SOCCER CLUB

Presented and Adopted at the Annual General Meeting January    , 2010

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TABLE OF CONTENTS

Article 1 -Title

Section 1.1 Title

Section 1.2 Office

Article 2 -Purpose and Objectives

Section 2.1 Purpose

Section 2.2 Objectives

Article 3 -Affiliation

Article 4 -Club Colors

Article 5 -Boundaries

Article 6 -Control and Authority

Article 7 -Membership

Section 7.1 Voting Members

Section 7.2 Non-voting (Associate) Members

Section 7.3 Removal of a Member

Article 8 –Organization

Section 8.1 Governing Body

Section 8.2 Board of Directors

Section 8.3 Duties of Board Members

Section 8.4 Term of Office

Section 8.5 Re-Election & Vacancies

Section 8.6 Appointed Directors/Coordinators

Section 8.7 Duties of Appointed Directors/Coordinators

Section 8.8 Qualifications of Officers, Directors or Coordinator

Section 8.9 Resignation

Section 8.10 Removal of an Officer, Director or Coordinator

Section 8.11 Conflict of Interest

Article 10 -Bylaw Amendments

Section 10.1 Voting Requirement

Section 10.2 Proposals

Section 10.3 Notice

Section 10.4 Effect

Section 10.5 Distribution

Section 10.6 Conflicting Bylaws

Article 11 –Provisional Rules

Section 11.1 Temporary Rules & Regulations

Section 11.2 Distribution of Temporary Rules & Regulations

Section 11.3 Adoption & Amendment

 

 

 

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Article 12 Records, Reports, & Financial Matters

Section 12.1 Records & Reports

Section 12.2 Revenues & Payment of Monies

Section 12.3 Loans

Section 12.4 Audit

Section 12.5 Fiscal Year

Section 12.6 Annual Report

Section 12.7 Insurance

Article 13-Fees, Player Registration, Team Sponsors, & Fundraising

Section 13.1 Player Fees

Section 13.2 Player Registration

Section 13.3 Financial Aid

Section 13.4 Registration Fee Refunds

Section 13.5 Sponsorship and Fund Raising

Section 13.6 Team Finances

Article 14 -Coaching Director

Section 14.1 General Procedures

Article 15 -Coaches

Section 15.1 Application to Coach and Qualifications

Section 15.2 Responsibilities of Coaches

Section 15.3 Risk Management

Article 16 -Discipline

Section 16.1 Offenses

Section 16.2 Procedures

Article 17 -Ratification

 

                                                           

 

 

 

 

 

 

 

 

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ARTICLE 1 -TITLE

Section 1.1 Title This organization shall be known as South Hill Soccer Club (hereinafter referred to as “South Hill Soccer Club”, “SHSC”, or “the Club”). The Club is registered with the state of Washington as a non-profit organization and shall not carry on any activities prohibited by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or corresponding provision of any future United States of America Internal Revenue Code.

Section 1.2 Office The principal office and place of business of the South Hill Soccer Club is in Puyallup, Washington. The mailing address for the Club is PO Box 731502 Puyallup, WA 98373. The Club shall have such other offices within or without the state of Washington as the Board of Directors shall designate.

ARTICLE 2 -PURPOSE AND OBJECTIVES

Section 2.1 Purpose The purpose of SHSC is educational and the Club shall embrace the following goals:

(a) To teach and develop a "love of the game" of soccer among our youth;

(b) To teach, train and develop; players, coaches, referees and administrators for the betterment of the game of soccer;

(c) To teach and develop through the game of soccer; sportsmanship, physical health, mental alertness and fair competition.

 

Section 2.2 Objectives The objectives of SHSC are:

(a) To develop, promote and govern the game of soccer among affiliated teams within

the boundaries of SHSC;

(b) to establish an administration to govern and direct the functions, operations, business and all activities of the Club;

(c) To encourage interested volunteer adult leadership to share their time and effort on behalf of the program and to offer training in this regard;

(d) To provide a vehicle through which players will expand their education and knowledge of the game of soccer beyond that which each might do individually;

(e) To provide a program of well organized, competitive athletics helping to develop the physical, emotional, and social stability of the players; and

(f) To represent this Club in all matters of organized Youth Soccer in Pierce County and Washington State Youth Soccer Association (WSYSA).

 

ARTICLE 3 -AFFILIATION

The Club shall be affiliated with Tacoma-Pierce County Junior Soccer Association ("TPCJSA") and Washington State Youth Soccer Association ("WSYSA").

 

ARTICLE 4 -CLUB COLORS

The representative colors of the Club are Red, Black, and White. Red is the primary color; however, various shades or combinations of Red, Black, and White can be used. Other colors or combinations of colors can be used with written approval of the Board of Directors.

ARTICLE 5 -BOUNDARIES

The boundaries of this Club are as follows; Northern boundary: West of Meridian, Northern boundary is 112^th Street / Highway 512.  East of Meridian, Northern boundary is 23^rd Street.  Eastern boundary:  Highway 162 (Orting Valley Highway) Southern boundary:  198^th Street.  Western boundary:  Canyon Road.

 ARTICLE 6 -CONTROL AND AUTHORITY

The final control and authority of this Club shall be listed in the Bylaws of this Club and be by a body of members known as the Board of Directors. This Board shall exercise the right of decision making on all matters pertaining to Club affairs.

 

ARTICLE 7 -MEMBERSHIP IN THE CLUB

Section 7.1 Voting Members The voting members of this Club shall consist of:

(a) One team representative from each current team, in good standing, registered with the Club, and

(b) Each member of the Board of Directors in good standing.  

 

The Team Representative shall be, in the following order or preference, the coach, assistant coach, team manager, or parent with a child participating on a specific South Hill Soccer Club team’s roster. Notwithstanding the forgoing, no individual compensated by the club as a Coach or trainer (other than one whose child receives a fee exemption) nor individual owning an interest in an entity that contracts with the Club for coaching, training equipment and fields, will serve as Team Representative. If applicable, a parent serving as Team Representative shall be appointed by the Head Coach. The number of voting members in the Club will equal the sum of the number of teams, in good standing, registered with the Club and the number of Board of Directors, in good standing, at the time of the event. Each team, through its representative, and each Board Member is entitled to one (1) vote at the Annual General Meeting (“AGM”) and other meetings requiring a vote by the members of this Club. An individual shall have as many votes as teams for which that individual is a Team Representative. A Director, Program Director or Coordinator shall have one (1) vote, upon approval, plus an additional vote(s) for any team(s) he/she also represents as the Team Representative . Voting by proxy is not allowed.

Section 7.2 Non-Voting (Associate) Members Parents, coaches, assistant coaches, team managers, sponsors, referees, skill trainers, directors, coordinators, committee members, and other individual volunteers of the Club who do not qualify as a voting member, shall have associate membership status. All members (voting and non-voting) shall have the privilege to attend the Annual General Meeting and monthly board meetings and be allowed as guests to address the governing body. An Associate Member cannot vote.

Section 7.3 Removal of a Member Any member who has not fulfilled his or her financial obligations to the Club or whose conduct is detrimental to the purpose of this organization shall be subject to disciplinary action by the Club. Disciplinary action could result in expulsion from the Club or suspension from participating in any of the Club’s soccer programs.  Further discipline may be forwarded to TPCJSA and/or other governing bodies.

 

ARTICLE 8 -ORGANIZATION

Section 8.1 Governing Body The Board of Directors shall be the governing body of the Club. The Board of Directors shall consist of the six (6) elected officers, 1 Director of Coaching, and four (4) appointed Program Directors upon approval of elected Board of Directors. The appointed Director of Registration may become member of Board of Directors, upon approval by the elected Board of Directors. In addition to the powers and authorities expressly conferred upon it by these Bylaws, the Board of Directors will exercise all such powers of the Club and do all such lawful acts and things as are not by statute or by Articles of Incorporation or by these Bylaws otherwise prohibited. The Board of Directors holding elective positions shall be elected at the Annual General Meeting (AGM) to serve terms set forth in Section 8.4 – Term of Office.

 

Section 8.2 Board of Directors

                  (a) The Board of this Club shall consist of the following six (6) elected officers:  President; Vice President -Administration; Vice President -Operations; Director of Referees; Treasurer; and Secretary/Historian; and one (1) Director of Coaching; up to four (4) appointed Program Directors upon approval. Each Program Director will need approval of the majority of the Board of Directors to become a voting member. Each Program Director shall be appointed by the VP - Operations and Director of Coaching, subject to approval by the board. The Director of Registration shall be appointed by the VP - Administration subject to the approval of the majority of the elected board members. Upon majority approval the Director of Registration may become voting member on the Board of Directors.

 

(b) Each member of the Board of Directors is entitled to a waiver of one registration fee for the soccer season that he or she is serving. This waiver must be used for a child of the Board member or must be donated to another player within the club at the discretion of the member receiving the waiver. The waiver must be used for any of the four programs.

 

(c) The Board of Directors shall find from time to time the need for additional support and thus, shall solicit and appoint volunteers to form separate committees to draw upon when assistance is needed to help complete the duties of the club. By a two thirds (2/3) majority the Board of Directors shall have the authority to hire an independent contractor or retain professional services to fill the position of Treasurer, Director of Registration, Office Manager, or any other administrative position needed to accomplish the day to day business of the club.

 

Section 8.3 Duties of the Board Members The duties, power and authorities of the Directors shall include, but not be limited to, the following:

(a) President In general, the President shall be the chief executive officer of the Club and shall be responsible for the general management and superintendence of the affairs of the Club. The President shall preside at all meetings of the members, directors and coordinators. In all cases where (and to the extent that) the duties of the other officers, directors and coordinators of the Club are not specially prescribed by the Bylaws, or Club policy, the President will prescribe such duties subject to approval by the Board of Directors. The President shall perform the following duties:

*Establish an annual business plan and calendar *Presiding over the annual general meeting and elections *Appointment of elected Board members in the event of a vacancy, subject to the approval of the other elected Board  members

*Presiding over all Board meetings and establishing monthly 

              Board agendas

*Vote only in the case of a tie

*Serve as SHSC representative to TPCJSA

*Appointment of special committees and chairpersons

*Serve as an ex-officio member of all Committees

*Addressing issues and concerns of the membership service

*Participate in Club outreach programs such as

o Scholarship Programs & Events

o Annual Charity Event

o Community Outreach/Involvement

 

                  (b) Vice President-Administration The VP - Administration, in the absence of or disability of the President, shall perform all duties of the President and shall perform such other duties as will be prescribed by the Board of Directors. Within the first month of office, and by no later than the February board meeting, the VP - Administration must recruit and appoint the following positions: Director of Registration, Coordinator of Business Development, Coordinator of Communication & Marketing, Coordinator of Tournaments & Special Events, Coordinator of Equipment/Fields, and Coordinator of Games/Fields. All appointments are subject to approval of the Board. The VP - Administration is responsible for the management and oversight of each of these Directors and Coordinators and their respective duties. SHSC must work in partnership and through the Puyallup School District and Pierce County Parks and Recreation for field usage.  The VP - Administration is responsible for communicating closely with the Club’s Director of Coaching and Program Directors as well as the Coordinator of Games/Fields regarding field use policies and protocols. The VP - Administration is further responsible for administering the Club’s organized tournaments and competitions, and for coordinating the Club’s involvement in state, interstate, regional and national competitions, tournaments, leagues and contests with the consent from the Director of Coaching.

To assist in these duties the VP - Administration shall appoint two volunteers: Coordinator of Equipment/Fields and Coordinator of Games/Fields. The duties of these positions are explained in further detail below. The VP - Administration shall attend all monthly meetings of the Board of Directors.

 

(c) Vice President -Operations The VP - Operations, in the absence of or disability of the President and VP - Administration, shall perform all duties of the President and shall perform such other duties as will be prescribed by the Board of Directors. Within the first month of office, and by no later than February board meeting, the VP - Operations must recruit and appoint a Coordinator of Discipline and Review and Coordinator of Team Operations. VP - Operations will work jointly with the Director of Coaching to appoint Program Directors for the all the clubs soccer programs. The VP - Operations will assist the VP - Administration to ensure all appointed positions are filled.  All appointments are subject to the approval of the Board. The VP - Operations is responsible for the management and oversight of each of these Directors and their respective duties. The VP - Operations shall attend all monthly meetings of the Board of Directors.

 

 (d) Treasurer  The Treasurer shall have custody of all Club funds and security. The Treasurer shall keep full and accurate accounts of receipts and disbursements in books belonging to the Club and shall deposit all monies and other valuable effects in the name and to the credit of the Club in such depositories as will be designated by the Board of Directors. If required by the Board of Directors, the Treasurer shall be bonded for the faithful discharge of his or her duties, in such sum and with such surety or sureties as the Board shall determine. The Treasurer shall disburse the funds of the Club as will be ordered by the Board, taking proper vouchers for such disbursements, and shall render to the Board of Directors at the regular meetings of the Board, or whenever they require, an account of all his or her transactions as Treasurer and of the financial condition of the Club. The Treasurer is responsible for filing or delivering any other necessary municipal/county forms or documentation related to the Club’s business affairs. The Treasurer will find from time to time the need for additional support and thus, may solicit and appoint volunteers to form separate committees to draw upon when assistance is needed to help complete the duties of the office. With specific approval and consent of the Board, the Treasurer shall also seek to retain professional services to accomplish the tasks of the office. The Treasurer shall attend all meetings of the Board of Directors.

.The Treasurer shall have the following duties:

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                  *Chart of Accounts & Financial Accounting

                  *Financial Reporting (Annual Report and Monthly Reports)

                  *Accounts Payable

                  *Purchasing and Inventory Management

                  *Accounts receivable and collections

                  *Arrange for an independent audit or compilation when required by majority vote 

                    of the Board

                  *Investments

                  *Sponsorships & allocation of monies (working with Director of Business

                    Development)

                  *Scholarships (working with President to achieve financial goals and objectives)

                  *Chair the Financial Committee

                  *Be the custodian of the records of the Club

                   

(e) Secretary/Historian The Secretary/Historian shall attend all meetings of the Board of Directors. Within fourteen (14) days of each meeting, the minutes of the meeting shall be distributed to the Board and available to the membership. Notice shall be given of all meetings. The Secretary/Historian is responsible for all administrative functions of the Club as defined in the duties set forth below:

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*Establish and maintain communication with the Coordinator of Communication and    Marketing

*Keep record minutes at BOD, AGM and other meetings

*Post board meeting minutes on club website

                  *Keep a record of the names, addresses, and contact information of all members

                  *Be the custodian of the corporate records of the Club

                  *Help prepare meeting agendas and provide required notice for Club meetings

                  *Sit as a member of the Discipline and Review Committee

                  *Collect news articles, photos, and items of interest about SHSC teams, coaches,

                    players, and compile a scrapbook for the calendar year.

                  *Member communication within the Club

                  *Establish and Maintain Member Email data base

                   

(f) Director of Referees The VP of Referees must work closely with the VP - Administration, Coordinator of Games/Fields,  Coordinator of Equipment/Fields and Coordinator of Tournaments and Special Events to make sure referees are available and assigned to cover the various games, tournaments, and competitions organized and/or played by the Club’s soccer teams. The Director of Referees must either be a certified referee or willing to become a certified referee within the first year or his or her term of office. The Director of Referees shall attend all meetings of the Board of Directors and shall work with the local referee organization (PCSRA) to recruit and train new youth and adult referees for the Club. The Director of Referees is responsible for:

 

-Soliciting and organizing local referee clinics                                                             -Referee development and management                                                                     -Referee Education                                                                                                      -Referee Mentoring                                                                                                    -Referee Assignment and attendance at required clinics to enable him or her to be a referee assignor for the Club.

(g) Director of Coaching The Director of Coaching shall be a negotiated contracted position as agreed upon with the Board of Directors.  The Director of Coaching is critical to the success of SHSC.  The DOC will serve as the main liaison between SHSC and all pertinent Soccer related relationships within US Youth Soccer, US Club, WSYSA, District III, TPCJSA and all other local soccer clubs.  The DOC is a voting member of the Board of Directors and is essentially the head of all SHSC soccer program(s).  This is especially germane to the success and quality of the SHSC most competitive programs, SHSC Revolution Select/Premier level soccer.  The Director of Coaching will work jointly with the VP - Operations to appoint Program Directors for all SHSC soccer programs.  The DOC shall hold and maintain a USSF “B” coaching license or higher.  The DOC is also responsible for the recruitment and appointment of all team coaching assignments within the SHSC Revolution Select program. SHSC Director of Coaching will be a contract term as per contractual agreement between the Board of Directors and Director of Coaching.

 

Section 8.4 Term of Office The term of office for the President, Vice President –Operations and Secretary/Historian, will consist of two (2) fiscal years, elected on every even year. Similarly, the term of office for the Vice President-Administration, Treasurer, and Director of Referees will also consist of two (2) fiscal years, but elected on every odd year. SHSC Program Directors/Coodinators will also consist of two (2) fiscal years and appointed on every even year. The year will be determined by the date of the Annual General Meeting.

Section 8.5 Re-Election & Vacancies All officers are eligible to the same office at succeeding elections. They shall serve in the same office for no more than two (2) consecutive full terms, unless approved by a vote of the Board of Directors prior to the AGM. Vacancies occurring subsequent to elections shall be filled by appointment of the President at the first monthly meeting following the AGM subject to approval by the elected board members. The term in office for officers appointed in this manner shall be the unexpired term of the vacated office.

 

Section 8.6 Appointed Directors/Coordinators The appointed Directors and Coordinators of the Club shall consist of the following positions: Director of Registration; Program Director -SHSC Revolution Select/Premier Soccer and Premier Level Teams; Program Director -SHSC Full Field Recreational Level Teams; Program Director SHSC Modified Teams; Program Director -SHSC Academy/Micro programs; Coordinator of Team Operations; Coordinator of Discipline and Review; Coordinator of Equipment/Fields; Coordinator of Games/Fields; Coordinator of Business Development; Coordinator of Communication & Marketing; and Coordinator of Tournaments & Special Events. If an appointed position is left unfilled for any reason it is the responsibility of the elected officer whose position made the appointment to nominate a replacement to fill the position as soon as possible for approval by a majority of the currently serving board members/directors.

Section 8.7 Duties of Appointed Directors The duties, power and authorities of the Directors shall include, but not be limited to, the following:

(a) Director of Registration The Director of Registration may become a voting member of the Board of Directors, upon majority approval from Board of Directors. The Director of Registration is responsible for ensuring the Club’s teams and players are properly registered and affiliated with the appropriate association, league, or tournament to participate in the game of soccer. The Director of Registration shall find from time to time need additional support and thus, shall solicit and appoint volunteers to form separate committees to draw upon when assistance is needed to help complete the duties of the office. With specific approval and consent of the Board, the Director of Registration shall also seek to retain professional services to accomplish the tasks of the office. The Director of Registration shall attend all meetings of the Board of Directors and be responsible for all player registration functions of the Club as defined in duties below:

(a) Organize and conduct registration for all players in accordance with WSYSA   

      directives;

(b) Maintain all Club registration records, including an up-to-date file on all

      players, teams, and coaches;

(c) Working directly with the Club’s VP - Administration, shall help provide

      oversight of the Club’s Risk Management policies and procedures;

(d) Complete Club and player insurance requirements;

(e) Administer and process all medical forms and all player loan and travel papers

      required for participation in the league and tournament competition;

(f) Prepare and sign season and tournament participation forms

(g) Provide input and assistance to the Program Directors to establish

      registration/tryout dates, times, places;

(h) Act as the SHSC liaison with the TPCJSA Registrar;

(i) Comply with TPCJSA and WSYSA requirements to properly conduct the

     duties of the office and

(j) Submit team assignment sheets/rosters to Program Directors and coaches to

     verify accuracy of data.

(k) Review and present financial aid applications as outlined in

      Section 13.3 – Financial Aid for approval by the BOD

            (l) Review and Approve registration fee refunds as outlined in

                Section 13.4 – Registration Fee Refunds

 

(b) Program Directors The position of Program Director (hereafter identified as “PD”) is critical to the success of SHSC soccer programs.  Each PD with approval from the board can become a voting member of the Board of Directors. All PD’s must work effectively with DOC and all Officers, Directors and Coordinators of the Club to successfully achieve goals and objectives of the Club. To this end, a PD shall find that from time to time, they need additional support and shall solicit and appoint volunteers to form separate committees or similar resources to draw upon when assistance is needed to help run their program. With specific approval and consent of DOC and the Board, a PD shall also seek to retain professional services from qualified coaches, trainers, or other professionals to assist in running the program. This is especially germane to the success and quality of SHSC most competitive program, SHSC Revolution Select/Premier level soccer teams.

In regards to their specific program, each Program Director will work with Director of Coaching and will be responsible for the following:

1. Team Responsibilities, Placement and Organization

a.Responsibilities
-Training Program and Tournaments
-Playing Time

b. League Placement

c.Organization
-Volunteers

 2. Coaches Commitments and Expectations

d. Application to Coach

e. Head Coach Qualifications

f. Head Coach Responsibilities

g. Coaches Exemption

 

     3. Player Commitments and Expectations

     4. Parent Commitments and Expectations

 

(c) Coordinator of Team Operations This position shall be appointed by VP - Operations.  The Coordinator of Team Operations will be responsible for keeping team budget reports, as submitted by team managers.  Working with managers, to notify members of upcoming payments.  Also notifying members of delinquent payments.  Hosting 3-4 managers meetings per year to discuss upcoming events, managerial procedures and miscellaneous concerns.  Communicating registration dates and all important WSYSA and TPCJSA deadlines.  Work with Fundraiser coordinator to communicate all team fundraisers and present to BOD for approval. Educate managers on procedures for team management and maintain all forms necessary

 

 

(d) Coordinator of Discipline & Review The Coordinator of Discipline & Review shall attend all meetings of the Board of Directors and be responsible for all Discipline and Compliance related issues of the Club as defined in the duties set forth below:

 

 

-Serve as the Club representative for any TPCJSA, District III, or WSYSA   

 disciplinary meeting involving a member.

-Oversight and implementation of the Player/Parent and Coach policies and contracts; keep and maintain records and files of such policies and contracts

-Establish policies for discipline and review discipline & review  

 Committee

-Maintain the Club Constitution and By Laws regarding ethics, 

 misconduct, and discipline

-Chair Judicial Committee as a non-voting member. Establish a Judicial

 Review Committee which shall consist of:

1. One Board member selected by the Board.

2. One coach selected by the coaches.

3. The VP of Referees

4. Director of Coaching, and/or Program Director of respective program.

5. A single non-partisan individual selected by the above three members.

 

 

(e) Coodinator of Equipment/Fields: The Coordinator Equipment/Fields shall work closely with the VP - Administration, Director of Coaching, Program Directors, Coordinator of Games/Fields,  and shall attend all meetings of the Board of Directors.  Coordinator of Equipment/Fields may recruit and appoint Club members, committee’s and volunteers to carry out noted responsibilities, if needed the Coordinator of Equipment/Fields may seek financial payments for these responsibilities, all proposed payments must be approved by the BOD. Coordinator Equipment/Fields will be responsible for all Equipment/Fields for the Club as defined in the duties set forth below:

 

*Fields acquisitions and city/school relationships
*Purchase, issue, and maintain all equipment and material owned by the Club.
*Collect and inventory all equipment at the end of the season.
*Provide competitive bids to the Board for approval, prior to
  purchase, of necessary equipment
*Field equipment and maintenance (Nets, Goals, Paint, etc.)
*Coach training equipment (Bibs, cones, etc.

*The Coordinator of Equipment/Fields must work jointly with the Coordinator of Games/Fields to recruit Club members to ensure that all SHSC soccer fields and equipment are set-up and maintained to respectable standards.  This includes but not limited to setting up goals, lining fields and field maintenance management. 

 

(f) Coodinator of Games/Fields: The Coordinator of Games/Fields shall be responsible for the coordination of all league games. Accordingly, the Coordinator Games/Fields shall work closely with the VP - Administration, Director of Registration, Coordinator of Equipment/Fields, SHSC DOC, SHSC Program Directors, and league officials for TPCJSA, District III, and WSYSA, to coordinate date, times and locations for all of SHSC home competitions. The VP - Administration shall also work with DOC, Program Directors, and the Coordinator of Games/Fields to schedule the use of all Club fields for practice sessions by SHSC member teams.  Coordinator of Games/Fields duties will be set forth below:

 

*Fields acquisitions and city/school relationships
*Field equipment and maintenance (Nets, Goals, Paint, etc.)
*Recruit Club members to develop and upgrade the number and quality
  of Club fields.
*Utilities/landlord relationship

*Schedule all practices and league games

*Obtain permits and facility contracts for all SHSC programs and check availability for potential facility usage

 

(g) Coordinator of Business Development The Coordinator of Business Development shall attend all meetings of the Board of Directors and be responsible for all new business development functions of the Club as defined in the duties set forth below:

 

*Development of Club Sponsorships/Sponsor Packages

*Development and implementation of Club Fundraisers

*King of the Hill (KOTH) Sponsorship and Advertising

*Grant writing

*Paid Advertising

*Merchandise Sales

. 

(h) Coordinator of Communications & Marketing The Coordinator of Communications & Marketing shall attend all meetings of the Board of Directors and be responsible for all public Communications and Marketing activity of the Club as defined in the duties set forth below:

 

*Web site maintenance and content management
*Information Systems/Networking
*Publicity
*Press Releases
*Logo and image management
*Merchandise marketing
*Video Production development (player and Club)

*Player and team profiles

(i) Coordinator of Tournaments and Special Events The Coordinator Tournaments and Special Events shall attend all meetings of the Board of Directors and responsible for all South Hill Soccer Club organized Soccer Tournaments and Special Event activities of the Club as defined in the duties set forth below:

 

            *King of the Hill (KOTH) meetings and agenda’s

*Tournaments (Fall, Spring or Winter), Leagues and Camps
*Opening Day
*Pictures (Recreational and Select/Premier)
*Annual Awards and Banquet
*Tryout Flyers

Section 8.8 Qualifications of Officers and Directors/Coordinators A Officer,  Director or Coordinator must be an individual who has not been convicted of a felony, all background checks will be reviewed by the Board of Directors on a case by case basis. No Officer, Director or Coordinator shall own an interest in an entity that contracts with the Club for soccer related expenses including but not limited to coaching, training, equipment and facilities unless approved by the board. (See Section 8.11 – Conflict of Interest)

 

Section 8.9 Resignation Any officer, director or coordinator shall resign at any time by delivering written notice to the President, the Secretary, or the registered office of the Club, or by giving oral notice at any meeting of the directors or members. Any such resignation shall take effect at any subsequent time specified therein, or if the time is not specified, upon delivery thereof and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.

 

Section 8.10 Removal of an Officer,  Director, or Coordinator: At a special meeting called expressly for that purpose, any officer or director shall be removed from office, with or without cause, by affirmative vote of two-thirds of the Board of Directors. By way of example, and not in limitation of the foregoing, any Director absent without cause and prior notice to the Secretary from two (2) consecutive Board meetings, or being negligent in his or her duties to the Club, may be subject to removal by the Board of Directors.

Section 8.11 Conflict of Interest:

The purpose of the conflict of interest policy is to protect this 501c(3) tax-exempt organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction.  This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

 

            8.11.2  Definitions:

 

8.11.2.1 Interested Person. Any Officer, Director or Coordinator, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is considered an Interested Person.

8.11.2.2 Financial Interest. A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

a. An ownership or investment interest in any entity with which the SHSC has a transaction or arrangement

b. A compensation arrangement with the SHSC or with any entity or individual with which the SHSC has a transaction or arrangement

c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the SHSC is negotiating a transaction or arrangement.

Compensation includes direct or indirect remuneration as well as gifts or favors that are not substantial.  A financial interest is not necessarily a conflict of interest. Under Section 8.11.3.2, a person who has a financial interest may have a conflict of interest only if the SHSC Board of Directors decides or assigned committee members believe that a conflict of interest exists.

 

8.11.3  Procedures

8.11.3.1 Duty to Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Board of Directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

8.11.3.2 Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the Board of Directors meeting or Committee Meeting while the determination of a conflict of interest is discussed and voted upon. The remaining Board or Committee members shall decide if a conflict of interest exists.

 

8.11.3.3  Procedures for Addressing the Conflict of Interest.

a)   An interest person may make a presentation at the Board of Directors or Committee Meeting(s), but after the presentation, he/she shall leave the meeting during the discussion of, and subsequent vote upon, the transaction or arrangement involving the possible conflict of interest.

b)   The chairperson of the governing board, at the request of the committee chairperson or other governing board members, shall, if appropriate, appoint a disinterested person or Committee to investigate alternatives to the proposed transaction or arrangement.

c)   After exercising due diligence, the Board of Directors or Committee shall determine whether the SHSC can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

d)   If a more advantageous transaction or arrangement is not reasonable possible under circumstances not producing a conflict of interest, the Board of Directors or Committee shall determine by a majority vote of the disinterested Directors whether the transaction or arrangement is in the SHSC’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.

8.11.3.4  Violations of the Conflict on Interest Policy.

a)   If the Board of Directors or Committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.

b)   If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the Board of Directors or Committee determines the member has failed to disclose an actual or possible conflict of interest, the Board of Directors shall take appropriate disciplinary and corrective action(s).

8.11.4  Records of Proceedings The minutes of the governing board and all committees with board delegated powers shall contain:

8.11.4.1  The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the Board of Directors or Committees decision as to whether a conflict of interest in fact existed.

8.11.4.2  The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.