Audubon Soccer Club

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Wednesday September 8th,2010 5:25 PM

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Visitors since February 16, 2003

By Laws

ARTICLE 1: Name

The name of the organization shall be the Audubon Soccer Club (ASC).

ARTICLE 3: Membership

All members in good standing shall be eligible to vote. Good standing is defined as having attended six (6) meetings, mandatory club coaches meetings and/or work parties in the past twelve (12) months. Recognition at next club meeting following work party will be used to grant meeting credit.

All eligible members can vote in the elections of officers to the board of directors of the club and for bylaws. A proxy vote will be accepted for the election of officers if the eligible voting member has a legitimate reason (working, illness, death in family, etc.). Proxies must be submitted to the president prior to the day of the meeting.

A member/coach may be expelled/suspended for just cause provided that written charges are presented to the board of directors and signed by at least (2) members in good standing. The member shall have the right to defend against such charges before the board determines if a vote by the membership is warranted. A vote to expel must be by a two-thirds (2/3) majority of the eligible voting members present.

ARTICLE 4: Officers and Director

The board of directors shall have nine (9) voting members, consisting of a President, Vice President, recreation Director, Fund Director, League Administrator, Treasurer, Player Agent to oversee boys travel teams, and Player Agent to oversee girls travel teams, and a Field Director.

The officers shall be elected annually by the voting membership at the monthly meeting in December. Nominations for office will be made at the monthly meetings prior to the December meeting, beginning with the first monthly meeting in October. All elected members of the board shall take office at first meeting in January and serve for a term of one year or until their successors are elected and have qualified for office. Any individual twenty-one (21) years of age or older can run for office.

If a vacancy on the board occurs, it may be filled by appointment by the president and approval of the elected members of the board of directors by a simple majority vote of those members present. The appointee, if approved, shall serve the unexpired term of his/her predecessor.

In the event that a position is vacant, the ASC president has the authority to re-assign the tasks of the vacant position to other members until said position is filled.

An officer or director may be removed from office for serious misconduct or lack of attendance at meetings. Removal of an officer or director for serious misconduct shall be initiated by the presentation to the board of directors a petition signed by no fewer that fifty (50) percent of the eligible voting members. The board shall hold a referendum in a timely manner on the issue of removal from office. A two thirds (2/3) vote of eligible voting members shall be necessary to remove an officer or director from his/her position.

ARTICLE 5: Duties of Officers

The president shall preside at all general membership meetings. He/she shall be ex-officio a member of all committees except the nominating committee. He/she shall be empowered to appoint special committees as the need arises. He/she shall be responsible for obtaining fields, setting schedules for game fields, and for reporting poor field conditions to the league. The president will also initial and review all bills prior to being paid on a monthly basis.

The vice president shall assume all the duties of the president in his absent. In addition he/she shall be in charge of registration and in charge of tryouts for traveling teams. These functions shall be performed with the assistance of both player agents and the recreation director. He/She shall also be responsible for overseeing all purchases and keeping inventory.

The league administrator shall take the minutes of all meetings (both general membership and board of directors), issue all correspondence through proper channels, and be responsible for communications (includes WEB page). Also, he/she shall take and keep attendance for all meetings. These attendance records shall be used to determine a members voting eligibility. In addition he/she shall be responsible for making sure that the necessary people have been notified about any event pertinent to them. Having stated this, let it be noted that announcements at meetings is considered notification to those in attendance, or to those whose attendance is required by these bylaws.

The treasurer shall have custody of all funds belonging to the organization. These funds are to be deposited in the name of the organization in a bank or trust company approved by the board of directors. He/she shall have custody of all securities belonging to the organization. He/she shall report financial conditions on a monthly basis. He/she shall pay all bills approved by the president. His/her accounts shall be audited annually by a committee appointed by the president. He/she shall assist Funds Director with Town Drive and Sponsors.

The player agents in charge of players on traveling teams shall assist the vice-president with registration and tryouts; attend meetings of the respective leagues (the South Jersey Soccer League and the South Jersey Girls Soccer League) and report back to the president and the board; handle pass packets for teams, and distribute materials (flyers, notices, clothing orders, pictures, etc.) to the traveling teams; manage any problems involving players on traveling teams, including complaints; and be responsible for collecting injury reports.

The recreational director shall assist the vice president with registration and shall be responsible for the formation and operation of the recreation leagues. This shall include but not be limited to assigning players to teams, making schedules, writing the rules (with Board approval), oversight of coaches, calling and conducting meetings with the coaches, keeping the player agents informed on all matters affecting the players and distribute materials (flyers, notices, clothing orders, pictures, etc.) to the teams. The division coordinators shall assist the recreational director with his/her duties listed above.

The funds director shall have oversight over funding sources, except registration. This shall include but not to be limited to concessions (including any stand that is operable), sponsors program, team and individual portraits, the town drive, the social, and other fund raisers deemed appropriate by the board (e.g., candy sale). The funds director will solicit support from other members of the board and club with the duties listed above.

The recreation director shall appoint division coordinators.

The field director shall oversee the maintenance and lining of field as necessary.

The Trustee position shall consist of (1) or more club appointed members that can be selected annually by the President and approval of the elected members of the board of directors by a simple majority vote. The trustee shall be present at club General and Board meetings to assist the club in any functions, duties, or knowledge of past experience. The position(s) will have full voting privileges based on the club’s requirements.

All officers shall remain available to serve as chairperson on any committee if appointed by the president.

ARTICLE 6: Meetings

Most general membership meetings will be held on the second and fourth Thursdays of the month for the months of April through October at 8:00 PM, and on the second Thursday of the month for the months of November through March at 7:00 PM. However, the date and starting time of meetings may change as circumstances dictate. The presence of eight (8) members in good standing shall constitute a quorum for general membership meetings.

The board of directors will normally meet following the general membership meetings with additional meetings scheduled when necessary. The presence of five members of the board shall constitute a quorum for board of directors meeting.

ARTICLE 7: Committees

The president shall be a member of all committees formed by the board of directors, with the exception of a nominating committee.

ARTICLE 8: Bylaws

The bylaws of this organization may be changed or amended at any general membership meeting by a two thirds (2/3) vote of the eligible voting members present, provided that the changes have been submitted in writing to and approved by the board of directors, and then read at two (2) general membership meetings including the meeting at which the vote takes place. By Laws will be updated once a year prior to the club’s Fall registration normally held in April for the upcoming season. Suggested changes not received and approved by April registration will be carried forward for next year’s review and approval.

ARTICLE 9: Coaches

Any member who is (21) years of age or older is eligible to apply to be a coach or participate in any coaching activity where registered ASC players are involved. Any member who is (18) years of age or older is only eligible to apply to become an assistant coach and or participate in any coaching activities. Applicants for a coach, assistant coach, or a coach in training must be approved by the Board of Directors (BOD), and the BOD will appoint all coaches and coaching activities.

All coaches must submit a coach’s application form annually before August 1st or a date set by the BOD. Anyone who wished to volunteer for coaching or comes in contact with any ASC registered players must complete the coach’s application form and obtain Board approval prior to participating in any ASC player activities.

Any approved ASC Coach (Travel and Recreation teams) is strongly recommended to attend all general membership meetings and work parties. It is the responsibility of each coach to insure that his/her team is properly represented at every meeting and work party. In order to be an approved coach in any capacity the following is the Mandatory Standard Requirements and failure to meet these standards may result in forfeiting your coaching rights within the ASC:

Attendance of a minimum of (3) general membership meetings, support town drive and all work parties per year required. BOD will determine whether coaches who do not attend/support will forfeit coaching rights based on a two-thirds (2/3) vote.

The Head and Asst Coaches will be responsible for conducting practices, distribution & collection of uniforms (any non-returning travel player will be required to return any uniform), equipment and all other ASC property assigned to his/her travel team as well as all other duties associated with coaching the team.

Coaches will not permit any player to act in a manner which result in poor sportsmanship of any kind. Any problems and or injuries must be brought to the attention of the appropriate Player Agent as well as the BOD.

All coaches must communicate to SJSL and SJGSL through players agent.

Any inappropriate conduct by any coach within the ASC organization may result in disciplinary actions such as suspension or removal from coaching duties. Such action will be taken by the BOD only after the coach has been given the opportunity for a hearing to defend against the charges brought against them. The complaint must be reported to the appropriate Player Agent and then turned over to the BOD. The decision of the Board shall be final.

It is strongly recommended that any Recreation and/or Travel Coach attend a NJYSA Y-Clinic as well as all Travel Coaches are required to obtain a F-License in order to coach a travel team. The club will pay the cost of obtaining the F-License or the Y-Clinic. The ACS may pay part or all of the cost to a coach who may wish to obtain certifications beyond the F-License, but prior approval must be granted by the BOD prior to reimbursement of any cost. The decision on how much if any will be based on but not limited to an individual's years of service in the program, and the individual's intention for future service within the club in a coaching capacity.

ARTICLE 10: Players

Any resident of Audubon, Audubon Park, or Mt. Ephraim, who otherwise qualifies (i.e., meets age requirements and any other requirement as established by the board), may register to play for a team in the club and is eligible to participate. Anyone not a resident of Audubon, Audubon Park, or Mt. Ephraim, who otherwise qualifies may register to play for a team in the club but will not be eligible to participate until and unless approved by the board. Non-resident players may not prohibit residents of Audubon, Audubon Park, or Mt. Ephraim from playing. (Exception: 3 non-resident players may compete for roster spots for 11v11 teams.)

It is the policy of the Audubon Soccer Club that all players who attend practices regularly will be allowed reasonable playing time (Travel 1/3 game, Rec 1/2 game) for all Audubon Soccer Club sponsored activities.

ARTICLE 11: Registration

The board of directors will set registration dates. These dates will normally be in the spring; however, the board may establish a policy for registration after these dates with any late fees as they see fit and as long as this policy is not otherwise in violation of this bylaw.

Accordingly, the board is responsible for setting dates by which all applicants must register in order to be eligible to play on or try out for a traveling team.

The above not withstanding, all players must properly register as a travel player in order to be eligible to tryout and or play on an ASC travel team no later than the last registration date set by the Board of Directors (BOD).

In order to have a travel team there must be properly registered numbers on/or by June 1st.

A minimum that teams must meet to be considered having a team are
- 8v8 needs 11 (small sided)
- 11v11 needs 14 (full sided)
If less then the minimum then a Board of Directors, by a 2/3 vote of the full board determines whether the club will register this team.

If there are fewer than (15) players or (12 players on a 8v8 team) already properly registered for a particular travel team age group by the final registration date, then No tryout will be required and the team could be set at the discretion of Head Coach as well as the BOD.

The Head Coach will not have to carry more than the (15) players or (12 players for a 8v8 team). Positions past 15 or 12 respectively do not need to be filled. These remaining open spots are at the discretion of the Head Coach/Player Agent/BOD as to whether they are to be filled. Note: Late registered players cannot bump players who registered on time.

Any player who registers after the final registration date set by the BOD and wishes to play for a particular travel team will be placed on a waiting list. As openings occur for a particular team, players from that waiting list will be considered by the Head Coach, the Player Agent, and the BOD.

Late registered players are not eligible to play up unless each Head Coach from respective age category, Player Agent, and BOD agree to the move and an opening exists.

All travel teams are open to tryouts and no player who previously played on the team the previous season is guaranteed a roster spot. There may be a tryout when there exist more than (15) players or (12 players for 8v8 team) who register and desire to play for a particular travel team. A minimum of (2) to a maximum of (3) tryout dates will be set by the Vice President and/or BOD between May 1st and June 15th. Players who cannot attend at least (1) of these tryouts must provide the BOD a valid written reason.

After the final tryout date, the team roster selections will be decided as follows: The tryout results will determine the first (11) players or the first (8) players for a (8v8 team) by the club. The Head Coach will then select the remaining roster spots based on their own preference up to the team minimum of (15) or the maximum of (18) and min. (12) or max. (14) for the (8v8 team). Kids must register/tryout for their age appropriate level before they can be considered for any team. Any player cuts will be placed on a waiting list.

If roster openings still exist after July 1st, or if a Head Coach wants to add to their roster, then the BOD and/or the Head Coach may elect to hold additional tryouts to fill vacancies with age appropriate kids off the waiting list with preference given to the kids who signed up on time. If no one on waiting list accepts offer to be a member of the team then coach may look elsewhere to fill vacant slots. Any and all roster spots filled after July 1st will be at the discretion of the Head Coach and authorized and approved through the BOD.

ARTICLE 12: Teams

Every child who otherwise qualifies will be eligible to participate in the recreational program of the Audubon Soccer Club, without regard to talent or ability. Every child in an age group where there is a team competing in the South Jersey Soccer League or the South Jersey Girls Soccer League will also have the opportunity to tryout for or play on such teams; however, in age groups where there is only one travel team and recreation program play is available, procedures for choosing players for the traveling teams shall be devised and implemented by the board.

Division B (U9/U10) age appropriate player who participates in the travel program must participate in the recreational program. One time/game exception will be granted. All other Rec games missed will result in a game for game suspension from travel.

The board shall establish rules and regulations regarding the responsibility of a player, on a team competing in the South Jersey Soccer League or the South Jersey Girls Soccer League, to participate in the recreational league.

ARTICLE 13: Tournaments

With prior approval of the board of directors, each traveling team shall be permitted to participate in one tournament per season at club expense. Season shall be defined as that period from August 1st to December 31st. The approval of the board shall be based upon, but not limited to, such considerations as the cost, the location, and the dates of the tournament.

With prior approval of the board of directors each traveling team may opt to have $350 allocated to their team instead of participating in the club funded tournament for purposes of a trainer. Club will pay trainer upon receipt of bill.

With prior approval of the board of directors, each traveling team shall be permitted to participate in two additional tournaments per season at no cost to the club; that is, the parents of the players will be responsible to defray the costs of participating in these tournaments.

All decisions of the board shall be final.

ARTICLE 14: Trophies and Awards

It is the purpose of this club to use the funds collected through registration, fundraisers, or other means to be used for the maximum benefit of all the participants in the program. Because of this, the club finds that it would be usually be inappropriate to use such collected funds to purchase or to supplement the purchase of any article other than trophies or certificates for the recreation program. Kids involved in Div E and Div C of the recreational program will receive a trophy/certificate at the end of the season. The amount to be spent on the trophy/certificate will be determined by the Rec Director and approved by the BOD. For a member or members of a traveling team or traveling teams as recognition for their achievements on the field; that is; winning championships, setting records, or any similar achievement it is the position of the club that participation in the program is reward enough in itself. Also, let it be noted that trophies are awarded to a traveling team and the members of that team who win a division championship by the South Jersey Soccer League and the South Jersey Girls Soccer League. Therefore, no such purchases may be made using club funds unless the board of directors, by a two thirds (2/3) vote of the full board determine that the circumstances are unusual enough to warrant such use of funds.

ARTICLE 15: Hall of Fame

It is the intention of the Audubon Soccer Club to establish a hall of fame in order to recognize outstanding or extraordinary service to the club. Any member in good standing may nominate an individual whom he/she believes qualifies for induction into the hall. Nominations must be made in writing to the board of directors by the second Thursday of September for consideration for induction. Included should be a statement as to why the member believes the individual being nominated qualifies.

The criteria used to determine a person's qualifications will include the person's years of service, efforts on behalf of the club, financial support, etc. Induction is not limited to members buy may include members of the community, that meet the criteria.

In order to be elected, an individual must receive a two-thirds (2/3) majority of the eligible voting members present at the second meeting in September. If more than two people qualify, i.e., receive the necessary number of votes, only the two receiving the most votes will be inducted that year.

ARTICLE 16: Fundraisers

Any team or teams shall be permitted to conduct fundraisers with prior BOD approval to: (a) purchase team clothing (jackets, warm-up suits), (b) purchase team equipment (ex. Sports bags), (c) employ services of a trainer, (d) pay for, in part or whole, any tournament fees.

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