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BYLAWS

Swampscott Youth Soccer Association, Inc. Bylaws
                                              Revised, June, 2004
 

Article 1 Name
The name of the corporation shall be the "Swampscott Youth Soccer Association, Inc."

Article 2 Purpose
The purpose of the Association shall be the promotion of the game of soccer for the youth of the towns of Swampscott and Nahant through organized competitions and educational programs for the benefit of players, coaches, and the general public.

Article 3 Nonprofit Operation
The Association shall be operated on a not-for-profit basis, and no part of the assets or earnings of the Association shall inure to the benefit of any officer, director, or member. Officers and directors shall not receive any compensation for their services but may receive reimbursement for actual reasonable expenses necessarily incurred in connection with the business of the Association.

Article 4 Affiliation
The Swampscott Youth Soccer Association (SYSA or the Association) shall be affiliated with the Essex County Youth Soccer Association (ECYSA), the Massachusetts Youth Soccer Association (MYSA), and the United States Youth Soccer Association (USYSA), and shall be bound by their respective rules and regulations.

Article 5 Seasonal Year
The seasonal year of the Association shall begin on the first day of August and shall end on the last day of July of the calendar year.

Article 6 Fiscal Year
The fiscal year of the Association shall begin on the first day of January and shall end on the last day of December of the calendar year.

Article 7 Membership
Membership in the Association shall be open to any resident of the towns of Swampscott and Nahant.

Article 8 Executive Board
The Association shall be governed by an Executive Board which shall be composed of eight permanent members and any ad hoc members the Board may select. The permanent members of the Board shall be the President, the Vice President/Town Director, the Vice President/Intramural Director, the Clerk, the Treasurer, the Registrar, the Head of Fields and Equipment, and the Nahant Representative.

The President shall preside at all meetings at which he or she is present and shall perform and exercise those duties and powers that ordinarily pertain to the president of a nonprofit youth soccer association including the power to appoint people to fill empty positions in the Association. The President shall be an ex-officio member of all committees.

The Vice President/Town Director shall perform the duties of the President in his/her absence and shall perform other duties as shall properly be assigned to him/her. The Vice President shall also fulfill the tasks of the Town Director by providing the primary contact between the Association and the ECYSA, the MYSA, and the USYSA and by attending meetings and contacting officials of these organizations on behalf of the Association. The Town Director will also provide the central point of contact for exchanging information between the Association and other town programs and soccer-related groups. The Vice President shall also serve as the head of the Travel Soccer Committee.

The Vice President/Intramural Director shall perform the duties of President in his/her absence and the absence of the Vice President/Town Director. The Intramural Director shall also oversee the in-town player developmental programs at the U6 through U12 levels. These will include all player instructional clinics and all intramural competition. The Intramural Director will also serve as the head of the Intramural Soccer Committee.

The Clerk shall conduct correspondence, give notices as required, keep and maintain minutes and other business records of the Association, and perform and exercise those duties and powers as ordinarily pertain to the clerk and secretary of a nonprofit youth soccer organization. The clerk shall provide a copy of the minutes of each Board meeting to the members of the Executive Board in a timely fashion after each meeting has been held. The Clerk shall also serve as the Public Relations Director who shall provide a conduit for information between the Association and the public by utilizing press releases as well as mass mailings and any other appropriate means to accomplish this goal.

The Treasurer shall keep and account for all funds and properties of the Association
in a manner required by law and by the Association. The records of account for such funds and properties shall be the property of the Association. The Treasurer shall prepare a financial report for the Executive Board on a semi-annual basis for Board meetings at the end of the fall and spring seasons.

The Registrar shall oversee the registration process for the fall and spring seasons and shall sit as the head of the Registration Committee. The Registrar will also oversee all player data input into the Association computer program, generate team rosters and mailing labels for mass mailings, and keep accurate records of player registration.

The Head of Fields and Equipment will oversee field availability, maintenance, and usage as well as maintenance of the Association's field and team-related equipment. He/she shall also act as liaison between the Association and appropriate Swampscott town agencies in order to help facilitate procurement of adequate field space and time.

The Nahant Representative shall be a permanent Board member as long as the Town of Nahant continues to place its players into the ECYSA through the SYSA. He/she shall bring to the Board any issues that pertain to the Town of Nahant and shall act as liason between the Association and the Town of Nahant.

Other Board members shall be appointed by the Board at their discretion in order to broaden the areas of expertise brought to the Board and to increase involvement of the community at the Board level.

Article 9 Committees
The Association shall have such committees as the Executive Board shall determine. There are three permanent committees: Travel Soccer, Intramural Soccer, and Advisory. 

The Travel Soccer Committee shall oversee all travel soccer-related issues including but not limited to try outs, team rosters and competition levels, coaching assignments, coaching and team objectives. This Committee will have the authority to implement any policies it should determine are in the best interests of the travel soccer program.

The Intramural Soccer Committee shall oversee all in-town programs from the U6 through the U12 levels. It will include age group coordinators who will organize all aspects of the in-town programs including the team rosters, coaches, and special instructional clinics. This Committee will have the authority to implement any policies it should determine are in the best interests of the intramural program.

The Advisory Committee shall consist of designees of the Executive Board. They are any person or persons who are sponsors, benefactors, contributors, advisors or friends of the Association or such other title as they deem appropriate. Such persons shall serve in an honorary capacity for such period of time as the Board may specify, or until such person dies, resigns, is removed by the Board, or becomes disqualified and, except as the Board shall otherwise designate, shall in such capacity have no right of notice of, to attend, or to vote at any meeting, shall not be considered for purposes of establishing a quorum and shall have no other rights or responsibilities.

Article 10 Committee Appointments
Membership on committees shall be determined by appointment by the President and approval by the Executive Board.

Article 11 Election of Board Members
All Board members shall be elected annually at a special Annual Meeting of the Association's membership which will be held in June or at the end of each seasonal year. Voting rights at the Annual Meeting are restricted to parents or guardians of youths currently registered in the spring or fall program and Officers and Coaches in the Organization. A recommended slate of Officers for the coming seasonal year shall be presented by the Board at this meeting. Notification to the membership of the time and place of the Annual Meeting as well as the Board's recommended slate of officers will be made at least six weeks in advance of the Meeting. If any member of the Association would like his or her name to be considered for a Board position, he or she would be required to submit that request in writing to the Board at least four weeks in advance of the Annual Meeting. Uncontested Board positions shall be voted upon with a simple voice vote. Contested positions shall be voted upon with a written ballot. A simple majority of all voting members present will suffice for election. A tie vote will be decided in favor of the Board's nominee.

Article 12 Resignation and Removal of Board Officers and Committee Members
A Board officer or committee member may resign at any time by giving written notice to the President or Clerk. Unless otherwise specified, a resignation shall take effect on receipt of written notice.

An officer or committee member may be removed for good and sufficient just cause by the affirmative two-thirds vote of the Executive Board present and voting at a special meeting for such purpose. In any such event, the person whose office is at issue shall be afforded a full and fair opportunity to be heard before the Executive Board.

Article 13 Vacancies
Upon any resignation or removal from office, the President in consultation with the Executive Board shall appoint a successor to serve the remainder of the unexpired term.

Article 14 Meetings
The Executive Board shall hold meetings at a frequency it deems necessary to conduct the business of the Association. Meetings shall be held at times, places, and for purposes designated by the call of the Clerk or President. Prior and effective notice of all meetings shall be given to all members of the Executive Board. Committees shall meet at their discretion at a frequency that will allow them to fulfill their duties as outlined in these bylaws.

The presence of one half of the voting members of the Executive Board or any committee shall constitute a quorum for the transaction of any business brought before the meeting. At any meeting of the Executive Board or any committee where a quorum is present, the vote of the majority of the members present and voting shall be necessary and sufficient to decide any question brought before the meeting unless a larger vote is required by these bylaws. Any Executive Board member or committee member may cast a proxy vote at a meeting at which the member would have a voting right. To be valid, such a proxy vote must be in writing.

Article 15 Amendment
Where a quorum is present at a special meeting of the Executive Board called for the purpose of amending bylaws, the affirmative two-thirds vote of the members present and voting shall be necessary and sufficient to amend or repeal these bylaws or any section thereof provided that the notice of the meeting shall have specified either the articles or the subject matter of the proposed amendments.

Article 16 Adoption and Repeal
Adoption of these amended bylaws, dated June 10, 2004 will repeal any and all previous amendments

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