Section 1           Name           This organization shall be known as Auburn Youth Soccer Association (a Washington non-profit corporation, "AYSA", or the "Association") and is affiliated with Washington State Youth Soccer ("WSYSA"). This Association is a non-profit organization and shall not carry on any activities not permitted to be carried on by an organization exempt from federal income tax under Section 501© of the Internal Revenue Code or corresponding provision of any future United States of American Internal Revenue Code.

 

 

The Auburn Youth Soccer Association (AYSA) includes teams and clubs  that are in good standing with the Washington State Youth Soccer Association (WSYSA) and that play within the geographic area of the Auburn School District.

Membership to the AYSA will be open to anyone who participates in the affairs of the AYSA and who agrees to be bound by the Constitution and Bylaws, Rules and Regulations of the AYSA. Participation is described as serving on the Board of Directors, coaching, refereeing or otherwise participating in any sponsored activity or having a child who is a member of a team governed by the Association.

At the Annual General Meeting (AGM), each teamregistered in the AYSA during the previous season shall be allowed a representative who will be the voting member for that team. The voting member must be registered as the coach, assistant coach or manager of the team, or must be a parent/guardian of a team member. Representatives must be members in good standing with the Association. Board Members have voting rights at the AGM, general business and special meetings as described in Article VIII.

The final control and authority of the AYSA shall be vested in a body known as the Board of Directors, herein referred to as the "Board.”

The AYSA Board shall consist of an Executive Board and a representative from each program and/or club affiliated with AYSA.  

The Board shall have the authority to vote on the following matters:

A.   Setting AYSA player and team fees.

B.   Establishing the AYSA budget and supplementary budget items.

C.   Establishing New Bylaws & Operating Procedures and making changes or amendments to current Bylaws & Operating Procedures

D.   Filling vacancies on the Executive Board.

E.   Removing Executive Board members or other officers based on detrimental actions or neglect of defined duties or responsibilities.

F.    Selecting persons to committees, as tournament directors or to other special positions.

G.   Approving AYSA team coaches.

H.   Conducting other business of the AYSA as required.

The Board shall meet as set forth in Article VII herein.

The Board shall vote as set forth in Article VIII herein.

The Executive Board (officers) of the AYSA shall consist of the following:

President

First Vice President

VP of Administration/Registrar

Treasurer

Secretary

Vice President of Competition

Vice President of Development

Vice President of Purchasing

Referee Director

Director of Modified Program

Director of Recreational Program

Director of Select Program

 

The Executive Board shall be elected at the Annual General Meeting (AGM) by the voting membership of the AYSA. The election and removal of the Executive Board shall be conducted as follows:

A.   The President will be elected in even numbered years for a period of two (2) consecutive years.

B.   The Vice President, , Vice President of Development,  Secretary, Referee Director, , Director of Recreational Program, Director of Select Program and shall be elected in odd numbered years for a period of two (2) successive years.

C.   The Vice President of Competition, Vice President of Administration/Registrar, , Vice President of Purchasing, Director of Modified Program, and Treasurer shall be elected in even numbered years for a period of two (2) successive years. 

D.   Nominations shall be made by anyone who meets the requirements of Article II, Section 2 herein. Nominations for an Executive Board position shall be made in writing to the AYSA Secretary or at a general business meeting no earlier than February 1 of the year in which the office is up for election. Nominations will also be taken from the floor on the day of the AGM.

E.   Any Board member with unexcused absences at two (2) consecutive meetings or who is negligent in his/her duties to the Board shall be subject to suspension or removal by the Board.

F.    If for any reason the President does not complete his/her term of office, the First Vice President will become the President. In this case, the new term of office will include the time left in the current President’s. The office of First Vice President will remain vacant until the next AGM. 

G.   If for any reason the First Vice President also leaves office during his/her term of office, a new President and First Vice President will be elected at the next AGM. With a quorum, the remainder of the Board may appoint an Interim President to carry out the rest of the term. 

H.   Vacancies to the Executive Board (except for vacancies in the offices of First Vice President and President will be filled at any general business or special meeting upon approval of the Board. The officers elected will serve in that capacity until the term of office is expired.   The Board may appoint an Interim President should a vacancy happen between AGM’s.

Duties of Executive Board Members

A.   President - The President shall supervise all activities of all clubs and teams affiliated with the AYSA. The duties of the President include, but are not limited to, the following:

1.      Serve as chairperson at AYSA meetings.

2.      Report to the Board on the progress of soccer within the boundaries of the AYSA or can appoint an individual.

3.      Call all meetings as required to complete the business at hand or as requested by at least one-third (1/3) of the Board members.

4.      Represent the AYSA at District and State meetings.

5.      Act as the general representative of AYSA in all matters.

6.      Appoint standing and/or special committees and chairpersons thereof, as the needs of the AYSA may indicate, subject to the approval of the Executive Board.

7.      Sign orders on the Treasury.

B.   First Vice President- The duties of the First Vice President shall include but are not limited to the following:  

1.      Promote the involvement of parents and other interested parties in the AYSA.

2.      Organize and coordinate special functions and projects as determined by the Board.

3.      Represent the Association at District and State meetings in the absence of or at the request of the President. 

4.      Serve as chairperson at meetings in the absence of the President.

5.      Supervise all activities of all programs  and/or clubs and teams in each program.

6.      Sign orders on the Treasury.

7.      Manage the Marketing/Communication and IS committees

a.    IS Committee duties - Liaison with WSYSA, Coordinate software usage, publish AYSA web pages, publish team and club pages, manage mailing lists

b.    Marketing/Communication Committee duties - Take messages from voice mail and distribute to appropriate Board Member(s), send out registration forms and association mailings as needed, publish association news items as deemed necessary by the Board, publish association newsletter, marketing of AYSA team tryouts and all registration dates, distribute general AYSA news to local newspapers, work to secure sponsorships for the association..

 

C.   Vice President of Competition - The VP/Competition shall organize and supervise all  AYSA teams within their proper leagues. The duties of the VP/Competition include, but are not limited to, the following:

1.      Assign teams to their leagues.

2.      Organize all AYSA administered competitions.

3.      Arrange for and assign the use of fields for practice and games.

4.      Act as a liaison with Auburn School District Administration, Auburn Parks Department, King County, or other bodies concerning fields.

5.      Aid in rescheduling of postponed or canceled games or rematches resulting from protests.

6.      Coordinate field maintenance.

7.      Represent AYSA at all District III Competition meetings.

8.      Assign the state tournament representative

9.      Sign orders on the Treasury

D.   Vice President of Development - The VP/Development shall be responsible for improving the ability of the AYSA to teach soccer. The duties of the VP/Development include, but are not limited to, the following:

1.      Organize clinics and training sessions for players and coaches.

2.      Head the committee that will be in charge of choosing AYSA team coaches and players.

3.      Recruit coaches.    

4.      Work with information from VP of Administration/Registrar to form teams.

5.      Represent AYSA at all District III Development meetings.

6.      Sign orders on the Treasury

E.   Vice President of Purchasing - The VP/Purchasing shall supervise the acquisition, inventory, distribution and collection of equipment for the AYSA. The duties of the VP/Purchasing include, but are not limited to, the following:

1.      Obtain bids for the purchase of equipment for review by the Board.

2.      Make purchases as directed by the Board.

3.      Provide teams with equipment as directed by the Board.

4.      Sign orders on the Treasury

F.    Vice President of Administration/Registrar - The Registrar shall supervise the registration of players within the AYSA. The duties of the Registrar include, but are not limited to, the following:

1.      Organize player registration and the collection of player fees.

2.      Assign players within their age groups to teams as long as there are coaches available, with the help of the VP/Development and the Program Directors

3.      Provide team information to the VP/Competition.

4.      Submit required forms and registration information to WSYSA in a timely manner.

5.      Certify all AYSA team’s eligibility for competition.

6.      Administer player transfer and movements according to the WSYSA General Procedures.

7.      Represent the AYSA at all DIII and state registration meetings.

8.      Sign orders on the Treasury.

G.   Secretary - The duties of the Secretary shall include, but are not limited to the following:

1.      Prepare all meeting minutes to be reviewed at subsequent meetings.

2.      Notify members of matters pertaining to meetings.

3.      Act as a custodian of all correspondence and records.

4.      Sign orders on the Treasury.

5.      Receive proposed changes or amendments to the AYSA Constitution and  Bylaws and notify voting members of these changes.

H.   Treasurer - The duties of the Treasurer shall include but are not limited to the following:

1.      Deposit all money received in a chartered bank in the name of AYSA.

2.      Provide properly authorized disbursements of Association funds.

3.      Keep the proper accounting on all items.

4.      Prepare financial reports on a monthly basis and distribute monthly financial statements to the Board.

5.      Arrange for an annual audit of the AYSA financial records.

6.      Arrange for the preparation of a proposed budget for each fiscal year.

7.      Sign orders on the Treasury.

8.      Get proper bonding for appropriate board members.

I.      Referee Director - The Referee Director shall supervise the referees within AYSA and report to the Board on all referee activities. The duties of the Referee Director shall include but are not limited to the following:

1.      Assign all referees for AYSA-administered competitions.

2.      Organize clinics and training to enhance referee development within the AYSA.

3.      Represent the AYSA to the Washington State Soccer Referees Association (WSSRA) and South King County Referees Association.  

J.    Director of Modified Program – The Mod Director shall administer the Modified Program within WSYSA and AYSA policies and procedures including, but not limited to:

1.      Recruit coaches

2.      Recommend changes to Modified Program policies and procedures.

3.      Coordinate registration with the VP of Administration/Registrar.

4.      Coordinate coaching and player development clinics with the VP of Development.

5.      Coordinate schedules with the VP of Competition

6.      Appoint committees to:

a)       Maintain program equipment

b)       Promote the Mod Soccer Program, including an appointed registrar and fields committee.

K.   Director of Recreational Program – The Director of Recreational Program shall administer the Rec Program within WSYSA and AYSA policies and procedures including, but not limited to:

1.      Recruit coaches

2.      Recommend changes to Recreational Program policies and procedures.

3.      Coordinate registration with the VP of Administration/Registrar.

4.      Coordinate coaching and player development clinics with the VP of Development.

5.      Coordinate schedules with the VP of Competition

6.      Appoint committees to:

a)       Maintain program equipment

Director of Select Program

7.       Recruit coaches

8.      Recommend changes to Select Program policies and procedures.

9.      Coordinate registration with the VP of Administration/Registrar.

10.   Coordinate coaching and player development clinics with the VP of Development.

11.   Coordinate schedules with the VP of Competition

12.   Appoint committees to:

a)       Maintain program equipment

 

Each program and/or club or team affiliated with the AYSA will have one (1) representative to the Board of Directors who will represent his/her program and/or club, team and act for that program and/or club, and team at all Board meetings.

The Program and/or Club or Team Representatives shall attend all AYSA Board meetings for discussion and voting on all matters shown in Article III herein. The Club Representative should be knowledgeable of the feelings and policies of their club, with voting based on this knowledge. Voting shall be accomplished as described in Article VIII herein.

Any Program and/or Club or TeamRepresentative absent without cause from two (2) consecutive Board meetings or being negligent in duties to the AYSA shall be subject to suspension or removal by the Board. The represented club/team will be notified of action in writing and requested to appoint a new representative.

The fiscal year of the AYSA shall begin 12:00a.m. April 1 of each year and end March 31 @ 11:59 p.m.

The Treasurer, with the support of the Executive Board, shall prepare a proposed budget for the next fiscal year. The proposed budget for the coming fiscal year shall be submitted to the Board of Directors by January of each calendar year. 

The budget shall be limited for any given year to the expected income for that year plus the amount of funds carried over from the previous year.

The financial books and accounts of AYSA, maintained by the Treasurer, shall be audited by an external auditing firm at the end of each fiscal year. No member of the Board shall act as an auditor.  

One week prior to the AGM, the Treasurer will prepare a statement of income and disbursements of funds. A copy of this statement shall be available to all interested parties.

Upon the winding and dissolution of the Association, the assets of the Association remaining after payment of, or provision of payment of, all debts and liabilities of the Association, shall be distributed to an organization or organizations for one or more exempt purposes within the meaning of section 501© (3) of the Code or any successor provision, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assts not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the Club is then located, exclusively for such purposes or to such organizations or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes..

Financial transactions up to $250 require only one signature. Board approval via e-mail or general meeting is required for financial transactions over $250.00.

Section 8

Financial Liability – Auburn Youth Soccer Association specifically disclaims financial responsibility for, and shall not assume nor is held liable for, the debts or financial obligations either expressed or implied of individual Association members or teams.

Section 9

Contributions – All of the purposes and powers of the Association shall be exercised exclusively for charitable, scientific, or educational purposes in such manner that the Association shall quality as an exempt organization under Section 501 © (3) of the Code or any successor provision, and that contributions to the Association shall be deductible under Section 170 ©(2) of the Code or any successor provision. No substantial part of the activities of the Association shall be the carrying on of propaganda, or otherwise attempting to influence legislation, except as otherwise permitted to an organization described in Section 501 ©(3) of the code or any successor provision. The Association shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these Bylaws, the Association shall not carry on any of the activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501(c)(3) of the Code or any successor provision, or (b) by a corporation, contributions to which are deductible under section 170(c)(2) of the Code or any successor provision.

AYSA meetings shall be conducted as according to Robert’s Rules of Order.

An AYSA AGM shall take place in compliance with guidelines established by District III and WSYSA’s AGM each year. Notice of this meeting shall be made known to the membership at least thirty (30) days in advance of the date of the AGM.

The AGM agenda will at a minimum include:

Roll call

Credentials report

Reports of officers and committees

Old (unfinished) business

Constitution and Bylaw changes and amendments

New business

Election of new members to the Executive Board

The Board of Directors will meet a minimum of eight (8) times per year to conduct business outlined in Article III herein. The AYSA Secretary will provide reasonable notice of all general business meetings.

The agenda of business meetings shall at a minimum include:

Roll call and establishment of a quorum

Minutes

Communications

Representative reports

Officer reports

Unfinished business

New business

Good of the game

Adjournment

Special meetings may be called when requested by one third (1/3) the Board. The AYSA Secretary will provide reasonable notice of all special meetings. The President may also call a special meeting when necessary.

All Board members are expected to attend the AGM, general business and special meetings. Any Board member unable to attend should send a proxy voter with a letter of intent. No member of the Board may serve as a proxy for an absent Board member. 

A quorum for general business and special meetings shall consist of at least 50% of the Executive Board members or designated proxy.

There shall be one vote per voting member. No person will have multiple votes even if they hold more than one office with voting rights.

Voting on constitutional amendments or bylaw changes shall be as follows:

A.   Each team representative shall cast one (1) vote. Each Board member shall cast one vote (1) provided they are not also acting as a team representative.

B.   A two-third (2/3) majority of votes cast is required for passage.

Voting for election of Executive Board shall be as follows:

A.   Each AYSA member shall cast one (1) vote. Each Board member shall cast one vote (1) provided they are not also acting as a team representative.

B.   A simple majority of votes cast is required for election.

Voting on the removal of Executive Board members shall be as follows:

A.   Every Board member shall cast one (1) vote.

B.   A two-third (2/3) majority of votes cast is required.

Voting on the AYSA Operating Procedures shall be as follows:

A.   Every Board member shall cast one (1) vote.

B.   A two-third (2/3) majority of votes cast is required.

Voting on other issues at general business and special meetings shall be as follows:

A.   Every Board member shall cast one (1) vote on every motion on the floor at general business and special meetings with the exception of the President. The President will only vote for the purposes of breaking a tie.

B.   A simple majority of votes cast is required for passage.

Committees shall be established, as required, to satisfy the programs and need of the AYSA. Committees will act to provide orderly and timely implementation of the duties and responsibilities defined for that committee.

The AYSA Board shall have the power to penalize any affiliated program and/or club or team, coach, player or member whose actions have willfully violated the Constitution, Bylaws, or Operating Procedures of the AYSA or are detrimental to the purposes of the AYSA. Penalties may consist of warnings and/or temporary exclusion from the activities of the AYSA. All judiciary processes will follow and be in compliance with District 3 (Rules 1-3 Other Governing Documents) and/or WSYSA guidelines per Article IX of District III Bylaws.

The AYSA Judicial Committee shall deal with all protests arising out of AYSA administered competitions in accordance with AYSA Judicial Procedures. Rule 602 and 605 of the WSYSA Administrative Handbook, Bylaw 701 of the USSF, and District III Other Governing Documents, Rule 1-3 will be the governing documents of the AYSA Judicial Committee.

Appeals to decisions of the Board or AYSA Judicial Committee will be in accordance with current WSYSA procedures. . Rule 602 and 605 of the WSYSA Administrative Handbook, Bylaw 701 of the USSF, and District III Other Governing Documents, Rule 1-3 will be the governing documents of the AYSA Judicial Committee.

 

The AYSA Operating Procedures shall establish procedures for the administration of AYSA programs, league regulations, rules of competition and special rules defining AYSA committee functions.

The AYSA Operating Procedures shall be consistent with the AYSA Constitution and Bylaws.

Changes and amendments shall only be effected by the Board. Notice of proposed changes and amendments will be made available to interested parties two (2) weeks in advance of the general business or special meeting at which they will be considered.

Proposed changes and amendments may be submitted by any member. Changes must be submitted in writing to the Secretary at least 21 days in advance of the next scheduled Board meeting. The Board at its next general business meeting will act upon proposed changes or amendments.

All approved changes or amendments shall be sent in writing to all teams within thirty days (30) after adoption of said changes or amendments.

All approved changes or amendments shall be in effect from the date of adoption, except if determined otherwise at the Board meeting where they are adopted.

Proposed changes or amendments to these Bylaws can only be effected at the Association Board meetings Or Annual General Meeting.

A proposed change or amendment to the Bylaws must be submitted in writing to the AYSA Board Secretary at least 15 days before Association Board Meeting. The AYSA Board shall inform the voting members of AYSA that there are proposed changes or amendments to the Bylaws at least 15 days before the next monthly meeting. The proposed changes or amendments shall be publicly available for five (5) days to voting members.

All approved changes or amendments shall be included in the corresponding month’s Board Meeting Minutes.