| Constitution and Bylaws
Article I
Name The name of this organization shall be Dillsburg Area Soccer Club, hereinafter referred to as “DASC.”
Article II
Purpose DASC is a non-profit organization and shall be operated exclusively for educational and charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code.
Article III
Affiliations The DASC shall be affiliated with the Eastern Pennsylvania Youth Soccer Association (EPYSA). In the event the Bylaws or Standing Rules of DASC are in conflict with those of EPYSA and its member league, those rules shall take precedence.
Article IV
Organization
Executive Board The Executive Board shall consist of the President, Vice President, Secretary, Treasurer, Registrar for Girls, Registrar for Boys, Academy Coordinator, Recreational Program (Rec) Coordinator, Risk Prevention Coordinator, Fields Manager, Public Relations Member, Volunteer Coordinator, and two At-Large Members, all of whom shall act as fiduciaries to the non-profit organization.
The Executive Board is empowered to act on all club matters by simple majority vote of members present and voting. Special conditions applying to amendments are covered in Article XII of these Bylaws.
Article V
Meetings and Quorums
Section 1 Executive Board meetings shall be held the third Monday of each month. The meeting date may be changed by a majority vote of the Executive Board, providing a meeting is held at least once a month.
Section 2
The annual meeting is to take place during the regularly scheduled December Executive Board meeting, but no later than December 31st.
Section 3
Special meetings of the Executive Board may be called at any time by the President or at the request of a majority of the Executive Board. Members shall be told the purpose of the special meeting and shall be notified 48 hours in advance.
Section 4
Fifty percent or more of the Executive Board members in office immediately before a meeting shall constitute a quorum for conducting business at that Board meeting.
Section 5
Visitors may be granted the privilege to attend and/or speak at meetings under the discretion of the President.
ARTICLE VI
Officers
Section 1
The elected officers of the organization shall be President, Vice President, Secretary and Treasurer.
Section 2
All officers and other Executive Board members shall be elected at the annual meeting in December, to serve a term of two (2) years. The President shall be elected from persons who have served on the Board for at least one (1) year.
Section 3
The term of office and Board membership commences at the annual meeting upon election, and ends at the annual meeting when that same position is up for re-election (two years). To ensure a carry-over of board experience from year to year, the election of officers and board members are staggered two years, as follows:
GROUP 1
President Secretary Boys Registrar Academy Coordinator Risk Prevention Coordinator Public Relations Member Member at Large
GROUP 2
Vice President Treasurer Girls Registrar Rec Coordinator Volunteer Coordinator Fields Manager Member at Large
Section 4
Vacancies in any position shall be filled by appointment of the President with the approval of the Executive Board. However, in the event the Presidency shall become vacant, the Vice President shall assume the position of President for the balance of the term.
Section 5
The President shall: 1. Oversee the daily operation of the club and cultivate a positive organizational environment. 2. Preside over all meeting of the Executive Board and the year’s annual meeting. If the President and Vice President are unable to attend a meeting, the President shall appoint a board member to preside. 3. Assign Board members to committees created by the Executive Board, except the Nominating Committee. 4. Enforce the Bylaws and Standing Rules of DASC which have been properly enacted. 5. Call special meetings as required. 6. Cast the deciding vote on all issues which the Executive Board find themselves deadlocked. 7. Represent DASC at all meetings with outside organizations or groups, to include mandatory league meetings. If the President is unable to attend, the President shall appoint a board member to attend. 8. Authorize expenditures of DASC. 9. Obtain all necessary insurance, or assign this task to a board member as deemed appropriate. 10.Act as the official spokesperson for the organization. 11.Perform or assign all other function of DASC as needed.
The Vice-President shall:
1. Preside at all meetings in the absence of the President. 2. Serve as chairperson for any committees as assigned, including the Nominating Committee. 3. Provide support in the oversight of the general operations of the club, and support the President as needed.
The Secretary shall:
1. Keep or cause to be kept Minutes of all meetings, actions and committees. The Minutes of each meeting shall include organizational business, the time and place, and attendance. 2. Publish Minutes to the DASC website. 3. Notify all members of the Executive Board of the date and purpose of special meetings as assigned by the President. 4. Exercise all other duties incident to the office of the Secretary.
The Treasurer shall:
1. Oversee management and reporting of DASC finances, including bank accounts and maintenance. 2. Maintain disbursement of all authorized bills. The Treasurer shall not sign checks. 3. Monitor internal controls and accountability policies. 4. Present an annual budget for Executive Board approval and monitor adherence to the budget. 5. Report the financial status of DASC at each Executive Board meeting. 6. Coordinate an annual independent review and any required financial reporting forms, including the IRS, with an Executive Board approved accountant.
The Registrars for Girls and Boys shall:
1. Organize and solicit assistance to accomplish player registration. 2. Submit player information and fees. 3. Submit travel team and player status changes, as required by affiliates. 4. Manage player registration fee adjustments, including waivers and refunds. 5. Serve on the Team Selection Committee as described in the Standing Rules. 6. Attend CPYSL Competition Meetings to assist in travel team division placement. 7. Coordinate with the Treasurer to ensure league fees are paid. 8. Distribute and collect score cards, player/coach passes, official rosters, and other documents as necessary. 9. Assign player jersey numbers and work with the Equipment Manager in the ordering of uniforms. 10.Handle necessary communications with league affiliates.
The Academy Coordinator shall:
1. Be responsible for coordinating the U6-U8 Program. This includes providing assistance for coordination of trainers, volunteers and implementation of curriculum. 2. Assist in the registration of U6-U8 players. 3. Compile U6-U8 team rosters. 4. Recruit coaches and volunteers. 5. Assist the Field Manager in field preparation and lining.
The Risk Prevention Coordinator: shall:
1. Work with DOPD and Volunteer Coordinator to collect/manage volunteer clearances as required by state law and governing soccer bodies (ex. EPYSA, US Youth Soccer, CPYSL).
2. Keep Executive Board abreast of any changes in requirements related to player safety.
3. Act as the Club’s designated Player Safety Officer to ensure adherence to governing body (ex. EPYSA, US Youth Soccer, CPYSL) recommendations and requirements
The Field Manager shall:
1. Oversee and maintain the safety of the fields. 2. Store and maintain the equipment required for the fields. 3. Coordinate practice and game fields. 4. Ensure that fields are properly lined and ready for play prior to the start of each scheduled season. 5. Arrange for the proper maintenance and care of the fields, including field treatments and mowing.
The Public Relations Members shall:
1. Coordinate promotional activities as required. 2. Coordinate timely newsletters as directed by the Executive Board. 3. Be responsible for gathering and submitting information on newsworthy activities of DASC and its teams to local newspapers and online forums.
The Volunteer Coordinator shall:
1. Recruit volunteers for tasks as required. 2. Track volunteers eligible for the Volunteer Credit Program with assistance from the Treasurer.
The Members at Large shall:
1. Assist with any activity assigned by the President. 2. Coordinate pictures. 3. Assist with field maintenance, lining, parent and team coordination. 4. Assist in all fundraising.
ARTICLE VII
Voting
Section 1
DASC subscribes to the principle of one person, one vote.
Section 2
A. Matters properly brought before the Executive Board shall formally be resolved by a simple voice majority of the eligible members present and voting. The President, at their discretion, may call for a roll-call vote. B. The President may hold votes of the Executive Board by e-mail when deemed necessary. When doing so, the President will allow a period of at least 24 hours for discussion of the issue and at least 24 hours for the vote itself. All discussions and votes shall be made to all persons included on the voting distribution. Matters on which e-mail votes are held shall be resolved by simple majority of the eligible members that vote.
Section 3
A. Election of Board members at the annual meeting shall be accomplished by secret ballot. Each adult affiliated with the DASC, including parents, board members and/or legal guardians, attending the meeting shall have the power of one vote. B. The Nominating Committee shall assemble a list of willing candidates for the various positions. More than one candidate may be included on the list for any position. Any member of DASC wishing to be considered for election for a position must contact the Vice President or other member of the Nomination Committee at least five days in advance of the annual meeting to be placed on the list of candidates and to be eligible for election. In the event the Nominating Committee has no candidates for election to a position, nominations for that position will be accepted from the floor at the annual meeting.
Article VIII
Funds and Finance
Section 1
A. DASC shall keep correct and complete books and records of account ad shall keep minutes of the proceedings of all meetings, actions and committees. B. An independent financial review of all accounts of DASC shall be completed by a qualified professional by May 1st of each year.
Section 2
The fiscal year shall be from January 1 to December 31.
Section 3
A. The Executive Board retails sole authority for the approval of expenditures of DASC funds. B. All checks, drafts or other orders for payment of money issued in the name of DASC shall be signed by such officer or officers of DASC and in such manner as determined by resolution of the Executive Board. C. All funds of DASC shall be deposited in a designated bank as determined by the Executive Board. D. The Executive Board may invest funds of DASC in any way deemed proper or necessary.
Section 4
Except as otherwise provided by resolution of the Executive Board, all contracts, deeds, leases, mortgages, grants, and other agreements of DASC shall be executed on its behalf by the Treasurer of other persons to whom the organization has delegated authority to execute such documents in accordance with policies approved by the Executive Board.
Section 5
All fundraising activities must be approved by the Executive Board prior to the start of such activity.
Section 6
The Executive Board may hire persons to perform services for DASC. Payment for these services will be in an amount decided by the Executive Board.
Article IX
Committees
Section 1
A. The Executive Board shall create committees deemed proper and necessary to fulfill the purpose and objective of DASC. B. The President shall seek volunteers and assign officers to the committees created by the Executive Board, except for the Nominating Committee.
Section 2
The President shall be an ex-officio member of all committees except the Nominating Committee.
Section 3
A. The only permanent committee shall be the Nominating Committee. B. The Vice President shall serve as Chairperson of the Nominating Committee. C. The Nominating Committee shall compile a list of candidates for office to present to DASC prior to the annual meeting. D. Any member of DASC who has an interest in the purposes and objectives of the organization shall be considered for nomination, subject to Article VII, Section 3A. E. A person may be nominated for, but not elected to, more than one office.
Article X
Removal of Board Members
Section 1
A. Any Board members who fails to fulfill the duties of their office or position may be removed from that office or position by the Executive Board. B. The person facing removal must be notified at least forty-eight (48) hours in advance that removal action is being taken against them. If they desire they will be permitted to speak on their behalf at a meeting of the Executive Board. C. A vacancy shall occur when a majority of the Executive Board, voting by secret ballot, vote for removal. D. Any Board member who is absent without excusable cause for two (2) consecutive meetings of the Executive Board shall thereby forfeit, without additional formality, their right to hold their respective office for the remainder of the term.
Article XI
Parliamentary Authority
Section 1
The DASC wishes to be governed by sound judgment and common sense. Recognizing that these two virtues do not always prevail, for procedures not covered in the Bylaws or Standing Rules of this organization, the current edition of Robert’s Rules of Order shall be the authority.
Article XII
Amendments
Section 1
The Bylaws may be amended, altered or repealed and new Bylaws may be adopted at any Executive Board meeting by a majority vote of members present and voting, provided that notice of such action and the proposals for changes to any of the Bylaws is posted on the DASC website at least seven (7) days prior to the meeting at which the proposed amendment or amendments are to be considered for adoption.
Section 2
The Standing Rules may be amended, altered or repealed and new Standing Rules may be adopted at any meeting of the Executive Board by a majority vote of members present and voting. The Standing Rules will be posted on the DASC website, along with this Constitution and Bylaws.
Section 3
A conflict of interest policy will be adopted by and may be amended, altered or repealed at any meeting of the Executive Board by a majority vote of the members present and voting. Board members are expected to conduct themselves in accordance with the adopted conflict of interest policy. The conflict of interest policy will be posted on the DASC website.
Section 4
The Codes of Conduct for coaches, players and parents of DASC may be amended, altered or repealed at any meetings of the DASC Executive Board by a majority vote of the members present and voting. Coaches, players and parents of DASSC are expected to sign and conduct themselves in accordance with the Codes adopted by the Executive Board. The Cones of Conduct will be posted on the DASC website.
Article XIII
Dissolution Clause
Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the court of common Pleas of the county in the principal office of the organization is 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. |