SYS Constitution & Bylaws
Shrewsbury Youth Soccer Association (Organization)
Constitution and By-Laws
January 1st, 2008
Constitution
Organization Name
The Shrewsbury Youth Soccer Association, hereafter referred to as SYS is a non-profit organization affiliated with the Massachusetts Youth Soccer Association and the United States Youth Soccer Association (USYSA) and shall adhere to the Massachusetts Youth Soccer Association Constitution is all respects.
Objective
To provide a soccer organization to the youth of Shrewsbury promoting participation in the game of soccer and teaching the principles of soccer excellence, sportsmanship, athletic skills, team spirit, character and social interaction. The ideals of enjoyment, fair play, fun, safety, integrity and honesty will be emphasized through age- and ability-appropriate competition and soccer educational opportunities to enable every member, albeit a player, coach, or referee, of SYS to achieve their personal goals in their selected recreation.
Description and Governing Body
SYS will be responsible for setting policy objectives, providing for game and field scheduling, game rules, officials, equipment, recruiting and training coaches.
The governing body of SYS will be the Executive Board, hereafter referred to as the Board, which shall consist of the following:
Voted in By Existing Board Members (voting):
▪ President
▪ Vice President
▪ Secretary
▪ Treasurer
▪ Referee Assignor
▪ Website Manager
▪ Equipment Manager
▪ U10+ Player/Coach Development Director
▪ Mini Player/Coach Development Director
▪ Field Manager
▪ Girls U10 Coordinator
▪ Girls U12 Coordinator
▪ Girls U14, U16, U18 Coordinator
▪ Boys U10 Coordinator
▪ Boys U12 Coordinator
▪ Boys U14, U16, U18 Coordinator
▪ Mixed U5 Coordinator
▪ Mixed U6 Coordinator
▪ Mixed U7 Coordinator
▪ Mixed U8 Coordinator
▪ Fund Raising Coordinator
▪ MAYS Representative
▪ Immediate Past President
Voted in By Existing Board Members (non-voting)
▪ Registrar
▪ Game Rescheduling Coordinator
Open Board positions will be voted in at regularly scheduled Board meetings.
Governing Body (Board) - Terms of Office
All Board positions have one-year term limits and after such, any interested individuals may be voted in by the Board to replace an existing and/or open position at regularly scheduled Board meetings. A majority vote of the Existing Board will determine approval of aforementioned positions.
Board Attendance Policy
A Board Member must attend a minimum of two-thirds of the monthly meetings throughout the year.
Board Decisions
All matters of policy shall be decided by a simple majority vote, except as noted in the FINANCIAL POLICY.
Notice of Meetings
Board meetings will be held on a monthly basis. Notice to the public will be available on the SYS Website Calendar.
Duties and Responsibilities
The duties and responsibilities of the members of the Board shall be as follows:
President
– The President shall officially preside at all meetings; be Chairman of the Board; be the official representative of the SYS; be authorized to sign checks; be responsible for appointing members to all non-elected positions.
Vice President
– The Vice President shall succeed to the office and powers of the President in his absence, or for the remainder of his term if vacated for any reason. In the event of such a vacancy, the Board shall elect a successor to the post of Vice President. He shall resolve the Other Grievances as described in the Bylaws, and shall be one of those authorized to sign checks.
Secretary
– The Secretary shall attend to all correspondence for the SYS, keep detailed minutes of all Board and General Meetings, keep records as necessary and correspond on behalf of the SYS only with the knowledge and permission of the President.
Treasurer
– The Treasurer shall have charge of the finances of the SYS. He/She shall report on the finances at all Board and General Meetings, and shall submit and distribute a full written report of the financial transactions and the status of the finances at the Annual General Meeting. He/She shall be authorized to sign checks.
Registrar
– The Registrar shall be responsible for managing all registrations, validating all team rosters, collecting
Referee Assignor
– The Referee Assignor shall be responsible for recruiting, training and developing referees to officiate at both in-town and out of town league games. He/She shall also be responsible for scheduling the referees at those games and directing the activities of any subordinates assigned to him/her.
U10+ Coaching & Player Development Director – The Coach Director shall be responsible for training and developing quality coaches for the SYS U10+ Age Groups; Contracting, as approved by the Board of Directors, with outside organizations to provide specialized training and education; hire professional coaches when needed; conduct clinics for players and coaches; maintain a database of coaches and their qualifications; aid the Division Directors in their search for qualified coaches; schedule license certification courses and promote the general advancement of coaches within SYS.
Mini Coaching & Player Development Director – The Coach Director shall be responsible for training and developing quality coaches for the SYS Mini Age Groups; Contracting, as approved by the Board of Directors, with outside organizations to provide specialized training and education; hire professional coaches when needed; conduct clinics for players and coaches; maintain a database of coaches and their qualifications; aid the Division Directors in their search for qualified coaches; schedule license certification courses and promote the general advancement of coaches within SYS.
Age Group Coordinators
– The Age Group Coordinators shall have the responsibility for the administration of the affairs of the SYS within their respective divisions; work with the Director of Coaching to select coaches for teams; work with coaches to form teams in both competitive and recreational divisions; settle disputes within their respective area of responsibility; keep the board informed of activities within their divisions; manage the business activities of their divisions.
Equipment Manager
– The Equipment Manager oversees all activities related to equipment, supplies, merchandise and uniforms for the organization; obtains and controls storage space; maintains adequate records on inventory; sets minimum and maximum inventory levels; selects vendors and products to provide maximum value for the organization; orders equipment, supplies, uniforms as may become necessary from time to time. He/she is responsible for distributing and collecting equipment, supplies and uniforms to their respective areas of responsibility.
Website Manager
– The Website Manager shall have the responsibility of designing and maintaining the website to provide current and accurate information to the public. He/she is responsible for contacting each area of expertise (Board Member) to ensure the site provides the information necessary for our customers and to receive that information on a timely basis.
Fund Raising Coordinator – The Fund Raising Coordinator shall have the responsibility of determining and carrying out public awareness programs and fund raising, as agreed upon by the board, to further the SYS and foster soccer in the Town of Shrewsbury. Select and purchase merchandise related to fundraising.
Field Manager
– The Field Manager will have the responsibility of securing sufficient field space to allow for a full schedule of games for both competitive and recreational activities; schedule practice time; assign home fields; make the final determination as to whether a field is to be used for play or practice due to either schedule, weather, wear or other considerations; works with the Town of Shrewsbury Recreation Department, Shrewsbury Public Schools and private organizations and individuals to secure playing fields; control the inventory, storage and movement of all field equipment and supplies, including, but not limited to, goals, nets, and line painting equipment and supplies; recruit and schedule parent volunteers to help with the maintenance of fields.
MAYS Representative – The Representative will have the responsibility to attend meetings of the MAYS League and represent the best interests of SYS at those meetings; report monthly on activities of the league and their effect on SYS.
Coach Selection
As mentioned above in the responsibilities of the Age Group Coordinator. But in the event there are multiple qualified coach’s for a D1 or D2 team, the AGC will bring the situation to the Board and the Board shall seasonally approve team coaches.
Quorum
A quorum is defined as the majority of the current active Board members.
Membership
Membership in the SYS shall be open to all residents of Shrewsburyas well as those attending a school in Shrewsbury. If an abutting town does not provide such service, exceptions may be made per the decision of the Board.
Conduct
The Board shall have the authority to suspend any member of the SYS whose conduct is considered detrimental to the organization.
Financial Policy
Fiscal Year
– The fiscal and tax year will both be on a calendar year basis.
Budget
– A balanced budget for the forthcoming year shall be prepared by the Treasurer and approved by the Board before the fiscal year.
Major Expenses
– Major, non-budgeted expenses over $500 from any individual or corporation shall require approval of the majority of the Board.
Bank Account
– All moneys shall be promptly deposited in either a savings or checking account in the SYS name.
Expenses
– Bills shall be paid when due. Checks shall be signed by an authorized signer.
Expenditures
– Funds shall be spent only in the interest of the SYS.
Disposition of Funds
Should the SYS be dissolved, all funds currently in the treasury will be donated to a recognized 501(c)3 organization.
Other Matters
The Board shall have the power to deal with any matters not explicitly covered by the Bylaws.
Modifications to the Constitution
This Constitution, or any section thereof, may be amended by a majority vote of the Board.
Modifications to the Bylaws
The Bylaws, or any section thereof, may be amended by a majority vote of the Board.
By-Laws
Eligibility
SYS provides Fall and Spring Season programs. Children of the appropriate age (as indicated in pre-registration publicity) who live or attend school in Shrewsbury(public or private) are eligible to play. On rare occasions, and subject to board approval, SYS may allow players that are not residents of
Purpose
The purpose of the Shrewsbury Youth Soccer League is to encourage and support amateur soccer in Shrewsbury, especially among young people as a means of promoting coordination, physical fitness and fair play. The purpose of the SYS Board is to oversee the smooth running of our soccer program, set policies, dispense funds and make decisions for the good of the program. Our primary focus in SYS is to educate the children on the merits of sportsmanship, teamwork, and the skills needed to play the sport of soccer. It is our philosophy that each child has the opportunity to enjoy the sport of soccer and develop good self-esteem while playing the game.
Age Groupings
For the Fall and Spring playing seasons, players shall be grouped as follows, utilizing the USYSA published chart listing the cut-off birth dates for the appropriate season.
▪ Under 18 year of age
▪ Under 16 year of age
▪ Under 14 year of age
▪ Under 12 year of age
▪ Under 10 year of age
▪ Under 8 year of age, Grade 2
▪ Under 7 year of age, Grade 1
▪ Under 6 year of age, K
▪ Under 5 year of age, Pre-K (Spring only)
Each player should play in the age group appropriate to his or her birth date. Exceptions must be approved by the league of participation, the corresponding age group coordinators and the Board.
Ball Sizes
▪ Under 14 and above: Size 5
▪ Under 10 and Under 12: Size 4
▪ Under 8 and below: Size 3
Uniforms
Players on a team shall wear uniforms selected by the Board. Cutoffs, jams and visible boxer shorts are not allowed. Sweats, spandex, etc. are only allowed if weather, medical conditions, or league rules dictate their use. No jewelry is permitted.
Protective Equipment
Each player must wear shin guards, or will not be allowed to play.
Playing Periods
▪ Under 18: Two 45-minute halves
▪ Under 16: Two 40-minute halves
▪ Under 14: Two 35-minute halves
▪ Under 12: Two 30-minute halves
▪ Under 10: Two 25-minute halves
▪ Under 8 and below: Four 12-minute quarters
Referee Support
The coaches shall provide support to the referees at all times.
Referee Reimbursement Policy
For Shrewsbury residents – Referee takes course and pays for it. If they pass, they are eligible for:
For Shrewsbury residents – Referees are also eligible for reimbursement of their annual license renewal fee if in the preceding year they have refereed eight (8) games for Shrewsbury.
For all – Requests for reimbursement must be submitted to the Shrewsbury Referee Assignor in writing. A copy of the license received must be supplied along with documentation of expenses incurred to be reimbursed.
a) reimbursement of the course fee and the initial license cost up to a maximum of $50.00, and;
b) at the end of the first or second season after receiving the license (spring or fall), and;
c) after refereeing at least eight (8) games for Shrewsbury.
A referee can be reimbursed for each license upgrade (i.e. Grade 9 to Grade 8) that is received as long as the referee meets the above criteria.
Coaching License Fee Reimbursement
In an effort to continuously improve the level and commitment of coaching within the organization, SYS commits to reimburse 50% or up to a maximum of $100, the lesser of the two, to coach’s attending and passing Massachusetts Youth Soccer Association approved courses.
Registrations
Players shall register with the SYS and pay registration and participation fees. SYS may set registration deadline dates for both Fall and Spring seasons. If the registration date is missed, there is no guarantee of receiving a spot on a team. Age group coordinators will compile a waitlist and determine if a late request can be accommodated. Players shall fill out a Massachusetts Youth Soccer Association/USYSA membership Form or approved alternative form and shall verify their date of birth with an acceptable form of documentation, such as a Birth certificate.
Waitlists
Players who do not register before registration deadlines shall be placed on a time-ordered wait-list. If a spot becomes available, a late registration form and late fee must be completed and submitted. Every attempt will be made to place players in SYS soccer programs, but due to timelines and registration procedures, not all requests can be met. The Executive Board shall determine player placement.
Fees
Fees for participation and uniforms shall be decided upon at budget time and will be determined and incorporated into the Fiscal Year financial budget approved by the Board at a specified pre-determined meeting. All registration and uniform fees shall be due and payable at registration.
Rules of Play
Current FIFA International rules shall govern play with exceptions as noted. If a team is playing in a league, the team shall abide by the constitution and bylaws of that league as appropriate.
Playing Time
It is our policy that as a member of a team, each player during a game be given equal playing time when possible. A child must play at least one half of each regulation game during the Fall. For Spring select teams in an MTOC division in the U12 and older age groups, a child must play at least one third of each game (this includes league and MTOC tournament games). For all other teams & age groups in the Spring the child must play at least one half of each game.
Ejections
If a player or coach is ejected from the game by a referee, they will not be allowed to play/coach in the next game played by his/her team. This applies to all games, including any championship games.
Unbecoming Conduct
Player, coach or referee behavior that is judged unbecoming or inappropriate shall be referred to the Board Vice president in writing for immediate review and action.
Participation
Players are expected to participate in practices and games. Parents are expected to participate by insuring that their children are on time for, and picked up following practices and games, and that they have their equipment with them. If a player cannot be present for a scheduled game or practice, the coach should be notified in advance. Parents should support the coach, help maintain discipline, and promote good sportsmanship. If problems should arise that cannot be mutually resolved, they shall be brought to the Vice President for resolution with the coach. The Vice President then will inform the Board at the next meeting. If the Vice President deems it necessary, he can convene the Board to resolve the situation.
Other Board Policies
The Medical and Liability Release section of the registration should be read and must be signed by a parent or guardian in order for a child to participate in the program.
No teams or coaches may conduct any private fundraising without prior Board approval.
All players selected for Spring MTOC teams can only play on that team within SYS.
Girls are eligible for selection to either Mixed or All Girls teams.
Players cannot be added or dropped from a roster without the consent of the Age Group Coordinator.
It is our policy that in all age groups the team and the coaches will be on one side of the field, while the parents and spectators will be on the opposite side of the field. Spectators should not sit behind goals at either end of the field.
The SYS Board will review and consider any extraordinary circumstances or situations which arise during the course of the season to maintain fair play and the spirit of the game.
If any player, coach or parent refuses to comply with the rules of SYS or USYSA and its affiliates, they are subject to suspension or expulsion from the SYS program.
No refunds will be provided, unless approved by the President of SYS for extraordinary reasons (i.e., Injury prior to the season, Move prior to the season, etc). If it is the choice of the player or parent that was a possible foreseen situation, no refunds will be allowed (i.e., Conflict with another sport or activity).
No coach, assistant coach, and/or Board member may participate in any activities within SYS without a valid CORI form.
SYS will cooperate with other sporting or religious activities whenever possible.
