CBYSA Constitution PDF Print E-mail
Monday, 15 January 2007 12:14

COASTAL BEND YOUTH SOCCER ASSOCIATION

CONSTITUTION AND BYLAWS

(Adopted February 8, 2007)

CONSTITUTION

Article I. Name

1.1 The name of this Organization shall be Coastal Bend Youth Soccer Association, which shall be referred to as "CBYSA" or "the Association" for all purposes hereinafter enumerated. CBYSA is subject to laws of the State of Texas and the conditions and rules presented in its' own Constitution, By-Laws, and Registration and Playing Policies.

Article II. Purpose

1.2 The purposes of CBYSA are charitable, educational, and athletic, as defined by the Texas Non-Profit Corporation Act, and include promoting and supporting soccer for boys and girls eligible to play youth soccer within the CBYSA boundaries through regularly scheduled competition; teaching good sportsmanship both on and off the field of play; educating youth participants and adult sponsors in the fundamentals of the game of soccer; and conducting such other activities as CBYSA deems appropriate.

Article III. Affiliation

1.3 CBYSA affiliates with and is subject to the conditions and rules presented in the Constitution, By-Laws, and Registration and Playing Policies of the South Texas Youth Soccer Association (STYSA). CBYSA, through STYSA, shall comply with the authority of United States Soccer Federation (USSF) and the United States Youth Soccer Association (USYSA). CBYSA may be affiliated with other such associations as the Board of Directors may deem appropriate. As an association of STYSA, CBYSA shall comply with the following:

1.3.1 CBYSA will not discriminate against any individual on the basis of race, color, religion, age, sex or national origin;

1.3.2 Membership in CBYSA shall consist of properly constituted youth soccer leagues/clubs within its boundary area.

1.3.3 Member leagues/clubs shall, subject to the approval of CBYSA, admit organizations within their areas and provide management assistance as requested.

1.3.4 CBYSA will have an Executive Committee that is selected through an open and democratic election process;

1.3.5 CBYSA will be governed by a Board of Directors as defined in Paragraph 1.11 of the CBYSA Constitution.


Article IV. Boundaries

1.4 CBYSA Boundaries. CBYSA's geographical boundaries shall be as follows: The Association shall control and represent all member leagues/clubs falling within the Coastal Bend area, which includes the cities of Corpus Christi, Port Aransas, Ingleside, Aransas Pass, Rockport, Gregory, Portland, Sinton, Odem, Taft and Robstown.

1.5 Member Boundaries. Member league/club boundaries shall consist of the Corpus Christi and Coastal Bend ISD's School Attendance Zone Boundaries as determined by actual residence, as follows:

Express Soccer Club* Encompasses the whole of CBYSA boundary area
Great Western Soccer League Calallen, Tuloso Mid-way, Robstown, and West Oso I.S.D's
Gregory Portland Soccer Association Gregory and Portland I.S.D's
Gulf Coast Soccer Club All of North Padre Island, NAS/CCAD, Flour Bluff and the portions of King High School that are north of Saratoga Blvd. (Saratoga Blvd. toward SPID and from S. Staples/Saratoga east toward the Cayo del Oso).
Padre Soccer League Carroll High School and the portions of King High School that are south of Saratoga Blvd. (Saratoga Blvd. toward Oso Creek between Rodd Field Road and S. Staples).
Port Aransas Soccer League Port Aransas I.S.D.
Santa Fe Soccer Club Ray High School
San Patricio Soccer League Odem, Sinton, Taft I.S.D's
TOPSoccer (associate member) Encompasses the whole of CBYSA boundary area
Tri-City Soccer League Rockport, Ingleside, Aransas Pass, I.S.D's

*The Express Soccer Club, approved for membership by the CBYSA Board of Directors in July, 1993, is the only sanctioned Division I soccer club within CBYSA and is allowed by CBYSA to maintain an open boundary policy encompassing all areas within the geographical boundary of CBYSA. Super II and Division II levels of competition are also allowed, by CBYSA, to maintain an open boundary policy encompassing all areas within the geographical boundaries of CBYSA.

1.6 Amending Boundaries. Amendments to a member league's/club's boundaries may be made at any meeting of the CBYSA Board of Directors by a two-thirds majority vote of the Board of Directors, members in good standing, present and voting. Each Board of Director's member shall be given thirty (30) days notice in writing of the purpose of the amendments prior to the vote. All proposals to amend member league/club boundaries must be made in writing to the CBYSA Secretary at least fifteen (15) days before a regular meeting.


Article V. Membership

1.7 League/Club Membership. Membership in CBYSA shall consist of properly constituted youth soccer leagues/clubs within its boundaries as defined in Paragraph 1.5 of the CBYSA Constitution.
 

1.7.1 Full Membership. Youth soccer leagues/clubs within the geographical boundaries of CBYSA with 50 or more registered players are considered to have a full membership. A full member; i.) may participate in CBYSA member meetings and shall have the right to vote and ii) may send teams to compete in CBYSA or STYSA competitions.

1.7.2 Associate Membership. Youth soccer leagues/clubs within the geographical boundaries of CBYSA with less than 50 registered players are considered to have an associate membership. An associate member may participate in CBYSA member meetings but shall not have the right to vote. Their teams shall have the right to compete in CBYSA and/or STYSA competitions if they have qualified to do so. (amended 2-8-07).

1.8 Requirements of League/Club Membership. Each league/club shall retain its own autonomy, but will adhere to the Constitution, By-Laws, Registration and Playing Policies and regulations of CBYSA in all matters pertaining to Intra-Association competition or in other competitions sponsored by CBYSA. Each league/club shall have voting powers as set forth in Paragraph 2.2 of the CBYSA By-Laws.

1.9 Good Standing. Any member league/club that (i) is delinquent in the payment to CBYSA of any registration fees, fines or other fees; or (ii) fails or refuses to comply with the authority of CBYSA, shall be considered to lose good standing and shall have its voting rights automatically suspended until such rights are reinstated by a simple majority vote of the Board of Directors.

Article VI. SEASONAL AND FISCAL YEAR

1.10 The seasonal year of CBYSA shall begin the first day of September of the current year and end on the last day of August of the following year. The fiscal year of CBYSA shall begin on the first day of September of the current year and end on the last day of August of the following year.

Article VII. Governing Board

1.11 Board of Directors. CBYSA shall be governed by a Board of Directors. Each member league/club shall elect or appoint a number of persons to the Board each year as set forth in Paragraph 2.2 of the CBYSA By-Laws.

1.12 General Powers. The Board of Directors shall transact all business of CBYSA and shall have the power to enforce the Constitution and By-Laws of CBYSA and the Registration and Playing Policies and Rules of STYSA. The Board of Directors shall also adopt and approve an annual budget for CBYSA and approve all unbudgeted expenditures in excess of $200.00.

Article VIII. Meeting

1.13 Regular Meetings. The regular meetings of the CBYSA Board of Directors shall be held once monthly, as determined by the Board of Directors. The order of business for regular meetings shall be as follows:

  1. Call to order
  2. Reading an approval of the minutes of the last meeting
  3. Announcements
  4. Introduction of Guests
  5. Standing committee reports
  6. Officer reports
  7. Old business
  8. Special committee appointee's reports
  9. New Business
  10. Notification of date and place of next meeting
  11. Adjournment

1.14 Special Meetings. Special meetings may be called by the President upon his/her own volition, upon request of the Executive Committee, or upon written request of a quorum of the Board. The Board members shall be notified of each special meeting and the purpose for which it is being called. Only the business for which the special meeting is called may be conducted at such meeting.

1.15 Annual Meetings. An annual meeting of the CBYSA Board of Directors shall be held during each August of the current year. Mandatory attendance is required of all member leagues/clubs. An annual report, standing committee reports, and reading of proposed plans for the future will comprise the order of business. Any member league/club not represented shall be assessed a $100.00 fine.

1.16 Robert's Rules of Order. All regular, special, and annual meetings of CBYSA shall be conducted in accordance with Robert's Rules of Order, latest edition.


Article IX. Officers

1.17 List of Officers. The members of the Board of Directors shall elect the following officers, who shall comprise the Executive Committee:

President Secretary
First Vice-President Treasurer
Second Vice-President Registrar
Third Vice-President

1.18 Terms. The term of office for each officer shall be for two years. The following officers shall be elected in even numbered years:

President
Second Vice-President
Secretary

The following officers shall be elected in odd numbered years:

First Vice-President
Third Vice-President
Registrar
Treasurer

An officer shall take office on April 1st of the calendar year in which he/she is elected and remain in office until the end of his/her term of 2 years or until a successor has been duly elected, whichever event occurs later, unless said officer resigns or is recalled by the Board of Directors as described in Paragraph 1.20 of the CBYSA Constitution.

1.19 Vacancy of an Office. Upon the death, resignation, or removal from office of any officer, the Executive Committee shall fill the vacancy by appointment subject to confirmation by the Board of Directors.

1.20 Removal from Office. Any officer may be removed from office by a two-thirds favorable vote of the Board of Directors for the following reasons:

(i) inability to function due to illness
(ii) neglect of duties
(iii) failure to attend three (3) consecutive scheduled meetings; or
(iv) malfeasance.

Any committee chairperson or member of any other appointed or hired position may be removed from office by the President with two-thirds approval of the Executive Committee.

Article X. Amendments

1.21 Amendments to the Constitution may be proposed in writing by any voting member. Amendments may be adopted at any regularly scheduled meeting of the Board of Directors provided a copy of the proposed amendment change has been provided to the CBYSA President or Executive Administrator not less than fifteen (15) days prior to the regularly scheduled meeting preceding the regularly scheduled meeting at which the amendment is to be voted on. A two-thirds vote of those present and in good standing shall be required in order to amend the Constitution. An amendment voted by a two-thirds affirmative vote shall become effective immediately. All amendments shall remain in effect for one (1) full calendar year prior to another vote on the same item. Amendments shall not be retroactive.

Article XI. Dissolution

1.22 In the event that CBYSA dissolves or ceases to function for a period of two fiscal years, the assets and properties of CBYSA shall be divided and distributed equally to each member league in existence at the time of dissolution.

BY-LAWS

Article I. Registered Agent

2.1 The registered agent for CBYSA shall be the CBYSA President unless the CBYSA President designates another to be registered agent in his/her place.

Article II. Voting

2.2 Voting Powers. Each league/club shall be represented on the board by the league's/club's designated representative(s) with total votes based on their league's/club's most current paid registration figures as provided by the CBYSA registrar. This voting strength is determined on the first day of April of each year:

*50-200 Players.................... One Vote
201-400 Players.................... Two Votes
401-600 Players.................... Three Votes
601-800 Players.................... Four Votes
801-1,000 Players.................... Five Votes
1,000 + Players.................... Six Votes

*(Except for associate members - See Paragraph 1.7.2 of the CBYSA Constitution)

Each Executive Committee member shall have 1 vote. Each league/club through its President shall present the name and signature of its' voting representative(s) for the fiscal year to the CBYSA Secretary prior to the first CBYSA meeting after the first day of April of each year. Each representative shall have 1 vote unless in possession of properly executed proxies as defined in Paragraph 2.7 of the CBYSA By-Laws. Names and signatures of all voting representatives (including any changes during the fiscal year) must be reported by the league/club President to the CBYSA Secretary before a representative or his/her proxy will be recognized by CBYSA. Voting representatives will be determined at roll call or whenever the league/club representative is recognized.

2.3 Mandatory Abstention. Any voting member of the Association, associated with a formally filed grievance, protest or appeal, shall not vote in respect to that particular grievance, protest or appeal.

2.4 Quorum. A majority of the voting power of the Board of Directors' members which are in good standing (as defined in Paragraph 1.9 of the CBYSA Constitution) shall constitute a quorum at all meetings of the Board of Directors. In order to conduct business, one more than half the voting Leagues must be present constituting a quorum. So long as a quorum is present, any proposal other than amendments to the Constitution and By-Laws, shall be considered adopted if it receives the affirmative vote of a simple majority of those individuals present. Amendments to the Constitution and By-Laws shall require a two-thirds affirmative vote of those present. For purposes of transacting business of the Executive Committee, a quorum of the voting members shall be present when a majority of the members are present

2.5 Loss of Quorum. The members present at any duly organized meeting may continue to transact business until adjournment, even though members leave and less than a quorum remains.

2.6 Good Standing. To vote, a member must be in good standing as defined in Paragraph 1.9 of the CBYSA Constitution.

2.7 Proxy. Any vote to which a member league/club is entitled may be cast by a proxy holder. To be valid, a proxy:

    2.7.1 shall designate, by name, the designated voting member for whom the proxy is being offered;

    2.7.2 shall designate, by name, the person who is entitled to vote under the proxy;

    2.7.3 shall be specific as to the meeting at which the proxy is to be exercised;

    2.7.4 shall be specific as to issue(s) upon which the proxy may be exercised,

    2.7.5 shall be signed by the ranking officer available and one other elected officer of the member league/club;

    2.7.6 shall be presented to the CBYSA Secretary upon recognition of attendance;

    2.7.7 facsimile copies of offered proxies shall be deemed valid if they bear the items, including signatures, listed above. E-mail type proxies, without the actual signatures of the persons listed above shall not be deemed valid.

Executive Committee members shall not hold proxies for representatives of member leagues/clubs.

Article III. Election and Installation of Officers


2.8 Nominations. A Nominating Committee shall be named by the President at the January meeting. Said committee will report all nominations for the March elections. Additional nominations may be taken from the floor during the March meeting for elections. Nominees are not required to be Board of Directors members.

2.9 Elections. Elections will be held during the month of March. The Executive Committee members shall be elected by a simple majority of the Board of Directors. If there is more than one nominee for an office, the vote will be taken by secret ballot. Once elected, officers shall become full voting members on the first day of April of the election year, with their term expiring on the last day of March of the next election year of their office.


Article IV. Officers

2.10 President. The President shall be the Chief Executive Officer of CBYSA. His/Her duties and responsibilities include:

    2.10.1 presiding at all meetings of the Association, Executive Committee, standing committees and other committees;

    2.10.2 attending or appointing delegates to represent the Association at any district or STYSA meeting;

    2.10.3 appointing chairpersons of the standing committees outlined in Article VIII of the CBYSA By-Laws (within 30 days of taking office) with all appointments being subject to confirmation of the Board of Directors;

    2.10.4 appointing an audit committee at the January meeting with an audit report due at the March meeting;

    2.10.5 entering into contracts on behalf of the association provided those contracts are of one year's duration or less provided they have been reviewed and approved by the Executive Committee; such contracts shall be binding on the Association upon ratification by the Executive Committee;

    2.10.6 exercising such other duties and responsibilities necessary or appropriate for the proper management of CBYSA;

    2.10.7 the power to approve expenditures under $200.00 without Board approval; and

    2.10.8 at expiration of his/her term turning over all books, records, and other property of the Association pertinent to the office in his/her custody to the successor and receiving a receipt therefore.

2.11 First Vice-President. It shall be the duty of the First Vice-President to assist the President in matters concerning the operation of the Association and to succeed to the powers of the President in his/her absence. His/Her duties and responsibilities include:

    2.11.1 coordinating all coaches' clinics within the CBYSA boundaries;

    2.11.2 maintaining a listing of Association coaches and their level of certification;

    2.11.3 coordinating the summer soccer program; and

    2.11.4 at expiration of his/her term turning over all books, records, and other property of the Association pertinent to the office in his/her custody to the successor and receiving a receipt therefore.

2.12 Second Vice-President. It shall be the duty of the Second Vice-President to serve as Tournament Coordinator for the Association in all tournaments hosted by the Association whether they are invitational in nature or in-house tournaments. His/her duties and responsibilities include:

    2.12.1 chairing the tournament committees;

    2.12.2 receiving/dispensing all tournament invitations;

    2.12.3 assisting the President with the operation of the Association;

    2.12.4 assisting the 3rd Vice-President with Western District and/or State Playoffs; and

    2.12.5 succeeding to the powers of the 1st Vice-President in his/her absence; and

    2.12.6 at the expiration of his/her term turning over all books, records, and other property of the Association pertinent to the office in his/her custody to the successor and receiving a receipt therefore.

2.13 Third Vice-President. It shall be the duty of the Third Vice-President to be responsible for the development, promotion, coordination, and administration of soccer in CBYSA. Additional duties include:

    2.13.1 scheduling all traveling teams (both Intra-Association and Inter-Association play) into appropriate age groups and dispersing said schedules to the coaches;

    2.13.2 scheduling all Intra-association playoffs and Western District playoffs;

    2.13.3 maintaining a database inclusive of game reports and misconduct reports;

    2.13.4 succeeding to the powers of the 2nd Vice-President in his/her absence; and

    2.13.5 at expiration of his/her term turning over all books, records, and other property of the Association pertinent to the office in his/her custody to the successor and receiving a receipt therefore.

2.14 Secretary. It shall be the duty of the Secretary to keep an accurate record of all proceedings of the Association and keep custody of all official papers and records. Additional duties include:

    2.14.1 maintaining an official copy of the Constitution and By-laws including any changes voted upon during any official Board of Directors meeting;

    2.14.2 making necessary changes/additions/deletions to the official copy of the Constitution and distributing new copies of the document to all member leagues/clubs at the annual meeting in August of each year;

    2.14.3 recording the minutes of all regularly scheduled meetings;

    2.14.4 attending to all correspondence;

    2.14.5 providing a complete list of members of the Board of Directors and officers of the Association to District and STYSA.

    2.14.6 mailing (postal or e-mail) a copy of the minutes from the previous regularly scheduled meeting to the members of the Board of Directors at least one (1) week prior to the next regularly scheduled meeting; and

    2.14.7 at the expiration of his/her term turning over all books, papers, and other property of the Association pertaining to the office in his/her custody to the successor and receiving a receipt therefore.

2.15 Treasurer. It shall be the duty of the Treasurer to keep an accurate record and have custody of all monies of the association. Additional duties include:

    2.15.1 preparing a budget and making recommendations for registration fees;

    2.15.2 rendering all just bills and receipts;

    2.15.3 submitting a report at each meeting of the monies received and disbursed since the last report;

    2.15.4 paying all bills for budgeted expenses as directed by the President or the Executive Committee:

    2.15.5 surrendering all financial records for the annual audit; and

    2.15.6 at expiration of his/her term turning over all books, records, and other property of the Association pertinent to the office in his/her custody to the successor and receiving a receipt therefore.

2.16 Registrar. It shall be the duty of the registrar to coordinate the registration of all players, coaches, assistant coaches and referees. Additional duties include:

    2.16.1 forwarding roster and registration forms of all participants to district/STYSA for Registration, tournament and insurance purposes;

    2.16.2 maintaining a central CBYSA registry, to include adult registration forms; and

    2.16.3 providing individual signed rosters to the member leagues/clubs;

    2.16.4 reviewing and authorizing all completed USYSA ID cards;

    2.16.5 being responsible for providing insurance forms to each member league/club;

    2.16.6 being responsible for collecting/dispensing goal inspection forms to each member league/club prior to start of each seasonal year; and

    2.16.7 at expiration of his/her term turning over all books, records, and other property of the Association pertinent to the office in his/her custody to the successor and receiving a receipt therefore.



 

Article V. Offices

2.17 Offices or positions that may be appointed by the President with Board approval or the Executive Committee are:

2.17.1 D&P Chairperson. This officer (appointed position) shall be responsible for handling all matters before him/her in the realm of discipline and protest, including those matters of constitutional or by-laws infractions. He/She shall:

  1. maintain accurate records of all correspondence concerning matters of discipline and protest;
  2. set up meetings to handle these matters;
  3. notify all persons involved of the date, location, and time of theses meetings in accordance with discipline and protest rules as set forth by STYSA;
  4. notify all persons involved and the Association Executive Committee of the outcome of hearings and meetings; and
  5. at expiration of his/her term turnover all books, records, and other property of the Association pertinent to the office in his/her custody to the successor and receive a receipt therefore.

2.17.2 Referee Development Coordinator. This officer (appointed position) shall be responsible for handling

  1. all matters concerning the development of referees within the Association. He/She shall maintain a database of all Association referees (telephone and addresses);
  2. organize and oversee all referee certification clinics within the Association;
  3. serve on the D& P committee; and
  4. at expiration of his/her term turnover all books, records, and other property of the Association pertinent to the office in his/her custody to the successor and receive a receipt therefore.

Article VI. Executive Administrator

2.18 The Executive Committee may hire a paid employee to assist in all matters within the Association. The Executive Administrator shall answer directly to the President. He/She shall:

  1. aid all officers/committees when deemed necessary;
  2. abide by the job description under which he/she is hired;
  3. not have voting rights;
  4. not hold office in any Association soccer club or league; and
  5. at expiration of his/her term, turnover all books, records, and other property of the Association pertinent to the office in his/her custody to the successor and receive a receipt therefore.

Article VII. Executive Committee

2.19 CBYSA elected officers shall constitute an Executive Committee to act on all matters pertaining to the daily operation of CBYSA in concert with existing Board of Directors policies. An Executive Committee meeting may be called by the President or by a majority of the Executive Committee. The Executive Committee shall set the time and place for regularly scheduled meetings. It shall assist the President as required in overseeing all committee work to insure its presentation before the Board of Directors in an orderly and timely manner. The Executive Committee will hear appeals of decisions of the Discipline and Protest Committee and will have full right of disposition. Appeals of decisions must follow procedures as set out by STYSA.


Article VIII. Standing Committees

2.20 The Discipline & Protest Committee shall consist of a chairperson (appointed by the President subject to the approval of the Board of Directors), the Referee Development Coordinator, and additional members appointed by and serving at the discretion of the D&P Committee chairperson with the approval of the President. The committee is charged with aiding the chairperson in performing those duties outlined in Paragraph 2.17.1 of the CBYSA By-Laws.

2.21 The Budget Committee shall consist of the Treasurer as chairperson and additional members appointed by and serving at the discretion of the President. The committee is charged with compiling the annual operating budget of CBYSA for presentation to and review by the Board of Directors at their regular monthly meeting in August.

Article IX. Suspension

2.22 A particular section of the By-Laws may be suspended for a single purpose by a two-thirds favorable vote of the voting membership.

Article X. Coverage

2.23 Any point not covered by the By-Laws shall be decided by a two-thirds favorable vote of the voting membership.

Article XI. Rules

2.24 The Board shall have authority to set up all rules and policy for any CBYSA playoffs, tournaments and special competitions.

Article XII. Amendments

2.25 Amendments to the by-laws may be proposed in writing by any voting member. Amendments may be adopted at any regularly scheduled meeting of the Board of Directors provided a copy of the proposed amendment change has been provided to the CBYSA President or Executive Administrator not less than fifteen (15) days prior to the regularly scheduled meeting preceding the regularly scheduled meeting at which the amendment is to be voted on. A two-thirds vote of those present and in good standing shall be required in order to amend the Constitution. An amendment voted by a two-thirds affirmative vote shall become effective immediately. All amendments shall remain in effect for one (1) full calendar year prior to another vote on the same item. Amendments shall not be retroactive.

 

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Last Updated on Thursday, 06 March 2008 15:34
 

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For more information regarding soccer in the Coastal Bend area, please contact any of the Executive Board members or Monica Hatton at executive.admin@cbysasoccer.org.

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