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EYSO Constitution

Constitution of the Euclid Youth Soccer Organization, Inc.

Adopted April 18, 2011


ARTICLE I

(Name)

The formal name of this organization shall be the Euclid Youth Soccer Organization, Inc., unofficially also referred to as EYSO. It shall be a nonprofit organization as recognized under Section 501(c) of the Internal Revenue Code. In recognition thereof, EYSO has been issued Employer Identification Number 31‐1204718.

ARTICLE II

(Objective)

The objective of this organization shall be to promote amateur soccer in the local community by facilitating organized training and competition for the purpose of developing in our youth physical conditioning, ideals of good sportsmanship, honesty, loyalty, courage and respect for authority.

ARTICLE III

(Membership)

Any family that has a child registered in the then current season and who has satisfied all the financial obligations assessed by the Executive Board is deemed a Member.
Membership entitles one to:

(A) Run, hold, vote, and nominate for all Executive Board positions;
(B) Vote on changes to the EYSO Constitution;
(C) Vote on any issues for which the Executive Board requests Member approval;
(D) Serve on standing committees.


Each Member will have only one vote per family, regardless of how many children are registered.

ARTICLE IV

(Executive Board Positions and Their Election)

Section I: Executive Board Positions


The Executive Board of EYSO shall be comprised of the following required positions, in order of succession:
  • President;
  • Vice President – Travel;
  • Vice President – House;
  • Treasurer;
  • Secretary.

In addition, the following positions may be filled as deemed necessary by the Executive Board:
  • Registrar;
  • Director of Fields;
  • Travel Division Directors (eg., Boys, Girls);
  • House Division Directors (eg., U12, U10, U8, U6).

Section II: Eligibility


All Members of EYSO (as defined in Article III) are eligible to hold any of the Executive Board positions. Only one member of a family at a time is permitted to hold an Executive Board position, except if, after the conclusion of the general election, an Executive Board position remains vacant, in which case a second family member may be nominated to fill a vacant position. In addition, any non‐Member having a significant interest in soccer and through service having demonstrated their support of the purposes of EYSO is eligible to run for and hold all Executive Board positions except that of the President, which must be held by a Member.

Section III: Term and Election


Terms for all Executive Board position are two years. Elections will be held each year at the April General Meeting, with terms for Executive Board officers expiring in alternating years as follows: President, Vice President – House, Secretary, Director of Fields, and House Division Directors in even‐numbered years (2010, 2012, 2014, etc.); and Vice President – Travel, Treasurer, Registrar, and Travel Division Directors in odd‐numbered years (2011, 2013, 2015, etc.). In the year of the adoption of this constitution all Executive Board positions will be vacated, and elections for positions will be for the term expiring in the designated year as described above.

Newly elected Executive Board officers will assume their positions at the June General Meeting. In the interim, they will attend the regular Executive Board meetings in a transitional and advisory capacity.

Executive Board vacancies not filled during the April elections or those arising from resignations may thereafter be filled by any Member or Non‐Member as described above after being nominated by an existing Executive Board officer and confirmed by a majority vote of the Executive Board.

Section IV: Additional Positions


Additional non‐voting positions may be appointed by the Executive Board as deemed necessary. Appointees must meet the same eligibility criteria described above for Executive Board positions. Appointees are to be nominated by a current Executive Board officer and confirmed by a majority vote of the standing Executive Board. These additional positions include, but are not limited to:
  • Tournament Director
  • Director of Referees
  • Director of Coaching
  • Director of Player Development

Section V: Duties and Responsibilities


The primary ongoing duties and responsibilities of the Executive Board officers shall be as described below. However, each officer shall at the request of the other officers, assist or participate in EYSO tasks not delegated herein, or which require resources greater than those available to the primary officer of responsibility, eg., registration, tournament, etc.

President


a) Preside at all Executive Board and General meetings and sign the records thereof.

b) Oversee all affairs of EYSO ensuring that policies established and mandated by the Executive Board, associate organizations, and this Constitution are followed.

c) Appoint special committees as needed, and serve as ex‐officio member of all EYSO committees.

d) Ensure that the assigned responsibilities of the other Executive Board members and special committees are performed in a timely and acceptable fashion.

e) Ensure EYSO representation at meetings of organizations with which EYSO is affiliated.

f) Act as liaison between EYSO and the City of Euclid and/or School Board officials on matters relating to fields, permits, or other interests of the organization.

g) Participate in the preparation of and subsequent revisions to the annual budget.

h) With the treasurer, hold authority to sign checks on behalf of EYSO

i) Provide policy direction to promote the welfare of EYSO.


Vice President – Travel

a) Assist the President and preside at meetings in the absence of the President.
b) Prepare and present the Travel League report in Executive Board Meetings.
c) Oversee all aspects of the Travel League, including, but not limited to:
  • Overseeing the training and activities of travel coaches and, as applicable, Travel Division Directors;
  • Ensuring EYSO representation at meetings of OASL, NOGSL, or other leagues in which EYSO Travel League teams are participating;
  • Assisting with the annual registration of players, including submitting team declarations, rosters, etc., according to appropriate guidelines;
  • Arranging selection of coaches, tryouts and formation of teams within appropriate guidelines;
  • Overseeing the planning, organization, and management of Travel coach and player development clinics and activities;
  • Researching and submitting for Executive Board approval tournament opportunities for Travel teams.
d) Oversee and, in case of vacancy, assume ultimate responsibility for the duties of the Travel Division Director position(s).
e) Prepare the master field schedule.
f) Perform annual review of the Travel League Bylaws and secure the approval of the Board for additions, deletions, and corrections thereto.
g) Participate in the formation of the annual budget.
h) With the assistance of the Treasurer, manage the Travel League portion of the annual budget, including approving all expenses within the approved budget and seeking board approval for any exceptions or changes to the approved budget.

Vice President – House

a) Assist the president and preside at meetings in the absence of the President and Vice President – Travel.
b) Prepare and present the House League report in Executive Board Meetings.
c) Oversee all aspects related to the House League; including, but not limited to:
  • Overseeing the training and activities of house coaches and, as applicable, House Age Group Directors;
  • Ensuring EYSO representation at meetings of mini‐travel, or other multi‐community leagues in which EYSO House League teams are participating;
  • Assisting with the annual registration of players;
  • Arranging soliciting and selection of coaches and formation of teams within appropriate guidelines;
  • Overseeing the planning, organization, and management of House coach and player development clinics and activities;
  • Researching and organizing participation of House teams in tournaments according to appropriate guidelines.
d) Oversee and, in case of vacancy, assume ultimate responsibility for the duties of the House Age Group Director position(s).
e) Perform annual review of the House League Bylaws and secure the approval of the Board for additions, deletions, and corrections thereto.
f) Participate in the formation of the annual budget.
g) With the assistance of the Treasurer, manage the House League portion of the annual budget, including approving all expenses within the approved budget and seeking board approval for any exceptions or changes to the approved budget.

Treasurer

a) Receive and hold all moneys, securities, and other such properties of EYSO appertaining to the office.
b) With the President, maintain authority to sign checks on behalf of EYSO.
c) Maintain financial records and report regularly to the Board on the status of organization funds.
d) With the assistance of the President and Vice Presidents, prepare an annual budget and present that budget for approval by the Board.
e) Disburse funds according to the approved annual budget and the policies in Article X Section III.
f) Prepare the annual Financial Report for submission to the Executive Board and General Membership.
g) Prepare annual IRS tax filing and otherwise be responsible for all Federal, State, and local reporting as required by law.
h) Make available all required financial documents required by the Audit Committee.

Secretary

a) Maintain all necessary EYSO books or files, including safely keeping incorporation papers, current insurance policies, etc.
b) Record and maintain copies of all proceedings at Executive Board and General meetings. Distribute to the Executive Board all approved meeting minutes.
c) Assist the President in facilitating communication to the Executive Board, Members, and others as necessary.

Registrar

a) Assume responsibility for all aspects of player and staff registration.
b) Maintain current lists of membership, coaches, volunteers, and team rosters.
c) Under the direction of the Treasurer, organize the collection of registration fees from members.
d) Under the direction of the Vice President – Travel, maintain travel team rosters, cards, and other documents required by governing bodies.

Director of Fields

a) Assist the President and work under his direction.
b) Assume responsibility for the care, storage, and inventory of organization‐owned equipment.
c) Coordinate with Vice Presidents of Travel and House to ensure adequate equipment is available for all teams.
d) Investigate availability and pricing of needed equipment and make recommendations to the Executive Board for budgetary or procurement issues.
e) Oversee the setup of fields, including working with coaches and volunteers.

Travel Division Director(s)

a) Under the direction of the Vice President – Travel, assume responsibility for all aspects of the day‐to‐day operations of a specific division within the Travel League.
b) Represent EYSO at governing league meetings as assigned.
c) Serve as a liaison between the Executive Board and Travel League coaches and volunteers.
d) Assist the Vice President – Travel in all other duties as assigned.

House Division Director(s)

a) Under the direction of the Vice President – House, assume responsibility for all aspects of the day‐to‐day operations of a specific division within the House League.
b) Serve as a liaison between the Executive Board and House League coaches and volunteers.
c) Assist the Vice President – House in all other duties as assigned.

ARTICLE V

(Meetings and Quorums)

Section I: Meetings


General Meetings: Regular or General Meetings are open to all Members and are held at a regularly scheduled time as determined by the Executive Board. Rescheduling due to holidays or significant schedule conflicts will be determined by the Executive Board and announced at least 1 week in advance.

Annual Meeting: The General Meeting held in April of each year shall be known as the Annual Meeting. In addition to routine business, the election of officers occurs at this meeting.

Executive Board Meetings: Executive Board Meetings are open only to the current Executive Board and newly elected officers (in the case of the May meeting). Executive Board meetings are held at a regularly scheduled time as determined by the Executive Board. Rescheduling due to holidays or significant schedule conflicts will be determined by the Executive Board and announced at least 48 hours in advance. Cancellation of an Executive Board meeting due to lack of a quorum need not be announced in advance. Additional Executive Board Meetings may be scheduled as deemed necessary by any Board member providing 48 hours notice.

Section II: Quorums


At all General meetings, those Members in attendance constitute a quorum for the transaction of business. A majority vote is required for all items with the exception of changes to the Constitution, which require a two thirds (2/3) majority vote.

Each member of the Executive Board will be considered part of the Members quorum for items requiring vote by Members, with only one vote per family as described in Article III.

Attendance by a majority of the filled Executive Board positions, a minimum of three, and the presence of the President or at least one Vice President, constitute a quorum for conduct of Executive Board meetings. A majority vote by the Executive Board quorum is required to pass issues.

Section III: Order of Business


Robert’s Rules of Order of Business shall apply at all Executive Board and General Meetings.

ARTICLE VI

(Committees)

Executive Committee
The Executive Committee, also referred to as the Executive Board, consists of all presently filled Executive Board positions specified in Article IV.

Discipline Committee
Shall be organized on an as‐needed basis for the purposes of ruling on disciplinary action to a coach or player as outlined in Article XI. Shall consist of Members appointed by the President and shall be chaired by the President. If a possible conflict of interest exists the President may appoint another Executive Board officer to chair the committee.

Standing Committees
The President, with the approval of the Executive Board, shall create as many standing committees as are necessary to carry on the work of the organization. Each committee will be chaired by an Executive Board officer and may consist of Members or others with a vested interest in promoting the interest of the organization or with necessary expertise. The formation of committees and appointment thereto will be recommended by the President and approved by the Executive Board. Some examples of these committees follow:

Registration Committee
Reporting to the Treasurer and under the direction of an elected or board‐approved Registrar, the Registration Committee will organize, coordinate, and perform all duties necessary to sign up players for each new season. The size and individual responsibilities of the Registration Committee will be determined by the Executive Board.

Audit Committee
Shall consist of three Members and shall properly and fully audit the financial records of the organization. They shall prepare an annual report for the July General Meeting and submit to the Executive Board audit results and/or findings.

Tournament Committee
May be organized by the President to assist with the planning and execution of the annual tournament.

ARTICLE VII

(Authority)

The Executive Board shall have the authority to approve temporary revisions to the Constitution, but these changes must be approved at a General Meeting as described in Article IX.

The Executive Board shall have authority to approve necessary revisions to the Travel League and House League Bylaws as described in Article IX.

The Executive Board shall be empowered to contract the services of professionals in the areas of law, finance, coaching, or other needs of EYSO, except where restricted by law or this Constitution.

ARTICLE VIII

(Coaches and Players)

All coaches, their assistants, and players shall be accountable to the Executive Board.


ARTICLE IX

(Amendments)

Section I: Constitution


Proposed changes to this Constitution shall be initiated in one of the following ways:
1. By majority vote of the Executive Board after the proposed change being submitted by an Executive Board officer at any Board Meeting.
2. By any member’s written submission of the proposed change to the Executive Board, accompanied by a petition signed by at least 40 other Members requesting such change be presented for a vote.

Notification of proposed change(s) shall be made available to the Members at least 30 days in advance of the General Meeting in which a vote will be taken.

This Constitution may be amended, repealed, or revised temporarily by a vote at any Executive Board Meeting. In order to be final, changes to the Constitution require approval by two‐thirds (2/3) of the Members present at any General Meeting.

Section II: Bylaws


Proposed changes to the Travel and House Bylaws shall be initiated by the appropriate Vice President of Travel or House and submitted to the Executive Board. A majority vote of the Executive Board is required for passage.

ARTICLE X

(Fiscal Responsibility)

Section I: General Fiscal Responsibility


EYSO shall strive to maintain a surplus balance in its financial accounts. Each season’s operating expenses are to be paid from that season’s income according to the Annual Budget.

Section II: Annual Budgets


An Annual Budget shall be prepared under the direction of the Treasure and approved by the Executive Board. The annual budget is to cover an annual period from July 1 through June 30.

Direct expenditures of each League (Travel and House) should be within the budgeted amounts and common overhead expenses prorated between the Leagues. However, the fiscal solvency of the organization takes precedence over the interests of a single program. Therefore, the final decision on allocation of funds rests with the Executive Board.

As determined by the Executive Board, a separate budget may be prepared for large events such as the annual tournament and presented to the Executive Board for approval.

Section III: Expenditure Policies


Disbursement of funds for any expenditure not in the current approved Annual Budget requires approval as described below:
  • Expenditures up to $200 with the approval of the appropriate Vice President (in the case of Travel or House League expenses) or the President (in the case of general expenses).
  • Expenditures above $200 and less than $500 with the approval of the President.
  • Expenditures above $500 with the approval of the Executive Board.
Disbursement of funds to any Member or Executive Board officer (reimbursement or direct cost) in excess of $100 over the approved Annual Budget amount must have the approval of the Executive Board.


ARTICLE XI

(Discipline)

All disciplinary action to a coach or player shall be automatically appealed to a Discipline Committee appointed and chaired by the President. The Committee will be formed on an as‐needed basis. The disciplined individual shall be allowed to present their case to the committee without prejudice. The ruling of the Discipline Committee shall be deemed final.

Match referee decisions regarding issuing of red or yellow cards will be ruled as final and shall not be reviewed by a Discipline Committee.

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