term from August 1st through July
31st of the second year and may be re-elected for up to two
additional terms by a majority vote of the Board.
ARTICLE 11.03: RESIGNATION
Board members may
resign by submitting a written notice to the Board.
Unless otherwise specified in the notice, the resignation shall take
effect upon receipt thereof by the board. Acceptance
of the resignation by the Board shall not be necessary to make it effective.
ARTICLE 11.04: REMOVAL FROM OFFICE
Board members may be
removed from his or her position for reasonable cause and by due process by the
Board after a hearing at which they have reasonable opportunity to oppose such
action. Any Board member missing
three (3) consecutive meetings without providing a justifiable excuse will have
his/her membership reviewed at the next Board meeting for further action.
ARTICLE 11.05: REPLACEMENT
In the event that
the President resigns or is removed from office prior to the normal end of the
current term, the First Vice-President shall assume all the duties of the
President for the balance of the current term.
ARTICLE 11.06: BOARD MEMBERSHIP
The Board shall be
comprised of eleven (11) voting members, elected from the current club
membership. The eleven will consist
of the following:
PRESIDENT
FIRST VICE PRESIDENT
SECOND VICE
PRESIDENT
FACILITIES
COORDINATOR
COACHES/TRAINING
COORDINATOR
SECRETARY/WEBMASTER
TREASURER
INTOWN RECREATIONAL
COORDINATOR
DIVISION 1 & 2
PROGRAM COORDINATOR
DIVISION 3 & 4
PROGRAM COORDINATOR
DIVISION 5 & 6
PROGRAM COORDINATOR
ARTICLE 11.07: DUTIES
The duties of
the Board will be as follows:
ARTICLE 11.08: PRESIDENT
The
President’s duties and responsibilities shall include the following:
To
serve as the general representative of the WHSA
in all matters.
To
carry out such other duties as from time to time are assigned by the Board.
To
oversee WHSA
community relations with various local government agencies and businesses.
To
oversee the development and compliance of the WHSA with the MNJYSA Kid Safe
Program.
ARTICLE 11.09: FIRST VICE-PRESIDENT
The First
Vice-President’s duties and responsibilities shall include the following:
To
exercise the duties and responsibilities of the President in the absence of the
President.
To
oversee WHSA
community relations with various local government agencies and businesses.
To
represent the WHSA
at all MNJYSA meetings and functions.
To
complete all forms and paperwork required to have the W HSA
represented in the MNJYSA
To
satisfy the responsibilities of a WHSA
representative as defined by the MNJYSA,
including the selection of all league games.
To work
with each of the Travel Division Coordinators and ensure that consistent policy
is maintained at each level
To carry
out such other duties as assigned by the President.
To serve
as liaison to all WHSA
parents.
To
develop and oversee an annual WHSA
awards
ceremony.
ARTICLE 11.10: SECOND VICE PRESIDENT
The duties and
responsibilities of the Second Vice President shall be as follows:
To
initiate fund raising projects or events or other activities sponsored by
the WHSA
or by member teams as approved by the Board.
To
communicate proposals for WHSA
or team member fund raising activities in writing to the Board
To
oversee the running of a WHSA Publicity Program.
To
develop a process and procedure manual
To
develop and communicate educational programs for players and parents.
To
assist the
President and Vice President in WHSA
community relations with various local government agencies and businesses.
To
carry out such other duties as from time to time are assigned by the
President.
ARTICLE 11.11: FACILITIES COORDINATOR
The duties and responsibilities of the Facilities Coordinator are as follows:
· To represent the WHSA in dealings with local community agencies on matters concerning facilities for use by the WHSA including practice and game fields and/or gymnasiums. This is to include but not be limited to lining of fields, netting and maintaining of goals and procurement of team equipment.
· To schedule all indoor and outdoor practice times.
· To insure that game fields are ready for play (i.e. goals, lines, nets, corner flags).
· To handle the disbursement and maintain inventory of all team related supplies (i.e. balls, medicine, first aide kits, patches, uniforms, clothing and other related team apparel.)
· To secure and ensure referee assignments at all WHS A home games.
ARTICLE 11.12: COACHES/TRAINING COORDINATOR
The duties and responsibilities of the coaches, training coordinator are as follows:
· To secure and develop coaches at all levels.
· To organize and coordinate a coaching clinic each year leading to a USSF Class F and/or E license.
· To organize and coordinate a series of coaching clinics designed to improve the coaches’ technical and tactical knowledge of the game, the rules of the game, and the rules of the WHS A.
· To research and secure coaches training aides and make available to member teams and coaches.
· To maintain and provide a list of potential head coaches, assistant coaches and trainers annually to the Board.
· To approve/communicate individual traveling team use of a trainer, provided financial commitment has been approved by the Board.
To make recommendations to the Board when a coaching vacancy occurs.
· To oversee the WHSA tryouts, including publicity in advertisements through newspaper advertisements, handouts and other forms of communications.
· To coordinate the trainers for the Kindergarten/ First Grade Saturday clinic program.
ARTICLE 11.13: TREASURER
The duties and responsibilities of the Treasurer are as follows:
To prepare an annual budget and to present it to the Board for approval.
· To provide details of WHSA income and expenses at each Board meeting.
· To complete and file all income tax returns and/or reports with appropriate state and federal agencies.
· To carry out such other duties as from time to time are assigned by the President.
· The Treasurer shall open and maintain such checking and/or savings and/or investments accounts in the name of WHS A at a bank or other accredited financial institution as may be approved by the Board.
· The Treasurer shall be designated as the primary agent on all club accounts.
· The Treasurer shall track all club accounts on a monthly basis and shall report the status at each Board meeting.
ARTICLE 11.14: SECRETARY/WEBMASTER
The duties and responsibilities of the Secretary are as follows:
· To record and publish minutes of all Board meetings.
· To give proper notice to all Board and/or membership meetings or other organizational events.
· To attend to and be custodian to all office records and correspondence files of the organization.
· To publish and distribute minutes, notices and other communications as requested.
· To procure all insurance certificates needed for the WHSA use of area facilities.
· To coordinate and procure the WHS A’s coverage, including medical coverage, insurance coverage and the processing of all claims.
· To coordinate and record the registration of all WHSA members.
· To develop and oversee the upkeep of a WHSA web page.
· To act as webmaster for WHSA to the MNJYSA webpage. Input all scores, and score verifications in a timely manner. All games must be verified within one week of the scheduled playing time.
· To establish and maintain a WHSA membership roster book.
· To maintain an adequate supply of all forms that may be needed by WHSA teams and/or players.
ARTICLE 11.15: INTOWN RECREATIONAL COORDINATOR
The duties and responsibilities of the WHS A Intown Recreational Coordinator are as follows:
· To oversee the selection, registration, and operation of the Intown soccer program for grades kindergarten through eighth grade.
· To act as liaison between coaches, the Intown committee representatives and the Board.
· To establish and chair an Intown parent soccer committee with at least 5 members
· To direct said committee to help organize/assist/manage/ and publicize the WHS A Intown recreational soccer program.
· To carry out such other and further duties as from time to time are assigned by the President
ARTICLE 11.16 DIVISION 1 & 2 PROGRAM COORDINATOR
The duties and responsibilities of the Division 1 & 2 Program Coordinator are as follows:
· To oversee the selection, registration and operation of the Division 1 & 2 travel teams of the WHSA.
· To act as a liaison between the members of the Division 1 & 2 travel teams and the Board.
· To work directly with the Intown Coordinator. Assist in the selection, registration and operation of any portion of the Intown recreational program for kindergarten through eighth grade.
· To carry
out such other and further duties as from time to time are assigned by the
President
ARTICLE 11.16 DIVISION 3 & 4 PROGRAM COORDINATOR
The duties and responsibilities of the Division 3 & 4 Program Coordinator are as follows:
To oversee the selection, registration and operation of the Division 3 & 4 travel teams of the WHS A.
To act as a liaison between the members of the Division 3 & 4 travel teams and the Board.
To assist the Intown Coordinator in the coordination, registration and operation of the recreation program for the fifth through eighth grades.
To carry out such other and further duties as from time to time are assigned by the President.
ARTICLE 11.17: DIVISION 5 & 6 PROGRAM COORDINATOR
The duties and responsibilities of the Division 5 & 6 Program Coordinator are as follows:
· To oversee the selection, registration and operation of the Division 5 & 6 travel teams of the WHS A.
· To act as a liaison between the members of the Division 5 & 6 travel teams and the Board.
· To assist the Intown Coordinator in the coordination, registration and operation of the Intown recreation program for the kindergarten through fourth grades.
· To carry out such other and further duties as from time to time are assigned by the President.
ARTICLE 12.00: BOARD MEMBERS DUTIES AND RESPONSIBILITIES
The duties and responsibilities of the Board shall include but are not limited to the following:
· To conduct all WHSA business in accordance with the WHS A certificate of incorporation, bylaws and all other rules and regulations as may be adopted by the Board from time to time.
· To appoint a nominating committee to present a list of potential new Board members as needed. The nominating committee will consist of 3 current Board members.
· To hear and pass judgment on all requests, protests and appeals brought forth by any member, officer or committee including any request seeking suspension of any Board member, coach member or officer.
· To approve the annual head coaches and trainers list provided by the Coaches/Training Coordinator.
· To have full power to deal with any situation not expressly provided for in the certificate of incorporation of these bylaws.
ARTICLE 12.01: ACTIONS OF THE BOARD OF DIRECTORS
The presence of no less than six (6) members of the Board shall constitute a quorum and shall be necessary for the transaction of business or of any specified item of business.
If a quorum is present, the vote of a majority of the Board present at the time of the vote shall be the act of the Board.
Each member of the Board shall have one vote. Each member must be present at the meeting to vote – no proxies are allowed.
All action of the board shall be final.
The President of the WHS A will serve as the chair of the Board.
ARTICLE 13.00: MEETINGS
The WHS A will hold scheduled Board meetings. The order of business shall be as follows:
Roll Call
Acceptance of Minutes of last Board Meeting.
Correspondence
Treasurer Report
New Business
Special Agenda Items
Adjournment
Board meetings shall be held on a scheduled basis and special meetings may be called by the President or by a quorum of the Board.
Any member or member’s parent wishing to address the Board at a Board meeting may do so by notifying the Board Secretary in writing no less than seven (7) days in advance of the meeting.
A minimum of three (3) days’ notice is required for Board meetings.
The WHS A will hold one (1) Annual General Board Meeting open to all club members including players, parents and coaches. This meeting will include a State of the Club report by the President as well as a financial report by the Treasurer. The normal monthly Board meetings are closed meetings with the exception being those individuals who have been approved in advance to attend and present information or requests pertinent to the clubs' business.
ARTICLE 14.00: PROTEST AND APPEALS PROCEDURE
The purpose of the protest and appeals procedure shall be to hear protests and appeals resulting from the game of soccer among players registered to the WHS A and to hear protests and appeals pertaining to the WHS A bylaws, actions, rules,. regulations and policies as may from time to time be in effect.
Any individual member, team member, player, coach or team manager may present a protest or appeal to the Board.
The objective of the protest and appeals procedure shall be to provide fair, expedient and just hearing for all protests and appeals. The WHS A Board shall hear and pass judgment on all protests and appeals and their decision will be final.
The protest or appeal must be in writing, must describe in detail the grounds for the protest or appeal, and must be presented to the President a minimum of seven (7) days prior to the next scheduled Board meeting.
The Board shall review the protest or appeal and shall schedule a hearing within two (2) weeks of the receipt of the protest or appeal.
ARTICLE 15.00: AMENDMENTS AND CONFLICTS
Proposals to adopt, amend or repeal bylaws may be made by any member of the Board at Board meetings.
Bylaws may be adopted, amended or repealed only by a two thirds majority vote of the Board present at the meeting. The voting will take place no sooner than the monthly meeting following the meeting in which the proposal was presented.
If there are any actual conflicts between these bylaws and the WHS A Certificate of Incorporation, the latter shall govern and these bylaws shall be deemed invalid insofar as they are inconsistent with the certificate of incorporation. To the extent possible, these bylaws and the Certificate of Incorporation shall be interpreted so as to be consistent with each other.
These Bylaws are effective as of September 8, 1999 and replace and supercede any and all prior Bylaws.
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