BEECHMONT SOCCER CLUB
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BYLAWS
ARTICLE I — NAME
The name of the organization shall be The Beechmont Soccer Club, hereafter referred to as BSC.
ARTICLE II – MISSION
The mission of BSC shall be to provide players the opportunity to receive a memorable, positive and educational soccer experience within a competitive environment.
ARTICLE III – MEMBERS
Section 1: There will be two (2) categories of membership available to those who agree to be governed by the Bylaws and Policies of the BSC: (a) Voting members and (b) Non-voting members;
Section 2: Voting members are defined as the Board of Directors of BSC and the head coach of each team. Voting members are entitled to one (1) vote; which vests for head coaches after one (1) calendar year as a head coach.
Section 3: Non-voting members are defined as (a) assistant coaches, (b) players and (c) parents/guardians of players;
Section 4: Membership term for head coaches and non-voting members is defined as the current playing season (spring or fall);
Section 5: The Board of Directors shall resolve any questions concerning eligibility for membership not covered by these Bylaws.
ARTICLE IV – OFFICERS
Section 1: All Officers will carry out their duties and functions as directed by the Board of Directors. The officers of BSC will be the President, Vice-President, Secretary, Treasurer and the Club’s League Representative/Registrar.
Section 2: Election and term of office – Nominees for officer positions must be members of the Club in good standing at the time of the nomination. Eligible nominees for elected office within the Club team included carded coaches and team administrators who have been with the same Club team for a period exceeding one (1) calendar year. The officers will be elected by the voting members annually for a term of one (1) year. The Director of Coaching and Player Development and Secretary will be appointed by the Board of Directors for a period of one (1) year. Voting for elected Club positions should be conducted no later than June 30 of the Club fiscal year – an extension of the election date may be authorized by a majority of the Board, when necessary.
Section 3: President – The President will preside at all Club meetings. The President has the overall responsibility of Club activities. The president will assure that BSC is represented at all league meetings, council meetings and other local meetings where the Club interest is concerned.
Section 4: Vice-President – In the absence of the President or in the inability or refusal to act, the Vice-President will perform the duties of the President and will have all powers of and be subjected to the restrictions on the President. The Vice-President will keep a current list of all property owned or leased by BSC.
Section 5: Director of Coaching and Player Development – The Director of Coaching and Player Development will coordinate soccer education and training programs for the coaches and players of BSC, including coaching and skills clinics, team training programs, soccer camps, licensing courses and BSC tournaments; the Director of Coaching and Player Development will serve on the Board of Directors of BSC, will represent BSC at league meetings, other local Club functions, regional conferences and national conventions, when appropriate, and will provide technical assistance to BSC Board of Directors, coaches and players for the purpose of enhancing the quality of soccer at BSC.
Section 6: Secretary – The Secretary will record the minutes of all Club meetings and maintain the records of BSC, including a list of the teams’ players and coaches for a period of two (2) years.
Section 7: Treasurer – The Treasurer will receive and be responsible for all moneys of BSC. The Treasurer will keep a detailed account of income and expenses, present a financial report at every board meeting and annually to the Club’s voting members.
Section 8: The Club’s League Representative/Registrar will be responsible for maintaining registration paperwork for BSC, including player cards, coach’s cards and all league-required forms. The Club Representative/Registrar will require each team’s completed paperwork at least two (2) weeks in advance for approval before the league registration date. The Club Representative/Registrar will be responsible for screening rosters to ensure player eligibility requirements. The Club Representative/Registrar will approve the final Club registration forms and be responsible for attendance at the league registration. The Club Representative/Registrar will not release a team’s validated paperwork until all fees have been paid and a team seasonal budget has been submitted. The Club Representative/Registrar will be responsible to attend all league meetings and to vote when required in the best interest of BSC. The Club Representative/Registrar will act as a liaison and fulfill all responsibilities required by the league.
ARTICLE V – BOARD OF DIRECTORS
Section 1: The Board of Directors will consist of President, Vice-President, Treasurer, Club Representative/Registrar and Director of Coaching (DOC);
Section 2: The Board of Directors will have the responsibility for the operation of BSC and to maintain the standards established by its members;
Section 3: The Board of Directors will review the applications of all coaches, teams and trainers prior to the beginning of each season;
Section 4: The Board of Directors will have the authority to make decisions for the Club, including the suspension or ejection of players, teams or coaches and to levy fines against teams;
Section 5: Before each season, The Board of Directors will establish team entry fees;
Section 6: The Board of Directors reserves the authority to audit a team’s financial record at any point and time;
Section 7: A vacancy in any office may be filled by the board for the unexpired portion of the term;
Section 8: Removal from office – Any officer elected or appointed by the Board of Directors may be removed by majority vote of the board, if, in its judgment, it is in the best interest of BSC;
Section 9: The Board of Directors shall meet semi-annually; the meetings shall be held prior to each playing season. Other Board of Directors meetings may be held to conduct the business of BSC as needed.
ARTICLE VI – FINANCE
Section 1: The fiscal period of BSC shall be from January 1 to December 31 of the year.
Section 2: League fees will be determined by the Cincinnati United Soccer League (CUSL).
Section 3: Club fees will be determined by the BSC Board of Directors prior to the start of each season. All fees for the season must be paid and a seasonal budget submitted by the date listed to be the official Club registration date for the current season.
Section 4: Any team unable to comply with S3 must submit a written request to the Board of Directors to extend the due date for payment of Club fees. The written request must include the reason for extension and must be accompanied by an amount equivalent to the league forfeiture fee in the form of a cashier’s check. The cashier’s check will be held by the Club as an offset for all league and Club related fees. Any remaining amount will be credited to the teams’ Club account.
Section 5: If a team has not paid all money due, BSC will notify CUSL and OSYSA that the team is not in good standing with the Club. The team could be released from membership from the Club for the current season and will not be considered for readmission until all fees are paid.
Section 6: The BSC shall use its funds only to accomplish the purposes specified in these bylaws;
Section 7: Spending limitations: All expenses over $500.00 outside of the Board approved budget must be approved by two-thirds (2/3) of the Board members in attendance.
Section 8: The Board may accept on behalf of BSC any contributions, gifts or bequests;
Section 9: All teams must submit a proposed budget at the time that registration materials are due.
Section 10: All teams must submit a full financial report, including all income and disbursements, to its team members and to the Board within two (2) weeks after the last scheduled game of the season upon request.
Section 11: Failure to comply with S9 and S10 above will result in non-renewal of membership of the team until a complete audit by the Board is completed.
Section 12: Teams will assume full responsibility for all financial obligations incurred by their team.
Section 13: Budget review – Upon request the Board will appoint three coaches, not on the Board, to form an independent committee for the purpose of reviewing BSC financial records at the end of the financial year. The committee will report the results of its findings at the first Club meeting for the new calendar year.
ARTICLE VII – MEETINGS
Section 1: BSC will have at least two (2) Club meetings each year. Suggested dates will be prior to each playing season.
Section 2: Dates for all Club meetings will notified to all head coaches at least one month in advance. It is the responsibility of the head coaches to notify their assistant coaches/trainers of the meeting date. Special meetings may be called by the President, Vice-President or by two-thirds (2/3) of the voting members;
Section 3: Attendance at the semi-annual meetings will be mandatory for the head coach or a duly appointed team representative. If unable to attend, the head coach must notify a Board Member in advance the name of the person who will be representing the team. Failure to attend will result in a $25.00 fine levied against the team and, if not paid, could exclude the team during the next registration period;
Section 4: Voting – At any meeting, a member entitled to one (1) vote who is not in attendance may vote by proxy through their Board approved representative who is in attendance. Any voting member who is not in attendance may protest decisions made in their absence.
ARTICLE VIII – COMMITTEES
Section 1: The Board may establish committees for any purpose deemed necessary and assign any appropriate subject;
Section 2: All committee reports shall be submitted in writing to the Board Members during Club meetings.
ARTICLE IX – REGISTRATION
Section 1: Teams and players will be registered with BSC. Registration procedures are determined by OSYSA and CUSL.
Section 2: Completed team registration will consist of all documents required by our league and state office. These forms must be completed and validated prior to the start of the season as required by CUSL registration dates.
Section 3: All teams’ completed paperwork must be presented for approval to BSC Registrars two (2) weeks prior to the CUSL registration dates. Refer to ‘Registration’ guidelines in coach’s handbook.
Section 4: Teams will not be permitted to compete in any games until fees and registration requirements have been met and will be responsible to pay any penalty imposed by BSC and CUSL for late registration.
ARTICLE X – COACH’S POLICY
It is the belief of the members of BSC that the reputation of our organization begins and ends with the philosophy and attitude of our coaching staff. Coaches set the pace and establish the criteria by which our organization is viewed. As representatives of our Club, coaches should be a reflection of all that is valued by its members: High standards, ethics, fair play, good sportsmanship and determination to place an emphasis on player and team morale above winning. The success of a team cannot and should not be measured by their win-loss record, but by overall team unity. With this in mind, the members of BSC enact the following guidelines for its coaching staff.
Section 1: It will be the responsibility of the coach to read and understand all rules listed in the CUSL handbook and the OSYSA manual;
Section 2: To communicate to parents and all spectators the importance of good sportsmanship and proper sideline behavior;
Section 3: To insure that every team member receives the training required to enable the player to improve their level of play;
Section 4: BSC encourages coaches to provide opportunities for their team members to get together socially off the soccer field to develop team friendships, trust and a sense of loyalty to one another.
Section 5: To obtain an age appropriate license within one (1) year of joining BSC, and must maintain an age appropriate license throughout their coaching tenure.
Section 6: When multiple teams in an age group exist, coaches are to work cooperatively to establish player placement;
Section 7: BSC recommends that no team practice or play a match unless two or more adults are present.
Section 8: BSC requires all coaches to become licensed within one (1) year after joining the Club. In an effort to encourage coaches to continue progress in their abilities, BSC will reimburse their coaches for licensing fees using the following criteria:
C License/NSCAA National Diploma:
Twenty (20) percent if the coach has completed four (4) seasons with BSC. The coach will give either two (2) 90-minute outdoor training sessions for BSC coaches or one (1) 90-minute outdoor training session and one (1) one-hour indoor clinic/presentation about what they learned at the licensing clinic to BSC coaches during a scheduled Club meeting.
A&B License/NSCAA Advanced National Premier Diploma: Same as C
The Board reserves the right to modify these reimbursement policies if in the best interest of the Club.
ARTICLE XI – COACHING ASSIGNMENTS
Section 1: Teams will be formed in the U-8 through U-19 age groups;
Section 2: The Board will also assign head coaches and team ranking (A, B or C) for each age group each season.
Section 3: Applications for renewal of coaching assignment must be submitted to the Board by October 15 for the spring season and by May 15 for the fall season for approval. Head coaches must also submit the names and qualifications for their trainers and assistant coaches for approval by the Board.
ARTICLE XII – PLAYER PLACEMENT
Section 1: BSC recommends that players compete within their own age groups.
Section 2: Players may “play up” by no more than two (2) years on a team.
Section 3: A high school player may petition the Board to play up due to their skill level of play;
Section 4: Players will be selected by the head coach of each team;
Section 5: The Board may suspend, revoke or modify any player placement policy if it is in the best interest of BSC, the team, or the player;
Section 6: Coaches and players may petition the Board for any clarifications or exceptions of the player placement bylaws.
ARTICLE XIII – TRYOUTS
Section 1: The Board will provide specific written guidelines pertaining to tryouts and player placement;
Section 2: BSC will hold advertised tryouts.
Section 3: When there are multiple teams within an age group, players who are invited to join a team who did not attend tryouts must be evaluated by all coaches concerned unless the player gives up that option;
Section 4: All coaches and current players must be present during scheduled tryouts. Coaches must submit an absentee form for missing rostered players upon request to the Board;
Section 5: Any additional tryouts needed must be approved by the Board.
Section 6: No current player is to wear their team uniform or jacket to tryouts to ensure fairness and equal status to all prospective players;
Section 7: The A coach will have the “first right of refusal” for selection of players and must notify the selected players and the B coach within two days after final tryouts are held. The B coach and C coach will follow similar guidelines. All players who attended tryouts must be contacted. Players who are not selected by any team must be contacted by the A coach in that age group.
Section 8: BSC coaches are not to recruit players from other BSC teams. Failure to comply could result in either the player being removed from the team or the team not being accepted as a member of BSC;
Section 9: BSC will follow the rules for recruitment of players from other clubs as outlined in the CUSL handbook;
Section 10: The Board reserves the right to modify the tryout guidelines.
ARTICLE XIV – UNIFORMS
Section 1: All teams must wear the Club designed uniform during any scheduled games or tournaments.
ARTICLE XV – DISSOLUTION
Upon dissolution of BSC, the Board shall, after paying outstanding debts and accounts payable, dispose of all assets of BSC to organizations operated exclusively for charitable or not-for-profit purposes. Team members will decide on the dissolution of individual assets.
ARTICLE XVI – AMENDMENTS
Section 1: These bylaws may be amended at a scheduled meeting of the Club’s membership by a two-thirds (2/3) vote of those voting members present;
Section 2: All proposed amendments must be submitted in writing to the Board a minimum of two (2) weeks prior to a scheduled Club meeting. The President shall present the proposed amendments at the following Club meeting. The proposed amendment must pass by two-thirds (2/3) of the voting members in attendance.
