Elected Officer,
Commissioners Duties and Responsibilities:
The
Total Board Membership shall consist of the following sixteen board voting
positions. All positions are two-year terms effective July 1st of
either an odd year or even year as indicated below. All elections are to be
held at the regularly scheduled June Association meeting, unless otherwise
indicated below:
Board
Members:
President – elected in odd years.
Vice-President
– elected in even years.
Secretary
–elected in odd years.
Treasurer
–elected in even years.
U5/U6
In-House Commissioner– elected in even years.
U8
In-House Commissioner – elected in even years.
U10
In-House Commissioner – elected in odd years.
U12/15
In-House Commissioner – elected in odd years.
Girls’
Travel Commissioner – elected in even years.*
Boys’
Travel Commissioner – elected in odd years.*
Procurement
Commissioner – elected in even years.
Travel
Referee Commissioner – elected in odd years.
In-House
Referee Commissioner – elected in even years.
Fields
& Structures Commissioner- elected in odd years.
Coach & Player Development Commissioner – elected in even years.
Past President (Immediate) - Non-voting board member who may remain on the board in an advisory position as long as the Past President and present Board consider this to be beneficial to the organization. The Board may terminate this arrangement with a majority vote of the total Board membership.
*Elections to be held during the April meeting to permit newly elected Commissioner to participate and work with current commissioner in player evaluations and team formations for the following soccer season. Voting rights and responsibilities are effective July 1.
**Election to be held during the April meeting to allow for new Registrar to participate with current Registrar during spring registration(s) for following soccer season.
Duties and Responsibilities of Board Members:
·
Organize, arrange for meeting places, and preside at all Association
meetings.
·
Represent the Association in all activities requiring the official
presence of the Association (or may appoint a representative for such
activities). Such activities would include PA West meetings, meetings with
township or school district officials, and meetings with other organizations.
·
Co-sign checks for the Association
·
Temporarily appoint any vacancy occurring on the Board during the year,
as stated in the Constitution.
·
Call Board meetings when needed.
·
Coordinate (with help from the Vice-President) the activities of all
Board Members in carrying out the Association’s activities. Generally, unless
otherwise agreed upon by both the President and Vice President, the President
will coordinate the activities of the Vice President, Treasurer, Secretary,
Procurement Commissioner, Registrar, Fields & Structures Commissioner, and
Coach & Player Development Commissioner.
·
Prepare a yearly budget.
The Vice-President shall:
·
Assume the President’s duties whenever the President is unable to do
so.
·
Cosign checks for the Association when either the Treasurer or
President is unable to do so.
·
Assist the President in coordinating the activities of all Board
Members in carrying out the Association’s activities. Generally, unless
otherwise agreed upon by both the President and Vice-President, the Vice-President
will help the President by coordinating the activities of the In-House
Commissioners, Travel Commissioners, and Referee Commissioners.
·
Prepare a yearly budget.
The Secretary shall:
·
Keep accurate records of the minutes of the Association’s meetings.
·
Attend to all correspondence of the Association and keep accurate
records of such.
·
Keep and maintain all of the official documents of the Association
including but not limited to the official copies of the Constitution, By-Laws,
Rules and Regulations, and all PA West Rules and Regulations.
The Treasurer shall:
·
Process vouchers, collect debts and fees owed the Association, maintain
bookkeeping records and cosign checks for the Association.
·
Maintain the necessary bank accounts as authorized by the membership.
·
Prepare and submit financial reports to the membership at each regular
meeting.
·
Prepare an overall Association budget based on input from all Board
Members.
·
Submit all financial records of the Association for independent review
upon completion of each seasonal year.
·
Be bonded through a ‘dishonesty bond.’
The Registrar shall:
·
Be responsible for collecting player registration forms, verifying
birth dates, approving player and registration forms ensuring that all
registration matters are consistent with PA West rules and policies and
registering all players and coaches with PA West.
·
Organize player registration information into a database that will
easily allow extraction of data needed by In-House and Travel Commissioners to
organize teams, select coaches, order shirts, etc.
·
Maintain copies of birth certificates of all players.
·
Maintain Volunteer Disclosure Statements for all coaches and adults
working with the players.
·
Keep Association voter registration records throughout the seasonal
year.
·
Prepare a yearly budget.
The In-House Commissioners
shall:
·
Organize and coordinate all In-House teams ensuring adherence to the
Association and PA West Rules and Regulations.
·
Recommend all In-House teams and In-House team coaches to the Board for
their approval.
·
Produce practice and game schedules, coordinating with Travel
Commissioners on practice schedule.
·
Prepare, collect, and process player evaluation forms filled out by
coaches at the end of each spring season.
·
Communicate information needed by In-House coaches on a regular basis.
·
Arrange for field preparation for In-House games.
·
Arrange for concession stand volunteers during In-House games.
·
Prepare a yearly budget
The Travel Commissioners
shall:
·
Organize and coordinate all travel teams ensuring adherence to the
Association and PA West Rules and Regulations.
·
Recommend all travel teams, travel team coaches and assistant coaches
to the Board for their approval.
·
Coordinate practice schedule needed by travel teams with In-House
Commissioners.
·
Work with coaches on team rosters and establishing their playing
schedules.
·
Communicate information needed by travel coaches on a regular basis.
·
Organize player evaluation sessions each spring season if needed.
·
Arrange for field preparation for travel games.
·
Arrange for concession stand volunteers during travel games.
·
Prepare a yearly budget.
The Procurement Commissioner
shall:
·
Order all uniforms and organize them by teams as directed by the In-House
and travel commissioners.
·
Order balls, equipment, field paint, trophies, medals, etc. as directed
by the Board.
·
Order and stock supplies for the concession stand. Maintain financial
records for the concession stand and prepare financial reports after each
playing season indicating revenue, expenditures, and operating profit during
the season.
·
Pay In-House referees throughout each season using profits from the
concession stand, as instructed by the In-House Referee Commissioner.
·
Prepare a yearly budget.
The Travel Referee Commissioner
shall:
·
Recruit referees for the Travel Program
·
Schedule all referees for Travel games as the Chief Assignor
·
Must be a registered USSF Assignor
·
Recommend a Travel referee fee structure to the Board
·
Review all Association and PA West playing rules and regulations with
all coaches
·
Coordinate Travel pay schedules with the Treasurer in order for
referees can be compensated in a timely manner.
·
Prepare a yearly budget.
The In-House Referee
Commissioner shall:
·
Be responsible for recruiting and training Club Referees for the
In-House program
·
Schedule all referees for In-House games (Chief Assignor) or may
delegate these responsibilities
·
Recommend an In-House referee fee structure to the Board
·
Review all Association playing rules and regulations with all In-House
coaches
·
Submit In-House pay schedules to the Procurement Commissioner and
Treasurer so referees can be compensated in a timely manner.
·
Prepare a yearly budget and a yearly report of all expenses to the
Treasurer.
The Fields & Structures
Commissioner shall:
·
Determine and submit for approval to the Board a yearly budget for
maintaining and improving playing field areas and structures.
·
Determine what work needs to be done on playing field areas, parking
areas, and structures and recommend to the Board how best to accomplish the
work. If volunteer help from the membership is needed, submit manpower needs to
In-House and Travel Commissioners who will assign requirements to teams.
·
Recommend how field areas are to be used throughout the season.
·
Along with the president, interface with the township Public Works
department and/or school district concerning playing field areas and
structures.
·
Recommend a multi-year maintenance and improvement plan to the Board.
·
Prepare a yearly budget.
The
Coach & Player Development Commissioner shall:
·
Be responsible for coordinating programs that strive to improve
knowledge of the game and skill development for both coaches and players at the
In-House and travel levels. This would include, but not be limited to, taking
advantage of PAWest resources and local resources such as programs with the
high school.
·
Assist In-House Commissioners in recommending In-House coaches.
·
Assist Travel Commissioners in recommending Travel coaches and performing
travel player evaluations.
·
Oversee the purchase and maintenance of any related library materials.
·
Prepare a yearly budget.
·
This position requires a minimum “E” coaching license, or equivalent.
Equivalent being higher level playing experience plus coaching experience.
The Hearing and Appeals Committee
(HAC):
·
Shall consist of the President, Vice-President, Travel and In-House Referee
Commissioners, and In-House and/or Travel Commissioners depending on whether
the offense is related to In-House or Travel, respectively. It will consist of
a minimum of four members.
·
A Board Member may not be a member of the HAC if such Member is the
subject of such hearing or action. In
such instance, the President, Vice-President, Treasurer, or Secretary, in that
order, shall appoint another Board Member to replace such Officer.
·
Shall have the right and authority to suspend, expel or otherwise
discipline an individual (player, coach, parent or team) for matters provided
for in Association and PA West Rules and Regulations and the Association
Constitution and By-Laws.
The Risk Management
Committee:
·
Shall consist of the Vice-President, Treasurer, Registrar, and one
Travel Commissioner, and two In-House Commissioners.
·
This Committee will oversee the implementation and adherence to the
Association’s risk management guidelines, as well as continue the development
and improvement of the Association’s risk management program.
The Players of the
Association:
1. Are eligible to be registered
with the Association if they are a resident of
2. Are eligible provided either
of the parents/guardians resides in
3. Who are not residents of
The Members of the
Association:
1. Parents/guardians of players
registered with South Park Soccer Association, provided either the
parents/guardians or the player resides in
2. Players registered with
South Park Soccer Association, provided the players are at least 18 years of
age.
3. The Board, though a majority
vote of all Board members at a regularly scheduled Association meeting, may
extend guest membership to individuals not meeting the criteria in item 1. Such
guest membership shall last until the Board votes in a similar manner to end
the membership. A maximum of twelve guest memberships may exist simultaneously.
Guest members will not have voting rights at the meeting that they are granted
guest membership.
4. Members of the Association
must not have been convicted of a criminal activity that the State of
5. There will be no limit to
the number of members of the Association.
6. The members are not
personally liable for the debts, liabilities or obligations of the Association.
7. Members of the Association
may coach and vote.
8. A Member may register to vote
at any regular scheduled meeting or during the main In-House or Travel coaches
meetings held twice annually just prior to the start of each playing season.
9. Members of the Association
who are also residents of
Meetings:
1. Meetings of the Association
shall be held on a regular monthly basis, with the exception of the months of
January, July, and December. Meeting places, dates, and times shall be
scheduled for the entire year prior to the start of the calendar year and
advertised in material such as a newsletter that is accessible to all members.
All meetings must be held within the boundaries of
2. The date, time and place of
the monthly meetings may only be changed if the scheduled meeting place is no
longer adequate to hold the meeting or other conditions such as poor weather
make it difficult to hold the meeting. Under such circumstances, signs
indicating the new meeting time or place must be posted at the original site of
the meeting indicating the alternative site, date, and time
3. The agenda for each meeting
shall be determined by the Board and can include the following:
4. Matters not included on the
Agenda may be brought to the floor during any meeting provided two-thirds of
the members present agree to do so.
5. The Board may call special
meetings.
Risk Management:
·
All Board members, coaches, referees and assistant coaches must supply
the Association with the Volunteer Disclosure form before being permitted to
work with players. Failure to submit this form shall disqualify the candidate.
·
Individuals supplying forms without affirmative responses shall be
cleared to work with players.
·
Individuals supplying forms with affirmative responses shall be subject
to review by the Risk Management Committee to determine status. All decisions
of the Risk Management Committee may be appealed to the Board. The Risk
Management Committee shall define and publish the guidelines for clearance of
individuals with affirmative documents.
·
All coaches, referees and volunteers must have at least one adult with
them at all time when working with players.
·
The Association shall use the following safety standards for all games
and practices:
·
All goals shall be anchored at all times when in use. Goals shall be
properly stored and secured when not in use. Coaches caught in violation of
this process shall be subject to disciplinary action.
·
The field shall be checked for debris and uneven playing surface.
Debris shall be cleared before use; playing surface issues shall be directed to
the Fields & Structures Commissioner and activity moved away from the
dangerous area.
·
The area surrounding the field shall also be checked for potential
hazards.
·
Coaches and Referees shall monitor the weather; at the first sound of
lightning or rumble of thunder, all players should be moved to a safe place or
to vehicles. Resumption of activities may occur thirty minutes after the last
lightning strike or sound of thunder.
·
The Association shall work with an outside agent (preferably a
CPA) to develop and implement a
financial policy to insure safe handling and recording of all club monies and
assets.
Hearings and Appeals:
·
The Association recognizes the rights of its members to have a fair
hearing regarding any matter of discipline.
·
The Disciplinary Actions and Appeals Committee (DAAC) shall afford the
accused the timely notification as to the date, time, location and reason for
the hearing. The notice shall also include any witnesses who shall testify
against the accused. The notice shall be sent be certified mail and postmarked
no less than 14 days prior to the scheduled date. The accused shall have the
right to present evidence in defense, use the help of counsel and confront
their accuser(s). The decision of the DAAC shall be mailed by certified mail
within ten days of the hearing date. The decision should include all evidence
considered and the reasoning for the decision.
·
Appeal of disciplinary hearings shall be held using the following
procedures:
·
Appeals of disciplinary matters shall be made in writing by certified
mail the Association Board within ten
days upon receipt of the DAAC findings.
·
The Board must schedule the appeal hearing within thirty days of
receipt of the appeal.
·
The appeal hearing must afford all parties involved the same privileges
as outlined in the disciplinary hearings section of this item. The appeal
hearing will not be held to reexamine the evidence, but to insure that the
hearing examined all evidence presented and was conducted according to
procedure set forth in the above paragraph.
·
The findings of the appeal hearing shall be mailed by certified mail
within ten days of the hearing date.
·
The decision should include all evidence considered and the reasoning
for the decision.
·
All decisions of the Board will be final.
·
Appeals of non-disciplinary decisions will be heard using the following
procedures:
·
A hearing shall be heard by a panel of composed of at least three
members of the Board.
·
The appeal must be made in writing by certified mail to the Board.
·
The letter should include the reason for the appeal and any evidence
believed to be relevant to the issue at hand.
·
A hearing shall be scheduled within thirty days of receipt of the
appeal; issues that are subject to a deadline must be dealt with prior to that
deadline.
·
The appeal hearing must allow all parties to present evidence on their
behalf and requires that both parties provide the other with a list of
witnesses and evidence to be presented against them.
·
The finding of the appeal hearing shall be mailed by certified mail
within ten days of the hearing date.
·
The decision should include all evidence considered and the reasoning
for the decision.
·
All decisions of the Board will be final.
Amendments:
The
By-Laws may be amended or repealed, in whole or in part, by a two-thirds vote
of the existing elected Board membership at any regularly scheduled
meeting. Proposals for amendment or
repeal of the constitution must be made in writing and be submitted to the Secretary
to be advertised at a regularly scheduled meeting. The amendments will then be
voted upon by the elected Board members at a subsequent regularly scheduled
meeting. Association members present at that same meeting, having met the
voting registration requirements, must then ratify the changes with a simple
majority vote of those voting members present. The By-Laws should be reviewed
at least once every two years.
Amended:
14 February 2005