Culpeper Soccer Association Bylaws

March 21, 2005
UPDATED: January 2010

Article One

Name

The name of this association shall be the Culpeper Soccer Association, and shall be referred to as “CSA” throughout this document.

Article Two

Purpose

To develop and maintain a soccer program which shall promote and advance the sport of soccer within the community. This program shall provide the opportunity for recreation and education for its members, and shall promote the ideals of good sportsmanship.

Article Three 

Organizational Structure

The CSA shall be governed by a Board of Directors. The board shall transact all business of the CSA, and shall have the authority to enforce all of the rules of the game of soccer, the rules of the United States Soccer Federation, the rules of the Virginia Youth Soccer Association, and the Old Dominion Soccer League, The Richmond Youth Metro Soccer League, and the bylaws and rules of CSA. The board shall have the final authority to rule on all forfeits, suspensions, and probations within the association, and shall have the power to settle all disputes, appeals, and protests if any.

Article Four 

Parliamentary Procedures

The CSA board meetings shall use parliamentary procedures as found in Robert's Rules of Order. Robert's Rules of Order may be temporarily suspended with the consent of two thirds of those present and voting.

Article Five 

Term and Election of Officers

Board members shall serve a two year term. A nominating committee shall be appointed by the Board of Directors a minimum of two months prior to the general election of officers. Its purpose shall be to nominate candidates for the officers of the Board of Directors. Nominations shall normally take place at the December board meeting. An individual must be willing to serve in the positions for which they are being nominated. Elections shall be by majority vote of those present at the General Elections of Officers at the January Board Meeting. Newly elected officers shall take their positions at the close of the January Board meeting. In the event a Board member must vacate their seat on the board, the President and/or Board of Directors may nominate a new candidate and an election by the Board of Directors shall take place at the next appropriate board meeting.

All members of the Board of Directors shall have one vote regardless of the positions held. A board member must be present to vote. No individual having a paid position within CSA (excluding referees) may hold a voting position on the board, but may be an advisor to the board.

Article Six 

Board of Directors

The Board of Directors shall be comprised of the following elected positions: President, Vice President of House, Vice President of Travel, Secretary, Registrar, Treasurer, and Vice President of Public Relations.

Article Seven

Support Coordinators

The Board of Directors shall appoint the following positions:

House League Field Coordinator, Travel League Field Coordinator, Division Coordinators, Adult Coordinator, Media Coordinator, Coaching Coordinator, Fundraising Coordinator, Equipment Coordinator, Website Coordinator, Sponsorship Coordinator, Concessions Coordinator, Referee Coordinator, Office Administration Coordinator, Tournament Coordinator.

Article Eight 

Standing Committees

The CSA Board shall maintain several standing committees including but not limited to the following:

Board of Directors: President, Vice President of House, Vice President of Travel, Secretary, Treasurer, Registrar, and Vice President of Public Relations.

Rules Committee: Chair: VP of House

Budget Committee: Chair: Treasurer

Appeals Committee: Chair: President

Long Term Planning Committee: Chair: VP of Public Relations

Tournament Committee: Chair: President

Travel Council: Chair: VP of Travel

The Chair of each standing committee (with the exclusion of the Board of Directors) shall present to the Board of Directors a list of prospective committee members for review and approval. Membership on any committee shall not be limited to those persons currently holding a position of responsibility in the CSA. The Board of Directors may appoint and establish short term committees as deemed necessary.

Article Nine 

Job Descriptions

President: Presides over the Board of Directors, Chairs the Appeals Committee, Establishes meeting agendas and transmits to Board/Committee members prior to the meeting . A person seeking the position of president must:

1.  Have held a board position

AND/OR

2. Must be currently involved in CSA as a board member, council member or support coordinator, (for at least one season) and be a member in good standing.

Secretary: Records and publishes meeting minutes from the Board of Directors meetings. Distributes minutes of meeting prior to the next scheduled meeting. Prepares and files any necessary documentation pertaining to licensing/corporation status. Completes any correspondence required.

Vice President of House: Manages House League operations, enforces by-laws and registration requirements pertaining to house league play, chairs the Rules Committee and attends Inter County Council. Also oversees Division Coordinators, Referee Coordinator, Equipment Coordinator, Coaching Coordinator and House League scheduling.

Vice President of Travel: Manages Travel League operations: attends Travel League meetings, communicates travel information to the Board of Directors and travel teams, supervises collection of travel maintenance fees, brings before the Board of Directors the need for new travel teams and coaches and chairs Travel Council.

Registrar: Oversees registration of all house league participants, assembles and maintains a database of participants, parents and league volunteers for use by other committees, receives registration income and transmits to treasurer, and submits Kid Safe Information.

Treasurer: Prepares a preliminary budget for review, submits recommendation of budget committee to Board of Directors for approval, prepares and maintains a five year operating budget, prepares monthly income and expense reports for Board of Directors, receives and deposits all income, pays necessary bills, and maintains 501(c)(3).

Vice President of Public Relations: Chairs Long Term Planning Committee, oversees Sponsorship Coordinator, Fundraising Coordinator, Concession Coordinator, Media Coordinator, and schedules team pictures and summer camps.

Division Coordinators: Contact coaches at the beginning of each season. Passes on information to teams, fields requests for game changes, contacts referee coordinator with game changes, receives and conveys concerns of coaches and parents to appropriate personnel.

Coaches: Enforces the rules and polices of CSA, provides players with a rewarding soccer experience, instructs players on the rules of the game, helps to develop the “Fun and Fundamental” mission for house league, maintains the CSA equipment, provides an appropriate sportsmanship attitude, attends division coordinator's meetings each season and acts as a liaison between parents, players, and CSA.

Sponsorship Coordinator: Recruits sponsors, maintains an accurate register of sponsors, and organizes a seasonal sponsorship recognition event.

Fundraising Coordinator: Manages any and all fundraising done on behalf of CSA, maintains complete records of fundraising events.

Concessions Coordinator: Manages the concessions for CSA, schedules volunteers to cover concessions, maintains concession supplies, and transmits proceeds to the treasurer.

Equipment Coordinator: Assembles team uniforms/equipment, maintains an inventory of all uniforms and team equipment, requisitions new uniforms and equipment when needed.

House League Field Coordinator: Responsible for scheduling all maintence required, responsible for scheduling field markings on a regular basis, and maintains field equipment.

Travel League Field Coordinator: Schedules all travel league games, responsible for maintaining field equipment, coordinates with House League Field Coordinator.

Coaching Coordinator: Works towards continual improvement of coaching instruction to further player skills through certified coaching programs and exposure to training seminars, helps recruit new coaches, maintains and monitors any coaching difficulties that arise throughout the season.

Referee Coordinator: Recruits referees, assigns referees for house league and travel games, responsible for scheduling a minimum of one certification and re-certification course each year, submits pay roster to the Treasurer on a bi season basis. This position receives a stipend of $1.00 for each game which requires referees during the house league season. This stipend will be paid at the same time that the referees are paid. If the Referee Coordinator is not an experienced referee, a Referee Mentor will be secured by the Board of Directors. The mentor will work with current referees to assure proper refereeing duties.

Media Coordinator: Provides information to various medias on behalf of CSA to include but not limited to registration information, monthly meetings, camp announcements, coaching courses, referee courses, and fundraising events.

Web Coordinator: Develops and maintains an up to date website known as www.culpepersoccer.net . This position receives a monetary stipend each season.

Tournament Coordinator : Responsible for coordinating future tournaments sponsored by CSA, works with Culpeper Fourth of July committee on the 5 v 5 tournament.

Adult Coordinator: liaison between Adult league and CSA.

Office Administrator Coordinator: Maintains voice mail system, handles online registration, inputs registration data, prints rosters, maintains database of players and parent volunteers, responsible for distributing flyers to schools, responsible for obtaining use of fields for practices and games, responsible for obtaining use of buildings for meetings and CSA sponsored events, and other duties requested by the Board of Directors. This position will receive a monetary stipend for each season.