BYLAWS
MAYES COUNTY SOCCER ASSOCIATION, INC
(HEREIN KNOWN AS MCSA)
BYLAWS AND STANDING RESOLUTIONS
PRYOR CREEK, OKLAHOMA
June 2022
Table of Contents
ARTICLE I. NAME
ARTICLE II. PURPOSE
Article III. MEMBERS AND PLAYERS
Members:
Players
ARTICLE IV. BOARD
Officers
Term
Number of Offices
Duties
Vacancies
Liability
Nepotism
ARTICLE V. DUTIES OF BOARD MEMBERS
President
Vice-President
Secretary/Treasurer
ARTICLE VI. APPOINTED POSITIONS
Registrar
Head Referee
Field Coordinator
Concession Coordinator
Director of Coaching
Little Kicks Coordinator
ARTICLE VII. BOARD MEETINGS
Timing
Voting Membership
Special Board Meetings
Simple Majority Rule
Removal of a Board Member
Closed to the Public
Electronic Voting
Failure to Attend Meetings
Immediate Past Officers
ARTICLE VIII. COMMITTEES
Executive Committee
Registration Committee
Communication Committee
Game Committee
Nominating Committee
Scheduling Committee
Player / Coaching Development Committee
Referee Development Committee
Committee Meeting Times
ARTICLE IX. APPEALS
ARTICLE X. PARLIAMENTARY PROCEDURE
ARTICLE XI. AMENDMENT OF BYLAWS
ARTICLE XII. FISCAL YEAR
ARTICLE XIII. NOT FOR PROFIT DISSOLUTION
ARTICLE XIV. CODE OF CONDUCT
ARTICLE XV. SMALL SIDED SOCCER
ARTICLE XVI. DISBURSEMENT OF FUNDS
ARTICLE XVII. TEAMS
Registration:
Jersey
ARTICLE XVIII. COACHES
Number
Changes
Combination of Teams
Practices
Compliance
Licensing
ARTICLE XIX. GAMES
Cancelled Games
Play-Off Games
Score Input
Game Cards
Player Pass
BYLAWS OF
THE MAYES COUNTY SOCCER ASSOCIATION, INC
ARTICLE I. NAME
The name of this organization shall be the Mayes County Soccer Association, Inc.
(Herein knowns as MCSA).
ARTICLE II. PURPOSE
The purpose of the Mayes County Soccer Association shall be to promote youth soccer as a sport, to recruit players and form soccer teams to participate in soccer competition.
Article III. MEMBERS AND PLAYERS
Members:
a. Any members of the Executive Board, the Board of Trustees, and/or standing committees,
b. The Parent or Guardian of any player who, upon acceptance by the MCSA Registrar and whose player has completed registration form and payment of the individual registration fee established by MCSA for the duration of one (1) playing season for recreation players.
c. Any club referee, commissioner, coach, or assistant coach.
Players
a. Players shall be admitted to player membership upon acceptance by the MCSA Registration Committee with properly completed registration form and payment of the individual registration fee established by MCSA for the duration of one (1) playing season for recreation players.
ARTICLE IV. BOARD
Officers
MCSA shall be governed by a Board of seven (7) individuals who reside within the boundaries of Mayes County. There shall be three (3) Officers of MCSA, they are as follows:
a. President
b. Vice-President
c. Secretary/Treasurer
Term
The term of office will be two years for President, Vice-President, and Secretary/Treasurer, with the same voted on by the board members present at the June board meeting each even numbered year. Terms may be consecutive if approved by a majority vote of the board. In no case shall a term be consecutive for more than two (2) terms.
Number of Offices
No Member Shall hold more than one (1) office at a time unless there is a lack interest by a willing and able individual approved by the board.
Duties
These Board Members shall perform the duties prescribed by the Bylaws and Standing Resolutions and the parliamentary authority adopted by MCSA
Vacancies
Vacancies in offices shall be filed through appointment by the Board of MCSA within thirty (30) days of said office being vacated.
Liability
Board Members shall not be individually/personally liable for their actions taken in the course, scope and capacity as an Executive Board Member. MCSA shall indemnify, defend, and hold harmless any Executive Board Member who is sued in his/her capacity as a Board Member for actions taken in the course, scope and capacity of Executive Board Member.
Nepotism
No two (2) family members, to the third generation, whether by blood or by marriage, or members of the same household, may serve as concurrent members of the executive board. Family includes, but is not limited to, spouses, children, siblings, in-laws, etc.
ARTICLE V. DUTIES OF BOARD MEMBERS
President
The President shall preside at all Board Meetings and be the General of the MCSA. They shall appoint the Chairperson of all committees, subject to the approval of the MCSA Executive Board.
Vice-President
The Vice-President shall act in the absence of the President with the same power and authority, serve as Chairperson of the Games and Disciplinary Committee, work closely with the Head Coach to develop coaches each season, and perform other such duties as may be assigned by the president. The Vice-President will be the President of the Mayes County Adult Soccer League.
Secretary/Treasurer
The Secretary / Treasurer shall keep the records and minutes and give notice to all officers of all Board meetings and be in charge of updating Coach’s books, as prescribed by the Board. They shall receive, disburse, and account for all MCSA funds which shall be kept in a bank designated by the Board, shall prepare a monthly statement of receipts and disbursements of the MCSA, and shall prepare an annual statement of receipts and disbursements for presentation and availability to the membership at the June meeting. Treasurer shall present a proposed yearly budget as prescribed by the Board in January. Secretary/Treasurer shall perform other such duties as may be assigned by the president.
ARTICLE VI. APPOINTED POSITIONS
The following are a list of appointed positions within MCSA. These positions may be held by Board members, members of MCSA, or community members of any community served by MCSA. At the approval of the MCSA Board, the individual holding these positions may be paid for their services.
Registrar
The Registrar shall record and submit to the OSA, the registration of all MCSA recreational players, coaches, and teams. He/She shall be in charge of advertising registration dates and perform other such duties as may be assigned by the president.
Head Referee
The Head Referee shall keep a list of currently active referees and their qualifications, coordinate associational communications with active referees and the MCSA Board, and arrange for OSA associational referee schools and clinics. He/she shall perform such other duties as may be assigned by the President. He/she shall schedule referees for all MCSA games. He/she shall be the chairperson for the Referee Development Committee. They shall be a current registered Grassroots or higher referee, and must be age 18 or older.
Field Coordinator
The Field Coordinator shall be in charge of coordinating field maintenance and equipment, scheduling of fields for all MCSA games, scheduling of net and flag installation and line marking on game days, scheduling of activities on “Field Days”, and determine field conditions and playability. He/She shall perform other such duties as may be assigned by the president.
Concession Coordinator
The Concession Coordinator shall be responsible for providing a workable concession stand, purchasing supplies, and scheduling stand attendants. He/She shall be responsible for all concession stand equipment and shall perform other such duties as may be assigned by the president.
Director of Coaching
The Director of Coaching shall help in the recruiting and selection of coaches, advise members of coaching schools and clinics, and perform other such duties as may be assigned by the president.
Little Kicks Coordinator
This person will be responsible for scheduling and assigning fields for make-up games in this division and will report back to the President on the status of the Little Kicks Program. This person will also be responsible for collecting all game forms for this division and turning them in to the Registration. This person will also oversee the distribution of medal at the end of the season for all Little Kicks teams. This person will be responsible for making recommendations for how the program should be structured and ran each season.
ARTICLE VII. BOARD MEETINGS
Timing
Board Meetings shall meet once during each season (Spring and Fall) and once each month of the non-playing months in each calendar Year on a schedule determined by the Board.
Voting Membership
The voting membership of the election of Board Members shall be comprised of all members of the MCSA.
Special Board Meetings
Special Board Meetings may be called by any two (2) Board Members. The purpose of the meeting shall be stated in the call announcing the meeting. At least three (3) days’ notice shall be given for a special meeting.
Simple Majority Rule
All decisions made by the Board shall be by simple majority vote of those Board members present except in the case of the removal of a Board member.
Removal of a Board Member
At any meeting called specifically for the purpose of removing a Board member, any Board member may be removed from office by two-thirds (2/3) of the Board. Any Board member of MCSA may resign at any time by giving written notice of such resignation to the President or Secretary. The acceptance of such resignation shall not be necessary to make it effective.
Closed to the Public
Board Meetings shall be closed to the public. Board Meetings shall be restricted to the Board Meetings and those requested to attend by the Board. Agenda items shall be submitted to the President by the Saturday preceding the scheduled meeting and an Agenda shall be prepared at least 24 hours prior to the scheduled meeting. All meeting minutes shall be submitted to the Board members no later than the scheduled meeting following the meeting for which minutes were prepared.
Electronic Voting
Voting can be conducted by electronic means. These votes will have a copy of the electronic chain (email or text) attached to the Board Meeting minutes.
Failure to Attend Meetings
Any officer that fails to attend three (3) consecutive MCSA Board meetings will be subject to removal from office by a two-thirds (2/3) vote of the Executive Board.
Immediate Past Officers
In cases where the immediate past President and immediate past Vice-President does not run for and/or is not elected to another position he/she shall be retained on the MCSA Executive Committee as an advisor.
ARTICLE VIII. COMMITTEES
The President shall have the authority to appoint any other Special Committee(s) as are deemed necessary to operate the MCSA.
Executive Committee
An Executive Committee shall serve in an advisory capacity for the MCSA Board. The Executive Committee shall be made up of five (5) individuals and up to two (2) ex-officio who reside within the boundaries of Mayes County and serve or previously served as a Board Member of MCSA. There shall be three (4) Officers of the Executive Committee of MCSA, they are as follows:
a. Chairman, Immediate Past President of MCSA
b. Vice-Chairman, Immediate Past Vice President of MCSA
c. President of MCSA
d. Vice-President of MCSA
e. Registrar
f. Ex-officio, prior Chairman
g. Ex-officio, prior Vice-Chairman
a. The purpose of the Executive Committee shall be to provide guidance to the President and Vice-President in the operations of the club. While day to day operations will be in the hands of the MCSA Board, guidance should be sought from the Executive Committee on expenses greater than $5,000, changes to the Bylaws, or significant changes to the programs offered by MCSA.
a. Expenses greater than $5,000 for a single item or project shall be voted on by the Executive Committee prior to the expenses being incurred. The vote should be recorded and shown as part of the next minutes of the regular MCSA Board Meeting.
b. Changes to the Bylaws shall be voted on by the Executive Committee prior to the change being made. The vote should be recorded and shown as part of the next minutes of the regular MCSA Board Meeting.
c. Significant changes to the programs offered by MCSA, such as adding or dropping programs, or changes in registration fees by more than $10 per season, shall be voted on by the Executive Committee prior to the change being made. The vote should be recorded and shown as part of the next minutes of the regular MCSA Board Meeting.
b. The term of office will be two years for each position.
c. No Member Shall hold more than one (1) office at a time unless there is a lack interest by a willing and able individual approved by the board.
d. The Executive Committee Members shall perform the duties prescribed by the Bylaws and Standing Resolutions and the parliamentary authority adopted by MCSA.
e. Vacancies in offices shall be filed through appointment by the Board of MCSA within thirty (30) days of said office being vacated.
f. Executive Members shall not be individually/personally liable for their actions taken in the course, scope and capacity as an Executive Board Member. MCSA shall indemnify, defend, and hold harmless any Executive Board Member who is sued in his/her capacity as a Board Member for actions taken in the course, scope and capacity of Executive Board Member.
g. No member shall hold more than one (1) elected office at a time. No two (2) family members, to the third generation, whether by blood or by marriage, or members of the same household, may serve as concurrent members of the executive board. Family includes, but is not limited to, spouses, children, siblings, in-laws, etc.
Registration Committee
a. Consist of the Registrar of Recreation Soccer, and the committee members as appointed by the Chairperson, subject to approval by the Board;
b. Assign players to teams in accordance with MCSA prescribed procedures.
Communication Committee
a. Consist of the Secretary and VP, who shall be Chairperson, and the committee members as appointed by the Chairperson, subject to the approval of the Board.
b. Be responsible for all communication deemed necessary by the MCSA
Game Committee
a. Consist of the President and Vice-President, and the committee members as appointed by the chairperson, subject to approval of the Board.
b. Consist no less than three (3) members
c. Assure that all games are played in accordance with MCSA Bylaws, Standing Resolutions, and any other rules for competition.
d. Review all misconduct reports, game terminations, forfeits, and game protests involving intra-club leagues and shall take disciplinary action where deemed necessary;
e. Act upon all incidents within three (3) days. Failure to do so will result in the incident being turned over to the Board;
f. All grievances requiring disciplinary review must be reported to the Games Committee within 72 hours of the incident. Otherwise, the Games Committee is not required to act upon the incident.
g. All incidents involving inter-club play shall be handled by the appropriate Games and Disciplinary Committee.
Nominating Committee
a. Consist of three (3) members of the MCSA.
b. Members shall be selected and approved by the Board of the MCSA. Members eligible for the upcoming election shall not serve on this committee.
c. Serve a term of not less than one (1) year;
d. Select and propose candidates for Officers of the Board.
Scheduling Committee
a. Consist of the President who shall be Chairperson, Referee Assignor, Vice President, and the Field Coordinator.
b. Schedule all games to be played at Edwards Soccer Complex.
Player / Coaching Development Committee
a. Consist of the Director of Coaching, any Mayes County Public Schools Soccer Coach, and at least 2 other members chosen by the Director of Coaching.
b. Schedule camps and develop a coaching library to aid new coaches.
c. Schedule coaching clinics and classes
Referee Development Committee
a. Consist of the Area Referee Assignor / Head Referee and 3 members of the association that are at least a referee.
b. Schedule training classes for upgrade.
c. Schedule continuing education classes to be held prior to the beginning of each season.
Committee Meeting Times
All committees shall meet at least once per year with the chair providing a detailed report of the meeting at the next scheduled Board Meeting.
ARTICLE IX. APPEALS
All decision by any committee of the MCSA can be appealed to the MCSA Board with seven (7) days of the original decision.
ARTICLE X. PARLIAMENTARY PROCEDURE
The rules contained in the current edition of Robert’s Rules of Order Newly Revised govern the MCSA at, and in all cases which they are applicable in which they are not inconsistent with these Bylaws, and any special rules the MCSA may adopt.
ARTICLE XI. AMENDMENT OF BYLAWS
The Bylaws can be amended at any regular meeting by a majority of eligible.
ARTICLE XII. FISCAL YEAR
The fiscal year shall be from January 1 through December 31 of that year.
ARTICLE XIII. NOT FOR PROFIT DISSOLUTION
This corporation does not afford pecuniary gain, incidentally or otherwise, to its members. Upon the dissolution of the corporation, the board of trustees shall, after paying or making provisions for the payment of all of the liabilities of the corporation, dispose of all of the assets of the corporation exclusively for the purposes of the corporation in such manner or to such organization or organizations organized and operated exclusively for charitable, educational, religious, literary, or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the internal Revenue Code of 1954, or the corresponding provision of any future United States Internal Revenue Law, as the board of trustees shall determine. Any such asset not so disposed of shall be disposed of by the District Court of the County in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.
ARTICLE XIV. CODE OF CONDUCT
A. All activities shall be held in an atmosphere of scholarship and sportsmanship. Foul and abusive language, unnecessary roughness, verbal or physical abuse of any Referee, and abuse or misuse of any MCSA equipment or property will not be tolerated. All incidents reported to the MCSA Board Members may be subject to disciplinary action as the Board shall determine.
B. Any person violating the Code of Conduct may be ejected from MCSA facilities, suspended, or brought before the MCSA Board for review.
ARTICLE XV. SMALL SIDED SOCCER
MCSA shall comply with the US Soccer guidelines for small-sided soccer.
ARTICLE XVI. DISBURSEMENT OF FUNDS
A. No check shall be issued/funds disbursed without proper approval, except for routine operating expenses and fees such as utilities, taxes, insurance, or associational fees registration fees and such other expenses as the Board shall determine. Expenses for purchasing items for resale in the concession stand shall be considered routine operating expenses so long as the items are reasonably assumed to be used over the following two to three week period of games.
B. The Board shall approve any purchase that does not fall under section A, above. The Board shall determine the process for accepting bids and/or authorizing non-routine operating expenses.
C. The MCSA Treasurer shall authorize purchases for supplies or services for emergency repairs or fees. In the event the Treasurer is unavailable, the President shall authorize such purchases. In the event neither the Treasurer nor President is available, the Vice-President may authorize emergency expenses related to the Edwards soccer field complex.
D. Any purchase exceeding $20.00 without prior approval by the Executive Board shall be made by the person purchasing the same from personal funds. Said person may then submit the receipt to the Executive Board for consideration for reimbursement of the same.
ARTICLE XVII. TEAMS
Registration:
A. Players will be registered through the MCSA Registrar.
B. After the last Published registration date, any registrant will be considered late and unaffiliated with any team.
C. Late registrants will be placed on teams with the lowest numbers. If all teams in the proper age classification are full, the Registrar shall form a waiting list. Players will then be placed on a first come, first serve basis.
D. Registered players who decide not to play must notify the registrar prior to teaming in order to receive a full refund. After teaming a player who decides not to play will not receive a refund.
E. Adult division registration may use less restrictive procedures as defined by the MCSA Registrar.
Jersey
The coach will be responsible for ordering and designing the jersey for their team. Each player should pay for their own uniform. Team names may be placed on the jersey and a number that can be read from a distance. For security, player name should not be placed on the player’s jersey.
ARTICLE XVIII. COACHES
Number
Each team is allowed one Head Coach and one Assistant Coach. A coach/assistant coach shall be allowed to have his or her child/children on his or her team, providing that they are in the proper age division and the Registrar is notified prior to the formation of the team.
Changes
Any request to change a coach or assistant coach on an existing team must be submitted and approved by the Board. No changes will be permitted that, in the opinion of the Board, are made to provide the team with any unfair advantage.
Combination of Teams
Recreational coaches are assigned on a volunteer basis by the Head Coach. In the event teams have to be combined or there are more coach applicants than there are teams, the Head Coach will make recommendations to the Board, who will make the final decision.
Practices
No MCSA Youth team’s practice will be held without a coach, assistant coach, or adult assigned by the coach present. No MCSA Teams will practice at private residences; all practices must be held at public locations.
Compliance
All MCSA coaches are expected to comply with these Bylaws and Standing Resolutions and to make soccer a positive experience for all players. Failure to do so could result in disciplinary action by the Games and Disciplinary Committee.
Licensing
Any coach wishing to take and then be reimbursed for any coaching license above an E license must first make a request to be submitted and approved by the Board. In the event that there is an acting Director of Coaching, the coach will submit his/her request to the Director of Coaching, at which time the Director of Coaching shall go before the Board to gain approval. In the event there is no acting Director of Coaching, the coach will submit his/her request to the Board. The Board will have the final decision.
ARTICLE XIX. GAMES
Cancelled Games
Games cancelled due to rain-outs or mutual consent of both coaches must be rescheduled within seven (7) days and played prior to the end of the season. Make-up games must be scheduled through the appointed contact each season. In the event a game is cancelled, by the coaches less than (72) hours prior to scheduled time of game, the coaches are responsible to pay any fees incurred by the MCSA for the playing of the game.
Play-Off Games
Upon completion of regularly scheduled games, a team has seven (7) days to complete any necessary play-off games.
Score Input
Input of scores shall be completed by the winning team within 48 hours of the game being played. In the event the winning team does not do so within 48 hours the league will need to complete the input of the score.
Game Cards
Game Cards are to be provided by the coach for at each game held at MCSA or at another club. At the end of play each team should obtain a game card with the details of the game recorded on the card.
Player Pass
Any team U12 and above should have a printed set of player passes, printed in color and laminated. These cards are to be shown at each game played throughout the season.