Delaware Valley Youth Soccer Club Bylaws
Article 1 -Mission
The Delaware Valley Youth Soccer Club also referred to as “DelVal Youth Soccer Club” or “DVYSC” shall function to provide organizational services to those players, coaches, and fans interested in the game of soccer. DVYSC will serve as a recreational league and is supported by fundraising and fees to help develop players and coaches.
Article 2 - Activities
The DVYSC will:
Promote the sport of soccer in the greater Delaware Valley Regional High School sending district communities including surrounding towns.
Field soccer teams at all age and ability levels where sufficient numbers of players exist based on the league of play.
Encourage all players to compete at their personal best in all times of play.
Organize local tournaments where applicable.
Support fund raising activities which will reduce the cost of player fees.
Affiliate with those leagues which will provide the most appropriate competition for DVYSC affiliate teams.
Maintain a non-profit status.
Organize related activities and events, including training sessions, all members may benefit from.
Article 3 - Membership
Membership in the DVYSC shall be available to all interested individuals without regard to race, color, creed, religion, national origin, citizenship, sex, marital status, age, physical or mental disability, or sexual preference or orientation, who have paid the registration fee required to participate for the current season.
Membership shall automatically include the Board of Directors, Coaches, Appointed Positions, registered family, and Registered Players.
Members must be registered a minimum of twenty four (24) hours prior to the meeting.
Voting members are one (1) per Board of Directors, Appointed Position(s), and coaches,
Votes are one (1) per person.
Voting members must be eighteen (18) years of age or older.
Voting members must be present at the meeting to vote; no proxy voting.
A majority of the Board of Directors present has the ability to change votes from show of hands to ballot for any reason deemed necessary.
No unregistered person, coach, player, or otherwise shall participate in any activities of the DVYSC until the registration requirements have been satisfied.
Membership begins on the day full registration is received for the season by DVYSC and ends at the end of season meeting or in the event of no meeting when the President has declared the season over.
Article 4. Amendments
Recommendations for amendments may be made by any member. The amendments must:
Be submitted in writing to the Secretary and circulated to the voting members at least fourteen (14) days prior to its discussion at a scheduled meeting of the DVYSC.
Presented for discussion during a scheduled meeting at which a quorum is present and can be officially included in the minutes of the same meeting.
Two-thirds (⅔) majority of the voting members present must favor the change.
Presented to all voting members for a majority vote of those in attendance by show of hands. A majority of the Board of Directors present has the ability to change votes from show of hands to ballot for any reason deemed necessary.
Article 5 - Meetings and Quorum
It is the discretion of the President to hold meetings. Any member may email the secretary a request for a meeting and stating why they are requesting a meeting. The DVYSC will provide a minimum of three (3) days notice for a membership meeting.
In the event that a meeting needs to be canceled or rescheduled, the Board of Directors will notify the membership.
A majority of the Board of Directors shall constitute a quorum.
Meetings shall not be conducted without a quorum present.
Any item that a member would like added to the agenda must be submitted to the Secretary in writing within twenty four (24_ hours of the meeting being called.
Once a meeting begins, business may be conducted, to the extent of the known agenda.
Article 6 - Rules of Order
The DVYSC shall be governed entirely by these bylaws.
In any matter not included in these bylaws, the voting members in attendance shall make a determination by majority vote by those present.
Robert’s Rules of Parliamentary Procedure shall govern in all cases applicable and not in conflict with these bylaws.
Bylaws of affiliate associations, which may be adopted by the DVYSC, are solely limited to rules of play required for membership.
Any member can make a motion.
Any voting member can second a motion.
Any voting member can debate.
All voting members can vote, except for the President. The President only votes in a tie or to make a tie.
In Elections by Ballot, the President can vote.
Article 7 - Board of Directors
Must be 18 years of age or older.
The Board of Directors shall consist of no fewer than three (3) officers (President, Vice President, and Treasurer) and no more than eight (8) officers. It is the Board’s responsibility to create the responsibilities.
When there is a vacancy by choice or upcoming election, anyone interested in a Board of Director’s position must notify the secretary via email of their interest. Anyone interested in President, Vice President and Treasurer positions must be a current member. The secretary shall inform all members of vacancies and elections that are to take place.
A mid-term vacant Board of Directors office shall be appointed by a majority vote of the Board of Directors and the appointee shall serve the remainder of the term of the original officer.
To hold a Board of Director office, the elected or appointed person must meet the same background and training requirements as Coaches. The current Board of Directors will determine the process for conducting background checks for next season’s board and coaches.
Only one member per household may serve as a Board of Director at any given time.
The Board of Director Officer shall sign a Code of Conduct, see APPENDIX A, which lives outside of these ByLaws.
Violation of said Code of Conduct will result in disciplinary action deemed by the DVYSC majority vote of the Board of Directors.
Must comply with all State, DVYSC, or affiliate league bylaws.
No Board of Director Officer shall hold more than one (1) elected/appointed position within the DVYSC at a time.
The term of President and Secretary shall be two (2) years in years that end in even numbers, with elections taking place at the preceding May meeting. The start and end of the term will take place after the Spring coaches end of season meeting or in the event of no meeting when the President has declared the Spring season over.
The term of Vice President, Coach Coordinator and Treasurer shall be two (2) years in years that end in odd numbers, with elections taking place at the preceding May meeting. The start and end of the term will take place after the Spring coaches end of season meeting or in the event of no meeting when the President has declared the Spring season over.
The term of Member at Large shall be one (1) year with elections taking place at the preceding May meeting. The start and end of the term will take place after the Spring coaches end of season meeting or in the event of no meeting when the President has declared the Spring season over.
A majority vote by the Board of Directors, exclusive of the Board of Director whose term is being voted upon, is required to confirm each individual who will serve as a Board of Director for the term.
When a Board of Director changes, there must be a mandatory executive transition meeting amongst all parties to provide a smooth transition of all roles, responsibilities and assets. All passwords and account information must be relinquished, changed, and/or transferred no later than seven (7) days after the start of the new term.
Any Board of Director Officer who cannot fulfill their duties for the remainder of their term, must provide an email resignation to the Board of Directors.
Any funds needed outside of the season revenue will require a meeting with voting members in attendance to approve funds being taken from savings.
All forms and documents need to be President approved and stored within the DVYSC Google Drive.
All communication regarding the DVYSC must be done through the DVYSC email accounts.
Bylaws will be reviewed annually in July.
Article 7.1 - President
Presides over all meetings.
Acts as representative for DVYSC to the community, press, any DVYSC affiliates and attending all functions required of the office.
Coordinates with the facilities representative regarding the use of facilities.
Oversight of other officers.
Signs DVYSC Checks with the Treasurer.
Plans meeting agendas.
g. Creates budget with the Treasurer to adequately run a soccer season with current season revenue
and to provide an optimal experience for its players and coaches.
h. Responsible with Treasurer for any and all purchases made on behalf of DVYSC in order to efficiently and effectively run a season(s).
Article 7.2 - Vice President
All the President’s responsibilities in his/her absence.
Coordinating any Ad-Hoc Committees.
Coordinating Appointed Positions.
Reconcile all financial transactions monthly.
Lead all disciplinary investigations conducted by the board.
Article 7.3 - Treasurer
Maintain the financial records of the DVYSC as required by law.
Maintain a checking account and savings account on behalf of the DVYSC.
Creates budget with the President to adequately run a soccer season with current season revenue and to provide an optimal experience for its players and coaches
Preparing a monthly Treasurer’s and Budget report, which includes dates, check numbers (if applicable), person/vendor for purchases, and specific items purchased, of the DVYSCs financial condition current as of the last full month.
Present monthly financial reports to the Board of Directors every month and at every scheduled meeting, or upon request from membership.
File any annual reports required by law or by any US soccer affiliate.
Deposit all DVYSC revenue to DVYSC accounts within three (3) business days of receiving it.
Provide referee fees to coaches at the beginning of each season. Coaches sign a Board of Director approved document acknowledging receipt of funds and responsibility to pay the referees.
Submit and pay from DVYSC accounts for all bills that come in within the agreed vendor terms.
Maintain all receipts associated with all purchases electronically for a minimum of seven (7) years.
Holds onto seasonal uniform checks until shred or cashed decision is made at the end of the season.
Sign checks and all cash withdrawals along with the President.
Is not required to be bonded.
Can withdraw up to $100 along with the President for petty cash at fundraising events.
Responsible along with the President for any and all approved purchases made on behalf of DVYSC in order to efficiently and effectively run a season(s).
Article 7.4 - Secretary
Prepares and maintains an accurate record of all meeting minutes.
Prepares and distributes minutes electronically from prior meetings and agenda to the voting members at least three (3) days prior to the scheduled meeting.
Manages the [email protected] email account and all affiliated accounts
Maintains all forms and documents stored within the DVYSC Google drive account for a minimum of seven (7) years.
Prepares correspondence on behalf of the DVYSC whether written or emailed using DVYSC letterhead as appropriate.
Confirm and/or verify all legal documents.
Prepares registration to open and close for each season.
Responsible for checking the mail in the P.O. Box, at least once a month.
Responsible for any documents that need to be prepared/distributed on behalf of DVYSC.
Has joint access to any social media accounts with Social Media Manager on behalf of DVYSC.
Article 7.5 Coach Coordinator
Evaluate and communicate to all home coaches for all field conditions two (2) hours prior to the first home game of the day. Should the Coach Coordinator not be able to evaluate a field, he/she needs to reach out to a board member in office succession (President, Vice President, Treasurer, Secretary) until one (1) is reached for two (2) hours prior to ensure a team does not have to forfeit.
Makes sure all documents required by affiliated league(s) are completed from all coaches.
Coordinate all player evaluations.
Ensure Board approved coaches tools are available to coaches each season.
Ensure coaches are aware of the field flag requirements for all home games.
Article 7.6 Two (2) Members At Large
Aid in ensuring DVYSC runs smoothly.
Contribute to the duties of unfulfilled Appointed Positions.
Act as a liaison to the general membership.
Article 8 - Appointed Positions
The Board of Directors shall appoint volunteers to various service positions within the DVYSC on a seasonal basis (The option to extend is always available.).
In order to hold an Appointed Position, interested persons shall be required to pass a background check.
Guidelines for these positions shall be provided by the DVYSC and shall be adhered to by the appointed volunteer.
This list of Appointed Positions may be expanded only by a majority vote of the Board of Directors.
The duties of any unfilled position must be absorbed by the Vice President of the DVYSC.
The Board of Directors can remove any Appointed Position if the member is not fulfilling the duties or the position is no longer needed by a majority vote.
For a list of proposed Appointed Positions, see APPENDIX B, which lives outside of these bylaws.
Article 9 - Coaches
Must be 18 years of age or older.
Must complete all current required documents for coaching prior to the current season's coaches meeting.
Must sign and abide by the Coaches Code of Conduct, seeAPPENDIX C, which lives outside of these bylaws.
Must comply with all State, DVYSC, or affiliate league bylaws.
Must comply with all coach to player minimums. No coach shall be or cause himself/herself to be alone with one (1) child (other than his/her own child) for any reason without the company of at least one (1)other adult at all times.
The Board of Directors reserves the right to vet and approve all coaches.
Must wear “coach” shirt provided by DVYSC to all official events.
All Coaches shall submit end of season player evaluations for their players to the Coach Coordinator.
Are responsible for their own behavior as well as the behavior of their players and spectators when representing the DVYSC regardless of venue, tournament, or game scenario.
Any coach receiving discipline from the State, DVYSC, or affiliate league will be personally responsible for any action or fine received, and may be subject to further discipline by the DVYSC.
Acts of violence (except in the defense of self or player) shall be grounds for dismissal from the DVYSC.
The DVYSC will not tolerate any action or activity which is intended or designed to cause pain, embarrassment, ridicule, or to demean others under any circumstance, including on the basis of skills, ability, race, religion, gender, or national origin. Behavior deemed irresponsible by the Board of Directors will result in dismissal from the DVYSC.
In the instance of an issue/conflict, must follow all mandates set forth by DVYSC Board of Directors.
Must report all yellow and red cards received by Coaches to the DVYSC Board of Directors at the end of the game.
Must report all yellow and red cards received by Players to the DVYSC Board of Directors at the end of the game.
Coaches are not permitted to allow anyone on the players sideline that are not DVYSC coach or player approved.
Coaches are not permitted to allow anyone not DVYSC approved to participate in any DVYSC activities.
Ensures all field flags are placed on appropriate fields prior to the start of the first home game by the first coach of the day.
Ensures all field flags are removed after the last home game by the last coach of the day.
Article 9.1 - Head Coach
Each team will be assigned one (1) head coach who will:
Maintain and validate roster at each practice and game for the season, including notifying the Board of Directors of any changes.
Have medical information and/or any documentation deemed required by the state, DVYSC, or any affiliated leagues in possession at all practices and games.
Notify players and parents/legal guardians of DVYSC directives.
File accident report in event of injury.
Report all player/parent/legal guardian issues to the Board of Directors.
Article 9.2 - Assistant Coach
Each team will be assigned one (1) minium, two (2) maximum (contingent on player minimums at each division) assistant coaches who will:
Assume all responsibilities of the head coach in the event the head coach is absent.
Attend games and practices to assist the head coach as may be required.
Perform such duties as may be designated by the head coach.
Article 10 - Players
Players shall be placed on teams appropriate to their age.
Players may request to be moved up to the next level, seeAPPENDIX D, which lives outside of these bylaws.
Teams will be co-ed and based on birth year.
Players are expected to report to all practices and games on time and be prepared to play.
All players must wear shin guards and cleats (contingent on division) for every practice and game without exception.
All players must wear full DVYSC issued uniforms to all official events except for practice.
Players may not practice or play while wearing jewelry, hard casts, or any other object which may cause injury to self or another player. A player required to wear glasses shall only use approved shatter resistant sports glasses (by NJ state law code).
Cooperation with the coach(es) is expected.
Players should practice good sports etiquette at all times.
Players should strive to assist fellow players to better themselves and their play.
Players are expected to behave in accordance with standards established by the coaches and in an orderly fashion at all games, practices, or other activities sponsored by the DVYSC.
No abusive language, horseplay, or other antagonistic attitude toward anyone will be tolerated.
Players shall cooperate with and respect the coaches authority in all team related matters.
Acts of violence (except in the defense of self or player) shall be grounds for dismissal from the DVYSC.
It is a privilege, not a right, to play with the DVYSC. Violations of these rules may bring disciplinary action including removal without compensation, in accordance with these bylaws.
In the instance of an issue/conflict, must follow all guidelines set forth by DVYSC Board of Directors.
Article 11 - Rules of Play
The rules of play for the DVYSC shall be the “Laws of the Game '' as published by Federation Internationale de Football Association (FIFA) and the United States Soccer federation (USSF), and as modified for youth play by the local affiliates. All games conducted by, sanctioned or approved by DVYSC shall abide by the Rules of Play. Programs, events, and tournaments may be permitted to use special modifications to the Rules of Play to accommodate individual needs and circumstances. Any such modification must be formally adopted by the responsible committee organizing the program, event or tournament and posted on the DVYSC website.
When DVYSC is hosted by another league, DVYSC will abide by the hosting league’s rules and regulations. If DVYSC’s Insurance Policy contradicts any outside league rules and regulations, the Insurance Policy Terms supersede.
Article 12 - Parents/Legal Guardians
Parents/Legal guardians are expected to adhere to the Code of Conduct which is signed at the time of registration, see APPENDIX E, which lives outside of these bylaws.
Parents/Legal guardians are expected to support their child in all team and DVYSC activities.
Parents/Legal guardians shall be responsible for timely transportation to and from practice, games, or other DVYSC functions.
Parents/Legal guardians shall be responsible for communications with the coach including notification of games and practices they cannot attend.
Parents/Legal guardians are not permitted to coach from the sidelines or in any way influence the play of any participant in any game or practice.
Parents/Legal guardians are not permitted on the field or on the players sideline unless directed by the referee or coach.
Parent/Legal guardian may be ejected from a practice or game at the discretion of the Coach or Referee.
Repeat or serious offenses may result in a permanent ban of the offending person. This action will not affect the Player(s).
Parents/Legal guardians should bring all complaints, concerns, or protests to the head coach for resolution. If a matter cannot be resolved, then the matter should be brought by both parties to any Board of Directors attention to initiate mediation.
No abusive language, horseplay, or other antagonistic attitude toward anyone will be tolerated.
Parents/Legal guardians shall cooperate with and respect the referee and coaches authority in all team related matters.
Acts of violence (except in the defense of self or player) shall be grounds for dismissal from the DVYSC.
In the instance of an issue/conflict, must follow Article 13.
Article 13 - Mediation and Disciplinary Investigations
All affected parties shall submit in writing any grievances and/or complaints to the President.
A forty eight (48) hour cool down period will be initiated from the time of the complaint wherein the President has the discretion to resolve the issues. If the President resolves the issue then the President shall notify the Board of Directors of the incident and resolution.
If the President does not resolve the issue the President will submit the documentation to the Vice President to conduct an investigation.
The Vice President will conduct an investigation as to accusations and/or conduct. This may include witnesses and the accused.
The accused has the right to defend themselves and provide evidence to the Vice President.
While the investigation is being conducted, the accused cannot participate in any DVYSC activities.
The Board of Directors will have a decision within seven (7) calendar days of any accusation.
If the Vice President resolves the issue then the Vice President shall notify the Board of Directors of the incident and resolution.
All information gathered from the investigation must be stored in the Google Drive for future reference.
Article 14- Discipline
The Board of Directors has the authority to suspend any coach or player for violations of these bylaws or team rules.
Any player who incurs multiple suspensions in any season may be removed from the DVYSC in accordance with these bylaws.
Any person who violates team rules or these bylaws may be suspended, barred, or banned from the DVYSC at the discretion of the Board of Directors.
Article 15 - Removal
Will be determined by a majority vote of the Board of Directors.
While an active member any Coach, Player, Board of Director, or Appointed Position formally charged with a felony, or act of violence against a person shall be suspended from all DVYSC activities immediately. These felony convictions will result in permanent removal from the DVYSC.
Article 16- Appeals
An appeal must be made within two (2) calendar days from the Board of Director disciplinary decision. All appeals shall be heard within five (5) calendar days.
Appeals of any disciplinary action taken by the Board of Directors, shall be taken up at a special hearing of the voting members . The appeal shall be emailed to the Vice President for distribution to the voting members. The appellant and any person having relevant information in the matter shall be afforded the right to be heard. A two-thirds (⅔) majority of the voting members in attendance of the special hearing shall vote to reverse the action contested. This decision shall be final.
Article 17- Lawsuits
No official, league, team, coach, referee, player, parent, or their representative may invoke the aid of the courts of any State or of the United States without first exhausting all available remedies within the appropriate soccer organizations.
Any party who seeks the aid of the courts shall be subject to the sanctions of suspension and fines, and shall be liable to the DVYSC for all expenses incurred by the DVYSC and it’s officers in defending each court action, including but not limited to the following:
Court costs.
Attorney’s fees.
Reasonable compensation for time spent by DVYSC Board of Directors in responding to and defending against allegations in the action, including responses to discovery and court appearances.
Travel expenses.
Expenses related to special DVYSC meetings regarding the court action.
No person shall be returned to good standing until litigation is ended and all fees, fines, expenses, and costs have been paid.
Article 18- Fees
The Board of Directors will approve all fees to be charged to all registered players who choose to participate in each of the corresponding seasons. Except as provided herein, no registered player shall be permitted to participate in any program offered by the DVYSC without prepayment of the registration fee.
Registration fees are non - refundable once registration is closed. The Board of Directors has the right to change this policy on a case by case basis with a majority vote from the Board of Directors.
The Board of Directors shall set the number of grants available for families requiring special consideration for paying registration fees prior to the start of the season. The President shall have the discretion to allot those grants based on the requests made. If additional grants are requested the President will contact the Board of Directors for approval of additional grants..
The fee for the registered players of the Board of Directors shall be waived.
Article 18 - Fiscal Year
The fiscal year shall match the calendar year.
Article20 - Dissolution of the DVYSC
The DVYSC can only be dissolved upon the adoption of a resolution by the Board of Directors. Such a resolution must be preceded by a preamble setting forth the reasons for the dissolution. The resolution can be approved at a general meeting called for the purpose of dissolution by a majority of all DVYSC members voting in attendance, provided that the resolution and preamble have emailed to all DVYSC members at least thirty (30) days in advance of the meeting.
Upon the dissolution of the DVYSC, the Board of Directors shall, after paying or making provisions for the payment of all of the liabilities of the DVYSC, dispose of all assets of the DVYSC. The assets shall be distributed to organizations operated exclusively for charitable, educational, or scientific purposes as shall at the time qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code of 1954, as from time to time amended.
Bylaws Adopted
June 14, 2021
September 16, 2021 - revision
January 14, 2022 - revision
May 19, 2022 - revision
August 19, 2022 - revision
November 17, 2022- revision
END OF BYLAWS DOCUMENT