GCYSA By-Laws

GROVE CITY ARE YOUTH SOCCER ASSOCIATION

BYLAWS, RULES OF COMPETITION, AND GUIDELINES

Date: July 2005

1.0 BYLAWS

1.1 IDENTIFICATION

The name of this Association shall be the Grove City Area Youth Soccer Association. The Association is and shall be a nonprofit organization.

1.1.1 GEOGRAPHIC BOUNDRY

The Association’s geographic boundary shall encompass the same area as Grove City School District. At present this consists of Grove City Borough and the townships of Springfield, Pine, Liberty, and Wolf Creek located in Mercer County, Pennsylvania. No person or organizations within this boundary shall form a soccer club sanctioned by PA-West without permission from PA-West and Grove City Youth Soccer Association. Youth from outside the geographic boundary are permitted to play; even if within another club’s boundaries. However, a player must declare a primary club if playing for more than one club in accordance with PA-West rules.

1.2 PURPOSE

The purpose of this Association shall be to promote, foster, and perpetuate the game of soccer on an amateur level and:

a. To encourage courtesy, proper conduct and respect for authority by players, officials, and spectators.

b. To promote sportsmanship and develop leadership.

c. To develop physical fitness and mental alertness.

d. Said organization is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501c(3) of the Internal Revenue Code (or the corresponding provision of any future United States Internal Revenue Law).

1.3 ORGANIZATION

1.3.1 MEMBERS

The members of the Association shall consist of the properly registered paid players, coaches, referees and Association officers/administrators, and supporters who come under the Association jurisdiction and subscribe to the purpose of the Association and agree to abide by the bylaws, Rules of Competition and guidelines of the Association. The Secretary of the Association shall retain team rosters, and identify coaches, referees and administrators by a special listing.

1.3.2 VOTING MEMBERS

Voting members shall have one (1) vote in Association matters requiring a vote. The following will be considered as voting members:

a. Each officer and appointed Association officer of the Association.

b. Each coach of a properly designated traveling team (normally the coach, or his designated assistant coach or other delegated representative).

1.3.3 AUTHORITY

The authority of the Association shall be vested in the voting members of the Association. The membership will exercise its authority by electing an Executive Committee to manage the Association and by ratifying a set of bylaws.

1.3.4 THE EXECUTIVE COMMITTEE

1.3.4.1 AUTHORITY AND RESPONSIBILITIES

The executive committee has the authority and responsibility to conduct all Association business functions, enforce the bylaws as ratified by the members, and represent the Association in matters related to other State and National Soccer organizations.

1.3.4.2 EXECUTIVE COMMITTEE MEMBERS

The Executive committee shall consist of five (5) elected officers. The Executive Committee shall meet at least once a month during the soccer season. A meeting shall also be called by the President whenever a majority of the Executive Committee so desires. When the President is unable to fill his term of office, the Vice President shall succeed to President. When a member of the Executive Committee, other than the President, resigns or is unable to complete his term of office, the Executive Committee shall be empowered to fill the vacancy until the next election.

a. Elected Executive Committee Members

The elective Executive Committee members shall be elected at the Annual General Meeting.

b. Executive Committee Attendance

Any member of the executive committee absenting self, without cause, from three (3) consecutive meetings of the Executive Committee or willingly neglecting his duties to this Association shall be deemed to have forfeited his position. A two-thirds vote of the Executive Committee is required to declare a position forfeited. A majority of members of the Executive Committee shall be required to conduct business.

1.4 ELECTED ASSOCIATION OFFICERS

The elected Association Officers shall consist of the President, Vice-President, Secretary, Treasurer, and In-House Coordinator.

1.4.1 PRESIDENT

The president shall oversee all activities of the Association and the work of the officers, and serve as Chairman at all general and executive committee meetings. The president shall see that all policies, rules, and regulations of the Association are executed; establish committees, and appoint administrators as required and select representatives to act in his behalf, when desirable. The president shall vote only in case of a tie.

1.4.2 VICE PRESIDENT

The vice president shall act as Chairman at meetings in which the president is absent. He/She shall have overall responsibility for organizing and dealing with matters pertaining to the registration and or organization; aided by other appointees whom the president may wish to assign.

A field Coordinator will be designated for each playing field in use by the Association for the season. The term of field coordinator shall be for one (1) year. The filed coordinators will not be voting members of the Association.

The vice president shall server a one (1) year term and the following year succeeds to the office of President, unless the President is elected, and willing, to serve another (1) year term.

1.4.3 SECRETARY

The secretary shall attend to all Association correspondence. He/She shall record the minutes of all meetings, be custodian of all correspondence and records in the Association, and give notice of all meetings. He/She shall prepare a listing of all individuals who qualify as a voting member by January 1st of each year.

1.4.4 TREASURER

The treasurer shall account for all Association monies each month, give a receipt for all monies and deposit all monies in to a chartered bank in the name of the Association. All amounts must be paid by check, which shall be signed by the president and/or the treasurer. He/she shall present to the Association meeting in July of each year an accounting of receipts and disbursements of the Association during the preceding year. For federal reporting purposes, GCYSA shall use a fiscal year ending July 30th.

1.4.5 IN-HOUSE COORDINATOR

The In-House Coordinator shall oversee all aspects of in-House soccer, including registration, rostering with the District registrar, concessions, publicity, fund-raising and scheduling of in-house games.

1.5 OPTIONAL APPOINTED OFFICERS

The optional officers shall consist of Games Chairman, Field Chairman, Soccer Development Chairman, Team Equipment Chairman, and Registrar.

1.5.1 GAMES CHAIRMAN

The Games Chairman shall be responsible for providing a schedule of league games, assignment of home fields, and the assignment of referees to home games. He/she shall also keep an overall record of team standings. In the conduct of these responsibilities, the Games Chairman shall be guided, and directed by the Executive Committee.

1.5.2 FIELD CHAIRMAN

The Field Chairman shall be responsible for securing fields for Association competitions and providing the equipment (goal post, field lines and markers, etc.) necessary to make the field playable. He/she shall also be the Association representative to the local school districts, counties, park authorities, etc., for developing new and existing fields. He/she shall assist the Games Chairman in assignment of home fields. In the conduct of these responsibilities, the Field Chairman shall be guided and directed by the Executive Committee.

1.5.3 SOCCER DEVELOPMENT CHAIRMAN

The Soccer Development Chairman is responsible for organizing and conducting programs (clinics, seminars, courses, etc.) for the training and development of coaches, referees, and players. He/she shall also be responsible for the promotional activities for the encouragement of junior soccer competition. In the conduct of these responsibilities, the Soccer Development Chairman shall be guided and directed by the Executive Committee.

1.5.4 EQUIPMENT CHAIRMAN

The Equipment Chairman shall be responsible for purchase, maintenance, and replacement of team uniforms and balls. In the conduct of these responsibilities, the Soccer Development Chairman shall be guided and directed by the Executive Committee.

1.5.5 REGISTRAR

The Registrar shall be responsible for the registration of all travel teams to PA West, and the assignment of teams to the appropriate divisions. He/she shall also see to the distribution of rosters and players passes to team managers. After the close of registration for the season, all information concerning registration should be forwarded to the Vice-President.

1.6 MEETINGS

The President of the Association shall serve as chairman at all meetings and the meeting shall be open to the public. The conduct of the meetings shall be governed by the current edition of Robert’s Rules of Order.

1.6.1 ANNUAL GENERAL MEETING

The Annual General Meeting shall take place in the month of July of each year. Notification of the meeting shall be made by the Secretary of the Association (15) days prior to the meeting, with copies of all proposed By-law changes and the recommendations of the nominating committee.

a. Order of Business

The order of business of the Association at the Annual General Meeting shall be as follows: Roll call- credentials – minutes – communications – officer’s reports – unfinished business – reports – proposals – elections – new business – general – adjournment

b. Election of Association Officers

At the Annual General Meeting beginning with the meeting in January 1981, the officers of the Association shall be elected. Voting shall be limited to the members defined in Section 1.3 and identified on the official listing prepared by the Secretary of the Association.

c. Fiscal Year

The fiscal year of the Association begins and ends with successive Annual General Meetings. All rules and regulations are in effect during the twelve (12) months of the fiscal year.

d. Audit

The books and accounts of the Association shall be available for audit once yearly. Seven days prior to the Annual General Meeting, a balance sheet certified by an auditing committee shall be issued to the Association and shall be submitted to the members at the Annual General Meeting.

1.6.2 EXECUTIVE COMMITTEE MEETINGS

Executive Committee meetings shall be held at least once a month during the scheduled league season. Other meetings as required shall be called by the President of the Association. A majority of members of the Executive Committee must be present to conduct business.

1.7 RULES OF COMPETITION

1.7.1 ADOPTION

The Association shall adopt rules governing team play, makeup and eligibility. These rules shall be binding on all teams of the Association and/or affiliated teams. The Association shall provide sufficient copies of the rules to furnish one copy of each registered team and for the referees and officers of the Association.

1.7.2 AMENDMENTS

Any team or individual desiring to amend the rules shall submit the proposed amendment in writing to the Secretary of the Association who shall refer the proposed amendment to the Executive Committee for its decision which shall be announced and distributed within fifteen (15) days.

1.7.3 INTERPRETATIONS

At any time the Executive Committee may interpret the rules or render decisions on matters not covered by the rules. Such decisions/interpretations shall be binding on all teams for that season of play. The Secretary of the Association shall mail to the voting members a copy of the decision/interpretations.

1.8 GUIDELINES

The Association shall adopt a set of guidelines governing the conduct of the players, coaches, and referees, outlining the objectives and goals of the Association; and setting forth standards for uniforms, equipment and fields. A majority favorable vote of the entire Executive committee is required to establish a guideline.

1.9 BY-LAW AMENDMENTS

Any proposed by-law amendments shall be approved at the Annual General Meeting. Proposals to amend the by-laws may be presented at any meeting of the Association up to sixty (60) days prior to the Annual General Meeting. A favorable vote of fifty-one (51%) of the eligible voting members is required to amend the by-laws.

2.0 RULES OF COMPETITION

The rules contained herein shall govern members of the Association in all cases to which they are applicable, and in which they are not inconsistent with the By-Laws of the Association. All competitions shall be governed by the rules stated herein unless the rules of a specific competition determine otherwise.

2.1 HEARING AND APPEALS

The Association recognizes the rights of its members to have a fair hearing regarding any matter of discipline: the Association also recognizes the right of its members to appeal any decision make by the Associations pertaining to them directly.

2.1.1 Disciplinary Matters

Disciplinary matters refer to breaking of rules or policies of GCYSA, PA West, US Youth Soccer, or USSF.

All disciplinary hearings shall be held using the following procedures: All hearings shall be heard by a hearing board comprised of the Soccer Development Chair, Games Chair, and one member of the Executive Committee. In the event that any positions are vacant, the President will appoint the hearing panel with the approval of the Executive Committee. The accused shall be notified to the date, time, Location, and reason for the hearing. The notice should include any witnesses who shall testify against the accused. The notice shall be given with no less than 10 days from the scheduled hearing date. The accused shall have the right to prevent evidence in defense, use the help of counsel, and confront their accuser(s). The accused shall be notified in writing within 10 days regarding the decision of the hearing panel and include all evidence considered and reasoning or the decision.

2.1.2 Appeals

Appeal of disciplinary hearing shall be held using the following procedures: Appeals should be made in writing within ten (10) days of the receipt of the hearing decision. The Executive Committee must schedule the appeal hearing within 30 days of receipt of the appeal. The appeal hearing within 30 days of receipt of the appeal. The appeal hearing will not be held to reexamine the evidence, but to insure that the hearing examined all evidence presented and was conducted according to the procedure as set forth in section 2.1.1. The finding of the appeal hearing will be mailed out within 10 days of the hearing date and include all evidence considered and reasoning for the decision. All decisions of the Executive Committee will be final.

Appeals of Non-disciplinary decisions will be heard using the following procedures: A hearing shall be herd by a panel composed of at least 3 members of the Executive Committee. The appeal must be made in writing to the Association. The letter should include the reason for the appeal and any evidence believed to be relevant to the issue at hand. A hearing shall be scheduled within 30 days of the receipt of the appeal; issues that are subject to a deadline must be dealt with prior to the deadline. The appeal must allow all parties to present evidence on their behalf and requires that both parties provide the other with a list of witnesses and evidence to be presented against them. The petitioner shall be notified in writing within 10 days regarding the decision of the hearing panel and include all evidence considered and reasoning for the decision. All decisions of the Executive Committee will be final. For clarification, non-disciplinary matters refer to improper implementation of club policies.

2.2 REGISTRATION

All players shall complete the registration form to be provided by the Association. This form must be accompanied by the appropriate fee and submitted to the Treasurer. All exceptions must be approved by the Executive Committee.

2.3 PLAYER ELIGIBILITY

Age limits will be established for eligibility in each age division, as determined by the Executive Committee immediately following registration. Minimum age must be 4 by July 31st and maximum age is 19 by July 31st.

2.3.1 Playing up

The Soccer Development Chairman, under the guidance of the Executive board, will meet with the coach to discuss the addition of younger players to his/her team. The player wishing to “Play Up” must submit the notorized copy of PA West’s Playup Consent Form. The player must also submit, to the soccer Development Chairman, two (2) recommendations from coaches within the club stating why he/she should be advanced. The Soccer Development Chairman will then meet with the higher team coach to discuss the advancement. No consideration will be given if the team has a maximum number of players allowed to dress. The younger player may be permitted to attend a few practices with the higher level team (while playing with the lower level team) for evaluation.

2.4 COACHING ASSIGNMENTS AND QUALIFICATION

Coach’s assignment to team on which his/her son/daughter is assigned shall be given every consideration if coach is qualified to coach the team involved.

2.4 COACHING ASSIGNMENTS AND QUALIFICATION

The goal of this club is to have, at a minimum, an E licensed coach for every travel team. If there are no licensed coaches available, a coach can be assigned to a team with the agreement that they will pursue their coaching license before the next playing season. They can, at the discretion of the Executive Committee, be removed as coach if they do not obtain their license. Parents whom wish to coach their son/daughter’s team will be given every consideration if they meet the above criteria.

2.4.1 Team Assignment

In the event that there are multiple teams in a playing group the players shall be assigned to a team by one of the two following procedures:

2.4.1.A Tryout

2.4.1.1 The soccer development chair shall schedule and conduct the tryout session. It is the intent of the association that the coach of the team, for which the tryouts are being held, submits an agenda of the tryout to the Soccer Development Chairman. The Soccer Development Chairman will, if necessary, meet with the coach to discuss the agenda. The coach of the involved team will conduct the tryout. If a tryout is conducted the team formed by players making the team shall register at least one division higher than the team formed by players not making the team. Tryouts would be conducted for a Division 1 team, Division 2 team, Division A team, or Division B team. It is intended that there will be two (2) tryout dates. It is the intent of the association that there will be three (3) evaluators at the tryout. The evaluators will be, the Soccer Development Chairman, one (1) member of the Executive Board and one (1) Neutral. The Neutral will be selected by the Soccer Development Chairman or as guided by the Executive Board. If the Soccer Development Chairman is coaching in that age group he shall remove himself from the evaluations and select another evaluator. The evaluators shall use the Grove City Youth Soccer Association Tryout Form for all tryouts. The Soccer Development Chairman will assign the first twelve (12) players by averging the total scores of the two (2) tryouts. Team selection will start from the highest tryout score down. The upper level team coach will fill the remainder of the team. While it is not the intent of the association to interfere with the coach’s decision, care must be taken to avoid shorting the lower level team.

2.4.1.B Blind Draw

2.4.1.2 The players names will be drawn blindly by the Soccer Development Chair with the Team Coaches and President (or designated delegate) in attendance.

2.5 UNIFORMS

(a) All players must furnish their own shoes, shin guards, shorts, and socks. Shin guards are mandatory; shorts and socks must be of the color specified during registrations.

(b) A distinctive goalkeeper uniform shall be provided to each travel team.

2.6 BALLS

All balls shall be consistent with GCYSA recommendations.

2.7 RULES OF PLAY

The rules of play shall be the “Laws of the Game” as published by F.I.F.A. with those modifications stated herein.

2.7.1 Players wearing an orthopedic cast shall not be eligible to participate in any game unless prior approval is granted by the Executive Committee who shall first determine that such orthopedic cast will not cause injury to the earlier of any other player.

2.7.2 Coaching from the sidelines - - giving direction to one’s own team on points of strategy and position. --- is permitted proved:

(a) No mechanical devices are used.

(b) The tone of voice is informative and not a harangue.

(d) No coach, substitute or player is to make derogatory remarks or gestures to the referees, other players, substitutes or spectators.

(e) No coach, substitute or player is to use profanity.

(f) No coach, substitute or player is to incite, in any manner, disruptive behavior.

2.7.3 It shall be the responsibility of the coach to take whatever steps he deems necessary to insure that parental conduct at the games is consistent with the same standards the Association sets for its players, coaches, referees and members. Guidelines will be issued to the coaches by the Executive committee prior to the beginning of each session, and to coach will be supported in the endeavor by the referee and the Executive Committee.

2.7.4 Where colors of uniforms are similar, the home team must effect a change of colors.

2.7.5 The Executive Committee will issue playing rules for each age division at start of season, governing substitutions, and other related matters.

2.7.6 A referee report must be file to the Executive Committee in duplicate within three (3) days for every game played during which disciplinary action was taken against a player or coach.

2.7.7 A referee’s judgment with regard to the physical condition of the field and its acceptance for play, to the actual happenings and occurrences related to the conduct of the game, and those prerogatives granted to him by the “Laws of the Game” as published by F.I.F.A. shall not be challenged.

2.7.8 Only violations of the By-Laws, Rules of Competition and Guidelines of the Association and misapplication of the “Laws of the Game” shall be proper subjects to consider for protest.

2.7.9 The Executive Committee shall review all cases of coaches and players being ejected from a game; to determine whether further disciplinary action is required.

2.7.10 the following are grounds for disciplinary action:

(a) Players guilty of fighting before, during, or after games.

(b) Players guilty of using profanity, either word or sign, against other players, coaches, spectators, referees or any league official.

(c) Players guilty of making threatening gestures against other players, coaches, spectator, referees or any league official.

(d) Players guilty of pushing or striking any coach, referee or official.

(e) Coaches or team officials who make threatening gestures or use threatening language to players, other coaches, officials or referees shall be disciplined also.

(f) Any use of alcoholic beverages or illegal drugs by players, coaches or spectators.

2.7.11 it is an Association objective that all players who have regularly attended practice be permitted to play a minimum of one-half the game.

2.7.12 the timing, number and duration of practice sessions will be determined by the Executive Committee for each age division.

2.7.13 the length of games shall be determined for each age division by the Executive Committee.

2.8 RISK MANAGEMENT

The Association recognizes the need for a risk management program to protect the club and its members. The board will oversee the implementation and adherence to these guidelines.

2.8.1 Background Checks

All coaches and managers (“volunteer”) must supply information to the club sufficient for the club to conduct a background check; this may include completion of the current Act 33 and 34 documents from the Commonwealth of Pennsylvania. If the volunteer fails to supply the requested information, the club will not permit him or her to participate in the club sponsored activities. The registrar will maintain all information for travel volunteers and the in-house coordinator will maintain all information for the in-house volunteers in the secure location and will insure the confidentiality of these documents unless authorized to release the information.

2.8.2 Safety Standards

The club will abide by the following safety standards for all practices and matches: All goals shall be anchored to the maximum extent possible at all times. The fields and immediately surrounding areas shall be checked for potential hazards; which if found will be removed before play. Coaches shall monitor the weather. Coaches shall remove all players from the fields to the indoor shelters or vehicles at the first sound of thunder or strike of lightening. Play or practice shall not resume until 30 minutes after the last sound of thunder or lightning strike.

2.8.2 Finances

The club shall have its books and records maintained by its Treasurer revised by a qualified accountant at least annually.

3.1 AMENDMENTS

3.1.1 No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in 1.2 PURPOSE (d) hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and to organization 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. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization except from Federal income tax under section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

3.1.2 Upon the dissolution of the organization, the Board of Trustees shall, after paying or making provision for the payment of all of the liabilities of the organization dispose of all the assets the organization exclusively for the purposes of the organization in such manner, or to such organization or organizations organized and operated exclusively for charitable, education, religious, or scientific purposes as at the time shall qualify as an exempt organization or organizations under section 501(c) (3) of the Internal Revenue code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Trustees shall determine. Any such assets not so dispensed of shall be disposed of by the court of Common Pleas of the county on which the principal office of the organizing INS then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine which are organized and operated exclusively for such purposes.