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1.1. The name of
this organization shall be EAST TENNESSEE SOCCER FEDERATION, INC., a
non-profit organization, hereinafter referred to as, The Federation, or ETSF.
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2.1.
The purposes
for which The Federation is organized are exclusively educational within the
meaning of Section 501(c)(3) of the Internal Revenue Code of 1954 or the
corresponding provision of any future United States Internal Revenue Law.
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3.1. The area
served by The Federation shall be Northeast Tennessee.
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4.1. The purpose of
The Federation is to develop the youth athlete into the best possible soccer
player while fostering teamwork, sportsmanship, and commitment, and to
promote soccer in Northeast Tennessee.
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5.1. The official
colors of ETSF shall be Navy Blue and White.
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6.1. ETSF teams
shall include "ETSF" and "Falcons" in their official team
name.
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6.2. ETSF teams
shall use their official team name when registering in tournaments or
leagues.
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6.3. Independent
teams registered through ETSF shall not use "ETSF" in their team
name.
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7.1. The Federation
shall be non-sectarian and non-partisan.
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7.2. The name of
The Federation and the names of any members in their official capacities
shall not be used for any purpose not appropriately related to the promotion
of the purposes of The Federation.
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7.3. The Federation
may cooperate with other organizations and agencies that develop, promote,
advance and administer the sport of soccer.
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7.4. The Federation
shall be governed by its Charter, Bylaws, and Policies and Procedures, except
when these provisions are superseded by the governing authority of the
Tennessee State Soccer Association (TSSA), United States Soccer Federation
(USSF), United States Youth Soccer Association (USYSA), United States Amateur
Soccer Association (USASA), or Federation Internationale de Football
Association (FIFA), with whom The Federation is affiliated.
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7.5. The governing
authority of The Federation, whose powers shall be delegated by these Bylaws,
shall be vested with the Board of Directors of The Federation.
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7.6. All A-Level
members and B-Level members of The Federation shall be governed by the
policies set forth in the ETSF Policy and Procedures Manual. Failure to
comply with the policies may result in disciplinary action including but not
limited to expulsion, denial of registration and any other actions deemed
appropriate by the Board of Directors.
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7.7. Changes and
additions to the ETSF Policy and Procedures Manual may be proposed by any
A-Level member or B-Level member. The policy proposal must be presented to
the Board of Directors by the originator or by their designee. The vote for
approval of the policy proposal must occur at the Board of Directors Meeting
at which the proposal was presented, unless at least one-third (1/3) of the
Board of Directors present at the Meeting agree to table the proposal. If
tabled, the proposal must be voted on at the next Board of Directors Meeting,
unless the proposal is withdrawn by the originator.
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7.8. Approval of a
policy proposal requires a two-thirds (2/3) affirmative vote of the Board of
Directors present at any Board of Directors Meeting satisfying quorum
requirements.
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8.1. The membership
of The Federation shall be divided into A-Level members and B-Level members.
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8.1.1.
A-Level members
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8.1.1.1. One parent/guardian for
each minor player listed on the TSSA team roster of an ETSF team.
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8.1.2.
B-Level members
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8.1.2.1. The coach, each assistant
coach, and the manager listed on the TSSA team roster of an ETSF team, unless
already an A-Level member.
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8.1.2.2. Each person holding an
ETSF Officer position, unless already an A-Level member.
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8.2. A member is in
good standing if not in arrears to ETSF or an ETSF team and not under any
disciplinary action imposed by the Board of Directors.
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8.3. Independent adult and youth teams may register with TSSA through ETSF upon approval by simple majority of the ETSF Board of Directors, but do not have membership privileges (Approved AGM 30 April 2006)
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9.1.
An ETSF team is a youth soccer team that:
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9.1.1.
was formed from players selected at an ETSF open tryout, and
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9.1.2.
has been accepted by the Board of Directors, and
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9.1.3.
has registered with TSSA
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10.1.The Board
of Directors shall consist of:
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10.1.1. the Federation
Officers as set forth hereafter
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10.1.2. an elected
representative from each ETSF team. The team representative shall be an
A-Level or B-Level member from the team, but cannot be a Federation Officer.
The team representative must agree to either attend each meeting of the Board
of Directors or to ensure that the team is represented by another A-Level or
B-Level member from the team
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10.2.The Board
of Directors shall set the annual budget and establish policies, procedures,
and guidelines to manage and administer the affairs of the Federation.
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10.3.The Board of Directors may hire such paid staff as they deem proper and necessary for the operations of the Federation. The powers and duties of the paid staff shall be as assigned or as delegated to be assigned by the Board. Paid staff may serve on the Board of Directors. (Approved AGM 30 April 2006) |
10.4.Whenever a member of the Board of Directors has a financial or personal interest in any matter coming before the Board of Directors, the affected person shall a) fully disclose the nature of the interest and b) withdraw from lobbying and voting on the matter. Any transaction or vote involving a potential conflict of interest shall be approved only when a majority of disinterested directors determine that it is in the best interest of the corporation to do so. The minutes of meetings at which such votes are taken shall record such disclosure, abstention and rationale for approval. (Approved AGM 30 April 2006) |
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11.1.The
Officers of The Federation are:
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11.1.1. President
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11.1.2. President-Elect
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11.1.3. Director of
Coaching and Player Development
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11.1.4. Commissioner
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11.1.5. Secretary
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11.1.6. Registrar
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11.1.7. Treasurer
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11.1.8. Referee
Administrator
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11.1.9. Communication
Coordinator
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11.1.10. Fundraising Coordinator
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11.2.The
management and administration of the affairs of The Federation shall be
conducted by the Officers when the Board of Directors is not in session.
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11.3.The
President and Treasurer shall be bonded.
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11.4.The
President and Treasurer shall have signature authority on all accounts.
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11.5.All
Officer positions, except President, are elected positions. The person
serving as President-Elect shall be installed as President at the Annual
General Membership Meeting.
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11.6.The term
of service for all Officers is one (1) year.
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11.7.Officers
shall be elected by a simple majority of A-Level members in good standing
present at the Annual General Membership Meeting.
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11.8.Vacant
Officer positions, except for President, shall be filled by a simple majority
vote at a Board of Directors Meeting. If the Office of President is vacated
then the President-Elect shall perform the duties of the President.
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11.9.An Officer
may be removed from office without cause by a two-thirds affirmative vote of
the full membership of the Board of Directors. The vote for removal must
occur at a Board of Directors Meeting.
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12.1.The
President shall:
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12.1.1. preside at all
Board of Directors Meetings of The Federation
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12.1.2. establish
meeting dates of the Board of Directors
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12.1.3. oversee all
communications to the general public
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12.1.4. coordinate the
work of the Officers and committees of The Federation, in order that its
purposes may be promoted
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12.1.5. perform such
other duties as may be prescribed by these Bylaws or assigned to him by the
Board of Directors
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12.1.6. provide a
written report of the activities of the past year and give an oral summary at
the Annual General Membership Meeting. This summary presentation by the
President shall also cover the progress made over the past year toward
reaching The Federation's long-term goals
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12.2.The
President-Elect shall:
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12.2.1. act as an
assistant to the President and shall perform the duties of the President in
the absence or disability of that Officer to act
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12.2.2. act as
parliamentarian for The Federation
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12.2.3. be responsible
for keeping the ETSF Policy and Procedure Manual current
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12.2.4. provide a
written report of the activities of the past year and give an oral summary at
the Annual General Membership Meeting
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12.3.The
Director of Coaching and Player Development shall:
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12.3.1. be responsible
for the appointment of coaches and trainers to ETSF teams, subject to the
final approval of the Board of Directors
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12.3.2. have overall
responsibility for the training of coaches
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12.3.3. have overall
responsibility for the training of players
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12.3.4. have overall
responsibility for ETSF tryouts
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12.3.5. be responsible
for communication between The Federation and ETSF team coaches
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12.3.6. be responsible
for resolving conflicts between ETSF team coaches and The Federation
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12.3.7. be responsible
for resolving conflicts between ETSF team coaches and the parents/guardian of
a minor player
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12.3.8. be responsible
for maintenance of all pertinent player and coaching records
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12.3.9. ensure that
all ETSF team coaches meet the minimum ETSF requirements and TSSA
certification/licensing requirements
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12.3.10. provide a written report of the
activities of the past year and give an oral summary at the Annual General
Membership Meeting
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12.4.The
Commissioner shall:
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12.4.1. be responsible
for communication between The Federation and other soccer organizations
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12.4.2. be responsible
for promulgating and enforcing league rules and regulations
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12.4.3. be chairman of
any rules committee which The Federation shall create
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12.4.4. serve as
Federation Representative to any league in which The Federation participates
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12.4.5. be responsible
for assigning practice fields for all ETSF teams
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12.4.6. be responsible
for coordinating soccer activities between The Federation and the Johnson
City Department of Parks and Recreation
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12.4.7. provide a
written report of the activities of the past year and give an oral summary at
the Annual General Membership Meeting
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12.5.The
Secretary shall:
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12.5.1. record the
minutes of all meetings of the Board of Directors
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12.5.2. maintain a
mailing list of all ETSF members
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12.5.3. assist with
the maintenance of ETSF outdoor tournament mailing lists
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12.5.4. perform such
other duties as may be delegated by the President
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12.5.5. provide a
written report of the activities of the past year and give an oral summary at
the Annual General Membership Meeting
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12.6.The
Registrar shall:
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12.6.1. be responsible
for registering teams with TSSA and for all other administrative duties
pertaining to that registration, such as, drop/add functions, remitting fees
to TSSA and maintaining communication with TSSA in regard to
registration/membership matters
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12.6.2. perform such
other duties as may be delegated by the President
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12.6.3. provide a
written report of the activities of the past year and give an oral summary at
the Annual General Membership Meeting
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12.7.The
Treasurer shall:
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12.7.1. have custody
of all the funds of The Federation
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12.7.2. keep a full
and accurate account of receipts and expenditures
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12.7.3. make
disbursements in accordance with the approved budget as authorized by the
Board of Directors
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12.7.4. present a
financial statement at every meeting of the Board of Directors
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12.7.5. be responsible
for the maintenance of such books of account and records as conform to the
requirements of the Bylaws
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12.7.6. provide a
written report of the activities of the past year and give an oral summary at
the Annual General Membership Meeting
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12.8.The
Referee Administrator shall:
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12.8.1. be responsible
for communication between The Federation and the Tri-Cities Soccer Referees
Association
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12.8.2. be responsible
for arranging for referees at all home games
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12.8.3. hold a current
USSF referee license and a current assignor certificate
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12.8.4. maintain a
mailing list of all Johnson City area referees
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12.8.5. be responsible
for coordinating referee training for Johnson City area referees
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12.8.6. provide a
written report of the activities of the past year and give an oral summary at
the Annual General Membership Meeting
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12.9.The
Communication Coordinator shall:
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12.9.1. be responsible
for disseminating information to the A-Level and B-Level Federation
membership. This responsibility also includes distribution of bylaws
amendment proposals and notification of the Annual General Membership Meeting
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12.9.2. be responsible
for developing and supporting public relations programs
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12.9.3. be responsible
for disseminating information from The Federation to public/private agencies
or to the public at large
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12.9.4. provide a
written report of the activities of the past year and give an oral summary at
the Annual General Membership Meeting
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12.10.
The Fundraising Coordinator shall:
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12.10.1. be responsible for developing
and implementing fundraising programs
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12.10.2. be responsible for the
development of grant applications
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12.10.3. provide a written report of the
activities of the past year and give an oral summary at the Annual General
Membership Meeting
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13.1.Board of
Directors Meetings
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13.1.1. Regularly scheduled meetings shall occur monthly. Meetings shall be held at 6:30 PM on the first Monday of each month unless changed by a simple majority affirmative vote at the Board of Directors meeting of the prior month. (Approved AGM 30 April 2006)
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13.1.2. Written notice
of a regularly scheduled meeting shall be given to the full membership of the
Board of Directors at least five (5) days prior to the date of the meeting.Written notice shall consist of one or more of the following: posting to the home page of the ETSF website, electronic mail notification to individual members, electronic mail notification to all members of the Board of Directors and team managers and coaches. (Approved AGM 30 April 2006)
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13.1.3. Special
meetings may be called by the President or upon written request by any five
members of the Board of Directors. Notice of any special meeting shall be
communicated to the full membership of the Board of Directors at least five
(5) days prior to the date of the meeting.
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13.1.4. One-third
(1/3) of the Board of Directors must be present to constitute a quorum. A
quorum must be present to conduct business.
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13.1.5. At the June
Board of Directors Meeting, the new Officers shall be installed as the first
order of business. The budget for the next fiscal year will be presented by
the Budget Committee for consideration and approval by the Board of
Directors.
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13.1.6. Prior to the
August Board of Directors Meeting, each ETSF team shall have elected a team
representative to serve on the Board of Directors.
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13.1.7. Any member of
the Board of Directors who fails to attend three consecutive meetings, or who
fails to make arrangements for standing at those meetings, is subject to
removal from office. A two-thirds (2/3) affirmative vote of the full
membership of the Board of Directors is required to remove said member.
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13.2.Annual
General Membership Meeting
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13.2.1. The meeting shall be held in April or May and at least one (1) day after the April Board of Directors Meeting. (Approved AGM 30 April 2006)
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13.2.2. Written notice
of the meeting must be distributed to the A-Level membership at least
forty-five (45) days prior to the date of the meeting.
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13.2.3. The agenda at
this meeting is: (1) Call meeting to order, (2) Guest speakers, (3) Annual
Report from each Officer, (4) Consideration of Bylaws amendment proposals,
(5) Officers Election, (6) Adjournment.
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13.2.4. Procedure for
Consideration of each Bylaws amendment
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13.2.4.1.
Time shall be provided for statements from members regarding the
proposal under consideration.
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13.2.4.2.
Voting for amendment proposals may be performed using a
"show-of-hands" vote. However, if a single A-Level member makes a motion for
a secret ballot, then the voting must be performed by secret ballot.
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13.2.4.3.
Marked ballots shall be placed in a secure box, which shall not be
opened until voting is completed.
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13.2.4.4.
Upon completion of the voting, three (3) A-Level members who are not
currently Officers or candidates for office shall be chosen to tally the
vote. The votes shall be counted and the result announced.
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13.2.5. Procedure for
Officers Election
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13.2.5.1.
Time shall be provided for statements by the candidates for office.
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13.2.5.2.
Voting shall be performed by secret ballot. Members of the Election
Committee shall distribute ballots to the A-Level members eligible to vote.
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13.2.5.3.
Marked ballots shall be placed in a secure box, which shall not be
opened until voting is completed.
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13.2.5.4.
Upon completion of the voting, three (3) A-Level members who are not
currently Officers or candidates for office shall be chosen to tally the
vote. The votes shall be counted and the result announced.
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13.2.5.5.
In the event a majority vote is not received for a candidate on the
first ballot, a runoff between the two candidates receiving the most votes
will be held immediately. The runoff shall also be performed by secret
ballot. The same three A-Level members shall count the votes and announce the
result.
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14.1.Election
Committee
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14.1.1. There shall be
an election committee composed of the following four Officers: the President,
the President-Elect, the Registrar, and the Secretary. The chairperson of
this committee shall be the President-Elect.
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14.1.2. The A-Level
and B-Level members of The Federation shall be notified of the names and
phone numbers of the Election Committee and its chairperson no less than
forty five (45) days prior to the Annual General Membership Meeting to allow
sufficient time for the submission of nominations for Federation Officers.
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14.1.3. The Election
Committee shall accept all nominations for each office to be filled. There
are no restrictions on the number of nominees for each office. Any A-Level or
B-Level member can submit a nomination. The deadline for the acceptance of
nominations shall be one (1) week prior to the April Board of Directors
Meeting.
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14.1.4. All nominees
submitted to the Election Committee must be verified by the Election
Committee as eligible for office and must give their consent to serve if
elected.
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14.1.5. The list of
candidates qualified by the Election Committee shall be presented to the
Board of Directors at the April Board of Directors Meeting.
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14.1.6. The Election
Committee is responsible for the preparation of a sufficient quantity of
ballots prior to the Annual General Membership Meeting.
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14.1.7. The Election
Committee is responsible for distributing ballots to the A-Level members
eligible to vote at the Annual General Membership Meeting.
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14.2.Budget
Committee
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14.2.1. There shall be
a budget committee composed of the Officers and the Officers-Elect. The
chairperson of this committee shall be the President.
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14.3.Long-Term
Planning Committee
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14.3.1. There shall be
a long-term planning committee composed of Officers and interested parties.
The purpose of this committee is to define long-term goals for The
Federation.
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14.4.The Board
of Directors may create ad hoc committees as required to promote the purposes
and carry out the work of The Federation.
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14.5.The
President shall be a member ex officio of all committees.
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15.1.The
Federation may assess fees through player registration, specific fund raising
functions, tournament registration and advertising. All contributions
received and funds raised shall be used to further the specific purposes of
The Federation.
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16.1.The Board
of Directors may authorize an Officer or Officers, agent or agents of The
Federation, in addition to the Officer so authorized by these Bylaws, to
enter into any contract or execute and deliver any instrument in the name of
and on behalf of The Federation, and such authority may be general or
confined to specific instances.
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17.1.All
checks, drafts and orders for payment of moneys in amounts greater than
$500.00 shall be signed in the name of The Federation and shall be
countersigned by such Officers or agents as the Board of Directors shall,
from time to time, designate for that purpose.
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18.1.The
Fiscal year for the purposes of conducting the Business and Administration of
The Federation shall begin on September 1 and end on August 31 of the
following year.
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19.1.Current
edition of Robert's Rules of Order shall govern the deliberation at meetings
of the members and the Board of Directors, except so far as they have been
modified by the specific provision of these Bylaws.
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20.1.Approval
of Amendments
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20.1.1. Consideration
of and voting for changes or additions to the Charter or the Bylaws of The
Federation shall be made at the Annual General Membership Meeting.
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20.1.2. Amendments to
the Bylaws shall be approved by two thirds (2/3) of the A-Level members in
good standing present at the Annual General Membership Meeting.
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20.1.3. Voting by
proxy is not permitted.
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20.2.Amendment
Proposals
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20.2.1. Proposals
shall be in writing and include the text of the current rule, the text of the
proposed rule and the rationale for the change.
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20.2.2. Amendment
proposals may be submitted to the Board of Directors by any A-Level or
B-Level member.
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20.2.3. The deadline
for submitting amendment proposals to the Board of Directors is no later than
thirty (30) days prior to the Annual General Membership Meeting.
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20.2.4. Amendment
proposals shall be published and distributed to the A-Level membership at
least fifteen (15) days prior to the Annual General Membership Meeting.
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21.1.In the
event of dissolution, the residual assets of The Federation shall be turned
over to one or more organizations which themselves are exempt as
organizations described in Sections 501(c)(3) and 170(c)(2) of the Internal
Revenue Code of 1954 or corresponding sections of any prior or future
Internal Revenue Code, or to the Federal, State, or local government for
exclusive public purposes.
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