Wyoming Valley Youth Soccer Association

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WVYSA By-Laws

Wyoming Valley Youth Soccer Association

CONSTITUTION AND BY-LAWS

Effective as of 7/28/2019

INDEX

Constitution

Article I - Name

Article II - Purpose

Article III - Affiliation

Article IV - Membership

Section 1 - Members

Section 2 - Member Class

Section 3 - Full Member

Section 4 - Provisional Member

Section 5 - Non-Voting Member

Section 6 - Qualifications and Acceptance

Section 7 - Annual Dues

Article V - Government

Section 1 - Executive Board

Section 2 - Trustee Positions

Section 3 - President's Duties and Powers

Section 4 - Vice President's Duties and Powers

Section 5 - Secretary's Duties and Powers

Section 6 - Treasurer's Duties and Powers

Section 7 - Removal from Office

Section 8 - Absence

Section 9 - Vacancies

Section 10 - Committees

Article VI - Meetings

Section 1 - Annual General Meeting

Section 2 - Monthly Meetings

Section 3 - Meeting Procedures

Article VII - Definitions

Article VIII - Amendments to By-Laws

Section 1 - Amendments to By-Laws

Section 2 - Changes to policy and procedures

Article IX - Dissolution

Article X - Interpretation

By-Laws

Article I - Rules of Play

Section 1 - Rules of Play

Section 2 - Age divisions

Section 3 - Special Competitions

Section 4 - Modifications

Section 5 - Team Registration

Section 6 - Cancelations

Section 7 - Travel Players

Section 8 - Referees

Article II - Trustee Positions

Section 1 - Social Media/ Web Director Duties

Section 2 - Registrar Duties

Section 3 - Game Commissioner Duties

Section 4 - Risk Management Coordinator

Section 5 - Scheduler

Article III - Appeals and Grievances

Section 1 - Grievance Procedure

Section 2 - Appeal Procedure

Article IV - Miscellaneous Items

Section 1 - Courtesy of Meetings

Section 2 - Players, Officials, Coaches and Spectators

Section 3 - End of a Treasurer's Term

Article I

Name

This organization shall be known as the Wyoming Valley Youth Soccer Association (hereafter referred to as WVYSA).

Article II

Purpose

The purpose of the WVYSA is to provide fair and balanced recreational interleague play for its member clubs in age groups U6 through U18. To provide non-profit, public educational soccer competition for the youth age groups organized for team play, to advance playing skills through league games and tournaments within the Wyoming Valley and affiliated areas.

Article III

Affiliation

The League shall be affiliated with the Federation International de Football Association (FIFA), the United States Soccer Federation (USSF), The United States Youth Soccer Association (USYS) and the Eastern Pennsylvania Youth Soccer Association (EPYSA). The League shall exercise full governmental control and representation of the game, except in those matters reserved by or granted to FIFA, USSF, USYS and EPYSA.

Article IV

Membership

Section 1

Members

Membership will consist of such clubs that have met the requirements of written application to the Secretary and have been approved by a majority vote of the voting members at the WVYSA Annual General Meeting. Membership will not be restricted by race, color, creed, religion, national origin or ethnic group.

Section 2

Member Class

Membership in WVYSA shall be one of three classes: Full Member, Provisional Member, and Non-Voting Member.

Section 3

Full Member

A Full Member of the WVYSA is any club who enters more than half (51% - 100%) of their recreational teams into the WVYSA for a full season and has been approved by a majority vote at the WVYSA Annual General Meeting. A Full Member Club will have one vote at both monthly meetings and at the WVYSA Annual General Meeting. All member clubs must submit a list of their teams and league affiliations upon request. Any club meeting the 51% recreational team threshold between August 1, 2019 and December 1, 2019 will be considered a Full Member.

Section 4

Provisional Member

A Provisional Member is a club who has met the requirements of written application to the Secretary at least one week before a monthly meeting and was voted on by a majority of members at that meeting. A Provisional Member shall enjoy all the rights and privileges and bears all the obligations, including financial, of whichever Member Class they apply for. Provisional Members do not have a vote at the WVYSA Annual General Meeting. Provisional Membership is terminated at the next WVYSA Annual General Meeting.

Section 5

Non-Voting Member

A Non-Voting Member is a club who enters less than half (1%-50%) of their recreational teams into the WVYSA for a full season and has been approved by a majority vote at the WVYSA Annual General Meeting. A non-voting member shall enjoy all rights and privileges and bears all obligations, including financial of a Member club, except they do not receive a vote at monthly meetings or at the Annual General Meeting. All member clubs must submit a list of their teams and league affiliations upon request.

Section 6

Qualifications and Acceptance

Applications for membership should be posted as a form on the website maintained by the WVYSA and be available by request from the Secretary. A club applying for membership must list their club officers and meet the requirements of the Executive Board of the WVYSA. The Executive Board has final authority to determine the qualifications of and to accept or reject any applicant for Membership in this Association.

Section 7

Annual Dues

Annual Dues will be collected from each member club with a fee based on each recreational player entered into the league. The fee must be stated in the policy and procedures of the WVYSA and must be set by August 1 or the first day of the WVYSA seasonal year. All dues must be paid before the WVYSA Annual General Meeting.

Article V

Government

Section 1

Executive Board

(a.)The WVYSA will be governed by an Executive Board. The Executive Board will be composed of a President, Vice President, Treasurer, and Secretary.

(b.)The Executive Board will develop policies and procedures to govern team eligibility, league play and discipline of members, teams, players, referees and spectators. The Executive Board shall have all the powers and duties necessary or appropriate for the administration of the affairs of the WVYSA and may do all such acts and things to accomplish the purposes of the league and to find a resolution or discipline for any actions taken to the detriment of the league.

(c.)Executive Board nominations can be taken at the October meeting or before the WVYSA Annual General Meeting in November.

(d.)The term of office shall be two (2) years or until their successor assumes office. The President and Secretary positions shall be elected during odd-numbered years; the Vice-President and Treasurer shall be elected during even-numbered years.

(e.) No single person can hold more than two (2) Executive Board positions at one time.

(f.)The election or nomination of an Executive Board Member does not include any positions they may hold in their home club.

Section 2

Trustee Positions

Trustee Positions are appointed by the Executive Board and approved by the member clubs. Trustee members serve one (1) year terms. Trustee Positions are Social Media/ Web Director, Registrar, Games Commissioner, and Risk Management Coordinator. There is no limit to the number Trustee positions a person can hold. An Executive Board Member may hold a Trustee Position.

Section 3

President's Duties and Powers

(a.)The President shall chair all board member meetings and set the agenda for all meetings.

(b.)Appoint Trustee Positions and members of each standing committee.

(c.) President shall convene and appoint members to any new committee that is created for the good of the WVYSA.

(d.) President shall act as the Chief Executive Officer of WVYSA

(e.) President will represent the WVYSA as the delegate to the EPYSA Annual General Meeting (AGM) or send a representative.

Section 4

Vice President's Duties and Powers

(a.) The Vice President shall serve as the acting president in the absence of the President and assume all of the President's duties and powers.

(b.) The Vice President will be the permanent chair of the By-Law Committee and maintain the official copy of the WVYSA Constitution and By-Laws as well as the Policy and Procedures.

(c.) The Vice President shall be the liaison to the Referee Assigners from each club.

(d.) The Vice President will serve as the insurance coordinator

Section 5

Secretary's Duties and Powers

(a.) The Secretary must establish, keep and maintain a record (minutes) of all meetings of the league

(b.) The Secretary must review the previous minutes at all league meetings

(c.) The Secretary will conduct all league elections and votes

(d.) The Secretary will attend to all written communication and correspondence

(e.) The Secretary will maintain a list of all clubs current standing within WVYSA

Section 6

Treasurer's Duties and Powers

(a.) The Treasurer will provide an account for all expenditures and deposit all income of the league, as well as the current bank balance at every monthly meeting.

(b.) The Treasurer must establish and maintain a detailed financial record.

(c.) The Treasurer must pay all bills and obligations. All checks must have both the treasurer's and another executive board member's signature.

(d.) The Treasurer must submit a detailed financial report of the past year at the January Meeting.

(e.) The Treasurer shall sit on the Fall Festival and County Cup Committees and any other committee that uses league funds.

(f.) The Treasurer shall have sole discretion to the use of the checkbook and bank card, if the treasurer is not available to make a purchase or pay a bill the treasurer may provide permission for another executive board member to make the payment.

Section 7

Removal from Office

An Executive Board Member or Trustee Member may be removed from office with a 2/3 vote of the Full Member Clubs after a grievance hearing. If removed that officer may no longer hold any Executive Board or Trustee position in the WVYSA.

Section 8

Absence

An Executive Board Member who is absent without excusable cause for two consecutive meetings shall there by forfeit without additional formality, his/her right to hold office for the remainder of the term.

For the purpose of this section, attendance may be in person or by technological conferencing.

Section 9

Vacancies

All Vacancies within a term will be filled by the President

Section 10

Committees

The WVYSA will have four (4) standing committees:

  1. Fall Festival Committee: Members must be selected each year at the January meeting. Treasurer must be a member of the committee. Committee chooses their own tournament director and must make their own budget, independent of League dues.
  2. Grievance Committee: a three member committee to hear any and all grievances filed. The members shall be the Games Commissioner (who serves as the chair), Vice President and a club representative who is not an Executive Board or Trustee member appointed by the President. If anyone must recuse themselves from a hearing the President appoints the replacement.
  3. By-Law Committee: a three member committee. The members shall be the Vice-President (who serves as the chair), Secretary and Registrar. Committee maintains and suggests amendments to the by-laws.
  4. County Cup Committee: Members are selected at the August meeting. Treasurer must be a member of the committee. Committee chooses their own tournament director and must make their own budget, independent of League dues.

Article VI

Meetings

Section 1

Annual General Meeting

An Annual General Meeting shall be held each year in the month of November at which time officers will be elected and Provisional Members will be voted on for either Full Membership or Non-Voting Membership. All member clubs must be present at the AGM. Any member not in attendance will be fined $100 and will not receive a vote at the meeting.

Section 2

Monthly Meetings

There will be ten (10) monthly meetings held every year. These meeting will take place during the months of January through October. There will be no December meeting. A quorum of member clubs and one executive board member must be present to have a meeting. A majority of the member clubs will constitute a quorum. If a meeting must be postponed due to failure to reach a quorum the meeting must be rescheduled for as soon as possible and must take place in that month. Members must attend at least seven (7) meetings per year. The Executive Board will have discretion on penalties for missing more than three (3) meetings. Only two (2) members per member club may attend.

Section 3

Meeting Procedures

All meetings shall be conducted in accordance with the most up to date version of "Robert's Rules of Order"; Order of business shall be conducted as follows:

  1. Call to Order
  2. Approval of minutes from previous meeting
  3. Treasurer's Report
  4. Game Commissioner Report
  5. Old Business
  6. New Business
  7. Open Portion
  8. Adjournment

Article VII

Definitions

Recreational League - A league based on a recreational play philosophy with constitution and bylaws, registrar, appeal process, insurance coordinator, and officers. League is not required to use player passes and rosters for registration but must supply a list of affiliate clubs/teams participating in the Recreational League to EPYSA. Not required to use licensed referees. Recreation fees for players and teams must be paid. Participation does not qualify a team for travel team tournaments and/or US Youth Soccer/EPYSA Cup play.

Recreational Club - A club /team from an intramural league that participates in a recreational league. The recreational club/team pays its player and registration fees and insurance fees to the recreational league. Recreational clubs have no direct affiliation but are indirectly affiliated through their recreational league.

Article VIII

Amendments to By-Laws

Section 1

Amendments to By-Laws

The By-Laws may be amended or modified by any Member Club or member of the Executive Board at any time under the following provisions:

  1. Any proposed change must read to the Member Club representatives at two consecutive meetings. A vote may be scheduled at either the meeting of the second reading or at the next scheduled meeting.
  2. The proposed change must have the date they will go into effect.
  3. The proposed change must be provided in writing to each member club fourteen (14) days prior to the scheduled final vote.
  4. Effective date of any changes shall be the conclusion of the meeting of the affirmative vote or if the change was mandated by a higher authority the change will go into effect at the conclusion of the meeting the change was first presented.

Section 2

Changes to policy and procedures

WVYSA policies and procedures may be changed with a vote of the majority of the present member clubs.

Article IX

Dissolution

In the event of dissolution of the WVYSA, all monetary assets remaining in the active accounts with duly selected financial institutions shall be distributed among all affiliated clubs in good standing on the date of such dissolution. All non-monetary assets of the league at the time of dissolution shall be disposed of by sale. The proceeds of such sale shall be included in the funds dispersed.

Article X

Interpretation

EPYSA/USSF rules supersede state rules where EPYSA/USSF sponsored competitions are concerned.

By-Laws

Article I

Rules of Play

Section 1

Rules of Play

The WVYSA will follow USYS Small Sided Initiative for all league games played from U6-U12 Age divisions. The WVYSA will follow FIFA rules for U13-U18 Age Divisions.

Section 2

Age divisions

(a.) The WVYSA will offer league play in the U6, U7, U8, U9, U10, U11, U12, U13, U14, U16 and U18 age divisions whenever participation allows.

(b.) No player may play more than two (2) age divisions higher than their age appropriate division

Section 3

Special Competitions

  1. The WVYSA will hold a Fall Festival each year. Date and age groups participating will be chosen by the Fall Festival Committee. The Fall Festival Committee must fund the event through registration costs. Team participation is not required.
  2. The WVYSA will hold the County Cup Tournament at the end of each fall season. Age groups will be U11 to U18. The County Cup Committee must fund the event through registration costs. Team participation is not required.

Section 4

Modifications

WVYSA may make modifications of the FIFA and Small Sided USYS playing rules, these modifications will be posted and available to all clubs and referees. Modifications may be changed with a majority vote of the member clubs.

Section 5

Team Registration

(a.) A seasonal year shall run from August 1 to July 31 of the following year.

(b.) Any games played between January 1 and July 31st will be considered Spring Season. Any games played between August 1st and December 31st will be considered Fall Season

(c.) Fall Season and Spring Season will have separate registrations

(d.) Upon request, each player may be asked to provide proof of age (EPYSA requirement).

(e.) Each club and team must register their coaches and players with EPYSA, submit proof of registration and completion of Risk Management thru EPYSA.

(f.) A Recreational club/team pays its recreational player, registration fees, and insurance fees to the WVYSA. The WVYSA pays those fees to EPYSA.

Section 6

Cancelations

Cancelations because of inclement weather or unplayable field conditions shall be decided by the home club two (2) hours before the scheduled start of a game. A final determination of field conditions will be made by the head referee. A game canceled or postponed for any other reason must be done two (2) nights prior to the game. All member clubs shall notify the Social Media/ Web Director of all cancelations immediately for dissemination.

Section 7

Travel Players

Travel Players are defined as players who played on a travel club during the current season. A small sided team (4-9 players) may have two (2) travel players per team. A full team (11 players) may have three (3) travel players per team.

Section 8

Referees

Clubs are responsible to designate a referee assigner who will report to the Vice President. Clubs are not required to use licensed referees.

Article II

Trustee Positions

Section 1

Social Media/ Web Director Duties

Social Media/ Web Director maintain all social media and web site for the WVYSA.

Section 2

Registrar Duties

Registrar approves and maintains the rosters for every team registered in the WVYSA and organize the registration of member teams as specified by EPYSA, USYSA and USSF and provide the necessary forms for such registration

Section 3

Game Commissioner Duties

The Game Commissioner shall field and investigate all appeals levied to the WVYSA in regards to clubs, fields, coaches, players and spectators. The Game Commissioner will also be the chair of the Grievance Committee.

Section 4

Risk Management Coordinator

The Risk Management Coordinator shall develop and maintain policy and procedures on Risk Management set forth by WVYSA, EPYSA, USYS, and USSF.

Section 5

Scheduler

The Scheduler will create all league and tournament schedules.

Article III

Appeals and Grievances

Section 1

Grievance Procedure

WVYSA will provide an equitable and prompt hearing and appeal procedures to guarantee the rights of its Member Clubs, teams and individuals to compete in the league. These procedures will comply with USSF Adjudication Policy contained in the Adjudication Manual. The Grievance Committee shall preside over the hearing; provide a written account of the hearing; provide a written decision to each party within seven (7) days of the hearing.

Section 2

Appeal Procedure

Any ruling or decision by the Grievance Committee may be subject to appeal of the member clubs. In the event of such an appeal, the matter will be brought before the member clubs at a monthly meeting and placed on the agenda. Such an appeal must be placed in writing and given to the league secretary two (2) days prior to the meeting. Only the appeal, hearing account and decision will be read, no other discussion will be had. A 2/3 vote of the present member clubs is required to overturn the ruling.

Article IV

Miscellaneous Items

Section 1

Courtesy of Meetings

Visitors may be granted the privilege to attend and/or speak at meetings under the discretion of the President. A written request must be given to the Secretary twenty-four (24) hours before the meeting.

Section 2

Players, Officials, Coaches and Spectators

(a.) WVYSA will accept from the Referee, club official or EPSARC any complaint or grievance concerning crowd control or club conduct and immediately refer the matter to the Games Commissioner. The Executive Board shall discuss the complaint and decide on any one or more of the following actions:

  • Dismissal of the complaint
  • Place Club on probation for a minimum of the remainder of that season to a maximum of three years.
  • Fine the responsible club not less than $100.00, with a maximum fine of $500.00.
  • Suspend appropriate parties from any or all Club / League activities for up to three years

(b.) Any player accruing three (3) yellow cards during a season will be required to miss the next scheduled league game. If a player is given a red card in the final regular season game they will be prohibited from playing the first game of any post season tournament.

(c.) Any player receiving a red card (except for Section 2.d) will required to miss the next scheduled league game. If a player receives a second red card, that player will be suspended for the next two (2) scheduled league games.

(d.) Any player receiving a red card for violent conduct in a game will be disqualified from participation for the remainder of the season.

(e.) Any manager/coach who is asked to leave a game by the referee will be required to miss the next scheduled league game. If a manager/coach is asked to leave a second game that manager/coach will be required to miss the remainder of the season.

Section 3

End of a Treasurer's Term

At the end of a treasurer's term an audit may be requested and voted on by any member club.

WVYSA Bylaws.pdf